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Basic Formatting for APA Style using Microsoft Word 2010

It is very important to set up the Word document to APA style BEFORE typing any
content. After you have set up the formatting, save the blank document as a template for
future assignments and then begin typing in the content.

Remember to CHECK WITH YOUR INSTRUCTOR

about APA Style and what they expect for your papers.

Double Space your document:

1. Click on the Home Tab.

2. Click on the dialogue box arrow in the Paragraph section.

3. Change the Spacing After to zero (0) and the Line spacing to Double. (see below)

Change the Spacing Change the Line

After to 0 (zero) spacing to Double

4. Click OK to complete the line spacing.

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Set the font type, size and margins:

1. Click on the Home Tab.

2. In the Font options click on the Font box and change the font to Times New Roman. Click
on the Font Size box and change the size to 12. When you create the Header (see page 3) you
will need to set the font size again.
3. Next, click on the Page Layout Tab.

4. In the Page Setup options click on Margins.

5. Make sure that the 1 (or 2.54cm) setting for all sides is in place. This is the default setting-
the Word Document likely already has 1 margins on all sides. If you click on Margins and 1
margins are highlighted already, leave it alone.

If the margins are

already set up correctly
the Margins menu will
look like this.

6. If any other choice is highlighted click on the Normal margin setting.

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Adding a header and page numbers:

The Header described below is the typical header required for in an APA style paper.
Please make sure to read the expectations from your instructor as they may ask for
something different.

1. Click the Insert Tab.

2. In the Header & Footer options click on Header.

3. In the menu that appears click on Edit Header.

Click on Edit Header.

4. Your curser (mouse pointer) will be moved into the header space and Header & Footer
Tools will be added to the Tabs at the top.

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5. In the Header & Footer Tools change the setting for the Header from Top to 1 (or
2.54cm).

6. Check the box Different First Page.

7. Type the words Running Head: followed by the short title of your paper in ALL CAPS on the
left side of the header. The running head should be no longer than 50 characters including
spaces. For example:

8. Next you need to add the page number on the right side.
9. Press the Tab key on the keyboard twice after typing the title. (This will bring your curser to
the far right side). *NOTE* if your running head goes past the centre of the page you will
only need to press Tab once.
10. Click on Page Number in the Header & Footer Tools.

11. In the menu that appears click on Current Position and then Plain Number.

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12. The Number 1 will appear in the area of the curser.

Some instructors ask for the page number to be 5 spaces from the right margin, steps 13-
17 will create this effect.
13. Click on the Home Tab.

14. Click on the dialogue box arrow in the Paragraph section.

15. Click on the Tabs button.

16. The Tabs dialogue box will open. Click on the 6.5 (16.51cm) option, change it to 6.25
(15.87cm) and click Set.

Click on 6.5 and

change it to 6.25.

Click Set.

17. Click OK when you are finished.

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18. Press Enter once on the keyboard to create a space below the running head.

19. Next click on the Header & Footer Tools and then click on Close Header and Footer.
(Note: your Header will appear greyed out, but will print black)

20. You will need to create the header one more time on page 2. Follow steps 1-19 when your
mouse cursor is on the second page. Delete the words Running head: so only the short
title and page number appears at the top of all other pages of the document. (pictured below).

Add a hanging Indent to the second line of a reference:

1. When your reference has more than one line in the reference list you will need to add a
hanging indent to the second line:

Example:

Friedmann, J., Abers, R., & Autler, L. (1996). Emergences: Women's struggles for livelihood in

Latin America. Los Angeles: UCLA Latin American Center Publications.

2. To add the indent, highlight your entire reference list (only the references).
3. Click on the Home Tab.

4. Click on the dialogue box arrow in the Paragraph section.

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5. In the Indentation section change the Special indentation to Hanging by 0.5 (1.27cm).

6. Click OK

Remember to CHECK WITH YOUR

INSTRUCTOR about APA Style and what they
expect for your papers.

2013 Bow Valley College