APA Format Made Easy: 7th Edition Rules Explained (2025)

APA Format Explained (7th Edition)

APA format is the official citation style of the American Psychological Association, last updated in its 7th edition, published in 2019. This standardized system tells writers exactly how to credit sources in psychology, education, sociology, business, nursing, and related fields.

APA format consists of two main components working together. In-text citations appear within your paper's body, providing brief source identification like (Johnson, 2023) or (Martinez, 2024, p. 45). The References page at your paper's end lists complete publication details for every source you cited, alphabetized by author's last name.

Quick APA 7th Edition Specifications

1. Page Setup:

• Font: Times New Roman 12pt, Calibri 11pt, Arial 11pt, Georgia 11pt, or Lucida Sans Unicode 10pt
• Margins: 1 inch on all sides
• Line spacing: Double-space everything (no exceptions)
• Alignment: Left-aligned, ragged right (don't justify)
• Page numbers: Top right corner, starting with the title page as page 1
• Running head: NOT required for student papers (only for publications)

2. Paragraph Formatting:

• First line indent: 0.5 inch (use Tab key)
• No extra space between paragraphs
• Block quotes: 40+ words, indent entire quote 0.5 inch

3. Title Page Requirements:

• Paper title: Centered, bold, title case, one-third down page
• Author name: Full name, centered below title
• Institution: Department and university name
• Course info: Course number/name, instructor name, due date

Formatting rules vary significantly across citation styles. For example, MLA format does not require a title page, while IEEE format relies on numbered citations rather than author-date references.

APA In-Text Citation Formats

1. Basic Author-Date Citations

Single author in parentheses:
Recent research confirms this finding (Johnson, 2024).

Single author in sentence:
Johnson (2024) confirms this finding.

Two authors:

• Parenthetical: (Smith & Jones, 2024)
• Narrative: Smith and Jones (2024) found...

Three or more authors:

• All citations: (Martinez et al., 2024)
• Narrative: Martinez et al. (2024) demonstrated...

2. Adding Page Numbers for Quotes

Direct quote under 40 words:
The study revealed "significant cognitive improvements" (Chen, 2024, p. 156).

Direct quote 40+ words (block quote):

Chen (2024) explained the findings:

Participants demonstrated measurable cognitive improvements across all testing categories following the six-week intervention period. These results indicate that targeted cognitive exercises can produce lasting benefits in adult populations. (p. 156)

Paraphrasing (no page number needed):
Chen (2024) found cognitive improvements across all testing categories.

3. Special Citation Situations

No author—use title:

• Article: ("Mental Health Crisis," 2024)
• Book: (Psychology Handbook, 2024)

No date—use n.d.:
Research indicates this trend (Anderson, n.d.).

Organization as author:

• First mention: (American Psychological Association [APA], 2024)
• Later mentions: (APA, 2024)

Multiple works in one citation:
Studies confirm this (Brown, 2022; Garcia, 2023; Wilson, 2024).

Secondary source (cite what you actually read):
Original study by Kim (2019, as cited in Lopez, 2024) found...
Only list Lopez (2024) in References—the source you read.

Unlike APA’s author-date system, MLA format uses author-page citations. Want to learn more? See our APA vs MLA comparison for a side-by-side breakdown.

APA References Page Formatting

References Page Setup Rules

1. Start on a new page after your paper ends
2. Center "References" in bold at top (no quotes, no italics)
3. Double-space all entries (no extra spaces between)
4. Hanging indent all entries: first line flush left, next lines indent 0.5 inch
5. Alphabetize by first author's last name
6. List only sources cited in your paper

Book Reference Formats

• Single author:
  Thompson, R. A. (2024). Cognitive development in adolescence. Oxford University Press.
  
  
• Two authors:
  Martinez, L., & Kim, S. H. (2024). Social psychology research methods. Wiley.
  
  
• Three to 20 authors:
  List all names. For 21+ authors, list first 19, insert ellipsis (...), and add final author.
  
  
• Edited book:
  Chen, M. (Ed.). (2024). Advances in neuroscience. Cambridge University Press.
  
  
• Chapter in edited book:
  Williams, K. (2024). Neural plasticity. In M. Chen (Ed.), Advances in neuroscience (pp. 127-154). Cambridge University Press.
  
