APA Templates for Word Processors (Mac - Pages & Word, OpenOffice, Google Drive Docs)

If you need to write a paper that uses APA 6th style, consider beginning with a pre-designed template. Remember that you must use the APA manual to verify that the template is designed correctly.

You can also configure the word processor by editing the default style. Any well-designed template can save lots of time, so that you can concentrate on the document content.

• Apple iWork Pages - http://www.michaelhanscom.com/eclecticism/2010/10/28/apa-6th-edition-paper-template-for-apple-pages-iwork/
  Note: Do not worry about saving the template with the other Pages templates.  After you have saved it, for example in the Documents folder, it will be available from your pick list to open.

• Microsoft Word for the Mac - use the same website as noted for Apple iWork Pages.  

• Apache OpenOffice - http://templates.openoffice.org/en/template/apa-6th-edition-paper-template-1
  Note: There are a couple of errors on the template that are easily corrected.  First the title page does not show a course name, instructor, or due date.  It should show the title of the paper, the author name, and the institutional affiliation (APA, 2011, p. 23).
  The first paragraph of the abstract should NOT be indented.
  
  The paragraph headings need to be edited.  See page 62 of the APA manual.

• Google Drive Docs - there are many templates, but I was unable to locate one correct formatting.  One of the limitations of Google Docs is that the page header is the same for all pages. 

Often Overlooked Feature: Spelling and Grammar Check in Microsoft Word

For some reason, users often overlook spelling and grammar check in Microsoft Word.  Spelling and grammar check is available on the Review ribbon menu in Microsoft Word 2010 and 2013 on Windows computers.  However, grammar check is not turned on by default.  You need to go to the File -> Option -> Proofing window.  Click the checkbox for checking grammar.

When you run spelling and grammar check from the review tab, Word gives you suggestions on how to improve the document.  For example, it will pick up split infinitives, run-on sentences, and verb disagreement. 

If made changes to the document after you ran spelling and grammar, you need to instruct Word to "Recheck Document" from the Options - Proofing window. 

Word suggestions are not "perfect" but provide helpful, just-in-time assistance for creating a well designed paper. 

Spell-check is a feature in all word processing software; however, grammar check is not.  Use the help menu to learn more.

Writing with APA Style - Changing the Default Font to Times New Roman in Microsoft Word

When writing using APA style, change the default font style from Calibri to Times New Roman to prevent Microsoft Word from attempting to use Calibri.  It take only a few seconds to make the change. 

First change the font in the Home menu to Times New Roman, size 12.

Next click the little down-arrow in the bottom right of the Font menu.

Click the Set as Default button in the bottom left corner of the window.

Done!

If you use another word processor, now that you understand the procedure, you should be able to replicate it someway.

Changing the Default Font in Word

The information below is how to set the font as Times New Roman in Word.  Changing the font from Calibri to Times New Roman can be time consuming when, in fact, most of the time you need to use the Times New Roman font or you need to write a paper that uses APA citation style. The procedure is easy and noted below.   J

On the Mac and Windows computers:

1. On the Format menu, click Font.

2. Select Times New Roman font, size 12 to use for new documents.

3. Click the Default button at the bottom left corner of the window.

When you are prompted to change the default font, click Yes.This changes the Normal template.

Creating Custom Paragraph Heading Styles in Microsoft Word

Generally, papers written for nursing classes and journals require the use of APA citation style.  APA requires the use of Times New Roman 12 for the body and paragraph headings.  The term paragraph headings is often a point of confusion.  What does it mean?

Just a couple of steps to clarify. 

1. Open any journal and notice how articles are written.  Look for the different sections of the article.  Examples may be abstract, review of literature, methods, conclusion or summary and references.  The examples are paragraph headings.  
2. Next reflect on a paper you have written or are writing.  Outline the paper.  The outline may look like the example below:

I.  Abstract
II. Title of the Paper (introduction)
III.  Review of the Literature
       A.  Historical
       B.  Current
IV. Relevance to Nursing
       A. Example one.
       B. Example two.
           a. 
           b.

Each level of the paper is a paragraph heading. 

• The roman numerals are all APA Heading 1.  They would be centered, boldface, and title case (first letter of each word is capitalized)
• The capital letters (A, B, C, etc.) are all APA Heading 2.  They would be left-aligned and boldface
• The small case letters (a, b, c, etc.) are all APA Heading 3.  They would be boldface, indented, sentence case (only first letter of first word is capitalized), end with a period, and begin the paragraph.  
• If there were two of more subcategories of Heading 3, the subcategories represent Heading 3.  They would be indented, boldface, italics, sentence case, end with a period, and begin the paragraph.

Rather than format each paragraph heading as you write, it is easier to let Word to the work for you.  The example below uses Word 2013 on a Windows computer, but the process is similar with Word 2010, and Word 2011 on the Mac.

Create a custom style for each APA heading that will appear in your Style menu.  You can open Word and type the Heading number, format it for APA with Times New Roman, boldface and specifications for the different levels, each on a separate line.  See the example below:

Next, click on the heading menu and select Create a Style for each heading level.  See the example below:

 

When you are finished, the styles should show up in your style menu.  I titled each style as APAH1, APAH2, APAH3, and APAH4.

Now, try out each level.  Type a paragraph heading, highlight and click a style.  If you have any errors, simply, delete and re-create.

Readability Statistics in Microsoft Word

As healthcare providers, we often select or develop patient education resources. The problem is that we might not appreciate that what we understand is not the same as the patients/clients we serve.  According to the literature, patient education literature should be written at the 5th or 6th grade reading level.  The good news is that Microsoft Word allows us to view readability statistics, but the feature is turned off by default. 

To enable readability statistics, go to File (2010) or the Office icon (2007) > Options > Proofing.  Place a check mark by"show readability statistics."

Go to the Review ribbon menu and run Spelling & Grammar Check.  The readability statistics will appear after the spelling/grammar check is completed.  After you make edits to improve readability, to back to File > Options > Proofing and click on the Recheck Document button.

Quick tip:  To create documents with 5th or 6th grade reading level:

• Use 1-2 syllable words
• Use bullets when possible
• Use short sentences when bullets are not possible
• Avoid the use of paragraphs

Remember that ease of reading does not mean that the information is written for children; it means simply that is easy to read!