Convert and Print XPS Documents Quickly — Best MethodsXPS (XML Paper Specification) is Microsoft’s fixed-layout document format, similar to PDF. Though less common than PDF, XPS is still used in certain workflows and by legacy applications. This guide explains straightforward methods to convert XPS files to more common formats and print them reliably — covering built-in Windows tools, free utilities, and professional options. Follow the quick tips in each section to choose the best method for your needs.
When to convert vs. print directly
- Convert when you need wider compatibility (send to recipients who do not use Windows), edit content, or create archival PDFs.
- Print directly when you just need a hard copy and your system can open XPS files without hiccups.
1) Print directly from the XPS Viewer (Windows)
The quickest way on Windows machines:
- Open the .xps file with Windows XPS Viewer or the Microsoft XPS Document Writer preview.
- Choose File → Print (or press Ctrl+P).
- Pick your physical printer, set page range, copies, and orientation, then print.
Tips:
- If XPS Viewer isn’t installed, enable it via Control Panel → Programs → “Turn Windows features on or off” → check “XPS Viewer”.
- For headless servers, install a virtual printer (see section 3).
2) Convert XPS to PDF (recommended for compatibility)
PDFs are more universally supported and often yield fewer print problems.
A. Built-in — Microsoft Print to PDF
- Open XPS in XPS Viewer.
- Print, then choose “Microsoft Print to PDF” as the printer.
- Save the resulting PDF.
B. Free software — e.g., LibreOffice, universal converters
- LibreOffice Draw: Open XPS (sometimes via import) and export to PDF.
- Free online converters: Upload XPS → download PDF. Use only for non-sensitive documents.
C. Command-line — for batch jobs
- Use GhostXPS (part of MuPDF / Xpdf tools) or third-party CLI converters to convert many files in a script.
Pros of converting to PDF:
- Better compatibility across devices and printers.
- Easier archiving and sharing.
- Often preserves layout and fonts reliably.
3) Use a virtual PDF printer or print to file
If an application can’t open XPS but can print:
- Install a virtual PDF printer (e.g., PDFCreator, doPDF).
- Print the document to the virtual printer to create a PDF, then print that PDF to your physical printer if needed.
This is useful for applications that present print capabilities but have no native export to PDF.
4) Batch conversion and printing
For many files, manual conversion is slow. Options:
- Use command-line tools (GhostXPS/muPDF) to convert XPS → PDF in bulk. Example pattern:
for %f in (*.xps) do mutool convert -o "%~nf.pdf" "%f" - Use print-management software that supports XPS queues and automated printing rules (useful in offices).
5) Troubleshooting printing problems
- Missing fonts: Convert to PDF with font embedding or print from a machine with the required fonts installed.
- Corrupted XPS: Try opening with different viewers (Edge, XPS Viewer) or convert with robust tools (MuPDF).
- Printer errors: Export to PDF first, then print the PDF — many printers have better PDF handling.
6) Security and privacy considerations
- Avoid uploading sensitive XPS files to online converters. Use local tools (Print to PDF, LibreOffice, MuPDF) for private documents.
- Inspect internal content before printing — XPS can embed scripts or linked resources in some workflows; prefer converted PDFs with embedded fonts and images.
Recommended workflows (quick reference)
- Single file, print only: Open in XPS Viewer → Print to physical printer.
- Single file, share widely: Convert to PDF via Microsoft Print to PDF → send.
- Multiple files: Use mutool/ghostxps batch conversion → print PDFs via a print queue.
- Sensitive documents: Local conversion (LibreOffice/MuPDF) → print from trusted device.
Tools summary (short)
- Built-in: XPS Viewer, Microsoft Print to PDF
- Free: LibreOffice, MuPDF (mutool), GhostXPS
- Virtual printers: PDFCreator, doPDF
- Online: various converters (not for sensitive files)
If you want, I can:
- Provide command-line examples for MuPDF/ghostxps on Windows, macOS, or Linux.
- Create a Windows batch or PowerShell script to batch-convert and print XPS files.
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