How to read an EPUB ebook on Kindle or Kindle app

To read an EPUB ebook on Kindle or in your Kindle app, there are a two steps involved.

  1. Convert the EPUB file into a Kindle file format.
  2. Open the converted file in Kindle on your PC or Mac, or in the Kindle app on your phone or tablet.

This means the process differs depending on the location you want to read the epub:

For PC

To read an EPUB ebook on Kindle or in your Kindle app, you will need:

  • the EPUB ebook file on your PC
  • to install the Kindle Previewer program on your PC (this can be downloaded for free here)
  • to install the Kindle for PC program (this can be downloaded for free here).

To create the Kindle file:

  • open Kindle Previewer on your PC and convert the EPUB ebook into a MOBI ebook file format
  • open Kindle for PC and open the saved MOBI ebook file on your computer
  • add the ebook to your Kindle Library.

By adding the ebook to your Kindle ebooks library, the new ebook will be available in Kindle on any other device.

Happy reading!

For Mac

To read an EPUB ebook on Kindle or in your Kindle app, you will need:

  • the EPUB ebook file on your Mac
  • to install the Kindle Previewer program on your Mac (this can be downloaded for free here)
  • to install the Kindle for IOS program on your Mac (this can be downloaded for free here).

To create the Kindle file:

  • open Kindle Previewer on your Mac and convert the EPUB ebook into a AZK ebook file format
  • open Kindle for Mac on your computer and open the saved AZK ebook file inside the Kindle program
  • add the ebook to your Kindle Library.

By adding the ebook to your Kindle ebooks library, the new ebook will be available in Kindle on any other device.

Happy reading!

For iPhone or iPad

To read an EPUB ebook on Kindle or in your Kindle app, you will need:

  • the EPUB ebook file on your Mac or PC
  • to install the Kindle Previewer program on your Mac or PC (this can be downloaded for free here)
  • to install the Kindle app on your iPone or iPad via the Apple App Store
  • to install iTunes on your Mac or PC (this can be downloaded for free here).

To add the EPUB file to your Kindle app on iPhone or iPad:

  • convert the EPUB file to AZK format using Kindle Previewer on your Mac or PC
  • open iTunes on your Mac or PC
  • connect your iPad or iPhone to your Mac
  • open iTunes on your Mac or PC and select your iPhone or iPad
  • click File Sharing in the left panel menu
  • find the Kindle app in the Apps list and select it.

This will show the Kindle Documents (i.e. ebooks) you have on your iPad (or iPhone) inside your Kindle app.

How to read an EPUB ebook on Kindle or in your Kindle app

Click the Add File button to add the AZK file

To add the Kindle ebook AZK file from your computer to the Kindle app on the iPad (or iPhone):

  • at the bottom of the Kindle Documents list window, click the Add File button (see image)
  • in the browser that opens, scroll to where your AZK file is located on your computer
  • select the Kindle ebook AZK file and click Open
  • add the ebook to your Kindle Library.

The Kindle ebook is now in the Kindle app on your iPad (or iPhone). By adding the ebook to your Kindle ebooks library, the new ebook will be available in Kindle on any other device.

Happy reading!

Related posts

All about ebooks
How to read an ebook on your computer?

A simple method for formatting Microsoft Word documents

While formatting Microsoft Word documents, do you format each paragraph or heading? Do you sometimes forget which formatting you used for each level of subheading? Do you have to work out why the contents table does not list all headings?

😰 😰 😰

Do you insert page breaks manually to make content to fit well on the page? Do you get confused adding page numbers, headers or footers, and section breaks? Does the formatting need fixing after pasting in new content?

You are not alone. Formatting Microsoft Word documents can take a lot of time. Time that could be spent writing great content.

Below, I explain five formatting principles that will help you create Word documents that look good and consistent. They are easy to apply and do not require you to spend lots of time on formatting.

If you apply these principles, you will automatically have:

  • a clean document with consistent layout for text, headings, lists, images, boxes or any other content
  • page numbering on each page
  • a table of contents that updates automatically
  • illustrations that stay with their captions
  • clear tables that wrap if needed
  • a document that looks good to print at any time.

