Before You Start: A Quick Guide to E-book Formatting

You've poured your heart and soul into writing your manuscript. It's been meticulously edited and proofread. Now comes the crucial next stage: formatting. This is where your hard work truly starts to pay off. It's not just about making it look attractive (though that's certainly a part of it!), it's about creating a smooth and enjoyable reading experience that works perfectly on all devices.

In this guide, we'll explore the essentials of professional e-book formatting, look at the best tools for the job, tackle common problems like tables, and give you the knowledge you need to make the right decisions for your book's success. And—you can download a free html template for Sigil at the end of this guide!

1. Start with a Properly Formatted DOCX Manuscript

Before you even think about formatting, ensure your manuscript is meticulously clean. This means:

• Eliminate Formatting Inconsistencies: Remove any inconsistent fonts, extra spaces, stray tabs, and unnecessary line breaks. These seemingly small issues can create major headaches during the formatting process.

• Use Styles for Headings: Apply consistent styles (Heading 1, Heading 2, etc.) to your chapter titles and subheadings. This creates a clear hierarchy and is essential for generating an automatic table of contents.

• Use Standard Fonts: Some authors write their manuscripts in exotic fonts. They can cause issues when converting your manuscript to an e-book. Stick to standard fonts such as Garamond, Arial, Times New Roman, etc.

A clean, well-structured manuscript is the bedrock of efficient and error-free formatting.

2. Make It Reflowable

This means: Avoid fixed layouts (except for if you’re publishing a children’s book, for which I’d strongly advise you to get professional help). E-books are fundamentally different from print books because their text adapts to fit different screen sizes, font settings, and reader preferences.

To make your manuscript reflowable, you can either use Amazon KDP to convert your Word document into a format readable by e-readers, or create a properly formatted e-book file. It’s worth doing the latter if you want more control and better compatibility.

There are essentially three formats:

• MOBI and KPF, both Amazon-specific formats designed for compatibility with Kindle devices

• EPUB3, the universal standard for eBooks widely supported across most platforms

3. Use the Right Tools to Format

If you’re new to e-book formatting and only publishing on Amazon, Kindle Create is a good place to start. If you’re planning to publish to a different platform, you can use the Reedsy instead. For those who want full control over formatting, and if your manuscript is more complex, Calibre is a great option. And if you’re publishing on IngramSpark, Sigil is the way to go—it’ll help ensure your EPUB meets their strict standards.

Kindle Create

If you're publishing exclusively on Amazon and have written a simple novel or text-based non-fiction book, Kindle Create is an option. Its main advantages are:

• Ease of Use: It's designed to be user-friendly, particularly for beginners. The interface is straightforward and relatively easy to navigate.

• Free to Use: As a free tool provided by Amazon, it's a budget-friendly option for authors just starting out.

• Integrated with Kindle: It creates files that are optimised for Kindle devices (KPF) and the Kindle app, ensuring they will be displayed as intended.

However, Kindle Create also has notable limitations:

• Limited Customisation: It offers minimal control over design and layout, which can be problematic if your book includes elements like tables, charts, or images. It's also known to add unnecessary code, increasing the file size.

• Suitable for Simple Text Only: Kindle Create is adequate for straightforward novels or text-only non-fiction. However, it's not ideal for projects requiring more advanced formatting.

Tip: If using Kindle Create, ensure you embed fonts when importing your Word document. This helps maintain consistency across different devices. However, be aware that many e-book professionals advise against using Kindle Create for high-quality e-books.

Reedsy Book Editor

If you're after a straightforward way to create a professional-looking e-book, the Reedsy Book Editor is worth a try. It's a free online tool, so you don't need to download anything. It's dead easy to use, but probably best for books without loads of complicated formatting.

Advantages:

• User-friendly: It's designed to be simple, even for complete beginners.

• Free: It’s free!

Disadvantages:

• Not for Complex Layouts: If your book has lots of images, tables, or fancy bits, Reedsy might not be up to the job.

• Limited Customisation: It offers fewer options for tweaking the look of your book than some other tools.

Calibre

While those simpler tools are fine for basic formatting, you might find yourself wanting more say over the final look of your book. That's where tools like Calibre come in. This free, open-source software is great for organising your e-book collection. It can also convert e-books into different formats.

And while Calibre is not primarily a formatting tool, it lets you change the code (HTML and CSS) that makes up your book, so you have a lot of control over how it looks.

Advantages:

• Total Control: You can change every detail of your book's formatting, if you know how to edit the code.

