How to Use the Publish, Unpublish, and Cancel Approval Tools

To begin with, the Publish, Unpublish, and Cancel Approval tools are active only when a document library has versioning enabled and configured to allow the creation of major and minor (draft) versions. A major version is considered the published version. Versioning is a key component of SharePoint 2010 and other document management applications because it not only keeps track of previous versions of a document but also hides them from end users in the standard views, to make errors less likely when working with the document.

With versioning enabled, there is no question which version is the latest version because the version that appears in the document library is the latest and greatest. ...

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