automating the process of apa formatting using msword © karen conerly 2013

© Karen Conerly 2013

FORMATTING YOUR PAPER

APA STYLEAutomating the process of

APA formatting using MSWord


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


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


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


Basic Format and LayoutAPA 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.


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


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/

http://www.apastyle.org/

Sample of APA Cover Page



Cover Page in APA Formathas 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


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)

The Body of the Paper Type your paper, remembering to add in-text

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



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

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.



Placing In-Text APA Citations

While in MS Word:Click on ReferencesClick on Insert CitationClick on Add New SourceChoose the type of source from the listFill in all the information you canUse na for information you cannot findIf reusing the same source multiple times, click

on the author’s name in the list MS Word provides


Editing the APA In-Text Citation

If you need to edit the parenthetical in-text citation there are two ways:Click on the author’s name till you get a boxClick on the arrow to the right of the boxClick on “convert citation to static text”Then you are able to retype the informationOR…

Click on Manage Sources on the upper part of the screen, select the source and click Edit.


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

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



Have Others Read It

Ask other people to review your paperFind out if they understand itAsk them to notice any errors

Take it to the Writing Lab in Holt 201Get an appointment: 954-5586Make it a few days before the paper is due

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