6.1. Preparing the QR code for vCard

6.1. Preparing the QR code for vCard

Preparing data for QR codes in vCard format is a practical way to share contact information digitally. VCard is a standard electronic business card format that contains data such as first name, last name, phone number, email address, and website. Thanks to QR codes, this data can be easily scanned and saved to the user's phone in their address book.

In this guide, we will show you how to properly prepare data for generating QR codes that can be used in vCard format, which is useful in the process of personalizing business cards, flyers, or other advertising materials.

Step 1: Preparing data in a spreadsheet

Use a spreadsheet program, preferably Excel, to enter the data. If you are using LibreOffice Calc, save the file in Excel format – .xlsx or .xls.

• Column A – First and last name;
• Column B – Company name;
• Column C – Phone number (if you want the “+” sign to appear before the number, precede it with an apostrophe ');
• Column D – Email address;
• Column E – Website (www);
• Column F – Address.

The address is structural data consisting of several fields separated by semicolons. The order and names of these fields are specified by the specification vCard (RFC 6350). These fields are, respectively:

1. mailbox;
2. extended address (e.g., apartment or flat number);
3. street;
4. city;
5. region;
6. postal code;
7. country name.

The address with all the information filled in should look as follows:

If we want to omit any of the fields, we omit that data, but leave the separating semicolons. For example, when entering Polish address details, we omit the first two fields (postal code and extended address) by inserting two semicolons at the beginning. If we also want to omit, for example, the region and country name, we also omit them, leaving the separating semicolons. Example entry: ;;Oak Avenue;Riverton;;RV6 2JT;;

After completing the first step, the data sheet should look like this:

Step 2: Creating a vCard formula

In order for the data to be correctly imported into the address book on your phone, you need to create a formula with the appropriate structure in Excel. Each piece of information must be preceded by the appropriate keyword and a colon, e.g.:

• first and last name – FN:,
• company– ORG:,
• work phone number – TEL;TYPE=work:.

A full list of available fields can be found at: vCard on Wikipedia.

The entire formula structure is placed between the commands:

An example formula in Column G that generates a vCard looks like this:

The new line character in Excel is the CHAR(10) function (in the English version of the program).

Below is the result of the formula.

The formula from cell G2 should be copied to the other rows in this column, which contain the data needed to generate the vCard text.

Step 3: Generating a QR code

To generate a QR code, you can use any program designed for creating such codes. A built-in QR code generator is also available in the Personalizer program. Detailed information on personalizing printouts using QR codes can be found in section 3.7. Personalization with codes (F5 COD panel).

1. After activating the series in the F5 COD panel, import the data prepared in Excel.

2. Select the cells from which the data is to be retrieved.

3. After loading the data into the Personalizator, the result should look like this:

Step 4: Testing Scanning the generated QR code with your phone allows you to check whether the contact details are correctly added to the address book.