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Posts tagged ‘formatting’

Oct 22

13 Comments

More on Formatting

Pam’s post last week made me remember this post (with a few updates) I put together a couple of years ago. Hope it helps.

I’ll start out by saying I’m lazy. When I start a new project, I set up the document so that I have to make minimal formatting changes when it comes to converting it for either print or digital formats. The only real change I have to make is in line spacing. When I write, I have line spacing set at 1.5 o 2 lines. When I convert to digital that gets changed to 1.15 line and print depends on several factors but it, too, is usually around 1.15. But more on that later. Read more

Oct 3

21 Comments

On formatting for print and digital

I want to thank everyone who took the time to tell us what topics you’d like to see us cover over the next six months or so. It really does help us to have that sort of input. While we don’t guarantee that we’ll get to ever topic, or in the exact way it was suggested, we will do our best to cover as many of them as possible. I’m still pulling the list together and I’ll be sending it out to the other bloggers later today. In the meantime, Dave kicked us off with his post about prologues yesterday.

One topic several of you requested was formatting. There were variations on the topic and a request for exercises. I’ll figure out the best way to do exercises over the next few days. I might go back to a workshop I did on formatting several years ago and update it for the purpose. But, while I figure out the best way to do that, here are links to some recent posts I’ve done on formatting for both print and digital editions.

Formatting Revisited

Formatting for Print Revisited

Formatting for Print Revisited , Pt. 2

These posts are targeted for those who are planning on going indie with their work. For those of you who are wanting to go traditional, formatting is a bit easier. The first thing you need to do is check the agent’s website or the publisher’s website you are submitting your work to. If they have special formatting requirements, they’ll be listed.

For example, Baen lists the following as its requirements:

  • Attach the manuscript as a Rich Text Format (.rtf) file.
  • Send the manuscript as a single file (do not break it into separate chapter files).
  • Synopsis and contact info needs to be in the file with your manuscript.
  • Minimal formatting, please. Do not format text boxes or sidebars into the manuscript; use block quotes. Indent paragraphs; center chapter headers and scene break indicators (###, ***, etc.); use page breaks only at the end of chapters. For emphasis, choose either underline or italics and use it consistently throughout.
  • Do not use “smart quotes”/curly quotes or single character elipses, mdashes, etc. Use straight quotes and apostrophes, . . ., –, etc.
  • Avoid non-standard fonts, and unnecessary changes in font face, size, etc. Publisher likes CG Omega and Lucida Bright.

For hard copy submission, here are some of the requirements for Baen:

  • Standard manuscript format only: double-spaced, one side of the page only, 1 1/2″ margins on all four sides of the page. We will consider photocopies if they are dark and clear.
  • Font must be readable, or we won’t read it. This means seriphed or at least semi-seriphed, 12-point or greater. Publisher likes CG Omega and Lucida Bright. Typesetter likes any standard bookface, Times Roman or Courier.

You can find the submission guidelines for Tor/Forge here. Actual formatting requirements are as follows:

  • Standard manuscript format means margins of at least 1 inch all the way around;
  • indented paragraphs;
  • double-spaced text;
  • Times New Roman in 12 pitch.
  • Please use one side of the page only. Do not justify the text.
  • Do not bind the manuscript in any way.
  • Make sure the header of the ms. includes your name and/or the title of the book as well as the page number (on every page).

So you can see the two publishers have similar, if not identical, requirements. But that’s not always the same, which is why I say to check the sites for wherever you are submitting if you are going the traditional route and trying to find an agent or publisher. That is especially true if you are submitting to a small or mid-sized press because some of them want the author to submit their work in a format that will be easily converted into digital formats (in other words, they want the author to do that part of the work for them).

So, I guess here is where I give you the first “assignment”. Look at your current work-in-progress (or the work you just finished and are trying to figure out what to do with). Decide whether you want to go indie or trad with it. If going trad, decide if you are going to try for publishers where you need an agent or if you are going to a publisher that has open submissions. If the former, start looking at agent requirements. (For example, some agents have you send the first few pages as part of the body of your email while others don’t want to see anything but your query.) If the latter, find their submission guidelines and figure out, based on those, what you have to do to get your submission packet ready.

We’ll get more into the nitty gritty of it next week. Until then, if you have any questions or if you want input on your formatting decisions, post them in the comments below.

Edited to Add: Let me know in the comments which OS you use to write in and what programs you use for writing and for conversion (if any on the latter). That will help me as I put together the next couple of posts. 

 

Later!

Sep 3

22 Comments

It’s not your ancestor’s Vellum

Brad asked me to fill in for him this morning, so I thought I’d continue the formatting and publishing series I started last month. In this post, I mentioned a Mac-only program a friend used that I’d downloaded and would review later. That program, Vellum, isn’t cheap. But, having played with it enough to be comfortable with it and having used it to convert the extended version of Vengeance from Ashes, I have to say, it is well worth the money.

For those of you with a Mac, you can download the entire program as a “trial” and use it. The only limitation on functionality is that you can’t actually export an e-book or print-ready PDF file. However, as I noted in the earlier post, the preview function of the program lets you see what you have without actually doing the export.

So, what is Vellum?

