APA format in Word: set up a 7th edition template in 6 steps
Quick answer
To set up APA 7 in Word, use 1-inch margins, a permitted font, double spacing with 0 pt before and after, a 0.5-inch first-line indent and a page number at the top right. Save the file as a Word template (.dotx) so you can reuse it.
How do I set up Word for APA 7?
Six settings, done once. Then you save the file as a template and every new paper starts with the format ready.
Step 1: margins
On Layout, click Margins and choose Normal. That is 1 inch on all sides. See margins.
Step 2: font
Select all text and choose a permitted font: Times New Roman 12 pt, Calibri 11 pt, Arial 11 pt or Georgia 11 pt. See font.
Step 3: line and paragraph spacing
On Home, open Paragraph. Choose Double line spacing and enter 0 pt before and after. See line spacing.
Step 4: indent
In Paragraph, under Special, choose First line and enter 0.5". See indentation.
Step 5: page numbers
Open Insert, then Page Number, Top of Page, and pick the right-aligned number. See page numbers.
Step 6: headings and template
Modify the Heading 1, 2 and 3 styles to match the heading levels. Finally, File, Save As, and choose Word Template (.dotx).
What problems come up most?
- Word adds 8 pt after each paragraph. Set it to 0.
- Pasted web text arrives in another font. Use Paste as plain text.
- Word's built-in cover pages do not follow APA. Build yours with the title page guide.
How do I use styles instead of formatting by hand?
A style is a set of formatting rules that Word applies with one click. If you define the styles once, the whole document changes when you adjust one. That prevents errors and saves hours, especially in long papers.
| Style | How to set it for APA |
|---|---|
| Normal | Permitted font, double spacing, 0 pt before and after, 0.5-inch first-line indent |
| Heading 1 | Centered, bold, same size as the text, no indent |
| Heading 2 | Left-aligned, bold, no indent |
| Heading 3 | Left-aligned, bold italic, no indent |
| Heading 4 | Indented 0.5 inch, bold, ends with a period |
| Heading 5 | Indented 0.5 inch, bold italic, ends with a period |
| Block quote | 0.5-inch left indent, no first-line indent, double spacing |
| Bibliography | 0.5-inch hanging indent, double spacing |
To modify a style, right-click its name in the Styles pane and choose Modify. Changes apply to all text that uses it.
How do I create custom styles for quotes and references?
Create two new styles with the New Style button in the pane. The first, "Block quote," is for passages of 40 words or more. The second, "Reference," is for the final list, with a hanging indent. When you paste an entry into the list, apply that style and you are done.
How do I use Word's citation tool?
On the References tab, Insert Citation lets you save sources and generate the reference list. Choose APA from the style menu. After adding a source, fill in every field: Word only produces what you give it. Check the result, because Word's style may follow an earlier edition than the 7th. Always verify title capitalization and italics.
How do I add a title page, contents and references to the template?
Prepare the title page, contents and reference page as placeholder sections.
- On the first page, type the title page fields with sample text ("Title of Paper," "Author Name"). You only replace them later.
- On the second page, leave room for a table of contents if your school requires one.
- At the end, create a page titled "References" with one sample paragraph that has a hanging indent.
- Use page breaks, not Enter, to separate each part.
How do I save and reuse the template?
Choose File, Save As, and pick Word Template (.dotx). Word stores it in your personal templates folder. To use it, open File, New and select the Personal tab. Each new paper is created from the template without changing it. To share it with your group, copy the .dotx file.
How do I use it in Word for the web or on a phone?
Word for the web keeps styles but does not always save personal templates. A simple workaround is to keep an empty formatted document and make a copy each time. On a phone, open that copy: the styles carry over and you can write without touching the format.
What if the template breaks when I paste text?
Paste with "Keep text only." If you already pasted and the format changed, select the passage and apply the Normal style. In bad cases, use Clear All Formatting in the Font group and apply the style again.
How do I adapt the template if my school asks for something different?
Duplicate the template and change only what differs. If the school wants a 1.5-inch left margin, change the margins. If it requires one font, change it in the Normal style and the headings. If it wants Roman numerals in the front matter, split the document into sections. Save each variant with a clear name, such as "APA-school-thesis.dotx."
Checklist
- 1-inch margins
- One permitted font
- Double spacing, 0 pt paragraph spacing
- 0.5-inch indent
- Page number at the right
- Heading styles configured
- Template saved
Frequently asked questions
How do I make APA format in Word?
Set 1-inch margins, choose a permitted font, apply double spacing with 0 pt paragraph spacing, add a 0.5-inch first-line indent and number pages at the top right. Then save the file as a template.
Does Word have a built-in APA template?
Yes. Go to File, New, and search for APA. Choose the student or professional version. Check it against your school's rules, since some require a different title page or margins.
Where can I download an APA 7th edition template for Word?
You do not need a download. Word has the formatting tools and a built-in APA template under File, New. You can also build your own template in a few minutes with the six steps on this page.