For students and researchers, perfecting APA style is a must-have for the polished academic papers, and page numbers are a small but essential element. Writers of the strict sets of rules for APA page numbers often trip themselves up with the errors that break off from professionalism. How can one set the page numbers perfectly every time? This guide takes you through some easy-to-follow steps on formatting page numbers APA style. I'll also introduce WPS Office's free tools that will ensure the process becomes much easier, saving you time and nerves.
Part 1: Understanding APA Style and Page Numbers
What is APA Style?
APA or American Psychological Association style is the accepted format for writing in different fields such as psychology, education, and social sciences. It is a style that standardizes the citation method, page layout, and anthology to-to mention just a few-while aiding in the performances of clarity, consistency, and credibility. Page numbers, especially, allow easy navigation of the document to specific cited materials. Attention to APA format is considered a mark of professionalism that is especially stringent in essays, research papers, thesis, and journal submissions. For example, an APA-style paper might contain a title page, an abstract, a body, and references, all numbered consecutively.
APA Page Number Rules
APA 7th edition requires page numbers on all pages, beginning with the title on page 1, flush right in the header. Use a font and size that is readable, such as Times New Roman or Arial, 12-point, similar to the rest on the document. APA page numbers are also found in internal citations when citing a direct quote and in reference lists when citing a portion of a source, such as a journal article or a book chapter. This is what you require:
These rules ensure your paper looks professional and is easy to navigate, addressing the reader’s need for APA compliance.
Part 2: How to Format Page Numbers in APA Style
Formatting page numbers in APA style involves configuring headers and correctly citing pages in-text and in references. Below, I share a detailed, step-by-step tutorial for adding page numbers to your APA paper, plus examples for in-text citations and reference lists, drawn from my own trial-and-error experiences.
Step-by-Step Tutorial: Setting Up Page Numbers in APA
Step 1: Open Your Document
Launch your word processor, like Microsoft Word or WPS Writer, and open your APA-style paper. Ensure your document is set to a standard APA font such as Times New Roman or Arial, 12-point.
Step 2: Enter the Header Section
Double-click anywhere near the top of the page to open the header. Go to the "Insert" menu, then to "Page Number," then "Top of Page," and select "Plain Number 3" for right alignment.
Step 3: Continuous Numbering
The first page, a.k.a. the title page, should be numbered as page 1, followed by the abstract and subsequently the main body and references, in order. Within the settings for page numbering, select "Start at 1." Check to make sure you don't have an unusual setting where it causes numbering to restart at new sections.
Step 4: Format the Page Number
Simply allow the page number to appear without any prefix such as "Page," etc., with the font and size set to match your document (e.g., Times New Roman, 12-point). Place the page number 0.5 inches from the top and 1 inch from the right edge, then close the header.
Step 5: Verify All Pages Scroll
down throughout your entire document and make sure page numbers appear on every single page, including the title page, abstract, body, and references. Ensure the numbering is consistent across all sections, i.e., with appendices, tables, etc.
Step 6: Page Numbers in Citations
Page numbers should be added to in-text citations for direct quotations, for example, (Smith, 2025, p. 32). Add page ranges to reference entries for sources like journal articles or book chapters, for example, 10-15.
Examples of Page Numbers in APA
Example 1: Page Numbers in In-Text Citations
When quoting directly, include the author, year, and page number in parentheses.
Citation: “Mindfulness improves focus” (Taylor, 2025, p. 28).
Example 2: Page Numbers in the Reference List
For sources with specific sections, like journal articles or book chapters, include page ranges using an en dash.
Citation: Taylor, L. (2025). Mindfulness techniques. Journal of Behavioral Studies, 15(4), 25–35.
Formatting a journal article’s page range was confusing until I learned to use an en dash (–) instead of a hyphen. This small fix made my reference list look sharp and APA-compliant.
Part 3: The Best Helper for APA Formatting: WPS Office
WPS Office is a free, AI-powered office suite that takes the stress out of APA formatting, especially for page numbers. Its Writer tool includes citation management, APA templates, and AI-driven editing, making it a lifesaver for students and researchers. Compatible with Windows, Mac, Linux, iOS, and Android, its lightweight 200MB design and free access beat pricier alternatives like Microsoft Word. Below, I share how to format page numbers in APA style using WPS Office, with personal insights from my own use.
How to Format Page Numbers in APA Style on WPS
Step 1: Start WPS Writer
Download WPS Office from wps.com and open Writer. Create a new APA-style document or load an existing one.
Step 2: Insert Page Numbers Click the “Insert” tab, select “Page Number,” choose “Top Right,” and pick a plain number format. Set it to start at 1 for the title page.
Step 3: Customize the Header Double-click the header to align the page number 0.5 inches from the top and 1 inch from the right. Match the font to your document (e.g., Arial, 12-point). For professional papers, add a running head if required.
Step 4: Add Page Numbers to Citations
For in-text citations, manually add page numbers for quotes, e.g., (Brown, 2025, p. 45). Use the “References” tab to insert citations, with WPS AI suggesting formats. For reference lists, include page ranges for relevant sources.
Step 5: Proofread with AI
Run WPS AI’s proofreading to check page number placement, citation accuracy, and overall APA compliance. Ensure numbers appear on every page and citations are correct.
Tips for Formatting Page Numbers in APA with WPS Office:
WPS Office’s free AI tools, cross-platform compatibility, and user-friendly design make it the ultimate tool for APA page numbering. Its templates, citation features, and proofreading capabilities streamline academic writing, far surpassing basic formatting tools.
FAQs
Should I include page numbers on every page?
Yes, APA 7th edition requires page numbers on every page, including the title page, abstract, body, references, and appendices, starting with 1 in the top-right corner.
Can WPS Office help with APA in-text citation page numbers?
Yes, WPS Office’s Writer tool supports APA in-text citations, with WPS AI prompting page number inclusion for direct quotes, e.g., (Brown, 2025, p. 45).
How do I format page ranges in APA reference lists?
Use an en dash (–) for page ranges in reference list entries for journal articles or book chapters, e.g., 25–30, ensuring no spaces around the dash.
