Formatting Research Papersfor APA Style with MS Word 2010Table of ContentsI.Introduction....................................................................................................................................................2II.Formatting Pages..........................................................................................................................................2To set the margins...................................................................................................................................2To set the type font ..................................................................................................................................3To set the line-spacing...........................................................................................................................4III.The Title Page.................................................................................................................................................5To create a title page..............................................................................................................................5IV.Page Breaks................................................................................................................................................... 10 To insert a page break.......................................................................................................................... 10To create the header for pages after the title page ....................................................................11V.The Abstract.................................................................................................................................................. 14To format and create an abstract.................................................................................................... 14VI.The Body of the Paper............................................................................................................................... 16Headings.................................................................................................................................................... 16Reference Citations in the Text........................................................................................................ 17Paraphrasing.................................................................................................................................... 17Quoting............................................................................................................................................... 18Long quotations.............................................................................................................................18Secondary or indirect sources.................................................................................................. 20VII.References...................................................................................................................................................... 20To create a hanging indent ................................................................................................................. 20Appendix: Examples of Citations for APA Reference Sources ....................................................22Formatting Research Papersfor APA Style with MS Word 20101IntroductionWhenwewriteresearchpapers,itisimportanttofollowaparticularformattingstyle throughoutthepaper.Aconsistentstyleenhancesreadabilityandhelpstogiveourpapersa professionalappearance.Thefollowinginformationisbasedontheformatsetoutinthe American Psychological AssociationsPublication Manual (6th edition). APA Style is commonly used in the social sciences, education, and sociology. This reference guide provides instructions for formatting research papers with Microsoft Word 2010. This guide is written for users who are familiar with the basic features of Word 2010.The information that follows is intended as a general guide and does not address all aspects of APA style formatting. For more detailed guidelines see the latest edition of the APAs Publication Manual, or consult Concise Rules of APA Style, the pocket handbook based on the manual.ThisreferenceguideisbasedonasimilarguideprovidedbythelibrarystaffatMarygrove College in Detroit. We have added MS Word screenshots and tailored the guide to our needs, but we are indebted to the Marygrove staff for their excellent work and resource.Formatting PagesMargins should be one inch in all directions (top, bottom, left, right). Font size can be 11-point or 12-point; the acceptable typefaces include Times New Roman, Calisto MT or this one, Cambria. Sans-seriftypefaces,suchasArialorTahoma,arenotallowed.EspeciallyavoidMSWords defaulttypeface,Calibri.Alltypeshouldbesetlushwiththeleftmargin,creatinganuneven right margin (not justiied). The paper should be double-spaced throughout, including the title page, abstract, and the body of the paper, including references, appendixes, and