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Understanding APA Format

If you’re writing academically, chances are you’ve been tasked with writing a paper that follows APA style. Although there’s a learning curve involved with adhering to APA style, it’s possible to learn the basics so you can turn in your assignments.

What Is APA Style?

APA is the official academic style of the American Psychological Association. This style was created in 1929 when a group of professionals worked together to devise a set of style rules for scientific writing as a means of making these documents easier to read and understand.

If an assignment indicates APA style, you will need to adhere to these style rules. These guidelines ensure that your document is consistent and uniform with elements such as punctuation, headings and subheadings, abbreviations, numbers, tables and figures and citations.

Main Sections of a Document

APA style dictates the format of the main sections of a document.

The title page includes a running head, the author’s name and the school.

The abstract is a succinct summary of the document. APA style dictates that abstracts be no more than 250 words, although some instructors give leeway regarding the length.

The main body of the document is the text of the essay or report. Some reports are divided into separate sections.

Your reference section follows the body. It includes a list of references you cited in your document.

How to Reference APA Style

In-text citations appear within the text, identifying any information you cite. APA format for in-text citations includes the author’s name and the date of the publication.

The reference page always begins on a new page with the title “References” centered at the top. Include all entries in alphabetical order, and each entry’s first line begins at the left margin, and additional lines are indented. Place titles of newspapers, magazines, journals and books in italics, and double-space the reference section.

Double-check that all of your sources appear as both in-text citations and in the reference section.

Use an APA Sample Paper

An APA style example can be helpful if you’re learning this style and trying to apply it to a writing assignment. Many schools and universities maintain resource web pages with APA samples to show students how to follow this style.

More APA Tips

If you’re struggling with creating APA citations and references, use a citation machine to check your work. You simply fill in the citation and click a button, and the tool tells you if you made any errors.

Consider hiring an academic editor to check your work after you finish writing. The editor can find and correct errors to make sure your document adheres to APA.

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APA Tables and Figures 1

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APA (American Psychological Association) style is most commonly used to cite sources within the social sciences. This resource, revised according to the 6 th edition, second printing of the APA manual, offers examples for the general format of APA research papers, in-text citations, endnotes/footnotes, and the reference page. For more information, please consult the Publication Manual of the American Psychological Association , (6 th ed., 2 nd printing).

Note:  This page reflects APA 6, which is now out of date. It will remain online until 2021, but will not be updated. The equivalent APA 7 page can be found here .

The purpose of tables and figures in documents is to enhance your readers' understanding of the information in the document. Most word processing software available today will allow you to create your own tables and figures, and even the most basic of word processors permit the embedding of images, thus enabling you to include tables and figures in almost any document.

General guidelines

Necessity. Visual material such as tables and figures can be used quickly and efficiently to present a large amount of information to an audience, but visuals must be used to assist communication, not to use up space, or disguise marginally significant results behind a screen of complicated statistics. Ask yourself this question first: Is the table or figure necessary? For example, it is better to present simple descriptive statistics in the text, not in a table.

Relation of Tables or Figures and Text. Because tables and figures supplement the text, refer in the text to all tables and figures used and explain what the reader should look for when using the table or figure. Focus only on the important point the reader should draw from them, and leave the details for the reader to examine on their own.

Documentation. If you are using figures, tables and/or data from other sources, be sure to gather all the information you will need to properly document your sources.

Integrity and Independence. Each table and figure must be intelligible without reference to the text, so be sure to include an explanation of every abbreviation (except the standard statistical symbols and abbreviations).

Organization, Consistency, and Coherence. Number all tables sequentially as you refer to them in the text (Table 1, Table 2, etc.), likewise for figures (Figure 1, Figure 2, etc.). Abbreviations, terminology, and probability level values must be consistent across tables and figures in the same article. Likewise, formats, titles, and headings must be consistent. Do not repeat the same data in different tables.

(Taken from the Publication Manual of the American Psychological Association , 6th ed., Section 5.19)

• Is the table necessary?
• Does it belong in the print and electronic versions of the article, or can it go in an online supplemental file?
• Are all comparable tables presented consistently?
• Is the entire table single- or double-spaced (including the title, headings, and notes)?
• Is the title brief but explanatory?
• Does every column have a column heading?
• Are all abbreviations; special use of italics, parentheses, and dashes; and special symbols explained?
• Are the notes organized according to the convention of general, specific, probability?
• Are all vertical rules eliminated?
• Are confidence intervals reported for all major point estimates?
• Are all probability level values correctly identified, and are asterisks attached to the appropriate table entries? Is a probability level assigned the same number of asterisks in all the tables in the same document?
• If the table or its data are from another source, is the source properly cited?
• Is the table referred to in the text?

