Managing workflows in a digital workspace becomes much easier when everyone understands how to request, review, and track decisions in a structured way. Microsoft Teams offers a built-in feature called Approvals, which allows teammates to submit items for approval without relying on long email threads or scattered messages. By learning how to use Approvals in Teams effectively, you can streamline communication, enhance productivity, and ensure accountability within your organization. This guide explains how to access, create, send, and manage approval requests so your team can work more efficiently.
Understanding Approvals in Teams
The Approvals app in Microsoft Teams is designed to centralize approval workflows. Whether you need a manager to sign off on a document, confirm a request, or verify a task, the Approvals feature organizes everything in one place. It helps reduce confusion and provides a clear record of who approved what and when.
Why Use Approvals?
Approvals in Teams can be useful for various scenarios
- Document sign-offs
- Budget or purchasing requests
- Time-off or scheduling approvals
- Project-based decisions
- Content reviews
Using this tool minimizes bottlenecks and keeps projects moving smoothly, as everyone involved receives notifications and updates directly inside Teams.
How to Access the Approvals App
Before you can start using Approvals, you need to open the app within Microsoft Teams. Many users overlook this step, but accessing it is simple.
Steps to Locate Approvals
On the left-hand sidebar of Teams, you should see a list of apps. If Approvals is not visible immediately, follow these steps
- Click on the ellipsis icon (….) to open more apps.
- Search for Approvals.
- Select the Approvals app to launch it.
- Right-click or pin it to keep it on your sidebar for easier access in the future.
Once you open it, you will see a dashboard showing approvals you’ve sent, received, or completed.
How to Create a New Approval Request
Creating a request is the first step in using Approvals in Teams. The interface is intuitive but requires attention to detail to ensure the request contains all necessary information.
Step-by-Step Instructions
To start a new approval request
- Open the Approvals app.
- Select the New approval request button.
- Fill out the form with the required details, including the request name, description, and any additional notes.
- Add the recipients who need to approve the request.
- Attach files if needed.
- Choose whether you want all approvers to respond or only one.
- Send the request.
Teams notifies the selected approvers instantly, allowing them to act on the request from chat, an activity notification, or the Approvals app itself.
Including Attachments and Forms
Many approval workflows involve documents or forms. Approvals in Teams supports attachments so reviewers can evaluate the required materials before making a decision.
Supported Attachments
You can attach
- Word documents
- PDF files
- Excel sheets
- Images or reference materials
Attachments appear directly within the approval request, making it easy for approvers to open and review them without leaving Teams.
How Approvers Receive and Respond to Requests
Once a request has been sent, the recipients will be notified. They can take action from multiple locations within Teams.
Ways Approvers Can Respond
- From the chat conversation where the request appears
- From the Activity tab
- Within the Approvals app on the dashboard
Approvers simply click Approve or Reject and can add comments if necessary. This creates a clear record of their decision.
Tracking the Status of Approvals
One of the most useful features of Approvals is the ability to track the real-time status of each request. This helps eliminate confusion about pending tasks and allows teams to stay organized.
Monitoring Your Requests
In the Approvals app, you will see a list of
- Sent requests
- Received requests
- Completed approvals
Each entry displays its current status, the date it was created, the recipients, and any comments left by approvers. This visibility helps teams follow up efficiently when necessary.
Using Approvals Inside Chat or Channels
Another convenient way to work with approvals is by creating them directly inside a chat or a channel. This keeps the request tied to the context of ongoing discussions.
How to Create Approvals in Conversations
To create an approval from a chat or channel
- Open the chat or channel where you want to send the request.
- Click the message extension icon below the message box.
- Select the Approvals app.
- Fill out the request form.
- Send it to the conversation.
This method helps teams stay organized and keeps all related information in one place.
Advanced Features and Customization
Teams Approvals offers more than basic approval requests. You can configure advanced settings to fit your workflow more precisely.
Custom Fields
Some approval templates allow custom fields, including
- Dropdown menus
- Date selectors
- Text boxes
These fields help teams capture specific information required in recurring approvals.
Integration With Power Automate
Teams Approvals is integrated with Power Automate, which means you can create automated workflows. These workflows can notify managers, save approval results to files, or trigger actions based on decisions. While advanced, this integration can greatly improve efficiency for organizations that rely heavily on approvals.
Common Problems and How to Avoid Them
Like any workflow tool, Approvals in Teams may occasionally present challenges. Understanding common issues helps you avoid delays.
1. Missing or Incorrect Approvers
Always double-check recipients before sending the request. Adding the wrong approver may slow the process or prevent completion altogether.
2. Forgotten Attachments
Important documents should be included before sending. If you forget, you may need to cancel the request and create a new one.
3. Confusion About Approval Requirements
Specify whether all approvers must respond or if one response is enough. This setting affects how quickly decisions are completed.
4. Notification Overload
If your team receives many approval requests, encourage them to check the Approvals dashboard regularly to avoid missing important items.
Best Practices for Using Approvals in Teams
To get the most value out of this tool, teams should follow a few best practices.
- Keep descriptions clear and concise.
- Include all relevant information in one request.
- Use comments thoughtfully to track changes or explanations.
- Organize approvals by naming them consistently.
- Review completed approvals to understand past decisions.
These habits make approval workflows smoother for everyone.
Understanding how to use Approvals in Teams can significantly improve workflow efficiency in both small and large organizations. By centralizing requests, tracking them easily, and allowing approvers to respond directly within the platform, Teams reduces communication barriers and helps maintain accountability. Mastering how to create approval requests, attach necessary documents, monitor progress, and use advanced features gives you the flexibility to adapt this tool to your team’s specific needs. When used properly, Approvals becomes a reliable system that supports smoother collaboration and faster decision-making every day.