Last updated May 19, 2026

APA Format Paper: Step-by-Step Guide (With Free Template)

Your professor said “APA format” and you nodded like you knew what that meant. Now you’re staring at a blank Word document wondering where to start. Margins? Font? Title page? Running head? What even is a running head?

This guide covers the complete APA style paper format: page setup, title page, headings, body text, references, and the mistakes that cost students points every semester. It includes a free APA template Word users can download and start writing in immediately. No signup. No email gate.

Whether you need an APA research paper format reference, a quick apa format for paper checklist, or an actual APA paper example you can model yours after, everything is here. If you have never tried writing an APA paper before, start with the page setup section and work through each element. If you already know the basics and just need the APA word format settings, skip ahead to the template download.

In this guide:

1. What Is APA Format?
2. Page Setup (Margins, Font, Spacing)
3. Title Page (Student Version)
4. Abstract
5. Body Text and Heading Levels
6. References Page
7. Common Mistakes
8. Different Paper Types
9. Free APA Template Download
10. FAQ

What Is APA Format?#

APA stands for the American Psychological Association. APA format is a set of rules for how academic papers should look: margins, fonts, spacing, headings, title pages, citations, and references. It does not tell you what to write. It tells you how to present it.

The current version is APA 7th Edition (published 2019, with 2025 supplemental updates). If your professor just says “APA format” without specifying an edition, they mean 7th edition.

APA style is required in most psychology, education, nursing, social science, business, and criminology courses. It is used worldwide, not just in the United States. Universities in the UK, Australia, Singapore, Europe, and across South America assign papers in APA format.

One thing to know before you read any further: your instructor’s specific requirements override standard APA. If your professor asks for something different from what this guide describes (a running head on a student paper, a specific font, single spacing on the references page), follow your professor. APA is the default. Your syllabus is the override.

APA Style Paper Format: Page Setup#

These settings apply to the entire document, every page, no exceptions.

Paper size. 8.5 x 11 inches (US Letter). This is the APA standard. International students using A4 paper (210 x 297mm): the 1-inch margins work on both sizes, and most professors who accept digital submissions will not flag the difference. If you are unsure, check with your instructor or use US Letter to be safe.

Margins. 1 inch on all four sides: top, bottom, left, right. Word’s default is 1.25 inches on the left and right, so you need to change this. Go to Layout > Margins > Normal (1 inch).

Font. APA 7 allows several options: Times New Roman 12pt, Arial 11pt, Calibri 11pt, or Georgia 11pt. Pick one and use it for the entire document, including headings, page numbers, and references. Do not mix fonts. If your university restricts you to a specific font (many require Times New Roman 12pt only), follow that.

Line spacing. Double-spaced. The entire document. Title page, abstract, body, references, everything. No extra space before or after paragraphs. In Word: go to Home > Line Spacing > 2.0, then check “Don’t add space between paragraphs of the same style” under Line Spacing Options.

Paragraph indent. First line of every body paragraph is indented 0.5 inches. Use the Tab key or set a first-line indent in Word (Home > Paragraph > Special > First line > 0.5 inches). Do not use the spacebar.

Page numbers. Top-right corner of every page. The title page is page 1. In Word: go to Insert > Page Number > Top of Page > Plain Number 3 (right-aligned).

Running head. Student papers do not need a running head in APA 7. This changed from the 6th edition, and old templates still include it. If your professor specifically asks for one, add it. Otherwise, leave it out. Only professional papers (manuscripts submitted for journal publication) require a running head.

APA Paper Title Page (Student Version)#

The title page is the first thing your professor sees, and it is the most common place students lose formatting points. APA 7 has two different title page formats: one for students and one for professionals. Almost everyone reading this needs the student version.

Center all of the following elements on the page, double-spaced:

Paper title. Bold, title case (capitalize major words). Start about one-third of the way down the page. Keep it concise and specific, ideally under 12 words. “The Effects of Sleep Deprivation on College Student Academic Performance” is a good title. “My Psychology Paper” is not.

