How to generate QR codes in Excel step by step (without external programs)

Do you need to generate QR codes directly from Excel And you don't know where to start? Don't worry, creating these codes is easier than it seems, and you can do it without installing external programs or getting too complicated. There are multiple ways to achieve this, from custom functions to using macros or add-ins.

In this article we explain How to generate QR codes in Excel step by step, with simple instructions applicable to any modern version of Excel. If you prefer to automate tasks or simply save time, this tutorial will be perfect for you.

What is a QR code and what is it used for in Excel?

The QR codes They are graphic representations that can store data such as text, links, numbers, emails, and more. When scanned with a mobile phone, the content is automatically displayed. Integrating them into Excel allows you to quickly share information such as links to documents, forms, customer records, contacts, or any other relevant data.

Method 1: Create QR codes with a custom function in VBA

The first option you have is to use a custom function written in VBA. It's easy to implement and allows you to generate QR codes directly from a cell.

First, activate the Developer tab

1. Right click on the ribbon and select “Customize the ribbon".
2. Check the box "Programmer" or "Developer".
3. Click on Accept.

Next, create the custom function

1. In the Developer tab, open Visual Basic.
2. Insert a new module.
3. Paste the following code:

Function CrearQR(texto As String, tamano As Integer) As Variant
    Dim url As String
    Dim celda As Range
    Dim nombreImagen As String
    Dim img As Shape

    On Error GoTo ErrorHandler

    If Trim(texto) = "" Then
        CrearQR = CVErr(xlErrValue)
        Exit Function
    End If

    Set celda = Application.Caller.Cells(1, 1)
    nombreImagen = "QR_" & celda.Address(False, False)

    On Error Resume Next
    celda.Worksheet.Shapes(nombreImagen).Delete
    On Error GoTo 0

    url = "https://api.qrserver.com/v1/create-qr-code/?size=" & tamano & "x" & tamano & "&data=" & WorksheetFunction.EncodeURL(texto)

    With celda.Worksheet.Pictures.Insert(url)
        .ShapeRange.LockAspectRatio = msoFalse
        .Height = tamano
        .Width = tamano
        .Top = celda.Top
        .Left = celda.Left
        .Name = nombreImagen
    End With

    CrearQR = "QR generado"
    Exit Function

ErrorHandler:
    CrearQR = CVErr(xlErrValue)
End Function

How to use the function in Excel

1. In any cell write: =CrearQR(A1;150) to generate the QR based on the contents of cell A1.
2. press Enter and you will see your QR code appear on the sheet.
3. You can drag this formula down or sideways to duplicate it in other cells.

Delete generated QR codes

1. Go to Home > Search & Select > Go to Special.
2. Choose Objects.
3. press Suppress to remove all visually inserted QR codes.

Method 2: Use a macro to generate multiple QR codes

If you prefer to automate even more, you can use a macro that works in bulk on a range of cells. This is ideal if you have a long list and want to quickly convert the entire column into QR codes.

Insert this macro into a Module

Sub GenerarQrCode(rango As Range, tamaño As Integer)
    Dim urlQR As String, celda As Range, textoCodigo As String
    Dim img As Picture
    Dim nombreQR As String

    For Each celda In rango
        textoCodigo = Trim(celda.Value)
        If textoCodigo <> "" Then
            urlQR = "https://api.qrserver.com/v1/create-qr-code/?size=" & tamaño & "x" & tamaño & "&data=" & WorksheetFunction.EncodeURL(textoCodigo)
            nombreQR = "QR_" & celda.Address(False, False)
            On Error Resume Next
            celda.Worksheet.Pictures(nombreQR).Delete
            On Error GoTo 0
            Set img = celda.Worksheet.Pictures.Insert(urlQR)
            With img
                .ShapeRange.LockAspectRatio = msoFalse
                .Name = nombreQR
                .Left = celda.Left + 2
                .Top = celda.Top + 2
                .Height = tamaño
                .Width = tamaño
            End With
        End If
    Next celda
End Sub

Sub EjecutarGenerarQrCode()
    Dim rango As Range
    Set rango = Selection
    Dim tamaño As Variant
    tamaño = InputBox("Por favor, introduce el tamaño del código QR (ej. 150):", "Tamaño del código QR", 150)
    If Not IsNumeric(tamaño) Or tamaño <= 0 Then
        MsgBox "Tamaño inválido. Por favor ingresa un número mayor que cero.", vbExclamation
        Exit Sub
    End If
    GenerarQrCode rango, CInt(tamaño)
End Sub

To use the macro

1. Select the range of cells that contain the text or links.
2. Run the macro “Run GenerateQrCode".
3. Enter the desired size for the QR codes (for example 150).

Important: Save the file as .xlsm for macros to work correctly.

Method 3: Use official Excel add-ins

If you're not a fan of code or macros, don't worry. You can also opt for a much simpler solution: using an external add-in for Excel.

Steps to install the plugin

1. From Excel, go to Insert > Add-ins > Get Add-ins.
2. Type “QR” into the search engine and select one with a good rating (recommended: red icon).
3. Click on Add and then Continue.

Generate QR with the plugin

1. Select the cells that contain the data to be converted.
2. Open the plugin and set the QR code size you want (for example, 100×100 px).
3. press Generate.

This method is ideal if you don't want to mess with code or if you work in business environments where macros are blocked.

Why use QR codes in Excel?

• Process automation: Scan and access information directly without copying/pasting links.
• Ease of data sharing: from employee files to links to dashboards or online forms.
• Mobile compatible: may be made by each smartphone you can scan the code and access the content.

There are multiple ways to create QR codes in Excel to suit different work styles. Whether using VBA code, bulk macros, or visual add-ins, there's always an accessible option for you. All the solutions shown are free, effective, and compatible with recent versions of Excel, so you only need a little practice to master this tool, which is becoming increasingly useful in offices, schools, logistics, and more sectors.