TITLE OF YOUR PAPER
Formatting a Paper in APA Style
An APA style paper should fit certain standard layout guidelines. This document describes how
to meet those guidelines using Word.
Set the Font:
• Times New Roman
• 12-point
Set the page margins to one
inch all around
Set the line spacing to double:
Double space throughout the
paper, including the title page,
abstract, body of the document
and references.
General Document Guidelines
Order of Pages: 1.) Title Page,
2.) Body, 3.) References
Grammar Check:
Avoid the use of contractions in
your paper. For example, say “do
not,” instead of “don’t.”
Active voice: As a general rule,
use the active voice rather than  Pagination: The page numbers appear on the right edge
the passive voice. For example,
use “We predicted that...” rather
than “It was predicted that...”
Adding Page Numbers and the
Header
Create a header that numbers all
pages consecutively in the upper
right-hand corner, one-half inch
1
 Click on the “Home” option from the main menu. “Font”
options should be the second box.
o Select “Times New Roman” from the first drop-
down bar.
o Select “12” from the second drop-down bar.
 Click on the “Page Layout” option from the main menu.
o Click on “Margins,” it should be the first option
in the second box.
o Select “Normal”, which shows one inch margins
on each side, top and bottom.
 Click on the “Home” option from the main menu. Locate
“Paragraph” options.
o Select the “Line Spacing” icon that shows lines
alongside up and down arrows.
o Choose “2.0”
 Alignment: Flush left; from the “Home” menu, under the
“Paragraph” section be sure to select the “Align Text
Left” icon, with the picture of several lines aligned to the
left.
 Spacing after Punctuation: Space once after all
punctuation. This includes using one space (not two)
following punctuation marks at the end of sentences.
 Paragraph indention: start each new paragraph indented
one “Tab”
in the first line of every page beginning with the title
page in the header area. (Or some instructors prefer page
numbers placed in the center at the bottom of the paper in
the footer area.)
 Click on the “Insert” option from the main menu.
“Header & Footer” should appear in a box, which also
includes the “Page Number” option.
 To add page numbers in the upper right-hand corner:
o Click on “Page Number” option, first.
1
TITLE OF YOUR PAPER
from the top and flush with the
right margin.
(When you are done editing the
Header or Footer double click on
the body text of the page to
resume the rest of your paper.
The header/footer will appear as
faint text on every page, but
when printed the header and
footer will not appear faded.)
Title Page
Paper Title
Author’s full name
Institution (SBBCollege)
Body of Paper
Reminder: Double space the
entire document.
In-text Citations
APA style emphasizes the author
and date of publication in its in-
text citations. These in-text
citations—used when source
material is quoted, paraphrased,
or summarized—point to full
bibliographic citations located in
the reference/bibliography page
at the end of the document.
No author?: the title of the work
can be used instead
2
o Choose the “Top of Page” menu and then “Plain
Number 3” which will show the page number on
the right-hand side.
 To add your paper title to the Header:
o After adding the page number, type the title of
your paper in ALL CAPS directly before the page
number.
o Click the “Tab” key so that the page number
remains aligned to the right of the page and the
title of your paper is aligned to the left of the
page.
 The Title Page is page one of your document for large
essays or research papers.
 Paper Title is centered (vertically and horizontally) on the
page, followed by Author and Institution Affiliation (the
class you are writing the paper for or the college name).
 The title of the paper should be centered on the first line
of the page.
 The body paragraphs of the paper starts on the next line.
The first line of each paragraph is indented with five
spaces (or one “Tab”). Consecutive lines are flush with
the one-inch margin.
 Parenthetical Citation: When sources are referenced
without a direct mention of the author/source in the
sentence, both the author/source, date, and page number
(when quoting material) are included in parentheses at
the end of the sentence.
o Example: As metaphors for the workings of
nature, Darwin used the tangled bank, the tree of
life, and the face of nature (Smith, 1999).
