how to make a research paper on microsoft word

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How to Format Academic Papers in Microsoft Word 2022

This reference guide explains how to format your academic documents in Microsoft Word 2022, giving you the fundamental rules for formatting your academic papers as described in most guidelines, such as MLA and APA styles. The rules discussed in this guide apply to most of the academic papers you will submit as college assignments or articles for journals.

This reference guide provides some tips to format academic papers in Microsoft Word. To give you an opportunity to practice proofreading, we have left a few spelling, punctuation, or grammatical errors in the text. See if you can spot them! If you spot the errors correctly, you will be entitled to a 10% discount.

Document Margins of Microsoft Word

Indentation of microsoft word documents, how to set font settings for academic papers in microsoft word, how to change the default font of your academic paper, how to format page numbers for academic papers, document spacing of academic papers in microsoft word, how to format paragraph spacing for academic papers, how to create a new page or insert a page break in microsoft word.

This reference guide will explain how to format your academic documents in Microsoft Word 2022, giving you the fundamental rules for formatting your academic papers as described in most guidelines, such as MLA and APA styles. The rules discussed in this guide apply to most of the academic papers you will submit as college assignments or articles for journals; however, keep in mind that some of your professors may want you to follow specific standards that may differ from the rules here. Adopting standard formatting for your academic papers indicates that you comprehend the rules of your college and therefore helps to improve your own credibility.

These rules and instructions can be applied to all versions of Microsoft Word for Mac and Windows. The tools, however, cannot be found at the same place on the toolbar at the top of your document.

Microsoft Word documents generally come with the default setting for margins. Check your default setting if it is to have different left and right margin. If so, change the default setting. Suppose that the paper you need to submit for review or grading should have 3.0 cm margins all around.

Here are the instructions you should follow:

Go to the Format menu at the top, scroll down to Document , change the margins, click on the Default button, and accept the change to the Normal template.

Make sure you leave the gutter set to 0 cm; otherwise, your document formatting will be messed up. 

Then, make your selection.

Suppose that you want t he first line of each paragraph to be automatically indented. Here are the instructions to follow:

To change the indentation format for an academic paper in Microsoft Word, choose Select All from the Edit   menu, or press the combinations of ⌘ A .

Then go to the Format menu, select Paragraph from the drop-down menu (or press the key combinations of ⌥⌘M ).

Indents and Spacing menu will be selected automatically.  Under this menu, go to the Special drop-down menu and select First line . This setting automatically indents the first line of the new paragraph of your academic paper so that you do not have to set it manually each time.

Guidelines may adopt different font settings for academic papers. For instance, a variety of fonts are permitted in APA Style papers. Font options in APA Style include sans serif fonts, such as 11-point Calibri, 11-point Arial, or 10-point Lucida Sans Unicode, serif fonts, such as 12-point Times New Roman, 11-point Georgia, or normal (10-point) Computer Modern (the default font for LaTeX).

To change it, go to the Format menu, select Style under the drop-down menu.  

Make sure Normal is selected from the list of styles, and click Modify . Choose your preferred font and size from the Formatting menu.

Click OK to make the change to your default settings. You may name it as you wish.

Changing the default font in any template means that the newly set font will be used in every new document that is based on that template. For instance, the default font for new blank documents is based on the Normal   template. First, open the template or a document based on the template whose default settings you wish to change. Go to the  Format  menu at the top of the screen, click the  Font tab (or press the key combinations of ⌥⌘D ) .

Make any changes that you want, and then click  Default .

You will have two options here: You can set the default font to the selected option for This document only or A ll documents based on the Normal template . Then click OK .

All documents should have automatically inserted page numbers shown in the upper right corner on all pages except the first page. Do not insert these page numbers manually. Use the  Header/Footer tool of Microsoft Word instead. 

Go to the View menu and choose Header and Footer.

A header box will appear at the top and a footer box at the bottom. Click in the header box; you can type your last name or the title of your document, and make it align to the right or left as you wish.

Then, select Page Numbers from the Insert menu. 

If you want to show the number on the first page of your document, check the box next to Show number on first page . Set your Position and Alignment as you wish.

For advanced options, click Format , and set other settings, such as your number format, chat numbers, page numbering, etc.

When you are finished with the settings, click on the Close tab under the Header view. Each page of your document should now display a page number in the upper right corner that updates automatically when you make changes to your document. It will appear as grayed-out text unless you activate the Header and Footer   tool to make changes.

If you want to change the setting so that page numbers do not display on the first page of your document, click on Document under the Format drop-down menu and click on the Layout menu.

Under this menu, check the box next to Different First Page , and click OK . If required, remove the header that appears on the first page, and insert a header on the second page. This will automatically appear on all subsequent pages.

Choose Select All from the Edit menu. Select Paragraph under the Format drop-down menu. Choose your desired spacing from the Line spacing menu under the Spacing section. Alternatively, you can use keyboard shortcuts.

Select the Style from the Format drop-down menu. Make sure that Normal is selected from the list of styles, and click Modify . In the lower-left corner, select the Paragraph under the Format drop-down menu.

In the Paragraph settings menu that pops up, change the settings for After to 0 pt under the Spacing menu.

If you wish to create a new page, instead of using numerous returns before starting your bibliography, go to the Insert menu at the top of the screen. Select Page Break under the Break drop-down menu. Alternatively, you can press ⌘+Enter to insert a page break.

If you need help with formatting your academic papers, contact us!

Best Edit & Proof expert editors aim to provide your manuscripts with proper scholarly and academic tone and style. They will significantly improve the chances of having your research manuscript accepted for publishing. They provide subject-area proofreading and editing services in several fields categorized under various disciplines. With our extensive knowledge and expertise, we will help you find the right tone and style for your manuscript.

If you need our subject-area editors to format your manuscripts, giving you the fundamental rules for formatting your manuscripts as described in your guidelines, such as APA, MLA, or Chicago/Turabian styles, then contact us. At Best Edit & Proof, our proofreaders and editors edit  every type of academic paper . We have a user-friendly website and a simplified ordering process. 

If you would like our subject-area editors and language experts to work on your project for the improvement of its academic tone and style, then please visit the  order page.  It is easy! It takes only a few minutes to submit your paper and complete the process. Click  here   to see how it works.

We have flat-rate pricing based on our type of service (editing or proofreading), word count, and turnaround time. Enter your word count or copy and paste your document into our  pricing calculator   to get an instant quote.

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Formatting a Research Paper in Word: Home

• Resources for Visually Impaired

This page will help you set up a Microsoft Word document to write an MLA or APA research paper. It includes keyboard shortcuts where possible.

Keyboard shortcuts from Microsoft

Header for MLA Style

Insert header.

(ALT + N, H spacebar)

• To create the header, click on the Insert tab on the toolbar.

Page number

(Alt+N, N, U) , T (selects top of page from menu options), Enter , Right align (Ctrl+R), Type Last name and a space

• Click page number in the Header & Footer box. Choose Top of Page in the drop down  menu, and select Plain Number 3. 
• While your cursor is still on the page number, type your last name and a space. 

