eBook Formatting Guide: Step-by-Step for Beginners & Self-Publishers

If you are preparing to launch your manuscript into the digital marketplace, professional ebook manuscript formatting is non-negotiable. A well-structured eBook isn’t just about aesthetics—it directly influences reader engagement, credibility, and platform compatibility. Poor formatting can lead to negative reviews, high return rates, and reduced discoverability, regardless of how strong your content is

For independent publishers, content agencies, or digital-first businesses, investing in the right eBook formatting guide is critical This resource outlines a structured, step-by-step approach tailored for beginners—equipped with recommended tools, formatting tables, technical best practices, and real-world examples to ensure your digital publication meets the highest industry standards across all major devices.

What is eBook Formatting and Why does it Matters?

eBook formatting is the process of preparing your manuscript so that it renders well across all digital devices — from smartphones to Kindles. It's more than layout; it’s about adaptability, functionality, and visual appeal.

Key Formatting Features	Importance
Reflowable Text	Ensures the text adjusts to different screen sizes
Font and Layout Control	Lets users change font sizes, spacing, and margins
Navigable TOC	Allows smooth jumping between chapters
Proper Rendering of Media	Ensures images, links, footnotes, and tables appear correctly
Error-Free Metadata & Styles	Enables proper indexing and improves search visibility on platforms

Reflowable Format Versus Fixed Layout Format

Aspect	Reflowable Format	Fixed Layout Format
Content Flow	Text and images adjust dynamically to screen size	Content layout remains static and does not adjust
Device Compatibility	Optimized for all screen sizes (phones, tablets, e-readers)	Best viewed on larger screens; not ideal for small devices
User Experience	Allows font resizing, reflow of text, and better readability	Limited interactivity; text may not scale well
Best For	Novels, essays, articles, and text-heavy books	Comics, children’s books, textbooks, or design-heavy content
File Size	Generally smaller, efficient for simple layouts	Larger file size due to embedded fonts, images, and positioning

eBook Formatting Requirements: What You Need Before You Start

Before you even choose tools, organize your content properly:

Element	Description
Final Manuscript	Fully edited and proofread text
Chapter Titles	Marked with consistent styles (e.g., Heading 1)
Front Matter	Title Page, Copyright, ISBN, Dedication, Acknowledgments
Back Matter	About the Author, CTAs, Links to Other Works
Image Assets Alt-Text for Images	Optimized images(JPEG/PNG,72 dpi, max 1000px wide) Descriptive text for accessibility

Choosing the Right Software Tools for eBook Formatting

Choosing a tool depends on your comfort level, platform requirements, and desired file format. Here’s a breakdown of the most popular options:

1. Kindle Create

   Best for: Authors publishing exclusively on Amazon KDP

   Features:

   • Converts DOC/DOCX to .KPF (Kindle Package Format)
   • Automatically detects chapters and formatting
   • Supports image insertion and tables
   • Offers print book formatting with bleed, trim, and page margin settings
   • Live preview of eBook layout on Kindle devices

   Pros

   • Amazon-Optimized Output: Tailored specifically for Kindle devices and apps.
   • Automatic Chapter Detection: Saves time by recognizing heading styles from Word files.
   • Simple UI: User-friendly and intuitive for beginners.
   • Integrated Previews: Lets you test your layout for different screen sizes.
   • Supports Multimedia: Embeds images, headings, and visual breaks easily.
   • Print + eBook Formatting: Suitable for both digital and print versions through KDP.
   • Free Tool: No subscription or one-time payment required.

   Cons

   • Locked to Amazon: Only exports .KPF, which isn’t accepted by other retailers.
   • Limited Design Flexibility: Can’t fully control layout or use CSS/HTML.
   • Basic Typography: Limited fonts and style customizations.
   • No EPUB or MOBI Output: You need an additional tool to publish outside Amazon.
   • No Collaborative Features: Not suited for co-authoring or team editing.

   Use Cases:

   • Authors targeting Kindle-only publication.
   • Writers looking for a simple tool without design complexities.
   • Publishers testing Amazon print and digital book layout.