tables.To set the margins: Open a new document in Word 2010 and click the Page Layout tab. Click the Margins button in the Page Setup group.2Formatting Research Papers Select Normal to set the margins at 1-inch on all four sides of the page.To set the type font: Click on the Home tab. In the Font group, click the down arrow to the right of the font menu (the default font type is Calibri). Select Times New Roman (or whichever serif font you choose, as long as it is not a funky typeface or a sans-serif face such as the default Calibri, or Arial or Tahoma).Formatting Research Papers3 The default font size in MS Word is 11-point. If you want to change it to 12-point or if your current font is a size other than 11-point or 12-point, click the down arrow to the right of the font size menu. Select 12 (or 11, if you desire) as the font size.To set the line-spacing: IntheParagraphgroup(stillontheHometab),clickontheLine-Spacingbutton. When the drop-down menu appears, select 2.0 for double-spacing. Click on the Line-Spacing button again and select Remove Space After Paragraph. (This will undo the default setting in Word 2010, which adds space after each paragraph.)4Formatting Research PapersThe Title PageThe irst page of your paper is called the title page. This page includes the title of your paper, your name, the name of your institution, the manuscript page header, and the running head.To create a title page: Click on the Insert tab. Click the Header button in the Header & Footer group, and choose Edit Header from the drop-down menu. This will activate a Design tab with tools speciic to the Header and Footer. Check the box beforeDifferentFirstPageintheOptionsgroup.(Thisstepisnecessarybecausethe words Running head appear only on the title page.)Formatting Research Papers5 Click the Header button a second time. (Look to the far left of the tab.) Choose the Blank (Three Columns) header. Click on the middle header column ([Type Text]) and then press the [Delete] key. To insert the page number, irst click on the right-hand column of the header.6Formatting Research Papers Click the Page Number button in the Header & Footer group. From the drop-down menu, click on Current Position and select Plain Number. Click on the left-hand header column. Type the words Running head followed by a colon and a space.Formatting Research Papers7 Type the running head (two or three key words taken directly from the title of your paper)in ALL CAPS. After you changed the typeface and set the font size according to your preferences when you set up the document, the typeface and font size in the header may have defaulted to Calibri and 11-point. To ix this to maintain consistency throughout the paper, hold down the [Control] key and press A to select all text in the header. Return to the Home tab and set the typeface and font size in the header so that they match your earlier preferences. Click on the Design tab. Click on the red Close Header and Footer button located at the top right of the tool bar.8Formatting Research PapersFormatting Research Papers9 Press the [Enter] key 10 times. Click on the Home tab and then click the Center button in the Paragraph group. Type the following on separate lines: the full title of the paper, your name, and the name of your institution (in this case, Southern Utah University). Save the ile by clicking on the Ofice button and using the Save As command. If youre working on an APA Style paper that requires running heads, go to the next page and insert a page break. Then follow the directions for inserting running heads on subsequent pages. If your paper requires an abstract, continue to that section, Otherwise, procede to instructions for the body of the paper.Page BreaksIn a research paper formatted in APA style, you must start a new page for each of the sections listedbelowandarrangetheminthefollowingorder:Titlepage,Abstract(ifrequired),Body, References. And, as stated above, all pages after the title page have a header with only the short title and page. With the Page Break feature of Word, you can easily divide your paper into sections.To insert a page break: Place the cursor after the last text character you typed in a section. Click on the Insert tab. Click the Page Break button in the Pages group.10Formatting Research PapersClicking on the Page Break button will instruct MS Word to conclude the page and begin a new page. The cursor will appear at the top of the new page, and its alignment will be congruent with the alignment at the end of the previous page (in this case, centered).To create the header for pages after the title page: Click on the Insert tab; then click the Header button in the Header & Footer group.Formatting Research Papers11 Choose the Blank (Three Columns) header. Click on the middle header column and hit the [Delete] key.12Formatting Research PapersFormatting Research Papers13 Click on the right-hand header column, and click the Page Number button in the Header & Footer group.Then, from the drop-down menu, click on Current Position