Running head: APA PAPER FORMATTING 1 A Guide to APA Style

Running head: APA PAPER FORMATTING 1

A Guide to APA Style: Paper Formatting

Noam D. Plume

Metropolitan State University

Author Note

This is optional unless required by instructor. Use it to provide additional information

such as the title of the class, the semester and year, the instructor’s name, and student

contact details. *** Metropolitan State University Writing Center, Spring 2019 ***

APA PAPER FORMATTING 2

A Guide to APA Style: Paper Formatting

First published as an article by The American Psychological Association (APA) in

1929, the Publication Manual is now in its sixth edition as a book (2010, p. xiii). While

very detailed, students need not read all 275 pages to cite or format assignments

correctly. Online, APA Style Central and The APA Style Blog are regularly updated,

searchable platforms. The website, Purdue OWL is also a widely used guide.

Formatting

Merriam-Webster Online Dictionary (2017) defines format as: “the shape, size,

and general makeup” of print material. It is the appearance of a paper as opposed to its

contents; using a standard structure puts focus on ideas rather than style.

General Formatting Guidelines

Papers should be entirely double-spaced, with one-inch margins on all sides.

Times New Roman 12 point font is preferred; this handout is in Arial which is a more

accessible font. APA Style Blog posts from 2009 and 2011 require two spaces after a

period before the next sentence in the body; use one space in the References section.

Papers should have seperate pages for the title, abstract, and references list.

Paragraphs should be indented ½ inch. Headings are used to indicate major sections

within the body. See Table A1 for how to create them.

Running header. For Word programs, follow ten steps to create the header:

1 Double click in the header area in the top one inch of the document to open it

2 Check the box labeled Different First Page

3 Click on Page Number then in the drop box choose Top of Page and Plain Number 1

4 Type in the following words, Running head: SHORTER TITLE IN ALL CAPS

5 Use the tab key to move the number all the way to the right

6 Make sure the font in the header matches font of the paper, then close the header

7 Go to page 2 and double click to open the header

8 Click on Page Number then in the drop box choose Top of Page and Plain Number 1

9 Type SHORTER TITLE *only*. Use tab key to move number to the far right

10 Close the header

APA PAPER FORMATTING 3

Title page. Place the title, your name, and school about halfway down the page

centered, and double-spaced in normal text. An optional Author Note may be placed at

the bottom of the page. The header should have a running head with a short title on the

left and page number on the right. On the title page only, include the words “Running

head” followed by a colon and a short title for the paper in ALL CAPS. The second

page header has only the short title and page number.

Abstract. If required, place an abstract by itself on page two. Title it Abstract

centered in normal text one line above the paragraph. It is double-spaced, but the first

line is not indented. A one paragraph overview about 150-200 words long, its purpose

is to help researchers decide if they want to read the entire work. Important sections of

the paper should be summarized briefly. Identify conclusions or proposals using as

many key words as possible. Providing keywords is optional. If used, the word

“Keywords” is italicized and indented one half inch, one line below the paragraph, like

this:

Keywords: APA, abstract, format, summary, research

Headings. Headings in the body are an important tool for organizing. They map

the paper and help readers navigate an argument. See Table A1 for a chart on how to

format the five levels of headings. Please note, the opening paragraph is headed by the

title, so it is not labled as an introduction.

Tables. Tables display information using columns and rows. They may be

located in the paper near the content to which they refer or placed after the references

list on their own page. Instructors may specify where they should be placed. Tables are

numbered at the top and given a name that appears in italics with key words capitalized.

Content within tables may be single or double-spaced, but notes should be double-

spaced. For an example, see Table A1 in the Appendix.

Figures. Figures are graphs, charts, illustrations, maps, photos, or images not in

column-row presentation. They can appear near the content to which they refer or after

the references list. Number and caption them under the figure. The caption helps

readers understand its purpose and provides citation; see Figure 1 “Formatting the

References List” for a model. Source information for tables and figures can, but does

not have to, appear in the references list.

APA PAPER FORMATTING 4

In-Text Citation

Citation is how authors give credit, gain credibility, and distinguish their ideas from

others. According to the APA (2010), writers should cite the source of any research,

concept, or theory unless it could be considered common knowledge (p. 169). What

qualifies depends on the audience, so when in doubt, cite. There are three core pieces

of information to include: author name, date of publication, and location. Citations are

matched exactly to an entry in the references list by the last name of the author. If no

author can be found, use either the organization or the title. Even when paraphrasing,

"provide a page or paragraph number . . . when it would help an interested reader locate

the relevant passage” (APA, 2010, p. 171).

