Brother 4800 User Manual

FAX-2850
MFC-4800

OWNER’S MANUAL

APPROVAL INFORMATION

Brother advises that this product may not function correctly in a country other than which it was
originally purchased, and does not offer any warranty in the event that this product is used on public
telecommunication lines in another country.

Use only GENUINE brother supplies

DO NOT refill the toner cartridges. Attempting to use refilled toner
cartridges and using incompatible toners may cause damage to the
machine and such damage will not be covered by warranty. Warranty
coverage does not apply to problems caused by the use of 3rd party
consumables. We can only recommend the use of genuine Brother
consumables.

i

Using This Manual

Thank you for purchasing a Brother fax machine/multi function centre.
This machine has been designed to be simple to use, with LCD screen prompts to guide you through

functions. However, you can use the machine to its fullest potential by taking a few minutes to read
this manual.

Additionally, the machine has a Reports key. Press Reports and 1 to print a help
list of basic operational steps and functions.

Finding Information

All chapter headings and subheadings are listed in the Table of Contents. You will also be able to
find information about a specific feature or function by checking the Index at the back of this
manual. Also, throughout this manual, you will see special symbols alerting you to important
information, cross-references, and warnings. Illustrations of some screen displays also help you
choose the correct key-presses.

Symbols Used In This Manual

Note or additional information.

The machine may be damaged or may not work correctly if this is not
observed.

Warnings detail precautions you must take to avoid possible personal
injury.

ii

User-Friendly Programming

We have designed the machine with on-screen programming. User-friendly programming helps you
take full advantage of all the functions the machine has to offer.

Since your programming is done on the LCD, we have created step-by-step on-screen prompts to
help you program the machine. All you need to do is follow the prompts as they guide you through
the function menu selections, programming options and settings. Additionally, you can program
settings more quickly by pressing

A complete list of the function selections, options, and settings that are available is provided in the
appendix of this manual. (See

Alternating Displays

The LCD sometimes alternates between the currently
selected option, and a help message giving brief
instructions about how to proceed. The display you’ll
probably see most often is shown on the right, showing you
that when you place a document in the ADF, you can either
dial a number to send it as a fax or press the
make a copy of the document.

Menu/Set and the menu number using the dial pad.

Menu Mode & Menu Selection Table , page 148.)

FAX: NO. & START

COPY: NO. & COPY

Copy key to

iii

iv

OR

— OR

ON

OR

Quick Reference Guide

For Thai, Arabic, Indonesian, Cantonese, please refer to Quick Reference Guide enclosed
in the carton box.

Sending Faxes

Automatic Transmission

1

Place the original face down in the ADF.

2

Enter the fax number using One Touch (For
FAX-2850 Only), Speed Dial, Search or the

dial pad.

3

Press Fax Start .

4

Sending a Cover Page

5

Place the original face down in the ADF.

6

Press Menu/Set, 2, 2, 7 .

7

When NEXT FAX ONLY appears, press

Menu/Set .

8

9

10

11

12
13

Real Time Transmission

You can send faxes in real time.

1

or

Press to select ON (or OFF ), and then

press

Menu/Set .

or

Press to select a comment, and then

press

Menu/Set .

Enter two digits to indicate the number of
pages being sent, and then press

Press 1 to select additional settings
—

—Press 2 if you are ready to fax.

Enter the fax number.

Press Fax Start .

Place the original face down in the ADF.

Menu/Set .

3

4

5

6
7

or

Press to select ON , and then press

Menu/Set

—

For the next transmission only, press

to select
press

For the next fax only, press to select

Press 1 to select additional settings
—

Enter the fax number.

Press Fax Start .

NEXT FAX ONLY , and then

Menu/Set .

or

, and then press Menu/Set .

—Press 2 if you are ready to fax.

or

Receiving Faxes

Select Receive Mode

Press Receive Mode to select FAX ONLY ,

FAX/TEL , TAD:ANSWER MACH . or
MANUAL . If you select
FAX/TEL , make sure to set Ring Delay and F/T

Ring Time.

Manual Reception

1

Pick up the handset.

2

Press Fax Start if you hear fax tones
(beeps).

3

When the LCD shows RECEIVING ,
replace the handset.

2

Press Menu/Set, 2, 2, 5 .

v

Storing Numbers

Storing One Touch Dial Numbers
(For FAX-2850 Only)

1

Press Menu/Set, 2, 3, 1.

2

Press the One Touch key where you want to
store the number.

3

Enter a number (up to 20 digits), and then
press Menu/Set.

4

Enter a name (or leave it blank), and then
press Menu/Set.

5

Press Stop/Exit.

Search/Speed Dial

1

Press Search/Speed Dial, then enter the
first letter of the name you’re looking for.

2

Press or to search the memory.

3

When the name is displayed, lift the
handset—OR—Press Hook.

4

Press Fax Start to dial. (If you pressed
Hook to dial, pick up the handset when the

other party answers.)

5

To hang up, replace the handset.

Making Copies

Storing Speed Dial Numbers

1

For the FAX press Menu/Set,
2, 3, 2.
For the MFC, press Menu/Set,
2, 3, 1.

2

Enter a two-digit Speed Dial number, and
then press Menu/Set.

3

Enter a number (up to 20 digits), and then
press Menu/Set.

4

Enter a name (or leave it blank), and then
press Menu/Set.

5

Press Stop/Exit.

Telephone Operation

One Touch Dialing / Speed Dialing

1

Pick up the handset—OR—Press Hook
and listen for a dial tone.

2

When you hear the dial tone, press the One
Touch key of the location you want to call
(FAX-2850)

—OR—Press Search/Speed Dial, press
#, then press the two-digit Speed Dial

number. (If you pressed Hook to dial, pick
up the handset when the other party
answers.)

3

To hang up, replace the handset.

Making a Single Copy

1

Place the original face down in the ADF.

2

Press Copy.

Making Multiple Copies

1

Place the original face down in the ADF.

2

Use the dial pad to enter the number of
copies you want.

3

Press Copy.

vi

Table of Contents

Using This Manual
User-Friendly Programming

Table of Contents ...............................................................................vi

PREPARATION AND SIMPLE USE

Preparation and Simple Use Guide

Advice for Preparation and Simple Use Guide ...................................3

FAX-2850 Control Panel Overview.................................................... 7

MFC-4800 Control Panel Overview ...................................................9

BASIC FAX USE

Chapter 1 Setup

Initial Settings.................................................................................... 11

Custom Settings................................................................................. 12

Storing Numbers for Easy Dialling ................................................... 14

Chapter 2 Sending a Fax

Scanning Adjustment......................................................................... 16

Dialling a Number ............................................................................. 16

Sending Operation............................................................................. 18

Chapter 3 Receiving a Fax

Receive Mode Settings...................................................................... 20

Receiving a Fax ................................................................................. 23

Chapter 4 Telephone (Voice) Operation

Making Voice Calls........................................................................... 25

Chapter 5 Printing Reports

Transmission Report and Journal Setting.......................................... 28

Using the Reports Key....................................................................... 29

ADVANCED FAX USE

Chapter 6 Advanced Sending

Advanced Operations ........................................................................30

Chapter 7 Advanced Receiving

Operation from an External or Extension Telephone........................ 38

Chapter 8 Telephone Service

Telephone Service for Australia........................................................ 40

Telephone Service for New Zealand ................................................. 43

vii

Caller ID (Caller IDentification)........................................................45

Telephone Service for Some Countries .............................................47

Chapter 9 Polling

Polling Receive..................................................................................49

Polling Transmit.................................................................................51

Chapter 10 Remote Fax Options

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

Fax Forwarding..................................................................................52

Remote Retrieval ...............................................................................53

COPIER

Chapter 11 Making Copies

Basic Copy Operations ......................................................................56

Temporary Copy Setting....................................................................57

Copy Quality – Default Settings........................................................60

PRINTER/SCANNER

Chapter 12 Using the machine as a Printer

Special Printing Features ...................................................................62

Printing From Your PC......................................................................62

Simultaneous Printing/Faxing............................................................64

Acceptable Paper ...............................................................................65

Chapter 13 Printer Driver Settings (For Windows® Only)

Using the Brother MFC-4800 Printer Driver.....................................66

Basic Tab ...........................................................................................66

Advanced Tab....................................................................................68

Support...............................................................................................75

Chapter 14 Using the Windows®-Based Brother MFL-Pro

Control Centre (For Windows

Brother MFL-Pro Control Centre ......................................................76

Using the Scan Keys with PC Windows............................................77

Using the Control Panel Keys............................................................78

Brother Control Centre Features........................................................79

Scan to File ........................................................................................82

Scan to E-mail....................................................................................83

Scan to Word Processor.....................................................................85

User Defined Button ..........................................................................86

Copy...................................................................................................87

Send a Fax..........................................................................................88

Chapter 15 Using ScanSoft™ PaperPort® for Brother and

ScanSoft

™

TextBridge

®

®

Only)

viii

Chapter 16 Setting Up and Using PC FAX (For Windows® Only)

Introduction .......................................................................................95

MFC Remote Setup ........................................................................... 95

PC FAX Sending (For Windows

®

Only) .......................................... 96

Chapter 17 Using Automatic E-Mail Printing

For Windows® 95, 98, 98SE, Me Only .......................................... 106

Chapter 18 Using the Brother MFC with a New Power

Macintosh

Set up Your USB Equipped Apple® Macintosh® G3,G4 or

™

iMac
Using Brother Printer Driver with your Apple

Sending a Fax from your Macintosh Application ...........................109

Using Brother TWAIN Scanner Driver with Your Apple® Macintosh

®

G3, G4 or iMac™/iBook

with Mac OS 8.5/8.5.1/8.6/9.0/9.0.4/9.1.............................107

™

®

Macintosh®......... 107

®

... 113

MAINTENANCE

Chapter 19 Troubleshooting and Maintenance

Error Messages ................................................................................ 117

Document Jams and Paper Jams...................................................... 119

Packing and Shipping the Machine ................................................. 125

Regular Maintenance.......................................................................127

IMPORTANT INFORMATION

Chapter 20 Important Safety Information

Important Information for Australia................................................ 136

Important Information for New Zealand ......................................... 137

Important Information for Some Countries..................................... 139

Important Information for All Countries......................................... 141

APPENDIX

Chapter 21 Specifications

Fax Specifications ...........................................................................143

Printer Specifications (For MFC-4800 Only).................................. 144

Computer Requirement (For MFC-4800 Only) ..............................145

Electrical and Environment ............................................................. 145

Compilation and Publication Notice ...............................................146

Trademarks...................................................................................... 146

Entering Text................................................................................... 147

Menu Mode & Menu Selection Table............................................. 148

About Fax Machines........................................................................ 153

Glossary........................................................................................... 154

Index................................................................................................ 157

ix

Preparation and Simple Use Guide

Steps to prepare and use the machine simply

Follow the steps below to prepare and use the machine simply.

However, before you perform these steps, see Important Safety Information (page 136), and
Advice for Preparation and Simple Use Guide (page 3).

If you need further information, refer to BASIC USE or ADVANCED USE.

1 Read the Quick Setup Guide

Follow the instructions on the Brother Quick Setup Guide to set up the machine.

2 Setting the Document

■ Documents must be between 14.8 and 21.6 cm wide, and 15 and 60 cm long. This machine
can only scan an image 20.8 cm wide, regardless of how wide the document is.

■ Make sure you insert documents face down, top edge first.

■ Adjust the paper guides to fit the width of your document.

Paper Guides

■ The automatic document feeder (ADF) can hold up to 20 pages, feeding each one
individually through the machine. Use standard (64 g/m
ADF; if you’re using heavier paper, feed each sheet individually to prevent paper jams.

2

~90 g/m2) paper when using the

Approx. 1.3 cm

1

■ Open the document tray by pulling it toward you ( ), then unfold the extension ( ).

1 2

• DO NOT use curled, wrinkled, folded, or ripped document, or document
with staples, paper clips, paste, liquid paper or tape attached. DO NOT
use cardboard, newspaper, or fabric.

• Make sure documents written with ink are completely dry.

3 Sending a fax

1

Insert the document face down in the ADF.

2

Enter the fax number you want to call.

3

Press Fax Start.

4 Making a single copy

1

Insert the document face down in the ADF.

2

Press Copy.

3

To stop copying, press Stop/Exit. Press Stop/Exit again to release the original document.
(See Making Copies, page 56.)

5 Multiple Copies

1

Insert the document face down in the ADF.

2

Using the dial pad, enter the number of copies you want (up to 99).
For example, press 3, 8 for 38 copies.

3

Press Copy.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 2

Advice for Preparation and Simple Use Guide

Choosing a Location

Place the machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and
shocks. Locate the machine near a telephone wall socket and a standard earthed electrical socket,
grounded power outlet.

