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APA Formatting and Citation (7th Ed.) | Generator, Template, Examples

Published on November 6, 2020 by Raimo Streefkerk . Revised on January 17, 2024.

The 7th edition of the APA Publication Manual provides guidelines for clear communication , citing sources , and formatting documents. This article focuses on paper formatting.

Generate accurate APA citations with Scribbr

Throughout your paper, you need to apply the following APA format guidelines:

  • Set page margins to 1 inch on all sides.
  • Double-space all text, including headings.
  • Indent the first line of every paragraph 0.5 inches.
  • Use an accessible font (e.g., Times New Roman 12pt., Arial 11pt., or Georgia 11pt.).
  • Include a page number on every page.

APA format (7th edition)

Let an expert format your paper

Our APA formatting experts can help you to format your paper according to APA guidelines. They can help you with:

  • Margins, line spacing, and indentation
  • Font and headings
  • Running head and page numbering

apa formatting style pdf

Table of contents

How to set up apa format (with template), apa alphabetization guidelines, apa format template [free download], page header, headings and subheadings, reference page, tables and figures, frequently asked questions about apa format.

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apa formatting style pdf

References are ordered alphabetically by the first author’s last name. If the author is unknown, order the reference entry by the first meaningful word of the title (ignoring articles: “the”, “a”, or “an”).

Why set up APA format from scratch if you can download Scribbr’s template for free?

Student papers and professional papers have slightly different guidelines regarding the title page, abstract, and running head. Our template is available in Word and Google Docs format for both versions.

  • Student paper: Word | Google Docs
  • Professional paper: Word | Google Docs

In an APA Style paper, every page has a page header. For student papers, the page header usually consists of just a page number in the page’s top-right corner. For professional papers intended for publication, it also includes a running head .

A running head is simply the paper’s title in all capital letters. It is left-aligned and can be up to 50 characters in length. Longer titles are abbreviated .

APA running head (7th edition)

Prevent plagiarism. Run a free check.

APA headings have five possible levels. Heading level 1 is used for main sections such as “ Methods ” or “ Results ”. Heading levels 2 to 5 are used for subheadings. Each heading level is formatted differently.

Want to know how many heading levels you should use, when to use which heading level, and how to set up heading styles in Word or Google Docs? Then check out our in-depth article on APA headings .

APA headings (7th edition)

The title page is the first page of an APA Style paper. There are different guidelines for student and professional papers.

Both versions include the paper title and author’s name and affiliation. The student version includes the course number and name, instructor name, and due date of the assignment. The professional version includes an author note and running head .

For more information on writing a striking title, crediting multiple authors (with different affiliations), and writing the author note, check out our in-depth article on the APA title page .

APA title page - student version (7th edition)

The abstract is a 150–250 word summary of your paper. An abstract is usually required in professional papers, but it’s rare to include one in student papers (except for longer texts like theses and dissertations).

The abstract is placed on a separate page after the title page . At the top of the page, write the section label “Abstract” (bold and centered). The contents of the abstract appear directly under the label. Unlike regular paragraphs, the first line is not indented. Abstracts are usually written as a single paragraph without headings or blank lines.

Directly below the abstract, you may list three to five relevant keywords . On a new line, write the label “Keywords:” (italicized and indented), followed by the keywords in lowercase letters, separated by commas.

APA abstract (7th edition)

APA Style does not provide guidelines for formatting the table of contents . It’s also not a required paper element in either professional or student papers. If your instructor wants you to include a table of contents, it’s best to follow the general guidelines.

Place the table of contents on a separate page between the abstract and introduction. Write the section label “Contents” at the top (bold and centered), press “Enter” once, and list the important headings with corresponding page numbers.

The APA reference page is placed after the main body of your paper but before any appendices . Here you list all sources that you’ve cited in your paper (through APA in-text citations ). APA provides guidelines for formatting the references as well as the page itself.