Five simple principles for formatting Microsoft Word documents

There are many reasons why good formatting habits in Word are important, but easy conversion to ebook is usually not one of the reasons cited. And yet, if you adopt the five simple formatting principles below, you will be using the reflowable content method for epub ebook conversion. This method is used to prepare a Microsoft Word document for conversion to ebook epub format and is very suitable to use during the writing and editing process.

The simple formatting principles below are based on keeping the text free-flowing or reflowable. Reflowable content is important for ebooks, as they do not have a fixed page size. It gives ebooks the capacity to be read on any device, irrespective of the size of the page. By using the reflowable content in Word, content will fit on the page at any time of the writing process. That means you can print it at any time without needing to adjust the page layout.

I have summarised the reflowable content method for formatting Microsoft Word documents in five main principles that are easy to apply, even to complex content. If you follow these principles, you can save many hours of formatting time.

Quick content links

 

1. Apply Word styles to ALL content in your document

Styles are the most important feature when formatting Microsoft Word documents and are easy to use. The fastest way to apply a style is to write a paragraph, place your cursor anywhere in the paragraph and click on the appropriate style provided on the Word Home ribbon (i.e. apply Normal style to text, Heading 1 style to your chapter or main headings, Heading 2 and following styles to subsection headings, a list style to a list element, etc.).

Most Word users will be familiar with using styles for headings, but many users do not apply styles to other content. However, Word requires that all content in your document has a style.

Formatting Microsoft Word documents - use styles

In Microsoft Word draft view you can see the styles listed to the left of each paragraph in the document.

So, even if you do not apply a style, Word will apply the default style, Normal, to all content. By not applying your own style to your content, you are missing out on a great tool that can be used to automate your layout.

Styles are the most important tool to create reflowable content and format your document. It is therefore essential that you apply a styles to all text, bullets, quotes or other content in your document.

Advantages of using styles

The first clear advantage of applying heading styles to all your headings will be that, when you insert a table of contents, it will include all headings and subheadings. The table of contents will also update automatically whenever you make a change to any heading text.

The second advantage is that you can automate how your styled paragraphs behave in the document. The Word styles provided on the Home ribbon are basic and will get you started to apply styles for text, quotes, bullet lists, boxed text, captions or notes. Even if you do not like these styles initially, you can easily change them into a style you like.

The important message of this first principle in simple formatting is to apply a style to each paragraph in your document.

Spacing

There is another aspect to this principle. It also requires that you remove the blank lines that you have inserted in your document to create white space. These blank lines will prevent the principle of creating reflowable content from working well, and should be removed. Instead, you need to create automated white space, by defining spaces before and after paragraphs when you format your style.

In summary, the essence of the simple formatting method is that you know how to use styles in MS Word. This is not hard to learn. If you have specific questions about how to create styles, notify me in the comments below.

2. Do not use page breaks or section breaks in the document

Page breaks and section breaks in Word are used for specific layout and are not required while writing or editing your document. If you do not intend to publish the Word version of your document, but will import it into Indesign or another graphic layout program, there is no need to do a page layout with section breaks in Word. If you will publish in Word, leave the final page layout formatting until the very end, after the writing and editing phases, when your content is complete. This will allow you to export your document to epub ebook before doing the final layout formatting in Word AND will prevent you wasting time on layout during the writing process.

Section breaks and page breaks are the cause of many formatting problems, as they control all the headers and footers and will affect pagination if you are not aware of how they work.

So, how can you add breaks at the correct places in your document without using section or page breaks? You use styles. If you would like a chapter or table to start on a new page, apply a ‘start new page’ paragraph format to the heading style (e.g. Heading 1) that needs to start on a new page. This will automatically start a new page without adding a real ‘page break’ element to the document.

Formatting Microsoft Word documents - page break before

Instead of inserting a page break, change the style to ‘Page break before’.

You can do the same for boxes, figures or tables that need to start on a new page (i.e. change the style definition of the box, table or figure name and apply a ‘start new page’ paragraph format).

3. Add a simple centred page number to the document footer

Page numbering is essential. During the pre-publication process, you will need to print the document and discuss it with collaborators. However, you do not need different page numbering for front matter and actual content, or odd and even page number locations while you are working on the document. These are complex formatting features linked to section breaks and can be difficult to fix if you are not aware of how they work.

