If you’ve been staring at a blank Word document, wondering whether to use “References” or “Works Cited” or “Bibliography” at the top of the page, you’re not alone. This is one of the most confusing parts of APA 7th edition formatting, and the good news is that it follows a set of straightforward rules once you know them.
- Start your reference list on a new page after the text ends.
- Label the page “References” — bold, centered. Never use “Works Cited” or “Bibliography.”
- Apply a 0.5-inch hanging indent to every entry.
- Double-space the entire list with no extra lines between entries.
- Alphabetize entries by the first author’s last name.
This guide walks you through exactly how to set up a reference list in APA 7th edition — from page setup to hanging indents, from capitalization rules to common formatting mistakes students make and how to avoid them. You’ll get step-by-step instructions for both Microsoft Word and Google Docs, plus clear examples for journal articles, books, websites, and more.
The Big Picture: Why Your Reference List Matters
Your reference list is the bridge between your in-text citations and the full bibliographic information your reader needs to find each source. Every source you cite in the body of your paper must appear in the reference list, and every entry in the reference list must be cited in the text. Get this wrong, and professors will deduct points regardless of how strong your argument is.
According to the APA Style official guidelines, the reference list is the formal record of every source you referenced, and it follows strict formatting rules designed to make it easy for readers to locate and retrieve each source (APA, 2024).
Step 1: Page Setup — Where the Reference List Goes
Before you write a single citation, you need to set up the page correctly.
Start the reference list on a new page. Place your cursor after the last paragraph of your paper text and press Ctrl + Enter (Windows) or Command + Enter (Mac) to insert a page break.
Label the page. At the very top of the new page, type References — centered and bold. Do not underline it, do not italicize it, and do not put quotation marks around it.
Important: Never use “Works Cited” or “Bibliography.” APA Style uses only “References” as the label. If your reference list contains only one source, it’s acceptable to use “Reference” (singular).
Student tip: If your professor gives you a different page label in the assignment brief, follow their instructions. When in doubt, use “References.”
Step 2: Apply the Hanging Indent — 0.5 Inches
Every single entry in your reference list needs a hanging indent. This means:
- The first line of each entry is flush left with the margin.
- The second and subsequent lines are indented 0.5 inches (1.27 cm) to the right.
This looks professional and helps the reader’s eye track from the author’s name down to the rest of the citation.
How to Apply a Hanging Indent in Microsoft Word
- Select all your reference entries.
- Right-click and choose Paragraph.
- Under Indentation, find Special.
- Select Hanging.
- Set the value to 0.5 inches (or 1.27 cm).
- Click OK.
Keyboard shortcut: Select the text and press Ctrl + T (PC) or Command + T (Mac). This instantly applies a 0.5-inch hanging indent.
How to Apply a Hanging Indent in Google Docs
- Select all your reference entries.
- Go to Format > Align & indent > Indentation options.
- Under Special indent, select Hanging.
- The default is already 0.5 inches — no need to change it.
- Click Apply.
Both platforms achieve the exact same visual result. The difference is only in how you get there.
Step 3: Double-Space Everything
The entire reference list must be double-spaced. This includes:
- The space between lines within a single entry.
- The space between separate entries.
Do not add extra blank lines between entries. Each entry is a continuous double-spaced block, but there should be no blank line separating one entry from the next.
In Microsoft Word
- Select your reference list.
- Press Ctrl + 2 (Windows) or Command + 2 (Mac).
- Go to Home > Line and Paragraph Spacing > 2.0.
- Make sure “Don’t add space between paragraphs of the same style” is checked.
In Google Docs
- Select your reference list.
- Click Format > Line & paragraph spacing > Double.
Step 4: Alphabetize Entries
References must be ordered alphabetically by the first author’s last name. If no author is listed, alphabetize by the first significant word in the title (ignore articles like “A,” “An,” or “The”).
Special Cases
- Same author, different dates: List entries from oldest to newest.
- Same author, same year: Use “a” after the year for the first entry and “b” for the second (e.g., Smith, 2024a; Smith, 2024b).
- Same surname, different first initials: Alphabetize by first initial (Anderson, B., & Smith, J., vs. Smith, A.).
- No author: Use the title to alphabetize.
Step 5: Capitalization Rules — Sentence Case vs. Title Case
This is the single most common source of formatting errors on APA reference lists. APA 7th edition uses two different capitalization rules depending on the source type:
Sentence Case (For Articles, Books, Reports, Webpages)
Capitalize only:
- The first word of the title.