Creating APA Style references

Play around with the Scribbr Citation Example Generator below to learn about the APA reference format of the most common source types or generate APA citations for free with Scribbr’s APA Citation Generator .

Formatting the reference page

Write the section label “References” at the top of a new page (bold and centered). Place the reference entries directly under the label in alphabetical order.

Finally, apply a hanging indent , meaning the first line of each reference is left-aligned, and all subsequent lines are indented 0.5 inches.

APA reference page (7th edition)

Tables and figures are presented in a similar format. They’re preceded by a number and title and followed by explanatory notes (if necessary).

Use bold styling for the word “Table” or “Figure” and the number, and place the title on a separate line directly below it (in italics and title case). Try to keep tables clean; don’t use any vertical lines, use as few horizontal lines as possible, and keep row and column labels concise.

Keep the design of figures as simple as possible. Include labels and a legend if needed, and only use color when necessary (not to make it look more appealing).

Check out our in-depth article about table and figure notes to learn when to use notes and how to format them.

APA table (7th edition)

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 Style papers should be written in a font that is legible and widely accessible. For example:

  • Times New Roman (12pt.)
  • Arial (11pt.)
  • Calibri (11pt.)
  • Georgia (11pt.)

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 .

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’.

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.

Cite this Scribbr article

If you want to cite this source, you can copy and paste the citation or click the “Cite this Scribbr article” button to automatically add the citation to our free Citation Generator.

Streefkerk, R. (2024, January 17). APA Formatting and Citation (7th Ed.) | Generator, Template, Examples. Scribbr. Retrieved February 21, 2024, from https://www.scribbr.com/apa-style/format/

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How to Cite a PDF in APA Format

Matt Ellis

Knowing how to cite a PDF in APA format can be confusing. Do you treat a PDF as an electronic source or a hard copy? What are the rules for how to cite a PDF with no author in APA format? 

We answer these questions below, but in short, the APA format 7th edition (the most recent) requests that PDF citations follow the same rules as their source but include a URL at the end . So if the PDF is a book, cite it as a book with the PDF’s URL; if it’s a journal article, cite it as a journal article with the URL; and so on.  Give your writing extra polish Grammarly helps you communicate confidently Write with Grammarly In general, to cite a PDF in APA format, use the same formula as you would to cite a website in APA format : 

Last name of author, First name initials. (Year of publication). Title of document . Website name or publisher. URL.

In APA reference citations, titles use the sentence case except for periodicals ( newspapers , magazines , scholarly journals , etc.), so capitalize only the first word of a title, the first word after a colon, or proper nouns. In-text, however, use the standard title case.

If you’re familiar with how to write a research paper , you know that you’ll also need in-text citations. In APA format, PDF in-text citations should follow this formula: 

(Last name of author, Year of publication)

These formulas work for PDFs as both primary and secondary sources . Keep in mind that specific source types may require additional information, such as volume or issue numbers for scientific journals . 

As mentioned earlier, citing a PDF in APA format requires a URL . If you can’t find a URL, try citing the source as its original version, such as a physical book or journal article. If you need extra time to track down the original, you may want to ask your professor for an extension . 

If the PDF is not public or even published, such as lecture notes or course documents, it won’t have a URL. Instead, cite the PDF document as you would a personal communication .  

Here’s a tip: Grammarly’s  Citation Generator  ensures your essays have flawless citations and no plagiarism. Try it for tricky APA citations like anthologies , encyclopedias , and keynote speeches . 

How to cite an online PDF of an in-print publication in APA format

When writing research papers, you’ll often find online PDF versions of in-print publications. These can be scanned copies of physical books or digital equivalents published simultaneously as hard copies. 

Regardless, when citing online PDFs use the same formula as the PDF’s source, with the addition of the URL. For example, if you wanted to cite an online PDF of Elliot Aronson’s book The Social Animal , you would use the same formula as for a hard copy of the book, with the URL added at the end. 

