BTAA Library Community Engagement Network Teams Migration: FAQs
last updated: 10.9.25
Community Engagement Network Teams Site
What is the CLP Community Engagement Network Team?
All BTAA library community groups will now be part of one single CLP Community Engagement Network Team. Each group will have its own dedicated channel within the Team, 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?
Each group will have a channel in the CLP Community Engagement Network Team. You can learn more about Channels via the Microsoft Teams Support Site.
Group channels will show up in the navigation menu within the Team. 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.
- 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 Team?
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 member list, click on the Members and guests arrow.
In this new environment, 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
Can I turn notifications on for the channels of groups I'm part of? How do I add them to Favorites?
To turn notifications on for your group channel:
- Click on the three dots to the right of the site name. From the dropdown click "Manage Team".
- Locate your channel, click the three dots to its right, from the dropdown select "Channel notifications". This will enable notifications for the channel/your group.
- Want to add the channel to your favorites list? Click the arrow to the right of "Move to" - directly below notifications. Click the right arrow, and you will see the "Favorites" show up on the left. Click on "Favorites".
To learn more about how to show, hide, or add a channel to your favorites list by visiting the Microsoft Teams Support Site.
Will the BTAA add current and future group members to the Community Engagement Network Team?
Yes, Teams access will be managed centrally, similar to listservs and meetings.
If you or another group member need access to the Team and group channel, please contact the Center for Library Programs Helpdesk at library@btaa.org
Will group chairs/co-chairs be able to manage access to the Community Engagement Network Team?
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 Center for 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 Environment
How do I access the BTAA Teams environment?
For accessing the BTAA Teams environment, check out this article.
Bookmark the following URL to open the BTAA Teams environment directly in your browser: https://teams.microsoft.com/v2/
To avoid switching back and forth between your institution’s Teams and the BTAA Teams, we recommend using the browser version to access the BTAA Teams environment. 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 environment - 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 Team: owner, member, guest
Typically, member library staff are guests in the BTAA Teams tenant. Group chairs and co-chairs are members. Others are elevated to member status, as needed.
If you're unable to use the assigned level to effectively complete tasks within the group, please submit a request to the Center for Library Programs 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 using the "Anyone with the link" option is available in Teams. For external sharing, we recommend using existing folders that already have the right permissions set.
Members and Owners can adjust file-sharing permissions. If others need similar access, please contact the Center for Library Programs Helpdesk at library@btaa.org and request file sharing access.
Member status is not limited to one channel - it applies across the entire Team.
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 using existing folders with the correct permissions already set for external sharing.
If you must share a file externally, follow these steps:
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.
(Revised 9.18.25) Will groups be using Microsoft Teams for meetings and OneNote Notebook for meeting notetaking?
We will not be using the OneNote Notebook or Teams meeting features in the new environment. Our goal is to keep meeting notes organized separately for each group and to continue supporting Zoom meetings and private calendar invites, which help maintain those spaces as intentional and private places for connection.
Zoom will remain the primary platform for meetings, and calendar invites and meeting support will continue as usual.
(Added 9.5.25) Will there be conflicts between my institution’s Teams and the BTAA Teams environment?
During our internal rollout, the Center for Library Programs Staff picked up a few helpful tips for managing both environments. To avoid conflicts between them, we recommend the following:
- Using the desktop Teams app for your institutional Teams access and chat
- Access BTAA Teams via a web browser. Bookmark: https://teams.microsoft.com/v2/
This keeps your environments separated and minimizes switching between Teams environments.
If your preferred browser isn’t working with BTAA Teams, we recommend switching to a different browser and using bookmarks or desktop shortcuts for easier access.
Migration Timeline and File Management
What is the timeline for this migration?
Key Dates and Migration Information
- Tuesday, September 23 – Last day to edit files in individual Teams and Google Drives/folders.
- Wednesday, September 24 to Friday, September 26 – Community group files will be view-only. Please do not edit during this time.
