You can specify that approval for a document is required in a library (library: A location on a SharePoint site where a collection of files is managed. The library can display information, including user-defined properties, about each file.) or list (list: A Web site component that stores and displays information that users can add to by using their browsers. Requires a Web server that is running Windows SharePoint Services.).
When this content approval setting is applied, an item or file that has been changed remains in a pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts.
By default, a pending item or file is visible only to its creator and to the people with permission to manage lists, but you can specify whether other groups of users can view the item or file.
If your library is set up to track both major and minor versions, the person who edits the file must first publish a major version (major version: A numbered copy of a file that has changed significantly since the previous major version. Each major version is identified by a whole number (1, 2, 3, ...) to indicate that it is published for a wider group in your organization to view.) of the file.
- If the list or library is not already open, click its name on the Quick Launch.
If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library.
- Point to the item or file to display a down arrow.
- Click the down arrow, and on the menu that appears, click Approve/reject.
- In the Approval Status section, choose whether you want to approve or reject the item.
- In the Comment section, you can optionally type a comment about why the item was approved or rejected.
- Click OK.
- If the content approval setting is applied to a list or library that already contains items or files, approval is required for any new content or for changes that you make to existing content. Existing items or files are treated as approved, but you can change their status later.
- If the content approval setting is disabled on a list or library that previously required approval, any pending or rejected items become visible to all viewers, unless they were deleted.