Week 38: Training Videos – Recording, Saving, and Accessing

Tuesday, July 26, 2022

 

Happy Tech Tuesday! This week we go over Training Videos!

Wheeler Accountants is currently using Microsoft Stream, Teams, and File Explorer to host our training videos. This document will go over the procedure for creating, saving, and accessing a training video.


To Record and Save a Microsoft Stream Training Video

In this example, we will be creating a video going over how to create a shortcut within the Citrix Workspace application and save it to the Admin channel in the Teams “Training Videos” section and the Training (Y:) drive in File Explorer.

  1. Using your Start Menu, open Chrome. This procedure will NOT work using Chrome from Citrix. Login to web.microsoftstream.com using your Wheeler credentials.
  2. Begin the procedure:
    1. Click the Create tab near the top of the window.
    2. Select Record screen or video from the dropdown menu.
  3. After the “Record screen or video” window pops up:
    1. Click the “Screen and Camera” button.
    2. Select Screen only from the dropdown menu.
    3. Click the Record button.
  4. At the “Choose what to share” window:
    1. Click the Window tab.
    2. Find the window you wish to share and select it with the mouse.
    3. Click Share.
  5. A small window will pop up announcing that the sharing has begun.
  6. Walk through the procedure while Microsoft Stream is recording.
  7. When finished, click Stop sharing on the small pop-up window from Step 5.
  8. A preview window of your recording will appear allowing you to review it.
    1. If it is not up to your standard, you may click the Record again button to re-record the procedure.
    2. If it is ready to upload, click the Upload to Stream button.
  9. You will need to describe the video and publish it in the “Upload to Stream” window.
    1. Add a name for the video in the Name box.
    2. Add a brief description of the procedure in the Description box.
    3. Make sure that Everyone in the company will be able to view the video.
    4. Click Publish to publish the video to the firm.
  10. Once the video is published, you can click the Go to video button to access the video.
  11. To add the video to a particular channel:
    1. Scroll down and click the “…” button next to the Like button.
    2. Select Add to group/channel from the dropdown menu.
  12. In the search bar that pops up, type in the channel you wish to publish to.
  13. After you have entered all the channels you wish to publish into, click the Save button.
  14. You will be returned to your video page. Now you can go to the channel you just published into.
    1. Click the Discover tab.
    2. Select Channels from the dropdown menu.
  15. Find the channel you published into and click to enter the channel.
  16. To download your video locally:
    1. Locate your recently published video and click the “…” button.
    2. Select Download video from the dropdown menu.
  17. This will save the video to your computer.
    1. Click the arrow next to the download.
    2. Select Show in folder from the dropdown menu.
  18. Move the downloaded video to the Training drive:
    1. Expand the Training (Y:) drive to expose the 0 – Training Videos (View Locally) folder.
    2. Locate the file in your Downloads folder and move it from your Downloads folder to the Y:\0 – Training Videos (View Locally) folder.
  19. After moving the file, you will need to add the file link to the 0 - Training Video List.xlsx spreadsheet in the Training (Y:)\0 – Training Videos (View Locally) folder:
    1. Click the 0 – Training Videos (View Locally) folder to display the contents.
    2. Double-click the 00 - Training Video List.xlsx file to open the Excel Spreadsheet.
  20. Edit the spreadsheet by inserting a line in the appropriate area and entering the channel and the video description in the first two columns.
  21. To create the Microsoft Streams link, switch back to your Microsoft Streams window and click the Share button next to your new video.
  22. The share window will pop up with the web link and a Copy button. Click the Copy button to copy the link.
  23. To insert the Microsoft Streams link into the Video Link cell in the spreadsheet, switch back to the 00 - Training Video List.xlsx spreadsheet:
    1. Right-click the blank cell in the Video Link column.
    2. ClickLink.
  24. The Insert Hyperlink window will pop-up:
    1. Enter “Link” in the Text to display box.
    2. Paste the link you copied in Step 22 into the Address box.
    3. Click OK to complete the process.
  25. Click the Save button to save your changes and then you may close the spreadsheet.
  26. Your training video is now published in Teams, Stream, and in the Training drive.

 

To Access a Microsoft Stream Training Video in Teams

In this example, we are going to open the video saved in the first section, which is in the Admin channel of the “Training Videos” team in Teams.

  1. Open the Training Videos channel in Teams:
    1. Click the Teams tab on the left.
    2. ClickTraining Videos to open the Training Videos channel.
  2. To open the Admin channel where the video is stored:
    1. Click the 4 more button.
    2. Click Admin.
  3. In the Teams window, find the video you uploaded and click to open within Teams.
  4. When you are finished watching the video, click the X in the top-right corner of the video window to close the video and return to the Admin channel.

 


To Access a Training Video in File Explorer (Local)

In this example, we are going to open the video saved in the first section, which is in the Y:\0 – Training Videos (View Locally) folder in File Explorer. Remember to open a LOCAL instance of File Explorer and do not use Cloud File Explorer in Citrix.

  1. Find the Training Videos folder:
    1. Open a local instance of File Explorer.
    2. Expand the Training (Y:) drive to expose the 0 – Training Videos (View Locally) folder.
  2. Locate the video in the Training drive:
    1. Click the 0 – Training Videos (View Locally) folder to display the contents.
    2. Locate the file in the Y:\0 – Training Videos (View Locally) folder and double-click to open.




To Access a Training Video in Microsoft Stream using Excel Spreadsheet

In this example, we are going to open the video saved in the first section, which is in the Excel Spreadsheet located in the Y:\0 – Training Videos (View Locally) folder in File Explorer. Remember to open a LOCAL instance of File Explorer and do not use Cloud File Explorer in Citrix.

  1. Find the Training Videos folder:
    1. Open a local instance of File Explorer.
    2. Expand the Training (Y:) drive to expose the 0 – Training Videos (View Locally) folder.
  2. Open the 0 - Training Video List.xlsx spreadsheet in the Training (Y:)\0 – Training Videos (View Locally) folder:
    1. Click the 0 – Training Videos (View Locally) folder to display the contents.
    2. Double-click the 00 - Training Video List.xlsx file to open the Excel Spreadsheet.
  3. After the spreadsheet opens, find the Link to the training video, and click the Link.
  4. The training video will open in Microsoft Stream.