Broadata MFC-790CW, MFC-990CW User Manual

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USER’S GUIDE

MFC-790CW MFC-990CW

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Version D

USA/CAN

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-790CW and MFC-990CW (Circle your model number)

Serial Number:

Date of Purchase:

Place of Purchase:

The serial number is on the back of the unit. Retain this User's Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

http://www.brother.com/registration/

By registering your product with Brother, you will be recorded as the original owner of the product. Your registration with Brother:

 may serve as confirmation of the purchase date of your product

should you lose your receipt;

 may support an insurance claim by you in the event of product loss

covered by insurance; and,

 will help us notify you of enhancements to your product and special

offers.

The most convenient and efficient way to register your new product is online at http://www.brother.com/registration/

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Brother numbers

IMPORTANT

For technical help, you must call the country where you bought the machine. Calls must be made from within that country.

Register your product

By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother:

 may serve as confirmation of the purchase date of your product should you lose your receipt;

 may support an insurance claim by you in the event of product loss covered by insurance; and,

 will help us notify you of enhancements to your product and special offers.

Please complete and fax the Brother Warranty Registration And Test Sheet or, for your convenience and most efficient way to register your new product, register on-line at

http://www.brother.com/registration/

FAQs (frequently asked questions)

The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function Center needs. You can download the latest software documents and utilities, read FAQs and troubleshooting tips, and learn how to get the most from your Brother product.

http://solutions.brother.com/

Note

• You can check here for Brother driver updates.

• To keep your machine performance up to date, check here for the latest firmware upgrade (for

Windows

only).

For Customer Service

In USA: 1-877-BROTHER (1-877-276-8437)

1-901-379-1215 (fax)

In Canada: 1-877-BROTHER

(514) 685-4898 (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-877-BROTHER (1-877-276-8437).

Service Center Locations (Canada only)

For the location of a Brother authorized service center, call 1-877-BROTHER.

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Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover, or American Express credit card, you can order accessories directly from Brother. (You can visit us online for a complete selection of the Brother accessories and supplies that are available for purchase.)

Note

In Canada only Visa and MasterCard are accepted.

In USA: 1-877-552-MALL (1-877-552-6255)

1-800-947-1445 (fax)

http://www.brothermall.com/

In Canada: 1-877-BROTHER

http://www.brother.ca/

Description Item

Ink Cartridge Standard <black>

Ink Cartridge <cyan> (blue)

Ink Cartridge <magenta> (red)

Ink Cartridge <yellow>

LC61BK (Prints approx. 450 pages)

LC61C (Prints approx. 325 pages)

LC61M (Prints approx. 325 pages)

LC61Y (Prints approx. 325 pages)

Premium Plus Glossy Finish Photo Paper

(Letter size / 20 sheets)

(4"×6" size / 20 sheets)

BP71GLTR

BP71GP

Matte Finish Inkjet Paper

(Letter size / 25 sheets) BP60ML (USA only)

Plain Finish Inkjet Paper

(Letter size / 100 sheets) BP60PL100 (USA only)

Telephone Line Cord LG3077001 (USA only)

User's Guide LS6971001 (English for USA and Canada)

LS6971002 (French for Canada)

For more information about the replacement consumables, visit us at www.brother.com/pageyield.

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Notice - Disclaimer of Warranties

(USA and Canada)

BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER'S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU.

IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.

Compilation and Publication Notice

Under the supervision of Brother Industries Ltd., this manual has been compiled and published, covering the latest product descriptions and specifications.

The contents of this manual and the specifications of this product are subject to change without notice.

Brother reserves the right to make changes without notice in the specifications and materials contained herein and shall not be responsible for any damages (including consequential) caused by reliance on the materials presented, including but not limited to typographical and other errors relating to the publication.

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iii

Brother® One-Year Limited Warranty and Replacement Service

(USA Only)

Who is covered:

 This limited warranty (“warranty”) is given

only to the original end-user/retail purchaser (referred to in this warranty as “Original Purchaser”) of the accompanying product, consumables and accessories (collectively referred to in this warranty as “this Product”).

 If you purchased a product from someone

other than an authorized Brother reseller in the United States or if the product was used (including but not limited to floor models or refurbished product), prior to your purchase you are not the Original Purchaser and the product that you purchased is not covered by this warranty.

What is covered:

 This Product includes a Machine and

Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to print heads, toner, drums, ink cartridges, print cartridges, cordless handset battery, refill ribbons, therma PLUS paper and thermal paper.

 Except as otherwise provided herein,

Brother warrants that the Machine and the accompanying Consumable and Accessory Items will be free from defects in materials and workmanship, when used under normal conditions.

 This warranty applies only to products

purchased and used in the United States. For products purchased in, but used outside, the United States, this warranty covers only warranty service within the United States (and does not include shipping outside the United States).

What is the length of the Warranty Periods:

 Machines: one year from the original

purchase date.

 Accompanying Consumable and

Accessory Items: 90 days from the original purchase date or the rated life of consumable, whichever comes first.

What is NOT covered:

This warranty does not cover: 1 Physical damage to this Product; 2 Damage caused by improper installation,

improper or abnormal use, misuse, neglect or accident (including but not limited to transporting this Product without the proper preparation and/or packaging);

3 Damage caused by another device or

software used with this Product (including but not limited to damage resulting from

use of non Brother

-brand parts and

Consumable and Accessory Items);

4 Consumable and Accessory Items that

expired in accordance with a rated life;

5 Problems arising from other than defects in

materials or workmanship; and,

6 Normal Periodic Maintenance Items, such

as Paper Feeding Kit, Fuser and Laser Units.

This limited warranty is VOID if this Product has been altered or modified in any way (including but not limited to attempted warranty repair without authorization from Brother and/or alteration/removal of the serial number).

What to do if you think your Product is eligible for warranty service:

Report your issue to either our Customer Service Hotline at 1-877-BROTHER (1-877276-8437) or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-877-BROTHER (1-877-276-8437) or visit www.brother-usa.com.

What Brother will ask you to do:

After contacting Brother or a Brother Authorized Service Center, you may be required to deliver (by hand if you prefer) or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale.

You are responsible for the cost of shipping, packing product, and insurance (if you desire). You are also responsible for loss or damage to this Product in shipping.

What Brother will do:

If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and

if you first reported the problem to Brother or an Authorized Service Center within the applicable warranty period, Brother or its Authorized Service Center will repair or replace the Machine and/or accompanying Consumable and Accessory Items at no charge to you for parts or labor. The decision as to whether to repair or replace the Machine and/or accompanying Consumable and Accessory Items is made by Brother in its sole

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Brother® One-Year Limited Warranty and Replacement Service

(USA Only)

discretion. Brother reserves the right to supply a refurbished or remanufactured replacement Machine and/or accompanying Consumable and Accessory Items and use refurbished parts provided such replacement products conform to the manufacturer’s specifications for new product/parts. The repaired or replacement Machine and/or accompanying Consumable and Accessory Items will be returned to you freight prepaid or made available for you to pick up at a conveniently located Authorized Service Center.

If the Machine and/or accompanying Consumable and Accessory Items are not covered by this warranty (either stage), you will be charged for shipping the Machine and/or accompanying Consumable and Accessory Items back to you and charged for any service and/or replacement parts/products at Brother’s then current published rates.

The foregoing are your sole (i.e., only) and exclusive remedies under this warranty.

What happens when Brother elects to replace your Machine:

When a replacement Machine is authorized by Brother, and you have delivered the Machine to an Authorized Service Center, the Authorized Service Center will provide you with a replacement Machine after receiving one from Brother. If you are dealing directly with Brother’s Express Exchange Service Brother will send to you a replacement Machine shipped for receipt within two business days, with the understanding that you will, after receipt of the replacement Machine, supply the required proof of purchase information, together with the Machine that Brother agreed to replace. You are then expected to pack the Machine that Brother agreed to replace in the package from the replacement Machine and return it to Brother using the pre-paid freight bill supplied by Brother in accordance with the instructions provided by Brother. Since you will be in possession of two machines, Brother will require that you provide a valid major credit card number. Brother will issue a hold against the credit card account number that you provide until Brother receives your original Product and determines that your original Product is entitled to warranty coverage. Your credit card will be charged up to the cost of a new Product only if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the problems with your original Product are not covered by the limited warranty; (iii) the proper packaging instructions are not followed and has caused damage to

the product; or (iv) the warranty period on your original Product has expired or has not been sufficiently validated with a copy of the proof of purchase (bill of sale). The replacement Machine you receive (even if refurbished or remanufactured) will be covered by the balance of the limited warranty period remaining on the original Product, plus an additional thirty (30) days. You will keep the replacement Machine that is sent to you and your original Machine shall become the property of Brother.

Accessory Items and a copy of the return freight bill, signed by the courier.

Limitations:

Brother is not responsible for damage to or loss of any equipment, media, programs or data related to the use of this Product. Except for the repair or replacement as described above, Brother shall not be liable for any direct, indirect, incidental or consequential damages or specific relief. Because some states do not allow the exclusion or limitation of consequential or incidental damages, the above limitation may not apply to you.

THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED.

 This Limited Warranty is the only warranty

that Brother is giving for this Product. It is the final expression and the exclusive and only statement of Brother’s obligations to you. It replaces all other agreements and understandings that you may have with Brother or its representatives.

 This warranty gives you certain rights and

you may also have other rights that may vary from state to state.

 This Limited Warranty (and Brother’s

obligation to you) may not be changed in any way unless you and Brother sign the same piece of paper in which we (1) refer to this Product and your bill of sale date, (2) describe the change to this warranty and (3) agree to make that change.

Important: We recommend that you keep all original packing materials, in the event that you ship this Product.

Retain your original

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BROTHER MULTIFUNCTION CENTER / FAX MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to the limited warranty of 1 year from the date of purchase for labour and parts, Brother

“

International Corporation (Canada) Ltd. ( or replace (at Brother's sole discretion) this MFC/Fax machine free of charge if defective in material or workmanship. This warranty applies only to products purchased and used in Canada. This limited Warranty does not include cleaning, consumables (including, without limitation, ink cartridges, print cartridges, print rolls, thermal paper rolls, toner cartridges, drum units, OPC belts, fixing units, print heads, paper feed rollers, transfer rolls, cleaning rollers, waste toner packs, oil bottles) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or if shipped out of the country.

The use of supplies or consumable items that are non-Brother products may void your warranty. This limited warranty ceases when this machine is rented, sold, or otherwise disposed of. Operation of the MFC/Fax machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Fax machine must be delivered or shipped freight prepaid by the end-user/purchaser to a Service Centre, together with your Canadian Proof of Purchase in the form of a Sales Receipt.

When shipping or transporting your MFC/Fax machine, please refer to your Operation Manual for the proper packaging procedures.

For Laser units: Failure to remove the Toner Cartridge (and Toner Drum Unit, waste toner packs or oil bottles on applicable models) during shipping or transport will cause severe damage to the Laser MFC/Fax machine and will void the Warranty.

For inkjet units: (When shipping your Inkjet MFC/Fax machine remove the ink cartridges and replace them with the original protective parts. If original protective parts are not available, leave ink cartridges installed. Please avoid shipping the unit without original protective parts or ink cartridges.) Damage to your print head resulting from packing the Inkjet MFC/Fax machine without the ink cartridges or the protective parts will void your warranty.

Improper packaging may cause severe damage to the machine during shipping and will void the warranty. BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATIONS, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

No oral or written information, advice or representation provided by Brother, its Authorized Service Centres, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. The warranty states Brother's entire liability and your exclusive remedy against Brother for any failure of the MFC/Fax machine to operate properly.

Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Fax machine shall be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, arising from the use of or inability to use the product, even if advised by the end user/purchaser of the possibility of such damages. Since some Provinces do not allow the above limitation of liability, such limitation, may not apply to you.

This Limited Warranty gives you specific legal rights and you may also have other rights which vary from Province to Province.

Warranty Service is available at Brother Authorized Service Centres throughout Canada. For Technical Assistance or for the name and location of your nearest Authorized Service Centre call 1-877-BROTHER.

Internet support: support@brother.ca or browse Brother's Web Site www.brother.ca.

Brother”), or its Authorized Service Centres, will repair

“

Brother” Authorized

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Section I General

1 General Information 2

Using the documentation ....................................................................................... 2

Symbols and conventions used in the documentation ....................................2

Accessing the Software User’s Guide and Network User’s Guide ........................2

Viewing Documentation................................................................................... 2

Accessing Brother Support (For Windows

Control panel overview ..........................................................................................6

LCD screen......................................................................................................8

Basic Operations ............................................................................................. 9

2 Loading paper and documents 10

Loading paper and other print media...................................................................10

Loading envelopes and post cards................................................................12

Loading photo paper......................................................................................14

Removing small printouts from the machine .................................................15

Printable area ................................................................................................16

Acceptable paper and other print media..............................................................17

Recommended print media ...........................................................................17

Handling and using print media.....................................................................17

Choosing the right print media.......................................................................19

Loading documents ............................................................................................. 21

Using the ADF ...............................................................................................21

Using the scanner glass ................................................................................ 21

Scannable area .............................................................................................22

) ......................................................... 5

3 General setup 23

On/Off key ........................................................................................................... 23

Turning the machine off.................................................................................23

Turning the machine on................................................................................. 23

Power Off setting ................................................................................................ 23

Mode Timer..........................................................................................................25

Paper settings......................................................................................................25

Paper Type....................................................................................................25

Paper Size.....................................................................................................26

Volume Settings................................................................................................... 26

Ring Volume ..................................................................................................26

Beeper Volume..............................................................................................27

Speaker Volume............................................................................................27

Handset Volume (MFC-790CW only) ............................................................28

Choosing the Handset Volume (For Volume Amplify) (MFC-790CW only)... 28

Setting Volume Amplify (MFC-790CW only) ................................................29

Automatic Daylight Savings Time ........................................................................ 29

Sleep Mode ......................................................................................................... 30

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vii

LCD screen..........................................................................................................30

LCD Contrast ................................................................................................. 30

Setting the backlight brightness.....................................................................30

Setting the Dim Timer for the backlight ........................................................31

4 Security features 32

Memory Security ..................................................................................................32

Setting and changing the memory security password ...................................32

Turning the memory security on/off ...............................................................33

Section II Fax

5 Sending a Fax 36

Entering Fax mode ..............................................................................................36

Faxing from the ADF ....................................................................................36

Faxing from the scanner glass ......................................................................37

Faxing A4 size documents from the scanner glass.......................................37

Color fax transmission ...................................................................................37

How to preview an outgoing fax ....................................................................38

Canceling a fax in progress ...........................................................................38

Broadcasting (Black & White only) ......................................................................39

Canceling a Broadcast in progress................................................................39

Additional sending operations..............................................................................40

Sending faxes using multiple settings ...........................................................40

Contrast .........................................................................................................40

Changing fax resolution.................................................................................41

Dual access (Black & White only).................................................................. 41

Real time transmission ..................................................................................41

Overseas Mode .............................................................................................42

Delayed Faxing (Black & White only) ............................................................42

Delayed Batch Transmission (Black & White only) ....................................... 42

Checking and canceling waiting jobs.............................................................42

Setting your changes as the new default.......................................................43

Restoring all settings to the factory settings ..................................................43

Sending a fax manually .................................................................................43

Sending a fax at the end of a conversation ...................................................43

Out of Memory message ...............................................................................44

6 Receiving a Fax 45

Receive Modes....................................................................................................45

Choose the correct Receive Mode ................................................................45

Using receive modes ...........................................................................................47

Fax only .........................................................................................................47

Fax/Tel...........................................................................................................47

Manual...........................................................................................................47

Message Center (MC) ................................................................................... 47

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Receive mode settings ........................................................................................48

Ring Delay .....................................................................................................48

F/T Ring Time (Fax/Tel mode only)...............................................................48

Easy Receive................................................................................................. 49

Memory Receive (Black&White only) .................................................................. 50

Fax Forwarding.............................................................................................. 50

Paging ........................................................................................................... 51

Fax Storage ...................................................................................................52

PC Fax Receive............................................................................................. 52

