You’ve written your novel.
You’ve hired beta readers for feedback.
You’ve hired editors to polish your story for readers.
Now it’s time to format your book to get it ready for print.
Sound intimidating? It’s really a lot easier than you think. And don’t worry, I’ll help you through all the steps in this post. Here’s what you’ll learn:
- How to prepare your manuscript
- Guidelines for formatting a book in Word
- Formatting ebooks
Of course, these steps may differ depending on your word processor. The steps that follow are for anyone using Microsoft Word or Google Docs. I’ll be sticking to industry standards and best practices in how to format a book.
Tip: Some publishers and self-publishing platforms have their own formatting guidelines, so be sure to do your research and check those first!
Preparing Your Manuscript
Preparing your manuscript is an important first step. It makes it easier for literary agents to read and it improves the overall readability once it’s published.
Here are some of the most important elements you want to look out for when formatting a book in Word:
Font
Choose a font that’s easy on the eyes, legible, and has a professional appearance. For print books, it’s best to use a serif font (i.e. Times New Roman) books and sans serif fonts (i.e. Arial) for ebooks. Keep the font the same throughout the entire document.
Font size is best when it’s 11 or 12 points (body). Font size should also be consistent throughout. Headings and subheadings should also be consistent in size.
Use bold, underlines, and italics only for specific purposes, such as emphasizing a point or representing book titles within the text.
Margins
Top and bottom margins should be set to 1 inch. This allows room for headers and footers.
Left and right margins should be set to 1.25, which allows for better overall appearance.
These margin sizes ensure that there’s enough white space for readers, has a clean layout, and allows room for binding if the book is being printed.
Keep in mind Kindle Direct Publishing (KDP) and IngramSpark have templates for you to use that have their own specific margins.
Spacing
For spacing, opt for 1.3 to 1.5x spacing.
Page Numbers, Headers, and Footers
What you include here is entirely up to you, but adding page numbers, headers, and footers gives your book a more professional look. Look at other books and see how they’re formatted to get a feel for which style you like best.
Here are some guidelines to follow when formatting a book in Word if you choose to add these elements:
- Page numbers can be placed in either the header or the footer. Start numbering from the first page of the main text. Don’t include the front matter.
- You can include your name and the title of the book or an abbreviated title in the header section.
- Footers are typically used for important notes, footnotes, or other information that doesn’t fit in the main text. This is mostly for nonfiction books.
Title Page
The title page is the first page of your book. It should be centered, using a larger font than the body (i.e. 18 points) and your name (the author) should be below the title. You can also choose to add the publisher’s logo at the bottom of the page, but that’s up to you.
Copyright Page
The copyright page is where your book’s legal information goes, which protects your intellectual property.
If you are self-publishing, these are the pieces you’ll need on your copyright page:
- “Copyright” or “Copyright Page” at the top of the page, centered
- Year of publication, your name, then the copyright symbol (©)
- Edition information (if applicable)
- Publisher information
- ISBN
- Copyright statements or disclaimers
- Permissions and acknowledgments
Tip: Research your country’s or region’s specific requirements for copyright pages.
Guidelines for Formatting a Book in Word
The guidelines for formatting a book in Word that follow are just about the same across all industries. The above guidelines can differ between publishers, agents, platforms, and author preferences.
New Chapters
When starting a new chapter, make sure it starts on a new page, usually the recto page, or right page. It also looks better if the chapter title or number is centered on the page with a few blank lines between the title and the start of the text.
If you need help with creating new chapters, Proofed has a great step-by-step article on how to add chapter headings.
Paragraph Indentation
If you read a lot, you might notice that some books don’t indent the first paragraph of a new chapter. And some use drop caps. However, the rest of the paragraphs are indented, which makes the text clear and easier to read.
When indenting paragraphs, indent the first line of new paragraphs by 0.5 inches. You can do this by using the tab key or setting the paragraph settings to automatically indent consistently.
Dialogue
When formatting a book in Word, follow these guidelines for formatting dialogue:
- Start a new paragraph for each speaker, indenting just like you would for a regular paragraph
- Make sure each dialogue is enclosed in double quotation marks
- Use dialogue tags so the reader knows who is speaking
Boldface and Italics
Boldface isn’t used in fiction, but in nonfiction, it’s used to highlight important phrases or words.
Italics are used to show internal thoughts, for emphasis, or for titles of books, films, or other creative works.
Tip: Don’t overuse boldface or italics. It can become a distraction to readers.
Scene Breaks
Scene breaks are used when you want to show a type of transition in your book, such as changes in time, location, or even point of view. When formatting a book in Word, use a blank line between paragraphs or a symbol in the center of the page to show that a scene is changing.
Formatting ebooks
Ebooks offer the convenience of digital reading, but they require specific formatting to ensure compatibility with various e-reading devices. Unlike print books, where layout remains fixed, ebooks allow for flexible text formatting based on reader preference. Because of this, it’s important to avoid fixed formatting elements such as page numbers, headers, and footers, as they won’t display consistently across different devices.
When formatting a book in Word for ebook conversion, using basic formatting styles is important. Standard paragraph indentation, italics, and boldface can be applied, but complex elements like text boxes, multi-column layouts, and decorative fonts should be avoided. These features may not translate well when converted to ePub or Kindle formats, leading to formatting issues that affect readability.
Another crucial aspect of ebook formatting is navigation. Ebooks allow for hyperlinks, making it easy to create an interactive table of contents. This feature helps readers jump to different sections quickly, enhancing the reading experience. Including properly formatted chapter headings and linking them within the document ensures smooth navigation across various e-readers.
Finally, testing and proofreading are essential steps in the e-book formatting process. Before publishing, always preview your ebook on multiple devices and platforms to check for inconsistencies. While testing, take the time to proofread the digital version to catch any formatting errors or display issues.
Conclusion
Formatting a book in Word might seem like a scary task, but with the right approach, it becomes a manageable and even rewarding step in the publishing process. By following these guidelines for formatting a book in Word, you’ll ensure your manuscript looks polished, professional, and ready for print or digital publication.
Remember to pay attention to industry standards, maintain consistency in fonts and spacing, and always check platform-specific requirements before finalizing your book. Whether you’re preparing a print edition or an ebook, proper formatting enhances readability and creates a positive experience for your readers.
Taking the time to format your book correctly is a very important part of the publishing journey. And once it’s done, you’ll have a beautifully structured book that reflects all the hard work you’ve put into your writing.
