Sally the Scribe

APA Format Made Simple: A Quick Guide to Citing and Structuring Your Essay

—

by

Sally Eubanks
in

Academic writing can feel overwhelming, especially when formatting rules seem more complicated than the essay itself. APA (American Psychological Association) style is one of the most commonly used formats in academia, particularly in the social sciences. Whether you’re writing a psychology paper or a communications analysis, mastering APA format will elevate your work and keep you citation-error free. Here’s a straightforward breakdown of how to cite sources and format your essay in APA style.

General APA Essay Format
Your APA-formatted essay should follow these basic guidelines:

  • Font: Use a clear, readable font like 12-point Times New Roman.
  • Spacing: Double-space all text, including the reference list.
  • Margins: 1-inch margins on all sides.
  • Page Numbers: Add page numbers in the top right corner of every page.
  • Title Page: Include the title, your name, institution, course, instructor, and date, centered on the page.

Example title page:

The Influence of Social Media on Academic Performance

Jane Doe
University of Florida
PSY 101: Introduction to Psychology
Dr. Smith
April 23, 2025

Essay Structure in APA Format
APA papers generally follow this structure:

  1. Title Page
  2. Abstract (if required) – A 150–250 word summary of your paper.
  3. Main Body – The core of your essay with introduction, body paragraphs, and conclusion.
  4. References – A complete list of sources you cited in the paper.

In-Text Citations
APA uses the author-date method. Here’s how it works:

  • Direct quote:

According to Smith (2020), “social media usage is linked to decreased academic performance” (p. 45).

  • Paraphrased idea:

Social media may negatively impact how well students do in school (Smith, 2020).

  • Two authors:

(Jones & Taylor, 2019)

  • Three or more authors:

(Martin et al., 2021)

Citing YouTube Videos
YouTube content is increasingly used in academic writing. Here’s how to cite it in APA format:

  • In-text citation:

(CrashCourse, 2019)

  • Reference entry:

CrashCourse. (2019, September 24). How to manage your time effectively [Video]. YouTube. https://www.youtube.com/watch?v=oTugjssqOT0

Citing ChatGPT (Programming Help)
APA now offers guidance for citing generative AI. When using ChatGPT to assist with programming or technical writing, treat it like a personal communication for in-text citations, and optionally provide a supplemental reference for transparency.

  • In-text citation (for non-recoverable responses like coding help):

(OpenAI, personal communication, April 23, 2025)

  • Optional reference entry:

OpenAI. (2025, April 23). Response to prompt about Python error handling using try/except [Large language model]. ChatGPT. https://chat.openai.com/

Sample Reference Entries (APA 7th Edition):

Books
Smith, J. A. (2020). Understanding media addiction. Academic Press.

Journal Articles
Doe, M., & Lee, C. (2018). The impact of social platforms on learning habits. Journal of Educational Psychology, 110(3), 245–260. https://doi.org/10.1037/edu0000274

YouTube Videos
CrashCourse. (2019, September 24). How to manage your time effectively [Video]. YouTube. https://www.youtube.com/watch?v=oTugjssqOT0

AI-Generated Content (ChatGPT)
OpenAI. (2025, April 23). Response to prompt about Python error handling using try/except [Large language model]. ChatGPT. https://chat.openai.com/

When writing in APA style, your References page (similar to a Works Cited page) is where you list every source you’ve cited in your essay. This section appears at the end of your paper and should be double-spaced, in alphabetical order, with a hanging indent for each entry. Below is a sample APA References list that includes a variety of source types.

References

CrashCourse. (2019, September 24). How to manage your time effectively [Video]. YouTube.
  https://www.youtube.com/watch?v=oTugjssqOT0

Doe, M., & Lee, C. (2018). The impact of social platforms on learning habits. Journal of Educational Psychology, 110(3), 245–260.
  https://doi.org/10.1037/edu0000274

Johnson, R. (2022, March 5). How to study smarter, not harder. StudySuccess.org.
  https://www.studysuccess.org/study-smarter

OpenAI. (2025, April 23). Response to prompt about Python error handling using try/except [Large language model]. ChatGPT.
  https://chat.openai.com/

Smith, J. A. (2020). Understanding media addiction. Academic Press.

Final Tips for APA Success

  • Keep a style guide or use a trusted source like the Purdue OWL handy.
  • Always double-check your citations for accuracy and completeness.
  • Cite every source you use—whether it’s a book, video, article, or AI-generated text.

APA formatting may seem like a chore, but it’s a valuable tool that helps your writing stand tall in the academic world. With practice, you’ll be citing like a pro.

Comments

Leave a comment