and select Plain Number. Click on the left-hand header column and type the running head in ALL CAPS. Make sure it matches the running head you typed on the title page. Select all the text in the header and set the typeface and font size to the preferences you selected when you set up the document. (You may need to return to the Home tab.)14Formatting Research Papers Click on the red Close Header and Footer button located at the top right of the tool bar.The AbstractThe abstract is a one-paragraph, self-contained summary of the most important elements of the paper. The abstract begins on a new page and should not exceed 120 words. All numbers in the abstract (except those beginning a sentence) should be typed as digits rather than words.To format and create an abstract: Click on the Home tab; then click the Center button in the Paragraph group. Type the word Abstract on the irst line.Formatting Research Papers15 Press[Enter]togotothenextlineofthepage;thenclicktheAlignLeftbuttoninthe Paragraph group. Note that the cursor will move to the lush-left position. Type the text of your abstract. Do not indent the irst line. Then press [Enter]. Click on the Insert tab, and click the Page Break button in the Pages group.The Body of the PaperThebodyofthepaperbeginsonanewpage.Subsectionsofthebodyofthepaperdonot begin on new pages (until you reach the References section). The irst line of each paragraph is indented one-half inch from the left margin.HeadingsHeadings are used to organize the document and relect the relative importance of sections. Like other main (irst-level) headings, the introduction uses boldface centered uppercase and lowercase letters, but it does not use the word introduction. Instead, it uses the entire title of the paper. Allothermainheadings(suchasLiteratureReview,Rationale,ResearchQuestions, Method, Results, Discussion, Conclusion, References and Appendix) use boldface centered uppercase and lowercase letters.16Formatting Research PapersFormatting Research Papers17 Subheadings (second-level headings) are lush left and boldface. They use uppercase and lowercase letters. Subheadings are commonly used in the literature review (below) and in the Method section, where information about Participants, Design, and Procedure appears.Reference Citations in the TextFollowing APA Style, source material must be documented in the body of the paper by citing theauthor(s)anddate(s)ofthesources.Theprinciplehereisthatideasandwordsofothers must be formally acknowledged. The reader can obtain the full source citation from the list of references that follows the body of the paper. Paraphrasing Paraphrased or summarized material is documented like this:If the names of the authors of a source are part of the formal structure of the sentence, the year of publication appears in parentheses following the identiication of the authors:Smith and Jones (2004) found Einsteins theory awed.Iftheauthorsofasourcearenotpartoftheformalstructureofthesentence,boththe authors and years of publication appear in parentheses, separated by semicolons:Subsequent research supports these results (Brown & Greene, 2006; Hamilton, 2008).The same general rules regarding author(s) and date(s) apply to electronic sources cited within your paper. For a source without an identiied author, use the irst few words of the title to document the source within the text, followed by the date of publication, if given:Hisstatusasapopcultureicongrewinthelastgeneration (Einstein Online, n.d.).Note:Theampersandsymbol(&)isusedwhenmultipleauthorsareidentiiedin parenthetical material, but the word and is used when multiple authors are identiied as part of the formal structure of the sentence.18Formatting Research Papers QuotingWhenadirectquotationisused,alwaysincludetheauthor,year,andpage number as part of the citation. Give the page number immediately after the quotation, even in midsentence.The key is to remember that all 3 elements of the citation author, year, page number must be given, whether in parentheses or as part of the sentence. For example:In their 2007 article, Duncan and Sebastian claimed the results of the university study were inconclusive due to the unscienti c method of data collection (p. 121).Herea another example:DuncanandSebastiancriticizedtheuniversitysunscienti c method of data collection (2007, p. 121) that led to the studys inconclusive results.And another example:Numerous members of the scienti c community were critical of the unscienti c method of data collection (Duncan & Sebastian, 2007, p. 21) that led to the results of the study.Note: For a quotation from an electronic source such as an online article or Web page, give the paragraph number if no page number is available. Use the abbreviation para. LongquotationsAquotationofmorethan40wordsshouldbesetoff(without quotations marks) from the surrounding text. A long quotation is a double-spaced block of text, indented inch from the left margin. Place the parenthetical reference two spaces after the end punctuation of the last