How to format a Word document in MLA style

Format An MLA-style Word document can be a real headache if you don't know all the rules and details you need to keep in mind. Changing the font or adjusting the margins isn't enough; MLA style requires polished presentation, well-organized headings, and an impeccable bibliography. Many students and professionals fall short precisely because they don't pay attention to the small details, which can make the difference between a quality essay and one that falls short of academic standards.

In this article, you'll find everything you need to master MLA formatting in Word from start to finish. We've compiled, reorganized, and expanded the information from the best sources, university guides, and official resources so you don't miss a single aspect. From how to set up headings and margins to creating an automatic bibliography and understanding common mistakes, everything is explained in detail here, along with practical tips.

What is MLA style and why is it so important in your work?

El MLA format It stands for the acronym of the Modern Language Association, an organization that has established clear standards for the writing and presentation of academic work, especially in the humanities and social sciences. Using MLA style not only improves the readability of your documents, but also adds professionalism. and maintains consistency in the way you communicate information.

Applying MLA formatting to a Word document is essential if you want your academic work to be taken seriously. In many universities and educational centers, submitting papers in this style is a requirement, not a suggestion. It helps you not only structure your text properly, but also properly credit the authors and sources used, thus avoiding any suspicion of plagiarism and increasing your credibility as a writer or student.

Fundamental elements of MLA format in Word

When it comes to structuring a document in the purest way MLA style in Word, you must keep in mind six key elements that can never be missing:

• Typography and font size: Times New Roman is recommended, but you can also opt for legible fonts like Arial or Calibri. The standard font size should be 12 points, although some guidelines recommend 11 to 13 points.
• Margins: All margins (top, bottom, left, and right) should be 1 inch (2,54 cm) apart for consistency.
• Line spacing: All text should be double-spaced, including headings, block text, citations, and a bibliography.
• Indents: Each new paragraph will begin with a 0,5 inch (1,27 cm) indent, and the bibliography will require a hanging indent for each reference of more than one line.
• Header: The MLA heading consists of the author's name, instructor's name, course, and submission date, all aligned left at the top of the first page and double-spaced.
• Page numbering and last name: On all pages (except sometimes the first), your last name should appear in the upper right corner followed by the page number, separated by a space.

Step by Step: How to Set Up MLA Formatting in a Word Document

Let's see how you can transform a Word document into a true MLA format example, following all the basic guidelines:

1. Set margins to one inch on all sides

To comply with the standard margin rule, access «Layout» → «Margins» → «Custom margins» and write 2,54 cm or 1 inch on each side.

2. Choose the right font and size

Choose Times New Roman (or Arial/Calibri if you prefer), always in size 12, although some institutions allow 11 to 13 points. Don't use decorative fonts or inconsistent sizes, as these may penalize you during the evaluation.

3. Set line spacing to double space

Go to "Layout" or "Home" → "Spacing" and select "Double." Check that there is no extra space before or after paragraphs, as MLA formatting doesn't support it.

4. Indent paragraphs

Place the cursor in the first paragraph, press the Tab key or use the menu to set first line indentation of 1,27 cm (0,5 in). Do this for each new paragraph.

5. Configure the MLA header

The header is placed at the top of the first page, left-aligned and double-spaced. Each line should appear separately:

• Your full name
• Name of the teacher
• Course name
• Delivery date (day, month, year without abbreviations)

Example:

Andrea Martínez
Dr. González
Art History 101
June 8th, 2024

6. Center the title of the work

Just after the header and double-spaced, write the title of your focused work in upper and lower case (do not use bold, italics, or underline). Do not add extra spacing before or after.

7. Add the header with last name and page number

On all pages, usually including the first one, you must insert the last name and page number in the upper right corner:

1. Go to the “Insert” tab → “Header” → “Edit Header”.
2. Use the “Page Number” function and place it at the top right.
3. Write your last name followed by a space before the page number (example: Martinez 1).

How to cite in MLA format within Word

Word includes a wizard for managing references and bibliographies in MLA, which greatly simplifies the process. You can automate source citation by following these steps::

1. Go to the “References” tab → select “Style” and choose “MLA.”
2. Place the cursor where you want to insert the quote.
3. Click “Insert Citation” and then “Add New Source.”
4. Fill in the fields with the source details (author, title, year, etc.) and click "OK."
5. The citation will automatically appear in the text, and Word will save the source for future reference.

