APA format

APA format is a citation format most commonly used within the social sciences and many other scientific disciplines. This
handout covers the basics of formatting your paper in APA style. For more information, refer to the APA Publication
Manual, which is currently in its 6th edition.

General APA Guidelines (8.03)

Margins and Spacing
Double space your paper and set your margins to 1” on all sides.

Font
Use a clearly readable font, preferably 12 pt. Times New Roman.

Page Numbers
Insert your page numbers on the right side of your header. Do not manually type them on each page of
your manuscript.

Running Head
Using capital letters, type the title of your paper flush left at the top of each page. This is called the
“running head.” If your title is longer than 50 characters, including spacing and punctuation, the
running head should contain only a shortened version. Note that a different header should be used
for your title page, as this will be formatted differently (see below).

Formatting Headers
To format your headers in Word, follow these steps:
On a PC
1. On the menu bar, select Insert and click Header.

2. On the Header menu, select the first option (Blank).

3. At the top of the page, Header & Footer Tools should now be automatically selected. Under Design, check
the box for Different First Page.

4. Type “Running head:” and then your title in all caps.

5. Hit the Tab key to move the cursor to where your page number will be. If you have set your margins to 1”,

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 this will be under the 6.5” mark on your ruler.

6. Click Page Number. This is under the Design menu, which should still be open.

7. Highlight Current Position with the mouse and select Plain Number 1. This will allow you to insert page
numbers in the upper right corner without erasing your header.

8. Next, add your headers for the remaining pages. In the top left corner of your second page, you will see
[Type here]. Double click there and type your title in capital letters.

9. To insert the rest of your page numbers, repeat steps 5-7.

On a MAC
1. On the menu bar, select Document Elements and click Header.

2. On the Header menu, select the first option (Basic).

3. Click the purple tab, Header and Footer. Check the box for Different First Page.

4. Reselect Header > Basic under the purple tab.

5. There are thre brackets in which to type text.

Note: You will not use the second bracket at all. The words “Type text” will go away when you print your
paper.

6. Double-click on the far left bracket and type “Running head:” and then your title in all caps.

7. Double-click on the far right bracket and click Page Number located under the purple tab.

8. Next, add your headers for the remaining pages. On the second page, the three sets of brackets will
automatically show up. Double-click on the far left bracket and type your title in capital letters.

9. To insert the rest of your page numbers, double-click on the far right bracket, click the purple tab, and
click Page Number.

Major Paper Elements

Generally, an APA paper includes four major sections: the title page, abstract, body, and reference list.

Title Page (2.01)

The title page will contain a header with a page number (flush right) and running head (flush left). Unlike
the rest of the paper, the running head on the title page should include the words “Running head,”
which will look like this:
Running head: TITLE OF PAPER

Aside from the header, the content of your title page will appear centered and double-spaced, positioned
in the upper half of the page. It will include the following elements, each on its own line: title,
your name, and institutional affiliation. Note that your instructor may ask you to include other
elements—such as the instructor’s name, course number, and/or date—in your title page.
Note: See the example paper at the end of this handout.

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Abstract (2.04)
An abstract presents a concise summary of the paper’s contents and main points. Abstracts are important
because they are used by researchers to find relevant work in a database. Place your abstract on
a separate page after the title page. The word “Abstract” will appear (no bold or italics) centered
at the top. If you are writing for publication, you may also want to include a list of keywords at the
bottom so that your work will appear in keyword searches.
Note: See the example paper at the end of this handout.
Note: For more information on how to format an abstract and what to include in it, please see our
“Abstracts” handout.

Body (2.05-2.10)
The body of an APA paper is often broken down into sub-sections. These sections differ according to the
type of paper you are writing but may include such elements as an introduction, methods section,
results section, and discussion.
Introduction: In this section, present the specific problem and discuss your research strategy. You will
want to familiarize the reader with the importance of the problem, existing scholarship on the
subject, your hypothesis and research objectives, and the theoretical and practical implications of
your findings. The heading of the introduction should consist of the paper’s title, which should be
centered and not bolded. Do not label your introduction as “Introduction.”
Methods: The methods section contains information about the methodology, variables, sample size, and
other details that will help the reader understand how the research was conducted.
Results: Here, you will provide a summary of the relevant findings of the research. Be sure to include all
pertinent information, including those findings that run counter to your hypothesis.
Discussion: Use this section to wrap up your paper by evaluating and interpreting the research findings.
The discussion section draws conclusions about the results and places them in context. What
are the implications of this research for theory and/or practice? What further questions does
the research inspire? You may also use this section to reiterate the importance of the problem
addressed by the research.
Note: For more information on indidvidual sections within the body of a paper, please see our
“Introductions,” “Literature Review,” “Materials & Methods,” “Results,” and “Discussion” handouts.

Reference List (2.11)

The reference list goes on a separate page with the word “References” centered at the top. All entries on
the reference page should appear double spaced, in alphabetical order, and in a hanging indent
format. This means that the first line of each entry will be flush left, and all subsequent lines within
that entry will be indented.
Example: Weir, K. (2012, February). The beginnings of mental illness. Monitor on Psychology, 43(2). Retrieved
from http://www.apa.org/monitor/
Note: See the example paper at the end of this handout.

