How to Cite Software or an App in APA Format (7th Edition)
Complete guide to citing software and apps in APA 7. Covers computer programs, mobile apps, and statistical software.
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Understanding Software Citation in APA Format
Citing software in APA format is essential for giving proper credit to the creators and developers of the software you use in your research or projects. The APA 7th edition has specific guidelines for software citation that ensure clarity and consistency. This guide will explain these rules in detail, providing examples and tips to help you avoid common pitfalls.
General Structure for Software Citations
In APA format, a software citation typically includes the following elements:
- Author(s): This can be an individual or a group, such as a corporation.
- Publication Date: The year the software was released or last updated.
- Title of Software: The name of the software should be italicized.
- Version: Include the version number if applicable.
- Publisher: This is usually the organization responsible for the software.
- URL: If the software is available online, include a direct link to it.
The general format looks like this:
Author, A. A. (Year). Title of software (Version number) [Computer software]. Publisher. URL
Formatting Single Authors
For a single author, the author’s name is inverted in the reference list. The last name is followed by a comma and the initials, with no spaces between initials.
Example:
Smith, J. A. (2023). Data Analysis Pro (Version 2.0) [Computer software]. Data Solutions, Inc. https://www.datasolutions.com/data-analysis-pro
In this example, "Smith" is the last name, and "J. A." are the initials. The title "Data Analysis Pro" is italicized, and the version number is included in parentheses. The publisher is "Data Solutions, Inc." and the URL provides a direct link to the software.
Formatting for Two Authors
When citing software with two authors, both names should be inverted and separated by an ampersand (&). This format applies to both the reference list and parenthetical citations, while narrative citations use 'and'.
Example:
Johnson, M. R., & Lee, T. S. (2022). Project Planner (Version 1.5) [Computer software]. Project Tools, LLC. https://www.projecttools.com/planner
Here, both authors' names are inverted, and the ampersand is used to connect them. The format remains consistent with initials following their last names.
Formatting for Multiple Authors
If a software citation has 21 or more authors, you should list the first 19 authors, insert an ellipsis (...), and then include the final author’s name. This rule is crucial for maintaining readability and preventing overly long citations.
Example:
Baker, L. M., Chen, R., Davis, A. T., Edwards, P. J., Foster, K. R., Garcia, M. N., ... Zhang, Y. (2021). Collaboration Suite (Version 3.1) [Computer software]. Teamwork Corp. https://www.teamworkcorp.com/collaboration-suite
In this example, the first 19 authors are listed, followed by an ellipsis and the last author. This format prevents the reference list from becoming unwieldy while still crediting the primary contributors.
Including Author Titles and Suffixes
When listing authors, include any suffixes, such as Jr. or III, right after their initials. However, academic titles like Dr. or Professor should not be included.
Example:
Brown, T. A., Jr. (2022). Research Assistant (Version 1.2) [Computer software]. Academic Tools. https://www.academictools.com/research-assistant
In this case, "Jr." follows the initials "T. A." This rule helps clarify the identity of the author.
URL Formatting
For software citations, URLs should be presented as live hyperlinks without any additional formatting or punctuation. The "Retrieved from" prefix is not required in APA 7th edition, simplifying the citation.
Correct Format:
Doe, J. (2023). Graphic Design Maker (Version 4.0) [Computer software]. Creative Works. https://www.creativeworks.com/graphic-design-maker
Importance of Following These Guidelines
Following the APA citation guidelines is crucial for several reasons:
- Consistency: Proper formatting helps create a uniform appearance in academic writing, making it easier for readers to locate sources.
- Credibility: Accurate citations enhance the credibility of your work by acknowledging the contributions of others.
- Avoiding Plagiarism: Proper citation helps prevent plagiarism by giving appropriate credit to the original authors.
Practical Tips and Common Pitfalls
- Double-check author names: Ensure names are correctly spelled and formatted according to APA rules.
- Be mindful of software versions: Include the version number if it is relevant. This can help users find the exact software you referenced.
- Check for updates: Software may change frequently; ensure you are citing the correct version.
- Avoid unnecessary information: Do not include any credentials or titles that do not conform to APA guidelines.
Conclusion
Understanding and applying the APA citation format for software is essential for academic writing. By following the outlined rules, you can ensure that your citations are accurate and consistent. Always double-check your citations for correct formatting, and remember the importance of giving credit to software developers and authors. This not only enhances your work but also contributes to the integrity of academic research.
Step-by-Step Instructions
What You Need
- Access to the software you want to cite
- Basic information about the software, including title, version, author(s), and publication date
- A computer or device with internet access for research and citation generation
- Familiarity with APA formatting guidelines (this guide will help with that)
Step-by-Step Instructions for Creating a Software Citation
1. Gather Information about the Software
- Action: Collect key details such as the software title, version number, author(s), publisher, and the date of publication.
