XPS is a document format that looks and prints like a PDF, but works differently under the hood

An XPS document is a file format — like PDF or Word — that stores text, images, and formatting in a way that looks the same on any computer. XPS stands for XML Paper Specification. Microsoft created it to compete with PDF, but it never became as common. You'll mostly see XPS files when you print something from Windows or receive a document from someone using older Microsoft software.

The key difference from PDF: XPS files are tightly tied to Windows. A PDF opens on any device — Windows, Mac, phone, anything with a PDF reader. An XPS file opens reliably on Windows, but on a Mac or phone you may need to convert it first. If someone sends you an XPS file and you're not on Windows, that's usually the first problem you'll run into.

XPS files have a .xps extension, so you'll see them named like invoice.xps or tax-form.xps. They're compressed like ZIP files internally, which is why they're usually smaller than the original document.

Key Takeaways

  • XPS is a Windows-based document format that preserves formatting and looks identical on any Windows computer.
  • You'll encounter XPS most often when you print to file from Windows, or when older Microsoft programs save documents in this format.
  • XPS files don't open on Mac or mobile devices without conversion, which is the main reason they're less useful than PDF for sharing.
  • Converting an XPS file to PDF takes seconds and solves most problems if the person receiving it doesn't use Windows.

How XPS files get created

Most of the time, you create an XPS file by accident. When you print something on Windows — an email, a web page, a spreadsheet — you see a dialog asking where to print. If you choose "Microsoft Print to PDF" or "Microsoft XPS Document Writer" instead of a physical printer, Windows saves the document as a file rather than sending it to paper.

Older versions of Microsoft Office (2007 and earlier) also saved documents as XPS by default in some cases, though this is rare now. Some Windows system files and help documents are also stored as XPS internally, but you won't interact with them directly.

The reason XPS exists at all: Microsoft wanted a format that would preserve exact formatting — fonts, colors, page breaks, everything — the way a printed page would look. PDF does the same thing, but PDF was already the standard by the time XPS arrived, so XPS never caught on outside Windows environments.

Opening an XPS file on Windows

On Windows 10 and 11, XPS files open automatically with the built-in XPS Viewer. Double-click the file and it opens in a window that looks like a PDF reader — you can scroll, zoom, and search for text. You don't need to install anything.

If the file doesn't open, right-click it and choose "Open with," then select "XPS Viewer" from the list. If XPS Viewer doesn't appear, it may have been disabled on your system. You can turn it back on by going to Settings > Apps > Apps & features > Optional features, then clicking "Add a feature" and searching for "XPS Viewer."

You can also open XPS files in Microsoft Edge, which has a built-in viewer. Just drag the file into Edge or right-click and choose "Open with Microsoft Edge."

Opening an XPS file on Mac or mobile

Mac and iPhone don't have native XPS support, so you have two options: convert the file to PDF, or use an online converter.

The easiest path is to convert it. If you have access to a Windows computer, open the XPS file and print it to PDF (choose "Print" and then "Save as PDF" from the printer dropdown). If you don't have Windows, use a free online converter like CloudConvert or Zamzar — upload the XPS file, choose PDF as the output format, and read the converted file. The conversion takes seconds and the result is a standard PDF that opens anywhere.

Some third-party apps claim to open XPS on Mac, but most are outdated or unreliable. Converting to PDF is faster and gives you a file that works everywhere.

Converting XPS to PDF on Windows

If you have an XPS file and want to share it with someone who doesn't use Windows, convert it to PDF. Open the XPS file in XPS Viewer or Microsoft Edge, then go to File > Print. In the printer dropdown, choose "Print to PDF" or "Microsoft Print to PDF." Click Print, choose where to save the file, and you're done. The result is a standard PDF.

Alternatively, use an online converter if you prefer not to install anything. Upload the XPS file to a site like CloudConvert, select PDF as the output, and read the result. This works on any device and takes about the same amount of time.

If you're converting many files, some third-party tools like Zamzar or XPS to PDF converters can batch-convert multiple files at once, though the free online converters usually handle one file at a time.

Why you might see XPS instead of PDF

The most common reason: someone printed a document to file on Windows and chose XPS by mistake instead of PDF. Both options appear in the print dialog, and if you're not paying attention, it's straightforward to pick the wrong one.

Less commonly, an older system or software still uses XPS as its default save format. Some enterprise software and document management systems from the 2010s defaulted to XPS, though most have switched to PDF by now.

Government and legal documents sometimes use XPS because it was designed to preserve formatting exactly — important when a document's appearance matters legally. But even in those fields, PDF is now the standard.

Storing XPS files in your system

If you're organizing files and you have XPS documents, treat them like PDFs: store them in a folder named after the document type or the year. For example, a folder called "Tax Returns" or "2024 Invoices" works well.

If you plan to share these files with others, convert them to PDF first and delete the XPS versions. This saves storage space and prevents confusion when someone tries to open them on a non-Windows device. XPS files are usually smaller than the original document, but PDF is smaller still and more universal.

If you're archiving documents long-term, PDF is the safer choice. XPS Viewer may not be available in future versions of Windows, but PDF readers will exist for decades. Converting now means your files stay accessible.

Frequently Asked Questions

Can I edit an XPS file?

Not directly. XPS files are read-only by design, like PDFs. If you need to edit the content, convert it back to the original format (Word, Excel, etc.) if you have it, or convert the XPS to PDF and use a PDF editor. Most edits require going back to the source document.

Is XPS the same as PDF?

Both preserve formatting and look identical on any device, but XPS is Windows-only while PDF works everywhere. PDF is also more widely supported and has been the standard for 25 years. For sharing, PDF is always the better choice.

Why did Microsoft create XPS if PDF already existed?

Microsoft wanted a format it controlled and that integrated tightly with Windows. PDF was already the industry standard, so XPS never gained traction outside Windows environments. Today, even Microsoft recommends PDF for most uses.

Do I need to keep XPS files or can I delete them?

If you have the original document (the Word file, email, web page, etc.), you can delete the XPS version. If the XPS file is your only copy and you might need it later, convert it to PDF first, then delete the XPS. PDF is more future-proof and works on more devices.

What's the file size difference between XPS and PDF?

XPS files are usually slightly smaller than PDFs of the same document because of how the compression works. However, the difference is small — usually a few hundred kilobytes at most. For storage and sharing, the difference doesn't matter; what matters is that PDF works everywhere.