All the document needs is a page number centred in the footer. This method of pagination is clear. It also works for double-sided printing. You can use this simple pagination throughout the writing process, the editing process, and up to the final proofing of the content. By simplifying the page numbering and removing section breaks, you will eliminate most problems involving header/footer formatting.

 

Formatting Microsoft Word documents - insert page number

Insert a page number centred in the footer.

If you wish to have a document draft number or date in the footer, you can easily add this next to the centred page number in the footer or add it to the header.

If you require cross-references that refer the reader to other sections in the document, do not use page numbers as cross-reference, but use the Word cross-reference feature to insert an automatically updating link to the correct location in the document.

4. Always insert images and other object graphics in line with text

To add images, graphs or flow charts to your document, use copy and paste — or the Insert ribbon — to add these to your document. However, always make sure you place each image on a separate line and set the image position to ‘In Line with Text’. Do not apply any text wrapping but keep the image on its own line (i.e. paragraph). This will ensure the image does not float around in the document, disappear behind the text, or cover the text.

Formatting Microsoft Word documents - insert an image in line with text

Always insert an image or object ‘In Line with Text’ and do not apply wrapping.

 

Then, create a style for the paragraph with the image and apply this style to all the paragraphs with images in the document. By applying a style to the image paragraph, you can easily format its horizontal placement (e.g. left, centre or right alignment). If you apply this style to all images in your document, they will automatically look consistent. These basic settings will be sufficient until the document is ready for design.

If you need to overlay text on the image or graphic, do not do this in Word, but edit the image before importing into Word. I do not recommend using text boxes to overlay text on images. This will only lead to problems. Text boxes are easily lost on the page if not inserted correctly, and they are hard to edit in track changes. In addition, the content of a text box can easily be lost when importing the document into a design program for page layout.

The simplest way to clarify or annotate an illustration during the writing process, is to use a caption or note paragraph style below the illustration. Format the style the way you like and then apply it to all captions in the document. This will present all illustrations in your document in a consistent way.

Note that images sized to display at the full with of the document page will require re-scaling if you decide later on to change the document page width.

5. Insert tables using the Insert ribbon and do not change the page orientation

Tables are most accessible when they have the same orientation as the text. If your table is too large for portrait page layout and requires landscape orientation, it is most likely complex and hard to read. To insert landscape pages, you will need to insert section breaks and increase the chance of document corruption during the pre-publication process. Therefore, I strongly recommend reorganising a table for portrait orientation, rather than trying to create a landscape page.

By reorganising your table, you will make it easier to read and scan. This, in turn, will also make your document more accessible. So, start early and organise the information in your tables to improve clarity and easy scanning.

To insert a table, use the Insert ribbon and click the Table icon to specify how many table rows and columns you will need. This inserts a simple table format.

Formatting Microsoft Word documents - insert a table

Insert the table in the same orientation as the rest of the document. Use the Insert tab and select the number of cells you require.

Using styles to format the table content

To format the table, create three styles: a table header style, a table text style and a table number style. Apply paragraph formatting to these three styles so they format the table text the way you like. For example, you can apply bold font and centred alignment for the table header style; normal font and left alignment for the table text style, and normal font with centred or right alignment for the table number style. I also recommend using a basic table style. A simple table that has cells with borders shows the content clearly separated during the writing process.

If you need to use other paragraph formats in the table, always create a style for it. Try to create styles that can be used in most tables rather than special styles for just one table. There is no need to spend time on formatting of tables during the writing and editing phases. This is the time where you have to make sure table content is clear and correct. After the editing phase there will be time for a designer to apply your favourite design features.

In addition, to ensure that the table will be easy to read when it wraps to the next page, always set the header row to repeat. To make sure the table adjusts to the page width, always set the width to 100%.

If you apply these simple settings to each table in your document, all tables will look consistent.

If you follow these five principles for formatting Microsoft Word documents, you will have a document that is clear and consistently formatted. Paragraphs and headings and other text elements will look consistent. Tables will be easy to read and illustration text will not disappear or move in an undesirable way. The document should have very few formatting issues or problems.

This means your document will be ready to share at any time without layout fixes. You can quickly send it to a co-writer, supervisor, senior executive or editor. The layout will always be suitable for printing. Pages will not need cleaning up and will not be prone to layout corruption.

