Set up for a good photo
- Light: work near a window during the day. Daylight gives even, natural color. Turn off the flash, which creates a bright glare spot.
- Surface: place the page on a dark, flat table so the edges stand out clearly.
- Angle: hold the phone directly above the page and parallel to it. Tilting makes the text slanted and the page shaped like a trapezoid.
- Shadows: stand so that your body and phone do not cast a shadow over the page.
- Focus: tap the screen on the text before taking the photo, and keep your hands still.
Tidy the photos
Phone photos usually include part of the table and may be slightly rotated. Two quick steps make the final PDF look like a real scan:
- Crop each photo to the edge of the paper with Crop Image.
- Rotate any page that is sideways with Rotate and Flip Image. You can also rotate pages directly in Image to PDF.
If a page looks grey or dull, the Photo Editor can brighten it. Increase Exposure slightly and add some Contrast until the paper looks white and the text black.
Combine the pages into one PDF
- Open Image to PDF and add all the page photos at once.
- Drag the thumbnails into the correct order. The number on each thumbnail shows its page position.
- Choose A4 page size, Auto orientation and a Small margin.
- Choose Balanced quality for email, or Smallest file if the upload form has a strict limit.
- Select Create PDF and download.
Getting under an upload limit
| Upload limit | Suggested quality setting | Typical size per page |
|---|---|---|
| 10 MB or more | High | 0.8 to 1.5 MB |
| 2 to 5 MB | Balanced | 300 to 600 KB |
| 1 MB or less | Smallest file | 150 to 300 KB |
If you are still over the limit, split the document into two PDFs if the form allows several files, or remove pages that are not required. For a single certificate, one page at Smallest file is usually well under 500 KB.
Adding a document to an existing PDF
If you already have a PDF and need to add newly scanned pages, convert the new photos with Image to PDF, then combine the two files in the right order with Merge PDF.
A checklist before you send
- Every page is upright and in order.
- All four edges of each page are visible.
- Small print, stamps and signatures are readable when you zoom in.
- No personal information appears that the recipient does not need, such as other documents on the table.
- The file has a clear name, such as your name and the document type.
Frequently asked questions
Is a phone scan accepted instead of a scanner scan?
For most applications and email, yes, as long as it is clear, complete and readable. Some offices require certified copies or originals, so check their instructions.
Should I scan in color or black and white?
Color is usually best, because stamps, signatures and photos on certificates are often colored. Black and white can make stamps disappear.
How do I scan both sides of an ID card?
Photograph the front and back separately, crop each one, and add both to Image to PDF. They become two pages, or choose Fit to image for a compact result.