Avoid placing the machine where it may be knocked. Do not place near
heaters, air conditioners, water, chemicals or refrigerators. Do not expose
the machine to direct sunlight, excessive heat, moisture or dust. Do not
connect the machine to electrical outlets controlled by wall switches or
automatic timers as disruption of power can wipe out information in the
unit’s memory. Do not connect the machine to electrical outlets on the same
circuit as large appliances or other equipment that might disrupt the power
supply. Avoid interference sources, such as speakers or the base units of
cordless phones. Ensure the airflow from the fan on the right hand side of
the machine is not impeded.

• We recommend that this product be used with a surge protection device
to protect the product against damage caused by a lightning strike.

• Never touch telephone wires or terminals that are not insulated unless the
telephone line has been disconnected at the network interface.

• Avoid using a telephone (other than a cordless type) during an electrical
storm. There may be a remote risk of electric shock from lightning.

• Do not use the telephone to report a gas leak in the vicinity of the leak.

Connecting the Power Cord

• This machine must be fitted with an earthed plug.

• Since the machine is earthed via the mains plug, you can protect yourself

from potentially hazardous electrical conditions on the telephone network
by keeping the power to the machine on when you connect it to a
telephone line. Similarly, you can protect yourself when you want to move
the machine, by disconnecting the telephone line first, and then the power
cord.

3

IMPORTANT:
If you need to remove the moulded mains plug in order to fit an appropriate
type, you must discard the moulded plug immediately having cut it off, in
order that it is not inadvertently inserted into a live socket, thus presenting
a shock hazard. The wires in the mains lead of this appliance are colored in
accordance with the following code.

• Green-and-yellow : Earth

• Blue : Neutral

• Brown : Live

As the wires in the mains lead of this apparatus may not correspond with the
colored markings identifying the terminals in your plug, proceed as follows:
The wire which is colored green-and-yellow must be connected to the
terminal in the plug which is marked by the letter “E” or by the safety earth
symbol or colored green or green-and-yellow.
The wire which is colored blue must be connected to the terminal which is
marked with the letter “N” or colored black.
The wire which is colored brown must be connected to the terminal which is
marked with the letter “L” or colored red.

Memory Storage

In the event of a power failure, all settings in the GENERAL SETUP, SETUP RECEIVE, SETUP
SEND, SET QUICK-DIAL, REPORT SETTING, REMOTE FAX OPT and
MISCELLANEOUS functions are stored permanently and fax sending and receiving data are

stored for several days.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 4

Connecting an External Telephone Answering Device (TAD)

Sequence

You might choose to connect an additional answering machine. When you have an external TAD
on the same telephone line as the machine, the TAD answers all calls. The machine “listens” for fax
calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it
doesn’t hear the CNG tones, the machine will not answer the call, and messages can be left on the
TAD by callers in the normal way.

The TAD must answer within a maximum of four rings. However, we recommend two rings as the
TAD setting. The machine cannot hear CNG tones until the TAD has answered the call, and with
four rings there are only 8–10 seconds of CNG tones left for the fax “handshake.” Make sure you
carefully follow instructions in this manual for recording your outgoing message. Do not use a “toll-
saver” ring setting on the TAD.

It is important that the TAD is connected via the EXT socket on the machine
or on the line jack unit. Do not use a line doubler on the line jack as this can
cause answering problems.

Connections

1

You may connect an external TAD to the machine, as shown below.

TAD

(Example for Australia)

2

Set your external TAD to two rings or less.

3

Record the outgoing message (see next page).

4

Set the TAD to answer calls.

5

Set the Receive Mode to TAD:ANSWER MACH. by pressing Receive Mode.

5

TAD

Outgoing Message (OGM) of External TAD

Timing is important in recording this message. The message sets up the ways to handle both manual
and automatic fax reception.

1

We recommend the outgoing message (OGM) is no longer than 20 seconds.

2

Allow 5 seconds of silence at the beginning of your message.
(This allows the fax to detect the calling tone prior to OGM, so reception can be faster.)

3

We recommend that you end your OGM by giving your Remote Activation Code for people
sending manual faxes. For example:

“After the beep, leave a message or send a fax manually by pressing 51 ( 91 for New
Zealand) and Fax Start.”

Please note that some faxes that are sent manually cannot be received automatically because some
fax machines do not send a fax tone if the call is manually dialled. In these cases you must inform
callers that they must enter the remote activation code to send a fax.

Connecting an External Telephone

Your FAX/MFC is equipped with a handset that you can use as a regular phone. However, you can
also connect a separate telephone to your FAX/MFC, as shown below.

AND SIMPLE USE

PREPARATION

(Example for Australia)

Whenever this external phone (or TAD) is in use, the screen displays EXT. TEL IN USE, and, if
the FAX/MFC’s handset is lifted, an alarm sounds.

To disconnect the call on the external phone and switch to the FAX/MFC, lift the handset and press
Hook.

Preparation and Simple Use Guide 6

FAX-2850 Control Panel Overview

1

2

12

3

4

Liquid Crystal Display

1

Displays messages to help you set up and
operate the machine.

Shift

2

This key is used to access the “5”
through “8” One Touch keys.

One Touch Dial Keys

3

These 4 keys give you access to 8
previously stored phone numbers.

Copy Keys:

4

Options

You can quickly and easily select
temporary settings (for the next copy
only).

Enlarge/Reduce

Lets you select an enlargement or
reduction ratio: 50%, 71%, 100%, 141%,
150%, 200%. For more choices, select
MANUAL and use dial pad to type any
percentage between 50% and 200%.

Copy

Makes a copy.

Redial/Pause

5

Re-dials the last number called. Also
inserts a pause in autodial numbers.

11

6

5

7

6

7

8

9

98

Reports/Recall

You can access the Reports menu so you
can select a report to print: Help, Quick
Dial, Journal, Xmit Verify and System
Setup List and Order Form.

Dial Pad

Dials phone and fax numbers and can be
used as a keyboard for entering
information into the machine.
# key lets you switch the dialling type
during a telephone call from “PULSE”
to “TONE”. (Not available in New
Zealand.)

Hook/Hold

Lets you dial telephone and fax numbers
without lifting the handset.

—OR—

Lets you place telephone calls on hold.

Search/Speed Dial

Lets you look up numbers stored in the
dialling memory. Also, lets you dial
stored phone numbers by pressing # and
two-digit number.

10

7

Fax Keys:

0

Receive Mode

Select how the machine will handle
incoming calls.

Fax Resolution

Sets the resolution when you send a fax.

Fax Start

Starts sending a fax.

Navigation Keys:

A

Menu/Set

Lets you access the menu and
programming mode and stores your
settings in the machine.

or

Press to scroll forward or backward to
set a menu selection.
Also, you can use these keys to do an
alphabetical search for the names of
stored numbers.

or

Press to scroll through the menus and
options.

—OR—

You can press these keys to adjust the
ring or speaker volume.

Stop/Exit

B

Stops a fax, cancels an operation or exits
from function mode.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 8

MFC-4800 Control Panel Overview

2

1 13

3

4

5

Liquid Crystal Display

1

Displays messages to help you set up and
operate the machine.

Reports/Recall

2

Accesses the Reports menu so you can
select a report to print: Help, Quick Dial,
Journal, Xmit Verify and System Setup
List and Order Form.

Scan Keys:

3

Scan Image

Press this key to scan a picture into your
graphics application for viewing and
editing.

Scan/OCR

Press this key to start scanning a text
document. ScanSoft
convert it to editable text and display it in
your word processor application for
further editing.

Scan to E-mail

Press this key to start scanning an
original into your E-mail application,
setting it up automatically as an
attachment.

Print Key:

4

Reset

Clears data from the printer memory.

™

TextBridge® will

12

6

7

8

9

10

Copy Keys:

5

Options

You can quickly and easily select
temporary settings (for the next copy
only).

Enlarge/Reduce

Lets you select an enlargement or
reduction ratio: 50%, 71%, 100%, 141%,
150%, 200%. For more choices, select
MANUAL and use dial pad to type any
percentage between 50% and 200%.

Copy

Makes a copy.

Redial/Pause

6

Re-dials the last number called. Also
inserts a pause in autodial numbers.

Hook

7

Lets you dial telephone and fax numbers
without lifting the handset.

Dial Pad

8

Dials phone and fax numbers and can be
used as a keyboard for entering
information into the machine.
# key lets you switch the dialling type
during a telephone call from “PULSE”
to “TONE”. (Not available in New
Zealand.)

Hold

9

Lets you place telephone calls on hold.

11

9

Search/Speed Dial

0

Lets you look up numbers stored in the
dialling memory. Also, lets you dial
stored phone numbers by pressing # and
two-digit number.

Fax Keys:

A

Receive Mode

Select how the machine will handle
incoming calls.

Fax Resolution

Sets the resolution when you send a fax.

Fax Start

Starts sending a fax.

Navigation Keys:

B

Menu/Set

Lets you access the menu and
programming mode and stores your
settings in the machine.

or

Press to scroll forward or backward to
set a menu selection.
Also, you can use these keys to do an
alphabetical search for the names of
stored numbers.

AND SIMPLE USE

PREPARATION

or

Press to scroll through the menus and
options.

—OR—

You can press these keys to adjust the
ring or speaker volume.

Stop/Exit

C

Stops a fax, cancels an operation or exits
from function mode.

Preparation and Simple Use Guide 10

1

Setup

Initial Settings

Setting the Date and Time

The machine displays the date and time, and prints it on every fax you send.
In the event of a power failure, the machine maintains date and time information for up to 9 hours.

All other settings remain unaffected.

1

Press Menu/Set, 1, 1.

2

Enter the two digits of the year, and press Menu/Set. “02” is registered as 2002 in the machine.

3

Enter two digits for the month and press Menu/Set.

4

Enter two digits for the day and press Menu/Set.

5

Enter the time in 24 hour format and press Menu/Set.

6

Press Stop/Exit.

Setting the Station ID

You can store your name, fax number, and telephone number to be printed on the fax Cover Page,
and on all fax pages that you send. (See Electronic Cover Page, page 30.)

It is important that you enter the fax and telephone numbers in the internationally standardized
format, i.e. in accordance with the following strict sequence:

- The “+” (plus) character (press key)

- Your Country Code

- Your local area code minus any leading “0”

- A space

- Your number on the local exchange, using spaces to aid readability as appropriate.

1

Press Menu/Set, 1, 2.

2

Enter your fax number (up to 20 digits) and press Menu/Set.

3

Enter your telephone number (up to 20 digits) and press Menu/Set.

4

Enter your name (up to 20 characters) using the dial pad and the chart. To enter a space press

twice.

5

Press Menu/Set.

6

Press Stop/Exit.

11 Chapter 1

■ When you enter your name, see Entering Text, page 147.

■ The telephone number you enter is used only for the Cover Page features.

■ If you do not enter a fax number, no additional information can be entered.

■ To enter a space, press

characters.

■ If your Station ID has already been programmed, the screen prompts “
make a change, or “

once between numbers and twice between

2

” to exit without changing.

1

” to

Custom Settings

Volume Settings

Ring Volume

You can select how loud the machine rings. The ring volume can be turned off for silent reception
if required.

1

Press Menu/Set, 1, 3, 1.

2

Press or to select OFF, LOW, MED, or HIGH.

3

Press Menu/Set when the screen displays your selection.

4

Press Stop/Exit.

—OR—

You can adjust the ring volume when the machine is idle. You can turn the ring OFF.
Press or to adjust the volume level. With each key press, the machine rings so you can hear

the current setting and the display shows the setting you are choosing. Each key press changes the
volume to the next setting.

The new setting will remain until you change it again.

Beeper Volume

You can set the beeper to LOW, HIGH or OFF. The machine comes with this volume set to LOW.
When the beeper is set to LOW or HIGH, the machine beeps every time you press a key or make
an error, and at the end of sending or receiving a fax.

1

Press Menu/Set, 1, 3, 2.

2

Press or to select your setting.

3

When the screen displays the setting you want, press Menu/Set.

4

Press Stop/Exit.

BASIC FAX USE

Speaker Volume

You can set the volume of the machine speaker.

1

Press Menu/Set, 1, 3, 3.

2

Press or to select your volume setting (OFF, LOW, MED, or HIGH).

3

Press Menu/Set when the screen displays your selection.

4

Press Stop/Exit.

—OR—

If you are using Hook, you can adjust the speaker volume while dialing. You can turn the speaker
off or you can select a speaker volume level. The default setting is the lowest volume.

Press or to adjust the volume level. The display shows the setting you are choosing.
Each key press changes the volume to the next setting. The new setting will remain until you change

it again. Press Hook to disconnect the line.

Setup 12

Toner Save

You can conserve toner using this feature. When you set Toner Save to ON, print appears somewhat
lighter. The default setting is OFF.

1

Press Menu/Set, 1, 4.

2

Press or to select ON (or OFF).

3

Press Menu/Set.

4

Press Stop/Exit.

Power Save

Setting Power Save Mode more reduces power consumption. If you switched ON, when the machine
is idle, it drops into power save mode automatically.

In the power save mode, you can not use fax detect function and remote activation with the extension
or external phone. And the machine does not display the date and time.

