How to Create a QR Code in Excel

Learn how to create QR codes in Excel using various methods, including the built-in QR code generator and third-party add-ins. Understand the importance of QR codes, their use cases, and practical app …

Updated September 9, 2023

QR Codes, or Quick Response Codes, are two-dimensional barcodes that contain information in both visual and machine-readable formats. Unlike traditional barcodes, QR codes can store more extensive data, including URLs, text messages, email addresses, and even phone numbers. This technology’s widespread adoption has led to its utilization in various industries, such as retail, marketing, healthcare, and education.

Importance and Use Cases

QR Codes have become a vital tool for businesses and individuals seeking to streamline communication, track inventory, or share information across platforms. Their versatility makes them suitable for:

Marketing campaigns: Share product details, promotions, or contact information
Event organization: Provide attendees with schedules, speaker profiles, or ticketing links
Healthcare: Offer patient information, medication instructions, or appointment reminders
Education: Distribute educational materials, schedules, or online resource links

Step-by-Step Guide to Creating QR Codes in Excel

Prerequisites:

Ensure you have Microsoft Excel 2010 or later installed on your device.
Familiarize yourself with the basics of QR code creation and their uses.

Step 1: Prepare Your Data

Create a spreadsheet containing the information you wish to encode within the QR Code, such as URLs, text messages, or email addresses
Format the data in an orderly manner, leaving enough space for easy scanning

Step 2: Select Your QR Code Generator Tool

Excel offers various built-in functions and add-ins that can generate QR codes. For this tutorial, we’ll use the following:

Insert > Shapes, then select the barcode icon

In older Excel versions (2010-2013), navigate to Developer tab > Add-ins, enable the “QR code generator” or a similar option (dependent on your Excel version and add-in availability)
For more recent Excel versions (2016-2021) and Office 365, download a third-party QR Code generating Add-In like QRCodeGenerator

Step 3: Configure Your QR Code Settings

With the selected tool active:

Define the Type of data you’re encoding within the QR code (e.g., URL, text message, email)
Specify the Error Correction Level, ensuring your QR code remains readable even when partially damaged
Set the desired Color Scheme for visual appeal and brand consistency

Step 4: Generate Your QR Code

Click on the “Generate” or similar button to create your QR code. The resulting barcode will display on your spreadsheet, ready for use.

Step 5: Use and Display Your QR Code Effectively

Ensure the generated QR code is large enough to be easily readable
Incorporate it into marketing materials, event invitations, medical records, or educational content as needed
Be mindful of accessibility considerations when displaying QR codes in public spaces

By following these steps, you can now create QR Codes directly within Excel, capitalizing on the software’s data-driven capabilities and versatility. Remember to consider your target audience and use cases for optimal results.

Practical Applications:

Retail: Use QR Codes as product labels or to display inventory details
Marketing: Create custom QR codes for campaigns, promotions, or landing pages
Healthcare: Utilize QR codes in patient records, medication instructions, or appointment reminders

By incorporating this step-by-step guide into your workflow and considering the diverse applications of QR Codes, you’ll unlock a powerful tool to streamline communication and enhance engagement across multiple industries.