OmniDocBibliography Format: APA, MLA and Annotated Lists
Learn how to lay out an APA or MLA bibliography and an annotated list, covering the heading, sort order, indents, spacing and where annotations go.
A bibliography is the list at the end of a paper, and it is often where formatting goes wrong. The individual citations may be correct, but the list-level layout, including the heading, sort order, indents and spacing, differs between APA and MLA. Annotated lists add another layer, because each source needs a short note that also has to be laid out cleanly. Students, researchers and writers who search for a bibliography APA format or a bibliography MLA format usually need exactly this layout guidance.
This article covers the list itself, not the details inside each citation. You will get a short decision table, a checklist to run before formatting, a step-by-step method you can follow in a word processor, and a way to check the finished list. Where the style guide you use sets a rule that differs from what is described here, follow the guide.
How should a bibliography be formatted in APA or MLA? The short answer
Use the heading your style requires, sort the entries alphabetically, apply a 0.5-inch hanging indent, and double-space the whole list. In an annotated bibliography, place each note as an indented paragraph under its entry.
| Your situation | What to do | Why |
|---|---|---|
| Writing in APA | Title the list "References," centered and bold | APA uses "References" for the list of sources cited in the paper |
| Writing in MLA | Title the list "Works Cited," centered and not bold | MLA uses "Works Cited" for sources cited in the paper |
| Making an annotated list for a class | Format each entry in your style, then indent the note under it | The note stays visually separate from the citation data |
| A source has no author | Alphabetize by title instead | Both styles sort by the leading element of the entry when no author is listed |
| Your instructor's rules for annotations are unclear | Ask, or follow the style's example for annotated entries | Annotated formats vary by course, and instructors often set their own |
Before you start
Check these points before you touch the layout. Each one prevents a formatting change you would otherwise have to undo.
- Confirm the style and edition. APA 7th edition and MLA 9th edition have different rules for headings and details, so know which one your course or publisher requires.
- Collect every entry in one document. Sorting, spacing and indents apply to the whole list, so keep all entries in the same file rather than spread across several.
- Read the annotation requirements. Some assignments set a length, a required content list or a specific heading for annotated work. Find these in the assignment brief before you write notes.
- Work in a copy. Keep your original file untouched so you can compare layouts if something shifts during editing.
Building an APA or MLA list in a word processor, step by step
These steps work in any word processor. If your file is a Word document and you want Word-compatible editing in a browser, you can use the UniDoc web editor, as described in step 7.
- Start a new section after the body text and type the heading. Use "References" for APA or "Works Cited" for MLA. The heading controls how readers recognize the list, so get the wording exact.
- Enter each source as its own paragraph. Paste or type each finished citation so that one paragraph equals one entry. The list-level formatting works on paragraphs, so entries that run together will not indent correctly.
- Sort the entries alphabetically. Use the author's surname as the sort key, or the title when there is no author. Check that the order reads correctly from top to bottom.
- Apply double spacing to the whole list. Select all entries and set double line spacing. Both styles avoid extra space between entries, so do not add a blank line after each one.
- Set a hanging indent of 0.5 inch. The opening line of each entry stays flush with the left margin, and the lines that follow are indented. This lets readers scan the author names down the left side.
- For an annotated list, add each note as its own paragraph. Press Enter after the entry and type the annotation as a new paragraph, indented 0.5 inch from the left margin. Keep the spacing consistent with your instructor's instructions.
- Export or check the file in the UniDoc web editor if needed. If you need to edit a Word file in a browser, open it in the UniDoc web editor at app.unidoc.top, make your changes there, and export it back to Word format. Recheck the indents and spacing after the export, because layouts can shift between programs.
Check the result
Once the list is formatted, check each element against the table below. Fix the problems before you submit, print or share the file.
| Check | How to see it | If it's wrong |
|---|---|---|
| Heading | The title above the list reads "References" (APA) or "Works Cited" (MLA) | Retype it exactly, then confirm the bold setting matches your style |
| Sort order | Read the first word of each entry down the list | Move entries until the sequence is alphabetical by author or title |
| Hanging indent | The opening line of each entry is flush left and the following lines are indented | Reapply the hanging indent to every entry paragraph, not just the first |
| Spacing | Lines are double-spaced and entries have no extra blank line between them | Select the whole list and reset the spacing, then delete any stray blank paragraphs |
| Annotation placement | Each note sits directly under its entry, indented 0.5 inch | Check that each note is its own paragraph and that its indent matches the others |
| Export | The exported file keeps the indents and heading | Open the exported file, recheck the list, and correct the formatting in the source file |
📊 At a glance
APA and MLA share many list-level rules, but the headings and some details differ. This table compares the two styles.
| Element | APA | MLA |
|---|---|---|
| Heading | "References," centered and bold | "Works Cited," centered and not bold |
| Sort order | Alphabetical by author or title | Alphabetical by author or title |
| Indent | 0.5-inch hanging indent | 0.5-inch hanging indent |
| Spacing | Double-spaced, no extra space between entries | Double-spaced, no extra space between entries |
| Annotated lists | Indented note under each entry, per instructor | Indented note under each entry, per instructor |
❓ FAQ
1. Do I number the entries in an APA or MLA list?
No, neither style numbers entries in a standard bibliography or reference list. Only add numbers if your instructor or publication asks for them, and check whether the numbers change the sort order.
2. Should the annotations be double-spaced?
Follow the spacing your instructor or style guide specifies. Many assignments keep the whole document double-spaced, including the notes, so apply the same spacing to the annotation paragraphs unless you are told otherwise.
3. Is it correct to call an MLA list a "Bibliography"?
MLA uses "Works Cited" for the list of sources cited in a paper. Some instructors use "Bibliography" or "Annotated Bibliography" for assignments that go beyond cited works, so use the heading your assignment names.
4. Does this article explain how to format each citation?
No. This article covers the list-level layout only. For the exact punctuation, italics and order inside each citation, use your style manual.
📝 Summary
A bibliography APA format or MLA format layout depends on a few list-level rules: the correct heading, alphabetical order, a 0.5-inch hanging indent and double spacing. Annotated lists add an indented note under each entry, and your instructor's requirements decide the final details. Check the heading, sort, indents and spacing before you submit or export the file.
