BTAA Library Community Engagement Network Teams Migration: FAQ
Community Engagement Network Teams Site
What is the CLP Community Engagement Network Teams site?
All BTAA library community groups will now be part of one single CLP Community Engagement Network Teams site. Each group will have its own dedicated channel within the Teams site, making it easier for all library groups to stay connected and collaborate in one place.
CLP = Center for Library Programs
How do I locate my group's channel within the CLP Community Engagement Network Teams site? How do I locate group folders and files?
The CLP Community Engagement Network Teams site will have channels for each group. You can learn more about Channels via the Microsoft Teams support site.
Group channels will show up in the left navigation menu within the Teams site. Each group channel will have tabs across:
- The first tab is Posts. It shows all the conversations (messages and replies) in the channel. Everyone who has access to the channel can see the messages in the Posts tab. Think of this as a group chat for the channel/specific group.
- The second tab is Files. All group folders and files will be stored here. Two folders will be pinned at the top in all channels: Group Charter and Roster, Meeting Agendas and Minutes.
We ask that you do not edit these folder names as we aim to maintain consistency for these two folders across all channels. - The BTAA Libraries Community Engagement Network Participants List will also be available as a tab - this is a view-only document showing rosters for all community groups.
- The BTAA Knowledge Base will also be available as a tab. This is a communication tool for sharing documentation and files related to our collective work. You can learn more about the resource by visiting support.btaa.org
Who has access to the CLP Community Engagement Network Teams site?
To see the member list, click on the three dots to the right of the Team Name. From the dropdown, select Manage team.
The second tab will list the membership of the Team site ("Members"). BTAA IT staff are automatically listed as Owners. To view the group roster, click on the Members and guests arrow.
In this new Teams setup, group files in all channels will be visible to everyone listed under Members and Guests.
How do I view only the channels of groups I’m part of and hide others?
To prominently display the group/s you're part of: locate the group from the list, click ⋯ (More options) to the right of the channel name, then select Show
To hide the group channels that don't apply to you: locate the group in the list, click ⋯ (More options) to the right of the channel name, then select Hide
Will the BTAA add current and future group members to the Community Engagement Network Teams site?
Yes, Teams access will be managed centrally, similar to listservs and meetings.
If you or another group member need access to the Teams site and group channel, please contact the Library Helpdesk at library@btaa.org
Will group chairs/co-chairs be able to manage access to the Community Engagement Network Teams site?
Group chairs/co-chairs will not be able to manage membership or direct access. Requests to add or remove group members should be sent to the Library Helpdesk at library@btaa.org
However, group chairs/co-chairs and members will have full access to managing folders and files in the group channel. This includes creating and deleting folders and files, sharing files, creating polls and surveys using Microsoft Forms, etc.
Access to the BTAA Teams Tenant
How do I access the BTAA Teams Tenant?
For steps on accessing the BTAA Teams Tenant, check out this article.
Bookmark the following URL to open the BTAA Teams Tenant directly in your browser: https://teams.microsoft.com/v2/
To avoid switching back and forth between your institution’s Teams tenant and the BTAA tenant, we recommend using the browser version to access the BTAA tenant. It offers the same functionality as the Teams app!
Do all BTAA institutions have Microsoft accounts?
Yes, even Google Suite users have access to a Microsoft login. Please contact your library IT or campus IT if you don't have access to this information.
Will group members need to have Microsoft accounts to access group documentation?
You will use your institutional login to access the BTAA Teams tenant - no need to create or use a personal Microsoft account for access.
Will different roles have different access levels?
There are three types of roles for each Teams site: owner, member, guest
Typically, member library staff are guests in the BTAA Teams tenant. Only those who require elevated access are upgraded to members, as needed.
If you're unable to use the assigned level to effectively complete tasks within the group, please submit a request through the Library Helpdesk at library@btaa.org - a staff member will review your request and follow up with you directly.
Can groups make specific documents publicly accessible (i.e. viewable without login)?
File sharing is possible in Teams, but folder sharing is currently unavailable.
Members and Owners can adjust file-sharing permissions. If others need similar access, please contact the Library Helpdesk at library@btaa.org and request an upgrade to your account in the CLP Community Engagement Network Teams site.
Member status is not limited to one channel - it applies across the entire Teams site.
How do I change file permissions to share with people outside the group?
Occasionally, you may need to share informational documents with people outside of your group.
We recommend always sharing documents with view-only access to maintain control over editing.
Follow these steps to share a file:
1. Open the file and click the Share button. You’ll find it in the top right corner of the screen.
From the dropdown, select "Manage Access".
2. In the pop-up Manage Access window, select "Start sharing".
3. In the next window, click the gear icon.
This will open Link settings for more control.
4. Set your desired sharing permissions. For example, if you'd like to share view-only access with anyone,
Under “Who would you like this link to work for?”, select Anyone
Under “Other settings,” set permissions to Can view
Optional: Add a password for extra security. Set an expiration date to limit how long the file is accessible.
Click “Apply” to save your settings.
5. Copy the link.
6. You’re done! Once the link is copied and settings are confirmed, you can close the window.
Migration Timeline and Process
What is the timeline for this migration?
Starting October 1, 2025, all library community groups will use a single Community Engagement Network Teams site.
Once the migration is complete, previous Google folders/drives and individual Teams sites will be set to read-only.
Who will handle the migration? Will group chairs/co-chairs have to migrate files or do post-migration cleanup?
The BTAA IT Team will handle the migration of group documentation and assist with post-migration cleanup. If you notice any broken links or data integrity issues after the migration, we welcome your feedback — please contact the Library Helpdesk at library@btaa.org with any questions or requests.
BTAA library staff will share the migration timeline and next steps through the group listservs.
