XPS is a document format that works like PDF, but it's built into Windows

XPS stands for XML Paper Specification. It's a file format Microsoft created to display documents the same way on every computer — the same goal PDF has. When you open an XPS file, you see exactly what the person who created it intended, with the same fonts, layout, and images, regardless of what software you have installed.

XPS files end in .xps. You'll encounter them most often when you print to a file in Windows, or when someone sends you a document they've saved in XPS format instead of PDF. They're less common than PDF in everyday use, but they're built into Windows, so you don't need to read anything extra to read them.

Key Takeaways

  • XPS files open automatically in Windows using the built-in XPS Viewer, with no additional software needed.
  • You can create an XPS file by printing any document to the XPS printer instead of sending it to a physical printer.
  • XPS and PDF do the same job — preserve a document's appearance across devices — but PDF is far more widely used.
  • If you receive an XPS file on a Mac or Linux computer, you'll need a third-party viewer because those systems don't include XPS support by default.

How to open an XPS file on Windows

On any Windows computer, double-click the XPS file. Windows will open it in XPS Viewer, the built-in process that reads XPS files. You'll see the document displayed on screen, and you can scroll through pages, zoom in and out, and search for text within the document.

If for some reason XPS Viewer doesn't open, right-click the file, select "Open with," and choose "XPS Viewer" from the list. If XPS Viewer doesn't appear in that list, your Windows installation may be missing it — you can reinstall it through Settings > Apps > Optional features > Add a feature, then search for "XPS Viewer" and install it.

How to create an XPS file by printing

You can turn any document into an XPS file by printing it to a file instead of to paper. Open the document in whatever program created it — Word, Excel, a web browser, anything — and press Ctrl+P to open the print dialog.

In the printer dropdown at the top, select "Microsoft Print to XPS" instead of your regular printer. Click "Print," choose where you want to save the file, give it a name, and click "Save." Windows will create an XPS file containing everything that would have printed to paper.

XPS versus PDF: which one to use

Both XPS and PDF preserve a document's exact appearance across different computers. The main difference is adoption: PDF is the standard almost everywhere, while XPS is primarily a Windows thing. If you're sharing a document with others, PDF is almost always the better choice because everyone can open it, regardless of their operating system.

XPS has one advantage: it integrates tightly with Windows. If you're working entirely within Windows and sharing files only with other Windows users, XPS works seamlessly. But if there's any chance your document will reach a Mac, Linux, or mobile device, convert it to PDF instead. Most Windows programs can print to PDF just as easily as they print to XPS.

Opening XPS files on Mac and Linux

Mac and Linux don't include XPS support by default. If you receive an XPS file on either system, you have a few options. The simplest is to ask the sender to resend it as a PDF instead.

If you need to open the XPS file itself, you can use a free online converter to turn it into PDF — search for "XPS to PDF converter" and upload the file. Alternatively, some third-party applications like Calibre (free, open-source) can read XPS files, though they're not as straightforward as opening a PDF.

When you'll actually encounter XPS files

Most people rarely see XPS files in daily use. You're most likely to create one accidentally when you print to file in Windows and don't notice which format was selected. You might also receive one from someone using older Windows software, or from a Windows-only business process that exports documents in XPS format.

In professional settings, XPS sometimes appears in document management systems or when archiving printed materials, because it preserves formatting reliably. But for sharing documents with others, PDF has become the standard, and most people default to it.

Frequently Asked Questions

Can I edit an XPS file?

Not directly. XPS Viewer is a reader only — it doesn't let you make changes. If you need to edit the content, you'll have to convert the XPS file back to its original format (Word document, spreadsheet, etc.) or recreate it in the original program. Some third-party tools claim to edit XPS, but they're not reliable.

Is XPS the same as PDF?

They serve the same purpose — showing a document the same way on every device — but they're different formats. PDF is far more widely used and supported across all operating systems and devices. XPS is primarily a Windows format.

Why would someone send me an XPS file instead of a PDF?

Usually by accident, or because they're using software that defaults to XPS. Occasionally, older Windows systems or specific business software exports to XPS automatically. If you receive one and need to share it further, ask the sender for a PDF version instead.

Can I print an XPS file?

Yes. Open the XPS file in XPS Viewer, press Ctrl+P, select your printer, and click Print. The document will print exactly as it appears on screen.