Turning off Memory Receive Operations....................................................... 53

Changing Memory Receive Operations.........................................................54

Fax Preview (Black & White only)........................................................................54

How to preview a received fax....................................................................... 54

Turning off Fax Preview.................................................................................56

Additional receiving operations............................................................................57

Printing a reduced incoming fax .................................................................... 57

Receiving a fax at the end of a conversation (MFC-790CW only).................57

Receiving faxes into memory when paper tray is empty ...............................57

Printing a fax from the memory ..................................................................... 58

Remote Retrieval................................................................................................. 58

Setting a Remote Access Code..................................................................... 58

Using your Remote Access Code..................................................................59

Remote Fax commands ................................................................................60

Retrieving fax messages ...............................................................................62

Changing your Fax Forwarding number........................................................62

7 Telephone Services and External devices 63

Voice operations..................................................................................................63

Making a telephone call.................................................................................63

Answering calls with the Speaker Phone .....................................................63

Hold ............................................................................................................... 63

Tone or Pulse (Canada only).........................................................................64

Fax/Tel mode when the power key is on .......................................................64

Fax/Tel mode when the power key is off ....................................................... 64

Telephone services..............................................................................................65

Voice Mail ...................................................................................................... 65

Distinctive Ring ..............................................................................................66

Caller ID.........................................................................................................68

Connecting an external TAD (telephone answering device)................................69

Connections...................................................................................................70

Recording outgoing message (OGM) on an external TAD............................70

Special line considerations ............................................................................71

Multi-line connections (PBX) .........................................................................72

External and extension telephones......................................................................73

Connecting an external or extension telephone ............................................73

Using external and extension telephones......................................................73

Using a Non-Brother cordless external telephone

(MFC-790CW only)....................................................................................74

Using remote codes.......................................................................................74

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8 Dialing and storing numbers 75

How to Dial ..........................................................................................................75

Manual dialing ...............................................................................................75

Speed Dialing ................................................................................................75

Fax Redial .....................................................................................................75

Outgoing Call ................................................................................................76

Caller ID history .............................................................................................76

Storing numbers ..................................................................................................77

Storing a pause .............................................................................................77

Storing Speed Dial numbers..........................................................................77

Storing Speed Dial numbers from Outgoing Calls.........................................78

Storing Speed Dial numbers from the Caller ID history.................................78

Changing Speed Dial names or numbers......................................................79

Setting up groups for broadcasting................................................................80

Dialing Access codes and credit card numbers............................................. 82

9 Message Center 83

Message Center mode ........................................................................................83

Setting up the Message Center.....................................................................83

Outgoing message (OGM) ............................................................................83

Fax/Tel OGM (Announcement) .....................................................................84

Activating Message Center mode.................................................................. 84

Managing your messages....................................................................................85

Message indicator .........................................................................................85

Playing voice messages ................................................................................ 85

Erasing incoming messages.......................................................................... 85

Additional Message Center operations................................................................86

Setting the maximum time for incoming messages .......................................86

Setting toll saver ............................................................................................86

ICM Recording Monitor..................................................................................87

Recording a conversation (MFC-790CW only)..............................................87

10 Printing Reports 88

Fax reports...........................................................................................................88

Transmission Verification Report...................................................................88

Fax Journal (activity report) ...........................................................................89

Reports ................................................................................................................89

How to print a report ......................................................................................89

11 Polling 90

Polling overview...................................................................................................90

Polling receive ..................................................................................................... 90

Setup to receive polling .................................................................................90

Sequential polling (Black & White only).........................................................90

Canceling a Sequential Polling Job ...............................................................91

Polled transmit (Black & White only)....................................................................91

Set up for polled transmit...............................................................................91

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Section III Copy

12 Making copies 94

How to copy .........................................................................................................94

Entering Copy mode......................................................................................94

Making a single copy ..................................................................................... 94

Making multiple copies .................................................................................. 95

Stop copying..................................................................................................95

Copy settings ....................................................................................................... 95

Changing copy quality ...................................................................................95

Enlarging or reducing the image copied........................................................96

Making N in 1 copies or a poster (Page Layout) ........................................... 97

Sorting copies using the ADF ........................................................................98

Adjusting Brightness and Contrast ................................................................ 99

Paper Options................................................................................................99

Book Copy ................................................................................................... 100

Watermark Copy.......................................................................................... 100

Setting your favorites...................................................................................101

‘Out of Memory’ message.................................................................................. 102

Section IV Walk-up Photo Printing

13 PhotoCapture Center®: Printing photos from a memory card or

USB Flash memory drive 104

PhotoCapture Center® Operations ....................................................................104

Printing from a memory card or USB Flash memory drive without a PC.....104

Scanning to a memory card or USB Flash memory drive without a PC ......104

Using PhotoCapture Center

Using a memory card or USB Flash memory drive .....................................104

Memory cards or USB Flash memory drive folder structure........................ 105

Getting started ...................................................................................................106

Entering PhotoCapture mode ...................................................................... 107

Print Images.......................................................................................................107

View Photos................................................................................................. 107

Print Index (Thumbnails) .............................................................................108

Printing Photos ............................................................................................ 109

Enhance Photos ..........................................................................................109

DPOF printing..............................................................................................111

PhotoCapture Center

Print Quality ................................................................................................. 113

Paper options ..............................................................................................113

Adjusting Brightness, Contrast and Color....................................................114

Cropping......................................................................................................116

Borderless printing.......................................................................................116

Print Date..................................................................................................... 116

Setting your changes as the new default.....................................................117

Restoring all settings to the factory settings ................................................ 117

print settings .................................................................112

from your computer ......................................104

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Scan to a memory card or USB Flash memory drive ........................................117

Entering Scan mode ....................................................................................117

How to scan to a memory card or USB Flash memory drive.......................117

How to change the file name .......................................................................118

How to set a new default .............................................................................119

How to reset to the factory settings .............................................................119

Understanding the Error Messages ...................................................................119

14 Printing photos from a camera 120

Printing photos directly from a PictBridge camera.............................................120

PictBridge requirements ..............................................................................120

Setting your digital camera .......................................................................... 120

Printing Images............................................................................................121

DPOF printing ..............................................................................................121

Printing photos directly from a digital camera (without PictBridge)....................122

Printing Images............................................................................................122

Understanding the Error Messages ...................................................................123

15 Wireless photo printing (MFC-990CW only) 124

Printing photos with Bluetooth® wireless technology.........................................124

The requirements for using Bluetooth

Setting up your machine ....................................................................................125

Enable Bluetooth

Pass key ......................................................................................................125

Communication Mode..................................................................................126

Device Address ........................................................................................... 126

Device Name ...............................................................................................126

Print settings ...................................................................................................... 127

Print Quality ................................................................................................. 127

Paper Type..................................................................................................127

Paper Size...................................................................................................127

Borderless ...................................................................................................127

Print Date.....................................................................................................128

Restoring all settings to the factory settings ................................................ 128

Understanding the Error Messages ...................................................................128

wireless technology on your machine ...........................125

Section V Software

wireless technology ....................... 124

16 Software and Network features 130

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Section VI Appendixes

A Safety and Legal 132

Choosing a location ........................................................................................... 132

To use the machine safely................................................................................. 133

Important safety instructions........................................................................137

Standard telephone and FCC Notices (These notices are in effect on

models sold and used in the United States only.) ...................................138

Federal Communications Commission (FCC) Declaration of Conformity

(USA only) ............................................................................................... 140

Industry Canada Compliance Statement (Canada only) .............................141

LAN connection ...........................................................................................141

International ENERGY STAR

Legal limitations for copying .............................................................................. 142

Trademarks........................................................................................................143

B Troubleshooting and Routine Maintenance 144

Troubleshooting ................................................................................................144

If you are having difficulty with your machine .............................................. 144

Dial Tone ....................................................................................................151

Telephone line interference.........................................................................151

Error and Maintenance messages.....................................................................152

Error animation ............................................................................................ 156

Transferring your faxes or Fax Journal report .............................................156

Document jam ............................................................................................. 158

Printer jam or paper jam..............................................................................159

Routine maintenance......................................................................................... 161

Replacing the ink cartridges........................................................................161

Cleaning the outside of the machine ........................................................... 163

Cleaning the scanner...................................................................................164

Cleaning the machine’s printer platen .........................................................165

Cleaning the paper pick-up roller.................................................................165

Cleaning the print head ...............................................................................166

Checking the print quality ............................................................................166

Checking the print alignment .......................................................................167

Checking the ink volume ............................................................................. 168

Uninstalling and installing the handset and handset cradle

(MFC-790CW only)..................................................................................168

Machine Information .......................................................................................... 170

Checking the serial number .........................................................................170

Packing and shipping the machine....................................................................170

Compliance Statement ..............................141

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xiii

C Menu and Features 173

On-screen programming....................................................................................173

Menu table...................................................................................................173

Memory storage...........................................................................................173

Mode and menu keys ........................................................................................173

Menu table...................................................................................................174

Entering Text ............................................................................................... 195

D Specifications 196

General ..............................................................................................................196

Print media.........................................................................................................198

Fax.....................................................................................................................199

Message Center ................................................................................................200

Digital Cordless Handset (MFC-990CW only) ................................................... 201

Cordless handset (BCL-D60) ......................................................................201

Battery .........................................................................................................202

Copy .................................................................................................................. 203

PhotoCapture Center

PictBridge .......................................................................................................... 205

Bluetooth

Scanner .............................................................................................................207

Printer ................................................................................................................208

Interfaces ........................................................................................................... 209

Computer requirements .....................................................................................210

Consumable items ............................................................................................. 211

Network (LAN) ...................................................................................................212

wireless technology (MFC-990CW only) .........................................206

Wireless one-push configuration .................................................................213

.......................................................................................204

E Glossary 214

FIndex 218

xiv

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Section I

General I

General Information 2 Loading paper and documents 10 General setup 23 Security features 32

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General Information 1

Using the documentation

Thank you for buying a Brother machine! Reading the documentation will help you make the most of your machine.

Symbols and conventions used in the documentation 1

The following symbols and conventions are used throughout the documentation.

Bold Bold typeface identifies specific

keys on the machine’s control panel.

Italics Italicized typeface emphasizes

an important point or refers you to a related topic.

Courier

New

Text in Courier New font identifies messages on the LCD of the machine.

Warnings tell you what to do to prevent possible personal injury.

Cautions specify procedures you must follow or avoid to prevent possible damage to the machine or other objects.

Electrical Hazard icons alert you to possible electrical shock.

Notes tell you how you should respond to a situation that may arise or give tips about how the operation works with other features.

Improper Setup icons alert you to devices and operations that are not compatible with the machine.

Accessing the

Software User’s Guide and Network User’s Guide

This User’s Guide does not contain all the information about the machine such as how to use the advanced features of the Printer, Scanner, PC Fax and Network. When you are ready to learn detailed information about these operations, read the Software User’s Guide and Network User’s Guide that are on the CD-ROM.

Viewing Documentation 1

Viewing Documentation

(For Windows

To view the documentation, from the Start menu, point to Brother, MFC-XXXX (where XXXX is your model name) from the programs group, and then choose User’s Guides in HTML format.

If you have not installed the software, you can find the documentation by following the instructions below:

a Turn on your PC. Insert the Brother

CD-ROM into your CD-ROM drive.

b If the model name screen appears, click

your model name.

) 1

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General Information

c If the language screen appears, click

your language. The CD-ROM main menu will appear.

Note

If this window does not appear, use

Windows program from the root directory of the Brother CD-ROM.

Explorer to run the start.exe

d Click Documentation. e Click the documentation you want to

read.

 HTML documents: Software

User’s Guide and Network User’s Guide in HTML format.

This format is recommended for viewing on your computer.

 PDF documents: User’s Guide for

stand-alone operations, Software

User’s Guide and Network User’s Guide in PDF format.

This format is recommended for printing the manuals. Click to go to the Brother Solutions Center, where you can view or download the PDF documents. (Internet access and PDF Reader software are required.)

How to find Scanning instructions 1

There are several ways you can scan documents. You can find the instructions as follows:

Software User’s Guide

 Scanning (For Windows

Professional/Windows

Windows Vista

)

 ControlCenter3 (For Windows

Professional/Windows

Windows Vista

)

2000

XP and

2000

 Network Scanning

ScanSoft™ PaperPort™ 11SE with OCR How-to-Guides

 The complete ScanSoft™ PaperPort™

11SE with OCR How-to-Guides can be viewed from the Help selection in the ScanSoft™ PaperPort™ 11SE application.

How to find Network setup instructions

Your machine can be connected to a wireless or wired network. You can find basic setup instructions in the Quick Setup Guide. If your wireless access point supports SecureEasySetup™, Wi-Fi Protected Setup™ or AOSS™, follow the steps in the Quick Setup Guide. For more information about network setup please see the Network User's Guide.

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Chapter 1

Viewing Documentation

(For Macintosh

a Turn on your Macintosh

) 1

. Insert the Brother CD-ROM into your CD-ROM drive. The following window will appear.

b Double-click the Documentation icon. c Double-click your language folder.

How to find Scanning instructions 1

There are several ways you can scan documents. You can find the instructions as follows:

Software User’s Guide

 Scanning (For Mac OS

greater)

 ControlCenter2 (For Mac OS

greater)

 Network Scanning (For Mac OS

or greater)

Presto!

PageManager® User’s Guide

 The complete Presto!

User’s Guide can be viewed from the Help selection in the Presto!

application.

X 10.2.4 or

X 10.2.4

PageManager®

d Double-click the top.html file to view the

Software User's Guide and Network User's Guide in HTML format.

e Click the documentation you want to

read:

 Software User’s Guide

 Network User’s Guide

How to find Network setup instructions

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General Information

Accessing Brother Support (For Windows

You can find all the contacts you will need, such as Web support (Brother Solutions Center), Customer Service and Brother Authorized Service Centers in Brother numbers on page i and on the Brother CDROM.

 Click Brother Support on the main menu.

The following screen will appear:

) 1

 To access the Brother CreativeCenter

(http://www.brother.com/creativecenter/ for FREE photo projects and printable downloads, click Brother CreativeCenter.

 To return to the main page, click Back or

if you are finished, click Exit.

)

 To access our web site

(http://www.brother.com Home Page.

 To view all Brother Numbers, including

Customer Service numbers for the USA and Canada, click Support Information.

 To access the USA Brother online

shopping mall (http://www.brothermall.com additional product and services information, click Brother Mall.com.

 To access Canada’s Brother online

shopping mall (http://www.brother.ca additional product and services information, click Shop Online (Canada).

 For the latest news and product support

information (http://solutions.brother.com click Brother Solutions Center.

 To visit our web site for original/genuine

Brother Supplies (http://www.brother.com/original/ Supplies Information.

), click Brother

) for

), click

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Chapter 1

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Control panel overview 1

MFC-790CW 1

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Note

Most of the illustrations in this User’s Guide show the MFC-790CW.

1On/Off

You can turn the machine on or off.

2 Message Center keys:

 Message Center

Turns the Message Center on or off. Will also flash if you have new messages.

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 Play/Record (MFC-790CW)

Plays voice messages stored in the memory. Will also let you record telephone calls.

 Play (MFC-990CW)

Plays voice messages stored in memory.

 Erase

Deletes voice messages.

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3 Fax and telephone keys:

 Speaker Phone

Turns the speaker phone on or off.

 Hold (MFC-790CW)

Lets you place telephone calls on hold.

 Hold/Intercom (MFC-990CW)

Lets you place telephone calls on hold. Also, press this key to speak on the intercom or to transfer an incoming call to the cordless handset.

 Redial

Redials the last 30 numbers called.

 Pause

Inserts a pause when dialing numbers.

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4 Dial Pad

Use these keys to dial telephone and fax numbers and as a keyboard for entering information into the machine.

(Canada only) The # key lets you temporarily switch the dialing mode during a telephone call from Pulse to Tone.

5 LCD (liquid crystal display)

This is a Touchscreen LCD. You can access the menus and options by pressing buttons displayed on the screen.

Also, you can adjust the angle of the display by lifting it.