Vellum is a program designed to convert your word processing file into e-books and, in the last version or two, into a print-ready PDF file. There are two pricing levels for the program. As I said, it’s expensive. To get the e-book only version, you’ll pay $199 and for the e-book and print version, you’ll pay $249. Unlike earlier versions of the program where you could buy a license that would allow you to convert a single title or in increments of 10 (if I remember correctly), there is no limit on the number of titles now. And, to be honest, that is the only way I managed to convince myself it was worth the money.

Like many other conversion programs, you can write in Vellum but I wouldn’t recommend it. That’s not where its strength lies. However, that ability to write in it means you can edit in it which is a huge plus. That’s especially true because you don’t have to open a text editor and edit the underlying HTML of an e-book like you do with other conversion programs. It even has a spell-checker which can be nice or annoying, especially if you are writing science fiction and fantasy.

Once you install and open Vellum, you’ll see something like this. You’re given the option of viewing the tutorial or opening the Help Overview. Below that, you have the option of importing a Word file. I recommend you view the tutorial first. The program is really pretty simple but the tutorial will help. Also, there are some pretty good — and short — Youtube videos about the program as well. The one I watched was only about 10 minutes and it gave all the important information I needed to put together a project using the program.

Once you import your Word file, you’ll see something similar to this. As you fill in the blanks in the dialog box in the center of the screen, you will see the changes happening on the right side of the screen. That is your previewer pane and you can set it to show what your book will look like on the Kindle Fire, the Oasis, the iPad, etc. You can also set it to show what your print file will look like. Note the far left panel. That’s your table of contents that’s been generated by your use of Headings in Word (or similar program). You can change those, including their attributes.

While we’re on the TOC, at the bottom of that pane is an *. If you click it, a dialog box will open. One of the options is to add an element. This is a handy tool because it means you no longer have to type out your copyright page, etc. It has one on file and all you do is fill in the blanks. Choose where on your ToC you want it to appear, add the element and it is there, not only in the ToC but in your preview as well.

Once you’ve finished filling in the book details, click on the Ebook Cover tab and upload your cover. That will embed your cover with the book file. If you’re like me, this is great because it means you don’t have to worry about it later.

Now it’s time to move to what I see as the real strength of the program. One of the banes of the indie author has been making the text of our ebooks look like that of traditional publishers. Unless you had access to programs like InDesign, doing things like true drop caps and even something as simple as true small caps was beyond many of us. So we found workarounds that didn’t quite do the trick. With Vellum, you don’t have to do that. It has different options built in and all you have to do is choose which ones you want.

Here is a screenshot of what I did with Vengeance last night. This was one of, if I remember, six or eight options available. There are different elements you can add — if you want — after the chapter heading. Since this is a science fiction novel, I didn’t want anything too fancy. It also has the first letter looking like what we are used to with traditionally published books. I could have opted for a different font or small caps or no fancy effects. But this is what I thought looked best for the book and genre.

It also handles scene breaks if you want it to. By using the standard  asterisk to break your scenes, you indicate to Vellum that there is a scene break and you can then choose what you want to happen. As you can see here, I chose to use the same basic first line layout that I do for the beginning of a chapter. I chose a simple line between scenes, again because of the genre. I didn’t have to do anything except go to the styles tab on the far left contents section and tell Vellum what I wanted it to do. The nice thing is you can preview everything before you make your decision. Better yet, you don’t have to go through and insert these changes at ever scene break or new chapter. You set it once and it is done automatically.

Once you’ve checked your work and are happy with how it looks, you can then generate your ebooks. Before you do this, if you have a section at the back of the book (or at the front) where you want to link to your other titles and you sell them in the different stores, you can actually input those store links into a separate dialog box for each title. What happens is when you tell Vellum to generate your e-books, it will automatically assign the right links to the appropriate store. That’s because you can choose to generate a book per major outlet and Vellum then optimizes the books according to those store’s requirements.

As you can see from the image above, I chose to generate versions for all the major stores but did not generate the generic EPUB file. That took maybe a minute to do. Once the process is complete, you get a new dialog box up that not only recommends you check your files but it will link you to a page that tells you how to check your new files. I sent the Kindle file to my Oasis and, damn, it looks good. None of the issues I’ve had in the past trying to use any of the “fancier” effects showed up. So far, so good. But we still had the print version to look into.

I’ll admit, this is where I held my breath. I’ve gotten to where I can take my basic manuscript and turn it into a decent print ready PDF in an hour or so. But it meant doing things like changing the the page size, figuring out the margins, etc. And then there were the headers and footers — oh, those headers and footers. They can be the bane of any author’s existence. But the headers and footers, as well as all the other special effects, can be set for print just as they can be for e-books. I’m still playing with the final product for the print version but the image below gives you an idea of what can be done.

As for those concerns about converting to print, Vellum surprised me and in a good way. It took my basic manuscript, considered what I had typed into the original dialog box when I got started and then all I had to do was choose which form of header and footer I wanted to use. That’s it. You choose the page size when you get ready to export the file. My only complaint (am I’m sure it is something I can fix but haven’t figured out how yet) is that it has page numbers on the bottom of the first page of the chapter. I want to lose the header and footer on those pages. But, if that is all I dislike about the program, that’s pretty darned good. As with the e-book versions, it took less than a minute to generate the PDF file.

