Upload, Manage, and Share Videos in Microsoft Stream

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Overview

Microsoft Stream is a Microsoft 365 video service that allows you to upload, view, organize, and share videos using your Cedar Crest College account.

Microsoft Stream now works with OneDrive and SharePoint. Instead of storing videos in a separate Stream library, videos are saved as files in Microsoft 365.

You can use Microsoft Stream to:

  • Upload videos from your computer.
  • Share recordings with students, faculty, staff, or other authorized viewers.
  • Adjust video titles, descriptions, and thumbnails.
  • Generate captions and transcripts.
  • Manage who can view or edit your videos.
  • Access recordings from Microsoft Teams.

This article explains how to upload, configure, share, and troubleshoot videos in Microsoft Stream.

Step 1 – Access Microsoft Stream

  1. Open a web browser and go to Microsoft Stream.
  2. Sign in using your Cedar Crest College email address and password.
  3. Complete multifactor authentication (MFA) if prompted.
  4. The Stream homepage displays available videos, recent recordings, and options for creating or uploading content.

Note: Microsoft Stream uses the same College Microsoft 365 account as Outlook, OneDrive, and Teams.

Step 2 – Upload a Video

Upload Directly to Microsoft Stream

  1. Open Microsoft Stream.
  2. Select Upload.
  3. Browse to the video file on your computer.
  4. Select the file and begin the upload.
  5. Wait for the upload to finish.
  6. Open the video to review it and adjust its settings.

Videos uploaded directly through the Stream homepage are generally stored in your OneDrive.

Upload to OneDrive or SharePoint

You can also upload videos directly to OneDrive or SharePoint.

  1. Open the appropriate OneDrive folder or SharePoint document library.
  2. Select Upload > Files.
  3. Choose the video from your computer.
  4. Wait for the upload to complete.
  5. Select the uploaded video to open it in the Microsoft 365 video player.

Recommendation: For departmental videos, training materials, or content that must remain available after an employee leaves, store the video in an appropriate departmental SharePoint site rather than an individual's OneDrive.

Step 3 – Configure Video Settings

After uploading your video:

  1. Open the video in Microsoft Stream or the Microsoft 365 video player.
  2. Locate the video information and Video settings controls.
  3. Review the available options.

Video Information

Depending on your permissions and the available interface, you can configure:

Setting Description
Title Name displayed for the video
Description Provides information about the video's content
Thumbnail Image displayed as the video's preview
Chapters Divides a longer video into sections
Transcript and captions Provides text for spoken audio
Comments Allows viewers to leave comments when enabled

Update the Video Title or Description

  1. Open the video.
  2. Locate the title or description.
  3. Select the available editing option.
  4. Enter the updated information.
  5. Save your changes.

Add or Change a Thumbnail

  1. Open the video.
  2. Select Video settings.
  3. Locate Thumbnail.
  4. Choose an available frame or upload a custom image, if supported.
  5. Save your changes.

Step 4 – Configure Captions and Transcripts

Captions make videos more accessible and allow viewers to follow spoken content.

Microsoft Stream can generate captions and transcripts for supported videos.

  1. Open your video.
  2. Select Video settings.
  3. Expand Transcript and captions.
  4. If a transcript is not already available, select Generate.
  5. Choose the spoken language if prompted.
  6. Allow time for processing.

Once available, viewers can turn on captions using the CC button in the video player.

Note: Automatic transcription depends on the video's language, format, size, and available Microsoft 365 features. Review automatically generated captions for accuracy before relying on them for instructional or accessibility purposes.

Step 5 – Share Your Video

Videos in Microsoft Stream use OneDrive and SharePoint sharing permissions.

Share a Video with Specific People

  1. Open the video.
  2. Select Share.
  3. Choose Share or the available link-sharing option.
  4. Enter the names or email addresses of the intended recipients.
  5. Review the link settings.
  6. Select the appropriate permission, such as Can view.
  7. Select Send or Copy link.