These five simple Word formatting principles ensure that you can take your document quickly through the writing and editing phases without wasting time on layout formatting.

An easy path to epub ebook conversion and publishing

When you have finished writing and editing, your document will be ready for the next step in the publication process. The content will be ready to import into design software for traditional publishing. It can also be quickly converted into epub ebook format.

If you do want to publish in Microsoft Word, now is the time to pass the document to a skilled formatter. They can quickly attach your company template to your document in Word or apply fancy design. As the text is still free-flowing, the page print size can be changed up to the last minute without much effort.

Formatting Microsoft Word documents - publishing and epub conversion

Use simple formatting with reflowable content during the writing and editing phases. Convert to print design, epub ebook or fancy layout in MS Word after you have finalised the editing process.

Time is important during the publication process. I hope this method will save you lots of time when producing your next document and give you more time to focus on the content. Once you have created your document styles, they can be transferred to all your documents, saving you even more time.

Do you apply a similar method when formatting Microsoft Word documents? Which method do you use?

Try out this method and let me know your experiences. If you have any formatting questions, please let me know. You can use the comments field below to submit a comment or question.

For more tips and tutorials on formatting Microsoft Word documents, sign up for the newsletter below this post.

Happy formatting!

 

Hashtags: #WordFormatting, #books, #ebooks, #WritersToolkit

☙ ❧

All about ebooks

What are ebooks?

Ebooks have been around for a while now and still the definition can be a bit blurry. So, what are ebooks?

According to Wikipedia, an ebook is ‘an electronic book’ or ‘digital book’. In other words, it is a book-publication in digital form, consisting of text, images, or both, readable on computers or other electronic devices.

Just like a printed book, an ebook has a cover, a blurb and content. An ebook can have all the characteristics of a print book, such as an ISBN, an author, an editor, an illustrator, a publisher, etc.

Spelling?
ebook — e-book — eBook

There are many versions, but it seems ‘ebook’ is winning the race.
This is also the preferred spelling in the Macquarie Dictionary, which I am following here.

What is the difference between a PDF and an ebook?

What are ebooks? Image of a page of a PDF file when opened on an smart phone

When a PDF is opened on a smart phone, only this section is visible. The other text is outside the view.

Strictly speaking, a PDF is an ebook. The PDF (an abbreviation for Portable Document Format, developed by Adobe) has been, until recently, the best known and most widely used ebook format.

However, books in PDF format, and many other fixed-page electronic formats, have the same disadvantage as print books: a lot of time and effort has to be spent on page layout and they are hard to read on small screen. Electronic book formats such as PDF also restrict the reader to a particular software program, and they need to be read and displayed at a readable size (i.e. a normal computer screen).

In the past, this was probably the reason why publishers rarely sold published books into those fixed-page formats.

The rise of smart phones and tablets has gone hand in hand with the development of new ebook formats (e.g. EPUB, MOBI) that no longer have these disadvantages. Because of this, ebook publishing has changed a lot. We can now read ebooks on many devices and no longer have to sit behind our computers.

The main difference between formats such as PDF and the new ebook formats such as EPUB is that the new formats ‘reflow’ the content.

What is reflowable content?

File formats such as PDF have a ‘fixed’ page layout. This means that the content on the pages is always the same and does not change when you open the PDF on a different device.

The new ebooks, however, are produced in a format that no longer fixes the page content. Instead, the page content changes when you open the ebook on a different device (or on the computer when you change the size of the program window). This is possible because the new file formats allow the book content to ‘reflow’, i.e. the content adapts to the device on which it is read (like water takes on the form of its container).

The following examples show what happens when ebook content is reflowable.

What are ebooks? Image of a double page spread of A Voyage to New South Wales in Adobe Digital Editions

A double-page spread of the ebook ‘A Voyage to new South Wales’ in Adobe Digital Editions on a computer screen.

The fraction of the page content you would see if this was a PDF opened on a smart phone

The fraction of the page content you would see if this was a PDF opened on a smart phone.

The example I am using is from the book by John White, ‘A voyage to New South Wales’, in EPUB format (a most interesting journal by the first-fleet doctor about the plants and animals they found in Australia in 1787).

In the first image, taken on a computer screen, the ebook content is spread over a double page using Adobe Digital Content (see below, How to read an ebook on your computer?).