sentence.To format a long quotation: Begin the quotation on a new line; type the quotation, and then select the text.Formatting Research Papers19 If necessary, click on the Home tab. Click the dialog-box launcher (lower-right corner) in the Paragraph group. IntheParagraphdialogbox,undertheIndentsandSpacingtab,increasetheleft indent to 0.5. Then click [OK].20Formatting Research Papers Second or indirect sources Give the secondary source in the reference list; in the text, name the original work and give a citation for the secondary source.For example, if Grodins work is cited in Jones and you did not read Grodins work, list the Jones work in the reference list. The citation in the text would look like this:Jonesconcludedthatlibrariansareoneofthemoretrusted professions in the United States (as cited in Grodin, 2004).ReferencesAllsourcesincludedintheReferencessectionmustbecitedinthebodyofthepaper.The ReferencessectionbeginsonanewpagewiththeheadingReferencescenteredontheirst line below the manuscript page header. The references are formatted with a hanging indent (see below) and begin on the line following the References heading.Entriesareorganizedbylastnamesofirstauthors.MostReferenceentrieshavethree components: Author(s)Multipleauthorsarelistedinthesameorderasspeciiedinthesource, using last names and initials. Commas separate all authors. When there are seven or more authors,listtheirstsixandthenuseetal.torepresenttheremainingauthors.Ifno author is identiied, the title of the document begins the reference. YearofPublicationPlacetheyearinparenthesesfollowingtheauthor(s),witha period following the closing parenthesis. If no publication date is identiied, use n.d. in parentheses following the author(s). Source Reference For a journal article, this includes the article title, journal title, volume (and sometimes issue) number, and page number(s); for a book, it includes the title, city of publication, and publisher. In general, the source reference for Web documents includes author and date (if known) as well as title, date of retrieval, and URL (Web address). Italicize titles of journals, books, and web pages, and periodical volume numbers.To create a hanging indent: Select (highlight) all references on the References page.Formatting Research Papers21 If necessary, click on the Home tab. Then click the dialog-box launcher (lower-right corner) in the Paragraph group. IntheParagraphdialogbox,undertheIndentsandSpacingtab,gotothemenufor Special indentation, and select Hanging. The click on [OK]. MS Word will then create the hanging indent for your references.AfterusingtheParagraphdialogboxforindentinglongquotesorcreatingahanging indent, you may ind that the new formats apply to text you type after the long quote or the references (for example, for information you include in an appendix).It may be necessary to return to the Paragraph dialog box and restore the previous format.Atthispoint,wehaveconcludedformatinstructionsusingMSWord.Thenextseveral pages include helpful hints for bibliographic information required in the reference section ofAPAStyledocuments.Itservesasasupplementto,butnotasubstitutefor,theAPA Publication Manual.22Formatting Research PapersAppendix:Examples of Citations for APA Reference SourcesIn communication research and in the social sciences in general, the most common style is the style of the American Psychological Association APA Style. The entire set of APA Style rules is found in the APAs Publication Manual, but bookstores charge so much for it that we have instead asked you to buy the pocket style guide, Concise Rules of APA Style.Please become familiar with it as you will need to use it for items not covered in this section. Meanwhile, we offer some examples here of commonly used references in APA style.General Reference Form for Articles in PeriodicalsThis basic form is taken from page 215 of Concise Rules of APA Style:Author, A. A., Author, B. B., & Author, C. C. (year). Title of article. Title of Periodical, xx(x), pp-pp. doi: xx.xxxxxxxxx Note that only the authors last names and initials are used; no irst names. If there is more than one author, insert a comma after the irst authors initials. Then insert either the next authors name, or an ampersand (&) for an article with only two authors. Do not insert another comma after the last authors initials. Next comes the year in parentheses, followed by a period. Next comes the title of the article. Only the irst word and proper nouns should be capitalized in titles of articles. Do not italicize titles or use quote marks. Conclude the title with a period. Next comes the title of the periodical. It is italicized, but do not use quote marks. All key words in the publication title should be capitalized. After the title of the article, insert a comma. The next item is the volume number of the publication. It is also italicized and followed by a comma, unless each issue of the journal begins on page 1, in which case the volume number is also accompanied by the issue number. If the volume