How to Scan Documents with Your Phone

Edited 3 weeks ago by ExtremeHow Editorial Team

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Scanning documents with your phone has become an essential skill in today's digital world. Whether you're a student, a professional, or someone who needs to digitize paper documents, having the ability to quickly and easily scan documents can be incredibly useful. In this guide, we'll walk you through the steps you need to take to scan documents using your smartphone. We'll also share some tips and tricks to ensure you get the best possible results.

Choosing the right app

The first step to scanning documents with your phone is choosing the right app. There are many apps available on both the Apple App Store and Google Play Store that can turn your phone's camera into a document scanner. Some popular options include:

• Adobe Scan
• CamScanner
• Microsoft Office Lens
• Google Drive

Each app has its own unique features and benefits, so it's worth trying out a few to see which one you like best. Many of these apps offer both free and paid versions, with the paid versions typically offering additional features such as the ability to merge multiple documents, remove watermarks, and more.

Setting up the app

Once you've chosen an app, the next step is to install it on your phone and set it up. This process will vary slightly depending on the app, but generally, you'll need to follow these steps:

1. Open your app store and search for the app you chose.
2. Tap the Install button to download and install the app.
3. Once the app is installed, open it and follow the on-screen instructions to set it up. This may involve creating an account or signing in with an existing account.

Once you've set up the app, you'll be ready to start scanning documents.

Taking a scan

To scan documents with your phone, follow these steps:

1. Open the scanning app on your phone.
2. Place the document you want to scan on a flat surface with good lighting. Make sure there are no shadows or glare on the document.
3. Keep your phone steady and position the camera over the document so that it fits within the frame on the app's screen. Most scanning apps will automatically detect the edges of the document and adjust the frame accordingly.
4. Tap the Capture button to take a photo of the document. Some apps will automatically take a photo when the document is properly aligned, so you won't need to capture it manually.
5. After capturing a scan, the app will process the image to improve its quality. This can include adjusting brightness and contrast, sharpening text, and cropping the image to remove the background.

Once the scan is complete, you will see a preview of the document on the screen.

Review and edit a scan

After capturing a scan, it's important to review it to make sure it's clear and readable. Most scanning apps provide tools to help you edit the scan if needed. Here are some common editing options:

• Crop: Adjust the edges of the scan to remove any unnecessary background.
• Rotate: If the scan isn't already aligned properly, rotate it in the correct direction.
• Brightness and contrast: Adjust brightness and contrast to make text more readable.
• Filters: Apply filters to improve the clarity of the scan. For example, you can use a black and white filter to enhance text documents.
• OCR (optical character recognition): Some apps offer OCR functionality that can convert text in a scan into editable text. This can be especially useful when you need to copy and paste text from a document.

Make any necessary edits to the scan to make it clear and readable. When you're satisfied with the results, you can save the scan.

Saving and sharing scans

After reviewing and editing the scan, you must save it. Most scanning apps offer several options for saving and sharing scans. Common options include:

• Save as PDF: Save the scan as a PDF file. PDFs are a popular format for scanned documents because they retain the layout and formatting of the original document.
• Save as an image: Save the scan as a JPEG or PNG image file. This can be useful if you need to insert the scan into a document or presentation.
• Cloud storage: Save scans directly to a cloud storage service such as Google Drive, Dropbox, or OneDrive. This makes it easy to access scans from any device with an internet connection.
• Email: Send the scan as an email attachment directly from the app. This can be a quick and convenient way to share the scan with others.

Choose the saving and sharing options that best suit your needs. Once the scan is saved, you can access it anytime from the app's document library or your chosen storage location.

Tips for getting the best results

To make sure you get the best possible results when scanning documents with your phone, follow these tips:

Good lighting

Make sure you scan your documents in a well-lit place. Natural daylight is ideal, but if you're indoors, try to use bright, uniform lighting. Avoid casting shadows on the document, as this can obscure the text.

Stable hand

Keep your phone steady while scanning to avoid blurry photos. You can use a phone stand or rest it on something stable to keep the phone steady.

Clean the lens

Make sure your phone's camera lens is clean before taking a scan. Use a soft cloth to remove any smudges or dust.

Flat surface

Place the document on a flat surface to make sure it is aligned evenly. Avoid scanning documents on textured or uneven surfaces.

Avoid wrinkles and creases

Smooth out any wrinkles or folds in the document before scanning. This will help ensure that the entire document is captured clearly.

Check the edges

Make sure the edges of the document are within the scanning app's frame. Most apps will detect the edges automatically, but it's always a good idea to double-check before capturing a scan.

Review the scan

Always review the scan after capturing it to make sure it's clear and readable. If necessary, make any adjustments using the app's editing tools.

Examples of when to use your phone to scan documents

Scanning documents with your phone can be useful in many situations. Here are some examples:

Work

If you need to send signed contracts, receipts or other important documents to your co-workers or clients, you can instantly scan and email them using your phone.

School

Students can use their phones to scan handwritten notes, assignments, or textbooks to create digital copies of them to make studying and organization easier.

Personal

Keep digital copies of important personal documents such as passports, driving licenses and medical records. This can be useful in case physical documents are lost or damaged.

Travel

When traveling, you can use your phone to scan and store copies of itineraries, maps, and other important documents, so you can access them easily.

Conclusion

Scanning documents with your phone is a convenient and efficient way to digitize paper documents. By choosing the right app, setting it up properly, and following best practices for capturing, editing, and saving your scans, you can ensure that you get clear and readable digital copies of your documents. Whether you're using your phone to scan documents for work, school, or personal use, this skill can save you time and make it easier to manage your papers.

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