Aronson, E. (1999). The social animal (8th ed.). Worth Publishers, Inc. https://webéducation.com/wp-content/uploads/2019/12/ Elliot-Aronson-The-social-animal-Worth-Publishers-1999.pdf

In APA format, PDF in-text citations should look like this: 

(Aronson, 1999)

How to cite an online-only PDF in APA format

More and more publications and scientific journals are switching to an online-only format, and some of these rely on PDFs as their main mediums. To cite a PDF in APA format for online-only sources, follow the same formula as you would for other online-only website sources. 

For example, let’s say you want to cite a PDF document from the Open Psychology Journal , an online-only scientific journal. Your reference-page citation would look like this: 

Diab-Bahman, R. (2022). Psychological diversity in the workplace: Personality types and gender differences within ethnicities. The Open Psychology Journal, 15 . https://openpsychologyjournal.com/contents/volumes/ V15/e187435012203070/e187435012203070.pdf 

Note that the “15” after the journal name refers to the volume number, in accordance with APA’s guidelines for citing journal articles. 

PDF in-text citations in APA style follow the same guidelines regardless of whether the source is online-only or not. 

(Diab-Bahman, 2022)

How to cite a PDF with no author in APA format

Posting a PDF online doesn’t have the rigorous regulations as publishing a proper manuscript, so you may occasionally encounter a PDF document without an author. If you want to know how to cite a PDF with no author in APA format, follow this formula: 

Title of document . (Year of publication). Website name or publisher. URL.

The reference-page citation should look like this: 

Introduction to psychology. (2015). University of Minnesota Libraries Publishing.  https://open.lib.umn.edu/intropsyc/open/download?type=pdf 

Adhering to APA’s no-author format, PDF in-text citations should use the document’s title in place of the author’s name, along with the publication year. 

( Introduction to Psychology , 2015)

If the author is credited as “Anonymous,” it’s acceptable to use the word “Anonymous” in place of a name in your citations. The above method is for sources that don’t credit an author at all. 

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APA Style (7th ed.): Citation Guide

  • Getting Started with APA

Formatting a Paper in APA

Apa paper visual guide.

  • Citing Sources in APA
  • APA Citation Examples
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  • Paper Formatting
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APA Basic Formatting Rules for Student Papers

The following guidelines are the basic formatting rules outlined in the  APA Publication Manual  7th edition. If your instructor sets different requirements, always use your instructor's guidelines first.

  • clearly legible, regular-sized font
  • recommendations: 12pt Times New Roman, 11pt Arial, 11pt Calibri, 10pt Lucida Sans Unicode, 11pt Georgia
  • double spaced throughout all parts of the paper including title, headings, and footnotes
  • 1-inch margins on all sides
  • Indent the first line of each paragraph by 1/2-inch (tab)
  • left-justified for the body of the paper

Running Head & Page Numbers:

  • not required to include shortened version of the title for student papers- unless requested by your instructor
  • include the page number in the top right corner of all pages

APA Title Page for Student Papers

Page number:.

  • include the page number in the top right margin. (It will be 1 for the Title Page. Continue numbering throughout the paper and References page.)

Heading about a 1/3 of the way down the page:

  • Paper Title : bold, centered
  • Author : your name
  • Institutional Affiliation : Lone Star College- Online
  • Course : your course number and the name of the course (ex. PSYC 2301: General Psychology)
  • Instructor : your instructor's name (ex- Prof. Jane Smith)
  • Due Date:  Month day, year format (ex- January 1, 2024)

APA Headings within the Body of the Paper

Paper title:.

  • include on the first line of the first page of the body of your paper
  • bold and centered

Headings and Sub-headings (use when needed)

  • APA uses a hierarchy of five levels for headings within the paper
  • short paper may not need headings at all

References Page Formatting

The following guidelines are the basic formatting rules outlined in the APA Publication Manual  7th edition. If your instructor sets different requirements, always use your instructor's guidelines first.

