Transcript:APA 6th referencing – formatting your reference list(Microsoft Office 2010 – not suitable for Endnote users)

APA 6th style has quite specific formatting. An area that students often find difficult is formatting the reference list. The reference list should be in alphabetical order and formatted with hanging indents. That is, the first line of each reference should hang out from subsequent lines, like this.

Part 1: Preparing your list

This tutorial starts with a short demonstration of five things you may need to check when preparing your list:

  1. Line spacing
  2. Left-align the list
  3. Delete extra returns
  4. Removing tabs
  5. Sorting the list into alphabetical order

Check 1: Line spacing

Is there a space between each reference? You can check this by selecting the pilcrow (or paragraph marker) on the Paragraph tab. If it’s yellow, you’ll see all your paragraph markers, like this.

When you press the return key after each reference list entry, your list should look like this.

Check 2: Left-aligning the list

Is the writing straight against the left margin? Does each line of writing touch the left edge? If it’s not, change it by selecting the reference list. Then click once on the left-align button on the paragraph group. Click anywhere on the page to deselect the text. Your list should look like this (the red line won’t be there).

Check 3: Deleting extra returns

Have you pressed the return key to put parts of the reference on new lines? You’ll need to delete any extra returns (or line breaks) within each reference. After you have deleted the extra returns, your list should look like this.

Check 4: Removing tabs

Have you used tabs to make paragraph indents? Delete all tabs. After you’ve deleted all tabs, your list should look like this.

Check 5: Sorting the list into alphabetical order

Is the list in alphabetical order? The items in this list begin with H, L, K, and D. This is not alphabetical order. APA 6threquires the reference list to be in English alphabetical order by the first author’s surname.

To sort the list:

  • Select the whole list
  • Click the sort button on the paragraph task bar
  • A dialogue box will open. Click OK once.

Your list is now in alphabetical order.Click anywhere on the screen to deselect the list. It should look like this.

The second part of this tutorial shows you how to format hanging indents.

Part 2: Creating hanging indents

Formatting hanging indents is easy if thereference list is in alphabetical order, correctly aligned and spaced, and if extra tabs and returns are removed. Some people try and set this up with tabs, but there is a faster, easier, more reliable and much more magical way.

  • Select the whole list.
  • Left click once on the arrow in the bottom right corner of the paragraph group on the tool bar.
  • A new window will open.
  • Look at the “Special” tab. It should read “None”.
  • Click on the drop down arrow to the right of “None”. You should now see:
  • “None”
  • “First line”
  • “Hanging”
  • Select “Hanging”
  • Click OK.

Magic!Click anywhere on the page to deselect the list. Your list should look like this.

Adding new references

Hint: It is useful to have the paragraph marker showing when you do this, so make sure the pilcrow button is yellow.

If you need to add further references, place the cursor to the left of the first letter of the reference that would come immediately after the new reference. Hit the enter key once. Your reference list should look like this.

Move the cursor to the new pilcrow or paragraph marker, and start typing the new reference. When you’re finished, your reference list will look like this.

To sum up

  1. APA 6th formatting is very precise.
  2. There are five checks you need to make to ensure your reference list is ready for hanging indents.
  3. Word creates indents quickly and magically
  4. Once the reference list is formatted, it is easy to add new references.

For further information and other free resources, visit the ALLSP website at

Download a copy of the CDU APA style guide from the library website at