How to Insert a QR Code into Documents, Slides and Email

Step 1: export the right file

The generator offers PNG, SVG, JPEG and PDF downloads. For inserting into another app, two of those matter:

Working out PNG size. Printers usually work at 300 dots per inch, so divide the pixel width by 300 to find the largest print size that stays crisp. The default export of 300 px gives 1 inch (2.54 cm); 1200 px gives 4 inches (10.2 cm); the 2000 px maximum gives about 6.7 inches (16.9 cm). For on-screen slides, 600 to 1000 px is plenty.

Working out print size. Our print size calculatoruses the common rule of about one tenth of the scanning distance, with a 2 cm minimum for close range. A flyer read at arm's length needs a larger code than a business card.

Canva

1. Download your code as SVG, or as PNG with Transparent Background if you want it to sit on a light colored design.
2. In the Canva editor, open Uploads in the left panel and choose Upload files.
3. Drag the uploaded file onto the page.
4. Resize from a corner handle and keep a clear margin around the code.

Canva also has its own QR code app that makes basic URL codes. Uploading your own file lets you use WiFi, vCard, event and other content types, a logo, and custom colors. If you place the code on a photo or dark color, add a white rectangle behind it first.

Google Docs

1. Download a PNG. Google Docs does not accept SVG.
2. Go to Insert > Image > Upload from computer and select the file.
3. Click the image and drag a corner handle to resize.
4. Use the wrap options on the image toolbar (In line, Wrap text, Break text) to control how text flows around it.

If the QR code points to another Google file, set that file's sharing to "Anyone with the link" first. Otherwise people who scan it will hit a permission screen.

Google Slides and Google Sheets

In Slides, use Insert > Image > Upload from computer, then position and resize the PNG on the slide. A code on a title or closing slide should be large enough to scan from the back of the room, so test it on the projector, not only on your laptop.

In Sheets, Insert > Image offers two choices. Image in cell puts the code inside one cell, which suits a list with one code per row. Image over cells floats the code above the grid for a single code on a summary sheet. If you need many codes from a spreadsheet, the batch generator creates them from a CSV file in one go.

Microsoft Word

1. Download SVG if you use Microsoft 365, or PNG for older versions.
2. Go to Insert > Pictures > This Device and select the file.
3. Resize from a corner handle.
4. Open Layout Options next to the image to choose In Line with Text, Square or another wrap.

To reuse the code on every letter or form, insert it once in a template (.dotx) or in the header or footer. If the code should open a Word file, upload the file to OneDrive or SharePoint and encode its share link.

PowerPoint and Excel

Both use the same menu as Word: Insert > Pictures > This Device. In PowerPoint, drag the code to the slide and resize from a corner. In Excel the image floats over the cells; right-click it and choose Size and Properties to lock its size and decide whether it moves with the cells when you sort or resize rows.

Email signatures

Use PNG. Many email programs do not display SVG images, and some block images until the reader allows them. Keep the file modest, around 300 to 400 px, and display it at roughly 100 px wide so the signature stays small. Insert it with the image button in your mail app's signature editor. Because a QR code in an email is usually viewed on the same phone that would scan it, add the link as clickable text next to the code as well.

Checks before you share or print

• Keep the quiet zone. Leave a light margin around the code and never crop it. Text or graphics touching the edge can stop it scanning.
• Keep it square. Resize from corners only.
• Check contrast. Dark modules on a light background. A transparent PNG takes on the color behind it.
• Scan the final output. Export the finished document to PDF or print a proof and scan that with more than one phone. You can also upload an image of it to the QR scanner or the reliability checker.