The easiest way to set up APA format in Word is to download Scribbr’s free APA format template for student papers or professional papers.
Alternatively, you can watch Scribbr’s 5-minute step-by-step tutorial or check out our APA format guide with examples.
APA footnotes use superscript numbers and should appear in numerical order. You can place footnotes at the bottom of the relevant pages, or on a separate footnotes page at the end:
For both approaches, place a space between the superscript number and the footnote text.
APA Style requires you to use APA in-text citations, not footnotes, to cite sources.
However, you can use APA footnotes sparingly for two purposes:
Yes, APA language guidelines state that you should always use the serial comma (aka Oxford comma) in your writing.
This means including a comma before the word “and” at the end of a list of three or more items: “spelling, grammar, and punctuation.” Doing this consistently tends to make your lists less ambiguous.
Yes, it’s perfectly valid to write sentences in the passive voice. The APA language guidelines do caution against overusing the passive voice, because it can obscure your meaning or be needlessly long-winded. For this reason, default to the active voice in most cases.
The passive voice is most useful when the point of the sentence is just to state what was done, not to emphasize who did it. For example, “The projector was mounted on the wall” is better than “James and I mounted the projector on the wall” if it’s not particularly important who mounted the projector.
Yes, APA language guidelines encourage you to use the first-person pronouns “I” or “we” when referring to yourself or a group including yourself in your writing.
In APA Style, you should not refer to yourself in the third person. For example, do not refer to yourself as “the researcher” or “the author” but simply as “I” or “me.” Referring to yourself in the third person is still common practice in some academic fields, but APA Style rejects this convention.
According to the APA guidelines, you should report enough detail on inferential statistics so that your readers understand your analyses.
Report the following for each hypothesis test:
You should also present confidence intervals and estimates of effect sizes where relevant.
The number of decimal places to report depends on what you’re reporting. Generally, you should aim to round numbers while retaining precision. It’s best to present fewer decimal digits to aid easy understanding.
Use one decimal place for:
Use two decimal places for:
No, including a URL is optional in APA Style reference entries for legal sources (e.g. court cases, laws). It can be useful to do so to aid the reader in retrieving the source, but it’s not required, since the other information included should be enough to locate it.
Generally, you should identify a law in an APA reference entry by its location in the United States Code (U.S.C.).
But if the law is either spread across various sections of the code or not featured in the code at all, include the public law number in addition to information on the source you accessed the law in, e.g.:
You should report methods using the past tense, even if you haven’t completed your study at the time of writing. That’s because the methods section is intended to describe completed actions or research.
In your APA methods section, you should report detailed information on the participants, materials, and procedures used.
With APA legal citations, it’s recommended to cite all the reporters (publications reporting cases) in which a court case appears. To cite multiple reporters, just separate them with commas in your reference entry. This is called parallel citation.
Don’t repeat the name of the case, court, or year; just list the volume, reporter, and page number for each citation. For example:
In APA Style, when you’re citing a recent court case that has not yet been reported in print and thus doesn’t have a specific page number, include a series of three underscores (___) where the page number would usually appear:
In APA style, statistics can be presented in the main text or as tables or figures. To decide how to present numbers, you can follow APA guidelines:
Since these are general guidelines, use your own judgment and feedback from others for effective presentation of numbers.
In an APA results section, you should generally report the following:
Like most style guides, APA recommends listing the book of the Bible you’re citing in your APA in-text citation, in combination with chapter and verse numbers. For example:
Books of the Bible may be abbreviated to save space; a list of standard abbreviations can be found here. Page numbers are not used in Bible citations.
Yes, in the 7th edition of APA Style, versions of the Bible are treated much like other books; you should include the edition you used in your reference list.
Previously, in the 6th edition of the APA manual, it was recommended to just use APA 6 in-text citations to refer to the Bible, and omit it from the reference list.
