How to make QR Code Labels in MS Word Document on a Windows PC

1. Save QR Code images in a folder

The first step is to save all your QR Code images (that you wish to add into MS Word) in a folder in one of your drives in your Windows PC.

If you do not have QR Codes generated, you can get them generated via Scanova’s Bulk QR Code Generation Service.

2. Create an Excel Sheet i.e. the Data Source

a. Create a new MS Excel. In a sheet of this Excel, in Column A, specify the file paths to each QR Code image saved in the folder (Step 1). One path in each row.

b. In this sheet, Column A needs to have a ‘field label’ in Row 1. This will be used as a reference in the Mail-Merge process in the subsequent steps. In the example shown below, we have named the ‘field label’ as ‘Address’.

c. Create and save this spreadsheet for later use

How to make QR Code Labels in MS Word Document on a Windows PC

3. Create a Labels Template in MS Word using Mail Merge

a. Create a blank MS Word file
b. Click on the Mailings tab in the top navigation bar
c. Click on Start Mail Merge drop-down and click on Labels

 

How to make QR Code Labels in MS Word Document on a Windows PC
d. A window Label Options will open. In the Label Information section, choose the label vendor from the Label Vendors drop-down menu (e.g. Avery US Letter)
e. Then choose the exact product from the Product Number list that you will be using to print the labels (e.g. we have selected Avery 22805 Print-to-the-Edge Square Labels)

How to make QR Code Labels in MS Word Document on a Windows PC
f. Click on OK when the selection has been made
g. Click on Select Recipients in the toolbar ribbon under Mailings and then click on Use Existing List. Navigate to the Excel data source file created in Step 2

How to make QR Code Labels in MS Word Document on a Windows PC

 

h. A dialog window will open. In this window, select Sheet1 and check First row of data contains column headers. Then click on OK.

How to make QR Code Labels in MS Word Document on a Windows PC

i. In the document, you will now notice placeholders for your labels
j. Position the cursor in the first label cell and follow these instructions:

  • Press CTRL + F9 to open curly brackets, type INCLUDEPICTURE and then a space
  • Press CTRL + F9 again, type IF TRUE and then a space
  • Press CTRL + F9 again, type MERGEFIELD and then the name of the ‘field label’ you added in the Excel spreadsheet created in Step 2b
  • Position the cursor just before the last nested curly bracket and type \d
  • After completing these steps you should have ended up with the following in the first cell:

{INCLUDEPICTURE {IF TRUE {MERGEFIELD Address}} \d}

How to make QR Code Labels in MS Word Document on a Windows PC
Tip: In some Windows 10 systems, CTRL + F9 initiates the Window’s Search application. In such cases, use CTRL + Fn + F9

k. Click on Update Labels, which will populate all label cells with QR Code images stored in the folder. The QR Codes will be arranged in the document as per their arrangement in the folder
l. Click on Finish & Merge and select Edit Individual Documents

How to make QR Code Labels in MS Word Document on a Windows PC
m.A window Merge to New Document will open. In this window, select All under Merge Records and click OK. This will run the script in each label cell and replace the actual script with the QR Code image referenced in it

How to make QR Code Labels in MS Word Document on a Windows PC

n.A new MS Word document will open, listing each QR Code in their own label cell

How to make QR Code Labels in MS Word Document on a Windows PC
0.We recommend you to save this document as a PDF and use this PDF to print the labels.


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Zara Rizwan is a Writer with Scanova. She is an expert on QR Codes, Psychology, and Marketing. When not writing, she spends her time cooking Lamb Biryani or reading Jeffrey Archer novels.