2. Calibre

   Calibre is best for eBook format conversion, metadata editing, and library management

   Features:

   • Converts between EPUB, MOBI, AZW3, PDF, DOCX, HTMLZ, and more
   • Metadata and cover editor
   • Bulk conversion and import/export options
   • Built-in reader and preview
   • Plugin support for enhanced capabilities

   Pros

   • Multi-Format Conversion: Easily handles EPUB ⇄ MOBI ⇄ PDF ⇄ AZW3 etc.
   • Metadata Management: Modify title, author, cover image, series info with ease.
   • Batch Processing: Convert, edit, or update dozens of books simultaneously.
   • Open Source & Free: Completely free with frequent updates and community support.
   • Cross-Platform: Available on Windows, Mac, and Linux.
   • eBook Library Organizer: Sort and catalog thousands of files efficiently.
   • Device Syncing: Send eBooks directly to Kindle or other devices via USB or email.
   • Supports Plugins: Extend functionality (DRM removal, custom formatting, etc.)

   Cons

   • Outdated Interface: UI feels clunky, especially for non-tech-savvy users.
   • No Visual Editor: Not ideal for designing eBooks—can’t fine-tune visual layout.
   • Limited Formatting Capabilities: Mainly for conversion, not for formatting from scratch.
   • Requires External Tools: You’ll need another program for actual layout design.
   • Complex Settings: Options and menus may be overwhelming for beginners.

   Use Cases:

   • Converting between multiple file types for wide distribution.
   • Updating metadata or cover images for eBook libraries.
   • Authors wanting to clean or fix formatting after export from Word or another tool.
   • Organizing and syncing personal or professional eBook libraries.

3. Sigil

   Sigil is best for developers and power users creating EPUBs with full layout control

   Features:

   • EPUB 2 and EPUB 3 support
   • Dual view: WYSIWYG editor + code (HTML/CSS)
   • Metadata editor and Table of Contents generator
   • Regex-based Find & Replace
   • Built-in spell check and EPUB validation
   • Plugin support

   Pros

   • Code-Level Access: Modify or write HTML/CSS for pixel-perfect layout control.
   • WYSIWYG + Code View: Seamlessly switch between visual and code-based editing.
   • Supports Semantic Structure: Ideal for accessible and standards-compliant books.
   • EPUB Validation: Check against industry standards for platform compatibility.
   • TOC Generation: Automatically creates internal and external tables of contents.
   • Plugin Friendly: Use plugins for enhanced EPUB3 support, linking, etc.
   • Free and Open Source: No cost, and backed by an active development community.
   • Error Debugging: Pinpoints syntax and structural issues in EPUB files.

   Cons

   • Steep Learning Curve: Requires knowledge of XHTML/CSS for full use.
   • EPUB Only: No native export to MOBI, PDF, or KPF—conversion needed.
   • Outdated UI Design: Less modern or sleek compared to Atticus or Vellum.
   • No Collaboration Tools: Not built for multi-user projects.
   • Manual Workload: No automation for visual themes or templates.

   Use Cases

   • Developers or tech-savvy authors needing fine-grained design control.
   • EPUB formatting for Apple Books, Kobo, and Google Play Books.
   • Publishers optimizing accessibility and structure using semantic HTML.
   • Post-formatting touch-ups after using tools like Atticus or Scrivener.

4. Atticus

   Atticus is best for all-in-one writing + formatting + exporting on any OS

   Features:

   • Cloud-based writing and formatting environment
   • Pre-made style themes for eBook and print
   • Export to EPUB, PDF (print-ready)
   • Word count tracking, goal setting, and chapter management
   • Device-responsive preview

   Pros

   • All-in-One Tool: Combines writing, formatting, and publishing prep in one interface.
   • Cross-Platform (Cloud-Based): Works on any OS (Windows, Mac, Linux, Chromebook).
   • Modern UI/UX: Sleek, responsive design suited for professional use.
   • Print-Ready PDFs: Built-in export settings for paperbacks and print layouts.
   • Templates: Apply beautiful, consistent design across your entire book with a few clicks.
   • Chapter Management: Easy to reorder, rename, or structure book sections.
   • Live Preview: See how your eBook or print book will appear on different devices.
   • One-Time Fee: No subscription—pay once and own it forever.
   • Secure Cloud Storage: Access your work from anywhere.

   Cons

   • Paid Tool: Costs ~$147 (one-time), which may be steep for hobbyists.
   • Internet Dependence: Requires an internet connection to access full features.
   • Fewer Advanced Formatting Tools than Sigil: Less control for custom HTML/CSS.
   • Still Evolving: As a newer product, it may lack certain refinements or niche features.

