Social Work: APA Paper Formatting

Headings

Headings identify the content within sections of a paper.

Make your headings descriptive and concise. Headings that are well formatted and clearly worded aid both visual and nonvisual readers of all abilities.

Levels of heading

There are five levels of heading in APA Style. Level 1 is the highest or main level of heading, Level 2 is a subheading of Level 1, Level 3 is a subheading of Level 2, and so on through Levels 4 and 5.

The number of headings to use in a paper depends on the length and complexity of the work.

• If only one level of heading is needed, use Level 1.
• If two levels of heading are needed, use Levels 1 and 2.
• If three levels of heading are needed, use Levels 1, 2, and 3 (and so on).

Use only the number of headings necessary to differentiate distinct sections in your paper; short student papers may not require any headings. Furthermore, avoid these common errors related to headings:

• Avoid having only one subsection heading within a section, just like in an outline.
• Do not label headings with numbers or letters.
• Double-space headings; do not switch to single spacing within headings.
• Do not add blank lines above or below headings, even if a heading falls at the end of a page.

Format of headings

The following table demonstrates how to format headings in APA Style.

Note. In title case, most words are capitalized.

Headings in the introduction

Because the first paragraphs of a paper are understood to be introductory, the heading “Introduction” is not needed. Do not begin a paper with an “Introduction” heading; the paper title at the top of the first page of text acts as a de facto Level 1 heading.

It is possible (but not required) to use headings within the introduction. For subsections within the introduction, use Level 2 headings for the first level of subsection, Level 3 for subsections of any Level 2 headings, and so on. After the introduction (regardless of whether it includes headings), use a Level 1 heading for the next main section of the paper (e.g., Method).

Creating accessible headings

Writers who use APA Style may use the automatic headings function of their word-processing program to create headings. This not only simplifies the task of formatting headings but also ensures that headings are coded appropriately in any electronic version of the paper, which aids readers who use navigation tools and assistive technologies such as screen readers. 

Here are some tips on how to create headings in some common word-processing programs:

• If you use Academic Writer to write your APA Style papers, the headings menu in the Writing Center will format headings for you in 7th edition APA Style.

• If you use Microsoft Word to write your APA Style papers, use the Styles menu to format headings.

• Follow these headings directions from Microsoft to customize the heading formats for your future use.

• To apply Level 4 and 5 headings (which are inline headings, meaning the heading appears on the same line as paragraph text), first type the heading and a few words of the text that follows. Then highlight the text that you want to be your heading and select the appropriate heading level from the Styles menu. Only the highlighted text will be formatted as the Level 4 or 5 heading.

From APA Style "Headings"

Line Spacing

In general, double-space all parts of an APA Style paper, including the abstract; text; block quotations; table and figure numbers, titles, and notes; and reference list (including between and within entries). Do not add extra space before or after paragraphs.

Exceptions to double line spacing are as follows:

• title page: Insert a double-spaced blank line between the title and the byline on the title page. For professional papers, also include at least one double-spaced blank line above the author note (student papers do not include author notes). Double-space the rest of the title page.

• tables: The table body (cells) may be single-spaced, one-and-a-half-spaced, or double-spaced, depending on which is the most effective layout for the information. Double-space the table number, title, and notes.

• figures: Words within the image part of a figure may be single-spaced, one-and-a-half-spaced, or double-spaced, depending on which is the most effective layout for the information. Double-space the figure number, title, and notes.

• footnotes: When inserting footnotes with the footnotes function of your word-processing program, use the default font settings (usually single-spaced and a slightly smaller font than the text).

• displayed equations: It is permissible to apply triple- or quadruple-spacing in special circumstances, such as before and after a displayed equation.

These guidelines apply to APA Style student papers and to manuscripts being submitted for publication. If you are using APA Style in another context (e.g., on a website or in a formal publication), different line spacing and other formatting specifications may be appropriate.

From APA Style "Line Spacing"

Margins

Use 1-inch margins on every side of the page for an APA Style paper.

