APA Style Guide: Easy Citation Rules & Examples

Navigating the world of academic writing often involves mastering various citation styles. Among the most common, especially in the social sciences, education, business, and nursing, is the style developed by the American Psychological Association (APA). Properly citing your sources using APA format is crucial not only for giving credit to original authors but also for maintaining academic integrity and understanding and avoiding plagiarism. This comprehensive APA Citation Style Guide is designed to simplify the rules of the latest APA 7th Edition, helping you format your papers, create accurate in-text citations, and build flawless reference lists.

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Understanding APA Style: The Basics

APA style provides a standardized way for authors to communicate information clearly and consistently. Developed initially for psychological journals, its clarity and structure have led to its adoption across numerous fields. The 7th edition, published in 2019, introduced several updates to make the style more user-friendly and adaptable to modern source types, particularly online materials.

Key components of APA style include:

1. In-Text Citations: Brief citations within the body of your paper that direct readers to the full source information in the reference list.
2. Reference List: A comprehensive list at the end of your paper detailing all sources cited in your work.
3. Formatting Guidelines: Rules for manuscript structure, headings, font, margins, and overall presentation.

Adhering to this APA Citation Style Guide ensures your work is credible, professional, and easy for readers to follow.

General APA Formatting Guidelines (7th Edition)

Consistency in formatting is a hallmark of APA style. While your instructor's specific requirements always take precedence, here are the general guidelines for student papers according to the APA 7th Edition:

Paper Elements

A typical student paper includes:

• Title Page: Contains the paper title, author name(s), affiliation (university, department), course number and name, instructor name, and due date.
• Body Text: The main content of your paper.
• Reference List: Starts on a new page after the body text.
• (Optional) Abstract: A brief summary of your paper (usually only required for longer works like theses or dissertations, or if specifically requested). Check your assignment guidelines.
• (Optional) Appendices, Tables, Figures: Included as needed.

Font

APA 7th edition offers more flexibility in font choices. Acceptable options include:

• Sans serif fonts: Calibri (11pt), Arial (11pt), Lucida Sans Unicode (10pt)
• Serif fonts: Times New Roman (12pt), Georgia (11pt), Computer Modern (10pt) Use the same font throughout the entire paper.

Margins & Spacing

• Margins: Use 1-inch (2.54 cm) margins on all sides (top, bottom, left, right).
• Spacing: Double-space the entire paper, including the title page, abstract (if included), body text, headings, block quotes, and the reference list. Do not add extra space before or after paragraphs or headings.
• Alignment: Align text to the left margin, leaving the right margin ragged. Do not use full justification.
• Indentation: Indent the first line of each paragraph by 0.5 inches.

Page Numbers & Running Head

• Page Numbers: Include page numbers in the top right corner of every page, starting with '1' on the title page.
• Running Head: The 7th edition removed the requirement for a running head (an abbreviated title) in student papers, unless specifically required by your institution or instructor. Professional papers (intended for publication) still require a running head.

Title Page (Student Version)

Center the following information, double-spaced, in the upper half of the title page:

• Title: Bold, Title Case Capitalization. Position it three to four lines down from the top margin.
• Author Name(s): One double-spaced line below the title.
• Affiliation: Department and University name.
• Course Number and Name: As assigned.
• Instructor Name: As appropriate.
• Assignment Due Date: Month Day, Year format.

Headings

APA uses specific heading levels to organize content. Use headings logically to structure your paper.

• Level 1: Centered, Bold, Title Case Heading
• Level 2: Flush Left, Bold, Title Case Heading
• Level 3: Flush Left, Bold Italic, Title Case Heading
• Level 4: Indented, Bold, Title Case Heading, ending with a period. Text begins on the same line.
• Level 5: Indented, Bold Italic, Title Case Heading, ending with a period. Text begins on the same line.

Use headings in order, starting with Level 1 for major sections.

