APA 7 Referencing – Complete Guide to Citations and References
The American Psychological Association’s seventh edition publication manual introduced significant changes to how researchers, students, and academics format citations and references. APA 7 referencing, released in 2019, streamlines previous standards while expanding flexibility in citation approaches. Understanding these guidelines has become essential for anyone writing academic papers, journal articles, or scholarly manuscripts in the social sciences, education, and related fields.
Unlike previous editions that required listing multiple authors in full for first citations, APA 7 allows immediate use of “et al.” when a source has three or more contributors. This change reflects the reality of collaborative research and reduces citation verbosity. The edition also modernized digital source handling, with DOIs now presented as direct hyperlinks rather than complicated retrieval statements.
This guide examines the core components of APA 7 referencing, from in-text citations to complete reference list formatting, while highlighting the key differences from its predecessor. Whether you are new to APA style or transitioning from APA 6, the following sections provide practical examples and clear explanations to help you apply these standards accurately in your own writing.
What is APA 7 Referencing?
APA 7 referencing is a citation style developed by the American Psychological Association, now in its seventh edition published in 2019. It operates on an author-date system, meaning that in-text citations include the author’s surname and the publication year, while the reference list at the document’s end provides complete bibliographic details. This system allows readers to quickly locate cited sources and verify claims made throughout a text.
The style serves primarily the social sciences, including psychology, sociology, education, and criminology. However, its clear structure and emphasis on source attribution have led to widespread adoption across medicine, business, and other disciplines requiring empirical evidence. The 2020 official manual replaced the 2009 sixth edition, introducing streamlined rules for electronic sources and addressing changes in scholarly publishing practices.
Core Changes from APA 6 to APA 7
The transition between editions brought several notable improvements. The threshold for using “et al.” shifted from five authors in APA 6 to three or more authors in APA 7, meaning citations became shorter and more readable from the first use. Additionally, DOIs changed from “Retrieved from https://doi.org/xxxx” to simply “https://doi.org/xxxx” as a hyperlink, removing unnecessary retrieval language. Publisher location was also eliminated from book references, and running heads became optional for student papers rather than mandatory across all document types.
APA 7 Overview
In-text: et al. at 3+ authors; DOI as hyperlink; no publisher location; optional running head for students
Author-date format; parenthetical or narrative placement; page numbers for direct quotes; clear rules for groups and anonymous works
Alphabetical order; double-spacing; hanging indent; “References” heading; no underlining
Times New Roman 12pt, Calibri 11pt, or Arial 11pt; double-spaced throughout; 0.5-inch margins
Key Insights for APA 7 Referencing
- APA 7 uses an author-date system requiring the author’s surname and year in parenthetical or narrative citations
- Three or more authors trigger “et al.” immediately, compared to five authors in APA 6
- DOIs must appear as https://doi.org/xxxx hyperlinks without “Retrieved from” or trailing periods
- Publisher location information has been removed from book reference entries
- Student papers no longer require a running head unless submitting for professional publication
- The reference list heading should be “References” (centered, bold) rather than “Reference List”
- Works with 21 or more authors list the first 19 names, an ellipsis, then the final author
- Font options expanded beyond Times New Roman to include Calibri and Arial with specific size requirements
| Formatting Element | APA 6 Standard | APA 7 Standard | Example |
|---|---|---|---|
| Et al. threshold | After 5 authors | After 3+ authors | (Smith et al., 2020) |
| DOI format | Retrieved from https://doi.org/ | https://doi.org/ as hyperlink | https://doi.org/10.1234/xyz |
| Publisher location | Required | Omitted | Publisher only, no city/state |
| Running head | Required all papers | Student papers optional | Professional only |
| Reference heading | Reference List | References | Bold, centered |
| Font options | Times New Roman 12pt only | Multiple 10-12pt options | Times New Roman, Calibri, Arial |
| Journal issue numbers | Required even when continuous | Only if non-contiguous | Omit when page numbering continuous |
| Up to 20 authors | All listed | All listed | Full author list in reference |
| 21+ authors | All listed | First 19, ellipsis, last | First 19 + … + Last |
| Secondary sources | “as cited in” | “as cited in” | (Original, year, as cited in Author, year) |
How Do In-Text Citations Work in APA 7?
