Presenters often face the need to share documents or URLs during presentations. Whether that’s for the purpose of introducing references to your research, inviting people to know more about your work via an infographic or a link to your website, the options are countless. In such cases, QR codes can bridge a presentation slide and the content to disclose.
This article will explore the possibilities that QR codes as a graphic medium can offer us in presentation design, especially when paired with high-quality PowerPoint templates.
Table of Contents
- What are QR Codes?
- Benefits of Using QR Codes in Presentations
- Well-Known Application of QR Codes
- How to Use QR Codes in Presentations
- Suggested Moments for QR Code Integration
- Creating QR Codes
- QR Code Customization and Best Practices
- Integrating QR Codes into PowerPoint Slides
- Inserting QR Codes in PowerPoint Slides
- Optimal Placement for QR Codes in Presentations
- Addressing Challenges
- Testing QR Codes
- QR Code Scanning Tutorial
- Best Practices for Using QR Codes in Presentations
- How to Create a QR Code for a PowerPoint Presentation
- QR Codes in Virtual and Hybrid Presentations
- Troubleshooting QR Codes
- FAQs
- Final Words
What are QR Codes?
Quick-Response or QR Codes are a type of bi-dimensional bar code readable with smart devices paired with a camera, such as smartphones or tablets. Since its development by Japanese engineer Masahiro Hara in 1994, the QR code took a while before it found its way from its initial use in the car manufacturing industry to use by common users daily.
Structurally, QR codes are built out of black squares arranged on a square grid with a white background. The color scheme, nowadays, does not define its functionality, allowing users to customize them to meet their design needs, still, the striking contrast has to be present. Due to being a two-dimensional structure, these QR codes can store a larger dataset than traditional barcodes. Three squares at the top left, top right, and bottom left corners are present in QR codes to identify where the code begins and ends (Finder Pattern).
QR codes are scannable regardless of how skew we encounter ourselves from the normal plane of the QR itself – this is possible due to the Alignment Pattern.
Regarding data capacity, the amount of data that a QR can store depends on the complexity of the code pattern and the size of its squares.
QR codes can encode various data types, including text, URLs, phone numbers, or other data types like Wi-Fi passwords. The amount of data a QR code can hold depends on the code’s complexity and the squares’ size.
Relevance of QR Codes in the Digital World
QR codes are used for various uses, including opening URLs, sharing documents, installing mobile apps, etc. A common-day application of QR codes can be seen in restaurants, where printed menus are being replaced by one-pager restaurant templates containing a QR code. This practice helps to minimize the carbon footprint in terms of less paper waste. Not to mention that those menus can be available in the customer’s native language by using a multi-language platform that detects the device’s preferred language.
Although QR codes are considered safe, it is a good practice to only scan them from trusted sources since security risks can be present in the format of codes pointing to malicious sites or downloading harmful software.
Benefits of Using QR Codes in Presentations
The use of QR codes in presentations can be many, ranging from cost-effectiveness to ease of use in sharing important information.
Access to Supplementary Material
Presenters can insert a QR code in PowerPoint that links to reference material related to the presentation topic. This practice allows the speaker to instantly cater detailed reports, research papers, or supporting documents, providing depth to the presentation without cluttering the slides with heavy text walls.
Boosting Presentation Engagement
As we have mentioned in our guide on audience engagement, graphics, and interactive elements make a difference in terms of how much proactive the audience is behaving towards the presentation.
QR codes can quickly become a medium for interactive presentations, as in surveys, quizzes, or feedback forms, reducing the need for printed material and encouraging participation in real-time in a collective exercise.
Effortless Contact Sharing
Rather than cluttering your thank you slide with tons of contact data, presenters can effectively end a presentation by leveraging the usage of QR codes that point to their CVs, portfolio websites, or LinkedIn profiles. This is a powerful method to communicate how technology-aware you happen to be and minimize the efforts in presentation design.
All in all, we’re talking about a contactless interaction without disseminating written information. This is especially useful in the wake of changing trends after the COVID-19 pandemic.
Access to Multimedia Content
The application of QR codes can simplify the usage of complex URLs pointing to hosting platforms where videos are stored. This can reduce common causes for technical problems, like URL typos, but also, they are a faster method to get the multimedia content in the format of videos, audio files, pictures, etc.
Space Efficiency on Slides
If your presentation requires to cite a lot of reference information, or you would like to guide viewers toward charts and graphs, rather than stuffing your presentation slides with additional content that may not fit the context in which they are introduced, we can create QR code for PowerPoint to simplify the layout but preserve the information available at any moment. Even the presenter can access and project the content included in the QR code, so it’s a live-time demonstration of how to access additional resources.
