APA Format Quick Guide

APA-7 delineates two versions: the student version and the professional version. Formatting elements except the title page, running head, and abstract are the same across both versions. At Liberty University, all undergraduate must use the student version and all graduate and doctoral students must use the professional version. Sample papers and templates in each version are linked below.

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Online Students

See a list of all services available to online students at www.liberty.edu/onlinewritingcenter

Residential Students

See a list of all services available to residential students at www.liberty.edu/writing

Undergraduate Students

• Will follow APA-7’s “Student Version”
• Simplified title page
• No running head
• No abstract

Graduate & Doctoral Students

• Will follow APA-7’s “Professional Version”
• Expanded title page
• Running head required (same on all pages)
• Abstract required (unless specified in instructions)

Helpful Resources

• Comprehensive APA-7 Reference List (PDF)
• APA-7 References to Legal Materials – Bluebook (PDF)
• Sample Annotated Bibliography for Undergraduate Students (PDF)
• Sample Annotated Bibliography for Graduate/Doctoral Students
• Choosing Appropriate Resources for Academic Papers (PDF)
• Citing Artificial Intelligence (AI) when permitted to use (PDF)

Style

• Use active voice, rather than passive voice (PDF).
• Be specific and concise.
• Avoid poetic or figurative language; scientific writing is the most appropriate for APA.
• Use past or present perfect tense (e.g., researchers have shown) for a literature review and description, and past tense when referring to results and experiments previously conducted.
• Title case = all significant words, usually those with 4+ letters, must be capitalized. Title case is used for titles of works mentioned in the body of your paper, and for the names of journals in your reference list. All five heading levels also use title case.
• Sentence case = only the first letter of the first word, proper nouns, and the word following a colon, if any, should begin with capital letters. Sentence case is used for all resource titles in the reference list (i.e., book or article titles, webpages, etc.).
• Use quotation marks around the titles of shorter works (i.e., articles or poems) and italics for the names of larger words (i.e., books or plays) mentioned in the body of your paper.
• APA-7 allows a wide array of fonts and sizes but Liberty University prefers all course assignments to be completed in 12-point Times New Romans or 11-point Calibri font.

Headings

• APA papers use headings to separate paper sections and establish a hierarchy of information. Short papers (usually five pages or less in the body of the paper) may not have any headings unless required, but longer papers benefit from the organizational aspects of headings.
• Always begin with Level 1 headings and apply the appropriate heading and subheading levels from there. Do not simply progress from Level 1 to Level 2 to Level 3.
• For each heading, include at least two subsection headings or none at all. This follows the same principle as an outline: Section one would be divided into sections A and B or more; A cannot stand alone.
• As such, heading levels align with outline levels: Capital Roman letters in an outline become Level 1 headings, Capital Arabic letters become Level 2 headings, etc.
• Please note that some of the sample papers published by APA to demonstrate proper APA-7 format (including the “professional” version on pp. 50-60 of the APA-7 manual) depict the “Conclusion” section with a Level-2 heading. This is limited to empirical papers that are being submitted for publication in scholarly journals, as those conclusions pertain to the “Discussion” sections in such papers and are not conclusions of the overall papers themselves. Conclusions in academic papers at Liberty University will be Level 1 headings (including dissertations and theses, which are divided by chapters, unlike journal article manuscripts).
• A paper may only have Level 1 headings if it is not divided into smaller subsections — or the content under some Level 1 headings may include two or more Level 2 headings (and some content under Level 2 headings may include two or more Level 3 headings).
• See the sample APA papers for visuals of these heading levels:
  • Level 1: centered, boldface, in title case, with the content beginning on the line below
  • Level 2: left-aligned, boldface, in title case, with the content beginning on the line below
  • Level 3: left-aligned, boldface, italicized, in title case, with the content beginning on the line below
  • Level 4: indented, boldface, in title case with a period, then one space, and begin your content on the same line
  • Level 5: indented, boldface, italicized, in title case with a period, then one space, and begin your content on the same line