In-text citations in APA 7 serve as brief references within the body of your text, directing readers to the corresponding full entry in your reference list. Every citation must match exactly one entry on your references page, ensuring traceability and academic integrity. The system relies on two primary formats: parenthetical citations, where all information appears within parentheses, and narrative citations, where the author’s name becomes part of the sentence with only the year placed in parentheses.
Parenthetical and Narrative Citations
Parenthetical citations place all bibliographic information inside parentheses. For a single author, this appears as (Smith, 2020). When integrating the citation into the sentence flow, the narrative format writes: Smith (2020) argued that the results supported the hypothesis. Both approaches are acceptable and often chosen based on sentence rhythm and emphasis needs.
Direct quotes require page numbers or other locators to help readers find the specific passage. For shorter quotes under 40 words, quotation marks enclose the text with the page number included: (Smith, 2020, p. 15). Longer quotes exceeding 40 words are formatted as block quotations, indented half an inch from the left margin without quotation marks, still including the page reference.
Citing Multiple Authors
The number of authors determines citation format. Two-author sources require listing both names in every citation, connected by an ampersand in parenthetical format: (Smith & Jones, 2020) or Smith and Jones (2020) in narrative form. Three or more authors use “et al.” immediately after the first author’s name, simplifying citations for collaborative works: (Brown et al., 2021).
For extremely long author lists exceeding 20 contributors, APA 7 instructs writers to list the first 19 authors, add an ellipsis, then the final author. This prevents unwieldy citations while maintaining credit attribution. In the reference list itself, all up to 20 authors appear in full; for 21 or more, the same truncation pattern applies.
If your source has two authors, you must include both names in every citation throughout your paper. APA 7 does not allow switching to “et al.” after first mention when only two authors exist. Always verify your reference list matches every in-text citation exactly.
Special Citation Scenarios
Group authors with abbreviations require full name expansion on first use: (National Institute of Water and Atmospheric Research [NIWA], 2020), followed by the abbreviated form in subsequent citations: (NIWA, 2020). When no author exists, use a shortened version of the title in italics for books or quotes for articles: (“Understanding Memory,” 2018). Missing dates use “n.d.”: (Smith, n.d.).
Multiple works published in the same year from the same author receive lowercase letters: (Smith, 2020a) and (Smith, 2020b), ordered alphabetically by the first significant word in the title. For works currently undergoing publication, “in press” replaces the year: (Jones, in press). Secondary source citations follow the format: (Original Author, year, as cited in Citing Author, year).
How to Format the APA 7 Reference List
The reference list appears at the end of your document and provides complete bibliographic information for every source cited in the text. Entries are arranged alphabetically by the author’s last name, with a hanging indent applied so the first line begins at the left margin while subsequent lines indent half an inch. This formatting enables readers to scan names quickly while maintaining clean visual separation between entries.
General Formatting Guidelines
All entries use double-spacing throughout the reference list. The heading reads “References” in bold, centered, without quotation marks or underlining. Each reference must include core elements appropriate to its source type: author, year, title, and source information. Missing elements are simply omitted rather than replaced with placeholders, and APA 7 de-emphasized publisher location for books compared to earlier editions.
DOI (Digital Object Identifier) information appears as a hyperlink using the format https://doi.org/xxxx. The “https://doi.org/” prefix is now standard, replacing older formats that included “Retrieved from” language. When a DOI exists, it should be included and hyperlinked, prioritizing it over URLs. Only when no DOI is available should you provide a direct URL to the source.
Creating the Hanging Indent
The hanging indent is a defining visual feature of APA reference formatting. In word processing software, select the reference entries and adjust paragraph settings to set a 0.5-inch left indent with the special indent type set to “hanging.” This causes the first line to align with the left margin while subsequent lines indent uniformly. Consistent application throughout the reference list demonstrates attention to detail and professional presentation.
How to Cite Common Sources in APA 7
Different source types require specific formatting to convey essential information clearly. Books, journal articles, and web pages each follow distinct patterns that reflect their publication characteristics. Understanding these patterns allows accurate citation regardless of the source encountered during research.
Book Citations
A book with a single author formats as: Author, A. A. (Year). Title of work. Publisher. DOI if available. For example: Smith, J. (2020). Research methods in education. Academic Press. https://doi.org/10.1234/abcd. When no author exists, move the title to the author position and italicize it. Edited volumes place editors in the author position with “(Ed.)” or “(Eds.)” following their names. Translated works include the translator’s name after the title with “(Trans.)” notation.
