Learn How to Format APA Headings

Any long-form academic writing in APA requires different sections and parts that go together to answer your main question or establish your claim.

These sections are marked by clear and specific headings that indicate what a specific part of your paper is about.

Headings are important for clarifying the organization and structure of your paper. The APA 7th edition provides specific guidelines for adding and formatting your headings. 

Let’s get into it!

APA Heading Format for 7th Edition

The APA format defines specific formatting rules for 5 levels of headings, as shown below:

Here’s an APA paper example with five different levels of headings:

Guidelines for APA Headings

Along with the format shown above, you also need to follow these general APA style guidelines for headings:

• Use the same font style (i.e. Times New Roman) and font size (12-pt) throughout.
• Don’t add any line-space before or after the heading. Use a uniform double-spacing throughout the document, including the headings.
• Don’t provide numbering or add alphabetical labels to the headings.

When to Use the Different Levels of Heading?

Knowing when to use each level of heading is crucial for effective organization. Here’s how to decide which level of heading to use:

• The Level 1 heading is reserved for the primary sections or chapters of your paper, for example, “Methodology,” “Results,” and “Discussion,” etc. It signifies the highest level of hierarchy and should be used sparingly.
• When you need to divide main sections into subsections, opt for Level 2 headings. These headings create a more detailed structure within broader categories. For example, within the "Methodology" section, you might have Level 2 headings such as "Data Collection" and "Data Analysis."
• To further subdivide subsections and provide a more nuanced organization of content, use Level 3 headings. For instance, under "Data Collection," you could have Level 3 headings like "Surveys" and "Interviews." 
• Levels 4-5 headings should be used carefully to avoid confusing the reader. They occur within level 4 subheadings to delineate additional subcategories. For instance, within the "Surveys" subsection, you might use a Level 4 heading like "Demographic Surveys" and then a Level 5 heading like "Age Groups" to further specify details.

What’s the Difference Between Section Labels vs Headings?

In APA style, you also need to use section labels to structure your paper along with the headings. However, there is a crucial difference:

Section labels indicate specific parts of the paper that don’t present the main body of text. These parts include:

• Author note
• Abstract
• Reference page
• Appendices

Section labels are written on the top of the page, bold and centered. 

On the other hand, headings are used in the main body of the paper to define different sections. 

Applying “Heading Styles” in Word Processors

When writing an APA paper, you don’t need to format each heading one by one. That’s not only inefficient but also introduces a chance of error. Instead, you can apply heading styles for different levels of headings. 

Here’s how you can do it in Google Docs and MS Word:

In Google Docs:

• Select Your Text: Select the headings you want to format.

• Access the “Styles” Menu: In the top menu, find the "Styles" drop-down menu (set to “normal text” by default”). Click on it, and a list of styles will appear.
• Choose a Heading Style: From the list, select the appropriate heading style based on the level you want (Heading 1, Heading 2, etc.).
• Apply Heading Style: Click on the chosen heading style, and Google Docs will automatically format your text accordingly.

In MS Word:

• Highlight Text: Select the text you wish to designate as a heading.
• Navigate to the “Styles” Section: Locate the "Styles" section on the Home tab in the ribbon at the top of the window.
• Choose a Heading Style: Click on the down arrow next to the styles, revealing a list. Choose the heading style that corresponds to the desired level (Heading 1, Heading 2, etc.).
• Apply Heading Style: Click on the chosen heading style, and MS Word will instantly format your text with the selected heading style.

Edit & Update Heading Styles According to APA Format

You need to ensure that your heading styles align with APA format. Both Google Docs and MS Word offer simple ways to edit and update heading styles.

In Google Docs:

• Access the “Styles” Pane: Open the "Styles" pane by clicking on the "Format" menu and selecting "Paragraph styles." Choose "Options" and then "Save as my default styles" to make APA styles your default.
• Modify Heading Styles: Right-click on the heading style in the "Styles" pane, select "Modify," and adjust the font, size, and other formatting elements according to APA guidelines. Click "Apply 'heading name' to all heading X instances" to ensure consistency.

In MS Word:

• Modify the Style: Right-click on the text formatted with the heading style you want to modify. Select "Modify" to open the formatting options.
• Adjust Formatting: Make changes to font, size, and other formatting details in line with APA requirements. Select "Format" at the bottom of the Modify Style dialog box and choose "Paragraph." Adjust the indentation and spacing as needed.
• Update Heading to Match Selection: Click "OK" to apply the changes. When prompted, choose to update the style to match the selection, ensuring uniformity across all instances of that heading style in your document.

To sum up, 

Even though the rules for headings may seem complex at a glance, they’re actually pretty intuitive. With some practice and repetition, you will get a hang of it. Plus, you can revisit this blog whenever you need to ensure accuracy.

Say “No More” to the APA Citation Problems!

Tired of struggling with APA citation problems? Use our citation machine to make your life easier! 

Our APA citation generator is a user-friendly referencing tool that helps you create accurate and consistent APA citations for your paper. You can use this amazing AI tool for creating accurate and updated references in APA 7th edition with ease.