1

Press Menu/Set, 1, 5.

2

Press or to select ON (or OFF).

3

Press Menu/Set when the screen displays your selection.

4

Press Stop/Exit.

Sleep Mode

Setting the Sleep Mode reduces power consumption while the machine is idle. You can choose how
long the machine is idle (from 00 to 99 minutes) before it drops into sleep mode. The timer
automatically resets when the machine receives a fax or PC data, or makes a copy. The factory
setting is 0 minutes.

1

Press Menu/Set, 1, 6.

2

Use the dial pad to enter the amount of time the machine is idle before it drops into sleep mode
(00 to 99).

3

Press Menu/Set.

4

Press Stop/Exit.

13 Chapter 1

Setting the Dialling Mode (Tone/Pulse) (Not available in New Zealand)

The machine is initially set to TONE. If you are using a PULSE dial line, you can change the setting
to PULSE by following the steps below.

1

Press Menu/Set, 1, 7. The screen prompts you to select PULSE (or TONE).

2

Use or to select the dialling mode.

3

Press Menu/Set when the screen displays the dialling mode you want.

4

Press Stop/Exit.

Storing Numbers for Easy Dialling

You can set up the machine to do the following types of easy dialling: One Touch (FAX-2850),
Speed Dial and Groups for Broadcasting of faxes.

Even if you lose electrical power, numbers stored in memory will not be lost.

Storing One Touch Dial Numbers (For FAX-2850 Only)

You can store 8 fax/phone numbers that you can dial by pressing one key. You can also store names
with these numbers. When you press a One Touch key, the screen displays the name or number as
the call is dialled. (See One Touch Dialling (For FAX-2850 Only), page 16.)

One Touch Dial keys are not the dial pad keys. They are the 4 keys (numbers
1-8). One Touch Dial Numbers
press the appropriate One Touch Dial key.

1

Press Menu/Set, 2, 3, 1.

2

Press the One Touch Dial key where you want to store a number. The screen displays the
location you selected.

3

Enter a number (up to 20 digits), and press Menu/Set. The screen prompts you to enter a name
for this number.

4

Use the dial pad to enter the name (up to 15 characters). (See Entering Text, page 147.)—OR—
Go to Step 5 to store the number without a name.

5

Press Menu/Set. Return to Step 2 to store another One Touch dial number—OR—Press
Stop/Exit.

When you dial a One Touch dial number, the screen displays the name you have stored or if you
have not stored a name, the number you have stored.

5-8

are accessed by holding down

Shift

while you

BASIC FAX USE

Setup 14

Storing Speed Dial Numbers

You can store Speed Dial numbers, which you dial by pressing only four keys. There are 100 Speed
Dial locations. (See Speed Dialling, page 17.)

1

For the FAX, press Menu/Set, 2, 3, 2.
For the MFC, press Menu/Set, 2, 3, 1.
The screen prompts you to enter a location.

2

Use the dial pad to enter a two-digit location (00-99), and press Menu/Set. The screen displays
your entry, then prompts you to enter the number you’re storing.

3

Enter the number (up to 20 digits), and press Menu/Set.
The screen now prompts you to store a name with this number.

4

Use the dial pad to enter the name (up to 15 characters). (See Entering Text, page 147.)—OR—
Go to Step 5 to store the number without a name.

5

Press Menu/Set. Return to Step 2 to store another Speed Dial number—OR—Press
Stop/Exit.

When you dial a Speed dial number, the screen displays the name you have stored or if you have not
stored a name, the number you have stored.

Changing One Touch (FAX-2850) and Speed Dial Numbers

If you try to store a One Touch or Speed Dial number in a location where a number is already stored,
the screen displays the current name stored there, then prompts you to either change it or exit.

1

Press 1 to change the number stored, or press 2 to exit without making a change.

2

Enter a new number.

◆ If you want to erase the number, press Stop/Exit when the cursor is to the far left of the

digits.

◆ If you want to changep a digit, use or to position the cursor under the digit you

want to change, then enter the new digit—OR—Press Stop/Exit to delete all charactors
above and to the right of the cursor.

3

Follow the directions in Storing One Touch Dial or Speed Dial Numbers.

15 Chapter 1

You can print a list of all stored numbers. (See Using the Reports Key, page 29.)

2

Sending a Fax

Scanning Adjustment

Contrast

If your document is very light or very dark, you might want to set the contrast accordingly. Use
LIGHT to send a light document. Use DARK to send a dark document. This setting is a temporary
setting.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 1.

3

Use or to select AUTO, LIGHT, or DARK.

4

When the screen displays your selection, press Menu/Set.

5

Press 2 if you have finished choosing settings, and go to Step 6—OR—Press 1 if you want to
select additional settings. The display returns to Setup Send menu.

6

Enter a fax number and press Fax Start.

Fax Resolution

When you have a document in the ADF, you can use the Fax Resolution key to temporarily
change the setting. Press Fax Resolution repeatedly until the LCD shows the setting you want.

—OR—

You can change the default setting.

1

Press Menu/Set, 2, 2, 2.

2

Press or to select the resolution you want, and then press Menu/Set.

3

Press Stop/Exit.

BASIC FAX USE

STANDARD: Suitable for most typed documents.
FINE: Good for small print; transmits a little slower than Standard resolution.
S.FINE: Good for small print or artwork; transmits slower than Fine resolution.
PHOTO: Use when document has varying shades of grey; slow transmission time.

Dialling a Number

One Touch Dialling (For FAX-2850 Only)

1

Insert the document face down in the ADF.

2

Press the One Touch key of the location you want to call.

3

Press Fax Start.

If you try to use a One Touch or Speed Dial location with no number stored in it,
you hear a warning sound, and screen displays NOT ASSIGNED. The display
returns to normal after 2 seconds.

Sending a Fax 16

Speed Dialling

1

Insert the document face down in the ADF.

2

Press Search/Speed Dial, then press # and the two-digit Speed Dial number.

3

Press Fax Start.

Search

You can search for names you have stored in One Touch (FAX-2850) and Speed Dial
memories. (See Storing One Touch Dial Numbers (For FAX-2850 Only), page 14 and Storing Speed

Dial Numbers, page 15.)

1

Insert the document face down in the ADF.

2

Press Search/Speed Dial, then enter the first letter of the name you’re looking for.

3

Press or to search the memory that are stored alphabetically.

4

When the screen displays the name you want to call, press Fax Start.

You can also use or key to search the numbers you have stored in
memory in numerical order. In that case, do not enter the first letter of the name in
Step 2.

Chain Dialling

You can store very long dialling sequences by dividing them and setting them up as One Touch (for
FAX-2850 only) and Speed Dial numbers. Then while dialling, you can combine two or more One
Touch and/or Speed Dial numbers and even include manual dialling using the dial pad. You can use
these numbers in any combination. The combined number will be dialled, in the order you entered
it, as soon as you press Fax Start.

For example:
For the FAX-2850, you can store “555” on One Touch Dial key 01 and “7000” on One Touch Dial

key 02. If you press One Touch 01, 02 and Fax Start, you can dial “555 7000”. To temporarily
change a number, you can substitute part of the number with manual dialling using the dial pad. So,
if you press One Touch 01 and press 7001 using the dial pad, you can dial “555 7001”.

For the FAX-2850 and MFC-4800, you can store “555” on Speed Dial #01 and “7000” on Speed
Dial #02. If you press Search/Speed Dial, #, 0, 1, Search/Speed Dial, #, 0, 2 and Fax Start,
you can dial “555 7000”. To temporarily change a number, you can substitute part of the number
with manual dialling using the dial pad. So, if you press Search/Speed Dial, #, 0, 1 and press
7001 using the dial pad, you can dial “555 7001”.

Using access codes is easy. Sometimes you may want to choose from the among several long
distance carriers when you make a call; rates may vary depending upon the time and destination. To
take advantage of low rates, you can store the access codes or long-distance carriers as One Touch
and Speed Dial numbers.

17 Chapter 2

Manual and Automatic Fax Redial

If you’re sending a fax manually and the line is busy, press Redial/Pause and Fax Start to try
again. Anytime you want to make a second call to the last number dialled, press Redial/Pause and
Fax Start to save time.

If you’re sending a fax automatically and the line is busy, the machine will automatically redial up
to 2 times at 2 minute intervals for Australia or up to 2 times at 3 minute intervals for New Zealand
(10 times in 3 minute intervals for some countries).

Pause

Press Redial/Pause to insert a pause between digits to be dialled.

When you press Redial/Pause, a dash “-” will appear on the display. By storing a
pause, you can create a delay of

3.5

seconds.

Sending Operation

Automatic Transmission

This is the easiest way to send a fax.

IMPORTANT: Do not pick up the handset, or press Hook to listen for a dial tone.

1

Insert the document face down in the ADF.

2

Enter the fax number using One Touch (FAX-2850), Speed Dial, Search or the dial pad.

3

Press Fax Start.

Manual Transmission

Manual transmission lets you hear the dial tone, ringing and fax receiving tones before sending a fax.

1

Insert the document face down in the ADF.

2

Pick up the handset and listen for a dial tone—OR—press Hook and listen for a dial tone.

3

Enter the fax number you want to call. (You can dial the number by using One Touch, Speed
Dial, Search or dial pad.) (See Dialling a Number, page 16.)

4

When you hear the fax tone, press Fax Start.

5

Replace the handset.

BASIC FAX USE

Sending a Fax 18

Dual Access

You can scan up to 50 messages into the fax memory, even while the machine is receiving or sending
another fax (from the memory). You can set temporary settings for each fax you’re scanning, except
Timer and Polling.

If you get a OUT OF MEMORY message while scanning the first page of a fax, press Stop/Exit
to cancel the scan. If you get a OUT OF MEMORY message while scanning in a subsequent page,
you’ll have the option to press Fax Start to transmit the pages scanned so far, or to press Stop/Exit
to cancel the operation.

1

Insert the document face down in the ADF.

2

Enter the fax number.

3

Press Fax Start. The machine starts scanning the document and the screen displays the job
number (#XXX) of the fax, and how much memory is available. When the machine starts
dialling you can immediately repeat Steps 1 through 3 for the next fax.

Real Time Transmission

When memory is full, the machine cannot continue to scan documents into memory before sending.
However, you can turn on REAL TIME TX. Then place the documents in the ADF and enter the
fax number. As soon as the phone line is free, the machine starts dialling and sending the fax.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 5.

3

To change the default setting, press or to select ON (or OFF) and press Menu/Set.
Go to Step 6—OR—For the next fax transmission only, press or to select NEXT FAX
ONLY.

4

Press Menu/Set.

5

For the next fax only, press or to select ON (or OFF) and press Menu/Set.

6

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 if you have finished choosing settings and go to Step 7.

7

If you switched ON Real Time Transmission for the next fax only, enter the fax number and
press Fax Start.

19 Chapter 2

3

Receiving a Fax

Receive Mode Settings

Select Receive Mode

There are four different receive modes for the machine. You may choose the mode
that best suits your needs by pressing Receive Mode repeatedly until the screen
displays the setting you want to use.
You’ll need to connect an external telephone to select Fax/Tel (F/T) or Manual
Mode.

Receive Mode For

1. FAX ONLY Use this function if you want to receive fax messages only (no
telephone calls). The machine should be connected on its own
line. The machine automatically answers every call as a fax
call. You cannot receive a voice call, but, if you have
connected an External telephone, you can still dial out and
make voice calls. (This setting is recommended if the machine
is on its own dedicated line.)

2. FAX/TEL (F/T) Use this function if you expect to receive many fax messages
and few phone calls. The machine automatically answers
every call. If the call is a fax, it prints the fax. If the call is not
a fax, it signals you with an F/T pseudo-ring, different from the
phone company ringing, to alert you to pick up the call. If you
select this setting, you’ll need to set the Ring Delay and F/T
Ring Time features (on the following pages).

3. TAD:ANSWER MACH.

(with an External Answering
Machine)

4. MANUAL Use this function if you receive many telephone calls and few

This is the only setting in which you can use an external
answering machine. Your telephone answering device is
connected to the machine, and answers every call. Once the
external telephone answering device (TAD) answers, the
machine listens for fax tones. If it detects fax tones, fax
messages are printed.

The TAD setting works only with an external telephone
answering device (TAD). Ring Delay and F/T Ring Time do
not work in this setting.

fax messages. You must answer all calls yourself. If you hear
fax tones, wait until the machine takes over the call
automatically, then hang up (see Fax Detect function).

BASIC FAX USE

Receiving a Fax 20

To Select or Change Your Receive Mode

1

Press Receive Mode. The screen displays your
current selection.

2

Press the key again and the next selection appears.
After 2 seconds, the screen returns to the date and time
display, along with your new Receive Mode setting.

If you are changing the Receive Mode while in another operation, the screen
returns to that operation.

09/06 15:25 FAX

Current Receive Mode

TAD:ANSWER MACH.