number is accompanied by the issue number, switch from italics to normal case without skipping a space, and insert the issue number in parentheses, followed by a comma. Insert the page numbers where the article is found in the periodical, followed by a period. If available, conclude with the digital object identiier (DOI). To do so, insert the letters doi followed by a colon after the page numbers. Then provide the DOI registration number. Do not insert a period after the DOI number.The DOI is an alphanumeric string assigned by the International DOI foundation to identify content and provide a reliable link to its location on the Internet. It is a fairly new innovation. APA Style recommends including them at the end of all periodical references when they are available. It will make it easier both for you and for future scholars to ind articles.Formatting Research Papers23PeriodicalsThissectionexamplesofcitationsforperiodicals,includingacademicjournals,magazines, newsletters and newspapers. The basic form is:Author, A. A. (date of publication). Title of article. Title of periodical, Volume and/or Number, page(s). Article in an academic journal with volume and issue number:x.Shagoury, R. (2009). Language to language: Nurturing writing development in multilingual classrooms. YC Young Children, 64(2), 52-57. Article in a monthly or bimonthly periodical:Quirk, M. (2007, December). Bright lights, big cities: Slums are burgeoning worldwideand thats a good thing. The Atlantic Monthly, 32-33. Article from a weekly or biweekly magazine or newspaper:Samuels, A. (2009, May 18). Michelle hits her stride: The rst ladys diverse approach to diversity. Newsweek, 40. Article from a daily newspaper:Beckmann, F. (2008, December 5). Skeptical scientists caution Obama on climate change xes. The Detroit News, p. 19A.Books and Other Non-PeriodicalsThissectionexamplesofcitationsforbooksandothersources,suchasreports,pamphlets, brochures, and manuals. The basic form is:Author, A. A. (year of publication). Title of book. Place of publication: Publisher. One author:Chang, J. (2005). Cant stop, wont stop: A history of the hip-hop generation. New York, NY: St. Martins Press. Two authors:Huetinck, L. & Munshin, S. N. (2008). Teaching mathematics for the 21st century: Methods and activities for grades 6-12. Upper Saddle River, NJ: Pearson/Merrill Prentice Hall. Three to seven authors (list all authors):Hood, R.W., Hill, P.C., & Williamson, W.P. (2005). The psychology of religious fundamentalism. New York, NY: Guilford Press. EightormoreauthorsIlisttheirstsixauthors,insertellipses,andaddthelast authors name:Hunt, T. C., Joseph, E. A., Nuzzi, R. J., Williams, R. B., Traviss, M. P., Shimabukuro, G., . . . Hewson, P. D. (2001). Handbook of research on Catholic education. Westport, CT:Greenwood Press.24Formatting Research Papers Group author:National Center on Education and the Economy. (2007). Tough choices for tough times: The report of the New Commission on the Skills of the American Workforce. San Francisco, CA: John Wiley & Sons. Multiple books or other works by the same author (arrange by year of publication, oldest irst):Gurian, M. (1999). The good son: Shaping the moral development of our boys and young men. New York, NY: Penguin Press.Gurian, M. (2003). What could he be thinking? How a mans mind really works. New York, NY: St. Martins Press. Edited book:Graham, M. (Ed.). (2004). Cambridge companion to the African American novel. New York, NY: Cambridge University Press. Encyclopedia or dictionary:Beaulieu, E. A. (Ed.). (2003). The Toni Morrison encyclopedia. Westport, CT: Greenwood Press.Part of a Non-Periodical Book chapter, essay or article from an edited work:Vogel, D. (2007). How green is Judaism? Exploring Jewish environmental ethics. In T. OBrien & S. Paeth (Eds.), Religious perspectives on business ethics: An anthology (pp. 259-276). Lanham, MD: Rowman & Little eld. Book chapter, essay or article from an edited work (no author given):A period of commercial crisis: 1900-1903. (1990). In C. Harpole (Ed.), History of the American cinema (Vol. 1, pp. 297-336). New York, NY: Charles Scribners Sons.Electronic Sources Electronic book (eBook):Chidester, D., Dexter, P., & James, W. (2003). What holds us together: Social cohesion in South Africa. Retrieved from http://books.google.comThomas, R.W. (1992). Life for us is what we make it: Building black community in Detroit, 1915-1954. Bloomington, IN: Indiana University Press. Retrieved from NetLibrary. Article in an Internet-only journal:Cotton, S. M. & Crewther, S. G. (2009). The relationship between reading and intelligence in primary school aged children. The Open Education Journal, 2. Retrieved from http://www.bentham.org/open/toeduj/openaccess2.htmFormatting Research Papers25 Web page with a larger Web site:x.Smith, R. C. (2000, June 1). Imari Obadele: The father of the modern reparations movement. Retrieved from http://www.hartford-hwp.com/archives/45a/312.html Web page within a larger Web site (no author, no date):Talking with