I need to play with the program some more but, to get multiple e-book versions and the print version done in less than an hour with a program I am still learning is pretty darned good. To get one that looks closer to a traditionally published book at minimal effort is a very good thing. The final judgment, for me at least, is that Vellum is well worth the money. While I hesitate to recommend anyone spend that much for a program, I will do this. If you have a Mac (sorry, iPad Pro and iPad users, they don’t have a version for iOS), try the program out. As I noted above, you won’t be able to export the files but you can see what the program is capable of doing.

For me, until I see something better out there that is also easier to use, Vellum is going to be my go-to when it comes to converting and exporting files for both e-book and print publication.

Aug 15

12 Comments

Formatting for Print (Pt. 2)

When formatting your book for print, there is no one right way to do it. The goal is to make your book look not only as good as possible but to make it look “professional” or, in other words, to make it look as close to a traditionally published book as possible. Why? Because that is what the readers expect.

It isn’t difficult to do. Some methods take longer, or cost more, than others. How you get to your end product is up to you. Before we get to some of the options available, let’s go over some basics.

As authors, many of us have been programmed to write in Times New Roman or Courier or a similar font. Usually using 12 pt for type size. Standard manuscript format for submissions has usually included 1 inch margins and double-spaced lines. First line indents can be up to half an inch. We often default back to this without even thinking.

Don’t. At least not when it comes to converting your work for either e-books or print. For print you have to think about thinks like page bleeds, page size, interior margins vs exterior margins, section breaks vs. page breaks, alternating headers and footers and so much more.

Depending on which service you use as your print-on-demand source, you can choose to release your book as a mass market paperback, a trade paperback or even a hard cover. Most of those sources have basic templates you can use — and adapt — which will help you decide your margins and how to place your headers and footers, etc. If you haven’t ever put together a print file before, or if you aren’t comfortable doing so, I recommend you download one of the templates and use it. After you have your manuscript in the basic format offered by the template, you can go back and add what flourishes and changes you want. But it is a good way to start getting used to setting up a print file.

This is especially helpful if you are setting your print file up using Word or a similar word processing program.

This first shot shows basic margin information. (Click on the images and they will open in a new window in a larger format) You can see from the tabs at the top of the screenshot that I found this information in the layout tab (using Word). For a manuscript using 6 x 9 pages and coming in at approximately 270 pages total, the margins are set as shown in the image. Note also that the document has been set to mirror the margins.

The one caveat I will put here when it comes to margins, especially the inside margins is to never trust templates or what anyone tells you. You need to see what it looks like for yourself. The more pages a book has, the wider that interior margin needs to be. This is why I always recommend using a POD supplier that lets you have a physical copy of the proof before you send it to “press”. What looks good as a PDF file on your screen or even off your printer might not look the same once it has been bound. So do yourself a favor, at least until you’ve done enough print books to trust your instincts, and order a physical proof before hitting the print button.

In the same dialog box open to set the margins, click the “paper” tab. This is where you choose the size of your page. You’ll note that in Word, the 6 x 9 size is a “custom” size. This might vary depending on what word processing program you’re using.

The rest of the information in this dialog box seems like it doesn’t have much to do with what you are setting up but go ahead and make sure you have paper selection set to your default tray. This will come in handy later if you decide to print out your mss to check it yourself.

Using the “layout” tab in the same dialog box, you should get something that looks like this. I’ll be honest, this is one of the most important things you can do in setting up your print file in a word processing program. This controls the way your headers and footers will look as well as where your section breaks begin.

This is important because, if you look at traditionally published books, you may see a couple of things. First, there usually are no headers or footers on the first page of a new chapter. Second, the author’s name usually appears at the top of the even numbered pages and the book title appears at the top of odd numbered pages. (To make sure you’re setting this up right, you need to do one other thing. At the end of a chapter in an e-book file, you would have a page break. That gives the digital file the appearance of a page ending and the new chapter beginning on a different “page”. In you print file, you will replace the page break with a section break. In Word, “breaks” are found under the Layout tab. If you click on “Breaks”, a dialog box will open up. At the bottom of the box, you’ll find the alternatives for the different types of section breaks you can insert. Choose “odd page” if you want your chapters to all start on the next odd numbered page. The value of doing it this way, you chapters will all begin on the right hand side of the book and feel more traditional to your reader. However, there is a downside to this in that it can add physical pages to your book and, as the author, the amount of money you get per sale of your POD book depends on how many pages it has. The higher the number of pages, the higher the print cost. I tend to go with the more traditional approach because it is what readers expect and the pricing differential of 20 or so pages isn’t enough to worry about.)

This screenshot shows what you get when you click in either the header or footer areas of your manuscript. I wanted to show this because you can see how I’ve made sure “different first page” as well as “different odd and even pages” have been clicked. Since I’d already set them in the dialog box above, there shouldn’t have been a problem but no computer program is perfect and sometimes Word does weird things — as does any other word processing program. So it is always good to check elsewhere when possible to make sure the coding is in place.

But there is another reason I wanted you to see this screenshot. If you look at the column of options immediately to the left of the “different first page” bit, you should see as the last option “link to previous”. You want to make sure this is NOT clicked prior to your first chapter, or where you want your first page numbers and headers to appear. Otherwise, you will wind up up page numbers on your cover page, etc. If you aren’t sure where to start your headers and footers, look at print books in your genre. See what they have done.

