How To Use The Built-in Document Scanner In Files App

The Files app on iPhone and iPad includes a built-in document scanner that allows you to quickly and efficiently digitize physical documents. This feature eliminates the need for third-party scanning apps, offering a convenient and secure way to scan, save, and organize your documents directly on your device.

This guide will provide a detailed walkthrough of using the Files app’s document scanner, including its features, how to organize scanned files, and troubleshooting common issues.

Why Use the Files App’s Document Scanner?

1. Convenience: No need to download and install a separate app.

2. Integration: Automatically save scanned documents into your existing file organization system.

3. Quality: High-quality scans with edge detection and color adjustment.

4. Security: Files remain private on your device unless shared.

5. Versatility: Save scans as PDFs or images, and easily share them.

Key Features of the Document Scanner in the Files App

1. Automatic Edge Detection: The scanner identifies the edges of your document for precise cropping.

2. Color Modes: Choose between color, grayscale, or black-and-white modes for optimal clarity.

3. Multiple Page Scanning: Scan multiple pages into a single document seamlessly.

4. Easy Organization: Save scanned files directly to iCloud, local storage, or third-party storage services connected to the Files app.

How to Use the Built-in Document Scanner

Step 1: Open the Files App

1. Locate and tap the Files app on your iPhone or iPad.

2. Navigate to the folder where you want to save your scanned document (e.g., iCloud Drive, On My iPhone, or a third-party storage folder).

Step 2: Access the Scanner

1. Tap the More Options button (three dots) in the upper-right corner of the screen.

2. Select Scan Documents from the dropdown menu.

Step 3: Position Your Document

1. Place the document you want to scan on a flat, well-lit surface.

2. Position your iPhone or iPad camera over the document. The scanner will automatically detect the edges of the document.

Step 4: Capture the Scan

1. Hold your device steady, and the scanner will automatically take the photo once the document is detected.

• Alternatively, tap the shutter button to manually capture the scan.

2. Adjust the edges of the scan if necessary by dragging the corners.

Step 5: Review and Save the Scan

1. If scanning multiple pages, repeat the process for each page.

2. Once all pages are scanned, tap Save.

3. Name the file and choose the folder where it should be stored.

Customizing Your Scans

The Files app scanner includes options for customizing your scanned documents to ensure they meet your needs.

Adjusting Color Modes

Tap Filters at the top of the preview screen to choose from the following options:

1. Color: For colorful documents like flyers or brochures.

2. Grayscale: For general black-and-white documents with subtle shading.

3. Black & White: For sharp text and contrast.

Cropping

After capturing a scan, drag the corners of the highlighted area to adjust the edges manually.

Rotating

Use the rotation icon at the top to adjust the orientation of your scan.

Adding More Pages

Tap Add to continue scanning additional pages into the same document.

Saving and Organizing Scanned Documents

Choose a File Name

When saving, rename the document to something meaningful for easy identification.

Save to a Specific Location

Save your scanned document to:

1. iCloud Drive: Sync files across all Apple devices.

2. On My iPhone: Store files locally.

3. Third-Party Services: Save to services like Google Drive, Dropbox, or OneDrive if connected.

Create Folders

Organize your scans by creating folders in the Files app.

For example:

1. Personal Documents

2. Work Files

3. Receipts

Sharing and Exporting Scanned Documents

After scanning, you can easily share or export the document:

1. Open the scanned file in the Files app.

2. Tap the Share icon.

3. Choose a sharing method, such as AirDrop, email, or messaging.

4. Alternatively, export the file to a third-party app like Adobe Acrobat for further editing.

Using Markup on Scanned Documents

The Files app allows you to annotate scanned documents using the Markup tool:

1. Open the scanned document in the Files app.

2. Tap the Markup icon (a pen tip).

3. Use tools like a pen, highlighter, or text box to make notes or edits.

4. Save the changes when finished.

Troubleshooting Common Issues

1. Scanner Doesn’t Detect the Document

• Ensure the document is placed on a contrasting background.
• Improve lighting to reduce shadows and enhance edge detection.

2. Poor Scan Quality

• Hold your device steady and ensure the document is well-lit.
• Adjust the color mode for better clarity.

3. Unable to Save Scans

• Check your storage settings to ensure there’s enough space on your device or iCloud.
• Confirm that the Files app has the necessary permissions under Settings > Privacy > Files and Folders.

4. Scanner Feature Missing

• Update your iPhone or iPad to the latest version of iOS.
• Restart your device if the scanner doesn’t appear in the Files app options.

Advanced Tips for Using the Scanner

1. Scan and Search

Use Spotlight Search to quickly locate scanned files by name or content if they are OCR-enabled.

2. Use Siri Shortcuts

Set up a Siri Shortcut to open the scanner directly.

3. Scan Receipts for Expense Tracking

Save receipts in a designated folder and organize them by date for easy reference.

4. Combine Scanned Documents

Use the Files app or a third-party app to merge multiple scanned files into a single document.

Frequently Asked Questions

1. Can I Scan Documents Without an Internet Connection?

Yes, the scanner in the Files app works offline.

2. Are Scanned Documents Saved as PDFs?

By default, scanned documents are saved as PDFs.

3. Can I Scan Handwritten Notes?

Yes, you can scan handwritten notes, though legibility depends on the clarity of the handwriting.

4. How Do I Delete a Page from a Multi-Page Scan?

During the preview stage, tap the thumbnail of the page and select Delete.

5. Is There a Limit to the Number of Pages I Can Scan?

There is no specific limit, but very large scans may take longer to save.

Conclusion

The built-in document scanner in the Files app is a powerful tool that makes scanning and organizing documents easier than ever. Whether you’re digitizing important papers, tracking receipts, or sharing notes, this feature offers convenience and integration with Apple’s ecosystem.

By learning to use the scanner effectively, you can streamline your document management workflow and reduce your reliance on physical paper. With its intuitive design and powerful features, the Files app scanner is an essential tool for both personal and professional use.