How to replace Loom with Microsoft Stream for walkthroughs and client videos 🎥

Sarah Bacich
May 8
5 min read

Task: Record and share screen walkthroughs using a tool you already own

If you’ve been using Loom to record explainer videos, how-tos or internal training guides, then uploading them to Google Drive, forwarding links, and getting five Slack messages asking where it went… this one’s for you.

Microsoft Stream does the same job - often better - and you’re already paying for it. It’s built right into Microsoft 365 Business Premium, saves videos automatically to OneDrive or SharePoint, and integrates beautifully with Teams, email and task systems.

Use it to replace casual demos, team walkthroughs, onboarding tutorials or supplier instructions - without juggling tools or renewing another subscription.

What needs fixing

You’re paying for Loom when you already have Stream
Your team can’t find the video you just made (again)
You’ve recorded the same task three times this month because there’s no reusable walkthrough
You’re losing time switching tabs, saving links, and moving videos between platforms

Why this matters - Stop using Loom when you have Stream

Stream cuts the fluff, keeps everything where it belongs, and reduces tool fatigue for everyone.

Using Stream:

Saves money by eliminating duplicate tools
Keeps your training and communication content in the same platform as your files
Reduces “how do I do that again?” messages by building reusable explainers
Helps onboard new team members or clients without extra effort
Speeds up delegation and reduces rework

🎯 It also eliminates the 5–10 minutes spent digging through emails or Slack trying to find a Loom link someone forgot to save. That’s not just time - it’s motion waste (repeating the same steps to find, clarify or re-explain something that could’ve been done once and shared properly).

Time and motion ROI

Let’s say:

Each explainer takes you 10 minutes to record
Repeating or re-explaining it later takes another 15 minutes
You do this 4 times a week - that’s 1 hour of repeated effort
Switching between Loom, email and storage adds 5 minutes each time

Using Stream:

You record once
Save and share it instantly
Everyone can access it without needing a login or digging through email

That’s an easy 1–2 hours a week saved💡 Over a year, that’s 50–100 hours of productivity recovered - without doing a single extra thing.

Key questions before you start

Is the video short and sweet (under 15 minutes)?
Am I explaining a task that I’ve already had to repeat?
Do I know where I’ll store the video so others can find it later?
Is this internal only, or will I be sharing with a client, supplier or contractor?

Checklist: How to record and share a screen walkthrough using Microsoft Stream

1. Open Microsoft Stream

Go to https://stream.office.com This is the new version - the one that saves videos into OneDrive and SharePoint.

🧠 Still seeing “Classic Stream” with a red banner? That version’s being retired - ask your IT support to switch you to the newer one.

2. Click ‘record screen or video’

Top right of the screen - nice and obvious.

Choose:

Camera + screen for friendly face-to-camera walkthroughs
Screen only for quick step-by-step guides

🧡 If you’re explaining to a client or supplier, use camera + screen - it builds trust and clarity.

3. Allow your browser to access your mic and camera

Select your preferred microphone
Check it’s working (you’ll see audio levels move as you speak)
Make sure your lighting’s decent if using your webcam - no witness protection mode here

4. Start recording - and keep it under 15 minutes

Microsoft Stream's in-browser recorder has a 15-minute limit. Perfect for:

How to tag client emails in Outlook
Where to upload invoices each week
How to update supplier records in your shared tracker
A tour of your client portal or Notion dashboard

⏱ For longer videos: record using PowerPoint or Zoom, then upload the finished file to Stream manually (we’ll cover that in another task)

Note: Stream comes with a built in teleprompter so you can read off a script as you are speaking!

5. Speak like you’re on a Zoom call

Be natural. Explain what you’re doing and why.

📝 Example:“First, head to our Xero dashboard. We’re going to check overdue invoices. Click here, then sort by due date.”

💡 Slow down at key points and point with your cursor. This helps the viewer absorb what they need without pausing every two seconds.

6. Finish and review your video

Click ‘Next’You’ll see a preview screen where you can:

Play it back
Trim the start or end (useful for cutting out “Can you see my screen?” moments)
Name it clearly

✅ Good video name examples:

How to assign leads in our CRM
How to submit client gifts
Supplier onboarding walkthrough

7. Save to OneDrive or SharePoint

Choose a folder that makes sense. Ideally:

Team SOPs go in your “Operations” SharePoint library
Supplier or client videos go in a OneDrive folder with external sharing enabled

💡 Label folders clearly - e.g. “Video SOPs” or “Client Tutorials” - so they’re easy to find later

8. Share the video

Go to the video in OneDrive or SharePoint
Click ‘Share’
Choose your sharing option
Paste the link into your email, task or shared doc

🔓 Bonus: Sharing Stream videos externally

You can share Stream videos externally - here’s how to do it properly.

1. Make sure the folder allows external sharing

OneDrive works best for external one-off shares
SharePoint can be set up for repeat external access (client hubs, supplier portals etc.)
If you don’t see external sharing options, speak to your Microsoft 365 admin

2. Click ‘Share’ next to the video

You’ll be managing access from OneDrive or SharePoint - not inside Stream itself.

3. Choose the right setting

Click the drop-down and choose:

Anyone with the link – simple, no login needed
People you choose – more secure, for named clients or suppliers

🔐 Set an expiry date or password if you’re sharing sensitive information

4. Copy the link and paste it where it belongs

💬 Example:Hi Sarah, here’s a 4-minute walkthrough on where to find your onboarding form. Let me know if you’d like a live call as well.

5. Revoke or change access anytime

Right-click the video in OneDrive or SharePoint > manage access > edit or remove as needed

Delegation email (send this to your VA or admin)

Subject: Start recording training videos using Microsoft Stream

Hi [Name],

Let’s start using Microsoft Stream instead of Loom for any walkthroughs or training explainers.

Here’s what I need:

Go to https://stream.office.com
Record videos under 15 minutes
Use camera + screen when explaining processes
Save them in this folder: [Insert SharePoint/OneDrive folder]
Use clear titles (e.g. How to upload supplier invoices)

Let me know once one’s ready and we’ll test the flow.

Thanks,

[Your Name]

Completion email (VA to send back to delegator)

Subject: Training video ready in Stream

Hi [Your Name],

I’ve recorded the walkthrough and saved it here: [Insert link]Title is clear and it’s in [Folder Name] as requested.

Happy to record more when ready.