Microsoft 365 lists and libraries can be set up to require approval. New items are are Pending until approved. The creator of the item and corresponding approvers may be the only people who can see new items. After an item is Approved, other people will be able to see it. The list owner selects who is able to approve and reject items.
Approve or reject an item or a file
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Navigate to the library or list where the Pending item or file is located.
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Select the item or items and select Approve/Reject from the command bar.
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In the Approve/Reject options for Approval Status, select Approved or Rejected.
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In the Comment section, you may enter a comment about why the item was approved.
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Select OK. The Approval Status is updated!
