How to create a QR code for an Excel spreadsheet
- 1
Share the workbook
In Excel, choose Share, set the link to “Anyone with the link can view”, and copy it.
- 2
Paste and design
Paste the link, then add your colours, logo and a frame such as “See the rota”.
- 3
Test it on a phone
Open it on a phone that isn’t signed in, and check the right sheet shows first.
How an Excel QR code works
The code holds a sharing link to your workbook on OneDrive or SharePoint. When someone scans it, the workbook opens in Excel’s web viewer on their phone, or in the Excel app if they have it. It’s the live file, so updates you save appear for everyone who scans later.
Make a spreadsheet phone-friendly
Workbooks are built for big screens. Before you share one through a QR code:
- Put the important sheet first, and save the file with that sheet selected.
- Freeze the header row (View → Freeze Panes), so column names stay visible when people scroll.
- Hide working columns and sheets that visitors don’t need, or keep them in a separate file.
- Use clear formatting: bold headers, readable fonts, and no tiny text.
- Avoid huge sheets. A page of a few dozen rows loads fast on mobile data.
Sharing settings
Choose Anyone with the link and Can view for codes in public places. Links limited to your organisation ask people to sign in, which is fine for codes inside your office but not for customers. Some organisations turn off “Anyone” links or add expiry dates. Check with your IT team before printing.
What people share with Excel codes
- Staff rotas and shift plans on the break room wall
- Price lists for trade customers and repair shops
- Stock and parts lists on shelves and stores
- Timetables and fixtures for clubs, leagues and schools
- Maintenance logs and checklists on equipment
- Results and standings at competitions
Privacy
Anyone with an “Anyone” link can open the file, even if they got the link from someone else. Keep personal data such as phone numbers, salaries or addresses out of files you share this way. Hidden columns and sheets can often still be unhidden by viewers, so put private data in a separate file.
Excel or Google Sheets?
Both work the same way with a QR code. Use the one your team already uses: Excel if your files live on OneDrive or SharePoint, or Google Sheets if they live in Google Drive. If people need to add data, such as sign-ups or readings, a Google Form or Microsoft Form feeding a sheet is safer than an editable workbook.
Static and dynamic codes
This is a static code: free and permanent, and because the file itself is live, you can keep it current. A dynamic QR code adds scan counts, and lets you point the printed code at a new workbook next month or next season.
Print tips
1drv.ms links scan well at 2 cm. SharePoint links are longer, so give them 2.5–3 cm. Keep the code dark on a light background, and laminate codes on walls and equipment.