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6 Mode keys:

 Fax

Lets you access Fax mode.

 Scan

Lets you access Scan mode.

 Copy

Lets you access Copy mode.

 Photo Capture

Lets you access PhotoCapture Center mode.

7 Microphone

Picks up your voice when you speak to another party using Speaker Phone.

8Stop/Exit

Stops an operation or exits from a menu.

9 Start keys:

 Color Start

Lets you start sending faxes or making copies in full color. Also lets you start a scanning operation (in color or black & white, depending on the scanning setting in the ControlCenter software).

 Black Start

Lets you start sending faxes or making copies in black & white. Also lets you start a scanning operation (in color or black & white depending on the scanning setting in the ControlCenter software).

LCD screen 1

The LCD shows the current machine status when the machine is idle.

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1 Wireless Status

A four level indicator shows the current wireless signal strength if you are using a wireless connection.

0Max

2 Memory Status

Lets you see the available memory in the machine.

3 Current Receive Mode

Lets you see the current receive mode.

 Fax (Fax only)  F/T (Fax/Tel)  Mnl (Manual)  MC (Msg Ctr)

Preview

0101

Fax

568911 10 7

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4 Ink indicator

Lets you see the available ink volume. Also, lets you access the Ink menu.

5 Speed Dial

Lets you search the number you want to fax/dial.

6Menu

Lets you access the main menu.

7 Faxes in memory

Shows how many received faxes are in the memory.

8 Fax Preview

Lets you preview received fax.

General Information

ME N U

Ge n era l S etu p

Sl e ep M od e

9 New Fax(es)

When Fax Preview is set to On, you can see how many new faxes you have received.

10 Voice messages in the machine’s memory

Shows how many received voice messages are in the memory.

11 History

Lets you view a list of outgoing calls and the caller ID history.

Also, lets you fax or call the number you have chosen from the lists.

12 Warning icon

Appears when there is an error or maintenance message; press the Warning icon to view it,

and then press to return to the Ready screen.

Basic Operations 1

To use the Touchscreen press the MENU or option button you want to operate directly on the LCD screen. To access more menus or options, press ab or dc to scroll the screen.

Press to return to the previous menu.

The following steps show how to change a setting in the machine. In this example the Sleep mode setting is changed from 30 Mins to 10 Mins.

a Press MENU. b Press a or b to display

General Setup.

General Setup

Fax

Network

c Press General Setup. d Press a or b to display Sleep Mode.

General Setup

LCD Settings

10 MinsSleep Mode

e Press Sleep Mode. f Press 10 Mins.

Sleep Mode

1 Min 2 Mins

3 Mins

5 Mins

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10 Mins

g Press Stop/Exit.

Loading paper and documents 2

Loading paper and other print media

Note

To print on Photo (4"×6") or Photo-L (3.5"×5") paper, you must use the photo bypass tray. (See Loading photo paper on page 14.)

a If the paper support flap is open, close it,

and then pull the paper tray completely out of the machine.

c With both hands, gently press and slide

the paper side guides (1) and paper

length guide (2) to fit the paper size. Make sure that the triangular marks (3) on the paper side guides (1) and paper length guide (2) line up with the mark for the paper size you are using.

b Lift the paper tray cover (1).

Note

When you are using Legal size paper, press and hold the universal guide release button (1) as you slide out the front of the paper tray.

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Loading paper and documents

d Fan the stack of paper well to avoid

paper jams and misfeeds.

Note

Always make sure that the paper is not curled.

e Gently put the paper into the paper tray

print side down and top edge in first. Check that the paper is flat in the tray.

f Gently adjust the paper side guides (1)

to the paper with both hands. Make sure the paper side guides touch the sides of the paper.

g Close the output paper tray cover.

Note

Be careful that you do not push the paper in too far; it may lift at the back of the tray and cause feed problems.

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h Slowly push the paper tray completely

into the machine.

Chapter 2

i While holding the paper tray in place,

pull out the paper support (1) until it clicks, and then unfold the paper support flap (2).

Note

Do not use the paper support flap for Legal paper.

Loading envelopes and post cards 2

About envelopes 2

 Use envelopes that weigh from 20 to 25 lb

(80 to 95 g/m

 Some envelopes need margin settings to

be set in the application. Make sure you do a test print first before printing many envelops.

CAUTION

DO NOT use any of the following types of envelopes, as they will cause paper feed problems:

• That are of a baggy construction.

• That are embossed (have raised writing on them).

• That have clasps or staples.

• That are pre-printed on the inside.

Glue Double flap

Occasionally you may experience paper feed problems caused by the thickness, size and flap shape of the envelopes you are using.

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Loading paper and documents

How to load envelopes and post cards2

a Before loading, press the corners and

sides of envelopes or post cards to make them as flat as possible.

Note

If envelopes or post cards are ‘doublefeeding’, put one envelope or post card in the paper tray at a time.

b Put envelopes or post cards in the paper

tray with the address side down and the leading edge in first as shown in the illustration. With both hands, gently press and slide the paper side guides (1) and paper length guide (2) to fit the size of the envelopes or post cards.

If you have problems when printing on envelopes, try the following suggestions:

a Open the envelope flap. b Make sure the open flap is either to the

side of the envelope or to the back edge of the envelope when printing.

c Adjust the size and margin in your

application.

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Chapter 2

Loading photo paper 2

Note

In Canada, the photo bypass tray is called the photo paper tray.

Use the photo bypass tray, is located on the top of the output paper tray cover, to print on Photo 4" × 6" and Photo L 3.5" × 5" size paper. When you use the photo bypass tray, you do not have to take out the paper that is in the tray beneath it.

a Squeeze the blue photo bypass tray

release button (1) using your right index finger and thumb and pull the photo bypass tray back until it clicks (2).

b Press and slide the paper side

guides (1) and paper length guide (2) to fit the paper size.

c Put the photo paper into the photo

bypass tray and gently adjust the paper side guides to the paper. Make sure the paper side guides touch the sides of the paper.

Photo Bypass Tray

Note

• Be careful that you do not push the paper in too far; it may lift at the back of the tray and cause feed problems.

• Always make sure that the paper is not curled or wrinkled.

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Loading paper and documents

d When you have finished printing photos

return the photo bypass tray to the normal printing position.

Squeeze the blue photo bypass tray release button (1) using your right index finger and thumb and pull the photo bypass tray back until it clicks (2).

Removing small printouts from the machine 2

When the machine ejects small paper onto the output paper tray you may not be able to reach it. Make sure printing has finished, and then pull the tray completely out of the machine.

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Chapter 2

Printable area 2

The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. The machine can only print in the shaded areas when the Borderless print feature is available and turned on.

Cut Sheet Paper Envelopes

Top (1) Bottom (2) Left (3) Right (4)

Cut Sheet 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)

Envelopes 0.47 in. (12 mm) 0.95 in. (24 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)

Note

The Borderless feature is not available for envelopes.

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Loading paper and documents

Acceptable paper and other print media

The print quality can be affected by the type of paper you are using in the machine.

To get the best print quality for the settings you have chosen, always set the Paper Type to match the type of paper you load.

You can use plain paper, inkjet paper (coated paper), glossy paper, transparencies and envelopes.

We recommend testing various paper types before buying large quantities.

For best results, use Brother paper.

 When you print on inkjet paper (coated

paper), transparencies and photo paper, be sure to choose the proper media in the ‘Basic’ tab of the printer driver or in the Paper Type setting of the machine’s menu. (See Paper Type on page 25.)

 When you print on Brother Photo paper,

load one extra sheet of the same photo paper in the paper tray. An extra sheet has been included in the paper package for this purpose.

Recommended print media 2

To get the best print quality, we suggest using Brother paper. (See table below.)

We recommend using ‘3M Transparency Film’ when you print on transparencies.

Brother paper

Paper Type Item

Letter Plain BP60PL100

(USA only)

Letter Glossy Photo BP71GLTR

Letter Inkjet (Matte) BP60ML (USA only)

4 × 6 in. Glossy Photo BP71GP

Handling and using print media 2

 Store paper in its original packaging, and

keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat.

 Avoid touching the shiny (coated) side of

photo paper. Load photo paper with the shiny side facing down.

 When you use transparencies or photo

paper, remove each sheet at once to prevent smudging or paper jams.

 Avoid touching the printed surface of the

paper immediately after printing; the surface may not be completely dry and may stain your fingers.

 Avoid touching either side of

transparencies because they absorb water and perspiration easily, and this may cause decreased output quality. Transparencies designed for laser printers/copiers may stain your next document. Use only transparencies recommended for inkjet printing.

 You can only print on both sides of the

paper with PC printing. See Printing for

Windows

on the CD-ROM.

in the Software User’s Guide

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Chapter 2

DO NOT use the following kinds of paper:

• Damaged, curled, wrinkled, or irregularly shaped paper

Improper Setup

1 0.08 in. (2 mm) or greater

• Extremely shiny or highly textured paper

• Paper that cannot be arranged uniformly when stacked

• Paper made with a short grain

Paper capacity of the output paper tray cover

Up to 50 sheets of Letter, Legal or A4 20 lb

(80 g/m

 Transparencies and photo paper must be

) paper.

picked up from the output paper tray cover one page at a time to avoid smudging.

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Loading paper and documents

Choosing the right print media 2

Paper type and size for each operation 2

Paper Type Paper Size Usage

Fax Copy Photo

Capture

Cut Sheet Letter 8 1/2 × 11 in. (215.9 × 279.4 mm) Yes Yes Yes Yes

A4 8.3 × 11.7 in. (210 × 297 mm) Yes Yes Yes Yes

Legal 8 1/2 × 14 in. (215.9 × 355.6 mm) Yes Yes – Yes

Executive 7 1/4 × 10 1/2 in. (184 × 267 mm) – – – Yes

JIS B5 7.2 × 10.1 in. (182 × 257 mm) – – – Yes

A5 5.8 × 8.3 in. (148 × 210 mm) – Yes – Yes

A6 4.1 × 5.8 in. (105 × 148 mm) – – – Yes

Cards Photo 4 × 6 in. (10 × 15 cm) – Yes Yes Yes

Photo L 3 1/2 × 5 in. (89 × 127 mm) – – – Yes

Photo 2L 5 × 7 in. (13 × 18 cm) – – Yes Yes

Index Card 5 × 8 in. (127 × 203 mm) – – – Yes

Post Card 1

Post Card 2 (Double)

Envelopes C5

Envelope

3.9 × 5.8 in. (100 × 148 mm) – – – Yes

5.8 × 7.9 in. (148 × 200 mm) – – – Yes

6.4 × 9 in. (162 × 229 mm) – – – Yes

Printer

Transparencies

DL Envelope

COM-10 4 1/8 × 9 1/2 in. (105 × 241 mm) – – – Yes

Monarch 3 7/8 × 7 1/2 in. (98 × 191 mm) – – – Yes

JE4 Envelope

Letter 8 1/2 × 11 in. (215.9 × 279.4 mm) – Yes – Yes

A4 8.3 × 11.7 in. (210 × 297 mm) – Yes – Yes

4.3 × 8.7 in. (110 × 220 mm) – – – Yes

4.1 × 9.3 in. (105 × 235 mm) – – – Yes

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Chapter 2

Paper weight, thickness and capacity 2

Paper Type Weight Thickness No. of

sheets

Cut Sheet

Plain Paper

Inkjet Paper

Glossy Paper

Cards Photo 4"×6"

Index Card

Post Card

Envelopes

17 to 32 lb (64 to 120 g/m

17 to 53 lb (64 to 200 g/m

Up to 58 lb (Up to 220 g/m

Up to 32 lb (Up to 120 g/m

Up to 53 lb (Up to 200 g/m

20 to 25 lb (75 to 95 g/m

)

3 to 6 mil (0.08 to 0.15 mm)

3 to 10 mil (0.08 to 0.25 mm) 20

Up to 10 mil (Up to 0.25 mm)

)

Up to 10 mil (Up to 0.25 mm)

)

Up to 6 mil (Up to 0.15 mm) 30

)

Up to 10 mil (Up to 0.25 mm) 30

)

Up to 20 mil (Up to 0.52 mm) 10

Transparencies – – 10

Up to 100 sheets of plain paper 20lb (80 g/m2).

For Photo 4"×6" paper and Photo L 3.5"×5" paper, use the photo bypass tray (in USA) or the photo paper tray (in Canada). (See Loading photo paper on page 14.)

BP71 69 lb (260 g/m2) paper is especially designed for Brother inkjet machines.

100

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Loading paper and documents

Loading documents 2

You can send a fax, make copies, and scan from the ADF (automatic document feeder) and from the scanner glass.

Using the ADF 2

The ADF can hold up to 15 pages and feeds each sheet individually. Use standard 20 lb

(80 g/m before putting them in the ADF.

Recommended environment 2

Temperature: 68 to 86° F (20 to 30° C)

Humidity: 50% to 70%

Paper:

) paper and always fan the pages

20 lb LTR (80 g/m

A4)

a Unfold the ADF Document Output

Support Flap (1).

b Fan the pages well. c Adjust the paper guides to fit the width of

your document.

d Place your document, face down, top

edge first in the ADF until the LCD display shows ADF Ready and you feel it touch the feed roller.

Document Sizes Supported 2

Length: 5.8 to 14 in. (148 to 355.6 mm)

Width: 5.8 to 8.5 in.

(148 to 215.9 mm)

Weight:

17to24lb (64to90g/m

)

How to load documents 2

DO NOT pull on the document while it is feeding.

DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, pasted or taped.

DO NOT use cardboard, newspaper or fabric.

 Make sure documents with liquid

correction fluid are completely dry.

CAUTION

DO NOT leave a thick document on the scanner glass. If you do this, the ADF may jam.

Using the scanner glass 2

You can use the scanner glass to fax, copy or scan pages of a book or one page at a time.

Document Sizes Supported 2

Length: Up to 11.7 in. (297 mm)

Width: Up to 8.5 in. (215.9 mm)

Weight: Up to 4.4 lb (2 kg)

How to load documents 2

Note

To use the scanner glass, the ADF must be empty.

a Lift the document cover.

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Chapter 2

b Using the document guidelines on the

left and top, place the document in the upper left hand corner with the document face down on the scanner glass.

Scannable area 2

The scannable area depends on the settings in the application you are using. The figures below show unscannable areas.

Usage Document

Size

Fax Letter 0.12 in.

Top (1) Bottom (2)

(3 mm)

Left (3) Right (4)

0.16 in. (4 mm)

c Close the document cover.

CAUTION

If you are scanning a book or thick document, DO NOT slam the cover down or press on it.

A4 0.12 in.

Legal 0.12 in.

Copy All paper

sizes

Scan All paper

sizes

(3 mm)

0.12 in. (3 mm)

(Scanner Glass)

0.12 in. (3 mm)

(ADF)

0.04 in. (1 mm)

0.16 in. (4 mm)

0.12 in. (3 mm)

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General setup 3

On/Off key 3

You can turn the machine on and off by pressing the On/Off key.

Note

• If you press the On/Off key while the machine is in use it will finish the operation before going into the Off mode.

• If you have connected an external telephone or TAD, it is always available.

Turning the machine off 3

a Press the On/Off key. The LCD will tell

you that you cannot use the phone once it is switched off. Press Yes. The LCD shows Shutting Down and will stay on for a few seconds before going off.

Turning the machine on 3

Power Off setting 3

You can customize the machine's On/Off key. The factory setting is

Fax Receive:Off (MFC-790CW) and Fax Receive:On (MFC-990CW). Your

machine will not work when it is switched off, but it will clean the print head periodically. If you turn this setting to Fax Receive:On, you can receive faxes (or calls for MFC-790CW only) even when the machine is switched off. (See On/Off key on this page.)

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

PwrOff Setting.

e Press PwrOff Setting. f Press Fax Receive:Off or

Fax Receive:On.

 (MFC-790CW) Go to step h.

a Press the On/Off key.

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 (MFC-990CW) If you choose

Fax Receive:On, go to step g.

 If you choose Fax Receive:Off,

go to step h.

g Press Ring Tone:On.