If the same document was in PDF format and opened on a small screen, you would only see a small section of the page (see second image). To read all the content on the page, a reader would have to use the scroll buttons to move the document from left to right and up and down. This would become very irritating.

This is the main reason non-reflowable text formats are used less and less for ebooks.

When content is in a reflowable format, as shown in the screen shots below taken on an iPhone 5, the text wraps and adjusts to the much smaller iPhone screen. The reader does not have to use scroll buttons and can continue reading. Below, I show the first two pages of the same document content displayed on the iPhone.

What are ebooks? Image of the text on an iphone screen

The same text reflowing to the page size of an iPhone. These are the first two pages.

In the same way, the content will take the size of any display screen so users no longer have to zoom in.

The two main reflowable ebook formats used for ebooks are EPUB and MOBI. The EPUB file format is a free and open standard format and is used by books that are for sale at most ebook bookshops. The MOBI file format is used by Amazon Kindle for all their ebooks.

How does reflowable content work with images?

This reflow capacity of ebooks also applies to text with images or illustrations. For example, the screen capture below, taken on my computer, shows a double page spread of the same ebook on Mozilla Firefox epub reader (which also has a clickable contents table on the left).

What are ebooks? Image of the ebook text in Mozilla Firefox

A Voyage to New South Wales shown in Mozilla Firefox EPUB Reader.

The same content on the iPhone 5 below spreads over several pages (I show the first and last page). You can see that the image is adjusted to fit on the small screen.

What are ebooks? First page of the same text on an iPhone 5

First page of the same text on an iPhone 5.

What are ebooks? Last page of the same text on an iPhone 5

Last page of the same text on an iPhone 5.

 

This great flexibility of EPUB and MOBI formats explains why ebooks have become so popular.

Reflowable content lets the reader take control

Even though ebooks have a list of advantages for publishers, readers are the ones who benefit most. They no longer have to scroll to see content and also get a whole range of controls they never had before.

Thanks to reflowable content, readers can be given control over the font size, colour and even the indentation of paragraphs as they read. This is great for accessibility. People with good eyesight can read the text in small font, while readers who have problems with small font can enlarge the font size to the size they need with the click of a button — I love reading without my glasses! In addition, reflowable ebooks are also easier to convert into audio, which makes them even more accessible.

On many readers you can also change the colour of the page background, the light intensity of the screen, control blue or red light, set the font type, etc. Below, I show some of the different views I can get on my smart phone, without having to change anything to the publication file itself…

What are ebooks? Image of ebook text displayed on an iPhone 5

Large, sans-serif, white font on a black page background.

What are ebooks? Image of ebook text displayed on an iPhone 5

Small, serif, black font on a white page background.

What are ebooks? Image of ebook text displayed on an iPhone 5

Medium, sans-serif, black font and a sepia page background.

 

The advantages of ebooks

The advantages of ebooks are there for readers, writers, publishers and the environment. Here is a summary.

For readers

When reading an ebook you can:

  • read the same reflowable ebook on the computer, tablet or smart phone without the need for enlarging or scrolling — the content adjusts to the screen size
  • choose the size of the font, the font type and the colour of the font and background page
  • add as many bookmarks or highlights to your ebook as you want
  • automatically find the place where you stopped reading the previous time
  • have your library in your pocket or keep it online to access from anywhere in the world — travelling with ebooks is easy
  • purchase ebooks at lower cost (because writers and publishers can produce ebooks cheaper)
  • have access to millions of books online, many for free because copyrights have expired
  • purchase ebooks online from anywhere in the world and receive them moments later
  • have a good feeling that ebooks are better for the environment than print books.

Accessibility for vision-impaired readers is also a great benefit. Font size adjustments, brightness of screen and conversions to audio books are all new options that were very expensive for print books.

For writers

In addition to taking credit for the benefits to readers, as a writer you gain by being in a better position to self-publish an ebook. You can choose to self-publish your book as an ebook because the production process is shorter than for print and does not require the same financial investment. If you are IT literate, you can learn how to produce and publish your own book. You will have no expenses for page layout, conversion into other formats, printing and transport. The internet makes it easier to market and sell your books to the whole world from your own website, and also gives you the option of interacting with your readers.

