A Complete Guide to Generating Barcodes from Excel (.xls) Files Using Effective Tools

Do you want to generate barcodes quickly and cost-effectively without using complicated software? With just an Excel file (.xls/.xlsx), you can easily convert your product list into barcodes for printing labels, attaching to packaging, or managing inventory efficiently.

In this article, iCheckQR will walk you through various methods to create barcodes from Excel—from basic to professional—along with illustrated steps and common troubleshooting tips.

1. Why Should You Create Barcodes from Excel?

• Excel is a popular and user-friendly tool: Microsoft Excel is familiar to most office workers and businesses. Its intuitive interface and simple operations allow users to create, edit, and update product, code, or inventory data quickly without requiring advanced skills.

• Efficient bulk data management: One of Excel’s greatest advantages is its ability to handle bulk data. You can enter hundreds of product codes, edit information, or add columns with just a few actions—much faster than using fixed barcode software.

• Optimized inventory management through barcodes: By combining Excel with barcode generation tools, businesses can easily export barcodes for each product. This helps automate and streamline the stock in–out–inventory process, minimizing manual errors.

• Cost-effective implementation: Using Excel along with free barcode fonts or simple plugins is a more budget-friendly solution compared to professional barcode software, which often requires licensing fees, complex setups, and staff training.

4 Reasons to Generate Barcodes from Excel

2. Common Barcode Types You Can Create in Excel

When using Excel with barcode fonts or supporting tools, you can create many popular barcode types suited for various purposes. Below is a comparison table of common barcode types, their practical applications, advantages, and limitations:

Note: For linear barcodes like Code 128, Code 39, or EAN-13, use dedicated barcode fonts (e.g., Code128.ttf) or integrated add-ins.

3. Methods to Generate Barcodes from Excel (.xls/.xlsx)

Creating barcodes directly from Excel automates product management, inventory, and label printing. Below are four common and easy-to-implement methods depending on your needs and customization level.

If you prefer not to install barcode fonts or add-ins, you can generate the barcode using an online barcode generator and then insert it into Excel.

Method 1: Use Free Barcode Fonts

The simplest method is to install a barcode font on your operating system and apply it in Excel.

Steps:

• Download common barcode fonts like Code 39 or Code 128 (free).

• Install the font on Windows/macOS.

• Input the data to be encoded in Excel.

• Apply the barcode font to the data cells.

Note: For Code 39, you must add an asterisk * before and after the data string (e.g., *ABC123*) for the barcode to function correctly.

Illustration: Generating barcodes in Excel using barcode fonts

Pros:

• Free and easy to implement.

• No software needed.

Cons:

• Limited to specific barcode formats; doesn’t support QR codes.

• Data formatting must be correct for proper functionality.

Method 2: Use Barcode Add-ins for Microsoft Excel

Specialized add-ins integrate barcode creation features directly into Excel, suitable for advanced needs and bulk data handling.

Suggested Tools:

• TBarCode Office (by TEC-IT)

• IDAutomation Barcode Add-In

The interface of barcode.tec-it.com

How to Use:

• Install the add-in in Excel.

• Select the data cell(s) to generate barcodes.

• Create single or bulk barcodes via the add-in menu.

• Choose barcode types like Code 128, Code 39, EAN, QR Code, etc.

Pros:

• Direct integration with Excel.

• User-friendly interface, supports various barcode types.

Cons: Some tools require a paid license after the trial period.

Method 3: Use External Software That Imports Excel Data

For professional barcode label design, specialized printing software is a great option.

Popular Tools:

• Bartender (Seagull Scientific)

• NiceLabel

• ZebraDesigner

Process:

• Prepare your Excel file (.xls/.xlsx).

• Import the data into the software.

• Design label templates with barcodes.

• Generate barcodes in bulk for each data row.

• Export files or print directly.

Pros:

• Supports professional label design.

• Flexible layout customization.

Cons:

• More complex setup.

• Some software requires a license.

Method 4: Use Online Tools with Excel File Import

Several online platforms allow batch barcode creation from Excel or pasted data.

Suggested Tool: OnlineLabels.com

How to Use:

• Upload the Excel file or paste data from a spreadsheet.

• Select the barcode type to generate.

• Download individual barcodes or export them in bulk (image/PDF).

Pros:

• No installation required.

• Quick and easy to use.

Cons:

• Limited number of barcodes per session.

• Fewer layout customization options.

Tip: Depending on your use case (inventory management, product labels, information sharing...), choose between simple free tools (fonts) and professional solutions (add-ins, software, online platforms).

4. Step-by-Step Guide to Creating Barcodes in Excel

Creating barcodes in Excel is a cost-effective and beginner-friendly solution. Here is a step-by-step guide to help you generate barcodes from Excel data easily.

