Opening XPS Files: A Comprehensive Guide with Detailed Steps and Instructions

The XPS (XML Paper Specification) file format, developed by Microsoft, is often encountered as an alternative to PDF for document sharing and archiving. While not as universally adopted as PDF, XPS files are still used and understanding how to open them is essential. This comprehensive guide will provide you with detailed steps and instructions on various methods to open XPS files across different operating systems and using various software.

Understanding the XPS File Format

Before diving into the methods, let’s briefly understand what an XPS file is. It’s essentially a fixed-layout document format, meaning that the appearance of the document remains consistent regardless of the viewing device. It uses XML-based markup and is designed to be a direct competitor to Adobe’s PDF format. XPS files are often used for:

• Sharing documents while preserving formatting.
• Archiving documents digitally.
• Printing documents with consistent layout.

While XPS was initially conceived as a default printing and document format in Windows, its adoption was limited compared to PDF. However, it’s still beneficial to know how to access and view these files if you encounter them.

Methods to Open XPS Files

Here are several methods you can use to open XPS files, categorized by operating system and software:

1. Opening XPS Files on Windows

Windows has built-in support for viewing XPS files, thanks to the XPS Viewer application. This is the easiest method for Windows users.

Using XPS Viewer

Steps:

1. Locate the XPS File: Find the XPS file you want to open on your computer. It usually has the .xps extension.
2. Double-Click the File: Simply double-clicking the XPS file will typically open it with the default XPS Viewer application.
3. Manual Selection if Needed: If double-clicking does not work or if the file opens with another program, right-click the file. Then, from the context menu, select “Open with” and then choose “XPS Viewer”. If you don’t see “XPS Viewer”, choose “Choose another app” and look for it in the list of available applications. You can also check “Always use this app to open .xps files” if you want all your XPS files to automatically open with XPS Viewer going forward.

Using the XPS Viewer Interface:

Once the XPS file is open in the XPS Viewer, you’ll see a basic interface for viewing documents. Here’s a brief rundown of its common functionalities:

• Navigation: Use the navigation buttons or scroll to browse through the document.
• Zooming: Use the zoom buttons to zoom in and out of the document.
• Fit to Window: Often, there’s an option to automatically fit the document to the window’s size.
• Printing: The viewer also has the printing functionality if you wish to create a hard copy.

Troubleshooting:

• If XPS Viewer is not installed, your system might prompt you to install it. If it does not, you can enable it via the Windows Optional Feature menu in Settings as described in the following section.
• If the viewer shows an error or doesn’t open the file correctly, ensure your Windows is updated.

Enabling XPS Viewer on Windows if it is not installed

Sometimes, especially on fresh installs or after significant updates, the XPS Viewer is not enabled by default. To ensure you have it installed and ready to use, follow these steps:

1. Open Settings: Click on the Windows Start button and then select the ‘Settings’ (gear icon).
2. Go to Apps: In the Settings window, click on ‘Apps.’
3. Select Optional Features: Choose ‘Apps & features’ and then select ‘Optional Features.’
4. Add a feature: Click the button labeled ‘Add a feature.’
5. Find XPS Viewer: Search for ‘XPS Viewer’ in the list that appears. You can also scroll through the list to find it.
6. Install: Select the XPS Viewer and click the ‘Install’ button.
7. Wait for Installation: Let the installation finish. Once completed, you should be able to open XPS files using the XPS Viewer.

2. Opening XPS Files on macOS

macOS does not include a native application to open XPS files. Therefore, you’ll need to use third-party software or alternative methods.

Using Third-Party XPS Viewers for macOS

Several free and paid third-party XPS viewer applications are available for macOS. Some popular options include:

• Free XPS Viewer: This is a popular free option that is frequently recommended.
• XPS Reader: Another free application tailored for XPS viewing on macOS.
• Online XPS Viewers (described below): Many online tools can also open XPS files from within your browser.

Steps:

1. Download the Application: Download the XPS viewer application of your choice from the respective app store or the developer’s website.
2. Install the Application: Follow the on-screen instructions to install the application. This often involves dragging the application to your Applications folder.
3. Open the XPS File: Launch the application and then use the ‘Open’ or ‘File’ menu option to open your XPS file. If the file does not open, you may need to right-click on the XPS file, choose ‘Open with’ and select your installed XPS viewer.

Using Online XPS Viewers

Online XPS viewers are a great alternative if you don’t want to install new software. They often work cross-platform, including macOS.