After the file migration, staff will check access to ensure everything is working in the new Teams environment. Each group will receive confirmation and updated links and resources.
Starting October 1, 2025, all library community groups will use a single Community Engagement Network Team.
Once migration is complete, previous Google folders/drives and individual Teams sites will become read-only. These will remain accessible for viewing for a period of time. BTAA staff will notify all community groups before they are permanently disabled.
Who will handle the migration? Will group chairs/co-chairs have to migrate files or do post-migration cleanup?
BTAA IT will manage the migration of group documentation. No new sorting or reorganization will be done during this process.
After the migration, each group may need to do some light cleanup to reorganize or move files as needed.
If you come across any broken links or data issues, please reach out to the Center for Library Programs Helpdesk at library@btaa.org. We're also happy to support you with any post-migration cleanup - just let us know how we can help.
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 Team! (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 become read-only 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 a BTAA-managed Google folder, read-only access will be available for a period of time. Files may be archived and removed at a later date.
- If your group currently uses an individual Teams site (starting with LIB), the site will be removed after the migration. Date TBA
When will group files be available in the CLP Community Engagement Network Team?
Once the migration is complete, files will be available in the new Teams environment. However, to allow time for final checks and communication, the official go-live date is October 1.
Starting October 1, all library community group files will be accessible through the CLP Community Engagement Network Team.
Starting October 1, all library community group files will be accessible through the CLP Community Engagement Network Team.
(Added 9.2.25) Why was Microsoft Teams chosen over Google? Why are library groups migrating now?
Several years ago, an evaluation was conducted across all BTAA member universities to assess tools for cross-institutional collaboration. Microsoft Teams was selected as the preferred platform due to its robust permissions management, integration with our secure accounts management system, and alignment with institutional policies, some of which limit or discourage the use of Google for work-related activities.
This decision supports long-term infrastructure planning at BTAA Headquarters and enhances secure collaboration across all community groups. As all other stakeholder groups already use Microsoft Teams, migrating the library community groups ensures consistency and alignment across the consortium. This transition provides a centralized, secure virtual space for improving cross-group collaboration while maintaining space for group-specific discussions.
(Revised 9.18.25) How will legacy documents be handled after the migration? Will access change?
All existing documents - from Google shared folders and individual/legacy Teams sites - will be moved to your group’s new Teams channel. A secure, read-only backup of the original files will be retained until the migration is fully verified. We’ll share an additional announcement before access to these backups is permanently removed.
Each group channel now includes a “Files to archive post-migration” folder. This is a space for groups to identify legacy or sensitive content they wish to archive after the move. BTAA staff will support each group in managing this workflow. Please allow several weeks for this process to be completed.
(Revised 9.25.25) What happens to Google file types during the migration? Will they be converted to Microsoft formats, and what steps are being taken to manage any issues with the transition?
Google Docs, Sheets, and Slides will be converted to Microsoft Word, Excel, and PowerPoint files, respectively.
PDFs, images, and text files will be moved without conversion.
Google Forms don’t have a direct Microsoft equivalent. Responses will be saved as Excel files. The form layout will be saved as a static PDF file - interactive functionality won’t transfer.
We’re working closely with BTAA IT to address formatting issues, particularly with more complex files. BTAA IT has experience with similar large-scale migrations and will help ensure this migration is completed with minimal formatting or compatibility issues.
(Added 9.18.25) Are groups that currently use Teams also migrating? What will happen to current/active or legacy BTAA Teams sites?
Files from individual LIB Teams sites within the BTAA Teams environment will be moved to your group’s channel in the CLP Community Engagement Network Team.
After migration, all LIB Teams will become inactive. An announcement will be made before access is permanently removed.
(Added 9.18.25) What Microsoft tools can our group use for creating polls and surveys?
For quick polls during meetings, BTAA staff can assist with setting up Zoom polls. Polls can be prepared in advance with staff support.
