iPhone is a powerful tool much more than just a device for communication. Digitizing and managing your important documents is one of the important things you can do with your iPhone. You can make use of the scanning feature with in-built Notes app and keep track of receipts, contracts, handwritten notes or any paper you wish to preserve digitally.
Why Use the Notes App for Scanning Documents?
There are many third-party apps like Microsoft Lens offer scanning feature. However, here are some advantages of using the Notes app for document scanning.
- Notes app comes pre-installed on iPhones, eliminating the need for third-party apps.
- Scanned documents are saved instantly in Notes, making them easy to organize, search, and share.
- Notes can be locked for privacy using Face ID, Touch ID, or a passcode, providing a secure place for sensitive documents.
- Notes sync across all your Apple devices through iCloud, so your scans are always accessible. You can also save the scanned document as PDF on your iPhone or iCloud storage.
- The app allows you to crop, annotate, and enhance your scans right after capturing them. You can insert additional text in the notes making it as a complete document for reference.
1. Scanning Documents with the Notes App
There are different ways to scan your document.
- You can usually find it on your Home Screen, or swipe down and use the search bar to find it quickly.
- Tap the create new note icon, which looks like a square with a pencil, in the bottom right corner. You may also choose an existing note if you want to insert a scanned document to it.
- Inside the note, tap on the attach file (paperclip) icon. You can find this icon located above your keyboard layout or at the bottom of the screen if keyboard is not visible. Select “Scan Documents” from the options.
- A camera interface will appear. Place your document on a flat, well-lit surface. Hold your iPhone steady above the document. The Notes app will usually detect the edges automatically and highlight the document.
- By default, the app will automatically capture the scan as soon as it recognizes the document. If the app does not capture it automatically, tap the shutter button to take the photo yourself.
2. Adjusting and Scanning Multiple Pages
After capturing, the app will display a tiny preview of the scanned page on bottom left corner. If you have more pages, you can continue scanning following the same steps. When finished, tap “Save” button. Notes app will instantly insert all scanned pages in your note.
- Tap on the file name (automatically assigned) to view additional options like Quick Look, Save to Files, Rename, Delete, etc.
- You will see a small icon (showing like a box with dots) at the right end of file name and tap on it to view the preview of scanned pages. You can rearrange the page order by tapping and dragging the preview into the correct sequence.
- Tap on the three dots icon showing on a page preview to reveal additional options. Using these options, you can rotate the page, insert a blank document, scan another page, apply filters, delete page, etc.
3. Edit and Enhance Your Scanned Document
The Notes app gives you several tools to improve your scan. After scanning a page, tap on the floating preview to open the image in editor.
- Crop: Adjust the selection area to include only the relevant parts of your document.
- Filters: Choose from Color, Grayscale, Black & White or Photo to enhance readability.
- Rotate: Use the rotate tool if your scan is sideways or upside down.
- Delete: Delete the scanned page.
You can also crop, rotate and apply filters from the menu items that appears by tapping on the three dots icon on page preview icon inside your note. For additional annotations, tap on the annotate or markup icon showing at the bottom of the note. Choose the pen and color to start writing or marking on your note with freehand. Tap on the + icon to view additional options, for adding stickers, text, signature and shape using the built-in markup tools.
4. Saving and Sharing Your Scans
Once your scan is edited to your satisfaction, it is automatically saved within the note.
- Simply tap on the file name and select “Save to Files” option. You can either save the note to iCloud Drive or on your iPhone as a PDF file.
- Tap on the three dots inside a circle icon on top right corner of the note and select “Pin” to keep your note on top of other items. You can also lock it from here for added security.
- To share or export your scanned document, tap the Share button (a square with an upward arrow). You can collaborate with others or send a copy. Select “Save Image” option to save the current page as an image to your Photos.
Note: Make sure iCloud sync is enabled to access your notes across all devices. Go to “Settings > Your Apple Account > iCloud > Save to iCloud (tap “See All”) > Notes” and turn “Sync this iPhone” to on. If you want to delete all iCloud notes, tap on “Manage Storage” and select “Delete from iCloud” option.
Final Words
As you can see, it’s super easy to scan any documents, save instantly and synchronize across your device using iCloud. Good thing is that you can annotate with the markup tools, lock the note to protect its content and send the scanned document directly to other Apple apps like Pages. With its intuitive interface and built-in editing tools, Notes app makes digitizing your paper documents a breeze.
