The American Psychological Association (APA) citation style is a widely used referencing system in various academic disciplines. The 7th edition of the APA Publication Manual, released in October 2019, provides guidelines for how to format papers and create in-text citations and reference lists. This comprehensive guide will outline the key elements of the APA 7 format and reference style, with examples how to correctly cite your sources. Please make sure to also read the other parts of our author guidelines before submitting your work.

APA Format 7 Basics

The APA 7 format requires that your paper adhere to the following guidelines:

• 8.5 x 11-inch paper size with 1-inch margins on all sides
• Double-spaced text with no extra spaces between paragraphs
• 12-point Times New Roman or a similar font
• A running head, consisting of a shortened version of the paper’s title (50 characters or fewer), flush left, and the page number, flush right, at the top of each page
• A title page, including the paper’s title, author’s name, institutional affiliation (for pedagogic assignments, also: course number, instructor’s name, and the due date)
• Headings and subheadings to organize the paper’s content, formatted according to the APA 7 guidelines

Example Title Page in APA 7 Format

Headings in APA 7 Format

In APA 7, headings provide structure and help guide readers through a document by organizing its content into sections and subsections. APA style has five levels of headings, each with its own format, ensuring a clear hierarchy of information. Here is a detailed explanation of the APA 7 heading system:

Level 1 Heading

• Centered, bold, and capitalized (Title Case)
• Used for major sections like “Introduction,” “Method,” “Results,” “Discussion,” and “References”
• Placed on a separate line, with the text starting on the next line

Level 2 Heading

• Left-aligned, bold, and capitalized (Title Case)
• Used for subsections within major sections within level 1 headings
• Placed on a separate line, with the text starting on the next line

Level 3 Heading

• Left-aligned, bold, italicized, and capitalized (Title Case)
• Used for sub-subsections within level 2 headings
• Placed on a separate line, with the text starting on the next line

Level 4 Heading

• Indented, bold, capitalized (Title Case), and ending with a period
• Used for further division within level 3 headings
• Followed by the text on the same line

Level 5 Heading

• Indented, bold, italicized, capitalized (Title Case), and ending with a period
• Used for further division within level 4 headings
• Followed by the text on the same line

Remember that not all papers will require all five levels of headings. Use the appropriate heading level based on the complexity and organization of your paper. It is essential to maintain consistency in the formatting and style of headings throughout the document. Here is an example of how to format headings in APA 7 format:

In-Text Citations in APA 7 Format

In-text citations help readers locate the corresponding entries in the reference list. They typically include the author’s last name and the publication year. There are two types of in-text citations: parenthetical and narrative. Here is how to format them according to APA 7:

Parenthetical Citations

Parenthetical citations are placed at the end of the sentence, before the period or other punctuation. The author’s last name and publication year are enclosed in parentheses, separated by a comma.

Example: Research has shown that sleep deprivation negatively affects cognitive function (Smith, 2020).

Narrative Citations

In narrative citations, the author’s last name is incorporated into the sentence, followed by the publication year in parentheses.

Example: Smith (2020) found that sleep deprivation negatively affects cognitive function.

Citing Multiple Sources

In APA 7 format, citing multiple sources within the same parentheses involves listing them in the order they appear in the reference list, separated by a semicolon. Arrange two or more works by the same authors in the same chronological order as they appear in the reference list. Use commas to separate the publication years when citing multiple works by the same author.

Examples:

• Citing multiple sources by different authors:

(Brown, 2020; Smith & Johnson, 2019; Thompson, 2018)

• Citing multiple sources by the same author:

(Garcia, 2015, 2017, 2021)

• Citing multiple sources with the same author and publication year:

(Miller, 2020a, 2020b)

When a work has three or more authors, list only the first author’s name followed by “et al.” in the in-text citation, regardless of how many authors are listed in the reference list.

Example:

(Hernandez et al., 2016)

Citing Secondary Sources

In APA 7 format, a secondary source is a source that cites or quotes another source. If possible, it is always best to find and cite the original source. However, if the original source is not available, you can cite the secondary source. In this case, mention the original author within the text, and provide a citation for the secondary source in parentheses.

