How to Open XPS Files: A Comprehensive Guide

XPS files, short for XML Paper Specification files, are a fixed-document format developed by Microsoft as an alternative to PDF. While not as ubiquitous as PDFs, XPS files are still encountered, especially on Windows systems. If you’ve received an XPS file and are unsure how to open it, this comprehensive guide will walk you through various methods, from using built-in Windows tools to third-party viewers and even conversion options. We’ll cover everything you need to know to access the content within your XPS files.

## Understanding XPS Files

Before diving into the methods for opening XPS files, it’s helpful to understand what they are and why they exist.

* **Purpose:** XPS was designed to be a more secure and reliable format for distributing and archiving documents. It aims to preserve the layout and formatting of a document regardless of the software or device used to view it.
* **Structure:** An XPS file is essentially a ZIP archive containing XML files, images, and other resources that define the document’s content and appearance.
* **Key Features:**
* **Fixed Layout:** Ensures the document looks the same regardless of the viewing platform.
* **Digital Signatures:** Supports digital signatures for verifying authenticity and integrity.
* **Print Fidelity:** Designed for accurate printing, preserving the document’s intended appearance.

## Methods for Opening XPS Files

Here are several methods you can use to open and view XPS files:

### 1. XPS Viewer (Built-in Windows Tool)

The easiest and most common way to open XPS files is using the built-in XPS Viewer in Windows. This application is typically pre-installed on Windows operating systems.

**Steps to Open XPS Files with XPS Viewer:**

1. **Locate the XPS File:** Find the XPS file you want to open on your computer.
2. **Right-Click the File:** Right-click on the XPS file.
3. **Select “Open With”:** In the context menu that appears, hover over “Open with”.
4. **Choose “XPS Viewer”:** In the submenu, select “XPS Viewer”. If you don’t see XPS Viewer listed, click “Choose another app” and locate it in the list of installed applications. You might need to scroll down and click “More apps” to see the full list.
5. **Always Use This App (Optional):** If you want XPS Viewer to be the default application for opening XPS files, check the box that says “Always use this app to open .xps files” before clicking OK.
6. **View the XPS File:** The XPS file will open in the XPS Viewer application.

**Using XPS Viewer:**

Once the XPS file is open in XPS Viewer, you’ll have access to several features:

* **Navigation:** Use the navigation buttons (next page, previous page, first page, last page) to move through the document.
* **Zoom:** Zoom in or out to adjust the viewing size.
* **Search:** Use the search function to find specific text within the document.
* **Digital Signatures:** View and verify any digital signatures associated with the document.
* **Printing:** Print the XPS file.

**Troubleshooting XPS Viewer:**

If XPS Viewer is not working or missing, try the following:

* **Reinstall XPS Viewer (Windows 10 and Earlier):** In older versions of Windows, XPS Viewer might be an optional component. You can reinstall it through the “Windows Features” settings.
1. Go to Control Panel -> Programs -> Programs and Features.
2. Click “Turn Windows features on or off”.
3. Find “XPS Services” and ensure it’s checked. If it’s already checked, try unchecking it, restarting your computer, and then rechecking it and restarting again.
4. Click OK.
* **Enable XPS Viewer (Windows 11):** In Windows 11, XPS Viewer might need to be enabled.
1. Go to Settings -> Apps -> Optional Features.
2. Click “View features” next to “Add an optional feature”.
3. Search for “XPS Viewer”.
4. Select “XPS Viewer” and click “Next”.
5. Click “Install”.
* **Check for Updates:** Ensure your Windows operating system is up to date, as updates often include fixes for system components like XPS Viewer.

### 2. Microsoft Reader (For Windows 8/8.1)

On older Windows 8 and 8.1 systems, the default app for reading documents, including XPS, was often Microsoft Reader. This app provided a simple and touch-friendly interface for viewing XPS files.

**Steps to Open XPS Files with Microsoft Reader:**

1. **Locate the XPS File:** Find the XPS file you want to open.
2. **Right-Click the File:** Right-click on the XPS file.
3. **Select “Open With”:** In the context menu, hover over “Open with”.
4. **Choose “Reader”:** Select “Reader” from the list of applications. If you don’t see it, click “Choose another app” and find it in the list.
5. **View the XPS File:** The XPS file will open in Microsoft Reader.

**Note:** Microsoft Reader is no longer actively developed and is superseded by other XPS viewing options in newer versions of Windows. If you’re using Windows 10 or 11, XPS Viewer is the preferred built-in option.

