RFID Scanner to Excel: How to Scan Card and Tag Numbers into a Spreadsheet (USB Keyboard Mode)

Short answer: Set a USB RFID scanner to keyboard-emulation (HID) mode, click an Excel cell and tap each card: the scanner types the number into the cell and, if it is set to add an Enter suffix, moves the cursor down a row, so no software is needed. Match the scanner's frequency to your cards (125 kHz, 13.56 MHz or UHF), format the ID column as Text, and confirm the number format and Enter suffix before you buy. A UHF read/write desktop scanner can also write an Excel list onto UHF stickers or tags (see below).

Can an RFID scanner type straight into Excel?

Yes, if the scanner supports keyboard emulation, often called HID or keyboard-wedge mode. The computer treats the scanner as a USB keyboard. When a card touches the pad, the scanner "types" the card number, followed by any suffix key it is set to send, such as Enter, so the number lands in the active Excel cell as if keyed in.

No RFID Excel software is needed, and the same scan works in Google Sheets or a browser form. Some configurable desk scanners let you set:

• Number format: decimal, hex (upper or lower case, with or without separators) or ASCII.
• Prefix and suffix: for example a Tab before the number and an Enter after it.
• USB class: HID to act as a keyboard, or CDC, a virtual serial (COM) port that only software can read.

Keyboard mode is one-way, and each number goes to whichever window has focus, so keep Excel in front while scanning.

Which RFID scanner for your card: 125 kHz, 13.56 MHz or UHF?

Match the scanner to your card's frequency. A 125 kHz (LF) scanner will not read a 13.56 MHz (HF, NFC or MIFARE-type) card, and neither reads UHF tags. Find the frequency from the card supplier or a test read, then choose a desktop scanner to match.

If your cards came with an attendance or access machine, our guide to card compatibility with eSSL and ZKTeco systems helps you match them. If you are still choosing cards, our RFID cards range covers LF, HF, UHF and dual-frequency cards.

Both the 125 kHz LF USB Desktop Reader and the 13.56 MHz HRD20 are in our RFID card reader and scanner category. The 120L sits in the UHF desktop readers category, which also has network and Wi-Fi models. A network or Wi-Fi link cannot act as a keyboard, so for this workflow choose a USB model with keyboard output.

Keyboard mode or software mode: which does your RFID scanner need?

Keyboard mode is the quickest way to get IDs into Excel. Software (protocol) mode is needed when the computer must control the scanner, for example to write tags, filter reads in your own program or send data to a database. The 120L UHF Desktop Reader documents both modes.

How do you scan RFID cards into an Excel attendance list?

Set up the sheet before the first scan: format the ID column as Text, select the first empty cell, then tap each card. With an Enter suffix, each scan fills a cell and moves down a row, so a queue can tap through hands-free.

1. Test in Notepad. Plug the scanner into USB, open Notepad and tap a card. A number followed by a new line means keyboard mode and Enter are working. If nothing appears, check the mode with the supplier.
2. Add headings: Card ID (A), Time (B), Name (C), Check (D).
3. Format column A as Text. This keeps leading zeros (0012345678 stays 0012345678) and stops Excel turning a hex ID such as 12E4 into scientific notation or changing every digit after the 15th to zero in long IDs.
4. Click A2 and scan. Under File, Options, Advanced, "After pressing Enter, move selection" should say Down. A Tab suffix moves the cursor right instead.
5. Timestamp (optional). Enable iterative calculation (File, Options, Formulas), enter =IF(A2="","",IF(B2="",NOW(),B2)) in B2, format it as date and time, and fill down before scanning. Each row is stamped once.
6. Names. Keep a sheet called Cards with IDs in column A (formatted as Text too, or VLOOKUP returns Unknown) and names in B, then enter =IFERROR(VLOOKUP(A2,Cards!A:B,2,FALSE),"Unknown") in C2.
7. Save often. The open workbook is your only record.

How do you stop duplicate scans in Excel?

Use a running check. Enter =IF(SUMPRODUCT(--($A$2:A2=A2))>1,"Repeat","") in D2 and fill down: the first scan of a card stays blank and later scans of it are flagged. Unlike COUNTIF, this compares the full ID, so long digit-only IDs differing after the 15th digit are not falsely flagged.

