Best practices on format for publishing on the Kindle

Since I’ve been putting together so much information for members of my critique group on how to choose between self-publishing and traditional, and what to do first if you have decided to go either direction, I created a series of shorts on the Kindle on these topics. The process of formatting these shorts and getting them up was quite an ordeal.

Hopefully sharing what I’ve learned will help some of you get your Kindle books formatted with greater ease.

I read about ten blogs on this, posted to the Kindle community, and bought four Kindle books on the topic. But there are still glitches not everyone covers. This was my experience when everything finally worked, including a Table of Contents TOC file that would appear on the device itself as well as all images showing in the proper size, and no blank pages or strange indentions:

Step 1

  • Decide if you need to strip all formatting out first.
  • Here’s the problem: if you already have a lot of formatting in the book (bold, italics, heading styles, paragraph style, inserted images), it’s going to take a long time to put it all back in by hand. If you did a printed version of the book, or an epub version already, you might want to weep at the thought of doing it all again.
  • But if you don’t take the formatting out, the Kindle version may be a mess, and you’ll have to start over anyway.
  • I look at it this way–if I think it will take me less than half an hour to put the formatting back in, I strip everything. If I used a lot of italics or other quirks that will be difficult to reintroduce, then I give it a go without stripping it all.
  • So make that call. If you are going to strip it all, go to Step 2. If you are going to hope for the best, go to Step 3.

Step 2

  • Find a program on your computer that has plain text only. On PCs, you should have NotePad. On Macs you should have Text Edit on OS X or later. If not, Google “Mac plain text editor” and download one.
  • Open your document and highlight and copy the entire thing. Paste it into NotePad or TextEdit.
  • This is going to remove everything except the words, punctuation, and returns at the end of paragraphs. All images and hyperlinks and formatting is gone.
  • Copy this newly stripped text and paste it into a new Word document.

Step 3

  • Turn on the “Show paragraph marks’” tool in Word so that you can see dots where the spaces are and paragraph marks. The button looks like this:
  • The thing that makes the indents screwy on the Kindle is an extra space at the end of a sentence. Look for these. You can do a search and replace to remove any spaces followed by a paragraph (the symbol for a paragraph mark when you are search and replacing is ^p.) Replace them with just the ^p.
  • Also look for two paragraphs in a row. Do a search for ^p^p and replace it with the single ^p.
  • Put any italics, bookmarks, or hyperlinks that were stripped back into your document.
  • Once those are fixed, you are ready to get the format ready to generate a table of contents that can be used by the Kindle.

Step 4

  • Use the Heading 1 Style to create both a prettier document as well as a TOC.
  • Highlight each chapter heading and apply Heading 1 style. Don’t worry what it looks like just yet. Just apply them all.
  • If you have sub heads, apply the Heading 2 style anywhere you want a second level of formatting. You will have the option to add these to the table of contents or leave them out.
  • Reinsert any images. Use the “insert” tab and choose “picture” to navigate to the location of the image. Do NOT copy and paste images into your document. Click on them to resize. I made all mine three inches wide, letting the length fall wherever it should to stay proportional, and they were perfect on both Nook and Kindle. Now center them.
  • Add any page breaks where you would like the Kindle to force a new page. You might want to do this after chapter headings, or before images, to make them fall in a better location. Add page breaks by selecting the “insert” tab and choosing “page break.” Do NOT hit a bunch of returns or spaces.
  • Now, if you did not like the look of the Heading 1 or Heading 2 style, or even your normal body style, go ahead and change them now. Find the box with the style in it (they are across the top when you are in the “home” menu, and RIGHT click. Then choose “modify.” You will see the usual boxes come up to change fonts, paragraph style, indent, etc. Change it there and it will automatically update the style throughout your document.
  • You are done with the Word document. If you have EVER used track changes on this document, go in to the Review tab and click “Accept all changes.” If you do not do this, the next step will have both the old text and the new text of anything you have ever changed in the document. (I’m saving you a week of my life here trying to figure out why my e-book kept getting worse each time I fixed it.)