- The first word after a colon or dash (subtitle).
- Proper nouns.
Example (article): Effects of social media on academic performance: A longitudinal study.
Example (book): The psychology of learning.
Title Case (For Journal Names, Magazine Titles, Newspapers)
Capitalize all major words (main nouns, verbs, adjectives, and adverbs).
Example (journal): Journal of Educational Psychology.
Example (magazine): Time.
Quick memory aid: Article and book titles get sentence case. Journal names get title case. Periodical names are always italicized.
Step 6: Formatting Individual Source Types
Here’s how to format each common source type in your reference list:
Journal Article
Author, A. A., & Author, B. B. (Year). Title of the article. Title of the Periodical, Volume(Issue), Page range. https://doi.org/xxxx
Example:
Smith, J., & Chen, L. (2024). Effects of spaced repetition on vocabulary retention in adult ESL learners. Language Learning, 74(2), 145–162. https://doi.org/10.1111/ll.12789
Authored Book
Author, A. A. (Year). Title of the book (Edition). Publisher.
Example:
Cohen, N. (2023). Teaching college writing: A practical guide for instructors. Routledge.
Chapter in an Edited Book
Author, A. A., & Author, B. B. (Year). Title of the chapter. In E. E. Editor (Ed.), Title of the book (pp. page range). Publisher.
Example:
Brown, T. (2022). Writing skills for graduate students. In A. K. Smith & J. L. Doe (Eds.), The graduate student handbook (pp. 45–67). Academic Press.
Website
Author, A. A. (Year, Month Day). Title of the page. Site Name. URL
Example:
World Health Organization. (2024, January 15). Mental health and well-being. https://www.who.int/mental-health
Important: No “Retrieved from” prefix is used unless the content is likely to change over time (like a wiki or social media post).
Database or Archived Content
Author, A. A. (Year). Title of the content. Site Name. URL
Example:
National Center for Education Statistics. (2023). The condition of education 2023. U.S. Department of Education. https://nces.ed.gov/programs/conditionofeducation/
Step 7: DOIs and URLs
APA 7th edition changed how DOIs and URLs are formatted. Here’s what you need to know:
- Always include a DOI when available. Format it as a live hyperlink:
https://doi.org/xxxx.
- Include a URL when no DOI is available (for websites, reports, etc.).
- Do not add “Retrieved from” before URLs unless the source is likely to change (like Wikipedia).
- DOIs and URLs can be blue and underlined (hyperlinks) or plain text. Both are acceptable.
- Do not add a period after the DOI or URL.
If a source has both a DOI and a URL, list the DOI. If the source has only a URL, list the URL.
Common Formatting Mistakes (And How to Avoid Them)
Here are the most common reference list errors I see students make — and how to fix each one:
Mistake 1: Title Case Instead of Sentence Case
Writing “Effects Of Spaced Repetition On Vocabulary” instead of “Effects of spaced repetition on vocabulary“.
Fix: Use sentence case for article, book, and report titles. Only capitalize the first word, subtitle, and proper nouns. Use title case only for journal names.
Mistake 2: Missing Hanging Indent
Leaving the entire reference list with no indent or applying a regular first-line indent instead of a hanging indent.
Fix: Select all entries and apply a 0.5-inch hanging indent using the Paragraph settings in Word or Format > Indentation options in Google Docs.
Mistake 3: Extra Blank Lines Between Entries
Adding a blank line between each reference entry.
Fix: Remove all blank lines. Each entry should immediately follow the previous entry with double-spacing only.
Mistake 4: Using “Works Cited” or “Bibliography”
Placing “Works Cited” or “Bibliography” at the top of the page instead of “References.”
Fix: Use “References” in bold, centered at the top. APA Style uses “References” exclusively.
Mistake 5: Adding “Retrieved from” to URLs
Writing “Retrieved from https://…” before a website URL.
Fix: Remove “Retrieved from” unless the source content is likely to change over time (like a social media post or Wikipedia page).
Mistake 6: Forgetting to Alphabetize
Listing references in the order they appear in the paper instead of alphabetically by author.
Fix: Sort all entries alphabetically by the first author’s last name. In Word, use the Sort A-Z button. In Google Docs, use the Table > Sort feature or sort manually.
Mistake 7: Citing Sources Not in the Reference List (and Vice Versa)
Including sources in the text that don’t appear in the reference list, or listing sources in the reference list that aren’t cited in the text.
Fix: Cross-check every in-text citation against the reference list and vice versa. Every citation in the text must have a matching entry, and every reference list entry must be cited.