Your name. First name, middle initial (if used), last name. No titles, no degrees.

University or institution name. The full official name.

Course number and name. For example: “PSY 301: Research Methods in Psychology.”

Instructor name. Use the format your instructor prefers (Dr. Smith, Professor Smith, etc.).

Due date. Written out in full: May 19, 2026. APA uses the US date format (Month Day, Year). International students should follow this format on the title page even if your country uses a different date convention.

The title page has no heading labeled “Title Page.” It has no salutation. It has no abstract or body text. It is just these elements, centered, double-spaced, and nothing else.

Abstract (Usually Optional for Students)#

Most student papers do not need an abstract. APA 7 makes it optional for student work. Include one only if your instructor requires it.

If you do need an abstract:

The word “Abstract” goes at the top of a new page (page 2), centered and bold. Below it, write a single paragraph of 150 to 250 words summarizing your paper’s purpose, method, results, and conclusions. This paragraph has no first-line indent. Below the abstract, you may include a keywords line: indent 0.5 inches, write “Keywords:” in italics, then list 3 to 5 keywords in lowercase, separated by commas.

If your professor does not mention an abstract, skip this page entirely.

Body Text and APA Heading Levels#

The body of your paper starts on a new page after the title page (or after the abstract, if you have one). At the top, repeat the full title of your paper, centered and bold. This serves as the heading for your introduction. Do not write the word “Introduction” as a heading. APA does not use that label.

After the title, begin your first paragraph with a 0.5-inch indent.

The Five APA Heading Levels#

APA uses five heading levels to organize content. Most student papers only need Levels 1 through 3. Use as many levels as your paper requires, but always start with Level 1.

Level 1: Centered, Bold, Title Case The paragraph text begins on the next line with a first-line indent. Use Level 1 for major sections (Method, Results, Discussion).

Level 2: Left-Aligned, Bold, Title Case The paragraph text begins on the next line with a first-line indent. Use Level 2 to subdivide a Level 1 section.

Level 3: Left-Aligned, Bold Italic, Title Case The paragraph text begins on the next line with a first-line indent. Use Level 3 to subdivide a Level 2 section.

Level 4: Indented 0.5”, Bold, Title Case, Ending With a Period. The paragraph text continues on the same line.

Level 5: Indented 0.5”, Bold Italic, Title Case, Ending With a Period. The paragraph text continues on the same line.

Levels 4 and 5 are inline headings where the text runs right after the period. They are uncommon in student papers. If your paper is short enough that Levels 1 through 3 handle everything, do not add lower levels just for the sake of it.

References Page#

Start your references on a new page. Center the word “References” at the top, bold. Every source you cited in your paper gets a full entry here. Every entry in the references must have a corresponding in-text citation, and vice versa.

Formatting rules for the reference list:

Each entry uses a hanging indent: the first line is flush left, and every subsequent line is indented 0.5 inches. In Word: select your references, go to Home > Paragraph > Special > Hanging, set to 0.5 inches.

Double-space everything, including between entries. Do not add extra space between references.

Alphabetize entries by the first author’s last name. If the author is unknown, alphabetize by the first significant word of the title.

Here are the three most common reference types:

Journal article: Smith, J. A., & Jones, B. C. (2024). Title of the article in sentence case. Title of the Journal in Title Case, 45(2), 123-145. https://doi.org/xxxxx

Book: Williams, R. T. (2023). Title of the book in sentence case. Publisher Name.

Webpage: National Institute of Mental Health. (2024, March 15). Topic of the page in sentence case. Website Name. https://www.example.com/page

Notice the pattern: sentence case for article and book titles (only capitalize the first word and proper nouns), title case and italics for journal names, italics for book titles and standalone webpage titles.

Common APA Format Mistakes#

These are the errors that show up in paper after paper, semester after semester. Most of them take seconds to fix if you know to look for them.

Wrong margins. Word defaults to 1.25-inch left and right margins. APA requires 1 inch. Students who never change the default lose points on every paper they submit.