When you need to highlight a specific moment in a video or audio source, use a timestamp in your APA in-text citation. Just include the timestamp from the start of the part you’re citing. For example:
To include a direct quote in APA, follow these rules:
APA doesn’t require you to include a list of tables or a list of figures. However, it is advisable to do so if your text is long enough to feature a table of contents and it includes a lot of tables and/or figures.
A list of tables and list of figures appear (in that order) after your table of contents, and are presented in a similar way.
Copyright information can usually be found wherever the table or figure was published. For example, for a diagram in a journal article, look on the journal’s website or the database where you found the article. Images found on sites like Flickr are listed with clear copyright information.
If you find that permission is required to reproduce the material, be sure to contact the author or publisher and ask for it.
If you adapt or reproduce a table or figure from another source, you should include that source in your APA reference list. You should also include copyright information in the note for the table or figure, and include an APA in-text citation when you refer to it.
Tables and figures you created yourself, based on your own data, are not included in the reference list.
An APA in-text citation is placed before the final punctuation mark in a sentence.
In an APA in-text citation, you use the phrase “as cited in” if you want to cite a source indirectly (i.e., if you cannot find the original source).
Parenthetical citation: (Brown, 1829, as cited in Mahone, 2018)
Narrative citation: Brown (1829, as cited in Mahone, 2018) states that…
On the reference page, you only include the secondary source (Mahone, 2018).
Popular word processors like Microsoft Word and Google Docs can order lists in alphabetical order, but they don’t follow the APA Style alphabetization guidelines.
If you use Scribbr’s APA Citation Generator to create citations, references are ordered automatically based on the APA guidelines, taking into account all the exceptions.
Order numerals as though they were spelled out:
Read more about alphabetizing the APA reference page.
Yes, if relevant you can and should include APA in-text citations in your appendices. Use author-date citations as you do in the main text.
Any sources cited in your appendices should appear in your reference list. Do not create a separate reference list for your appendices.
Appendices in an APA Style paper appear right at the end, after the reference list and after your tables and figures if you’ve also included these at the end.
An appendix contains information that supplements the reader’s understanding of your research but is not essential to it. For example:
Something is only worth including as an appendix if you refer to information from it at some point in the text (e.g. quoting from an interview transcript). If you don’t, it should probably be removed.
If you adapt or reproduce a table or figure from another source, you should include that source in your APA reference list. You should also acknowledge the original source in the note or caption for the table or figure.
Tables and figures you created yourself, based on your own data, are not included in the reference list.
APA doesn’t require you to include a list of tables or a list of figures. However, it is advisable to do so if your text is long enough to feature a table of contents and it includes a lot of tables and/or figures.
A list of tables and list of figures appear (in that order) after your table of contents, and are presented in a similar way.
In an APA Style paper, use a table or figure when it’s a clearer way to present important data than describing it in your main text. This is often the case when you need to communicate a large amount of information.
Before including a table or figure in your text, always reflect on whether it’s useful to your readers’ understanding:
If the data you need to present only contains a few relevant numbers, try summarizing it in the text (potentially including full data in an appendix). If describing the data makes your text overly long and difficult to read, a table or figure may be the best option.
In an APA Style paper, the abstract is placed on a separate page after the title page (page 2).
An APA abstract is around 150–250 words long. However, always check your target journal’s guidelines and don’t exceed the specified word count.
In APA Style, all sources that are not retrievable for the reader are cited as personal communications. In other words, if your source is private or inaccessible to the audience of your paper, it’s a personal communication.
Common examples include conversations, emails, messages, letters, and unrecorded interviews or performances.
Interviews you conducted yourself are not included in your reference list, but instead cited in the text as personal communications.
Published or recorded interviews are included in the reference list. Cite them in the usual format of the source type (for example, a newspaper article, website or YouTube video).
