Ebook Formatting Guide
How to turn your manuscript into a clean, professional ebook that works on any device.
Why Formatting Matters
A badly formatted ebook is hard to read – and readers will return it. A clean file keeps readers happy and protects your reputation.
Works on Any Device
Your ebook must look good on a phone, tablet, or e-reader. That means using reflowable text that adapts to screen size, not fixed layouts (unless you have a good reason).
Professional Appearance
No broken paragraphs, missing spaces, or weird symbols. Your content should be as clean as a printed book.
No Errors
Broken hyperlinks, missing images, and formatting glitches get spotted fast. Testing is essential.
Tools You Can Use
You do not need expensive software – there are good free and low‑cost options for every skill level.
Word + Save as EPUB
Microsoft Word can export directly to EPUB format. It is not perfect, but it works for basic novels. Use heading styles (Heading 1 for chapter titles) to generate a clickable table of contents.
Reedsy Studio
A free, web‑based tool that produces clean EPUB and PDF files. You write and format in one place, and the output is professional.
Atticus / Vellum
Paid apps (Vellum for Mac, Atticus for Windows) that do the heavy lifting – they give you beautiful, print‑ready and ebook‑ready files with a few clicks.
Key Things to Get Right
These are the areas where most first‑time authors go wrong.
Table of Contents
Your ebook must have a clickable TOC that works on all devices. Most tools generate this automatically if you use proper heading styles.
Images
Cover art and any inside images must be high resolution but small in file size – use JPEG or PNG. Test them on different screen sizes.
Fonts
Stick to standard fonts – many e‑readers ignore custom fonts anyway. Make sure your text is readable and consistent.
EPUB vs PDF
They are not the same – each serves a different purpose.
EPUB (Reusable)
This is the standard ebook format. It reflows text to fit any screen, so it works on phones, tablets, and dedicated readers. Use this for distribution to stores.
PDF (Fixed)
PDF locks the layout – good for print, but bad for ebooks because it does not adapt. Only use PDF if you are creating a fixed‑layout book (like a children's picture book or a manual).
After Formatting – What Next?
Once your ebook file is ready, you need to test it and then decide how to distribute.
Test on Different Devices
Open your EPUB on your phone, tablet, and a Kindle or Kobo app. Check that everything works – TOC, links, images, and spacing.
Distribution Options
You can sell direct (via your own site), or go through platforms like Amazon KDP, Apple Books, or Kobo. Each has its own requirements.
Related Guides
Make sure your manuscript is properly edited first, and see how ebook file prep compares with print PDF prep.
Ready to Format Your Ebook?
If you are stuck or want a second opinion, get in touch – we can point you to the right tools and check your file before you publish.
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