Literature, Arts, and the Humanities
Formatting Your Paper
You'll need to format your paper into APA formatting. What we have here is a paper that is not formatted properly. The font is the wrong style and the wrong size, we need to double-space the text and remove the extra space between paragraphs, we need to indent paragraphs properly and set the margins to the correct width, and in addition, the title page and header is not set. So what we're going to do is walk through formatting this paper into proper APA format.
There are tabs up here that give you access to different menus. You'll find the most important options in the Home tab. The first thing we're going to do to fix this paper is to select all text so that we can change the font and paragraph. You can highlight all text by going to edit and choosing select all. After you've highlighted everything, you can click on the font selector box in the home tab and choose Times New Roman, which is the required font for APA format. Then you'll want to choose font-size 12 point, which is the required font size for APA format. Now we have the correct font and font size.
It's also important that we double-space all lines, so go to the paragraph options, and click the icon to see more options. From the list, we want to choose line spacing: double for a double-spaced document.
Word processing software also tends to add extra spaces between paragraphs, but APA format requires just the standard double-space between paragraphs, so you'll need to override this setting as well. In the paragraph, settings make sure that the "before" and "after" boxes say zero in the spacing region. That will ensure that we have no extra spaces between paragraphs.
While we're using this paragraph dialogue, remember that the first line of each paragraph should be indented half an inch. You can do this manually by pressing the tab key, but it's easier to tell your word processing software to indent the first line of each paragraph automatically by going to the paragraph settings, located in the indentation settings, and then choosing "First line." Be sure to hit okay, and you'll see now that all paragraphs are indented properly, with the first line pushed in half-an-inch and the rest of the lines in the paragraph flush to the left margin.
There's one exception to this indentation rule in APA format. When you create a block quotation, also called a blockquote, a quotation of forty words or more, the whole quotation should be indented half-an-inch, and the first line should not be indented. It should be flush left with the rest of the quotation. To properly indent your block quote, you should click on the second line of the quotation, and the entire paragraph will indent away from the left margin. As you finish off the block quotation by writing a conclusion statement for that paragraph, you'll use the backspace button on the first line that follows the block quote to ensure that the sentence that follows the block quote is flush left. Remember that you should use block quotes sparingly and that they should almost always be followed with a conclusion sentence to tell your reader why the information in the block quotation was important.
And now we notice that there's a lot of space in the margins, so to set the margins to the correct size, we go to "layout" and change the margins from 1.25, which is generally the default for word processing software to 1 inch in on all sides: top, bottom, left, and right. One-inch margins are required for APA format. So you'll find that there are some preset options here: look for the one with one-inch margins on each side. You can click on the view tab and check the ruler option to see a ruler along the top of your page make sure that your margins are one inch on all sides. Remember that your document's dimensions should be set to 8.5 inches wide and 11 inches tall.
Now we need to start thinking about our headers. And you'll want to start on the second page. In APA format, the first-page header and the second-page header differ slightly, and Word will delete your first-page header if you do the first page first, so let's start on the second page. So on the second page, double click in the header region to open up the header editing options. You'll see that the header area becomes active for editing. Click on the top left and then type in the title of your paper. Remember to use all capital letters for this header. Then you're going to need to insert a page number. Tab over a few times so that the page number will be on the same line as your title, and then you're going to use the option in word that will insert the page number automatically on each page. Click on page number, then insert it at the current position. Then choose a plain number (rather than a Roman numeral or anything else). You'll see the page number was inserted on page two. You also want to make sure that the "different first page" is checked. APA formatting requires a different first-page header, so be sure that box is checked.
Now we want to click on the first-page header. The first page header starts with the words "Running head." Only the R is capitalized in running head. And then the title of your paper should be in all capital letters. Then you use the same technique. You tab over, insert page numbers, and use the current position and plain number. And then when you double-click outside of the header, your header will be set. Let's just review to make sure that the first page and second-page header still differ, with only the first page having the "Running head" designation.
