By Naaziyah IsmailThu. 04 Jul. 20243min Read

Easily Convert XML to PDF with This Guide

Convert XML to PDF effortlessly to enhance document readability and secure data sharing across devices. Learn the best methods here!
Easily Convert XML to PDF with This Guide

XML, or Extensible Markup Language, is a coding language that shares similarities with HTML. However, XML offers broader applications beyond web development.

It is a flexible language utilized in various office tools, including Microsoft Office, where it serves as the foundation for their file formats.

Naaziyah Ismail
Blog Author - B2B SaaS Content Writer
Naaziyah has written many tutorials on apps and software such as, Jira, Asana, Trello, and PDF Reader Pro. She excels at engagingly simplifying complex processes.

Reasons for Converting XML to PDF

Converting XML files to PDF format can be beneficial for several reasons:

  1. Improved Readability: PDFs are designed for easy viewing and printing, providing a user-friendly format that enhances the readability of documents. This makes them ideal for distributing reports, presentations, and other documents derived from XML data.

  2. Universal Compatibility: PDF files can be opened and viewed on any device without the need for specific software that understands XML syntax. This widespread compatibility ensures that documents can be easily shared and accessed by a broad audience.

  3. Document Security: PDFs offer robust security features that can help protect the contents of a document. Users can apply password protection, encryption, and rights management to a PDF to control who can view, edit, or print the document.

  4. Preservation of Formatting: When converting from XML to PDF, the layout, fonts, and images are preserved, ensuring that the document maintains its intended appearance across different platforms and devices.

  5. Archival Stability: PDF/A, a variant of the PDF format, is an ISO-standardized version used for long-term archiving of electronic documents. It excludes features unsuitable for long-term archiving, such as font linking (as opposed to font embedding) and encryption.

These reasons highlight why converting XML to PDF can be advantageous for enhancing document presentation, ensuring compatibility and security, and maintaining the integrity of the information.

"XML is not a programming language, but its ability to model complex data structures makes it an invaluable tool for web developers."
Tim Berners-Lee
Computer scientist

Method 1: Using Online Converters

There are numerous online converters available that can facilitate the conversion of XML to PDF effortlessly. For example, tools like novaPDF, PDF Candy, FreeConvert, and PdfFiller allow you to perform this conversion quickly and easily.

Step 1: Select Your XML Files
Click on the “Choose Files” button to upload your XML files from your computer.

Image Source: FreeConvert

Step 2:
Initiate the Conversion
Click the “Convert to PDF” button to begin transforming your XML files into PDF format.

Image Source: FreeConvert

Step 3:
Download Your PDF
Once the status changes to “Done,” click the “Download PDF” button to save the newly created PDF file to your device.

Image Source: FreeConvert

Method 2: Convert XML to PDF with Notepad

Notepad is a basic text editor for Windows, designed to create and edit plain text documents such as XML files. It also offers the capability to convert XML files into PDF format.

Step 1: Open the XML File in Notepad

  • Right-click on the XML file you wish to convert.
  • Hover over "Open with" and select "Notepad" from the list of applications.

Step 2: Access the Print Option

  • Click on "File" in the top-left corner of Notepad.
  • From the dropdown menu, select "Print" to open the print setup window.

Step 3: Configure the Printer to Save as PDF

  • In the Print window that appears, choose "Microsoft Print to PDF" as the printer.
  • Click the "Print" button to proceed.

Step 4: Save the PDF

  • The "Save Print Output As" window will appear.
  • Choose the destination folder where you want to save the file.
  • Enter a name for your PDF file.
  • Click "Save" to convert and save your XML as a PDF document.

"In XML, simplicity and power are an unbeatable combination."
Jean Paoli
Co-creators of XML

Method 3:
Convert XML to PDF with WordPad

WordPad is a straightforward word processor that has been a part of nearly every version of Microsoft Windows since Windows 95. This free-to-use application offers more functionality than Windows Notepad, making it a step up in terms of features. It can also serve as an effective tool for converting XML to PDF.

Step 1: Open the XML File with WordPad

  • Right-click on the XML file you want to convert.
  • Click on "Open with" and then select "WordPad" from the list of available programs.

Step 2: Prepare to Print the Document

  • Once the file is open in WordPad, click on "File" located at the top-left corner of the window.
  • Select "Print" from the dropdown menu.

Step 3: Set Up the Print to PDF Feature

  • In the Print window that appears, choose "Microsoft Print to PDF" as the printer.
  • Click the "Print" button to proceed to the save dialog.

Step 4: Save Your PDF

  • A dialog will prompt you to name your file and choose a location to save it.
  • Enter the desired file name and select the location where you wish to save the PDF.
  • Click "Save" to finalize the conversion of your XML to PDF.

You can also read about 
extracting images from a PDF.

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You can also read about 
export Jupyter Notebook to PDF.


1. What is XML?

XML (Extensible Markup Language) is a markup language that defines a set of rules for encoding documents in a format that is both human-readable and machine-readable. It is primarily used to facilitate the sharing of data across different information systems, particularly via the Internet.

2. What is PDF?

PDF (Portable Document Format) is a file format developed by Adobe Systems for representing documents in a manner independent of application software, hardware, and operating systems. Each PDF file encapsulates a complete description of a fixed-layout flat document, including the text, fonts, graphics, and other information needed to display it.

3. Why convert XML to PDF?

Converting XML to PDF can enhance the readability and portability of documents, ensure compatibility across different devices and operating systems, secure sensitive information, and maintain the document's formatting and layout.

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