  
• Ebook with DOI:
  Rodriguez, A. (2024). Clinical psychology fundamentals. Springer. https://doi.org/10.1007/xxx

Journal Article Formats

• Standard journal article with DOI:
  Author, A. A., & Author, B. B. (2024). Article title in sentence case. Journal Name in Title Case, Volume(Issue), page-page. https://doi.org/xxxxx
  
  
• Real format:
  Chen, L., Martinez, P., & Kim, J. (2024). Effects of sleep deprivation on working memory. Journal of Cognitive Psychology, 89(4), 412-428. https://doi.org/10.1080/12345678
  
  
• Without DOI (use URL):
  Thompson, R. (2023). Anxiety treatment outcomes. Clinical Psychology Review, 76(2), 234-251. https://www.clinicalpsychreview.com/article

Key journal formatting rules:

• Italicize journal name and volume number ONLY
• Put issue number in parentheses (not italicized)
• Don't use "p." or "pp." before page numbers
• Always include DOI when available (preferred over URL)

Website and Online Source Formats

1. Webpage with individual author:
Author, A. A. (Year, Month Day). Page title. Site Name. URL

Garcia, M. (2024, July 15). Understanding panic disorders. Mental Health Foundation. https://www.mentalhealthfoundation.org/panic

2. Webpage with organization author:
Organization Name. (Year, Month, Day). Page title. URL

National Institute of Mental Health. (2024, September 3). Depression statistics. https://www.nimh.nih.gov/depression-stats

3. No date available:
Williams, K. (n.d.). Cognitive behavioral therapy techniques. Psychology Resources. https://www.psychologyresources.org/cbt

4. Online news article:
Johnson, S. (2024, November 18). New studies link exercise to mental health. The Washington Post. https://www.washingtonpost.com/article

5. Blog post:
Anderson, T. (2024, October 22). Managing academic stress [Blog post]. Student Wellness Blog. https://www.studentwellness.edu/stress

Other Common APA References

YouTube video:
Username. (Year, Month, Day). Video title [Video]. YouTube. URL

PsychologyToday. (2024, August 10). Understanding cognitive biases [Video]. YouTube. https://www.youtube.com/watch?v=xxxxx

Podcast episode:
Host, A. A. (Host). (Year, Month, Day). Episode title (No. episode number) [Audio podcast episode]. In Podcthe ast name. Production Company. URL

Smith, J. (Host). (2024, September 5). Memory formation (No. 47) [Audio podcast episode]. In Brain Science Podcast. https://www.brainscience.com/ep47

Dissertation/Thesis:
Author, A. A. (Year). Title of dissertation [Doctoral dissertation, University Name]. Database Name. URL

Martinez, R. (2023). Social anxiety interventions in adolescents [Doctoral dissertation, Harvard University]. ProQuest Dissertations and Theses. https://www.proquest.com/xxx

Conference paper:
Author, A. A. (Year, Month Day-Day). Presentation title [Conference presentation]. Conference Name, Location. URL

Chen, L. (2024, June 12-14). Neuroplasticity in aging adults [Conference presentation]. International Psychology Conference, Toronto, Canada. https://www.conference.org/proceedings

Social media post:
Author [@username]. (Year, Month Day). First 20 words of post [Platform]. URL

APA [@APA]. (2024, October 15). New research shows cognitive benefits of reading [Tweet]. Twitter. https://twitter.com/APA/status/xxx

APA Heading Levels System

Use headings to organize long papers. Most student papers need only Level 1 and Level 2.

Level 1: Centered, Bold, Title Case
Method

Level 2: Left-Aligned, Bold, Title Case
Participants

Level 3: Left-Aligned, Bold Italic, Title Case
Recruitment Procedures

Level 4: Indented, Bold, Title Case, Period. Text begins immediately after the period on the same line.

Level 5: Indented, Bold Italic, Title Case, Period. Text begins immediately after the period on the same line.

Usage rules:

• Use levels in order (don't skip from 1 to 3)
• Don't use just one heading in a section (need at least two)
• Your introduction doesn't need a heading
• Paper title serves as Level 1 heading

APA Title Page Layout

Student Paper Title Page

Element 1: Paper Title

• Centered, bold, title case
• Positioned about one-third down the page
• Maximum 12 words recommended
• Subtitle on next line after colon (if needed)

Element 2: Author Name

• Full name: First Middle Initial. Last
• Centered, one double-spaced line below title
• Example: Sarah J. Martinez

Element 3: Institutional Affiliation

• Department and university name
• Centered, one line below author name
• Example: Department of Psychology, Boston University

Element 4: Course Information

• Course number and name
• Instructor name with title (Dr., Professor)
• Assignment due date
• Each on separate line, centered

Format:
PSY 302: Abnormal Psychology
Dr. Rebecca Thompson
December 15, 2025

Element 5: Page Number

• Top right corner
• Title page = page 1
• No running head for student papers

Professional Manuscript Title Page

Professional papers add:

• Running head (shortened title, max 50 characters)
• Author affiliations with department details
• Author ORCID iDs
• Author note section

Unless submitting to a journal, use student format.

Common APA 7 Formatting Errors

Error 1: Wrong Ampersand Usage

• Wrong: Smith & Johnson (2024) found that exercise improves memory.
• Right: Smith and Johnson (2024) found that exercise improves memory.
• Rule: Use "and" in narrative citations, "&" only in parentheses.