Mistake 8: Using APA 6th Edition Rules for Books
Including the publisher location (city and state) when writing book references.
Fix: APA 7th edition no longer requires the publisher location. Just write the publisher’s name.
Word vs. Google Docs: Which Is Easier for APA Formatting?
Both platforms handle APA 7th edition reference list formatting, but the steps differ slightly. Here’s a comparison:
| Feature |
Microsoft Word |
Google Docs |
| Hanging Indent |
Right-click > Paragraph > Special > Hanging |
Format > Align & Indent > Indentation Options > Hanging |
| Double-Space |
Ctrl + 2 or Home > Line & Paragraph Spacing > 2.0 |
Format > Line & Paragraph Spacing > Double |
| Page Break |
Ctrl + Enter |
Insert > Page Break |
| Automatic Citation Tool |
References ribbon (doesn’t fully support APA 7th) |
Tools > Citations (supports APA 7th) |
| Alphabetize |
Sort A-Z button on toolbar |
Table > Sort feature or manual sort |
What I’d recommend: Google Docs has a built-in Citations tool that can auto-generate in-text citations and the bibliography in APA 7th edition, which saves time. Microsoft Word’s References ribbon doesn’t fully support APA 7th formatting, so manual formatting is required. If you’re using Word, the manual steps above will ensure accuracy. If you’re using Google Docs, use the Citations tool but verify the output against APA guidelines — automated tools sometimes make formatting errors, especially with DOIs and journal titles.
Quick Reference Checklist
Use this checklist before submitting your paper:
- [ ] Reference list starts on a new page
- [ ] Page labeled “References” in bold, centered
- [ ] 0.5-inch hanging indent applied to all entries
- [ ] Entire list is double-spaced
- [ ] No extra blank lines between entries
- [ ] Entries alphabetized by first author’s last name
- [ ] Article/book titles use sentence case
- [ ] Journal names use title case and are italicized
- [ ] Volume numbers are italicized
- [ ] Issue numbers are in parentheses, not italicized
- [ ] DOI or URL included where available
- [ ] No “Retrieved from” prefix (except for changing content)
- [ ] Every in-text citation has a matching reference list entry
- [ ] Every reference list entry is cited in the text
Related Guides
For more help with academic writing and formatting, check out these resources:
FAQ
What’s the difference between a reference list and a bibliography?
A reference list includes only the sources you cited in the paper. A bibliography includes all sources you consulted, even if you didn’t cite them in the text. APA 7th edition uses “References” and requires you to list only the sources you cited.
Do I need to number my reference entries?
No. APA 7th edition reference lists do not use numbered entries. References are unnumbered and alphabetized. Numbered lists are used in IEEE and some other citation styles, but not APA.
Can I use a citation generator to create my reference list?
Yes, tools like Zotero, Mendeley, and Citation Machine can generate APA 7th edition citations. Just verify the output against the official APA manual, especially for complex source types, DOIs, and journal titles.
What if my professor requires me to list sources I didn’t cite?
Some professors ask for an annotated bibliography or a working bibliography that includes sources consulted but not cited. In that case, label the page “Bibliography” instead of “References” and follow your professor’s specific instructions.
How many sources should I include?
The number depends on your assignment. Undergraduate papers typically need 5–15 sources. Master’s-level assignments may need 15–30. PhD dissertations often require 50–100+. Always check your assignment brief.
What’s Your Next Step?
Setting up an APA 7th edition reference list is one of those assignments that feels simple until you sit down and realize you’ve been doing it wrong for months. The rules are precise — sentence case for article titles, title case for journals, hanging indents, no blank lines between entries — and one misstep can cost you valuable points on a paper you otherwise wrote well.
Here’s what I recommend:
- Use this checklist to review your reference list before submission.
- If you’re formatting in Google Docs, use the built-in Citations tool but double-check the output.
- If you’re using Word, apply the hanging indent manually using the steps above.
- Cross-check every in-text citation against the reference list one more time.
If you’re feeling overwhelmed by the workload — especially with tight deadlines, multiple citations across different sources, and formatting details that are easy to miss — getting help is a responsible decision. QualityCustomEssays provides custom academic writing services with writers who hold advanced degrees in multiple disciplines. Their writers understand APA, MLA, and Chicago formatting inside and out. If you need help with your reference list, annotated bibliography, or any other academic writing assignment, their experienced writers can produce correctly formatted, high-quality papers that meet your professor’s exact requirements.
