Proper citation is essential in academic research, ensuring that sources are credited correctly and ideas are communicated clearly. The American Psychological Association (APA) Style is widely used across disciplines, particularly in social sciences, psychology, education, and other research fields. In this article, we’ll walk through the essentials of formatting references and in-text citations according to APA Style to help academic researchers create well-organized, professional manuscripts.
Key Changes in APA 7th Edition
Before diving into the specifics of formatting references and in-text citations, it’s important to note a few key updates in the 7th edition:
- Student vs. Professional Papers: the 7th edition distinguishes between formatting for student papers (e.g., no running head) and professional papers (e.g., including a running head).
- Publisher Location: Unlike previous editions, the 7th edition does not require the publisher’s location in book citations.
- Digital Object Identifiers (DOIs) and URLs: DOIs and URLs should be presented as hyperlinks (https://) and are no longer preceded by "Retrieved from" unless the content is likely to change over time.
Formatting References in APA Style
The References page lists all sources cited in the manuscript. Each entry must follow specific formatting rules:
- Alphabetization: Order entries by the surname of the first author.
- Hanging Indent: Use a 0.5" hanging indent for all references.
- Justification: References should be left-justified.
- URL or DOI: Authors must include either a URL or DOI in their references whenever available. Always ensure that the DOI or URL is presented as a hyperlink (https://).
- Page Break: There should be a page break between the main text and the references page.
- Abbreviations: APA Style does not allow the use of abbreviated group names in reference entries (e.g., APA, WHO). Always spell out the full name, such as American Psychological Association or World Health Organization.
- Listing Authors: In reference entries, for a work with up to 20 authors, you should list all authors. If there are more than 20 authors, include the first 19 authors followed by an ellipsis (...) and the final author's name.
Punctuation in Reference List Entries
- Place a period after each reference element (author, date, title, and source). Do not place a period after a DOI or URL.
- Use commas and parentheses to group parts of a reference element.
- Do not use commas between a journal’s volume and issue numbers. The issue number should be in parentheses after the volume.
Including DOIs and URLs
A DOI or URL is the final component of a reference entry. Most scholarly works now have a DOI or URL, reflecting the accessibility of research online.
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What is a DOI?
- A DOI is a unique alphanumeric string that provides a persistent link to the content’s online location.
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What is a URL?
- A URL specifies the online location of content and can be found in your browser’s address bar.
Guidelines for Including DOIs and URLs
- Include a DOI for all works that have one, even if you used the print version.
- For online works with both a DOI and a URL, include only the DOI.
- Do not include other alphanumeric identifiers like ISBNs or ISSNs.
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For online works without a DOI:
- Provide a URL for works on websites (if the URL is functional and accessible).
- Do not include a URL for works retrieved from most academic databases, as these are widely available and treated like print versions.
- Include the name of proprietary databases or archives and a URL if the material is unique to that database.
Common Errors to Avoid
- Incorrect use of "et al.": "Et al." is only used when citing a source with three or more authors.
- Misplacing the year: Ensure the year of publication is always placed immediately after the author’s name in both in-text citations and reference list entries.
- Incomplete or missing references: Always double-check that all necessary citation information (author, date, title, etc.) is included and formatted properly.
Examples of Reference Entries
Book Citation Example
Format: Author(s). (Year). Title of the book (Edition). Publisher. DOI (if available)
Example: Smith, J. A. (2019). Research methodology in social sciences (3rd ed.). Academic Press. https://doi.org/10.1234/abcd1234
Journal Article Citation Example
Format: Author(s). (Year). Title of the article. Title of the Journal, Volume(Issue), page range. DOI (if available) Example: Brown, T. R., & Green, M. L. (2020). Social media and education: A case study. Journal of Educational Research, 48(2), 125-134. https://doi.org/10.5678/12345678Website Citation Example
Format: Author(s). (Year, Month Day). Title of the web page. Website Name. URL
Example: Jones, L. (2021, July 15). How to use APA citation style. APA Style Blog. https://apastyle.apa.org/blog/apa-citation
Edited Book Chapter Citation Example
Format: Author(s) of chapter. (Year). Title of the chapter. In Editor(s) (Ed(s).), Title of the book (pp. page range). Publisher. DOI (if available)
Example: Johnson, A. B. (2020). Advancements in machine learning. In C. D. Edwards & F. G. Roberts (Eds.), Artificial intelligence in the modern world (pp. 45-67). TechPress. https://doi.org/10.7890/aiinmodernworld
In-Text Citations in APA Style
In-text citations allow the reader to quickly find the corresponding full citation in the reference list. There are two main formats for in-text citations in APA Style: parenthetical and narrative.
Author-Date Format
In APA Style, citations are typically formatted in the author-date format, meaning that the author’s surname and the year of publication are included in the citation. The format varies slightly depending on whether you are citing one author, multiple authors, or a group author.
Single Author Citation (Parenthetical)
Format: (Author, Year)
Example: (Smith, 2019)
Single Author Citation (Narrative)
Format: Author (Year)
Example: Smith (2019) explores the effects of social media on student engagement.
Two Authors Citation (Parenthetical)
Format: (Author1 & Author2, Year)
Example: (Brown & Green, 2020)
Two Authors Citation (Narrative)
Format: Author1 and Author2 (Year)
Example: Brown and Green (2020) examine the relationship between social media and learning outcomes.
Three or More Authors Citation (Parenthetical)
For sources with three or more authors, use the first author’s surname followed by "et al." and the year of publication in both narrative and parenthetical citations.
Format: (Author1 et al., Year)
Example: (Smith et al., 2021)
Three or More Authors Citation (Narrative)
Format: Author1 et al. (Year)
Example: In a study conducted by Smith et al. (2021), the researchers explored the impact of AI on society.
Direct Quotes
If you are quoting directly from a source, include the page number (if available) in the citation.
Format: (Author, Year, p. Page Number)
Example: (Smith, 2019, p. 45)
No Author
If the author is not available, cite the title of the work and the year of publication.
Format: (“Title of Article,” Year)
Example: (“AI and Ethics,” 2020)
Special Cases for In-Text Citations
Multiple Works by the Same Author
When citing multiple works by the same author published in the same year, use lowercase letters (a, b, c, etc.) after the year to differentiate the sources.
Example: (Smith, 2019a, 2019b)
Authors With the Same Surname
When multiple references have first authors with the same surname but different initials, include the initials in all in-text citations to avoid confusion.
Example: (A. Johnson, 2021; L. Johnson, 2020)
If authors share the same surname and initials, use the standard author–date format. To clarify name changes or differentiate individuals, include additional identifiers as necessary.
Example: Emma Davis (2018) argued A, whereas Ethan Davis (2019) argued B.
Multiple Authors With Different Surnames
When citing multiple works by different authors within the same parentheses, arrange them alphabetically by the first author’s surname, and separate them with semicolons.
Example: (Smith, 2019; Brown, 2020)
Secondary Source Citations
If you are citing a source that you found in another work (a secondary source), include the original source and the secondary source in the citation.
Format: (Original Author, Year, as cited in Secondary Author, Year)
Example: (Smith, 2019, as cited in Johnson, 2020)
How eContent Pro Can Help
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