XPS vs PDF: Key Differences and Which to Use

How to open, create, and convert XPS files on Windows and Mac

Open XPS files

• Windows (built-in): Double-click an .xps file to open with XPS Viewer on Windows ⁄₁₁ (may require enabling via Optional Features: Settings > Apps > Optional features > Add a feature > XPS Viewer).
• Windows (alternative): Use Edge or third-party apps (SumatraPDF, XnView) to view XPS.
• Mac: macOS has no native XPS support. Use a third-party viewer (e.g., XnView MP, LibreOffice Draw sometimes opens XPS, or install a Windows VM/Boot Camp). Online XPS viewers also work.

Create XPS files

• Windows (Print to XPS):
  1. Open the document in any app (Word, Notepad, browser).
  2. File > Print.
  3. Choose Microsoft XPS Document Writer as the printer.
  4. Click Print and save the .xps file.
• Microsoft Office: In older Office, use Save As > XPS. Newer Office may not include this; use Print > Microsoft XPS Document Writer.
• Mac: No native XPS printer. Create PDF (File > Print > Save as PDF), then convert PDF → XPS using a converter (see below) or create XPS from a Windows environment.

Convert XPS files

• XPS → PDF (Windows):
  • Open XPS in XPS Viewer or Edge, then Print > choose Microsoft Print to PDF and save as PDF.
  • Use third-party tools: XPS Viewer apps, CutePDF, or command-line tools like GhostXPS if available.
• XPS → PDF (Mac):
  • Upload XPS to an online converter (search for reputable converters) or open in a third-party app (XnView, LibreOffice) and export to PDF.
• PDF → XPS (Windows):
  • Open PDF, Print > choose Microsoft XPS Document Writer, save as .xps.
• Batch or offline conversions: Use tools like Ghostscript/GhostXPS, LibreOffice headless mode on supported builds, or dedicated converters (paid apps) for large batches.

Tips and troubleshooting

• If XPS Viewer is missing on Windows, enable it under Optional Features.
• For best compatibility, convert XPS to PDF for sharing—PDF is more widely supported.
• For sensitive files, avoid untrusted online converters; prefer local tools or a Windows VM.

If you want, I can provide step-by-step screenshots or a short command-line recipe for batch converting XPS → PDF on Windows.