What is an XPS File and How Do You Open It?
An XPS file (XML Paper Specification) is a document format created by Microsoft as an alternative to PDF. If you’ve received an XPS file and can’t open it, don’t worry. Windows has built-in tools that make opening these files simple.
On Windows 10 and 11, right-click the XPS file and select “Open with” then choose “XPS Viewer.” On Windows 8 and earlier, double-click the file to open it automatically in XPS Viewer.
This guide will walk you through every method to open XPS files, troubleshoot common problems, and convert XPS to other formats when needed.
XPS Files: What You Need to Know
Before diving into opening methods, let’s understand what you’re dealing with.
XPS stands for XML Paper Specification. Microsoft developed this format in 2006 as a competitor to Adobe’s PDF format. Like PDFs, XPS files:
- Preserve document formatting across different computers
- Can’t be easily edited after creation
- Support images, fonts, and complex layouts
- Maintain the exact appearance regardless of what software you use
Why do people use XPS files?
- Windows applications can save directly to XPS without additional software
- The format maintains document fidelity
- It’s useful for archiving documents that shouldn’t change
- Some printers create XPS files from print jobs
Method 1: Opening XPS Files with XPS Viewer (Windows 10 and Earlier)
XPS Viewer is Microsoft’s default application for viewing XPS files. Here’s how to use it.
On Windows 7, 8, and 8.1
Opening XPS files on these systems is straightforward:
- Locate your XPS file in File Explorer
- Double-click the file
- XPS Viewer opens automatically
- The document displays just like a PDF
That’s it. Windows 7, 8, and 8.1 include XPS Viewer by default, and it’s the default program for XPS files.
On Windows 10
Microsoft removed XPS Viewer as a default feature in Windows 10, but it’s still available. You need to enable it manually.
Step-by-step installation:
- Open the Start menu
- Type “Turn Windows features on or off”
- Click the result to open Windows Features
- Scroll down to find “XPS Viewer”
- Check the box next to XPS Viewer
- Click OK
- Wait for Windows to install the feature
- Restart your computer if prompted
After installation:
- Right-click your XPS file
- Select “Open with”
- Choose “XPS Viewer” from the list
- The file opens immediately
Setting XPS Viewer as default:
If you work with XPS files regularly, set XPS Viewer as the default program:
- Right-click any XPS file
- Select “Open with” then “Choose another app”
- Select XPS Viewer
- Check “Always use this app to open .xps files”
- Click OK
Now all XPS files will open automatically with XPS Viewer when you double-click them.
Method 2: Opening XPS Files in Windows 11
Windows 11 doesn’t include XPS Viewer at all. Microsoft wants users to move away from XPS format. But you still have options.
Option A: Use Microsoft Edge
Edge browser can open XPS files natively:
- Right-click your XPS file
- Choose “Open with”
- Select “Microsoft Edge”
- The file opens in your browser
Edge displays XPS files clearly with basic viewing controls like zoom and page navigation.
Option B: Convert to PDF First
Since Windows 11 prefers PDF, converting might be easier:
- Use an online converter (covered in detail later)
- Open the resulting PDF in Edge or any PDF reader
- This gives you more viewing and editing options
Option C: Install Third-Party Software
Several free programs can open XPS files on Windows 11:
- XPS Viewer Plus (free from Microsoft Store)
- Pagemark XPS Viewer
- Web browsers (Chrome, Firefox)
Method 3: Using Web Browsers to Open XPS Files
Modern web browsers can open XPS files, though support varies.
Google Chrome
Chrome doesn’t natively support XPS, but you can use extensions:
- Install “XPS Viewer” extension from Chrome Web Store
- Drag your XPS file into Chrome
- The extension renders the file
Alternatively, convert the XPS file to PDF first, which Chrome handles perfectly.
Mozilla Firefox
Firefox handles XPS files better than Chrome:
- Drag the XPS file into Firefox
- Firefox may prompt you to download a plugin
- Once installed, the file displays
Microsoft Edge
As mentioned earlier, Edge provides the best browser-based XPS viewing experience on Windows:
- No extensions needed
- Clean interface
- Fast rendering
- Print and save options
According to Microsoft’s documentation, Edge is their recommended solution for Windows 11 users.
Method 4: Converting XPS Files to PDF
Sometimes opening XPS files isn’t enough. You might need to convert them to PDF for broader compatibility.
Why Convert XPS to PDF?
- PDF works on all devices and operating systems
- More software options for viewing and editing
- Easier to share with others
- Better long-term compatibility
Online Conversion Tools
Several free websites convert XPS to PDF:
CloudConvert:
- Visit CloudConvert website
- Upload your XPS file
- Select PDF as output format
- Click Convert
- Download your PDF
XPS to PDF Online:
- Go to online2pdf or similar service
- Upload XPS file (check size limits)
- Click Convert
- Download immediately
Security note: Be cautious uploading sensitive documents to online converters. They may temporarily store your files on their servers.