  Citations

  • An in-text citation is used whenever another author’s work is directly quoted or paraphrased.
  • Citations for paraphrases use an author/date format: (Author, Publication Year), e.g. (Smith, 2007).
  • The citation for a direct quote should also include the page number: (Author, Year, p. #). If no page number is available (as in the case of an online webpage), list the paragraph: (Author, Year, para. 11). APA-7 expands this to including descriptive location details to get your reader to that content in longer non-paginated electronic resources such as e-books. In such cases, provide a heading or section name. If the heading or section name is brief (generally four words or less) include the full name, without quotation marks (i.e., Owen, 2020, Attachment Disorders section, para. 8). If the heading or section name is too long (generally, more than four words), use an abbreviation of the heading or section, encapsulated in quotation marks. For example, for a section named “Peace and Power in Modern Day Relationships,” the citation would be (Owen, 2020, “Peace and Power” section, para. 3).
  • You can move information from the in-text citations to other parts of the sentence that the quote is part of as long as all required elements are present: e.g. Smith (2007) says, “arrows are sharp” (p. 8). However, the date follows the author’s/authors’ name(s), unless APA’s exception applies for subsequent citations of the same resource in a paragraph in which the first such citation was narrative in-text (not parenthetical; discussed further in Liberty University OWC’s sample APA papers).
  • The page number follows a direct quote, even if these elements are split within your sentence. For example, Smith and Harlow (2011) elaborated on this by suggesting that “paper planes can float” (p. 8). Owen (2017) posited that “foxes can fly” (p. 17) in her dream analysis.
  • Any quotation longer than 39 words should be made into a freestanding “block” of text, with no quotation marks (see Liberty University OWC’s sample APA papers due to formatting limitations of this webpage).
  • The entire left margin of block quotes should be indented one-half inch as a whole “block” (with no extra indent on the first line).
  • The parenthetical citation with the page number on block quotes follows the quote and period, with no additional punctuation after it (unlike shorter quotes, where the parenthetical citation falls within the sentence itself with the period following it).

  Special Rule Regarding Repeat Citations

  • APA-7 allows writers to cite their source only once per paragraph, provided the reader can discern where the other sentence(s) derived from. This requires specific structuring. For example: Owen (2020) claimed that “foxes can fly” (p. 17). She detailed their nocturnal habits. Her research gave critical insight into this population.
  • In each of the second and third sentences above, the sentences were structured in such a way that the content clearly refers back to Owen’s work. In the case of Bible verses, it is easy for the reader to understand that subsequent citations of those came from whichever Bible version was cited earlier in that paragraph. For any subsequent verses cited in a paragraph that already has a full Bible citation, you can just use the verse itself. In each new paragraph (or if you change versions in the same paragraph), you will need to include the full citation.
  • For example: God calls each of us to witness to others to “make known with boldness the mystery of the gospel” (New American Standard Bible, 1971/1995, Ephesians 6:19-20). Mark 13:10 and Matthew 28:19 command us to preach to all nations and make disciples… There is no need to add the Bible version in that second sentence because the reader knows both of those verses refer to the same version of the Bible cited in the previous sentence.

  Bible

  • The rules for Bible citations have changed completely; you must now cite the Bible version in the body of the paper and include it in your reference list. Please see the appropriate sample APA-7 paper for your level of study for a detailed discussion of this.
  • Note that APA-7 specifies to cite Bibles in “book formats” (p. 302) that are “treated as having no author.” Below are some examples of the hard copy references versus online references of some common versions. The citations are the same for both, as they contain the version name and the year(s) of publication. If you are using a different version, you will format it by following the examples given below (be sure to include a hanging indent, which this webpage cannot feature).
  • Scripture should be cited from one of the mainstream Bible versions (see list of some below). Study Bibles are generally NOT considered scholarly, as the notes within can be quite biased depending on the author of those notes, and thus Study Bibles should only be used sparingly by Divinity students as to exegetical projects.
  • When including a verse, place it in the locator position after the year (in place of the page number). For example, “For God so loved the world, that He gave His only begotten Son, that whoever believes in Him shall not perish, but have eternal life” (New American Standard Bible, 1971/1995, John 3:16). You can also introduce it in the text of the sentence itself: John 3:16 proclaims that “For God so loved the world, that He gave His only begotten Son, that whoever believes in Him shall not perish, but have eternal life” (New American Standard Bible, 1971/1995).