When you quote or paraphrase a specific passage from a source, you need to indicate the location of the passage in your APA in-text citation. If there are no page numbers (e.g. when citing a website) but the text is long, you can instead use section headings, paragraph numbers, or a combination of the two:
(Caulfield, 2019, Linking section, para. 1).
Section headings can be shortened if necessary. Kindle location numbers should not be used in ebook citations, as they are unreliable.
If you are referring to the source as a whole, it’s not necessary to include a page number or other marker.
APA Style usually does not require an access date. You never need to include one when citing journal articles, e-books, or other stable online sources.
However, if you are citing a website or online article that’s designed to change over time, it’s a good idea to include an access date. In this case, write it in the following format at the end of the reference: Retrieved October 19, 2020, from https://www.uva.nl/en/about-the-uva/about-the-university/about-the-university.html
The 7th edition APA Manual, published in October 2019, is the most current edition. However, the 6th edition, published in 2009, is still used by many universities and journals.
The American Psychological Association anticipates that most people will start using the 7th edition in the spring of 2020 or thereafter.
It’s best to ask your supervisor or check the website of the journal you want to publish in to see which APA guidelines you should follow.
If you’re citing from an edition other than the first (e.g. a 2nd edition or revised edition), the edition appears in the reference, abbreviated in parentheses after the book’s title (e.g. 2nd ed. or Rev. ed.).
In the 7th edition of the APA manual, no location information is required for publishers. The 6th edition previously required you to include the city and state where the publisher was located, but this is no longer the case.
In an APA reference list, journal article citations include only the year of publication, not the exact date, month, or season.
The inclusion of volume and issue numbers makes a more specific date unnecessary.
In an APA journal citation, if a DOI (digital object identifier) is available for an article, always include it.
If an article has no DOI, and you accessed it through a database or in print, just omit the DOI.
If an article has no DOI, and you accessed it through a website other than a database (for example, the journal’s own website), include a URL linking to the article.
Include the DOI at the very end of the APA reference entry. If you’re using the 6th edition APA guidelines, the DOI is preceded by the label “doi:”. In the 7th edition, the DOI is preceded by ‘https://doi.org/’.
Hawi, N. S., & Samaha, M. (2016). The relations among social media addiction, self-esteem, and life satisfaction in university students. Social Science Computer Review, 35(5), 576–586. https://doi.org/10.1177/0894439316660340
When citing a webpage or online article, the APA in-text citation consists of the author’s last name and year of publication. For example: (Worland & Williams, 2015). Note that the author can also be an organization. For example: (American Psychological Association, 2019).
If you’re quoting you should also include a locator. Since web pages don’t have page numbers, you can use one of the following options:
Always include page numbers in the APA in-text citation when quoting a source. Don’t include page numbers when referring to a work as a whole – for example, an entire book or journal article.
If your source does not have page numbers, you can use an alternative locator such as a timestamp, chapter heading or paragraph number.
The abbreviation “et al.” (meaning “and others”) is used to shorten APA in-text citations with three or more authors. Here’s how it works:
Only include the first author’s last name, followed by “et al.”, a comma and the year of publication, for example (Taylor et al., 2018).
APA Style papers should be written in a font that is legible and widely accessible. For example:
The same font and font size is used throughout the document, including the running head, page numbers, headings, and the reference page. Text in footnotes and figure images may be smaller and use single line spacing.
You need an APA in-text citation and reference entry. Each source type has its own format; for example, a webpage citation is different from a book citation.
Use Scribbr’s free APA Citation Generator to generate flawless citations in seconds or take a look at our APA citation examples.
APA format is widely used by professionals, researchers, and students in the social and behavioral sciences, including fields like education, psychology, and business.
Be sure to check the guidelines of your university or the journal you want to be published in to double-check which style you should be using.
Yes, page numbers are included on all pages, including the title page, table of contents, and reference page. Page numbers should be right-aligned in the page header.
To insert page numbers in Microsoft Word or Google Docs, click ‘Insert’ and then ‘Page number’.
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