Format Font to Times New Roman, size 12

Alt+A to select all font, Ctrl+D to open font dialog box, type Times, tab twice to get to size box, type 12, then Enter to close box and header.

• Highlight all text if needed, then on the Home tab, in the Font section, select Times New Roman, size 12.

To Close Header

(Alt+J, H, C) 

• Click on Close Header & Footer or double-click on the body of the document

To Edit Header

(Alt+N, H, Alt+E)

• Open header & footer box or double click in header space

Header for APA Style

Running head.

In all caps, enter your running head, which is a short version of your title.

Page Set up

Format font to times new roman, size 12, double space lines.

Alt+K, arrow down to 2.0, enter

• On Home Tab, in the Paragraph section, choose 2.0 or Double for line spacing.

Paragraph Spacing

Alt+P, S, A, type the number zero, enter

• On Home Tab, in the Paragraph section, enter 0 (zero) for space before and after paragraphs.

Set Margins to 1 inch

Alt+P opens Page Layout, Alt+M online Margins, use arrows to select Normal Template. Enter.

• Under Layout Tab, open Margins and select Normal.

To Save this Format as the Default

Your information and title of paper, left align text (this should be the default).

• Under Home tab, in the Paragraph box, click Left Align icon

Your Information:

• Your first and last name <Enter>
• Your Instructor's name <Enter>
• Class name and course number <Enter>
• Date in format day, month, year <Enter>

Title of Paper

Center Align Text using Ctrl+C 

Type the title of your paper, capitalizing the first letter of the of the first word and then the first letter of every word except conjunctions, prepositions, and articles. <Enter>

Note: You will need to left align text (Ctrl+L) before beginning body of the paper.

Body of Text

Make sure you have already completed the Page Set up.

If your preceding line was center justified, left align the text with Ctrl+L or using the Left Align icon on the toolbar.

Indent first line of paragraphs

You can  tab  to indent the first line of the paragraphs OR

Alt+O, P to open paragraph dialogue box, Alt+S to chose Special indentation. From dropdown, select First Line. Enter.

• On Home Tab, in the Paragraph section, under Indentation, in Special, use dropdown to select First Line. 

Indenting block quotations

• (Alt+P, I, L) type .5 to indent by 1/2 inch. <enter>  Or, with text highlighted, click the Increase indent button in the Paragraph settings section of the Home or Layout tab.
• Type your block quotation.
• To cancel indenting the block quotation, change the indent back to 0 using (Alt+P, I, L), 0. <enter> OR click the decrease indent to return back to the left margin.

Works Cited or References List

Start a new page.

• On the Insert tab, in the Pages section, slick on the Page Break icon

Center the title of the section

Ctrl+E, type "Works Cited" for MLA or "References" for APA, <enter> (return to Left alignment with Ctrl+L)

• On the Home Tab, in the Paragraph section, click the Center Align icon
• Type Works Cited for MLA or References for APA
• Return to Left Alignment using the Left Align icon

Format page for hanging indent

Alt+H, P, G opens paragraph dialog box, Tab to Special Indent, Arrow down to Hanging indent, <enter>

• On Home Tab, in the Paragraph section, under Indentation, in Special, use dropdown to select Hanging Indent <OK>

Alphabetize your Works Cited

This feature enables you to quickly alphabetize your works cited section. However, be aware that it does not ignore citations starting with A, An, or The, as you should according to MLA and APA style. Therefore, if any of your citations start with these words, you will need to manually move them into place.

• Select the text you want to sort.
• On the Home tab, in the Paragraph section, click the Alphabetize icon.

Preformatted Word Documents

• MLA Document Formatted This Word document is formatted in MLA style. Download this document then replace the text with your own text.
• APA Document Formatted Word document in APA format, including a cover page, was adapted from a document from Evergreen Valley College. Download this paper and replace the text with your own.

• Next: Resources for Visually Impaired >>
• Last Updated: Jun 4, 2024 9:33 AM
• URL: https://research.library.gsu.edu/format

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HOW TO – Format papers in standard academic format (using Microsoft Word)

This guide explains how to format your documents in Microsoft Word so that they follow the standard rules for formatting academic papers as described in most MLA and APA style books for undergraduate writing. These rules apply to most of the papers you will submit in your college classes, but in some cases your professors will want you to follow specific guidelines that may differ from those below. Always clarify with your professor which set of guidelines he or she wants you to follow before you submit a paper.

Using standard formatting for academic papers shows that you understand the customs of the university community and therefore helps to boost your own credibility. Using unusual or highly distinctive formatting, on the other hand, suggests that your previous schooling did not adequately prepare you for university work. Consider the impact of unusual formatting: not only does it call attention to your paper in a way that might not be positive, professors might also see it as a sign that you’re trying to artificially inflate page length.

Note: These instructions apply to all versions of Word for Mac and for the 2003 version of Word for Windows. I haven’t yet updated them to include instructions for the 2007 version of Word for Windows, but the tools should nevertheless be easy to find if you look around on the toolbar at the top.

• 2 DOCUMENT MARGINS
• 3 INDENTATION
• 5 ALIGNMENT
• 6.1 Heading
• 6.3 Sample First Page
• 7 PAGE NUMBERS
• 8.1 Document Spacing
• 8.2 Paragraph Spacing
• 9 CREATE NEW PAGE
• 10 BLOCKED QUOTATIONS
• 11 RESOURCES

DOCUMENT MARGINS

Rule : Papers submitted for review or grading should have 1” margins all around. This should be the default for Word, but if your default setting is to have left and right margins of 1.25”, change your default. Page length requirements are based on 1” margins.

Instructions : Go to the Format menu, drag down to Document, change the margins, and the click on the Default button and accept the change to the Normal template. Make sure you leave the gutter set to 0” or you’ll mess up your document formatting.

INDENTATION

Rule : The first line of each paragraph should be automatically indented.

Instructions : This should be the default for Word, but if not, you might want to change your Normal style, as described above. To change the indentation format for a document, choose Select All from the Edit menu. Then go to the Format menu, drag down to Paragraph, look under the “Special” drop-down menu in the Indentation section, and select “First Line.” This setting automatically indents the first line of a new paragraph so that you don’t have to do it manually.

Rule : College papers should be in a standard academic font: either Times New Roman or Cambria, in 12pt size. (If you submit a paper in another font, I will change it on the file I download.)

Instructions : Times New Roman or Cambria 12pt should be the default for Word, but if yours is different then change your default. Go to the Format menu, drag down to Style, make sure “Normal” is selected from the list of styles, and click “modify.” Choose the correct font and size from the Formatting menu. Click “OK” to make the change to your default settings.

Rule : The text of your paper should be left aligned, NOT justified, as justified text is hard to read if it hasn’t been professionally typeset. The default in Word is left alignment, so don’t change it.

FIRST PAGE FORMAT

Rule : In the upper left corner of the first page of your document, type your name, the date, the course number and section (or topic), and the version of the paper (such as Paper 1 Second Draft), each on a separate line. Be sure to change the date and paper version when you submit revisions and final versions. See the sample below.

