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Printing QR codes

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QR Codes

Printing QR codes directly from Eptura Engage is not currently supported. To print QR codes, you can use your own label printing software, an online tool, or the Microsoft Word mail merge function to create a document that displays the QR codes in a suitable size for your labels, which can then be printed in the usual way.

In this article, we explain how to create and run a Microsoft Word mail merge to display and print QR codes for your Eptura Engage resources.

How to display QR codes in Microsoft Word

The following steps assume an understanding of Microsoft Word and Microsoft Excel, and might differ depending on the versions of Word and Excel in use.

  1. Export the QR code values and save to a Microsoft Excel (.xls) file. Learn more: Export QR code values
  2. In the Excel workbook, delete the first 5 rows so the column headings are in row 1, and save the changes.
    rep qr codes excel 02.png
  3. Open Microsoft Word and format appropriately to display/print the QR codes. You can use the 'Labels' option in the 'Create' section of the 'Mailings' ribbon or the 'Labels' option from the 'Start Mail Merge' drop-down.
  4. Now connect your formatted Word doc to the data source (Excel workbook):
    1. From the Mailings menu tab, click the 'Select Recipients' down arrow to reveal the menu options and select Use an existing list.
    2. Navigate to your Excel file, select it, then click Open. 
    3. From the 'Select Table' pop-up, select the sheet containing the QR code data and click OK.
  5. In the first cell of the label sheet or table, click Insert Merge Field (from the 'Write and Insert Fields' section of the 'Mailings' ribbon), select the Item_Name field.
  6. On the next line of the same cell, press CTRL+F9 to open a field value box (curly brackets ' {  } ').
    qr-print-01.png
  7. In the curly brackets type MERGEBARCODE QRCODEWITHURL QR where ‘QRCODEWITHURL’ is the name of the column in the Excel file containing the QR code values preceded with the Eptura Engage URL. 
    qr word 01 mar 2025.png
    If you don't want QR codes to be scanned directly from device cameras, use 'QRCODE' instead of  ‘QRCODEWITHURL’. Users will then need to open the Eptura Engage mobile app to scan a QR code.
  8. Click the Update Labels button (from the 'Write and Insert Fields' section of the 'Mailings' ribbon).
    qr word 02 mar 2025.png
  9. The fields and the <<Next Record>> rule are automatically populated to the remaining cells in the table.
  10. Click Preview Results to display the QR codes.
    qr word 03 mar 2025.png
  11. Check that the resource names are as expected. In some cases, Word might convert text values to a numeric format, incorrectly changing the resource name. For example, when a resource name contains a period ( . ) Word might interpret it as a decimal and convert the text to numeric format, changing the value.

Print the QR codes and display them at the corresponding resources, where users can scan them to check availability, book, and check into bookings.