How to Export Your Manuscript from Software

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The journey from a blank page to a published book is a long and winding one, punctuated by countless revisions, moments of inspiration, and the quiet hum of your writing software. But before your words can grace the printed page or digital screen, there’s a crucial step often overlooked in its complexity: exporting your manuscript. This isn’t just about clicking “Save As.” It’s about understanding file formats, respecting industry standards, preserving formatting, and preparing your work for the next stage, whether that’s submission to an agent, a publisher, or direct self-publication. A botched export can lead to formatting nightmares, lost content, and significant delays. This definitive guide will demystify the process, providing actionable steps and concrete examples to ensure your manuscript transitions seamlessly from your writing environment to its final destination.

Understanding the Landscape: Why Export Matters

Exporting isn’t a one-size-fits-all operation. The “best” way to export depends entirely on your manuscript’s next stop. Are you sending it to an agent who prefers .docx? Or are you preparing an eBook that requires .epub? Perhaps you’re creating a print-ready PDF. Each scenario demands a slightly different approach, and understanding these nuances upfront saves immense frustration down the line. The core purpose of a successful export is to maintain the integrity of your work – its formatting, structure, and content – while making it accessible and usable for others.

The Foundation: Pre-Export Checklist

Before you even think about clicking “Export,” a few critical preparatory steps will prevent common headaches. Think of this as your manuscript’s final gleaming polish before its debut.

1. Final Review and Cleanup: The Nitpicking Phase

  • Proofread Relentlessly: This is your last chance to catch typos, grammatical errors, and awkward phrasing within the software. While copyediting will occur later, a clean manuscript reflects professionalism.
  • Check for Placeholder Text: Did you leave “[INSERT CLIMAX HERE]” lurking in chapter 12? Search for common internal notes or placeholders.
  • Remove Unnecessary Comments/Track Changes: If you’ve been collaborating or using “Track Changes,” ensure all comments are resolved and changes accepted/rejected. Most export options will flatten these, but accidental deletions or residual comments can be disastrous. In Microsoft Word, navigate to the “Review” tab, then “Accept” or “Reject” all changes, and “Delete All Comments in Document.”
  • Verify Heading Structure: Your table of contents, if generated, relies on proper heading styles. Ensure you’ve consistently applied “Heading 1” for chapter titles, “Heading 2” for sub-sections, etc., throughout your manuscript. This is crucial for navigaional elements in eBooks and for agents seeing a well-structured document.
    • Example: In Scrivener, compile settings often let you map your document hierarchy (folders, individual text files) to specific heading styles upon export. If File A is a chapter, ensure its compile setting is set to “Chapter Title.” In Word, highlight your chapter title and select “Heading 1” from the Styles pane.

2. Standardizing Formatting: The Industry Baseline

While your writing software might allow for elaborate fonts and obscure paragraph spacing, industry professionals (agents, editors, publishers) expect a standard format for initial submissions. Deviating from this can mark you as unprofessional.

  • Font: Times New Roman or Courier New, 12-point.
  • Line Spacing: Double-spaced throughout.
  • Margins: 1-inch all around.
  • First Line Indent: 0.5 inches for new paragraphs (no extra space between paragraphs).
  • Page Numbers: In the upper right-hand corner, often with your last name (e.g., Smith 1).
  • Chapter Headings: Centered, often a few lines down from the top margin, with a page break preceding each new chapter.
  • No Extra Spaces: Avoid double spaces after periods or between paragraphs (unless explicitly creating a scene break).
  • Scene Breaks: Typically indicated by a centered asterisk (***) or three hash marks (###) on a line by themselves. Some prefer a single blank line. Choose one and be consistent.
    • Actionable Step: In Word, use “Ctrl+A” to select all, then modify Paragraph settings: Line Spacing: “Double,” Special: “First line indent” by “0.5 inches,” Before/After spacing: “0pt.” For fonts, select “Times New Roman” and “12pt.”

3. Back Up Your Work: The Golden Rule

Before initiating any export, save a final, distinct version of your native project file. This is your safe haven if anything goes awry during export. Name it clearly, e.g., MyNovel_FINAL_PreExport_2023-10-27.scriv or MyNovel_FINAL_PreExport_2023-10-27.docx.

Exporting from Popular Writing Software

Each major writing software has its own idiosyncrasies when it comes to exporting. We’ll cover the most common ones, focusing on the versatile .docx (Microsoft Word Document) and the eBook-ready .epub, along with print-ready PDFs.

1. Microsoft Word: The Ubiquitous Standard

For many writers, Word is their writing software. Its native .docx format is the industry standard for manuscript submissions.

