Excel QR Code Generator: How To Create & Use Excel QR Codes

According to research by M-Files, 81% of employees require mobile access to company documents. 

With Microsoft Excel being a widely used software for data management across the world, accessing these files at any time and any place is a crucial need, especially via mobile devices. 

Enter Excel QR Codes. 

You can use a QR Code maker to share your Excel file as a QR Code to help your team access them in a timely manner, thus enabling mobile access and better productivity. 

With the help of an Excel QR Code generator, you can effortlessly generate QR Codes to open spreadsheets holding beneficial data upon scanning. 

Table of contents

1. How to create Excel QR Codes using Beaconstac
2. How to create bulk QR Codes using an Excel file
3. How to create dynamic QR Codes from an Excel spreadsheet using Zapier
4. How to create QR Codes in Excel (using an add-in)
5. Where can you use Excel QR Codes?
6. FAQs

What is an Excel QR Code generator? 

An Excel QR Code generator is a solution that lets you create QR Codes that link to Excel files upon scanning. It helps you share Excel files hassle-free with your team, and also allows you to efficiently manage data sharing within your business.

How to create an Excel QR Code using Beaconstac 

Here’s how you can use the link to your Excel file to create a QR Code: 

Step 1: Log in to the dashboard

Log in to the Beaconstac dashboard and navigate to ‘QR Codes’ from the left panel. 

Step 2: Select the campaign type

Click on ‘+Create QR Code’. 

Select ‘Website’ from the list of campaign types. 

Step 3: Set up your campaign 

Paste the link to your Excel file in the box provided. 

Click Next. 

Step 4: Customize the Excel QR Code

Customize your QR Code by selecting a template, changing the eye shape and frame, adding a logo, selecting a pattern, changing the color scheme, adding a background and a suitable frame text. 

Click Next. 

Step 5: Test and download your Excel QR Code

Your QR Code is now ready. Scan it to check if it works, and download it in any of the 5 available formats – PNG, JPG, SVG, PDF, and EPS. 

How to create bulk QR Codes using an Excel file

Whether it’s for inventory management or employee IDs, creating multiple QR Codes individually is extremely time-consuming. Instead, you can make them in bulk using an Excel spreadsheet and a bulk QR Code generator. 

Here’s how it works:

Step 1: Log in to the dashboard

Log in to the Beaconstac dashboard and select ‘Bulk Upload’. 

Step 2: Select the campaign type

Select the campaign type for your QR Code from the available list. 

In this case, we’re creating website QR Codes in bulk. 

Step 3: Upload the Excel file

To create your bulk QR Codes, you’ll need to enter the campaign details in a spreadsheet and upload it to the dashboard. 

We recommend that you download the template to help you access the required format for setting up your bulk QR Codes.

This is what the template looks like in an Excel spreadsheet. 

Fill in the campaign details. Since we’re creating website QR Codes here, all you need to enter is the QR Code name, website URL and add the frame text. 

Note: The length of your frame text should not exceed 12 characters.

Step 4: Customize your bulk QR Codes

It’s now time to customize your QR Code. There are multiple options available – adding a logo, changing the colors, adding a background, and a frame text. 

Click Finish. 

Step 5: Download your bulk QR Codes

Assign a label to your batch of QR Codes. 

Click Apply. 

Your request for bulk QR Code creation has now been submitted. 

You’ll receive an email notifying you once your bulk QR Codes are ready.

How to create dynamic QR Codes for every new row in an Excel spreadsheet

With the help of Zapier, you can integrate Excel with Beaconstac to create dynamic QR Codes for every new spreadsheet row. This automated workflow lets you save time, quickly generate QR Codes in bulk, boost team coordination and team productivity. 

Here’s how it works:

Step 1: Create an Excel spreadsheet with the required data

Before you integrate Beaconstac with Zapier, create your spreadsheet in Excel with the data required to set up your QR Code. For this workflow, we’re creating website QR Codes. 

Note: You can refer to the template shown above for creating dynamic website QR Codes.

Step 2: Connect Beaconstac to your Zapier account

Log in to the Beaconstac dashboard, go to Integrations > Zapier.

Click on ‘Add Beaconstac to Zapier’.

Click on ‘Accept Invite & Build a Zap’. 

Note: Please make sure you’re logged in to your Zapier account. 

You’ve now connected Beaconstac to Zapier. 

Step 3: Make a Zap

On the Zapier dashboard, click on ‘Create Zap’.

Select your Trigger event 

1. Choose App and Event – Microsoft Excel and New Row.
2. Choose Account – Select your Microsoft account.
3. Set up trigger – Select the spreadsheet and worksheet.
4. Test the trigger.

Select your Action

1. Choose App and Event – Beaconstac and Create Dynamic QR Code.
2. Choose Account – Select your Beaconstac account.
3. Set up action – Fill in the QR Code Name, Design (Enter Manually or Select from Templates), Campaign Type (1 – Website), and Website URL. 
4. Test the action – check if your Zap works.

Step 4: Turn your Zap on

It’s now time to turn your Zap on. This activates the workflow and starts to generate dynamic QR Codes as you create new rows in your Excel spreadsheet.

Click on ‘Turn on Zap’.

