How to Create Barcode in Word: Step-by-Step Guide

Barcodes are useful tools for inventory management, retail, office work, and many other fields. Even without specialized software, Microsoft Word can help you create barcodes easily and quickly with just a few steps.

In this article, iCheckQR provides a detailed guide on three methods to create barcodes in Word, along with formatting tips, printing instructions, and how to choose the right barcode type – helping you apply it efficiently in real-world use cases.

1. Can Barcodes Be Created in Word?

Answer: Yes. Users can absolutely create barcodes in Microsoft Word using built-in tools (such as barcode fonts), Add-ins, or online barcode generators.

Comparison of Basic vs. Advanced Methods

Limitations of Word Compared to Specialized Software:

• Does not support batch barcode generation from data (e.g., from Excel).

• Lacks error checking, spacing optimization, and precise alignment as seen in software like BarTender.

• Does not automatically update barcode content if data changes.

2. Methods to Create Barcodes in Word

Method 1: Using Barcode Fonts in Word (Code 39, Code 128)

Steps:

• Download free barcode fonts – e.g., Code 39 from dafont.com.

• Install the font on your computer: Double-click the .ttf file → click "Install".

• Open Microsoft Word, enter the text to be converted into a barcode (e.g., 123456).

• Highlight the text → change the font to Code 39 or Code 128.

• Adjust font size and letter spacing for better scanning readability.

Note: Some fonts require an asterisk * at the beginning and end. For example: enter *123456* instead of just 123456.

There are 3 ways to create barcodes in Word

Method 2: Using a Barcode Add-in in Word

Steps:

• Go to the Insert tab → click Get Add-ins.

• Search for the keyword “Barcode” → for example: “Barcode Generator” by Tec-It.

• Click Add to install → open the Add-in within Word.

• Enter the data → choose the barcode type: EAN-13, Code 128, QR Code…

• Click Insert to add the barcode to your document.

Pros:

• Supports many barcode types.

• User-friendly interface with preview.

Cons:

• Requires an internet connection.

• Some Add-ins offer premium features for a fee.

Method 3: Create Barcode Online Then Insert into Word

Steps:

• Visit a free barcode generator website, such as iCheckQR.

• Choose the barcode type → enter your content.

• Click Generate → download the image (PNG or JPG).

• In Word → choose Insert > Picture → upload the generated image.

The barcode generation page on iCheckQR

Ideal for:

• Users needing high-resolution barcodes for label printing.

• QR codes or complex barcodes that can't be created using fonts.

3. Tips for Formatting and Printing Barcodes in Word

Creating barcodes in Microsoft Word is simple, but to ensure high-quality output and easy scanning, you should follow some formatting and printing tips:

Adjust Size and Position for Better Scanning

Size:

• The width and height should be adjusted so scanners can clearly read the lines.

• Avoid sizes that are too small (causing distortion) or too large (causing data errors).

• For 1D barcodes (Code 39, Code 128): Height should be 10–15mm; width depends on data length.

• For 2D barcodes (QR Codes): Minimum recommended size is 20x20mm for proper scanner recognition.

Tips in Word:

• Select the barcode image or text → Right-click → Size and Position.

• Go to the Size tab → input exact width and height.

• Ensure "Lock aspect ratio" is enabled to avoid distortion.

Positioning:

• Center the barcode on the line or within a table cell.

• Avoid placing barcodes near page margins or cutting zones, which may result in cropping.

• Maintain a "quiet zone" (white space) of at least 2–3mm around the barcode.

Create Tables or Label Templates for Bulk Barcode Printing

If you need to print multiple barcodes per page (e.g., product labels, cards), use tables or templates:

How to Do It:

• Go to Insert > Table to create a table with the desired number of rows and columns (e.g., 3x5).

• Each cell will hold a barcode and related product info.

• Center content both horizontally and vertically to ensure consistent layout.

Benefits:

• Neat and balanced layout, professional printing.

• Easy to duplicate, manage, or replace individual codes.

Tip: Combine Word with Excel (Mail Merge) to auto-generate codes from a list.

Set Up Printing for Best Output Quality

To ensure scannability on devices or smartphones, configure your printer and Word properly:

Printer Settings:

• Choose high resolution (300 DPI or higher) for sharp barcodes.

• Set to “Best” or “High Quality” print mode instead of “Draft”.

• If using a label printer: use proper barcode label paper and ribbon.

Word Settings:

• Before printing → go to File > Print > Print Preview to check layout.

• Select appropriate paper size (A4, decal paper, label paper...).

• Disable image resizing when printing (especially for barcode images).

Important Note: Do not take screenshots of barcodes for printing, as image compression may cause inaccuracies. Always use the original image or barcode fonts to ensure code integrity.

Proper formatting and printing not only improve scanning accuracy but also enhance the professional appearance of your documents or products. For large volumes, consider using specialized label design software or integrating Excel data for automation.

4. Common Barcode Types You Should Use

Today, many barcode types serve various industries. Below are four of the most commonly used barcode types – each with specific characteristics and best-use scenarios:

Code 39

• A simple 1D barcode supporting letters (A–Z), numbers (0–9), and some special characters like -, ., /, +.

• No checksum required.

• Easily integrated and creatable via barcode fonts in Word.
  → Used for internal inventory, employee cards, internal product labels.

Code 128

• An advanced 1D barcode supporting full ASCII characters (0–127).

• Efficient data compression → shorter codes than Code 39.

• Supports checksums, offering higher scan accuracy.
  → Suitable for logistics, inventory management, and professional retail.

EAN-13

• A globally standardized 13-digit barcode.

• Encodes country, company, product, and checksum digits.

• Easily integrated with retail systems and POS scanners.
  → Used for consumer product labeling, GS1 registration, required in international retail.

Some common types of barcodes

Summary Table of Barcode Types

5. FAQs About Creating Barcodes in Word

Can barcodes created in Word be scanned?

Yes. If created properly (with the correct font, asterisks if needed, or high-quality images/Add-ins), barcode readers can scan them accurately.

Can I create multiple barcodes at once in Word?

Yes, but Word does not support bulk generation like Excel. You can:

• Manually create each barcode.

• Or combine Word + Excel + Mail Merge to insert barcodes from a list (for advanced users).

Microsoft Word can effectively create barcodes if you know how to utilize barcode fonts, Add-ins, and online tools. While it cannot replace professional software, with the guidance and formatting tips in this article, you can generate and print standard barcodes for many basic needs.

We hope this guide helps you successfully create barcodes in Word – simply and professionally.