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Choosing ebook files for Amazon, Apple Books, and print
Ebook files are not interchangeable exports. A reflowable EPUB is designed to adapt to a reader’s screen and font settings, while a print PDF preserves every page position for a physical book. Choosing the right file begins with deciding where each edition will be sold.
Keep one controlled manuscript as your source, then create separate exports for each retailer and print channel. That approach makes corrections far less risky when a store flags an upload or you release an updated edition.
1. Map ebook files to the stores and editions you need
Write down every edition before exporting anything: Kindle ebook, Apple Books ebook, Kobo ebook, Google Play ebook, paperback, and hardcover if applicable. An ebook edition and a printed edition have different technical jobs, even when their text is identical.
| Store or edition | Preferred upload choice | Use separately |
|---|---|---|
| Amazon KDP ebook | Reflowable EPUB or clean DOCX | Paperback PDF |
| Apple Books | Validated EPUB | Print-ready PDF |
| Kobo Writing Life | Validated EPUB | Print-ready PDF |
| Google Play Books | EPUB for reflowable books | PDF for fixed-layout books |
Use the retailer’s current upload screen and help documentation as the final authority. Accepted formats can change, and a distributor may impose its own conversion rules.
2. Build a reflowable EPUB for reading apps and e-readers
A reflowable EPUB contains structured text, images, navigation, and CSS. The reader can enlarge type, switch fonts, change line spacing, and read on a phone or a dedicated e-reader. Chapters therefore need real headings, paragraph styles, and page breaks that come from the file structure rather than repeated blank lines.
Format the manuscript before conversion
Use Heading 1 for chapter titles, a consistent body-text style, and a page-break-before setting for each new chapter. Remove tabs used for indentation, manual page numbers, and text boxes holding essential copy. For a fuller comparison of working formats, see which ebook format to write.
Open the resulting EPUB in more than one reader. Check the table of contents, chapter breaks, italic text, image captions, links, and the last line of paragraphs. A file that opens is not necessarily a file that reads well.
3. Create a print PDF as a separate production file
A print PDF has fixed page dimensions, embedded fonts, margins, headers, footers, and page numbers. Its pages are composed for a specific trim size, such as 5.5 by 8.5 inches or 6 by 9 inches. Enlarging text in a reading app cannot reflow that layout cleanly.
Do not convert a print PDF directly into the EPUB you send to stores. Running heads, folios, mirrored margins, and blank left-hand pages can appear in the middle of an ebook. Start the EPUB from the structured manuscript instead.
If your book relies on a comic-style layout, a large visual workbook, or landscape spreads, investigate fixed-layout EPUB requirements for each retailer. In those cases, a PDF may also be an appropriate digital edition for stores that support it.
4. Upload ebook files to Amazon KDP and other retailers
For a Kindle ebook, use the format shown in the KDP upload workflow and preview the converted result before publishing. Amazon’s requirements and supported upload types are maintained in Amazon KDP Help, so check there before a new upload rather than relying on an old checklist.
Keep the Kindle ebook upload separate from the paperback interior upload. KDP processes these as distinct editions, with different preview tools and setup fields. Follow the screen order in Publish an ebook on Amazon KDP, step by step when you are preparing the listing.
For direct uploads to Apple Books, Kobo, and Google Play Books, submit the EPUB you tested. If you use an aggregator, read its conversion settings and inspect the retailer-specific preview where available.
5. Keep one master manuscript and controlled exports
Your master is the editable source from which every edition is made. For a text-led book, a carefully styled DOCX is practical because it can feed an EPUB workflow and be handed to a print formatter. Keep it outside retailer dashboards and give every export a clear version name.
A create-ebook project can supply DOCX, EPUB, and PDF outputs, yet you should still keep the editable DOCX and any cover source files in your own archive. Treat retailer uploads as exports, not as the only copy of your book.
| Item to retain | Suggested filename | Check before export |
|---|---|---|
| Master manuscript | book-title_master_v03.docx | Styles and chapter order |
| Reflowable ebook | book-title_v03.epub | Contents and reflow |
| Print interior | book-title_6x9_v03.pdf | Trim, margins, page count |
| Cover source | book-title-cover_v03.psd | Title, author name, dimensions |
| Release notes | book-title_changes_v03.txt | Date and corrected items |
6. Preview the reader experience before publishing
Preview at a small phone size and a larger tablet or desktop view. Look for headings stranded at the bottom of a screen, oversized images, extra blank pages, broken footnotes, and links that lead nowhere. Read several pages in the middle of the book, since conversion problems often appear beyond the opening chapter.
Compare the EPUB against your master manuscript after every substantial revision. You can use this whole example chapter to see the kind of clean chapter structure readers expect, including readable paragraphs and a clear hierarchy.
For print, run the platform’s interior preview and inspect a proof if the budget and schedule allow. Check the first page of each chapter, odd and even headers, image resolution, and the final page count before approving distribution.
7. Archive each published version for future corrections
Create a release folder for each published version, such as 2025-06-v03. Put the exact EPUB and PDF uploaded, the source DOCX, cover files, ISBN notes where relevant, and a short change log in that folder.
When you correct a typo later, update the master first, increment the version number, regenerate the affected exports, and recheck them. This preserves a reliable trail when the files in a retailer account no longer match the draft on your computer.
A simple file system prevents expensive rework
Use EPUB for a flexible reading experience, PDF for fixed print pages, and DOCX as a maintainable manuscript source. Export each edition from a controlled master, test it in the environment where it will be read, and archive exactly what you publish.
Frequently asked questions
Can I upload the same PDF to every ebook store?
A PDF can work for fixed-layout digital books on stores that accept it, but it is a poor replacement for a reflowable ebook in most text-led titles. Readers expect to resize text and use their preferred reading settings, which a print PDF does not support well.
Is DOCX a real ebook format?
DOCX is a manuscript format, though Amazon KDP can accept it and convert it for Kindle. EPUB is generally the stronger delivery format for direct ebook distribution because its structure is designed for reading systems.
Should I keep EPUB or DOCX as my master file?
For most novels and nonfiction books, keep the clean, styled DOCX as the editorial master and generate EPUB from it. Retain the EPUB you published as a release archive, since it records the exact reader-facing version.
Why does my EPUB have different page numbers on different devices?
A reflowable EPUB changes its layout when a reader changes font size, screen orientation, or margins. Print-like page numbers are therefore unreliable, so use linked chapter navigation and avoid references such as “see page 42” where possible.
Do I need a separate file for a Kindle ebook and a KDP paperback?
Yes. The Kindle edition needs a reflowable ebook upload, while the paperback needs a print interior built for its trim size and margins. KDP treats them as separate products with separate preview checks.