You can save files created by many Microsoft Office system programs in XML Paper Specification (XPS), which is a format for sharing documents.

Note You can save as a PDF or XPS file from a Microsoft Office system program only after you install an add-in. For more information, see .In this article

Overview of XPS format

XML Paper Specification (XPS) is a fixed-layout electronic file format that preserves document formatting and enables file sharing. The XPS format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and that data in the file cannot be easily changed.

To view a file in XPS format, you need a viewer. You or the recipient of your file can download a free viewer from .

Save as XPS format in an Office program

  1. Open the table or report that you want to publish as PDF.
  2. Click the Microsoft Office Button button image, point to the arrow next to Save As, and then click PDF or XPS.
  3. In the File Name list, type or select a name for the file.
  4. In the Save as type list, click XPS Document.
  5. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the report requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  6. To specify various options for the file, click Options. (Find links to more information on these options in the See Also section.) Click OK.
  7. In the Publish as PDF or XPS dialog box, click Publish.

  1. Click the Microsoft Office Button button image, point to the arrow next to Save As, and then click PDF or XPS.
  2. In the File Name list, type or select a name for the workbook.
  3. In the Save as type list, click XPS Document.
  4. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the workbook requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  5. To specify various options for the file, click Options. (Find links to more information on these options in the See Also section.) Click OK.
  6. Click Publish.

Microsoft Office InfoPath

  1. On the File menu, point to Export To, and then click PDF or XPS.
  2. In the File Name list, type or select a name for the form.
  3. In the Save as type list, click XPS Document.
  4. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the form requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  5. Click Publish.

Microsoft Office OneNote

  1. On the File menu, click Publish as PDF or XPS.
  2. In the File Name list, type or select a name for the XPS file.
  3. In the Save as type list, click XPS Document.
  4. Next to Page range, click the option that represents the portion of the notebook that you want to save as XPS.
  5. Click Publish.

  1. Click the Microsoft Office Button button image, point to the arrow next to Save As, and then click PDF or XPS.
  2. In the File name list, type or select a name for the presentation.
  3. In the Save as type list, click XPS Document.
  4. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the presentation requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  5. To specify various options for the file, click Options. (Find links to more information on these options in the See Also section.) Click OK.
  6. Click Publish.

Microsoft Office Publisher

  1. On the File menu, click Publish as PDF or XPS.
  2. In the File name list, type or select a name for the publication.
  3. In the Save as type list, click XPS Document.
  4. Next to Optimize for, click Change.
  5. In the Publish Options dialog box, click the optimization in the Specify how this publication will be printed or distributed list that matches the needs of the publication. For example, if the publication will be distributed online and print quality is less important than a small file size, click Minimum size. If the quality of the printing is more important than file size, click High quality printing.
  6. Click Advanced to display the entire dialog box, and select the options that you want. (Find links to more information on these options in the See Also section.)
  7. Click OK.
  8. Click Save.

Microsoft Office Visio

  1. On the File menu, click Publish as PDF or XPS.
  2. In the File Name list, type or select a name for the drawing.
  3. In the Save as type list, click XPS Document.
  4. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the drawing requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  5. To print only a selection of pages, or to choose other publishing options, click Options, and select the options that you want. (Find links to more information on these options in the See Also section.) Click OK.
  6. Click Publish.

  1. Click the Microsoft Office Button button image, point to the arrow next to Save As, and then click PDF or XPS.
  2. In the File Name list, type or select a name for the document.
  3. In the Save as type list, click XPS.
  4. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:
    • If the document requires high print quality, click Standard (publishing online and printing).
    • If the print quality is less important than file size, click Minimum size (publishing online).
  5. Click Options to set the page range to be printed, to choose whether markup should be printed, and to select the output options. (Find links to more information on these options in the See Also section.) Click OK.
  6. Click Publish.

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