### 3. Third-Party XPS Viewers

If you prefer not to use the built-in Windows tools, or if you need advanced features, several third-party XPS viewers are available. These viewers often offer additional functionality, such as annotation tools, conversion options, and support for other document formats.

**Popular Third-Party XPS Viewers:**

* **NiXPS View:** A free and lightweight XPS viewer with a clean interface. It supports zooming, searching, and printing.
* **Free XPS Viewer:** Another free option that offers basic XPS viewing capabilities.
* **STDU Viewer:** A versatile document viewer that supports XPS, PDF, DjVu, and other formats. It includes features like text selection, annotation, and thumbnail previews.

**Steps to Open XPS Files with a Third-Party Viewer:**

1. **Download and Install:** Download and install your chosen third-party XPS viewer from its official website.
2. **Locate the XPS File:** Find the XPS file you want to open.
3. **Right-Click the File:** Right-click on the XPS file.
4. **Select “Open With”:** In the context menu, hover over “Open with”.
5. **Choose the Third-Party Viewer:** Select the name of the third-party XPS viewer from the list of applications. If it’s not listed, click “Choose another app” and browse to the application’s installation directory.
6. **Always Use This App (Optional):** If you want to always open XPS files with this viewer, check the box that says “Always use this app to open .xps files”.
7. **View the XPS File:** The XPS file will open in the third-party viewer.

**Advantages of Third-Party Viewers:**

* **Advanced Features:** Some viewers offer features beyond basic viewing, such as annotation, text selection, and conversion.
* **Cross-Platform Compatibility:** Some viewers may be available on multiple operating systems (Windows, macOS, Linux).
* **Support for Multiple Formats:** Many third-party viewers support a wide range of document formats, eliminating the need for multiple viewers.

### 4. Converting XPS Files to PDF

If you need to share an XPS file with someone who might not have an XPS viewer, or if you prefer to work with PDF files, you can convert the XPS file to PDF. Several tools and online services can perform this conversion.

**Methods for Converting XPS to PDF:**

* **Print to PDF (Built-in Windows Feature):** Windows 10 and 11 have a built-in “Microsoft Print to PDF” printer driver that can be used to convert any printable document to PDF, including XPS files.
1. **Open the XPS File:** Open the XPS file in XPS Viewer or another XPS viewer.
2. **Print the File:** Press Ctrl+P (or go to File -> Print) to open the print dialog.
3. **Select “Microsoft Print to PDF”:** In the printer selection dropdown, choose “Microsoft Print to PDF”.
4. **Click “Print”:** Click the “Print” button.
5. **Choose a Save Location:** A dialog box will appear asking you to choose a location to save the PDF file. Select a location and enter a filename.
6. **Click “Save”:** Click the “Save” button to convert the XPS file to PDF.
* **Online XPS to PDF Converters:** Numerous online services can convert XPS files to PDF. These services are convenient if you don’t want to install any software.
1. **Search for an Online Converter:** Search for “XPS to PDF converter” on Google or another search engine.
2. **Choose a Converter:** Select a reputable online converter from the search results. Be cautious about uploading sensitive documents to unknown websites.
3. **Upload the XPS File:** Follow the instructions on the website to upload the XPS file.
4. **Start the Conversion:** Click the button to start the conversion process.
5. **Download the PDF File:** Once the conversion is complete, download the PDF file to your computer.
* **Third-Party Conversion Software:** Some third-party document management tools and PDF editors can also convert XPS files to PDF. Examples include Adobe Acrobat and Nitro PDF.

**Advantages of Converting to PDF:**

* **Universal Compatibility:** PDF is a widely supported format, ensuring that the document can be opened on almost any device or operating system.
* **Ease of Sharing:** PDF files are easy to share via email, cloud storage, or other methods.
* **Preservation of Formatting:** PDF preserves the original formatting of the document, ensuring that it looks the same on different devices.

### 5. Using Google Drive or Other Cloud Storage with Built-in Viewers

Services like Google Drive offer built-in document viewers that can sometimes open XPS files directly within the browser, without requiring any additional software. The success of this method can vary depending on the complexity of the XPS file.

**Steps to Open XPS Files with Google Drive:**

1. **Upload the XPS File:** Upload the XPS file to your Google Drive account.
2. **Open the File:** Double-click the XPS file in Google Drive.
3. **View the File (If Supported):** Google Drive will attempt to open the file in its built-in viewer. If successful, you’ll be able to view the contents of the XPS file.

