Frequency Table in APA Format

A frequency table in APA format shows how often different values or categories occur in a set of data.

Frequency tables commonly show the frequency for each category and the percentage of the total that it represents.

This page provides two examples:

  • a simple frequency table
  • a grouped frequency table with cumulative percentages

The examples concentrate on the content and format of the tables.

If you are not familiar with frequency analysis, see Frequency Analysis.

Simple Frequency Table in APA Format

Suppose 80 students are asked which teaching method they prefer:

  • classroom
  • online
  • blended

The results can be presented in a frequency table as shown in Table 1.

Table 1
Preferred Teaching Method of Students
Teaching method Frequency %
Classroom 28 35.0
Online 20 25.0
Blended 32 40.0
Total 80 100.0
Note. N = 80. Each student selected one preferred teaching method. Percentages are based on the total sample.

The table shows that blended teaching was the most frequently selected method. It was preferred by 32 of the 80 students, or 40.0%.

  • Use bold for the table number, double-space it, and left-align it.
  • Italicize the table title, use title case, double-space it, and left-align it.
  • Left-align the table on the page.
  • Draw a horizontal line across the top of the table.
  • Center the column headings.
  • Use clear and concise headings such as Teaching method, Frequency, and %.
  • Draw a horizontal line below the column headings across the full width of the table.
  • Left-align the entries in the stub column (Teaching method).
  • Center the numerical entries.
  • Align percentages on their decimal points when they contain decimal values.
  • Draw a horizontal line across the bottom of the table.
  • Do not use vertical lines.
  • Double-space the general table note (if needed) and place it below the table.
  • Italicize the label Note but not the text that follows.

Grouped Frequency Table in APA Format

A frequency table can also group numerical values into ranges.

Suppose the final examination scores for 80 students are grouped into score ranges.

The results can be presented as shown in Table 2.

Table 2
Frequency Distribution of Final Examination Scores
Examination score Frequency % Cumulative %
0–49 6 7.5 7.5
50–59 10 12.5 20.0
60–69 18 22.5 42.5
70–79 24 30.0 72.5
80–89 16 20.0 92.5
90–100 6 7.5 100.0
Total 80 100.0
Note. N = 80. Percentages are based on the total sample. Cumulative percentages show the percentage of students who scored within or below each score range.

The Frequency column shows the number of students in each score range.

The % column shows the percentage of students in each range. The Cumulative % column shows the running percentage as the score ranges increase.

Format the grouped frequency table as follows:

  • Use bold for the table number, double-space it, and left-align it.
  • Italicize the table title, use title case, double-space it, and left-align it.
  • Left-align the table on the page.
  • Center the column headings.
  • Keep the headings short and clear.
  • Draw a horizontal line below the column headings across the full width of the table.
  • Left-align the entries in the stub column (Score range).
  • Center the numerical entries.
  • Align percentage values on their decimal points.
  • Use the same number of decimal places within each percentage column.
  • Draw a horizontal line across the bottom of the table.
  • Do not use vertical lines.
  • Double-space the general table note (if needed) and place it below the table.
  • Italicize the label Note but not the text that follows.

Frequency and Percentage Headings

You can use the heading Frequency to identify the number of observations in each category.

You may also use the statistical symbol n for the frequency of a category or subgroup.

Use an uppercase N for the total number of observations in the sample.

For example:

  • N = 80 means there are 80 students in the complete sample.
  • n = 28 means there are 28 students in a particular category.

Italicize both N and n when they are used as statistical symbols.

You can use the percent symbol (%) as a column heading rather than repeating it after every value.

For example, when the heading is %, enter 35.0 rather than 35.0% in the table cell.

Cumulative Percentage

A cumulative percentage column is useful when the categories have a meaningful order.

In Figure 2, the score ranges increase from the lowest scores to the highest scores.

The cumulative percentages therefore show the percentage of students at or below each score range.

Do not normally use cumulative percentages for categories that have no natural order.

For example, the teaching methods Classroom, Online, and Blended in Figure 1 do not form an ordered sequence.

Summary

A frequency table in APA format provides a clear way to present the number of observations in different categories or groups.

  • a category column
  • a frequency column
  • a percentage column

A grouped frequency table can also include a cumulative percentage column when the categories have a meaningful order.

Use the standard APA table format:

  • use bold for the table number
  • italicize the title
  • use clear column headings
  • left-align the entries in the stub column
  • align numerical values consistently
  • use horizontal lines only where needed
  • do not use vertical lines
  • include a general table note when additional explanation is needed

Use N for the total sample and n for the number of observations in a category or subgroup when you use these statistical symbols.

Frequently Asked Questions

Should I use Frequency or n as the column heading?

Either can be used.

Frequency is particularly clear for readers who may not be familiar with statistical symbols.

You can use n when you want a shorter heading. Italicize n because it is a statistical symbol.

Should I put the % symbol after every percentage in the table?

You do not need to repeat the percent symbol in every cell if the column heading is %.

For example, use the heading % and enter values such as 35.0, 25.0, and 40.0 beneath it.

This keeps the table uncluttered.

Should a frequency table in APA format include a Total row?

A Total row can be useful because it allows the reader to see the total number of observations and check that the percentages total approximately 100%.

You do not need a Total row when the total sample size is already clear and including the row would add unnecessary information.

What if the percentages do not add to exactly 100%?

Rounded percentages may sometimes add to 99.9% or 100.1% rather than exactly 100%.

This occurs because the individual percentages have been rounded.

Do not change individual values simply to make the total equal 100%.

How do I align percentages on their decimal points in Word?

Select the numerical cells in the column and set a decimal tab stop using the ruler or the Tabs dialog box.

Place the cursor before each number and press Ctrl+Tab.

Use the same decimal-tab position for every cell in the column.

Should I include cumulative percentages in every frequency table?

No.

Use cumulative percentages when the categories have a meaningful order, such as score ranges, age groups, or levels of agreement.

They are generally not useful for unordered categories such as teaching method or place of birth.

How do I remove vertical lines from the table in Word?

Select the table and open Table Design > Borders.

Remove the existing borders if necessary, then add only the horizontal borders required for the table:

  • across the top of the table
  • below the column headings
  • across the bottom of the table