How to write the E-Book in Microsoft Word

3.1 Cover page
3.2 Automatically generated summary
3.3 How to use paragraph styles
3.4 Page break
3.5 Keep headings and content together
3.6 Internal links and hyperlinks
3.7 Graphics, Text Boxes and text colors
3.8 Text indent
3.9 Colors
3.10 Columns
3.11 Object placement (images, …)
3.12 Header and footer
3.13 Footnotes
3.14 Once you think you reached your goal. Proofreading.
3.15 Export

These instructions were written for Microsoft Word for Mac since I have a Mac and never
had to work on a PC I don’t know anything about Microsoft Word for PC.

3.1 Cover page

Go to Insert, Document Elements and choose Cover Page. You will be able to choose from different styles. You can always change that later too. The cover page usually is one of the last things to mind about when writing an E-Book.

3.2 Automatically generated summary

Since I place the title on the cover and the summary after the cover I usually repeat the title right before the summary. I think it looks better.

To add an automatically generated summary go to Insert, Document Elements and choose Table of Contents. You will be able to choose from different styles. You can always change that later too.

Page numbers will be clickable for people to quickly get to the part of the book they are interested in or to the chapter they were reading before they stopped the last time.

To update the Table of Contents when you’re writing put the mouse in the table click on the downward flash and choose “Update Table…”.



For the automatically generated Table of Contents to work you have to use paragraph styles.

3.3 How to use paragraph styles


Using paragraph styles is important to keep the same styling all the way through the book and for the automatically generated summary. Unless it’s already open, open the Toolbox by clicking on Toolbox in the top of the application window.

Then open Styles.

Select the paragraph style you want to set, for example select Normal to set the style of the body. Click on the  and choose “Modify Style…”



You will find a window popping up where you can define the look of it



Now you changed the settings for the style and every time you choose Normal while writing on the document your settings will be applied to the text.

You can also create your own style by hitting “New Style…”. Say you are writing a book about music which contains some lyrics but you don’t want to apply any of the preset styles to them. In this case just hit “New Style…” and apply the styling you want to use for the lyrics. Your new style will then appear in the Styles list for you to apply it to all other lyrics too.

Note that Styles only apply to the document you’re working on. They don’t apply to other documents.

3.4 Page break

To have a new chapter starting on a new page add a page break at the end of the chapter which precedes it. Place the pointer at the end of the previous chapter, go to Insert, choose Break and Page Break.

3.5 Keep headings and content together

Word automatically looks to avoid that a heading shows up in the very last line of the page and the body on the next page. Nevertheless you may keep an eye on that since it may happen anyway if you have a heading combined with an empty line etc.

3.6 Internal links and hyperlinks

One of the greatest advantages an E-Book has over a paper book is that you can add links. E-Book internal links getting people from one section of the book to another one or external links opening a website in a browser for people to find more informations or download a file or application.

For E-Book internal links select the part of the text you want to link to. Go to Insert, Bookmark and give your Bookmark a name for you to know which bookmark corresponds to which part of the text and hit Add.



Now select the text you want to turn into a link, the text you want people to click on for them to get to the bookmark you’ve previously set, go to Insert, and choose Hyperlink, then Document, Anchor, Locate..



under Bookmarks you then find your bookmark, select it, and hit OK. OK again.



To have an internal link pointing to a heading you don’t need to add a bookmark, you can choose a heading too.

To add a hyperlink going to the WorldWideWeb type and select the text you want to turn into a link, Insert, Hyperlink and enter the URL as http://whatever.com where it says “Link to:”.

I think it’s a good idea to use different colors to indicate which link is an E-Book internal link and which is external. I always use blue for external links and green for internal links. Just select the text and change the color as for normal text.

3.7 Graphics, Text Boxes and text colors

Graphic elements such as Shapes, Text Boxes and colored text can be used to decorate the book but also as instruments to highlight some concepts, summaries, more in-depth informations and so on. However I think these instruments should be used only occasionally while keeping homogeneity in the structure of the book. Personally I would keep the graphic appearance as minimalistic and clean as possible. Sometimes less is more.

