Formatting an eBook can be hard, especially if you’re new to writing or self-publishing. What kind of software should you use? What format should I use? How do you make sure your book looks great on the Kindle, iPad, or Nook?
This step-by-step guide will show you how to format your eBook from start to finish, whether you plan to do it yourself or hire someone else to do it for you.
Let’s get your book ready to be read the right way.
What is eBook Formatting?
Formatting an eBook means getting your manuscript ready so that it looks good on digital reading devices like the Kindle, iPad, Nook, or smartphones. eBooks are different from print books in that the text can change to fit the screen size and the reader’s settings, such as font size and orientation.
To make your eBook look neat, easy to read, and professional, you need to use the same formatting throughout, add navigation tools like a clickable table of contents, and make sure it works with eBook file types like EPUB and MOBI.
A well-formatted eBook includes:
- Correct spacing between lines and indentation of paragraphs
- Chapter headings that are all styled the same way
- Clickable Table of Contents
- Make sure there are the proper page breaks between chapters.
- Images that are the right size and in the right place
- No strange characters, tab indents, or double spaces
- Works with platforms like Google Play Books, Apple Books, Amazon KDP, and others
Why it matters: Bad formatting makes reading hard, which leads to bad reviews. That’s why even good content can fail if the formatting is bad.
Common eBook Formats and Which One to Choose
It’s important to know the most common file types used in digital publishing before you format your eBook. The way each format works depends on the platform and device.
The Main eBook Formats:
1. EPUB (.epub)
The industry standard for eBooks, and most platforms accept it, except for Kindle.
Text that can be reflowed (changes size to fit the screen)
Best for Kobo, Google Play Books, Apple Books, and more
Works well with most apps and devices
2. MOBI (.mobi)
Older Kindle devices used this format, but Amazon now uses KPF and EPUB for publishing.
Still works with some Kindle apps
Getting old, but still useful for testing
3. PDF (.pdf)
Not really an eBook format because it has a fixed layout, which means it won’t change size on different screens.
Good for sharing a print-like experience
Not great for reading on the go
Most eBook stores won’t accept it for distribution.
Other Formats:
- AZW3/KPF: Amazon’s new Kindle format (made automatically with Kindle Create)
- DOCX: Word manuscript files; not an eBook format, but often used before conversion
Pro Tip:
If you want to publish on Amazon KDP, you will probably either format your book as EPUB or upload a DOCX file and let KDP change it.
If you want to reach more people (Apple, Kobo, Google), EPUB is the best format.
Top Tools You Can Use to Format Your eBook
You don’t need to code or use complicated software to format an eBook. You can use free and paid tools that are easy for beginners to use to make an eBook that looks clean and professional and is ready to be published.
Here Are the Best Tools for eBook Formatting:
1. Microsoft Word / Google Docs (Beginner-Friendly)
Great for making and using basic styles, like headings and paragraph indents.
But you must strictly follow the formatting rules and export to .docx or .html so that you can convert it again.
- Simple to use
- There aren’t many options for formatting the final ebook file.
- Best for the first draft stage
2. Kindle Create (FREE, Amazon’s Tool)
The official Amazon tool that lets you take a Word file and turn it into a .kpf file for Kindle.
- Automatically styles things like chapters, the table of contents, and more.
- Easy to use and understand
- Great for Amazon KDP
- It only works for Kindle publishing, not EPUB.
3. Reedsy Book Editor (FREE)
An online tool that lets you format both print and eBooks with a clean look.
- Export to EPUB and PDF
- An editor that lets you drag and drop
- Good for self-published writers
- Not much room for style changes
4. Calibre (FREE + Advanced)
Powerful desktop software that lets you change and convert eBooks. If you know a little about technology, this is great.
- Works with a lot of different formats, like EPUB, MOBI, and PDF.
- Perfect for changing and editing metadata
- The UI is old and a little hard for beginners to use.
5. Vellum (PAID, Mac Only)
A great tool for formatting that looks great, perfect for writers who want their work to look polished and professional.