Data in a table that would require only two or fewer columns and rows should be presented in the text. More complex data is better presented in tabular format. In order for quantitative data to be presented clearly and efficiently, it must be arranged logically, e.g. data to be compared must be presented next to one another (before/after, young/old, male/female, etc.), and statistical information (means, standard deviations, N values) must be presented in separate parts of the table. If possible, use canonical forms (such as ANOVA, regression, or correlation) to communicate your data effectively.

Table Structure

The following image illustrates the basic structure of tables.

Numbers. Number all tables with Arabic numerals sequentially. Do not use suffix letters (e.g. Table 3a, 3b, 3c); instead, combine the related tables. If the manuscript includes an appendix with tables, identify them with capital letters and Arabic numerals (e.g. Table A1, Table B2).

Titles. Like the title of the paper itself, each table must have a clear and concise title. When appropriate, you may use the title to explain an abbreviation parenthetically.

Example: Comparison of Median Income of Adopted Children (AC) v. Foster Children (FC)

Headings. Keep headings clear and brief. The heading should not be much wider than the widest entry in the column. Use of standard abbreviations can aid in achieving that goal. All columns must have headings, even the stub column (see example structure), which customarily lists the major independent variables.

Body. In reporting the data, consistency is key: Numerals should be expressed to a consistent number of decimal places that is determined by the precision of measurement. Never change the unit of measurement or the number of decimal places in the same column.

Specific Types of Tables

Analysis of Variance (ANOVA) Tables. The conventional format for an ANOVA table is to list the source in the stub column, then the degrees of freedom (df) and the F ratios. Give the between-subject variables and error first, then within-subject and any error. Mean square errors must be enclosed in parentheses. Provide a general note to the table to explain what those values mean (see example). Use asterisks to identify statistically significant F ratios, and provide a probability footnote.

Regression. Conventional reporting of regression analysis follows two formats. If the study is purely applied, list only the raw or unstandardized coefficients (B). If the study is purely theoretical, list only the standardized coefficients (beta). If the study was neither purely applied nor theoretical, then list both standardized and unstandardized coefficients. Specify the type of analysis, either hierarchical or simultaneous, and provide the increments of change if you used hierarchical regression.

Notes in Tables

There are three types of notes for tables: general, specific, and probability notes. All of them must be placed below the table in that order.

General notes explain, qualify or provide information about the table as a whole. Put explanations of abbreviations, symbols, etc. here.

Example: Note . The racial categories used by the US Census (African-American, Asian American, Latinos/-as, Native-American, and Pacific Islander) have been collapsed into the category “non-White.” E = excludes respondents who self-identified as “White” and at least one other “non-White” race.

Specific notes explain, qualify or provide information about a particular column, row, or individual entry. To indicate specific notes, use superscript lowercase letters (e.g. a , b , c ), and order the superscripts from left to right, top to bottom. Each table’s first footnote must be the superscript a .

Example: a n = 823. b One participant in this group was diagnosed with schizophrenia during the survey.

Probability notes provide the reader with the results of the tests for statistical significance. Asterisks indicate the values for which the null hypothesis is rejected, with the probability (p value) specified in the probability note. Such notes are required only when relevant to the data in the table. Consistently use the same number of asterisks for a given alpha level throughout your paper.

Sample Table Notes

If you need to distinguish between two-tailed and one-tailed tests in the same table, use asterisks for two-tailed p values and an alternate symbol (such as daggers) for one-tailed p values.

More Table Notes

Tables from Other Sources

If using tables from a source, copy the structure of the original exactly, and cite the source in accordance with APA style .

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Formatting tables and figures in APA

Sometimes you are required to include a table or a figure in an assignment. Before, however, you insert a table or figure, it is important to ask yourself if it is necessary. Would your information be better presented in text? You should not use a table or figure if your information can simply be discussed in text. Usually tables with two or fewer columns or rows should be discussed in text. Large amounts of numerical data, or summarising contrasting concepts, may be suitable for a table or graph. Images such as artwork being discussed, may be suitable as a figure.

If you choose to insert a figure or table in your assignment, then APA style referencing has specific guidelines about formatting.

Formatting tables

Formatting figures.