Examples

When paraphrasing or quoting. College students reported they were much

more likely to use the campus network than they were ten years ago (Ing, 2008). In

2008, Ing reported data indicating an explosive rise, “the campus server has increased

capacity by two hundred percent since 1998” (Discussion section, para.1).

When the date has already been given in the same paragraph. To avoid

repetitive information, use only the author’s name for subsequent in-text citations in the

same paragraph. For example: Ing’s (2008) video was instrumental in changing school

policy. Additionally, Ing’s work influenced businesses.

Secondary sources. Secondary sources can be indicated as follows: In a tragic

case of irony, Abraham Lincoln (as cited in Statton & Gomez, 2003) wrote in his diary,

“attending a theater performance is an excellent way to relax” (p. 145). Statton and

Gomez appear in the references list because you read their textbook, not Lincoln’s

diary.

No publication date. If no date can be located, n.d. (no date) is used. For

example: Fisher (n.d.) advises cat owners should plan ahead when thinking about

getting a new kitten.

Quotes within a quote. Use double quotation marks for the main quote and

single quotation marks for the internal quote. In 2009, Carrey, Hua, and Madaki

reported, “single mothers earn half as much as their married counterparts; ‘married

women are given preferential status in this country’ one woman complained” (p. 90).

APA PAPER FORMATTING 5

Multiple authors. For two authors, use both names every time you cite. For

three to five authors, list each author the first time, but for subsequent citations, use the

first author’s name and et al. which means “and others” in Latin. Thus, the above

example becomes Carrey et al. (2009) spent five years gathering data. For six or more

authors, use the first author’s name and et al. for every in-text citation.

Removing/adding words from a quote. According to our fictional author, Chau

(2017), “if removing words, use an ellipsis, like this . . . to indicate where they were in

the quote. If adding words, use square brackets [added words] to enclose them” (p.23).

In 2006, Keltan et al. wrote that “tribal norms . . . were critical predictors of the varying

responses different Africans had to the arrival of [European] explorers” (p. 44). Whether

adding or subtracting words, the meaning of the original quote must not be changed.

Block quotes. A long quote is presented in a special format that signals an

especially important piece of research:

If the quotation comprises 40 or more words, display it in a freestanding block of

text and omit the quotation marks . . . [place it] on a new line and indent . . .

Double-space the entire block. At the end of a block quotation, cite the quoted

source . . . in parentheses after the final punctuation mark. (APA, 2010, p. 171)

Use block quotes sparingly; be sure to discuss their meaning and relevance. Overuse

can create the appearance that an outside source is making your argument for you.

Interviews. Any personal communications not recoverable by a reader should

be cited in the paper but do not appear as entries in References (APA, p. 179). Provide

the initials and last name of the person as well as the full date of the interview. T. S.

Bryzinski noted that writing in this style requires attention to detail (personal

communication, July 24, 2017).

Formatting the References List

Place the references list after the body of the paper. Each entry has detailed

information of any source “referred to” in the paper. There are four main parts: author

name, year published, title, and publication information/location. The first element of an

entry is matched to the name used for in-text citation, see Figure 1 for an illustration.

APA PAPER FORMATTING 6

Things to Note About References

1. Begin on a new page and double-space the entire list.

2. Alphabetize by last name of the author or organization.

If no author is named, use the name of the organization responsible. If no

organization can be identified, use the title (APA, 2010, pp. 176 & 183).

3. Align the first line flush left for each entry, indent the rest of the lines one half

inch. Use the Ruler in the View tab or the Hanging Indent function; see the

example References section.

Under Home tab, click arrow in lower right of Paragraph section.

Under Indentation & Special, select Hanging.

4. The order is: Author. (Year). Title. Location.

5. List all authors up to seven. For eight or more authors, list the first six

names, insert an ellipsis . . . then add the last author.

6. List works by the same author from oldest to newest.

7. List works by the same author in the same year alphabetically by title, and

give the year a lower case letter:

Dimitri, J. (2001a). Made up article title: With subtitle …

Dimitri, J. (2001b). Next fake title of a book …

8. Italicize titles of whole works: books, journals, websites, movies, etc.

9. For most titles, capitalize only the first letter of the first word in the title, the

first word after a colon, question mark or exclamation mark, and proper

nouns.

