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Modern Tradeshow Intelligence

How to Print a QR Code on Name Badges Using Word and Excel

Posted by Joanna Stasuk on Sep 26, 2013 3:23:11 PM

Event planners love using QR codes on their name badges. They are easy to print, doesn't require a special printer and most importantly they do not have to change the way they register attendees.

A few customers in the last 2 weeks have asked us about printing QR codes on their badges. They wanted to know what software we suggest to use and the pricing of the software as well. Did you know that QR-Code barcodes may be created in a Word mail-merge if Excel is used as the data source? Follow our easy instructions to print QR codes on your tradeshow badges using Excel and Word.

Learning Objective: Install a QR code font into Excel and Word and use the font in a mail-merge to create your badges.

How to Print a QR Code on Name Badges Using Word and ExcelFirst step, here is the information on the QR Code font. It is made by a company called ID Automation. The link to the software is below, you can even download a demo to test it out:


You can order it at that same link by clicking the order button. You only need to buy the Single User License for $199 that does not include the “Advantage” package. Unless you plan on using it on multiple computers.

QR Code Generation in Word Mail-Merge

  1. Extract the files provided with the product.
  2. Run the installation executable in the package to install the IDAutomation2D font.
  3. Import the VBA module into the Excel spreadsheet that will be used as the data source.
  4. Place a title in each column of the spreadsheet on row 1 that will contain the data, and then import the data into the Excel spreadsheet.
  5. Select a blank column on row 1, to the right of the last populated column in the spreadsheet, and title it Barcode.
  6. Add a formula on row 2 of the Barcode column that calls the function as a formula. For example, the following formula adds columns A and B to the barcode: =EncQR(A2&B2) The following formula adds columns A, B and C to the barcode and separates them with a comma delimiter: =EncQR(A2&","&B2&","&C2)
  7. Highlight the cell with the formula in it and choose Edit - Copy.
  8. Select the entire range of cells to paste this formula into the Barcode column and choose Edit - Paste.
  9. Follow the procedures in Word to add this spreadsheet as the data source the mail merge.
  10. Add the mail merge field of Barcode to place the barcode in the document.
  11. Highlight the «Barcode» merge field and select the IDAutomation2D font.
  12. After the mail-merge is performed, the barcodes should appear in the merged documents.
  13. A working example is provided in the Word Mail-Merge.doc file included with the install package.

Technical Tips to Remember
Here are some best practices to consider when adding a QR Code to a name badge for scanning.

  • The QR code must be at least 0.75 x 0.75 inch square.
  • QR Code error correction level must be Class M Reed-Solomon error correction.
  • QR Code module width must be 0.4 mm as a minimum.
  • QR Codes must have minimum 4 module of quiet (white) space surrounding bar code.
  • QR Codes must be printed on a white badge stock using black ink.
  • Printer must be 300 dpi resolution or greater.

There you have it. Want a free printable guide with this info? Click here, it's a [PDF] download, How to Print a QR Code on Name Badges Using Word and Excel, no registration required. Download the guide for instant access.

Topics: Tradeshow Badge Scanner