Vellum Formatting: The Ultimate Book & Print Guide for 2026

When I first started formatting books, I thought it would be painful—hours of fiddling with spacing, headers, and page breaks. Then I tried Vellum, and honestly? It felt like cheating (in a good way). You’re still doing the writing, but the layout work stops being a fight.

This guide is all about vellum formatting that actually holds up when you export—TOC links, chapter breaks, widows/orphans, print trim size, and the stuff that shows up only after you hit “publish” (or “export,” anyway).

What Is Vellum Formatting (and What Changes in 2026)?

Vellum is a Mac-only desktop app for formatting self-publishing interiors—both ebook (EPUB) and print (PDF for KDP-style workflows). The big reason people use it is that it automates a ton of the “design glue”: margins, headers/footers, page numbers, title pages, and tables of contents.

Here’s what I like about the way Vellum approaches formatting: you set up the structure once (chapters, breaks, styles), and then you preview how it behaves for ebooks vs print. That’s not just convenience—it’s how you avoid the classic problem where your ebook looks fine but your print export suddenly has weird spacing or broken chapter starts.

Also, in 2026, the bar is higher than “it renders.” Retailers and readers expect consistent navigation (TOC that works), readable typography (no ugly line breaks), and layout stability (fewer widow/orphan issues). Vellum is built around those expectations—especially when your source manuscript is clean.

How to Import and Prepare Your Manuscript for Vellum (Without Breaking TOC)

If you want Vellum to behave, start by making your Word document behave. This is the part most people rush—and then they wonder why the TOC is missing chapters.

Step 1: Clean your Word doc before you import

• Use real heading styles in Word (Heading 1, Heading 2, etc.). Don’t rely on font size alone.
• Remove extra blank lines around chapter starts. Those “mystery gaps” can turn into double spacing after import.
• Keep formatting consistent for italics/bold. If you used random manual formatting, Vellum may not interpret it how you expect.

Step 2: Import, then convert headings → chapters

After you import, don’t assume Vellum guessed correctly. What I check right away is whether chapter headings became actual chapters (not just styled paragraphs).

• In Vellum, look for the convert-to option when you select a heading-like block.
• Convert the chapter titles to Chapter (or the appropriate chapter-level element).
• Repeat for every chapter heading—not just the first few.

Step 3: Verify TOC links before you style everything

Here’s a quick workflow I recommend:

• Go to your Table of Contents settings (or the TOC panel) and confirm it’s pulling from your converted chapters.
• In preview, click a TOC entry to ensure it jumps to the right chapter location.
• If chapters are missing or out of order, it’s almost always one of these: headings weren’t converted, or the manuscript has duplicate/incorrect heading text.

Mini case study: “TOC missing chapters”

Problem: A client’s ebook TOC only showed the first 6 chapters, even though the document had 18.

What we did: We re-checked the import structure and used Vellum’s heading-to-chapter conversion for chapters 7–18 (those were using a different Word heading style). Then we removed extra blank lines right before the chapter starts.

Outcome: TOC entries populated correctly, and chapter jumps worked in preview.

Choosing Book Styles in Vellum (and When to Change Them)

Vellum includes multiple book styles (people often mention eight named styles). The important part isn’t memorizing the names—it’s understanding what the style controls: typography, ornaments, heading treatment, and overall “vibe.”

My rule: pick a style early, but don’t panic if you tweak it later. What you don’t want is to format 20 chapters, then change the style and discover your heading spacing suddenly looks off.

When you’re deciding, use the Style Carousel (or the style selection preview) and compare:

• How chapter titles look (font weight, spacing)
• Whether body text feels readable at ebook sizes
• How ornaments break up sections (do they feel too busy?)

For a deeper walkthrough of the app itself, see our guide on vellum.

Formatting Chapter Headings and Titles (So They Look Right Everywhere)

Chapter headings are where most formatting “tells” show up. If your chapter starts look messy, readers notice immediately—even if the rest of the book is fine.

What to do (menu-level workflow)

• Make sure each chapter title is set as a Chapter element (not just a bold paragraph).
• Use a page break before the chapter so the chapter starts cleanly.
• Keep the formatting consistent: center or bold (whichever your chosen style supports best).
• Avoid “manual spacing hacks.” If you need spacing, use the style settings rather than adding extra blank lines.

Before/after troubleshooting: widows/orphans around chapter openings

Symptom: You’ll sometimes see a couple of awkward line breaks at the top of a chapter—like a short line stranded alone.

Fix: Re-check chapter heading conversion and remove extra whitespace around that heading. Then preview again. In many cases, the issue is caused by inconsistent spacing in the source doc, not a “Vellum bug.”

And yes—preview on real devices. Phones and tablets reflow text differently than desktops. That’s where you catch it.