FAX:

FAX ONLY

F/T:

FAX/TEL

TAD:

EXTERNAL ANSWERING MACHINE

MAN:

MANUAL

FAX ONLY

FAX/TEL

MANUAL

Setting the Ring Delay

The Ring Delay setting determines the number of times the machine rings before it answers in FAX
ONLY or FAX/TEL mode. (See Operation from an External or Extension Telephone, page 38 and
For Fax/Tel Mode Only, page 38.)

1

Press Menu/Set, 2, 1, 1.

2

Press or to select how many times the line rings before the machine answers (02-10
for Australia, 01-10 for New Zealand, 00 -10 for some countries.).

3

Press Menu/Set when the screen displays your selection.

4

Press Stop/Exit.

Setting the F/T (Fax/Tel) Ring Time (Fax/Tel Mode Only)

You need to determine how long the machine will notify you with its special F/T pseudo-ring when
you have a voice call. This ringing happens after the initial ringing from the phone company.

the machine rings, for 20, 30, 40 or 70 seconds (for 20, 30, 40 or 55 seconds: Only for New Zealand)

no other phones on the same line ring the special F/T pseudo-ring. However, you can answer the call
on any extension phone (in a separate wall socket) on the same line as the machine. (See Operation
from an External or Extension Telephone, page 38.)

1

Press Menu/Set, 2, 1, 2.

2

Press or to select how long the machine will ring to alert you that you have a voice
call, and then press Menu/Set.

3

Press Stop/Exit.

21 Chapter 3

Only

;

Now, when a call comes in and the machine is set to Fax/Tel (F/T) Mode, all phones on this line will
ring the number of times you selected in Ring Delay.

You can let the machine pick up and detect if it’s a fax or voice call. If it’s a fax call, the machine
prints the fax. If it’s a voice call, the machine signals you with an F/T pseudo-ring for the length of
time you selected in F/T Ring Time.

Even if the caller hangs up during the F/T pseudo-ringing, the machine continues
the F/T pseudo-ringing for the set time.

Fax Detect (set ON by default)

When you use this feature, you don’t have to press Fax Start when you answer a fax call and hear
calling beeps. Just hold the handset and wait for several seconds. When you see RECEIVING on
the fax screen or when you hear “chirps” through the handset of an extension phone connected to
another wall socket, just replace the handset, and the machine does the rest. Selecting ON allows the
machine to receive fax calls automatically, even if you lift the handset of an extension or external
phone. Selecting SEMI lets the fax machine receive the call only if you’ve answered it at the
machine. Selecting OFF means you’ll have to activate the machine yourself, by pressing Fax Start
or 5 1 ( 9 1 for New Zealand) if you are not at the machine. (You have to set Remote
Activation to ON in Menu/Set, 2, 1, 4 to use 5 1 ( 9 1 for New Zealand).) (See Operation
from an External or Extension Telephone, page 38.)

In case Fax Detect does not work, because of a poor phone line connection, just press the Activation
Code 5 1 ( 9 1 for New Zealand).

1

Press Menu/Set, 2, 1, 3.

2

Use or to select ON, SEMI or OFF and press Menu/Set.

3

Press Stop/Exit.

BASIC FAX USE

Receiving a Fax 22

Receiving a Fax

Printing a Reduced Incoming Document (Auto Reduction)

If you choose ON, the machine reduces an incoming document automatically, so that it fits on one
page of A4 recording paper, regardless of the size of the original document.

1

Press Menu/Set, 2, 1, 5. The screen displays

2

Use or to select ON (or OFF).

3

Press Menu/Set when the screen displays your selection.

4

Press Stop/Exit.

If you receive faxes that are split on two pages, change this setting ON.

■ When you use Auto Reduction to reduce incoming documents to fit on one page
of recording paper, you can do so only as long as the original document is not
longer than
reduced and will carry over to print on a second page.

■ When you use Auto Reduction and you receive an incoming document that is
smaller than your recording paper, no reduction will take place, and you will get
the same size recorded as the original.

35

cm. If the original is longer than 35 cm, the data will not be

Setting the Print Density

If the machine is printing too light or too dark, you can adjust the print density level. The new setting
will remain until you change it again.

1

Press Menu/Set, 2, 1, 7.

2

Press or to select your setting. Each key press changes the print density to the next
setting.

3

When the screen shows the setting you want, press Menu/Set.

4

Press Stop/Exit.

5.AUTO REDUCTION

23 Chapter 3

Reception into Memory

As soon as the multi-purpose sheet feeder becomes empty during fax reception, the screen will
display “CHECK PAPER”; please put some paper in the multi-purpose sheet feeder. (See Brother
Quick Setup Guide.)

If the MEMORY RECEPTION switch is ON at this time…

The current fax reception will continue, with the remaining page(s) being stored in memory, subject
to available memory. Subsequent incoming faxes will also be stored into memory until the memory
is full, following with no further incoming fax calls will be automatically answered. To print all data,
put fresh paper in the multi-purpose sheet feeder and press Fax Start.

If the MEMORY RECEPTION switch is OFF at this time…

The current fax reception will continue, with the remaining page(s) being stored in memory, subject
to available memory. Subsequent incoming fax calls will not be automatically answered until fresh
paper is put in the multi-purpose sheet feeder. To print the last fax received, put paper in the multi­purpose sheet feeder and press Fax Start.

1

Press Menu/Set, 2, 1, 6.

2

Use or to select ON or OFF, and press Menu/Set when the screen displays your
selection.

3

Press Stop/Exit.

Printing a Fax from Memory

If you have fax storage ON for remote retrieval or fax forwarding, you can still print a fax from the
machine’s memory when you are at the machine: (See Setting Fax Storage, page 52.)

1

Press Menu/Set, 2, 5, 4.

2

Press Fax Start.

3

After all the data saved in the memory is printed out, press Stop/Exit.

BASIC FAX USE

Receiving a Fax 24

4

Telephone (Voice) Operation

Making Voice Calls

You can use your FAX/MFC to make voice telephone calls, by dialling manually or by using Search,
One Touch (FAX 2850) or Speed Dial memory. When you dial an auto dial number, the screen
displays the name you’ve stored, or if you haven’t stored a name, the fax number you’ve stored.

You can also use Chain Dialling or Pause function.
(See Chain Dialling, page 17 and Pause, page 26)

Manual Dialling

Manual dialling is simply pressing all of the digits of the phone number.

1

Pick up the handset. —OR— Press Hook.

2

When you hear a dial tone, dial the number, using the dial pad.

3

If you pressed Hook to dial the call, pick up the handset when the other party answers. (The speaker
works only one way; the other party won’t be able to hear you unless you pick up the handset.)

4

To hang up, replace the handset.

Search

You can search for names you have stored in One Touch (FAX-2850) and Speed Dial
memories. (See Storing One Touch Dial Numbers (For FAX-2850 Only), page 14 and Storing Speed

Dial Numbers in Chapter 1.)

1

Press Search/Speed Dial, then enter the first letter of the name you’re looking for.

2

Press or to search the memory.

3

When the screen displays the name you want to call,
press Fax Start to begin dialling.

4

If you press Hook to dial the call, pick up the handset when the other party answers. (The
speaker works only one way; the other party won’t be able to hear you unless you pick up the
handset.)

5

When the call is over, hang up.

You can also use or key to search the numbers you have stored in
memory in numerical order of registration. In that case, do not enter the first letter
of the name in Step 2.

One Touch Dialling (For FAX-2850 Only)

1

Pick up the handset. —OR— Press Hook.

2

When you hear a dial tone, press the One Touch key of the location you want to call. To use One
Touch dial numbers 5-8 hold down Shift and press the appropriate One Touch Dial key.

3

If you pressed Hook to dial the call, pick up the handset when the other party answers. (The speaker
works only one way; the other party won’t be able to hear you unless you pick up the handset.)

25 Chapter 4

4

To hang up, replace the handset.

If you try to use a One Touch location with no number stored in it, you hear a
warning sound, and screen displays NOT ASSIGNED. The display returns to
normal after 2 seconds.

Speed Dialling

1

Pick up the handset. —OR— Press Hook.

2

When you hear a dial tone, press Search/Speed Dial, press #, and then press the two-digit
Speed Dial number. (See Storing Speed Dial Numbers, page 15.)

3

If you pressed Hook to dial the call, pick up the handset when the other party answers. (The speaker
works only one way; the other party won’t be able to hear you unless you pick up the handset.)

4

To hang up, replace the handset.

If you are sending a fax, press Fax Start after pressing the Speed Dial number. If
you picked up the handset, press Fax Start when the receiving fax machine
answers with fax tone.

Hold

1

Press Hold to put a call on Hold.

2

You can put down the handset without disconnecting the call.

3

Pick up the FAX/MFC handset to release the call from hold. Picking up an extension handset
will not release the call from Hold.

Pause

Press Redial/Pause to insert a 3.5 second pause between numbers. If you are dialing overseas, you
can press Redial/Pause as many times as needed to increase the length of the pause.

BASIC FAX USE

On Hook Dialling

1

Dial the number by using the dial pad or One Touch Dial key (FAX 2850), or Speed Dial and #
then two-digit Speed Dial number.

2

The number you are dialling, or the name you have stored for One Touch or Speed Dial is
displayed on the LCD.

3

Press Fax Start.

4

Pick up the handset when you hear the other end from the monitor speaker.

When you make a call by pressing Fax
other end of the line from the monitor speaker, but they can’t hear you unless you
pick up the handset.

If you accidentally press Hook before lifting the handset, the call will be disconnected.

Start

after dialling, you can listen to the

Telephone (Voice) Operation 26

Tone/Pulse (Not available in New Zealand)

If you have pulse dialling service, but need to send tone signals (for telephone banking, for example),
follow the directions below. If you have touch tone service, you do not need this feature to send tone
signals.

1

Lift the handset.

2

Press #. Any digits dialled after this sends tone signals.

3

When you hang up, FAX/MFC returns to pulse dialling service.

Fax/Tel (F/T) Mode

When you share one line for your telephone and fax machine, in the Fax/Tel (F/T) Mode, the fax
machine can determine whether an incoming call is a fax or a telephone call. (See Select Receive
Mode, page 20.)

Hook Key

If you press Hook when you are talking lifting the handset with the other end, you can hear the other
end from machine’s monitor speaker, but the other end cannot hear you.

27 Chapter 4

5

Printing Reports

Transmission Report and Journal Setting

Two reports require initial setup in the Menu table: Transmission Verification Report and Journal
Period. For initial setup:

Press Menu/Set, 2, 4, 1.

—OR—

Press Menu/Set, 2, 4, 2.

Customizing the Transmission Verification Report

You can use the Transmission Report as confirmation that you sent a fax. This report lists the name
or fax number of the receiving party, the time and date of transmission, and if the transmission was
successful.

When the feature is OFF, the report is printed automatically only if an error occurred during
transmission. If the report indicates ERROR, send the document again. If the report indicates you
should check the readability of certain pages, resend those pages.

If you typically send multiple faxes to the same destinations, you may need a reminder to identify
each fax transmission. You can select OFF+IMAGE or ON+IMAGE to print a portion of the first
page of the fax message on the report.

1

Press Menu/Set, 2, 4, 1.

2

Press or to select OFF, OFF+IMAGE, ON and ON+IMAGE.

3

Press Menu/Set.

4

Press Stop/Exit.

1.TRANSMISSION

2.JOURNAL PERIOD

BASIC FAX USE

Setting the Journal Period

You can set the machine to print activity reports at specific intervals (1, 3, 6, 12, 24 hours, 2, 4 or 7
days). If you set the interval to OFF, you can print the report by following the steps in the next
section.

1

Press Menu/Set, 2, 4, 2.

2

Press or to choose your setting, and then press Menu/Set. If you choose 7 days, the
screen prompts you to choose a day at which to begin the 7-day countdown. Press or
to choose your setting and press Menu/Set.

3

Enter the time to begin printing, in 24-hour format (for example, enter 19:45 for 7:45 PM), and
press Menu/Set.

4

Press Stop/Exit.

Printing Reports 28

Using the Reports Key

Six lists are available.

1.HELP

Lists basic operational steps and functions.

2.QUICK-DIAL

3.JOURNAL

4.XMIT VERIFY

5.SYSTEM SETUP

6.ORDER FORM

To Print a Report

1

Press Reports.

2

Press or to select the report you want, and then press Menu/Set.

—OR—

Enter the number of the report you want to print. For example, press 1 to print the Help List.

Lists names and numbers stored in Speed Dial memory, in
numerical order.

Journal lists information about the last 200 incoming and
outgoing faxes. TX means Transmit; RX means Receive.

Prints a Transmission Verification Report for your last
transmission.

Lists settings for GENERAL SETUP, SETUP RECEIVE,

SETUP SEND, REPORT SETTING, REMOTE FAX
OPT and MISCELLANEOUS.

You can print an accessories order form to your Brother
dealer for service.

29 Chapter 5

6

Advanced Sending

Advanced Operations

Electronic Cover Page

The cover page is sent to the receiving party’s machine. Your cover page includes the name stored
in the One Touch (FAX-2850) or Speed Dial memory, if you have used this feature to start the call.

