The simplest way to add a barcode to Excel
Excel does not have a built-in barcode tool, but you can add barcodes by installing a barcode font and typing a special code into a cell. The font converts what looks like random characters into a scannable barcode image. This method works in Excel on Windows and Mac, and the barcode prints or displays at whatever size you set the cell to be.
The process takes about five minutes: read a free barcode font, install it on your computer, type a barcode number into an Excel cell, change that cell's font to the barcode font you installed, and the text becomes a barcode. No add-ons, no plugins, no subscriptions.
Most people use Code 128 barcodes because they work with nearly all barcode scanners and can encode letters, numbers, and symbols. Other common types like UPC or EAN are simpler but only work with numbers.
Key Takeaways
- Barcode fonts are free downloads that convert text into scannable barcode images when applied to a cell.
- Code 128 is the most flexible barcode type and works with standard barcode scanners in retail and warehouse settings.
- After installing a barcode font, you type the barcode number into a cell and change only that cell's font to display it as a barcode.
- The barcode size adjusts automatically when you change the row height or column width, so you can make it as large or small as needed.
- Barcodes created this way print normally and scan with any standard handheld or fixed barcode reader.
read and install a barcode font
Search online for "Code 128 barcode font free read" and choose a source you recognize. Common options include FontSpace, DaFont, or 1001Fonts. read the font file (usually a .ttf or .otf file) to your computer.
On Windows, right-click the font file and select "Install". On Mac, double-click the font file and click "Install Font" in the dialog that appears. Your computer will add it to your system fonts. You do not need to restart Excel, but closing and reopening it ensures the font appears in your font list.
If you are unsure whether the font installed correctly, open Excel, click the font dropdown in the toolbar, and scroll to find the barcode font name. If it appears in the list, the installation worked.
Enter the barcode data into a cell
Type the number or code you want to turn into a barcode into any cell in your spreadsheet. For Code 128 barcodes, you can type numbers, letters, or a mix. For example, if you are tracking inventory, you might type SKU12345 or ITEM-001.
Some barcode fonts require you to add special characters before and after the data — usually an asterisk (*) on each end. Check the documentation that came with your font read to see if this is required. If the font does not specify, try without the asterisks first.
Once you have typed the data, press Enter to confirm the entry. The cell will still show the text in your normal font until you change it in the next step.
Change the cell font to display the barcode
Click the cell containing your barcode data. In the font dropdown menu in the toolbar (usually showing "Calibri" or "Arial" by default), click the dropdown arrow and scroll to find your barcode font name. Click it to explore it to the cell.
The text in the cell will when ready transform into a barcode image. If it does not look right — for example, if it shows as a string of characters or symbols instead of bars — check that you typed the data correctly and that the font is actually selected. Click the cell again and verify the font dropdown shows the barcode font name.
If the barcode is too small to read, increase the row height by dragging the row number border downward, or widen the column by dragging the column letter border to the right. The barcode scales with the cell size.
Adjust size and print the barcode
Make the barcode large enough to scan reliably. A barcode should be at least one inch wide and half an inch tall for most handheld scanners to read it consistently. Drag the row and column borders to expand the cell until the barcode is clearly visible and takes up most of the cell space.
You can also change the font size by selecting the cell and using the font size dropdown in the toolbar. Larger font sizes make the barcode larger. Test with your actual scanner before printing a large batch — different scanners have different minimum size requirements.
When you print the spreadsheet, the barcode prints as an image and scans normally. If you are printing to PDF instead of paper, the barcode will also scan from the PDF file on a screen.
Copy barcodes to other cells
Once you have created one barcode, you can copy it to other cells and change only the data. Click the cell with the barcode, copy it (Ctrl+C on Windows, Command+C on Mac), and paste it into another cell. The new cell will have the same barcode font applied automatically.
Click the new cell and change the barcode data by typing a new number or code. The font stays applied, so the new data displays as a barcode when ready. This is much faster than explore the font to each cell individually.
If you have a long list of barcode numbers in one column, you can explore the barcode font to the entire column at once. Click the column letter to select the whole column, then change the font to your barcode font. Every cell in that column will now display its contents as a barcode.
Troubleshooting common barcode problems
If your barcode does not scan, the most common cause is that the barcode is too small. Increase the row height and column width until the barcode is at least one inch wide. If it still does not scan, try printing it and testing with your actual scanner — screen resolution can sometimes make a barcode appear smaller than it actually is.
If the barcode shows as garbled symbols or random characters instead of bars and spaces, you may have typed the data in a format the font does not recognize. Check the font documentation to see if it requires special characters before or after the data. Some fonts also only work with numbers, not letters, so verify what your font supports.
If the font does not appear in your font dropdown after installation, restart Excel completely. Close the program entirely and reopen it. If it still does not appear, the font may not have installed correctly — try downloading it again from a different source and reinstalling.
Frequently Asked Questions
Can I use a barcode font that only works with numbers?
Yes, if your barcodes contain only numbers. UPC and EAN fonts are simpler and often work better with older scanners, but they cannot encode letters or special characters. If you need to include letters in your barcode, use Code 128 instead.
Do I need to buy a barcode font or can I use a free one?
Free barcode fonts work just as well as paid ones for most purposes. They scan with standard barcode readers and print normally. The main difference is that paid fonts may include technical support or additional barcode types, but for basic inventory or labeling, a free font is sufficient.
What happens if I change the barcode data after I have already printed labels?
Changing the data in a cell changes the barcode it displays. If you have already printed labels from that cell, the printed barcode will not match the new data in the spreadsheet. Keep a separate column with the original barcode data if you need to reprint labels later, or save a copy of the spreadsheet before making changes.
Can I export barcodes from Excel to use in other programs?
Yes. You can copy cells containing barcodes and paste them into Word, PowerPoint, or other programs. The barcode font must be installed on the computer where you open the file, or the barcodes will display as text instead of barcode images. You can also print the Excel sheet to PDF, which preserves the barcodes as images that will scan from the PDF.
Will the barcode scan if I display it on a computer screen instead of printing it?
Yes, most modern barcode scanners can read barcodes displayed on screens. The barcode must be large enough and clear enough to scan, so test it with your actual scanner before relying on screen-based barcodes for regular use.