Make sure you set the Ring Volume to Low, Med or High. (See Ring Volume on page 26.)

h Press Stop/Exit.

Note

If you choose Ring Tone:Off, the machine will not ring when you receive a call.

Chapter 3

MFC-790CW

On/Off setting

Fax Receive:

(factory setting)

Fax Receive: Off

Receive mode

Fax Only

Fax/Tel

Manual

Available operations

Fax Receive Easy Receive

Delayed Fax

Fax Forward Paging

Fax Storage Fax Preview PC Fax Receive4 Remote Retrieval

MC (Msg Ctr)

Fax Receive Recording Incoming Message Easy Receive,

Delayed Fax Fax Forward Paging

Fax Storage4 Fax Preview PC Fax Receive Remote Retrieval

Manual

Easy Receive Delayed Fax

— No machine

operations will be available other than cleaning the print head.

MFC-990CW

On/Off setting

Fax Receive:

(factory setting)

Fax Receive: Off

Receive mode

Fax Only

Manual

Available operations

Fax Receive Easy Receive

Delayed Fax Fax Forward Paging

Fax Storage Fax Preview PC Fax Receive4 Remote Retrieval

MC (Msg Ctr)

Fax Receive Recording Incoming Message Easy Receive

Delayed Fax Fax Forward Paging

Fax Storage4 Fax Preview PC Fax Receive Remote Retrieval

Manual

Fax/Tel

Easy Receive Delayed Fax

—No machine

operations will be available other than cleaning the print head.

You cannot receive a fax with Black Start or Color Start.

You can receive telephone calls by lifting the handset

When an external TAD is connected and Easy Receive is turned on.

Set before you switch off the machine.

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You cannot receive a fax with Black Start or Color Start.

You cannot receive telephone calls by using the cordless handset.

When an external TAD is connected and Easy Receive is turned on.

Set before you switch off the machine.

You cannot receive a fax automatically if you have set the receive mode to Fax/Tel.

General setup

Mode Timer 3

The machine has four temporary mode keys on the control panel: Fax, Scan, Copy and Photo Capture. You can change the amount of time the machine takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode. If you choose Off, the machine stays in the mode you used last.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup.

Paper settings 3

Paper Type 3

To get the best print quality, set the machine for the type of paper you are using.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Paper Type. e Press Paper Type. f Press Plain Paper, Inkjet Paper,

Brother BP71, Other Glossy or Transparency.

g Press Stop/Exit.

d Press a or b to display Mode Timer. e Press Mode Timer. f Press 0 Sec, 30 Secs, 1 Min,

2 Mins, 5 Mins or Off.

g Press Stop/Exit.

Note

The machine ejects paper with printed surfaces face up onto the paper tray in front of the machine. When you use transparencies or glossy paper, remove each sheet at once to prevent smudging or paper jams.

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Chapter 3

Paper Size 3

You can use five sizes of paper for copying: Letter, Legal, A4, A5 and 4 × 6in. (10 × 15 cm) and three sizes for printing faxes: Letter, Legal and A4. When you change the size of paper you load in the machine, you will need to change the paper size setting at the same time so your machine can fit an incoming fax on the page.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Paper Size. e Press Paper Size. f Press Letter, Legal, A4, A5 or

4"x6".

Volume Settings 3

Ring Volume 3

You can choose a range of ring volume levels, from High to Off.

The machine will keep the new setting until you change it.You can also change the volume through the menu, by following the instructions below:

Setting the Ring Volume from the menu

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume.

g Press Stop/Exit.

e Press Volume. f Press a or b to display Ring. g Press Ring. h Press Low, Med, High or Off. i Press Stop/Exit.

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General setup

Beeper Volume 3

When the beeper is on, the machine will beep when you press a key, make a mistake or after you send or receive a fax.

You can choose a range of volume levels, from High to Off.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume. e Press Volume. f Press a or b to display Beeper. g Press Beeper.

Speaker Volume 3

You can choose a range of speaker volume levels, from High to Off.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume. e Press Volume. f Press a or b to display Speaker. g Press Speaker. h Press Low, Med, High or Off. i Press Stop/Exit.

h Press Low, Med, High or Off. i Press Stop/Exit.

You can also adjust the speaker volume by pressing Speaker Phone.

a Press Speaker Phone. b Press d or c to display Volume. c Press Volume. d Press d or c.

This setting will stay until you change it again.

e Press Speaker Phone.

Note

• You can adjust the speaker volume while you are listening to your outgoing message (OGM) and incoming messages (ICM’s) by pressing d or c.

• If you turn Incoming Recording Monitor to OFF the Speaker for screening calls will be disabled and you won’t hear callers leaving messages. The volume for other operations can still be controlled using d or c.

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Chapter 3

Handset Volume (MFC-790CW only) 3

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume. e Press Volume. f Press a or b to display Handset. g Press Handset. h Press Low or High. i Press Stop/Exit.

Note

You can adjust the handset volume any time you are talking on the telephone. There are two handset volume levels, Low and High. The default setting is Low.

Press d or c to adjust the volume level. The LCD shows the setting you are choosing. The new setting will remain until you change it again.

Choosing the Handset Volume (For Volume Amplify) (MFC-790CW only) 3

Before you begin to use the machine, you must decide if you need to set the handset volume to Volume Amplify: On for a user who is hearing-impaired. The AMPLIFY volume level complies with FCC standards.

Volume Amplify: Off

This default setting is appropriate if none of the users are hearing-impaired. During a conversation, users can press d or c on the LCD to adjust the volume to Low or High. When the handset is replaced, the handset volume will remain until you change it again.

Volume Amplify: On -Temporary

This setting is appropriate if some of the users are hearing-impaired. During a conversation, users can press d or c on the LCD to adjust the volume to Low, High or Amplify. When the handset is replaced, the handset volume returns to the default setting of Low.

Volume Amplify: On -Permanent

Choose Volume Amplify: On - Permanent if all of the users are hearing-impaired. During a conversation, users can press d or c on the LCD to adjust the volume to Low, High or Amplify. When the handset is replaced, the handset volume returns to the default setting of Amplify.

Note

When you press d or c on the control panel to adjust the volume, the LCD shows the setting you are choosing. Each key press changes the volume to the next setting.

WARNING

It is important that you do NOT choose Permanent unless ALL the users are hearing-impaired. Otherwise, the default

setting of Amplify may damage the hearing of some users.

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General setup

Setting Volume Amplify (MFC-790CW only) 3

Please carefully read Choosing the Handset Volume (For Volume Amplify) (MFC-790CW only) on page 28.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume. e Press Volume. f Press a or b to display

Volume Amplify.

g Press Volume Amplify. h Do one of the following.

Automatic Daylight Savings Time

You can set the machine to change automatically for daylight savings time. It will reset itself forward one hour in the Spring and backward one hour in the Fall. Make sure you have set the correct date and time in the Date&Time setting.

The factory setting is Off, so you will have to turn on Automatic Daylight Saving Time as follows.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Auto Daylight.

 If none of the users are hearing-

impaired, press Off, and then press OK and go to step j.

 If some or all of the users are

hearing-impaired, press On.

i Do one of the following.

 If all the users are hearing-impaired,

press Permanent, and then press OK.

 If only some of the users are hearing-

impaired, press Temporary, and then press OK.

j Press Stop/Exit.

e Press Auto Daylight. f Press On (or Off). g Press Stop/Exit.

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Chapter 3

Sleep Mode 3

You can choose how long the machine must be idle (from 1 to 60 minutes) before it goes into sleep mode. The timer will restart if any operation is carried out on the machine.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Sleep Mode. e Press Sleep Mode. f Press 1 Min, 2 Mins, 3 Mins,

5 Mins, 10 Mins, 30 Mins or 60 Mins, which is the length of time the

machine is idle before entering sleep mode.

LCD screen 3

LCD Contrast 3

You can adjust the LCD contrast for a sharper and more vivid display. If you are having difficulty reading the LCD, try changing the contrast setting.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press LCD Contrast. g Press Light, Med or Dark.

g Press Stop/Exit.

h Press Stop/Exit.

Setting the backlight brightness 3

You can adjust the brightness of the LCD backlight. If you are having difficulty reading the LCD, try changing the brightness setting.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press Backlight.

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g Press Light, Med or Dark. h Press Stop/Exit.

Setting the Dim Timer for the backlight 3

You can set how long the LCD backlight stays on after you go back to the Ready screen.

a Press MENU.

General setup

b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press Dim Timer. g Press 10 Secs, 20 Secs, 30 Secs or

Off.

h Press Stop/Exit.

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Security features 4

Memory Security 4

Memory Security lets you prevent unauthorized access to the machine. You will not be able to continue to schedule Delayed Faxes or Polling jobs. However, any prescheduled Delayed Faxes will be sent even if you turn on Memory Security, so they will not be lost.

While Memory Security is On, the following operations are available:

 Receiving faxes into memory (limited by

memory capacity)

 Fax Forwarding (If Fax Forwarding was

already On)

 Paging (If Paging was already On)

 Remote retrieval (If Fax Storage was

already On)

 Cordless handset (MFC-990CW only)

• Making a call

Note

• To print the faxes in memory, turn off Memory Security.

• You must turn off PC Fax Receive before you can turn on Memory Security.

• If you forget the Memory Security password, please call Brother Customer Service.

Setting and changing the memory security password 4

Note

If you have already set the password, you will not need to set it again.

Setting a password for the first time 4

a Press MENU.

• Receiving a call

• Viewing Caller ID (with subscriber service)

While Memory Security is On, the following operations are NOT available:

 Printing received faxes

 Sending faxes

 Copying

 PC printing

 Scanning

 PhotoCapture

 PC Fax Receive

 Cordless handset (MFC-990CW only)

• Intercom

• Transfer a call

• Register cordless handset

b Press a or b to display Fax. c Press Fax. d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press a or b to display Mem Security. g Press Mem Security. h Enter a 4-digit number for the password

using the buttons on the LCD. Press OK.

i When the LCD shows Verify:,

re-enter the password. Press OK.

j Press Stop/Exit.

 Operation from control panel

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Security features

Changing your memory security password

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press a or b to display Mem Security. g Press Mem Security. h Press Set Password. i Enter the registered 4-digit number for

the current password using the buttons on the LCD. Press OK.

j Enter a 4-digit number for a new

password. Press OK.

Turning the memory security

on/off 4

Turning on the memory security lock 4

a Press MENU. b Press a or b to choose Fax. c Press Fax.

d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press a or b to display Mem Security. g Press Mem Security. h Press Set Security. i Enter the registered 4-digit password.

Press OK. The machine goes offline and the LCD shows Memory Security.

k When the LCD shows Verify:,

re-enter the new password. Press OK.

l Press Stop/Exit.

Note

If there is a power failure the data will stay in memory for approximately 24 hours.

Turning off the memory security 4

a Press Unlock. b Enter the registered 4-digit password

using the buttons on the LCD. Press OK. Memory Security is automatically turned off.

Note

If you enter the wrong password, the LCD shows Wrong Password and stays offline. The machine will stay in Secure mode until the registered password is entered.

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Chapter 4

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Section II

Fax II

Sending a Fax 36 Receiving a Fax 45 Telephone Services and External devices 63 Dialing and storing numbers 75 Message Center 83 Printing Reports 88 Polling 90

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FA X/T E L

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Sending a Fax 5

Entering Fax mode 5

When the machine is idle, the time appears on the LCD. When you want to send a fax, or change fax send or receive settings, press

the (Fax) key to illuminate it in blue.

The LCD shows:

FAX/TEL

Fax Resolution

Standard

Press d or c to scroll through the Fax key options. Some functions are only available when sending black & white faxes.

 Fax Resolution (See page 41.)

 Contrast (See page 40.)

 Broadcasting (See page 39.)

 Preview (See page 38.)

Contrast

Auto

Broadcasting

Off

Speed DialHistory

Faxing from the ADF 5

a Press (Fax).

b Place the document face down in the

ADF. (See Using the ADF on page 21.)

c Enter the fax number using the dial pad.

You can also enter the fax number by pressing Speed Dial, press the number you want and press Send a fax. (For details, see How to Dial on page 75.)

Note

You can preview a fax message before sending it by setting Preview to On. For details, See How to preview an outgoing fax on page 38.

d Press Black Start or Color Start.

The machine starts scanning the document.

Note

• To cancel, press Stop/Exit.

• If you send a black & white fax when the memory is full it will be sent in real time.

 Delayed Fax (See page 42.)

 Batch TX (See page 42.)

 Real Time TX (See page 41.)

 Polled TX (See page 91.)

 Polling RX (See page 90.)

 Overseas Mode (See page 42.)

 Glass ScanSize (See page 37.)

 Set New Default (See page 43.)

 Factory Reset (See page 43.)

Press the option you want.

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Sending a Fax

Faxing from the scanner glass5

You can use the scanner glass to fax pages of a book one at a time. The document can be up to Letter or A4 size.

You cannot send color faxes with multiple pages.

Note

Since you can only scan one page at a time, it is easier to use the ADF if you are sending a multiple page document.

a Press (Fax).

b Load your document face down on the

scanner glass. (See Using the scanner glass on page 21.)

c Enter the fax number using the dial pad

or Speed Dial.

f Place the next page on the scanner

glass. Press Black Start or Color Start. The machine starts scanning the page. (Repeat steps e and f for each additional page.)

Faxing A4 size documents from the scanner glass 5

When documents are A4 size, you need to set Glass ScanSize to A4. If you do not, the bottom portion of the faxes will be missing.

a Press (Fax).

b Press d or c to display

Glass ScanSize.

c Press Glass ScanSize.

Note

You can preview a fax message before sending it by pressing Preview. For details, see How to preview an outgoing fax on page 38.

d Press Black Start or Color Start.

 If you press Black Start, the

machine starts scanning the first page. Go to step e.

 If you press Color Start, the

machine starts sending the document.

e When the LCD asks you Next Page?,

do one of the following:

 To send a single page, press No (or

press Black Start again).

The machine starts sending the document.

d Press A4.

Note

You can save the setting you use most often by setting it as default. (See Setting your changes as the new default on page 43.)

Color fax transmission 5

Your machine can send a color fax to machines that support this feature.

Color faxes cannot be stored in the memory. When you send a color fax, the machine will send it in real time (even if Real Time TX is set to Off).

 To send more than one page, press

Yes and go to step f.

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Chapter 5

How to preview an outgoing fax 5

You can preview a fax message before you send it. You must set the Real Time Transmission and Polling RX to off before you use this feature. (See Real time transmission on page 41 and Polling receive on page 90.)

a Press (Fax).

b Press d or c to display Preview. c Press Preview. d Press On. e Load the document. f Enter the fax number using the dial pad.

You can also enter the fax number by pressing Speed Dial. Then, press a or b to display the number you want, press the number to choose it, and then press Send a fax.

Note

The fax message in the memory will be sent and then erased when you press Black Start.

h Press Black Start.

Canceling a fax in progress 5

If you want to cancel a fax while the machine is scanning, dialing or sending, press Stop/Exit.

g Press Black Start.

The machine starts scanning the document and the outgoing fax appears on the LCD. When the fax is displayed, press MENU and the following buttons will appear on the LCD. Press the button you want to use to perform an operation.

Button Description

Enlarge the fax.

Reduce the fax.

d Go back to the previous page.

c Go to the next page.

Scroll vertically.

Scroll horizontally.

Rotate the fax clockwise.

Close the preview table.

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Sending a Fax

Broadcasting (Black & White only)

Broadcasting is when the same fax message is automatically sent to more than one fax number. You can include Groups, Speed Dial numbers and up to 50 manually dialed numbers in the same broadcast.

After the broadcast is finished, a Broadcast Report will be printed.

a Press (Fax).

b Load your document. c Press d or c to display Broadcasting. d Press Broadcasting. e You can add numbers to the broadcast

in the following ways:

 Press Add Number and enter the

number using the buttons on the LCD.

Press OK.

 Press Speed Dial. Press to

search by Alphabetical Order or Numerical Order. Press the locations where you want to send a fax.

Press OK.

