What is XPS? XML Paper Specification Explained
XPS is Microsoft's fixed-layout document format and page description language, an alternative to PDF.
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What is XPS?
XPS (XML Paper Specification) is a fixed-layout document format and page description language developed by Microsoft, introduced with Windows Vista in 2006. It preserves a document's exact appearance across devices, similar in purpose to PDF.
An XPS file is a ZIP-based package (using the Open Packaging Conventions) containing XAML-based markup that describes each page's text, vector graphics and images. It supports device- and resolution-independence, color management and print-oriented features.
How XPS Works
XPS stands for XML Paper Specification, Microsoft's fixed-layout document format and its answer to PDF. Like PDF, an XPS file describes a page exactly, its text, fonts, vector graphics, and images positioned to the point, so the document looks identical on any screen or printer regardless of the software that opens it. It is designed for finished documents meant to be viewed and printed rather than edited.
Under the hood an XPS file is a ZIP archive following the Open Packaging Conventions, the same container idea used by modern Office files. Unzip an .xps and you find a structured set of parts: XML files describing each page's layout using a markup vocabulary, plus the embedded fonts and image resources the pages reference, all tied together by relationship files that define the document structure.
The page markup is a form of XAML, the same declarative language used by Windows Presentation Foundation, which is why XPS renders precisely through Windows' graphics stack. Each glyph is placed with explicit coordinates and the fonts are embedded, guaranteeing the layout cannot reflow or substitute fonts the way an ordinary web page might.
Because it is ZIP plus XML, an XPS file is transparent and toolable: the structure can be inspected and generated with standard XML and ZIP libraries. Windows includes a built-in XPS viewer and a virtual XPS printer, so any application that can print can produce an .xps file as its fixed-layout output.
History and Standardization
Microsoft introduced XPS in the mid-2000s with Windows Vista, positioning it as both a document format and part of the print pipeline, where it could serve as the spool format sent to printers. The goal was a modern, XML-based fixed-layout format integrated deeply with Windows.
The format was later standardized through Ecma International and published under the OpenXPS name, giving it a vendor-neutral specification. This standardized variant is what the .oxps extension refers to, while the original Microsoft flavor kept the .xps extension.
Despite the technical polish and standardization, XPS never displaced PDF, which was already entrenched everywhere and supported on every platform. XPS remained largely confined to the Windows world, and its practical role stayed modest, used mainly where Windows-native fixed-layout output was convenient.
XPS Compared to PDF and OpenXPS
Against PDF, XPS is technically comparable in what it does: both freeze a document's layout with embedded fonts and precise positioning. XPS's cleaner ZIP-and-XML structure is arguably more modern and easier to parse, but PDF's overwhelming advantage is ubiquity, with readers on every operating system, browser, and phone. For sharing a document that anyone must be able to open, PDF is the safe choice.
The difference between .xps and .oxps is standardization, not concept. OpenXPS is the Ecma-standardized version of the same format; the original XPS is Microsoft's earlier flavor. Newer Windows tools tend to produce .oxps, and support for one does not always mean support for the other, which can cause minor compatibility friction.
In practice XPS is best understood as a capable format that lost the ecosystem battle. It is well suited to Windows-centric workflows and produces faithful fixed-layout output, but because support outside Windows is limited, converting an .xps to PDF is often the pragmatic step before sharing it widely.
MKV Technical Specifications
XPS vs Other Document Formats
| Feature | XPS | |
|---|---|---|
| Structure/type | Zipped XML[2] | Page objects |
| Editable | No | Limited |
| Layout | Fixed[1] | Fixed |
| Standardized by | Microsoft | ISO |
| App support | Mainly Windows[3] | Broad |
| Best for | Windows fixed docs | Universal distribution |
XPS is a fixed-layout format like PDF but is primarily supported within the Windows ecosystem.
Advantages & Disadvantages
Advantages
XPS preserves a document's exact appearance across devices and printers, much like PDF, making it reliable for sharing finished documents.
Windows includes an XPS viewer and a print-to-XPS driver, so the format can be created and read without extra software.
Its ZIP-and-XML structure based on Open Packaging Conventions makes the content accessible to standard tools.
