Save as XPS

Sometimes you want to save files so they can’t be changed, but you still want them to be easy to share and print. With Microsoft Office programs you can save files as XML Paper Specification (XPS) without needing additional software or add-ins.

XPS files are good to use when file that:

  • Looks the same on most computers
  • Has a small file size
  • Complies with an industry format

Some examples of when to use XPS files include resumes, legal documents, newsletters, files intended to only be read and printed, documents intended for professional printing.

You can also save your file in PDF format to get the same results.

Save a file as XPS

Which Office program are you using?


Access (Tables and Reports)

  1. Open the table or report you want to publish as a PDF.
  2. On the External Data tab, in the Export group, click PDF or XPS

PDF or XPS button image

  1. In the File Name field, type or select a name for the document.
  2. In the Save as type list, click XPS Document.
    • If the document requires high print quality, click Standard (publishing online and printing).
    • If file size is more important than print quality, click Minimum size (publishing online).
  3. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK.
  4. Click Publish.

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Excel

This information also applies to Microsoft Excel Starter 2010.

 Note    You can’t save Power View sheets as XPS files.

  1. Click the File tab.
  2. Click Save As.
    To see the Save As dialog box in Excel 2013, you have to choose a location and folder.
  3. In the File Name box, enter a name for the file, if you haven't already.
  4. In the Save as type list, click XPS Document
    • If you want the file to open in the selected format after saving, select the Open file after publishing check box.
    • If the document requires high print quality, click Standard (publishing online and printing).
    • If file size is more important than print quality, click Minimum size (publishing online).
  5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.
  6. Click Save.

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OneNote

OneNote 2013

  1. Click the File tab.
  2. Click Export.
  3. Under Export Current, click what part of the notebook you want to save as PDF.
  4. Under Select Format, click XPS (*.xps), and then click Export.
  5. In the Save As dialog box, in the File Name field, enter a name for the notebook.
  6. Click Save.

OneNote 2010

  1. Click the File tab.
  2. Click Save As, and then click the option that represents the portion of the notebook that you want to save as PDF.
  3. Under Save Section As, click XPS Document, and then click Save As.
  4. In the File Name field, enter a name for the notebook.
  5. Click Save.

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PowerPoint

  1. Click the File tab.
  2. Click Save As.
    To see the Save As dialog box in PowerPoint 2013, you have to choose a location and folder.
  3. In the File Name box, enter a name for the file, if you haven't already.
  4. In the Save as type list, click XPS Document.
    • If you want the file to open in the selected format after saving, select the Open file after publishing check box.
    • If the document requires high print quality, click Standard (publishing online and printing).
    • If the file size is more important than print quality, click Minimum size (publishing online).
  5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.
  6. Click Save.

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Project

  1. Click the File tab.
  2. Click Save As.
    To see the Save As dialog box in Project 2013, you have to choose a location and folder.
  3. In the File Name box, enter a name for the file, if you haven't already.
  4. In the Save as type list, click XPS Document, and then click Save.
  5. In the Document Export Options dialog box, select a Publish Range, whether to Include Non-printing Information, and ISO 19500-1 compliance (PDF only).

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Publisher

  1. Click the File tab.
  2. Click Save As.
    To see the Save As dialog box in Publisher 2013, you have to choose a location and folder.
  3. In the File Name box, enter a name for the file, if you haven't already.
  4. In the Save as type list, click XPS Document.
  5. If you want to change how the document is optimized, click Change.
    • To make changes to the picture resolution and non-printing information, click Advanced.
    • Click Print Options to make changes to the printing options for the document.
    • Click OK when finished.
  6. If you want the file to open in the selected format after saving, select the Open file after publishing check box.
  7. Click Save.

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Visio

  1. Click the File tab.
  2. Click Save As.
    To see the Save As dialog box in Visio 2013, you have to choose a location and folder.
  3. In the File Name box, enter a name for the file, if you haven't already.
  4. In the Save as type list, click XPS Document.
    • If you want the file to open in the selected format after saving, select the Open file after publishing check box.
    • If the document requires high print quality, click Standard (publishing online and printing).
    • If file size is more important than print quality, click Minimum size (publishing online).
  5. Click Options to set the page to be printed, to choose whether markup should be printed and to select output options. Click OK.
  6. Click Save.

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Word

This information also applies to Microsoft Word Starter 2010.

  1. Click the File tab.
  2. Click Save As.
    To see the Save As dialog box in Word 2013, you have to choose a location and folder.
  3. In the File Name box, enter a name for the file, if you haven't already.
  4. In the Save as type list, click XPS Document.
    • If you want the file to open in the selected format after saving, select the Open file after publishing check box.
    • If the document requires high print quality, click Standard (publishing online and printing).
    • If the file size is more important than print quality, click Minimum size (publishing online).
  5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.
  6. Click Save.

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Make changes to an XPS file

Because the purpose of XPS files is to keep them from being changed, you can’t easily convert or save a XPS file into another file format if you don’t have the source file.

To change the XPS file, open the original Office file in your Office program, make your changes, and then save the file in XPS format again.

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Applies to:
Access 2013, Excel 2013, OneNote 2013, PowerPoint 2013, Publisher 2013, Visio Professional 2013, Word 2013, Access 2010, Excel 2010, OneNote 2010, PowerPoint 2010, Publisher 2010, Visio 2010, Word 2010