For publishers

Ebooks may be reorganising the publishing world, but books will not disappear — there will always be writers who write books and readers who want to read them. Therefore there will always be publishers.

Publishers benefit from the ebook transformation because the whole production process has become cheaper, easier and sales are now possible worldwide. Publishers have the same advantages as writers, but they are still the expert on quality writing and publication delivery. For those writers that prefer to write, a publisher is still the best way to publish a high-quality book.

For the environment

Print production is not only expensive for readers, writers and publishers. It is also expensive for the environment. Ebook production removes a suite of production steps that damage the environment.

To produce an ebook:

  • you do not need to chop trees to make paper
  • there is no paper processing or bleaching, no ink production, no printing, and less waste, so less chemicals end up in the environment
  • there are less greenhouse gases for transport (transport is instantly over the internet).

How to read an ebook on your computer?

Where to start with your first ebook? I suggest the first step is to read a free ebook on your computer. This way, you do not have to purchase anything or subscribe to any online ebook service.

Before opening an ebook on your computer, you need to make sure you have the software on your computer to read it. For some reason, standard computer installations do not yet come with ebook readers. (I have just installed Windows 10 on a new laptop, and when I try to open an EPUB ebook, it takes me straight to the Microsoft store login…) It is obvious that the various large companies involved (i.e. Apple, Amazon, Google, Microsoft) prefer you purchase their apps, ebooks, ebook devices and software through their own systems, rather than show you how to set up your own library by downloading ebooks from the web. Luckily, there are many ways around this and it is not very hard to find free ebooks and software online.

Here are a few software programs that will read EPUB format ebooks.

Mozilla Firefox EPUB Reader

This program is the most simple and is my recommended choice.

  • download and install the Mozilla Firefox internet browser for Windows and Mac — a free and open-source internet browser
  • browse to EPUBReader (a Firefox add-on) and install it — the instructions on this website explain how to install it
  • see the section below on how to obtain your own free ebook
  • click on the ebook file link in the email to open the ebook in EPUBReader
  • start reading!

Adobe Digital Editions

This software is by Adobe and is free. It is simple to use, but you will need to download the epub file to your computer and open it in the program before you can start reading.

  • download and install Adobe Digital Editions (for Windows and Mac)
  • see the section below on how to obtain you own free ebook
  • download and save the ebook to your computer
  • open Adobe Digital Editions
  • select File>Add to library to find the downloaded ebook on your computer
  • select the ebook file to open it in Adobe Digital Editions
  • start reading!

Calibre

This software is also free, but they do appreciate donations. However, Calibre is much more complex than the previous two programs. In addition to reading EPUB ebooks, it can read many other formats, convert formats, build an ebook library, and even create new EPUB publications. I would only recommend this program for more experienced users, but it is excellent value.

The most useful feature for beginners is that you will be able to search for ebooks on the internet from the program itself and add them to your library.

  • download and install Calibre (for Windows and Mac)
  • see the section below on how to obtain you own free ebook
  • download the ebook to your computer
  • open Calibre and click on Add Books to find the downloaded ebook on your computer
  • select the ebook file to open it in Calibre
  • start reading!

Download the free EPUB ebook

What are ebooks? A voyage to New South Wales

FREE ebook ‘A Voyage to new South Wales’ by John White

The ebook ‘A Voyage to new South Wales’ is available for free for readers of this post. There are many other free ebooks available online (see below).

To download the ebook:

  • click on the following link ‘A Voyage to New South Wales
  • click on the Free Download button and then on Checkout to go to the check out.

You will be asked to submit your email address so that you can receive the link to the ebook. You will not have to pay.

When you receive your ebook email:

  • click on the link to the book in the email
  • if you have installed Mozilla Firefox and the EPUBReader, the ebook will automatically open in Firefox and be added to your EPUBReader library
  • if you have not yet installed EPUB reader software, you can download the ebook file to your computer and follow the instructions above on how to install an ebook reader.

More information on ebooks

In this post, I have concentrated on mainstream ebooks and those formats with reflowable content. The following sites are excellent resources on various other aspects of ebooks.

