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APA Citation and Format

Learn how to cite and format your papers according to APA.

Style Checklist - Formatting a Student Paper APA 7th ed.

Formatting Instructions

All rules are based on the 7th edition Publication Manual of the American Psychological Association. 

  • Margins: 1 inch on every side
  • Font style and size: 12-point Times New Roman or 11-point Calibri are two fonts recommended by APA.  Choose one and be consistent.
  • Line spacing: Double (2.0)
    • By default, Microsoft Word includes an extra space before and after each paragraph - you have to remove this in the Line and Paragraph Spacing settings.
  • Page numbers (top right corner of the page)
  • Note:  APA 7th edition no longer requires running headers for student papers. It is still a requirement for professional papers

Always check with your instructor for any specific formatting instructions required for your course!

Title Page

APA Style includes a title page.  (See more about title pages from APA)

1. Make sure your title page is already set to double spaced (2.0)

2. Place your cursor at the top of the first page

3. Hit Enter on the keyboard five times

4. Type your title's paper three to four lines down from the top of the title page. Center it and type it in bold font. Capitalize major words of the title. Place the main title and any subtitle on separate double-spaced lines if desired. There is no maximum length for titles; however, keep titles focused and include key terms.

5. Press ENTER, then type your full name (with middle initial if you want to include it)

6. Press ENTER, then type your institution, Harrisburg University of Science and Technology

6. Press ENTER, then type your course name

7. Press ENTER, then type your instructor's name

8. Press ENTER, then type the due date. 

Abstract Page

An abstract is a short summary of your paper, not more than 250 words long. An abstract receives its own page and should be page 2 of your paper.  (See more about abstracts from APA.)

If your instructor requires an abstract, follow these steps:

1. Type and center the title, Abstract

2. Press Enter on the keyboard, then click the Left Adjust button

3. Every line, including the first line, should be flush against the left margin, not indented. Type your abstract.

4. Press Enter then Tab on the keyboard, and type: Keywords:

5. Type the most important, key vocabulary terms here (just a few)

6. Highlight and italicize Keywords (and leave the actual vocabulary terms not italicized)

First Page of Your Essay

1. Type the title of your paper using bold font, as it appears on the title page (line one for title, line two for subtitle), then highlight your entire title and center it

2. On the first line of your paragraph, click the left adjust button to move your cursor back to the left margin

3. Begin writing your paper. Once you have a few lines done, highlight the lines you've written (do NOT include the title), then click the Paragraph Formatting button

4. Under Indentation: Special, choose First Line. The default indentation is 0.5", which is correct

References Page

Your References should begin at the top of a new page immediately after your text has ended.  (More about References from APA)

1. Type and center, using bold font, the word: References

2. Press enter, then select the left adjust button to move your cursor to the left margin

3. Type (or paste) all of your citations. Each citation should begin on a new line. Do not add any extra spaces between citations. Be careful when copying/pasting citations from databases or citation generators: proofread for accuracy!

4. Highlight all of your citations, then click the Sort button in the Paragraph section of the menu. The defaults are correct. Click OK.

5. Highlight all of your citations, then click the Paragraph formatting button.

6. Under Indentation: Special, select Hanging. The default setting is 0.5", which is correct. Click OK.

Tables, Figures, and Appendices

These sections may be added on to the very end of your paper (after the References page). They should be used:

  • when you want to include a chart, table, or graph that is either too large or too complicated to place in the body of your essay
  • when you want to include a long document or report, such as a survey

Formatting and Titling Tables and Figures

 

Titling the Appendices

  • If you have only one appendix, title it Appendix.
  • If you have two or more appendices, title them as follows: Appendix A, Appendix B, etc. 
  • You should refer to each appendix in the body of your essay. 

. . . produced the same results for both studies (see Appendices A and B for complete results).

  • Each appendix should begin on a new page. Center the title: Appendix A, then begin your text on a new line flush against the left margin.

Note:  APA 7th edition does not require a running head for student papers.  However, always follow your instructor's guidelines.  (All instructions are for Microsoft Word)

1. Open the Header and Footer Tool by clicking on the very top margin

2. Page Number > Top of Page > Plain Number 

3. If a Running head is required by instructor: To the left of the page number, type: YOUR SHORT TITLE IN ALL CAPS

Ex: WHY INFORMATION LITERACY MATTERS

4. Click the Tab button on the keyboard until the running head is justified to the left and the page number is justified to the right

5. Highlight the running head and page number, then change font to Times New Roman, size 12

Section Headings

HEADINGS should not be confused with HEADERS. Headers are your abbreviated title that run along the top margin of each page of your paper. Headings divide the body of your paper up into smaller, more manageable sections for your reader.

Level 1

Centered, Bold, and Title Case

          The title of your paper receives this formatting, along with the next heading within the body of your paper will. Your paragraph begins on the next line and is indented by half an inch. An example Level 1 heading title might be:  Literature Review, Methods, Data Analysis, Results, Discussion, etc.
Level 2

Flush Left, Bold, and Title Case

          The body of your paragraph begins on the next line and is indented by half an inch. This is how you normally format the paragraphs of your essay. The only formatting difference between a Level 1 and Level 2 heading is the placement of the heading.
Level 3

Flush Left, Bold Italic, Title Case  

          Note that this style is italics. The body of your paragraph begins on the next line and is indented by half and inch.  
Level 4           Indented, Bold, Title Case, Ending With a period.  Text begins on the same line as the heading, and continues as a regular paragraph. 
Level 5           Indented, Bold Italics, Title Case Heading, Ending With a Period.  Text begins on the same line as the heading and continues as a regular paragraph. 

(Note that student and professional papers use identical heading levels and formatting.)

Tables:

  • The entire table should be either single or double spaced (be consistent)
  • Keep the title brief, but explanatory
  • Every column needs a column heading
  • If you did not create the table, remember to cite the source
  • Refer to the table in the text of your essay. Example:
    • For a complete set, view table 3 (below).
  • Example (Purdue OWL, 2014, Sample ANOVA Table):

Figures:

  • Figures include:
    • graphs
    • scatter plots
    • charts
    • maps
    • drawings or photographs
  • Make sure it's properly scaled
  • If the figure is a graph, make sure you include a legend that describes symbols, abbreviations, and terminology
  • All figures should include a caption
  • Labels, captions, and legends go below the figure
  • If you did not create the figure, remember to cite the source
  • Refer to the figure in the text of your essay. Example:
    • For a complete breakdown of respondents, see figure 2.
  • Example:

Figure 2. Number of respondents for HU library survey by level (2017).