For a visual check, apply Conditional Formatting, Highlight Cells Rules, Duplicate Values to column A. That rule only compares 15 digits, so use it only for IDs of 15 digits or fewer or IDs that contain letters.

For attendance totals, =SUMPRODUCT(--(Scans!$A$2:$A$5000=A2)) on the Cards sheet counts each card's taps (scan sheet named Scans).

With UHF, the scanner can see several tags at once and may read one tag repeatedly, so keep one tag on the pad, move other tagged items away and lower the RF power (adjustable on the 120L) if stray reads appear.

Decimal vs hex: why doesn't the scanned number match the card print?

The chip holds one binary ID, but it can be written several ways. A scanner may show it in hex (base 16) or decimal (base 10), and the card print may use a third format. Pick one format and use it everywhere.

In Excel, =HEX2DEC("BC614E") returns 12345678 and =DEC2HEX(12345678,8) returns 00BC614E. HEX2DEC handles only up to 10 hex characters, so keep long UHF EPC numbers as hex text. Also watch for HF scanners that send UID bytes in reverse order (04A1B2C3 arrives as C3B2A104).

How do you write numbers from Excel onto UHF RFID stickers or tags?

Writing your own numbers onto UHF stickers or tags needs software mode, because keyboard emulation only sends data one way. The 120L UHF Desktop Reader's page lists a utility for bulk Excel import and encoding (confirm it is included with your quote): import the sheet and write the list to tags one by one.

• One value per row, in a column formatted as Text.
• EPC values in hex. A 96-bit EPC (24 hex characters) is common, but the length a tag accepts depends on its chip.
• Fixed length with leading zeros, for example =RIGHT(REPT("0",24)&A2,24).
• No duplicates: run the duplicate check above before importing.
• A Done column, ticked only after each tag is read back and matches.

Keep only the tag being written on the pad and turn the power down so neighbouring tags in a roll are not written. Test on spare tags first, and decide about locking beforehand, because some lock settings cannot be undone.

When do you need RFID software instead of Excel?

Excel suits one desk and one list. Move to software when several scanners feed one record, UHF stock counts read many tags at once, data must sync to an ERP or attendance system, or you need an audit trail. Our guide to RFID software and middleware integration covers that step.

What should you check before buying an RFID scanner for Excel?

Confirm each point with your quote, especially the output mode, because not every product page states it.

• Frequency matches your cards or tags.
• USB keyboard (HID) output, not only serial, network or SDK connection.
• Output format (decimal or hex, leading zeros, byte order) matches your records.
• Suffix: Enter, Tab or none.
• For UHF: adjustable power to read one tag at a time.
• Compliance: BIS-registered and WPC type-approved reader models are listed on our certifications page; confirm the approval status of the specific model you choose with your quote.

India RFID Store, the storefront of Identium Tech Solutions Pvt Ltd, an Indian RFID manufacturer in New Delhi, can help you match a USB desktop scanner to the cards or tags you already use. Tell us your card type and request a quote, and confirm the output mode and Enter suffix with it. Sample cards or tags can be requested through our samples page.

Frequently asked questions

Do I need software to scan RFID cards into Excel?

Not for reading, if the scanner has a USB keyboard (HID) mode: it types each ID into the selected cell. You need software only to write tags.

Why does my RFID scanner type a different number from the card print?

Both usually show the same ID in different formats, such as hex or 10-digit decimal. Change the scanner's output format if it allows, or convert in Excel with HEX2DEC and DEC2HEX.

Can one USB RFID scanner for PC read 125 kHz and 13.56 MHz cards?

Only if that model is built for both frequencies; most desktop scanners read one. Check your card's frequency first.

Can I keep an RFID attendance list in Excel without an attendance machine?

Yes, for small groups: a keyboard-mode scanner, a Text-formatted ID column, a timestamp, a VLOOKUP for names and a SUMPRODUCT check for repeats. For payroll or tamper-proof records, use dedicated RFID attendance software.

What is the RFID scanner price for an Excel setup?

It depends on the frequency, the model and whether you also need to write tags. Request a quote for the scanner that matches your cards: price, quantities and the output mode are confirmed with your quote.