What Is an APA Format Template and Who Needs One
An APA format template is a document pre-configured to match the formatting standards published in the Publication Manual of the American Psychological Association. The 7th edition, released in 2020, is the current standard and is used in most academic and professional settings today.
APA format is required in psychology, social sciences, education, nursing, business, and many other disciplines. College students writing research papers, thesis projects, and literature reviews use APA format. Researchers submitting to journals in the social and behavioral sciences use APA. Professionals writing reports in healthcare, counseling, and organizational behavior also follow APA conventions.
The template handles the most time-consuming formatting tasks: setting margins to 1 inch on all sides, applying 12pt Times New Roman or 11pt Calibri font, configuring double spacing throughout, adding the running header and page numbers, and structuring the title page correctly. When you start from an APA format template rather than a blank document, the document is already compliant before you type a single word of content.
APA Format Requirements: What to Include and Where
APA 7th edition papers follow a specific structure. Each section has defined rules about formatting, content, and order.
- Title page: paper title (bold, centered, title case), author name, institution, course name and number, instructor name, and due date. APA 7th edition dropped the running head label from student papers.
- Abstract (optional for student papers unless required): one paragraph, 150-250 words, no indentation on the first line, followed by a keywords line.
- Body: starts on a new page. No "Introduction" heading in APA 7th edition. First-line paragraph indent of 0.5 inches throughout.
- Section headings: five levels of heading in APA, from centered bold (Level 1) down to run-in bold italic paragraph heading (Level 5). Most undergraduate papers use only Levels 1 and 2.
- In-text citations: author-date format. One author: (Smith, 2021). Two authors: (Smith and Jones, 2021). Three or more: (Smith et al., 2021). Direct quotes require a page number: (Smith, 2021, p. 45).
- Reference list: starts on a new page, titled "References" (centered, bold). Alphabetical by author last name. Hanging indent of 0.5 inches. DOI or URL included for online sources.
- Page numbers: top right header throughout, starting from page 1 on the title page.
- Font and spacing: 12pt Times New Roman or 11pt Calibri or Arial. Double-spaced throughout including the reference list. 1-inch margins on all sides.
How to Use an APA Format Template in Google Docs or Word
Setting up APA formatting from scratch in Google Docs or Word takes 15-20 minutes. Starting from a template reduces this to under two minutes. Here is the process for both platforms.
- In Google Docs: open a new document, go to Format > Paragraph styles > Options > Save as my default styles after configuring line spacing to double and font to Times New Roman 12pt. Alternatively, search "APA template" in the Google Docs template gallery and select the pre-formatted version.
- In Microsoft Word: go to File > New and search for APA in the template search box. Select the APA-style paper template. Word will open a pre-configured document with the correct margins, font, and spacing.
- Replace the title page placeholder text with your paper title, name, institution, and course details. Keep the title centered and bold per APA 7th edition.
- Delete the abstract placeholder if your instructor does not require an abstract for student papers. APA 7th edition made abstracts optional for student work.
- Write your introduction directly below the title on the body page. Do not add an "Introduction" heading. In APA 7th edition, the first section heading after the introduction is the one for your next major section (usually "Method").
- Format each in-text citation as you write using the author-date format. Do not use footnotes for citations in APA.
- Build the reference list as you go rather than at the end. Every source cited in the body must appear in the reference list, and every reference list entry must correspond to an in-text citation.
APA In-Text Citation Format: Quick Reference
In-text citations are the most frequently misformatted part of an APA paper. This reference covers the most common scenarios you will encounter.
- One author, no quote: (Smith, 2021)
- Two authors: (Smith and Jones, 2021) or Smith and Jones (2021) if the names are part of the sentence
- Three or more authors: (Smith et al., 2021) from the first citation onward
- Direct quote with page number: (Smith, 2021, p. 45) or (Smith, 2021, pp. 45-46) for a range
- Organization as author: (American Psychological Association [APA], 2020) on first use, then (APA, 2020)
- No author: use a shortened version of the title in quotation marks followed by the year: ("Managing Anxiety," 2020)
- No date: use (Smith, n.d.) where n.d. stands for no date
- Multiple works in one citation: list alphabetically by first author, separated by semicolons: (Jones, 2019; Smith, 2021)
APA Format Mistakes Students Make Most Often
These are the formatting errors that consistently lose points on academic submissions. Each has a simple fix when you start from a correctly configured APA template.
- Wrong font or size: APA requires 12pt Times New Roman, 11pt Calibri, or 11pt Arial. Mixing fonts or using 10pt or 11pt Times New Roman is a common error.
- Single spacing instead of double: APA requires double spacing throughout the entire document, including the reference list and block quotes.
- No hanging indent on the reference list: each reference entry after the first line should be indented 0.5 inches. Most word processors call this a "hanging indent."
- Forgetting the DOI or URL: any journal article accessed online should include a DOI (Digital Object Identifier). If there is no DOI, include the URL of the journal's homepage.
- Using footnotes for citations: APA uses in-text citations, not footnotes. Footnotes in APA are reserved for supplemental content notes.
- Incorrect capitalization in reference titles: in APA references, only the first word of a title, the first word after a colon, and proper nouns are capitalized. This is different from MLA, where all major words are capitalized.
- Missing the running header: professional (non-student) APA papers require a running header in the top left. Student papers in APA 7th edition do not need the "Running head:" label, but check your instructor's specific requirements.
Copy-and-paste template
Download .docx[Running head: SHORTENED TITLE IN ALL CAPS] Page 1
[Full Title of Your Paper in Title Case]
[Your Full Name]
[Institution / University Name]
[Course Number and Name]
[Instructor Name]
[Due Date]
-----------------------------------------
[Running head: SHORTENED TITLE] Page 2
Abstract
[Write a single paragraph of 150-250 words summarizing your research question, method, key findings, and conclusion. No indentation on the first line of the abstract. No citations in the abstract.]
Keywords: [keyword 1], [keyword 2], [keyword 3], [keyword 4]
-----------------------------------------
[Running head: SHORTENED TITLE] Page 3
[Full Title of Your Paper]
[Indent the first line of each paragraph by 0.5 inches. The introduction starts here with no "Introduction" heading in APA 7th edition. State your research question or thesis in the first paragraph.]
Method
[Describe how you conducted the research. Use subheadings as needed: Participants, Materials, Procedure.]
Results
[Report your findings. Use past tense. Include tables or figures as needed, labeled Table 1, Figure 1, etc.]
Discussion
[Interpret the results. Connect findings to prior research. Address limitations. State implications.]
References
[List all sources cited in the paper, in alphabetical order by author last name. Double-spaced, hanging indent for each entry.]
Author, A. A., and Author, B. B. (Year). Title of article. Title of Journal, Volume(Issue), Pages. https://doi.org/xxxxx
Author, C. C. (Year). Title of book. Publisher.