Journal Article Citations
Journal articles include volume and issue numbers, page ranges, and DOIs when available. The standard format: Author, A. A., Author, B. B., & Author, C. C. (Year). Title of article. Journal Title, volume(issue), pages. DOI. Example: Parker, J. (2020). Cognitive development in adolescents. Journal of Psychology, 15(3), 67-78. https://doi.org/10.5678/xyz. Issue numbers are only included when each issue starts numbering from page one; continuous pagination allows omitting the issue number.
Website and Web Page Citations
Web pages require the page title, site name, publication date or “n.d.” for undated content, and the full URL. Format: Author, A. A. (Year, Month Day). Title of page. Site Name. URL. Example: Hoskings, L. (2019, June 5). Climate patterns analysis. Science Daily. https://www.sciencedaily.com/example. When no individual author exists, begin with the page title; when no date appears, use “(n.d.)” in place of the year.
Many websites lack clear author attribution. In such cases, APA 7 permits beginning the citation with the page title. Always attempt to identify an author before relying on this option, as source authority matters for academic credibility. When in doubt, consult your institution’s style guide or assignment requirements.
Key Formatting Rules in APA 7
Beyond citation content, APA 7 establishes clear standards for document presentation. These formatting rules ensure consistency across academic submissions and professional publications. Understanding these requirements helps create polished manuscripts that meet submission guidelines for journals, conferences, and academic institutions.
Font Requirements
APA 7 expanded font options beyond the Times New Roman requirement of previous editions. Acceptable fonts include Times New Roman at 12 point, Calibri at 11 point, Arial at 11 point, and Lucida Sans Unicode at 10 point. The chosen font should be consistent throughout the document, including headings, citations, and reference entries. Using a legible font with clear distinction between similar characters prevents reader confusion.
Running Head and Page Numbers
The running head appears in the page header, left-aligned with an abbreviated title. For professional papers, this running head must include the words “Running head:” followed by a shortened title (maximum 50 characters). Student papers may include a simplified version without the “Running head:” label, and many instructors do not require it. Page numbers appear in the top right corner of every page for all manuscript types.
Margins, Spacing, and Sections
All APA 7 manuscripts use 1-inch margins on all sides. Double-spacing applies throughout the entire document, including references and block quotations. Page breaks separate major sections, and the reference list begins on a new page following the conclusion or discussion section. The title page, abstract, body text, references, tables, and figures each occupy separate pages when required.
Changing fonts mid-document violates APA 7 formatting standards. If your assignment requires different fonts for accessibility reasons, consult your instructor or publication guidelines for accommodation options. Consistency in font choice and size demonstrates professional attention to presentation details.
Timeline of APA Style Editions
Understanding when key changes occurred helps contextualize the evolution of APA citation standards and explains why certain conventions exist today.
- 1929 — The American Psychological Association first published a seven-page set of guidelines for preparing manuscripts submitted for publication in APA journals.
- 1952 — The first full edition of the Publication Manual was released, establishing formal citation rules for the growing psychology profession.
- 1974 — Second edition expanded guidelines and addressed emerging publication practices in academic research.
- 1983 — Third edition incorporated electronic typewriters and changing publishing standards.
- 1994 — Fourth edition addressed computer technology and internet sources as they became relevant to scholarly research.
- 2001 — Fifth edition further expanded electronic source coverage and clarified ambiguity from the previous version.
- 2009 — Sixth edition introduced specific rules for digital objects and updated reference formatting for electronic journals and databases.
- 2019 — Seventh edition marked the most significant modernization, including et al. changes, DOI hyperlink formatting, and expanded font options.
Established Facts and Remaining Uncertainties
While APA 7 provides clear guidance for most citation scenarios, certain edge cases may require additional interpretation or institutional discretion.
| Established in APA 7 | Area of Uncertainty |
|---|---|
| Et al. threshold at 3+ authors | Application to in-text only vs reference list |
| DOI as https://doi.org/ hyperlink | Handling of broken or changed DOIs |
| Hanging indent 0.5 inches | Software implementation variations |
| Double-spacing throughout | Acceptance of 1.5 spacing by some institutions |
| Running head optional for students | Individual instructor requirements may vary |
| No publisher location for books | Some international publishers may require country |
| “References” as heading | Certain discipline-specific journals retain “Reference List” |
When to Use APA 7 Referencing
APA 7 referencing remains the preferred citation style for social sciences, behavioral sciences, and education disciplines. Psychology programs universally require APA format for dissertations, course papers, and journal submissions. Education research similarly relies on APA conventions, as do nursing, social work, and criminal justice programs. Students in these fields will encounter APA requirements throughout their academic careers.