- Price per book or one-time fee
- Kindle, Apple Books, and Kobo exports
- Excellent quality typography and style
- Only for Mac
Which Tool Should You Use?
- Are you a beginner? Start with Reedsy or Kindle Create.
- Publishing Wide? Use Vellum or Reedsy.
- Want Full Control? Use Calibre or hire a pro.
How to Format Your eBook (Step-by-Step Guide)
Follow these steps carefully if you want to format your eBook yourself. This guide is helpful if you are using Word, Google Docs, Reedsy, or getting your manuscript ready for Kindle Create or Calibre.
1. Clean Up Your Manuscript
Your manuscript should be free of clutter before you start formatting it.
- Get rid of extra spaces, tabs, and empty paragraphs.
- Use only one font, like Times New Roman or Georgia, with a size of 11 to 12 points.
- Get rid of page numbers, headers, and footers (eBooks don’t need them).
- Don’t use underlines; use italics or bold to make a point.
Tip: Before you start, select all of the text and set it to “Normal” style.
2. Use Proper Headings
A Heading 1 style should start each chapter.
- “Chapter 1: The Awakening” is an example.
- If there are any subsections, they can use Heading 2.
This makes it easier to make a clickable Table of Contents (TOC) later.
3. Apply Consistent Paragraph Formatting
This includes:
- For readability, line spacing should be 1.15 or 1.5.
- 0.3–0.5 inches for paragraph indents (use a ruler, not the tab key)
- Don’t put two spaces between paragraphs.
- Align text to the left, not justified (to keep e-readers from having weird spaces)
4. Insert Page Breaks for Chapters
Don’t hit “Enter” more than once to start a new chapter.
- After each chapter, add a page break (In Word: Insert > Break > Page Break)
5. Add Front & Back Matter
Important parts you should add:
Front Matter:
- Page with the title
- Page for Copyright
- Dedication (not required)
- Table of Contents (can be made automatically)
Back Matter:
- About the Writer
- Call to Action: Link to your website or next book
- Acknowledgements (optional)
6. Insert Images Properly
If your book has pictures:
- Use JPEG or PNG files with a lot of detail.
- Set the alignment to center.
- If you need to, use image titles or alt text.
For formats that can be reflowed, like EPUB, text should not be wrapped around images.
7. Add Hyperlinks (Optional)
Helpful for linking to your other books, writing author bios, or writing non-fiction.
- Don’t just say “click here” for link text. Instead, say something like “Visit BookArtistry for help with formatting.”
8. Save & Convert to eBook Format
After you’ve finished formatting:
- Send your file to .docx, .html, or .epub
- Kindle Create, Calibre, and Reedsy are some tools you can use to convert.
Final Checklist Before Publishing:
- Headings that are used correctly
- Consistent paragraph styles
- No extra spaces or tabs
- Table of Contents made
- There are page breaks between chapters
- Images put in the right place
- File saved in the right format (EPUB, MOBI, or KPF)
- Looked at in Kindle Previewer or an eReader emulator
Tip: If you make formatting mistakes, Amazon may not accept your work or give it bad reviews. Think about hiring professionals to format your eBook if you want it done right the first time.
Common eBook Formatting Mistakes to Avoid
Even small mistakes in formatting can make reading your book less enjoyable, get it turned down by Amazon KDP, or get bad reviews. These are the most common mistakes writers make and how to avoid them.
1. Using Tabs or Spaces for Indents
- Do not use the Tab key or more than one space to indent paragraphs.
Set the first-line indents in the paragraph style settings.
2. Not Inserting Proper Page Breaks
- Pressing Enter more than once to start a new chapter? That won’t work.
After each chapter, click “Insert → Page Break.”
3. No Clickable Table of Contents
- All Kindle eBooks must have a working, clickable table of contents (TOC).
Use Heading Styles to make a TOC automatically.
4. Using Fancy Fonts or Colors
- You can’t use custom fonts or complicated styles in eBooks.