From APA Style "Margins"

Order of Pages

All papers, including student papers, generally include a title page, text, and references. They may include additional elements such as tables and figures depending on the assignment. Student papers generally do not include an abstract unless requested.

In general, start each section on a new page.

Arrange the pages of an APA Style paper in this order:

• title page
• abstract
• text
• references
• footnotes
• tables
• figures
• appendices

From APA Style "Order of Pages"

Page Header

The page header appears within the top margin of every page of the paper.

• For student papers, the page header consists of the page number only.
• For professional papers, the page header consists of the page number and running head.

The page header appears within the top margin of every page of the paper.

• For student papers, the page header consists of the page number only.
• For professional papers, the page header consists of the page number and running head.

Page numbers

Follow these guidelines to include page numbers in both student and professional APA Style papers:

• Use the page-numbering function of your word-processing program to insert page numbers.
• Insert page numbers in the top right corner. The page number should show on all pages.
• The title page carries page number 1.

Running head

The running head is an abbreviated version of the title of your paper (or the full title if the title is already short). The running head is not required for student papers unless the instructor or institution requests it. Thus, typically only professional papers include a running head.

Follow these guidelines to include a running head in an APA Style paper:

• Type the running head in all-capital letters.
• Ensure the running head is no more than 50 characters, including spaces and punctuation.
• Avoid using abbreviations in the running head; however, the ampersand symbol (&) may be used rather than “and” if desired.
• The running head appears in the same format on every page, including the first page.
• Do not use the label “Running head:” before the running head.
• Align the running head to the left margin of the page header, across from the right-aligned page number.

View the sample papers to see how the running head and page number appear in APA Style papers.

From APA Style "Page Header"

Paragraph alignment

Align the text of an APA Style paper to the left margin. Leave the right margin uneven, or “ragged.” Do not use full justification for student papers or manuscripts being submitted for publication.

Do not insert hyphens (manual breaks) in words at the end of line. However, it is acceptable if your word-processing program automatically inserts breaks in long hyperlinks (such as in a DOI or URL in a reference list entry).

Paragraph indentation

Indent the first line of each paragraph of text 0.5 in. from the left margin. Use the tab key or the automatic paragraph-formatting function of your word-processing program to achieve the indentation (the default setting is likely already 0.5 in.). Do not use the space bar to create indentation.

Exceptions to these paragraph-formatting requirements are as follows:

• title page: For professional papers, the title (in bold), byline, and affiliations should be centered on the title page. For student papers, the title (in bold), byline, affiliations, course number and name, instructor, and assignment due date should be centered on the title page.

• section labels: Section labels (e.g., “Abstract,” “References”) should be centered (and bold).

• abstract: The first line of the abstract should be flush left (not indented).

• block quotations: Indent a whole block quotation 0.5 in. from the left margin. If the block quotation spans more than one paragraph, the first line of the second and any subsequent paragraphs of the block quotation should be indented another 0.5 in., such that those first lines are indented a total of 1 in.

• headings: Level 1 headings should be centered (and in bold), and Level 2 and 3 headings should be left-aligned (and in bold or bold italic, respectively). Level 4 and 5 headings are indented like regular paragraphs.

• tables and figures: Table and figure numbers (in bold), titles (in italics), and notes should be flush left.

• reference list: Reference list entries should have a hanging indent of 0.5 in.

• appendices: Appendix labels and titles should be centered (and bold).

From APA Style "Paragraph Alignment and Indentation"

Title Page

A title page is required for all APA Style papers. There are both student and professional versions of the title page. Students should use the student version of the title page unless their instructor or institution has requested they use the professional version. APA provides a student title page guide (PDF, 199KB) to assist students in creating their title pages.

Student title page

The student title page includes the paper title, author names (the byline), author affiliation, course number and name for which the paper is being submitted, instructor name, assignment due date, and page number.

Student papers do not include a running head unless requested by the instructor or institution.

Follow the guidelines described next to format each element of the student title page.

Professional title page

The professional title page includes the paper title, author names (the byline), author affiliation(s), author note, running head, and page number.

Follow the guidelines described next to format each element of the professional title page.

