Join Suzanna Kaye for an in-depth discussion in this video Using PDF scanner mobile apps, part of Going Paperless: Start to Finish.
- A great way to scan documents, if you don't have a scanner or when you're on the go, is with a PDF app for your mobile phone or tablet. This app uses your camera to capture an image of your document and store it as a PDF. The quality's not as good as a desktop scanner, so I do recommend you use a full-featured desktop scanner for any document you need a high quality reproduction of, such as legal documents or photos. The PDF apps are perfect for capturing basic documents and notes on the go.
There are a number of PDF apps available in the App Store. They have various features and quality, but they all work on the same basic principle of using your camera to capture the image and save as a PDF. To show you the basics of how a PDF scanning app works, I'll use Genius Scan. Genius Scan works the same way on both Android and iPhone. After downloading the app from the App Store, open it up on the main screen. To start your first scan, tap the camera icon on the bottom left of the screen.
If this is your first time using the app, a pop-up may appear asking permission to access to your camera. In order to use the app properly, you will need to allow access by tapping the OK selection at the bottom right of that box. The app works best if you place your document on a dark, flat surface in a well lit area. This creates more contrast and helps the app determine where the edges of your document are. Point the device camera toward the document you're trying to scan. Make sure you hold the device as still as possible and that the entire document shows in the screen of your device.
Then, press the round, white shutter button at the bottom of the screen. The app then shows the captured image on screen. It has determined where it thinks the edges of your document are by highlighting around your document with an orange line. To adjust any of the sides of the document, tap the orange line on the spot where you want to adjust, and hold your finger on it while dragging across the screen. You'll see the orange line move. Continue to drag your finger until the line is at the edge of your document image.
A circular image shows in the left of the screen, to show you a magnified version of your adjustment to allow for more accurate placement. Once you've placed the orange line at the edges of your document, tap the white word Use in the bottom right of your screen. The app will show you the captured image of your document. If you need to adjust the image from black and white to color, tap the three lines icon in the bottom left corner of your screen, and choose your color option. To save your document to your device, tap the word Save in the top right of the screen.
You can choose to add this page to an Existing Document or create a New Document on the device by tapping New Document. To rename the file, tap the orange text next to Title on the top of the screen. In the new box, tap the top text box under the word TITLE. To clear the existing name, tap the grey x to the right of the text, then type your new file name. When you finish naming your file, tap the blue Done button in the right of the screen on the bottom.
Then the orange Done button in the top left of your screen. To view your document in the list of documents, tap the Back button in the top left of the screen and, after a moment, you'll see your document in the list. To send the document outside of the app, tap the document image in the list. Tap the box with an arrow in the bottom right of the screen. Select which service you would like to send your document to. As an example, let's select Email by tapping that choice.
You'll notice an Email box display with the file of your PDF image attached. Simply type in the email address you would like to send the file to, then tap Send in the top right of the screen. Your email with the attachment has now been sent. Now you have a great way to save PDF documents wherever you are. This is a great way to capture notes and information, for later retrieval or to share with others.
Then explore password management and how to manage paperless lists, notes, calendars, and contacts. The course also covers electronic file and document storage, including how to scan paperwork into various e-friendly formats. Last, Suzanna shares some smart strategies for reducing incoming papers and keeping your email inbox organized.
- Backing up and maintaining information
- Purging and archiving
- Managing passwords
- Creating storage policies
- Stopping junk mail
- Using Dropbox for online storage
- Scanning paperwork
- Managing calendars, contacts, and to-do lists
- Organizing email in Gmail