Well-Known Application of QR Codes
Commemorating Steve Jobs with a QR Code
After Steve Jobs passed away, Apple set up a giant iPhone in Russia in 2013 with a QR code on the back that redirected users to a memorial website for Steve Jobs. The giant iPhone 5 design with a QR code was placed at the St. Petersburg National Research University of Information Technologies, Mechanics and Optics.
Secure Payment Methods
Online payment platforms like PayPal and Venmo allow their vendors the option of ‘pay with QR’ for a seamless purchasing experience. In contrast with using POS terminals, this contactless method feels more reliable to customers as they don’t risk exposing their credit cards or bank accounts to potential cloning threats. Time is also a big advantage, as customers don’t need to wait for the bill: they just scan the QR code and select the preferred payment method. That’s it.
Share WiFi Access
Have you attended events or visited hotels where you see QR codes signaling the WiFi access? This application of banners and stickers placed strategically with the venue’s WiFi is a secure method to distribute WiFi without disclosing the place’s password.
As an advantage, owners can track the WiFi access’s origin due to the QR code’s visitors. The process is as simple as using platforms like QiFi, where you create a QR introducing the network’s SSID, encryption type, and password. It is ideal for congresses, as people won’t be continuously asking for the WiFi password.
Academic Flyers and Banners
Educators can share relevant information on extracurricular activities through the use of flyers and banners with QR codes. Rather than thinking about trimming text to fit it all, they can include only the main information and add a QR code pointing to a website, a PDF document, or a teaser video of the event they intend to promote. It is a neater method to encourage people to join activities, and they can follow the metrics of how many interested people checked the material.
Transportation Tickets
We conclude this brief list of examples with a practical application of dynamic QR codes. As many of you probably have seen, boarding passes feature a QR code. Whenever we scan them, all the information related to the flight is accessible. This means if a last-minute change happens (like a departure gate change, seat change, luggage transportation, etc.), the passenger can access the information in real-time.
In terms of airport security, QR codes allow for a digital boarding pass experience (still, be sure to have your device fully charged or a backup boarding pass in printed format). TSA security only requires the passport ID and QR code to board if using this digital format.
How to Use QR Codes in Presentations
Suggested Moments for QR Code Integration
Some ideal timings for using the QR code in presentation slides are as follows:
- To share your slides online with participants to follow via a slide-sharing service.
- To share documents, handouts, photos, and other information with the audience.
- To engage the audience, take a quick survey or poll.
- To direct the audience towards a website or app, such as encouraging them to open a website or access a marketplace or advertisement. You can also use this option to share YouTube and other types of videos.
- To enable the audience to view a geographical location on an interactive map.
Creating QR Codes
While many people regularly use QR codes, few know how to generate them. With the help of various QR code-generating apps, you can easily create your own QR codes.
Introduction to QR Code Generators
You can find a variety of quick-response code generators available online. Many famous web apps enable quick and easy QR code generation, including QR Code Generator, QR Code Monkey, GoQR.me, QRStuff, ZXing QR Code Generator, etc. You can also use add-ins for PowerPoint for this very purpose. These QR code generators allow instantly generating QR codes by adding required information such as the text and URL you wish to use. Once generated, you can download and use the QR code in your PowerPoint presentations, on a website, in documents, and the like.
QR Code Customization and Best Practices
When customizing a QR code, it is best to consider the type of information you are sharing. The below image shows the various options various QR code generators provide, including the utility to share a URL, VCard, Text, E-Mail, SMS, Wi-Fi, social media account, PDF, media file, app via an app store, image, etc.
You can also consider customizing the color and size of the code to suit your design needs and accounting for legibility. Similarly, some QR code generators also enable inserting your logo and changing the look of the squares of the QR code.
Integrating QR Codes into PowerPoint Slides
When integrating a QR code in PowerPoint, you should consider the following questions:
- How will the QR Code be used?
- How will the audience access the QR code?
- How to add a QR code to PowerPoint, and which app or tool to use for it?
- How much time might be needed to allow the audience to scan the code and view the information?
- What slide might be appropriate to place the QR code on?
- What size of the code might be suitable based on the slide design and to ensure visibility?
Inserting QR Codes in PowerPoint Slides
There are two methods to insert QR codes in PowerPoint, including the following:
- Using a QR code add-in.
