This is the second post in this series and this time, I’ll be showing you how to setup your Word document to match the Createspace template for your chosen trim size. If you’ve forgotten about templates and trim sizes, you can find the post explaining what they are, why you need them and where to find them…here.
Right. So in this post I will assume that:
- you have typed up your manuscript in Word or in a Word compatible format – e.g. Rich Text Format or .rtf for short.
- you want to change that manuscript to make it compatible with Createspace so the printing process goes smoothly
- you have decided on a trim size
- you have downloaded the appropriate template [from Createspace] specifically for that trim size
- you have looked at the template but did not change any of the settings
If any of these assumptions are incorrect, please go back to the overview article linked above and make sure you have everything that you need.
How to easily change the font and font size to match the Createspace template [of your choice]
The first step is to open Word. Then, open both your manuscript and the template document. The template document will look something like this:
I chose a trim size of 5.5 x 8.5 so this is the template for that trim size. Garamond is a common font, and 12 is an average font size. Your template may be different. One thing, however, is most most certain to be true – the font in the template will not match the font you used in your manuscript. Assuming you want to change the font in your manuscript, the following is the simplest, easiest way to do it. But…be warned before you begin – this method will change your title and chapter headings as well.
First, we have to select the entire document. There are two ways of doing this.
The first way is to hit the Ctrl key and the ‘a‘ key at the same time. Ctrl-a is a keyboard shortcut and will ‘select all’ on most apps.
The second way is to use the ribbon:
Microsoft Word 10 uses tabs so the ‘Select’ options are on the Home tab, at the top right of the ribbon as shown. Click ‘Select’ and then click ‘Select All’ from the dropdown options.
Your manuscript should now look like this:
WARNING: hitting the ‘Delete’ key or the spacebar when everything is selected can lead to the loss of your entire document. If you make a mistake and everything disappears, DO NOT PANIC. Simply click the ‘Undo’ button to cancel whatever you last did. The ‘Undo’ button can be found here:
You can also undo your last action by hitting Ctrl Z [Ctrl and ‘z’] on your keyboard.
Moving on. With the entire document highlighted as above, click the small arrow next to the font box as shown:
Select the appropriate font for your template. For mine it was ‘Garamond’.
With the document still highlighted in blue [i.e. selected] click the small arrow next to the font size box as shown:
Click on the appropriate font size and then click inside your document to de-select it. The blue highlighting should disappear.
The next change we will make is to adjust the alignment and first-line indent of each paragraph. To do this, click the small button in the Paragraph category on the Home tab of the Ribbon:
You should now be looking at the Paragraph dialog box as shown below. Here, you can specify how all the text in the document is aligned. As most books are justified, that is the option I’ve chosen under ‘General’. I’ve also chosen a first-line indent of 1 cm so that everyone can easily see where a new paragraph begins. This is important, imho, as I’ve also chosen ‘Single’ line spacing.
Finally, I’ve clicked on the option ‘Set as Default’ down at the bottom. Word then wants to know what I mean by default. Choosing ‘All documents…’ would change the Normal style for every Word document I create from here on in. I don’t want to do that so I selected ‘This document only’.
Click on ‘OK’ and you will notice that…nothing has changed!
Don’t panic. In reality, the Normal style has changed, we simply have to tell Word to reflect those changes in the document. To do this, Select All again, and when the whole document is highlighted in blue, click the Normal style as shown:
Ta dah…the first big change is complete. The headings still need to be fixed up but that can wait. The next thing we need to do is change the size of the ‘paper’ so that we can start to see roughly how many pages this document really contains.
Changing the paper size to reflect the trim size of our ‘book’
To find out what is the correct paper size for our book, open the template document. Then open the ‘Page Layout’ tab of the Ribbon. With the Page Layout tab open, click the small button under the Page Setup group of functions:
You should now be looking at the Page Setup dialog box for your template. Under ‘Paper size’ you should have a number in cm for width and height. Write those 2 numbers down. Then click on the Margins tab. Again, you should write the margin numbers down and note whether ‘Mirror margins’ are specified. The following screenshots are from my template:
Now, go back to your own document, open the Page Layout tab and click on the small button to open the Page Setup dialog box. You should be looking at the tab for Paper. Click inside the ‘Paper size’ boxes and type in the dimensions that were shown in the template document. Mine looks like this:
Next, click the Margins tab and again, type in the numbers you found in your template. Mine looks like this:
Congratulations! You’ve changed some of the most important aspects of your manuscript to reflect the Createspace template.
But there is still a great deal to do. The Title and Headings will have to be fixed and to do that we will change the default styles to make the changes quick and easy. The book will also need page numbering, but some parts should not have page numbers – e.g. the Title page – so first we will have to insert section breaks. As well as making sure the page numbering is correct, section breaks are necessary to ensure that the first page of every new chapter always starts on an odd page. Nothing shrieks ‘amateur’ in a print book like wonky formatting.
And finally, there’s the cover. Front page + back page + THE SPINE! Plus ISBNs, pricing, royalty calculations….
I hope you guys are in for the long haul as this could take a while. 🙂