  Christian Standard Bible	(Christian Standard Bible, 2017)	Christian Standard Bible. (2017). Holman Bible Publishers.
  English Standard	(English Standard Bible, 2001/2016)	English Standard Bible. (2016). Crossway Bibles. (Original work published 2001)

  Liberty University Class Lectures

  Since the purpose and function of APA references is to ensure the reader has sufficient information to be able to locate the original source if necessary, include course details and credit Liberty University when referencing class lectures and PowerPoint presentations since the URL does not provide sufficient locator details itself. Italicize the name of the lecture itself. If the course has multiple lectures per week, you can include the week and lecture numbers; otherwise omit those elements.

  If you have a direct URL, use that (see the Peters reference below); otherwise use the URL to Liberty University’s Canvas homepage (the reference on the left below). If the date is provided (see the Peters reference below), use that; otherwise use the year and semester that you took the course in (the reference on the left below):

  When no presenter is named in the video itself, name Liberty University in the author’s position: Liberty University. (2021, Spring). BIOL 102: Human biology. Week one, lecture two: Name of class lecture. https://canvas.liberty.edu

  When a presenter is provided, name that person in the author’s position and include Liberty University in the publisher’s position after the name of the lecture: Peters, C. (2012). COUN 506, Week one, lecture two: Defining integration: Key concepts. Liberty University. https://podcasts.apple.com/us/podcast/definingintegration-keyconcepts/id427907777?i=1000092371727

  References

  • Center the word “References” (in bold font but without quotation marks) on the top line of a new page following your conclusion. This term is also now regarded as a Level 1 heading. If you have only one resource to cite in the entire paper, APA authorizes the use of singular “Reference.”
  • Use hanging indents (the first line of each entry should be left-justified, with lines two+ indented ½” from the left margin).
  • Alphabetize all entries by the first word in each (usually the first author’s last name for each).
  • Note that you must include a comma after the author’s name that precedes the ampersand in the reference list, even when there are only two authors. This does not apply to citations in the body of the paper.
  • There should only be one space after periods in the reference list entries, just as in the body of the paper.
  • If a work has more than 20 authors, list the first 19 followed by an ellipsis (…). Include the last author’s name immediately after the ellipsis as the final author mentioned. Do not include an ampersand (&) in references with 20 or more authors.
  • Note that APA-7 allows writers to superscript the suffixes of ordinal numbers, as long as the writer is consistent throughout (see section 6.35 of the APA-7 manual). The examples included in the resources in this Quick Guide include superscripted suffixes for all book edition numbers, in accordance with APA-7’s option to do so.
  • Do include reference entries for classical works including the Bible.
  • Do not include reference entries for personal communication.
  • Do not include a period after a URL or DOI.
  • Note that the issue number of a journal article should be connected/attached to the volume number — e.g., 12(8). The volume number should be italicized, but the attached parentheses and issue number should not.
  • Check Google Scholar or Crossref for DOIs of all articles published since 2007, if one is not readily denoted on the article itself.
  • Format all DOI entries in URL format (https://doi.org/xx.xxxxxxx).
  • Omit the publisher city and state in most cases (exception: conferences and symposiums).
  • Only include the access date for online content that is likely to change (such as wikis).
  • Do not include hyperlinks that require log-on credentials to access, unless required by your assignment. This includes OpenAthens links obtained from searches in the Liberty University library databases. APA requires a DOI number whenever available, or a direct URL if a DOI is not available. If neither are available, do not add any other kind of link. Check Google Scholar for hidden DOIs and direct URLs (which will appear in the right column of your search results (see example below; click on it to get the full direct URL):
  • See the links at the top of this page for expansive reference entry examples.

  Discussion Board Posts

  The formatting in a discussion board post should be the same as that for a paper except that you will not have a title page or pagination, and the reference list will fall immediately under the body of the text (not on a separate page). A basic template is provided at the link below, with the background formatting elements already programmed in (e.g., line-spacing, font, and hanging indent as applicable). I recommend that students use the template and save their file in case of a glitch when uploading, then click Control-A to select all and Control-C to copy all, then go to Canvas and click Control-V to paste. Some of your formatting may not transfer properly to Canvas, but professors should be aware of the inherent formatting issues within Canvas when copying and pasting content.

  Video Tutorials

  There are a number of video tutorials available in the Online Writing Center channel