How to send a scanned document from Notes on iPhone

The traditional way to scan physical documents is to do so with a printer connected to your PC or Mac.

But did you know you can also scan and send documents using your Apple or Android phone?

On iPhone, the Notes app is one of the easiest ways to scan and send documents.

Other methods are to use the Files app, Mail app, or Camera app.

Or, you can use a document workflow solution like PandaDoc to scan, edit, and track your documents on the go.

How to send a scanned document from Notes on iPhone

Let’s break down how to scan on iPhone and email a document using the Notes app.

You can also do this on an iPad or iPod Touch, but the process may vary slightly.

iPhone users with iOS 15 or later can also use the Scan Text feature to convert written documents into text.

1. Open the Notes app.
2. Tap the Compose icon in the bottom-right corner of your screen to create a new note.
3. On the toolbar, tap the Camera icon and choose Scan Documents to open your iPhone’s camera
4. Hold your iPhone over the document. Your phone will display a semi-transparent box over the image. If you’re in Auto mode, it will capture and save a scan automatically. If you’re in Manual mode, tap the Shutter button and drag the corners of the box to fit the page, then tap Keep Scan. Repeat this step as needed.
5. To preview your scans, tap the thumbnail in the bottom-left corner of your screen. You can edit your image by choosing from the options: Rotate, Crop, Markup, or Filter. To redo a scan, tap Retake in the top-right corner. Or, tap Done to return to the Camera screen.
6. Now, tap Save in the bottom-right corner of your screen. Your scanned document should appear in your Notes app.
7. To sign a document, open it and tap Share. Then, tap Markup and tap the Add (+) button to add your signature. Or, upload your scan to a document solution. For example, PandaDoc has a mobile app so you can edit, track, and sign a document on an iPhone with ease.
8. To save your scan as a PDF file, tap the Share button and choose Print. Then, tap Share again and choose a destination, such as the Files app or iCloud drive.
9. To send your document via email, tap the Share button and select the Mail app.                                                                             

Open the Notes app and tap the Camera icon, then tap Scan Text.

The camera will open in the bottom half of your screen, and you can scan the written text.

How to scan and email on iPhone: Other methods

Next, let’s look at how to scan and email a document on iPhone using the Files app, Mail app, and Camera app.

Using the Files app

The Files app uses the document scanner to scan and save documents as PDFs. You can then send the files via email.

1. Open the Files app.
2. Tap the three dots in the top right-hand corner of your screen and select Scan Documents.
3. Scan your document, then tap Browse at the bottom of your screen.
4. Find and select your file, then tap the Share icon in the bottom-left corner.
5. Select the Mail app to email your file.

Using the Mail app

If you want to email a document, you can scan it directly from the Mail app:

1. Open the Mail app.
2. Tap the Compose icon in the bottom-right corner.
3. Tap anywhere in the body of the email to bring up the keyboard. Then, tap the Right Arrow icon in the center of the format bar.
4. Tap the Camera icon and press the Shutter button to capture your scan.
5. Tap Use Photo in the bottom-right corner of your screen to attach the scan to your email. You should see a blue checkmark next to the image.
6. Enter your recipient’s email address and tap Send.

Using the Camera app

You can also use the Camera app to take photos of your documents to send over email:

1. Open the Camera app.
2. Hold your iPhone over the document and tap the Shutter button to scan it.
3. Edit the image as necessary (for instance, by cropping or rotating it) and save the changes.
4. Open the Mail app and tap Compose.
5. Tap anywhere in the body of the email, then tap the Right Arrow icon. This time, choose Add Document or Insert Photo.
6. Find and select the scanned document and attach it to your email.
7. Enter your recipient’s email address and tap Send.

Best practices for clear scans

Getting a clear scan is vital, especially for a scanned signature or legal document.

To get the best scan possible, follow these best practices:

• Scan your document in a well-lit environment. Natural light is best, but bright overhead lighting works too.
• When taking the scan, hold your hand as still as you can. Holding your breath can help to reduce shaking.
• Put your document on a flat surface, and take the scan from directly overhead.
• If the Auto setting isn’t working for you, you can turn it off by tapping Auto in the top-right corner of your screen. You’ll then have more control over your scans.
• If your camera’s flash is too bright or isn’t triggering at the right time, you can turn it off by tapping the Flash icon.
• Don’t put your document on white or pale backgrounds. Also, the background should be as uniform as possible with no other objects in view.

Easily send scanned documents from your iPhone

It’s simple to learn how to send a scanned document from Notes on an iPhone.

For a wider range of options, though, you may want to consider a specialized document solution.

For example, with PandaDoc for iPhone, you can upload or scan a document and add a range of form fields such as text, signatures, dates, and initials.

Plus, you can assign recipients and send your document via email or link. You can then track your document’s status, send reminders, and more.

Sign up for a free trial and see how PandaDoc could streamline your document workflow.