The method that works everywhere
- Open the QR code generator and paste your link or text.
- Add a logo or frame if you like, and check that the preview says it scans well.
- Download PNG at 1000 px, or SVG if your app supports it.
- Insert the file into your document as a picture.
- Print or export a copy, and scan it with your phone.
The code holds your content itself, so it keeps working after you send the document, and needs no add-in on anyone else's computer.
Microsoft Word
To insert a picture: choose Insert → Pictures → This Device and select the file. Hold Shift while you resize so it stays square. Set Wrap Text → Square to move it freely, for example into a resume header.
To use Word's built-in code: Word for Windows can draw a QR code itself with a field:
- Press Ctrl + F9. Word inserts a pair of grey braces.
- Type inside them:
DISPLAYBARCODE "https://example.com" QR \q 3 - Press F9 to show the code. Press Alt + F9 to switch back to the field.
The \q setting is the error correction level, from 0 (lowest) to 3 (highest). Add \s 150 to scale to 150%. Braces typed from the keyboard don't work, which is the most common reason this fails. The field gives only a plain code, without logos or colors.
For mail merge: set up your merge, then nest a merge field: { DISPLAYBARCODE "{ MERGEFIELD Link }" QR \q 3 }, making both pairs of braces with Ctrl + F9. Each page, label or ID card gets its own code. Word for Mac can behave differently, so test first.
PowerPoint
Choose Insert → Pictures → This Device. Newer versions of PowerPoint accept SVG, which stays sharp on large screens.
Sizing for a room: people scan from their seats, so make the code large. Use roughly a third of the slide's height for a small room, and more for a hall. The size calculator estimates it for a printed code. For a projector, test from the back row.
Timing: leave the slide up for at least 30 seconds, and put the code on your last slide during questions. Say what it does: "Scan for the slides." For a live poll or quiz, get the link from that tool, such as Mentimeter or Slido, and paste it here if you want your own design.
Google Docs
Docs has no QR feature of its own. Choose Insert → Image → Upload from computer. Docs doesn't accept SVG, so use PNG. To stop the picture moving, click it and pick In line or Fix position on page.
Google Sheets
Google Sheets can show a code from a web service with a formula:
=IMAGE("https://api.qrserver.com/v1/create-qr-code/?size=300x300&data="&ENCODEURL(A2))
This sends each cell's text to that third-party service, so don't use it for anything private. For private data, download the sheet as .xlsx or CSV and use the bulk QR code generator, which works in your browser. We cover the details in QR codes in Excel.
Canva
Canva has QR apps of its own in its Apps panel. If you want a logo, frame or print-ready file made here, download the PNG, then choose Uploads → Upload files and place it in your design. When a design is exported for print, keep the code at full contrast and don't apply a filter or transparency to it.
Size and contrast for documents
| Document | Minimum width | Tip |
|---|---|---|
| Resume or letter | 2 cm | Keep the address in text too |
| Flyer | 3 cm | Place near your call to action |
| Slide | A third of the slide height | Test from the back row |
| Poster | 10 cm or more | One tenth of the scanning distance |
Avoid placing a code on a photo or a dark background. Keep a clear border around it, and don't stretch it. For full details, read QR code size for printing.
Which format should you use?
Choose SVG where the app supports it, such as newer versions of Word and PowerPoint, because it stays sharp at any size. Use PNG at 1000 px or more everywhere else. A JPG works too, but its compression can soften the edges of the pattern, so avoid it for small printed codes. For a professional print run, send the printer a PDF or SVG rather than a code pasted into a Word file.
When it doesn't scan
It looks blurred. The image was enlarged too far, or was a screenshot. Download a larger PNG or an SVG.
It won't scan after PDF export. Some PDF settings compress images. Choose a high quality or print setting.
It opens the wrong thing. Check the link inside using the QR code scanner.
The Word field shows an error. Check the quotes around your text and that the braces came from Ctrl + F9.
Frequently asked questions
How do I insert a QR code in Word?
Make the code on a QR generator, download the PNG, then choose Insert → Pictures in Word. Word for Windows can also draw a plain code with the DISPLAYBARCODE field.
Does Word have a built-in QR code generator?
Word has a DISPLAYBARCODE field that can draw a QR code. Press Ctrl + F9, type the field and press F9. It doesn't offer logos or colors.
How do I make a QR code in PowerPoint without an add-in?
Make the code as an image, then use Insert → Pictures. Make it about a third of the slide's height and test from the back of the room.
Can Google Docs create a QR code?
Not by itself. Make the code as a PNG and insert it through Insert → Image.
Will the QR code work after I send the document?
Yes. A static code in a document holds its content directly. It works wherever it is viewed, as long as the link's destination stays online.
What size should a QR code be in a Word document?
At least 2 cm wide for a short link. Print a copy and scan it to check.