Step 5

  • Save the file as a .doc file (.docx is no good for anything when doing e-pub.)
  • At this point we branch again. Some people are happy to just upload the .doc file to the Kindle Digital Publishing (KDP) site and be done. This might work for you. It did not work for me. I wanted a TOC that you could access from the Kindle menu, and a .doc file will not do this.
  • I also had blank pages, and my images did not show up correctly. In fact, the file was so large that the KDP uploader repeatedly crashed and gave me errors. My first book was actually a picture book, so it had many many images that had to be placed exactly with the text.
  • If you find your .doc file is not working as is, or if you want that menu-driven TOC, then go to step 6. If you are ready to try an upload, go to Step 11.

Step 6

  • Open your .doc file and SAVE AS. This time change the “save as type” to save your file as a web file, FILTERED (*.htm, *.html)
  • Do NOT move this file after you create it, as links were made to a nearby folder where your images and other data are stored. Mobipocket is going to need those in step 8.

Step 7

  • If you use a PC, download MobiPocket Creator. It’s free and you can find it here.
  • If you use a Mac, download Calibre instead. Find it here. You ‘re on your own at this point, as I have only used MobiPocket. But read the MobiPocket instructions to see the general idea of what to do next.

Step 8

  • Open MobiPocket, and under “Import from Existing File,” choose HTML.
  • Find the file you just created with the Save As on Word and import it.

Step 9

  • Click on “Cover Image” on the left and find the cover to your ebook. Click the update button below the image once it is imported.
  • Click on Table of Contents on the left.
  • You will get a set of forms to generate the Table of Contents. Where it says “tag name” and “first level,” type H1 in the box. This will make all the chapter headings you put in Heading 1 style be part of the table of contents. If you have subheads with Heading 2 style, then type H2 in the “second level” box. It will add those too.
  • Click “Update.”

Step 10

  • Click the “Build” button in the blue bar across the top. This will create your e-book.
  • If all goes perfectly, you get a happy green checkmark.
  • If it doesn’t, you will get a list of errors. The most common error is that you moved that HTML file and it can’t find the images it is looking for. The second most common error is that you didn’t use proper heading styles in Word, so the H1 or H2 command was useless.

Step 11

  • You are ready to upload to the Kindle. Go to the Kindle Direct Publishing Web Site.
  • If you have not created your account yet, do that. You’ll have to enter a lot of things I’m not going into here–the book title, author, description, as well as set your bank account for the royalty payments and set the price of your book. You can change that price on the fly, but books are settling in at $2.99 to $4.99. You can run a 99-cent special to start and change it later if you like. I personally only do 99 cents for short works. $2.99 kicks in the better royalty rate.
  • CHECK your file. Download the Kindle reader for your PC or Mac or even your phone. Once it is loaded, double clicking the .prc file created by Mobipocket will automatically open your book on the Kindle reader. If you have an actual Kindle, by all means email or USB upload the .prc file to your device.
  • When it is time to upload your book file, find the .prc file in the folder where you saved your Mobipocket version. Do not upload the .htm file. It was incomplete.
  • Double check the file one last time in the previewer.

One problem I had is that when I tried uploading a NEW version of my book to the web site, it was not updating the previewer. I was still seeing an old version. Since I did not feel confident that Amazon was actually using the newest version of the book, and since the book was not on sale yet, I went ahead and deleted that book and started over. (Another five days of my life I’m sparing you, figuring out that it was Amazon’s problem, not mine, that the book wasn’t looking any better in their previewer.)

If you have a print version of the book that needs to match up with the new e-book, Amazon claims they will put them together on their own within a week. I’ll come back here in a week to update and let you know if that happened. Barnes and Noble has never gotten the Nook and print versions of our book together, as you can see here and here. Trust me, I’ve told them. Repeatedly. I finally just wrote a review of the paperback and said to go see it on the Nook.

Some day I might right a blog post about my epub creation experience for the Nook and iPad. It had problems (you MUST use Sigil), but was much less difficult than the Kindle.

Good luck with your book, and many happy sales!

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