Automating the process of
APA formatting using MSWord
© Karen Conerly 2013
Why Must I Follow a Format?

When editors or instructors need to read
numerous papers, it is easier if they are in
a standard format

Documentation allows others to see the
path you have taken in researching and
writing your paper

Formatting increases your credibility as a
researcher and writer
© Karen Conerly 2013
What Format to Use

Whatever format is specified by instructor

American Psychological Association (APA)
Often used by Social Sciences:
Psychology, Sociology, Anthropology

Modern Language Association (MLA)
Often used for English, Literature, Humanities

Other formats may be specified or modifications
to these may be made by instructor
© Karen Conerly 2013
What is APA Format?

The American Psychological Association
(APA) has developed this widely used
version of the author – year style

Social science, psychology, sociology,
political science instructors prefer a style
that emphasizes author and year of
publication

APA style makes it easier to tell if the cited
sources are current
© Karen Conerly 2013
Basic Format and Layout
APA or MLA

1-inch margins

10-12-point font (Times New Roman or Arial)

Double-spaced

Paragraph indentation is ½ inch, using the
Tab key, not the space key

All primary headings within the paper are
bold.
© Karen Conerly 2013
Why use MS Word to Format?

Easier than memorizing the format rules

Faster in creating your Works Cited or
Bibliography page

More accurate

Concentrate on content, not formatting
© Karen Conerly 2013
APA Format

All you ever wanted to know about APA format, as well
as examples and tutorials from:

American Psychological Association


http://www.apastyle.org
Purdue Online Writing Lab (OWL)
 http://owl.english.purdue.edu/owl/section/2/20/
© Karen Conerly 2013
Sample of APA Cover Page
© Karen Conerly 2013
Cover Page in APA Format
has three parts:

Running Head: TITLE OF YOUR PAPER

Page Number (without the word page or p.)

Centered Title, Author, Organization, and possibly
other information, as required by instructor
© Karen Conerly 2013
Running Head and Page Number:
Using Ms Word

How to place the Running Head: Title and Page Number into the
heading of every page:


Click on Insert
Go to Header
Click on “Edit Header”
Type the words Running Head:
Depress the Caps Lock Key
Type the name of your paper in all CAPS

Hit the TAB key until cursor is in the far right upper corner




Click on Insert – Page Number
 Choose “Current Position” (this is very important)
 Choose a plain “1” (it will advance page number for each page)

© Karen Conerly 2013
The Body of the Paper

Type your paper, remembering to add intext citations where needed

Do NOT use contractions (such as don’t,
can’t, etc.) Indent new paragraphs. Use
correct punctuation, grammar, and
quotation marks

In a quotation, if there is a misspelled
word or grammar error, use [sic] next to it
to show you know the correct spelling or
grammar
© Karen Conerly 2013
In-Text Citations (APA)

When using ideas, information, or words
from a source, APA in-text citation
format requires you to identify:
Author of the source
 Year of publication
 (Robertson, 2012) for example

© Karen Conerly 2013
APA Citations: In-text
Parenthetical Citation

In APA format, these are your research sources’
author and year of publication in parentheses

An example:
Cultural bound syndromes are defined by the American
Psychological Association (APA) as “recurrent, locality”
specific patterns of aberrant behavior and troubling
experience that may or may not be linked to a particular
DSM-IV diagnostic category (Flaskerud, 2009).


Microsoft Word can automate this process and prepare the
entire Works Cited page at the same time.
© Karen Conerly 2013
Placing In-Text APA Citations

While in MS Word:
 Click on References
 Click on Insert Citation
 Click on Add New Source
 Choose the type of source from the list
 Fill in all the information you can
 Use na for information you cannot find
 If reusing the same source multiple times, click
on the author’s name in the list MS Word
provides
© Karen Conerly 2013
Editing the APA In-Text Citation

If you need to edit the parenthetical intext citation there are two ways:
 Click on the author’s name till you get a box
 Click on the arrow to the right of the box
 Click on “convert citation to static text”
 Then you are able to retype the information
 OR…
 Click on Manage Sources on the upper part of the
screen, select the source and click Edit.
© Karen Conerly 2013
Works Cited

After you have written all of your paper,
create a new blank page

This page will hold the detailed information
required for each source you used and cited

Make sure you inserted an in-text citation for
each of your sources listed in Works Cited or
Bibliography and each in-text citation has an
entry in the Works Cited or Bibliography list
© Karen Conerly 2013
Placing the Works Cited Page

Place your cursor on a new blank page

Click on References – Bibliography

Double-click on Works Cited

Word will insert your sources in
alphabetical order with correct
punctuation
© Karen Conerly 2013
Have Others Read It

Ask other people to review your paper
 Find out if they understand it
 Ask them to notice any errors

Take it to the Writing Lab in Holt 201
 Get an appointment: 954-5586
 Make it a few days before the paper is due
© Karen Conerly 2013