Running head on a student paper. APA 7 dropped the running head requirement for student papers. If you are using an old template or following a guide that references APA 6th edition, your title page is wrong. Student papers in APA 7 have page numbers only, no running head.

Single-spaced references. The references page is double-spaced, just like the rest of the paper. This includes the space between entries. Some students double-space the body but switch to single spacing on the references page, often because they are copying from a source that was formatted for publication, not for a student paper.

No hanging indent on references. Every reference entry needs a hanging indent. If your references are flush left with no indent, or if every line is indented, the formatting is wrong. First line flush left, subsequent lines indented 0.5 inches.

Mixing 6th and 7th edition rules. Old guides are everywhere. If your template includes “Running head:” on the title page or puts the author note above the institutional affiliation, you are looking at a 6th edition format. APA 7 changed both of these.

Wrong title page. APA 7 has two title page formats: student and professional. Using the professional format (with author note and running head) when you need the student format (with course name and instructor) is a common mistake, especially when using Microsoft Word’s built-in APA template, which defaults to the professional version.

APA Format for Different Paper Types#

The page setup, margins, font, spacing, and heading rules are identical regardless of what kind of paper you are writing in APA style. Student paper assignments, research manuscripts, and professional submissions all follow the same core formatting. What changes between paper types is the body structure.

Research paper (APA research paper format). The most structured type. The APA style research paper format typically includes Method (with subsections for Participants, Materials, Procedure), Results, and Discussion. This is the format used for lab reports, capstone projects, and empirical studies.

Term paper or essay (APA term paper format). Uses the same formatting but organizes the body around your argument rather than a research methodology. Sections might be thematic (Background, Analysis, Implications) rather than following the Method/Results/Discussion structure.

Literature review or APA summary format. Organizes the body around themes or findings from existing research rather than reporting new data. Heading structure follows the themes you identify.

Report (APA style report format). Follows the standard APA format with sections appropriate to the report’s purpose: Executive Summary, Findings, Recommendations, etc. An APA report format paper uses the same title page and references structure as any other APA paper.

Thesis or dissertation (APA thesis format). Longer works follow APA formatting for margins, spacing, headings, and references, but your university will have additional requirements for front matter (approval page, dedication, table of contents) and possibly different margin settings for binding. The APA style dissertation format provides the foundation, but always check your graduate school’s thesis handbook for institution-specific rules.

Manuscript for publication (APA manuscript format). If you are submitting to a journal, use the professional paper format (not the student format). This includes a running head, author note, and abstract. Check the specific journal’s submission guidelines for any additional requirements.

In all cases, the title page, margins, font, spacing, headings, and references follow the same rules described in this guide. The template works for all of them.

Free APA Template Word Download#

We built a free APA 7 template Word document configured to APA student paper format standards. Everything is pre-set so the APA paper format Word users need is ready to go: margins, font, spacing, heading styles, title page layout, and reference page with hanging indent. You do not need to configure anything manually.

This APA format Word document includes:

• Student title page with all required elements labeled
• Optional abstract page (delete it if your instructor does not require one)
• Body text with all five heading levels demonstrated using Word’s built-in Heading 1, 2, and 3 styles
• Sample research paper sections (Method, Results, Discussion) that you replace with your own
• References page with hanging indent pre-configured and three sample entries (journal, book, webpage)
• Instruction notes covering font alternatives, A4 paper size for international students, and how to adapt if your professor’s requirements differ

This APA 7 word template works in Microsoft Word 2016 and later and in Google Docs. To use it in Google Docs, upload the .docx to your Drive and open with Docs. If you need an APA style student paper template or an APA example student paper to see how it all fits together, this is it.

Note: this is a student paper template. If you need the APA professional paper format (for journal submission), APA provides a separate professional template on their website at apastyle.apa.org.

Download the Free APA 7 Template (.docx)

No signup required. Download, replace the placeholder text, and start writing. This is the only APA format template Word users need for student papers. If you are searching for an APA style template Word file that actually works in Google Docs too, this is it. And if you want an example APA format paper to study before writing your own, the template itself serves as one: every section is labeled and filled with explanatory text showing you exactly what goes where.

