Student Writing
APA Format Guide
AI Summary
APA format requires 1-inch margins, double-spaced 12-point font (usually Times New Roman), a specific title page, distinct heading levels, and a References page with hanging indents. In-text citations must use the Author-Date format.
Key Takeaways
- Always use 1-inch margins and double spacing throughout the entire paper.
- Student papers no longer require a 'Running head' in the 7th Edition.
- The first line of every body paragraph must be indented by 0.5 inches.
- In-text citations require the author's last name and the year of publication.
- The References page must be alphabetized and use a 0.5-inch hanging indent.
What Is APA Format?
APA format is a standardized set of rules used by students, researchers, and professionals to format academic papers and cite sources. It ensures consistency, readability, and intellectual honesty across academic literature, particularly within the social sciences, education, and nursing fields.
APA Format History and Updates
The American Psychological Association introduced its first styling guidelines in 1929 as a brief journal article. Today, it is governed by the comprehensive Publication Manual of the American Psychological Association. The most recent major update, the 7th Edition (released in 2019 and adopted universally leading into 2026), streamlined title pages for students, updated font flexibilities, and revised how digital media is cited.
APA Margins Requirements
The standard margin requirement for all APA format papers is exactly 1 inch (2.54 cm) on all sides—top, bottom, left, and right. You should align the text to the left margin, leaving a "ragged right" margin. Do not use full justification, as it creates uneven spaces between words.
APA Font Requirements
Historically, APA strictly required Times New Roman. The 7th Edition introduced flexibility to accommodate digital accessibility. You must use a highly legible font. Acceptable options include:
- Times New Roman (12-point)
- Arial (11-point)
- Calibri (11-point)
- Georgia (11-point)
- Lucida Sans Unicode (10-point)
Regardless of the font you choose, the entire paper must be double-spaced without adding extra spaces between paragraphs.
APA Title Page
For student papers, the APA title page includes:
- Page Number: Flush right in the header. (Note: The "Running head" is no longer required for student papers in the 7th edition unless requested by the instructor).
- Paper Title: Bold, centered, and positioned in the upper half of the page (about 3-4 lines down).
- Author Name: Centered, one double-spaced line below the title.
- Institutional Affiliation: Department and University name.
- Course Number and Name: E.g., PSY 101: Introduction to Psychology.
- Instructor Name: The professor's name.
- Due Date: Spelled out (e.g., November 14, 2026).
APA Headings
APA uses a 5-level heading system to organize information structurally:
- Level 1: Centered, Bold, Title Case Heading. (Text starts a new paragraph).
- Level 2: Flush Left, Bold, Title Case Heading. (Text starts a new paragraph).
- Level 3: Flush Left, Bold Italic, Title Case Heading. (Text starts a new paragraph).
- Level 4: Indented, Bold, Title Case Heading, Ending With a Period. (Text begins on the same line).
- Level 5: Indented, Bold Italic, Title Case Heading, Ending With a Period. (Text begins on the same line).
APA References Page
The References page appears at the end of the paper on a new page. It must be alphabetized by the author's last name. The entire page must be double-spaced, and every entry must utilize a hanging indent (the first line is flush left, and subsequent lines are indented 0.5 inches).
APA In-Text Citations
APA uses an "Author-Date" citation system. When referencing a source in your text, you must include the author's last name and the year of publication. For example: (Smith, 2026). If you are quoting directly, you must also include the page number: (Smith, 2026, p. 15).
APA Format Checklist
- 1-inch margins on all sides.
- Accessible font (e.g., 12pt Times New Roman).
- Double-spaced text throughout (no extra spaces between paragraphs).
- First line of every paragraph indented 0.5 inches.
- Page numbers in the top right corner.
- Title page correctly formatted.
- References page with a hanging indent.
APA Format Comparison Table
| Element | Requirement | Details / Notes |
|---|---|---|
| Margins | 1 inch | All sides (Top, Bottom, Left, Right). |
| Spacing | Double-spaced | No extra spaces between paragraphs or headings. |
| Font | 12pt Times New Roman | 11pt Arial/Calibri also acceptable in 7th Ed. |
| Indentation | 0.5 inch | First line of every body paragraph. |
| References | Hanging Indent | Alphabetical order, double-spaced. |
Step-by-Step How to Format a Paper in APA
To set up your word processor for APA format:
- Go to Page Layout and ensure margins are set to exactly 1" on all sides.
- Select your font (Times New Roman, 12pt).
- Open paragraph settings, set line spacing to "Double", and check the box that says "Don't add space between paragraphs of the same style."
- Insert a page number in the top right header.
- Set your paragraph indentation to a First Line indent of 0.5".
- Create your title page following the specific student or professional guidelines.
Common APA Format Mistakes
Students frequently lose points for the following errors:
- Adding an extra blank line between paragraphs.
- Forgetting the hanging indent on the References page.
- Using a title page format that belongs to the outdated 6th Edition (e.g., including "Running head:" on a student paper).
- Failing to match in-text citations perfectly with the References list.
Frequently Asked Questions about APA Format Guide
What does APA stand for?
APA stands for the American Psychological Association. It is a widely accepted styling guide used for writing academic papers in the social sciences.
Do I need a running head in the 7th edition?
For student papers, no. The 7th Edition removed the running head requirement for student assignments unless specifically requested by an instructor. Professional papers still require it.
Is 11-point Calibri acceptable in APA?
Yes. The 7th Edition expanded acceptable fonts to include 11-point Calibri, 11-point Arial, and 10-point Lucida Sans Unicode, alongside the traditional 12-point Times New Roman.
How do I format an APA References page?
Start on a new page titled 'References' (centered, bold). Alphabetize all entries by the author's last name, double-space the entire page, and apply a 0.5-inch hanging indent to every entry.
Should my APA paper be left-aligned or justified?
Your paper must be left-aligned (ragged right margin). Never use full justification in an APA paper.
Do I include the date accessed for websites?
In APA 7th Edition, you generally do not need to include a retrieval date for websites unless the page's content is designed to change over time and is not archived (e.g., a Twitter profile or a live dashboard).
What is an abstract in APA format?
An abstract is a brief, comprehensive summary of the contents of the article, typically limited to 250 words. It appears on its own page immediately after the title page.
How many spaces go after a period in APA?
The APA 7th Edition strictly requires using only ONE space after a period at the end of a sentence.
How do I cite three or more authors in-text?
For sources with three or more authors, use the first author's name followed by 'et al.' and the year (e.g., Smith et al., 2026) starting from the very first citation.
Can I use bullet points in APA format?
Yes, bulleted lists are acceptable in APA format if they help clarify the structure. Use standard bullet shapes and ensure the text aligns with the paragraph indentation.