Now, once you’ve done all this and you’ve made sure you have all the flourishes, etc., you want in place, it’s time to save your file. You’re going to do this in two steps. One, as your DOC or DOCX file. Always do this. The second will be as your PDF file. Most, if not all, POD places want a print ready PDF file for both your interior and exterior files. If you want to print your book to read through it one last time before submitting it to your POD provider, print the PDF file because it will keep not only your page size, even if you are printing on standard paper, but it will print the blank pages added in between chapters if you have your new sections always beginning on either the even or odd page.

From there, it is simply a matter of deciding if you are ready to upload the file and move on to your cover file.

Now, a couple of quick notes. If you use Word or a word processing program to create your PDF file, you need to set your margins to justify. (Of course, you can choose not to. As I mentioned above, check to see what the traditional publishers do in your genre and copy it.) If you do this, you may wind up with some odd sentence breaks. You can adjust the character spacing by highlighting the line in question, opening your font dialog box, clicking the advanced tab and then adjusting the character spacing.

One other thing you need to do is make sure you have turned off widow and orphan control. Doing this will insure your pages all end at the same place unless, of course, we’re talking the last page of a chapter where you have only a few lines or paragraphs. It’s a little thing but it makes the book look more professional.

I’ll admit there are easier ways of doing this. There are programs out there that make this a snap. Some have a very small learning curve and others have a much larger learning curve. The industry standard for years has been InDesign by Adobe. I love InDesign. I also love Quarkxpress. Both are anything but cheap and have learning curves most of us don’t want or have time for. Neither are great, at least in my experience, for designing e-books. If I’m going to put in a lot of time — and money — into a publishing program, I want it to do both. For Mac users, I’ve found one that does just that. Unfortunately, it isn’t cheap but it seems to be well worth it. The program I’m talking about is Vellum. I’m going to be buying it later this week. I’ll have a review of it next week for you guys. We’ll also talk about some of the other programs available to help streamline the process. Some of those programs include InDesign, Jutoh and Scrivener.

And now, for a bit of promo.

It’s here!

Nocturnal Rebellion is live on Amazon.

All she wanted was a simple murder case, one uncomplicated by shapeshifters or interfering IAB investigators. What she got instead was much, much more.

Now three cops are dead and Mac’s world will never be the same again. It is up to her to find the culprits and bring them to justice. But what justice? That of cops and attorneys and criminal courts or that of the shapeshifters where there would be no record and a quick execution of punishment, whatever that might be?

As she walks that fine line, Mac walks another tightrope as well. Shapeshifter politics are new to her and, as she has learned, more complicated than anything she ever encountered as a cop. One misstep can lead to not only her death but the deaths of those she cares for. Like it or not, she has no choice because she has learned there are other things just as inevitable as death and taxes. Sooner or later, the world will learn that shapeshifters aren’t just things of legend and bad Hollywood movies. If that happens before they are ready, Mac and those like her will learn the hard way what happens when humanity learns monsters are real and living next door.

Aug 8

36 Comments

Formatting for Print Revisited

Formatting. The bane of every author’s existence. Whether we’re talking about formatting for print or for e-books, we’re all looking for the one click version, something that will work each and every time. Unfortunately, there is no one-size-fits-all solution. Why? It goes far beyond the fact we use different operating systems and word processing programs. The answer really rests in what readers expect and how do we, as indie authors or small press authors, make sure our work looks as “professional” as that of the Big 5.

Before we get into the nitty-gritty of formatting for print, I want you to do something. Look at print books in your genre, preferably newer ones, and see how they are put together. Look at the order of front matter. What sort of flourishes are used to set off the chapter headings and section breaks. Does the first paragraph of each chapter begin with a special character or is it in some other way different from the other first lines in the section or chapter? Check more than one book and see if you can spot a trend. If you can, you need to seriously consider doing your best to imitate what is being done. NOTE: many times, those special characters used as flourishes at chapter titles and section breaks are specially licensed fonts. So make sure you have the rights to use anything similar.

Now, there’s one more thing you need to decide before we get to the actual formatting conversation. No, it’s not do you need to do a print book. The answer is yes. It isn’t because you are going to make money off of them. In fact, it is best if you look at the print version of your work as a loss leader. But what it does is make your author page and product pages look more “professional”. Readers will subconsciously take you more seriously as a writer if you have both print and digital versions of your work available. And, yes, I know I am not following my own advice right now. The reason is because I am updating my print versions and have taken a number of them off-sale until I do.

So, what is the question you need to ask yourself? It is what service to use for your POD (print-on-demand) needs. There are a number of different versions out there. Lulu, Lightning Source, Createspace, KDP are just some of the more familiar ones. They all have costs involved and some cost substantially more than others.

I’m not going to tell you which service to use. I will, however, tell you what I have used and why. Right now, all my print books are through Createspace. I chose them not only because they are easy to use but because they are cheap when it comes to buying author copies. They also allow you to order a physical copy of the proof and I’ve learned that’s important. What looks good as a PDF file can suddenly look very differently in print. So I want to hold a copy of the proof and be able to check every page before sending the book out into the wilds.

