How to set up APA format in Word
The page and paragraph settings APA 7 asks for, and where to find them in Word, so your document is right from the first page.
In this guide
The settings at a glance
| Setting | APA 7 |
|---|---|
| Margins | 1 in (2.54 cm) on all sides |
| Font | One legible font throughout: 12-pt Times New Roman, 11-pt Calibri, 11-pt Arial, 11-pt Georgia, 10-pt Lucida Sans Unicode or 12-pt Aptos, among others |
| Line spacing | Double, everywhere, including the reference list |
| Space between paragraphs | None (0 pt before and after) |
| Alignment | Flush left, with a ragged right edge |
| Indentation | 0.5 in on the first line of each paragraph |
| Page numbers | Top right corner of every page, starting with the title page |
What each number shows
- Page number in the top right corner, in the header.
- 1-inch margin on all four sides.
- Level 1 heading, centered and bold.
- 0.5-inch indent on the first line of each paragraph.
- Double spacing throughout, with no extra space between paragraphs.
Step by step in Word
These steps work in Word for Windows and Mac. Menu names can differ slightly between versions; if you can’t find an option, use Word’s search box.
- Margins. Go to Layout › Margins and choose Normal (1" on all sides), or set 1" in Custom Margins.
- Font. On the Home tab, right-click the Normal style, choose Modify and pick the font and size. Everything that uses the style updates at once.
- Line and paragraph spacing. In Home › Paragraph, set Line spacing to Double and Before and After to 0 pt.
- First-line indent. In the same dialog, under Indentation › Special, choose First line and set By to 0.5". Don’t use the Tab key or spaces.
- Alignment. Choose Align Left, not Justify.
- Page numbers. Go to Insert › Page Number › Top of Page and choose the right-aligned number.
- No hyphenation. APA asks you not to insert hyphens to break words at the end of lines. Under Layout › Hyphenation, choose None so Word doesn’t break them either.
Change the style, not each paragraph
If you adjust the Normal style (and the heading styles) instead of formatting paragraph by paragraph, the whole document stays consistent and new paragraphs start out correctly formatted.
Heading levels
APA has five heading levels. A short paper may need none; when you use them, go in order without skipping a level.
| Level | Format |
|---|---|
| 1 | Centered, bold, title case |
| 2 | Flush left, bold, title case |
| 3 | Flush left, bold italic, title case |
| 4 | Indented, bold, title case, ending with a period; the text continues on the same line |
| 5 | Indented, bold italic, title case, ending with a period; the text continues on the same line |
In Word, modify the Heading 1, Heading 2 and later styles to match this table (same font and size as the text, black, no extra spacing). They will also build your table of contents.
Common exceptions
- The abstract, if you need one, has no first-line indent.
- References use a hanging indent instead of a first-line indent.
- The paper title on the first page of text and labels such as “References” are centered and bold.
Your school may ask for something else
Theses and dissertations often have their own rules: wider margins for binding, a different font or a structure set by the graduate school. APA says those instructions take precedence.
If your paper is already written
You can apply all of these settings at the end, but it’s easier to check what’s wrong first and fix only that.
- APA formatterFix line spacing, paragraph spacing, alignment, indents and margins in a copy, wherever it can do so safely. You choose what changes, it leaves alone what it can’t verify, and your original file stays untouched.
- APA cover pageMissing a title page? Create one in the same format and download it as a Word file.
Sources
- MarginsAmerican Psychological Association
- FontAmerican Psychological Association
- Line spacingAmerican Psychological Association
- Paragraph alignment and indentationAmerican Psychological Association
- Student Paper Setup Guide (PDF)American Psychological Association
- Heading Levels Template: Student Paper (PDF)American Psychological Association
- Adjust indents and spacingMicrosoft Support
- Add page numbers to a header or footer in WordMicrosoft Support
We consulted these pages on October 31, 2026.
Editorial note
This guide was prepared by APAFly with the help of artificial intelligence and checked against the sources listed above. It is for educational purposes and does not replace the American Psychological Association’s Publication Manual or your institution’s own requirements.
The examples are illustrative: the authors, works and websites are fictitious.
APAFly is an independent tool and is not affiliated with the American Psychological Association.
Spotted a mistake? Write to contacto@apafly.app