Sharing documents with a large audience can be challenging, especially when you don’t have contact details for each recipient.
Creating a QR Code for documents is one of the best ways to share textual materials with a wide audience. Be it a PDF, Excel, Word, or web-based file like Google Forms or Google Docs—you can share any document using QR Codes.
By scanning the document QR Code with their mobile devices, your recipients can access the intended file easily. You need not share the documents individually via email, cloud drives, or instant messaging.
Learn how to create QR Codes for your documents, which type of QR Code is best suited for this purpose, and discover some compelling use cases to inspire your document sharing.
A QR Code for a document is a type of QR Code that redirects the end-user to different formats such as Word, PDF, PowerPoint, etc. You can redirect to both online and offline document files.
For example, if you want to share study material as a PDF document at school—use a PDF QR Code to redirect students to the file with a scan.
Sharing documents with QR Codes is cost-effective, allowing users to simply scan the QR Code from print or digital materials to access the embedded content.
How to create a QR Code for a document
Here is a detailed step-by-step guide to creating your QR Code for a document:
1. Get a shareable link to the document
2. Go to the Beaconstac dashboard, click ‘+Create’ and select ‘QR Code’.
3. Select the website QR Code option
If you do not have a link and want to upload a file, use the PDF option, shown in the image below.
4. Set up the QR Code
Insert the document link in the “Enter URL” field, and click the “Next” button.
5. Customize the QR Code
Customize the QR Code with templates, logos, eyes, patterns, backgrounds, and frames. Once done, aim for “EXCELLENT” scannability under the QR Code preview on the right for best performance.
6. Generate and download your QR Code
Download your QR Code from the button under the preview, and you have your QR Code for documents is ready.
Static or dynamic QR Codes: Which is best for embedding your documents and why?
A static QR Code is sufficient for one-time use when you don’t need to update the content.
However, once created, you cannot edit, update or track a static QR Codes. If you make a mistake or need to change the destination URL of your static QR Code, you will have to create a new one.
On the other hand, dynamic QR Codes offer the flexibility to update the attached file or content without creating a new QR Code each time. This is useful for sharing documents that require regular updates and ensures that your audience always has access to the latest version.
Let’s take a closer look at some of the key features of dynamic QR Codes:
1. Edit your QR Code destination anytime
Dynamic QR Codes allow you to edit the content it leads to. You can either replace the linked file or update the URL without changing the QR Code. This means you can easily edit the QR Code, change your document and ensure your audience can always access the most up-to-date version.
It saves you the time and hassle of reprinting or redistributing new QR Codes.
2. Protect your document QR Code when sharing it
When sharing documents with a large audience, it’s important to prioritize safety compliance and data safety. It also holds when collecting and analyzing data from end users.
Beaconstac’s QR Code generator meets the highest standards of data safety. The platform is SOC Type 2 certified and is GDPR compliant. These security certifications mean your data is safe from fraudulent and security-compromising activities.
The generator restricts phishing URLs, prevents third-party access to data, and can detect inconsistencies during scanning. To further enhance security, you can use QR Codes with password to ensure that only authorized individuals can access them.
3. Generate custom QR Codes for your documents
You can customize the visuals of your QR Codes to match your brand identity. This means you can create a QR Code with logo, choose colors, and incorporate other branding elements to make them instantly recognizable to your audiences. By doing so, you can build trust and provide a consistent brand experience throughout the document-sharing process.
4. Trackable QR Codes are highly effective for insights
Dynamic QR Codes provide the ability to track and analyze scans in real-time. With trackable QR Codes. you can gain valuable insights into how often your QR Codes have been scanned, when and where they were scanned, and even the devices used.
This tracking feature helps you measure the effectiveness of your file-sharing campaigns and make data-backed decisions.
Effective ways to use a QR Code for documents
Here are some ways you can use QR Codes for documents:
1. Use QR Codes on event collaterals
You can use QR Codes in events by placing them on brochures, program rosters, or banners to provide quick access to additional information that cannot be featured in print.
For instance, a QR Code on a conference schedule could lead attendees to a PDF document with speaker bios and session details ahead of the event. You can share the QR Code via email or at the venue on marketing collateral during or after the event.
2. Encourage learning and creativity in schools and offices using QR Codes
You can use QR Codes in classrooms and offices can utilize QR Codes to encourage learning and creativity in students and members:
You can add QR Codes for Excel sheets or Word documents on school bulletins and cut the hassle of sharing them over emails. Additionally, scanning to access documents makes it interactive for the end-users.
At offices, you can use QR Codes to link Word and PDF training materials for new employees. If you’re a trainer, you can scan QR Codes to access instructional videos, quizzes, signing policies, or onboarding materials.
3. Educate customers through QR Codes on product packaging
For product packaging, QR Codes can lead your customers to detailed product descriptions, user manuals, or instructional videos in PDF or Word documents.
For example, Hershey’s introduced SmartLabel QR Codes on Hershey’s Kisses Milk Chocolate for ingredient transparency and easy contact with brand representatives.
You can use document QR Codes on packaging to inform consumers about allergens and artificial sweeteners.
4. Make an impression with a document QR Code for your resume
A creative way for job seekers to make their application stand out is to include a QR Code on their resume, linking to an online portfolio, LinkedIn profile, or a video introduction. This allows potential employers to access comprehensive information about your skills and experience on a PDF or Word document.
5. Be creative in presenting real estate properties using QR Codes
QR Codes on property listings or “for sale” signs can lead potential buyers to PDF documents about detailed property information, such as links to interactive maps, virtual tours, etc. This saves time and allows interested individuals to gather more information about the property before scheduling a physical visit.
6. Offer more information about the art and the artists in your art gallery
You can place video QR Codes beside artwork to link to a video showcasing the artist’s creative process. You can also use PDF QR Codes to provide visitors with detailed information about the artist and the artwork’s inspiration.
Create your QR Codes for document with Beaconstac
Sharing your documents with a large group is no longer a hassle. Beaconstac offers a seamless solution for sharing documents with your audiences.
Whether it’s in conferences, schools, product packaging, or any other context where document sharing is essential—share any document you want.
You can easily create dynamic QR Codes for documents and share them online or offline. You can also choose to password-protect your document QR Codes to limit access.
Sign up and explore our QR Code generator pricing to simplify your document-sharing process, enhance engagement, and streamline user communication.
Frequently asked questions
1. How can I turn a document into a QR Code?
To turn a document into a QR Code, you can use a QR Code generator like Beaconstac. Simply select the type of document you want to link to, such as a Word, slides, sheets, or PDF document, and generate a QR Code that corresponds to it. You can save and use the QR Code image in your desired use case.
2. Can I make a QR Code link to a document?
Yes, you can make a QR Code link to a document. QR Codes can be programmed to contain URLs that direct users to specific web-based documents, such as PDFs, word documents, slides, and sheets. Users can easily access and view the linked document by scanning the QR Code with a compatible device.
3. How do I create a free QR Code for a Word document?
Various online tools and QR Code generators allow you to create a QR Code for a Word document for free. Beaconstac offers a 14-day free trial to generate dynamic QR Codes for different file types, including Word, Slides, Sheets, or PDF documents. Simply sign up for the free trial, select the website (for links) or PDF (for file uploads) option, and follow the steps to create your QR Code.
Nida is a marketing professional with a flair for storytelling. She expertly combines her analytical skills with her creative talents to craft compelling narratives around QR Codes, helping businesses unlock their full potential. When she’s not busy at work, Nida indulges her love for fiction and unleashes her artistic side as a poet and pastel artist.