How to Format a Book in Word: A Complete Guide

Self-publishing is an exciting journey—you’re in full control, bringing your story directly to readers. But let’s be honest: formatting your book can feel overwhelming. The good news? You don’t need fancy software or a professional designer to make your manuscript look polished and professional. If you’ve got Microsoft Word (which you probably already do), you’ve got everything you need.

This guide will walk you through the exact steps to format your book, whether you’re publishing an eBook for Kindle or a paperback for ExWhyZed. From page layouts to font styles, I’ll show you how to make your manuscript look clean and professional—without the frustration. By the end, you’ll be ready to hit “publish” with confidence, knowing your book meets industry standards and is ready to shine. Let’s dive in!

Set Up Your Word Document for Professional Formatting: How to Format Word for a Book?

Before we discuss the nuances of book formatting, it’s crucial to set up your Word document correctly. A properly formatted document ensures that Times New Roman looks more appealing and that the work is formatted systematically.

1. Choosing the Right Page and Trim Size

The first step in setting up your manuscript is deciding on the appropriate page size for the whole document, also known as the trim size. Your book’s genre and audience will largely determine your choice and the printing method you plan to use.

For instance, most novels and memoirs use a standard US trim size of 6" x 9" (15.24 cm x 22.86 cm), whereas manuals and workbooks are usually larger, ranging from 7" x 10" (17.78 cm x 25.4 cm) to 8.5" x 11" (21.59 cm x 27.94 cm).

Below is a text table showing some standard trim sizes:

Once you've picked the desired trim size, navigate to the Layout tab in Word, select ‘Size,’ and click on 'More Paper Sizes' to enter your chosen dimensions. This effectively kickstarts the Page Setup process.

Choosing the right trim size is just the beginning—selecting the perfect paper type further enhances your book’s quality and reader experience. ExWhyZed offers a range of paper options, from silk to uncoated, ensuring your printed book not only looks great but also feels premium in hand.

2. Calculating Margins and Gutters

The next step is to adjust the margins and gutters, crucial components that can drastically influence your book's readability and professional look. The inside margin, known as the gutter, refers to the extra space left on the sides of the pages where the binding will be conducted. Margins are critical for ensuring none of your text is 'lost' near the binding or cut off at the edges.

To adjust the settings in Word, go to the Layout tab > Margins > Custom Margins. Remember that the First Page of each chapter will often have different margins, so ensure that the Margin Size matches our desired dimensions as guided by ExWhyZed's coaches for better navigation.

How to Format Text and Paragraphs to Make Your Book Shine?

Once your pages are correctly sized and laid out, it’s time to turn our attention to the main content – the words on the page. Font size, line spacing, paragraph indentation, and chapter headings all play critical roles in making your book readable and enjoyable.

Selecting Font

Your font choice isn’t just about style; it’s about setting the tone for your entire book. A well-chosen font can make your text easier to read and reflect the mood you want to convey to your readers. For a timeless, professional feel, classic fonts like Times New Roman or Garamond are great options, while modern fonts like Arial or Helvetica offer a cleaner, minimalist aesthetic. The key is to choose a font that complements your book’s genre and voice.

When it comes to size, most books use a font size between 10pt and 12pt, but this can vary based on your specific layout and genre. For instance, larger fonts may work better for children's books, while novels often lean toward a more standard size. Beyond readability, consider how your typography will appear in print—since minor adjustments in size and spacing can impact the final layout after trimming. ExWhyZed’s print specialists can guide you in refining these details to ensure a polished, professional result.

To apply your chosen font throughout your entire manuscript, press Ctrl + A to select all text, then head to the Home tab. From there, select your font in the 'Font' group (consider using the Garamond font for a clean, professional look). For a clean, professional look, use the same font in the font group for both body text and chapter headings, adjusting the size or using bold and italics to create a clear distinction.

Mastering Line Spacing for Maximum Readability

Next, let’s talk about line spacing—an often overlooked but essential element in formatting. Proper line spacing is critical for readability, as it keeps your text from feeling cramped or scattered. Too tight, and your reader may struggle to follow along; too loose, and your pages might look disjointed.

