The ultimate step-by-step guide to creating QR codes with Microsoft Word

Have you ever thought about how useful it would be to insert a QR code into a Word document? Whether to share additional information, link to a site or facilitate access to digital content, QR codes They have become an extremely practical tool, especially in an environment where digitalization is increasingly important.

If you are looking for how to create QR codes directly in Microsoft Word, you are in the right place. In this guide we explain all the available methodologies, from native functions to external plugins, as well as some extra recommendations so that you can get the most out of this feature.

What is a QR code and why use it in Word?

A QR (Quick Response) code is an evolution of the traditional barcode which allows you to store a larger amount of insights in a square image with black and white patterns. These codes can contain anything from links, text, email addresses, geolocations, and even Wi-Fi passwords.

Using them in Word has multiple advantagesFor example, if you print a document, the reader can scan the code with their mobile phone and access online information without having to type in addresses or search for additional content. This is perfect for digital menus, forms, academic documents, manuals and much more.

Its use has become especially popular since the COVID-19 pandemic, where contactless scanning became a necessity. Today, many businesses, such as restaurants and hair salons, include QR codes on their physical documents to connect with their web content.

Ways to insert a QR code in Microsoft Word

There are several ways to create and insert a QR code in Microsoft Word. Below, we explain each one in detail so you can choose the one that best suits your needs.

1. Use the QR4Office add-in

QR4Office is an add-in that you can install from within Word itself.It works simply and is very versatile, allowing you to customize the code and generate it directly within the document:

1. Open Word and go to the “Insert” menu.
2. Click “Get Add-ons.”
3. Type “QR4Office” in the search engine and select the tool to add it.

Once added, a side panel will open where you can:

• Enter the content you want to encode: It can be a web address, a text, a phone number, an email, etc.
• Customize the QR code: Change the background and pattern color, adjust the size, or choose between different levels of error correction.
• Preview the result and click “Insert” to place it in the document.

This plugin converts the QR code into an image, allowing you to move and resize it. easily like any other Word image. You can learn more about how to create a QR code to improve your documents.

2. Create a QR code outside of Word and add it as an image

Another alternative is to use online QR code generators and then insert the resulting image into Word. This option is useful if you already have the content hosted on a web service or need to create a QR code based on an uploaded file.

Platforms like Haztucartadigital They offer the option of generating free QR codes without having your own domain. You can upload your Word document to their server, generate the corresponding QR code, and download it in PNG format without a background, which is ideal for including in any design.

Basic steps for this option

1. Save or upload your Word document to a supported cloud or platform, such as Google Drive, Dropbox or Haztucartadigital.
2. Get the link to download or view the document.
3. Go to a QR code generator like qrcode-tiger.com or Haztucartadigital.
4. Paste the link and generate the corresponding QR code.
5. Download the image in PNG or SVG format.
6. Open Word and insert the image like any other image using “Insert → Picture”.

Custom QR codes via Word fields

Another less known but very useful technique is the insertion of QR codes using text fields and document properties in WordThis option is more geared toward advanced users or corporate environments that utilize platforms like Therefore™.

The procedure consists of inserting a field of type "DisplayBarcode" with a custom document property that acts as an updateable variable. It is also advisable to know the programs to read QR codes that you can use to verify your creations.

Step by step:

1. Press Ctrl + F9 and type in the field: DisplayBarcode followed by a space.
2. With the cursor inside the field, go to “Insert → Quick Parts → Field.”
3. Select “DocProperty” and choose a previously created custom property.
4. Then add “QR” to make the code of the QR type.

This method allows the QR code to update automatically. If the document is processed by solutions like Therefore™, although in Word you'll need to manually update the field to see the changes reflected. Additionally, you can switch between text and visual views of the field to check the content.

Tips for validating and sharing your QR code

Once you've generated the QR code, don't forget to verify that it's working properly before distributing the document. To validate the content, you can:

• Scan it with your mobile phone through the camera or apps QR code reading.
• Check that the link leads to the correct destination and that the information is correctly encoded.

From Word, you can share the QR code in several ways:

• Sending the document directly with the QR code inserted.
• Copying the QR code as an image from Word to paste it into other files.
• Saving the image with right click → Save image as…, for use on websites, social media, emails, or printed materials.

Extra options and creative uses of the QR code

QR codes are not limited to links or documents.. You can use them for:

• Sharing restaurant menus format PDF or Word without contact.
• Pin promotions and discounts in physical stores using vinyl or posters.
• Insert them into business cards to share contacts automatically.
• Access online forms or surveys from a printed document.
• Link legal documents, manuals or catalogs directly from a printed brochure.
• Include access to multimedia galleries or videos in presentations or exhibitions.

You can also implement integrated marketing campaigns that connect the physical world with the digital environment. For example, if you have a flyer distributed at events, the QR code can lead to a landing page with additional content or a contact form.

Remember Some mobile phones, such as those from Apple or Samsung, already have integrated QR readers.If you don't have it, you can use free apps like "QR Droid" or "Barcode Scanner" to Android.

By learning all the possible ways to create and insert QR codes in Microsoft Word, you can choose the method that best suits your situation, whether it's with an online generator, a Word add-in, or professional tools. With a little creativity, you can integrate this feature into almost any type of document to make it more interactive, modern, and useful.