How will the migration impact group work?
A series of communications will go out through group listservs starting in mid-August.
Below are some important dates and actions to be aware of:
September 23: Last day to edit documents in Google or individual Teams sites
September 24-26: Migration window. Access to current files will be temporarily unavailable while content is migrating.
October 1: Start collaborating in the new Community Engagement Network Teams site! (Google and individual Teams files will be set to read-only.)
Wrap up file edits in current Google folders/drives or individual Teams sites by the end of September 23.
During the migration window, we ask that you pause all activity in the current shared documentation site (Google or Teams) for maximum file transfer accuracy.
We will notify all groups once the migration is complete.
If your current files are stored in a BTAA-managed Google folder or Teams site, that folder or site will be archived after the migration.
Please note that we can’t guarantee long-term access to files stored in other locations — such as member-managed Google Drive folders — since the BTAA doesn’t have ownership or control over that content.
Can group members access current files during the migration?
During the migration window (September 24–26), current group files will be view-only and not available for editing. We strongly recommend not creating any new files during this time.
- If your group currently uses Google Drive, a README file will be added to the folder noting that it’s being sunset after the migration. Files will be archived. BTAA-managed Google folders may be removed at a later date.
- If your group currently uses an individual Teams site, the site will be removed after the migration, and files will be archived.
When will group files be available in the CLP Community Engagement Network Teams site?
Starting October 1, all library community groups files will be available via the Community Engagement Network Teams site.
Related Articles
Big Ten Academic Alliance Microsoft Teams Access
The Big Ten Academic Alliance uses Microsoft Teams for collaboration, communication, and resource sharing. Below is some helpful information on accessing the BTAA Teams tenant: How to access BTAA Teams tenant after being added: Method 1: 1. Bookmark ...Hewlett Foundation Grant Funded BTAA Events
In fiscal year 2025 and 2026, certain BTAA events will be eligible for full sponsorship of costs. These meetings will be funded by the Big Ten Academic Alliance (BTAA) through a generous grant from the William + Flora Hewlett Foundation (Hewlett). We ...HowTo - Login and use Zoom Events for Center for Library Programs events
This Knowledge Base article provides a guide on logging in and using the Zoom Events platform. At the Big Ten Academic Alliance, we use Zoom Events to host virtual events for our stakeholder/peer groups. Below, you'll find information to help you ...HowTo - Join lobby & sessions of a Zoom Event as pre-registered speaker for Center of Library Programs events
This Knowledge Base article provides the steps on how to join the lobby and sessions of a Zoom event as a pre-registered speaker. How to enter event lobby and join sessions: 1. Click the event link in your email/calendar appt to open the Event ...Getting Started
Welcome to the Big Ten Academic Alliance Knowledge Base! A knowledge base is a centralized repository for information, designed to help users find answers quickly. It can include FAQs, guides, and troubleshooting steps. Some materials may require ...
Popular Articles
Getting Started
Welcome to the Big Ten Academic Alliance Knowledge Base! A knowledge base is a centralized repository for information, designed to help users find answers quickly. It can include FAQs, guides, and troubleshooting steps. Some materials may require ...Big Ten Academic Alliance Microsoft Teams Access
The Big Ten Academic Alliance uses Microsoft Teams for collaboration, communication, and resource sharing. Below is some helpful information on accessing the BTAA Teams tenant: How to access BTAA Teams tenant after being added: Method 1: 1. Bookmark ...HowTo - Login and use Zoom Events for Admissions Directors events
This Knowledge Base article provides a guide on logging in and using the Zoom Events platform. At the Big Ten Academic Alliance, we use Zoom Events to host virtual events for the Admission Directors of the Big Ten Member Universities. Below, you'll ...HowTo - Join lobby & sessions of a Zoom Event as pre-registered speaker for Admissions Directors events
This Knowledge Base article provides the steps on how to join the lobby and sessions of a Zoom event as a pre-registered speaker. How to enter event lobby and join sessions: 1. Click the event link in your email/calendar appt to open the Event ...HowTo - Login and use Zoom Events for Center for Library Programs events
This Knowledge Base article provides a guide on logging in and using the Zoom Events platform. At the Big Ten Academic Alliance, we use Zoom Events to host virtual events for our stakeholder/peer groups. Below, you'll find information to help you ...
Recent Articles
Listserv Caching Issue Resolution
Overview We’ve recently identified an issue where some email clients incorrectly cache listserv addresses as individual recipients. This can lead to confusion when replying to or composing new messages, causing users to unintentionally email the ...BTAA Library Community Engagement Network Teams Migration: FAQ
Community Engagement Network Teams Site What is the CLP Community Engagement Network Teams site? You can learn more about a Team or Teams Site via the Microsoft Teams support site. All BTAA library community groups will now be part of one single CLP ...Hewlett Foundation Grant Funded BTAA Events
In fiscal year 2025 and 2026, certain BTAA events will be eligible for full sponsorship of costs. These meetings will be funded by the Big Ten Academic Alliance (BTAA) through a generous grant from the William + Flora Hewlett Foundation (Hewlett). We ...HowTo - Join lobby & sessions of a Zoom Event as pre-registered speaker for Center of Library Programs events
This Knowledge Base article provides the steps on how to join the lobby and sessions of a Zoom event as a pre-registered speaker. How to enter event lobby and join sessions: 1. Click the event link in your email/calendar appt to open the Event ...HowTo - Login and use Zoom Events for Center for Library Programs events
This Knowledge Base article provides a guide on logging in and using the Zoom Events platform. At the Big Ten Academic Alliance, we use Zoom Events to host virtual events for our stakeholder/peer groups. Below, you'll find information to help you ...