We often need clients to send us documents, and it can be an inconvenience to mail them, drop them off, or find somewhere to scan them. Fortunately, your smartphone can do the job for you.
If you’ve never scanned a document on your phone before, don’t worry! It’s quick, easy, and usually takes less than a minute.
One important note: please do not simply take a photograph of the document and send it. Photos are often dark, blurry, difficult to read, and much larger file sizes than necessary. A scanned PDF creates a cleaner, more professional document that is easier to email, text, upload, and store.
The best part is that scanning a document is almost as easy as taking a picture. Your phone uses its camera to capture the document, then automatically converts it into a PDF file.
Pro Tip
When scanning documents, pay attention to lighting. Avoid casting a shadow over the page, and try to minimize glare from overhead lights. Shadows and glare can make parts of the document difficult to read once it’s converted to a PDF.
Method 1: Use a Scanning App
There are many free and inexpensive apps available that turn your phone into a document scanner.
Simply search for “PDF scanner” or “document scanner” in your phone’s app store. Popular options include:
- Adobe Scan
- Microsoft Lens
- Scanner Pro
- CamScanner
These apps use your phone’s camera to capture the document, automatically crop the edges, improve readability, and save everything as a PDF.
If you scan documents regularly, a dedicated scanning app may be the easiest option.
Method 2: Scan Documents on an iPhone
If you have an iPhone, you already have a built-in scanner through the Notes app.
- Open the Notes app.
- Create a new note or open an existing note.
- Tap the camera icon.
- Select Scan Documents.
- Position the document within the camera view.
- The phone will automatically capture the document, or you can tap the shutter button manually.
- Review the scan and make any adjustments.
- Tap Save.
Once saved, you can share the document as a PDF through email, text message, or cloud storage.
For Apple’s complete instructions, visit: https://support.apple.com/en-us/108963
Method 3: Scan Documents on Android
Most Android devices can scan documents using the Google Drive app.
- Open the Google Drive app.
- Tap the + (plus) button.
- Select Scan or the camera option, depending on your device.
- Position the document within the frame.
- Capture the image.
- Crop or adjust the document if needed.
- Save the file as a PDF.
You can then email the PDF, upload it to Google Drive, or share it directly from your phone.
For Google’s complete instructions, visit: https://support.google.com/drive/answer/3145835
How to Check Your PDF Before Sending
Before emailing:
✓ Every page is included
✓ Text is readable
✓ Nothing is cut off
✓ Pages are in the correct order
✓ Signatures are visible
✓ The document is not upside down
Common Problems and Solutions
My Scan Is Too Dark
Move to a brighter room or avoid overhead shadows.
The File Is Too Large
Use a scanner app that compresses PDFs or scan in grayscale.
The Document Is Crooked
Retake the scan while holding the phone directly above the page.
My Email Won’t Send
Try:
- Wi-Fi instead of cellular
- Sending fewer pages at once
- Splitting the document into multiple PDFs
I Don’t Have a Scanner App
Use:
- Notes (iPhone)
- Google Drive (Android)
- Adobe Scan (both platforms)
Working Together for the Best Results
Thank you for taking the time to scan your documents instead of sending photographs. PDF scans are easier to read, easier to store, and help us process your information more efficiently.
If you have any questions or run into trouble scanning a document, feel free to contact us and we’ll be happy to help.