Microsoft Forms is the recommended Microsoft tool for offline polls and surveys. To learn more, see this Microsoft Support article:
BTAA staff can also support meeting polls using Doodle and surveys using JotForm. While direct access to these tools isn’t currently available to community group members, staff are happy to assist with creating and distributing polls or surveys through the group listserv. For help with polling or survey creation, contact the Center for Library Programs Helpdesk at library@btaa.org
(Added 9.18.25) Can multiple group members take meeting notes in Teams? Who will have editing access to the notes documents?
Yes, multiple contributors can collaborate on meeting notetaking. If you encounter access or syncing issues during live notetaking, please reach out to the Center for Library Programs at library@btaa.org
All group members will have editing access to coordinate note-taking responsibilities.
(Added 9.5.25) Privacy, Security, and Confidentiality
How will internal group discussions and documents be protected in the new shared space?
We understand that trust and confidentiality are important to group work. The new shared Teams space is designed to improve collaboration and visibility, while still supporting group-specific work and conversations.
Existing permissions for your documents and meetings will stay the same unless your group chooses to share more broadly. To signal intent, we encourage labeling sensitive files as “For [Group Name] Use Only.”
After the migration, we’ll support each group in reviewing and adjusting access settings as needed. Staff time has been set aside for assistance.
A Best Practices guide is available in the new Teams environment to help ensure respectful use of the shared space with a focus on privacy and appropriate boundaries. If you see concerns, please contact the Center for Library Programs helpdesk at library@btaa.org
We’re committed to balancing open collaboration with group confidentiality as we make this transition together.
It sounds like group members will no longer have the ability to control access at the folder level, only the file level. Is that correct?
Folder-level access within your group is not changing. Group members will still be able to access and manage folders as they have before.
What’s changing is how external sharing is handled. To improve security and minimize the risk of accidental sharing, each Teams channel now includes dedicated folders for external sharing: one for view-only sharing and one for editable sharing. These folders have pre-set permissions to support secure and consistent external sharing.
To support this:
- Share only the specific files needed, rather than the entire folder
- Use clear, consistent naming to indicate shared content (e.g. 2025_10_01_notes_shareable)
- Copy or Move externally shared files into the designated folders
If a group prefers to keep files in Google Drive, how would that be handled within the migration plan?
We understand that some groups may prefer to continue using Google for their files. However, as part of this migration, all BTAA Library community documentation is being consolidated into a centrally managed, secure, shared environment. This change reflects community feedback emphasizing the importance of greater visibility into each other’s work for stronger collaboration.
A central file management system also supports other community-wide practices (e.g. meeting management, listserv access) and ensures that documents aren’t tied to individual accounts or institutions. This helps keep files accessible to the entire BTAA community over time, even as roles and affiliations change.
To maintain continuity, collaboration, and the long-term preservation of consortial work, we ask for your support in moving all group documentation to the designated shared Teams space. Please know that we take your group’s privacy and confidentiality seriously and will continue to support your group's needs within the new Teams environment.
How are you addressing feedback about this transition?
We’ve heard your concerns and are working to improve communication. In response, we’ve created:
- Prioritizing staff time to support this transition
We aim to ensure everyone feels informed and supported not just during the migration, but throughout the adoption of the new Teams environment.
(Added 10.9.25) Will CoPilot or any other artificial intelligence features be used in the Community Engagement Network Team?
CoPilot is not enabled in the BTAA Teams environment. There are currently no plans to enable CoPilot or other AI features within this environment. At this time, no content or information shared within the CLP Community Engagement Network Team is being accessed by or processed through Microsoft CoPilot or any other AI system. Should that change in the future, we will communicate updates and policy details in advance.
The policies and practices we follow for BTAA Headquarters staff are based on those of our host institution, the University of Illinois. We encourage all users to follow their own institution’s policies and guidance regarding the use of AI tools and related technologies.
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