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When you set up a 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.) or 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.), you can require approval of the items or files — or of changes to the items or files — that are submitted to the list or library.

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.

1. 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.

2. On the Settings menu , click List Settings, or click the settings for the type of library that you are opening.

   For example, in a document library, click Document Library Settings.

3. Under General settings, click Versioning settings.
4. In the Content Approval section, under Require content approval for submitted items?, click Yes.
5. Click OK.