   Use Cases:

   • Authors looking for an all-in-one writing + formatting solution.
   • Indie publishers targeting multiple platforms with EPUB + PDF output.
   • Writers working on fiction, nonfiction, or print + eBook combos.
   • Ideal for those who want professional output without coding.

5. Scrivener

   Scrivener is best for long-form writers managing complex book structures and research.

   Features:

   • Binder system for managing scenes, chapters, notes
   • Corkboard and outliner for planning
   • Compile feature to export to EPUB, MOBI, DOCX, PDF
   • Focus mode, typewriter mode, research folder
   • Character and setting templates

   Pros

   • Excellent for Organization: Manage large documents, ideas, and drafts easily
   • Multi-Format Export: Compile into EPUB, MOBI, PDF, DOCX, and more.
   • Integrated Research Tools: Store images, links, PDFs, and notes directly inside the project.
   • Scene-Based Writing: Ideal for writers who work non-linearly.
   • Custom Compile Settings: Control styles, chapter breaks, headers, and metadata.
   • Writing-Focused Environment: Distraction-free modes help with deep work.
   • Cross-Device Sync (via Dropbox): Work on iOS or desktop devices.
   • One-Time Fee: No subscription, just a single purchase.

   Cons

   • Learning Curve: Steeper than Word or Google Docs; interface requires familiarization.
   • Formatting is Basic: Not a visual design tool—complex layout is hard to achieve.
   • No Real-Time Collaboration: Not built for teams or co-authors.
   • MOBI Support Removed in Later Versions: Requires Calibre for MOBI conversion.
   • Desktop-Centric: Cloud sync isn't native—requires manual Dropbox setup.

   Use Cases:

   • Fiction and nonfiction authors with multiple scenes, timelines, or POVs.
   • Academic or technical writers needing extensive research material management.
   • Writers who prioritize drafting and structuring before final formatting.
   • Authors who want a powerful writing platform with basic export functionality.

6. Vellum

   Vellum is best for Mac users creating beautiful, professional-quality eBooks and print books

   Features:

   • Pre-designed layout themes
   • Export to EPUB and print-ready PDF
   • Live preview for Kindle, Apple Books, Nook, Kobo
   • Built-in hyphenation, drop caps, page breaks
   • Title page, copyright, and dedication templates

   Pros

   • Stunning Visual Output: Professional-grade typography, spacing, and layouts.
   • Real-Time Preview: See exact output for multiple devices and stores.
   • Easy to Use: Drag-and-drop interface with minimal technical skills required.
   • Dual Export: Creates both eBook and print editions seamlessly.
   • Auto Styling: Automatically applies clean styles across sections.
   • Supports Multiple Platforms: EPUBs are compatible with all major retailers.
   • Perfect for Series Formatting: Reuse styles easily across a series of books.
   • Batch Export: Format multiple books in one go.

   Cons

   • Mac-Only: Not available for Windows or Linux users.
   • Expensive Licensing: $199 for eBook-only, $249 for eBook + print.
   • Limited Customization: Style templates are fixed—no advanced HTML/CSS editing.
   • No Writing Features: Only for formatting—not a writing environment.
   • One-Time Export Limitations (if unpaid): Free version doesn’t allow export.

   Use Cases:

   • Indie authors and publishers needing high-quality visual output.
   • Mac users who want effortless, stylish formatting.
   • Writers publishing on multiple retailers with minimal design hassle.
   • Best for novels, memoirs, and genre fiction with clean design needs.

Each tool has unique strengths. Test a few to find what works best for your specific project.

eBook Structure: How to Format the Inside of Your eBook?

Your eBook’s internal structure needs to support both readability and navigation:

Name	Key Features
Title Page	Should include the book title, subtitle (if any), and author’s name.
Copyright Page	Add copyright information, edition details, publication date, and ISBN.
Dedication/Acknowledgments (optional)	Placed after the copyright.
Table of Contents (TOC)	Make it clickable. Auto-generate using headings/styles (most formatting tools support this).
Chapters	Use Heading 1 for chapter titles. Insert page breaks after each chapter.
Back Matter	Call to Action About the Author Other books or previews

Always include page breaks between major sections. For fiction, avoid complex sub-sections. For non-fiction, use Headings 2 and 3 for sub-topics.