Example:

According to Piaget (as cited in Smith, 2004), cognitive development…

In the reference list, only include the secondary source (in this case, Smith, 2004) because that is the source you actually read and consulted. Do not include the original source (Piaget) since you did not access it directly.

Reference list example (book):

Smith, J. (2004). Theories of cognitive development. Psychology Press.

Reference List

The reference list in APA 7 format is a comprehensive list of all sources cited within the text of a paper. This section provides a detailed account of the sources, allowing readers to locate and consult them. The reference list should be alphabetized by the authors’ last names and double-spaced with a hanging indent.

Reference List Format

Here are the key elements to consider when formatting your reference list in APA 7 format:

1. Title: Place the title “References” at the top center of the page (level 1 heading).
2. Alphabetization: Arrange the references alphabetically by the last name of the first author. If there is no author, use the first significant word of the title.
3. Hanging indent: Use a hanging indent for each reference entry, with the first line of the entry flush left and subsequent lines indented by 0.5 inches (1.27 cm).
4. Double-spacing: Double-space all reference entries.
5. Author names: List the last name of the author followed by a comma and the initials of the first and middle names (if available). Separate multiple authors with a comma and use an ampersand (&) before the last author.
6. Publication date: Provide the publication year in parentheses followed by a period.
7. Title: Write the title of the article, book, or chapter in sentence case (capitalize only the first word, proper nouns, and the first word after a colon). Italicize the title of books, periodicals, and reports.
8. Source information: Provide the DOI (Digital Object Identifier) if available. If not, use the URL. For journal articles, include the volume number in italics followed by the issue number in parentheses (not italicized) and the page range.

Here is an example how to structure the reference list according to APA 7 format:

Common Reference Examples in APA 7 Format

Books

• Single author:

Lastname, F. M. (Year). Title of the book in italics and sentence case. Publisher.

Example:

Smith, J. (2019). The history of environmental conservation. Penguin Books.

• Edited book:

Lastname, F. M. (Ed.). (Year). Title of the book in italics and sentence case. Publisher.

Example:

Jones, R. (Ed.). (2020). Perspectives on climate change. Oxford University Press.

Journal Articles

• With DOI:

Lastname, F. M., & Lastname, F. M. (Year). Title of the article in sentence case. Journal Title in Italics and Title Case, volume(issue), page range. https://doi.org/xxxx

Example:

Martin, L., & Thompson, R. (2021). The effects of climate change on agriculture. Global Environmental Studies, 12(4), 198-215. https://doi.org/10.1177/12345678901234

• Without DOI:

Lastname, F. M., & Lastname, F. M. (Year). Title of the article in sentence case. Journal Title in Italics and Title Case, volume(issue), page range.

Example:

Brown, S., & Johnson, A. (2018). Urban gardening and community development. City Planning Review, 7(2), 45-60.

Webpages

Lastname, F. M., or Name of Organization. (Year, Month Day). Title of the webpage in sentence case. Website name. URL

Example:

World Health Organization. (2020, March 11). WHO characterizes COVID-19 as a pandemic. https://www.who.int/news/item/11-03-2020-who-characterizes-covid-19-as-a-pandemic

Reports

Lastname, F. M., or Name of Organization. (Year). Title of the report in italics and sentence case (Report No. XXX). Publisher or URL

Example:

United Nations. (2019). World population prospects 2019 (Report No. ST/ESA/SER.A/440). https://population.un.org/wpp/Publications/Files/WPP2019_Highlights.pdf

Conference Papers

Lastname, F. M. (Year). Title of the conference paper in sentence case. In F. M. Lastname (Ed.), Title of the conference proceedings in italics and sentence case (pp. page range). Publisher or URL

Example:

Garcia, L. (2021). The role of artificial intelligence in healthcare. In S. James (Ed.), Proceedings of the 2021 International Conference on Technology and Health (pp. 78-85). ACM Press. https://doi.org/10.1145/1234567.1234568

Audiovisual Materials

Lastname, F. M. (Role). (Year). Title of the work in italics and sentence case [Type of work]. Production Company or URL

Example:

Nolan, C. (Director). (2010). Inception [Film]. Warner Bros.