Error 2: Missing Comma in Citations

• Wrong: (Thompson 2024)
• Right: (Thompson, 2024)
• Rule: Always comma between author and year.

Error 3: Incorrect Title Capitalization in References

• Wrong: Martinez, L. (2024). Understanding Cognitive Development in Early Childhood.
• Right: Martinez, L. (2024). Understanding cognitive development in early childhood.
• Rule: Sentence case for titles (only first word and proper nouns capitalized).

Error 4: Using "pp." with Journal Articles

• Wrong: Chen, M. (2024). Memory study. Journal of Psychology, 45(2), pp. 123-145.
• Right: Chen, M. (2024). Memory study. Journal of Psychology, 45(2), 123-145.
• Rule: No "p." or "pp." before journal article pages. Use only for book chapters and in-text quotes.

Error 5: No Hanging Indent in References

• Wrong:
  Smith, J. (2024). Long title that wraps to
  next line but isn't indented properly.
• Right:
  Smith, J. (2024). Long title that wraps to next line with proper 0.5 inch indent.
• Rule: To add a hanging indent in Word, open Paragraph, navigate to Indentation, choose Hanging under Special, and set the value to 0.5"

Error 6: Outdated APA 6 Format

• APA 6 (Wrong): doi:10.1037/xxx
  APA 7 (Right): https://doi.org/10.1037/xxx
  
  
• APA 6 (Wrong): Retrieved from http://website.com
  APA 7 (Right): https://website.com
  
  
• APA 6 (Wrong): Running head: EFFECTS OF SLEEP (student paper)
  APA 7 (Right): No running head for student papers.

APA Abstract Format (When Required)

APA Tables and Figures Guidelines

Table Formatting

1. Table number and title above table:
Table 1
Descriptive Statistics for Test Scores

Table content:

• Double-spaced
• No vertical lines
• Horizontal lines only: below title, below column headers, above and below table
• Left-align text, right-align numbers

2. Table note below table (if needed):
Note. Additional information about table content.

Figure Formatting

1. Figure content:

• Charts, graphs, photographs, drawings, maps

2. Figure number and title below figure:
Figure 1the 
Comparison of Memory Scores Across Age Groups

3. Figure note (if needed):
Note. Additional explanation of figure content.

Placement Rules

Option 1: Embed tables/figures in text after first mention
Option 2: Place all tables/figures on separate pages after References

Check assignment instructions for preference.

APA Style Quick Reference

Punctuation in citations:

• Parenthetical: comma between author and year (Smith, 2024)
• Narrative: year in parentheses after author name
• Quotes: p. or pp. for page numbers (p. 45) or (pp. 45-47)

Italicization rules:

• Book titles: italicize
• Journal names: italicize
• Journal volume numbers: italicize
• Article titles: no italics (sentence case)
• DOIs and URLs: no italics (plain text hyperlinks)

Capitalization rules:

• In References: sentence case for article/book titles
• In References: Title Case for Journal Names
• In-text: Title Case for headings
• Proper nouns: always capitalize

Number formatting:

• Spell out numbers zero through nine
• Use numerals for 10 and above
• Use numerals for: ages, dates, page numbers, scores, statistics

Use words for: numbers, starting sentences.

APA 7 vs APA 6 Key Changes

Switched from 6th to 7th edition? Know these updates:

Student paper changes:

• Running heads: NO LONGER REQUIRED for student papers
• Affiliations: Simplified format (department + university)
• Location: No longer includes publisher city/state

Citation changes:

• Author lists: Include up to 20 authors (was 7 in APA 6)
• DOI format: https://doi.org/xxx (not doi:xxx)
• "Retrieved from": Removed for most URLs

Font changes:

• Options expanded: Calibri, Arial, Georgia, Lucida Sans (not just Times New Roman)
• Accessible fonts emphasized

Language changes:

• Singular "they": Officially accepted
• Gender-neutral language: Encouraged throughout

New source types:

• Social media posts: Specific formats provided
• Streaming content: YouTube, Netflix, etc.
• Audiobooks and ebooks: Detailed instructions.

Downloadable Resources

APA Paper Template
Pre-formatted Word document with correct margins, fonts, headings

APA Citation Quick Reference
One-page cheat sheet for in-text citations and references

APA References Examples
30+ source types formatted correctly

APA Format Checklist
Pre-submission quality control checklist

Master APA 7th Edition

APA 7th edition formatting follows consistent patterns. Learn the core specifications, fonts, margins, citations, and References and apply them systematically.

Most formatting mistakes come from outdated APA 6 rules or generator errors. Use this guide as your reference, verify every citation, and double-check References entries before submission.

Need more details? Follow our Citation Style Guide to understand various referencing styles and avoid common citation mistakes