You do not need a bulky machine to digitize your paperwork anymore. Your phone has a powerful scanner hidden right inside the Notes app. To get started, simply open the Notes app and create a new entry. Tap the camera icon above your keyboard and select “Scan Documents” from the list. Point your camera at the paper, and the phone will automatically capture it. It turns that physical paper into a clean PDF file in seconds. This is the fastest way to clear off your messy desk.
Tutorial – How to scan on iPhone 14 using the Notes app
Getting a clean digital copy of a receipt or contract is very simple. You are going to use a tool that is already installed on your phone. Follow these instructions to turn paper into a PDF without downloading anything new.
Step 1: Open the Notes app on your iPhone
Look for the icon that looks like a white notepad with a little yellow top. It usually lives on your home screen or in your Utilities folder. Tap it once to launch the application so you can see your folders.
Step 2: Create a new note or open an existing one
You can add a scan to a note you already started if you want to keep things organized. Otherwise, you should tap the compose button in the bottom right corner. This looks like a square with a small pencil inside it.
Step 3: Tap the Attachment button
In iOS 18 and later, tap the Attachment button (a paperclip) in the toolbar above the keyboard or at the bottom of the note. On iOS 17 and earlier, this was a camera icon. You can also tap the More button (three dots) at the top of an open note and choose Scan.
Step 4: Select Scan Documents from the menu options
A small menu will slide up from the bottom of your screen. You will see options like Take Photo or Choose Photo, but you want the first one. Tap “Scan Documents” to switch your camera into scanner mode.
Step 5: Position your document in the camera view
Lay your paper flat on a table that has good lighting. Hold your phone steady directly above the paper. The screen will show a yellow box trying to find the edges of your page.
Step 6: Tap the shutter button if it does not scan automatically
If Auto mode is on, the iPhone captures the page as soon as it is steady and in focus. Otherwise, tap the Shutter button or press either volume button. Drag the corners to fit the page, then tap Keep Scan. Keep scanning more pages, or tap Done (called Save on older versions) when you are finished. In iOS 26, you can also choose flash and a filter, such as Grayscale or Black & White, before scanning.
Step 7: Tap Done to finish the process
You can keep scanning more pages if you have a long contract. They will all go into one single file. When you are all done, just tap the Save button in the bottom right corner.
Now you have a crisp PDF file saved inside your note. You can share it via email or save it to your Files app immediately. The paper clutter is gone, and your digital copy is safe and sound.
Scan Straight to a PDF With the Files App
If you want a PDF file rather than a note, use the Files app:
- Open Files and go to the folder where you want the scan, such as iCloud Drive or On My iPhone.
- Tap the More button (three dots) at the top right, then tap Scan Documents.
- Scan the pages the same way as in Notes, then tap Save.
The scan is saved as a PDF named “Scanned Document,” which you can rename by touching and holding it. This is the easiest way to email a scan or upload it to a website.
- Share or export: open the scan in the note, tap the Share button, and choose Mail, Messages, AirDrop, or Save to Files to keep a PDF copy.
- Sign: open the scan, tap the Share button, then tap Markup. Tap the Add (+) button, choose Add Signature, and drag the signature into place.
- Rename: tap the scan title at the top of the scan view to give it a meaningful name.
- Copy text: Live Text recognizes the words in a scan, so you can touch and hold to select and copy text.
Other Kinds of Scanning on iPhone 14
- QR codes: open the Camera app and point it at the code, then tap the link that appears. See how to scan a QR code on iPhone.
- Text from paper: in the Camera app, point at printed text and tap the Live Text button to copy, translate, or look up the words.
- Photos into PDFs: in Photos, tap Share, then Print, and pinch outward on the preview to create a PDF you can save or send.
Troubleshooting
Scan Documents is missing in Notes
You may be in a note stored in a Gmail or other non-iCloud account, which does not support attachments. Switch to a note in the iCloud or On My iPhone folder.
Scans are blurry or skewed
Use good lighting, place the page on a dark, contrasting surface, hold the iPhone parallel to the page, and drag the corners to correct the edges before tapping Keep Scan.
The iPhone keeps scanning the same page
In Auto mode, the camera captures again as soon as the page is steady. Switch to Manual at the top of the scanner, or move to the next page quickly.
Notes asks for camera access
Go to Settings > Privacy & Security > Camera and make sure Notes and Files are allowed.
Tips for mastering how to scan on iPhone 14
- Use a contrasting background so the camera sees the paper edges easily.
- Turn on the flash if the room is too dark for a clear image.
- Hold the phone parallel to the table to avoid weird angles.
- Rename the file immediately so you can find it later in search.
- Use the filters to switch the look to black and white or grayscale.
Frequently asked questions
Can I sign the document after scanning it?
Yes, you can add a signature right there in the app. Just tap the share button and look for the Markup option. You can draw your name with your finger.
Where do the scanned files go?
They stay inside the note you created within the Notes app. You can move them to iCloud Drive or other storage apps later. It keeps everything in one spot until you decide to move it.
How do I share the scan with someone else?
Tap on the scanned image and then tap the share arrow icon at the top. You can pick Mail, Messages, or AirDrop. It sends the file as a standard PDF attachment.
Does this work for photos too?
You can scan photos, but the quality might be different than a regular picture. It is designed mostly for text documents. It tries to remove glare and flatten the image for reading.
Is there a limit to how many pages I can scan?
You can scan dozens of pages into a single file without issues. The phone handles large documents very well. Just keep snapping pages one after another before hitting save.
Related: how to scan a QR code on iPhone.
Related: sign a Word document on iPhone.
Related: How to Close All Tabs on iPhone 14.
Related: how to delete a wallpaper on iPhone 14.
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.