# 01

Note

• If you have not used up any of the numbers for Groups, you can broadcast up to 250 different numbers.

• The available memory will vary depending on the types of jobs in the memory and the number of locations used for broadcasting. If you broadcast to the maximum numbers available, you will not be able to use dual access and delayed fax.

• If the memory is full, press Stop/Exit to stop the job. If more than one page has been scanned, press Black Start to send the portion that is in the memory.

Canceling a Broadcast in progress 5

a Press Stop/Exit. b Do one of the following:

 To cancel the entire broadcast, press

Entire Broadcast. Go to step c.

 To cancel the current job, press the

button that displays the number being dialed. Go to step d.

 To exit without canceling, press

Stop/Exit.

f After you have entered all the fax

numbers by repeating step e, press OK.

g Press Black Start.

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c When the LCD asks if you want to

cancel the entire broadcast, do one of the following:

 Press Yes to confirm.

 To exit without canceling, press No

or Stop/Exit.

d Do one of the following:

 To cancel the current job, press Yes.

 To exit without canceling, press No

or Stop/Exit.

Chapter 5

FA X/T E L

St a nda rd

Au t o

Of f

Additional sending operations

Sending faxes using multiple settings 5

When you send a fax you can choose any combination of these settings: resolution, contrast, scan size, overseas mode, delayed fax timer, polling transmission and real time transmission.

a Press (Fax).

The LCD shows:

FAX/TEL

Fax Resolution

Standard

b Press d or c to display a setting you

want to change and press the setting, then press the option you want.

Contrast

Auto

Broadcasting

Off

Speed DialHistory

Contrast 5

If your document is very light or very dark, you may want to change the contrast. For most documents the factory setting Auto can be used. It automatically chooses the suitable contrast for your document. Use Light when sending a light document. Use Dark when sending a dark document.

a Press (Fax).

b Press d or c to display Contrast. c Press Contrast. d Press Auto, Light or Dark.

Note

Even if you choose Light or Dark, the machine will send the fax using the Auto setting in any of the following conditions:

• When you send a color fax.

• When you choose Photo as the Fax Resolution.

c Repeat step b to change more settings.

Note

• Most settings are temporary and the machine returns to its default settings after you send a fax.

• You can save some of the settings you use most often by setting them as default. These settings will stay until you change them again. (See Setting your changes as the new default on page 43.)

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Sending a Fax

Changing fax resolution 5

The quality of a fax can be improved by changing the fax resolution.

a Press (Fax).

b Press d or c to display

Fax Resolution.

c Press Fax Resolution. d Press the resolution you want.

Note

You can choose four different resolution settings for black & white faxes and two for color.

Black & White

Standard Suitable for most typed

documents.

Fine Good for small print and

transmits a little slower than Standard resolution.

S.Fine Good for small print or artwork

and transmits slower than Fine resolution.

Photo Use when the document has

varying shades of gray or is a photograph. This has the slowest transmission.

Color

Standard Suitable for most typed

documents.

Dual access (Black & White only) 5

You can dial a number and start scanning the fax into memory—even when the machine is sending from memory, receiving faxes or printing PC data. The LCD shows the new job number and available memory.

The number of pages you can scan into the memory will vary depending on the data that is printed on them.

Note

If the Out of Memory message appears while scanning a document, press Stop/Exit to cancel or Black Start to send the scanned pages.

Real time transmission 5

When you are sending a fax, the machine will scan the document into the memory before sending. Then, as soon as the telephone line is free, the machine will start dialing and sending.

If the memory is full and you are sending a black and white fax from the ADF, the machine will send the document in real time (even if Real Time TX is set to Off). Color faxes and faxes from the scanner glass cannot be sent until you clear some of the memory.

Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can turn on Real Time TX.

Fine Use when the document is a

photograph. The transmission time is slower than Standard resolution.

If you choose S.Fine or Photo and then use the Color Start key to send a fax, the machine will send the fax using the Fine setting.

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a Press (Fax). b Press d or c to display Real Time TX.

c Press Real Time TX. d Press On.

Note

In real time transmission, the automatic redial feature does not work when using the scanner glass.

Chapter 5

Overseas Mode 5

If you are having difficulty sending a fax overseas due to possible interference on the telephone line, we recommend that you turn on the Overseas mode. After you send a fax using this feature, the feature will turn itself off.

a Press (Fax).

b Load your document. c Press d or c to display

Overseas Mode.

d Press On (or Off).

Delayed Faxing (Black & White only) 5

Delayed Batch Transmission (Black & White only) 5

Before sending the delayed faxes, your machine will help you economize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to save transmission time.

a Press (Fax). b Press d or c to display Batch TX.

c Press Batch TX. d Press On. e Press Stop/Exit.

Checking and canceling

During the day you can store up to 50 faxes in the memory to be sent within 24-hours. These faxes will be sent at the time of day you enter in step f.

a Press (Fax).

b Load your document. c Press d or c to display Delayed Fax. d Press Delayed Fax. e Press On. f Enter the time you want the fax to be

sent (in 24-hour format) using the buttons on the LCD. (For example, enter 19:45 for 7:45 PM.) Press OK.

Note

The number of pages you can scan into the memory depends on the amount of data that is printed on each page.

waiting jobs 5

You can check which jobs are still waiting in the memory to be sent and cancel a job. (If there are no jobs, the LCD shows No Jobs Waiting.)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Remaining Jobs.

e Press Remaining Jobs.

Any waiting jobs appear on the LCD.

f Press a or b to scroll through the jobs

and choose the job you want to cancel. Press OK.

g Do one of the following:

 To cancel, press Yes.

If you want to cancel another job go to step f.

 To exit without canceling, press No.

h When you have finished, press

Stop/Exit.

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Sending a Fax

Setting your changes as the new default 5

You can save the fax settings for

Fax Resolution, Contrast, Glass ScanSize, Preview and Real Time TX you use most often by

setting them as default. These settings will stay until you change them again.

a Press (Fax).

b Press d or c to choose your new setting

you want to change, and then press the new option. Repeat this step for each setting you want to change.

c After changing the last setting, press

d or c to display Set New Default.

Sending a fax manually 5

Manual transmission lets you hear the dialing, ringing and fax-receiving tones while sending a fax.

a Press (Fax).

b Load your document. c To listen for a dial tone do one of the

following:

 (MFC-790CW) Press

Speaker Phone or pick up the handset.

 (MFC-990CW) Press

Speaker Phone on the machine or

press (Talk) on the cordless handset.

d Press Set New Default. e Press Yes. f Press Stop/Exit.

Restoring all settings to the factory settings 5

You can restore all the settings you have changed to the factory settings. These settings will stay until you change them again.

a Press (Fax).

b Press d or c to display

Factory Reset.

c Press Factory Reset. d Press Yes.

d Dial the fax number using the dial pad. e When you hear the fax tone, press

Black Start or Color Start. If you are using the scanner glass press Send to send the fax.

f Replace the handset.

Sending a fax at the end of a conversation 5

At the end of a conversation you can send a fax to the other party before you both hang up.

a Ask the other party to wait for fax tones

(beeps) and then to press the Start or Send key before hanging up.

b Load your document.

e Press Stop/Exit.

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c Press Black Start or Color Start.

 If you are using the scanner glass,

press Send to send the fax.

d Replace the handset.

Chapter 5

Out of Memory message 5

If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel the fax.

If you get an Out of Memory message while scanning a subsequent page, you will have the option to press Black Start to send the pages scanned so far, or to press

Stop/Exit to cancel the operation.

Note

If you get an Out of Memory message while faxing and you do not want to delete your stored faxes to clear the memory, you can send the fax in real time. (See Real time transmission on page 41.)

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Receiving a Fax 6

Receive Modes 6

Choose the correct Receive Mode 6

The correct Receive mode is determined by the external devices and telephone subscriber services (Voice Mail, Distinctive Ring, etc.) you have (or will be using) on the same line as the Brother machine.

Will you be using a Distinctive Ring number for receiving faxes? Brother uses the term “Distinctive Ring” but different telephone companies may have other names for this service such as Custom Ringing, RingMaster, Personalized Ring, Teen Ring, Ident-A-Ring, Ident-A-Call, Data Ident-A-Call, Smart Ring and SimpleBiz Fax & Alternate Number Ringing. See Distinctive Ring on page 66 for instruction on setting up your machine using this feature.

Will you be using Voice Mail on the same telephone line as your Brother machine? If you have Voice Mail on the same telephone line as your Brother machine, there is a strong possibility that Voice Mail and the Brother machine will conflict with each other when receiving incoming calls. See Voice Mail on page 65 for instructions on setting up your machine using this service.

Will you be using the Built-in Message Center?

Your Brother machine has a built-in digital Message Center that allows you to store incoming voice or fax messages. See Setting up the Message Center on page 83.

Will you be using a Telephone Answering Device on the same telephone line as your Brother machine?

Your external telephone answering device (TAD) will automatically answer every call. Voice messages are stored on the external TAD and fax messages are printed. Choose Manual as your receive mode. See Manual on page 47.

Will you be using your Brother machine on a dedicated fax line? Your machine automatically answers every call as a fax. Choose Fax Only as your receive mode. See Fax only on page 47.

Will you be using your Brother machine on the same line as your telephone?

Do you want to receive voice calls and faxes automatically?

The Fax/Tel receive mode is used when sharing the Brother machine and your telephone on the same line. Choose Fax/Tel as your receive mode. See Fax/Tel on page 47. Important Note: You cannot receive voice messages on either Voice Mail or an answering machine with the Fax/Tel mode.

Do you expect to receive very few faxes? Choose Manual as your receive mode. You control the telephone line and must answer every call yourself. See Manual on page 47.

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Chapter 6

To set the receive mode follow the instructions below:

a Press MENU. b Press a or b to display Initial Setup. c Press Initial Setup. d Press a or b to display Receive Mode. e Press Receive Mode. f Press Fax Only, Fax/Tel or Manual. g Press Stop/Exit.

The LCD will display the current receive mode.

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Receiving a Fax

Using receive modes 6

Some receive modes answer automatically (Fax Only and Fax/Tel). You may want to change the ring delay before using these modes. (See Ring Delay on page 48.)

Fax only 6

Fax only mode will automatically answer every call as a fax call.

Fax/Tel 6

Fax/Tel mode helps you automatically manage incoming calls, by recognizing whether they are fax or voice calls and handling them in one of the following ways:

 Faxes will be automatically received.

Message Center (MC) 6

Message Center (MC) helps you automatically manage incoming calls, by recognizing whether they are fax or voice calls and handling them in one of the following ways:

 Faxes will be automatically received.

 Voice callers can record a message.

To set up the Message Center mode see page 83.

If Message Center Mode is On, it will override your receive mode setting. The screen shows MC.

If Message Center Mode is Off, the receive mode returns to your original setting. (See Message Center mode on page 83.)

 Voice calls will start the F/T Ring to tell you

to pick up the line. The F/T Ring is a fast pseudo/double-ring made by your machine.

(Also see F/T Ring Time (Fax/Tel mode only) on page 48 and Ring Delay on page 48.)

Manual 6

Manual mode turns off all automatic answering functions unless you are using the Distinctive Ring feature or an external telephone answering device (TAD).

To receive a fax in manual mode lift the handset of the machine or an external telephone. When you hear fax tones (short repeating beeps), press Black Start or Color Start. You can also use the Easy Receive feature to receive faxes by lifting a handset on the same line as the machine.

(Also see Easy Receive on page 49.)

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Chapter 6

Receive mode settings 6

Ring Delay 6

The Ring Delay sets the number of times the machine rings before it answers in Fax Only or Fax/Tel mode. If you have external or extension telephones on the same line as the machine, keep the ring delay setting of 4 rings.

(See Using external and extension telephones on page 73 and Easy Receive on page 49.)

If toll saver is On, then the ring delay setting has no effect. See Setting toll saver on pages 86.

a Press MENU. b Press a or b to display Fax.

F/T Ring Time (Fax/Tel mode only) 6

When somebody calls your machine, you and your caller will hear the normal telephone ring sound. The number of rings is set by the ring delay setting.

If the call is a fax, then your machine will receive it; however, if it is a voice call the machine will sound the F/T Ring (a fast double-ring) for the time you have set in the F/T Ring time setting. If you hear the F/T Ring it means that you have a voice caller on the line.

Because the F/T Ring is made by the machine, extension and external telephones will not ring; however, you can still answer the call on any telephone. (For more information see Using remote codes on page 74.)

a Press MENU.

c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display Ring Delay. g Press Ring Delay. h Press Ring Delay again. i Press the number of times the machine

will ring before it answers (0, 1, 2, 3 or

4). If you choose 0, the line will not ring at all.

j Press Stop/Exit.

b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

F/T Ring Time.

g Press F/T Ring Time. h Press how long the machine will ring to

alert you that you have a voice call (20, 30, 40 or 70 seconds).

i Press Stop/Exit.

Note

Even if the caller hangs up during the pseudo/double-ringing, the machine will continue to ring for the set time.

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Receiving a Fax

Easy Receive 6

If Easy Receive is On: 6

The machine receives a fax call automatically, even if you answer the call. When you see Receiving on the LCD or when you hear “chirps” through the handset you are using, just replace the handset. Your machine will do the rest.

If Easy Receive is Semi: 6

The machine will only receive a fax call automatically if you answered it using the machine’s handset, cordless handset or Speaker Phone. If you answered at an extension telephone press l 5 1. (See Using external and extension telephones on page 73.)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display Easy Receive. g Press Easy Receive. h Press On, Semi (or Off). i Press Stop/Exit.

If Easy Receive is Off: 6

If you are at the machine and answer a call first by lifting a handset, then press Black Start or Color Start, and then press Receive to receive.

If you answered at an extension telephone press l 5 1. (See Using external and extension telephones on page 73.)

Note

• If this feature is set to On, but your machine does not connect a fax call when you lift an extension or external telephone handset, press the fax receive code l 5 1.

• If you send faxes from a computer on the same telephone line and the machine intercepts them, set Easy Receive to Off.

• (MFC-990CW) If you typically carry the cordless handset away from the machine, we recommend that you turn on Easy Receive. If Easy Receive is turned off and you answer a fax call you will have to go to the machine and press Black Start or Color Start.

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Chapter 6

Memory Receive (Black&White only)

You can only use one Memory Receive operation at a time.

 Fax Forwarding

 Paging

 Fax Storage

 PC Fax Receive

 Off

You can change your selection at any time. If received faxes are still in the machine’s memory when you change the memory receive operation, a LCD question will appear on the LCD. (See Changing Memory Receive Operations on page 54.)

Fax Forwarding 6

j Press Backup Print:On or

Backup Print:Off.

Note

• If you choose Backup Print:On, the machine will also print the fax at your machine so you will have a copy. This is the safety feature in case there is a power failure before the fax is forwarded or a problem at the receiving machine. This Backup Print:On feature will not work if Fax Preview is on.

• The machine can store fax approximately 24 hours if there is a power failure.

• When you receive a color fax, your machine prints the color fax at your machine but does not send the fax to the fax forwarding number you programmed.

k Press Stop/Exit.

When you choose Fax Forwarding, your machine stores the received fax in the memory. The machine will then dial the fax number you have programmed and forward the fax message.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive. h Press Fax Forward. i Enter the forwarding number (up to 20

digits) by using the buttons on the LCD. Press OK.

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Receiving a Fax

Paging 6

When you choose Paging, your machine dials the pager number you have programmed, and then dials your PIN (Personal Identification Number). This activates your pager so you will know that you have a fax message in the memory.

If you have set Paging, a backup copy of the received fax will automatically be printed at the machine.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive.

 If you do not need a PIN, press:

Pause, and then enter your fax number followed by # # using the buttons on the LCD. Press OK.

For example, press:

Pause 1 8 0 0 5 5 5 6 7 8 9 # #

k Press Stop/Exit.

Note

• You cannot change a paging number or PIN remotely.

• If Paging is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white.

• If you want to be paged for voice messages, make sure you pressed MC on/off key to turn the Message Center on.

f Press a or b to display

Memory Receive.

g Press Memory Receive. h Press Paging. i Enter your pager phone number

followed by # # (up to 20 digits) using the buttons on the LCD. Press OK.