kids about HIV and AIDS (n.d.). Retrieved from http://www.talkingwithkids.org/aids.html Multipage Web site created by a private organization (no date):The International Re-evaluation Counseling Communities. (n.d.). Re-evaluation counseling. Retrieved from http://www.rc.org Blog post:Watson, Angela (2009, May 5). Whos in control in your classroom? [Web log message]. Retrieved from http://thecornerstoneforteachers.blogspot.com/Papers Presented at Academic Conferences or Meetings One author:Husselbee, L.P. (2008, March). Diffusion of news and the death of LDS church president Gordon B. Hinckley. Paper presented at the annual meeting of the Utah Communication Association, Cedar City, UT. Two authors:Husselbee, L.P., & Stein, K.A. (2010, August). In the rough: Tiger Woods apology and journalistic antapologia. Paper presented at the annual meeting of the Association for Education in Journalism & Mass Communication, Denver, CO.Doctoral Dissertations and Masters Theses For an unpublished dissertation or thesis:Nunamaker, N.A. (1977). The National News Council: A study of its concept and development, 1972-77. (Unpublished doctoral dissertation). Vanderbilt University, Nashville, TN. For a doctoral dissertation listed in Dissertation Abstracts International:McLaughlin, K.M. (1990). Legitimating ctions: Journalism and the aesthetics of autonomy in the nineteenth century European novel. Dissertation Abstracts International: Section A. Humanities and Social Sciences, 50(09), 2889A.No Publication Date When no date of publication is given, insert n.d. where you would insert the date:Freedom Forum Media Studies Center. (n.d.). When no news is good news. Retrieved from http://www.freedomforum.orgAudiovisual MediaFor motion pictures, the basic form is:Producer, P. P. (Producer), & Director, D. D. (Director). (Date of publication). Title of motion picture (Motion picture). Country of origin: Studio or distributor. Motion picture:Speilberg, S., Molen, G. R., Kennedy, K., & Lustig, B. (Producers), & Spielberg, S. (Director). (1993). Schindlers list (Motion picture). United States: Universal Studios.A&E Television Networks (Producer). (2001). Forensic rsts: The criminal mind/Under the microscope (Motion picture). United States: A&E Television Networks.Gardner, R. (Producer & Director). (1998). Warnings from the ice (Motion picture). United States: WGBH Boston. Episode of a television show:Sorkin, A. (Writer), & Boyle, D. (Director) (2000). Take out the trash day [Television series episode]. In A. Sorkin, & T. Schlamme (Executive producers), The west wing. Burbank, CA: Warner Bros. Television. Audio recording, individual song:Berryman, G., Buckland, J., Champion, W., & Martin, C. (2008), Viva la vida [Recorded by Coldplay]. On Viva la vida or death and all his friends [CD]. United Kingdom: Capitol Records. Audio recording, entire recording:Corporon, E. (Conductor). (2003). Teaching music through performing marches [CD]. Chicago: GIA Publications.Osborne, H. (Interviewer). (2005). Adult learners in healthcare [CD]. Natick, MA: Health Literacy Consulting. Audio podcast:Shapiro, J. (2009, May 19). Report: Discipline methods endanger disabled kids. Morning Edition [Audio podcast]. Retrieved from http://www.npr.org Video podcast:de la Cruz, B. (Director). (2008). Growing up bi-racial [Video podcast]. Retrieved from http://www.washingtonpost.com Online video iles:C-SPAN. (2009, January 20). President Barack Obama 2009 inauguration and address [Video le]. Video posted to http://www.youtube.com/watch?v=VjnygQ02aW426Formatting Research PapersFormatting Research Papers27Notes about Audiovisual Media Give the name and function of primary contributors (producer, conductor, interviewer). Specify the medium in brackets after the title. Give the location and name of the distributor.Notes about URLs (Web addresses) Punctuation Do not place a period after a citation that ends with a URL. Long URLs Do not insert a hyphen if you need to break a URL across lines; instead break the URL by inserting a space after punctuation such as a period (dot) or slash ( / ). HyperlinksAfteryoutypeorpasteaURLintoyourpaperandpressthe[Enter]key (or the spacebar), MS Word may automatically hyperlink the URL, and it will become blue underlined text that will link to the Web page with that URL when you click on it. To remove the hyperlink, right-click on the URL and select Remove Hyperlink.Interviews and Personal Communications Duringthecourseofyourresearch,youwillattimesexchangeletters,memos,or e-mail messages with sources. You may even talk to them on the phone. These sources do not provide recoverable data; therefore, they are not cited in the reference list. However, you still need to cite them in the text of your paper. Use this format:(P. Breinholt, personal communication, November 23, 2008)Notethatthecitationisparenthetical.Itfollowsthequotedmaterialinthetext. Itbeginswiththeirstinitialandlastnameofthesource,followedbythewords personalcommunication,andconcludeswiththedateofthecommunicationor conversation.