In-Text Citations: Giving Credit Within Your Text

In-text citations are concise references within your paper that acknowledge the source of specific information (ideas, quotes, data). They serve two main purposes: giving credit to the original author and directing the reader to the full citation in the reference list. APA uses the author-date system.

Basic Format: Author-Date System

There are two primary ways to format in-text citations:

1. Parenthetical Citation: Both the author's last name and the year of publication appear in parentheses, usually at the end of the sentence or clause.

   • Example: Research indicates that study habits significantly impact academic performance (Smith, 2021).

2. Narrative Citation: The author's last name is incorporated into the narrative of your sentence, followed immediately by the year of publication in parentheses.

   • Example: Smith (2021) found that study habits significantly impact academic performance.

Including Page Numbers or Locators

When quoting directly or referring to a specific part of a source, include the page number (for paginated works) or other locator (paragraph number, section heading, timestamp) after the year.

• Single Page: Use "p."
  • Example (Parenthetical): (Jones, 2020, p. 45)
  • Example (Narrative): Jones (2020) stated, "..." (p. 45).
• Multiple Pages: Use "pp."
  • Example: (Jones, 2020, pp. 45-47)
• Paragraph Number: Use "para." (when page numbers are unavailable, e.g., some webpages). Count paragraphs manually if not numbered.
  • Example: (Davis, 2022, para. 3)
• Section Heading: Provide the heading and the paragraph number within that section if possible.
  • Example: (CDC, 2021, Results section, para. 2)
• Timestamp: For audiovisual works.
  • Example: (Lee, 2019, 3:15)

In-Text Citations: Specific Author Scenarios

One Author

• Parenthetical: (Walker, 2023)
• Narrative: Walker (2023) argued...

Two Authors

Always cite both names every time the reference occurs. Use "and" in narrative citations and an ampersand "&" in parenthetical citations.

• Parenthetical: (Taylor & Johnson, 2022)
• Narrative: Taylor and Johnson (2022) discovered...

Three or More Authors

Cite only the first author's last name followed by "et al." and the year, right from the first citation. ("Et al." means "and others").

• Parenthetical: (Kim et al., 2021)
• Narrative: Kim et al. (2021) reported...
  • Note: Ensure the full reference list entry includes all authors (up to 20).

Group or Corporate Author

Spell out the full name of the group upon first mention if it has a well-known abbreviation. Include the abbreviation in brackets [ ] or parentheses ( ) in the first citation, then use the abbreviation for subsequent citations. If the name is short or an abbreviation wouldn't be clear, spell it out each time.

• First Parenthetical: (American Psychological Association [APA], 2020)
• Subsequent Parenthetical: (APA, 2020)
• First Narrative: The American Psychological Association (APA, 2020) stated...
• Subsequent Narrative: The APA (2020) further clarified...
• If no abbreviation: (Stanford University, 2023) every time.

Unknown Author

If the author is unknown or cannot reasonably be determined, use the first few words of the source's title (in title case and italics for stand-alone works like books or reports; in title case and quotation marks for parts of a greater whole like articles or chapters). Follow with the year.

• Parenthetical (Book): (Understanding Psychology, 2022)
• Parenthetical (Article): ("New Trends in Education," 2023)
• Narrative (Book): The book Understanding Psychology (2022) explains...
• Narrative (Article): A recent article ("New Trends in Education," 2023) highlighted...

Unknown Date

If the publication date is unknown, use "n.d." (for "no date").

• Parenthetical: (Johnson, n.d.)
• Narrative: Johnson (n.d.) suggested...

Multiple Works in One Parenthesis

List citations alphabetically, separated by semicolons.

• Example: (Adams, 2019; Chen, 2021; Davis, 2020)

Multiple Works by Same Author, Same Year

Assign letters (a, b, c) to the publication year, ordered alphabetically by title in the reference list. Use these letters in the in-text citations.

• Example: (Sharma, 2022a) found... Further research (Sharma, 2022b) indicated...
• Reference list entries would be Sharma (2022a). Title Starting with A... and Sharma (2022b). Title Starting with B...