The downside to using either Createspace or KDP for your print needs is their association with Amazon. That means a number of bookstores won’t stock your book. Now, before you gasp and say how much you want your book on the shelves, it’s time for a heavy dose of reality. The chances of you getting into a bookstore are slim, very slim. First of all, most of our bookstores are still chain stores. That means they have their own purchasing agents and those agents are going to stock major publishers over the local indie author. Fewer and fewer chain stores have local buying power. As for the locally owned bookstores, if you have a really good relationship with the store owner or purchasing agent, you might be able to get your book in if you use Lightning Source but that is still a long shot. So you have to ask yourself if it is worth the price difference of setting up your book and getting it printed. Ask yourself if you sell more copies via online sales, sales from physical stores or from hand sales at cons. Then choose which printer, for lack of a better word, gives you the best product for the dollar.

CAVEAT: Do not use a printer that requires you to buy a certain amount of books in order to qualify for their program. That smacks of the old vanity presses that would “publish” you but you then had to buy scores of the book and sell them yourself. There are still authors with boxes and boxes of their books sitting in the garages because of that scam.

The next thing you have to consider is what program you are going to use to format your book for print. You can use Word, or alternatives like LibraOffice. You can use InDesign by Adobe. Then there’s Scrivener. If you are a Mac user, Vellum is also an alternative. There are others programs as well. Some let you write directly into the program. Others assume you will be working in a program like Office or Pages and will then import into the conversion program. Each have strengths and weaknesses.

So, here’s the thing. I could go on and write another 1000 words or so on formatting but this post is already over 900 words. In the comments below, tell me what programs you intend to use to format your work. Ask your questions about where you can go to have your book printed (Createspace, etc). In fact, ask any questions you have about formatting for print and next week I will answer them.

In the meantime, Nocturnal Rebellion is available for pre-order. Publication date is 8/15.

All she wanted was a simple murder case, one uncomplicated by shapeshifters or interfering IAB investigators. What she got instead was much, much more.

Now three cops are dead and Mac’s world will never be the same again. It is up to her to find the culprits and bring them to justice. But what justice? That of cops and attorneys and criminal courts or that of the shapeshifters where there would be no record and a quick execution of punishment, whatever that might be?

As she walks that fine line, Mac walks another tightrope as well. Shapeshifter politics are new to her and, as she has learned, more complicated than anything she ever encountered as a cop. One misstep can lead to not only her death but the deaths of those she cares for. Like it or not, she has no choice because she has learned there are other things just as inevitable as death and taxes. Sooner or later, the world will learn that shapeshifters aren’t just things of legend and bad Hollywood movies. If that happens before they are ready, Mac and those like her will learn the hard way what happens when humanity learns monsters are real and living next door.

Aug 1

82 Comments

Formatting revisited

Before I get started, I want to thank everyone for answering my questions last week. I’ll be pulling your responses together and posting the results in the next few weeks (assuming real life settles down. It has been “interesting” of late).

Recently, formatting has been a topic of discussion with some of my writer friends. I knew I’d written about it before but was surprised to realize it’s been more than 2 years. So I thought I’d revisit the topic. Much of what I wrote before still holds but, as with anything, there are a few tweaks to the articles I’d like to make.

I’ll start out by saying I’m lazy. When I start a new project, I set up the document so that I have to make minimal formatting changes when it comes to converting it for either print or digital formats. The only real change I have to make is in line spacing. When I write, I have line spacing set at 1.5 o 2 lines. When I convert to digital that gets changed to 1.15 line and print depends on several factors but it, too, is usually around 1.15. But more on that later.

I also write in Word. No, I’m not going to get into a debate about what word processor program is best. I use Word for several reasons. First, it is the one I’m most familiar with. Second, it’s review function is, in my opinion, the best one of the major word processing programs available. Third, old Word Perfect (which rocked) does not convert well into e-books. Yes, there are issues with Word but the advantages outweigh them. But that doesn’t mean you have to use it. My only caveat is that you need to do two things with regard to any program you use. First, you have to make sure you understand the licensing you are agreeing to. Some licenses do not allow you to use the program for commercial purposes. Others restrict where you can use that file for commercial purposes (Apple). You also have to know what sort of licensing you are getting when it comes to the fonts included with the program. So read the boilerplate, even if your eyes start to glaze over.

The second issue is you have to understand that each of these programs have junk code written into them. That code can cause problems when your files are being converted into e-books. There are ways around it, ways that don’t require going old school and hand-coding the html. More on that later.

I’m not going to completely recreate my original post on formatting your document at the writing level. You can find it here. When you are getting started, here are a couple of things to remember. Don’t ever, EVER use “tab” when you start a new paragraph. Set first line indent in your paragraph formatting box. Don’t use two spaces at the end of a sentence. (It is no longer taught in keyboarding classes, so it is an indication you are not “young”. Yes, it can matter.)

Now, another general comment. Most of the online outlets require a table of contents for e-books. Don’t panic. That doesn’t necessarily mean you have to manually create one. In fact, I haven’t included a ToC page in a work of fiction in the last five years. Instead, I use what’s called an “Active Table of Contents”. If you use the Headings options in your word processing program, the Active Table of Contents will be automatically generated. That will satisfy Amazon and the other major players. More importantly, it means you don’t have to worry about whether you have put the ToC in the proper place in your book. (Remember, Amazon has now forbidden placement of the ToC at the back of a book because less than ethical authors were doing so to work the system of page turns in Kindle Unlimited.)

