APA Quick Reference Guide

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APA AP A Style Manual, 5th Edition Quick Reference Guide IN-TEXT CITATION

FORMAT Lines double-spaced, including title page and references page.

Direct Quote – using – using exact words of a source • Use quotation marks “ “ • Include page # or paragraph #  

Center section headings – no caps, bold, or  underline.

Book, Magazine, Journal article:

Font Times New Roman, 12 point

(author’s last name, publication date, p. #)

Ex:

Margins 1” for top, bottom, right and left margins on all  pages, left justified.

Webpage We bpage article w/author: (author, copyright OR last update, para. #)

Indent first line of paragraphs 5 spaces. Do not use extra double spacing between paragraphs.

• •

Ex: (Jones, 2004, para. 3).

 

Webpage Webpa ge article with NO author:

Ex:

(“Pizzas”, 2003, para. 4).

Paraphrase –  restating a source in your own words •  No quotation marks used •  No page or paragraph #

Title Page Contains the following information, centered on the page, double spaced Header with abbreviated title and page • number  Full Title • •

 

(“shortened article title”, copyright OR last (“shortened update, para. #)

Header The header must be on all pages, including the title page and reference reference list. The header consists of an abbreviated title and the page number. Header must be ½” from the the top of the the page and 1” from the right edge of the page.



(Smith, 2002, p. 12).

Book, Magazine, Journal article:

(author’s last name, publication date)

Ex:

Writer  Instructor  Course Date

(Smith, 2002).

Webpage We bpage article w/author: (author, copyright date OR last update)

 

2 PARTS TO APA STYLE

Ex: (Jones, 2004). Webpage We bpage article with NO author:

(“shortened article title”, copyright date OR  last update)

1.  IN-TEXT CITATION   Placed in parentheses within the text of the  paper to document source of information

Ex:

2.  REFERENCES PAGE  List of sources cited in paper 

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(“Pizzas”, 2003).

 

experience, married, a parent, and an active volunteer” (p. 12).

DIRECT QUOTATIONS using exact words from a source Quoting an Entire Sentence:

Using Block Quotes: more than 40 words – indent QUOTE ONLY

 Author’s name not given within sentence “A significant significant number of business professionals are returning to college to earn advanced degrees in order to increase their earning power and potential for advancement” (Smith, 2002, p. 101).

5 spaces from left margin – do not use quotation marks  Author’s name not given within sentence used  to introduce quote:

(author, publication date, page number)

Adult students are often more dedicated to achieving their college education than many traditional students. Most adult students who make the choice to return to college are accustomed to  prioritizing their tasks. These individuals individuals have experienced the demands of juggling their responsibilities and are more willing and able to take the initiative to succeed in their academic career. (Smith, 2002, p. 121) Many adults who have excelled in their professional lives know how to apply themselves in their new academic life.

 Author’s name used to introduce quote According to Smith (2002), “A significant number  of business professionals are returning to college to earn advanced degrees in order to increase their  earning power and potential for advancement” (p. 101).

introductory phrase with author name (publication date) date) . . . (page number)

Quoting Part of a Sentence:  Author’s name not given within sentence

 Author’s name used to introduce quote:

For many adults, the commitment to obtaining a college degree is motivated by a desire to “increase their earning power and potential for advancement” (Smith, 2002, p. 101).

Smith (2002) points out that adult students are often more dedicated to achieving their college education than many traditional students. Most adult students who make the choice to return to college are accustomed to  prioritizing their tasks. These individuals have experienced the demands of juggling their responsibilities and are more willing and able to take the initiative to succeed in their academic career. (p. 121) Many adults who have excelled in their professional lives know how to apply themselves in their new academic life.

 Author’s name used that to introduce quote:the Smith (2002) explains for many adults, commitment to obtaining a college degree is motivated by a desire to “increase their earning  power and potential for advancement” (p. 101).

NOTE:

Before using an author’s name to introduce a quote or paraphrase, you must first introduce the author to identify this author’s expertise. For example, you might say: James Smith (2002), author of  The New College “today’s college student is  Landscape, explains that “today’s often an adult professional with over five years

After the initial introduction of the author, you may then use the author’s last name only to introduce the quote or paraphrase, a technique

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that adds credibility and authority to your  sources.

PARAPHRASING  Interpreting idea expressed by author by restating passage in your own words

PARAPHRASE –   DON’T PLAGIARIZE!

 Author’s name not given within paraphrased 

Original by author James Baker Baker,, published 2003:

 sentence:

A serious dilemma often faced by employees when considering changing jobs, even when the new position is an improvement in their current employment situation, is whether to risk a change in their health insurance coverage, particularly for  individuals with pre-existing conditions.

The revitalization of many urban neighborhoods has resulted in a substantial increase in property values (Lentz, 2003).

