Mastering APA Format: A Comprehensive Guide to Citing Sources and Formatting Papers

The American Psychological Association (APA) style is a widely used citation and formatting style, especially in the social and behavioral sciences. Understanding and applying APA style correctly is crucial for students, researchers, and professionals in these fields. This comprehensive guide provides you with the essential information, examples, and tools to master APA formatting and citation.

What is APA Style?

APA stands for the American Psychological Association, a professional organization for psychologists in the United States. The APA developed this specific citation style, which is now used in various disciplines beyond psychology. APA style ensures consistency and clarity in academic writing, making it easier for readers to understand the sources used in a research project.

Why is APA Citing Important?

Using a standardized citation format like APA offers several benefits, including:

• Giving Credit: It acknowledges the original authors and prevents plagiarism by properly attributing their ideas and work. Learn more about crediting work and how to be careful of plagiarism.
• Establishing Credibility: It demonstrates the depth of your research and strengthens the validity of your arguments.
• Facilitating Research: It allows readers to easily locate and explore the sources you used, fostering further investigation and collaboration.

Types of APA Citations

APA style uses two main types of citations:

• In-text Citations (Parenthetical Citations): These brief citations appear within the body of your paper, immediately after a direct quote or paraphrase. They typically include the author's last name, year of publication, and page number (if applicable). If a direct quote or paraphrase has been added into your work, In-text/parenthetical citations are needed.
• References: These are full citations that appear in a dedicated "References" list at the end of your paper. They provide complete information about each source, including author, date, title, and publication details.

In-Text Citations: The Basics

In-text citations are crucial for acknowledging sources within the body of your paper. They are added into a project when a direct quote or paraphrase has been added into your work.

Format for Direct Quotes:

Author's Last name (Year) states that "direct quote" (page number).
OR
"Direct quote" (Author's Last name, Year, Page number).

Format for Paraphrasing:

It is not necessary to include the page number when taking an idea from another source and placing it in your own words (a paraphrase), but you can add it if the source is large and you want to direct readers right to the information.

Author's Last name (Year).
OR
(Author’s Last name, Year).

Key Considerations for In-Text Citations:

• Always include the author and publication year, whether you're directly quoting or paraphrasing.
• Page numbers are required for direct quotes.
• If a source has two authors, include both names in every citation.
• For three or more authors, use "et al." after the first author's name (e.g., (Gilley et al., 2015)).
• For group authors (e.g., organizations, government agencies), use the full name in the first citation and an abbreviation in subsequent citations.

The Reference List: Completing the Citation Picture

Every source cited in your paper should be listed in the "References" section at the end. This list provides complete information for readers to locate your sources.

General Guidelines for the Reference List:

• Title: The page should be titled "References" centered and bolded.
• Inclusions: It is not necessary to include personal communications in the reference list, such as personal emails or letters. These specific sources only need in-text citations, which are found in the body of your project.
• Alphabetical Order: References are listed alphabetically by the author's last name. Alphabetize the reference by the word following A, An, or The, if the reference begins with the words A, An, or The.
• Double Spacing: The entire page should be double spaced.
• Hanging Indent: Use a hanging indent for all citations. The first line of each citation needs to be flush against the left margin. Any additional lines are indented in a half inch.

How to Structure Authors

Authors are displayed in reverse order: Last name, First initial. Middle initial. End this information with a period. This is the general structure of how to structure authors in citations.

Examples:

• Kirschenbaum, M. A.
• Brooks, G. [Geraldine]. (2005). March. Viking.
• Brooks, G. [Gwendolyn]. (1949). Annie Allen. Harper & Brothers.

Editors get listed in the author position and follow it with Ed. or Eds. in parentheses, when citing an entire edited book in APA format.

Structuring Publication Dates

General structure is:

Year, Month Day

Example: 1998, March 22

Place the date that the source was published in parentheses after the name of the author. In APA format for periodicals, include the month and day as well. If no date is available, place n.d. in parentheses, which stands for no date.