Disadvantages
PDF dominates the fixed-layout space, so XPS is rarely used and many programs cannot open it.
XPS is primarily a Windows format, with limited native support on macOS, Linux and mobile devices.
Common Use Cases
XPS is used on Windows for fixed-layout printing and document exchange.
Print-to-file output
Windows users print documents to XPS to capture an exact, shareable rendering.
Document archiving
XPS preserves a fixed view of documents for record-keeping on Windows systems.
Print spooling
XPS underlies parts of the Windows print path as a spool format.
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XPS files, or XML Paper Specification files, are often handled by a variety of software tools that fall into distinct categories: professional applications, free/open-source options, browser-based viewers, and built-in operating system tools. Professional applications are typically suited for users who require advanced features and editing capabilities, while free and open-source tools cater to those looking for budget-friendly solutions. Browser-based viewers offer quick access without installation, and built-in tools provide basic functionality for occasional users.
When choosing software for XPS files, several factors should be considered, including feature fidelity, the need for editing versus simple viewing, cost, platform compatibility, and export capabilities. Users who require high fidelity and advanced editing features may prefer professional tools, while those who only need to view XPS files might opt for free or built-in solutions. Additionally, understanding when to convert XPS files to more widely supported formats can influence the choice of software.
Adobe Acrobat Reader DC 2023.001.20143
Adobe Acrobat Reader DC is a well-known PDF viewer that also supports XPS files. It allows users to view and annotate XPS documents with high fidelity, although editing capabilities are limited compared to its PDF functionalities.
- View XPS files with high fidelity
- Annotate documents with comments
- Search text within XPS files
- Print XPS documents directly
- Fill and sign forms in XPS
- Widely recognized and trusted software
- Cross-platform availability
- Strong annotation tools for collaboration
- Limited editing capabilities for XPS
- Requires installation and updates
- Subscription model for advanced features
Exports to: PDF, JPG, PNG
Best for: Choose Adobe Acrobat Reader DC for reliable XPS viewing and annotation, especially if you already use Adobe products.
Visit Adobe Acrobat Reader DC →XPS Viewer 1.0
XPS Viewer is a lightweight application developed by Microsoft specifically for viewing XPS files. It provides a straightforward interface for opening and navigating XPS documents without the need for additional software.
- Open and view XPS files easily
- Navigate through pages with thumbnails
- Print XPS documents directly
- Zoom in and out for better readability
- Search text within the document
- Lightweight and fast performance
- No installation required on Windows 10
- Native support for XPS format
- No editing capabilities available
- Limited to Windows platform only
- Basic features compared to other tools
Exports to: None
Best for: XPS Viewer is ideal for users who need a simple, no-frills solution for viewing XPS files on Windows.
Visit XPS Viewer →Okular 1.11.0
Okular is a versatile document viewer that supports multiple file formats, including XPS. It offers a range of features for viewing and annotating documents, making it suitable for users who need more than just basic viewing capabilities.
- View and annotate XPS files
- Highlight text and add comments
- Bookmark pages for easy navigation
- Support for multiple document formats
- Text extraction from XPS documents
- Cross-platform compatibility
- Rich annotation features
- Open-source and free to use
- User interface may feel cluttered
- Performance can vary on older systems
- Limited export options compared to others
Exports to: PDF, PNG, JPG, TIFF
Best for: Select Okular for a powerful, free tool that offers extensive features for viewing and annotating XPS files across multiple platforms.
Visit Okular →PDF-XChange Editor 9.5.366.0
PDF-XChange Editor is primarily a PDF editing tool, but it also supports XPS files. It allows users to convert XPS documents to PDF and provides a range of editing features, making it a versatile choice for those who work with both formats.
- Convert XPS files to PDF
- Edit text and images in XPS
- Add annotations and comments
- Extract text and images from XPS
- Print XPS documents with options
- Comprehensive editing capabilities
- Supports conversion to PDF format
- User-friendly interface
- Free version has limited features
- Windows-only application
- May require additional plugins for full functionality
Exports to: PDF, TIFF, JPG, PNG
Best for: Choose PDF-XChange Editor if you need robust editing and conversion capabilities for XPS files, particularly if you also work with PDFs.
Visit PDF-XChange Editor →