  • needs to start on a new page following the end of your paper
  • include the title References centered on the first line of the page
  • everything after the title is left-justified
  • listed in alphabetical order by the first part of the citation (usually the author)
  • double spaced throughout all parts
  • Each citation should have a hanging indent- or it should start at the left margin and then have all lines after it indented by 1/2-inch

Click on the information circles for tips on how to use Microsoft Word to format your paper in APA Style.

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Getting started

This APA 7th style guide is based on the citing and referencing sections of the  Publication Manual of the American Psychological Association  (7th edition ) and the APA Style website ( https://apastyle.apa.org ). This guide is designed to help you:

apa formatting style pdf

Our interactive online tutorials can help you understand the basics of citing and referencing, and why it's important.

Elements of citing and referencing in APA 7th style

There are two places in your assignments and other academic work you need to cite and reference- in the body of your writing ( in-text citations ) , and   at the end of your work (in the  reference list ) where you provide full details of the works you have cited. 

The Quick Start Guide (below) will help you quickly become familiar with the key features of APA 7th, and their application.

Additional resources

Quick start guide [pdf 0.2mb].

A printable two-page introduction with key examples.

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Review of Benally, Klee. 2023. No spiritual surrender: Indigenous anarchy in defense of the sacred

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Book Reviews

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Dunlap, A., (2024) “Review of Benally, Klee. 2023. No spiritual surrender: Indigenous anarchy in defense of the sacred”, Journal of Political Ecology 31(1). doi: https://doi.org/10.2458/jpe.6005

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Published on 15 feb 2024, creative commons attribution 4.0, harvard-style citation.

Dunlap, A. (2024) 'Review of Benally, Klee. 2023. No spiritual surrender: Indigenous anarchy in defense of the sacred', Journal of Political Ecology . 31(1) doi: 10.2458/jpe.6005

Show: Vancouver Citation Style | APA Citation Style

Vancouver-Style Citation

Dunlap, A. Review of Benally, Klee. 2023. No spiritual surrender: Indigenous anarchy in defense of the sacred. Journal of Political Ecology. 2024 2; 31(1) doi: 10.2458/jpe.6005

Show: Harvard Citation Style | APA Citation Style

APA-Style Citation

Dunlap, A. (2024, 2 15). Review of Benally, Klee. 2023. No spiritual surrender: Indigenous anarchy in defense of the sacred. Journal of Political Ecology 31(1) doi: 10.2458/jpe.6005

Show: Harvard Citation Style | {% trans 'Vancouver Citation Style' %}

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IMAGES

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  1. referencing APA style part 1

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  3. How to Use APA Formatting 7th Edition (Video 2: Topic Overviews)

  4. APA 7th Edition: References Lists

  5. APA Formatting & Citing with Laura

  6. LESSON 78

COMMENTS

  1. PDF Student Paper Setup Guide, APA Style 7th Edition

    Basic Setup Seventh edition APA Style was designed with modern word-processing programs in mind. Most default settings in programs such as Academic Writer, Microsoft Word, and Google Docs already comply with APA Style. However, you may need to make a few adjustments before you begin writing.

  2. How to Cite a PDF in APA Style

    APA Style doesn't provide a specific citation format for PDFs. Instead, you'll have to determine what kind of source the PDF is (e.g., a book, a journal article) and cite it in the appropriate format. If you're not sure what type of source you're dealing with, look for clues in the PDF.

  3. PDF 7th edition Common Reference Examples Guide

    7th edition Common Reference Examples Guide This guide contains examples of common types of APA Style references. Section numbers indicate where to find the examples in the Publication Manual of the American Psychological Association (7th ed.).