**Limitations:**

* **Compatibility:** Google Drive’s viewer may not support all XPS files, especially those with complex formatting or advanced features.
* **Functionality:** The built-in viewer may offer limited functionality compared to dedicated XPS viewers.

### 6. Command Line Conversion with `oxps2pdf` (Advanced)

For users comfortable with the command line, the `oxps2pdf` tool, often part of the `mupdf-tools` package, provides a powerful and flexible way to convert XPS (or OXPS) files to PDF. This is particularly useful for automated processes or batch conversions.

**Steps to Convert XPS to PDF Using `oxps2pdf`:**

1. **Install `mupdf-tools`:** The first step is to install the `mupdf-tools` package. The installation method varies depending on your operating system.
* **Linux (Debian/Ubuntu):**
bash
sudo apt update
sudo apt install mupdf-tools

* **Linux (Fedora/CentOS):**
bash
sudo dnf install mupdf-tools

* **macOS (using Homebrew):**
bash
brew install mupdf

* **Windows:** Installation on Windows is more complex. You might need to download a pre-built binary of `mupdf-tools` or build it from source. Tools like Cygwin or MSYS2 can help with this process. Refer to the MuPDF documentation for detailed Windows installation instructions.
2. **Open a Terminal or Command Prompt:** Open your system’s terminal or command prompt.
3. **Navigate to the XPS File’s Directory (Optional):** If you want to simplify the command, navigate to the directory containing the XPS file using the `cd` command.
bash
cd /path/to/your/xps/file

4. **Run the `oxps2pdf` Command:** Execute the `oxps2pdf` command, specifying the input XPS file and the desired output PDF file.
bash
oxps2pdf input.xps output.pdf

Replace `input.xps` with the actual name of your XPS file and `output.pdf` with the desired name for the PDF file.
If you haven’t navigated to the directory, you need to provide the full path to both the input and output files:
bash
oxps2pdf /path/to/your/xps/file/input.xps /path/to/your/output/directory/output.pdf

5. **Verify the Conversion:** Once the command completes, check the output directory for the newly created PDF file.

**Advantages of Using `oxps2pdf`:**

* **Automation:** Ideal for scripting and automating XPS to PDF conversions.
* **Batch Conversion:** Can be used to convert multiple XPS files at once using scripting.
* **Reliability:** MuPDF is a well-regarded PDF and XPS processing library, known for its accuracy.
* **No GUI:** A lightweight, command-line tool, avoiding the overhead of a graphical interface.

**Considerations:**

* **Technical Expertise:** Requires familiarity with the command line.
* **Installation Complexity (Windows):** Setting up `mupdf-tools` on Windows can be challenging.

## Choosing the Right Method

The best method for opening XPS files depends on your specific needs and technical expertise.

* **For Simple Viewing on Windows:** The built-in XPS Viewer is the easiest and most convenient option.
* **For Windows 8/8.1:** Microsoft Reader (if available) is a suitable choice.
* **For Advanced Features or Cross-Platform Compatibility:** Consider a third-party XPS viewer like STDU Viewer.
* **For Sharing with Others or Compatibility:** Convert the XPS file to PDF using Microsoft Print to PDF, an online converter, or third-party software.
* **For Automated Conversion:** Use the `oxps2pdf` command-line tool.
* **For quick view on web:** Use google drive or other cloud storages to open the file.

## Troubleshooting Common Issues

* **XPS Viewer Not Working:** As mentioned earlier, reinstall or enable XPS Viewer through Windows Features or Optional Features.
* **File Association Issues:** If XPS files are opening with the wrong application, right-click an XPS file, select “Open with”, choose the correct application, and check the box to always use that app.
* **Corrupted XPS File:** If the XPS file is corrupted, try downloading it again or requesting a new copy from the sender.
* **Missing Fonts:** In rare cases, missing fonts can cause display issues. Ensure you have the necessary fonts installed on your system.

## Conclusion

Opening XPS files is generally straightforward, especially on Windows systems with the built-in XPS Viewer. However, understanding the available options and troubleshooting techniques can help you access the content of XPS files regardless of your operating system or technical skills. Whether you choose to use a built-in viewer, a third-party application, or convert the file to PDF, this guide provides the information you need to successfully open and work with XPS files.