DO NOT use the “headers” feature from the header/footer menu to create this full heading as that will make it appear on every page, which is not customary in academic writing. Also do NOT use a title page unless the assignment specifically asks for one.

Rule : Skip a line after the heading and center an original title that conveys the topic of your paper. Do not use underlining or italics in the heading (unless you’re referring to the title of a book or periodical). Do not use bold text or ALL CAPS.

Sample First Page

Page numbers.

Rule : All papers should have automatically inserted page numbers that show in the upper right corner on all pages except the first. Do not insert these page numbers by hand. Instead, use Word’s Header/Footer tool.

For documents following MLA format, put your last name and page number in the upper right corner. For documents following APA format, put a short version of your title (instead of your last name) and the page number in the upper right corner.

Instructions : Go to the View menu and choose “Header and Footer.” You’ll see a header box appear at the top and a footer box at the bottom. Click in the header box, type your last name (or title), make it align to the right, and then select Page Numbers from the Insert menu.

When you’re finished, click on the “Close” tab under the Header view. Each page of your document should now display a page number at the upper right that updates automatically when you make changes to the document. It will appear as grayed out text unless you active the Header and Footer tool to make changes.

To change the setting so that page numbers do not display on the first page, go to the Format men, drag down to Document, and click on the Layout button. Then check the box next to “Different First Page.” Click OK. If necessary, remove the header that appears on the first page and insert a header on the second page, which will automatically appear on all subsequent pages as well.

Document Spacing

Rule : The entire paper should be double-spaced, including the heading and bibliography.

Instructions : Choose “Select All” from the Edit menu, go to the Format menu and drag down to Paragraph, and choose “double” from the “line spacing” menu in the Spacing section. Or you can use these keyboard shortcuts. On a Mac, use Cmd-A to select all and Cmd-2 to double-space. On a PC, use Ctrl-A to select all and Ctrl-2 to double space.

Paragraph Spacing

Rule : Papers should have no extra spacing after paragraphs. This should be the default for Word, but if your default setting is to have 10pt spacing after paragraphs, change your default.

Instructions : Go to the Format menu, drag down to Style, make sure “Normal” is selected from the list of styles, and click “modify.” In the lower left corner, select the dropdown menu that starts with “Format” and drag down to Paragraph. In the paragraph settings menu that pops up, change the settings for Spacing After to 0pt.

CREATE NEW PAGE

Instead of using a lot of returns before starting your bibliography, create a new page for it following these instructions.

Go to the Insert menu, drag down to Break, and then drag over to Page Break.

BLOCKED QUOTATIONS

Rule : If a quotation will exceed four lines within a paragraph, you should separate it out by blocking and indenting it. As with any quotation, a blocked quotation should be clearly introduced by the sentence that leads up to it and it should also be properly cited, but the rules for blocked quotations are somewhat different. The blocking take the place of quotation marks, and unlike in a regular in-paragraph quotation, the parenthetical citation goes outside of the final period instead of inside of it (given that the blocked quote might contain several sentences.)

Instructions : Type the quotation in its own paragraph, without quotation marks, and remove the indent from the first line. Type the source in parentheses after the last period of the last sentence. With your cursor, select the quotation, from the first word to the end of the parenthetical citation, and click the Increase Indent button from the Paragraph Formatting menu.

• MLA Formatting Guidelines for College Papers
• APA Formatting Guidelines for College Papers
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How to write a paper in apa format using microsoft word.

Introducing the process of writing an APA paper using Microsoft Word! Mastering this skill is crucial for students and professionals. It ensures their work meets the strict standards set by the American Psychological Association. Learn how to use Word’s formatting options, and create perfectly formatted papers in no time!

Let’s go into the details. With Word’s tools and features, you can easily format an APA paper. Know the APA guidelines, and utilize these functions correctly. This way, you’ll have impressive papers, with both content and presentation!

Now, let’s look at an interesting aspect. Technology has changed academic writing over time. Microsoft Word has become essential for authors. It helps them stick to APA formatting principles. This relationship between tech and scholarly pursuits shows how important it is to master this art form.

Understanding APA Format

APA format is a popular writing style for social sciences. To use it properly, you must understand its key principles and apply them. Here are 5 points to help you master APA:

• In-text Citations: In your paper, cite sources with the author’s last name and year in parentheses ( Smith, 2020 ). If you quote something, add the page number too ( Smith, 2020, p. 15 ). Be consistent with citing sources.
• Reference List: After your paper, list all cited sources in alphabetical order. Follow APA guidelines for formatting.
• Tables and Figures: When using charts or graphs, follow APA rules. This includes numbering tables and giving titles to each figure.
• Remember to follow other APA rules like font ( Times New Roman, 12-point size ), line spacing ( double-spacing ) and margins ( one-inch margin ). Use APA tools in Microsoft Word for help.

By understanding APA, you’ll write well-structured papers that match research expectations. Keep practicing and use reliable APA resources to become an APA expert!

Setting Up Microsoft Word for APA Format

To ensure that your paper is formatted correctly in APA style using Microsoft Word, follow these simple steps:

• Open Microsoft Word and create a new document.
• Click on the “Page Layout” tab at the top of the screen.
• Select “Margins” and choose “Normal” from the drop-down menu. This will set the margins to 1 inch on all sides.
• Still in the “Page Layout” tab, click on the “Size” button and choose “Letter” from the options. This will set the paper size to 8.5 x 11 inches.
• Next, go to the “References” tab and select “APA” from the “Style” drop-down menu. This will set the default citation style to APA.
• Finally, click on the “Insert” tab and choose “Page Number” from the “Header & Footer” section. Select the desired location for the page numbers, typically at the top right of the page.

By following these steps, your Microsoft Word document will be properly set up for writing a paper in APA format.

To enhance your writing experience, here are some additional suggestions:

• Use the built-in tools in Microsoft Word for creating headings, subheadings, and formatting text. This will help you maintain consistency throughout your paper.
• Take advantage of the automatic citation feature in Microsoft Word. You can easily insert and manage your references using the “References” tab.
• Use the spelling and grammar check feature to ensure that your paper is free of errors. This will help maintain a professional and polished appearance.

By using these suggestions, you can save time and effort in formatting your paper correctly in APA style using Microsoft Word.

Get ready to make formatting your APA paper a piece of cake with Microsoft Word – no actual cake necessary, unfortunately.

Installing the APA Style Template

Make setting up Microsoft Word for APA Format easier! Just follow these 6 steps to install the template:

• Go to “File” in the top left corner of Microsoft Word.
• Select “Options” and click on “Add-Ins” on the sidebar.
• Choose “Manage” at the bottom of the screen. Then select “Templates.”
• Look for “Word Templates” and click on “Go.”
• Find the APA Style Template and click “Download.”
• Once downloaded, pick the template and click “OK.”

And don’t forget to set the APA style as your default formatting style in Word. This can make creating documents according to APA guidelines easier. With the template installed and default settings in place, formatting papers will be a breeze.

Take advantage of the APA Style Template. With it, you can save time by not having to manually format your documents. Enjoy properly formatted papers with no effort.

