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Excel QR Code Generator: All You Need To Know

You have one of the following two use cases:

1. You want to create QR Codes using an MS-Excel file

2. You want to link an MS-Excel file to a QR Code

This article presents a complete guide on Excel QR Code Generator. Here, we will explain to you both the cases mentioned above. And help you choose the right QR Code generator tool for your use case. 

Jump to the section that is relevant to you.

Case 1— Create QR Codes using Excel

In this case, you are looking to generate QR Codes in bulk. You have a spreadsheet (XLS, XLSX, or CSV) with data in each row for each QR Code. You are looking for an online tool where you can upload the Excel and generate QR Codes.

If this is what you need—you need a bulk QR Code generator tool such as QR Batch.

Here is how you can get started.

1. Format your spreadsheet

The spreadsheet (Google Sheets or MS-Excel) will contain the data that you want to encode in the QR Code. One row of data for each QR Code.

Here is how to format your spreadsheet:

  • The first column should be the QR Code Filename. The QR Code images that will be generated in a zip folder will have these filenames
  • The second column should be the content you want to encode. This will depend on the QR Code category you will select

For content to be encoded in Excel, you can choose from the following three categories:

i. Website URL QR Code

A Website URL QR Code, when scanned, takes the end-users to visit the encoded website address. 

Excel QR Code Generator: Create Website URL QR Code

Here, the first column should be the Filename (QR Code 1, QR Code 2, etc). While the second column should be the Website URL that will be encoded into the QR Code.

Ii. Plain Text QR Code

In a Plain Text QR Code, you can encode text information such as address, product information, or, a short bio.

In order to create a Plain Text QR Code using an Excel, the second column should contain the text. While the first column, as usual, should be the Filename.

Iii. VCard QR Code

A VCard QR Code, when scanned, displays contact information. These include details such as name, title/designation, company, email, phone, website, street, city, postal code, and country. It also prompts the user to ‘Add as contact’. 

Excel QR Code: VCard QR Code

For a VCard QR Code, You can add contact details second column onwards. That is, the name is Column B, title in Column C, company in Column D, and so on. 

2. Create account on QR Batch

Once you have created the spreadsheet, go to QR Batch homepage. Click on ‘Signup’ from the top navigation bar. Note that signing up for an account is free and necessary to start generating QR Codes.

Once logged in, choose the QR Code category—URL, VCard, or Text—as per requirements.

3. Upload spreadsheet

Upload the spreadsheet you created in Step 1 on the page that opens. You can upload it in CSV, XLS, or XLSX format. 

4. Review data

The next step is to review the data. Here you will have to match the data in the columns with the data that will be encoded in the QR Code.

For example, say you want to create Simple Text QR Codes. The ‘Review’ page on which you land will prompt you to confirm which column is QR Code filename, and which column is text.

5. Add design 

Once you review the data, you will be landed on a page where you will see three design options: 

  • Standard
  • Custom with logo
  • Custom with background

If you want a basic black-and-white QR Code, go for the standard QR Code. But if the QR Codes are promotional or customer-facing, choose one of the custom design options. 

In the custom logo design option, you can add a logo, edit eye color and pattern, and change data module color and pattern.

In the custom background design option, you can place a semi-transparent QR Code on top of a background image of your choice.

Also note that customized QR Codes attract 50-70% more scans as compared to plain black-and-white ones. 

6. Specify Batch name and other details

After you finalize the design of your QR Code, a window will pop up prompting you to specify the batch name. In the same window, you will also get an option to choose how you wish to export the QR Codes:

  • QR Code images

On selecting this option, you can export the QR Codes as images (in a zip folder) in the following formats—PNG, JPG, EPS, SVG. You also need to specify the image size in inches, cm, or pixels.

  • QR Code labels

On selecting this option, you can export the QR Codes as label PDFs. Here you will get the option to choose the labels layout i.e. labels per sheet as per label size.

For your reference, here is a detailed guide on QR Code labels

Once you choose the option, click on Next.

