Microsoft XPS Document Writer is a virtual printer that saves documents as XPS files instead of printing them to paper

When you print something on Windows, you normally choose a physical printer connected to your computer. Microsoft XPS Document Writer is a fake printer — it sits in your printer list but doesn't connect to any hardware. Instead, it takes whatever you're trying to print and saves it as an XPS file on your computer.

XPS stands for XML Paper Specification. It's a file format Microsoft created to work like PDF — it locks a document's layout, fonts, and images so they look the same on any computer. You open an XPS file with the Windows Photos app or Microsoft Edge, the same way you'd open a PDF.

You'll find XPS Document Writer already installed on Windows 10 and Windows 11. It appears in your printer list whenever you hit Print in any program. Most people never use it, but it's there if you need to turn a document into a file instead of sending it to paper.

Key Takeaways

  • XPS Document Writer is a virtual printer built into Windows that saves documents as XPS files instead of printing them to paper.
  • XPS files preserve the exact layout, fonts, and images of a document so they display identically on any Windows computer.
  • You access it by opening the Print dialog in any program and selecting "Microsoft XPS Document Writer" from the printer list.
  • XPS is less common than PDF but works the same way — it's a read-only format that prevents accidental changes to the document.

How to use XPS Document Writer

The process is straightforward. Open any document — a Word file, a web page, an email, a spreadsheet — and press Ctrl+P or go to File > Print. In the printer list at the top, click the dropdown and select "Microsoft XPS Document Writer" instead of your normal printer. Then click Print.

A dialog box will appear asking where you want to save the file. Choose a folder, give the file a name, and click Save. Windows creates an XPS file in that location. You can then open it in Microsoft Edge, the Photos app, or any other program that reads XPS files.

The file will look identical to what you saw on screen — same fonts, same colors, same page breaks. Nothing will shift or reformat, which is why this is useful for documents you want to preserve exactly as they appear.

When XPS Document Writer is actually useful

Most people use PDF for this job, and PDF is more widely supported. But XPS Document Writer has a few specific uses. If you're on a Windows computer and need to save a document in a format that won't change, XPS works. If you're sharing a file with someone else on Windows and want to may provide they see it exactly as you do, XPS ensures that.

Some older Windows programs or internal business systems still use XPS. If your workplace uses XPS files, you'll need to know how to open them — Windows handles this natively, so you don't need extra software.

XPS is also smaller than some PDF files, so if file size matters and you're already on Windows, it can be a practical choice. But for sharing with people outside your organization or across different operating systems, PDF remains the standard.

XPS vs. PDF: what's the difference

Both XPS and PDF lock a document's appearance so it won't change when someone else opens it. Both are read-only formats — you can't edit them without converting them back to an editable format first. Both preserve fonts, images, and layout exactly.

The main difference is adoption. PDF is the industry standard. Nearly every computer, phone, and web browser opens PDFs. XPS is Windows-only — it works on Windows computers but not on Mac, Linux, or most phones. If you need to send a file to someone and you don't know what device they use, PDF is the safer choice.

Windows also includes a "Print to PDF" option in recent versions, which does the same job as XPS Document Writer but creates a PDF instead. Most people choose that route because the recipient doesn't need Windows to open the file.

Where XPS files live and how to find them

When you save an XPS file using XPS Document Writer, it goes wherever you told it to go in the save dialog. By default, Windows suggests your Documents folder, but you can save it anywhere — Desktop, a project folder, a cloud drive like OneDrive.

XPS files have a .xps extension at the end of the filename. If you're looking for one you created, search your computer for "*.xps" or look in the folder where you remember saving it. Windows File Explorer will show XPS files with a document icon.

You can also check your print history. On Windows 10 and 11, go to Settings > Devices > Printers & Scanners, find Microsoft XPS Document Writer in the list, and click it to see recent files you've saved with it.

Opening and sharing XPS files

To open an XPS file on Windows, double-click it. Windows will open it in the Photos app or Microsoft Edge, depending on your default settings. Both programs let you view, zoom, and navigate through the document, but neither lets you edit it directly.

If you need to edit an XPS file, you have to convert it back to an editable format first — usually Word, PDF, or the original program you created it in. Some online converters can do this, or you can use Microsoft Word to open the XPS file and save it as a .docx.

Sharing an XPS file works the same as sharing any other file — email it, upload it to cloud storage, or send it through a file-sharing service. The recipient needs Windows to open it natively, but they can also convert it to PDF or another format if they're on a different operating system.

Troubleshooting XPS Document Writer problems

If XPS Document Writer doesn't appear in your printer list, it may have been disabled or removed. On Windows 10 and 11, you can reinstall it through Settings > Apps > Apps & Features > Optional Features. Click "Add a feature," search for "XPS," and install "XPS Viewer" and "XPS Document Writer."

If you save an XPS file and can't open it, make sure you have XPS Viewer installed — it's the program that reads XPS files. If it's missing, reinstall it the same way. You can also right-click the XPS file, select "Open with," and choose Microsoft Edge, which can also display XPS files.

If printing to XPS fails partway through, the file may be corrupted. Try again, and make sure you have enough disk space in the folder where you're saving. If the problem persists, restart your computer and try once more.

Frequently Asked Questions

Can I edit an XPS file directly?

No. XPS files are read-only, like PDFs. You can view and print them, but you cannot edit the text or images inside them. To make changes, you must convert the XPS file back to an editable format — usually Word or the program that created the original document.

Is XPS the same as PDF?

Both lock a document's layout and appearance, but they're different formats. PDF works on any device and is the industry standard. XPS is Windows-only and less common. For sharing with others, PDF is almost always the better choice.

Why would I use XPS instead of just printing to PDF?

XPS and PDF do the same job on Windows. PDF is more widely supported, so unless you have a specific reason to use XPS — like a workplace system that requires it — PDF is the easier option. Windows includes both, so you can choose whichever works for your situation.

What happens if someone on a Mac tries to open an XPS file I sent them?

They won't be able to open it natively. XPS is Windows-only. They would need to convert it to PDF or another format first, or use an online converter. This is why PDF is the standard for sharing documents across different operating systems.

Can I delete XPS Document Writer from my computer?

You can disable it, but there's no reason to. It takes up minimal space and doesn't interfere with anything. If you remove it and later need it, you'd have to reinstall it through Windows settings. It's harmless to leave it there.