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How to Scan Documents

Scan documents to PDF using your phone camera or a flatbed scanner

Your phone is the fastest way to scan a document. Every iPhone and Android phone has a built-in scanner that produces clean PDFs, no extra app needed. This guide covers phone scanning first (since that's what most people need), then desktop scanning for when you're working with a physical scanner.

For quick one-off scans like receipts or forms, use your phone. For high-volume or archival scanning, a flatbed or sheet-fed scanner connected to your computer will give better results.

Run the Printer Test

Scan with the Notes app (fastest method):

  1. Open Notes and create a new note (or open an existing one)
  2. Tap the + button above the keyboard
  3. Tap Scan Documents
  4. Point your camera at the document. Hold it steady and the camera will detect the edges and capture automatically
  5. Adjust the corners if the crop isn't right, then tap Keep Scan
  6. Scan additional pages if needed by repeating the process
  7. Tap Save when done

The scan is saved as a PDF inside the note. To share it, open the scan, tap the share icon, and send it via email, AirDrop, or save to Files.

Scan with the Files app:

  1. Open Files and navigate to the folder where you want to save the scan
  2. Tap the three-dot menu (top-right) and choose Scan Documents
  3. Capture your pages the same way as Notes
  4. Tap Save and the PDF goes directly into that folder

This is better when you want the scan saved as a standalone file rather than embedded in a note.

Tips for good scans:

  • Place the document on a dark, flat surface (a dark desk or folder works well). The scanner detects edges by contrast
  • Use good lighting. Natural light or overhead room light works fine. Avoid casting shadows with your hand
  • Hold your phone parallel to the document, not at an angle
  • For multi-page documents, keep scanning pages before tapping Save. They'll all combine into one PDF

Third-party scanning apps:

  • Adobe Scan (free): Automatic edge detection, OCR for searchable PDFs, integrates with Adobe Acrobat. Good if you scan frequently
  • Microsoft Lens (free): Saves directly to OneDrive, Word, or PowerPoint. Good for work documents in a Microsoft environment

Both are free to download and use for basic scanning. Premium features require subscriptions, but you won't need them for everyday scanning.

Frequently Asked Questions

Is phone scanning good enough for official documents?▾

For most purposes, yes. Phone scans at default settings produce clear, legible PDFs that are accepted for insurance claims, tax filings, HR paperwork, and most legal documents. If a specific organization requires higher quality (like notarized documents or certain government filings), they'll usually specify. For everyday work documents, phone scanning is perfectly fine.

What is OCR and do I need it?▾

OCR (optical character recognition) converts the text in a scanned image into actual selectable, searchable text. Without OCR, a scanned PDF is just a picture of your document — you can't search it, select text, or copy from it. If you just need to email a signed form, you don't need OCR. If you're scanning documents you'll need to search through later, look for an app with OCR like Adobe Scan.

What resolution should I scan at?▾

Use 300 DPI for documents — it's the standard for readable, printable quality. Use 150 DPI if you need smaller file sizes and just need something legible on screen. Use 600 DPI for archival scans or when you need to zoom in on fine details. Most phone scanning apps handle this automatically and produce good results without manual adjustment.

Can I scan multiple pages into one PDF?▾

Yes. On iPhone (Notes or Files), keep scanning pages before tapping Save — they all combine into one PDF. On Android (Google Drive), tap the + icon after each page to add more before saving. Desktop scanning apps also support multi-page PDFs, especially with automatic document feeders.

What's the best free scanning app?▾

If you just scan occasionally, use what's already on your phone: Notes app on iPhone, Google Drive on Android. If you scan regularly and want better results, Adobe Scan and Microsoft Lens are both free and produce excellent scans with automatic edge detection and OCR. Adobe Scan is the better pure scanner; Microsoft Lens is better if you work in a Microsoft 365 environment and want to save directly to OneDrive.