QR codes in Word, Excel and Google Docs
A code is just a picture, but office apps love to compress and stretch it. Here is which file to insert, how to set the size precisely and why a code sometimes stops scanning after export to PDF.
Which file to download
| Where it goes | Format | Why |
|---|---|---|
| Word, PowerPoint — for print | SVG | Vector stays sharp at any size |
| Word — screen only | PNG 1024 px | Small file, good enough on screen |
| Excel, Google Sheets | PNG 1024 px | SVG cannot go inside a cell |
| Google Docs | PNG 2048 px | Upload recompresses the image, so keep headroom |
Download the code on a white background, not transparent. On a transparent PNG the light modules take the page colour, and on a tinted background the code stops scanning.
Word: insert and exact size
- Insert → Pictures → This Device and pick the file you downloaded.
- Select the picture, open Picture Format and type the height and width — 1 × 1 inch (25 × 25 mm) is a good default.
- Keep «Lock aspect ratio» on: a code stretched along one axis will not scan at all.
- For a code in the page corner choose the «In Front of Text» wrap so it stops jumping when you edit paragraphs.
Excel: a code next to the data
Excel puts pictures on top of the sheet, not inside a cell. So the code does not drift when you sort rows, right-click it, open Size and Properties → Properties and choose «Move and size with cells».
When you need one code per row, generate them in bulk: the studio has a batch mode that takes a list of links and returns a ZIP of ready PNGs. File names come from the list, so matching pictures to rows later is easy.
Google Docs and Sheets
- In Docs: Insert → Image → Upload from computer.
- In Sheets you can place the picture inside a cell: Insert → Image → Image in cell.
- The
=IMAGE("url")formula only works with a picture hosted online; it cannot show a local file.
Why the code stops scanning after saving
| What happened | What to do |
|---|---|
| Word compressed pictures on save | File → Options → Advanced → «Do not compress images in file» |
| The code was dragged down to 0.5 in | Bring it back to at least 0.8 × 0.8 in (20 × 20 mm) |
| The picture was stretched on one axis | Lock the aspect ratio and set equal sides |
| Printed in greyscale | Use a black code on white, no colour gradient |
| The code ran into the margin or a fold | Keep at least 5 mm from the edge and leave the quiet zone free |
Before sending the document to a print shop, print one page on an office printer and scan the code from paper. Thirty seconds that saves the whole run.
FAQ
How big should the code be in a document?
For arm’s length scanning 20–25 mm (about one inch) is enough. On a poster use the rule of thumb: the code side is roughly a tenth of the scanning distance.
Can Word insert a different code for every recipient?
Yes, with mail merge. Generate the codes in bulk, keep the pictures in one folder and pull them in with an INCLUDEPICTURE field that takes the file name from a column.
Why is the code blurry in the exported PDF?
Word downsamples raster images on save. Insert an SVG instead, or turn image compression off in the document options.
Can the code live in a header or footer?
Yes, it is inserted the same way. Just keep it out of the non-printable area — usually 5 mm from the paper edge.