How to create QR codes in Word step by step and without complications

One of the most common uses of QR codes is as a means to quickly access digital documents such as Word filesIf you have a file you want to distribute without relying on emails or traditional links, Word offers multiple ways to embed or generate QR codes directly from the program or with complementary methods. We'll explain how.

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

A QR code (Quick Response) is a type of two-dimensional barcode that stores different types of information. Although its origin dates back to 1994 by Denso Wave, it wasn't until the last decade that its use became popular due to the proliferation of smartphones with integrated cameras and readers.

It serves to show URLs, texts, locations, emails and even filesYou can scan it with your phone's camera or with specific apps, and it will direct you directly to the encrypted content. This capability makes it a great solution for distributing documents, whether in physical format (such as posters, flyers, or labels) or digital.

Advantages of using QR codes in Word documents

Embedding a QR code within a Word document or using one that points to that document has several benefits, such as:

• Instant accessibility: By simply scanning it, the user can access a specific file without searching for it in their email or other platform.
• Avoid typing errors: Instead of typing a long URL, the QR code takes you directly to the content.
• Versatility: can be printed, shared digitally, or included in other marketing materials.
• Easy update: If the link content changes, the QR code may still be valid if it points to a static URL whose information is updated.

Option 1: Create QR codes in Word with the QR4Office add-in

The easiest and most direct way to add a QR code to a Word document is by using the add-in QR4OfficeThis plugin is installed within Word itself and allows you to generate custom QR codes in just a few steps.

Plugin installation

1. Open Microsoft Word and access the tab Insert on the top bar.

2. Click Get plugins.

3. In the store that opens, write QR4Office in the search engine.

4. Click Add to install it.

Code generation

Once the plugin is added, a side window will appear from which you can configure the QR code:

• Enter the information you want to encode: URL, email, phone number, location, or plain text.
• Customize colors, size, and other aesthetics if you wish.
• Click on Insert to add the QR code directly to the document.

Once inserted, it behaves like an image that you can easily move, resize, or copy.

Option 2: Create a QR code from a custom property using fields in Word

A more technical but useful alternative if you want the QR content is updated automatically is to use fields in Word along with custom document properties. This can be especially useful if you want create QR codes dynamically.

Step by step

1. Create a custom document property (from File Info → Properties → Advanced Properties → Custom).

2. Inside the document, click Ctrl + F9 to insert a field manually.

3. Write DisplayBarcode "DocProperty property_name" QR.

4. You can also do this by going to Insert → Quick Parts → Field, and selecting “DisplayBarcode” with the appropriate settings.

5. Switch between graphical or textual representation of the field using the context menu.

Important: This method does not automatically update the on-screen content, so you'll need to right-click and select "Update Field" to see the changes reflected.

This method is useful if you're using document management solutions like Therefore™, as they integrate with Word through custom properties to synchronize content.

Option 3: Create a QR code for a Word file uploaded online

If you want the QR code to open a Word document when scanned, you can upload the file to the internet and then create the code from an online generator that links to that file. This strategy is ideal for facilitating access to documents without having to send them by email.

Recommended steps

1. Upload the document to a cloud platform: Google Drive, Dropbox, OneDrive, or any hosting that uses a public URL.
2. Get the public link of that file: make sure it is set to view permissions for anyone with the link.
3. Use a QR code generator: Access a website like HazTuCartaDigital.com or similar, which allows you to enter a URL and return a downloadable QR code.
4. Customize and download: in PNG format, ideal for printing or sharing.

This approach is perfect for converting a Word file into something easily accessible by clients, students, or coworkers, without having to send the file directly.

Where to use QR codes generated in Word?

These QR codes can be used in countless contexts. Here are some examples:

• Posters and signage: useful at events or fairs to offer access to catalogs or technical sheets.
• Commercial brochures or flyers: perfect for directing clients to a portfolio or presentation.
• Product tags: with access to instruction manuals or technical data.
• Business cards: including a QR code containing your CV in Word or professional profile.

Plus, if you choose to download the QR code as an image, you can include it in graphic designs, social media posts, newsletters, and even physical merchandise.

Final tips to get the most out of your QR codes

Always verify the content of the code Before printing or publishing it, use a mobile phone or tablet to scan it and verify that it redirects to the intended content.

Take care of the designMake sure the contrast between the background and the QR code is sharp. Avoid dark backgrounds or busy images behind the code.

Do not cut or deform the QR code.Although it may look like an image, its legibility depends on the exact arrangement of the blocks. Changing its shape or aspect ratio can make it unreadable.

Make it accessible: If you insert it into a printed document, place it in a visible location and with sufficient size (at least 2,5 cm x 2,5 cm).

Try several generators If the one you're using doesn't give you good results. Some allow more customization options than others.

With these three options, generating a QR code for Word-related content is within anyone's reach, without the need for advanced technical knowledge. You just need to decide whether you want to embed it directly in the document, make it dynamic with document properties, or create one that points to a file uploaded to the cloud. Share this information with other users so they know how to do it..