How to Convert Word Headings Into Vellum Chapters Without Breaking TOC

This is the part I wish more guides explained clearly. Converting headings is easy—until it messes up your navigation.

Do this

• In Word, ensure chapter titles are consistent (same heading style across the whole manuscript).
• In Vellum, select a heading block and use convert-to so it becomes a chapter element.
• After converting, confirm the TOC is set to pull from chapters (not just “heading-like text”).

Watch out for these gotchas

• Duplicate chapter titles: If two chapters have the same title text, TOC behavior can get confusing.
• Mixed heading levels: If some chapters were “Heading 1” and others were “Heading 2,” you’ll get uneven results.
• Extra spaces: Leading/trailing spaces in chapter headings can create weird matches.

Inserting Ornamental Breaks and Visual Elements (Without Making Your Book Look Random)

Ornamental breaks are one of those features that make a self-published book feel “designed.” Vellum gives you built-in ornamental break options you can insert via the text tools.

Use them for:

• Scene changes
• End-of-chapter separation
• Section transitions in nonfiction

Custom images: what I actually aim for

For illustrations, I try to upload images around 640px for medium-sized inserts. Why that number? It’s usually enough detail to look sharp in typical ebook layouts without ballooning file sizes.

That said, don’t blindly trust pixel size alone. Test:

• Proof mode to see how images crop/scale
• Whether the image pushes text around awkwardly
• Whether your final EPUB stays within retailer expectations (file size matters)

For image formats, the practical approach is:

• PNG for sharp graphics/line art
• JPG for photos
• GIF only when you truly need animation (and keep it small); if it’s just decorative, PNG usually wins

Designing Headers, Footers, and Page Layouts (Trim Size First, Always)

Headers and footers can make a book feel polished—or make it feel “off” in 10 seconds. The best move is to set your print layout assumptions early and stick to them.

Trim size workflow (KDP-friendly mindset)

• Choose your trim size early.
• Let Vellum generate margins and gutters based on that selection.
• Preview the print layout and confirm alignment around the edges.

Chapter opening pages: remove headers if you want a cleaner look

One common formatting choice is removing headers on the first page of chapters. It looks cleaner and is a common convention in print interiors. If you see your header repeating where you don’t want it, check the header/footer settings for chapter-opening behavior.

For more related guidance, see our guide on book manuscript formatting.

Widows/orphans + spacing checks (what to look for)

• Chapter title spacing (no double gaps)
• Body text line breaks at the start and end of pages
• Any “alignment blocks” that look fine in ebook preview but not in print preview

KDP PDF Export Checklist for Trim Size X (So You Don’t Get Surprised)

Exporting is where problems surface. Here’s a checklist I follow for print-ready PDFs—especially when I’m targeting KDP-style workflows.

Before exporting PDF

• Trim size set correctly (and consistent with your KDP listing)
• Bleed settings are correct if you’re using full-bleed elements
• Margins/gutters look right in print preview
• Headers/footers match your preference (and chapter openings behave properly)
• Page numbers start where you expect (front matter vs main text)

After exporting PDF

• Open the PDF and skim chapter starts (look for weird spacing)
• Check TOC pages (print TOC must align with actual page numbers)
• Look at the last page of each chapter for orphaned headings or awkward breaks
• Print one test page or a small section if possible (especially for alignment)

If you’re exporting both ebook and print, do this in order: EPUB first (navigation + reflow sanity), then PDF (trim + physical spacing).

Preparing Your Book for Print and Export (EPUB + Print PDF)

Vellum export is where you confirm everything you set up actually survives publishing.

EPUB export: what I verify

• TOC works (click entries in preview)
• Chapter headings reflow correctly
• Ornaments don’t break layout
• Images don’t overlap text or resize too aggressively

Print PDF export: what I verify

• Margins/gutters look consistent across pages
• Page numbers and headers/footers are correct
• Any full-bleed elements are aligned properly
• There aren’t accidental extra blank pages from import spacing

And if you want to go beyond just “looks good,” make sure your export matches the expectations you’ll face on the retailer side. KDP has its own requirements, so it’s smart to cross-check against their guidelines before you upload.

Troubleshooting Widows/Orphans in Vellum (With a Quick Before/After)

Widows and orphans are those annoying cases where a single word or a tiny fragment ends up alone on the wrong line. They’re not always “wrong,” but they look unprofessional.

What it looks like

• A single short word at the top of a page
• Two-word fragments stuck alone at the bottom
• Chapter headings that create awkward breaks right after the title

My quick fix workflow

• Inspect the source around the problem area—look for extra spaces or stray line breaks.
• Confirm the chapter heading is truly a chapter element (not just styled text).
• Preview again and scroll to the next page to ensure it didn’t “move” the issue somewhere else.