Exporting to .docx (Native Format)

Since Word’s native format is .docx, “exporting” is essentially “saving” your final, cleaned-up document.

  • Actionable Step:
    1. Go to File > Save As.
    2. Choose a location on your computer.
    3. In the “Save as type” dropdown, ensure “Word Document (*.docx)” is selected. (It usually is by default).
    4. Give your file a clear, professional name (e.g., AuthorLastName_NovelTitle_Manuscript.docx).
    5. Click Save.

Exporting to PDF (Print & Sharing)

PDF is excellent for sending a static file where formatting must be preserved, such as cover letters (attached to your Word doc), or for proofing. It’s often required for print-on-demand services for the final interior file.

  • Actionable Step:
    1. Go to File > Save As.
    2. Choose your desired location.
    3. In the “Save as type” dropdown, select “PDF (*.pdf).”
    4. Click Save.
    • Tip: If you need a print-quality PDF, ensure the “Optimize for” option (if available) is set to “Standard (publishing online and printing)” rather than “Minimum size (publishing online).”

Exporting to EPUB (eBook Conversion)

Word doesn’t have a native “Export to EPUB” button. You’ll need to save as .docx and then use an external conversion tool or dedicated eBook software.

  • Actionable Step:
    1. Save your manuscript as a clean .docx file (as described above).
    2. Use a tool like Calibre (free, open-source) or Vellum (Mac only, paid) to convert your .docx to .epub. Calibre requires you to add your .docx file to its library and then use the “Convert Books” option, selecting EPUB as the output format. Pay attention to the Table of Contents settings in Calibre to ensure your headings are properly recognized for navigation.

2. Scrivener: The Writer’s Powerhouse

Scrivener excels at manuscript organization, breaking your novel into small, manageable chunks. Its “Compile” function is incredibly robust but can be intimidating due to its vast array of options.

Compiling to .docx (Agent/Publisher Submission)

This is Scrivener’s most common export for traditional publishing paths.

  • Actionable Step:
    1. Go to File > Compile... (or Cmd+Shift+E on Mac, Ctrl+Shift+E on Windows).
    2. In the Compile window, first select your “Format As” preset. For a standard manuscript, “Manuscript (Times New Roman)” or “Manuscript (Courier)” are excellent starting points. These presets already apply industry-standard formatting.
    3. In the “Compile For” dropdown at the top, select “Microsoft Word (.docx).”
    4. Crucial Step: Content Selection. On the left sidebar, under “Contents,” ensure all the documents and folders you want to include in your manuscript are checked. Uncheck any extraneous notes, research files, or character sheets.
    5. Understanding “Layout.” On the left sidebar, click “Layout.” Here, you define how your individual Scrivener documents (chapters, scenes) will appear. For a novel, ensure Title settings are for your chapter titles, and Text settings control your main body. The default presets usually handle this well, but customize if needed (e.g., ensuring a page break before each new chapter).
      • Example: For “Chapter Titles,” you might select “Page Break Before” and “Centred” alignment, with a specific font style. For “Text,” ensure “Double Line Spacing” and “First Line Indent” are applied.
    6. Formatting Overrides: On the left sidebar, click “Formatting.” This is where you override Scrivener’s internal formatting with the compile settings. Ensure “Override text and notes formatting” is checked and “Use compile settings for text” is selected. This ensures your output is consistently formatted, irrespective of individual file formatting within Scrivener’s editor.
    7. Click Compile... (the button at the bottom right).
    8. Choose a save location and name your file (e.g., AuthorLastName_NovelTitle_MSS.docx).
    9. Click Save.

Compiling to EPUB (eBook Generation)

Scrivener is excellent for generating clean EPUBs, especially for self-publishers.

  • Actionable Step:
    1. Go to File > Compile....
    2. In the “Compile For” dropdown, select “EPUB 3 eBook.”
    3. Select a “Format As” preset often designed for eBooks, like “eBook.”
    4. Crucial Step: Content Selection: As with .docx, ensure all relevant content is checked under “Contents.”
    5. Table of Contents (TOC): On the left sidebar, click “Table of Contents.” Scrivener can automatically generate a navigable TOC based on your document structure. Ensure “Generate HTML Table of Contents” is checked and select which levels of your binder hierarchy should appear (e.g., “Level 1” for chapters).
    6. Cover Image: On the left sidebar, click “Cover.” You can embed your cover image directly here. Check “Use Image” and navigate to your cover file (.jpg or .png).
    7. Metadata: On the left sidebar, click “Metadata.” Fill in your author name, book title, series information, and ISBN if you have one. This data is embedded in the EPUB file.
    8. Layout: Review your “Layout” settings for “Part Titles,” “Chapter Titles,” and “Scenes.” While font choices are often overridden by the reader’s device, ensuring proper structure and page breaks (or rather, “section breaks” appropriate for fluid e-readers) is key. Don’t use first-line indents for paragraphs if you want the reader to dictate, though some prefer it. Many opt for “Separate paragraphs with a blank line” in eBook formats.
    9. Click Compile....
    10. Choose a save location and name your file (e.g., MyNovel.epub).
    11. Click Save.