  4. PDF APA STYLE 7th Edition

    Publication Manual, 7th edition: References (10.1, p. 317; 10.2, p. 321); Format of the author element (9.8, p. 286) Special Rules. Images: Figures and Tables. Images in APA style are divisible into two categories: figures (a visual element such as a photo or graph) and tables (data organized into columns and rows).

  5. APA Formatting and Style Guide (7th Edition)

    Basic Rules Basic guidelines for formatting the reference list at the end of a standard APA research paper Author/Authors Rules for handling works by a single author or multiple authors that apply to all APA-style references in your reference list, regardless of the type of work (book, article, electronic resource, etc.) Articles in Periodicals

  6. PDF APA Style Reference Guide for Journal Articles, Books, and Edited Book

    7th Edition Reference Guide for Journal Articles, Books, and Edited Book Chapters Invert names so that the last name comes first, followed by a comma and the initials. Leave a space between initials. Retain the order of authors' names. Place the year in parentheses. End with a period. Capitalize only the first letter of the first word.

  7. PDF APA Style 7th Edition_Writing Center Handout

    1. Overview of APA Style The APA documentation system is commonly used in the social sciences. APA style exists so that readers across different disciplines in the social sciences have a standard format for papers and citations, which makes it easier to find what you're looking for when you're looking at published work.

  8. APA Formatting and Citation (7th Ed.)

    Throughout your paper, you need to apply the following APA format guidelines: Set page margins to 1 inch on all sides. Double-space all text, including headings. Indent the first line of every paragraph 0.5 inches. Use an accessible font (e.g., Times New Roman 12pt., Arial 11pt., or Georgia 11pt.). Include a page number on every page.

  9. How to Cite a PDF in APA Format, with Examples

    In general, to cite a PDF in APA format, use the same formula as you would to cite a website in APA format: Last name of author, First name initials. (Year of publication). Title of document. Website name or publisher. URL.

  10. PDF APA STYLE 7TH EDITION

    The American Psychological Association (APA) "style provides a foundation for effective scholarly communication because it helps authors present their ideas in a clear, concise, and organized manner" (APA, 2020, p. xvii). Disciplines that Use APA: Business Health Sciences Sciences Social Sciences APA regulates:

  11. PDF APA STYLE: SEVENTH EDITION

    In an APA-style paper, you'll identify the author and year of each source any time you use it. That information directs readers to more detailed entries on a reference list at the paper's end. Citing Sources in Your Paper Your readers can't know where any word, idea, or information in your sentence comes from unless you tell them.

  12. PDF APA 7th Edition (2020): Citations & Reference List

    Titles of longer works like books and reports should be italicized, while titles of shorter works like articles, chapters, and web pages should be placed in quotation marks. One such study was conducted on students' apprehension of APA style in comparison to other styles like MLA and Chicago ("Evaluating APA," 2017).

  13. PDF APA Formatting and Style Guide

    General Format • be typed and double-spaced be printed on standard-sized paper (8.5"x11") • use 1" margins on all sides • use 10-12 pt. Times New Roman or a similar font • include a page header (title) in the upper left-hand of every page and a page number in the upper right-hand side of every page Note: If you are writing a manuscript draft, APA

  14. A step-by-step guide for creating and formatting APA Style student papers

    This article walks through the formatting steps needed to create an APA Style student paper, starting with a basic setup that applies to the entire paper (margins, font, line spacing, paragraph alignment and indentation, and page headers). It then covers formatting for the major sections of a student paper: the title page, the text, tables and ...

  15. APA Sample Paper

    Download the free Acrobat Reader Note: The APA Publication Manual, 7th Edition specifies different formatting conventions for student and professional papers (i.e., papers written for credit in a course and papers intended for scholarly publication).

