Microsoft XPS Document Writer is a virtual printer that converts documents into XPS format instead of printing them to paper

When you select Microsoft XPS Document Writer from your printer list, Windows saves your document as an XPS file (XML Paper Specification) rather than sending it to a physical printer. It works like a regular printer in every way — you open a document, choose Print, select XPS Document Writer as your printer, and click Print — but instead of ink on paper, you get a file on your computer.

XPS is a document format created by Microsoft that preserves the exact layout, fonts, and images of what you were about to print. It is similar to PDF in that respect, though less widely used. The file stays on your computer for you to open later, share, or convert to another format.

Key Takeaways

  • XPS Document Writer saves any printable document as an XPS file on your computer without needing a physical printer.
  • XPS files preserve formatting and appearance exactly as they would print, making them useful for archiving or sharing documents that must look identical on any computer.
  • Windows includes XPS Document Writer built in, so you do not need to install anything to use it.
  • PDF is more widely supported than XPS, so if you are sharing files with others, PDF is usually the better choice.

How to use XPS Document Writer

Open any document you want to save — a Word file, a web page, an email, a spreadsheet, anything you can print. Press Ctrl+P or go to File and select Print. In the printer list at the top of the print dialog, find and click Microsoft XPS Document Writer. Choose your print settings (page range, number of copies, color or black-and-white) just as you would for a regular printer, then click Print.

Windows will ask you where to save the file and what to name it. Choose a folder and type a name, then click Save. The XPS file appears in that folder. You can open it by double-clicking it, and it will open in the default XPS viewer on your computer (usually the Windows Photos app or Microsoft Edge).

When XPS Document Writer is useful

Use XPS Document Writer when you want to preserve a document's exact appearance without printing it to paper. This is helpful if you are archiving important documents, creating a permanent record of something that exists only on screen, or saving a web page in its current form before it changes.

XPS is also useful when you need to share a document with someone else but want to may provide they see it exactly as you do, with all formatting intact. Unlike sending a Word file (which can look different depending on what fonts and software the other person has), an XPS file will look identical on any computer.

Some workplaces and government agencies use XPS for official records because the format is difficult to alter without leaving a visible trace. If your workplace asks you to submit something in XPS format, XPS Document Writer is the tool to use.

XPS vs. PDF: which format to choose

PDF is far more common than XPS. Nearly every computer, phone, and web browser can open a PDF file, while XPS support is limited mainly to Windows computers. If you are sharing a document with someone else, PDF is almost always the better choice because they are more likely to be able to open it without installing extra software.

XPS has one advantage: it is built into Windows, so you do not need to install a PDF printer or converter. If you are only saving documents for yourself or for others within your organization who use Windows, XPS works fine. But for general sharing, PDF is the safer bet.

To save as PDF instead, use the same Print dialog but select Print to File or look for a "Print to PDF" or "Save as PDF" option in your application. Many programs have this built in without needing a separate printer driver.

Where to find XPS Document Writer on your computer

XPS Document Writer comes with Windows and is already installed. You do not need to download or set it up. It appears in your printer list whenever you open a Print dialog in any program.

If you do not see it in your printer list, it may have been disabled. To turn it on, go to Settings, then Devices, then Printers & Scanners. Scroll down and click "Add a printer or scanner." If XPS Document Writer appears in the list, click it and select Add Device. If it does not appear, your version of Windows may not include it, though most recent versions do.

Opening and managing XPS files

Double-click an XPS file to open it. On most Windows computers, it will open in Microsoft Edge or the Photos app. You can also right-click the file, select "Open with," and choose a different program if you have one installed.

XPS files can be printed to a physical printer just like any other document — open the file, press Ctrl+P, and select your printer. You can also convert an XPS file to PDF or another format using online converters or software like Adobe Acrobat, though this is not necessary for most everyday use.

Frequently Asked Questions

Can I open an XPS file on a Mac or Linux computer?

XPS support on Mac and Linux is limited. Some online converters can turn XPS files into PDF, which opens on any computer. If you need to share a document with someone on a Mac or Linux system, converting to PDF first is the easiest approach.

Is XPS Document Writer the same as a PDF printer?

They work the same way — both are virtual printers that save documents as files instead of printing to paper — but they create different file formats. XPS files are less widely supported than PDF files, so PDF is usually the better choice for sharing.

Can I edit an XPS file after I create it?

XPS files are meant to be read-only and preserve the exact appearance of the original. Most programs cannot edit XPS files directly. If you need to make changes, convert the file back to its original format (Word, Excel, etc.) or to PDF and use an editor designed for that format.

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

XPS comes built into Windows without needing extra software, while PDF printing sometimes requires a separate driver or program. For Windows users saving documents only for themselves, XPS is simpler. For sharing or cross-platform use, PDF is more practical.

Does XPS Document Writer cost anything?

No. XPS Document Writer is included with Windows at no extra cost. You do not need to purchase or download anything to use it.