Frequently Asked Questions#

What is APA format for a paper?

APA format is a set of rules from the American Psychological Association that governs how academic papers are presented. It covers page layout (1-inch margins, double spacing, specific fonts), document structure (title page, optional abstract, body with headings, references), and citation style (author-date in-text citations with a full reference list). The current version is APA 7th Edition. It is the required format for most papers in psychology, education, nursing, and the social sciences.

What font and size does APA format use?

APA 7 allows four font options: Times New Roman 12pt, Arial 11pt, Calibri 11pt, or Georgia 11pt. Use one font consistently throughout the entire document. Many universities restrict this to Times New Roman 12pt only, so check your course syllabus or assignment guidelines. If no font is specified, Times New Roman 12pt is the safest choice.

Is APA format double or single spaced?

Double-spaced. Everything. The title page, abstract, body text, block quotations, references, and appendices are all double-spaced. There are no exceptions in APA 7. Make sure Word is not adding extra space before or after paragraphs, which can make the spacing look uneven even when line spacing is set to 2.0.

Do APA student papers need a running head?

No. APA 7th Edition removed the running head requirement for student papers. Student papers only need a page number in the top-right corner of each page. Professional papers (manuscripts submitted for journal publication) still require a running head. If your professor specifically requests a running head, add it. Otherwise, leave it out.

What goes on an APA 7 student title page?

Six elements, all centered and double-spaced: (1) paper title in bold and title case, (2) your name, (3) university or institution name, (4) course number and name, (5) instructor name, and (6) due date. The title should start about one-third of the way down the page. There is no running head, no author note, and no abstract on the title page.

What is the difference between APA 6 and APA 7?

The biggest changes: student papers no longer need a running head, the title page format was simplified and split into student and professional versions, up to 20 authors can be listed in a reference (previously limited to 7), DOIs are formatted as URLs, “Retrieved from” was dropped from most web references, the singular “they” is now endorsed, and font options expanded beyond Times New Roman. If you are using a template or guide that mentions “Running head:” on the title page, it is 6th edition and outdated.

How do I set up a hanging indent for APA references in Word?

Select all your reference entries. Go to Home > Paragraph (click the small arrow in the bottom-right corner of the Paragraph group). Under “Special,” select “Hanging.” Set the indent to 0.5 inches. Click OK. If the indent breaks after you paste new references, re-select and reapply. Our template has this pre-configured so you do not need to set it manually.

Does a student paper need an abstract?

Usually not. APA 7 says abstracts are optional for student papers. Include one only if your instructor explicitly requires it. When an abstract is required, it goes on its own page (page 2), with the word “Abstract” centered and bold at the top, followed by a single paragraph of 150 to 250 words with no indent.

How many heading levels does APA have?

Five. Level 1 is centered and bold. Level 2 is left-aligned and bold. Level 3 is left-aligned, bold, and italic. Levels 4 and 5 are indented inline headings. Most student papers only need Levels 1 through 3. Start with Level 1 for your major sections and work down. Never skip a level (do not go from Level 1 to Level 3 without a Level 2 in between).

I am an international student. Does APA format work the same outside the US?

Yes, the formatting rules are the same worldwide. Two things to watch: (1) Paper size. APA specifies US Letter (8.5 x 11 inches), but most countries use A4. For digital submissions, either size is generally accepted. If printing, check with your instructor. (2) Date format. APA uses the US format (Month Day, Year) on the title page. Use this format even if your country uses Day-Month-Year. (3) Spelling. The APA manual uses American English, but most international universities accept British English spelling as long as you are consistent throughout your paper.

What is the difference between a student paper and a professional paper in APA?

Student papers are written for course assignments. Professional papers are manuscripts submitted for publication in academic journals. The main differences: student title pages include course name, instructor, and due date; professional title pages include an author note and running head. Student papers usually do not need an abstract or running head. Professional papers require both. The body formatting (margins, spacing, font, headings, references) is identical.

When Formatting Takes Longer Than Writing#

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