How to Format APA Headers in Word and Google Docs

Academic writing demands precision in every element, from content to presentation. Among the essential formatting requirements in scholarly work, APA header formatting stands as a fundamental skill that many students and researchers struggle to master. The American Psychological Association’s guidelines establish specific rules for headers that serve both practical and professional purposes.

Headers in APA style provide crucial navigation tools for readers while maintaining the document’s professional appearance. They include running heads, page numbers, and manuscript page headers, each serving distinct functions in different types of academic papers. Whether you’re crafting a student paper, preparing a manuscript for publication, or submitting a dissertation, understanding these formatting requirements is essential for academic success.

What is an APA Header?

An APA header is a standardized formatting element that appears at the top of every page in academic papers following American Psychological Association guidelines. It consists of two main components that serve important navigational and identification purposes.

The primary element is the page number, which must appear in the top right corner of every page. This ensures readers can easily navigate through your document and reference specific sections when needed.

For professional manuscripts intended for publication, APA headers also include a running head – a shortened version of your paper’s title (maximum 50 characters) that appears in the top left corner. The page number appears at the top right corner of every page, while the running head helps identify your work if pages become separated during the review process.

However, the 7th edition of APA Style simplified requirements for student papers. Unless specifically requested by your instructor, student papers typically only need the page number in the header, making the running head optional for most academic assignments.

The header creates a professional appearance and follows established academic conventions that journals, professors, and institutions expect. It demonstrates attention to detail and adherence to scholarly writing standards, which are essential skills in academic and professional contexts.

APA 7th Edition Header Guidelines

The APA 7th Edition introduced significant changes to header formatting, creating distinct requirements for student papers versus professional manuscripts. Understanding these differences is crucial for proper academic writing.

Student Papers

For student papers, the page header usually consists of just a page number in the page’s top-right corner, and APA no longer requires elements such as the running head and author note for student papers. This simplified approach recognizes that student work is submitted to instructors rather than journals.

The page number should appear in the top right corner of every page, including the title page, using the same font as the rest of your paper. Unless your instructor specifically requests it, no running head is needed for student assignments.

Professional Papers

Professional papers intended for publication maintain traditional APA formatting requirements. A professional paper’s title page will include the title of the paper flush left in all capitals and the page number flush right, while professional papers still include a Running Head on every page.

The running head appears in all capital letters in the top left corner and should be no more than 50 characters. It provides identification if manuscript pages become separated during the publication process.

Key Changes from APA 6th Edition

Student papers do not typically include a running head, author note, or an abstract, unless required by their instructor. This represents a major simplification from previous editions, making APA formatting more accessible for student writers while maintaining professional standards for publication-bound manuscripts.

Creating a Header in Word or Google Docs

Microsoft Word

For Student Papers (APA 7th Edition)

Step 1: Access the Header

• Double-click at the top of your document, or go to the “Insert” tab and click “Header”
• Select “Blank” header option

Step 2: Insert Page Number

• With the header active, go to “Insert” tab → “Page Number”
• Choose “Top of Page” → “Plain Number 3” (right-aligned)
• The page number will automatically appear in the top right corner

Step 3: Format the Header

• Ensure the page number uses the same font as your paper (typically Times New Roman, 12pt)
• The header should be 0.5 inches from the top of the page (Word’s default)

Step 4: Exit Header Mode

• Double-click in the main document area or click “Close Header and Footer”

Google Docs

For Student Papers

Step 1: Access Header Options

• Go to “Insert” menu → “Headers & footers” → “Header”
• Or double-click at the very top of your document

Step 2: Add Page Numbers

• With cursor in the header, go to “Insert” → “Page numbers”
• Select the top right option (page number in header, right-aligned)

Step 3: Format Appropriately

• Ensure the page number matches your document’s font
• The header will automatically maintain proper spacing

Step 4: Finish

• Click outside the header area or press “Esc” to return to normal editing

APA 7th Edition Header Example

Common Mistakes and How to Avoid Them

Missing Page Numbers on All Pages

The Mistake: Students often forget to include page numbers on every page, especially the title page.

How to Avoid: Always use your word processor’s automatic page numbering feature rather than manually typing numbers. This ensures every page is numbered consistently, including the title page. Double-check by scrolling through your entire document before submission.

Incorrect Page Number Placement

The Mistake: Placing page numbers in the bottom right corner, center, or left side of the page instead of the top right.

How to Avoid: Remember that APA 7th edition requires page numbers in the top right corner of every page. Use the “Plain Number 3” option in Word or the top-right placement in Google Docs.

Including Unnecessary Running Heads in Student Papers

The Mistake: Adding running heads to student assignments when they’re not required.

How to Avoid: Unless your instructor specifically requests a running head, student papers only need page numbers. Save running heads for professional manuscripts or when explicitly required by your professor.

Incorrect Running Head Format (When Required)

The Mistake: Using lowercase letters, exceeding 50 characters, or including the full title as the running head.

How to Avoid: Running heads must be in ALL CAPITALS and contain a shortened version of your title (maximum 50 characters including spaces). Create a concise version that captures your paper’s main topic.

Wrong Font or Size in Headers

The Mistake: Using a different font or size in the header than in the main document.

How to Avoid: Ensure your header uses the same font family and size as your paper text (typically Times New Roman, 12pt). Most word processors will match this automatically, but always verify.

Inconsistent Header Formatting

The Mistake: Having different header formats on different pages or sections.

How to Avoid: Set up your header once using your word processor’s header function, which will automatically apply to all pages. Avoid manually creating headers on individual pages.

Starting Page Numbers on Wrong Page

The Mistake: Beginning page numbering on page 2 instead of the title page.

How to Avoid: Page numbering should start with “1” on the title page and continue consecutively throughout the entire document, including reference pages and appendices.

FAQs