Desktop Software for Conversion
For regular conversions or sensitive documents, desktop software is better:
Free options:
- NitroPDF Reader: Free version converts XPS to PDF
- PDF24 Creator: Free, offline conversion
- XPS to PDF Converter: Simple, dedicated tool
Paid options:
- Adobe Acrobat: Professional standard
- Foxit PhantomPDF: Affordable alternative
Using Print to PDF Feature
Windows 10 and 11 include a “Print to PDF” option:
- Open your XPS file in XPS Viewer or Edge
- Press Ctrl+P (or click Print)
- Select “Microsoft Print to PDF” as printer
- Click Print
- Choose save location
- Your PDF is created
This method keeps everything local and secure.
Troubleshooting Common XPS File Problems
Sometimes XPS files won’t open properly. Here are solutions to common issues.
Problem: “Windows cannot open this file” Error
Solution:
- Check that XPS Viewer is installed (Windows 10)
- Right-click the file and manually select “Open with”
- Choose XPS Viewer or Microsoft Edge
- Set as default if needed
Problem: XPS Viewer Missing from Windows Features
Solution:
This rarely happens, but try:
- Run Windows Update to ensure system is current
- Check Windows Features again after updates
- Use Edge as alternative
- Install third-party XPS viewer
Problem: XPS File Won’t Open (Corrupted File)
Solution:
- Try opening on another computer
- Ask the sender to resend the file
- Check the file extension is actually .xps (not .xps.txt or similar)
- Use file recovery software if the file is important
Problem: XPS File Opens But Looks Wrong
Solution:
- Missing fonts: The creator used fonts not on your system
- Update Windows to get latest font packs
- Convert to PDF which embeds fonts
- Ask sender to recreate with standard fonts
Problem: Can’t Print XPS Files
Solution:
- Open the XPS file
- Use File > Print (or Ctrl+P)
- If printing fails, convert to PDF first
- Print the PDF instead
Alternative XPS Viewers and Software
Beyond Windows built-in tools, other options exist.
Free XPS Viewers
| Software | Platform | Key Features |
|---|---|---|
| XPS Viewer Plus | Windows 10/11 | Microsoft Store app, modern interface |
| Pagemark XPS Viewer | Windows | Lightweight, fast loading |
| XnView | Windows, Mac, Linux | Supports many formats including XPS |
| Sumatra PDF | Windows | Minimal, fast, also opens PDFs |
| STDU Viewer | Windows | Multiple document formats |
Commercial Options
For business users needing advanced features:
Adobe Acrobat: Opens, converts, and edits XPS files (converts to PDF first)
Foxit PhantomPDF: Less expensive than Adobe, good XPS support
Nitro Pro: Full-featured document management including XPS
Mobile Solutions
Need to open XPS files on your phone or tablet?
Android:
- Download “XPS Viewer” from Play Store
- Use cloud storage to access files
- Consider converting to PDF first
iOS:
- No native XPS support
- Convert to PDF before transferring to iPhone/iPad
- Use cloud conversion services
Creating XPS Files: A Quick Overview
Understanding how XPS files are created helps you work with them better.
From Any Windows Application
Most Windows programs can create XPS files:
- Open your document (Word, Excel, etc.)
- Click File > Print
- Select “Microsoft XPS Document Writer” as printer
- Click Print
- Choose save location and filename
- Click Save
Your document becomes an XPS file.
Why Create XPS Instead of PDF?
Advantages:
- No additional software needed on Windows
- Native Windows format
- Preserves document formatting
- Smaller file sizes sometimes
Disadvantages:
- Limited compatibility outside Windows
- Fewer viewing options than PDF
- Being phased out by Microsoft
Current recommendation: Use PDF for better compatibility. Only use XPS if you have specific reasons.
XPS vs PDF: Understanding the Differences
Many people confuse these formats. Here’s a clear comparison.
| Feature | XPS | |
|---|---|---|
| Creator | Microsoft | Adobe |
| Windows Support | Native (older versions) | Requires reader software |
| Mac/Linux Support | Limited | Excellent |
| Mobile Support | Poor | Excellent |
| File Size | Usually smaller | Slightly larger |
| Editing Options | Very limited | Many tools available |
| Industry Standard | No | Yes |
| Future Outlook | Being phased out | Growing stronger |
Bottom line: PDF is the better choice for most situations. XPS only makes sense when you’re staying within Windows environments and have legacy requirements.
