Block quotes are an important formatting technique in Microsoft Word that allow you to clearly distinguish lengthy quoted text from your own writing. Properly formatting block quotes is crucial for academic and professional documents in order to adhere to style guidelines. In this article, we will cover everything you need to know about block quotes in Word.
When to Use Block Quotes
Block quotes should be used when directly quoting a passage that is over 4 lines of text long in MLA style, over 40 words long in APA style, or 5 lines long in Chicago style. Using a block quote clearly distinguishes the lengthy quote and allows it to stand out from the body text. This draws the reader’s attention to the quote and indicates its importance.
Block quotes are commonly used for:
- Quoting interview responses or transcripts – Block quotes allow interview responses to be clearly distinguished and set apart
- Quoting correspondence – Emails, letters, etc. can be quoted in block format
- Analyzing text – In humanities writing, block quotes allow for lengthy analysis of textual passages
- Quoting verse – Block format should always be used when quoting lines of verse or poetry
How to Format Block Quotes in Word
1. Introduce the quote
Before inserting a block quote, introduce it in your own words and explain its relevance. This helps smoothly integrate the quote.
2. Start the quote on a new line
Hit Enter before and after the quote to separate it from the body text.
3. Highlight the quote text
Use your cursor to highlight the full quote you want to format.
4. Open the Paragraph settings
Go to the Layout tab and click on Paragraph to open the formatting options.
5. Set left indent to 0.5 inches
Under Indentation, set Left to 0.5 inches.
6. Apply double line spacing
Under Spacing, choose Double from the dropdown menu.
7. Click OK
The quote text will now be formatted as a block quote!
Formatting Considerations
- Do not use quotation marks around block quotes
- Maintain double spacing throughout the document
- Indent additional paragraphs in the quote by 0.5 inches
- Place punctuation inside quote before the citation
- Cite the source after the period at the end of the quote
Example Block Quote in APA Style
As the American Psychological Association (2020) explained in their latest style guidelines:
This block quoting format clearly distinguishes lengthy quotes from the body text, allowing them to stand out to readers. Block quotes should be double-spaced with a 0.5 inch indentation on the left margin. Do not use quotation marks around the blocked quote text. The citation should be placed after the final punctuation mark. (p. 171)
Conclusion
Properly formatting block quotes is an important element of professional documents. By clearly setting them apart from body text, block quotes draw attention to important quoted material and allow for in-depth analysis. Carefully follow the formatting guidelines of the required style and be sure to smoothly integrate quotes into your writing.