Your integration is now active. 

How to create QR Codes in an Excel sheet (using an add-in)

You can create QR Codes in an Excel spreadsheet with the help of a free add-in. 

Here’s how it works:

Step 1: Open a blank spreadsheet 

Open a new spreadsheet in Excel, click on Insert and go to Add-ins.

Step 2: Install an add-in

Search for a QR Code generator add-in, select one and click Add. 

You have now successfully installed your Add-in. 

Step 3: Create a QR Code in Excel 

Select the type of QR Code you want to create, and fill in the required fields. In this case, we’re generating a website QR Code. 

Customize your QR Code using the options available, and click Insert.

Step 4: Download the QR Code 

After clicking Insert, you’ll find your QR Code embedded in your Excel spreadsheet. You can right-click to download your QR Code as an image in PNG format. 

Drawbacks of using an Excel add-in

#1 No tracking abilities 

Although creating QR Codes in an Excel spreadsheet is easy, you can’t track your QR Code. You won’t be able to access data such as the number of scans, locations, and devices used. Without this data, you cannot assess your QR Code’s performance. 

#2 Limited customization options

These add-ins provide limited customization options. You cannot add a logo, frame text, or background to your QR Codes. This prevents you from having the flexibility to custom-brand your QR Codes. 

Additionally, if you wish to create circular QR Codes, an Excel add-in lacks that functionality. 

#3 Limited formats for download

You can only save the QR Code in PNG format using an add-in. If you expand the size of your QR Code in this format, it can diminish its quality and become pixelated. This affects the QR Code’s scannability. 

In order to resize your QR Codes, you’ll need scalable vector formats. They’re resolution-independent and don’t affect the quality or scannability. 

In order to track, design, and download your QR Codes in the required formats, you’ll need the help of a robust QR Code generator. 

You might also like: How to create QR Codes in bulk using a Google Sheets add-on

Where can you use Excel QR Codes? 

#1. Team collaboration

To enable seamless file sharing among your team, create Excel QR Codes and add them to summarized reports. Your team members can scan to access the file and take a deep dive into the detailed analysis of essential data for clarity. 

During meetings with investors or business partners, an Excel QR Code embedded on one of the presentation slides helps the relevant stakeholders scan and access the file using their smartphones to delve into additional and valuable information. 

And if your team uses Google Sheets for collaboration, you can easily create a QR Code for Google Sheets and enable seamless communication and sharing.

#2. Inventory management 

Managing inventory can be a hassle without an effective file-sharing system to keep every authorized individual in the loop. 

To solve this problem, add an Excel QR Code on the inventory boxes so that the relevant individuals can scan and check the details of the inventory at any time. 

In order to protect the information in the Excel file, you can restrict access to only the authorized email addresses. You can even go the extra mile and password-protect your QR Codes to ensure maximum security. 

Check out: QR Codes for inventory management

#3. Schools 

There are multiple records maintained in schools, from attendance to grades and health records. In order to share these records seamlessly, embed the Excel files in QR Codes, and share them with the designated faculty members or supervisors. 

These Excel QR Codes also come in handy when creating reports that track student attendance and overall performance. They can be presented during meetings to share the students’ progress achieved. 

Also read: Other interactive ways to use QR Codes in the classroom

#4. Hospitals and clinics

An easy and contactless way of sharing the patient’s detailed medical history at hospitals and clinics is to digitize them using an Excel QR Code. 

The QR Code can be embedded on the patient’s hospital ID card, the appointment slip, or attached to test results to allow the designated doctor to access the file instantly. 

You can also secure these files by restricting access or adding a password for the Excel QR Code. 

Have other files such as PDFs or reports to share with patients? Here’s our guide on how to convert files to QR Codes that can help you streamline this process.

Find out how an Excel QR Code generator can help your business 

We’ve explored how to create and use Excel QR Codes effectively. The next step is to find the different ways in which an Excel QR Code generator can specifically cater to your business. From enhancing team communication to the ease of managing files, Excel QR Codes have a lot of potential in varying business contexts.

FAQs

How do I create a QR Code for a spreadsheet?

1. Go to Beaconstac’s QR Code Generator.
2. Select URL as the QR Code type.
3. Paste the URL to your Excel spreadsheet in the box provided.
4. Customize your QR Code.
5. Test your QR Code and download it. 

Can you create a QR Code in Excel?

Yes, you can. With the help of an add-in, you can create QR Codes within your spreadsheets. But the major drawback is that you won’t be able to track your QR Codes’ performance. So, we recommend using a QR Code solution that enables QR Code tracking. 

How do I create a bulk QR Code in Excel?

1. Sign up for a 14-day free trial with Beaconstac and log in to the dashboard.
2. Go to QR Codes and select ‘Bulk Upload’.
3. Select a QR Code campaign type.
4. Upload an Excel file with the campaign details.
5. Customize your QR Code and click ‘Finish’.
6. You’ll get an email notification when your bulk QR Codes are ready for download. 

• Author Details
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Author Details

Shweta Menon

Content Marketer , MobStac

A happy writer with a fascination for technology, a passion for marketing, and a love for good literature. Feel free to reach out to her on LinkedIn to spark conversations about any of the above.

[email protected]

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