Best Practices for Working with XPS Files
Follow these tips for smooth XPS file handling.
If You Receive XPS Files
- Keep XPS Viewer installed on Windows 10
- Use Edge on Windows 11 for quick viewing
- Convert important XPS files to PDF for archiving
- Ask senders to use PDF format in future
If You Create Documents
- Save as PDF instead of XPS when possible
- Only use XPS if recipients specifically request it
- Test that recipients can open your files
- Consider including PDF version alongside XPS
For Business and Organizations
- Transition away from XPS to PDF standard
- Update document workflows to use PDF
- Maintain XPS support for legacy documents
- Train staff on PDF creation and management
File Management Tips
- Name XPS files clearly with dates and descriptions
- Store in organized folder structure
- Back up important XPS files
- Convert critical documents to PDF for long-term storage
Security Considerations with XPS Files
Like any document format, XPS files have security implications.
Can XPS Files Contain Viruses?
XPS files themselves can’t contain executable code, making them safer than some formats. However:
- Malicious actors can disguise executables with .xps extension
- Always verify file source before opening
- Keep antivirus software updated
- Windows Defender scans files automatically
Privacy When Converting Online
Online conversion services may:
- Temporarily store your files
- Analyze file contents
- Potentially expose sensitive information
Safer alternatives:
- Use offline conversion software
- Use Print to PDF feature
- Keep sensitive documents on your local system
Digital Signatures in XPS
XPS format supports digital signatures:
- Verifies document authenticity
- Shows if file has been modified
- Useful for legal and business documents
- Requires certificate to implement
Check signature status in XPS Viewer properties.
Advanced Tips and Tricks
For power users wanting more control over XPS files.
Command Line Options
You can open XPS files from Command Prompt or PowerShell:
xpsrchvw.exe "C:\path\to\file.xps"This is useful for:
- Batch processing
- Scripting automated tasks
- Integration with other programs
Extracting Content from XPS Files
XPS files are essentially ZIP archives containing XML:
- Change file extension from .xps to .zip
- Extract the archive
- Find content in XML files
- Images are in separate folders
This advanced technique helps recover content from damaged files.
Batch Converting Multiple XPS Files
When you have many XPS files to convert:
Using PDF24:
- Install PDF24 Creator (free)
- Add multiple XPS files
- Convert all to PDF in one operation
- Save to designated folder
Using commercial software:
- Adobe Acrobat supports batch conversion
- Nitro Pro offers batch processing
- Faster and more reliable for large quantities
Comparing XPS Files
Need to see differences between two XPS versions?
- Convert both to PDF
- Use PDF comparison tool (Adobe Acrobat, DiffPDF)
- Review highlighted changes
- Save comparison report
No direct XPS comparison tools exist, so conversion is necessary.
Future of XPS Format
Understanding where XPS is heading helps you plan.
Microsoft’s Direction
Microsoft is clearly moving away from XPS:
- Removed from Windows 11 by default
- Promoting PDF as standard format
- Edge browser focuses on PDF support
- Office applications emphasize PDF export
What This Means for You
Short term:
- XPS files will remain openable
- Windows maintains legacy support
- Existing workflows continue functioning
Long term:
- Transition to PDF format
- Archive XPS files as PDFs
- Update document creation processes
Recommendations Going Forward
- Stop creating new XPS files unless absolutely required
- Convert existing XPS archives to PDF format
- Use PDF for all new document workflows
- Keep XPS viewer available for occasional legacy files
- Educate team members about PDF advantages
Methods to Open XPS Files
| Method | Windows Version | Ease of Use | Best For |
|---|---|---|---|
| XPS Viewer | 7, 8, 10 | Very Easy | Regular XPS users |
| Microsoft Edge | 10, 11 | Easy | Quick viewing |
| Web Browser | All | Moderate | Occasional use |
| Third-party Software | All | Varies | Specific features |
| Convert to PDF | All | Easy | Long-term solution |
Conclusion
Opening XPS files in Windows doesn’t have to be complicated. Here’s what you need to remember:
For Windows 10 users: Enable XPS Viewer through Windows Features, then double-click XPS files to open them.
For Windows 11 users: Use Microsoft Edge to view XPS files, or convert them to PDF for better compatibility.
For everyone: Consider converting XPS files to PDF format for easier sharing, better compatibility, and future-proofing your documents.
The XPS format is gradually being phased out, but Windows maintains backward compatibility for opening these files. Whether you receive occasional XPS files or work with them regularly, you now have multiple methods to access their content.
Choose the approach that best fits your needs. For quick viewing, use the built-in Windows tools. For long-term document management, convert to PDF. Either way, you’re now equipped to handle any XPS file that comes your way.