4.2.7. Other Sources in APA 7 Format

In this section, we will cover how to cite various other sources in APA 7 format that may not fall into the categories mentioned above. These may include, but are not limited to, dissertations and theses, unpublished manuscripts, interviews, patents, podcasts, and social media posts.

4.2.7.1. Dissertations and Theses

To cite a published dissertation or thesis in APA 7 format, include the author, publication year, title, degree statement, institution, and a DOI or URL if available.

Format:

Author, A. A. (Year). Title of dissertation/thesis in italic (Publication No.) [Degree statement, Institution]. Database or Archive Name. DOI or URL

Example:

Smith, J. R. (2020). Investigating the impact of climate change on marine life (Publication No. 12345) [Doctoral dissertation, University of California]. ProQuest Dissertations & Theses Global. https://doi.org/10.1234/56789

4.2.7.2. Unpublished Manuscripts

Following the APA 7 format, cite unpublished manuscripts using the author, date, title, and source (i.e., where the document can be found).

Format:

Author, A. A. (Year). Title of manuscript in italics [Unpublished manuscript]. Source.

Example:

Johnson, L. M. (2021). Exploring the effects of social media on self-esteem [Unpublished manuscript]. Department of Psychology, University of Washington.

4.2.7.3. Interviews

Personal interviews that are not part of an archived collection should according to the APA 7 format be cited in the text but not included in the reference list. Use the interviewee’s initials and last name, and the exact date of the interview.

Example:

(J. D. Smith, personal communication, February 1, 2022)

4.2.7.4. Patents

In the APA 7 format, include the inventor’s name, patent issuance year, patent title, patent number, and the source (such as a URL).

Format:

Inventor, A. A. (Year). Title of patent in italics (U.S. Patent No. XXXXXXX). Patent and Trademark Office. URL

Example:

Smith, J. R. (2018). Solar energy conversion device (U.S. Patent No. 10,123,456). U.S. Patent and Trademark Office. https://patft.uspto.gov/netacgi/nph-Parser?patentnumber=10123456

4.2.7.5. Podcasts

To follow the APA 7 format, cite podcasts by providing the name of the person(s) responsible for the content, date, title of the episode, title of the podcast, episode number (if available), and a DOI or URL.

Format:

Host(s), A. A. (Year, Month Day). Title of episode (No. episode number) [Audio podcast episode]. In Title of podcast in italics. Production Company. DOI or URL

Example:

Doe, J., & Smith, S. (2021, October 20). The impact of technology on mental health (No. 5) [Audio podcast episode]. In The Modern Mind. TechTalk Productions. https://www.techtalk.com/podcast/episode5

4.2.7.6. Social Media Posts

To cite a social media post in the APA 7 format, include the author’s name, their social media handle, the specific date of the post, the first 20 words of the post as the title (omitting any emojis, links, or hashtags), the description of the post format, and the URL.

Format:

Author, A. A. [@username]. (Year, Month Day). First 20 words of the post as the title in italics [Description of post]. Social Media Platform. URL

Example:

Obama, B. [@BarackObama]. (2022, August 15). Climate change is a pressing issue that requires immediate attention and collective efforts from everyone [Tweet]. Twitter. https://twitter.com/BarackObama/status/1234567890

4.2.7.7. Conference Presentations

To cite a conference presentation in APA 7 format, include the author’s name, date, title of the presentation, the name of the conference, the location of the conference, and the format (e.g., paper presentation, poster presentation).

Format:

Author, A. A. (Year, Month Day). Title of presentation in italics. Name of Conference, Location. Format.

Example:

Smith, J. R. (2021, June 7). The impact of technology on workplace productivity. International Conference on Business and Technology, San Francisco, CA. Paper presentation.

4.2.7.8. Artworks

To cite an artwork in the APA 7 format, include the artist’s name, date of creation, title of the artwork, format, and the location (museum, gallery, or collection) where the artwork is housed.