(author, publication date – no page number)

 Author’s name used to introduce paraphrase :

PLAGIARISM:  Passage rewritten, but with only a few words changed:

Urban planner James Lentz (2003) asserts that the

A serious problem often faced by employees when

revitalization of many urban neighborhoods has resulted in a substantial increase in property values.

thinking about changing jobs, even when the new  job is better than their current job, is whether to risk  getting different health insurance, especially for  people with pre-existing conditions (Baker, 2003).

introductory phrase with author name (publication date) date) . . . (page number)

PARAPHRASED:  Passage rewritten to express the idea of  the author, author, but in your own words:  MULTIPLE AUTHORS  (Following examples are for citing Direct Quotes; for Paraphrases, no page is used)

For many employees with health problems, often making the decision of whether or not to change jobs is based on the need to maintain the same health insurance coverage and not on the prospect of a  better career opportunity (Baker, 2003).

When a source has 2 authors, cite both names (Smith & Jones, 2002, p. 3)

** 3 or more consecutive words directly from a source is considered a Direct Quote, and must be cited as a Direct Quote

When a source has 3 to 5 authors, cite each author the first time the citation appears; (Jones, Smith, Collins, & Krantz, 2002, p. 3)   in subsequent citations, cite only the last name of the first author, author, followed by “et al.” –  (Jones, et al., 2002, p. 1)

 REMEMBER: Direct Quotes > Quotation marks, page # Paraphrases > No quotation marks, no page #

More than 6 authors, cite only the last name of  the first author followed by “et al.” every time the citation appears (Jones, et al., 2002, p. 1)

 RULE OF THUMB for Using Sources:    Never begin a paragraph with a quote, end a  paragraph with a quote, or use back to back 

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quotes – OFFER YOUR ANALYSIS! DON’T LET THE QUOTE SPEAK FOR ITSELF!  IN-TEXT CITATION – WEBPAGES 

Many culinary archaeologists have determined that “the making of pizza was actually an accident” ( PizzaLore,  PizzaLore, 1998, para. 5).

DIRECT QUOTES:

(website name, name, update/copyright date, paragraph #)

(author, update/copyright date, paragraph number) PARAPHRASES:

CITING PERSONAL COMMUNICATIONS  COMMUNICATIONS 

(author, update/copyright date)

For letters, memos, e-mail, interviews, cite source in text only. * Do not list on References page.

1. If no author -- give shortened shortened article title If no article title --give website name

S.U. Varnes Varnes (personal communication, May 12, 2001) acknowledges …

2. If no date for website -- put n.d.

3. Hand number paragraphs -- when citing Direct Quotes

REFERENCES LIST

No paragraph number used for Paraphrases

Direct Quote – author, date given on webpage

All research papers must contain a list of  references starting on a new page after the body of the paper.

The use of “pizza toppings that seem bizarre to current tastes, such as squid and octopus, were common in the fishing areas of the Mediterranean sea” (Smith, 1998, para. 5).

The References page should contain full  publication information (see examples below). Only sources cited in the body of the paper   should appear on the References page.

(author, update/copyright date, paragraph number)

Reference Page Format • Center space title – References – typed

Direct Quote – from article entitled  “Pizzas of the World,” from website called PizzaLore, no author given:





The use of “pizza toppings that seem bizarre to current tastes, such as squid and octopus, were common in the fishing areas of the Mediterranean sea” (“Pizzas,” 1998, para. 5).

• •

(“shortened article title”, update/copyright update/copyrig ht date, para. #)



Direct Quote -- from website called  PizzaLore, no author or article title given



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lower case, no underline, no bold, no italics Page numbering should be continued in the upper right corner of the Reference page. For each entry in the list, the first line begins at the left margin and all following lines are indented five spaces. Lines are double-spaced. Alphabetize by first word of o f entry (author’s last name; title if no author) If there are two or more entries for the same author, arrange by year of publication with the earliest one first. Do not utilize any underlining or quotation qu otation marks for titles. Book titles,

 

• • •

magazine/journal titles and volume (issue) number are to be in italics only. Websites are not to be underlined.  journal or  magazine titles. Capitalize journal  Capitalize or magazine Capitalize only the first word of the title of a book or  book  article,, except for proper nouns. or article

Book with more than Six authors: Logan, P., P., Smith, U., Lenz, R., Tome, M., Fox, P., Jones, M., et al. (2001).  Elements of  real estate transactions. Boston: Ridgeworth Publishers. Edited Book:

Jones, S., & Smith, J. (Eds.). (2000). The history of Strayer University (4th ed.). Washington, DC: Jones and Smith Publishing. Article/Essay in an Edited Book: Spencer, J. (1997). The ethical basis for  termination. In J. Kelp (Ed.), Ethics (Ed.), Ethics in business (pp 282-292). New York: Hampton Press.

Examples – Reference List Entries: (Examples are single-spaced; actual reference list is double spaced.) The following entries are examples of the most commonly used research sources. Refer directly to the APA APA Manual for  additional examples of Reference list entries.  BOOKS 

[author last name, first initial initial.. (year). Article/essay title. Book editor editor’s ’s name (editor abbreviated Ed.), book title. title. (article pages). Place of publication: publisher.]