Formatting Text, Fonts, and Paragraphs for eBooks

Proper text formatting enhances readability:

• Font Style: Stick to standard fonts like Georgia, Times New Roman, or Arial. Avoid decorative or custom fonts.
• Font Size: Use 12pt–14pt for body text. Font size should be reflowable, allowing the reader to adjust as needed.
• Paragraphs:
  • Use single-line spacing with 1.2–1.5 line height.
  • Indent the first line of each paragraph (avoid using tabs or spaces).
  • Align text as justified for a cleaner look.

Use paragraph styles instead of manual formatting — it ensures consistency across the entire manuscript.

How to Add Images to an eBook?

Adding images improves the reading experience, but it needs to be done right:

1. Formats Supported: Use PNG or JPEG for best results.
2. Resolution: 72 dpi is ideal for e-readers. For detailed images, use 300 dpi but compress the file size.
3. Size: Images should be a maximum of 1000 pixels wide. Oversized images can cause slow loading or layout issues.
4. Positioning: Insert inline with the text. Avoid floating images or text wrapping.
5. Accessibility: Add alt-text for each image to ensure accessibility for screen readers.

Check how your images render on both light and dark backgrounds to ensure visual clarity.

eBook File Formats: EPUB, MOBI, PDF Explained

Understanding formats helps you meet platform standards:

Format	Best For	Pros	Cons
EPUB	General self-publishing platforms	Reflowable, accepted by most e-readers	Not supported natively on Kindle (needs conversion)
MOBI	Older Kindle devices	Lightweight, fast loading	Deprecated by Amazon in favor of EPUB/KPF
KPF	Kindle Create format	Advanced formatting, Kindle-native features	Exclusive to Amazon
PDF	Print-ready or graphic-heavy ebooks	Fixed layout, design fidelity	Poor adaptability on mobile screens

Choose your ebook file format based on where and how you plan to distribute your book.

Useful Article: EPUB vs. MOBI vs. PDF

Testing & Validating Your eBook Before Publishing

Before hitting publish, your eBook needs testing:

1. Kindle Previewer: Lets you see how the eBook looks on different Kindle devices.
2. Apple Books Previewer: Test EPUB files on Apple devices.
3. Calibre’s Viewer: Great for EPUB previews.
4. EPUBCheck: Free validation tool to catch errors in EPUB files.
5. Manual Device Testing: Load the book onto a real Kindle, iPad, or Android tablet and go through each chapter.

Look for:

• Formatting consistency
• TOC functionality
• Proper image rendering
• No blank pages or broken links

eBook Formatting Tips for Major Self-Publishing Platforms

Each platform has specific formatting quirks:

1. Kindle Direct Publishing formatting: Use Kindle Create or upload a clean EPUB file. Avoid complex layouts, drop caps, and embedded fonts unless necessary.
2. Apple Books formatting tips: Export from Pages or Vellum in EPUB format. Embed fonts carefully and use TOC.
3. Smashwords formatting guide: Requires minimal formatting. Use Word DOC files, and follow their style guide to the letter.
4. Draft2Digital eBook formatting: Offers free formatting and conversion. Automatically generates TOC, metadata, and custom page templates.

Read each platform’s formatting manual. Following guidelines avoids rejections and maximizes compatibility.

DIY vs Hiring a Professional eBook Formatter

This is where budget meets expertise:

• Should you hire an eBook formatter? If you want a polished, error-free, and store-ready file — yes. Formatting services are worth it if you’re short on time or unsure about tech.
• DIY vs outsource eBook formatting services:
  • DIY: Free or low-cost, allows learning the process, good for simple books.
  • Outsourcing: Saves time, eliminates errors, ensures compliance with distribution platforms.

If your book contains complex elements like tables, graphics, or multiple layouts, choose professionals who can handle eBook formatting services.

Real-World Example: Formatting a Fiction Book

Step	Example
Title Page	The Last Ember by Sarah Wilde
Copyright Page	© 2025 Sarah Wilde, ISBN: 978-1-234567-890
TOC	Auto-generated via Heading 1 for chapter titles
Chapters	Chapter 1: The Fire Within... (followed by content)
Back Matter	About the Author, Read More Books by Sarah Wilde

Conclusion

Formatting is one of the most important parts of the publishing process. This eBook formatting guide has walked you through all the essential steps — from setting up your manuscript and choosing tools, to selecting the right file format and publishing platform.

Whether you choose to format your book yourself or hire a pro, the goal remains the same: a seamless reading experience that presents your content professionally. Now that you are equipped with technical knowledge and practical tools, you are one step closer to publishing a standout eBook that your audience will love.

Frequently Asked Questions