Master the APA Format for a Table in Microsoft Word: Your Path to Academic Excellence

The APA format for a table contains the following elements:

table number
title
the body of data, that is, the actual table
notes if required

Details of the APA format for a table is as follows:

Table Number
- Use the same font type and size as the rest of the text.
- Align flush left against the left margin.
- Apply a bold format, for example, Table 1.
- Number the tables consecutively in the order in which they are mentioned in the main text.
- Set the line spacing to double so that there is a blank line beneath the table number.
Title
- Use the same font type and size as the rest of the text.
- Align flush left against the left margin.
- Italicize the title.
- Use title case, for example, The Population of Major European Cities.
- Set the line spacing to double so that there is a blank line beneath the title.
Table
- Align the table flush left against the left margin.
- Choose between single line spacing, one-and-a-half line spacing, or double spacing (Follow any guidelines given to you, otherwise consider readability as to the best choice.)
- Insert a heading for every column, including the stub column (left-hand column).
Table Entries
- Left align stub column entries (center if short).
- Indent 0.15 inches (0.38 centimeters) or one em space for subordinate items in the stub column.
- Use a hanging indent of 0.15 inches (0.38 centimeters) or one em space for entries longer than one line.
- Center numerical entries (no need to align on decimal points) and word entries.
- Write word entries in sentence case.
Table Borders and Lines
- Insert a border at the top and bottom of the table.
- Insert a line beneath column headings.
- Insert a line above column spanners.
Notes (if required)
- Use the same font type and size as the rest of the text.
- Align flush left against the left margin.
- Introduce with the word "Note." (Italicized followed by a period, no quotes).
- Set the line spacing to double.

Figure 1 shows an example of the APA format for a table.

This screenshot illustrates the APA format for a table. The table includes headers, numerical data in cells, and appropriate formatting such as bold headings and double line spacing. The columns represent different variables, and the rows display corresponding values. The table is properly titled and follows APA guidelines for structure and presentation.

Figure 1: Table in APA Format

Apply the APA Format for a Table Using Microsoft Word

APA Format for a Table Number

As often is the case with Microsoft Word, there are several ways of achieving something.

Figure 2 shows how to use the Microsoft Word ribbon icons to format the table number.

Screenshot illustrating step-by-step instructions for formatting a table number in APA style using icons from Microsoft Word's Home tab in the ribbon. The image highlights adjustments to font type, size, alignment, and bold styling for proper adherence to APA formatting guidelines.

Figure 2: Table Number in APA Format

Written instructions to set up the APA format for a table number (see Figure 2) are as follows:

Enter Table and the number, for example, Table 1.
Number the tables consecutively in the order in which they are mentioned in the main text.
Select the Home tab in the ribbon.
Select the text.
Select the font type and size (the same as the rest of the text, for example, Times New Roman 12).
Select the Bold icon in the font group.
Select the Align Left icon in the Paragraph group.
Select the Line and Paragraph Spacing icon in the Paragraph group.
Select double line spacing from the drop-down box (2.0).
Select the Line and Paragraph Spacing icon in the Paragraph group again.
Select Remove Space (either Before Paragraph and/or After Paragraph) if present. This is because you do not want to add any spacing to the line spacing you specified step 8.

APA Format for a Table Title

Figure 3 shows how to use the Microsoft Word ribbon icons to format the table title.

Screenshot guide for formatting a table title in APA format. The image provides step-by-step instructions using Microsoft Word, including font adjustments, alignment, and italics application, ensuring compliance with APA formatting guidelines.

Figure 3: Formatting a Table Title in APA Style

Written instructions to set up the APA format for a table title (see Figure 3) are as follows:

Enter the title in Title Case, for example, The Population of Major European Cities.
Select the Home tab in the ribbon.
Select the text.
Select the font type and size (the same as the rest of the text, for example, Times New Roman 12).
Select the Italic icon in the font group (The Population of Major European Cities).
Select the Align Left icon in the Paragraph group.
Select the Line and Paragraph Spacing icon in the Paragraph group.
Select double line spacing from the drop-down box (2.0).
Select the Line and Paragraph Spacing icon in the Paragraph group again.
Select Remove Space (either Before Paragraph and/or After Paragraph) if present. This is because you do not want to add any spacing to the line spacing you specified step 8.

APA Format for a Table

Some terminology first.

