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

• A table can show textual information as well as numerical values. Tables present this info in a row-column structure.
• Label each table you use in your assignment with an Arabic number (e.g., Table 1, Table 2, Table 3…) in the order they are first mentioned in your text.
• Insert the table on the page after the paragraph/statement where it is first mentioned.
• In the text, identify tables by number (e.g., "Table 1 shows…") rather than 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).
• In APA style, the table number (e.g., Table 1) and descriptive title goes above the table.
• The table number should be in bold and positioned above the table and title, aligned with the left margin.
• The title appears on the next double-spaced line below the table number, in italic title case (i.e., the first letter of each major word - usually words with three or more letters - capitalised). The title should be descriptive but not too long. E.g.:
  
  Table 1
  Covariances of 10 Weighted Industry Portfolios from Mar. 2014 to Mar. 2019.
• If required, more information (e.g., further explanation of the table, an explanation of abbreviations, or symbols, or bold or italics used in the table) can be given in a general note below the table. A general note is prefaced by "Note." (italicised, followed by a full stop). E.g.:
  
  NoteConfidence intervals greater than 99% are in bold. CI = confidence interval; GDP = gross domestic product (per capita).
• Specific notes and probability notes about specific cells can also be given, each on a new line below the general note (if any). Specific notes are denoted by superscript letters; subsequent specific notes follow in the same paragraph and are separated with a full stop. A probability note uses asterisks and daggers to denote the probability of data within cells. Probability notes begin on new line after any other notes; subsequent probability notes follow in the same paragraph and are separated with a full stop. The same symbols can be used across the table to denote the same probability. In specific and probability notes, place a single superscript space after the superscript letter or symbol. E.g.:
  
  ^a n = 20. ^b n = 17.
  ^* p < .05, two tailed. ^** p < .01, two tailed.
• In general, use 12-point type, double-spacing, and 1-inch (2.54 cm) margins, although check with your assignment instructions or course coordinator/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 a specific note below the table.

• Limit the use of lines (rules) in your table. Usually in APA style, the vertical lines are eliminated.

• Many types of figures can be used to present information in a non-tabular form. These include (but are not limited to) graphs, charts, photographs, drawings, and maps.
• Label each figure you use in your assignment with an Arabic number (e.g., Figure 1, Figure 2, Figure 3…) in the order they are first mentioned in your text.
• Insert the figure on the page after the paragraph/statement where it is first mentioned.
• In the text, identify figures by number (e.g., "Figure 1, shows…") rather than 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).
• In APA style, the figure number (E.g., Figure 1) and descriptive title goes above the figure.
• The figure number should be in bold and positioned above the figure and title, aligned with the left margin.
• The title appears on the next double-spaced line below the figure number, in italic title case (i.e., the first letter of each major word - usually words with three or more letters - capitalised. The title should be descriptive but not too long. E.g.:
  
  Figure 1.
  A flowchart of data collection methodology used in Experiment 1.

The earlier (6th) edition of APA formats this differently. See 6th vs. 7th for details.

• If required, more information (e.g., further explanation of the figure, an explanation of abbreviations, or symbols, or bold or italics used in the figure) can be given in a general note below the figure. A general note is prefaced by “Note.” (italicised, followed by a full stop). E.g.:
  
  Note. Rates of return greater than 25% are in bold. Risk-free rate = 22%. Txtls = textiles; Hshld = household; Chems = chemicals.
• Specific notes and probability notes about specific elements of the figure can also be given, each on a new line below the general note (if any). Specific notes are denoted by superscript letters; subsequent specific notes follow in the same paragraph and are separated with a full stop. A probability note uses asterisks and daggers to denote the probability of data within the figure. Probability notes begin on new line after any other notes; subsequent probability notes follow in the same paragraph and are separated with a full stop. The same symbols can be used across the figure to denote the same probability. In specific and probability notes, place a single superscript space after the superscript letter or symbol. E.g.:
  
  ^a n = 20. ^b n = 17.
  ^* p < .05, two tailed. ^** p < .01, two tailed.
• 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).

The earlier (6th) edition of APA formats this differently. See 6th vs. 7th for details.

Referencing tables and figures

Although APA 7th edition suggests you reference tables and figures you have reproduced or adapted from another source in a general note below the table or figure, for academic assignments not intended for publication, it is sufficient to cite parenthetically next to the caption as you would a quotation, with the author family name, date, and page number. As always, it is best to check with your lecturer or course coordinator about their referencing preference.

Further table and figure resources

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

References and further reading

 

Disclaimer

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, CTL
Last updated on 26 February, 2020