To adjust your line spacing in Word, go to the Home tab, then navigate to Paragraph > Line Spacing. For most manuscripts, the ideal setting is 1.5 lines or Double spacing, depending on your font size and page layout. This gives your text room to breathe without wasting space.

If you want to make more precise adjustments, select Line Spacing Options from the dropdown. Here, you can fine-tune the exact measurements for spacing and indentation, ensuring everything is perfectly aligned with your manuscript’s flow and design.

3. Setting Paragraph Indentations is crucial

Correctly setting your paragraph indents will give your manuscript a professional appearance. In print books, the first line of every paragraph, except the ones that follow a heading or start a new section or chapter, is usually indented.

To change these settings in Word, go to the Home tab > Paragraph > Indentation > Special > First Line. Here, input your preferred indentation measurement, typically around 0.2” (about 0.5 cm). For the first paragraph that follows a chapter title or major break, remember to reset the indent to "None" and ensure the Outline Level is correctly configured.

This way, every subsequent paragraph will automatically be formatted with the first-line indent, saving you from having to hit 'Tab' or spacebar at the start of each new paragraph.

4. Styling Chapter Headings

Chapter headings matter not just for practical reasons — enabling readers to know where they are in your book — but also for aesthetics. They contribute to the overall look and feel of your work.

In Word, begin by placing your cursor on a chapter title and clicking on the Styles tab. From the opening window, select the Heading 1 style to indicate a new chapter. This action formats your chapter titles separately from the rest of the text and your content.

Repeat this process for all the chapter headings in your book. To make your headings stand out, try adjusting the font size, style, or color. With all the changes made, click View tab > Navigation Pane to see an overview of your formatted chapter titles.

Mastering these formatting rules will help you present a professional-looking manuscript ready for publication. Moreover, irrespective of whether you're self-publishing or submitting it to an editor, ExWhyZed has got you covered with its vast array of publishing solutions for new-age authors.

What Important Pages Should You Add When Formatting a Book in Word?

Beyond the core text, there are a few extra pages that help complete and enrich your book. The title page, copyright page, and table of contents each serve unique purposes and add to the reader's journey. Let’s walk through each one of these and understand how to create them in Word.

1. Creating a Title Page

The title page is often the first impression of your book, making its design crucial. This page typically includes the title of the book, your name, and sometimes a publisher's name, if applicable.

Creating a title page is straightforward in Word. Start by adding a Blank Page at the top of your document. Then, type the book title and your name, centering the text vertically and horizontally at the top of the page. Feel free to experiment with the font type, size or color to give your title page a unique character.

Remember to keep it clean and professional. Too much text or graphic design could make your title page look cluttered.

2. Building a Copyright Page

The copyright page is a legal notice providing rights of reproduction, acknowledgments and credits and can include the International Standard Book Number (ISBN).

In Word, create another blank page right after your title page. Input your copyright notice, such as "© Year Author's Name," your ISBN if available, and any disclaimers or credits you need to include.

Remember to align this information in the center for an aesthetically pleasing layout. To be discreet yet functional, you may also choose to print this in a smaller font size than the main body text or in italics.

3. Generating a Table of Contents

The Table of Contents (TOC) is like a detailed map of your book, guiding readers through chapters and helping them navigate your work. It’s especially important in non-fiction books, manuals or textbooks, where finding specific information efficiently is crucial.

If you've used 'Heading 1' for your chapter titles, creating a TOCcustom table of contents in Word is relatively straightforward. Simply place your cursor where you want the TOC, go to the References tab, and click on the Table of Contents. Choose either 'Automatic Table 1' or 'Automatic Table 2' – both automatically populate your TOC based on your applied headings.

Review your TOC for correct chapter titles and sequence. Remember, this page should guide your reader seamlessly, making it worth the time to get it right.

Why is Automating and Designing Page Elements Important for Self-Publishing?

With your text and key pages set, it’s time to focus on the particulars — the small but essential details that complete the formatting process. Automated page numbers and consistent headers or footers contribute to the reader's experience, making your book easier to read and navigate.

1. Inserting Page Numbers

Page numbers help keep track of progress and find specific passages quickly. Luckily, Word makes automating page numbers rather easy. You can exclude the front matter you created earlier by creating a section break before the first page where you want numbers to appear, then deselecting the “continue from previous section” option.