Note: For more information on reference lists, please see our “APA Citations” handout.

Footnotes (2.12)
Footnotes can be used to provide supplemental content or copyright permission status. Number them

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 consecutively in the order in which the corresponding material appears in the text.
Content: Since the intention of footnotes is to supplement the main text, they should be brief and used
sparingly. Limit each content footnote to one idea; if you find it necessary to elaborate, the
material may be better suited to the body of the document.
Copyright permission: When reproducing or adapting lengthy quotes, tables, and figures from another
source, you must obtain copyright permission from the author. While source information for tables
and figures is provided in a table note (see below), source information for long quotations is
provided in a footnote.
Journal: From “Title of Article,” by A.B. Author, year, Title of Journal, Volume, p. xx. Copyright [year] by the
Name of Copyright Holder. Reprinted [or adapted] with permission.

Book: From Title of Book (p.xxx), by A.B. Author, year, Place of Publication: Publisher. Copyright [year] by
the Name of Copyright Holder. Reprinted [or adapted] with permission.

Tables and Figures

Sometimes results can be presented most efficiently and understandably with tables and figures. In
order to avoid overwhelming readers and losing track of your main point, use tables and charts
selectively. They should present information that would be too wordy or repetitive in text form.

Table Layout (5.08)

Tables and figures should be numbered with Arabic numerals, such as Table 1, Figure 5, etc. The title goes
on a separate line underneath the table number (double-spaced). Titles are italicized and written
in uppercase and lowercase letters. All elements of the table should be clearly and consistently
labeled.

When writing for publication, tables go at the very end, after your references. However, many instructors
prefer that you incorporate tables into the text. Ask your instructor if you are unsure.

Table Notes (5.16)

The following three types of notes can appear below the table:
General notes appear directly below the table. They provide information about the table as a whole; they
may also define abbreviations. General notes are preceded by the italicized word Note.
Example: Note. OR = odds ratio; CI = confidence interval.

Specific notes appear beneath any general notes. They contain information about a particular row, column,
or other specific part of the table. Specific notes are preceded by a lowercase letter in superscript
format (e.g. ª).
Example: an = 25 for each group.

Probability notes appear beneath any specific notes. They indicate how asterisks and other symbols in the
table indicate p values. Probability notes are preceded by whatever symbol is being defined.
Example: *p <.05. **p <.01.

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 Table 1
Average GRE scores by Intended Graduate Program
Intended Program Quantitative Verbal
Business 152 149

Educationa 147 150

Engineering 159 149

Humanities 149 157

Natural Sciences 153 151

Average 152 151.2

Note. The table presents the scores of applicants to the above programs, not accepted students.
a
This category includes only applicants to elementary education programs.

Using Headings
Breaking down your text into sections and subsections with headings helps readers navigate your content.

Levels of Heading (3.03)

APA Style includes five different levels of heading. These headings indicate the hierarchy of information in
a paper (i.e., sections and subsections). For example, you would use a level one heading to label
your “Methods,” “Results,” and “Discussion” sections. If you included “Participants” as a subsection
of your “Methods” section, it would have a level two heading. A subsection of “Participants” would
then have a level three heading and so on.
Example: Level 1: Methods
Level 2: Participants
Level 3: Age
Level 3: Race
Level 2: Instruments
Level 1: Results
Level 1: Discussion

Sometimes students use a level one heading for their first section, a level two heading for their second
section, and so on—regardless of the relationship between sections! Remember, the different levels
of heading indicate hierarchy of sections, not necessarily order of sections.

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 Levels of Heading in APA
Level Format
1 Centered, Bolded, Major Words Capitalized
2 Flush Left, Bolded, Major Words Capitalized
3 Indented, bolded, first word capitalized, ends with period.
4 Indented, bolded, italicized, first word capitalized, ends with a period.
5 Indented, italicized, first word capitalized, ends with a period.
Note: See the example paper at the end of this handout.

Presenting Statistics
APA Style contains rules for presenting statistics clearly.

Statistics in Text (4.44)

If you are reporting inferential statistics, include enough information to place the statistics in context and
allow your reader to understand the study. The amount of explanation needed can vary, but APA
Style does provide some general guidelines:
• For common statistics (i.e., mean, t test), references are unnecessary.

• For common statistics, formulas are also unnecessary.

• If descriptive statistics are presented in a table or figure, there is no need to repeat them in text.

• In order to clarify the relationship of numbers in a series, use terms like respectively.

Statistical Symbols (4.45)

In your text, write out statistical terms instead of using the symbol. However, use the symbol in conjunction
with mathematical operators (such as an equals sign).
In Text: The means were…
With Mathematical Operators: Ms = 3.70 and 4.22

Punctuating Statistics (4.46)

Statistical values are enclosed within parentheses.
Example: (p = .42)

However, when the statistic is part of a larger element enclosed in parenthesis, use brackets.
Example: (See Figure 2 for the results from the control group [n = 5].)

Degrees of freedom are also enclosed within parentheses.