  16. Sample papers

    Professional sample paper with annotations (PDF, 3MB) We also offer these sample papers in Microsoft Word (.docx) format with the annotations as comments to the text. Student sample paper with annotations as comments (DOCX, 42KB) Professional sample paper with annotations as comments (DOCX, 103KB)

  17. PDF A Template Showing How to Use APA Format for Research Papers and Other

    APA format (which can be used for any type of writing assignment) and to provide an example of how to organize a typical research report. Obviously, a real research paper would not have two purposes, and so it would not seem disjointed in the same way that this does. Remember that every document you write for academic or professional, non-literary

  18. Formatting a Paper in APA

    APA Basic Formatting Rules for Student Papers. The following guidelines are the basic formatting rules outlined in the APA Publication Manual 7th edition. If your instructor sets different requirements, always use your instructor's guidelines first. Font: clearly legible, regular-sized font

  19. General Format

    Please use the example at the bottom of this page to cite the Purdue OWL in APA. You can also watch our APA vidcast series on the Purdue OWL YouTube Channel.. General APA Guidelines. Your essay should be typed and double-spaced on standard-sized paper (8.5" x 11"), with 1" margins on all sides.Include a

  20. Getting started

    This APA 7th style guide is based on the citing and referencing sections of the Publication Manual of the American Psychological Association (7th edition) and the APA Style website ( https://apastyle.apa.org ). This guide is designed to help you: Apply the correct APA 7th format to different types of resources. Check your work against examples.

  21. Paper format

    Paper format is covered in the seventh edition APA Style manuals in the Publication Manual Chapter 2 and the Concise Guide Chapter 1 Date created: August 2019 Consistency in the order, structure, and format of a paper allows readers to focus on a paper's content rather than its presentation.

  22. APA Formatting and Style Guide (6th Edition)

    APA Sample Paper; APA Tables and Figures 1; APA Tables and Figures 2; APA Abbreviations; Numbers in APA; Statistics in APA; APA Classroom Poster; APA Changes 6th Edition; General APA FAQs; Suggested Resources Style Guide Overview MLA Guide APA Guide Chicago Guide OWL Exercises. Purdue OWL; Research and Citation; APA Style (6th Edition)

  23. PDF APA Style 7th Edition

    Then, provide the TikTok handle (beginning with the @ sign) in square brackets, followed by a period. Provide the specific date of the post. Provide the first 20 words of the caption as the title. Count a URL or other link, a hashtag, or an emoji as one word each, and include them in the reference if they fall within the first 20 words.

  24. Handouts and Guides

    Student Paper Checklist (Beginner's Version) Student Paper Checklist ( Concise Guide Version) Publication Manual Abstract and Keywords Guide Discussion Phrases Guide Heading Levels Template: Student Paper Heading Levels Template: Professional Paper Student Paper Setup Guide Student Title Page Guide In-Text Citations Avoiding Plagiarism Guide

  25. Dunlap

    Vancouver-Style Citation. Dunlap, A. Review of Benally, Klee. 2023. No spiritual surrender: Indigenous anarchy in defense of the sacred. Journal of Political Ecology. 2024 2; 31(1) doi: 10.2458/jpe.6005. Show: Harvard Citation Style | APA Citation Style. ×

  26. PDF APA 7 Student Sample Paper

    papers (a change from APA 6). Page numbers begin on the first page and follow on every subsequent page without interruption. No other information (e.g., authors' last names) is required. Note: your instructor may ask for a running head or your last name before the page number. You can look at the APA professional sample paper for guidelines on ...

  27. PDF Sample Student Paper

    parenthetical citation of a work with two authors, 8.17 parenthetical citation of a work with one author, 8.17 group author, 9.11 use of first person, 4.16 italics to highlight a key term, 6.22 narrative citation in parenthetical running text, 8.11 repeated citation needed, 8.1 student title page, 2.3 Sample Papers • 61 ELEMENTS & FORMAT

  28. White paper references

    A white paper is a persuasive document that is written by a person or group to convince readers of their position and philosophy on a topic. Include the description " [White paper]" in square brackets after the title of the white paper. 2. White paper with individual authors. Furst, M., & DeMillo, R. A. (2006).