Secondary Sources

These are sources cited within another source. APA advises finding and citing the original source whenever possible. If you must cite a secondary source, name the original work in your text and cite the secondary source.

• Example: Johnson's study (as cited in Smith, 2021) indicated...
• Only Smith (2021) would appear in the reference list.

Personal Communications

Sources that cannot be recovered by the reader (emails, private letters, personal interviews, unrecorded lectures, phone calls) are cited in-text only. They do not appear in the reference list. Provide the communicator's initials and last name, "personal communication," and the exact date.

• Example: (T. Nguyen, personal communication, April 5, 2023)
• Example: T. Nguyen (personal communication, April 5, 2023) confirmed...

Direct Quotes

• Short Quotes (fewer than 40 words): Incorporate the quote into your text and enclose it in double quotation marks. Place the parenthetical citation immediately after the quote or use a narrative citation. Always include the page number or locator.
  • Example: She stated, "Effective communication is key to collaboration" (Miller, 2020, p. 78).
  • Example: Miller (2020) argued that "effective communication is key to collaboration" (p. 78).
• Block Quotes (40 words or more): Start the quote on a new line and indent the entire block 0.5 inches from the left margin. Do not use quotation marks. Double-space the block quote. Place the parenthetical citation after the final punctuation mark of the quote, or put the author and year in the narrative preceding the quote and the page number in parentheses after the final punctuation.
  • Example:

    Researchers have noted the following: Student engagement increases significantly when active learning strategies are implemented consistently across the curriculum. This involves moving beyond traditional lectures to incorporate discussions, group work, case studies, and problem-based learning activities that require students to apply concepts actively. (Chen & Lee, 2021, p. 112)

  • Example:

    Chen and Lee (2021) found the following regarding student engagement: Student engagement increases significantly when active learning strategies are implemented consistently across the curriculum. This involves moving beyond traditional lectures to incorporate discussions, group work, case studies, and problem-based learning activities that require students to apply concepts actively. (p. 112)

Paraphrasing

Restating someone else's ideas in your own words still requires citation. Include the author and year. While page numbers are not strictly required for paraphrases in APA 7th, they are encouraged, especially for longer or complex works, to help readers locate the relevant passage.

• Example: According to Smith (2021), academic success is closely linked to consistent study routines.
• Example: Consistent study routines are vital for achieving academic success (Smith, 2021, pp. 34-35).

Proper paraphrasing and citation are essential to understanding and avoiding plagiarism.

The Reference List: Guiding Readers to Your Sources

The reference list appears at the end of your paper on a new page titled "References" (centered and bolded). It provides the full bibliographic details for every source cited in your text, allowing readers to locate and consult the original works.

Formatting the Reference List

• Placement: Starts on a new page after the main text (and after appendices, if any).
• Title: "References", centered and bold at the top of the page.
• Spacing: Double-spaced throughout (both within and between entries).
• Order: Alphabetize entries letter by letter based on the first author's last name. Treat "nothing" as coming before "something" (Brown, J. comes before Browning, A.). For multiple works by the same first author, list them chronologically by year. For works by the same author(s) in the same year, use the year-letter suffixes (e.g., 2023a, 2023b) assigned in the in-text citations, alphabetized by title.
• Hanging Indent: The first line of each reference entry is flush left, and subsequent lines are indented 0.5 inches.
• Authors: List authors' last names followed by initials. Use an ampersand (&) before the final author's name. For works with up to 20 authors, list all names. For works with 21 or more authors, list the first 19 authors, insert an ellipsis (...), and then add the final author's name.
• Titles:
  • Article/Chapter Titles: Use sentence case capitalization (only capitalize the first word, proper nouns, and the first word after a colon or dash). Do not italicize or use quotation marks.
  • Book/Journal Titles: Use title case capitalization (capitalize major words) and italicize.
• DOIs and URLs:
  • Include a DOI (Digital Object Identifier) for journal articles, books, and reports when available. Format as a hyperlink: https://doi.org/xxxx
  • If no DOI is available and the source was accessed online, include a URL. Provide the most specific URL possible. Do not add "Retrieved from" unless a retrieval date is necessary (usually only for sources designed to change over time, like wikis). Do not put a period after a DOI or URL.