The cover page indicates the fax is from your Station ID, and the number of pages you’re sending.
If you have COVERPG SETUP set to ON (Function menu 2-2-7), the number of pages remains
blank.

You can select a comment to include on your cover page, or
you can select 1.NOTE OFF if you do not wish to include
a comment. (See Entering Text, page 147.)

As well as using one of the comments above, you can also
enter up to two customized messages, each 27 characters
long. (See Composing Your Own Comments, page 31.)

Cover Page for Next Fax Only

Make sure Station ID is set up. (See Setting the Station ID, page 11.) This feature does not work
without the Station ID.

You can set the machine to send a cover page with a particular document. This cover page will
include the number of pages in your document.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 7.

3

Press Menu/Set when the screen displays NEXT FAX ONLY.

4

Press or to select ON (or OFF), and press Menu/Set.

5

Press or to view the comment selections.

6

Press Menu/Set when the screen displays your selection.

7

Enter two digits to indicate the number of pages you are sending. (Enter 00 to leave the number
of pages blank.) If you make a mistake, press to back up and re-enter the number of pages.

1.NOTE OFF

2.PLEASE CALL

3.URGENT

4.CONFIDENTIAL

ADVANCED FAX USE

8

Press Menu/Set. The screen prompts you to continue.

9

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 if you have finished choosing settings, and go to Step 10.

10

Enter the fax number and then press Fax Start.

Advanced Sending 30

Always Send Cover Page

Make sure Station ID is set up. (See Setting the Station ID, page 11.) This feature does not work
without the Station ID.

You can set the machine to send a cover page whenever you send a fax. The number of pages in your
fax is not included when you use this setting.

1

Press Menu/Set, 2, 2, 7.

2

Press or to select ON or OFF.

3

Press Menu/Set when the screen displays COVERPAGE:ON. (If you select ON, a coverpage
is always sent when you send a fax.)

4

If you selected ON, the screen displays the cover page comment options. Press or to
view comment selections.

5

Press Menu/Set when the screen displays your selection. The screen prompts you to continue.

6

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 to exit if you have finished choosing settings.

Using a Printed Cover Page

If you prefer using a printed cover page that you have write on, you can print the sample page and
attach it to your fax.

1

Press Menu/Set, 2, 2, 7.

2

Press or to select PRINT SAMPLE, and press Menu/Set when the screen displays
your selection.

3

Press Fax Start. The machine prints a copy of your cover page.

4

Press Stop/Exit.

Composing Your Own Comments

1

Press Menu/Set, 2, 2, 8. The screen displays: COVERPAGE NOTE.

2

Use or to choose position 5 or 6 for your customized comment, and press Menu/Set.

3

Use the dial pad to enter your customized comment. (See Entering Text, page 147.)

4

Press Menu/Set. The screen prompts you to continue

5

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 to exit.

31 Chapter 6

Overseas Mode

Sometimes, when sending a fax to overseas numbers, problems can be experienced. This mode
makes the machine work better for such calls.

After you send a fax using this feature, the feature turns itself off.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 9.

3

Press or to select ON (or OFF), and press Menu/Set when the screen displays your
selection.

4

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 if you have finished choosing settings and go to Step 5.

5

Enter the fax number you’re calling, and press Fax Start.

Delayed Transmission (Timer)

You can use this function to send a fax up to 24 hours later.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 3.

3

Enter the time you want the fax to be sent, in 24-hour format (for example, enter 19:45 for 7:45
PM), and press Menu/Set.

4

Press 1 to select DOC—OR—Press 2 to select MEMORY. If you select 1.DOC, the machine
will not start scanning the document until the preset time. The document must be left in the ADF.

5

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 if you have finished choosing settings and go to Step 6. The screen
prompts you to enter the fax number.

6

Enter the fax number, and press Fax Start. The machine will wait until the time you have
entered to send the fax.

Delayed Batch Transmission

Before sending the delayed faxes, your Brother machine will economize by sorting all the
documents in memory by destination and scheduled time. If you set Batch Transmission to ON, all
delayed faxes scheduled at the same time to the same fax number will be sent as one transmission.

1

Press Menu/Set, 2, 2, 4.

2

Press or to select ON (or OFF) and press Menu/Set.

3

Press Stop/Exit.

ADVANCED FAX USE

Advanced Sending 32

Broadcasting

Broadcasting is automatically sending the same fax message to multiple fax numbers. Using the
Menu/Set key, you can include up to 8 One Touch locations (FAX-2850), up to 100 Speed Dial
locations, and up to 50 manually dialled numbers (maximum of 158 (FAX-2850) or 150 (MFC-

4800) locations if you did not use up any locations for Groups, access codes or credit card numbers).
However, available memory will vary with the types of jobs in memory and numbers of locations
used for broadcasting. If you broadcast to more than the maximum locations available, you will not
be able to setup transmissions using dual access and the timer.

The easiest way to broadcast is to first combine frequently used One Touch (FAX-2850) and Speed
Dial numbers as a Group, which uses up a One Touch key (FAX-2850) or a Speed Dial #.
(Remember, you can have up to six Groups and Quick Dial numbers can be included in more than
one Group). Then by pressing Menu/Set between each location, you can include One Touch (FAX-

2850), Speed Dial, Groups, and manual dialling (using the dial pad) in the same broadcast. Use the
Search/Speed Dial to help you choose the numbers easily.

After the broadcast is completed, a Broadcast Report will be printed automatically to let you know
the results.

1

Insert the document face down in the ADF.

2

Enter a number using One Touch (FAX-2850), Speed Dial, Search, Group number or the dial
pad.

Example: Group number

3

Press Menu/Set. You will be prompted to enter the next number.

4

Enter the next number.
Example: Speed Dial

5

Press Menu/Set.

6

Enter the next fax number.
Example: Manual dialling, using the dial pad.

7

Press Fax Start.

The machine will read the documents into memory and then start sending faxes to all the numbers
you entered.

33 Chapter 6

■ To stop the broadcasting in progress, press
want to cancel all locations or just the location that is being sent to.

■ Enter the long dialling sequence numbers as you normally would, but keep in
mind that each key counts as one location, so the number of locations you can
call becomes limited.

■ If the line is busy or a connection could not be made for some other reasons
while broadcasting, the machine will redial the number automatically.

■ If the memory is full, press
send the portion that is in the memory (if more than one page has been
scanned).

Stop/Exit

Stop/Exit

to abort the job or press

. The display asks if you

Fax Start

to

Setting Up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only one One
Touch Group key and Fax Start (FAX-2850) or five keys (Search/Speed Dial, #, the two-digit
location, and Fax Start). You can store up to six of the Groups on your One Touch keys (FAX-

2850) or Speed Dial, and then broadcast by pressing only the One Touch key (FAX-2850) or
Search/Speed Dial, #, the two-digit location (and Fax Start). First, you’ll need to store each fax
number as a One Touch or Speed Dial number. Then, you can combine them into a Group. Each
Group uses up a One Touch or Speed Dial number. You can have up to six Groups, or you can assign
up to 107 (FAX-2850) or 99 (MFC-4800) numbers to one large Group. (See Storing One Touch Dial
Numbers (For FAX-2850 Only), page 14 and Storing Speed Dial Numbers, page 15.)

1

For the FAX, press Menu/Set, 2, 3, 3.
For the MFC, press Menu/Set, 2, 3, 2.

2

Storing the Group as a Speed Dial Number.

Press Search/Speed Dial, and then enter the two­digit location where you wish to store the Group
number, and then press Menu/Set.

(For example, press Search/Speed Dial, 07.)

—OR—

Storing the Group on a One Touch key.

For the FAX-2850, press a One Touch key where you wish to store the Group number, and then
press Menu/Set.

(For example, press One Touch key 2.)

3

Use the dial pad to enter the Group number, and then press Menu/Set.
(For example, press 1 for Group 1.)

4

To include One Touch or Speed Dial numbers in the
Group, enter them as if you were dialling. For example,
for One Touch Dial key 5, press One Touch Dial key 5.
For Speed Dial location 09, press
Search/Speed Dial, then press 0, 9 on the dial pad.
The LCD shows 05, #09.

5

Press Menu/Set. The screen prompts you to enter a name.

6

Use the dial pad to enter a name for the group (for example, NEW CLIENTS) and press

Menu/Set. (See Entering Text, page 147.)

7

Press Stop/Exit.

For FAX-2850, LCD shows

PRESS SPEED-DIAL
OR ONE-TOUCH KEY

For MFC-4800, LCD shows

PRESS SPEED-DIAL

SPEED DIAL? #

G01:*05#09_

ADVANCED FAX USE

You can print a list of all One Touch and Speed Dial numbers. Group numbers will
be marked in the column of “GROUP”. (See Printing Reports, page 28.)

Advanced Sending 34

Cancelling a Job While Scanning the Document

You can cancel a job while you are scanning it into memory by pressing Stop/Exit. Eject the
document by pressing Stop/Exit again.

Checking and Cancelling a Scheduled Job in Memory

You can check or cancel a job that is waiting in memory.
If the machine is idle,

1

Press Menu/Set, 2, 6.
Any waiting jobs appear on the display. If nothing is waiting, the screen displays NO JOB

WAITING.

2

If you have more than two jobs waiting, use or to select the job you want to cancel.
Press Menu/Set when the screen displays your selection—OR—If you have only one job
waiting, go to Step 3.

3

Press 1 to cancel—OR—Press 2 to exit without cancelling.
To cancel another job, return to Step 2.

4

Press Stop/Exit.

■ You can check which jobs are remaining in memory by following Steps
above.

1

and 2

Memory Security

This feature allows you to prevent unauthorised access to the machine. When switched ON, Memory
Security prohibits most functions. The following functions listed are available while Memory
Security is switched ON.

■ Receiving faxes into memory [limited by Memory Capacity].

■ Scheduled Delayed Transmission*

■ Polling*

■ Fax Forwarding*

■ Remote Retrieval

* Provided it was set before Memory Security was switched ON.

Using Memory Security

You must use a password to switch Memory Security ON and OFF.

Setting Up Memory Security for the First Time

1

Press Menu/Set, 2, 0, 1.

2

Enter a 4-digit number as a password.

3

Press Menu/Set.
The screen prompts you to re-enter the password.

4

Re-enter the password and press Menu/Set.

5

Press or to choose SET SECURITY.

6

Press Menu/Set.

NEW PASSWD:XXXX

VERIFY:XXXX

35 Chapter 6

The screen prompts you to enter the password.

7

Enter a 4-digit password, followed by Menu/Set.
This is the same as the security password of the machine already stored.

The screen displays ACCEPTED for 2 seconds, followed by SECURE MODE - Memory Security
is now switched ON.

If the password you enter at Step 7 is incorrect, the screen would display WRONG
PASSWORD. After 2 seconds the display will then return to normal (displaying the

date & time). You must then start from Step 5 to set Memory Security.

Changing the Memory Security Password

1

Press Menu/Set, 2, 0, 1.

2

Press or to choose SET PASSWORD.

3

Press Menu/Set.
The screen prompts you to enter the old password.

4

Enter the current password.

5

Press Menu/Set.

6

Enter a 4-digit number as a new password.

7

Press Menu/Set.
The screen prompts you to re-enter the new password.

8

Enter the new password again and press Menu/Set.

9

Press Stop/Exit.

PASSWORD:XXXX

OLD PASSWD:XXXX

NEW PASSWD:XXXX

VERIFY:XXXX

ADVANCED FAX USE

Switching Memory Security ON

1

Press Menu/Set, 2, 0, 1.

2

Press or to choose SET SECURITY.

3

Press Menu/Set.
The screen prompts you to enter the password.

4

Enter a 4-digit password, followed by Menu/Set.
This is the same as the security password of the machine already stored.

The screen displays ACCEPTED for 2 seconds, followed by SECURE MODE - Memory Security
is now switched ON.

If the password you enter at Step 4 is incorrect, the screen would display WRONG
PASSWORD. After 2 seconds the display will then return to normal (displaying the

date & time). You must then start from Step 1 to set Memory Security.

PASSWORD:XXXX

Advanced Sending 36

Switching OFF Memory Security

1

When Memory Security is switched ON, press

Menu/Set.

2

Enter a 4-digit password and press Menu/Set.

The screen displays ACCEPTED, then after 2 seconds the display reverts to normal. Memory
Security is now switched OFF. Then all the data saved in the memory will be printed out.

If the password you enter at Step 2 is incorrect, the screen would display WRONG
PASSWORD. After 2 seconds the display will then return to displaying SECURE
MODE. You must then start from Step 1 to switch OFF Memory Security.

If you forget the Memory Security password, please contact your Brother dealer for service or the
help number given with the warranty documentation.

PASSWORD:XXXX

37 Chapter 6

7

Advanced Receiving

Operation from an External or Extension Telephone

An external phone is a telephone that is plugged into the machine (either into the machine’s EXT
socket or into the back of the connector that plugs into the telephone wall socket).

