Saturday, February 22, 2014

Formatting a Word document for Create Space

Hello all! Below are the notes Nicole Grane shared this past Thursday about how to format a Word document for a Create Space book.

NICOLE GRANE’S NOTES ON FORMATTING BOOKS: If you have questions, please contact Nicole Grane at Also, a special thanks to Nicole for sharing what she learned!

Formatting a Word document for Create Space:
1.       Select the proper page size
a.       Highlight the full document so you can size it.
b.      On the site, select ‘page layout,’ then ‘size,’ then ‘more paper sizes.’ Choose 6x9 and click ‘Okay.’
2.       Formatting the text
a.       In the Word document, highlight the chapter text only (not the scene breaks or chapter headings).
b.      Single-space the chapters.
                                                               i.      To do this, go to the ‘Home’ tab and click the ‘paragraph’ section (arrow at the right hand corner).  In the box: spacing—line spacing=single. Click ‘okay.’
                                                             ii.      While you’re doing this, also fix the indentation:  In the ‘Special’ box, change indentation from ‘hanging’ to ‘first line’ and the ‘By’ to 0.25”
3.       Justify the text
a.       Highlight the chapter text (not the chapter headings or clip art)
b.      In the ‘Home’ tab, click the justification button (looks like a square with horizontal lines in it that reach to both sides of the square) or hit control-J. 
4.       Headers
a.       Under the ‘Insert’ tab, click ‘Header’ and then ‘Edit Header'
b.      Type the author’s name on the left of the header ( left page) and the book title on the right (right page)…odd and even
c.       Under the ‘Header and Footer Tools’ click ‘Different first page’ to remove words from the header on the first page. Be sure not to have any return marks in this area.
5.       Gutter
a.       Go to ‘Page Layout’ and click on ‘Margins,’ then ‘Custom margins.’
b.      In the boxes: top =0.5, left = 0.5, gutter = 0.5, bottom = 0.5, right = 0.5 and gutter position is ‘left.’
6.       Page breaks
a.       After the title page be sure to have a page break (under ‘page layout’, click ‘breaks’ and then ‘page’)
b.      After that use section breaks before the story (also under ‘page layout’ and ‘breaks’)
c.       Place section breaks on odd pages after each chapter
7.       Review story for arrow marks
a.       To do this, click on the paragraph sign on the ‘Home’ tab.  A paragraph sign will pop up everywhere there is a return in your document.
b.      Back space to delete unnecessary returns.
8.       Table of Contents
a.       Under the ‘Home’ tab, highlight the heading (chapter headings)
b.      Click Heading 1
c.       Do this for all the headings to be included
d.      Go to where the table is to be placed in the book
e.      Under the ‘References ‘ tab click ‘Table of Contents’ and ‘Table 1.’
f.        Always update the table after any changes are made.
9.       Drop Caps
a.       Click anywhere on the paragraph you want drop caps to be
b.      Click ‘insert drop cap’ and choose the second option.
10.   Remove comment area on PDF
a.       Under the ‘Review’ tab, go to the ‘tracking’ area.
b.      Click ‘Show Markup’ and then uncheck ‘comments.’ This will get rid of the comment area on your final PDF.
11.   Page numbers
a.       Under the ‘Insert’ tab go to the Header and Footer area. 
b.      Click ‘Page Number.’
c.       To format page numbers:
                                                               i.      Starting pages should have Roman Numerals
1.       For Roman numerals, select (i,iii,iii) and ‘start at i.’ Click ‘Okay.’
2.       Do the same for each of the pages before the actual story starts. You will need to click on each page and follow the same steps, but click start at ii, start at iii, etc.
                                                             ii.      Story pages should be numerals 1,2,3 etc. Start at 1.
1.       Select (1,2,3) and ‘start at 1.’
2.       Check mark ‘different first page’ and ‘different odd/even.’
d.      No numbers should show up on chapter headings.
e.      For pages you don’t want numbered, be sure to check mark ‘Different first page’ or don’t click on that page at all.
f.        If you need to insert a page in the story, add a page break before the section break. Touch nothing else.
12.   Embed fonts
a.       Under the ‘File’ tab, click ‘Options’ and then ‘Save.’
b.      Check ‘embed fonts’ at the bottom of the page and click ‘Okay.’
13.   And lastly:
a.       Save the document and then save a second copy of the file as a PDF to upload onto Create Space
b.      Check the PDF to make sure there isn’t a comment box showing before you upload it.

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