Mini case study: “Orphans only in print”

Problem: The ebook looked clean, but the print PDF had a few widow/orphan issues clustered around the same chapter.

What we did: We removed inconsistent spacing around the chapter opening in the source document and ensured the chapter heading conversion was consistent. Then we re-exported and checked the same page range.

Outcome: The breaks corrected and didn’t reappear in nearby chapters.

Common Challenges (and Exact Fixes You Can Try)

1) TOC missing chapters or showing the wrong page numbers

• Symptom: TOC entries are incomplete, or they point to the wrong location.
• Fix: Go back and confirm every chapter title is converted to a chapter element. Then re-check TOC source settings and preview links.

2) Chapter numbers duplicated

• Symptom: You see “Chapter 3” twice, or numbering repeats unexpectedly.
• Fix: Look for duplicate chapter title text in your manuscript and make sure you’re not mixing manual “Chapter X” text with Vellum’s built-in numbering behavior.

3) Out-of-order pages after export

• Symptom: Pages appear shuffled, or the print PDF order doesn’t match the ebook.
• Fix: Check for accidental extra page breaks in the manuscript and ensure you’re using chapter breaks (not random paragraph breaks) for chapter starts.

4) Images resize weirdly (or push text around)

• Symptom: Images don’t stay where you expect, or they become blurry.
• Fix: Re-export after resizing images to a reasonable target (often ~640px for medium inserts), and test in proof mode. If it’s photos, JPG; if it’s line art, PNG.

5) Vellum limitations with complex layouts

• Symptom: You can’t get advanced formatting to behave (especially around intricate blocks, custom alignment, or heavy illustration layouts).
• Fix: Simplify the layout in the manuscript. If you need more control, consider alternative tools like Atticus or services that specialize in book interior formatting—especially if you’re doing something Vellum doesn’t handle gracefully.

For more on the broader interior formatting process, see our guide on book interior formatting.

Latest Industry Standards and Future Trends in Vellum Formatting

In 2026, “good enough” isn’t good enough. Retailers and readers expect:

• Reflowable EPUB behavior that doesn’t break headings and navigation
• Fewer widows/orphans (especially around chapter titles)
• Clean accessibility basics (like meaningful image alt text where appropriate)
• Consistent headers that don’t randomly disappear or repeat in the wrong places

What I’d check every time before a final export:

• TOC links in EPUB preview
• Print preview for trim alignment
• Image behavior in proof mode
• Front matter page numbering (don’t assume it’s right)

Vellum is also updated regularly, and those updates often focus on print automation and handling illustrated ebooks more smoothly. If you’re paying attention to your workflow, that’s exactly what you want.

Expert Tips and Final Advice for Mastering Vellum Formatting

Here’s what actually helps in real projects:

• Set styles and chapter structure first. Don’t start dropping ornaments and images until your chapter framework is solid.
• Preview early and often. I usually do quick previews after the first 3–5 chapters, then again after styling, and finally after export.
• Check on multiple devices. Phone + tablet preview catches reflow issues that desktop won’t.
• Keep a “last mile” checklist. TOC links, widows/orphans scan, headers on chapter openings, and export validation.

If you’re trying to save time on repetitive QA, we run a formatting QA checklist that focuses on the exact stuff that causes publishing delays—TOC links, widows/orphans scan, and export validation. It’s a practical way to catch issues before you upload.

Conclusion

Vellum is still one of the fastest ways to get a professional-looking interior for both ebook and print in 2026—especially if you start with a clean manuscript and treat chapter structure like it matters (because it does).

Get the basics right—import structure, chapter conversions, styles, headers, and export checks—and your book will look polished instead of “almost there.” If you want more on the broader publishing workflow, see our guide on ebook formatting software.

Frequently Asked Questions

How do I format a book in Vellum?

Import your manuscript, convert chapter headings into chapters, choose a book style, and set up headers/ornamental breaks. Then preview on multiple devices and export EPUB (ebook) and PDF (print) for publishing.

What are the best Vellum formatting tips?

Use consistent chapter headings, convert headings to chapters early, avoid extra blank lines, preview in proof mode, and verify TOC navigation and print trim layout before exporting.

Can I customize headers and footers in Vellum?

Yes. You can pick header/footer options and customize behavior—like removing headers on chapter opening pages for a cleaner print look. Just make sure it matches your trim size and preview results.

What are ornamental breaks in Vellum?

Ornamental breaks are decorative separators you can insert between scenes or sections. Vellum includes built-in options, and you can also use custom visuals depending on your layout needs.

How do I prepare a print-ready file in Vellum?

Choose your trim size first, verify margins/gutters in print preview, ensure page breaks are correct, and export a PDF. Then review the PDF for alignment and spacing (and print a small test if possible) before uploading.