So now we need to make the title page. You'll see the student wrote her name at the top of this page, but actually, that goes in the title page area in APA format. We can leave the title of the paper in headline-style capitalization where it is--headline-style capitalization has first words and the other important words capitalized. We'll type the writer's name underneath and the university affiliation underneath that, and you can use the centering icon to make sure the information is centered. So insert the cursor right before the title of your paper and press enter until the title is about a half to a third of the way down the page. Then, to move the body of your paper to the second page, insert the cursor right before the first word of the body of your paper and hit return until that content is moved down to the second page.
Then you just need to do one more thing, which inserts your title again, so the second page will show your title twice. On the first line before the body of your paper, type your title using headline-style capitalization. And then let's center this title by highlighting the text and then pressing the center icon.
To review your formatting, you may want to click the View tab and shrink the view down so you can see more of the paper at a time. You'll see we now have a title page with an appropriate header and title information, and each other page has the proper header information. In addition, all margins' and paragraphs' spacings are set correctly, including the margin for block quotations. Another tutorial will help you format your references page, which is essential for any APA formatted submission.
For the References page, you'll need to change the indentation style to a hanging indent. To switch from the regular indent style to the hanging indent style, you'll need to highlight only your reference entries. Be careful not to select writing in the body of the paper, which needs a regular first-line indent. Then you'll need to find the paragraphing tools. If you click on the icon to the lower right, you'll see that more paragraphing tools will appear in the options menu. Then under Indentation, look for "special" and choose to hang. Then click OK.
You'll see that you've created the hanging indent formatting, which indents all lines but the first of each entry.
To finish your References page, be sure to type references at the top of the page and center it using the center icon.
Before you turn any References page in, make sure that the entries are listed alphabetically.
Formatting Your Paper
You'll need to format your paper into APA formatting. What we have here is a paper that is not formatted properly. The font is the wrong style and the wrong size, we need to double-space the text and remove the extra space between paragraphs, we need to indent paragraphs properly and set the margins to the correct width, and in addition, the title page and header is not set. So what we're going to do is walk through formatting this paper into proper APA format.
There are tabs up here that give you access to different menus. You'll find the most important options in the Home tab. The first thing we're going to do to fix this paper is to select all text so that we can change the font and paragraph. You can highlight all text by going to edit and choosing select all. After you've highlighted everything, you can click on the font selector box in the home tab and choose Times New Roman, which is the required font for APA format. Then you'll want to choose font-size 12 point, which is the required font size for APA format. Now we have the correct font and font size.
It's also important that we double-space all lines, so go to the paragraph options, and click the icon to see more options. From the list, we want to choose line spacing: double for a double-spaced document.
Word processing software also tends to add extra spaces between paragraphs, but APA format requires just the standard double-space between paragraphs, so you'll need to override this setting as well. In the paragraph, settings make sure that the "before" and "after" boxes say zero in the spacing region. That will ensure that we have no extra spaces between paragraphs.
While we're using this paragraph dialogue, remember that the first line of each paragraph should be indented half an inch. You can do this manually by pressing the tab key, but it's easier to tell your word processing software to indent the first line of each paragraph automatically by going to the paragraph settings, located in the indentation settings, and then choosing "First line." Be sure to hit okay, and you'll see now that all paragraphs are indented properly, with the first line pushed in half-an-inch and the rest of the lines in the paragraph flush to the left margin.
There's one exception to this indentation rule in APA format. When you create a block quotation, also called a blockquote, a quotation of forty words or more, the whole quotation should be indented half-an-inch, and the first line should not be indented. It should be flush left with the rest of the quotation. To properly indent your block quote, you should click on the second line of the quotation, and the entire paragraph will indent away from the left margin. As you finish off the block quotation by writing a conclusion statement for that paragraph, you'll use the backspace button on the first line that follows the block quote to ensure that the sentence that follows the block quote is flush left. Remember that you should use block quotes sparingly and that they should almost always be followed with a conclusion sentence to tell your reader why the information in the block quotation was important.
