Sign Documents in iOS Mail - A Complete Guide
Marking Up Email Attachments in iOS Mail
Beginning with Mac OS X Yosemite, Apple Mail on macOS enabled users to annotate email attachments, such as PDFs and images. This functionality transformed Mail into a versatile productivity tool.
This same capability has now been extended to the Mail application on iOS devices.
Adding Annotations Directly Within Mail
Users are now able to digitally sign documents, add notes to files and images, and generally annotate attachments without leaving the Mail app.
The markup feature is applicable to both received attachments and files you are preparing to send.
This allows for marking up documents you receive, as well as those you attach and dispatch.
How to Markup Files in iOS Mail
The following instructions detail how to annotate both PDF files and image files directly within the iOS Mail application.
- Markup is available for both PDF files and image files.
- Annotations can be added to incoming and outgoing attachments.
Note: If you are using an iPhone 6S/6S Plus or 7/7 Plus, apply a gentle touch when tapping and holding to avoid unintentionally activating the 3D Touch feature.
By utilizing this feature, iOS Mail becomes an even more efficient platform for managing and interacting with document-based communications.
Marking Up PDF Attachments in iOS Mail
To annotate a PDF file within the iOS Mail application, a long press on the attached file within the email message is required.
Accessing Markup Tools
Following the initial press, navigate the share sheet by swiping left across the bottom row of icons. Subsequently, select “Markup and Reply”.
If dealing with an attachment intended for sending, rather than one received, the share sheet may not immediately appear upon tapping and holding. In such instances, a popup will prompt you to "Select" the attachment file.
After selecting the file, tap “Markup” on the subsequent popup to initiate the annotation process.
Utilizing the Drawing Tool
The PDF document will then be displayed, accompanied by a set of markup tools positioned at the screen's bottom. For instance, the freehand drawing tool can be used to add arrows to the document. Activate this tool by tapping the pen icon.
A selection of colored circles will appear above the toolbar. Choose a color to begin drawing with that specific hue.
To adjust the thickness of the pen stroke, tap the icon displaying horizontal lines, located on the right side of the toolbar. Three width options are available, with the middle setting being the default. Select your desired width.
Employ your finger or a stylus to draw directly onto the PDF attachment.
In this example, arrows were drawn to indicate the fields requiring information.
Adding a Signature
Now, consider a scenario where you receive an email containing an attachment that highlights areas needing your signature and completed details. Open the attachment for markup using one of the previously described methods. To add your signature, tap the signature icon.
The "New Signature" screen will appear in landscape mode. Create your signature using your finger or a stylus. If unsatisfied, tap “Clear” to erase and redraw. Confirm your signature by tapping “Done”.
A box containing your signature will be added to the document. Initially, it may be oversized. Resize it by tapping and dragging one of the corner handles inward.
To reposition the signature, tap and hold within the box and drag it to the appropriate location on the PDF.
Inserting Text
To add printed text to the PDF, tap the desired insertion point.
A text box will appear, activating the keyboard. A "Paste" option will also be visible, allowing you to insert copied text. Type or paste your desired text.
Move the text box to its intended location using the same drag-and-drop method used for the signature.
The date was added using the same procedure as the printed name.
Should an error occur, such as an incorrect date, tap the text box and then select “Edit” from the popup menu to make corrections.
Further customization options, including font, size, and alignment, are available. Tap the icon displaying different sized letter “A” to access these settings. Choose from sans serif (Helvetica), serif (Georgia), or handwriting-style (Noteworthy) fonts. Adjust the text size using the slider and select an alignment option from the buttons below.
Finalizing and Sending
Once you are satisfied with your annotations, tap “Done” at the top of the screen.
An email reply will be automatically generated, including the marked-up attachment. To modify the markups, add more, or delete existing ones, tap the attached file within the email reply.
The PDF file will be displayed, but initially, no editing options will be visible. Tap once on the PDF file to reveal these options.
The Share Sheet and the “Markup and Reply” icons will reappear at the bottom of the screen. Utilize these to make further changes and share the file as needed. Finally, tap “Done” at the top of the screen to return to the email reply and send your message with the annotated PDF attachment.
Annotating Image Attachments within iOS Mail
The process of adding annotations to an image attachment closely mirrors that of a PDF file. Typically, an image file will be displayed directly within the email's body. To begin annotating an image file attachment, a tap and hold on the image within the email message is required.
From the share sheet that appears, select the “Markup and Reply” option.
To incorporate your signature, tap the signature button located at the bottom of the screen.
Given that a signature was previously added to another attachment, it is now accessible for use with this attachment. Should you wish to reuse the existing signature, simply tap on it. Alternatively, select “Add or Remove Signature” to create a new signature.
If you chose “Add or Remove Signature”, the Signatures screen will be displayed. Tap the plus icon to add a new signature. To remove an existing signature, tap the red minus icon and then confirm by tapping “Delete”. Once completed, tap “Done”.
Resizing and repositioning the signature on an image attachment functions identically to the process used with a PDF attachment.
A key distinction between annotating images and PDFs lies in adding text. Directly tapping the image to insert a text box isn’t possible. Instead, a mark will appear in the currently selected color. To insert a text box, tap the text box icon at the screen’s bottom. A text box will appear in the document’s center; reposition it as needed, potentially adjusting it again after typing.
To input your text into the text box, tap it once and then select “Edit” from the pop-up menu. Type your desired text and adjust the text box’s location if necessary. Dates or other text can be added in the same manner.
Should you wish to emphasize a specific area, the magnifier tool can be utilized. Tap the magnifier tool located at the bottom of the screen to activate it.
A circular magnifier will be added to the document. Move the circle to encompass the area you want to magnify. Adjust the size of the magnifier by dragging the blue dot on the circle’s edge, and control the magnification level by dragging the green dot.
If errors occur or changes are desired, tap on any drawing, signature, or text element and select “Delete” from the pop-up menu. Duplication of items is also possible through this menu.
After completing all annotations, tap “Done”.
A new email reply will be automatically generated, with the annotated image attached. Tap “Send” to dispatch the email.
When sending an email containing an image attachment, iOS Mail provides options to adjust the file size. This is particularly useful for large images, eliminating the need for external compression tools. Select “Small”, “Medium”, or “Large” to reduce the size, or choose “Actual Size” to send the image unaltered.
The email is then sent. Recipients viewing the email within iOS Mail will see the annotated image directly within the message. However, if opened in another email application or on a PC, the marked-up file may appear as a downloadable attachment.
The markup functionality within iOS Mail enhances its utility, removing the necessity of using a Mac to annotate email attachments.