• Converts to Different Formats: Calibre can convert your manuscript into various e-book formats, including EPUB and MOBI.

• Free: It's free to use.

Disadvantages:

• Coding Knowledge Needed: To use Calibre properly, you'll need to understand a bit of HTML and CSS. If you don't know how to code, be prepared to learn.

• Not a True Formatting Tool: Calibre is mainly for managing your e-book library. It has editing features, but it's not as focused on formatting as some other tools.

Sigil

It's another free, open-source tool, but unlike Calibre, Sigil is designed specifically for one thing: editing EPUB files. This allows for maximum control and is crucial when formatting tables for e-books. Many paid formatting programs, including Atticus, don't even offer this capability. With HTML and CSS, you can create your own table templates, or you can download a free HTML template and CSS here to get you started.

Advantages:

• Made for EPUB Editing: Sigil is built from the ground up for working with EPUB files. This means it's streamlined for the task and offers features you won't find in more general-purpose e-book software.

• Free to Use: Like Calibre, it's free.

• Creates IngramSpark-Compliant EPUBs: Platforms like IngramSpark have stricter quality requirements for EPUB files than Amazon. By working directly with the code, you can ensure your book meets these standards and avoids rejection.

Disadvantages:

• Coding Knowledge Required: You'll need to know HTML and CSS to use Sigil effectively.

• No Format Conversion: Sigil only works with existing EPUB files. It can't convert your DOCX or other file formats into an e-book.

• Not Ideal for Beginners: If you're new to coding, Sigil might be a bit overwhelming at first. Be prepared to put in some serious time learning the ropes.

Important Note: If you're not comfortable with code, you're likely better off with simpler formatting tools or hiring a professional formatter.

4. Get a Clean HTML to Start in Sigil

Converting directly from DOCX within Calibre can sometimes lead to messy code. For best results, consider using Pandoc to convert to HTML first, and then fine-tune in Calibre or Sigil.

This is how you do it:

A. Convert DOCX to HTML using Pandoc

1. Install Pandoc: If you haven't already, download and install Pandoc from the official website (https://pandoc.org/ [invalid URL removed]). Follow the instructions for your operating system.

2. Open Terminal (or Command Prompt on Windows):

3. Navigate to your Downloads folder:

   • Type cd ~/Downloads and press Enter.

   • To confirm you're in the right place, type ls and press Enter. This will list the files and folders in your Downloads directory.

4. Run the Pandoc Conversion Command:

   • Type the following command, replacing input.docx with the actual path to your DOCX file and output.html with your desired file name:

     Bash

     pandoc -f docx -t html -o output.html input.docx

   • Example: If your DOCX file is named "MyBook.docx" and it's in your Downloads folder, and you want your output file to be in the same folder, you would drag the file into the terminal after typing pandoc -f docx -t html -o output.html. The command would then look something like this:

     Bash

     pandoc -f docx -t html -o output.html /Users/yourusername/Downloads/MyBook.docx

   • Press Enter to execute the command. Pandoc will convert your DOCX file to HTML and save it as output.html (or whatever name you specified) in your Downloads folder.

B. Validate the HTML

1. Open the W3C HTML Validator: Go to [invalid URL removed] in your web browser.

2. Choose "File Upload": Select the output.html file you just created.

3. Check for Errors: The validator will analyse your HTML and highlight any errors or warnings. Pay close attention to structural issues or deprecated tags.

4. Clean Up: Address any errors identified by the validator. This may involve manually editing the HTML, which you can do in the next step.

C. Import into Sigil and Refine

1. Open Sigil: Launch the Sigil application.

2. Create a New EPUB: In Sigil, go to File > New > New Blank Epub. Choose ePub 3. This will create a new, blank ePub.

3. Import your HTML: Go to File > Add > Existing Files... and choose the validated output.html file.

D. Create and Apply CSS for Consistent Styling

1. Create a New CSS File: In Sigil, right-click on the "Styles" folder in the left-hand panel and select "Add Blank Stylesheet". Name it main.css (or similar). You can then edit your CSS in the code editor that opens up on the right side of your screen.

5. Embed Your Fonts—or Better Not?

Whether or not to embed fonts in your e-book depends on your distribution plans.

• IngramSpark: Embedding fonts is often required for consistent design across various platforms. Use only properly licensed or open-source fonts (like those from Google Fonts). Validate your EPUB to avoid font-related errors.

• Amazon Kindle: Embedding fonts is generally not recommended as it can override reader's preferences and increase file size, potentially affecting your royalties. Prioritise user flexibility and test your e-book thoroughly using the Kindle Previewer.