The left-hand column (i.e., column 1) is the stub column.
The stub column must have a heading.
In fact, every column must have a heading.
Any subcategories in the stub column must have an indent of 0.15 inches.

A column spanner is a cell that covers two or more measurements each of which is in their own cell. The column spanner spans two or more cells.
For example, in Figure 4, the single cell 18-30 covers both the N (number) column and the % column.
Column spanners are used to make the table more readable. You could have N (18-30) and % (18-30) as headings but part of the heading is being repeated.

A table in APA format highlighting key elements: prominent stub heading, column spanners, and indented stub entries for enhanced clarity and readability.

Figure 4: Stub Heading, Column Spanners, and Indented Stub Entries in a Table in APA Format

Table Alignment and Line Spacing

Left align the table (see Figure 5).

Step-by-step guide demonstrating how to left-align an APA-formatted table in Microsoft Word, ensuring proper layout and adherence to document formatting standards.

Figure 5: The Process of Left-aligning an APA-formatted Table

Written instructions to position the table (see Figure 5) are as follows:

Select the table.
The Table Design and Layout tabs will appear on the ribbon.
Select the Layout tab (i.e. the table layout tab).
Select Properties in the Table group.
Select Left in the Alignment row under the Table Tab.
Select OK to apply the change.

Select the Line Spacing for the table (see Figure 6)

This screenshot shows the process of adjusting line spacing in an APA-formatted table using Microsoft Word, ensuring proper presentation and adherence to document formatting standards.

Figure 6: Adjusting Line Spacing in an APA Formatted Table

Written instructions to position the table (see Figure 6) are as follows:

Select the table.
The Table Design and Layout tabs will appear on the ribbon.
Select the Home tab.
Select Line and Paragraph Spacing in the Paragraph Group.
Select your Line Spacing (1.0, 1.5, or 2.0).
Line spacing in the table does not have to be double as required in the rest of the document.
Select the spacing that presents the best visual experience for your readers or as instructed.

Column Headings

APA Format for a Table Heading (see Figure 7) is as follows:
- Same font type and size as the rest of the document
- Centered
- Sentence case

Figure 7: APA Formatting for Column Headings in a Table

Written instructions to set up the APA format for table column headings (see Figure 7) are as follows:

Write (or select if already written) the headings.
Check that the headings are in sentence case (e.g., Full sample). If not, correct.
Select the Home tab in the ribbon.
Set the Font type and size (Font group) to that of the rest of the document if not already the same.
Center the headings (Paragraph group).

Table Entries

Stub Column

APA Format for a Table Stub Column (see Figures 8 and 9) is as follows:
- Same font type and size as the rest of the document
- Left aligned
- Sentence case
- Line spacing set to 1.0, 1.5, or 2.0
  Use the same line spacing as the rest of the table
- Hanging indent of 0.15 in (0.38 cm or 1 em space) if entry is longer than one line

Figure 8: Stub Column Entries in an APA Formatted Table

Written instructions for the APA format for the stub column entries of a table (see Figures 8) are as follows:

Write (or select if already written) the entries.
Check that the entries are in sentence case (e.g., Full sample). If not, correct.
Select the Home tab in the ribbon.
Set the Font type and size (Font group) to that of the rest of the document if not already the same (Font group).
Left align the entries (Paragraph group).
Set the hanging indent to 0.15 in (0.38 centimeters or 1 em space) in the Paragraph dialog box (select bottom right-hand arrow in the Paragraph group).
Set line spacing to 1.0, 1.5, or 2.0 (be consistent with the rest of the table).
Set Before and After spacing to zero if not already set.

Subcategories of an entry are indented by 0.15 inches (0.38 centimeters or 1 em space) - see Figure 9.

How to format stub column entries that are longer than one line.

Figure 9: APA Format for Stub Entries That are Longer Than One Line

Table Body

The APA Format for table entries is as follows:
- Same font type and size as the rest of the document
- Centered
- Word entries in sentence case
- Line spacing set to 1.0, 1.5, or 2.0
  Use the same line spacing as the rest of the table
- Hanging indent of 0.15 in (0.38 cm or 1 em space) if entry is longer than one line
- No need to align decimal numbers point but can be if desired to improve readability

Summary

More tables in APA format can be found here.

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Note: The version of Microsoft Word used is the latest Word for Microsoft 365. The functions should also work in the 2021, 2019, 2016 and 2013 versions.