An extension phone is another phone on the same phone number as the machine, but plugged into a
different telephone wall socket. For example, the machine may be connected to a phone line in your
study, and you may have another phone on the same line (and same phone number) in your kitchen.
This feature enables you to answer the phone in the kitchen if it rings while you are making a coffee,
knowing that you can transfer the call to the machine if the incoming call is a fax.

If you answer a fax call on an external or extension phone, you can make the machine take over by
using the Activation Code. When you press the Activation Code 5 1 ( 9 1 for New Zealand),
the machine starts to receive a fax. If you set FAX DETECT to ON, you don’t have to press 5 1
( 9 1 for New Zealand), just hold the handset and wait for several seconds. (See Fax Detect (set
ON by default), page 22.)

If the machine answers a voice call and F/T pseudo-rings for you to take over, use the Deactivation
Code # 5 1 (# 9 1 for New Zealand) to take the call at an extension phone. The Deactivation Code
is used only in Fax/Tel (F/T) Mode. (You have to set Remote Activation to ON in Menu/Set, 2, 1,
4 to use 5 1 or # 5 1 ( 9 1 or # 9 1 for New Zealand).)

If you answer a call, and no one is on the line, assume you’re receiving a fax. At an extension phone,
press 5 1 ( 9 1 for New Zealand), wait for fax receiving tones (chirps), then hang up. At an
external phone, press 5 1 ( 9 1 for New Zealand) and wait for the phone to be disconnected
(the screen displays RECEIVING) before you hang up. (Your caller will have to press Start to send
the fax.)

ADVANCED FAX USE

If you accidentally pick up an extension phone when a fax message is being
received, you may disrupt the transmission or render some portions unreadable.

The Remote Activation Code can also be used by your callers. When you are using an external TAD,
your outgoing message (OGM) should end with the statement “to send a fax, press 5 1 ( 9 1
for New Zealand)”. (See Outgoing Message (OGM) of External TAD, page 6.)

For Fax/Tel Mode Only

When the machine is in Fax/Tel (F/T) Mode, it will use the F/T Ring Time (F/T pseudo-ringing) to
alert you to a voice call. If you’re at the machine, you can lift the handset to answer.

If you’re at an extension phone, you’ll need to lift the handset during the F/T Ring Time and press
# 5 1 (# 9 1 for New Zealand) between the F/T pseudo-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 5 1 ( 9 1 for New
Zealand).

Advanced Receiving 38

Switching ON Remote Activation and Changing Remote Codes

Remote Codes might not work with some telephone systems. The preset Activation Code is 5 1
( 9 1 for New Zealand). The preset Deactivation Code is # 5 1 (# 9 1 for New Zealand).

If you are always disconnected when accessing your external TAD remotely, try
changing the Activation Code from
the Deactivation Code from #
use the same number for the Activation Code, the Deactivation Code and the
Remote Access Code.

To switch Remote Activation ON and change Remote Codes

1

Press Menu/Set, 2, 1, 4.

2

Press
you want.

3

If you want to, enter a new Remote Activation Code, then press Menu/Set.

4

If you want to, enter a new Remote Deactivation Code, then press Menu/Set.

5

Press Stop/Exit.

or

to select ON (or

OFF

), and press Menu/Set when the screen displays the setting

5 1 ( 9 1 for New Zealand)

5 1 (# 9 1 for New Zealand)

to # # # and

to 1 1 1. You cannot

39 Chapter 7

8

Telephone Service

Telephone Service for Australia

Distinctive Ringing

This machine feature lets you use the Distinctive Ringing subscriber service offered by Telstra’s
FaxStream
line. Each phone number has its own Distinctive Ringing pattern, so you know which phone number
is ringing. This is one way you can have a separate phone number for your FAX/MFC.

Your FAX/MFC has a Distinctive Ringing function, allowing you to dedicate one phone number just
for receiving faxes.

Set the Distinctive Ringing to ON

1
2
3
4
5
6

®

Duet, which allows you to have at least two separate telephone numbers on the phone

You can switch it off temporarily, then turn it back on. When you get a new fax
number, make sure you reset this function.

• To have your external TAD answer only the main number, the machine
must be in Manual Mode.

• In FAX/TEL (F/T) or FAX ONLY mode, the machine will answer all numbers
on the phone line.

Disconnect the FAX/MFC from any TAD or telephone company voice mail.

Set the FAX/MFC to Manual Mode.
Press Menu/Set, 2, 0, 2. The screen displays the current setting of this feature.

Press or to select ON (or OFF).
Press Menu/Set.
Press Stop/Exit.

ADVANCED FAX USE

Caller ID (Caller IDentification)

Caller ID is a telephone service that allows the subscriber to see a display of the caller’s phone
number or name as the telephone rings. It is a fast way to screen your calls. You can respond quickly
to calls you missed, because Caller IDs are received and stored in your FAX/MFC memory.

■ To get the Caller ID Service: apply for the Caller ID service at your local
telephone company, if available.

Telephone Service 40

■

■

■

■

Advantages of Caller ID

For Business

All businesses profit from a quicker response to customer calls. Businesses that provide mail order
services, money-lending services or provide confidential information, can protect themselves from
false orders or acceptance of false identification.

At Home

Residential customers can protect themselves from unwanted calls.

How Does the Caller ID Work?

The Caller ID Appears on the Display When Your Telephone Rings

As your telephone rings, the display shows you the caller’s phone number or name. Once you pick
up the handset, the caller’s ID disappears. You will see up to the first 16 characters of the number
on the display.

Helpful Hints

If OUT OF AREA appears on the display, it means that the call came from outside your caller
ID service area or a public phone. *

If PRIVATE CALL appears on the display, it means the caller intentionally blocked the
transmission of his/her ID. *

If no caller ID was transmitted to your fax machine, PICK UP PHONE will remain on the
display.

* Depends on network Function.

The Caller ID is Stored in Your Machine’s Memory

The FAX/MFC can store a maximum of the last 30 incoming caller IDs in the memory, along with
the time and date of reception. The 31st call will cause the oldest ID to be erased.

The Caller ID information stored in the memory can be used for the following.

Printing the Caller ID List.

You can review calls you received by checking the Caller IDs in memory. This report will list
the Date, Time, Phone Number (Caller ID), and type of Call (Comment).

Viewing Caller ID List

Caller ID memory stores information for up to thirty calls; when the thirty-first call comes in,
information about the first call is erased. You can scroll through Caller ID information to review
those calls made to your FAX/MFC.

1

Press Menu/Set , 2 , 0 , 3 .

2

Press or to select DISPLAY # and press Menu/Set .
If the name was not received, it will not be displayed.

3

Press or to scroll through the Caller ID memory to select the Caller ID you want to
view and press

The next screen shows the caller’s telephone number and the date and time of the call.

4

Press or to return to the Caller ID listing — OR — Press Stop/Exit to exit.

41

Chapter 8

Menu/Set .

Printing Caller ID List

1

Press Menu/Set, 2, 0, 3.

2

Press or to select PRINT REPORT.

3

Press Menu/Set.

4

Press Fax Start.

ADVANCED FAX USE

Telephone Service 42

Telephone Service for New Zealand

FaxAbility

FaxAbility is a service offered by Telecom that allows you to have an additional number on one
phone line, with its own distinctive ring pattern. This way, when you get an incoming call, you can
identify the number being called by its ring.

How Will the Fax Machine Treat All Other Numbers?

FaxAbility mode ensures that the machine will answer calls to the FaxAbility (secondary) number.
When a call comes in to your main number, all the phones will ring. You can set an external
answering device (TAD) to answer calls on the other number(s). (See the chart in the following
page.)

If you change the answer mode on the fax machine to FAX/TEL (F/T) or FAX ONLY mode, that
setting will override the FaxAbility setup. In FAX/TEL (F/T) or FAX ONLY mode, your fax

machine will answer all

What is the Advantage of Using the FaxAbility Function?

Using FaxAbility is the most efficient way to receive both fax and telephone calls on the same line.
It is much easier for your callers who dial manually. The fax machine will answer with receiving
tones so they will not have to press an activation code. And the people who call to talk on your main
number, will not have to talk to your fax machine. Basically, it gives you two independent numbers
without the higher cost of a second line.

How Does FaxAbility Work?

Your telephone number will have the standard ring pattern of long, long tone, while the new number
will have a ring pattern of long, silence, long, etc. When FaxAbility is ON, you will not hear the first
ring of all incoming calls on the fax machine. Extension phones will ring as usual. If the fax machine
recognizes the ring pattern, all ringing will stop and the fax machine will answer and automatically
receive the fax message. Otherwise, you will hear the extension phones and the fax machine
continue to ring. The fax machine always listens to the ring pattern before it answers, so do not pick
up the phone during that time. You will quickly learn to recognize the ring pattern for faxes, so you
will not be tempted to answer that number. Either you or a telephone answering device can answer
the main number(s).

the phone numbers (including its own ring pattern).

43 Chapter 8

Registered
FaxAbility Number

Flowchart Sequence of Incoming Call

Incoming Call

All extension phones ring,
fax machine is silent.
(The answer mode should
be MANUAL.)

Main number

Fax machine automatically
receives and prints fax
message.

You answer the call
at an external phone.

Fax machine begins
ringing on third ring.

Telephone Answering
Device (TAD)
answers the call.

How to Turn FaxAbility OFF or ON

The FaxAbility function is designed to accommodate the FaxAbility service provided by Telecom.
To change the setting, repeat Steps 1-3; Step 2 is where you can select either ON or OFF.

Call Waiting beeps caused by incoming calls on your main number can affect fax transmissions.
If you have FaxAbility Service but don’t
If you do

below.
Your FaxAbility service automatically suspends Call Waiting when incoming faxes are being sent

to you.

have Call Waiting as well as FaxAbility, set the Call Waiting menu option to ON. See

1

Press Menu/Set, 2, 0, 2.
The screen displays

2

Press or to select ON (or OFF).

3

Press Menu/Set.
Only when FAXABILITY is set ON, Call Waiting can

be selected ON.
In case of FAXABILITY is set OFF, Call Waiting is

automatically OFF without choice.

4

Press Menu/Set.

5

Press Stop/Exit.

have Call Waiting you need do nothing at this stage.

2.FAXABILITY

FAXABILITY:OFF

FAXABILITY:ON

CALL WAITING:OFF

ADVANCED FAX USE

Telephone Service 44

Caller ID (Caller IDentification)

Caller ID is a telephone service that allows the subscriber to see a display of the caller’s phone
number as the telephone rings. It is a fast way to screen your calls. You can respond quickly to calls
you missed, because Caller IDs are received and stored in your machine’s memory.

■ To get the Caller ID Service: apply for the Caller ID service at your local
telephone company, if available.

Advantages of Caller ID

For Business

All businesses profit from a quicker response to customer calls. Businesses that provide mail order
services, money-lending services or provide confidential information, can protect themselves from
false orders or acceptance of false identification.

At Home

Residential customers can protect themselves from unwanted calls.

How Does the Caller ID Work?

The Caller ID Appears on the Display When Your Telephone Rings

As your telephone rings, the display shows you the caller’s phone number. Once you pick up the
handset, the caller’s ID disappears. You will see up to the first 16 characters of the number on the
display.

Helpful Hints

■ If OUT OF AREA appears on the display, it means that the call came from outside your caller
ID service area. *

■ If PRIVATE CALL appears on the display, it means the caller intentionally blocked the
transmission of his/her ID. *

■ If no caller ID was transmitted to your fax machine, PICK UP PHONE will remain on the
display.

* Depends on network Function.

45 Chapter 8

Viewing Caller ID List

Caller ID memory stores information for up to thirty calls; when the thirty-first call comes in,
information about the first call is erased. You can scroll through Caller ID information to review
those calls made to your FAX/MFC.

1

Press Menu/Set, 2, 0, 3.

2

Press or to select DISPLAY # and press Menu/Set.
If the name was not received, it will not be displayed.

3

Press or to scroll through the Caller ID memory to select the Caller ID you want to
view and press Menu/Set.

The next screen shows the caller’s telephone number and the date and time of the call.

4

Press or to return to the Caller ID listing —OR— Press Stop/Exit .

Printing Caller ID List

1

Press Menu/Set, 2, 0, 3.

2

Press or to select PRINT REPORT.

3

Press Menu/Set.

4

Press Fax Start.

If you use the Caller ID for Dial back…

■ Please be sure that you use appropriate dialling procedures for local and
national call.

■ Please be sure that you make sure of the details of the exact number to be
called back, and the need to insert prefix(es) for manual dialling.

■ Please understand that your machine may not display precisely the digits to be
called.

ADVANCED FAX USE

Telephone Service 46

Telephone Service for Some Countries

Distinctive Ringing (For Singapore and Hong Kong)

This FAX/MFC feature lets you use the Distinctive Ringing subscriber service offered by some
telephone companies, which allows you to have several telephone numbers on one phone line. Each
phone number has its own Distinctive Ringing pattern, so you’ll know which phone number is
ringing. This is one way you can have a separate phone number for your FAX/MFC.