 Naming Authors: When sources are referenced with a
direct mention of the author/source in the sentence, the
year is included in parentheses directly after the
author/source. When page numbers apply, they are
inserted in parentheses at the end of the quotation.
o Example: As Part of the Narrative, Smith (1999)
attributes Darwin’s success to his gift for making
the appropriate metaphor (p. 77).
2
TITLE OF YOUR PAPER
Quotations
Note: Using long quotations with
the intent of padding a paper is
not appropriate. Rather than
quoting a whole paragraph from
an outside source, just quote a
single sentence, or even a few
words; use the space you save to
write more of your own original
thoughts.
Reminder: Double space the
entire document, including long
quotations.
References
All sources cited in the Body of
the paper must be collected,
formatted properly and compiled
into a Reference page at the very
end.
A collection of citations like a
reference list is also called a
bibliography.
3
Direct Quotation: include the author, title, and page number
as part of the citation.
 A quotation of fewer than 40 words should be enclosed in
double quotation marks and incorporated into the formal
structure of the paper.
Indenting Long Quotations: a quotation is considered
“long” if it takes up four or more lines on your paper. If you
do use a long quote, indent each line ½ inch, one Tab or
where you would start each new paragraph:
 Where you are ready to begin the quote, press enter to
begin a new paragraph. Type the quoted material, without
adding any quotation marks.
 Highlight the quotation by clicking and holding the
mouse key as you drag over the whole quotation.
 Indent the text in one of the following ways: Press the
“Tab” key. Or select the “Increase Indent” icon (in the
“Paragraph” section of the “Home” menu.)
 If the citation is not formatted yet you can click on the
“References” option from the main menu and click
“Insert Citation” and insert the citation information into
the appropriate boxes.
 The Reference list should be in alphabetical order.
 Make sure your Bibliography has the “Hanging Indent”
format, in which every line except the first line of each
citation is indented.
o Highlight contents and open the “Paragraph”
section on the “Home” menu.
o Within the “Indentation” section locate the
“Special” dropdown menu and select “Hanging.”
3
TITLE OF YOUR PAPER
Reference List: Examples of Citations in APA Style
Book
Encyclopedia
Use entry title when no author
is present
Scholarly Journal or
Magazine Article from an
electronic database
Web site
In person Interview
Lecture Notes
Include link if online.
No Date?
In –Text Author Notes:
4
Author, A. A. (Year of publication). Title of work: Capital
letter also for subtitle. Location: Publisher.
Green, N. C., & Orange, A. R. (2001). Best book for writing
reference. New York, NY: Publishing House.
Entry. (Date). In Title of Encyclopedia. Retrieved from
http://www. url.com.
Research. (n.d.). In Encyclopedia Academic online. Retrieved
from http://www.eao.com/research
Author, A. A., & Author, B. B. (Date of publication). Title of
article. Title of Online Periodical, volume number(issue
number if available). Retrieved from http://www. url.com
Jones, P. M. (2002). A realistic look at writing. Journal of
Collegiate Composition, 4(2), 103-115.
Author, A. A., & Author, B. B. (Date of publication). Title of
document. Retrieved from http://www. url.com
Blue, L. (2010, May 5). General formatting in MLA Style.
Retrieved from http://url.com
No reference list entry, instead, parenthetically cite (the
communicator's name, the phrase "personal communication,"
and the date of the communication) in your body paragraph.
Robin, B. (1998). Editing and revising the paragraph
[PowerPoint slides]. Retrieved from http://url.edu
Use n.d. when the Web page does not provide a date.
• To cite someone that is already being cited in the article,
mention the context in the parentheses. Doe argued
that...(as cited in Lee, 2010, p. 101).
• For 3-5 authors, list them all the first time you cite.
Continue on with the first author, et al. for the second on.
• For 6 or more authors use the first author’s name followed
by et all. (Harris et al., 2001)