XPS files are a document format Microsoft created as an alternative to PDF, and you open them the same way you would open any other document on your computer

XPS stands for XML Paper Specification. It is a fixed-layout document format — meaning the text, images, and formatting stay exactly where Microsoft placed them, no matter what device opens the file. Windows computers come with a built-in XPS viewer, so you can open these files without installing anything extra. On Mac or Linux, you will need a third-party program.

XPS files are less common than PDFs in everyday use, but you may encounter them when printing documents from Windows, exporting from Microsoft Office, or downloading files from certain government or corporate websites. The file extension is always .xps.

Key Takeaways

  • Windows computers have a built-in XPS viewer that opens .xps files without any additional software.
  • You can open an XPS file by double-clicking it, right-clicking and selecting an app, or dragging it into a web browser.
  • Mac users need to download a third-party app like Parallels Desktop or use an online converter, since macOS does not include an XPS viewer.
  • XPS and PDF are similar formats, but XPS preserves layout more strictly and is better for documents that must look identical across devices.

Opening XPS files on Windows

The easiest way to open an XPS file on Windows is to double-click it. Windows will automatically open it in the built-in XPS Viewer, a simple program that lets you read, zoom, and print the document. No installation or setup is required.

If double-clicking does not work, right-click the file and select Open with. Look for XPS Viewer in the list. If you do not see it, select Choose another app, scroll down, and check the box next to Always use this app to open .xps files before clicking XPS Viewer.

You can also drag an XPS file directly into Microsoft Edge or Google Chrome, and both browsers will display it. This is useful if you want to use the browser's search or annotation tools instead of the basic XPS Viewer.

Opening XPS files on Mac

macOS does not include a built-in XPS viewer, so you will need to use a workaround. The simplest option is to upload the file to an online converter — search for "XPS to PDF converter" and use a free web tool to convert it to PDF format, which Mac can open natively in Preview.

If you need to work with XPS files regularly on Mac, consider downloading a third-party app. Parallels Desktop is a paid option that runs Windows on your Mac and gives you access to the Windows XPS Viewer. Free alternatives include CloudConvert (a web-based converter) or Zamzar, both of which can convert XPS to PDF or image formats.

Opening XPS files on Linux

Linux does not have a native XPS viewer, but several programs can open these files. Okular, a document viewer included in many Linux distributions, supports XPS files. If it is not already installed, you can download it through your system's package manager.

Another option is to convert the file using an online tool or a command-line program like ImageMagick or Ghostscript, both of which are available through most Linux package managers. Converting to PDF is usually the fastest route if you only need to read the file once.

When you create an XPS file from another program

You can create an XPS file from Microsoft Word, Excel, PowerPoint, or any Windows program that has a print dialog. Open the document, go to File > Print, and look for a dropdown that says Printer. Click it and select Microsoft Print to PDF or Microsoft XPS Document Writer.

Choose where you want to save the file and click Print. The program will create a new XPS file instead of sending the document to a physical printer. This is useful when you want to preserve the exact layout of a document before sending it to someone else, or when you need a copy that cannot be edited.

XPS versus PDF: which format to use

XPS and PDF are similar — both lock down the layout so a document looks the same on any device. The main difference is that XPS was designed specifically for Windows and integrates more tightly with Microsoft software, while PDF is a universal standard that works everywhere.

PDF is more widely supported, smaller in file size, and better for sharing with people who use different operating systems. XPS is better if you are working within a Windows or Microsoft Office environment and need absolute certainty that formatting will not shift. For most everyday use, PDF is the safer choice.

Frequently Asked Questions

Can I edit an XPS file?

XPS files are designed to be read-only, like PDFs. You cannot edit the text or images directly in the XPS Viewer. If you need to make changes, convert the file to PDF or back to its original format (Word, Excel, etc.) using an online converter, then edit it there.

Why would a website ask me to download an XPS file instead of a PDF?

Some government agencies and corporations use XPS because it preserves formatting more strictly than PDF, which matters for official documents like tax forms or legal notices. It is also the default format when you print to file on Windows. You can usually convert it to PDF if you prefer.

Is it safe to open an XPS file from an unknown source?

XPS files are generally safe because they are document containers, not executable programs. However, like any file from an unknown source, use common sense — only open it if you were expecting it or it comes from a trusted website. Malware is rare in XPS files but not impossible.

How do I print an XPS file?

Open the file in XPS Viewer, click the printer icon in the toolbar, select your printer, and click Print. You can also right-click the XPS file, select Print, and choose your printer from the dialog that appears.

What if the XPS file will not open?

The file may be corrupted, or your XPS Viewer may need an update. Try restarting your computer, updating Windows, or converting the file to PDF using an online tool. If the file came from an email or download, try downloading it again — the original transfer may have failed.