Use only standard fonts like Georgia and Times New Roman. Only use black text.
5. Uploading a PDF as an eBook
- A PDF is not an eBook. It has a fixed layout, which doesn’t work well on phones and tablets.
Always upload EPUB or DOCX files and let KDP change them.
6. Not Previewing the Final File
- You might miss big problems if you don’t check how your eBook looks on different devices.
Before you publish, use the Kindle Previewer or download the Kindle app.
7. Overlooking Metadata and Cover Size
- Bad metadata means that your search won’t show up. If the cover size is wrong, it will be turned down.
For metadata, cover size, and file specs, follow the rules for each platform, such as Amazon KDP’s.
Final Advice:
Editing and design are just as important as formatting. A book that is professionally formatted not only looks good, but it also sells better.
Should You Format an eBook Yourself or Hire a Professional?
Many writers wonder,
“Should I format my eBook myself or hire someone else to do it?”
It depends on how much money you have, how good you are with technology, and how much you care about how professional it looks.
DIY eBook Formatting — Is It Right for You?
Pros:
- Affordable (free if you have the time and patience)
- Let you be in charge
- A lot of free tools, like Google Docs, Calibre, and Kindle Create
Cons:
- A steep learning curve
- Takes a lot of time (especially for beginners)
- Likely to make formatting mistakes that can get your book rejected by Amazon KDP.
Best for: writers who are good with technology, like simple layouts, and have time to learn.
Professional eBook Formatting — What You Get
Pros:
- Formatting that is compliant with Amazon
- Table of Contents that you can click on, correct metadata, and image optimization
- Every device (Kindle, iPad, Kobo) has clean, consistent styling.
- Faster turnaround and less stress
Cons:
- Higher initial cost (but it can be worth it if you want to get better reviews and fewer problems)
This is great for serious writers, self-publishers, or anyone who is putting out a book for business or professional reasons.
Our Take as Experts
KDP, IngramSpark, Draft2Digital, Apple Books, and other eBook formats have all been formatted by Book Artistry.
Regardless of whether you’re publishing a non-fiction manual, children’s book, or a fiction book, we ensure that your eBook:
- Appears flawless on all devices.
- Get accepted on the first attempt
- Provides a seamless, frustration-free experience for your readers.
Avoid taking the chance of receiving negative feedback or being rejected due to inadequate formatting.
Want It Done Right the First Time?
Employ Book Artistry’s Skilled eBook Formatter Now.
Step 9: Uploading and Testing Your eBook
Some of the keywords to look for are “upload ebook to Amazon KDP,” “test ebook formatting,” and “how to preview an ebook before publishing.”
Now that you’ve formatted your eBook, it’s time to upload it and test it on sites like Amazon KDP. This is how to do it right:
Where to Upload Your eBook
The most popular platforms are:
- Amazon KDP (Kindle Direct Publishing) is the best way to reach Kindle readers all over the world.
- Draft2Digital lets you send your book to Apple Books, Kobo, Barnes & Noble, and other stores.
- IngramSpark is good for getting ebooks and print books out to a lot of people.
- Google Play Books works on Android devices.
- Apple Books is great for people who read on iOS.
Different platforms may have different rules for uploading. EPUB is the most popular format, followed by MOBI for older Kindles.
How to Preview Your eBook Before Publishing
Testing is very important. Don’t skip this step.
Use these preview tools:
- Kindle Previewer is a free tool from Amazon that lets you see how your ebook looks on Kindle devices.
- Calibre is free software that lets you read eBooks on a variety of devices.
- Online Previewers: Draft2Digital and other sites let you see previews in your browser.
Check for:
- Correct display of images
- Table of Contents that you can click on
- Breaks between chapters
- Font styles that are always the same
- No strange problems with spacing or alignment
Final Checklist Before Publishing
- Every chapter starts on a new page.
- TOC is correct and can be clicked on
- The fonts and headings are the same.
- Images are easy to see
- No mistakes in formatting or spelling
Pro Tip: Even after you publish your eBook, you should still download it and test it on a real device (like a Kindle, tablet, or phone) to make sure it’s perfect for readers.
