Outlook Approval Tracking: How to Use It

Outlook approval tracking lets you send a document or email for approval and then monitor its status—whether it’s been approved, rejected, or is still pending—all from your inbox. This guide covers the built-in approval features in Outlook for Microsoft 365 and classic desktop versions, plus how to track requests you receive. You’ll need an Outlook account with access to Microsoft 365 (for the modern approval flow) or a classic Exchange mailbox, and the recipient must be able to receive email.

What You’ll Need

• Outlook desktop (Microsoft 365 or classic) or Outlook on the web
• An Exchange or Microsoft 365 mailbox (approval tracking relies on server-side tracking)
• Recipients who can receive email and, for the modern flow, have access to the approval action

Step-by-Step

Method 1: Using the Classic “Request Approvals” (Desktop)

1. Open Outlook on your desktop.
2. Click New Email to compose a message.
3. In the Message tab, locate the Tracking group. If you see Request Approvals, click it. (If you don’t see it, you may need to add it via File > Options > Customize Ribbon.)
4. A dialog opens asking for the approval request details. Enter the recipient (the approver), a subject, and the message body. You can attach a file that needs approval.
5. Click Send. The request goes out, and Outlook adds a special approval tracking flag to the sent item.
6. To check status, go to your Sent Items folder and open the sent approval request. The Tracking button (or the InfoBar at the top) shows a summary: Approved, Rejected, or Pending. Click Tracking to see detailed responses.

Method 2: Using the Modern Approvals (Microsoft 365)

1. In Outlook on the web or desktop (Microsoft 365), compose a new email.
2. Click the Approvals icon in the ribbon (it looks like a checkmark in a circle). If you don’t see it, click the three-dot overflow menu and search for “Approvals.”
3. Fill in the approval details: Approval name, Instructions, and add approvers (you can add multiple). You can also add a file from OneDrive or your device.
4. Choose the approval type: “Approve/Reject” or “Custom” (for a custom response like “Yes/No/Maybe”).
5. Click Send. The request is sent, and the approval is tracked in the Approvals app (accessible from the Outlook app launcher).
6. To track, open the Approvals app (from the app launcher or by clicking the Approvals icon in Outlook). You’ll see a list of all requests with status: Pending, Approved, Rejected, or Cancelled. Click any to see the full history and responses.

Method 3: Tracking an Approval You Received

1. When you receive an approval request, it appears as a special email with an Approve or Reject button in the reading pane.
2. Click Approve or Reject. A dialog may ask for a comment. Enter one if needed and confirm.
3. After you respond, the sender gets a notification. The email in your inbox will update to show your response.
4. If you want to see the status of all approvals you’ve sent or received, use the Approvals app (Microsoft 365) or the Tracking feature in the sent item (classic).

Common Mistakes

• Using the wrong method: The classic “Request Approvals” button is not available in Outlook on the web. If you’re on the web, use the modern Approvals feature.
• Not having the right account: Approval tracking requires an Exchange or Microsoft 365 mailbox. If you use a POP/IMAP account, the tracking features won’t work.
• Forgetting to add a file: If you need approval on a document, attach it before sending. You can’t add attachments after the request is sent.
• Ignoring the tracking view: The status doesn’t update in the original email automatically. You must open the sent item and click Tracking, or check the Approvals app.
• Sending to a group: If you send an approval to a distribution group, the tracking may not work as expected because responses are not aggregated properly.

Tips

• Use the modern Approvals feature for a cleaner, more visual tracking experience. It shows a progress bar and history.
• Set a due date for the approval if your organization supports it (in the modern Approvals, you can add a deadline).
• If you need multiple approvers, add them in the order you want them to approve. In the classic method, you can only send to one approver at a time; for sequential approvals, send the request again after the first approval.
• To see a quick summary of all your sent approvals, create a search folder for messages with the approval flag (in classic Outlook).
• If you’re on a mobile device, use the Outlook mobile app to approve requests on the go—just tap the Approve or Reject button in the email.

Troubleshooting

• Tracking shows “No responses” even though the recipient replied: This can happen if the recipient’s reply was sent as a regular email instead of using the Approve/Reject button. Ask them to use the button. Also, check if the recipient is using a non-Exchange email client that doesn’t support approval responses.
• The “Request Approvals” button is missing: In classic Outlook, go to File > Options > Customize Ribbon. Under “Choose commands from,” select “All Commands,” find “Request Approvals,” and add it to a new or existing group. In Microsoft 365, the Approvals icon may be hidden; click the overflow (…) in the ribbon and search for “Approvals.”
• Approval request not delivered: Check that the recipient’s email address is correct and that they have permission to receive external emails if they’re outside your organization. Also, check your Sent Items to confirm the message was sent.
• Status not updating in real-time: Outlook may take a few minutes to sync responses. Wait a bit and refresh the folder. If it persists, close and reopen Outlook.
• Can’t find the Approvals app: The Approvals app is part of Microsoft 365. If you don’t see it in the app launcher, your admin may have disabled it. Contact your IT administrator.

Frequently Asked Questions

Can I track approvals in Outlook for Mac?

Yes, Outlook for Mac supports the modern Approvals feature if you have a Microsoft 365 subscription. The classic “Request Approvals” button is not available on Mac, so use the Approvals icon in the ribbon.

What happens if the recipient doesn’t respond?

The approval request remains in “Pending” status. You can send a reminder by opening the sent item and clicking “Remind” (in the modern Approvals app) or by forwarding the original email with a note.

Can I cancel an approval request?

Yes. In the modern Approvals app, open the request and click “Cancel.” In classic Outlook, you can recall the email if it hasn’t been read (via File > Info > Resend or Recall), but that’s not guaranteed.

How do I see the history of an approval?

In the modern Approvals app, click the request to see a timeline of actions: sent, viewed, approved/rejected with timestamps and comments. In classic Outlook, open the sent item and click Tracking to see responses.

Does approval tracking work with external recipients?

Yes, but only if the external recipient uses an email client that supports approval responses (like Outlook). If they reply with a plain email, the tracking may not update correctly.

Can I have multiple approvers in sequence?

In the modern Approvals feature, you can add multiple approvers, but they all receive the request at the same time (parallel). For sequential approvals, you’ll need to send a new request after each approval, or use a third-party workflow tool.

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