Now, for the nitty gritty of formatting. This is all general information and can be tweaked to fit what you like the best. Remember, this is initially for writing the manuscript and for digital conversion.  (Note: I tend to increase the font size on Heading 1. I haven’t done so here because some sites like Smashwords have a font size limit and I can’t remember it off the top of my head.) One other thing to consider. You want your e-book or print book to look as “professional” or “traditional” as what readers are used to. That means you have to do your homework and discover what is standard for your genre. The information below is a starting point and can — and should — be tweaked to make it look the best for your genre and length.

Heading 1 (for section titles or chapter titles)

  • Font — Georgia
  • Size — 14 (you can go to 16 if you want but I wouldn’t recommend going any larger. Remember that a lot of folks read on their phones and a larger font will do odd things on their screen)
  • Special characteristics — Bold Italic
  • Alignment — Centered (Check to make sure first line indent has not be applied.)
  • Spacing — will correspond with what I use for the rest of the book.

Heading 2 (used only if I am using Heading 1 for anything other than chapter headings)

  • Font — Georgia
  • Size — 14
  • Special characteristics — Bold
  • Alignment — Centered (Check to make sure first line indent has not been applied.)
  • Spacing — will correspond with what I use for the rest of the book.

Normal (used for the body of the text)

  • Font — Georgia (This is my personal preference, but you can use Times New Roman, Garamond or others. My recommendation is to check to see what other books in your genre use.)
  • Size — 12
  • Special characteristics — None
  • Alignment — left
    • First line indent of 0.3 to 0.33
  • Spacing — 1.15

Here are a couple of things to remember:

  • No tabs.
  • No spacing before or after paragraphs.
  • When you have section breaks within a paragraph, use something to denote the break. I use *   *   * to do so. It is centered and, using the paragraph options dialog box, I remove the first line indent. You can use other indicators but, if you use special characters, make sure you have the license to do so.
  • Also in the paragraph dialog box, be sure you turn off the widows and orphan option.
  • Have a “page break” at the end of each chapter. This will make your reader have to “turn the page” to begin the next chapter, thereby making your e-book more like a “real” book. To insert a page break, you can either go to “Insert” at the top of your page and then click on page break or your can simply hit CTRL and Enter at the same time.
  • When showing internal thoughts, most authors use italics. That is what the reader is used to, at least here in the States.
  • I keep my margins and paper size — at this point — at 1 inch all the way around and at 8 1/2 by 11.

Something else I have been doing for some time now is not indenting the first paragraph of each new chapter. That first line is left justified. I then capitalize and italicize the first word to three words. I don’t tend to do more than that because of the varied font sized readers can select on their own. The last thing I want is to cap a long phrase or the entire line and then have it looking weird to my reader because they have increased the font size and the flow of what looked find on my screen now takes up several lines.

They key is that our e-books needs to look as professional and “traditional” as anything our readers might buy. The second key we have to keep in mind is that not everyone reads our e-books on their phones or tablets. Some read on dedicated e-book readers. Despite what some of the so-called studies say, dedicated e-book readers are still popular and will continue to be as the population ages. Why? Because an e-ink screen is better for the eye. There is less reflection off the screen than there is from a tablet screen or even the printed page.

But that means we have to keep in mind that some of the fancy font work we can do for print or for files read on a tablet can’t be done for an e-ink reader. So, if you want that fancy first letter in a chapter, you need to consider doing it as an image instead of font. Why? Because it won’t translate properly to e-ink and your reader can be left with something that looks not only odd but might not even appear. Of course, the downside to using an image is that Amazon charges a transmission fee and the more images you have in a file, the larger the file size and the more that transmission fee will be. So, you find other ways to make the first line to “special”. That’s why I cap and italicize the first few words. I can get fancier with the print version.

If you do all this while writing, you have set yourself up for a very easy road to conversion for your e-book. Better yet, you have very little you will have to change for your print version. Most of those changes will be global search and replace, a few minutes at best.

I know I haven’t gotten into the nitty gritty of the conversion process yet. I’ll save that for next week. In the meantime, if you want to jump ahead, here’s a link to the earlier post about it. Yes, things have changed. But it is a good place to start. Otherwise, I’ll be back next week with an updated version.

Until then, ask any questions you might have, either about today’s post or about what you’d like me to cover next week.

Later!

May 31

22 Comments

Formatting for Print

A couple of weeks ago, I started a series on formatting. You can find the posts here and here. I promised to come back and do a post on how to format your interior file for print versions as well. That’s what today’s post is going to be about. As we start out, I’m going to make a couple of assumptions. The first is that you are working in Word or one of the equivalent programs. Yes, InDesign is a much better program and gives you much better control on kernaling and the like, but it is 1) expensive and 2) had a learning curve many find daunting. So, let’s get started.

The first question, even before you start your formatting, that you have to ask is where you are going to turn for printing and distributing your book. There are all sorts of options out there. To me, the two best — and for different reasons — are Createspace and Ingram Spark. The latter can get you into bookstores but the downside is you have to pay to use them and you aren’t guaranteed shelf space in those stores. The second can be completely free or it can cost you a whopping $10 if you buy an ISBN from them. The downside is that Amazon owns Createspace and that means getting into bookstores is going to be much more difficult.

