Word Hidden Tricks: Batch Insert Scannable Barcodes in 1 Minute

Why Use Word Hidden Tricks to Batch Insert Scannable Barcodes?

Do you need to create ID badges for a club, price tags for a garage sale, or inventory stickers for a small business? Many people believe they must buy expensive software costing over $50 USD to do this. That is simply not true. You can do it right now on your computer. The secret lies in using Microsoft Word and a clever feature called “Mail Merge.”

This guide works for everyone. We will teach you the Word Hidden Tricks: Batch Insert Scannable Barcodes in 1 Minute after your list is set up. This method is perfect for:

• School libraries tracking books.
• Small businesses managing stock.
• Event planners making tickets.
• Organizing home storage boxes.

It is free, fast, and uses tools you likely already own.

What You Need Before We Start

To follow this simple guide, you do not need to be a computer expert. You only need three basic things:

1. Microsoft Word: This is installed on most school and work computers.
2. Microsoft Excel: You will use this to make your list of numbers or names.
3. A Barcode Font: This is a special file that turns numbers into lines. We will show you how to get it.

Step 1: Prepare Your Data in Excel

Before opening Word, you need a list. Barcodes are just a different way of writing numbers or letters that a computer scanner can read. We need to set this up correctly in Excel first.

1. Open Excel: Start a new, blank spreadsheet.
2. Create a Header: In the very first row (cell A1), type a name for your list, such as “ProductCode” or “IDNumber.”
3. Enter Your Data: Type your numbers in the rows below the header.
4. The “Asterisk” Trick: This is the most important part. For standard barcodes (like “Code 39”), the scanner needs a “start” and “stop” signal. That signal is the star symbol (*).

• If your code is 123, the scanner must see *123* to work.
• You can type the stars by hand for a short list.
• For a long list, use an Excel formula like ="*"&A2&"*" to add them automatically.

5. Save the File: Save your work to your desktop so you can find it easily. Close Excel completely.

Step 2: Install a Barcode Font

Microsoft Word knows how to type letters, but it does not know how to draw barcodes by default. You need to teach it how by installing a font. This is safe and usually free.

• Find a Font: Go to a safe font website or search Google for a free “Code 39” font. This is the most common type for general use.
• Download: Save the font file to your computer. It usually comes in a ZIP folder.
• Install: Open the file, double-click on the font name, and click the “Install” button.
• Restart Word: This is crucial. If Word was open while you installed the font, close it. Open it again so it can “see” the new barcode font.

Step 3: Start the Mail Merge Process

Now we will combine your Excel list with your Word document. This is where we apply the Word Hidden Tricks: Batch Insert Scannable Barcodes in 1 Minute method.

1. Open Word: Start with a blank page.
2. Find the Mailings Tab: Look at the top ribbon menu and click on Mailings.
3. Start the Merge: Click on Start Mail Merge.

• Choose Labels if you are printing on sticker paper (like Avery labels).
• Choose Letters if you are just printing a list on plain paper.

4. Select Data Source: Click on Select Recipients and then pick Use an Existing List.
5. Connect Excel: Find the Excel file you created in Step 1. Click “Open” and “OK.”

Step 4: Insert and Format the Barcode

This is the magic moment. We will turn your plain numbers into scannable lines.

1. Place Your Cursor: Click on the page (or the first label) where you want the code to go.
2. Insert the Field: On the Mailings tab, look for Insert Merge Field. Click it and select your column name (e.g., “ProductCode”).
3. See the Placeholder: You will see text appear that looks like <<ProductCode>>. This is just a placeholder.
4. Change the Font: Highlight (select) that placeholder text with your mouse.

• Go to the Home tab.
• Change the Font to the “Code 39” font you just installed.
• Increase the size (make it size 24 or 36) so it is easy to scan.

5. The Transformation: The text <<ProductCode>> will turn into barcode lines!

Finalizing Your Document

You are almost done. If you are printing a full sheet of different labels, there is one last button to press.

1. Update Labels: Go back to the Mailings tab. If you are making stickers, you must click the button that says Update Labels. This copies your design to every sticker on the page.
2. Preview: You can click “Preview Results” to see the actual barcodes.
3. Finish: Click Finish & Merge and select Edit Individual Documents.
4. Print: Now you have a new document filled with custom barcodes ready for your printer.

FAQ

Q: Why won’t my barcode scan when I print it?

A: You likely forgot the asterisks (*). The data must look like *123*. Also, check if the barcode is too small or blurry.

Q: Can I use letters in my barcodes or just numbers?

A: You can use both! Code 39 handles uppercase letters (A-Z) and numbers (0-9). It is great for ID tags like *STUDENT01*.

Q: Is this really free to do?

A: Yes. If you have Word and Excel, you do not need to pay extra. There are many free versions of Code 39 fonts online.

Q: Can I use this for QR codes too?

A: No, this specific font method is for line barcodes (1D). QR codes (2D) require a different add-in or tool within Word.

Q: How do I test if it works before printing 100 pages?

A: Always print one test page first. Use a free scanner app on your phone. If it beeps and shows the right number, you are safe.