Microsoft 365 (Office 365) QR Code Generator

How to create a QR code for a Microsoft 365 file

1. 1

   Copy a share link

   In Word, OneDrive or SharePoint, choose Share, set it to “Anyone with the link can view”, and copy the link.

2. 2

   Paste and design

   Paste the link, then add your colours, logo and a frame such as “Scan for the document”.

3. 3

   Test it signed out

   Open it on a phone that isn’t signed in to your Microsoft account, so you see what others see.

How a Microsoft 365 QR code works

The code holds a sharing link to a file on OneDrive or SharePoint, such as a 1drv.ms link or a sharepoint.com link. When someone scans it, the file opens in their phone’s browser in the Word, Excel or PowerPoint web viewer, or in the app if they have it installed.

It works for Word documents and any other file you store there: PDFs, images, videos and whole folders. For slides and spreadsheets, see the PowerPoint and Excel codes, which have tips for those files.

Pick the right kind of link

When you share, Microsoft 365 offers several link types. For a printed code, the link type matters more than anything else:

• Anyone with the link: anyone who scans can open it without signing in. Use this for public documents.
• People in your organisation: only colleagues signed in to your work account can open it. Good for codes inside the office.
• Specific people: only named people. Not suitable for printed codes.

Choose Can view unless you want people to edit. Some organisations turn off “Anyone” links. If you don’t see the option, ask your IT admin.

Expiry dates

Some “Anyone” links have an expiry date, set by you or by your organisation. When it passes, the printed code shows an error. Check the link settings before printing, or use a dynamic QR code so you can replace the link without reprinting.

What people share with these codes

• Policies, handbooks and forms on office notice boards
• Safety instructions and manuals on machines and in labs
• Course materials for students
• Meeting agendas and minutes outside meeting rooms
• Brochures and proposals handed to clients at events
• Folders of photos or files after an event

Tips

• Open with the document’s most useful part. On a phone, people see the first screen first.
• Use headings in Word, so the navigation pane works on mobile.
• Give the file a clear name. It appears at the top when it opens.
• Don’t put private information in files shared with “Anyone” links.

Static and dynamic codes

This is a static code: free and permanent, and because the file itself is editable, you can keep it up to date. A dynamic QR code adds scan counts, and lets you point the code at a different file later.

Print tips

1drv.ms links are short and scan well at 2 cm. SharePoint links are longer, so give those 2.5–3 cm. Keep the code dark on a light background.