Compiling to PDF (Proofing/Print Layouts)

While possible, Scrivener’s PDF output is generally more for proofing than final print PDFs. For a polished print PDF, consider exporting to .docx and then refining in a desktop publishing program (like Adobe InDesign) or directly in Word’s print layout view.

  • Actionable Step:
    1. Go to File > Compile....
    2. In the “Compile For” dropdown, select “PDF.”
    3. Choose a “Format As” preset that dictates page size, margins, and other print-like features (e.g., “Novel”).
    4. Review “Page Settings” and “Layout” to ensure margins, headers, and footers are as desired.
    5. Click Compile....
    6. Save your PDF.

3. Ulysses (Mac/iOS): Markdown-Driven Simplicity

Ulysses uses Markdown, which simplifies formatting and offers excellent export flexibility.

Exporting to .docx (Standard Manuscript)

  • Actionable Step:
    1. Open your manuscript sheet or group of sheets.
    2. Go to File > Export > Text.
    3. In the export sheet, select “DOCX.”
    4. Styles: Under “Styles,” choose a suitable style like “Manuscript.” This applies standard formatting.
    5. Options: Review the “Options.” You can choose whether to include titles, footnotes, and adjust line spacing or indentation if the style doesn’t perfectly match your needs.
    6. Click Export....
    7. Choose a save location and filename.
    8. Click Save.

Exporting to EPUB (eBook)

Ulysses is particularly adept at creating clean EPUBs directly.

  • Actionable Step:
    1. Open your manuscript sheet or group.
    2. Go to File > Export > ePub.
    3. Styles: Select an appropriate ePub style, such as “Novel.”
    4. Options:
      • Table of Contents: Ensure your headings are correctly marked in Markdown (e.g., # Chapter Title, ## Subheading) for a proper multi-level TOC generation. Ulysses automatically creates a navigable TOC based on these.
      • Cover: You can add a cover image. Check “Add Cover” and select your image file.
      • Metadata: Fill in your author, title, and ISBN.
    5. Click Export....
    6. Choose a save location and filename.
    7. Click Save.

Exporting to PDF (Proofing/Basic Print)

Ulysses offers good PDF export for general purpose, though fine-grain print control is better handled by dedicated layout software.

  • Actionable Step:
    1. Open your manuscript sheet or group.
    2. Go to File > Export > PDF.
    3. Styles: Choose a style like “Manuscript” or “Book” for a print-like layout.
    4. Options: Adjust paper size, orientation, margins, and font size/line spacing as needed.
    5. Click Export....
    6. Choose a save location and filename.
    7. Click Save.

4. Google Docs: Cloud-Based Collaboration

Google Docs is convenient for its cloud accessibility and collaboration features, but its export options are straightforward.

Exporting to .docx (Standard Manuscript)

  • Actionable Step:
    1. Open your manuscript in Google Docs.
    2. Go to File > Download > Microsoft Word (.docx).
    3. The file will automatically download to your browser’s default download location.
    • Note: While convenient, be aware that Google Docs’ conversion to .docx isn’t always perfect. It might introduce minor formatting discrepancies. Always open the downloaded .docx in Word to verify formatting before submission.

Exporting to PDF (Sharing/Static)

  • Actionable Step:
    1. Open your manuscript in Google Docs.
    2. Go to File > Download > PDF Document (.pdf).
    3. The file will download automatically.

Exporting to EPUB

Similar to Word, Google Docs does not directly export to .epub. You’ll need to download as .docx and use an external tool.

Post-Export Verification: The Sanity Check

Exporting is not the final step. You must verify the exported file. This step is non-negotiable.

1. Open the Exported File in Its Native Application (or a Viewer)

  • For .docx: Open the file in Microsoft Word. Do not rely on Google Docs’ preview or a generic text editor.
  • For .epub: Use an e-reader application (like Calibre’s built-in viewer, Apple Books, or Google Play Books).
  • For .pdf: Open in Adobe Acrobat Reader or another robust PDF viewer.