Your FAX/MFC has a Distinctive Ringing function, allowing you to dedicate one phone number just
for receiving faxes. You’ll need to set Distinctive Ringing to ON.

You can switch it off temporarily, then turn it back on. When you get a new fax
number, make sure you reset this function.

■ The FAX/MFC will answer only calls to the Distinctive Ringing number.

■ To have your external TAD answer only the main number, the FAX/MFC must

be in Manual Mode.

■ In FAX/TEL (F/T) or FAX ONLY mode, the FAX/MFC will answer all numbers
on the phone line.

Setting the Distinctive Ringing

1

Set the FAX/MFC to MANUAL mode.

2

Press Menu/Set, 2, 0, 2.

3

Press or to select ON (or OFF).

4

Press Menu/Set.

5

Press Stop/Exit.

Caller ID (For Singapore and Hong Kong)

The Caller ID feature of this machine lets you use the Caller ID subscriber service offered by many
local phone companies. This service provides you, by means of the screen display, the telephone
number (or name) of your caller as the line rings. (See Printing Caller ID List, page 48.)

After a few rings, the screen displays the telephone number of your caller (or name, if available).
Once you pick up the handset, the Caller ID information disappears from the screen, but the call
information remains stored in the Caller ID memory.

■ You will see the first 16 characters of the number or name.

■ OUT OF AREA display means call originates outside your Caller ID service area.

■ PRIVATE CALL display means the caller has intentionally blocked transmission of

information.

■ CALL PICKUP display remains on the screen when no Caller ID information was transmitted.

If both the name and number are received, the screen displays only the name.
You can print a list of Caller ID information received by your machine.
Caller ID service varies with different carriers. Call your local phone company to
determine the kind of service available in your area.

47 Chapter 8

Viewing Caller ID List

Caller ID memory stores information for up to thirty calls; when the thirty-first call comes in,
information about the first call is erased. You can scroll through Caller ID information to review
those calls made to your machine.

1

Press Menu/Set, 2, 0, 3.

2

Press or to select DISPLAY #? and press Menu/Set.
If the name was not received, it will not be displayed.

3

Press or to scroll through the Caller ID memory to select the Caller ID you want to
view and press Menu/Set.

The next screen shows the caller’s telephone number and the date and time of the call.

4

Press or to return to the Caller ID listing—OR—Press Stop/Exit.

Printing Caller ID List

1

Press Menu, 2, 0, 3.

2

Press or to select PRINT REPORT? and press Menu/Set.

3

Press Fax Start.

ADVANCED FAX USE

Telephone Service 48

9

Polling

Polling is the process of retrieving faxes from another machine. You can use the
machine to “poll” other machines, or you can have someone poll the machine.

All parties involved in polling need to set up their machines to accommodate polling. When someone
polls the machine to receive a fax, they pay for the call; if you poll someone’s fax machine to receive
a fax, you pay for the call. (See Polling Transmit, page 51.)

Some machines do not respond to the polling function.

Polling Receive

Polling Receive is when you call another fax machine to receive a fax from it.

Setup for Polling Receive (Standard)

1

Press Menu/Set, 2, 1, 8.

2

Press or to choose STANDARD, and press Menu/Set.

3

Enter the fax number you are polling, and press
Fax Start.

The screen displays DIALING #XXX.

ENTER FAX NO.

Secure Polling

Secure Polling is a way to keep your documents and others’ from falling into the wrong hands while
the fax machines are set up for polling. You can use Secure Polling only with another Brother fax
machine. Your four-digit secure code must be entered on the machine that polls for your documents.

Setup for Polling Receive with Secure Code

You need to make sure you are using the same secure code as the other party.

1

Press Menu/Set, 2, 1, 8.

2

Press or to choose SECURE, and press Menu/Set.

3

Enter a four-digit secure code.
This is the same as the security code of the fax machine you are polling.

4

Press Menu/Set.

5

Enter the fax number you are polling.

6

Press Fax Start.

49 Chapter 9

ENTER FAX NO.

Setup Delayed Polling Receive

You can set the machine to begin Polling Receive at a later time.

1

Press Menu/Set, 2, 1, 8.

2

Press or to choose TIMER, and press Menu/Set.

3

The screen prompts you to enter the time you want to begin polling.

4

Enter the time (in 24-hour format) you want to begin polling.
For example, enter 21:45 for 9:45 PM.

5

Press Menu/Set. The screen prompts you to enter the fax number you are polling.

6

Enter the fax number, and press Fax Start.
The machine makes the polling call at the time you

entered.

You can set up only one Delayed Polling.

ENTER FAX NO.

Sequential Polling

The machine can request documents from several fax units in a single operation. You just specify
several destinations in Step 6. Afterward, a Sequential Polling Report will be printed.

1

Press Menu/Set, 2, 1, 8.

2

Press or to choose STANDARD, SECURE or TIMER, and press Menu/Set when
the screen displays the setting you want.

3

If you selected STANDARD, go to Step 4.

• If you selected SECURE, enter a four-digit number and press Menu/Set, and then go to

Step 4.

• If you selected TIMER, enter the time (in 24-hour format) you want to begin polling and

press Menu/Set, and then go to Step 4.

4

Specify the destination fax machines, which you wish to poll by using One Touch (FAX-2850),
Speed Dial, Search, a Group (see Setting Up Groups for Broadcasting, page 34) or the dial pad.
You must press Menu/Set between each location.

5

Press Fax Start.
The machine polls each number or group number in turn for a document.

ADVANCED FAX USE

Polling 50

Polling Transmit

Setup for Polling Transmit (Standard)

Polling Transmit is when you set up the machine to wait with a document so another fax machine
can retrieve it.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 6.

3

Press or to choose STANDARD, and press

Menu/Set. The screen displays:

4

Press 1 to select DOC if you want the machine to scan the printed document at the time it is
polled—OR—Press 2 to select MEMORY.

5

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 if you have finished choosing setting and go to Step 6.

6

Press Fax Start.

Setup for Polling Transmit with Secure Code

When you choose POLLING:SECURE, anyone who polls the machine must enter the polling
secure code.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 6.

3

Press or to choose SECURE, and then press Menu/Set.

4

Enter a four-digit number, and press Menu/Set.
The screen displays:

5

Press 1 to select DOC if you want the machine to scan the printed document at the time it is
polled—OR—Press 2 to select MEMORY.

6

Press 1 if you want to select additional settings. The display returns to the SETUP SEND
menu—OR—Press 2 if you have finished choosing settings and go to Step 7.

7

Press Fax Start and wait for the fax to be polled.

1.DOC 2.MEMORY

1.DOC 2.MEMORY

51 Chapter 9

You can use Secure Polling only with another Brother fax machine.

10

Remote Fax Options

Setting Fax Storage

If you set Fax Storage to ON, you will be able to retrieve fax messages from another location, using
Fax Forwarding or Remote Retrieval functions. The screen will indicate when you have a fax stored
in memory.

1

Press Menu/Set, 2, 5, 2.

2

Press or to select ON (or OFF), and press Menu/Set when the screen displays your
selection.

3

Press Stop/Exit.

If there are faxes in memory when you turn the Fax Storage
prompts you to erase any faxes in memory.
If you press
in memory has not been printed before, it will be printed first, and then erased. If
you press

Backup Print

If you’ve set FAX STORAGE to ON, the machine automatically prints fax messages as they are
received into memory. This is a safety feature in case the power goes out for several days so you
won’t lose the messages.

1

, all fax data is erased and Fax Storage is turned

2

, data is not erased, and Fax Storage remains ON.

OFF

, the screen

OFF

. If the fax data

Fax Forwarding

You cannot use Fax Forwarding when “Fax Storage” is set to

Programming a Fax Forwarding Number

When Fax Forwarding and Fax Storage are set to ON, the machine stores the received fax in
memory, then dials the fax machine phone number you’ve programmed, and forwards the fax
message. You can change a Fax Forwarding number remotely. (See Changing the Fax Forwarding
Number, page 55.)

1

Press Menu/Set, 2, 5, 1.

2

Press or to select ON (or OFF), and press Menu/Set.
The screen prompts you to enter the number of the fax machine where faxes will be forwarded.

3

Enter the forwarding number (up to 20 digits), and press Menu/Set.

4

Press Stop/Exit.

OFF

.

ADVANCED FAX USE

You can also dial into the machine from a remote location to switch this feature
on, or to change the number you want your faxes forwarding to.

Remote Fax Options 52

Changing the Remote Access Code

Enter your Remote Access Code when the machine picks up your call, so you can access features
remotely. The access code is preset to 1 5 9 , but you can change this.

1

Press Menu/Set, 2, 5, 3.

2

Enter a three-digit number from 000 to 999, and press Menu/Set.
The cannot be changed. Do not use the same digits that appear in your Remote Activation or

Deactivation Code.

3

Press Stop/Exit.

Remote Retrieval

Using Your Remote Access Code

To receive faxes at your location, you must call from a fax machine using touch tone. For
convenience, you can retrieve faxes from a touch tone phone by having them sent to a fax machine.
For example, if your hotel room does not have a fax machine, you can enter the number of the fax
machine at the hotel’s Front Desk.

1

Dial your fax number from a touch tone phone.

2

When the machine answers and beeps, immediately enter your Remote Access Code
(the factory setting is 1 5 9 ).

3

The machine signals the kinds of messages received:

1 long beep — Fax message(s)
No beep — No messages

4

The machine prompts you with two short beeps to enter a command. If you wait longer than 30
seconds to enter a command, the machine hangs up. If you enter an invalid command, the
machine beeps three times.

5

Press 9 0 to reset the machine when you finish.

6

Hang up.

53 Chapter 10

Remote Commands

Follow the commands below to access features remotely. When you call the machine and enter your
Remote Access Code (the factory setting is 1 5 9 ), the system will signal you with two short beeps
to enter a remote control command.

Change Fax Forwarding Setting

Press 9 5

then to

Turn Fax Forwarding OFF—Press 1.
Turn Fax Forwarding ON—Press 2.
Program Fax Forward Number—Press 4. Automatically turns Fax Forwarding ON.
Turn Fax Storage ON—Press 6.
Turn Fax Storage OFF—Press 7. (This is only possible if there are no faxes stored in the memory,

or if all faxes have been erased using Remote Control 9 6 3).

Retrieve or Erase a Fax

Press 9 6

then to

Retrieve all faxes—Press 2, then enter the number of remote fax machine and then press # #. After
the beep, hang up and wait.

Erase all fax messages—Press 3. If the data stored in the memory has not been printed before, it
will be printed first and then erased.

Check the Receiving Status

Press 9 7

then Press 1.

1 long beep—Received fax messages.
3 short beeps—No messages.

ADVANCED FAX USE

Change Receive Mode

Press 9 8

then for

TAD—Press 1.
F/T (FAX/TEL)—Press 2.
FAX—Press 3.

Exit Remote Operation

Press 9 0.

Remote Fax Options 54

Retrieving Fax Messages

1

Dial the machine’s number.

2

When you hear the beep, immediately enter your Remote Access Code
(the factory setting is 1 5 9 ).

3

As soon as you hear two short beeps, use the dial pad to press 9 6 2.

4

Using the dial pad, enter the number (up to 20 digits) of the remote fax machine where you want
your fax messages forwarded, and then press # #.

You cannot use and # as dial numbers. However, if you want to store a pause,
press

#

.

5

After you hear the machine beep, hang up and wait.
The machine calls the remote fax machine and sends the stored documents. The remote fax

machine prints your fax messages.

Changing the Fax Forwarding Number

You can change the default setting of your fax forwarding number from a remote telephone/fax
machine using touch tone.

1

Dial the machine’s number.

2

When you hear the beep, immediately enter your Remote Access Code
(the factory setting is 1 5 9 ).

3

When you hear two short beeps, use the dial pad to press 9 5 4.

4

Enter the new number of the remote fax machine where you want your fax messages forwarded,
and then press # #.

You cannot use and # as dial numbers. However, if you want to store a pause,
press

#

.

5

After you hear the machine beep, hang up.

55 Chapter 10

11

Making Copies

Basic Copy Operations

Using the Machine as a Copier

You can use the machine as a copy machine, making up to 99
copies at a time.

Do NOT pull on the paper while copying is in progress. To cancel, press

Stop/Exit

The scannable area of the machine begins at
approximately 4mm from the edge of the paper.

. Press

Stop/Exit

again to release the original document.

(4mm)

Making a Single Copy

1

Insert the document face down in the ADF.

2

Press Copy.

To stop, press Stop/Exit. To release the original document, press
again.

Making Multiple Copies

1

Insert the document face down in the ADF.

2

Using the dial pad, enter the number of copies you want.
For example, press 3, 8 for 38 copies.

3

Press Copy.

To sort the copies, use Options key.