• In APA style, the descriptive title for a table goes above the table.
• The table should be placed after the paragraph where it is first mentioned (smaller figures may fit on the same page, but larger ones may need to be placed at the top of the next page).
• Number each table with an Arabic number (e.g., Table 1, Table 2, Table 3…) in bold in the order they are first mentioned in your text. Do not refer to a table by its position relative to the text (e.g., “the table below”) or its page number (e.g., “the table on page 12”). Do not use suffix letters (e.g., Table 5a, Table 5b).
• The title should be descriptive but not too long. The title should be italicised, with the first letter of each major word (usually words with 3 or more letters) capitalised. Give the descriptive caption on a new line under the table number. E.g. Table 1 Covariances of 10 Weighted Industry Portfolios from Mar. 2014 to Mar. 2019
• In general, use 12-point type, double-spacing, and 1-inch (2.54 cm) margins, although check with your assignment instructions or lecturer for specific formatting requirements. You may use a landscape orientation to keep your table on a single page.
• Make sure each column (or row, depending on how you orientate information) has a clear heading.
• If your appendix includes a table, identify which appendix with a capital letter (e.g., Table A1 is the first table of Appendix A, Table A2, is the second table of Appendix A, Table B1 is the first table of Appendix B).
• Sometimes you may have multiple sources within the same table. You can cite each source within each cell individually in the standard parenthetical author-date format. However, if the same citation applies to multiple cells, or you have a number of different sources and parenthetically citing each one would make the table look too cluttered, you can use a superscript, lowercase letter to denote the source in notes below the table.

• Limit the use of lines (rules) in your table. Usually in APA style, the vertical lines are eliminated.
• In APA style, the figure number and descriptive caption for a figure goes above the figure.
• The figure should be placed after the paragraph where it is first mentioned (smaller figures may fit on the same page, but larger ones may need to be placed at the top of the next page).
• Number each figure with an Arabic number (e.g., Figure 1, Figure 2, Figure 3…) in the order they are first mentioned in your text. Do not refer to a figure by its position relative to the text (e.g., “the figure below”) or its page number (e.g., “the figure on page 12”). Do not use suffix letters (e.g., Figure 5a, Figure 5b).
• The title should be descriptive but not too long. Figure and the figure number should be bold. The title should be italicised and use title case, and it should describe what is being presented in the figure. Give the descriptive caption on the same line as the figure number. E.g. Figure 1 A Flowchart of Data Collection Methodology Used in Experiment 1
• In general, use 12-point type, double-spacing, and 1-inch (2.54 cm) margins, although check with your assignment instructions or lecturer for specific formatting requirements. You may use a landscape orientation to keep your figure on a single page.
• If your appendix includes a figure, identify which appendix with a capital letter (e.g., Figure A1 is the first figure of Appendix A, Figure A2, is the second table of Appendix A, Figure B1 is the first figure of Appendix B).

Referencing tables and figures

APA has strict rules about crediting images, figures, or tables that have been reproduced or copied and a footnote should be included with a full reference that states that permission has been sought to use the table or figure. However, unless your assignment is going to be professionally published, this level of detail is unnecessary. Instead, treat the image as a direct quotation . Provide a citation in the caption, with author, year, and page number. The source should also have an entry in the reference list.

Further table and figure resources

• Images, tables, and figures in Microsoft Word
• Adding, formatting or deleting captions in Word
• Sample figures

These pages are provided as a guide to proper referencing. Your course, department, school, or institute may prescribe specific conventions, and their recommendations supersede these instructions. If you have questions not covered here, check in the style guide listed above, ask your course coordinator, or ask at Academic Q+A .

Page authorised by Director - Centre for Learner Success Last updated on 17 May, 2021

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• Creating an APA Style table of contents

How to Create an APA Table of Contents | Format & Examples

Published on November 5, 2020 by Jack Caulfield . Revised on April 26, 2022.

A table of contents is not required in an APA Style paper , but if you include one, follow these guidelines:

• Include all level 1 and level 2 headings (other levels are optional).
• Indicate different heading levels with indents. Adhere to general APA format in terms of font, spacing, etc.

You can automatically create the table of contents by applying APA heading styles in Word.

Table of contents

Apa format guidelines for the table of contents, how to generate a table of contents in word.

In a thesis or dissertation , the table of contents comes between your abstract and your introduction . It should be written in the same font and size as the rest of your text (usually 12 pt Times New Roman). At the top of the page, write Contents , centered and in bold.