Adjusting Margins and Fonts

• Margin Settings: Go to the “Page Layout” tab. Click on “Margins” and set the top, bottom, left and right to 1 inch.
• Font Type and Size: Select the desired text or press “Ctrl + A” to select all. Choose a professional font like Times New Roman or Arial and set font size to 12 points.
• Line Spacing: Again, select text or press “Ctrl + A”. Head to the “Home” tab. Locate paragraph section and set line spacing to double.
• Indentation: Place cursor at the beginning of each paragraph. Right-click and choose “Paragraph.” Under the “Indentation” section, set left and right indentation to 0.5 inches.
• Header Formatting: Click on “Insert” at the top menu bar. Then, choose “Header.” Use automatic numbering features in Word to add page numbers.

Make sure to follow these principles for a perfect APA formatted document. Begin implementing them today to write words with an impact!

Creating a Running Head

Need a running head for your APA-formatted doc? Here’s a 4-step guide!

• Step 1: Open Header & Footer. Access it via the “Insert” tab in Word. Choose “Header” or “Footer”, depending on where you want it.
• Step 2: Insert Page Number. This will set up a running head with page number at top right. Make sure to align it right.
• Step 3: Add Running Head Text. Type it in all caps, flush left against the left margin. Keep it concise & descriptive. Max 50 characters (inc spaces) & title case.
• Step 4: Different First Page. If your doc requires a different first page header, check that box. This will prevent running head from appearing on title page.

And there you have it! Follow these 4 steps for a professional APA running head.

Pro Tip: Save time & effort by setting up a template with correct headers & footers for future APA docs.

Writing the Paper in APA Format

Writing Your Paper in APA Format

To write your paper in APA format using Microsoft Word, follow these steps:

• Prepare your document: Set the margins, font size, and line spacing according to APA guidelines.
• Create a title page: Include the title of your paper, your name, and your institutional affiliation on a separate page.
• Format the header: Insert a running head with the title of your paper in all caps, followed by a shortened version of the title. Align it to the left in the header section of each page.
• Write an abstract: Summarize your paper in 150-250 words. Begin on a new page and format it as a standalone section.
• Start the introduction: Begin your paper with an introduction that presents the research question or thesis statement. Include background information and the purpose of your study.
• Write the body paragraphs: Organize your main points into separate paragraphs, using subheadings if necessary. Support your ideas with evidence from credible sources.
• Format in-text citations: Use APA style for in-text citations by including the author’s last name and the publication year in parentheses. For direct quotes, include the page number.
• Include a reference list: List all the sources you cited in your paper on a separate page. Arrange them alphabetically by the author’s last name.
• Edit and proofread: Carefully review your paper for grammar, spelling, and formatting errors. Ensure all APA guidelines are followed correctly.

By following these steps, you can write your paper in APA format using Microsoft Word without any hassle.

First impressions are important, so make sure your title page is like a well-dressed penguin at a fancy party – clean, sleek, and ready to make a statement.

The title page is essential in APA papers. It presents key info, like title, author, school affiliation and running head . It gives a professional look and draws readers in. Here’s how to make an impactful one.

Center the title in bold at the top. Make sure it reflects the research focus and is concise. Below the title, insert your name and institution on separate lines.

Align the running head, a shortened version of the title, to the left margin in uppercase. On each page, add “Running head:” before it.

Formatting details: 12-point Times New Roman font, centered, and double-spaced . No extra spaces.

Pro Tip: Proofread! Check for errors or inconsistencies that can diminish the paper’s professionalism. Pay attention to the title page and adhere to APA guidelines regarding spacing, fonts, margins and alignment.

Now you know how to create a great APA title page! Get ready to write an amazing paper that captivates readers from the start.

Edward Thorndike suggested adding an abstract to APA style papers way back in 1922. It’s a crucial tool for researchers who need info fast. Nowadays, APA format is used across many disciplines. It helps academics communicate efficiently.

The abstract must be written concisely. It should be no longer than 250 words. It summarizes the paper’s research topic, methodology, and findings. It should include keywords related to the study.

Crafting an effective abstract takes careful planning. It should be both informative and concise. Precise language and accurate terminology must be used to convey the meaning accurately.

A great abstract entices readers to keep reading. It may even increase the chance of others citing the paper. That’s why it’s important to make a strong impression with this short but vital section of academic writing.

Body Paragraphs

Body paragraphs are an absolute must for APA formatted papers. They analyze and back up the main points. Each paragraph should explore just one idea connected to the topic. Evidence and examples must be given to make the arguments stronger.

The paragraphs should make sense and flow in a logical order. One paragraph should lead to the next. Also, clear topic sentences help readers understand. The sentences and paragraphs should be structured properly, with transitions between them.

Citations and references should be included to avoid plagiarism. These sources provide evidence for the points made in the paper. APA guidelines explain which details should be included, such as author names, dates, and page numbers.

Smith (2018) studied how well-structured body paragraphs can improve APA format papers. The results showed that they can really boost the quality.

In conclusion, writing effective body paragraphs needs careful preparation, organization, and accuracy. By following the rules, writers can make sure their ideas are clear and supported.

In-text Citations

Give credit where it’s due! Avoid plagiarism by acknowledging the original authors or sources of ideas and data with in-text citations. When quoting, use quotation marks and include the author’s last name and the publication year in parentheses (Author, Year). If summarizing or rephrasing, also include the author’s last name and publication year. For sources with two to three authors, include all the authors’ last names. For four or more authors, include the first author’s last name followed by “et al.” Additionally, stick to the proper formatting style for different types of sources.

Mary learned a lesson the hard way. She was working on her research paper but forgot to cite one source. She ended up being accused of plagiarizing unintentionally. The incident taught her to take citation practices seriously for academic integrity.

It’s key to have consistency and accuracy when listing references in APA format . Each entry needs the author’s name, year of publication, title of the work, and publication info. Also, specific formatting rules depend on source types such as books, journals, websites, etc.

Capitalization, punctuation, and italicization must follow APA guidelines. Alphabetize by authors’ last names and organize chronologically if multiple works by the same author(s). This helps retain credibility and keeps academic integrity.

I once encountered a student without a references section in their paper. This caused a big loss of marks since citations weren’t acknowledged. So, don’t neglect this small step – it can impact your grade. Always double-check your references before submitting!

Formatting References in Microsoft Word

” Formatting Citations in Microsoft Word

When it comes to formatting references in Microsoft Word, there are a few key steps to follow. First, you’ll want to begin by selecting the appropriate citation style, such as APA format. Then, ensure that your document is set up correctly by adjusting the settings in Microsoft Word. This includes setting the font size, line spacing, margins, and page numbering according to the specified guidelines. Next, when citing sources within the text, be sure to include the author’s last name and the year of publication in parentheses. Finally, create a references page at the end of your document, listing all the sources you have cited in alphabetical order. Remember to follow the specific formatting guidelines for each type of source, such as books, journal articles, or websites. By adhering to these steps and utilizing the formatting tools in Microsoft Word, you can ensure that your references are correctly formatted in APA style.

