How to APA Format in Word: Template, Citations and References

Whether it's a dissertation chapter, a report for a professional course or a white paper you want to look academic, APA style comes down to three things in Word: the page layout, the in-text citations and the reference list at the end. Word can handle the last two almost automatically, and a template takes care of most of the first. The trick is knowing which parts Word does for you and which you still need to check.

Start from an APA template

1. Open Word and go to File, New. In Word for the web, Microsoft says to select Browse templates.
2. Type APA Template in the search box.
3. Open the template you want and save it under your own name.
4. Replace the placeholder title, author and header text with yours.

Microsoft suggests renaming the file, editing the header, and adding a table of contents that updates automatically so you're not retyping page numbers every time a page break moves. A template gets the title page and headings close to APA from the start, which is far easier than reformatting a finished document.

Setting Word's citation style to APA

Before you add a single citation, tell Word which style you're using:

1. Go to the References tab.
2. In the Citations & Bibliography group, select the arrow next to Style.
3. Choose APA.

Microsoft lists APA alongside Chicago, IEEE, MLA and others. If you change the style later, Word reformats the citations and bibliography it generated, which is handy if a tutor or client asks for a different style halfway through.

Adding an in-text citation

1. Click at the end of the sentence you want to cite.
2. On References, select Insert Citation, then Add New Source.
3. Choose the Type of Source, such as a book, a journal article or a website.
4. Fill in the author, title, year and other details, and select OK.

Word drops an author and date citation into your sentence. The next time you cite the same source, select Insert Citation and pick it from the list rather than typing it again. If you don't have the details to hand, Microsoft says you can choose Add New Placeholder and fill it in later; placeholders show a question mark in Source Manager so you can find them.

Building the reference list

Microsoft says Word automatically generates a bibliography from the sources you've used. To add it:

1. Click where the list should go, usually on a new page at the end. Ctrl+Enter starts a new page.
2. Go to References, Bibliography.
3. Pick a format with a heading, or choose Insert Bibliography for the list on its own.

APA calls this the References page, so if your chosen format adds a different heading, change it to References.

What Word won't get right on its own

Here's the catch, and Microsoft says it plainly: APA can change its format, so you need to check that Word's version meets your requirements. Word's built-in style may lag behind the latest APA edition, and your university or client may have its own tweaks. Treat Word's output as a strong first draft, not the final word.

Microsoft also documents a known bug: if you cite several works by the same author, Word's APA citation can wrongly include the publication title. Click the citation, choose to edit it, and adjust the fields shown to fix it. It's worth checking any author you've cited more than once.

Layout checks to do yourself

Element	What to check	Where in Word
Line spacing	Usually double spacing throughout	Ctrl+2, or Home, Line and Paragraph Spacing
Font	The font and size your guide asks for	Home, Font
Page numbers	In the header on every page	Insert, Page Number
Headings	Consistent heading levels	Home, Styles
Reference list	Alphabetical, with the right indent	References, Bibliography, then Paragraph settings

I've deliberately not listed exact sizes and margins here, because those belong to the APA manual and your institution, not to Word. Check the current guide you've been given, then set the template once and save it for next time.

APA versus MLA in Word

The steps in Word are identical; only the Style you choose changes. If you've been asked for MLA instead, my guide to MLA format in Word covers the differences in the title page and the works cited list. And if a stray page or odd header appears halfway through, a section break is often the culprit; my guide to removing a section break in Word helps you find it.

Keeping sources tidy across papers

Once you've entered a source, Word remembers it in the Source Manager, which you'll find under References, Manage Sources. That's useful if you write several reports that cite the same studies: you can copy sources from your master list into the current document instead of typing them again. Placeholders you added while drafting are marked with a question mark there, so it's a good place to check nothing's been left unfinished before you hand the paper in.

My verdict

Start from an APA template, set References, Style to APA before you cite anything, and let Word build the reference list. Then spend ten minutes checking spacing, page numbers and any repeat authors against your guide. That combination gets you a correctly formatted paper without fighting Word line by line.

Frequently asked questions

Does Word have an APA template?

Yes. Go to File, New and search for APA Template. In Word for the web, use Browse templates.

How do I set Word to APA style?

Go to References, then the arrow next to Style, and choose APA before adding citations.

How do I make a reference list in Word?

Click where it should go and select References, Bibliography. Word builds it from the sources you've cited.

Is Word's APA style always up to date?

Not necessarily. Microsoft says APA can change its format, so check Word's output against the current guide.