2. Scrutinize Formatting

  • Page Breaks: Are chapters starting on new pages?
  • Marginalia: Are margins consistent at 1 inch?
  • Line Spacing: Is it truly double-spaced throughout?
  • Indentation: Are first lines of paragraphs correctly indented, with no extra spaces between paragraphs?
  • Font: Is it Times New Roman 12pt (or Courier New)?
  • Headers/Footers: Are page numbers correctly formatted and sequential?
  • Scene Breaks: Are they consistently marked?
  • Table of Contents (EPUB): Is the TOC navigable? Do the links go to the correct chapters?

3. Check for Content Integrity

  • Missing Pages/Chapters: Did everything compile? Scroll through the entire document.
  • Corrupted Characters: Any weird symbols or boxes where text should be?
  • Broken Images/Figures: If you included any, are they correctly displayed?
  • Footnotes/Endnotes: Are they correctly formatted and linked?

4. File Size

A standard novel .docx file should generally be under 1-2 MB. Larger files might indicate embedded images that were not optimized or other issues. EPUBs are typically smaller. Excessively large files can sometimes cause issues for submission portals.

Advanced Considerations & Troubleshooting

While the basics cover most scenarios, a few advanced points can enhance your export process.

Metadata

Always fill in as much relevant metadata as possible during EPUB export (author, title, ISBN, publisher, date). This data is crucial for discoverability in eBook stores. Even for .docx, including your author name and title in the filename (and as a header) is a form of metadata.

Images and Figures

  • Resolution: For print, images should generally be 300 DPI (dots per inch). For web/eBooks, 72-150 DPI is usually sufficient. Exporting high-res print images to an EPUB significantly bloats the file size.
  • Color Profile: For print, use CMYK. For digital, use RGB. Most software will handle this conversion, but be aware.
  • Placement: Ensure images are anchored correctly (“inline with text” is often safest for docx, flowed appropriately for EPUB).
  • Compression: Some export options allow for image compression. Use sensible defaults to balance quality and file size.

Custom Stylesheets (For Scrivener/Ulysses)

If you find yourself repeatedly adjusting compile settings in Scrivener or export styles in Ulysses, consider saving your own custom compile/export presets. This saves immense time and ensures consistency across multiple projects.

  • Example (Scrivener): After configuring all your desired settings in the Compile window, click the “Manage” dropdown next to “Format As” and choose “Save Current Settings as New Format…” Give it a descriptive name like “My Standard Literary Fiction Submission.”

Troubleshooting Common Export Issues

  • “My formatting is all messed up!”:
    • Cause: Often, inconsistent application of styles within your software, or overriding default export settings incorrectly.
    • Solution: Re-check your pre-export checklist. Ensure you applied Heading 1, Normal etc., styles consistently. In Scrivener, check “Formatting” tab in Compile to ensure overrides are active. In Word, ensure you’ve cleared direct formatting and relied on styles.
  • “My EPUB doesn’t have a navigable TOC!”:
    • Cause: Headings weren’t properly identified or structured during export.
    • Solution: Ensure chapters and sub-sections are marked with distinct heading styles (e.g., # or ## in Markdown, “Heading 1” / “Heading 2” in Word/Scrivener) and that your compile/export settings are configured to generate a TOC from these. For Scrivener, check the “Table of Contents” tab. For Calibre, ensure it’s picking up your headings.
  • “My document is huge!”:
    • Cause: Unoptimized images, embedded media, or excessive revision history.
    • Solution: Optimize images for web/eBook if applicable. Check for unused embedded elements. In Word, try File > Info > Compress Media. You can also try “Save As” and name it something new, sometimes that reduces file size.
  • “Fonts look different!”:
    • Cause: Fonts are not embedded (common with PDFs) or the receiving end simply doesn’t have the font (eBooks defer to reader’s choice).
    • Solution: For PDFs, ensure font embedding is enabled during export if you used a non-standard font (though for manuscripts, stick to TNR/Courier). For EPUB, understand that readers choose their font, so don’t fret over specific font faces. Focus on correct structure.
  • “Pages are blank/content is cut off!”:
    • Cause: Margins are too small, or complex formatting (like text boxes) didn’t translate correctly.
    • Solution: Extend margins slightly during export. Simplify problematic sections. For complex layouts, a professional formatter or dedicated desktop publishing software is usually required.

The Final Output: Your Manuscript’s New Life

Exporting your manuscript is more than a technical step; it’s the gateway to its next phase. Whether it’s to an agent’s inbox, a publisher’s submission portal, or directly onto a retailer’s shelf, a clean, correctly formatted export demonstrates your professionalism and attention to detail. Invest the time to understand your software’s capabilities and the requirements of your chosen path. By following these definitive, actionable steps, you ensure your manuscript makes the best possible impression, setting the stage for its journey from your screen to the eager hands of readers.