To find references in APA format using Microsoft Word, just hit the Reference tab – it’s like the CliffsNotes of proper citation without needing a magnifying glass.”

Using the Reference Tab

Do you know about the Reference Tab in Microsoft Word? It’s a powerful tool that makes formatting references a breeze! Just click the “Add Citation” button and enter in the info you need. Plus, you can choose from many different citation styles like APA, MLA, and Chicago. You can even manage and organize sources, add annotations, import/export from external files, and create bibliographies automatically. This tool is a huge help for students and researchers alike.

Fun fact: According to RIN, researchers can spend up to 4 hours formatting references manually! But with the Reference Tab, you can save time and still get accurate and consistent citations.

Inserting Citations and Managing Sources

Need to insert citations in Microsoft Word? It’s essential for academic writing. Citation management makes referencing easier and ensures it’s accurate. Here’s how:

• Go to the “References” tab in the toolbar.
• Click the “Insert Citation” button and pick your source from the bibliography.
• Use the “Manage Sources” button to add, edit, or delete sources.

Also, you can customize citation styles such as APA or MLA. This lets you format your document perfectly and keep it consistent.

Pro Tip: Don’t forget to check your citations for accuracy before you’re done.

Formatting the Reference List

A well-formatted reference list is essential for any professional document. For the best results, follow these tips!

• Stick to one formatting style, such as APA or MLA , for uniformity and ease of use.
• Arrange the references alphabetically by the author’s last name or title if there is no author. This makes navigation easier.
• Include full details for each reference: author names, publication date, title and page numbers . This lets readers easily find and verify your sources.
• Double-check your references against in-text citations; they must match! This is key for credibility and integrity.

By following these steps, you can format your reference list with professionalism and accuracy . Consistency in formatting makes the document cohesive. Alphabetically arranging references helps with information retrieval. Providing complete details helps readers trust your work. Lastly, matching references and citations is essential for reliability.

Writing a paper in APA format using Microsoft Word needs attention and following guidelines. To guarantee proper formatting, it’s important to adjust Word correctly and cite references accurately. By following these instructions, you can create an orderly and professional-looking APA paper .

Concluding your paper is essential. Sum up the points discussed in the body paragraphs without repetition . Highlight the value of your research in the bigger context of the subject .

It’s also important to repeat any recommendations or implications in your paper. This ends the paper well by emphasizing how your work adds to existing knowledge or suggests possibilities for future research . Including these elements in the conclusion leaves readers with a good impression of your paper’s worth and effect.

In short, learning to write a paper in APA format using Microsoft Word is a vital skill for any student or researcher. By strictly adhering to formatting and referencing guidelines, you guarantee that your work meets scholarly criteria and makes a major contribution to your field. Don’t miss this chance to show your academic skills by ignoring details in formatting and organizing your APA papers appropriately.

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How-To Geek

How to use researcher in microsoft word for essays and papers.

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What can you do with researcher, open researcher in microsoft word, review relevant topics and top sources, add topic items to your document.

Microsoft wants to make your research easier. With the Word Researcher tool, you can close your web browser and get sources for school essays, research papers, and similar documents in a few clicks.

The Researcher feature, powered by Bing, gives you a handy search box to find people, events, places, and concepts. The results of your search provide you with relevant topics and top sources including books, journals, websites, and images.

When you select the source you want, you can see an overview, history, location, images, and other important details. And the best part is, you never leave your Microsoft Word document.

In addition to viewing the details for your topic, you can start an outline for your paper as well as adding and citing text. Click the main subject or one of the information sections and add it directly to your document.

Here, we'll show you how to reduce the time you spend researching and speed up the creation of your paper with the Researcher tool in Microsoft Word.

At the time of writing,  Researcher is available with Word for Microsoft 365, Word for Microsoft 365 for Mac, and Word 2016. It is available to Microsoft 365 subscribers for Windows desktop clients.

To use the Researcher tool, open the "References" tab of your Word document. Click "Researcher" from the "Research" section of the ribbon.

When the pane opens on the right, type a term into the Search box and you're on your way!

You'll receive results for your search with Relevant Topics at the top and Top Sources beneath.

Relevant Topics

Some topics may only give you a couple of Relevant Topics. Click "More Topics" below that section to see additional sources.

If you click one of the Relevant Topics, you'll see a nice overview of the subject. At the end of the "Overview" section, click "Read More" for full details.

Depending on your topic, you'll then see several block sections packed with details. This structure comes in handy for starting your outline with them, which we'll describe below.

If the subject and Relevant Topic have images, you can click "See All Images" for a neat grid of photos and illustrations. Click one to open your browser and view the image online. Plus, you can add these to your document, which we'll also show you below.

Top Sources

For even more options, the "Top Sources" area offers books, journals, and websites. Select any one of those for its details.

If you choose a Relevant Topic at the top first, you can then filter your Top Sources by subtopic. Click the drop-down box for "All Topics" and pick one.

While most of the material is contained within Word, you may come across a source here and there that you must open in your browser. Click the link to open the source site in your default web browser.

Along with viewing information on your topic, you can add headings, text, and images directly to your document using Researcher.

Add Headings

On the top right of each source's section, you'll see a plus sign. Click the "+" icon to add that section as a collapsible heading for your document outline. Remember, this only adds the heading, not the text, within the section.

If you want to add a snippet of text to your document, you can do this as well. Select the text from the source by dragging your cursor through it. When you release, you'll see a small box appear with options for "Add and Cite" and "Add."

When you choose "Add and Cite," the text will pop into your document with the source cited at the end of the snippet. The citation is formatted automatically, so you can add it to a bibliography easily.

When you choose "Add," the text will still appear in your document, but without the citation.

If your topic offers images, and you click "See All Images," you have the option to add one or more of those, too. This is super convenient because you don't have to hunt them down yourself.

Click the "+" icon in the corner of the image to add it to your paper.

It will appear in your document with the source cited beneath it.

Be sure to respect copyrights when using the available images for your purpose. If you're unsure whether you can use an image, click "Learn More" above the image grid. This takes you to the Microsoft legal webpage explaining copyright and offering FAQs. You can also check our article on images with a Creative Commons License for those sources from Creative Commons.

College essays and research papers are enough work in themselves. By using Researcher in Microsoft Word, you can ease the burden of the research for your document and get a jumpstart on its contents.

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Microsoft Word for Dissertations

• Chapter and Section Numbering
• Introduction, Template, & Resources
• Formatting for All Readers
• Applying a Style
• Modifying a Style
• Setting up a Heading 1 Example
• Images, Charts, Other Objects
• Footnotes, Endnotes, & Citations
• Cross-References
• Appendix Figures & Tables
• Table of Contents
• List of Figures/Tables
• Page Numbers
• Landscape Pages
• Combining Chapter Files
• Commenting and Reviewing
• Tips & Tricks
• The Two-inch Top Margin
• Troubleshooting
• Finalizing Without Styles
• Preparing Your Final Document
• Take a break

Page Contents

Microsoft Word can automatically keep track of your chapter, section, and sub-section numbering for you. Using these numbering schemes will also allow your figure/diagram/table/equations to be automatically numbered, as well.

