A Practical Guide to APA Referencing (7th Edition)
If you are writing an academic paper, an article, or a professional document within the social sciences (including psychology), education, and other related fields, you are likely expected to follow the guidelines of the American Psychological Association (APA). At the moment (2025), the current standard is the APA 7th Edition. This guide will walk you through the basics of APA formatting and citation, ensuring that your work meets scholarly and professional standards.
Introduction to APA Referencing
What is APA Referencing?
APA referencing is a citation style created and maintained by the American Psychological Association. It is widely used in the social sciences for its clarity and consistency. The style provides standards for:
Formatting your document (margins, headings, spacing, etc.)
Citing sources in the text (known as in-text citations)
Listing full details about your sources at the end of your paper (known as the reference list)
Why is it Important?
Academic Integrity: Proper referencing acknowledges the work of others and avoids any suggestion of plagiarism.
Clarity and Consistency: APA style ensures that readers can easily locate and evaluate the sources you used.
Professionalism: Adhering to a well-recognized style communicates that your work meets the rigorous standards expected in academic and professional settings.
Key Elements of APA 7th Edition
Since the release of the 7th edition of the Publication Manual, there have been some changes and clarifications to previous guidelines. Key updates include:
Inclusive and Bias-Free Language: Greater emphasis on using language that is free from bias, particularly with regard to gender, race, disability, and age.
Student vs. Professional Papers: Clear distinctions in formatting based on whether your paper is for a class (student version) or for publication (professional version). Student papers typically do not require a running head, while professional papers do.
Font Flexibility: APA 7th allows a variety of font choices, as long as legibility is maintained (e.g., 11-point Calibri, 11-point Arial, 12-point Times New Roman).
Simplified In-Text Citations for Works with Multiple Authors: For sources with three or more authors, use the first author's last name followed by et al. in every citation (except when this would create ambiguity between references).
Changes in DOI and URL Presentation: DOIs and URLs in references are now standardized as clickable links where possible (e.g., https://doi.org/10.xxx). The label “DOI:” is no longer needed before the link.
Formatting Your Paper in APA 7th Edition
A well-formatted APA paper typically includes:
Title Page
Title of the paper (bold, centered, title case)
Author name(s)
Institutional affiliation
Course number and name (student papers) or Author note (professional papers)
Instructor name (student papers)
Assignment due date (student papers)
Running head (professional papers only, left-aligned)
Abstract (if required)
A concise summary of your paper (typically 150-250 words) on a separate page following the title page.
The term “Abstract” should be centered and bold.
Main Body
Follows either an essay structure or section headings.
Use headings and subheadings according to APA’s heading structure.
Typically double-spaced, with 1-inch margins all around.
Reference List
Begin on a new page after the main text.
Title it “References,” bold and centered at the top of the page.
List entries in alphabetical order by the first author’s last name.
Use a hanging indent for all reference entries (i.e., the first line of each entry is left-aligned, and subsequent lines are indented).
In-Text Citations in APA 7th Edition
Basic Principles
In-text citations briefly identify the source of information you have included in your paper. Each in-text citation must correspond to a full entry in your reference list.
Key Components of an In-Text Citation
Author surname (or organizational author name)
Year of publication
When you are using a direct quote, you also need to include a page number (or paragraph number for non-paginated sources). For instance:
(Smith, 2020, p. 45)
Parenthetical vs. Narrative Citations
Parenthetical Citation: The author and date appear at the end of the sentence in parentheses.
Example: “APA style provides guidelines for clear and concise writing” (Smith, 2020, p. 45).
Narrative Citation: The author (or organization) is part of the sentence, followed by the year in parentheses. The page number typically appears at the end in parentheses (for direct quotes).
Example: Smith (2020) found that “APA style provides guidelines for clear and concise writing” (p. 45).
Citing Multiple Authors
One Author: Example: (Smith, 2020) or Smith (2020)
Two Authors: Use an ampersand (&) or “and” depending on parenthetical or narrative.
Parenthetical: (Smith & Jones, 2021)
Narrative: Smith and Jones (2021)
Three or More Authors: Use et al. after the first author’s name.
(Smith et al., 2021) or Smith et al. (2021)
Citing Organizations or Groups as Authors
When an organization, government agency, or corporate entity is the author, list the organization’s name.
Parenthetical: (World Health Organization [WHO], 2020)
In subsequent citations: (WHO, 2020)
Citing Multiple Works in the Same Parentheses
When citing multiple sources in the same set of parentheses, order them alphabetically by authors’ surnames (or by organization’s name). Separate citations with semicolons.
Example: (Brown, 2019; Johnson, 2020; Smith & Jones, 2018)
Direct Quotes and Block Quotations
Short quotations (fewer than 40 words): Incorporate directly into the text with quotation marks. Include author, year, and page number.