- Inserting a QR code generated from an app as an image file.
Optimal Placement for QR Codes in Presentations
The placement of the QR code will depend upon your need for using it. Do you want it to be an optional aspect of your slide deck or a major highlight? For the former, it can be placed on the bottom or top of the slide in a corner. If it represents a major highlight, you should ensure that the generated QR code is high in image quality and large in size. You might also need to use a large QR code to account for a large audience in a big hall.
Addressing Challenges
Using QR codes can also have a number of challenges. Scanning a QR code can be difficult if the placement in the presentation is not optimal. Furthermore, you can also encounter compatibility issues, as some QR & Barcode scanner apps might not detect certain QR codes. It is therefore necessary to consider the following to ensure your QR code works smoothly:
- Always test your QR code. If the audience needs to scan it from a distance, test it out from the maximum distance to see if it’s easy enough to scan.
- Keep a good contrast. Always use a dark foreground and a light background since using a dark background for a QR code can cause scanning issues.
- Everyone might not have QR code scanners installed on their smartphones. Telling the participants beforehand about using QR codes can enable them to come better prepared.
Testing QR Codes
One of the major challenges on the day of your presentation can be the inability of the audience to scan the QR code. Testing your code beforehand can help you avoid such issues.
You can run into some issues when creating a QR code. The code might be incorrectly configured, not legible, or compatible with certain scanning apps that might struggle to scan it. Therefore, it is always important to test your QR code.
QR Code Scanning Tutorial
To scan your presentation, open the slide with the QR code. You might want to switch to SlideShow mode to test out the QR code at the venue by visiting before your presentation or in an open space to ensure you can check scanning from a distance.
Many smartphones now come with a built-in QR code scanner. Android users can now use a QR code scanner via the Android status bar.
You can also install a QR code scanning app via an app store like the Google Play Store on Android or the Apple Store for iOS. Open the scanning app and place your device to scan the QR code once the camera opens. The below example shows the SlideModel URL being revealed after scanning the QR code.
Best Practices for Using QR Codes in Presentations
For the effective use of QR codes, you should consider the following:
- Clarity about the Objective: Ensure you know how to use the QR code, and it shouldn’t be there just to add something novel to the slide deck.
- Legibility: The QR code should be large and clear enough to be visible to the audience.
- Optimal Placement: Consider the placement of the QR code to ensure that it has optimal placement.
- Legal Compliance: Ensure the QR code does not violate any legal requirements, such as gathering data without the user’s knowledge.
- Background and Foreground Colors: Avoid errors by using a light background and dark foreground.
- Dynamic QR Codes: You can consider using dynamic QR codes that can be updated in real-time to change data according to need, even during the course of a presentation.
- Printing Quality: Where the QR code is to be printed, ensure that the paper and printing quality are good to avoid scanning errors.
How to Create a QR Code for a PowerPoint Presentation
There are a number of web apps that can be used for generating QR codes for PowerPoint presentations, as well as PowerPoint add-ins. Let us show you how to create a QR code in PowerPoint.
Creating a QR Code in PowerPoint using a PowerPoint Add-in
To create a QR Code in PowerPoint, we can leverage the use of existing QR Code PowerPoint Add-Ins.
Step 1: Go to File -> Get-Add-ins to open the Office Store.
Step 2: Search for a QR code generator and click Add to add it to PowerPoint. For the purpose of this post, we will be using the QR4Office add-in for PowerPoint.
Step 3: Enter the URL for the link you would like to provide to your audience and select the color and size for it. Since most QR code generators, including PowerPoint add-ins, allow changing the color of the QR code. This can enable you to adjust the colors according to your needs. For example, you might want to match the QR code colors with your PowerPoint theme or branding.
Step 4: After making the necessary changes, click Insert to add the QR code to your slide. If you are using a web app, download and insert the QR code image via Insert -> Pictures.
Inserting a QR Code Image Into a PowerPoint Presentation
If you prefer not to use an add-in, you can still insert QR Codes into your presentations. Use a QR Code Generator tool or the Google Chart API to make a new QR Code. Then, you can insert the image into your PowerPoint slides.
See how easy it is to generate a new QR Code for your presentation using the free Google Chart API tool.
Step 1. Build the URL to generate the QR Code.
You can take the following URL as an example and replace the value for the chl field (it can be text, a URL, or any other embedded data).
https://chart.googleapis.com/chart?chs=500×500&cht=qr&choe=UTF-8&chl=https://slidemodel.com/?hl=en
Step 2. Open the URL in your browser to preview the QR code.
