The XPS Document Writer has been in the list of printers since Windows Vista. What you do with it is not obvious at first glance.
Create XPS files with the XPS Document Writer
The XPS file format – short for XML Paper Specification – was developed by Microsoft as an alternative to the widely used PDF format. It can be used to save image and text documents. To create XPS files using the XPS Document Writer, do the following:
- If you have not yet activated the program, you can do this by clicking on “Settings”. Open “System” and “Optional Features”. Under “Related Settings” you will find “More Windows functions”. Search Look for the XPS document generator there and activate it by clicking in the box.
- Open the print menu of a program – for example in Microsoft Word or Outlook.
- Select the “XPS Document Writer” in the list of printers. You can switch between portrait and landscape orientation in the Printer Settings dialog box.
- Click “Print.” Now you can choose the location and name of the file. Finally click on “Save”.
- XPS files can be viewed and created on Windows operating systems without additional software or plugins. The built-in XPS viewer makes it possible to open and view XPS files without the need for an additional application.
- Additionally, Windows applications can often print directly to the XPS format, making the creation process easy and seamless.
Advantages of XPS files
XPS (XML Paper Specification) files offer several advantages, particularly when it comes to document archiving and display:
- XPS files display documents exactly the same regardless of the software, operating system or device drivers used. This ensures that the layout, fonts and graphics always appear as intended, no matter what device the file is opened on.
- This makes the format ideal for archiving and exchanging documents where accurate representation is crucial, such as contract documents or reports.
- XPS files store documents at high resolution, enabling precise printing of text and graphics. This is particularly important for professional print jobs where detail and sharpness are required.
- You can also, for example, restrict printing or editing of the file, which makes the document more secure.