Go to the Insert tab > Page Numbers > Select Position and Alignment > then click on 'Format Page Numbers.' This will provide you with options to format your numbers as digits, numerals, letters, and more. Then, decide where you'd like to place your numbers, typically at the top right or the bottom center.

If you want to exclude the front matter from pagination, simply create a section break at the end of your front matter, deselect 'Link to Previous' in the Header & Footer Tools, and start your numbering at '1' on your first chapter page.

2. Formatting Headers and Footers

Headers and footers are areas in the top and bottom margins of each page in a document. They typically contain information such as chapter titles, author names, or page numbers.

To insert headers or footers in your manuscript, go to the Insert tab and select either 'Header' or 'Footer.' Choose a style from the drop-down menu and start typing the information you want to include, like the book title or your name.

For styling, remember to keep the font size smaller than your main text and opt for a simple font. To differentiate between left and right pages, choose 'Different Odd & Even Pages' under the Options group. Additionally, select 'Different First Page' to customize the header and footer for your document.

By paying close attention to these details, your finished book will hold together cohesively and professionally, both aesthetically and functionally.

Need help deciding? ExWhyZed’s expert team can advise you on the best materials and finishes for your book.

How Can You Prepare Your Book for Export and Publishing?

Once you've meticulously formatted your book, ensured coherence in text and style, it’s time for the final touch – preparing your document for export. This step includes the vital task of proofreading, triple-checking everything from page numbers to typos, and then saving your Word document as a PDF suitable for upload to various publishing platforms.

1. Proofreading and Triple-Checking Your Work

Few things can ruin a reader’s experience faster than mistakes in a book. That's why, before exporting your document, conduct a thorough review of your manuscript. First, use Word’s spell-check function under the Review tab > Spell & Grammar Check to catch spelling and grammatical inconsistencies.

Then, take the time to go through your document manually. Check consistency in heading styles, ensure paragraph alignments are correct, and make sure elements like page numbers or headers and footers are uniform across the manuscript.

Lastly, consider getting outside help: a fresh pair of eyes can often spot errors you might have overlooked. You can also reach out to ExWhyZed's service providers to assist you in this daunting task.

2. Exporting as PDF

After intense proofreading, your final step is to export your Word document as a PDF. PDFs maintain your formatting across devices, ensuring that what you see on your screen matches what your readers will see in their e-readers or printed books.

To export as a PDF in Word, simply go to File > Save As > Choose destination > Save as type > PDF.

Congratulations! You’re now the proud owner of a beautifully formatted, professional-looking PDF of your book, ready for upload to your chosen publishing platforms.

ExWhyZed offers the best alternative to traditional publishing houses, making the job easier for you.

Ready to take your book from manuscript to polished print with ExWhyZed?

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Final Thoughts

Formatting your book in Word doesn’t have to be overwhelming. With the right settings for trim size, margins, fonts, and paragraph styles, you can create a professional-looking manuscript ready for publication. Taking the time to format your book correctly ensures a polished final product that enhances readability and meets industry standards. Now that you know the essentials, you’re ready to finalize your manuscript and bring your book to life!

Frequently Asked Questions

How do you format a 6x9 book in Word?

To format a 6x9 book in Word, set your trim size to 6”x9” under the 'Page Setup' option. Follow this by adjusting margins, selecting suitable fonts, inserting headers, footers, and page numbers, and finally, exporting as a print-ready PDF.

What is the proper way to format a book?

The proper way to format a book involves several steps, including selecting the right page size, calculating margins, formatting text, paragraphs, and chapter headings, and adding key pages like a title page and table of contents to ensure each chapter title starts on its own page. All these enhance readability and professionalism.

Is there a template in Word for writing a book?

Yes, Word offers several templates designed specifically for writing a book. You can find these under the "New" button in the File tab. While Word's in-built templates provide a useful starting point, they still require customization to fit your specific needs.

How to format a book in Word?

To create a book format in MS Word, start by setting the right page size and margins in the Page Setup. Then, customize your font and paragraph styling, add essential pages like the title and copyright pages, and insert headers, footers and page numbers.