7. Make payment

The major advantage of using QR Batch is that it charges you only for the QR Codes you create. That is, there is no subscription required. 

Also note that the higher the number of QR Codes you generate, the cheaper will be the rate. 

Also, you can get an estimate of the batch price with QR Batch Price Calculator provided on the QR Batch Pricing webpage

8. Download batch 

Once you make the payment, your batch will be generated in a short period of time. The time taken depends upon the size of the batch. 

Typically, it can range between a few minutes to a couple of hours.

You will get a notification on batch process and batch completion on your dashboard itself. You just need to click on the notification icon to know the updates.

Plus, you will also be notified on your registered email about the batch completion. 

You can then download your batch from the Batch Download section, once it is generated. 

Hence, your bulk of QR Codes using an MS- Excel file will be downloaded.

So, this was one case of using Excel QR Code Generator tool.

Case 2: Link Excel file to QR Code

In this case, you want to link an Excel to a QR Code. This is, when people scan the QR Code, they can view or download the Excel on their smartphones.

If this is your requirement, then what you need is a QR Code Generator tool.

To make your work easier, we have compared the best QR Code generator tools

In this article, we will use Scanova QR Code Generator tool for demo purposes.

But before you proceed to actually create QR Codes, you need to know your requirements well. These are:

1. Do you need the capability to edit the linked Excel at anytime

That is, do you want the flexibility to replace the linked Excel file anytime?

2. Do you need to track scanning activity

Is it important for you to know how many people scanned the QR Code, when did they scan, and from where (GPS location, city, country)? If so, this data can help you optimize future QR Code campaigns.

3. Do you need only authorized people to view the Excel

You can create QR Codes that are password protected. You just need to add a password and share it with authorized people.

You can refer to this detailed guide on how to password protect your QR Code.

If the above capabilities are important, you should consider creating Dynamic QR Codes.

And to create Dynamic Website URL QR Codes, the first thing you need to do is to generate a link. You can do this by:

  • If you are working on Google spreadsheets, you can generate a link by clicking the ‘Share’ option. You can then encode this link in your QR Code and create a Website URL QR Code
  • If you are working on MS- Excel software, you can generate a link by uploading your file on a cloud server such as Google Drive, Dropbox, Box, and AWS S3. Just like the above case, you can then add this link to your QR Code

Once you generate the link, you will need a QR Code generator tool such as Scanova to create a Website URL QR Code.

Here is a detailed guide on how to create Website URL QR Codes

This is all you need to know about the second use case of Excel QR Code Generator tool.

QR Code best practices

You just read two use cases of Excel QR Code Generator tool. This section will explain you some things you should keep in mind while creating QR Codes:

a. Add design to your QR Code

By adding design to your QR Code, you can brand your QR Code. And make it easy for people to identify your QR Code. 

That is, you can add a logo, change background color, or change the color of data modules and patterns to your QR Code.

Design your QR Code

Also make sure that there is enough contrast between the background color and data modules. That is, if the background color is light then keep the color of data modules dark.

This practice is important to ensure proper scannability of your QR Code.

b. Export in vector formats

With vector images, you can create high resolution QR Code images. These formats do not compromise on quality when the image is scaled. 

Some of the common vector formats include—EPS, PDF, SVG, and PS.

c. Add adequate error correction

With adequate error correction, you can ensure that even with slight damage, the QR Code is scannable. 

So, when you customize your QR Code, the image is added as an error and the data modules are removed. And by adding adequate error correction, you can increase the number of modules (data blocks) in a QR Code. This way, the data remains intact.

If you create a custom-designed QR Code using Scanova and add a logo, the error correction will automatically be set for you. 

So, this all you need to know about Excel QR Code generator. You can now easily decide which QR Code generator tool will suit your use case best.


2 Use Cases for Excel QR Code Generator

Create visually appealing QR Codes for your use case.
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By Saumya Bhatia

Saumya Bhatia is a QR Code expert, who loves helping businesses use the technology to engage people. When not working, she is either reading a part or unleashing her adventure streak.

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