Do not include the area code if it is the same as that of your machine. For example, press: 1 8 0 0 5 5 5 1 2 3 4 # #.

j Do one of the following:

 If your pager needs a PIN, enter the

PIN, press #, press Pause, and then enter your fax number followed by # # using the buttons on the LCD.

Press OK.

For example, press:

1 2 3 4 5 # Pause 1 8 0 0 5 5 5 6 7 8 9 # #

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Chapter 6

Fax Storage 6

If you choose Fax Storage, your machine stores the received fax in the memory. You will be able to retrieve fax messages from another location using the remote retrieval commands.

If you have set Fax Storage, a backup copy will automatically be printed at the machine.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

PC Fax Receive 6

If you turn on the PC-Fax Receive feature your machine will store received faxes in memory and send them to your PC automatically. You can then use your PC to view and store these faxes.

Even if you have turned off your PC (at night or on the weekend, for example), your machine will receive and store your faxes in its memory. The number of received faxes that are stored in the memory will appear on the LCD.

When you start your PC and the PC-FAX Receiving software runs, your machine transfers your faxes to your PC automatically.

To transfer the received faxes to your PC you must have the PC-FAX Receiving software running on your PC. (For details, see PC-FAX receiving in the Software User’s Guide on the CD-ROM.)

g Press Memory Receive. h Press Fax Storage. i Press Stop/Exit.

Note

Color faxes cannot be stored in the memory. When you receive a color fax your machine prints the color fax at your machine.

If you choose Backup Print:On the machine will also print the fax.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive. h Press PC Fax Receive. i Press <USB> or the PC you want to

receive faxes.

j Press OK.

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k Press Backup Print:On or

Backup Print:Off.

l Press Stop/Exit.

Receiving a Fax

Note

• PC Fax Receive is not supported in the

Mac OS

• Before you can set up PC Fax Receive you must install the MFL-Pro Suite software on your PC. Make sure your PC is connected and turned on. (For details see PC-FAX Receiving in the Software User’s Guide on the CD-ROM.)

• In the event of a power failure, the machine will store your faxes in the memory for approximately 24 hours. However, if you choose Backup Print:On the machine will print the fax, so you will have a copy if there is a power failure before it is sent to the PC.

• If you get an error message and the machine cannot print the faxes in memory, you can use this setting to transfer your faxes to your PC. (For details, see Error and Maintenance messages on page 152.)

i Press <USB>, or the PC you want to

receive faxes.

j Press Backup Print:On or

Backup Print:Off.

k Press Stop/Exit.

Turning off Memory Receive Operations 6

a Press MENU. b Press a or b to display Fax. c Press Fax.

d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

• When you receive a color fax, your machine prints the color fax at your machine but does not send the fax to your PC.

Changing the destination PC 6

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive.

g Press Memory Receive. h Press Off. i Press Stop/Exit.

Note

The LCD will give you more options if there are received faxes still in your machine’s memory. (See Changing Memory Receive Operations on page 54.)

h Press PC Fax Receive.

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Chapter 6

Changing Memory Receive Operations 6

If received faxes are left in your machine’s memory when you change the Memory Receive Operations, the LCD will ask you one of the following questions:

 Erase All Fax?

 Print All Fax?

• If you press Yes, faxes in the memory will be erased or printed before the setting changes. If a backup copy has already been printed it will not be printed again.

• If you press No, faxes in the memory will not be erased or printed and the setting will be unchanged.

If received faxes are left in the machine's memory when you change to PC Fax Receive from another option [Fax Forward, Paging or Fax Storage], press a or b to choose the PC.

Fax Preview (Black & White only)

How to preview a received fax6

You can view received faxes on the LCD by pressing the Fax Preview button on the LCD. When the machine is in Ready mode, a popup message will appear on the LCD to alert you of new faxes.

Setting Fax Preview 6

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive.

The LCD will ask you the following question:

 Send Fax to PC?

• If you press Yes, faxes in the memory will be sent to your PC before the setting changes. You will be asked if you want to turn on Backup Print. (For detail, see PC Fax Receive on page 52.)

• If you press No, faxes in the memory will not be erased or transferred to your PC and the setting will be unchanged.

f Press a or b to display Fax Preview. g Press Fax Preview. h Press On. i The LCD will tell you that any future

faxes will not be printed as you receive them. Press Yes.

j Press Stop/Exit.

Note

• When Fax Preview is turned on your machine can only print the color faxes it receives. It cannot store them in memory.

• When Fax Preview is turned on a backup copy of received faxes will not be printed, even if you have set Backup Print On.

• Fax Preview is not available when Fax Forwarding is turned on.

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Receiving a Fax

Using Fax Preview 6

When you receive a fax, you will see the popup message on the LCD. (For example: New Fax : 02)

a Press Fax Preview.

The LCD will display the new fax list.

Note

You can also see your old fax list by pressing the Old Fax tab on the LCD. Press the New Fax tab to go back to your new fax list.

b Press a or b to display the fax number of

the fax you want to see.

c Press the fax you want to see.

Note

• If your fax is large there may be a delay before it is displayed on the LCD.

• The LCD will show the current page number and total pages of the fax message. When your fax message is over 99 pages the total number of pages will be shown as “XX“.

When the fax is displayed on the LCD, press More and the following buttons will appear on the LCD. Press the button you want to use to perform the operation.

Button Description

Enlarge the fax.

Reduce the fax.

Scroll vertically.

Scroll horizontally.

Rotate the fax clockwise.

Delete the fax.

Press Yes to confirm.

Go back to the previous page.

Go to the next page.

Go back to the fax list.

Print the fax.

Close the preview table.

d Press Stop/Exit.

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Chapter 6

How to print a fax 6

a Press Fax Preview. b Press the fax you want to view. c Press More. d Press (Print).

 If the fax is multiple pages, go to

step e.

 If the fax is a single page it will start

printing. Go to step f.

e Do one of the following:

 Press Print All Pages to print

all pages of the fax. Go to step f.

 Press Print Current Only to

print the displayed page.

 Press Print From Current to

print the displayed page to the last page.

Turning off Fax Preview 6

a Press Fax Preview. b Press More. c Press Turn Off Fax Preview. d Press Yes to confirm. e If there are faxes stored in the memory,

do one of the following:

 If you do not want to print the stored

faxes, press Continue.

Press Yes to confirm.

 If you want to print all the stored

faxes, press Print all faxes.

 If you do not wish to turn off Fax

Preview, press Cancel.

Press Stop/Exit.

f Do one of the following:

 To delete the fax, press Yes.

 To keep the fax in the memory, press

No.

How to print all faxes in the list 6

a Press Fax Preview. b Press More. c Press Print All. d Press Stop/Exit.

How to delete all faxes in the list 6

a Press Fax Preview. b Press More. c Press Delete All.

Press Yes to confirm.

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Receiving a Fax

Additional receiving operations

Printing a reduced incoming fax 6

If you choose On, the machine automatically reduces each page of an incoming fax to fit on one page of Letter, Legal or A4 size paper. The machine calculates the reduction ratio by using the page size of the fax and your Paper Size setting. (See Paper Size on page 26.)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

Receiving a fax at the end of a

conversation (MFC-790CW only) 6

At the end of a conversation you can ask the other party to fax you information before you both hang up.

a Ask the other party to place the

document in their machine and to press the Start or Send key.

b When you hear the other machine's

CNG tones (slowly repeating beeps), press Black Start or Color Start.

c Press Receive to receive the fax.

d Replace the handset.

Receiving faxes into memory when paper tray is empty 6

e Press Setup Receive. f Press a or b to display

Auto Reduction.

g Press Auto Reduction. h Press On (or Off). i Press Stop/Exit.

As soon as the paper tray becomes empty during fax reception, the LCD shows No Paper Fed and begins receiving faxes into the machine’s memory. Put some paper in the paper tray. (See Loading paper and other print media on page 10.)

When a fax is in the memory, the LCD will show a message (for example, New Fax: 01).

The machine will carry on receiving the fax, with the remaining pages being stored in memory, if enough memory is available.

Further incoming faxes will also be stored into memory until the memory is full. When the memory is full the machine will stop automatically answering calls. To print the faxes, put fresh paper in the tray.

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Chapter 6

Printing a fax from the memory 6

If you have chosen paging or fax storage, you can still print a fax from the memory when you are at your machine. (See Memory Receive (Black&White only) on page 50.)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press Print Fax. e Press Black Start. f Press Stop/Exit.

Note

When you print a fax from the memory, the fax data will be erased.

Remote Retrieval 6

You can call your machine from any touch tone telephone or fax machine, then use the remote access code and remote commands to retrieve fax messages.

Setting a Remote Access Code 6

The remote access code lets you access the remote retrieval features when you are away from your machine. Before you can use the remote access and retrieval features, you have to set up your own code. The factory default code is inactive code (---l).

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Remote Access.

e Press Remote Access. f Enter a 3-digit code using numbers 0-9,

l, or # using the buttons on the LCD. Press OK. (The preset ‘l’ cannot be changed.)

Note

Do not use the same code as your Fax Receive Code (l 5 1) or Telephone Answer Code (# 5 1). (See Using external and extension telephones on page 73.)

g Press Stop/Exit.

Note

You can change your code at any time by entering a new one. If you want to make your code inactive, press in step f to restore the inactive setting (---l) and press OK.

Clear

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Using your Remote Access Code 6

a Dial your fax number from a touch tone

telephone or another fax machine.

b When your machine answers, enter

your remote access code (3 digits followed by l) at once.

c The machine signals if it has received

messages:

 1 long beep — Fax messages

 2 long beeps — Voice messages

Receiving a Fax

 3 long beeps — Fax & Voice

messages

 No beeps — No messages

d When the machine gives two short

beeps, enter a command. The machine will hang up if you wait longer than 30 seconds to enter a command. The machine will beep three times if you enter an invalid command.

e Press 9 0 to reset the machine when you

have finished.

f Hang up.

Note

If your machine is set to Manual mode and you want to use the remote retrieval features, wait about 100 seconds after it starts ringing, and then enter the remote access code within 30 seconds.

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Chapter 6

Remote Fax commands 6

Follow the commands below to access features when you are away from the machine. When you call the machine and enter your remote access code (3 digits followed by l), the system will give two short beeps and you must enter a remote command.

Remote commands Operation details

91 Playing Voice messages After one long beep, the machine plays the ICM.

1 Repeat or Skip Backward Press 1 while listening to an ICM to repeat it. If you press 1

before a message, you will hear the previous message.

2 Skip Forward While playing the ICM, you can skip to the next message.

9 STOP Playing Stop Playing the ICM.

93 Erase all ICM If you hear one long beep, the erase is accepted. If you hear

three short beeps, you cannot erase it because all voice messages have not been played, or there are no voice messages to erase.

*This code erases all recorded messages, not one at a time.

94 Play and Record OGM in Memory

1 Play 1 Msg Ctr OGM The machine plays the selected OGM. You can stop playing

2 F/T OGM

2 Record 1 Msg Ctr OGM After one long beep, you can record the selected OGM. You

2 F/T OGM

95 Change the Fax Forwarding,

Paging or Fax Storage settings

1 OFF You can choose Off after you have retrieved or erased all

2 Fax Forwarding One long beep means the change is accepted. If you hear

3 Paging

4 Fax Forwarding number

6 Fax Storage

96 Retrieve a fax

2 Retrieve all faxes Enter the number of a remote fax machine to receive stored

the OGM by pressing 9.

will hear the message played once. You can stop recording the message by pressing 9.

your messages.

three short beeps, you cannot change it because something has not been set up (for example, a Fax Forwarding or Paging number has not been registered). You can register your Fax Forwarding number by entering 4. (See Changing your Fax Forwarding number on page 62.) Once you have registered the number, Fax Forwarding will work.

fax messages. (See Retrieving fax messages on page 62.)

3 Erase faxes from the memory If you hear one long beep, fax messages have been erased

97 Check the receiving status

1 Fax You can check whether your machine has received any

2 Voice

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from the memory.

faxes or voice messages. If yes, you will hear one long beep. If no, you will hear three short beeps.

Receiving a Fax

Remote commands Operation details

98 Change the Receive Mode

1 Msg Ctr If you hear one long beep, your change has been accepted.

2 Fax/Tel

3 Fax Only

90 Exit Pressing 9 0 allows you to exit remote retrieval. Wait for the

long beep, then replace the handset.

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Chapter 6

Retrieving fax messages 6

You can call your machine from any touch tone telephone and have your fax messages sent to a machine. Before you use this feature, you have to turn on Fax Storage.

a Dial your fax number. b When your machine answers, enter

your remote access code (3 digits followed by l) at once. If you hear one long beep, you have messages.

c When you hear two short beeps,

press 962.

d Wait for the long beep, enter the number

(up to 20 digits) of the remote fax machine you want your fax messages sent to using the dial pad, then enter # #.

Note

You cannot use l and # as dial numbers. However, press # if you want to create a pause.

e Hang up after you hear your machine

beep. Your machine will call the other fax machine, which will then print your fax messages.

Changing your Fax Forwarding number 6

You can change the default setting of your fax forwarding number from another touch tone telephone or fax machine.

a Dial your fax number. b When your machine answers, enter

your remote access code (3 digits followed by l) at once. If you hear one long beep, you have messages.

c When you hear two short beeps,

press 954.

d Wait for the long beep, enter the new

number (up to 20 digits) of the remote fax machine you want your fax messages forwarded to using the dial pad, then enter # #.

Note

You cannot use l and # as dial numbers. However, press # if you want to create a pause.

e Press 90 to reset the machine when

you have finished.

f Hang up after you hear your machine

beep.

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Telephone Services and External

devices

Voice operations 7

Voice calls can be made either with the handset (MFC-790CW), the cordless handset (MFC-990CW), the speaker phone, or an external telephone, by dialing manually, or by using Quick Dial numbers.

Note

If you have the MFC-990CW, please see the Digital Cordless Handset BCL-D60 User’s Guide.

Making a telephone call 7

a Do one of the following:

 (MFC-790CW) Pick up the handset

or press Speaker Phone.

 (MFC-990CW) Pick up the cordless

handset and press

(Talk) or press

Speaker Phone on the machine.

b When you hear the dial tone, enter a

number using the dial pad or pressing the Speed Dial.

Answering calls with the Speaker Phone 7

When the machine rings, instead of lifting the handset, press Speaker Phone on the machine. Speak clearly toward the

microphone . To end the call, press

Speaker Phone.

Note

If you have a bad connection, your caller might hear your voice echoed during the call. If you experience this problem, pick up the handset, or hang up and try the call again.

Hold 7

For MFC-790CW 7

a Press Hold to put a call on Hold.

You can replace the handset without disconnecting the call.

b Pick up the machine's handset or press

Speaker Phone to release the call from Hold.

c (Speaker phone) speak clearly toward

the microphone .

d To hang up, do one of the following:

 (MFC-790CW) Replace the handset

or press Speaker Phone.

 (MFC-990CW) Press (Off) on

the cordless handset or press Speaker Phone on the machine.

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Note

You can pick up an extension telephone and continue speaking without releasing the call from Hold on the machine.

Chapter 7

For MFC-990CW 7

a If you answered by pressing

Speaker Phone on the machine, press Hold/Intercom on the machine to put a

call on Hold.

b To release the call from Hold, press

Speaker Phone on the machine.

Note

You can pick up an extension telephone and continue speaking without releasing the call from Hold on the machine.

Tone or Pulse (Canada only) 7

If you have a Pulse dialing service, but need to send Tone signals (for example, for telephone banking), follow the instructions below:

Fax/Tel mode when the power key is on 7

When the machine is in Fax/Tel mode, it will use the F/T Ring Time (pseudo/doubleringing) to alert you to pick up a voice call.

If you are at an extension telephone, you'll need to lift the handset during the F/T Ring Time and then press #51 between the pseudo/double rings. If no one is on the line, or if someone wants to send you a fax, send the call back to the machine by pressing l 51.