Format:

Artist, A. A. (Year). Title of artwork in italics [Description of medium]. Museum, Gallery, or Collection Name, City, State, Country.

Example:

Da Vinci, L. (1503-1506). Mona Lisa [Oil on poplar]. Musée du Louvre, Paris, France.

How to Format Figures in the APA 7 format

To format figures in APA 7 format, follow these guidelines:

1. Numbering: Number figures sequentially using Arabic numerals (e.g., Figure 1, Figure 2, etc.). Each figure should have a unique number, even if they are from the same source.
2. Placement: Place figures as close as possible to the text where they are first mentioned. If the figure is too large, consider placing it on a separate page immediately following the page where it is first mentioned.
3. Caption: Provide a brief caption that describes the figure. The caption should be concise but informative, allowing the reader to understand the figure’s content without referring to the main text. Place the caption below the figure, left-aligned, and use italics. The word “Figure” and its number should be in bold. The brief description or caption should be italics. In the Note you can provide a more detailed explanation of the figure an its specifics. E.g.,

4. Source citation: If the figure is not your original creation, you must credit the source. Include the source citation as part of the caption, after the description. Use the appropriate citation format based on the type of source (e.g., book, journal article, website, etc.).
5. Quality and size: Ensure the figure is clear, easy to read, and of high quality. Use appropriate fonts, colors, and scales to present the data accurately. Resize the figure as necessary to fit within the margins of your document while maintaining legibility.
6. File format: If submitting your paper electronically, use file formats that are widely accessible and maintain the quality of the image (e.g., JPEG, PNG, or TIFF). You can also use loss-less formats such as SVG.
7. Permissions: If you are using a copyrighted figure, make sure you have obtained permission from the copyright holder to reproduce it in your paper. In this case, you need to attach a written permission to your submission.
8. Referencing figures in the text: When referring to a figure in the text of your paper, use the word “Figure” followed by the figure number (e.g., “As shown in Figure 1…”). Do not abbreviate “Figure” to “Fig.” in APA style.

Note that these guidelines apply to the APA 7 format. Always check with your instructor or the specific publication for any additional formatting requirements.

How to Format Tables in APA 7 Format

To develop tables in the APA 7 format, follow these guidelines:

1. Numbering: Number tables sequentially using Arabic numerals (e.g., Table 1, Table 2, etc.). Each table should have a unique number, even if they are from the same source.
2. Placement: Place tables as close as possible to the text where they are first mentioned. If the table is too large, consider placing it on a separate page immediately following the page where it is first mentioned.
3. Title: According to the APA 7 format, provide a brief title that describes the table. The title should be concise but informative, allowing the reader to understand the table’s content without referring to the main text. Place the title above the table, left-aligned, and in italics. The word “Table” and its number should be in bold and then a brief description in italics.
4. Column headings: Label each column with a brief, descriptive heading. Capitalize only the first letter of the first word of the heading and use bold font. If the table has multiple levels of column headings, use horizontal lines to separate them.
5. Row headings: Use row headings to provide context for the data in each row. Capitalize only the first letter of the first word of the row heading and use bold font.
6. Borders and lines: In APA style, use horizontal lines to separate the table title, column headings, and the bottom of the table. Avoid using vertical lines or excessive horizontal lines.
7. Font and spacing: Use a legible 12-point font, preferably Times New Roman, and double-space the table, including the title, column headings, and content.
8. Notes: If needed, include notes below the table to explain abbreviations, provide additional information, or clarify the content. Use the following hierarchical order for notes: General notes, specific notes, and probability notes. Label general notes with “Note.” and specific notes with lowercase letters (a, b, c, etc.).
9. Source citation: If the table is not your original creation, you must credit the source. Include the source citation as part of the notes, after the description. Use the appropriate citation format based on the type of source (e.g., book, journal article, website, etc.).
10. Referencing tables in the text: When referring to a table in the text of your paper, use the word “Table” followed by the table number (e.g., “As shown in Table 1…”). Do not abbreviate “Table.”

Here is an example of how to format tables according to the APA 7 format: