Zoom to Microsoft Stream Video Migration Guide


Please be sure to delete all sensitive or FERPA-controlled video files from your local computer. These files can however remain in your OneDrive or S: locations if desired as those are, in addition to Stream, ITS-authorized storage locations.


 

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Getting Started:

Zoom to Stream video migration is an important step of using Zoom’s recording feature. Zoom is not approved storage location for FERPA or other protected information recordings. Stream is an approved storage location for videos needing FERPA protections. Even if you record the videos locally, it can still be uploaded for sharing with Microsoft Steam.

Instructors use Microsoft groups to protect videos stored in Microsoft Stream. Microsoft Groups are custom generated by ITS and allow access to only those individuals enrolled in a course section.

Note: If you record a meeting please download the video and delete it from Zoom cloud within 30 days, but sooner is preferred. U of I does not have unlimited Zoom storage space. There is extra need for storage of recording of online/Hyflex classes so it is important to delete recordings regularly.

 

Some things to consider:

Recording File Storage Locations

A Zoom Pro account is able to record to both the cloud and locally on the system. Cloud recordings are accessed through the Zoom website (uidaho.zoom.us) and selecting Recordings from the left hand side. From this page, cloud recordings can be downloaded or deleted. Unneeded recordings should be deleted as soon as possible and migrations should occur within 30 days of the recording, but sooner is preferred. Once a video has been downloaded and verified, it can then be deleted. See the Zoom Basic account notes for the storage location of local recordings.

On ITS-managed classroom lecterns or instructor systems, the recording file is stored in the user’s Documents file (C:\Users\<username>\Documents\Zoom) and can be convert later from an office workstation or laptop so the recording does not have to be processed immediately afterwards. It is recommended all recordings be saved to the cloud to ensure it is easily available after class.

 

Audio Files on Stream

Audio cannot be saved to Microsoft Stream. An easy way to share audio file is to add it to a PowerPoint Presentation. Here's how to add audio to PowerPoint for Windows, macOS and web versions.

 

FERPA Data and Zoom

FERPA protected data, which includes recordings of students, can be recorded to the Zoom cloud, but not stored there. Because of this, Zoom meetings that include students should be transferred to Stream or another ITS-authorized location as soon as possible after the recording has completed processing. Important - FERPA controlled videos:

  • Cannot be stored in the Zoom cloud
  • Cannot be stored on your local computer
  • Cannot be stored on unencrypted USB or other portable drives media.  They must be moved to and shared from ITS-authorized locations such as Stream, S:, OneDrive.  Contract the Registrar’s Office for information on FERPA, contact your TSP/ local support, etc. for assistance with Stream.

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Process Overview:

No matter the recording location of your Zoom meeting, you will need to follow these steps to get your video on a cloud service so it can be shared and viewed by others. For the most part this process is the same for local and cloud recordings, but when they differ it will explicitly mentioned and the appropriate method listed for each. To access Stream, visit http://stream.uidaho.edu login to the service with your University NetID.

 

Use the Group Automatically Created for the Class:

Before the beginning of each semester, a Microsoft group is automatically created for each section of every course. Group membership is populated using class list and instructor information from Banner. The primary instructor is made the owner of the group. Course section groups will follow the naming scheme Term - NameSection: Course Name (Instructor). For example, fall 2020 ITS 101, Section 01, Intro to Office 365 class taught by Professor Lien, the group name would be Fall 2020 – ITS101-01: Intro to Office 365 (Lien). If you do not have a group for your course section(s), please contact your TSP/Local Support.

  • When assigning groups, start your search with "Term - title", where title is the course subject (e.g. ENGL, HIST, MATH, ME, BIOL, ART, EDUC, BUS). Match this search format exactly including spaces. 
  • There is no need to upload a video multiple times. If a video meets all FERPA requirements across multiple sections, assign multiple Microsoft Groups to the video.
  • You may give an individual permission to view the video if they meet all FERPA requirements (e.g. notetaker).
  • See How are Microsoft 365 Course Groups created? for more information.
    • Course instructors will be automatically added as Group Owners
    • Course section group will contain all students enrolled in that course section
    • Membership is updated every 24 hours. All members are deleted and repopulated.
    • Course groups are created with "Allow all members to contribute" toggle enabled. Both Students and Instructors can upload and delete videos. See above mentioned KB article for instructions to disable the toggle so only Course Owners (Instructors) can upload and delete.

 

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Download Zoom Video if Saving to the Cloud:

For Zoom recordings stored in the Zoom cloud, the recordings will need to be downloaded by logging into Zoom (uidaho.zoom.us) with your University credentials. Once logged in, you should be shown your Zoom profile.

  1. From this page, select Recordings on the left-hand side menu.

Zoom Recording Location

  1. The Recordings page will list all of your recordings and the information about each one. Click on the recording you wish to download. This will open the specifics of that recording.

 

  1. Click the Download link underneath the video file labeled Recording-1. This will begin the download process to your local system. Note: If more than one “Record-#” file is listed, you will need to review all of them to verify which is the correct file.

 

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Delete Migrated Zoom Recordings from Zoom Cloud:

Once a recording has been downloaded to be transferred to Microsoft Stream, it needs to be deleted from the Zoom cloud.