Understand Sharing Permissions

Permission Description
Specific people Only designated recipients can access the shared link
People in Cedar Crest College Eligible College users with the link can access the video
Anyone with the link Allows broader access if permitted by College settings
Can view Allows recipients to watch the video
Can edit Allows recipients to modify the video file
Can't download Restricts downloading when this option is available

Recommendation: Use Specific people whenever possible, especially for instructional, departmental, or internal College recordings.

Important: The sharing options available to you depend on College security settings and the location where the video is stored.

Share a Video in Canvas

To share a video with students:

  1. Open the video in Stream.
  2. Select Share > Copy link.
  3. Configure the appropriate viewing permissions.
  4. Copy the link.
  5. Open your Canvas course.
  6. Add the link to the appropriate module, page, or assignment.
  7. Test the link using an account with student-level access.

Important: Adding a video link to Canvas does not automatically grant students permission to view the video. Students must also have the appropriate Microsoft 365 access permissions.

Step 6 – Manage Video Access

If you need to change who can access a video:

  1. Open the video in Stream, OneDrive, or SharePoint.
  2. Select Share.
  3. Open Manage access.
  4. Review the people and links with access.
  5. Change permissions or remove access as needed.

Removing access prevents future viewing through the affected permission or link, but it does not remove copies that recipients may have already downloaded.

Step 7 – Access Microsoft Teams Recordings

Microsoft Teams meeting recordings are stored in OneDrive or SharePoint, depending on the meeting type and configuration.

To access a recording:

  1. Open Microsoft Teams.
  2. Locate the meeting in your calendar or chat.
  3. Open the meeting's Recap or recording link.
  4. Select the recording to play it.
  5. If needed, open the recording in your browser to manage its sharing permissions.

Note: Teams recordings may have retention or expiration settings. Do not assume that a meeting recording will remain available indefinitely.

Troubleshooting

Stream Says My Session Has Expired

If Microsoft Stream displays a session-expired message or asks you to sign in again:

  1. Close the affected Stream tab.
  2. Open a new browser tab and go to Microsoft 365.
  3. Sign in using your Cedar Crest College account.
  4. Complete MFA if prompted.
  5. Return to Microsoft Stream.

If the problem continues:

  1. Try opening Stream in a private or InPrivate browser window.
  2. Confirm that you are signing in with the correct College account.
  3. Make sure your browser allows cookies required for Microsoft 365 authentication.
  4. Try another supported browser, such as Microsoft Edge or Google Chrome.
  5. If necessary, clear Microsoft-related site cookies and sign in again.

Note: Clearing browser cookies may sign you out of other Microsoft 365 applications.

I Cannot Upload a Video

  • Confirm that your internet connection is working.
  • Verify that the video is in a supported format, such as MP4.
  • Check that sufficient OneDrive or SharePoint storage is available.
  • Try uploading the file directly through OneDrive or SharePoint.
  • Make sure you have permission to upload files to the selected location.

Others Cannot View My Video

  1. Open the video.
  2. Select Share > Manage access.
  3. Confirm that the intended recipients have permission to view it.
  4. Verify that they are signing in with the correct account.
  5. If necessary, create a new sharing link.

For videos shared in Canvas, verify that the intended students have access to the video file, not just the Canvas page containing its link.

Captions or Transcripts Are Missing

  1. Open the video.
  2. Select Video settings.
  3. Review Transcript and captions.
  4. Generate a transcript if the option is available.
  5. Allow time for processing.

Automatic captions may not be available for every video.

My Video Is Missing

  • Check your OneDrive files.
  • Search for the video's file name in Microsoft 365.
  • Check the SharePoint site or Teams channel where the video may have been stored.
  • Review your OneDrive or SharePoint Recycle Bin if the file was deleted.
  • Confirm that you still have permission to access the video.

Additional Resources

Need Additional Assistance?

If you experience problems uploading, sharing, or viewing videos in Microsoft Stream, submit an IT Support Request.

Include the action you are attempting, the browser you are using, and any error messages. Do not include passwords or verification codes.

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