  • Comparison of ebook formats: Have a look at this Wikipedia site if you are interested to know more about the various formats of ebooks that exist. It shows an excellent comparison table of the various features associated with each format type.
  • Comparison of ebook readers: This Wikipedia site provides a list of ebook readers that exist. It shows an excellent comparison table of the various features associated with each reader.
  • Comparison of Android e-book reader software: If you have an Android smart phone or tablet, this site lists the apps you can use to read ebooks on your device.
  • Comparison of iOS e-book reader software: If you have an iPhone or iPad, this site lists the apps you can use to read ebooks on your device.

Sites with free EPUB ebooks

There are many sites out there with free ebooks, though you have to be careful which sites you use. These are my favorites:

Project Gutenberg: This site has over 50 000 free ebooks that can be downloaded. It is a highly reliable site that does not have a commercial interests.

Project Gutenberg Australia: The Australian part of the above organisation has more Australian documents.

eBooks@Adelaide library: Connected to the University of Adelaide, Australia, this site presents many of the library’s works online. Free to read through their own browser online and also available to download to your computer.

Questions?

I am happy to answer your questions about ebooks. Please use the Reply option below to ask a question.

 

How to format a new document in Microsoft Word

Document layout does not have to be complex to look professional. Microsoft Word is a powerful tool that can help you write and publish your own work. However, it is complex to use. When you start writing and format a new document, many features can distract you from the real task — writing your document.

Below, I describe in 10 easy steps how to create and format a new document.

If you want to keep things simple while writing and editing your document, use the formatting method I describe in A simple method for formatting Microsoft Word documents.

The following instructions are intended for users of Word 2007.

1. Open and save a new Word file

MS Word has a default document layout that you can easily adapt to create a layout that is clean and professional:

  • Open Word and type Ctrl+N to open Word”s default blank document
  • Type Ctrl+S to save this blank document
  • Save the document as ‘My layout.docx’ to a chosen location (e.g. Favorites) on your computer.

Format a new document in Microsoft Word - how to save a document

You now have created a new document in which to save your preferred layout.

2. Set the page margins

The first thing to do when starting a new document is to set parameters for the layout of your document.

To set the page margins, select the Page Layout ribbon and:

  • click on the small icon in the left bottom corner of the Page Setup section of the ribbon to bring up the Page Setup dialog box
  • click the Margins tab
  • set the Left margin width to 3 cm
  • select Portrait page orientation
  • check that the Apply to drop-down box is set to Whole document and click OK.

Format a new document in Microsoft Word - Specify the margins

These page margin and orientation settings will now apply to your whole document.

3. Specify the page layout

To set page margins and numbering for printing double-sided documents, select the Layout tab in the same Page Setup window as used in step 2:

  • tick the Different odd and even option in the Headers and footers section
  • tick the Different first page option
  • make sure to check that the Apply to drop-down box is set to Whole document.

Format a new document in Microsoft Word - Specify the page layout

These page layout settings will now be applied throughout your whole document. They ensure that page numbering can be adjusted for odd and even
pages (step 7 explains why this is important) and that the inside margin will be wide enough to bind your printed document.

4. Modify the normal text font

If you are not happy with the fonts chosen for your document by Word, do not change these in the document text, but use the document styles list
to make changes. The styles list in a default new Word document will show only default built-in Microsoft styles.

To view the Styles list, select the Home ribbon and:

  • click on the small icon in the bottom left corner of the Styles section of the ribbon
  • in the Styles list that appears on the right, move the cursor over Normal style and click the down-arrow that appears
  • click Modify on the drop-down list
  • in the Modify Style window, set your preferred font and font size and click OK.

Format a new document in Microsoft Word - Modify the Normal style

By changing the font and paragraph settings in the Normal style, you will never again have to adjust fonts in the text.
You only need to apply the Normal style to your text (see step 8 on how to apply a style).

5. Create your custom headings

You can set the font and paragraph settings for headings in the same way as explained in step 4.

In the Styles list on the left:

  • move the cursor over the Heading 1 style and click the down-arrow that appears
  • click Modify on the drop-down list
  • in the Modify Style window, set your preferred font and font size for the Heading 1 style and click OK.

To add more heading styles to the Styles list:

  • click the Manage Styles icon  Format a new document in Microsoft Word - Manage Styles icon at the bottom of the Styles window
  • select the Recommend tab
  • click on Heading 2 in the list of styles
  • click the Show button to make it appear in the Styles list.