In this part of the Guide, you'll learn:

• How to set Word to automatically number your Chapters and Sections
• How to customize your number style ( Section 1.1 vs. Section 1.a or Section 01.01 )
• How to automatically number Appendices

Automatic Chapter and Subsection Numbering

Important Note: Not everyone needs this type of numbering; if your discipline doesn’t require it, skip this section!

Word can automatically number sections (Chapter 1, 1.1, 1.2, etc.) of your document and include the chapter number in the captions (Figure 1.2, 2.2, etc.).

• Make sure each of your chapter titles are in the Heading 1 style, and then click on one of your chapter titles.
• Click OK when you are finished.
• If you typed in the text “Chapter #”, and now it is duplicating your efforts, delete the text you typed and leave the automatically generated chapter number.
• To follow the automatically generated chapter number with the title of your chapter on a new line, click just before the text of your title, hold down the Shift key on the keyboard, and then press the Enter key.

Note: If you have any problems with word automatically adding outline numbering to parts of your front matter, simply delete it.  Your chapter numbers will reset to show the correct number of chapters.

Removing the section numbering from our template

• Place your cursor in the title of your Chapter 1 (which is styled with the Heading 1 style)

In some cases, you may find that Word has added "Chapter X" before some of your Heading 1 sections that aren't chapters (like Acknowledgements or Bibliography). All you need to do is go to each of those sections, place your cursor after "Chapter X", and press Backspace to delete it.

Customizing Your Numbers

You have a lot of control over numbering. for example.

• you can change the numbering scheme from  1.1, 1.2 , etc...  to   1.a, 1.b , etc...
• you can change Arabic numbers (Chapter 1) to Ordinal (Chapter One)
• you can put a colon or a tab after the numbers ("Chapter 1: ")

"The numbering scheme lives in the Heading 1"

It's easy to inadvertently create multiple numbering schemes in a document and not realize it.  So it's always best to start by placing your cursor in one of your chapter headings (Heading 1). That ensures that you're making changes to the active scheme.

• Use the Number style for this level: pulldown menu (A) to choose from various numeral or letter styles.
• Under "Click level to modify" (B), in this screenshot we've selected level 1 (the Chapter level) and added the word “Chapter” and a space afterwards to the "Enter formatting for number" (C) field. 
• Then you can modify the other levels (Level 2 would be for a section in a chapter and Level 3 for a sub-section, and of course Level 4 for a sub-sub-section). You can, for example, change the period in between the level and sub-level numbers to a dash or anything you want by making the change in the "Enter formatting for number" (C) field.
• In the "Follow number with:" field (D), you may also see that a tab follows the number. We suggest you change that to a space. 

Creating Research and Scientific Documents Using Microsoft Word

The talk presents the new book “Creating Research and Scientific Documents Using Microsoft Word” by Alexander Mamishev and Murray Sargent. The methods discussed in the book are designed for academic or industry professionals who need to produce complex, high-quality technical documents, such as research papers, grant proposals, books, or doctoral dissertations. The central topics that are covered include: how to use Microsoft Word to draft a technical paper, how to design templates, how to use styles, how to modify headings, how to cross-reference figures and tables, how to format equations, and how to work with citations. Many of the recommendations made throughout the book are carefully designed to improve the speed and the efficiency of the writing process, especially for collaborative writing. Upon completion of the book, readers will be equipped with the tools necessary to create and navigate a complex, cross-reference enabled Microsoft Word document.

Speaker Details

Alexander Mamishev is a Professor of Electrical Engineering, at the University of Washington, Seattle, a Director of Sensor, Energy, and Automation Laboratory, and a co-founder of several university-based start-up ventures. Prof. Mamishev’s research focuses on creation of sensor-enabled devices for medical, energy, and defense applications. He is an author of more than 100 peer-reviewed publications and several books. The need to control the production of a multitude of research documents spurred his interest in the optimization of the technical writing process itself. In this realm, Prof. Mamishev teaches a university course “Advanced Technical Writing” based on his book “Technical Writing for Teams: the STREAM Tools Handbook” and conducts interactive industrial workshops for technical professionals. Prof. Mamishev received a Ph.D. in Electrical Engineering from MIT,with a minor in Technology Commercialization from Harvard Business Scholl and MIT Sloan School of Management

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Pen perfect looking papers and reports every time when you start your assignment with a customizable design and layout template. whether you want your paper to pop off the page or you need your report to represent your data in the best light, you'll find the right template for your next paper..

Perfect your papers and reports with customizable templates

Your papers and reports will look as professional and well put together as they sound when you compose them using customizable Word templates . Whether you're writing a research paper for your university course or putting together a high priority presentation , designer-created templates are here to help you get started. First impressions are important, even for papers, and layout can make or break someone's interest in your content. Don't risk it by freestyling, start with a tried-and-true template. Remember, though: Papers and reports don't have to be boring. Professional can still pop. Tweak your favorite layout template to match your unique aesthetic for a grade A package.

How To Write Better Research Papers In Microsoft Word

Being a student isn’t easy. When you’re writing academic papers and theses, help in any shape or form, is highly welcome, especially if you hate writing.

That’s why being familiar with new tools and just keeping up to date with current tech trends, will make the writing process much easier.

As a student, you‘re no doubt familiar with Microsoft Word’s spelling and grammar checker that helps you polish your writing. But do you ever go beyond those two features when drafting your documents?

In case you didn’t know, Microsoft comes with Editor and Researcher tools to complement the ones you commonly use and have at your disposal.

The Researcher tool gives you the opportunity to explore online information without leaving the document editing page, while the Editor tool improves and simplifies your spell check and grammar.

If you haven’t used these features or don’t even realize the power of what they can do for your papers, you’re missing out. Whether you need to boost your writing skills for that summer course you’re taking or looking to improve for next September, these features just might do the trick.

Let’s explain how these can help you a bit more.

Researching Tips — All You Need To Know

Everything starts with an idea and the same goes for your paper writing. When you’re done with brainstorming it’s time to start educating yourself a bit more about your topic and start the actual writing.

But when you’re doing your thesis writing in Microsoft Word , you probably spend a lot of time on tiresome and tedious online research. That’s why Microsoft Word 2016 created the Researcher tool to assist you with the exhausting process.

The Researcher feature is a service that helps you find and incorporate credible sources and content to your Word documents. The feature uses Microsoft’s Bing Knowledge Graph to get the desired information online and place it directly into your document.

And you don’t have to worry about the trustworthiness of your data. Microsoft created and curated a list of trusted material and reference sources from which it pulls out your research. Researcher provides structured, credible and, more importantly, safe information you can use freely.

You can even use the option to automatically create your citations and directly add quotes to your research paper. So you don’t have to worry about writing references in MS Word. This eliminates the hard work that includes finding, inserting, and citing any published sources you use, giving you more time to refine and strengthen your thesis rather than going back and digging up more research to support it.