From APA Style "Title Page Setup"

Tables

Tables are visual displays composed of columns and rows in which numbers, text, or a combination of numbers and text are presented. This page addresses the basics of table setup, including table components, principles of table construction (including the use of borders and how to handle long or wide tables), and placement of tables in the paper. Note that tables and figures have the same overall setup.

View the sample tables to see these guidelines in action.

Table components

APA Style tables have the following basic components:

• number: The table number (e.g., Table 1) appears above the table title and body in bold font. Number tables in the order in which they are mentioned in your paper.

• title: The table title appears one double-spaced line below the table number. Give each table a brief but descriptive title, and capitalize the table title in italic title case.

• headings: Tables may include a variety of headings depending on the nature and arrangement of the data. All tables should include column headings, including a stub heading (heading for the leftmost, or stub, column). The heading “Variable” is often used for the stub column if no other heading is suitable. Some tables also include column spanners, decked heads, and table spanners; these are described in the Publication Manual. Center column headings and capitalize them in sentence case.

• body: The table body includes all the rows and columns of a table (including the headings row). A cell is the point of intersection between a row and a column.
  • The table body may be single-spaced, one-and-a-half-spaced, or double-spaced.
  • Left-align the information in the leftmost column or stub column of the table body (but center the heading).
  • In general, center information in all other cells of the table. However, left-align the information if doing so would improve readability, particularly when cells contain lots of text.

• note: Three types of notes (general, specific, and probability) appear below the table as needed to describe contents of the table that cannot be understood from the table title or body alone (e.g., definitions of abbreviations, copyright attribution, explanations of asterisks used to indicate p values). Include table notes only as needed.

Principles of table construction

The most important principle to follow when creating a table is to present information in a way that is easy for readers to understand. Provide sufficient information in the table itself so that readers do not need to read the text to understand it.

When creating a table, place entries that are to be compared next to each other. In general, place different indices (e.g., means and standard deviations) in different columns rather than in the same column. Use the same font in tables as in the rest of your paper.

Use the tables feature of your word-processing program to create tables in APA Style papers. Do not use the tab key or space bar to manually create the look of a table.

Table borders

Limit the use of borders or lines in a table to those needed for clarity. In general, use a border at the top and bottom of the table, beneath column headings (including decked heads), and above column spanners. You may also use a border to separate a row containing totals or other summary information from other rows in the table.

Do not use vertical borders to separate data, and do not use borders around every cell in a table. Use spacing between columns and rows and strict alignment to clarify relations among the elements in a table.

Long or wide tables

If a table is longer than one page, use the tables feature of your word-processing program to make the headings row repeat on the second and any subsequent pages. No other adjustments are necessary. If a table is too wide to fit on one page, use landscape orientation on the page with the wide table. It does not matter if the page header also moves when switching to landscape orientation.

Placement of tables in a paper

There are two options for the placement of tables (and figures) in a paper. The first is to embed tables in the text after each is first mentioned (or “called out”); the second is to place each table on a separate page after the reference list.

An embedded table may take up an entire page; if the table is short, however, text may appear on the same page as the table. In that case, place the table at either the top or bottom of the page rather than in the middle. Also add one blank double-spaced line between the table and any text to improve the visual presentation.

View the sample tables for more information on tables.

From APA Style "Table Setup"

Accessible Use of Color in Figures

Color can serve both communicative and decorative uses in figures.

Students preparing a figure for a course assignment may use color provided that the assignment will be delivered in a format that supports it.

Authors seeking publication should avoid the use of color except when it is necessary for understanding the material because of the relatively high cost of color reproduction for printed materials. If color representation is not crucial for understanding and the article is to be published both in print and online, convert the figure to grayscale or consider placing the figure online as supplemental material.

Some journals offer the option to publish a figure in color online and in grayscale in print at no cost; when using this option, ensure that the figure can still be understood even when it is printed in grayscale. Authors submitting a manuscript to an online-only journal may use color more liberally (e.g., colored bars rather than gray and white bars in a bar graph).

