XPS is a document format Microsoft created to display files the same way on every computer

XPS stands for XML Paper Specification. It is a file format that stores documents — text, images, layouts — in a way that looks identical whether you open it on a Windows computer, a Mac, or a phone. Microsoft released it in 2006 as an alternative to PDF, though PDF remains far more common.

When you open an XPS file, the fonts, colors, spacing, and page breaks stay exactly as the creator intended. Nothing shifts or reformats based on what software you are using. This is the same promise PDF makes, and both formats achieve it by "locking" the document's appearance.

You will most often encounter XPS files when printing from Windows. Many Windows programs can save directly to XPS format instead of printing to paper. Government agencies, banks, and some businesses also distribute forms and documents as XPS files.

Key Takeaways

  • XPS files display identically across all devices and operating systems, preserving fonts, colors, and layout exactly as created.
  • Windows includes a built-in XPS viewer, but you can also open XPS files with web browsers, PDF readers, and third-party software.
  • XPS and PDF serve the same purpose — fixed-layout documents — but PDF is far more widely used and supported.
  • You can convert XPS files to PDF or image formats using free online tools or desktop software if you need to share them with others.

How XPS differs from PDF and other document formats

Both XPS and PDF lock a document's appearance so it cannot change. The difference is adoption: PDF is the global standard, supported on nearly every device and application. XPS is primarily a Windows ecosystem format. If you send an XPS file to someone using a Mac or Linux, they may struggle to open it without installing additional software.

Unlike Word documents (.docx) or Google Docs, you cannot edit an XPS file directly — it is a fixed format meant for viewing and printing only. If you need to change the content, you must go back to the original document, make edits there, and save it as XPS again.

XPS files are typically smaller than the original Word or PowerPoint files they came from, making them faster to email or download. They also preserve complex layouts better than converting to plain text or HTML.

How to open XPS files on Windows, Mac, and mobile devices

On Windows 10 and 11, XPS Viewer is built in. Simply double-click an XPS file and it opens automatically. If it does not, right-click the file, select "Open with," and choose XPS Viewer from the list.

On Mac, XPS Viewer is not included. You have three options: use a free online converter to turn the XPS into a PDF, download third-party software like CloudConvert or Zamzar, or use a web browser if you upload the file to an online viewer. Many free online tools let you drag and drop an XPS file and download it as PDF in seconds.

On iPhone or Android, dedicated XPS apps exist but are uncommon. The easiest path is to convert the XPS to PDF first, then open it with your phone's built-in PDF reader or a free app like Adobe Reader.

Creating and saving files as XPS

In Windows, most programs that can print can also save as XPS. Open the file you want to save, go to File > Print, and look for a "Print to File" or "Save as PDF" option. Some programs list XPS as a printer choice in the printer dropdown menu.

Microsoft Office applications (Word, Excel, PowerPoint) have a direct "Save As" option for XPS format. Open the file, click File > Save As, change the file type dropdown to "XPS Document," choose your folder, and click Save.

Outside Windows, creating XPS files is rare. Most software on Mac and Linux does not support XPS output. If you need to create an XPS file on a non-Windows device, you would typically create the document in your normal program, then use an online converter to turn it into XPS format.

Converting XPS to PDF or other formats

The most common conversion is XPS to PDF. Free online tools like CloudConvert, Zamzar, and Online-Convert accept XPS files and output PDF in seconds. You upload the file, select PDF as the output format, and download the result. No account is required.

You can also convert XPS to image formats like PNG or JPG using the same online tools. This is useful if you want to share a single page as a picture or embed it in a website. Desktop software like XnConvert (free, cross-platform) also handles XPS conversion if you prefer not to upload files to the internet.

Windows Print to PDF feature can also open and re-save XPS files. Open the XPS file in XPS Viewer, click Print, select "Print to PDF" as the printer, and save the result as a PDF file.

When and why you will encounter XPS files

Government websites sometimes distribute tax forms, permits, and official documents as XPS files. Banks and insurance companies occasionally use XPS for statements and policy documents. Businesses that use Windows-based document management systems may export reports as XPS.

If you print from Windows and choose "Print to File" instead of sending to a physical printer, Windows offers XPS as one output option. This is why XPS files appear in workflows where documents need to be archived or shared in a locked format.

In most everyday situations, you will encounter PDF far more often than XPS. XPS remains niche outside Windows environments and government or corporate settings.

Frequently Asked Questions

Can I edit an XPS file?

No, XPS is a fixed-format document like PDF. You cannot edit the text or images directly in an XPS file. To make changes, you must convert it back to an editable format (like Word), edit it there, and save it as XPS again.

Is XPS the same as PDF?

They serve the same purpose — displaying documents identically across devices — but they are different formats. PDF is far more widely supported. XPS is primarily used in Windows environments and some government or corporate systems.

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

Usually because they created it on Windows and did not think to convert it. Some organizations use XPS as their standard format for internal documents. If you have trouble opening it, asking the sender for a PDF version is reasonable.

Do I need special software to open XPS files?

On Windows, no — XPS Viewer is built in. On Mac or Linux, you will need to either download third-party software or use a free online converter to turn the XPS into PDF first.

Can I print an XPS file?

Yes. Open it in XPS Viewer (Windows) or your browser (if you uploaded it to an online viewer), then use the print function as you would for any document. You can print to paper or to PDF.