How to Scan Documents to PDF

You don't need a flatbed scanner or paid app to digitize documents. iPhones, Macs, and Android phones all ship with built-in document-scanning tools that crop edges, correct perspective, increase contrast, and export as multi-page PDFs. Windows PCs need either a connected scanner or a paired phone via the Microsoft Phone Link app. This guide covers every platform: iOS Notes and Files, Android Google Drive scanner, macOS Continuity Camera, Windows scanning, plus how to OCR a scanned PDF so the text becomes searchable. We also cover when a third-party app (Adobe Scan, Microsoft Lens) earns its place for batch jobs and business-card workflows.

1. 1
   Scan from iPhone using Notes

   Open the Notes app and create a new note. Tap the camera icon (📷) above the keyboard, then Scan Documents. Point the phone at the document — it auto-detects edges and captures. Hold the phone steady and let it auto-capture multiple pages. Tap Save when done.
2. 2
   Scan from iPhone Files app for PDFs

   Open Files. Tap the three-dot menu (...) in the top-right → Scan Documents. The flow matches Notes but exports directly as a PDF into your chosen folder. Useful when you want a standalone file, not a Note.
3. 3
   Scan multi-page documents on iPhone

   After scanning the first page, hold the phone over the next page — auto-capture grabs it. Continue until all pages are scanned. Tap Save. You can also tap pages to re-crop, rotate, or apply filters (color, grayscale, black-and-white) before saving.
4. 4
   Scan from Android using Google Drive

   Open the Google Drive app. Tap + New → Scan. Capture the document — Drive auto-detects edges. Tap the + to add more pages. Tap the checkmark when done, name the file, and choose a folder. The scan saves as a PDF in Drive.
5. 5
   Scan on a Mac using Continuity Camera

   On macOS, right-click anywhere on the Desktop or in Finder → Import from iPhone or iPad → Scan Documents. Your iPhone opens the camera automatically. Scan as usual; the PDF lands on your Mac instantly. Requires both devices on the same Apple ID.
6. 6
   Scan on Mac with Preview from a connected scanner

   If you have a USB flatbed or document-feeder scanner, open Preview → File → Import from Scanner → [scanner name]. Set resolution (300 DPI for text), color mode, and document size. Click Scan. Save the result as PDF via File → Export.
7. 7
   Scan on Windows with a connected scanner

   Open Windows Scan from Start (install free from Microsoft Store if missing). Pick your scanner, set file type to PDF, DPI, and color mode. Click Scan. Or use the Fax and Scan legacy tool included in all Windows installations.
8. 8
   Use Microsoft Phone Link to scan from Android to Windows

   Install Phone Link on Windows and Link to Windows on Android. Pair the devices. From Windows, you can browse your Android photos and trigger a scan via the phone's camera — useful if you don't have a physical scanner.
9. 9
   Make scanned PDFs searchable with OCR

   iOS and macOS Preview don't auto-OCR scans, but the Live Text feature lets you select text in scanned images. For full document OCR, open the PDF in Apple Preview → Edit → Annotations → Select Text on iOS, or use free tools like Tesseract via macOS Shortcuts. Adobe Acrobat Reader (free) also offers basic OCR.
10. 10
    Use a dedicated scan app for advanced needs

    For batch scanning, business cards, or receipts, install Adobe Scan (free, requires Adobe ID) or Microsoft Lens (free, no account needed). Both auto-detect edges, OCR the text, and export searchable PDFs. Microsoft Lens also extracts contact info from business cards directly into Outlook.
11. 11
    Improve scan quality

    Place documents on a contrasting, flat background — white paper on a dark table scans best. Diffused light beats direct overhead light (which causes glare). For long-term archival, scan at 300 DPI minimum. For pure text, black-and-white mode produces smaller files.
12. 12
    Sign and email the PDF

    On iPhone, after scanning in Notes, tap the share icon → Markup. Use the signature tool to add your signature. Save and share via email or Files. On macOS Preview, the Markup toolbar has identical sign-and-share tools.