Steps:

1. Search for Online Viewers: Search for “online XPS viewer” in your preferred search engine. Several websites offer this service.
2. Visit the Viewer Website: Choose a reputable and secure website from the search results.
3. Upload the XPS File: Locate the “Upload” or “Browse” option and select your XPS file from your computer.
4. View the File: The online viewer will typically display the XPS file in your browser window. You can navigate and zoom as needed.

Considerations when using Online Viewers:

• Privacy: Be mindful of the content you’re uploading. Avoid using online viewers for sensitive documents if you are concerned about privacy.
• File Size Limitations: Some online viewers may have restrictions on file sizes. If you are uploading a very large XPS file, it might not work with online converters.

3. Opening XPS Files on Linux

Like macOS, Linux distributions typically don’t include a native XPS viewer. Again, you’ll rely on third-party software or online options.

Using Third-Party XPS Viewers on Linux

Several open-source and paid options can be used for opening XPS files on Linux systems. Some common applications include:

• Okular: This is a very versatile document viewer that can handle XPS files.
• Ghostscript with XPS support: Ghostscript is a powerful interpreter for various page description languages, including XPS. It is often a backend for other viewers.
• Online XPS Viewers (as mentioned previously): These also work well on Linux systems within a web browser.

Steps:

1. Installation: Use your Linux distribution’s package manager (e.g., apt, yum, pacman) to install your chosen application, for example: sudo apt-get install okular (for Debian/Ubuntu based distros). You can also install Ghostscript and its libraries if needed.
2. Open with the chosen application: After installing your viewer, you can either double-click the file (if your system is configured to open it) or right-click, choose ‘Open with’ and choose your installed viewer.
3. File Menu Option: Alternatively, open the installed viewer application and then use its file menu to open the XPS file.

Using Online XPS Viewers

The same methods for using online XPS viewers mentioned in the macOS section also apply to Linux.

4. Opening XPS Files on Mobile Devices

Opening XPS files on mobile devices, like Android or iOS, generally requires using third-party apps or online viewers. Native support is not typically available.

Opening XPS files on Android

The Google Play Store has various apps that can open XPS files. To accomplish this:

1. Open the Google Play Store: Go to the Play Store app.
2. Search for an XPS Viewer: Type “XPS viewer” in the search field.
3. Install the app: Pick a well-rated app, and install it. Be sure to carefully review permissions for any app that you install.
4. Open the file: Once the application is installed, you can open the XPS file by navigating to it through a file explorer and choosing the appropriate application from the ‘open with’ options, or through the app’s in-app ‘open’ functionality.

Opening XPS files on iOS (iPhone/iPad)

The Apple App Store contains several applications that can open XPS files. Here’s how to do it:

1. Open the Apple App Store: Find and launch the App Store app.
2. Search for an XPS Viewer: Use the search bar to look for an “XPS viewer” app.
3. Install an app: Choose a highly-rated application, and install it. Review permissions before installing, as always.
4. Open the XPS File: Locate the XPS file through your files app or cloud drive. When you click the file, iOS should offer an option to ‘open with’ and you can select the newly installed app. If that does not work, open the app itself, and use its ‘open’ function to find the XPS file on your phone or cloud drive.

Converting XPS Files to Other Formats

If you consistently struggle to open XPS files, converting them to a more widely compatible format like PDF can be a practical solution.

Using Online Converters

Many online conversion tools can transform XPS files into PDF files. The process is generally as follows:

1. Search for an XPS to PDF Converter: Search for “XPS to PDF converter online” in your web browser.
2. Visit a Website: Select a secure and reputable website from your search results.
3. Upload the XPS File: Upload your XPS file using the “Upload” button or a similar option.
4. Convert the File: Click the “Convert” button. The website will typically process the file and make it available for download as a PDF file.

Considerations:

• Privacy: Be cautious when uploading sensitive documents to online converters.
• File Size: Similar to online viewers, some converters might have size limits for uploaded files.
• Quality: The conversion quality can vary between different online tools.

Using Dedicated Software

Some document management or conversion software applications also provide support for converting XPS files to other formats. These may be paid or free tools but often offer greater control over the process. The steps will vary based on your chosen program, but usually involve using the open or import functionality, then choosing your target format, and then exporting.

Conclusion

While XPS files may not be as ubiquitous as PDFs, knowing how to open them is a handy skill. Whether you’re on Windows, macOS, Linux, or a mobile device, there are various options available, from native viewers to third-party software and online solutions. Remember to always be mindful of the security and privacy implications when using online tools or installing new software, and always keep your operating system and software up to date for the best performance and security.

By following the steps provided in this guide, you’ll be well-equipped to handle XPS files effectively, regardless of your platform. If you still face difficulties, consider converting the XPS file to a more universally supported format like PDF.