You can find the Researcher option under the References Tab in the top menu bar:

After clicking the icon, a right sidebar will appear where you can search for the term you’re researching.

The Editor Feature That Will Help You Write More Naturally

What makes the difference between a great research paper and a poor one? The secret is in the way everything is edited for the final version. Behind every good student lies a top class editing tool and to help you here, Microsoft offers up an Editor feature.  

The Editor feature is a digital writing assistant that helps you with proofing and editing your content. Simply put, the feature flags any unclear phrases, marks up complex words, and makes suggestions by displaying various alternatives. It’s aimed at improving your writing style in MS Word.

The writing style functionality uses a combination of machine learning and human input, making the writing clearer or more effective. Rather than concentrating solely on spelling errors, MS Word’s style suggestions ability can replace complicated phrases with more direct alternatives.

To boot, details on why MS Word suggested the proposed changes are also added inside your document so you get a chance to learn from your mistakes.

Spelling checks and grammar edits will still be underlined, while writing style suggestions have their own design with dotted lines:

• Spelling mistakes are underlined with a red squiggle
• Blue double underlines are  for any grammar issues
• Gold dotted lines are reserved for writing style concerns

Bonus Tip: Present Your Paper In A More Dynamic Way

If you’ve done everything right, then it’s time to present your work. It’s not uncommon to use MS PowerPoint to create presentations and visually explain your theses. And now this is even easier with an option in Microsoft PowerPoint 2016 you also probably didn’t know about.

This nifty feature is the   Zoom feature , which looks similar to what Prezi is offering. This is aimed at making presentations more appealing, giving your slides a breath of fresh air.

Instead of presenting slides one by one, you can quickly provide a full summary and let the audience know exactly how long is left in the presentation. This way you get a clear view of what section is being covered and the Zoom feature will make it more visually appealing.

Essentially, it gives the student a “thumbnails” view of upcoming slides, managing individual ones more like hyperlinks to different web pages.

With these features writing a paper or presenting your ideas becomes much easier. And this isn’t useful just for students. It’s useful for anyone conducting, writing and presenting research.

Will the Researcher tool make your life easier and will the style suggestions actually be useful for you? Let us know in the comment section below.

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Erin Wright Writing

Writing-Related Software Tutorials

How to Insert Citations in Microsoft Word (Step-by-Step)

By Erin Wright

Managing citations for research papers, theses, dissertations, and other nonfiction works can be overwhelming. However, you can ease the process by learning how to insert citations in Microsoft Word using the software’s citation and bibliography tools.

This tutorial covers six topics:

• How to select a citation style
• How to insert citations for new sources
• How to insert citations for existing sources
• How to edit sources
• How to use citation placeholders
• How to insert bibliographies, reference lists, or works cited lists

Important Note: At the time this tutorial was published, Microsoft Word did not offer the most up-to-date formatting for several of our primary style guides , including APA, Chicago, MLA, and Turabian. Therefore, I encourage you to review the available styles before using the citation and bibliography tools. We will cover the steps to customize citation and bibliography styles in a separate tutorial.

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 200 other writing-related software tutorials on my YouTube channel .

The images below are from Word in Microsoft 365. The steps are the same in Word 2021, Word 2019, and Word 2016. However, your interface may look slightly different in those older versions of the software.

How to Select a Citation Style in Microsoft Word

• Select the References tab in the ribbon.

• Select your citation style from the Style menu in the Citations & Bibliography group.

How to Insert Citations for New Sources in Microsoft Word

• Place your cursor where you want to insert the citation.

• Select the References tab in the ribbon (see figure 1).
• Select the Insert Citation button in the Citations & Bibliography group.

• Select Add New Source from the drop-down menu.

• Select the source type from the Type of Source menu in the Create Source dialog box.

• Enter the source information into the bibliography fields.

• (Optional Step) Select Show All Bibliography Fields if you need to add additional information.

• (Optional Step) Enter the source information into the additional fields.

• Select the OK button.

Your citation should appear in your text.

How to Insert Citations for Existing Sources in Microsoft Word

Once you enter a source, as shown in the section above, you can create additional citations for that source without reentering the information.

• Place your cursor where you want to insert the citation (see figure 3).
• Select the Insert Citation button in the Citations & Bibliography group (see figure 4).
• Select the source from the drop-down menu.

Your citation should appear in your text (see figure 11).

How to Edit Sources in Microsoft Word

When you edit an existing source, you will also edit any existing citations for that source in your current document.

• Select the Manage Sources button in the Citations & Bibliography group.

• Select the source you want to edit in the Master List or the Current List in the Source Manager dialog box.

Pro Tip: The Master List is stored in your computer and is accessible in all your documents. The Current List is part of your current file and is only accessible in that file. By default, Word stores new sources in the Master List and the Current List.

• Select the Edit button.

• Enter your edits in the Edit Source dialog box. (Select Show All Bibliography Fields , if necessary.)

• Select Yes or No in the alert box stating that you will be updating the source in both the Master List and the Current List. (Strongly consider selecting Yes to update both lists if you plan to cite this source in future documents.)

• Select the Close button in the Source Manager dialog box.

How to Use Citation Placeholders in Microsoft Word

You can use placeholders if your source information is not available.

• Place your cursor where you want to insert the citation placeholder.
• Select Add New Placeholder from the drop-down menu.

• (Optional Step) Change the name of the placeholder in the Placeholder Name dialog box.

Pro Tip : You can use the same placeholder in the future by selecting it from the Insert Citation drop-down menu (see figure 12).

• When you are ready to replace the placeholder with a source, complete the steps in How to Edit Sources above.

How to Insert Bibliographies, Reference Lists, or Works Cited Lists in Microsoft Word

These steps will only work if you inserted your sources using Word’s citation and bibliography tools.

• Place your cursor where you want to insert the bibliography, reference list, or works cited list.
• Select the Bibliography button in the Citations & Bibliography group.

• Select Bibliography , References , or Works Cited from the drop-down menu.

Your bibliography, reference list, or works cited list should appear in your document.

Related Resources

How to Create Hanging Indents in Microsoft Word

How to Insert Footnotes and Endnotes in Microsoft Word

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Updated May 21, 2023

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Graduate College Formatting Guide

• Page Numbers (Microsoft Word)
• Page Numbers (Google Docs)
• Page Breaks and Section Breaks
• Headings, Subheadings, and Table of Contents (Microsoft Word)
• Headings, Subheadings, and Table of Contents (Google Docs)
• Inserting Tables and Figures
• Comments and Track Changes
• References, Bibliography, Works Cited
• Landscape Pages & Special Materials

Setting the Normal Style

Set the "normal" style of font.

Before we can set up headings, we'll need to define the format of the text that  isn't  a heading. The "styles" in word set some default formatting for text. Setting up the "Normal" style will create a default font setting to keep the text uniform throughout the document. The Styles pane is located under the HOME tab.

Right click on the "Normal" style to open the Modify option.

This will open a Modify Style Dialog Box. Start by changing the Paragraph formatting. This is located by selecting the Format drop down in the bottom left of the Dialog Box.