- Verification: Check the official website or documentation of the software for accurate information.
- Time Estimate: 10-15 minutes.
- Tip for Efficiency: Create a dedicated document or note where you compile all the necessary details for easy reference.
2. Identify the Authors
- Action: Determine the primary authors of the software. If the software has multiple authors, identify all of them.
- Verification: Look in the "About" section of the software or its website to find the author names.
- Time Estimate: 5-10 minutes.
- Tip for Efficiency: Write down the names in the order they appear, as you will need to format them later.
3. Format the Author Names
- Action: Follow the APA 7th edition rules for formatting author names. For a single author, format it as Last Name, Initials. For two authors, format as Last Name, Initials, & Last Name, Initials.
- Verification: Double-check that the names are inverted and initials are separated by periods.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Use a citation management tool or software if available, as these can automate some formatting tasks.
4. List the Software Title
- Action: Write the title of the software in italics. Include the version number in parentheses directly after the title, also italicized.
- Verification: Ensure that the title is spelled correctly and that you have included the correct version.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Check the software's homepage or documentation for the exact title and version to avoid typos.
5. Include Publisher Information
- Action: Note the publisher of the software. If the publisher is the same as the author, you can simply repeat the author name.
- Verification: Confirm the publisher's name is correct by checking the software's website or documentation.
- Time Estimate: 5 minutes.
- Tip for Efficiency: If the software is published by a well-known company, include the company name as the publisher.
6. Add the Publication Date
- Action: Write the year of publication in parentheses immediately after the publisher’s name. If the exact date is known, include it in the format (Year, Month Day).
- Verification: Make sure you are using the correct publication date as listed on the software’s website or in its documentation.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Having multiple sources of information can help verify the publication date quickly.
7. Include the URL
- Action: If the software is available online and does not have a DOI, include the URL as a live hyperlink.
- Verification: Ensure the URL is correct and leads directly to the software’s download page or official site.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Bookmark the software’s official page for easy access and future reference.
8. Compile the Citation
- Action: Combine all the information you have gathered into a single citation in APA format. The basic structure should look like this:
- Author Last Name, Initials. (Year). Title of Software (Version number) [Computer software]. Publisher. URL
- Verification: Review your citation for proper formatting and ensure it follows the rules outlined in APA 7th edition.
- Time Estimate: 5 minutes.
- Tip for Efficiency: Use an online citation generator to help format your citation correctly, but always double-check it against APA guidelines.
By following these steps, you will be able to create an accurate software citation in APA format. With practice, this process will become quicker and more intuitive.
Common Errors for Software Citation Citations
Students focus on sentence case rules but forget that proper nouns are always capitalized regardless of case rules
How to Avoid It:- Identify all proper nouns in the title including names of people
- Ensure names of places, organizations, and institutions are capitalized
- Capitalize specific geographic names and locations mentioned
- Maintain capitalization of brand names and historical events referenced
Students forget that subtitles are treated as separate sentences for capitalization purposes
How to Avoid It:- Locate all colons in the title that separate main title from subtitle
- Capitalize the first word immediately following each colon without exception
- Apply sentence case or title case rules to remaining subtitle words appropriately
- Ensure subtitle capitalization matches the type of title case being used
Students don't know when acronyms should be in all capitals versus following sentence case rules
How to Avoid It:- Identify well-known acronyms like CDC, NASA, APA, FBI that are widely recognized
- Keep these acronyms in all capitals regardless of sentence case rules
- For lesser-known acronyms, follow standard usage or title case rules
- Check if acronym is commonly written in all caps in professional contexts
Students partially apply rules but are inconsistent, mixing sentence and title case
How to Avoid It:- Choose correct case type for the source type first
- Apply rules consistently throughout the entire title without exception
- Double-check all words against the chosen case rules
- Review title for consistent application of capitalization throughout
Students focus on sentence case rules but forget the basic rule to always capitalize the first word
How to Avoid It:- Always capitalize the first word of any title without exception
- This applies regardless of sentence case or title case formatting used
- Check the very first character of the title for proper capitalization
- Ensure first word is capitalized even if it's a minor word type
Students extend italics beyond appropriate boundaries or apply them inconsistently
How to Avoid It:- Review italics boundaries carefully in citation formatting
- Italicize only titles and volume numbers in reference lists
- Keep all other elements like publisher location in plain text
- Ensure italics start and stop at appropriate points
Students omit periods after initials, especially when multiple initials are present
How to Avoid It:- Add period after each initial in author name formatting
- Ensure all initials have periods following them consistently
- Check that no initials are missing periods in reference lists
- Verify spacing between initials with periods is correct
Students space initials like regular words, not realizing they should be compact
How to Avoid It:- Remove spaces between initials in author name formatting
- Keep initials together without spacing between them
- Maintain periods after each initial without extra spacing
- Check that initials appear as M.K. not M. K. in citations
Students focus on the year in parentheses but forget the period after closing parenthesis
How to Avoid It:- Add period after closing parenthesis of year in citations
- Ensure year is in parentheses followed by period consistently
- Check that year information is complete with proper period
- Verify spacing between year period and title is correct
Students focus on internal punctuation but forget the citation must end with a period
How to Avoid It:- Add period at the very end of the citation reference
- Ensure citation ends with proper punctuation consistently
- Check that no citation is missing final period in reference list
- Verify that final period is not preceded by extra spacing
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Before submitting your Software Citation citation, verify:
- In APA 7th edition, single authors are formatted with last name followed by a comma and first and middle initials. The initials should be separated by periods but not spaces. This format applies to all reference types including journal articles, books, and webpages. The author's name should be inverted (last name first) in the reference list only. This rule ensures consistency across all citation formats and makes alphabetical ordering more efficient in reference lists.
