Margins, Header/Footers

When setting the margins for your pages, it is important to not set them less than ¾” to ensure a proper distance between the printing and the edge of the page. We recommend that when choosing a margin setting for your page layout, you should allow 1/8” extra for the binding edge. For example, if you have selected a margin setting of ¾” for the top, bottom, and right hand side of the page, the left hand, or binding edge should be set at 7/8”. This makes the text appear balanced on the page when the book is bound. Microsoft Word uses a measurement which is referred to as a gutter. When using the gutter, margins should all be set at ¾" with a gutter measurement of .2". Care should also be taken when placing information in the headers or footers, such as chapter heading or page numbers, that sufficient room remains between the edge of the print and the edge of the page. A header/footer measurement of ½” is a common setting for a standard page layout.

If you are using Microsoft Word for your page layout, you may find our tutorials helpful.

 °   Create Different Headers for Odd and Even Pages 

 °   Delete a single Header

Hard Page Returns

When transferring manuscript files from one computer to another, it is not uncommon for errors to occur in the page layout of the manuscript. The most common page layout error is a problem referred to as text re-flow. Re-flow is the repositioning or shifting of text and images which may occur when a file is opened using a computer other than on the one it was created with. There are a number of causes for text re-flow, but it is most directly related to the fonts which are used. A hard page return placed at the bottom of each page creates an invisible barrier to ensure that text and images remain on the page they were intended.

Hard page returns are inserted by positioning the cursor at the bottom of the page and pressing the Ctrl > Enter keys together. It is highly recommended that this be done as often as possible throughout the manuscript. Hard page returns are not necessary when submitting a PDF file. PDF is an acronym for "Portable Document Format". Once a file has been converted into a PDF, it can be opened on any computer without problems such as text or photograph shifting. You can create your own PDF file with the proper software. For a free download of PDF software, click here. 

Setting Type

When typing your manuscript, forget everything you learned in typing class. Computers have come a long way from the typewriter, and the rules for professional page layout are different. Here are just some basic layout rules.   

Only use one space after periods.

Indent paragraphs one em space.  This is equal to approximately two spaces.
        
Choose either a double space between paragraphs, or an indent. Do not use both.

If you are choosing to indent your paragraphs, you need not indent the first one of each chapter.

Watch for hyphenated words at the end of each line.  If there are too many, you may want to adjust your kerning.
 

Fonts
Choosing font styles for your book is very important for both the appearance and for transferring files for printing. The most common fonts used for books are the Oldstyle fonts, as they are easily readable for large body copy.  Among the most common are Times Roman, Goudy, Garamond, and Baskerville. Remember to choose a contrasting  font for your headings. A sans serif font such as Arial is a common choice. A sans serif font is one without the "hooks" at the ends of each letter. These "hooks" help to guide the eye from one letter to another making the text easily readable. This is why sans serif fonts such as Arial should never be used for the main body of the text. Children's books are commonly set in a slab serif font, because of their clean straight lines.  Some common Slab serif fonts are New Century Schoolbook, Classic SSK, and Clarendon.  

                    
In regard to printing, it is important to ensure that all fonts being used are resident in your Windows font folder. This includes both bold and italicized versions of each font. Simply using the bold or italicize commands on the toolbar may not necessarily ensure the font is available. For example, Microsoft Word will manufacture its own version of a font if it is not already installed on your computer. If this is done, the bold font will appear to be two images side by side when printed on a high quality digital press. The italicized versions may not print at all. The simple solution to font problems is to avoid unusual fonts such as Wing Dings and Symbol, and stay with more common book fonts such as Garamond and Times New Roman. Fonts are also selected to add or reduce the number of pages in a book. For example, Garamond is a wide font which should be used to bulk up the book with more pages. Changing the font from Times New Roman to Garamond could increase the page count an average of 20 - 30%.

Page Numbers/Chapter Headings

The title page and chapter headings should always be placed on a right hand page. It may be necessary to leave a left hand page blank in order to start a chapter as a right hand page. Inserting a section break at the end of each chapter will automatically force the following chapter to begin in the proper right hand position. When numbering the pages in your book, you should also keep in mind that right hand pages are always odd number pages while left hand pages are even numbers. It is also common to number the pages preceding the first chapter with roman numerals.

How to Apply a Drop Cap

• Select the character you want to apply the Drop Cap.
• From the Format menu, choose Drop Cap
• Select the position of your Drop Cap.
• Dropped or in Margin
• If desired, change the font and any other options given.
• Click OK.