Set 1 inch (2.54 cm) margins on all sides (top, bottom, left, right) of your paper. Microsoft Word often uses this by default, but it’s worth checking when you start a new document.
If your paper will be printed and bound (for example, a thesis), you may need a wider inside margin—follow your instructor’s requirements.
The current APA guidelines (seventh edition) allow for a range of font types and sizes.
Use the same font type and size for all text (title page, abstract, headings, body text, reference list). Exceptions are text within figures, computer code and footnotes.
Your instructor may specify a font to use because it is a school or faculty standard, or because they prefer that font.
Check the assignment guidelines.
Headers in APA Format
In APA format, the same header information appears on every page.
Page number: Use Arabic numerals (1, 2, 3 …).
Position: Place the page number in the Word header, right aligned (flush to the right margin).
Student paper vs professional paper
Student paper: The header contains the page number only.
See page number in APA format for step-by-step Word instructions.
Professional paper: The header contains a running head + the page number.
The running head is a shortened title that is left aligned, ALL CAPS, and 50 characters or fewer (including spaces).
See running head in APA format for step-by-step Word instructions.
Your instructor or institution may vary these rules (for example, page numbers starting after the title page). Always follow their requirements.
Include these items (each on its own line, centred, double-spaced):
Paper title Title case, bold, centered
Author(s) name(s) Normal text (not bold, not italicized), centered One double blank line between title and name(s)
Author affiliation (e.g., department/program + institution) Normal text (not bold, not italicized), centered, double line spaced
Course number and course name Normal text (not bold, not italicized), centered, double line spaced
Instructor name Normal text (not bold, not italicized), centered, double line spaced
Due date Normal text (not bold, not italicized), centered, double line spaced
Page number in the header (top right)
Your instructor or institution may change requirements (for example, they may add an abstract, add a table of contents, or specify exactly what must appear on the title page). Always follow the assignment instructions first.
Include these items (each on its own line, centred, double-spaced):
Paper title
Author name(s)
Author(s) affiliation(s), for example, university
Author note (when required)
Running head (short title) in the header
Page number in the header (top right)
Professional papers are often submitted for publication. Follow the journal, publisher, or university requirements first, even if they differ from standard APA format.
Indent the first line by 0.5 inches (1.27 centimeters).
Double-space the paragraph.
Do not add extra spacing between paragraphs
Turn off automatic hyphenation in your word processor.
Common mistakes
Not indenting the first line,
or using the wrong indent size.
Using spaces to indent instead of the paragraph indent setting of your word processor.
Justifying the text instead of left aligning it.
Using line spacing that is not double (or mixing spacing styles).
Adding extra space between paragraphs.
Using a different font or font size in part of the paragraph (e.g., after copying text from a different document or web page).
Leaving automatic hyphenation on, so words split at the end of lines.
Using a hanging indent (first line is left-aligned but following lines are indented) instead of a first-line indent. Hanging indents are used in the reference list.
Use quotations when you copy the author’s exact words.
Short quotations (under 40 words)
Keep the quotation inside your sentence.
Put the quoted words in double quotation marks.
Add an in-text citation (outside of the quotation marks).
Longer quotations (40 words or more)
Format a long quotation as a block:
Start it on a new line.
Indent the whole block by 0.5 in (1.27 cm) from the left margin.
Double-space the block.
Do not use quotation marks around the block.
Do not add extra spacing before or after the quotation. Use double spacing only.
Turn off automatic hyphenation (do not split words across lines).
Block quotations with two or more paragraphs:
Format the first paragraph like any block quotation (0.5 in left indent, double-spaced).
For the second and later paragraphs, also indent the first line by 0.5 in (1.27 cm).
(So the first line starts at 1 inch / 2.54 cm from the left margin)
Common mistakes
Using quotation marks around a block quotation.
Forgetting the 0.5 in (1.27 cm) indent.
Adding extra spaces before or after the block.
Forgetting the first-line indent in the second paragraph of a multi-paragraph block quotation.
A paper in APA format is built from a small set of parts that work together.
Start by checking your assignment instructions, because requirements can vary by instructor, course, or publisher.
Use this page as a quick reference, then open the linked sections when you need more detail or Microsoft Word steps.
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.