3.8 Text indent

Text indent is a good way to mark case studies, citations from other source or examples. Using text indent the text is still part of the content as a whole but you put a different focus on it. To apply text indent select the paragraph you want to apply it to, go to Toolbox, Alignment and Spacing, Indentation. You can set a right and a left indentation.

3.9 Colors

If you find yourself often using the same colors I would suggest you to drag them into the appropriate area so you can apply them with just one easy click instead of having to figure out which tonality it was you were using. Select text, Font Colors, More Colors… and you will find the following window…



3.10 Columns

If you want to have your text displaying in columns go to the top of the application window and choose Columns where you can decide how many columns you want. This applies to the entire document.



If you want to have only part of the document displaying as columns select the part you want to have displaying as columns and choose how many columns you want.

Set your pointer at the end of the text you want to have displaying in the first column, go to Insert, Break, and choose Column Break. The text which comes after the Column Break will then display in the second column.

3.11 Object placement (images, …)

To add an image to your document all you have to do is drag it into it. Per default Word sets images to be inline which means that the image shift when text shifts with no wrapping.

To have the text wrapping around the image select your image, go to Toolbox, Wrapping and from Style choose Square.

This also applies to any other object besides images: Shapes, …

3.12 Header and footer

The header of a book should be used to insert the title of the book, the name of the author, perhaps the version number. The footer should be used to enter the page numeration.

To enter a header or a footer all you have to do is go to Insert, Document Elements, choose Header and Footer. What you type in here will apply automatically to all the pages of the book.

For the page numeration I would recommend you to go to Insert, Page Numeration. There you find the settings for the numeration. Further settings are found clicking on Format.
This way the number of the page and number of pages in the book will be automatically updated.

3.13 Footnotes

Footnotes are used to add additional informations such as bibliographic references to tell where you took a certain citation from or biographic data of a person you mentioned in the text.

To add a Footnote place the pointer where you want the number calling the footnote to appear, go to Insert and choose Footnote. You can then choose whether you want to have them at the end of the document or on the page itself. I would recommend you to have them at the bottom of the page.

Where possible I would recommend you to integrate the information in the text itself to make the reading experience as smooth as possible.

3.14 Once you think you reached your goal. Proofreading.

In addition to what was discussed in Chapter 2.13 and along with the well known spellchecker Word offers a proofreader as well. Go to Tools, Spelling and Grammar… However it will never replace human beings!

3.15 Export

As a PDF file

Once the book is “finished” go to File, Save As… and under Format choose PDF (Portable Document Format). I wrote “finished” in quotes since if you want you will always find something you’re not happy with or something missing.

As an ePUB file

In Microsoft Word there is no way to export ePUB files so here’s a work around.

So far we’ve written the E-Book to export it as PDF. We now need to adapt it for ePub. Best is to duplicate the document for you to have a version for PDF and a version for ePub. In the ePub version make the following changes:

– All images must be inline
- Remove Footer and Header since they are not supported in ePub
- ePub will generate its own Table of Contents based on the headings you applied

1. In Word go to Save As… Web Page (html)
2. Go here to download Calibre
3. Open Calibre, go to Add Books, choose your .html file
4. Select the file in Calibre, go to Convert books, Convert individually

Output Format: EPUB
Fill in the other information and choose a Book Cover



5. Go to Structure Detection and you will be able to choose where to have page breaks inserted. Recommended is

//*[name()=’h1′]

or

//*[name()=’h1′ or name()=’h2′]



6. Go to Table of Contents

Check the “Force use of auto-generated Table of Contents” box. And add…

Level 1 TOC (XPath expression):
//h:h1

Level 2 TOC (XPath expression):
//h:h2

Level 3 TOC (XPath expression):
//h:h3



7. Hit OK

You will now find your E-Book in ePUB format in your Calibre directory.


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2 Responses to How to write the E-Book in Microsoft Word

  1. obaid says:

    Very useful. Thanks….

  2. Anthony Riche says:

    Awesome information. Thank you so much!

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