STRUCTUR

E AND
FORMAT
OF APA
K N FATHIMA NEHA
 APA
• APA stands for the American
Psychological Association.
• It is widely used in psychology,
education, and social sciences.
• Ensures clarity, uniformity, and
professionalism in academic writing.
 Importance of APA Format

Proper Poor formatting For

formatting can cause publications,
makes a paper confusion and your formatted
look may lead to file is used to
professional lower grades or create the final
and easy to rejection. version
read.
Good format shows attention to
detail and enhances credibility.
 Order of Pages
Title Page – This is the first page with your paper’s title
and details.
Abstract – A short summary of your paper. Start it on a
new page after the title page (optional for students).

Main Text – The actual content of your paper. Start on a

new page after the abstract. If there is no abstract,
start after the title page.
References – A list of all sources you cited. Start this on
a new page after the text.
Footnotes – If you use footnotes, they go at the bottom
of the page where they are mentioned, or on a new
page after the references
Tables – Each table should be placed right after they
are discussed in the text, orstart on its own new page
after footnotes.
Figures – Each figure should also be placed right after
they are discussed in the text, or start on a new page
after the tables.
Appendices – If you have extra material, include it here
on separate pages after tables/figures.
 Page Header
• Every page must have a page number in the top right
corner (flush right).
• Use your word processor’s automatic page numbering
feature — don’t type numbers by hand.
• The title page is counted as page 1.

Running head is only Student papers only

needed for papers need the page
submitted for
number, unless told
publication. It includes
otherwise by the
a shortened title on the
instructor or
top left in capital
letters and page
institution.
number on the top
 Font
• Fonts should be easy to read and accessible for all
readers, including those using assistive technologies.
• Historically:
Sans serif fonts (like Calibri, Arial) were preferred for
online reading.
Serif fonts (like Times New Roman, Georgia) were
preferred for print.
• Modern screens can handle both types well, and screen
readers allow users to adjust fonts to their needs.
General Font Guidelines
• Use the same font throughout the entire paper, including
the title page, body, headings, and references.
• APA permits multiple font choices; however, always
check with your instructor, publisher, or institution for
specific font requirements.
• Use a sans serif font inside figure images. Font size
should be between 8 and 14 points for clarity.
• Different fonts take up different amounts of space.
Therefore, always use word count (not page count) to
measure the length of a paper. This ensures fairness and
consistency regardless of the font choice.
• APA emphasizes accessible typography. Fonts should
support screen readers and assistive technology users.
 Line Spacing
Double-space the entire paper, with only a few allowed
exceptions.
Title Tables and Footnot
Add Page
one extra • InsideFigures
table cells or es at the
• Footnotes
double-spaced blank figure images, bottom of the
line: spacing can be: page:
• Between the title Single-spaced, 1.5-
Single-spaced
spaced, or Double-
and the byline Use your word
spaced
(author's name). processor’s
• Choose the spacing
• Between the that presents data default settings
affiliation and most clearly. • Footnotes on a
any author note. • If a table or figure separate page
appears on the same after references:
page as text Insert Indented and
one double-spaced double-
blank line above and spaced like regular
Displayed Equations
• Use triple or quadruple spacing before and
after equations, if needed for clarity.

• Do not add extra space before or after

paragraphs.
• Do not add blank lines before or after
headings, even if a heading is at the end of
a page.
 Margins

Use 1-inch (2.54 cm) margins on all four

sides.
• This is the default margin setting in
most word processors (like Microsoft
Word and Google Docs).
• Exceptions:
Some theses or dissertations may require
a 1.5-inch left margin if the document
needs to be bound. Always check
institutional requirements.
 Paragraph Alignment
• Align all text to the left margin.
• Do not justify text (i.e., don’t make the right edge
even).
• The right side should look uneven or “ragged
right.”
• Do not manually break or hyphenate words at the
end of lines. DOI (Digital Object
Identifier)
• Do not use automatic hyphenation features.
URI (Uniform Resource
• For DOIs or URLs: Identifier)

1.Do not manually insert line breaks.

2.It's okay if your word processor automatically
breaks a URL or DOI.
 DOI
URI
 Paragraph Indentation
• Indent the first line of every paragraph by 0.5
inches.
• Use the Tab key or the automatic indent setting in
your word processor (e.g., Word, Google Docs).
• All other lines in the paragraph should be left-
aligned (not indented further).
• The default settings in most word processors are
acceptable.
 Exceptions to the
Indentation Rule
Title Page Section Labels Abstract
• Title, byline • Example: The first line of
(author’s “Abstract”,“Meth the abstract
name), and od”, should be flush
affiliation: “References” left (no
Centered and Centered and
indentation).
bold (not bold (no indent).
indented).
 Exceptions to the Indentation
Rule
Headings Tables and Figures
Block Quotations • Level 1: Centered, • Table/figure
• Indent the bold (no
numbers, titles,
entire block 0.5 indentation).
inches from the
and notes:
• Level 2 and Level
left margin. • → Flush left (not
3: Left-aligned;
• If the block bold or bold italic indented).
quote has more (no indentation).
than one Reference List Appendix Labels and
paragraph: Use a hanging Titles
First line of each indent: first line Should be centered
new paragraph: flush left, all and bold (no
indent an following lines indentation).
additional 0.5 indented 0.5 inches.
inches (total 1
 Paper Length

Follow the required To shorten a long

length: paper:
• Journals: Check • Be clear and
the journal’s direct.
author • Stick to the main
guidelines. topic.
• Student papers: • Remove
Follow repetition.
assignment • Combine or
instructions. reduce
tables/figures.
• APA recommends using word count, not page count,
due to font size variations.
• What to include in word/page count:
• Include: Title page, text, citations, references, tables
(text), appendices.
• Exclude: Page numbers, running head, text inside
figure images.