In APA Style, you can use up to five levels of heading , each with its own formatting style. In the table of contents, you should include all level 1 and 2 headings, left-aligned and formatted as plain text. Level 2 headings are indented.

Including lower-level headings in the table of contents is optional. Add an additional indent for each level. If you have a lot of headings in your text, you may not be able to include them all—your table of contents should not be more than two pages long in total.

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To automatically generate a table of contents in Word, you’ll first have to apply heading styles throughout your text. After that, you can generate the table of contents.

Applying heading styles

First, go through your text making sure that each level of heading is in keeping with APA Style rules.

Next, update the heading styles listed in the Home tab at the top:

• Highlight a level 1 heading
• Right-click the Heading 1 style and select Update Heading 1 to match selection
• Do the same for each level of heading

Once you’ve done this you can update any other headings quickly using the heading styles. Make sure all headings are in the appropriate style before proceeding.

Generating the table of contents

Now you can generate your table of contents. First write the title “Contents” (in the style of a level 1 heading). Then place your cursor two lines below this and go to the References tab.

Click on Table of Contents and select Custom Table of Contents… In the popup window, select how many levels of heading you wish to include (at least two) under Show levels , then click OK :

Updating your table of contents

Now you have a table of contents based on your current headings and page numbers. If you continue working on your text after this, be sure to go back and update your table of contents at the end, as headings and page numbers might change.

You can do this by right-clicking on the table of contents and selecting Update Field . Then you can choose whether to update all information or just the page numbers. It’s best to update everything, just to be sure.

Cite this Scribbr article

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Caulfield, J. (2022, April 26). How to Create an APA Table of Contents | Format & Examples. Scribbr. Retrieved September 11, 2023, from https://www.scribbr.com/apa-style/apa-table-of-contents/

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APA (7th ed.) Citation Style Guide: Tables and Figures

• Paper Format Guidelines
• Four Elements of a Reference
• Missing Reference Information
• In-Text Citations
• Secondary Sources
• Tables and Figures
• Book Sections (Chapters)
• Reference Works
• Business Sources
• Audiovisual Material
• Social Media & Software
• Government Documents
• Open Textbooks
• Course Related Material
• Personal Communications
• Further Examples
• Legal Citation
• Nursing Resources

Useful Links

• APA Style - Table Setup
• Purdue OWL - Tables and Figures
• West Coast University -APA 7th: Tables & Figures
• APA Style - Tables and Figures

Citing Tables and Figures in the Text

If you use a table or figure from another source, then you must acknowledge this original source in a note placed underneath the table or figure within the text of your paper. 

Include the word  Note . before your citation.  

The format for citations placed underneath tables and figures is different to those used for the reference list.

Note . Adapted from “Sampling and Recruitment in Studies of Cultural Influences on Adjustment: A Case Study With Mexican Americans,” by M.W.  Roosa , F.F. Liu, M. Torres, N.A. Gonzales, G.P. Knight, and D.  Saenz , 2008,  Journal of Family Psychology , 22, p. 300. 

" In the text, refer to every table and figure by its number - known as a callout. ..When you call out a table or figure, also tell readers what to look for in that table or figure.

As shown in Table 1, the demographic characteristics...

Figure 2 shows that the event-related potentials ...

...of the results of the testing (see Table 3).

...of the comparisons (see Figures 4 and 7).

Do not write "the table above" (or "below") or "the figure on page 32. Page numbers often shift during the writing process, which can lead to errors"  Publication manual of the American Psychological Association, 7th ed., 2020, p. 197).

APA Style - Table Example

The example below is how to create your own table in an APA format paper or assignment. 

Tables usually show numerical values or textual information arranged in columns or rows.

Table Components

Number:  The table number goes above the table in bold . (e.g. Table 1)

Title: The table title goes one double-spaced line below the table number in italics in title case. (In title case the first letter of major words are capitalized). 

Headings: All tables should include column headings including a heading for the left most column (aka stub heading).

Body: The table body includes all the rows and columns of a table. The body can be single spaced, one-and-a-half spaced, or double spaced.

Notes: Notes describing the contents of the table appear below the table. Not all table include table notes. Notes are double-spaced and flush left.

For further information on figures please refer to pages 199-224   of the  Publication manual of the American Psychological Association , 7th ed., 2020.

What are Figures

APA considers figures "all types of graphical displays other than tables." This includes photographs, drawings, charts, graphs, or any other illustration or non-textual portrayal of information.