Format a new document in Microsoft Word - Add a style to the Styles list

Make changes to this style as explained above. You can also use this method to add other styles to the Styles list in your document.
See step 8 on how to apply these styles.

6. Add a cover page

Word 2007 provides several example cover pages you can add to your own document.

To choose a Word cover page for your document:

  • place your cursor at the very beginning of your document
  • select the Insert ribbon tab
  • in the Pages section, click on the Cover Page button
  • click on your preferred cover page in the examples list to insert this cover page into your document and click OK.

Format a new document in Microsoft Word - Add a cover page

7. Add page numbers

In step 3, I specified that the document should have different odd and even headers and footers, and a different first page.

These settings now allow you to apply different formatting to the headers and footers of the first page (the cover), the odd pages and
the even pages. In a report intended for double-sided printing, for example, the cover page will not have a page number in the footer,
odd pages may have a page number in the bottom-right corner, while even pages may have a page number in the bottom-left corner.

The setting Different first page ensures that your cover page can be formatted independently from the other odd pages.

To add page numbers to the even page footers of the document, place the cursor on the next page after the cover page and:

  • select the Insert ribbon tab
  • in the Header & Footer section of the ribbon, click the down-arrow next to the Page Number button
  • from the drop-down list, select Bottom of Page and then select option Plain Number 1.

This will open the footer region of your document and insert a page number field in the left bottom corner of the page.

To add page numbers to the odd page footers of the document, place the cursor on the next page of your document (add some empty paragraphs to
get there) and do the same for the odd page footers, only this time select Plain Number 3.
This will insert page numbers in the right bottom corner of odd pages.

Format a new document in Microsoft Word - Add page numbers

By formatting page numbers like this, your whole document will have the same page numbering layout, no matter how long it will become.

8. Type in your main headings

Structure is important to write a clear and easy to understand document. Therefore, writing the main section headings before you write the content is a good strategy to build a sound structure from the start.

See also writing tips.

When you start writing in a Word document, the default style (ie Normal) will be applied to the text.
To format the main section headings, you need to apply the Heading 1 style created in step 5.

Place your cursor on the second line on the new page after the cover page and:

  • type the text for each of your main headings on a new line, with a blank line in between
  • place the cursor in the first heading
  • in the style window on the right, click on the Heading 1 style to change the style of this paragraph to Heading 1
  • repeat this for each main heading.

Format a new document in Microsoft Word - Apply Heading 1 style

You have now applied the Heading 1 style to the main headings in your document and can start writing text in each section below it using Normal style.

9. Add a contents table to your document

Overview is as important for good writing as the structure itself. If you try to reflect the ‘story’ of your document in its structure and headings, you will deliver a much clearer document for your writers.

See also writing tips.

To keep an overview of your document headings handy while you write your document, insert a contents table in the document as soon as you create
the headings.

Word can automatically create a contents table if you apply its heading styles to your headings.

To insert a contents table:

  • place the cursor after the cover page you inserted in step 6 and before the first Heading 1 in your document
  • select the References tab on the ribbon
  • click the Table of Contents icon
  • select the built-in Automatic Table 1
  • press Ctrl+Enter to place a page break after the contents table

Note: You need to have created at least one heading (as specified in step 8) to insert a contents table.

The table of contents will now be inserted and can display three levels of headings.

After you have added more sections and headings to your document, you can update the contents table automatically by inserting the cursor
anywhere inside the table of contents and pressing F9 on your keyboard. Word will automatically add all headings to which you have applied the
heading styles 1, 2 or 3.

Format a new document in Microsoft Word - Add a contents table

10. Use Print Preview to view your document

If you have applied all 9 steps in this list, you will have a clean document layout for double-sided printing.

Check the Print Preview to see how your document will print:

  • click the Office button in the top left corner
  • select Print and Print Preview.

Format a new document in Microsoft Word - Document with cover page and different odd and even footers

Continue writing your document from this point onward. If you need to modify the font, paragraph layout of text, or headings in your document, always make these changes in the styles. Adhering to these simple rules will save you lots of time and ensure your document will be print-ready at any stage of the writing process.

Your suggestions are welcome

These are my ten tips for formatting documents using MS Word 2007. Click on the link to download this Example Word file.

If you have any comments or questions, or would like to suggest further content, please use the comments below.

 

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