  1. Navigate to the recording that was just downloaded and will be transferred to Stream.
  2. From the list of meeting recordings, select Delete from the end of the information line.
  3. This will pop-up a prompt that asks for confirmation before deleting the file. If you have verified that you no longer need the recording, select Yes.

 

Once this is complete, the recording no longer exists in the Zoom cloud. These files will continue to be available for recovery in the trash on Zoom for 30 days should they become needed.

 

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Process if Zoom Video Stored Locally:

For Zoom recordings stored on the local system, the recordings is stored in a temporary .zoom file format and must be processed after the recording is stopped. This can be immediately after the meeting if it is on a personal system, but often local recordings are used in classrooms where there is only so much time available before the room is used again. Luckily the video processing can be cancelled and resumed later from an office or laptop computer.

  • Recording locations:
    • On a person system, the default Zoom recording location is C:\Users\[Your Username]\Documents\zoom\
    • On a ITS-managed classroom lectern system, the Zoom recording is also saved to C:\Users\<username>\Documents by default in the Zoom folder.

Depending on where you recorded your Zoom meeting, you will need to navigate to the appropriate directory to begin the video processing.

  1. Locate your recording. 
  2. Once you have navigated to your recording directory, double click the first file that is labeled “double_click_to_convert…
  3. This will initialized the video processing, which depending on the system specifications and the length of the video, may take several minutes or longer.
  4. Once the video has finished processing, it will replace the original files in the folder with the processed ones that can be used to upload to Microsoft Stream.

 

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Upload Video to Stream:

You need to upload your video to Stream once you have downloaded it from Zoom. See Trim a Video in Microsoft Stream on how to trim off ends of your video if needed.

Step 1:

Select My content.

 

Step 2:

Select Upload a video.

 

Step 3:

Set video details.

 

Step 4:

Set permissions.

FERPA Protected Videos

(see Non-FERPA Protected Videos to set those Permissions)

You will see >Details (where the arrow is a toggle to open or close details).

Under >Details there is >Permissions (again the arrow is an open/close toggle).

Open up the Permissions view as shown below by pressing its toggle arrow.

Uncheck Allow everyone in your company to view this video as shown in the screenshot above

When assigning groups, choose My groups in the drop down menu (default is People), start your search with "Term - title", where title is the course subject (e.g. ENGL, HIST, MATH, ME, BIOL, ART, EDUC, BUS). Match this search format exactly including spaces.

There is no need to upload a video multiple times. If a video meets all FERPA requirements across multiple course sections, assign all course section Microsoft groups to the video.

You may give an individual persmission to view the video if they meet all FERPA requirements (e.g. notetaker).

Go to Step 5

 

Non-FERPA Protected Videos

You will see >Details (where the arrow is a toggle to open or close details).

Under >Details there is >Permissions (again the arrow is an open/close toggle).

Open up the Permissions view as shown below by pressing its toggle arrow.

Within the Permissions view, check Allow everyone in your company to view this video.

 

Step 5:

Press Publish now. Navigating away from this page without pressing Publish now will make the video not available to group members and will likely require it to be uploaded again.

Note: This is when you can trim either end of your video using Microsoft Stream tools. See Trim a Video in Microsoft Stream.

 

Step 6:

Share with your students

Link to or Embed into BbLearn

Link to or embed your video in your BbLearn course

 

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Trim a Video in Microsoft Stream

There are times you want to trim your video at either the beginning or the end. Here are Microsoft instructions on how to use Stream tools to trim your video.

 

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Verify Permissions, Settings and Copy Sharing Link to Videos Already uploaded to Stream

You can go into Stream anytime to verify or change permissions, make sure a video has been published or to get a copy of the link to the video.

Step 1

Go to Stream.uidaho.edu.

You may be prompted to authenticate if you have not already authenticated to Microsoft 365 application.

 

Step 2

Click on My content on the menu bar at the top, select Video.

A list of videos that you are the owner will be shown.

 

Step 3

For the desired video, click on Update video details (the pencil).

 

Step 4

  • Details section you can change the name of the video, add/edit the description and change the language.
  • Permissions section, you can add or remove both people and groups or allow everyone in your company to view the video
    • To add a group be sure to select My group in the drop down menu under Share with (People is the default selection as shown below's screen shot).
  • Options section, ensure the video is Published.

Note: if you make any changes you must click on Apply above the boxes.

 

Copy Link to Video

Step 1

To get a link to the video to share with your class, click on Share (see above)

 

Step 2

Select the Share tab to copy a URL link to the video. Click Copy. Follow these instructions to link your video in BbLearn.

Select the Embed tab to copy http code to embed your video (the screen shot shows Embed tab). Click Copy. Follow these instructions to embed your video in BbLearn.

 

Closing Notes and Reminders:

Please be sure to delete all sensitive or FERPA-controlled video files from your local computer.  These files can however remain in your S: locations if desired as those are, in addition to Stream, ITS-authorized storage locations.

 

 

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Details

Article ID: 384
Created
Mon 4/2/18 9:52 AM
Modified
Tue 11/3/20 2:10 PM