Figure Components

Number: The figure number goes above the figure in bold (e.g. Figure 1)

Title: The figure title appears one double-spaced line below the figure number in italics in title case . In title case the first letter of major words are capitalized.

Image: The image part of the figure is the chart, graph, photograph, drawing or other illustration itself

Legend:   The figure legend (also know as a key), if used, should be positioned within the borders of the figure and explain any symbols used in the figure image.

Note : figure notes can appear below the figure to explain, describe, clarify or supplement information in the image. Not all figures include notes.  Notes are double-spaced and flush left.

For further information on figures please refer to pages 225 - 250 of the  Publication manual of the American Psychological Association , 7th ed., 2020.

APA Style - Figure Example

The example below is how to create your own figure in an APA format paper or assignment. 

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APA Citation Style, Seventh Edition: Formatting Guidelines

• In-Text Citation Guidelines
• Reference List Guidelines
• Formatting Guidelines
• Books with One or Two Authors or Editors
• Books with Three to 20 Authors or Editors
• Books with 21 or More Authors
• Chapters in Edited Books
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• Journal Articles with Three to 20 Authors
• Journal Articles with 21 or More Authors
• Magazine Articles
• Newspaper Articles
• Webpages and Websites
• Webpages with No Date
• Social Media Posts
• Blog or Forum Posts
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• Films and Television
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APA dictates more than just the reference list. Your instructor may want you to format your entire paper using APA format. This page outlines those general guidelines for how to format your title page, abstract, the fonts and spacing to use, and how to deal with numbered and bulleted lists.

General APA Guidelines: Student Papers*

Your essay should be typed and double-spaced on standard-sized paper (8.5" x 11"), with 1" margins on all sides. You should use a font consistently throughout the paper. APA recommends using either a sans serif font such as 11-point Calibri, 11-point Arial, or 10-point Lucida Sans Unicode, or a serif font such as 12-point Times New Roman, 11-point Georgia, or 10-point Computer Modern.

Include a page header (also known as the “ running head ”) at the top of every page. For a student paper, this only includes the page number. To create a page header/running head , insert page numbers flush right.  

Major Paper Sections

Your essay should include four major sections: the Title Page , Abstract , Main Body , and References .

Note: APA 7 provides slightly different directions for formatting the title pages of professional papers (e.g., those intended for scholarly publication) and student papers (e.g., those turned in for credit in a high school or college course).

The title page should contain the title of the paper, the author's name , and the institutional affiliation . A student paper should also include the course number and name , instructor name , and assignment due date . Include the page header (described above) flush left with the page number flush right at the top of the page.

Type your title in upper and lowercase letters centered in the upper half of the page. The title should be centered and written in boldface. APA recommends that your title be focused and succinct and that it should not contain abbreviations or words that serve no purpose. Your title may take up one or two lines. All text on the title page, and throughout your paper, should be double-spaced.

Beneath the title, type the author's name : first name, middle initial(s), and last name. Do not use titles (Dr.) or degrees (PhD).

Beneath the author's name, type the institutional affiliation , which should indicate the location where the author(s) conducted the research.

Student APA title page

Main Body Considerations

APA Style uses a unique headings system to separate and classify paper sections. Headings are used to help guide the reader through a document. The levels are organized by levels of subordination, and each section of the paper should start with the highest level of heading. There are 5  heading levels  in APA. Regardless of the number of levels, always use the headings in order, beginning with level 1. The format of each level is illustrated below:

Thus, if the article has four sections, some of which have subsections and some of which don’t, use headings depending on the level of subordination. Section headings receive level one format. Subsections receive level two format. Subsections of subsections receive level three format. For example:

Method  (Level 1)

Site of Study  (Level 2)

Participant Population  (Level 2)

Teachers  (Level 3)

Students  (Level 3)

Results  (Level 1)

Spatial Ability  (Level 2)

Test One  (Level 3)

     Teachers With Experience.  (Level 4)

     Teachers in Training.  (Level 4)

     Teaching Assistants .  (Level 5)

Test Two  (Level 3)

Kinesthetic Ability  (Level 2)

In APA Style, the Introduction section never gets a heading and headings are not indicated by letters or numbers. For subsections in the beginning of a paper (introduction section), the first level of subsection will use Level 2 headings — the title of the paper counts as the Level 1 heading. Levels of headings will depend upon the length and organization of your paper. Regardless, always begin with level one headings and proceed to level two, etc.

