A Comprehensive Guide to WPS Office's PDF, Word, Excel, and PPT Functions

November 3, 2023 1.4K views

Whether you're familiar with WPS or Microsoft Office, each of these apps has benefits they offer to users. If you're someone seeking an alternative, then you are in the right place to get it done yourself.

However, there are some questions that users ask themselves but no one answers such as "How user-friendly is WPS Office? Does it offer all the necessary features for PDF, Word, Excel, and PPT? With all these questions, we provide you with step-by-step guidance, showing you the secrets of downloading WPS office apps on different devices. Let's go!!!

Best Excellent Alternative of Microsoft Office - WPS Office

Pros of WPS Office:

  • Free download and free-to-use Word, Excel, and PPT. Powerful PDF toolkit: WPS Office offers a multitude of benefits to users, making it the best choice for document processing. One major advantage is its cost-effectiveness, as it provides free access to essential tools like Word, Excel, and PowerPoint equivalents. This enables users to create, edit, and share files seamlessly without any financial burden. However, WPS Office allows the use of a PDF toolkit, enhancing its functionality by allowing users to edit, convert, and annotate PDFs.

WPS Office Free download

  • Rich template store: WPS Office provides different benefits but its rich template store is one thing that enhances user productivity and creativity.  This convenience saves valuable time and effort, offering professionally designed starting points for projects.

WPS Office Rich template store

Rich functions: WPS Office is the best due to its extensive range of rich functions, elevating it as a top choice for productivity software. WPS Office's rich functions not only enhance efficiency but also empower users to delve into complex projects with confidence, making it a compelling and user-friendly option.

WPS Office Rich functions

Getting Started with WPS Office

How to download the WPS office app on Window

Step 1: Open your web browser and go to the official WPS Office website

Navigate to the "Download" section of the website.

WPS download section

Step 2: Install the Software. Once the download is complete, locate the downloaded file (usually in your device's "Downloads" folder) and double-click it to start the installation process.

After installation, you can launch WPS Office from your device's applications menu or desktop shortcut.

WPS Office logo

To enjoy all free features, you might need to sign in with your WPS Office account or activate your license.

Once launched, you can start using WPS Office to create documents, spreadsheets, presentations, and more.

How to download the WPS office app on Mac

Step 1: Click here to have access to the WPS download official website for Mac.

Step 2: For Mac, scroll down to view the Free Download. You can find this on the right side of Windows Free Download.

Step 3: Move the cursor to WPS Office for Mac and click Download.

WPS Office for Mac

Step 4: Now, open the installation page for Mac. You can now follow the directions of the file and install the app on your device. The file size is just 553KB for downloading.

After completing the downloading process for Mac, it is recommended to visit WPS Academy to learn how to operate the app on Mac. You will find different materials there to help your skill such as thousands of video tutorials and a lot of helpful articles to guide you as WPS Academy would be the perfect assistant to help you become an expert from a beginner's stage.

How to download the WPS Office app on iOS

Step 1: Open the App Store on your device.

Step 2: Now, Enter WPS Office on the search box and look for the WPS Office app in the search results.

Step 3: Click on Download and install the app. The WPS Office app will now show on your device.

Downloadind and installation of WPS Office app on IOS

Step 4: Open WPS Office, and select the internet connection available as needed. Make sure you go through the End-user License Agreement and Privacy Policy for more information and click I agree.

WPS Office homepage on IOS

Kudos to you for achieving this! You can now log in to your account to start using the WPS Office app on your device.

How to download the WPS office app on Android

Step 1: Open the Play Store app on your Android phone.

Playstore app on android

Step 2: Now, Enter WPS Office on the search box and look for the WPS Office for Android app in the search results.

WPS Office search results

Step 3: Click on Download and install the app. The WPS Office app will now show on your device.


WPS Office downloading process

Step 4: Open WPS Office, and select the internet connection available as needed. Make sure you go through the End-user License Agreement and Privacy Policy for more information and click I agree.

Word Processing in WPS Office

Compatible with All Word Formats

WPS Office Word formats

WPS Office is designed to provide users with full compatibility with Microsoft Word files, including .doc, .docx, .docm, .dotm, .txt, and .rtf to supply you as a user with accurate Word processing knowledge to carry out different operations.

You can easily import, edit, and export your Word files without losing them. Whether you're dealing with text, headings, colors, cell and number formats, layout, or other elements, WPS Office is well-programmed to make everything perfect for its users.

  • Create, Edit, Save, and Convert Word Document

Word document editing style

When it comes to creating, editing, saving, converting, exporting, and printing WPS Office offers all these features. Create a new blank Word doc or select from the WPS office official template. You can save your Word Doc locally, in Google Drive, create a sharable link, or even convert your Word to PDFs and images depending on your choice!

  • Look like MS Office, Easy to Use

The designing page

WPS Office is one of the best office suites that is easy to operate and gives users a better experience which looks like that of Microsoft Office. You can do your work easily and manage your time. Make your content different and pay full attention to what matters.

Excel Spreadsheets in WPS Office

Create Exquisite Charts with Free Templates

WPS Spreadsheet with templates

WPS Spreadsheet provides different templates in categories such as balance sheet, personal budget, project planning, schedule, and calendar. WPS Spreadsheet is designed to provide users with free charts to help them see their data easily.

Compatible with Multiple Formats

WPS Spreadsheet with format

WPS Spreadsheet is similar to some other office suites such as Microsoft Excel, Google Sheets, LibreOffice Calc, and OpenOffice Calc. It is also similar to some common file formats such as .xls, .xlsx, .xlsm, .xlt, and .csv. you can use the Excel files on your mobile phone, Laptop, or Computer.