- For works with two authors, both names should be inverted (last name first) and separated by an ampersand (&) rather than the word 'and'. Each author's name follows the single author format (Last name, initials). The ampersand should be preceded by a comma. This format is used in both reference lists and parenthetical citations, but narrative citations use 'and' instead of '&'. This rule distinguishes APA from other citation styles and maintains consistency across multi-author works.
- For works with 21 or more authors, list the first 19 authors, insert an ellipsis (...), then list the final author. The ellipsis replaces authors 20 through the second-to-last author. All listed authors follow the standard inverted format. This rule prevents extremely long citation lists while still providing key attribution information. The ellipsis should not be italicized or bracketed. This change from APA 6th edition's 7+ author rule provides more comprehensive author listing.
- Author titles, suffixes, and credentials (like Jr., Sr., II, III, Ph.D., M.D.) should be included in the reference list. Suffixes like Jr., Sr., II, and III follow the initials, separated by commas. Academic and professional credentials are generally omitted from reference list entries but may be included in special circumstances. Titles like Dr., Professor, or military ranks are not included in reference list citations. This rule provides complete identification when needed while avoiding unnecessary credential inflation.
- When including URLs for websites, online documents, or other sources without DOIs, present them as live hyperlinks without any special formatting or punctuation. APA 7 removes the 'Retrieved from' prefix that was required in APA 6 for most URLs. URLs should be presented in their simplest form, beginning with http:// or https://, and should be hyperlinks in digital documents. Do not add a period at the end of a URL unless it is part of the original URL. This simplification makes citations cleaner while maintaining functionality for digital access to sources.
- When a URL or DOI leads to a broken or inactive link, APA 7 provides several options for handling the citation. If the source is available through an archive like the Internet Archive, include the archived URL. If the source cannot be located, include as much information as possible and note that the resource is no longer available. For journal articles with broken DOIs, include the DOI but add a note indicating it's inactive. The principle is to provide enough information for readers to locate the source if possible, while acknowledging access limitations. This represents more detailed guidance than APA 6 provided for handling broken links.
Special Cases
Understanding Special Cases and Edge Cases in Software Citation for APA
Citing software in APA style can present unique challenges. Understanding the rules, special cases, and edge cases is essential for accurate citations. This guide will walk you through the specifics of software citation in APA 7th edition, providing clear examples and practical tips.
General Software Citation Format
In APA 7th edition, the basic format for software citation includes the author's name, the year of release, the title of the software in italics, the version number (if applicable), and the source from which it can be retrieved (usually a URL). The general structure looks like this:
Author, A. A. (Year). Title of software (Version number) [Computer software]. URL
Special Cases in Software Citation
Citing Software with No Individual Author
In instances where software is produced by an organization rather than an individual, the organization’s name serves as the author. This is common for larger software applications developed by companies or institutions.
Example:
American Psychological Association. (2020). Publication manual of the American Psychological Association (7th ed.) [Computer software]. https://doi.org/10.1037/0000165-000
In this case, the American Psychological Association is listed as the author. The title of the software is italicized and includes the edition in parentheses.
Citing Software with Multiple Versions
When citing different versions of the same software, it is crucial to specify the version you are referencing. This is particularly relevant for software that undergoes regular updates.
Example:
Microsoft Corporation. (2021). Microsoft Word (Version 16.0) [Computer software]. https://www.microsoft.com/en-us/microsoft-365/word
In this citation, the version number indicates the specific iteration of Microsoft Word referred to. This helps users identify and access the exact version used in your work.
Edge Cases in Software Citation
Citing Software with No Date
Sometimes software may not have a clear release date or version information. In such cases, you should use "n.d." for "no date."