Other disciplines maintain separate style traditions. The Modern Language Association (MLA) dominates humanities and language studies, while Chicago style serves history and some social science fields. Law programs typically use Bluebook formatting. Choosing the correct style depends on your academic program, publication target, or instructor requirements. When multiple styles could apply, defer to assignment guidelines or target journal requirements.
Disciplinary Style Preferences
Science, technology, engineering, and mathematics fields often favor numbered citation systems rather than author-date approaches. Chemistry uses ACS guidelines, biology follows CSE style, and medicine employs AMA formatting. These specialized systems address unique publication needs within each field. Consulting your department or publication venue ensures selecting the appropriate citation framework.
Official Sources and Further Reading
The authoritative source for APA 7 standards remains the Publication Manual of the American Psychological Association, Seventh Edition, published in 2020. This comprehensive manual contains detailed explanations, numerous examples, and guidance for unusual citation scenarios not covered in shorter summaries.
“The APA Style guidelines support academic honesty and help authors credit others’ contributions while maintaining clear communication.”
— American Psychological Association, Publication Manual (7th ed.)
University writing centers and library resources provide additional support for students learning APA formatting. Purdue University’s Online Writing Lab (OWL) offers extensive APA 7 guidance updated regularly to reflect current standards. The official APA Style website at apastyle.apa.org provides errata updates, frequently asked questions, and supplementary materials for registered users.
Citation management software including Mendeley, Zotero, and EndNote includes APA 7 output styles, automatically formatting references according to current guidelines. These tools reduce manual formatting errors and save significant time when working with large bibliographies. However, users should verify software-generated citations against official standards, as updates may lag behind manual releases.
Summary
APA 7 referencing represents a significant modernization of citation standards, prioritizing readability and consistency in scholarly communication. The shift to “et al.” for three or more authors simplifies citations while maintaining attribution. DOI formatting as direct hyperlinks improves source traceability. Expanded font options and relaxed running head requirements for student papers reduce unnecessary barriers while preserving academic rigor.
Mastering APA 7 requires attention to both in-text citation format and reference list presentation. The author-date system connects brief parenthetical or narrative citations to complete bibliographic entries, enabling readers to verify sources independently. Understanding when to use different citation formats, how to handle missing information, and where to apply hanging indents ensures professional-quality submissions.
For those developing comprehensive research skills, exploring additional citation styles such as Chicago Style Citation Basics or MLA 9 Referencing Guide provides valuable context for understanding how different disciplines approach source documentation. Each style reflects the unique communication needs of its field while sharing common principles of academic integrity and reader accessibility.
Frequently Asked Questions
What is the font size requirement in APA 7?
APA 7 accepts Times New Roman 12 point, Calibri 11 point, Arial 11 point, or Lucida Sans Unicode 10 point. The selected font must be used consistently throughout the entire document.
Does APA 7 require a running head on all pages?
Running heads are optional for student papers and not required unless submitting for professional publication. Professional papers must include a running head with the abbreviated title preceded by “Running head:”.
When should I use “et al.” in APA 7 citations?
Use “et al.” after the first author’s name when citing sources with three or more authors. This applies from the first citation and continues throughout the document.
How should I format a DOI in APA 7?
DOIs appear as hyperlinks in the format https://doi.org/xxxx, without “Retrieved from” or a trailing period. Include the DOI whenever one exists, prioritizing it over URLs.
What is a hanging indent and how do I create one?
A hanging indent positions the first line at the left margin while indenting subsequent lines 0.5 inches. In most word processors, access paragraph settings and set left indent to 0.5 inches with hanging indent applied.
How do I cite a webpage with no author in APA 7?
When no author exists, begin the citation with the page title in quotation marks for articles or italics for longer works, followed by the date and URL. Attempt to verify author information before relying on this approach.
What has changed from APA 6 to APA 7 regarding authors?
APA 7 reduced the et al. threshold from 5 authors to 3 or more authors. It also changed how 21+ authors are handled, now listing first 19, an ellipsis, then the final author rather than all names.
How do I format multiple works by the same author in the same year?
Add lowercase letters after the year: (Smith, 2020a), (Smith, 2020b). Order these alphabetically by the first word of each title in your reference list.
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