All that considered, you have one more question to answer. Do you really want to spend the time, effort and money (yes, money. Even if you don’t pay someone to go out and try to sell your books to those bookstores, you will have to do it and every hour away from your keyboard is money out of your pocket.) trying to get into those stores? In other words, will the return on investment be worth the money spent to use Ingram Spark?

For me, since the vast majority of my sales come from e-books, I am more than happy using Createspace. It keeps my initial financial outlay down to a minimum, puts the print books in Books in Print, in the Amazon stores and lets me order copies at a discounted price when I need them for events, cons, etc.

So that is my second assumption for this post. Everything I am about to tell you is based on Createspace. If you decide to use Ingram Spark or one of the other services, you will need to check their formatting requirements.

So, how do you format your book for print?

The first thing you do is decide what size you want your book to be. Remember that the more pages you have, the more it will cost to produce and the higher your price will have to be in order to make money. I choose standard trade paperback size of 9 x 6. Now the fun begins.

Take the final version of your book and save it as a new file. Because I have been known to get confused on an occasion or two, I tend to save the files as NameofNovelPrintVersion. Once I’ve done that, I selection all (if you are using a PC, that ctrl A) and then go into layout and change the page size. Save it again. In fact, you should save often — and back up to other media.

Once you have changed your page size, check your front matter. Compare it to other print books in your genre. You want your books to have the same basic layout as those of traditional publishers. Here is how I set up my last several books:

  • Title Page (title only)
  • Also by (list other works)
  • Second title page (title, series, author, publisher, logo, etc.)
  • Copyright page

You can play with fonts and font size on your title pages. The key is to make it look as much like a traditionally published book as possible. In other words, imitate what you see. Also, remember that the font size limitations you had in your e-book go out the window when you move to the print side of things. For example, I have nothing with a font size of more than 16 in an e-book. For a three line title page (title of the book only), I used Minion Pro SmBld with font size of 36. Line spacing before was set to 100 and line spacing was set at multiple (1.15).

Now, before we go any further, each of the above pages had a page break after the last line of text. That means the “Also by” by was on the back of the initial title page and the copyright page on the back of the second title page. The exception is the copyright page. That page has a section break (odd page) instead of a page break after the last line of text. What this does is insert a blank page where needed so your next bit, your dedication, appears on the right hand page of your novel. To insert the section break (odd page), click your layout tab. Then click on “breaks” and scroll down until you see “section breaks” and “odd page”. Click on odd page. You won’t see the additional page in your word document but it will show up when you save your file to pdf.

 

So now you have a new “section” and this is for your Dedication. Replace the “page break” from your e-book with “new section, odd page” after the last line of your dedication.

In my books, I make a change here from my e-books. Because e-books use your style headings to build the active table of contents, I don’t use Heading 1 (or any other) on “Dedication” in the digital version. However, with the print version, I want “Dedication” to match my chapter headings, so I highlight the word and then apply Heading 1.

And this is where we start changing the formatting from the digital version of the book.

My Heading 1 is set up as follows (for science fiction):

  • Font:
    • Minion Pro SmBld
    • size 20
    • all caps
  • Paragraph:
    • centered
    • spacing before: 100
    • spacing after 50
    • line spacing: multiple 1.15

This drops the heading down the page and gives spacing between the chapter heading and the first paragraph. Once you make this change to your heading settings, it should apply to all your headings in the document. In Word, you can make this change pretty easily by simply right clicking on the heading, choosing “modify” and then enter what you want.

Your next section will be Chapter 1. Your chapter title/number is Heading 1. If you had added spacing after in your paragraph dialog box for the Heading, you do not need to have more than one line return between the chapter title/number and the first line of your first paragraph.

And this is the next place you can play with your formatting and make it different from your e-book. Again, I suggest you look at books in your genre by traditional publishers and see what they do. You don’t usually see Drop caps in science fiction or fancy fonts, but you might in some fantasy or romance novels. For my SF novels, I small cap the entire first line. Now, when doing this, I sometimes have to play with the spacing in order to make it look right. You can do this in word by highlighting the word or words you need to adjust. Click on the font dialog box and then click on the advanced tab. When that opens, you have the option of changing your spacing and scale. Play with it and see what works best.I usually leave “scale” alone and work only with spacing. (Note: you will need to check this again later, after you have set your margins and gutters. I’m not having you set these yet because your page count is going to change based on how many sections you have and how many blank pages have been included.)

My paragraph settings, which are “Normal” on my style ribbon, are as follows:

  • Justified
  • First line indent 0.3
  • 0 spacing before and after a paragraph
  • line spacing of 1.15 (multiple)

My font is set at Georgia, 11 font size.

For section breaks, you can do pretty much whatever you want. Just remember, if you use an image, you need to embed it in your document and each time you use it, it increases the size of the file and, if you are in the 70% royalty program on Amazon, it will increase the transmission cost per download. Instead of an image, you can use symbols that are part of your font package. Once more, see what the trads in your genre are doing.

Add a section break at the end of the chapter (making sure you removed the page break, if it was already there). Rinse and repeat until you are done with the book.

Now that you have the body of your book formatted, select all and go into your paragraph dialog box. Click on the line and page break tab and make sure you have unclicked widow and orphan control. This is so every page, except for partial pages, end on the same line. Now save your as a PDF. Yes, yes, I know. I haven’t talked about headers and footers. We will in a a moment. Just bear with me. Once you have the PDF file, see how many pages it is. Make a note of the number. Now, go back to your working print file. It is time to set up your margins and gutter.

