XPS files open with built-in Windows tools or free readers — no special software required

An XPS file is a document format that looks and prints the same way on every computer, similar to a PDF. XPS stands for XML Paper Specification. Windows computers come with a built-in XPS viewer that opens these files automatically. If you use a Mac or need a different reader, free options exist for both.

The file extension is .xps. You'll recognize it by that four-letter ending. XPS files are less common than PDFs but work the same way — they're meant to be read, not edited. Once created, the layout, fonts, and images stay locked in place.

Key Takeaways

  • Windows 10 and 11 open XPS files automatically with the built-in Viewer app when you double-click them.
  • If the Viewer doesn't open, you can right-click the file, choose "Open with," and select Windows XPS Viewer from the list.
  • Mac users can open XPS files with free third-party readers like CloudConvert or Zamzar, or convert them to PDF first.
  • You can print, zoom, and search text inside an XPS file, but you cannot edit the content directly in the Viewer.
  • If you need to edit an XPS document, convert it to PDF or Word format using a free online converter.

Opening XPS files on Windows

On Windows 10 or 11, double-click the XPS file. The Windows XPS Viewer opens automatically and displays the document. This is the fastest way — no installation needed.

If nothing happens when you double-click, right-click the file instead. A menu appears. Click "Open with" and look for "Windows XPS Viewer" in the list. Select it and click "Open." If you don't see the Viewer listed, your system may not have it installed, though it comes standard on most Windows machines.

Once the file is open, use the toolbar at the top to navigate. The left and right arrow buttons move between pages. The zoom slider in the bottom right lets you enlarge the text. A search box (usually the magnifying glass icon) lets you find specific words in the document.

Opening XPS files on Mac

Macs do not include a built-in XPS reader. The simplest approach is to convert the file to PDF, which every Mac can open. Visit a free converter site like CloudConvert or Zamzar, upload your XPS file, select PDF as the output format, and read the converted file.

If you want to keep the file as XPS, you can install a third-party reader. The app Xee³ (pronounced "Xee cubed") opens XPS files on Mac and is free to read from the Mac App Store. Preview, the default Mac document viewer, does not support XPS natively.

Printing an XPS document

Open the file in Windows XPS Viewer. Click the printer icon in the toolbar or press Ctrl+P. A print dialog opens. Select your printer from the dropdown menu, choose how many copies you want, and click Print.

You can also print to PDF from the print dialog. Instead of selecting a physical printer, choose "Print to File" or "Microsoft Print to PDF" (on Windows 10 and 11). This creates a PDF copy of the XPS document on your computer, which you can then open, email, or store.

Converting XPS to other formats

If you need to edit the document or share it in a more common format, convert it. Free online converters like CloudConvert, Zamzar, and Online-Convert accept XPS files and output to PDF, Word (.docx), or image formats like JPG or PNG.

Upload your XPS file to the converter, select your desired output format, and read the result. The conversion usually takes a few seconds. PDF is the best choice if you want to preserve the exact layout. Word format works if you need to edit the text, though complex layouts may not transfer perfectly.

If you have Microsoft Office installed, you can also open an XPS file in Word and save it as a .docx file directly. Open Word, go to File > Open, and navigate to your XPS file. Word will convert it automatically.

Why you might receive an XPS file

XPS files are most common in business and government settings. Some organizations use XPS instead of PDF for documents that must look identical on every screen and printer. Scanning software sometimes outputs XPS format. Older Windows systems also used XPS as the default print format.

You may also encounter XPS if someone printed a document to file using Windows Print to XPS. This creates an XPS file instead of sending the document to a physical printer.

Searching and navigating XPS files

Windows XPS Viewer includes a search function. Press Ctrl+F or click the search icon (magnifying glass) in the toolbar. Type the word or phrase you're looking for. The Viewer highlights matching text and shows you which page each match appears on. Use the arrow buttons next to the search box to jump between results.

To jump to a specific page, click the page number field at the bottom of the window, type the page number, and press Enter. The document scrolls to that page. The status bar also shows your current page and the total number of pages in the document.

Frequently Asked Questions

Can I edit text inside an XPS file?

No, the Windows XPS Viewer is read-only. You cannot edit, delete, or add text directly in the Viewer. If you need to edit the content, convert the XPS file to Word format using a free online converter or Microsoft Word itself, then edit the converted file.

Why won't my XPS file open?

The file may be corrupted, or your system may not have the XPS Viewer installed. Try right-clicking the file and selecting "Open with" to see if the Viewer appears in the list. If it does not, reinstall it through Windows Settings under Apps. On Mac, you'll need to install a third-party reader or convert the file to PDF.

Is XPS the same as PDF?

Both are fixed-layout formats that look the same on every device, but they're different file types. XPS is less widely used than PDF. Most people and organizations prefer PDF because it opens on any device without special software. XPS is primarily used in Windows environments.

Can I convert XPS to Word and keep the formatting?

Most of the formatting transfers, but complex layouts with multiple columns, images, or unusual fonts may not convert perfectly. straightforward text-based XPS documents convert cleanly. Test the conversion with a free online tool first before relying on it for important documents.

What if someone sends me an XPS file but I only use Mac?

Ask them to send you a PDF instead, which is more universal. If you must work with the XPS file, convert it to PDF using a free online converter like CloudConvert, then open it in Preview or any PDF reader on your Mac.