Reference List Examples: Common Source Types

APA covers a vast array of source types. Here are examples for some of the most common ones used in academic writing. Pay close attention to punctuation, capitalization, and italics.

Periodicals (Journals, Magazines, Newspapers)

Journal Article with DOI

Author, A. A., Author, B. B., & Author, C. C. (Year). Title of the article in sentence case. *Journal Title in Title Case and Italics*, *VolumeNumber*(IssueNumber), PageRange. https://doi.org/xxxx

• Example: Grady, J. S., Her, M., Moreno, G., Perez, C., & Yelinek, J. (2019). Emotions in storybooks: A comparison of storybooks that represent ethnic and racial groups in the United States. Psychology of Popular Media Culture, 8(3), 207–217. https://doi.org/10.1037/ppm0000185

Journal Article without DOI (Print or from Database without DOI)

Author, A. A. (Year). Title of article. *Journal Title*, *Volume*(Issue), PageRange.

• Example: Anderson, M. B. (2018). The role of metacognition in learning. Journal of Educational Psychology, 110(4), 450-465.

Journal Article with Article Number (eLocator)

Author, A. A. (Year). Title of article. *Journal Title*, *Volume*(Issue), Article eLocator. https://doi.org/xxxx (if available)

• Example: Butler, J. (2017). Walking and talking: Working alliance with adolescents in walk and talk therapy. Journal of Counseling and Development, 95(4), Article e14069. https://doi.org/10.1002/jcad.12161

Magazine Article (Online)

Author, A. A. (Year, Month Day). Title of article. *Magazine Title*. URL

• Example: Schwartz, C. (2019, September 30). Mind readers: The new science of what we really think. The New Yorker. https://www.newyorker.com/magazine/2019/09/30/mind-readers

Newspaper Article (Online)

Author, A. A. (Year, Month Day). Title of article. *Newspaper Title*. URL

• Example: Carey, B. (2020, March 22). Can we cure loneliness? The New York Times. https://www.nytimes.com/2020/03/22/health/loneliness-cure.html

Books and Reference Works

Authored Book

Author, A. A. (Year). *Title of book in title case and italics* (Edition if not first, e.g., 2nd ed.). Publisher Name. DOI if available

• Example (Print): Brown, B. (2018). Dare to lead: Brave work. Tough conversations. Whole hearts. Random House.
• Example (Ebook with DOI): Strunk, W., Jr., & White, E. B. (2000). The elements of style (4th ed.). Longman. https://doi.org/10.1037/0000165-000

Edited Book

Editor, A. A. (Ed.). (Year). *Title of book in title case and italics*. Publisher Name.

• Example: Kesharwani, P. (Ed.). (2020). Nanotechnology based approaches for tuberculosis treatment. Academic Press.

Chapter in an Edited Book

Author, A. A. (Year). Title of chapter in sentence case. In B. B. Editor & C. C. Editor (Eds.), *Title of book in title case and italics* (pp. PageRangeOfChapter). Publisher Name.

• Example: Aron, L., Botella, M., & Lubart, T. (2019). Culinary arts: Talent and their development. In R. F. Subotnik, P. Olszewski-Kubilius, & F. C. Worrell (Eds.), The psychology of high performance: Developing human potential into domain-specific talent (pp. 345–359). American Psychological Association.

