Formatting Issues

How to Use APA 7th Edition Formatting and Citations in Microsoft Word

Anum Mushtaq Oct 19, 2026 869 views

Question details

The user needs to format an academic document and generate citations according to the APA 7th Edition guidelines in Microsoft Word.

How to Use APA 7th Edition Formatting and Citations in Microsoft Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Writing an academic paper or essay that requires strict adherence to the latest APA formatting and citation standards.
Observed behavior: Microsoft Word lacks full native support for APA 7th Edition in its built-in citation tool, requiring users to rely on manual formatting, templates, or external citation managers.

Before you start

Check the 'References' tab in your version of Word to see if APA 7th Edition has been added in a recent update; if it only shows APA 6th Edition, you will need to manually adjust your formatting or use a template.

Solution 1Recommended

Manually Set Up APA 7th Edition Document Formatting

Since Word may default to older APA versions, manually configuring your document's margins, fonts, and spacing ensures full compliance with APA 7 guidelines.

APA 7th Edition requires specific page layouts, fonts, and title page structures. By setting up these parameters manually before writing, you avoid having to reformat the entire document later.

Set Document Margins

Go to the Layout tab on the Word ribbon, click 'Margins', and select 'Normal' to apply standard 1-inch margins to all sides of the document.

Choose an APA Approved Font

Navigate to the Home tab and select a recommended font, such as Times New Roman (12pt), Calibri (11pt), Arial (11pt), or Georgia (11pt).

Apply Double Spacing

Select all text (Ctrl + A), click the 'Line and Paragraph Spacing' button in the Home tab, and select '2.0'. Also, check 'Remove Space After Paragraph' to ensure consistent spacing.

Insert Page Numbers

Go to the Insert tab, click 'Page Number', select 'Top of Page', and choose 'Plain Number 3' to place the page number in the top right corner. The running head is no longer required for student papers in APA 7.

Manually Set Up APA 7th Edition Document Formatting

Citation Adjustments: If you use Word's built-in APA 6 citation generator, remember to manually convert text to APA 7 rules in your reference list (e.g., formatting publisher locations and handling works with up to 20 authors).

Solution 2

Use an APA 7th Edition Word Template

Downloading a pre-formatted template guarantees your title page, abstract, and references section follow APA 7 rules right from the start.

Solution 3

Install a Third-Party Citation Manager

To fully automate APA 7th edition in-text citations and bibliographies, use a dedicated academic citation manager plug-in.

Free Microsoft Office alternative

Write and Format Academic Papers Easily with WPS Office

If you are looking for a reliable, fast, and free alternative to Microsoft Word, WPS Writer provides powerful formatting tools that make adhering to APA 7th Edition standards incredibly easy. Enjoy full compatibility with Word documents without a costly subscription.

1. Open Your Document in WPS Writer: Launch WPS Office and open a new blank document or import your existing APA template.
2. Apply APA Formatting: Use the highly intuitive ribbon interface to set 1-inch margins, select Times New Roman 12pt, and set 2.0 line spacing instantly.
3. Export to PDF: Once your essay is complete, click 'Export to PDF' to ensure your APA 7 formatting stays locked exactly as intended before submission.

Fully compatible with Microsoft Word .docx and .doc formatsEasy-to-use interface for adjusting margins, fonts, and line spacingLightweight software that installs quickly on Windows, Mac, and LinuxBuilt-in PDF export feature for perfectly preserving academic formatting

microsoft office alternative - wps office

Frequently Asked Questions

When will Microsoft Word add APA 7th Edition natively?

Microsoft has not provided an official timeline for releasing native APA 7th Edition updates across all versions of Microsoft Word. Some newer Microsoft 365 versions may roll out updates gradually, but many users still rely on manual adjustments or custom XSL templates.

What fonts are allowed in APA 7th Edition?

Unlike APA 6, which strictly required Times New Roman 12pt, APA 7 allows a variety of accessible fonts. These include Calibri (11pt), Arial (11pt), Lucida Sans Unicode (10pt), Times New Roman (12pt), and Georgia (11pt).

Do student papers need a running head in APA 7?

No, under APA 7th Edition guidelines, student papers only require the page number in the top right header. The running head (shortened title) is now only required for professional or published papers.

Can I use Word's APA 6th Edition citation tool for APA 7th Edition?

You can use it for basic structuring, but you must manually review and edit the generated citations. APA 7 has different rules, such as including up to 20 authors in the reference list and removing the publisher location.

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