How To Write in MLA Format on Word: A Comprehensive Guide

Writing in MLA (Modern Language Association) format can seem daunting at first, but with the right guidance and a little practice, it becomes manageable. This guide will walk you through everything you need to know about formatting your essays and papers in MLA style using Microsoft Word, ensuring your work adheres to the standards expected by academic institutions. Let’s get started!

Understanding the Basics of MLA Formatting

Before diving into the specifics of Word, it’s crucial to understand the fundamental principles of MLA formatting. MLA style emphasizes clarity, consistency, and a standardized presentation for academic writing, particularly in the humanities and liberal arts. This includes guidelines for margins, font, spacing, headings, and citations.

Setting Up Your Document in Word: The Foundation

The first step is to configure your Word document to meet MLA’s requirements. This involves adjusting the margins, font, and spacing.

  • Margins: MLA requires 1-inch margins on all sides of your paper (top, bottom, left, and right).
  • Font: Use a legible, standard font, such as Times New Roman, size 12.
  • Spacing: Double-space the entire document, including the title, headings, body text, and works cited page.

Configuring Your Document in Microsoft Word

Here’s how to set up your document in Word:

  1. Margins: Go to the “Layout” tab and click on “Margins.” Select “Normal” (which is pre-set to 1-inch margins), or customize the margins by selecting “Custom Margins…” and entering “1” in the top, bottom, left, and right fields.
  2. Font: Highlight your entire document (Ctrl+A or Cmd+A), then go to the “Home” tab and select Times New Roman, size 12 from the font options.
  3. Spacing: With the entire document still highlighted, go to the “Home” tab and click on the “Line and Paragraph Spacing” icon (it looks like lines with arrows pointing up and down). Select “2.0” for double spacing.

Header and Page Numbers: The Essential Elements

MLA requires a header with your last name and page number in the top right corner of every page, including the first.

Creating the Header in Word

Here’s how to create the header in Word:

  1. Double-click at the top of your page to open the header area.
  2. Type your last name, followed by a space.
  3. Go to the “Header & Footer” tab (which appears automatically when you’re in the header).
  4. Click on “Page Number” and select “Top of Page” and then “Plain Number 3” (this will place the page number on the right).
  5. Word will automatically insert the page number.
  6. Important: Select the entire header content (your last name and page number). Ensure the font is Times New Roman, size 12, as set for your document. If it’s not, change it.
  7. Close the header. The header will now appear on every page.

Formatting the First Page: The MLA Heading and Title

The first page requires specific formatting, including the MLA heading and the title of your paper.

The MLA Heading: Your Personal Information

The MLA heading appears in the top left corner of the first page. It includes:

  • Your full name
  • Your instructor’s name
  • The course name
  • The date (day, month, year – e.g., 20 July 2024)

The Title: Centered and Unformatted

The title of your paper should be centered on the page, below the heading. Do not bold, italicize, underline, or change the font of your title.

Body Text: Structuring Your Essay

The body of your essay should follow the formatting guidelines already set (double-spaced, Times New Roman, size 12, 1-inch margins).

Indentation: The First Line of Each Paragraph

Indent the first line of each paragraph by half an inch. You can achieve this by using the Tab key at the beginning of each paragraph or by setting a paragraph indent in Word (recommended for consistency). To set a paragraph indent in Word:

  1. Select all the text.
  2. Right-click and choose “Paragraph”.
  3. Under “Indentation,” select “First line” in the “Special” dropdown menu.
  4. Click “OK”.

In-Text Citations: Giving Credit Where It’s Due

MLA style uses parenthetical citations within the body of your paper to acknowledge the sources you’ve used. These citations typically include the author’s last name and the page number (if available) where the information can be found.

Examples of In-Text Citations

  • For a direct quote: (Smith 45).
  • For a paraphrase: (Smith).
  • If the author’s name is mentioned in the sentence, only the page number is needed: Smith argues that… (45).

The Works Cited Page: Listing Your Sources

The “Works Cited” page is a list of all the sources you cited in your paper. It appears at the end of your essay and follows specific formatting rules.

Formatting the Works Cited Page in Word

  1. Create a new page: Insert a page break after your last paragraph (Insert > Pages > Page Break).
  2. Center the title: Type “Works Cited” (without quotation marks) and center it.
  3. Hanging Indentation: Each entry in the “Works Cited” page requires a hanging indent (the first line of the entry is flush left, and subsequent lines are indented by half an inch). To create a hanging indent in Word:
    • Select the entire “Works Cited” list.
    • Right-click and choose “Paragraph”.
    • Under “Indentation,” select “Hanging” in the “Special” dropdown menu.
    • Click “OK”.
  4. Alphabetical Order: List your sources alphabetically by the author’s last name (or the title if no author is available).
  5. Formatting Each Entry: Follow the specific formatting guidelines for each source type (book, journal article, website, etc.). The MLA Handbook provides detailed examples.

Advanced Tips and Tricks for MLA Formatting in Word

Beyond the basics, there are a few advanced tips that can help you streamline your MLA formatting process in Word.

Using Styles for Consistency

Word’s styles feature allows you to create and apply consistent formatting throughout your document. This can save time and ensure your formatting is uniform.

Keyboard Shortcuts for Efficiency

Learning keyboard shortcuts can significantly speed up your formatting process. For example, Ctrl+A (or Cmd+A) selects all text, Ctrl+B (or Cmd+B) bolds text, and Ctrl+I (or Cmd+I) italicizes text.

Troubleshooting Common MLA Formatting Issues

Even with the best intentions, you might encounter some formatting issues.

Double-Spacing Problems

If your document isn’t double-spaced correctly, double-check the “Line and Paragraph Spacing” setting in the “Home” tab. Also, ensure that you haven’t inadvertently inserted extra spaces between paragraphs.

Header and Page Number Errors

Make sure your header is set up correctly and that the page numbers are automatically updated. Sometimes, formatting changes within the header can affect the entire document.

Works Cited Page Formatting Mistakes

The hanging indent and alphabetical order are the most common areas of difficulty. Double-check these aspects carefully. Use the MLA Handbook or an online citation generator to assist with formatting.

FAQs (Frequently Asked Questions)

Here are some frequently asked questions to further help your understanding:

How do I deal with long quotes in MLA? Long quotations (typically four or more lines of prose or three or more lines of verse) should be set off from the text. Start the quote on a new line, indent the entire quote half an inch from the left margin, and do not use quotation marks. The parenthetical citation follows the final punctuation mark.

Can I use different fonts for headings? While you can technically change the font for headings, it is best practice to maintain consistency. Use the same font (Times New Roman, size 12) throughout your document. This maintains a professional and unified look.

What if I am citing an online article with no page numbers? If a source has no page numbers, simply include the author’s last name in the parenthetical citation.

How do I cite multiple works by the same author? If you cite multiple works by the same author, you’ll need to include a shortened title of the work in the in-text citation to differentiate between them.

What if my instructor has specific formatting preferences? Always follow your instructor’s guidelines. If they have specific instructions that differ from standard MLA, prioritize those instructions.

Conclusion: Mastering MLA Formatting in Word

Successfully writing in MLA format involves understanding the basic guidelines and consistently applying them in Microsoft Word. By mastering the techniques outlined in this guide – setting up your document, creating headers, formatting the first page, structuring your body text, including in-text citations, and creating a “Works Cited” page – you’ll be well-equipped to produce well-formatted, academically sound papers. Remember to pay attention to detail, utilize Word’s features to your advantage, and always consult the MLA Handbook for the most accurate and up-to-date information. Good luck, and happy writing!