Microsoft Office Tutorials and References
In Depth Information
5. When you finish the document, click Save, name the document (my example uses
approvaltest), and then close Word.
6. Check in the document as a minor version, enter a comment (my comment is “keeping it
minor”), do not keep the document checked out, and click OK.
As you can see in Figure 8.35, the new document is in the Shared Documents library with its
approval status listed as Draft. All other documents are shown as approved because their most
current versions were major versions (and they were already visible) when content approval was
enabled.
FIGURE 8.35
The new draft
document in the
Shared
Documents library with
content approval
enabled
You are able to see that the new document is a draft version because you own the document
and you have approval rights. However, if you happen to log on to a different workstation using
a standard user account with edit permissions and look at the Shared Documents library, you
will be unable to see the new document. It will not show up in the user’s view of the library
because it is a draft (minor) version and not approved.
Let’s see what can be done with the new document as far as content approval and versioning.
(Of course, you need to be logged in as someone allowed to do content approval.)
In the drop-down menu for the new document, you have the standard options—nothing that
indicates content approval is enabled. As you can see in Figure 8.36, Approve/Reject is not listed
for this draft document because only major versions are allowed to be approved or rejected.
E L E V A T I N G A M I N O R V E R S I O N T O A M A J O R V E R S I O N
If you elevate this draft version of a document to a major version, the approval status will
change from Draft to Pending, which will allow you to approve or reject a document.
1. In the drop-down menu for the new document, select Publish A Major Version. A Publish
Major Version page will appear. As you can see in Figure 8.37, the Comment box
contains the comments you made when you created the version, so you can add to them if
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