Using a USB barcode scanner is simple: just plug it in, open a text field, and start scanning, no drivers or apps required. Whether you're using Windows, Mac, Linux, or Android, most scanners work instantly in keyboard (HID) mode.
In this guide, we first explain how to set up your scanner across different systems, followed by a step-by-step walkthrough for first-time users. You’ll also learn how to use barcode scanners with Excel or Google Sheets, and how to integrate them into custom or web-based software. We then provide tips to improve scanning speed, accuracy, and ergonomics, and show you how to choose a USB scanner that’s truly easy to use. Finally, we highlight several Tera scanners worth considering based on real-world needs.
Whether you're scanning product labels or tracking assets, this article gives you everything you need to get started quickly and confidently.
Setting Up a USB Barcode Scanner on Different Systems
To set up a USB barcode scanner, just plug it into your device—no app, no driver, no setup wizard in most cases. Most scanners today are designed to work instantly across major systems like Windows, macOS, Linux, and Android (via OTG).
Once connected, the scanner usually works in HID mode. This means the system treats it like a keyboard: whatever you scan shows up wherever your cursor is. On Windows you'll usually hear a device-connect sound. On Mac OS there's no sound; instead a 'Keyboard Setup Assistant' window may appear asking you to identify the device. On Linux, it may appear under input devices without notification, but it works the same way. For Android phones or tablets, make sure OTG is enabled and use an app that accepts keyboard input, such as a notes app or inventory tool.
Some models also support COM port emulation. If your scanner doesn’t seem to work right away, check whether it’s in serial mode. These require drivers and specific software that reads from a virtual COM port.
In short: plug in, open a text field, scan a barcode, and see if the data appears. If it doesn’t, try a different USB port, restart your app, or check the scanner’s mode using the quick-start guide from the manufacturer.
Step-by-Step Instructions for First-Time Use
If this is your first time using a USB barcode scanner, don’t worry—it only takes a few steps to get started. Below is a simple walkthrough to help you connect, test, and use your scanner properly. These instructions apply to most plug-and-play scanners working in HID (keyboard) mode.
Step 1 – Plug in the scanner and wait for recognition
Insert the scanner into a working USB port. On most computers, you’ll hear a short beep or see a brief notification confirming device detection. No driver is needed for basic scanning in HID mode.
Step 2 – Open a program with a text field
Use any program that accepts typed input—Notepad, Excel, a POS system, or even a browser field. Click into the text box where you want the scanned data to appear.
Step 3 – Scan a test barcode
Point the scanner at a barcode and press the trigger (if required). The data should instantly show up in the selected field. If the scanner beeps but no text appears, check that your cursor is active in a text field.
Step 4 – Adjust basic settings (optional)
Many scanners allow you to scan the setup barcodes from the manual to change behavior. You can add an "Enter" or "Tab" suffix, switch modes, or change volume. This helps tailor the scanner to your workflow.
Using USB Barcode Scanners in Excel and Google Sheets
You don’t need special software to use a USB barcode scanner with Excel or Google Sheets. Because most scanners work in keyboard (HID) mode, the scanned data simply goes wherever your cursor is placed, just like typing.
To scan into Excel or Sheets, click into the target cell and scan a barcode. The data will appear immediately. If you want the cursor to automatically move to the next cell after each scan, configure the scanner to add a “Tab” or “Enter” key after the data. This is often done by scanning a setup code from the user manual labeled “add suffix” or “append Enter.”
For long scanning sessions, it helps to:
-
Freeze the first row in your spreadsheet so data stays organized
-
Use filters to track duplicate barcodes
-
Create formulas that auto-calculate based on scanned inputs
If the scanner types into the wrong cell, make sure your cursor is active and no input lag or shortcut conflict is interfering. Once set up, this process is fast, clean, and reliable for inventory, check-ins, or data logging.
Integration Tips for Custom Software or Web-Based Systems
When integrating a USB barcode scanner into your own software, the first step is to understand how the scanner sends data. Most USB scanners work in HID mode, meaning they behave like keyboards. This allows your app to receive scanned data anywhere text input is accepted—no special driver or SDK required.
For more control or silent input, some scanners support serial (COM port) mode. This lets you capture data through a virtual serial connection, which your software must monitor using platform-specific code. You'll need to install the correct driver, and your app must be able to read from that port.