Step 10: eBook Formatting Checklist for Authors
Aims for keywords such as “ebook formatting checklist,” “how to format an ebook for publishing,” and “ebook formatting for self-publishers.”
Before you publish, go through this short list to make sure your eBook is completely optimized, free of errors, and ready to be read on any device:
Final eBook Formatting Checklist
Manuscript Cleanup
- All extra formatting, like extra spaces, tabs, and double returns, was taken away.
- Font, size, and spacing are all the same throughout
- Correctly using styles like Heading 1, Normal, etc.
Structure & Navigation
- There is a title page and a copyright page.
- Clickable Table of Contents created.
- Every chapter starts on a new page.
- Includes the front and back matter, such as the author bio, about the book, and other relevant information.
Visual & Media
- Images added correctly (not copied and pasted)
- Image resolution and alignment have been improved.
- No text should wrap around images unless you want it to.
Formatting Elements
- Consistent spacing or indentation of paragraphs
- Clearly defined section headings
- Used page breaks, no returns on multiple lines
- Added and tested hyperlinks (if needed)
Conversion & Testing
- Changed to the right format: EPUB (recommended) or MOBI (optional for older Kindles)
- Tested with Calibre or Kindle Previewer
- No problems with layout on phones, tablets, or e-readers
Upload Ready
- File passes EPUB validation (not required but recommended)
- Covers and metadata are ready to be uploaded.
- Platforms like KDP, Draft2Digital, or IngramSpark are ready.
Bonus Tip for Self-Publishers:
Don’t do it yourself if you’re not sure or want a perfect, professional finish. Bad formatting makes people not want to read. That’s where we come in.
Want a Professionally Formatted eBook?
Book Artistry can help you format your eBook for platforms like Amazon KDP, IngramSpark, and Apple Books, whether you’re writing a novel, a nonfiction book, or a children’s book.
Clean and clickable Table of Contents
eBooks with a fixed layout or one that can be changed
Formats: EPUB, MOBI, and PDF
Works with Kindle, iOS, Android, and more
Low prices and quick delivery—guaranteed satisfaction!
We’ll take care of the formatting so you can write.
Frequently Asked Questions About eBook Formatting
1. What is the best way to format an eBook?
EPUB is the most common and recommended format. It works on Apple Books, Kobo, and Google Play Books, among other platforms. Use MOBI for older Kindles or EPUB for KDP, which now automatically converts.
2. How do I make an eBook work on Kindle?
To get an eBook ready for Kindle:
- Start with a blank Word or Google Docs document.
- Use styles for headings and indents for paragraphs
- Add a linkable Table of Contents
- You can export to EPUB or upload to Amazon KDP, where they will convert it for you.
- Check the layout with Kindle Previewer.
Want it to be perfect? Our professional Kindle eBook formatting service is a good choice.
3. What should an eBook that is formatted properly have?
A well-formatted eBook should have:
- Pages for the title and copyright
- Table of Contents (linked)
- Headings for chapters and breaks between pages
- Front and back matter (author bio, other books, etc.)
- Correct spacing and indent paragraphs
- Putting and sizing images correctly
4. Should I hire someone else to format my eBook, or can I do it myself?
If you know how to use technology and have the time, you can format things yourself with programs like Word or Reedsy. But if you want your formatting to look good and meet all platform standards, it’s best to hire an eBook formatting expert so that your book doesn’t get rejected or have a bad reading experience.
5. How long does it take to format an eBook?
Depending on how good you are at it, DIY formatting can take a few hours or days. Professional services, like Book Artistry, usually deliver in 2 to 4 business days, depending on how long and complicated the order is.
6. Is it possible to format my eBook with Canva or Google Docs?
You can write in Canva or Google Docs, but they aren’t the best tools for formatting your work. For the right formatting, use Word or export to a program like Calibre, Reedsy, or Vellum. Or better yet, have a pro format your eBook properly from the start.
