Google Docs doesn’t have a one-click APA template, but you can set up a properly formatted APA paper in about 10 minutes by adjusting margins, spacing, fonts, and headers manually. The process works for both student and professional papers under APA 7th edition. Here’s how to do it step by step.
Set Your Margins
APA requires 1-inch margins on all sides: top, bottom, left, and right. Google Docs defaults to 1-inch margins, so you may not need to change anything here, but it’s worth checking. Go to File > Page setup and confirm each margin is set to 1 inch. While you’re in this menu, make sure the paper size is set to Letter (8.5 x 11 inches).
Choose a Font
APA 7th edition accepts several fonts. The most commonly used options are 12-point Times New Roman, 11-point Arial, 11-point Calibri, and 11-point Georgia. Pick one and use it for the entire paper, including headings, the reference list, and block quotations. Body text should be in standard style, meaning no bold or italic formatting unless APA rules call for it (like italicizing a book title).
To set your font, select all text with Ctrl+A (or Cmd+A on Mac), then choose your font and size from the toolbar. If you’re starting a blank document, just set the font before you begin typing.
Set Double Spacing and Remove Extra Spacing
Every line in an APA paper is double-spaced, with no exceptions. That includes the title page, body paragraphs, block quotations, and the reference list.
Go to Format > Line & paragraph spacing and select Double. While you’re in this menu, make sure “Add space before paragraph” and “Add space after paragraph” are unchecked. Google Docs sometimes adds extra space between paragraphs by default, and APA doesn’t allow it. You also shouldn’t add blank lines before or after headings.
Set Paragraph Alignment and Indentation
APA papers use left-aligned text with a ragged right margin. Do not use full justification. The alignment buttons are in the toolbar; select the left-align option.
Indent the first line of every body paragraph by 0.5 inches. You can do this with the Tab key each time, but a cleaner method is to set it automatically. Go to Format > Align & indent > Indentation options. Under “Special indent,” choose “First line” and set it to 0.5 inches, then click Apply. This way every new paragraph you type will indent itself.
Add Page Numbers
APA requires page numbers in the top-right corner of every page, starting with page 1 on the title page. In Google Docs, go to Insert > Headers & footers > Page number. Choose the option that places the number in the top-right corner on all pages. Double-click the header area to confirm the number appears, then click outside the header to return to the body of your document.
Add a Running Head (Professional Papers Only)
Student papers typically do not need a running head. If you’re writing a professional paper (for journal submission, for example), you’ll need one. The running head is a shortened version of your paper’s title, typed in all capital letters, aligned to the left margin of the header. It appears on every page, including the title page. Keep it under 50 characters, including spaces and punctuation. Do not include the label “Running head:” before it.
To set this up, double-click the header area of your document. Type your abbreviated title in all caps. It will sit on the left side of the header by default. The page number should already be on the right side from the previous step. If both elements end up on the same line with the title on the left and the number on the right, you’re set. If needed, use a right-aligned tab stop to push the page number to the right while keeping the running head on the left.
Format the Title Page
Center the following elements on the title page, each on its own line: the full title of your paper (in bold), your name, your institutional affiliation (school or organization), the course number and name, the instructor’s name, and the assignment due date. For student papers, these elements should be positioned roughly in the upper third of the page, with a few blank lines between the top of the page and your title. The title page carries page number 1.
If your title runs longer than one line, keep it centered and double-spaced like the rest of the page. Use title case for your paper title, capitalizing the first word and all major words.
Use APA Headings
APA uses a five-level heading system, though most student papers only need the first two levels. Level 1 headings are centered and bold. Level 2 headings are left-aligned and bold. Both use the same font and size as body text. Don’t increase the font size for headings or add extra lines before or after them. After a heading, start the next paragraph on the following line, indented as usual.
Use the Built-In Citations Tool
Google Docs has a built-in citation sidebar that can format in-text citations and generate a reference list for you. To open it, go to Tools > Citations. In the sidebar that appears, select APA as your formatting style.
Click “+ Add citation source” to enter a new source. Choose the source type (website, book, journal article, etc.) and how you accessed it. If you have a URL or an ISBN, you can paste it in and Google Docs will try to auto-fill the source details. Review the fields carefully, since auto-filled data isn’t always accurate. Recommended fields are marked with a blue asterisk. To add multiple authors, click “+ Contributor.” You can also indicate if the contributor is an organization rather than a person.
Once your source is saved, place your cursor in the text where you want the in-text citation to appear. In the sidebar, hover over the source and click “Cite.” Google Docs will insert a parenthetical citation in APA format.
When you’re ready to add your reference list, place your cursor where you want it (at the end of your paper, on a new page), then click “Insert bibliography” at the bottom of the Citations sidebar. Google Docs will generate a formatted list of every source you cited.
Format the Reference List Manually
Whether you use the built-in tool or type your references yourself, the reference page needs a few specific formatting touches. Start it on a new page. Type “References” at the top, centered and in bold. Each entry should be double-spaced with no extra space between entries.
The most important detail is the hanging indent. In APA format, the first line of each reference sits flush with the left margin, and every subsequent line of that same entry is indented 0.5 inches. To apply this in Google Docs, highlight all your reference entries, then go to Format > Align & indent > Indentation options. Under “Special indent,” choose “Hanging” and set it to 0.5 inches. Click Apply. Every reference entry will now have the correct indent structure.
If you used the Citations tool to insert your bibliography, check whether the hanging indent was applied automatically. If not, select the entire list and apply it manually using the steps above. Also verify that the reference list uses the same font, size, and double-spacing as the rest of your paper.
Final Formatting Checklist
- Margins: 1 inch on all four sides
- Font: One consistent font throughout (12-pt Times New Roman, 11-pt Arial, or another APA-approved option)
- Spacing: Double-spaced everywhere, no extra space before or after paragraphs
- Alignment: Left-aligned, not justified
- First-line indent: 0.5 inches for every body paragraph
- Page numbers: Top-right corner on every page, starting at 1
- Title page: Centered title in bold, followed by your name, affiliation, course, instructor, and date
- References: New page, centered bold heading, hanging indent of 0.5 inches on each entry