Common APA Formatting Tasks
This page shows common tasks you need to do to properly format an APA paper, along with how to do them in the three most popular word processing programs: Word (both downloaded and Word Online), Google Docs, and Pages (for Mac).
Task: Set the Margins to One Inch (1")
- Go to the Layout tab.
- Click Margins.
- Select the Normal option.
- Go to the Layout tab.
- Click Margins.
Note: on small screens, only the icon appears
- Choose Normal.
- Click File and Page Setup.
- Ensure each of the four Margins (inches) are 1.
- On the Document side panel, ensure you are in the Document area.
- Scroll to the Document Margins area and ensure all four margins are 1 in (for 1 inch).
Task: Set the Spacing to Double
- Go to the Home tab.
- Look in the Paragraph box.
- Click the line spacing icon.
- Change to 2.0.
Keyboard Shortcut:
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- Go to the Home tab.
- Click the three-line icon in the ribbon for More Paragraph Options.
Hint: if this icon doesn't appear, use the three-line icon at the end of the ribbon - Click Line Spacing.
- Choose 2.
- Click the Line & Paragraph Spacing icon in the ribbon.
Hint: if this icon doesn't appear, use the three-line icon at the end of the ribbon
- Choose Double.
- On the Format side panel, ensure you are in the Style area.
- Change the spacing to 2.0 - Double.
Task: Choose an Easy to Read Font
- Go to the Home tab.
- Look in the Font box.
- Change the first box to Times New Roman or another approved font. Ensure the second box is at least 12.
- Go to the Home tab.
- Find the Font box.
- Change the first box to Times New Roman or another approved font. Ensure the second box is at least 12.
- Locate the Font box in the ribbon.
- Change the first box to Times New Roman or another approved font. Ensure the second box is at least 12.
- On the Format side panel, ensure you are in the Style area.
- In the Font area, change the font to Times New Roman or another approved font. Ensure the font size is at least 12 pt.
Task: Create the Header
- Go to the Insert tab.
- Look in the Header & Footer box.
- Click Header.
- Click Edit Header (near the bottom).
- Click Page Number in the Header & Footer area.
- Choose Top of Page and then Plain Number 3.
- Adjust the font to match the rest of your paper, if needed.
- Go to the Insert tab.
- Click Header & Footer in the ribbon.
- Click in the third box on the right.
- Click Page Numbers in the ribbon.
- Choose the third option in the top row, with the 1 in the upper right corner.
- The page number displays as < # >. This updates to regular numbers once you Close Preview to return to your document.
- Adjust the font to match the rest of your paper, if needed.
- Double click at the top of the page to open the header.
- Click the Align & indent icon in the ribbon and click the right align icon.
- Click the Options button and then Page numbers.
- The default options for page number options are usually fine. Click Apply.
- Adjust the font to match the rest of your paper, if needed.
- Click at the top of the document to open the header.
- Click in the third box on the right.
- Click Insert Page Number.
- Choose the 1 option.
Task: Center a Line
- Click in the line you wish to center.
- Go to the Home tab.
- Look in the Paragraph box.
- Click the center icon.
Keyboard Shortcut:
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- Click in the line you wish to center.
- Go to the Home tab.
- Click the align text icon in the ribbon.
Hint: don't see it? Click the three-dot icon at the end of the ribbon
- Choose the second option.
- Click in the line you wish to center.
- Click the Align & Indent icon in the ribbon.
Hint: if this icon doesn't appear, use the three-line icon at the end of the ribbon - Click the center icon.
Keyboard Shortcut:
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- Click in the line you wish to center.
- On the Format side panel, ensure you are in the Style area.
- Click the center icon, in the row of icons with different font alignments.
Task: Add a New Page
- Place your cursor where you want to add a new page.
- Go to the Insert tab.
- Look in the Pages box.
- Click Blank Page.
Keyboard Shortcut:
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- Place your cursor where you want to add a new page.
- Go to the Insert tab.
- Click Page Break.
Keyboard Shortcut:
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- Place your cursor where you want to add a new page.
- Click Insert.
- Click Break.
- Choose Page break
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- Place your cursor where you want to add a new page.
- Click the Add Page icon in the upper left.
Task: Apply a Hanging Indent
- Place your cursor in the citation.
- Go to the Home tab.
- Look in the Paragraph box.
- Click the small icon in the bottom right corner of the Paragraph box.
- In the Indentation section of the dialog box, change the drop-down box under Special to Hanging.
Keyboard Shortcut:
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- Place your cursor in the citation.
- Go to the Home tab.
- Click the three-line icon in the ribbon for More Paragraph Options.
- Click Special Indent.
- Choose Hanging.
- Place your cursor in the citation.
- Click Format in the toolbar.
- Choose Align & indent.
- Click Indentation options.
- Change Special indent to Hanging.
- Manually type .5 (for half an inch) in the box that appears and click Apply.
- Place your cursor in the citation.
- On the Format side panel, go to the Layout area.
- In the Indents area, change the Left indent to 0.5 in.
Task: Indent an Annotation 0.5"
- Place your cursor in the annotation.
- Go to the Home tab.
- Look in the Paragraph box.
- Click the increase indent icon.
Keyboard Shortcut:
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Troubleshooting
If your annotation has a hanging indent from the citation above it, first remove the hanging indent (Paragraph > More button > change Special to none) and then use the increase indent icon. View a video of removing a hanging indent in Word.
- Place your cursor in the annotation.
- Go to the Home tab.
- Click the increase indent icon in the ribbon.
- If the indent icon is not visible, click the three-line icon in the ribbon for More Paragraph Options.
- Click Increase Indent.
Keyboard Shortcut:
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Troubleshooting
If your annotation has a hanging indent from the citation above it, first remove the hanging indent (More Paragraph Options > change Special Indent to none) and then use the increase indent option. View a video of removing a hanging indent in Word Online.
- Place your cursor in the annotation.
- Click the Increase indent button in the ribbon.
Hint: if this icon doesn't appear, use the three-line icon at the end of the ribbon
Keyboard Shortcut:
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Troubleshooting
If your annotation has a hanging indent from the citation above it, first remove the hanging indent (Format, Align & indent, Indentation options, change Special Indent to none) and then change the left indentation box to 0.5 for a half inch. View a video of removing a hanging indent in Google Docs.
- Place your cursor in the annotation.
- On the Format side panel, ensure you are in the Style area.
- Click the increase indent button.
Useful Tip: Paste Plain Text
The option to paste plain text means you can paste just the words from another source, without any formatting. This can be useful when pasting normally includes extra formatting, such as with generated citations in databases. Remember that you will need to go back and apply formatting like italics, as those will be stripped away also.
- Copy the text you wish to paste. Click in your document where you would like to paste the text.
- Go to the Home tab.
- Look in the Clipboard box.
- Click the arrow under the Paste icon.
- Choose the icon that has an A on the clipboard.
Keyboard Shortcut:
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- Copy the text you wish to paste. Click in your document where you would like to paste the text.
- Go to the Home tab.
- Click the clipboard icon.
- Choose Paste Text Only.
Keyboard Shortcut:
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- Copy the text you wish to paste. Click in your document where you would like to paste the text.
- Click Edit in the toolbar.
- Choose Paste without formatting.
Keyboard Shortcut:
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- Copy the text you wish to paste. Click in your document where you would like to paste the text.
- Click Edit in the toolbar and then Paste and match style.
