{"id":3339,"date":"2026-01-28T10:19:36","date_gmt":"2026-01-28T09:19:36","guid":{"rendered":"https:\/\/www.ituziast.com\/?p=3339"},"modified":"2026-01-28T10:31:48","modified_gmt":"2026-01-28T09:31:48","slug":"simple-guide-to-sharepoint-online-content-approval","status":"publish","type":"post","link":"https:\/\/www.ituziast.com\/index.php\/2026\/01\/28\/simple-guide-to-sharepoint-online-content-approval\/","title":{"rendered":"Simple Guide to SharePoint Online Content Approval"},"content":{"rendered":"\n

Content approval is a SharePoint feature that ensures reviewers check items or documents before everyone can see them. When you turn it on, SharePoint assigns a status\u2014such as Pending<\/strong>, Approved<\/strong>, or Rejected<\/strong>\u2014to each new or updated item. Until someone approves an item, most users cannot see it, or they only see the last approved version, depending on your permission settings.<\/p>\n\n\n\n

Here is a simple guide to SharePoint Online Content Approval. It inlcudes a couple of scenarios which you can use, to set up your content approval process:<\/p>\n\n\n\n

How to set up content approval<\/h3>\n\n\n\n
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  1. Click on the gear icon on the right hand top corner, and choose Library Settings<\/strong> \u2192 Versioning Settings<\/strong>.<\/li>\n\n\n\n
  2. Set Require content approval for submitted items?<\/strong> to Yes<\/strong>.<\/li>\n\n\n\n
  3. Choose how versioning should work (major versions only, or major and minor versions).<\/li>\n\n\n\n
  4. Configure Draft Item Security<\/strong> to decide who can see draft or pending items (example, only authors and approvers, or a wider audience).<\/li>\n<\/ol>\n\n\n\n

    Open your SharePoint Online site and then go to the Document Library where you want to have content approval process for your content. Then, follow these steps:<\/p>\n\n\n\n

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    Once content approval, you will see automatically, a new column shown in your library: Approval status.<\/em><\/strong><\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Now, there are a few important follow-up steps to make sure it actually works the way you expect. Especially around who can approve content<\/strong>.<\/p>\n\n\n\n

    Who can approve the content?<\/strong><\/p>\n\n\n\n

    In SharePoint, approvers aren\u2019t added through a separate \u201capprover\u201d <\/em>field by default. Instead, approval rights come from permissions<\/strong>.<\/p>\n\n\n\n

    Anyone with Approve<\/strong> permission can approve or reject content. Common approver roles:<\/strong><\/p>\n\n\n\n