Formatting Titles

• Book Titles: Italicize, capitalize only the first word of the title and subtitle, and proper nouns (e.g., Gone with the wind.).
• Article and Chapter Titles: Do not italicize or use quotation marks. Capitalize only the first word of the title and subtitle, and proper nouns (e.g., The correlation between school libraries and test scores: A complete overview.).
• Journal, Magazine, and Newspaper Titles: Capitalize each important word (e.g., The Boston Globe).

Structuring Publication Information

The names of publishers are not necessary to include for newspapers, magazines, journals, and other periodicals. Brief versions of publisher names are acceptable, excluding terms like "Publishers," "Company," and "Incorporated."

Citing Online Sources

Include the URL at the end of the citation and do not place a period after the URL. Use a DOI (Direct Object Identifier), if the source you're citing has a DOI number, after the publication information. Include the DOI number instead of the URL as the DOI number is static and never changes.

"Lobo, F. (2017, February 23). Sony just launched the world's fastest SD card. http://mashable.com/2017/02/23/sony-sf-g-fastest-sd-card/?utm_cid=mash-prod-nav-sub-st#ErZKV8blqOqO"

APA Citation Examples for Various Source Types

Books:

Finney, J. (1970). Time and again. Simon and Schuster.

Edited Books:

Gupta, R. (Ed.). (2003). Remote sensing geology. Springer-Verlag.

Chapter in an Edited Book:

Longacre, W. A., & Ayres, J. E. (1968). Archeological lessons from an Apache wickiup. In S. R. Binford & L. R. Binford (Eds.), Archeology in cultural systems (pp. 151-160).

Website:

Simmons, B. (2015, January 9). The tale of two Flaccos. Grantland. http://grantland.com/the-triangle/the-tale-of-two-flaccos/

Journal Article (Online):

Spreer, P., & Rauschnabel, P. A. (2016). Selling with technology: Understanding the resistance to mobile sales assistant use in retailing. Journal of Personal Selling & Sales Management, 36(3), 240-263. https://doi.org/10.1080/08853134.2016.1208100

Other Examples:

• Newspaper Article
• Magazine
• Blog
• Research Reports
• Films
• TV/Radio Broadcasts
• Songs

For more examples, refer to the BibMe APA citation guide for an extensive list and detailed instructions.

Formatting Your APA Paper

Adhering to APA formatting guidelines ensures a professional and consistent look for your paper.

Key Elements of APA Paper Format:

• Font: Times New Roman, 12 point
• Spacing: Double-spaced throughout the entire document
• Margins: 1 inch on all sides
• Indentation: Use the tab button to indent every new paragraph by half an inch.
• Page Numbers: Number all pages, starting with the title page.
• Running Head: Only required for professional papers (not student papers).

Paper Structure:

1. Title Page
2. Abstract (on a separate page)
3. Body of the Paper
4. References
5. Tables and Figures (if applicable)
6. Appendices (if applicable)

Levels of Headings

APA style uses five levels of headings to organize your paper and create a clear hierarchy of information.

• Level 1: Centered, Bold, Title Case
• Level 2: Left-aligned, Bold, Title Case
• Level 3: Left-aligned, Bold Italic, Title Case
• Level 4: Indented, Bold, Title Case, ending with a period. Text begins on the same line.
• Level 5: Indented, Bold Italic, Title Case, ending with a period. Text begins on the same line.

Leveraging Tools for APA Success

Manually formatting and citing sources can be time-consuming and prone to errors. Several tools can help simplify the process and ensure accuracy. The BibMe APA citation machine automates the process of creating accurate APA citations for various source types.

The Evolution of APA: 6th vs. 7th Edition

Keep in mind APA has evolved and is very different. The 7th edition was released in 2020. Here are a few notable changes between those editions:

• DOI as a URL: Include the DOI number with the DOI as a URL
• **Ebooks: ** You no longer need to identify the ebook format.
• Publisher Location: Full book references no longer need to show where the publisher is located.
• In-text citations: In-text citations for sources with more than 3 authors can use the notation “et al.” for brevity.
• Website URL: When including a website URL, do not include the words “Retrieved from” before the URL cited.

Mastering APA style empowers you to communicate your research effectively, ethically, and professionally. By understanding the core principles and utilizing available resources, you can confidently navigate the intricacies of APA formatting and citation.