6. Prioritise Accessibility

Make your book accessible to readers with disabilities.

• Semantic HTML: Use proper HTML tags (e.g., <h1>, <p>, <aside>) to structure your content. This helps screen readers interpret the book's hierarchy correctly. For example, use <h> tags for headings in your text, and <p> tags for paragraphs.

• Alt Text for Images: Provide descriptive alt text for all images, conveying their meaning to visually impaired readers.

• Logical Reading Order: Ensure the underlying code follows a logical reading order, even if the visual presentation is more complex.

7. Validate Your EPUB

Validation ensures your file is correctly structured, free of errors, and compatible across various devices. Your EPUB file must pass validation against official EPUB3 standards to be accepted by Kindle Direct Publishing or IngramSpark.

You can make sure you’re adhering to quality standards if you follow these criteria:

• Metadata: Accurate and complete metadata is essential for discoverability. Include the title, author, ISBN (especially for IngramSpark), publisher, publication date, language, and a compelling description.

• Clean Code: If you're working with the HTML and CSS, keep it clean and well-structured. Remove any unnecessary or redundant code. This will keep the file size down and prevent rendering issues.

• Table of Contents: Make sure it's clickable, accurate, and comprehensive. There are three different TOCs you need to ensure are present and correct:

  • The NCX: This is the older, but still widely used, navigation file.

  • The Navigation Document (nav.xhtml): This is a newer, HTML-based navigation file required for EPUB3.

  • The HTML Table of Contents: This is the version embedded within the book's content, visible to the reader.

  Make sure they are all in agreement.

• Images: Use JPEG for photos and PNG for graphics. Keep the file sizes down to avoid slow loading times. For e-books, a resolution of 72 or 96 DPI is usually sufficient.

Use the EPUB Validator provided by Bookery. To ensure that your html is correct, you can also use the W3C Validator specifically for html.

8. Test Your E-book on on Multiple Devices

Never assume your e-book will look perfect on every device. Always test your formatted file on a variety of e-readers, tablets, and smartphones.

• Kindle Previewer: Amazon's free tool lets you simulate how your book will appear on different Kindle models and in the Kindle app.

• Real Devices: If possible, test on actual devices. This will give you the most accurate representation of the reader experience. Borrow devices from friends, or visit an electronics shop to test on different models.

• Different Apps: Don’t just test your book on different devices, but also using different reading apps. They all render the code slightly differently. Try Adobe Digital Editions, Google Play Books, and Apple Books.

9. Document Your Flow

Save your HTML and CSS as templates. That way, you've got a ready-made starting point for your next book. And as you're working, jot down what you're doing and why. This'll help you remember your process and make fixing any problems much easier. It might seem like a bit of extra effort, but trust me, it's worth it.

To help you along, here’s a free EPUB table template that adjusts to different screen sizes and repeats headings on each page (this will save you hours of work, especially for longer tables!). As you get more confident, you can start building up your own little library of templates and notes.

Final Thoughts

We've covered a lot of ground in this guide to e-book formatting. While it might seem daunting at first, remember that it's absolutely possible to format your e-book yourself. However, achieving a truly professional result that meets the standards of major distribution platforms can be challenging.

If you're aiming for that level of polish and want to avoid potential issues during the upload process, consulting with a professional formatter might be a wise investment. Their rates typically start at around €0.009 per word for standard novel manuscripts. Ultimately, the decision comes down to your comfort level, your budget, and your goals for your e-book. Good luck!

FAQ

• 1. Why does formatting matter?

  It ensures your e-book is readable, looks professional, and works correctly on Kindle and other devices.

• 2. Can I do the formatting myself?

  Absolutely! Tools like Kindle Create or Reedsy Book Editor are great for beginners. But if it feels overwhelming, hiring a pro can save you time and stress.

• 3. Do I need special software?

  Not necessarily. Free tools like Kindle Create or Reedsy work for most projects. However, for more control and professional results, software like Calibre or Sigil (which require some coding knowledge) are recommended.

• 4. How can I check if my e-book is formatted properly?

  Validate your EPUB file using an online validator to catch errors. Then, use Kindle Previewer to see how your book looks on different devices. Check the layout, links, and readability.

• 5. Which is the best e-book format?

  EPUB is the most widely accepted and recommended e-book format. It's compatible with most e-readers and offers the best flexibility for readers. EPUB3 is the newest version and what you should go for when formatting.
  If you’re planning to publish to Amazon, KPF works, too.