Special headings called section labels are used for certain sections of a paper which always start on a new page.

• Paper title
• Appendix A (and so on for subsequent appendices)

These labels should be positioned on their own line at the top of the page where the section starts, in bold and centered.   

APA also allows for seriation in the body text to help authors organize and present key ideas. For lists where a specific order or numbered procedure is necessary, use an Arabic numeral directly followed by a period, such as:

On the basis of four generations of usability testing on the Purdue OWL, the Purdue OWL Usability Team recommended the following:

• Move the navigation bar from the right to the left side of the OWL pages.
• Integrate branded graphics (the Writing Lab and OWL logos) into the text on the OWL homepage.
• Add a search box to every page of the OWL.
• Develop an OWL site map.
• Develop a three-tiered navigation system.

Numbered lists should contain full sentences or paragraphs rather than phrases. The first word after each number should be capitalized, as well as the first word in any following sentence; each sentence should end with a period or other punctuation.

For lists that do not communicate hierarchical order or chronology, use bullets:

In general, participants found the user-centered OWL mock up to be easier to use. What follows are samples of participants' responses:

• "This version is easier to use."
• "Version two seems better organized."
• "It took me a few minutes to learn how to use this version, but after that, I felt more comfortable with it."

Authors may also use seriation for paragraph length text.

For seriation within sentences, authors may use letters:

On the basis of research conducted by the usability team, OWL staff have completed (a) the OWL site map; (b) integrating graphics with text on the OWL homepage; (c) search boxes on all OWL pages except the orange OWL resources (that is pending; we do have a search page); (d) moving the navigation bar to the left side of pages on all OWL resources except in the orange area (that is pending); (e) piloting the first phase of the three-tiered navigation system, as illustrated in the new Engagement section.

Authors may also separate points with bullet lists:

On the basis of the research conducted by the usability team, OWL staff have completed

• the OWL site map;
• integrating graphics with text on the OWL homepage;
• search boxes on all OWL pages except the orange OWL resources (that is pending; we do have a search page);
• moving the navigation bar to the left side of pages on all OWL resources except in the orange area (that is pending);
• piloting the first phase of the three-tiered navigation system, as illustrated in the new Engagement section.

If your bulleted list is part of the sentence and is not preceded by a colon, treat the bullets like a part of the sentence, adhering to standard capitalization and punctuation. This option is helpful for complex or longer bulleted sentences that may be more difficult to read without the aid of punctuation. For items in a bulleted list that are phrases rather than sentences, no punctuation is necessary.

American Psychological Association. (n.d.). Sample Papers.  https://apastyle.apa.org/style-grammar-guidelines/paper-format/sample-papers Purdue Online Writing Lab. (n.d.). APA Headings and Seriation . Purdue Online Writing Lab. https://owl.purdue.edu/owl/research_and_citation/apa_style/apa_formatting_and_style_guide/apa_headings_and_seriation.html

*Note: these guidelines are specifically for STUDENT papers. For Professional papers (those being submitted for scholarly publication), additional instructions apply - please consult https://owl.purdue.edu/owl/research_and_citation/apa_style/apa_formatting_and_style_guide/general_format.html

Tables and Figures - General guidelines

The purpose of tables (any graphic that uses a row and column structure to organize information) and figures (any illustration or image other than a table) in documents is to enhance your readers' understanding of the information in the document; usually, large amounts of information can be communicated more efficiently in tables or figures. However, visuals must be used to assist communication, not to use up space, or disguise marginally significant results behind a screen of complicated statistics. Ask yourself if the table or figure is necessary. For example, it is better to present simple descriptive statistics in the text, not in a table.

Relation of Tables or Figures and Text

Because tables and figures supplement the text, refer in the text to all tables and figures used and explain what the reader should look for when using the table or figure. Focus only on the important point the reader should draw from them, and leave the details for the reader to examine on their own.

Documentation

If you are using figures, tables and/or data from other sources, be sure to gather all the information you will need to properly document your sources.

Integrity and Independence

Each table and figure must be intelligible without reference to the text, so be sure to include an explanation of every abbreviation (except the standard statistical symbols and abbreviations).

Organization, Consistency, and Coherence

Number all tables sequentially as you refer to them in the text (Table 1, Table 2, etc.), likewise for figures (Figure 1, Figure 2, etc.). Abbreviations, terminology, and probability level values must be consistent across tables and figures in the same article. Likewise, formats, titles, and headings must be consistent. Do not repeat the same data in different tables.