Selecting colors for a figure

When selecting colors for a figure, ensure that there is plenty of contrast so that people living with a color-vision deficiency (often referred to as “color blindness”) or people who do not see color in a typical way can understand the information and tell the colors apart.

Best practice is to use a contrast checker such as the free Color Contrast Analyser to evaluate the contrast ratio and confirm that your content passes the standards for WCAG 2.0 Level AA or later. Adequate contrast ratios ensure that the figure is not only accessible to readers with color-deficient vision but also understandable by all readers if the figure is printed or photocopied in grayscale.

Another strategy to achieve adequate contrast is to use a pattern in combination with color so that the differentiation of elements does not rely on color alone (e.g., in a line graph, different lines may be in different colors and also of different styles, such as solid, dashed, and dotted).

When many colors must be used and it is not possible to achieve high contrast among all of them, label colored areas directly in the image or use lines to connect the object to its label rather than placing the label in a legend, if possible. When you use this strategy, readers do not have to match colors in the figure to colors in the legend and the figure can be made more accessible.

View sample figures to illustrate color-vision deficiencies.

From APA Style "Accessible Use of Color in Figures"

Figure Setup

All types of visual displays other than tables are considered figures in APA Style. Common types of figures include line graphs, bar graphs, charts (e.g., flowcharts, pie charts), drawings, maps, plots (e.g., scatterplots), photographs, infographics, and other illustrations.

 Note that tables and figures have the same overall setup.

View the sample figures to see these guidelines in action. Information is also available on how to use color to create accessible figures.

Figure components

APA Style figures have these basic components:

• number: The figure number (e.g., Figure 1) appears above the figure title and image in bold font. Number figures in the order in which they are mentioned in your paper.

• title: The figure title appears one double-spaced line below the figure number. Give each figure a brief but descriptive title, and capitalize the figure title in italic title case.

• image: The image portion of the figure is the graph, chart, photograph, drawing, or other illustration itself. If text appears in the image of the figure (e.g., axis labels), use a sans serif font between 8 and 14 points.

• legend: A figure legend, or key, if present, should be positioned within the borders of the figure and explains any symbols used in the figure image. Capitalize words in the figure legend in title case.

• note: Three types of notes (general, specific, and probability) can appear below the figure to describe contents of the figure that cannot be understood from the figure title, image, and/or legend alone (e.g., definitions of abbreviations, copyright attribution, explanations of asterisks use to indicate p values). Include figure notes only as needed.

Principles of figure creation

The most important principle to follow when creating a figure is to present information in a way that is easy for readers to understand. Provide sufficient information in the figure itself so that readers do not need to read the text to understand it.

When creating a figure, ensure you meet the following standards:

• images are clear
• lines are smooth and sharp
• font is legible and simple
• units of measurement are provided
• axes are clearly labeled
• elements within the figure are clearly labeled or explained

Use graphics software to create figures in APA Style papers. For example, use the built-in graphics features of your word-processing program (e.g., Microsoft Word or Excel) or dedicated programs such as Photoshop or Inkscape.

Principles of figure creation

The most important principle to follow when creating a figure is to present information in a way that is easy for readers to understand. Provide sufficient information in the figure itself so that readers do not need to read the text to understand it.

When creating a figure, ensure you meet the following standards:

• images are clear
• lines are smooth and sharp
• font is legible and simple
• units of measurement are provided
• axes are clearly labeled
• elements within the figure are clearly labeled or explained

Use graphics software to create figures in APA Style papers. For example, use the built-in graphics features of your word-processing program (e.g., Microsoft Word or Excel) or dedicated programs such as Photoshop or Inkscape.

Placement of figures in a paper

There are two options for the placement of figures (and tables) in a paper. The first is to embed figures in the text after each is first mentioned (or “called out”); the second is to place each figure on a separate page after the reference list.

An embedded figure may take up an entire page; if the figure is short, however, text may appear on the same page as the figure. In that case, place the figure at either the top or bottom of the page rather than in the middle. Also add one blank double-spaced line between the figure and any text to improve the visual presentation.

View the sample figures for more information on figures.

From APA Style "Figure Setup"