The tabbed viewing interface allows you to quickly switch between different tabs in a single window.

Ctrl + Tab in a single window.

Ctrl + Tab in a single window.

The tabbed viewing feature of WPS Office is meant to solve the problem of opening too many tabs at a time. You can switch between different tabs easily by pressing Ctrl + Tab in a single window.

Free Conversion Between Excel and PDF Files

: Conversion between Excel and PDF files

Using WPS Spreadsheet is very easy and allows the conversion between Excel and PDF files. To enjoy this feature, you can download the WPS Office app for free and you can also click the button below to convert files online using WPS PDF Tools.

PowerPoint Presentations in WPS Office

Compatible with Multiple Formats

WPS Presentation with multiple formats

WPS Presentation is just like Microsoft PowerPoint and Google Slides. It is also similar to common PPT formats such as .ppt, .pptx, and .pptm. You can edit presentation files easily on different devices such as Windows, Mac, Linux, Android, and iOS.

Smaller for Easy Sharing

Compression of presentation files

Compression of presentation files can lead to size becoming smaller and make it easy to share, especially when the presentation contains videos and audio. So, as a user, you can send your presentation files with little data from one platform to another.

Free and Beautiful Design Templates

WPS Presentation design page

WPS Presentation is designed to provide its users with different templates that have different themes that can beautify your slides when applied.

Convert Files Between PPT and PDF

Conversion of Files Between PPT and PDF

Using WPS Presentation, users can convert between PPT and PDF files to help them save presentations as PDF files. If you want to have full access to this type of feature, you can download the WPS Office app.

PDF Management in WPS Office

WPS PDF - Convert and Edit Your PDF Files Freely

WPS convert PDF files to and from Word

If you can familiarize yourself with using WPS Office, you will be able to WPS convert PDF files to and from Word, Excel PowerPoint, and image files online for free. Getting the basic knowledge is very important as a beginner as you can also view, edit, read, and collaborate on PDF files on multiple platforms.

Edit PDFs like Word

WPS edit PDF in Word

The general belief is that it's not possible to Edit PDF content but with WPS PDF editor you can Insert links, page numbers, comments, and shapes. You can download the app using the official website and have access to all the features.

WPS Office vs. Other Office Suites


  • WPS Office: In terms of price, WPS Office offers a free basic version with ads and a paid Premium version without ads. The premium version also includes additional features.

  • Microsoft Office: Typically requires a paid subscription, such as Microsoft 365.

  • LibreOffice: Open-source and entirely free.

Platform Compatibility

  • WPS Office: Available on Windows, macOS, Linux, Android, and iOS.

  • Microsoft Office: Available on Windows, and macOS.

  • LibreOffice: Available on Windows, macOS, and Linux.


  • WPS Office: WPS Office offers a comprehensive set of features for word processing, spreadsheets, PDF and presentations, with cloud integration.

  • Microsoft Office: Microsoft Office as an office suite provides a wide range of features and advanced capabilities with deep cloud integration.

  • LibreOffice: Offers a robust feature set for office tasks but may lack some advanced features found in Microsoft Office.

WPS Office- Free All-in-One Office Suite
  • Use Word, Excel, and PPT for FREE, No Ads.

  • Edit PDF files with the powerful PDF toolkit.

  • Microsoft-like interface. Easy to learn. 100% Compatibility.

  • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

5,820,008 User
Algirdas Jasaitis


Can WPS Office handle password-protected PDFs?

When it comes to setting up the security of files, there are some situations when we use passwords to protect PDF documents, preventing unauthorized access or modifications. To use a password for your PDFs, here are the step-by-step instructions:

Step 1: Launch WPS PDF and choose the "Open PDF" option.

A dialogue box will appear at the top which will direct you to locate the PDF file that is password-protected then you can click on the"Protect" option at the top of the screen. Once you've located the file, select it and enter the password required to unlock it.

WPS Office password-protected PDFs window

You can do this by clicking on the "Encrypt" button to set the password for the current document.  A new window will appear, so you'll have the option to view and manage the password settings.

How to remove password protection from a PDF file in the WPS Office?

WPS Office's PDF Tools are designed to allow its users to remove passwords easily from PDFs anytime the user wants to. To get it right, pay attention to the following steps:

Step 1: Open the PDF in the WPS Office.

Step 2: Click the Protect button on the top toolbar, and click on Encrypt to remove the password. Then, enter the password for the PDF and click OK.

Encrypt window for inserting password

Step 3: Once you enter the password, you can un-tick the two options in the image below and press Confirm to remove the password.

The confirm button

However, the PDF will be saved without a password, and anyone will be able to open it.

How to add animation to a WPS Presentation

Step 1: Open the WPS Office app to open the slide. There are different animations there in which you can choose any of your choices. Select the test or object to be animated.

Animation window

Step 2: After you've clicked the animation tab, click the drop-down button on the right side of the preset animation.

Now, select the animations you want according to your needs.

Step 3: Click the Play button at the button of the task pane on the right. Now, you're good to go and the effect of the animation can be previewed.

Animation editing format


In conclusion, this guide has explored the various tools and options available within the WPS Office suite, offering readers a comprehensive understanding of how to utilize these functions effectively for document creation, editing, and management across different file formats. This article serves as a valuable resource for users looking to maximize their productivity using WPS Office's versatile suite of tools.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.