How to create printable QR labels for free with this online tool - step by step

We have made a free, online tool that allows you to create and print QR labels by importing a spreadsheet with the label content. In this guide, we show you how it works.


QR codes are awesome. You can use it on ads and information signs to be scanned for more information, on equipment for quick checkouts, for verification, or as a simple way to share long strings of text with information. And the list goes on. There are numerous QR code generators online where you can create and download QR codes, however, sometimes you just want to make a bunch of self-adhesive labels with QR codes that can be printed on any laser or inkjet printer. 

Although label providers like Herma and Avery offer their own online label maker software, it sometimes ends up being complicated and time-consuming for certain jobs, like creating labels from an imported spreadsheet (Excel, Google Sheet, Numbers, etc.) with a scannable QR code and some text on it.

We have made a free, online tool where you can do exactly that within just a few minutes, ending up with a printable label PDF. All you need in advance is a spreadsheet file with two columns; the first with the QR code data, and the second (optional) with the text you want along with the QR code.

1. Create a spreadsheet with the label data

This can be created in any spreadsheet software, but if you don't have any installed on your computer, you can use Google Sheets for free. If you want a sample file either to test or to use as a template, download our sample file here.

To be able to import the spreadsheet into our free QR label maker, you must save or export the file in .xlsx format.

Now you are ready to create your printable QR code labels. Start by going to:

2. Select label brand and type

Start by selecting the label brand (Herma, Avery etc.) and label type you are going to use, then click Next step > or the Import Data button.

3. Select the spreadsheet file (.xlsx)

Select the spreadsheet file by clicking the Choose file button. The file will automatically be uploaded once selected.

4. Select sheet, QR code row, text row, and editing options

Unless you spreadsheet file has an error, the content of it will now show up in an editable table. If your spreadsheet file contains several sheets, make sure to select the sheet with the QR label information (select from the dropdown menu to the upper left).

Before you can generate the QR labels, you must at least select the column wich contains the QR code data. In the top of the column, click the dropdown menu called Use column as, then select QR code data. If you want to have some text alongside the QR code, do the same with the column containing the text, but select Text instead.

If there are rows in the spreadsheet that you don't need to be imported, simply uncheck the checkbox to the left of the row. You can also toggle all rows with the first checkbox in the heading.

Do you have any typos in the spreadsheet file you selected? The QR label maker actually allows you to edit each cell directly in the tool, so you don't have to edit the spreadsheet and re-upload the spreadsheet file. Just click the cell and do the changes.

If at least a QR code content column and at least one row has been selected, you should be able to click next (or the Generate & Download button).

5. Generate and download QR label PDF

Click the blue Generate & Download QR Label PDF button. The PDF will most likely be opened in a new browser window. If you want to print a border around each label as well (convenient when test printing to check if it aligns), check the checkbox Add border.

By the way, you can at any stage go back and do changes both to the selected label type and the content by clicking the buttons in top of the tool.

6. Print on plain paper first, then on a label sheet

With most modern computers and printers, you should be able to successfully print the QR label content directly onto the label sheet without errors. However, label sheets are expensive, so we would recommend doing a test print on plain printing paper (in the same format) first.

Place the test print under the label sheet, make sure the edges align and hold it up agains a light source so that you can see the print through the label sheet. Then see if the label content fits withing each label on the label sheet. If it does, go ahead and print onto the label sheet.

Why are my labels not printing correctly?

If the label content doesn't fit into the labels, check the following:

  • Make sure you have selected the correct label type

Check your printer settings:

  • Fit to page must not be checked, print actual size (100%) must be selected
  • If you have any paper options, select Labels if available
  • If you have any advances settings available, check Print as image if available.

Everything is correct but the labels still doesn't align...

Errors may occur on our side as well. If you're pretty sure that your settings are correct, there might be an error in our configuration for that label. Please let us know by emailing us with the label type and some information about how it doesn't align.

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