Example:
OpenAI. (n.d.). ChatGPT [Computer software]. https://openai.com/chatgpt
Here, "n.d." indicates that there is no available publication date. This is particularly relevant for software in continuous development or beta versions.
Citing Software with No URL Available
If the software is not accessible online, you should provide as much information as possible about the software, including the publisher and any relevant details like the location of the publisher. However, if it is a downloadable application, the URL is typically essential.
Example:
Autodesk, Inc. (2020). AutoCAD (Version 2021) [Computer software]. Autodesk.
In this case, the URL is omitted because the software is distributed through physical media or internal networks.
Why These Rules Matter
Adhering to these citation rules ensures clarity and consistency in your academic writing. Proper citation allows readers to locate the software you referenced, facilitating research and subsequent inquiries. It also gives appropriate credit to the developers and creators of the software.
Practical Tips for Citing Software in APA
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Always Verify Author Information: Check if the author is an individual or organization. This affects how you format your citation.
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Keep Track of Versions: Note the version of the software you are using, as this can be important for replicating results or understanding functionality.
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Use Reliable Sources for URLs: Ensure that the URLs you provide lead directly to the software or its main page. Avoid broken links or outdated references.
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Be Consistent: Use the same format throughout your work. Consistency in citation style enhances the professionalism of your writing.
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Look for Updates in APA Guidelines: Citation rules can evolve. Stay updated with the latest APA guidelines to ensure compliance.
Common Pitfalls in Software Citation
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Neglecting to Italicize Titles: Always remember to italicize the software title.
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Forgetting the Version Number: When applicable, always include the version number to specify the exact software being cited.
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Omitting the URL: If the software is available online, always include a direct link to ensure accessibility.
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Using ‘and’ Instead of ‘&’ in Reference Lists: Remember to use an ampersand (&) for multiple authors in reference lists, but write 'and' for narrative citations.
Conclusion
Citing software in APA format involves understanding various rules and exceptions. By following the guidelines provided in this guide, you can ensure that your citations are accurate and professional. Always remember to check for the most recent updates to the APA citation style, as guidelines may evolve over time. By mastering these citation practices, you contribute to the clarity and credibility of your academic work.
Frequently Asked Questions
How do I cite software in APA format?
To cite software in APA format, you typically include the name of the software, the version number, the developer's name, and the year of release. For example, an APA citation for a software might look like this: Name of Software (Version number) [Computer software]. Developer Name. URL if available. If you downloaded the software from a website, include the URL. Always check if the software has specific citation guidelines as well. For more detailed guidance, you can refer to the APA Publication Manual or visit the official APA Style website.
What if the software has no specific author?
If the software does not have a specific author, you can start the citation with the name of the software instead. For example, if you are citing a software like RStudio, your citation would look like this: RStudio (Version number) [Computer software]. RStudio, PBC. URL if available. When there is no specific author, it is essential to ensure that the software name is clear in your writing. This can help readers easily identify the software you are referencing. For more details on handling this situation, visit the APA Style website.
How do I include software in my reference list?
To include software in your reference list, follow the APA format guidelines. List the software in alphabetical order with other references. Ensure that you provide all necessary details, including the software's name, version, author or developer, the year of release, and the URL if applicable. An example reference entry would be: Name of Software (Version number) [Computer software]. Developer Name. URL. Remember to use a hanging indent for your entries. For a comprehensive guide on structuring your reference list, check out the APA's official resources.
Should I cite software I used for data analysis?
Yes, you should cite any software used for data analysis in your work. This ensures transparency and helps others replicate your findings. When citing software like SPSS or R, include the version number, as updates can change functionality significantly. For example, you could write: SPSS (Version number) [Computer software]. IBM. URL. This citation acknowledges the tools that contributed to your research, which is essential for academic integrity. For more information, you can visit the APA Style website.
How do I cite open-source software?
When citing open-source software, follow the same APA guidelines as for proprietary software. Include the software name, version, the organization or individuals responsible for the software, and the year of release. For example, you might cite R as follows: R (Version number) [Computer software]. R Foundation for Statistical Computing. URL. If the software has a particular license, you can also mention it in your text when discussing the software. For detailed instructions on citing various types of software, refer to the APA Publication Manual.
Is it necessary to include the software version in my citation?
Yes, including the software version in your citation is crucial, as different versions may have different features, capabilities, or bugs. By specifying the version, you provide clarity for readers who may wish to reproduce your work or understand the context of your analysis. For example, a citation might look like this: MATLAB (Version number) [Computer software]. MathWorks. URL. Always ensure that your citations are as precise as possible to maintain the integrity of your research. For more on citing software correctly, visit the APA Style website.
Last Updated: 2025-10-26
Reading Time: 10 minutes
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