And now we notice that there's a lot of space in the margins, so to set the margins to the correct size, we go to "layout" and change the margins from 1.25, which is generally the default for word processing software to 1 inch in on all sides: top, bottom, left, and right. One-inch margins are required for APA format. So you'll find that there are some preset options here: look for the one with one-inch margins on each side. You can click on the view tab and check the ruler option to see a ruler along the top of your page make sure that your margins are one inch on all sides. Remember that your document's dimensions should be set to 8.5 inches wide and 11 inches tall.
Now we need to start thinking about our headers. And you'll want to start on the second page. In APA format, the first-page header and the second-page header differ slightly, and Word will delete your first-page header if you do the first page first, so let's start on the second page. So on the second page, double click in the header region to open up the header editing options. You'll see that the header area becomes active for editing. Click on the top left and then type in the title of your paper. Remember to use all capital letters for this header. Then you're going to need to insert a page number. Tab over a few times so that the page number will be on the same line as your title, and then you're going to use the option in word that will insert the page number automatically on each page. Click on page number, then insert it at the current position. Then choose a plain number (rather than a Roman numeral or anything else). You'll see the page number was inserted on page two. You also want to make sure that the "different first page" is checked. APA formatting requires a different first-page header, so be sure that box is checked.
Now we want to click on the first-page header. The first page header starts with the words "Running head." Only the R is capitalized in running head. And then the title of your paper should be in all capital letters. Then you use the same technique. You tab over, insert page numbers, and use the current position and plain number. And then when you double-click outside of the header, your header will be set. Let's just review to make sure that the first page and second-page header still differ, with only the first page having the "Running head" designation.
So now we need to make the title page. You'll see the student wrote her name at the top of this page, but actually, that goes in the title page area in APA format. We can leave the title of the paper in headline-style capitalization where it is--headline-style capitalization has first words and the other important words capitalized. We'll type the writer's name underneath and the university affiliation underneath that, and you can use the centering icon to make sure the information is centered. So insert the cursor right before the title of your paper and press enter until the title is about a half to a third of the way down the page. Then, to move the body of your paper to the second page, insert the cursor right before the first word of the body of your paper and hit return until that content is moved down to the second page.
Then you just need to do one more thing, which inserts your title again, so the second page will show your title twice. On the first line before the body of your paper, type your title using headline-style capitalization. And then let's center this title by highlighting the text and then pressing the center icon.
To review your formatting, you may want to click the View tab and shrink the view down so you can see more of the paper at a time. You'll see we now have a title page with an appropriate header and title information, and each other page has the proper header information. In addition, all margins' and paragraphs' spacings are set correctly, including the margin for block quotations. Another tutorial will help you format your references page, which is essential for any APA formatted submission.
APA Reference List
You'll need a References page
that's formatted in APA format, which uses the hanging indent style for
each citation entry. If you've already been working in APA format, and
you've been tracking your references, you should have a References page
that has the running head title in all capital letters and the page
number, which will be automatically generated. If you're not sure
whether your margin and spacing settings are correct, you'll need to
view the tutorial for general APA format.For the References page, you'll need to change the indentation style to a hanging indent. To switch from the regular indent style to the hanging indent style, you'll need to highlight only your reference entries. Be careful not to select writing in the body of the paper, which needs a regular first-line indent. Then you'll need to find the paragraphing tools. If you click on the icon to the lower right, you'll see that more paragraphing tools will appear in the options menu. Then under Indentation, look for "special" and choose to hang. Then click OK.
You'll see that you've created the hanging indent formatting, which indents all lines but the first of each entry.
To finish your References page, be sure to type references at the top of the page and center it using the center icon.
Before you turn any References page in, make sure that the entries are listed alphabetically.
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