Entry in a Reference Work (e.g., Dictionary, Encyclopedia)

Group Author (e.g., Publisher). (Year). Title of entry. In *Title of reference work*. URL or DOI if available

• Example (Online Dictionary): Merriam-Webster. (n.d.). Semantics. In Merriam-Webster.com dictionary. Retrieved May 15, 2023, from https://www.merriam-webster.com/dictionary/semantics (Note: Retrieval date needed here as dictionary content can change)

Reports and Gray Literature

Report by a Government Agency or Organization

Author/Group Name. (Year). *Title of report in italics* (Report No. XXX, if available). URL

• Example: National Cancer Institute. (2019). Taking time: Support for people with cancer (NIH Publication No. 18-2059). U.S. Department of Health and Human Services, National Institutes of Health. https://www.cancer.gov/publications/patient-education/takingtime.pdf

Conference Paper or Presentation

Author, A. A. (Year, Month Day range). *Title of paper or presentation in italics* [Type of contribution, e.g., Paper presentation, Poster session]. Conference Name, Location. URL or DOI if available

• Example: Evans, A. C., Jr., Garbarino, J., Bocanegra, E., Kinscherff, R. T., & Marquez-Greene, N. (2019, August 8–11). Gun violence: An event on the power of community [Conference session]. APA 2019 Convention, Chicago, IL, United States. https://convention.apa.org/2019-video

Dissertation or Thesis (Published/From Database)

Author, A. A. (Year). *Title of dissertation or thesis* [Doctoral dissertation or Master's thesis, University Name]. Database Name. (Accession or Order Number) or URL

• Example: Hollander, M. M. (2017). Resistance to authority: Methodological innovations and new lessons from the Milgram experiment [Doctoral dissertation, University of Wisconsin–Madison]. ProQuest Dissertations and Theses Global.

Dissertation or Thesis (Unpublished)

Author, A. A. (Year). *Title of dissertation or thesis* [Unpublished doctoral dissertation or Master's thesis]. University Name.

• Example: Harris, L. (2014). Instructional leadership perceptions and practices of elementary school leaders [Unpublished doctoral dissertation]. University of Virginia.

Webpages and Websites

Webpage on a Website (Individual Author)

Author, A. A. (Year, Month Day). *Title of specific page in italics*. Website Name. URL

• Example: Giang, V. (2023, April 28). How to ask for feedback that will actually help you. Fast Company. https://www.fastcompany.com/90889911/how-to-ask-for-feedback-that-will-actually-help-you

Webpage on a Website (Group Author)

Group Name. (Year, Month Day). *Title of specific page in italics*. URL

• Example: Centers for Disease Control and Prevention. (2022, November 1). Coping with stress. https://www.cdc.gov/mentalhealth/stress-coping/cope-with-stress/index.html (Note: If the site name and author are the same, omit the site name)

Webpage on a Website (No Author)

*Title of specific page in italics*. (Year, Month Day). Website Name. URL

• Example: Tuskegee syphilis study timeline. (2022, May 10). Centers for Disease Control and Prevention. https://www.cdc.gov/tuskegee/timeline.htm

Webpage on a Website (No Date)

Author/Group Name. (n.d.). *Title of specific page in italics*. Retrieved Month Day, Year, from URL

• Example: Sheridan College. (n.d.). Academic integrity. Retrieved January 12, 2023, from https://www.sheridancollege.ca/student-life/student-services/library-services/academic-integrity (Note: Retrieval date needed when content is designed to change and has no publication date)

Blog Post

Author, A. A. (Year, Month Day). Title of blog post in sentence case. *Blog Name*. URL

• Example: Ouellette, J. (2019, November 15). Physicists capture first footage of quantum knots unraveling in superfluid. Ars Technica. https://arstechnica.com/science/2019/11/physicists-capture-first-footage-of-quantum-knots-unraveling-in-superfluid/

Audiovisual Media

Film or Movie

Director, A. A. (Director). (Year). *Title of film in italics* [Film]. Production Company.

• Example: Jenkins, B. (Director). (2016). Moonlight [Film]. A24; Plan B Entertainment; Pastel Productions.