If you’re building your own system, start by choosing whether to use HID or serial input. HID works out-of-the-box and is ideal for browser-based apps or lightweight setups. Serial input is better for industrial systems or when precise control over timing and input handling is required.
Capturing USB Scanner Input in Web Applications (JavaScript)
In HID mode, you can capture barcode data with standard JavaScript event listeners like keydown or keypress. Scanned input usually appears as a burst of characters followed by an "Enter" key. Use a timer or character buffer to detect and extract the scanned value cleanly.
Handling USB Scanners in Desktop Applications (Python, C#)
For serial mode, use standard libraries like pyserial in Python or SerialPort in C#. These tools can monitor the scanner’s COM port, parse incoming data, and trigger actions based on input. Always verify the scanner’s baud rate and port number before connecting.
Tips to Improve Scanning Speed, Accuracy, and Ergonomics
Even if your scanner works out of the box, small tweaks can make scanning faster, more accurate, and easier on your hands. Below are five practical tips that can help optimize performance, especially for high-volume or repetitive use.
Keep the Right Distance and Angle
Most scanners perform best at a slight angle, about 3 to 10 inches away from the barcode. Avoid scanning too close or straight-on, as glare or lens distortion can slow detection.
Use High-Quality, High-Contrast Labels
Blurry, low-contrast, or reflective barcodes are a common cause of misreads. Use matte surfaces and dark bars on light backgrounds for best results. Print quality matters—avoid smudged or overly small codes.
Add a Tab or Enter Suffix to Speed Up Input
Configure your scanner to automatically send a Tab or Enter after each scan. This moves the cursor to the next cell or field, reducing manual clicks and speeding up workflows in spreadsheets or POS systems.
Choose the Right Barcode Format
1D barcodes like Code 128 are fast to scan and widely supported. 2D barcodes like QR codes hold more data. Pick based on your data needs and environment.
Optimize for Comfort in Long Shifts
If you’re scanning for hours a day, consider ergonomic grips, scanner stands, or hands-free mounts. Poor posture or repeated wrist motion leads to fatigue. Adjust your workspace height and scanner angle for comfort.
How to Choose a USB Barcode Scanner That’s Easy to Use
When learning how to use a USB barcode scanner, picking the right one makes all the difference. A scanner that’s plug-and-play, intuitive, and reliable can save you hours of frustration. Let's walk through key features to look for when choosing a user-friendly USB scanner, especially if you’re new to barcode technology or using it in high-volume environments.
Plug-and-Play Compatibility
Look for scanners that don’t require extra drivers or complicated setup. A plug-and-play USB scanner works instantly with most systems, including Windows, macOS, and Linux. For example, the Tera D5100 supports direct USB connection and works out of the box—no software needed.
Smart Scanning Modes
Convenient auto-sensing or hands-free scanning can greatly improve speed and ease of use. A good example is the Tera 6900, which automatically switches between trigger and sensing modes when placed on or lifted from its stand.
Strong Decoding Power
A user-friendly scanner should handle damaged, small, or poorly printed codes. The Tera 6900’s laser engine can scan even 3mil small barcodes, while the Tera 8100DPM Pro reads DPM codes on irregular surfaces—ideal for industrial users.
Ergonomic and Durable Design
Comfort matters during long scanning sessions. Look for ergonomic grips, anti-slip triggers, and shock protection. The D5100 stands out with its curved handle and silicone shockproof cover, which is great for retail or warehouse environments.
Flexible Use Cases and Connectivity
Some users need basic 1D scanning, while others require 2D codes or DPM compatibility. Also consider if you need wireless movement later. While this section focuses on USB, many models like the 8100DPM Pro support both USB and wireless for added flexibility.
Ready to Upgrade Your USB Barcode Scanner?
Choosing the right USB barcode scanner shouldn’t be complicated. Whether you need plug-and-play simplicity, hands-free scanning, or high-precision performance, Tera has a model built for your needs.
-
For everyday 1D scanning, the Tera 6900 offers automatic mode switching with a smart stand.
-
Need wireless flexibility and strong DPM decoding? Try the 8100DPM Pro with industrial durability and 3-in-1 connectivity.
-
Looking for ergonomic comfort and long battery life? The D5100 is built for all-day use with battery level indicators and an anti-shock design.
Browse all models on our official store or contact our team to find the right fit for your workflow.
