What is an XPS file?An XPS file represents page layout files that are based on XML Paper Specifications created by Microsoft. It was developed as a replacement of EMF file format and is similar to PDF file format, but uses XML in layout, appearance, and printing information of a document. It is, in fact, more justified to say that XPS is an attempt on PDF, but couldn’t get enough popularity as owned by PDF for many reasons. Microsoft provides XPS Document Writer by default from Windows 7 onwards for the creation of XPS files. XPS files can be generated by selecting the “Microsoft XPS Document Writer” as printer while printing the document. Show XPS viewers come integrated as part of Windows Vista, Windows 7, Windows 8, and Internet Explorer 6 or later. XPS files become read-only once they are generated. This adds to the user’s confidence in received documents sent as XPS for the authenticity of the document. An XPS document can contain one or more pages as converted from the original document. Brief HistoryMicrosoft submitted the XPS specification to Ecma International. In June 2007, Ecma Technical Committee 46 (TC46) was set up to develop a standard based on the OpenXPS Paper Specifications. Ecma International approved the Ecma Standard (ECMA-388) XPS specifications in June 2009 at the 97th General Assembly. The XPS format consists of XML markup that defines the composition of a document and the visual appearance of each page along with rendering rules for displaying or printing the document. It retains all the information to re-create a document on any system which makes it independent of the resources available on that system. The format is essentially a ZIP archive and if you rename the file extension to ZIP, you will see the constituent files that contain the document data. These documents include:
 These files retain the document contents in such a way that if, for example, someone doesn’t have the same fonts installed on their machine, the XPS viewer will still render those original fonts. This implies the inclusion of XML markup file for each:
The XPS Document format includes a well-defined set of parts and relationships, each fulfilling a particular purpose in the document. The format also extends the package features, including digital signatures, thumbnails, and interleaving. A typical XPS document looks as follows and can be analyzed in light of XPS file format specifications. References
Q: I see that Microsoft Office 2007 and 2010 offer a new file format called XPS. I have read that it supports the paperless environment, and I wonder if our firm should be using this format as we go paperless. Can you give us some advice? A: XPS (XML Paper Specification) is a file format developed by Microsoft that offers an alternative to Adobe Systems’ PDF (Portable Document Format). Both PDF and XPS file formats are used frequently to produce finalized documents that are ready to be shared, such as financial reports, tax returns, legal documents, contracts, newsletters and resumes. A key advantage of both XPS and PDF formats is that the fonts used in the document are embedded in the file so that the document will display and print properly on other computers and printers. Both formats work well, but for Office 2007 and 2010 users, an advantage of the XPS format is that no additional software is required to view the XPS-based documents because Microsoft Word automatically views XPS-based documents. (In contrast, PDF documents require the user to download a PDF reader, such as the Adobe Acrobat Reader, to view the document. Likewise, users who do not have Word 2007 or 2010 installed will need to download the Microsoft Word Viewer to view XPS-based files. Both the Acrobat Reader and Word Viewer are free downloads.) There are two methods for creating an XPS document in the 2007 and 2010 editions of Word and Excel. You can either save the file using the XPS file format or print the document to the Microsoft XPS Document Writer. Both methods are described below: 1. Saving method. From the Office Start button or File tab, select Save As, and select the XPS Document option from the Save as type: dropdown box shown on the previous page, provide a file name in the File name: box, and click Save.
2. Printing method. From the Office Start button or File tab, select Print, set the Printer option to Microsoft XPS Document Writer, and click the Print button. The printing method allows you to produce XPS documents from any application such as database, accounting software, and tax preparation applications.
Note: Once a document is printed or saved as a PDF or XPS file, it cannot be easily edited or converted back to its original file format without specialized third-party software. More from the JofA:
What is PDF and XPS file format?If you created a publication that you want to share with others who don't have Publisher, you can save it as a PDF (Portable Document Format) or XPS (XML Paper Specification) file. Commercial printers often prefer to receive a PDF file for printing.
What is XPS format used for?It is a paginated fixed-layout format that retains the look and feel of your electronic documents. As a form of electronic paper, the XPS format provides a way in which you can easily create, share, print and save digital documents.
How do I convert a XPS file to PDF?Follow these easy steps to convert your XPS files to PDF:. In the XPS view application, click File and select Print from the drop-down menu.. Select Microsoft Print to PDF in the dialog box.. Click Print.. Select the desired location for your new PDF.. What program opens an XPS file?The files are created by Microsoft XPS Document Writer, but can be opened by Microsoft XPS Viewer. You may access the Viewer directly, or open it through the file.
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What is PDF or XPS format?
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