• Use the word count tool in Word or Google Docs —

manual counting is not needed.
• Follow the journal’s or instructor’s rules if they
differ from APA.
 Importance of Structure
A clear and logical structure is essential for effective
communication.
Plan your paper’s length and layout before writing.
Organize your thoughts clearly at the sentence and
paragraph levels to improve impact
Purpose of Headings
Headings
• Identify the topic or purpose of each section.
• Help readers navigate and find information easily.
• Aid both visual and nonvisual readers, including those
using assistive technology.

• Be concice but descriptive enough to reflect the content.

• Use consistent wording across similar sections
(especially in multi-part studies).
• Make headings visually distinct from the body text.
• Avoid having only one subsection under a heading — use
at least two, or none (like outline formatting)
 Heading Levels

Level Level 3
1
Main sections, Subsections of Subsections of And so on
like Method, Level 1 Level 2
Results, and
Discussion.
Level 2

Always start a section with the highest level of heading needed.

If one section has more subsections than another, that’s fine.
Do not label headings with numbers or letters (e.g., A., I., 1.1).
 Do not use the
heading
“Introduction” at the
start of your paper.

Use Level 2 or 3
headings only if you
have subsections
within the
introduction.
 Section labels (e.g., "Author Note," "Abstract," "References,"
"Appendix 1") should be placed on a separate line at the top of
the page in bold and centered.
 Tables in APA Format
1 Table Components

Each table should include:

1.Table number – Bold and above the table (e.g., Table 1).
2.Title – Italicized and title case, placed below the table number
(e.g., Descriptive Statistics for Test Scores).
3.Headings – Clear and concise; one per column.
4.Body – The actual data arranged in rows and columns.
5.Notes (if any) – Below the table, explaining symbols or special
information.
 Tables in APA Format
2 Table Format Rules

• Use no vertical lines.

• Use horizontal lines only to separate the table title from the column
headings and the table from any notes.
• Align numbers by decimal point and text to the left.
• Tables should be placed after they are first mentioned in the text or
at the end of the paper (check with your instructor or publisher).
• Font size can be between 8–14 pt (as needed for clarity).
 Figures in APA Format
1 Figure Format Rules

1.Each figure should include:

2.Figure number – Bold and above the figure (e.g., Figure 1).
3.Title – Italicized and title case, below the figure number (e.g., Bar
Graph of Anxiety Scores).
4.Image – The graph, chart, or illustration.
5.Legend/Key – If necessary, to explain colors/symbols.
6.Note (if needed) – Below the figure, for clarification.
 Figures in APA Format
2 Figure Format Rules

• Figures should be clear, labeled, and easy to read.

• Use sans serif fonts (e.g., Arial) and a size between 8–14 pt.
• Insert one double-spaced line above and below the figure when
placing it in text.
• Figures can be placed within the text after they are mentioned, or
• Refer
at to all tables and figures in the text (e.g., “see Table 2”
the end.
or “as shown in Figure 1”).
• Number tables and figures separately (Table 1, Figure 1,
Table 2, etc.).
• Use consistent formatting throughout your paper.
 How to write References
Basic Format for a Book:
Author(last name), A. A. (Year). Title of the book in italics.
Publisher.
Example:
Smith, J. A. (2020). Understanding psychology. Academic
Press.
Basic Format for a Journal Article:
Author, A. A. (Year). Title of the article. Title of the Journal in
Italics, Volume(Issue), page range. https://doi.org/xxxxx (if
available)
 How to write References
Basic Format for a Website:
Author, A. A. (Year, Month Day). Title of the webpage. Website
Name. URL
✅ Example:
American Psychological Association. (2020, October 14). APA
style introduction. APA Style.
1.Double-space all references.
2.Use a hanging indent (first line flush left, rest indented).
3.Alphabetize entries by the last name of the first author.
4.Italicize book and journal titles.
5.Use sentence case for article and webpage titles (only the first
word and proper nouns capitalized).
 Conclusion
APA Style helps make your writing
clear, organized, and professional.
By following its rules for formatting,
spacing, headings, and structure,
you make your work easier to read
and more credible. It shows
attention to detail and supports
effective academic communication.
 References
American Psychological Association. (2020). Publication
manual of the
American Psychological Association (7th ed.).
American
Psychological Association.

American Psychological Association. (2020). Concise

guide to APA style
(7th ed.). American Psychological Association.
Thank You