There are two things that should be set under the Paragraph settings. Under the INDENTS AND SPACING tab, check to turn on "Don't add space between paragraphs of the same style." Under the LINE AND PAGE BREAKS tab, check to turn on the "Widow/Orphan Control."

Once both of those have been set and you click "okay," you'll be returned to the Modify Style Dialog Box. Now we can set the font formatting. Select the font you wish to use throughout the document, change the font size to 12 point, ensure the line spacing is double spaced, and select the option to remove space between paragraphs (this is indicated by two lines pointing towards each other).

Adding Headings & Subheadings

Inserting headings and subheadings.

Using the same technique we can create a standard for the various types of headings and subheadings used across the thesis. The Thesis & Dissertation Manual generally follows APA style for heading levels. In order to keep headings consistently correct and link the Table of Contents, the Styles function in Word is used. This is going to show you some examples of the formatting required for the headings and how to use the various heading levels. We'll also see how to use styles and update your Table of Contents. 

Modifying Heading Levels to Match Required Formatting

Level 1 headings.

Chapters will be linked to Heading Level 1. If you choose not to have chapters, you will use level 1 for your major headings (typically: Introduction, Literature Review, Methods, etc.). They should be typed in title case, center aligned, and bold. The number of the chapter can be in Arabic or Roman numerals or spelled out so long as it is consistently done throughout the document. The heading should be on one line, so if you are using chapters, it should look something like this:

Chapter 1: Introduction

Once you have formatted a chapter heading, select the text of the chapter heading then right click on Heading 1 in the Styles pane and select "Update Heading 1 to Match Selection." 

Adding More Level 1 Headings

Once you have formatted the first heading and updated the style, you simply need to type the new level 1 heading in title case and then, with your cursor in line with the heading, click on the heading 1 button in the styles pane to format it and link it for your table of contents. Make sure to use this feature every time to ensure all headings are properly linked to your table of contents.

Level 2 Headings

Subsections of your major headings should be the next level down. Level 2 headings will be left aligned, bold, and title case. They should look like this:

Level 2 Heading

Once you have formatted a level 2 heading, select the text of the heading then right click on Heading 2 in the Styles pane and select "Update Heading 2 to Match Selection." 

Adding More Level 2 Headings

Once you have formatted the first heading and updated the style, you simply need to type the new level 2 heading in title case and then, with your cursor in line with the heading, click on the heading 2 button in the styles pane to format it and link it for your table of contents. Make sure to use this feature every time to ensure all headings are properly linked to your table of contents.

Level 3 Headings

If you wish to further subsection your paper, you will use level 3 headings. Level 3 headings will be bold italic, left aligned, and title case. They should look like this:

Level Three Heading

Once you have formatted a level 3 heading, select the text of the heading then right click on Heading 3 in the Styles pane and select "Update Heading 3 to Match Selection." 

Adding More Level 3 Headings

Once you have formatted the first heading and updated the style, you simply need to type the new level 3 heading in title case and then, with your cursor in line with the heading, click on the heading 3 button in the styles pane to format it and link it for your table of contents. Make sure to use this feature every time to ensure all headings are properly linked to your table of contents.

Level 4 & 5 Headings (and beyond)

It is common to find the first 3 heading levels in papers that are as long as a thesis or dissertation. Occasionally, you may find the need to go beyond those levels. It is important to note that for the thesis and dissertation, only the first 3 headings should be included in the table of contents. It is also recommended that you only use the styles function for the first 3 headings because they stand alone on their own line of text. The next heading levels will begin on the same line as the paragraph that starts that section which means that the style function will not work properly. If you were to link the heading, the entire paragraph will appear in your table of contents.

This means that you will need to, carefully, ensure you are formatting the headings manually. Each level should be consistently formatted the same way. APA has standards for levels 4 & 5 which are described here. For heading levels beyond level 5, you should pick a consistent formatting that clearly indicates they are a subsection of the level 5 heading. It is also recommended that you carefully evaluate if this level of heading is truly necessary for your writing.

Level 4 Heading

Level 4 headings will begin on the same line of the paragraph that makes up the section. It will be indented 0.5", much like a normal paragraph indent. The heading will be in title case and bold font with a period at the end of the heading:

            Level Four Heading Here.  Start the first sentence of the paragraph that follows the heading on the same line and continue typing. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Nunc at pellentesque massa. Sed nec urna nec est efficitur iaculis. Etiam efficitur velit id dignissim eleifend. Duis euismod, nisi sed cursus sodales, sem nisi porttitor ante, eu dignissim justo tortor nec mauris.

Level 5 Heading

Level 5 headings will begin on the same line of the paragraph that makes up the section. It will be indented 0.5", much like a normal paragraph indent. The heading will be in title case and bold italic font with a period at the end of the heading:

            Level Five Heading Here.   Start the first sentence of the paragraph that follows the heading on the same line and continue typing. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Nunc at pellentesque massa. Sed nec urna nec est efficitur iaculis. Etiam efficitur velit id dignissim eleifend. Duis euismod, nisi sed cursus sodales, sem nisi porttitor ante, eu dignissim justo tortor nec mauris.

Table of Contents

Once you have added headings and used the styles feature, you will be able to use the word function to "generate" a table of contents. You will need to type "Table of Contents" in bold font, centered at the top of the page you will be inserting your table of contents onto. Then, place your cursor on the next line

From the References tab, click on Table of Contents and select Custom Table of Contents...

From the pop up window, you will want to change the tab leaders to (none) rather than the default. The rest of the default settings will be fine, so click ok once you've done so.

This will populate your table of contents.

From here, you will need to open the style pane to modify some of the formatting of the table of contents.

You will need to locate TOC 1 and click on it, and select "modify" from the drop down list.

TOC 1 style should be bold. If you've properly set up your "normal style" of font (see above), this should be the only modification to your TOC styles that you need to make. If the text is not properly set up and you need to further format it, you can do so from this window.

If set up correctly, your table of contents should look like the image below.

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• Last Updated: Sep 12, 2024 11:22 AM
• URL: https://guides.lib.uni.edu/grad-college-format

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Research a paper

Researcher in Word helps you research topics, find reliable sources, and add content with citations all within Word.

Note:  Researcher for Word is only available if you have a  Microsoft 365 subscription in the following languages: English, French, Italian, German, Spanish, and Japanese.

Research and add content with citations

Researcher uses Bing to pull in the appropriate content from the web and provide structured, safe and credible information.

Select Reference > Researcher .

In the search box, type a keyword for the topic you're researching, and press Enter.

Choose a topic in the Results pane.

Or, select the plus sign in the upper right hand corner of on any result to begin an outline, add the result as a topic heading, and save a link to the result in a comment.

Explore the text in the Results pane and select one of the following:

Add - to add only text to your document.

Add and Cite - to add text and also include a citation for the source.

See all images - to open the image gallery. Choose the plus sign to add the image to your document.

After you add text or image, you are prompted to update your bibliography. Select Update to automatically create or update your existing bibliography.

Edit citations

Select the citation and select Edit Citation from the drop-down..

Create a bibliography

Editing citations

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