TV Series Episode

Writer, A. A. (Writer), & Director, B. B. (Director). (Year, Month Day). Title of episode (Season No., Episode No.) [TV series episode]. In E. E. Executive Producer (Executive Producer), *Title of TV series*. Production Company.

• Example: Favreau, J. (Writer & Director). (2019, November 12). Chapter 1 (Season 1, Episode 1) [TV series episode]. In J. Favreau, D. Filoni, K. Kennedy, & C. Wilson (Executive Producers), The Mandalorian. Lucasfilm; Golem Creations.

YouTube Video or Streaming Video

Author/Uploader Name [Username]. (Year, Month Day). *Title of video in italics* [Video]. Website Name. URL

• Example: Kurzgesagt – In a Nutshell. (2020, March 1). What is something? [Video]. YouTube. https://www.youtube.com/watch?v=mtbE0n_hsYw

Podcast Episode

Host, A. A. (Host). (Year, Month Day). Title of episode (No. EpisodeNumber) [Audio podcast episode]. In *Title of podcast*. Publisher. URL

• Example: Glass, I. (Host). (2021, August 13). The getaway (No. 746) [Audio podcast episode]. In This American Life. WBEZ Chicago. https://www.thisamericanlife.org/746/the-getaway

Music Album

Artist Name. (Year). *Title of album in italics* [Album]. Record Label.

• Example: Lamar, K. (2017). DAMN. [Album]. Top Dawg Entertainment; Aftermath Entertainment; Interscope Records.

This APA Citation Style Guide covers many common scenarios, but APA addresses numerous other source types (e.g., social media, legal materials, software). For situations not covered here, the Publication Manual of the American Psychological Association, 7th Edition, is the definitive source.

Common APA Pitfalls and Tips for Success

• Consistency: Ensure formatting (font, spacing, margins) and citation style are consistent throughout your paper.
• Accuracy: Double-check author names, publication dates, titles, and DOIs/URLs for typos.
• "Et al." Usage: Remember it's for 3+ authors in-text, but list up to 20 in the reference list.
• Matching Citations: Every in-text citation must have a corresponding entry in the reference list, and vice versa (except personal communications).
• DOIs/URLs: Prioritize DOIs. Use current URL formatting (hyperlinked, no "Retrieved from" unless needed).
• Plagiarism: Understand that improper citation, even if unintentional, can be considered plagiarism. Always cite paraphrased ideas and direct quotes. Our guide on Understanding and Avoiding Plagiarism offers more insights.
• Research Paper Structure: Organizing your sources effectively is part of writing a strong paper. See our tips on How to Write an Effective Research Paper for broader guidance.
• Other Styles: Be aware that other citation styles exist, like MLA. If you need guidance on that, check our MLA Citation Style Guide.

When APA Gets Complicated: Seeking Assistance

Mastering APA style, especially with diverse source types, can be challenging. Complex reports, obscure online sources, or intricate author arrangements can make citation tricky. Remember resources like your university's writing center or the official APA Style website (apastyle.apa.org).

However, if you're facing tight deadlines, complex assignments, or simply want to ensure your citations and paper are perfect, professional help is available. At Write My Essay Now, our experienced academic writers are proficient in APA 7th edition and can handle all aspects of your paper, from research and writing to meticulous citation and formatting. Consider our Essay Writing service to alleviate the stress and ensure academic success.

Conclusion: Embracing Clarity and Credibility with APA

Using the APA citation style correctly is more than just following rules; it's about participating ethically in the scholarly conversation. It demonstrates your attention to detail, respects the work of other researchers, and enhances the credibility and clarity of your own arguments. While this APA Citation Style Guide provides a thorough overview, consistent practice is key to proficiency.

Take the time to understand the fundamentals of in-text citations and reference list formatting. Use the examples provided, consult the official manual when needed, and don't hesitate to seek help if you encounter difficulties. By mastering APA style, you equip yourself with a vital skill for success in academic and professional writing.