Createspace at least helps you here.

If your books is 24 – 150 pages:

  • inside margin of 0.375
  • outside margin of 0.25

If your book is 151 -300 pages:

  • inside margin of .5
  • outside margin of 0.25

If your book is 301 – 500 pages:

  • inside margin of 0.625
  • outside margin of 0.25

If your book is 501 – 700 pages:

  • inside margin of 0.75
  • outside margin of 0.25

If your book is 701 – 828 pages

  • inside margin of 0.875
  • outside margin of 0.25

Open your page dialog box. Your first tab should be margins. Choose the appropriate margins from above and fill them in. Choose your orientation (portrait). Where it says “pages”, choose mirror margins. Now click on the “paper” tab. Make sure your page size is appropriately entered. Now click the “layout” tab. Make sure it says a new section starts on the odd page. Under headers and footers, make sure both “different odd and even” and “different first page” are clicked. Press okay and then save your document.

Now, finally, it is time to do your headers and footers and this is where you will see why we switched to section breaks instead of page breaks between chapters. If you look at a traditionally published book, you will see that most do not have headers or footers on the first page of each new chapter. Also look at how they do their headers. Are the author names set out in the same manner as the book title? Some will be and others will not. Some will italicize the author name and cap only the first letter of each word of the author’s name. Now, how do they do the title? Capped? Small caps? Choose which you like best and now we will get to work.

Go to your first chapter. Click insert header. If you are working in one of the later versions of Word, this should take you to the “design” tab. Make sure “different first page”, “different odd & even” and “show document text” are clicked. Now look for “link to previous” and make sure that is not clicked. You do not want headers or footers on your front matter. Once you have that done, scroll to the second page of the chapter. Type in the author name. I have it centered in my manuscript but you can align it however you want. My only reminder is to do what is common in traditional publishing in your genre. Once you have it typed in, highlight it. Make sure it isn’t indented. If so, open the paragraph dialog box and removed first line indent. Also, consider changing the font size slightly to offset your header text from your main text. I drop my font size down to 10 for my headers.

Once you have done that for the author name, scroll down to the third page of the chapter. Type in the title of the book. Repeat the check for indents and font size. Now scroll to the beginning of the document and make sure you haven’t accidentally wound up putting headers in the front matter. If it looks all right, save your document.

Page numbers are next. These can go up in the header or down in the footer. I put them in the footer because that is easier to do. So, go to “insert” select page number, and basically repeat what you did for your headers. Once you have them aligned how you want, make sure there is no first line indent. Match your font size with your header font size. You have one more step. If your page number doesn’t say “2” on the second page of the chapter, click on “page number” and then “format page numbers”. The dialog box that opens up lets you choose what number to start with. Choose 1 — it won’t show since first page is different — and save. Make sure it works. If not, choose 2.

You’re almost done. Skip ahead to your next chapter. If your headers and footers aren’t there, don’t panic. Double click in the header section of your page and that will open up the design ribbon. Now you can click link to previous section. That should import all your settings from the first chapter. If you have done it right, you will have no header or footer on the first page of the chapter but those should be in place after that page, complete with correct page numbers. Check the rest of your document and save.

Now it is time to save as a PDF again. This time, when you save, you want to go back and check your formatting as it imported in. Pay close attention to how your first line of each chapter looks — did your special formatting carry over as you thought it would or do you need to go back and play with it? Does each page look right or do you need to tweak the formatting some. One problem that can happen on occasions is weird full justification of a short sentence. This happens when you accidentally put in a soft return (ie, you accidentally hit “enter” while holding “shift”). All you have to do is go to the end of that paragraph in your Word doc and erase the soft return and then hit “enter”.

Tweak as needed, until you are satisfied with how the document looks.

One more thing. You don’t need all the end matter in a print book that you have in an e-book. You have already listed your other work at the beginning of the novel. So there is no need to list it all again. You can add a “Note from the Author” or “About the Author” if you want, but you don’t have to. I do, simply because I don’t like the book ending with the last page of the novel and there being no chance to thank the reader. Again, and I know I sound like a broken record, check what the trads in your genre are doing.

In other words, copy, copy, copy but make yours look better than the trads.

Save our your final version in both DOC and PDF. You will upload the PDF version to Createspace — or whoever you chose to do your POD versions. Now you wait for them to tell you whether you passed review or not. When you have, download the PDF file they have compiled. Make sure nothing happened to your formatting and your book still looks the way you want it to. If you haven’t been doing this for awhile and aren’t comfortable with it — and even if you are — go ahead and order a hard copy proof of your book as well. See if you like how it looks in print. If not, change it.

In other words, don’t rely on the downloaded proof. I had a book where the downloaded proof looked great but when the printed version got here, my 250 page book was something like 125 pages. The font had screwed up somehow and you needed a magnifying glass to read it. Fortunately, I caught it before it was released into the wild. Believe me, it is better to spend $5 or so plus shipping to avoid that sort of headache.

I know this is a super-long post but there is no easy and quick way to handle this. Now I’m off for coffee and food.

 

 

 

 

 

 

 

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