Example: t (45) = 4.35

However, confidence intervals are enclosed within brackets.

Example: 95% CI [5.62, 8.31]

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 Writing in APA Style
APA Style contains rules not only for formatting and citation but also for various aspects of writing. For
more detailed information on APA writing conventions, consult the APA Publication Manual and the
Writing Center’s handouts on these specific topics.

Conciseness and Clarity (3.05-3.11)

As a general rule, APA favors brevity. In other words, avoid meaningless words, redundancy, statements of
the obvious, excessive jargon, and overuse of the passive voice.
Note: For more information on concision, please see our handout on this topic.

Verb Tense (3.18)

Selecting the proper verb tense can be tricky, especially when you are reporting results or referring to
others’ research in a literature review. Use past tense to discuss an action that took place at a
specific time in the past.
Past tense: Smith (2005) presented the following results:

When describing a past action that did not occur at a specific time, or to describe an action beginning in
the past and continuing in the present, use the present perfect tense.
Present perfect tense: Over the years, additional studies have yielded the same results.

Note: For information on the different verb tenses and when to use them, please see our “Verb Tenses”
handout.

Active and Passive Voice (3.18)

As a general rule, APA Style recommends using the active voice when possible, since it tends to be
stronger and more precise. Overuse of passive voice can lead to awkward sentences. However,
passive voice is sometimes appropriate. When choosing between the two, ask yourself whether the
intended focus is on the actor or on the object of the action. If the focus is on the object, then the
passive voice may be useful. You can also use the passive voice when the actor is unknown.
Active (Emphasis on “We”): We mailed the letter.
Passive (Emphasis on “Letter”): The letter was mailed.

Note: For more information on active and passive voice, please see our “Voice” handout.

Oxford Comma (4.03)

In APA, you must use a comma between items in a list, including the Oxford comma before “and” or “or.”
Examples: She ate cake, cookies, and ice cream.

She had to decide whether she would eat a piece of fudge, a cannoli, or a s’more.

Note: For more information on the Oxford comma, please see our “Commas” handout.

Capitalization (4.14 - 4.20)

In general, names of theories are not capitalized. However, when they contain the name of an individual,
that person’s name should be capitalized.

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 Examples: behaviorism, string theory, Freudian theory

Do not capitalize the names of generic drugs. However, do capitalize brand or trade names.
Generic: ibuprofen
Brand Name: Lipitor

Do not capitalize the names of diseases or disorders, except where the name contains a proper noun.
Examples: major depressive disorder, osteoporosis, Addison’s disease

Do not capitalize academic subjects unless they are part of the official name of a course or program.
Examples: biology, Introduction to Sociology, Master of Fine Arts

Note: For more information on what to capitalize and when, please see our “Capitalization” handout.

Numbers (4.31 - 4.38)

In APA Style, words are used to express numbers that are less than 10. Numbers are also spelled out if
they begin a sentence, title, or text heading. However, it is best to avoid beginning with a number;
therefore, try to revise such a sentence if possible. You should also write out numbers that are part
of common fractions or universally accepted usage.
Beginning of Sentence: Twenty-five participants enrolled in the study.
Common Fraction: a two-thirds majority
Universally Accepted Usage: the Ten Commandments

In APA Style, digits are used to express numbers 10 and greater. Digits are also used if they precede a unit
of measurement or are statistics, percentages, ratios, ages, points on a scale, or part of a series (e.g.,
stages, chapters, tables).
Note: For more information on how to use numbers in writing, please see our “Numbers” handout.

Abbreviations (4.24 - 4.27)

For the sake of clarity, APA Style recommends using abbreviations sparingly. They are useful, however,
for expressing long technical terms and names of organizations. While most abbreviations require
explanations, some very common abbreviations are accepted as words. Below are some of these
standard abbreviations.
Abbreviations Accepted as Words: IQ REM ESP AIDS HIV
Latin Abbreviations: e.g. (for example) i.e. (that is) etc. (and so forth) vs. (versus, against)
Units of Measurement: a.m. (ante meridiem) cm (centimeter) g (gram) Hz (hertz) km (kilometer)

Note: For more information on abbreviations, please see our handout on this topic.

References
American Psychological Association. (2010). Publication manual of the American Psychological Association (6th ed.).
Washington, DC: Author.

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Running head: FOOD DESERTS AND DIABETES 1

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Food Deserts and Diabetes in Baltimore City

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FOOD DESERTS AND DIABETES 3

Food Deserts and Diabetes in Baltimore City

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FOOD DESERTS AND DIABETES 4

References

Anderson, A.A. (2013). Title of a book. City Name, NY: Harper.

Baker, B.B., & Chandler, C.C. (2012). Title of a journal article: Subtitle of a journal article.

Name of a Journal, 7(5), 519-522. Retrieved from http://www.umaryland.edu/

writingcenter

Dowler, D.D. (2002). Title of a book. City Name, NY: Vintage.

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Ericson, E.E. (2005). Title of a journal article: Subtitle of a journal article. Name of a Journal,

7(5), 519-522. Retrieved from http://www.umaryland.edu/writingcenter

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