Example: (Smith, 2020, p. 45)
Block quotations (40 words or more): Set off the quotation as a block of text, indented 0.5 inches from the left margin. Omit quotation marks, and place the in-text citation at the end.
Creating the Reference List
Each in-text citation in your paper corresponds to an entry in the reference list. The reference list provides all the information necessary for readers to locate the sources you used.
Basic Format:
Author(s): Last name, first initial.
Year of publication: (Year).
Title of the work: Italicize titles of books and reports. For articles, only capitalize the first word of the title and subtitle (and any proper nouns).
Source information: Include publisher or journal name (italicize the journal title and volume number), and any relevant DOIs or URLs.
Books
Format:
Author, A. A. (Year). Title of the book: Subtitle of the book. Publisher Name.
Example:
Smith, J. L. (2020). Understanding human behavior: A psychological perspective. Oxford University Press.
Book Chapters in Edited Books
Format:
Author, A. A. (Year). Title of chapter. In E. E. Editor & F. F. Editor (Eds.), Title of the book: Subtitle of the book (pp. xx–xx). Publisher Name.
Example:
Brown, K. M. (2021). Cognitive development in adolescence. In R. Green & S. White (Eds.), Advances in developmental psychology (pp. 55–75). Sage.
Journal Articles
Format:
Author, A. A., Author, B. B., & Author, C. C. (Year). Title of the article. Title of the Journal, Volume(Issue), page range. https://doi.org/xxxx
Example:
Lee, P. T., & Gomez, M. A. (2019). The impact of social media on self-esteem. Journal of Social Psychology, 47(2), 105–120. https://doi.org/10.1234/abcd.12345
Online Newspaper or Magazine Articles
Format:
Author, A. A. (Year, Month Day). Title of the article. Title of Publication. URL
Example:
Johnson, R. (2021, August 12). The future of random topics. The Guardian. https://www.theguardian.com/examplerandomfuture
Web Pages or Online Documents
When referencing a webpage, look for the author and publication date. If they are not available, follow the APA guidelines for no author/no date.
Format:
Author/Organization Name. (Year, Month Day). Title of the page or document. Site Name (if different from author). URL
Example:
World Health Organization. (2020, March 20). Coronavirus disease (COVID-19) pandemic. https://www.who.int/emergencies/diseases/novel-coronavirus-2019
Reports and Grey Literature
Format:
Author/Organization. (Year). Title of the report (Report No. xxx if applicable). Publisher or Author. https://doi.org/ or URL
Example:
American Psychological Association. (2021). Understanding anxiety: A comprehensive report (Report No. 123). https://doi.org/10.1234/anxiety
No Author and No Date
No author: Move the title to the author position.
No date: Use “n.d.” in place of the year.
Example:
Psychology in the digital age. (n.d.). Oxford University Press.
Formatting Details in the Reference List
Alphabetical Order: Arrange references by the last name of the first author. If the same author or group of authors wrote multiple works, order by publication year (earliest first).
Hanging Indent: Use a hanging indent of 0.5 inches for every line after the first line of each reference entry.
Spacing: Double-space the entire reference list, with no extra lines between entries.
Capitalize Proper Nouns and the First Word: In titles of books, chapters, and articles, only the first word of the title and subtitle (and any proper nouns) are capitalized. However, journal titles are capitalized in full (e.g., Journal of Social Psychology).
Common Mistakes to Avoid
Omitting Page Numbers for Direct Quotes: Always include page or paragraph numbers when quoting directly.
Forgetting the Hanging Indent: This is a hallmark of APA’s reference list format.
Inconsistency in Formatting: Make sure that all references follow the same pattern (punctuation, italics, spacing).
Using Incomplete URLs: Ensure the link is complete and leads to the correct resource.
Misapplication of et al.: For three or more authors, always use et al. in in-text citations unless doing so would cause confusion between multiple references with very similar author lists.
Practical Tips for Staying Organized
Use a Reference Manager: Tools like Mendeley, Zotero, or EndNote can help keep your sources organized and generate references automatically.
Keep Track as You Go: Write down or save the citation details as soon as you find a source. This prevents confusion or lost information later.
Cross-Check Against the APA Manual: When in doubt, consult the Publication Manual of the American Psychological Association (7th ed.) for definitive guidance.
Proofread Carefully: Small errors in punctuation, capitalization, or italics can lead to inconsistent citations. Review your references before final submission.
Simply Put
Mastering APA style can seem daunting, but it becomes more intuitive once you are familiar with the key principles and patterns. Pay close attention to detail, maintain consistency, and always double-check your references. Proper referencing is an essential part of academic writing, ensuring your sources are acknowledged and your readers can reliably trace the foundation of your arguments.
Remember, the goal of APA referencing is not only to prevent plagiarism but also to make your work clearer, more credible, and more accessible to your audience. With the 7th edition’s updated guidelines and an understanding of the essential components, you are well on your way to producing professional, polished written work.