When you open the URL in your browser, Google Chart API will return an image representing the QR Code for the text you embedded into the chl field. In our example below, the resulting image is a 500×500 image with a QR Code that embeds our website’s URL. You can try scanning it with your QR Code Scanner.
Step 3. Insert the QR Code into your PowerPoint Slide
Go to the Insert tab, click Insert Pictures, and choose to pick the image from This Device. Then, paste the URL into the File name input box and hit the Open link. This will load the QR code from Google Chart API and insert the resulting QR Code image into your presentation slide.
Keep in mind this method generates the typical QR code without customization in image format.
QR Codes in Virtual and Hybrid Presentations
QR codes can be equally useful for use via both virtual and hybrid presentations. To use them effectively, you must ensure that your platform is leveraged for this purpose.
For example, you can share your screen with a QR code during a Microsoft Teams or Zoom presentation. Similarly, for hybrid sessions, you must ensure that the screen or screens in use can show the QR code to both virtual participants and people in the room. For this purpose, you can connect to a virtual meeting platform, share your screen, and also ensure the meeting room where people are attending in person has a projector or TV screen connected to your computer. This will ensure that both the virtual participants and people in the room can view your slides and scan the QR code.
Troubleshooting QR Codes
When creating QR Codes in PowerPoint or Google Slides, you might run into QR code scanning errors. To avoid these, see the tips below:
- Poor quality image or printing: Poor quality printing or a pixelated image on a digital display can cause errors in code scanning.
- Distance: Due to their size, some QR codes might become less visible due to the distance involved. For scanning from a distance, you should use larger QR codes.
- App Errors: Some apps can have bugs leading to issues with scanning. It might need to be fixed if your QR code is not scanning properly using multiple apps.
- Internet Connection: If many people in the audience use the same Wi-Fi or a user’s internet connection isn’t stable, it can lead to scanning issues. You might need to see if the problem is related to the connection and not the QR code.
- Colors: As mentioned earlier, dark backgrounds can lead to scanning errors. It is always advised to use a light background and a dark foreground to avoid such errors.
- Configuration: Some QR codes can be configured wrongly, and a new one might need to be generated or the existing one edited.
FAQs
Technically, QR codes shouldn’t be downsized below 1 cm x 1 cm (0.4 in x 0.4 in), as scanners won’t be able to decode the information. Our experience tells us it’s best to stick to a minimum size of 3 cm by 3cm.
Depending on the QR code generator you used, yes, sometimes it’s possible, although that’s mostly a premium, paid feature.
Yes, we can change the colors and add logos in the center of the QR codes.
That depends on whether you work with a dynamic QR code or not. Static QR codes won’t work for reassigning a new URL, whereas dynamic can point to any URL you desire and change in real-time (they won’t change their structure, just the hyperlink).
Yes, but only if you work with dynamic QR codes or if your presentation requirements don’t involve changing the link in the QR code. Be sure to check if there’s no link expiration date.
Presenters can place the QR code at a footer or sidebar in the slide design, integrating the background color of the QR code with the visual aid used to highlight it. Ensure color matching whenever you intend to apply this technique. An alternative method is giving the code as much prominence as a face photo on a slide design with a dedicated border-radius.
The code itself cannot be animated, requiring a specific static structure to be scanned. This doesn’t imply that presentations cannot be animated if using QR codes. Consider them as image elements and place these codes accordingly without worrying about animation effects.
Yes. Presenters can use a QR code to link to a form, like Microsoft Forms or Google Forms, and ask for feedback on what was the audience’s impression of the presentation.
It’s not a recommended practice, as it can build up a presentation misusage by stuffing slides with QR codes. The secondary side effect is that using multiple QR codes can lead to confusion on which one to scan or demand extra time for viewers to scan several codes.
Ideally, 30 seconds or more. You need to consider the reaction time of your audience to scan the code.
You can use as many different color combinations as you can imagine, although it is required to preserve a strong contrast between the background and the color code. Again, experience does tell us that sometimes black background with white code combinations may fail, so it’s best to test in advance.
Yes, as QR codes can support multiple file sources. We can create a QR code in any medium available and point the URL to a PPT or PPTX document. The same procedure is valid for Google Slides as long as you place the link to the presentation in the QR code.
Final Words
A QR code can have immense value in a PowerPoint presentation. However, it is important to use it in a manner that leads to audience engagement and does not affect the flow of the presentation.