4 Basic Steps to Create Barcodes in Excel

Step 1: Prepare the Excel File

Open Microsoft Excel and create a table with these columns:

• Product Name

• Product Code

• Quantity

Important Notes:

• Ensure data is complete, non-duplicated, and correctly formatted.

• Keep product codes consistent in style (uppercase/lowercase, no spaces for Code 39).

Step 2: Install Barcode Font (or Add-in)

Depending on your method: Install barcode fonts like Code 39.ttf, Code128.ttf → Download from reputable sources and install on your OS.

Or install barcode add-ins for Excel such as:

• TBarCode Office (TEC-IT)

• IDAutomation Barcode Add-In

Step 3: Apply Font/Add-in to Create Barcodes

Using Font:

• Add a new column like "Barcode Print String".

• Use a formula to add asterisks for Code 39: ="*" & [Product Code] & "*"

• For example, if the code is in cell A2 → ="*" & A2 & "*"

• Then apply the barcode font (Code 39 or Code 128) to this column.

Using Add-in:

• Open the Add-in menu in Excel.

• Select the product code cell → Click “Insert Barcode” from the Add-in.

• Choose barcode type and format → Generate barcode in-cell or as an image.

Step 4: Print or Export Barcode

After generating the barcode, you can:

• Print directly from Excel to paper or label sheets (regular or barcode printer).

• Or export Excel as PDF: File → Save As → Choose PDF format.

• Some add-ins let you export barcodes as PNG/JPG images for flexibility.

Tip: Always check print resolution to ensure barcode clarity and scanning accuracy.

5. Common Errors When Creating Barcodes in Excel

Users may encounter issues where barcodes don’t display correctly or cannot be scanned. Below are common errors and their solutions:

Unreadable Font

Causes:

• Missing * characters in Code 39 strings.

• Wrong or uninstalled barcode font.

Fix:

• Ensure data strings are properly formatted (e.g., ABC123).

• Verify correct font (Code 39, Code 128) is installed and applied.

• Restart Excel after installing fonts.

Distorted or Unscannable Barcode

Causes:

• Font size too small.

• Low print resolution or improper characters.

• Poor color contrast between barcode and background.

Fix:

• Increase font size (e.g., 20pt or more).

• Use black barcode on white/high-contrast background.

• Avoid unsupported special characters (e.g., Code 39 doesn't support spaces).

Tip: Test print and scan a few samples before mass printing.

Add-in Not Working

Causes:

• Excel blocking macros or lacking permission.

• Incompatible add-in or improper installation.

Fix:

• Go to File → Options → Trust Center → Trust Center Settings → Macro Settings → Enable all macros and allow trusted add-ins.

• Ensure the add-in is activated under Excel’s Add-ins.

• For Office 64-bit, confirm the add-in is compatible.

Extra Note: Restart Excel after fixing to apply changes.

6. Practical Applications of Barcode Generator from Excel

Creating barcodes from Excel saves costs and suits various business operations. Here are typical use cases:

Warehouse & Retail Inventory Management

• Easily generate barcode labels from Excel files containing SKU, product name, and quantity.

• Print and attach to products for accurate inventory tracking.

• Reduce errors during stocktaking by using barcode scanners instead of manual entry.

Custom Product Labels for Shops or Online Sales

• Generate barcodes per SKU from Excel.

• Print in small or bulk batches for product packaging and labeling.

• Enhance order tracking, inventory, and after-sales service.

Integrate with Barcode Printers

• Excel supports direct printing via drivers from brands like Zebra, TSC, Godex, etc.

• Customize label paper size, margins, and print area.

• Suitable for: Small and medium businesses needing barcode printing without complex software.

3 Practical Applications of Barcodes Generated from Excel Files

Tip: Set label size to 100mm x 50mm or match real label templates using Excel’s “Page Layout” feature to align margins and spacing.

7. Frequently Asked Questions

Is it free to create barcodes in Excel?

Yes. You can use free barcode fonts (e.g., Code 39, Code 128) or online tools without payment. However, some add-ins or professional software may require a license for long-term use.

Can I generate QR codes in Excel?

Yes. While Excel doesn't support QR directly, you can:

• Use Google Chart API embedded in Excel.

• Use external tools or add-ins like iCheckQR, TEC-IT Barcode Studio.

Can barcodes created in Excel be scanned by readers?

Absolutely. As long as formatting, font, size, and contrast are correct, printed barcodes from Excel can be easily scanned using laser or CCD barcode scanners.

Can I use Google Sheets instead of Excel?

Yes. Google Sheets supports barcode generation through:

• Barcode generator add-ons.

• Google Chart API formulas for QR Codes.

However, label printing and layout customization may be more limited compared to Excel.

Conclusion

Creating barcodes from Excel is a simple, effective, and affordable solution for both individuals and businesses. The key is to choose the right tool based on your use case, data volume, and available printing equipment. With this detailed guide, you can start generating and printing barcodes today—no technical expertise needed.