(MFC-790CW) If you are at the machine, you can lift the handset or press Speaker Phone to answer.

(MFC-990CW) Press Speaker Phone on the machine or use the cordless handset.

Fax/Tel mode when the power key is off 7

a Do one of the following:

 (MFC-790CW) Pick up the handset

or press Speaker Phone.

 (MFC-990CW) Pick up the cordless

handset and press

(Talk) or press

Speaker Phone on the machine.

b Press # on the machine’s control panel.

Any digits dialed after this will send tone signals.

When you hang up, the machine will return to the Pulse dialing service.

When the On/Off Key is off you can receive faxes automatically if the On/Off setting is Fax Receive:On. (See Power Off setting on page 23.)

Fax/Tel mode will work in the following ways.

(MFC-790CW) When the machine is in Fax/Tel mode and pseudo/double-rings to tell you to pick up a voice call, you can only answer by picking up the machine’s handset.

If you answer before the machine pseudo/double-rings, you can also pick up the call at an external or extension telephone.

(MFC-990CW) Set Ring Tone to On to hear the rings when you receive a call. (See Power Off setting on page 23.)

When the machine is in Fax/Tel mode and rings, you can only answer at an external or extension telephone.

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Telephone Services and External devices

Telephone services 7

Your machine supports the Caller ID and Distinctive Ring subscriber telephone services that some telephone companies offer.

Features like Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, answering services, alarm systems or other custom features on one telephone line may affect the way your machine works. If you have Voice Mail on your telephone line, please read the following carefully.

Voice Mail 7

If you have Voice Mail on the same telephone line as your Brother machine, Voice Mail and the Brother machine will conflict with each other when receiving incoming calls.

For example, if your Voice Mail is set to answer after 4 rings and your Brother machine is set to answer after 2 rings, then your Brother machine will answer first. This will prevent callers from being able to leave a message in your Voice Mail.

Similarly, if your Brother machine is set to answer after 4 rings and your Voice Mail is set to answer after 2 rings, then your Voice Mail will answer first. This will prevent your Brother machine from being able to receive an incoming fax, since Voice Mail cannot transfer the incoming fax back to the Brother machine.

Get the Distinctive Ring service from your telephone company. Distinctive Ring is a feature of your Brother machine that allows a person with one line to receive fax and voice calls through two different phone numbers on that one line. Brother uses the term ‘Distinctive Ring,’ but telephone companies market the service under a variety of names, such as Custom Ringing, Personalized Ring, Smart Ring, RingMaster, Ident-A-Ring, IdentA-Call, Data Ident-A-Call, Teen Ring, and SimpleBiz Fax & Alternate Number Ringing. This service establishes a second telephone number on the same line as your existing telephone number, and each number has its own ring pattern. Typically, the original number rings with the standard ring pattern and is used for receiving voice calls, and the second number rings with a different ring pattern and is used for receiving faxes. (See Distinctive Ring on page 66.)

Set your Brother machine’s Receive Mode to “Manual.” Manual Mode requires that you answer every incoming call if you want to be able to receive a fax. If the incoming call is a telephone call, then complete the call as you normally would. If you hear fax sending tones you must transfer the call to the Brother machine. (See Using external and extension telephones on page 73.) Unanswered fax and voice calls will go to your Voice Mail. (To set the machine in MANUAL Mode, see Choose the correct Receive Mode on page 45.)

To avoid conflicts between your Brother machine and your voice mail service, do one of the following:

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Chapter 7

Distinctive Ring 7

Distinctive Ring is a function of your Brother machine that allows a person with one line to receive fax and voice calls through two different phone numbers on that one line. Brother uses the term “Distinctive Ring,” but telephone companies market the service under a variety of names, such as Smart Ring, Ring Master or Ident-a-Ring. This service establishes a second telephone number on the same line as your existing telephone number, and each number has its own ring pattern. Typically, the original number rings with the standard ring pattern and is used for receiving voice calls, and the second number rings with a different ring pattern and is used for receiving faxes.

Note

• You must pay for your telephone company's Distinctive Ring service before you program the machine to work with it.

• Please call your telephone company for availability and rates.

Do you have Voice Mail? 7

If you have Voice Mail on the telephone line that you will install your new machine on,

there is a strong possibility that Voice Mail and the machine will conflict with each other while receiving incoming calls. However, the

Distinctive Ring feature allows you to use more than one number on your line, so both Voice Mail and the machine can work together without any problems. If each one

has a separate telephone number, neither will interfere with the other's operations.

If you decide to get the Distinctive Ring service from the telephone company, you will need to follow the directions on next page to ‘register’ the new Distinctive Ring pattern they give you. This is so your machine can recognize its incoming calls.

Note

You can change or cancel the Distinctive Ring pattern at any time. You can switch it off temporarily, and turn it back on later. When you get a new fax number, make sure you reset this feature.

What does your telephone company's ‘Distinctive Ring’ do?

Your telephone company's Distinctive Ring service allows you to have more than one number on the same telephone line. If you

need more than one telephone number, it is cheaper than paying for an extra line.

Each telephone number has its own distinctive ring pattern, so you will know which telephone number is ringing. This is one way you can have a separate telephone number for your machine.

What does Brother's ‘Distinctive Ring’ do?

The Brother machine has a Distinctive Ring feature that allows you to use your machine to take full advantage of the telephone company's Distinctive Ring service. The new telephone number on your line can just receive faxes.

Before you choose the ring pattern to

You can only register one Distinctive Ring pattern with the machine. Some ring patterns cannot be registered. The ring patterns below are supported by your Brother machine. Register the one your telephone company gives you.

Ring Pattern

1 long-long

2 short-long-short

3 short-short-long

4 very long (normal

Rings

pattern)

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Telephone Services and External devices

Note

Ring Pattern #1 is often called short-short and is the most commonly used. If the ring pattern you received is not on this chart, please call your telephone

company and ask for one that is shown.

 The machine will only answer calls to its

registered number.

 The first two rings are silent on the

machine. This is because the fax must ‘listen’ to the ring pattern (to compare it to the pattern that was ‘registered’). (Other telephones on the same line will ring.)

 If you program the machine properly, it will

recognize the registered ring pattern of the ‘fax number’ within 2 ring patterns and then answer with a fax tone. When the ‘voice number’ is called, the machine will not answer.

g Press Distinctive. h Press Set. i Press the stored ring pattern you want to

use. Press OK.

(You hear each pattern as you scroll through the four patterns. Make sure you choose the pattern that the telephone company gave you.)

j Press Stop/Exit.

Distinctive Ring is now set to On.

Turning off Distinctive Ring 7

a Press MENU. b Press a or b to display Fax. c Press Fax.

Registering the Distinctive Ring pattern

Very Important!

After you have set the Distinctive Ring feature to On, your Distinctive Ring number will receive faxes automatically. The receive mode is automatically set to Manual and you cannot change it to another receive mode while Distinctive Ring is set to On. This ensures the Brother machine will only answer the Distinctive Ring number and not interfere when your main telephone number is called.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Miscellaneous.

d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press a or b to display Distinctive. g Press Distinctive. h Press Off. i Press Stop/Exit.

Note

If you turn off Distinctive Ring, the machine will stay in Manual receive mode. You will need to set the Receive Mode again. (See Choose the correct Receive Mode on page 45.)

e Press Miscellaneous. f Press a or b to display Distinctive.

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Chapter 7

Caller ID 7

The Caller ID feature lets you use the Caller ID subscriber service offered by many local telephone companies. Call your telephone company for details. This service shows the telephone number, or name if it is available, of your caller as the line rings.

After a few rings, the LCD shows the telephone number of your caller (and name, if available). Once you answer a call, the Caller ID information disappears from the LCD, but the call information stays stored in the Caller ID memory.

You can view the list or choose one of the numbers to fax to, add to Speed Dial or delete from the history. (See Caller ID history on page 76.)

 You can see the first 20 characters of the

number (or name).

Setting up your area code (USA only) 7

When returning calls from the caller ID history your machine will automatically dial “1” plus the area code for all calls. If your local dialing plan requires that the “1” not be used for calls within your area code enter your area code in this setting. With the area code setting, calls returned from the caller ID history to your area code will be dialed using 10 digits (area code + 7-digit number). If your dialing plan does not follow the standard 1 + area code + 7-digit number dialing system for calling outside your area code, you may experience problems returning calls automatically from the caller ID history. If this is not the procedure followed by your dialing plan, you will not be able to return calls automatically.

a Press MENU. b Press a or b to display Fax.

 The # Unavailable message means

the call originated outside your Caller ID service area.

 The Private Call message means the

caller has intentionally blocked transmission of information.

You can print a list of the Caller ID information received by your machine. (See How to print a report on page 89.)

Note

• This feature may not be available in certain areas of the USA and Canada.

• The Caller ID service varies with different carriers. Call your local telephone company to find out about the kind of service available in your area.

c Press Fax. d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press a or b to display Area Code. g Press Area Code. h Enter your Area Code (3-digit number)

using the buttons on the LCD, and press OK.

i Press Stop/Exit.

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Telephone Services and External devices

Connecting an external TAD (telephone answering device)

You may choose to connect an external answering device. However, when you have an external TAD on the same telephone line as the machine, the TAD answers all calls and the machine ‘listens’ for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it does not hear CNG tones, the machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message.

The TAD must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax ‘handshake’. Make sure you carefully follow the instructions in this guide for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds five rings.

Note

• If you do not receive all your faxes, shorten the Ring Delay setting on your

external TAD.

• If You Subscribe to your Telephone

company's Distinctive Ring Service:

You may connect an external TAD to a separate wall jack only if you subscribe to your telephone company's Distinctive Ring service, have registered the distinctive ring pattern on your machine, and use that number as a fax number. The recommended setting is at least four rings on the external TAD when you have the telephone company's Distinctive Ring Service. You cannot use the Toll Saver setting.

• If You Do Not Subscribe to Distinctive

Ring Service:

You must plug your TAD into the EXT. jack of your machine. If your TAD is plugged into a wall jack, both your machine and the TAD will try to control the telephone line. (See the illustration below.)

1TAD

When the TAD answers a call, the LCD shows Ext. Tel in Use.

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Chapter 7

Connections 7

The external TAD must be plugged into the jack labeled EXT. Your machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring).

a Plug the telephone line cord from the

telephone wall jack into the jack labeled LINE.

b Remove the protective cap (1) from the

jack labeled EXT, and then plug the telephone line cord from the external TAD into the EXT. jack. (Make sure this cord is connected to the TAD at the TAD's telephone line jack, and not its handset jack.)

Recording outgoing message (OGM) on an external TAD 7

Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception.

a Record 5 seconds of silence at the

beginning of your message. (This allows your machine time to listen for the fax CNG tones of automatic transmissions before they stop.)

b Limit your speaking to 20 seconds. c End your 20-second message by giving

your Fax Receive Code for people sending manual faxes. For example: ‘After the beep, leave a message or send a fax by pressing l 51 and Start.’

c Set your external TAD to four rings or

less. (The machine's Ring Delay setting does not apply.)

d Record the outgoing message on your

external TAD.

e Set the TAD to answer calls. f Set the Receive Mode to Manual with

Easy Receive turned on. (See Choose the correct Receive Mode on page 45.)

Note

We recommend beginning your OGM with an initial 5-second silence because the machine cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your machine has trouble receiving, then you must re-record the OGM to include it.

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Telephone Services and External devices

Special line considerations 7

Roll over telephone lines 7

A roll over telephone system is a group of two or more separate telephone lines that pass incoming calls to each other if they are busy. The calls are usually passed down or ‘rolled over’ to the next available telephone line in a preset order.

Your machine can work in a roll over system as long as it is the last number in the sequence, so the call cannot roll away. Do not put the machine on any of the other numbers; when the other lines are busy and a second fax call is received, the fax call will be sent to a line that does not have a fax machine. Your

machine will work best on a dedicated line.

Two-line telephone system 7

A two-line telephone system is nothing more than two separate telephone numbers on the same wall outlet. The two telephone numbers can be on separate jacks (RJ11) or mixed into one jack (RJ14). Your machine must be plugged into an RJ11 jack. RJ11 and RJ14 jacks may be equal in size and appearance and both may contain four wires (black, red, green, yellow). To test the type of jack, plug in a two-line telephone and see if it can access both lines. If it can, you must separate the line for your machine. (See page 49.)

Converting telephone wall outlets 7

The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your machine is on Line 1, plug the machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of the triple adapter.

Triplex Adapter

RJ14

RJ11

RJ14

Installing machine, external two-line TAD and two-line telephone

When you are installing an external two-line telephone answering device (TAD) and a two-line telephone, your machine must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the machine on Line 2, which is explained in the following steps. The back of the two-line TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2. You will need at least three telephone line cords, the one that came with your machine and two for your external twoline TAD. You will need a fourth line cord if you add a two-line telephone.

a Put the two-line TAD and the two-line

telephone next to your machine.

There are three ways to convert to an RJ11 jack. The first two ways may require help from the telephone company. You can change the wall outlets from one RJ14 jack to two RJ11 jacks. Or you can have an RJ11 wall outlet installed and slave or jump one of the telephone numbers to it.

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b Plug one end of the telephone line cord

for your machine into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the back of the machine.

c Plug one end of the first telephone line

cord for your TAD into the L1 jack of the triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD.

Chapter 7

d Plug one end of the second telephone

line cord for your TAD into the L2 jack of the two-line TAD. Plug the other end into the EXT. jack on the left side of the machine.

1 Triplex Adapter

2 Two Line Telephone

3 External Two Line TAD

4 Machine

You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the machine's wall outlet. You can plug the telephone line cord from the two-line telephone into the L1+L2 jack of the triplex adapter. Or you can plug the two-line telephone into the TEL jack of the two-line TAD.

Multi-line connections (PBX) 7

We suggest you ask the company who installed your PBX to connect your machine. If you have a multi line system we suggest you ask the installer to connect the unit to the last line on the system. This prevents the machine being activated each time the system receives telephone calls. If all incoming calls will be answered by a switchboard operator we recommend that you set the Receive Mode to Manual.

We cannot guarantee that your machine will operate properly under all circumstances when connected to a PBX. Any difficulties with sending or receiving faxes should be reported first to the company who handles your PBX.

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Telephone Services and External devices

External and extension telephones

Connecting an external or extension telephone 7

You can connect a separate telephone or telephone answering device directly to your machine as shown in the diagram below.

Connect the telephone line cord to the jack labeled EXT.

Before you connect the external telephone answering machine, remove the protective cap (3) from the EXT. jack on the machine.

Using external and extension

telephones 7

Using extension telephones 7

If you answer a fax call on an extension telephone, you can make your machine receive the fax by pressing the Fax Receive Code l 51.

If the machine answers a voice call and pseudo/double-rings for you to take over, use the Telephone Answer Code #51 to take the call at an extension telephone. (See F/T Ring Time (Fax/Tel mode only) on page 48.)

Using an external telephone (connected to the EXT. jack of the machine)

If you answer a fax call at the external telephone, you can make the machine receive the fax by pressing Speaker Phone followed by Black Start.

1 Extension telephone

2 External telephone

When you are using an external or extension telephone, the LCD shows Ext. Tel in Use.

If you answer a call and no one is on the line:

You should assume that you're receiving a manual fax.

Press l 51 and wait for the chirp or until the LCD shows Receiving, and then hang up.

Note

You can also use the Easy Receive feature to make your machine automatically take the call. (See Easy Receive on page 49.)

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Chapter 7

Using a Non-Brother cordless external telephone (MFC-790CW only) 7

If your non-Brother cordless telephone is connected to the EXT. jack of the machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay.

If you let the machine answer first, you will have to go to the machine so you can press Speaker Phone to send the call to the cordless handset.

Using remote codes 7

Fax Receive code 7

If you answer a fax call on an extension or external telephone, you can tell your machine to receive it by dialing the Fax Receive Code l 5 1. Wait for the chirping sounds then replace the handset. (See Easy Receive on page 49.) Your caller will have to press Start to send the fax.

If you answer a fax call at the machine's handset or an external telephone connected to the EXT. jack of the machine, you can make the machine receive the fax by pressing Black Start.