Book With One Author: Jones, S. (2003). The Jones chronicles.  chronicles.  Boston: Smith Publishing Company.

[author last name, first initial. (year published). Book title. title. City published, state (if applicable – see AP APA A Style Guide, states are not always included): name of publisher publisher.] .]

 ARTICLES in PERIODICALS 

Newspaper Article:

Jones, S. (2003, April 12). Strayer opens new Observer, p. A3. campus. Charlotte Observer,

Book With Two or More Authors: Jones, S., & Smith, J. (2000). The history of Strayer University. Washington, DC: Jones and Smith Publishing.

[author. (year, month day). article title. Name of newspaper, p. or pp. page number(s).]

[first author’s last name, first initial, “&” second author’s last name, first initial (year published). Book title. City published, state (if applicable): name of publisher.]

 Note: This is the only instance where you will  use p. or pp. in front of the page numbers on the  References page. Magazine Article:

Book with Three to Six Authors: Miller, J., Kramer, P., Cane, L. & Font, M. partner. (2000).  How to be a business partner.  New York: York: Harlan Publishers.

Smith, J. (2003, May 1). Duke Power  understates earnings. Newsweek, earnings. Newsweek, 5(1), 5(1), 23-24.

[author last name, first initial. (year, month day). article title, magazine

*On References page, always use the ampersand symbol “&” – never “and” – prior  to the last author’s author’s last name. 5

 

name, volume volume(issue (issue #, if applicable), page number(s).]

 INTERNET SOURCES  DO NOT ONLY LIST URL for Webpage sources! Must give author’s name name if  available, last update/ copyright date, retrieval date, complete URL

 If a magazine or journal article has more than two authors, follow the rule for books re: no. of authors.

Magazine Article With No Author: If author given:

Duke Power understates earnings. (2003, May 1). Newsweek, 1). Newsweek, 5(1), 5(1), 23-24.

Grant, C. (2003). Why go to college? Retrieved May 20, 2003, from http://www.college/ http://www.college/ rev.Q&A.html

[article title. (year, month day). magazine name, volume(issue volume(issue #, if  applicable ),  ), page number(s).]

[author, if known. (date). Title of  section.. Retrieved (date) from section (website address).] If no author given, begin with article title Shark attack summer . (2003, January). Retrieved March 20, 2003, from http://www.allaboutsharks.com/attacks

Journal Article:

Johnson, J. (2002). The undergraduate student  population of Strayer University’s University’s graduating class of 2001. Journal 2001. Journal of   Education Statistics, 1(2), 1(2), 200-211.

[article name. (date). Retrie Retrieved ved (date) from (website address).] add ress).] Newspaper Article Retrieved From the Newspaper’s Website:

[author last name, first initial. (year). Article title. Journal title. Journal name, volume(issue volume (issue #), page number(s).]

Greenwood, L. C. (2003, May 3). Education loans at all time low. low. The Washington  Post. Retrieved May 5, 2003, from http://www.washingtonpost.com

Journal Article Retrieved from an Online Database:

[author. (year, month day). Article [author. title. Newspaper name. name. Retrieved (date) from (website address).]

(An example would be an EBSCO Host  database such as Academic Search Elite) Johnson, J. (2002). The undergraduate student  population of Strayer University’s University’s graduating class of 2001. Journal 2001. Journal of   Education Statistics, 1(2), 1(2),  200-211. Retrieved May 20, 2003, from Academic Search Elite database.

Article in an On-line Only Periodical:

Kobb, M. (2000). The New South.  Lifestyles, 5(2). (2).  Retrieved June 12, 2003, from http://www.lifestyles.com/south.html

[author last name, first initial. (year). Article title. Journal title. Journal name, volume(issue volume (issue #), page number(s). Retrieved (date) from (database).]

Author. (year). Article title. Periodical title, vol.(issue). vol.(issue). Retrieved (date) from (website address)]

 MISCELLANEOUS SOURCES 

Book Review in a Periodical:

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Small, S. (2001). Gone again. [Review of the  End of an era]. era]. Solutions, 292, 292, 12.  book  End

Washington, DC: U.S. Government Printing Office.

[author. (year). Title of review. [Review of the book book title.] title.] Periodical name, volume. page number]   number]

Governmental agency. agency. (year). Title of  publication. (Publication number number.) .) Place of publication: publisher publisher.. Brochure: Small Business Business Center. Center. (1999). What you need  to know about insurance (3rd ed.) [Brochure]. Orlando, FL: Author.

Government Publication:  National Institute of Business Resources. (2001). Training personnel to respond  in national emergencies. (DHHS Publication No. ADM 01-1775).

[agency name. (year). Title of brochure. (edition of printing.) [Brochure]. [Brochure]. Place of   publication: publisher.] publisher.]

* If no date known for website, put n.d.

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