10. For titles of journals, magazines, newspapers, or periodicals, capitalize all

words except prepositions, articles, and conjunctions.

11. For an online source, write “Retrieved from” then provide URL or only the

DOI, use only one address form:

Retrieved from http://www.totallymadeupaddress

*or*

http://dx.doi.org/10.1234 /abc0000008

Figure 1. Author and year are the two attribution elements that serve as a key between

citations and references. Reprinted from the PowerPoint presentation, Basic APA

Skills for Students, R. Johnson (2010).

APA PAPER FORMATTING 7

References

American Nurses Association. (n.d.). Fake title: Short webpage. Retrieved from

http://nursingworld.org/ShortWebpage

American Nurses Association. (2019). Fake title: Long webpage. Retrieved from

http://nursingworld.org/FakeTitleLongWebpage

American Psychological Association. (n.d.). APA style blog. Retrieved from

http://blog.apastyle.org/

American Psychological Association. (2010). Publication manual of the American

Psychological Association (6

ed.). Washington, DC: Author.

Carrey, A., Hua, F., & Madaki, S. (2009). Early marriage practice. Journal of Clinical

Psychology, 15(4), 1-9. Retrieved from http://www.ebscohost.com/titleLists/

Chau, B. (2017). Using APA style in your paper. The APA Scholarly Journal, 100(23).

Retrieved from http://www.totallymadeupaddress

Format. (2017). Merriam-Webster online dictionary. Retrieved from

https://www.merriam-webster.com/dictionary/format

Garcia, A. N., & Homey, J. (1983). Children’s behaviors: Behavior modifications in

school-age children. In R. Johnson (Ed.), Child life (pp. 9-17). San Francisco,

CA: Jones-Blith.

Ing, A. (2008). College life in the 21

century. [video file with transcript]. Retrieved from

http//www.youtube/andtherestismadeup

Keltan, L., Sun, A., Lee, A., Abebe, C., Drenlow, F., Deutsch, W., . . . Fogel, H. (2006,

September 9). Colonialism and Africa. Time.

http://dx.doi.org/10.1234 /abc0000008

Paiz, J.M., Angeli, E., Wagner J., Lawrick E., Moore K., Anderson M., . . . Keck R. APA

formatting and style guide. Purdue OWL. Retrieved from

https://owl.english.purdue.edu/owl/resource/560/01/

Statton, B. & Gomez, I. (Eds.). (2003). Presidents: They did what? Global perspectives

on United States history. New York: Penguin Press.

APA PAPER FORMATTING 8

Appendix

Table 1

Formatting for Five Levels of APA Headings

Format for Five Levels of Headings

Level 1

Centered, Bold, Key Words Capitalized

Level 2

Flush Left, Bold, Key Words Capitalized

Level 3

Indented, bold, only first word capitalized, period. Text

Level 4

Indented, bold, italics, only first word capitalized, period. Text

Level 5

Indented, not bold, italics, only first word capitalized, period. Text

Note. Adapted from American Psychological Association Publication Manual (2010), p.

62. Sources for tables and figures should be thoroughly cited in the table note or figure

caption. They do not need to appear in the references list.

Reference Entry Examples

The basic format looks like this

Author (Year of Publication). Title. Publishing details.

Here is an example for an online journal article from Purdue OWL

Author last name, A. A., & Author last name, B. B. (Date of publication). Title of fictional

article. Title of Online Periodical, volume number(issue number if available).

Retrieved from http://www.someaddress.com/full/url/

For more than seven authors with a doi

Keltan, L., Sun, A., Lee, A., Abebe, C., Drenlow, F., Deutsch, W., . . . Fogel, H. (2009,

September 9). Colonialism and history. Time.

http://dx.doi.org/10.1234/rmh0000008

For unusual situations use square brackets to provide explanation and/or

parentheses for additional publishing details

Chau, B. (2018). APA style in history: A book. [Kindle edition]. Retrieved from

http://www.someaddress.com/full/url/

Eco, U. (2015). How to write a thesis (C. Mongiat Farina & G. Farina, Trans.).

Cambridge, Massachusetts: The MIT Press. (Original work published 1977)

Google. (n.d.). [Google Maps directions for driving from St Paul to Midway campus].

Retrieved August 4, 2015 from https//xxxxxx/fakeurl

For a government report

Government Author. (year). Title of report: Subtitle of report if applicable (Report No.

123). Retrieved from http://xxxxx

*** Spring 2019, Metropolitan State University Writing Center ***