Writing in APA Format: Learn the Basics with Examples

What is APA Format?

The APA format, first introduced by the American Psychological Association in 1929, is a set of guidelines for formatting papers and citations. This citation style is most commonly used in the field of social sciences, such as education and psychology.

In order to stay up-to-date with the latest guidelines, it is important that you format your paper in accordance with the APA format 7th edition standards.

The latest edition of the APA Publication Manual was released in 2019 and provides updated guidelines on the previous APA 6th edition. One distinct update in the APA 7th format is that it offers differentiated guidelines for student papers and professional papers.

We’ve put together this guide in accordance with the APA 7 format. So, by following this guide closely, you can format your papers and cite your sources accurately.

How to Format Paper in APA Style

When it comes to APA format, attention to detail is key. Below are the guidelines every student should follow to ensure their paper meets APA standards:

General Paper Layout 

The basic layout of your paper is essential for creating a polished, professional look. Here are the standard rules:

• Margins: Set 1-inch margins on all sides of the page.
• Font: Use a readable font like Times New Roman, 12-point size.
• Spacing: Double-space the entire document, including the title page, headings, and references. Do not add extra spaces between paragraphs.
• Page Numbers: Insert page numbers in the top right corner of every page, starting from the title page.

Title Page Setup

The title page is the first impression of your paper, so it's important to format it correctly. Here's how APA format title page should be formatted:

• Running Head: Include a shortened version of your title (up to 50 characters) in the top left corner, labeled "Running head" on the first page only.
• Title: Center your paper’s title on the upper half of the page, using title case (capitalize major words).
• Author Name and Institution: Below the title, list your full name and the name of your institution, both centered and double-spaced.
• Additional Information: For class papers, you may need to include additional details like 

course name, instructor's name, and date.

Abstract Formatting

The abstract is a brief summary of your paper, typically required for research papers. Follow these rules:

• Length: Keep the abstract between 150-250 words.
• Heading: Label the abstract with the heading “Abstract” (centered, bold, and without formatting like italics or underlining).
• Content: Summarize the key points of your research, including the topic, main arguments, methods, and conclusions.
• Spacing: Double-space the abstract like the rest of the paper, and don’t indent the first line.

Heading Formatting

APA Format Heading - Follow the following APA heading format to structure yours:

How to Use In-Text Citations in APA Format

APA format in-text citations are essential for giving credit to sources and avoiding plagiarism. 

APA uses the author-date format, where the author’s last name and the year of publication are included within the text. This method allows readers to easily locate the full reference in the reference list at the end of your paper.

Here are the basic rules for APA format citations:

• Author-Date Format: For all citations, include the author’s last name followed by the publication year in parentheses.
• Placement: In-text citations should be placed either within the sentence or at the end of a sentence before the period.

Examples of APA In-Text Citations

Single Author Citation:

Within a sentence: Smith (2021) argues that APA format improves academic writing consistency. Example: (Smith, 2021)

Two Authors:

Within a sentence: Johnson and Lee (2020) found that citation accuracy improved students' grades. Example: (Johnson & Lee, 2020)

Three or More Authors:

For three or more authors, use the first author’s last name followed by "et al." Example: (Garcia et al., 2019)

Within a sentence: Garcia et al. (2019) concluded that formatting plays a crucial role in academic success.

No Author:

When citing a source without a listed author, use the title of the work in place of the author’s name. Example: ("Effective Study Habits," 2022)

Within a sentence: The article "Effective Study Habits" (2022) emphasizes the importance of structure in research papers.

Direct Quotes vs. Paraphrasing:

When quoting directly, include the author, year, and the page number where the quote appears. Example: (Miller, 2020, p. 45)

Within a sentence: Miller (2020) stated, “Citing sources accurately is crucial to academic integrity” (p. 45).

For paraphrasing, include the author and year only. Page numbers are optional but encouraged for specific passages. Example: (Brown, 2018)

Within a sentence: According to Brown (2018), APA citations help clarify the sources of information.

By following these APA in-text citation rules, you’ll ensure proper credit is given to your sources while maintaining the academic integrity of your work.

How to Cite Sources in APA Format

Citing sources in APA format essays ensures that your work adheres to academic standards and avoids plagiarism. APA citations consist of two parts: in-text citations and a corresponding entry in the References list at the end of the document. 

All in-text citations should have a corresponding full citation in the reference list at the end of your document.

• The list should be alphabetized by the author’s last name.
• Use a hanging indent for each reference (the first line is flush left, and subsequent lines are indented).

Here’s how to add APA format references for different types of entries:

Citing Books

Format:

• Author’s Last Name, First Initial(s). (Year). Title of the book. Publisher.

Example:

• Smith, J. (2021). Understanding APA format. Academic Press.

In-Text Citation: (Smith, 2021)

Citing Journal Articles

Format:

• Author’s Last Name, First Initial(s). (Year). Title of the article. Journal Title, Volume(Issue), page numbers. DOI (if available).

Example:

• Brown, R. (2019). The impact of APA formatting on academic performance. Journal of Academic Writing, 15(3), 120-135. https://doi.org/10.1234/abc123

In-Text Citation: (Brown, 2019)

Citing Websites

Format:

• Author’s Last Name, First Initial(s). (Year, Month Day). Title of the webpage. Website Name. URL

Example:

• Johnson, M. (2020, July 15). How to properly format in APA style. APA Style Blog. https://www.apastyle.org/how-to-cite

In-Text Citation: (Johnson, 2020)

Citing Multiple Authors

For works with two authors, list both authors' names every time you cite the source.

Example:

• (Williams & Perez, 2018)

For works with three or more authors, use the first author’s last name followed by “et al.”

Example:

• (Davis et al., 2020)

Citing Sources with No Author

If there’s no author, use the title of the work in place of the author’s name.

Example:

• ("Study Habits for Success," 2021)

Here’s an APA format example pdf to help you:

Now that you have the basics of APA formatting, you can confidently create a perfectly formatted paper that meets academic standards. 

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