Data in a table that would require only two or fewer columns and rows should be presented in the text. More complex data is better presented in tabular format. In order for quantitative data to be presented clearly and efficiently, it must be arranged logically, e.g. data to be compared must be presented next to one another (before/after, young/old, male/female, etc.), and statistical information (means, standard deviations, N values) must be presented in separate parts of the table. If possible, use canonical forms (such as ANOVA, regression, or correlation) to communicate your data effectively.

A generic example of a table with multiple notes formatted in APA 7 style.

Elements of Tables

Number all tables with Arabic numerals sequentially. Do not use suffix letters (e.g. Table 3a, 3b, 3c); instead, combine the related tables. If the manuscript includes an appendix with tables, identify them with capital letters and Arabic numerals (e.g. Table A1, Table B2).

Like the title of the paper itself, each table must have a clear and concise title. Titles should be written in italicized title case below the table number, with a blank line between the number and the title. When appropriate, you may use the title to explain an abbreviation parenthetically.

Comparison of Median Income of Adopted Children (AC) v. Foster Children (FC)

Keep headings clear and brief. The heading should not be much wider than the widest entry in the column. Use of standard abbreviations can aid in achieving that goal. There are several types of headings:

• Stub headings describe the left hand column, or stub column , which usually lists major independent variables.
• Column headings describe entries below them, applying to just one column.
• Column spanners are headings that describe entries below them, applying to two or more columns which each have their own column heading. Column spanners are often stacked on top of column headings and together are called decked heads .
• Table Spanners cover the entire width of the table, allowing for more divisions or combining tables with identical column headings. They are the only type of heading that may be plural.

All columns must have headings, written in sentence case and using singular language (Item rather than Items) unless referring to a group (Men, Women). Each column’s items should be parallel (i.e., every item in a column labeled “%” should be a percentage and does not require the % symbol, since it’s already indicated in the heading). Subsections within the stub column can be shown by indenting headings rather than creating new columns:

Chemical Bonds

     Ionic

     Covalent

     Metallic

The body is the main part of the table, which includes all the reported information organized in cells (intersections of rows and columns). Entries should be centred unless left aligning them would make them easier to read (longer entries, usually). Word entries in the body should use sentence case. Leave cells blank if the element is not applicable or if data were not obtained; use a dash in cells and a general note if it is necessary to explain why cells are blank. In reporting the data, consistency is key: Numerals should be expressed to a consistent number of decimal places that is determined by the precision of measurement. Never change the unit of measurement or the number of decimal places in the same column.

There are three types of notes for tables: general, specific, and probability notes. All of them must be placed below the table in that order.

General  notes explain, qualify or provide information about the table as a whole. Put explanations of abbreviations, symbols, etc. here.

Example:  Note . The racial categories used by the US Census (African-American, Asian American, Latinos/-as, Native-American, and Pacific Islander) have been collapsed into the category “non-White.” E = excludes respondents who self-identified as “White” and at least one other “non-White” race.

Specific  notes explain, qualify or provide information about a particular column, row, or individual entry. To indicate specific notes, use superscript lowercase letters (e.g.  a ,  b ,  c ), and order the superscripts from left to right, top to bottom. Each table’s first footnote must be the superscript  a .

a  n = 823.  b  One participant in this group was diagnosed with schizophrenia during the survey.

Probability  notes provide the reader with the results of the tests for statistical significance. Asterisks indicate the values for which the null hypothesis is rejected, with the probability ( p value) specified in the probability note. Such notes are required only when relevant to the data in the table. Consistently use the same number of asterisks for a given alpha level throughout your paper.

* p < .05. ** p < .01. *** p < .001

If you need to distinguish between two-tailed and one-tailed tests in the same table, use asterisks for two-tailed p values and an alternate symbol (such as daggers) for one-tailed p values.

* p < .05, two-tailed. ** p < .01, two-tailed. † p <.05, one-tailed. †† p < .01, one-tailed.

Borders 

Tables should only include borders and lines that are needed for clarity (i.e., between elements of a decked head, above column spanners, separating total rows, etc.). Do not use vertical borders, and do not use borders around each cell. Spacing and strict alignment is typically enough to clarify relationships between elements.

Example of a table in the text of an APA 7 paper. Note the lack of vertical borders.

Tables from Other Sources

If using tables from an external source, copy the structure of the original exactly, and cite the source in accordance with  APA style .