Changing the remote codes 7

The preset Fax Receive Code is l 51. The preset Telephone Answer Code is #51. If you want to, you can replace them with your own codes.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display Remote Codes. g Press Remote Codes. h Press On (or Off). i Do one of the following.

 If you want to change the Fax

Receive Code, enter the new code.

Press OK, go to step k.

 If you do not want to change the Fax

Receive Code, press OK, go to step j.

j Do one of the following.

 If you want to change the Telephone

Answer Code, enter the new code.

Telephone Answer code 7

If you receive a voice call and the machine is in F/T mode, it will start to sound the F/T (double) Ring after the initial ring delay. If you pick up the call on an extension telephone you can turn the F/T Ring off by pressing #51 (make sure you press this between the rings).

If the machine answers a voice call and pseudo/double-rings for you to take over, you can take the call at the machine's handset by pressing Speaker Phone.

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Press OK, go to step k.

 If you do not want to change the

Telephone Answer Code, press OK, go to step k.

k Press Stop/Exit.

Note

• If you are always disconnected when accessing your external TAD remotely, try changing the Fax Receive Code and Telephone Answer Code to another threedigit code (such as ### and 999).

• Remote Codes might not work with some telephone systems.

Dialing and storing numbers 8

How to Dial 8

Manual dialing 8

Press all of the digits of the fax or telephone number.

Speed Dialing 8

a Press Speed Dial.

b Press the number you want to call. You

can also choose the number by alphabetical order by pressing on

LCD.

# 01

Fax Redial 8

If you are sending a fax manually and the line is busy, press Redial, and then press Black Start or Color Start to try again. If you want to make a second call to a number you recently dialed, you can press Redial and choose one of the last 30 numbers from the Outgoing Call List.

Redial only works if you dialed from the LCD. If you are sending a fax automatically and the line is busy, the machine will automatically redial once after five minutes.

a Press Redial. b Press the number you want to redial. c Press Send a fax.

d Press Black Start or Color Start.

Note

In Real Time Transmission the automatic redial feature does not work when using the scanner glass.

Note

If the LCD shows Not Registered when you enter or search a Speed Dial number, a number has not been stored at this location.

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Chapter 8

Outgoing Call 8

The last 30 numbers you sent a fax to will be stored in the outgoing call history. You can choose one of these numbers to fax to, add to Speed Dial or delete from the history.

a Press Redial.

You can also press History.

b Press Outgoing Call tab. c Press the number you want. d Do one of the following:

 To make a telephone call, press

Make a phone call.

 To send a fax, press Send a fax.

Press Black Start or Color Start.

 If you want to store the number,

press More and then press Add to Speed Dial.

(See Storing Speed Dial numbers from Outgoing Calls on page 78.)

Caller ID history 8

This feature requires the Caller ID subscriber service offered by many local telephone companies. (See Caller ID on page 68.)

The number, or name if available, from the last 30 faxes and telephone calls you received will be stored in the Caller ID history. You can view the list or choose one of these numbers to fax to, add to Speed Dial or delete from the history. When the thirty-first call comes in to the machine, it replaces information about the first call.

a Press History. b Press Caller ID hist. c Press the number you want to call. d Do one of the following:

 To make a telephone call, press

Make a phone call.

 To send a fax, press Send a fax.

Press Black Start or Color Start.

 If you want to delete the number from

the Outgoing Call history list, press More and then press Delete.

Press Yes to confirm.

e Press Stop/Exit.

 If you want to store the number,

press More and then press Add to Speed Dial.

(See Storing Speed Dial numbers from the Caller ID history

on page 78.)

 If you want to delete the number from

the Caller ID history list, press More and then press Delete.

Press Yes to confirm.

e Press Stop/Exit.

Note

• (USA only) If you redial from the Caller ID history outside your area code, you must set up your AREA CODE in advance. (See Setting up your area code (USA only) on page 68.)

• You can print the Caller ID List. (See How to print a report on page 89.)

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Dialing and storing numbers

Storing numbers 8

You can set up your machine to do the following types of easy dialing: Speed Dial and Groups for broadcasting faxes. When you dial a Quick Dial number, the LCD shows the name, if you stored it, or the number.

Note

If you lose electrical power, the Quick Dial numbers that are in the memory will not be lost.

Storing a pause 8

Press Pause to put a 3.5-second pause between numbers. If you are dialing, you can press Pause as many times as needed to increase the length of the pause.

Storing Speed Dial numbers 8

You can store up to 100 2-digit Speed Dial locations with a name, and each name can have two numbers (Fax/Tel1: and Fax/Tel2:). When you dial you will only have to press a few keys. (For example: Press Speed Dial, the number you want to make a call and Make a phone call.)

e Enter the first fax or telephone number

(up to 20 digits) using the buttons on the LCD. Press OK.

f Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

g To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

a Press Speed Dial. b Press More. c Press Set Speed Dial. d Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 195.)

 To store the number without a name,

press OK.

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h When the LCD displays your settings,

press OK to confirm.

i Do one of the following:

 To store another Speed Dial

number, go to step b.

 To finish storing numbers, press

Stop/Exit.

Chapter 8

Storing Speed Dial numbers from Outgoing Calls 8

You can also store Speed Dial numbers from the Outgoing Call history.

a Press Redial.

You can also choose by pressing History.

b Press Outgoing Call tab. c Press the name or number you want to

store.

d Press More. e Press Add to Speed Dial. f Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on LCD.

i To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

j When the LCD displays your settings,

press OK to confirm.

k Press Stop/Exit.

Press OK.

(To help you enter letters, see Entering Text on page 195.)

 To store the number without a name,

press OK.

g Press OK to confirm the fax or telephone

number you want to store.

h Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits).

Press OK.

 If you do not want to store a second

number, press OK.

Storing Speed Dial numbers from the Caller ID history 8

If you have the Caller ID subscriber service from your telephone company you can also store Speed Dial numbers from incoming calls in the Caller ID History. (See Caller ID on page 68.)

a Press History. b Press Caller ID hist. tab. c Press the number you want to store. d Press More. e Press Add to Speed Dial. f Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on LCD.

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Press OK.

(To help you enter letters, see Entering Text on page 195.)

 To store the number without a name,

press OK.

Dialing and storing numbers

g Press OK to confirm the fax or telephone

number you want to store.

h Do one of the following:

 Enter a second fax or telephone

number (up to 20 digits).

Press OK.

 If you do not want to store a second

number, press OK.

i To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

c Do one of the following:

 Press Change to edit the names or

numbers.

 Press Delete to delete all

information in a Speed Dial location.

Press the number you want to delete.

Press OK.

Go to step h.

d Press the number you want to change. e Press Name, Fax/Tel1: or

Fax/Tel2:.

f Do one of the following:

 If you chose Name, enter the name

(up to 16 characters) using the buttons on the LCD.

(See Entering Text on page 195.)

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

j When the LCD displays your settings,

press OK to confirm.

k Press Stop/Exit.

Changing Speed Dial names or numbers 8

You can change or delete a Speed Dial number that has already been stored.

a Press Speed Dial. b Press More.

Press OK.

 If you chose Fax/Tel1: or

Fax/Tel2:, enter the new number

(up to 20 digits) using the buttons on the LCD.

Press OK.

Note

How to change the stored name or number:

If you want to change a character, press d or c to position the cursor under the character you want to change, and then

press . Re-enter the character.

g Do one of the following:

 To change more details, go to

step f.

 To change another Speed Dial

location, press OK and repeat steps b to f.

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 If you are finished making changes,

press OK.

h Press Stop/Exit.

Chapter 8

Setting up groups for broadcasting 8

Groups, which can be stored on a Speed Dial location, allow you to send the same fax message to many fax numbers by pressing only a Speed Dial, the 2-digit location, Send a fax and Black Start. First, you'll need to store each fax number in a SpeedDial location. Then you can include them as numbers in the Group. Each Group uses up a Speed Dial location. You can have up to six Groups, or you can assign up to 198 numbers in a large Group if you have 2 numbers in each location.

(See Storing Speed Dial numbers on page 77 and Broadcasting (Black & White only) on page 39.)

a Press Speed Dial.

h Do one of the following:

 To store another Group for

broadcasting, repeat steps b to g.

 To finish storing Groups for

broadcasting, press Stop/Exit.

Note

You can print a list of all the Speed Dial numbers. Group numbers will be marked in the GROUP column. (See Reports on page 89.)

b Press More. c Press Setup Groups. d Enter the group name (up to 16

characters) using the buttons on the LCD. Press OK.

e When the LCD displays the next

available Group number, press OK. This Group number and name will automatically be assigned to the next available Speed Dial location.

f Add Speed Dial numbers to the Group

by pressing them to display a red checkmark. Press OK. If you want to list the numbers by

alphabetical order, press .

# 01

g When the LCD displays the Group

Name and numbers, press OK to confirm.

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Dialing and storing numbers

Changing a Group name 8

a Press Speed Dial. b Press More. c Press Change. d Press a or b to display the Group Name

you want to change.

e Press the Group Name. f Press Name:. g Enter the new name (up to 16

characters) using the buttons on the LCD. Press OK. (See Entering Text on page 195. For example, type NEW CLIENTS.)

Note

How to change the stored name or number:

If you want to change a character, press d or c to position the cursor under the character you want to change, and then

press . Re-enter the character.

h Press OK.

Deleting a Group 8

a Press Speed Dial. b Press More. c Press Delete. d Press a or b to display the Group you

want to delete.

e Press the Group Name. f Press OK. g Press Stop/Exit.

Deleting a number from a Group 8

a Press Speed Dial. b Press More. c Press Change. d Press a or b to display the Group you

want to change.

e Press the Group. f Press Add/Delete. g Press a or b to display the number you

want to delete from the Group.

i Press Stop/Exit.

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h Press the check box of the number you

want to delete to uncheck it. Press OK to confirm.

i Press OK. j Press Stop/Exit.

Chapter 8

Dialing Access codes and credit card numbers 8

Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes of long-distance carriers and credit card numbers as Speed Dial numbers. You can store these long dialing sequences by dividing them and setting them up as separate Speed Dial numbers in any combination. You can even include manual dialing using the dial pad. (See Storing Speed Dial numbers on page 77.)

For example, you might have stored ‘555 ’ on Speed Dial: 03 and ‘7000 ’ on Speed Dial: 02. You can use them both to dial ‘555-7000’ if you press the following keys:

Note

If you must wait for another dial tone or signal at any point in the dialing sequence, create a pause in the number by pressing Pause. Each key press adds a 3.5-second delay.

a Press Speed Dial. b Press #03. c Press Send a fax or

Make a phone call.

d Press Speed Dial. e Press #02. f Do one of the following:

 To make a telephone call, press

Make a phone call.

 To send a fax, press Send a fax.

Go to step g.

g Press Black Start or Color Start.

You will dial ‘555-7000 ’.

To temporarily change a number, you can substitute part of the number with manual dialing using the dial pad. For example, to change the number to 555-7001 you could press Speed Dial, choose 03, press Send a fax or Make a phone call, and then press 7001 using the dial pad.

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Message Center 9

Message Center mode 9

The Message Center feature will store up to 99 incoming messages. Messages are stored in the order in which they are received.

Voice messages can be up to 3 minutes in length, and can also be picked up remotely (see Using your Remote Access Code on page 59). The number of messages you can store will depend on how much memory is being used by other features (for example, delayed and stored faxes).

In the event of a power failure your machine will retain messages that are in the memory for approximately 24 hours.

Setting up the Message Center 9

Outgoing message (OGM) 9

Recording your OGM 9

You can record the following two different types of OGM:

 Msg Ctr OGM

This message will be played when a call is received. The caller will be able to leave a voice or fax message.

 F/T OGM

This message is played when a call is received and your machine is set to Fax/Tel mode. The caller will not be able to leave a message. See Fax/Tel OGM (Announcement) on page 84.

Your OGM must be less than 20 seconds long.

Recording the Message Center outgoing message (Msg Ctr OGM) is the first step you need to follow before you can use the Message Center.

To enter Message Center mode, follow the steps below:

a Record your Message Center OGM

(Msg Ctr OGM).

b Press to activate the Message

Center.

a Press MENU.

b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Msg Ctr.

e Press Setup Msg Ctr. f Press a or b to display OGM. g Press OGM.

The LCD prompts you to choose an OGM.

h Press either Msg Ctr OGM or

F/T OGM.

Note

If callers tell you they cannot leave a message on your machine, make sure you have chosen Msg Ctr OGM (not F/T OGM).

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Chapter 9

i Press Record OGM. j Record your message, using one of the

options below:

 (MFC-790CW)

Pickup the handset, record your message, and replace the handset when finished.

 (MFC-990CW)

Speak clearly toward the microphone to record your

message. Press Stop/Exit when finished.

The Message Center will play your OGM back to you.

k Press Stop/Exit.

Listening to your OGM 9

Erasing your OGM 9

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Msg Ctr.

e Press Setup Msg Ctr. f Press a or b to display OGM. g Press OGM. h Press Msg Ctr OGM or F/T OGM. i Press Erase OGM. j Do one of the following:

 Press Yes to erase the OGM.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Msg Ctr.

e Press Setup Msg Ctr. f Press a or b to display OGM. g Press OGM. h Press Msg Ctr OGM or F/T OGM. i Press Playing OGM.

Adjust the volume by pressing Volume d or c.

j Press Stop/Exit.

 Press No to exit without erasing.

k Press Stop/Exit.

Fax/Tel OGM (Announcement) 9

If your machine is set to Fax/Tel receive mode this message will be played by your Brother machine to a caller. Unlike the MC OGM, the caller will not be able to leave a message.

To record your Fax/Tel OGM follow the instructions on Outgoing message (OGM) on page 83 and choose F/T OGM (not Msg Ctr OGM).

If you need to review the steps for setting up the Fax/Tel receive mode, see Receive Modes on page 45.

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Activating Message Center mode 9

When the light glows, Message Center

mode is active. Press to enter MC mode.

Broadata MFC-790CW, MFC-990CW User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Brother numbers

Register your product

FAQs (frequently asked questions)

For Customer Service

Ordering accessories and supplies

Compilation and Publication Notice

Table of Contents

General Information 1

Using the documentation

Symbols and conventions used in the documentation 1

Viewing Documentation

How to find Scanning instructions 1

How to find Network setup instructions

How to find Scanning instructions 1

How to find Network setup instructions

Control panel overview 1

LCD screen 1

Basic Operations 1

Loading paper and documents 2

Loading paper and other print media

Loading envelopes and post cards 2

About envelopes 2

How to load envelopes and post cards2

Loading photo paper 2

Removing small printouts from the machine 2

Printable area 2

Acceptable paper and other print media

Recommended print media 2

Handling and using print media 2

Paper capacity of the output paper tray cover

Choosing the right print media 2

Paper type and size for each operation 2

Paper weight, thickness and capacity 2

Loading documents 2

Using the ADF 2

Recommended environment 2

Document Sizes Supported 2

How to load documents 2

Using the scanner glass 2

Document Sizes Supported 2

How to load documents 2

Scannable area 2

General setup 3

On/Off key 3

Turning the machine off 3

Turning the machine on 3

Power Off setting 3

Mode Timer 3

Paper settings 3

Paper Type 3

Paper Size 3

Volume Settings 3

Ring Volume 3

Setting the Ring Volume from the menu

Beeper Volume 3

Speaker Volume 3

Handset Volume (MFC-790CW only) 3

Choosing the Handset Volume (For Volume Amplify) (MFC-790CW only) 3

Setting Volume Amplify (MFC-790CW only) 3

Automatic Daylight Savings Time

Sleep Mode 3

LCD screen 3

LCD Contrast 3

Setting the backlight brightness 3

Setting the Dim Timer for the backlight 3

Security features 4

Memory Security 4

Setting and changing the memory security password 4

Setting a password for the first time 4

Changing your memory security password

Turning on the memory security lock 4

Turning off the memory security 4

Sending a Fax 5

Entering Fax mode 5

Faxing from the ADF 5

Faxing from the scanner glass5