Once you're finished, creating your bibliography is as easy as choosing where to place it (usually at the end of your document), opening the References tab, clicking Bibliography, and selecting the desired layout.

How to structure the works cited (bibliography) page in MLA

The bibliography is titled Works Cited (or "Work Cited" if there is only one reference). The title is centered on the first line of a new page, without bold, italics, or underlining, and using the same font type and size as the rest of the document.

The rules for formatting the bibliography page in MLA are clear and require precision:

• Margins: 1 inch on all sides.
• Line spacing: Double space the entire list, with no additional blank lines.
• Order: Entries in alphabetical order by author's last name or first reference item.
• Hanging Indent: References of more than one line should be indented 0,5 inches from the second line.
• Without numbering the references: Don't add numbers or bullets. Only alphabetical order counts.
• Titles: Titles of long works (books, magazines) should be in italics; those of articles should be in quotation marks.

Example of an MLA reference for a scholarly article:

Author's name. "Title of the article." magazine title, volume, number, year, pages.

And a concrete example:

Doe, Jane. "The Role of Contemporary Art in Modern Society." Journal of Contemporary Art, vol. 30, no. 3, 2021, pp. 45-59.

Automatic management of MLA bibliographies within Word

The great advantage of Microsoft Word is that it can Automatically generate your bibliography in MLA style from the sources enteredSimply select "Insert Bibliography" in the References tab and choose the previously defined MLA format. Word will insert the entire list and even adjust the indents and spacing according to the style rules.

If you need to transfer your sources to another computer, Microsoft allows you to export the reference database, making it easier to reuse them in other projects.

How to sort and manage references in MLA

Once all the sources have been collected, there are precise rules on how they should be ordered:

• By the first element: Generally, the author's last name. If there are multiple sources by the same author, only the full name appears in the first, and subsequent sources should include three hyphens followed by the reference.
• Works without author: Sort by title, ignoring initial articles ("The", "The", "The", etc.).
• Sources with multiple authors: Follow the same system: sort by the first surname and then by the title within the same author.
• Magazines or publishers as author: If a publisher or magazine is the author, apply the same and use the three dashes for repetitions.
• Titles with numbers: Treat numbers as if they were written in letters when ordering ("twenty" rather than "fifty").

All of this makes it easier to quickly locate information and avoids unnecessary repetition, maintaining a tidy and professional appearance.

How to Use MLA Templates in Word and Google Docs

If you don't want to start from scratch, you can use MLA style templates in Word or Google DocsThey come pre-formatted with the appropriate margins, font, line spacing, and spacing, saving you time and potential errors. To access:

• In Word Online, go to File → New and search for MLA or APA to find academic templates.
• En Google Docs, select “Template Gallery” and choose the MLA essay template.

Once you open the template, simply edit the header, add your name and details, change the title, and start writing your work. Don't forget to update your bibliography and citations as you work.

Work collaboratively and submit work on paper

Word and Google Docs allow you to share documents with colleagues for group work, feedback, or review formatting before submission. With the "Share" feature, other users can edit or make suggestions in real time., helping to polish the final details.

When you're done, you can print it directly from Word or Docs without worrying about saving, because your changes are updated in the cloud.

Common mistakes when formatting a document in MLA and how to avoid them

Although it may seem simple, it's easy to make mistakes that can detract from the professionalism of your text. These are the most common mistakes and how to make sure you avoid them:

• Setting margins incorrectly: Always check that all margins are set at 1 inch. An incorrect margin can make your document look messy.
• Misalignment in headings and numbering: The last name and page number should be aligned to the right and half an inch from the top edge. Don't include them in the body of the text or change the font.
• Wrong source: Always use a accepted font and a consistent size. Don't experiment with flashy or illegible fonts.
• Skip double line spacing: Absolutely everything must be double-spaced, including footnotes, headings, and bibliographies.
• Incorrect indentations: Use first-line indentation in paragraphs and hanging indentation in bibliographies. Adjust using the formatting rules or the indentation bar in Word.
• Citation Errors: Check that citations are correctly formatted and correspond to the type of source used. Quotation marks, italics, and capitalization should be appropriate for the type of work cited.

To avoid these errors, it's a good idea to carefully review each element and use Word's automatic functions to set indents and headings correctly.

Having resources like templates, official tutorials, and automatic generators can make your work much easier and ensure that the result complies with all MLA style standards in Word.