Table Checklist

(Taken from the  Publication Manual of the American Psychological Association , 7th ed., Section 7.20)

• Is the table necessary?
• Does it belong in the print and electronic versions of the article, or can it go in an online supplemental file?
• Are all comparable tables presented consistently?
• Are all tables numbered with Arabic numerals in the order they are mentioned in the text? Is the table number bold and left-aligned?
• Are all tables referred to in the text?
• Is the title brief but explanatory? Is it presented in italicized title case and left-aligned?
• Does every column have a column heading? Are column headings centred?
• Are all abbreviations; special use of italics, parentheses, and dashes; and special symbols explained?
• Are the notes organized according to the convention of general, specific, probability?
• Are table borders correctly used (top and bottom of table, beneath column headings, above table spanners)?
• Does the table use correct line spacing (double for the table number, title, and notes; single, one and a half, or double for the body)?
• Are entries in the left column left-aligned beneath the centred stub heading? Are all other column headings and cell entries centred?
• Are confidence intervals reported for all major point estimates?
• Are all probability level values correctly identified, and are asterisks attached to the appropriate table entries? Is a probability level assigned the same number of asterisks in all the tables in the same document?
• If the table or its data are from another source, is the source properly cited? Is permission necessary to reproduce the table?

Figures include all graphical displays of information that are not tables. Common types include graphs, charts, drawings, maps, plots, and photos. Just like tables, figures should supplement the text and should be both understandable on their own and referenced fully in the text.

Preparing Figures

In preparing figures, communication and readability must be the ultimate criteria. Simplicity is key; special effects and poor design can distract from and distort the data, and make the reader doubt your credibility.

Parts of a Figure

All figures that are part of the main text require a number using Arabic numerals (Figure 1, Figure 2, etc.). Numbers are assigned based on the order in which figures appear in the text and are bolded and left aligned.

Under the number, write the title of the figure in italicized title case. The title should be brief, clear, and explanatory, and both the title and number should be double spaced.

The image of the figure is the body, and it is positioned underneath the number and title. The image should be legible in both size and resolution; fonts should be sans serif, consistently sized, and between 8-14 pt. Title case should be used for axis labels and other headings; descriptions within figures should be in sentence case. Shading and colour should be limited for clarity; use patterns along with colour and check contrast between colours with free online checkers to ensure all users (people with colour vision deficiencies or readers printing in grayscale, for instance) can access the content. Gridlines and 3-D effects should be avoided unless they are necessary for clarity or essential content information.

Legends, or keys, explain symbols, styles, patterns, shading, or colours in the image. Words in the legend should be in title case; legends should go within or underneath the image rather than to the side. Not all figures will require a legend.

Notes clarify the content of the figure; like tables, notes can be general, specific, or probability. General notes explain units of measurement, symbols, and abbreviations, or provide citation information. Specific notes identify specific elements using superscripts; probability notes explain statistical significance of certain values.

A generic example of a figure formatted in APA 7 style.

Figure Checklist 

(Taken from the  Publication Manual of the American Psychological Association , 7 th ed., Section 7.35)

• Is the figure necessary?
• Does the figure belong in the print and electronic versions of the article, or is it supplemental?
• Is the figure simple, clean, and free of extraneous detail?
• Is the figure title descriptive of the content of the figure? Is it written in italic title case and left aligned?
• Are all elements of the figure clearly labeled?
• Are the magnitude, scale, and direction of grid elements clearly labeled?
• Are parallel figures or equally important figures prepared according to the same scale?
• Are the figures numbered consecutively with Arabic numerals? Is the figure number bold and left aligned?
• Has the figure been formatted properly? Is the font sans serif in the image portion of the figure and between sizes 8 and 14?
• Are all abbreviations and special symbols explained?
• If the figure has a legend, does it appear within or below the image? Are the legend’s words written in title case?
• Are the figure notes in general, specific, and probability order? Are they double-spaced, left aligned, and in the same font as the paper?
• Are all figures mentioned in the text?
• Has written permission for print and electronic reuse been obtained? Is proper credit given in the figure caption?
• Have all substantive modifications to photographic images been disclosed?
• Are the figures being submitted in a file format acceptable to the publisher?
• Have the files been produced at a sufficiently high resolution to allow for accurate reproduction?

Source: Purdue Online Writing Lab. (n.d.). APA Tables and Figures . Purdue Online Writing Lab. https://owl.purdue.edu/owl/research_and_citation/apa_style/apa_formatting_and_style_guide/apa_tables_and_figures.html

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