(4mm)

Non-scannable
area

Stop/Exit

COPIER

Making Copies 56

Out of Memory Message

If the memory becomes full while you’re making copies, the screen displays:

OUT OF MEMORY

If you were scanning the first page to be copied, press Stop/Exit to cancel the operation and restart
to make a single copy. If you were scanning a subsequent page, you’ll have the option to press Copy
to copy the pages scanned so far —OR— press Stop/Exit to cancel.

You’ll need to clear some fax messages to make some additional memory available before you can
continue.

To gain extra memory, you can turn off Fax Storage—OR—Print fax messages in
memory. (See Setting Fax Storage, page 52.)

Temporary Copy Setting

You can quickly enlarge or reduce copies or improve the copy
quality by using the Enlarge/Reduce, and Options keys.
These settings are temporary, and the machine returns to its
default settings when you finish copying.

Copying Using Multiple Settings

You can try different combinations of settings for the best results.
After you finish settings using the Enlarge/Reduce or

Options keys, the LCD shows:

PRESS COPY OR
FOR NEXT OPT.

■ Press or if you want to select additional settings.

—OR—

Press Copy if you have finished choosing settings.

Making Enlarged or Reduced Copies (Temporary Setting)

1

Insert the document face down in the ADF.

2

Using the dial pad, enter the number of copies—OR—Keep the default (01).

3

Press Enlarge/Reduce.

4

Press or to choose an enlargement or reduction ratio.
You can reduce to 71% or 50% of the original size by pressing key.

—OR—

You can enlarge to 141%, 150%, 200% by pressing key.

—OR—

You can press or
or reduction ratio between 50% and 200%. For example, press 5, 3 to enter 53%.

57 Chapter 11

to select MANUAL, then use the dial pad to enter an enlargement

5

Press Menu/Set.

6

Press Copy—OR—Press or for additional settings.

Special Copy Options (2 in 1 or 4 in 1 copy) are not available with

Enlarge/Reduce.

Using the Options Key

The Options key changes the settings for copy mode, contrast, sort and special copy options for
the next copy only.

Press Options.

Press Options Menu Selections Options Factory Setting

NO. OF COPIES NO. OF COPIES:XX 01
COPY MODE AUTO/TEXT/PHOTO AUTO

CONTRAST – + – +
SPECIAL 2IN1/4IN1/OFF OFF

PAPER TYPE THIN/PLAIN

THICK/THICKER/
TRANSPARENCY

PLAIN

Copy Mode (Type of Original)

You can select the Copy resolution for your type of original. The default setting is AUTO, which is
used for originals that contain both text and photographs. TEXT is used for originals containing only
text. PHOTO is used for copying photographs.

1

Insert the document face down in the ADF.

2

Use the dial pad to enter the number of copies you want (up to 99).

3

Press Options and or to select COPY MODE and then press Menu/Set.

4

Press or to choose the type of original (AUTO, TEXT or PHOTO), and then press

Menu/Set.

5

Press Copy—OR—Press or for additional settings.

COPIER

Copy Contrast

You can adjust copy contrast to make copies darker or lighter.

1

Insert the document face down in the ADF.

2

Use the dial pad to enter the number of copies you want (up to 99).

3

Press Options and or to select CONTRAST, and then press Menu/Set.

4

Press to make a copy lighter, or to make a copy darker, and then press Menu/Set.

5

Press Copy—OR—Press or for additional settings.

Making Copies 58

Special Copy Options

You can save paper by copying either two or four pages onto one page.

1

Insert the document face down in the ADF.

2

Use the dial pad to enter the number of copies you want.

3

Press Options and or to select SPECIAL, and then press Menu/Set.

4

Press or to select 2 IN 1, 4 IN 1 or OFF, and then press Menu/Set.

5

Press Copy—OR—Press or for additional settings.

2 in 1

4 in 1

Special Copy Options (2in1 or 4in1 Copy) are not available with Enlarge/Reduce.

Paper Type

You can use the following types of paper for copying. For the best print quality, select the type of
media that you are using.

THIN (64-69 gsm) For thin paper or transparency
PLAIN (70-95 gsm) For ordinary plain paper
THICK (96-120 gsm) For heavy weight paper or rough paper
THICKER (121-158 gsm) For heavier weight paper, rough paper or bond paper
TRANSPARENCY For transparency (OHP)

1

Press Options and or to select PAPER TYPE, and then press Menu/Set.

2

Press or to select you type of paper, and then press Menu/Set.

3

Press Copy—OR—Press or for additional settings.

59 Chapter 11

Copy Quality – Default Settings

Changing Default Settings

Press Menu/Set, 3 to change default settings for Copy mode. These settings will remain until you
change them again by pressing Menu/Set. Adjust the Copy Mode and Contrast settings.

By pressing a number, you can adjust copy settings as shown in the following chart. Press or

to move through the selections for each setting. Press Menu/Set to save your selection. Press

Stop/Exit—OR—Press to select the next setting you want to change.
Press Menu/Set, and 3.

1.COPY MODE

2.CONTRAST

3.PAPER TYPE

AUTO

TEXT

PHOTO

– +

THIN

PLAIN

THICK

THICKER

is default

Copy Mode (Type of Original)

You can select the Copy resolution for your type of original. The default setting is AUTO, which is
used for originals that contain both text and photographs. TEXT is used for originals containing only
text. PHOTO is used for copying photographs.

1

Press Menu/Set, 3, 1.

2

Press or to choose the type of original (AUTO, TEXT or PHOTO), and then press

Menu/Set.

3

Press Stop/Exit—OR—Press for additional settings.

Copy Contrast

You can adjust copy contrast to make copies darker or lighter.

1

Press Menu/Set, 3, 2.

2

Press to make a copy lighter—OR—Press to make a copy darker, and then press

Menu/Set.

3

Press Stop/Exit—OR—Press for additional settings.

COPIER

Making Copies 60

Paper Type

You can use the following types of paper for copying. For the best print quality, select the type of
media that you use most often.

THIN (64-69 gsm) For thin paper
PLAIN (70-95 gsm) For ordinary plain paper
THICK (96-120 gsm) For heavy weight paper or rough paper
THICKER (121-158 gsm) For heavier weight paper, rough paper or bond paper

1

Press Menu/Set, 3, 3.

2

Press or to select your type of paper, and then press Menu/Set.

3

Press Stop/Exit.

61 Chapter 11

12

Using the machine as a Printer

Special Printing Features

Windows® Printing

The dedicated printer driver for Microsoft® Windows® 95, 98, 98SE, Me, 2000 Professional and
Windows NT
You can easily install them into your Windows
supports our unique compression mode to enhance printing speed in Windows
allows you to set various printer settings including economy printing mode and custom paper size.

®

Workstation Version 4.0 are available on the CD-ROM supplied with the machine.

®

system using our installer program. The driver

®

applications, and

Enhanced Memory Management

The machine has its own Data Compression Technology, which automatically compresses graphic
data and downloads font data efficiently into the printer’s (machine’s) memory. You can avoid
memory errors and print most full-page, 600dpi graphic and text data, including larger fonts, with
the machine’s standard memory.

Printing From Your PC

Multi-Purpose Sheet Feeder

The machine’s multi-purpose sheet feeder can feed plain paper, envelopes, and organizer paper,
Postcard, Labels and Transparencies. When the machine receives data from your computer, it begins
the print process by loading paper from the multi-purpose sheet feeder.

■ Select the print command from your PC.
Your PC sends a print command and data to the machine. If there are more pages, the machine begins

to print the next page automatically.

PRINTER/SCANNER

You may select the proper paper source, paper size, and orientation in your
application software.

If your application software does not support your custom paper size, select the next larger paper
size. Then adjust the print area by changing the right and left margins in your application software.

Using the machine as a Printer 62

Two-Sided Printing (Manual Duplex)

The supplied printer drivers for Windows® 95/98/98SE/Me and Windows NT® Workstation
Version 4.0 support manual duplex printing. (For more information, see the Help screen for the
printer driver.)

Please select LPT1 port in the printer driver. The machine prints all the even-numbered pages on one
side of the paper first. Then, the Windows
the paper. Before reinserting the paper, straighten it well or you may get a paper jam. Very thin or
very thick paper is not recommended. If the paper “double-feeds” (sends two sheets at once), hold
the stack of paper except for the front sheet while the paper is feeding.

When you use manual duplexing, it is possible that a paper jam may occur
or the printer quality might not be satisfactory.

®

driver instructs you (with a pop-up message) to reinsert

Loading Envelopes

If you load envelopes into the Multi-purpose sheet feeder, make sure they are inserted in the
direction shown below.

63 Chapter 12

Load the envelops
with the lever down.

Paper Tray

The machine ejects paper with printed surfaces face down into the paper tray at the front of the
machine. When you use transparencies, remove each sheet immediately after printing, to prevent a
paper jam or curled sheets.

Reset Key (For MFC-4800 Only)

Press this key to clear data from the memory.

Simultaneous Printing/Faxing

The machine can print data from your computer while sending or receiving a fax, or while scanning
information into the computer. However, when the machine is copying or receiving a fax on paper,
it pauses the PC printing operation, and resumes when copying or fax receiving is complete. Fax
sending continues during PC printing.

Using the machine as a Printer 64

PRINTER/SCANNER

Acceptable Paper

To achieve high quality printing using the machine, it’s very important to select the right kind of
paper.

Paper Type Paper Size

Cut sheet A4, Letter, Legal, B5, A5, Executive, Custom size

70-216 x 127-356 mm (2.75-8.5 x 5-14 inches)
Envelopes DL, C5, COM-10, Monarch
Post Card 70-216 x 127-279 mm (2.75-8.5 x 5-11 inches)

®

Organizer Day-Timer

70-216 x 127-279 mm (2.75-8.5 x 5-11 inches)
Labels and

Transparencies

Paper Capacity in Feeder
Multi-purpose Sheet Feeder: Up to 22 mm (0.87 inches) in height (up to the mark) Approx. 200

Basis Weight 64 to 158 g/m

Caliper (±0.003 to ±0.008 inches)

Moisture Content 4% to 6% by weight 4% to 6% by weight
Smoothness 100 to 250 (Sheffield) 100 to 250 (Sheffield)

70-216 x 127-356 mm (2.75-8.5 x 5-14 inches)

Cut Sheet Envelope

(17 to 42 lb)

0.08 to 0.2 mm

J, K, L, M

2

sheets of 75 g/m
paper, or 10 envelopes

2

(20 lb) or 50 sheets of 158 g/m2 (42 lb) A4/Letter

75 to 90 g/m
(20 to 24 lb)
single thickness

(0.0033 to 0.0058 inches)

0.084 to 0.14 mm
single thickness

2

Recommended paper types:
Cut sheet: Xerox 4200
Label: Avery laser label or equivalent
Transparency: 3M CG3300 for laser printers or equivalent

2

Output Tray: Approx. 50 sheets of 75 g/m

(20 lb) A4/Letter paper

65 Chapter 12

13

Printer Driver Settings

(For Windows® Only)

Using the Brother MFC-4800 Printer Driver

A Printer Driver is software that translates data from the format used by a computer into the format
required by a particular printer, using a printer command language or page description language.

The printer drivers are on the supplied CD-ROM.
For FAX-2850, you can download the latest Brother Printer Driver from the Brother Web Site.

Visit us at:

http://solutions.brother.com

http://www.brother.com

Features in the Printer Driver (For Windows® Users Only)

The screens shown in this section are from Windows® 98. The screens on your
PC may vary depending on your Windows

For more detailed information, please see the on-line Help in the printer driver.

®

Operating System.

Basic Tab

1. Select the Paper size, Multiple Page and Orientation.

2. Select number of Copies and Media Type.

PRINTER/SCANNER

1

2

Printer Driver Settings (For Windows® Only) 66

Paper Size

From the drop-down box select the Paper Size you are using.

Multiple Page

The Multiple Page selection can reduce the image size of a page allowing multiple pages to be
printed on one sheet of paper or enlarging the image size for printing on page on multiple sheets of
paper.

Ex. 4 in 1 Ex. 1 in 2x2 pages

Border Line

When printing multiple pages on one sheet with the Multiple Page feature you can select to have a
solid border, dash border or no border around each page on the sheet.

Orientation

Orientation selects the position of how your document will be printed (Portrait or Landscape).

Portrait Landscape

Copies

The Copies selection sets the number of copies that will be printed.

Collate

The collate selection is active if more than one copy is selected. With the collate check box selected,
one complete copy of your document will be printed and then repeated for the number of copies you
selected. If the collate check box is not selected then each page will be printed for all the copies
selected before the next page in the document is printed.

Collate box checked Collate box not checked

67 Chapter 13

Media Type

You can use the following types of media in your printer. For the best print quality, select the type
of media that you wish to use.

Plain Paper
Thin Paper
Thick Paper
Thicker Paper
Bond Paper
Transparencies

When using ordinary plain paper, select Plain Paper. When using heavier weight paper, envelopes
or rough paper select Thick Paper or Thicker Paper. For bond paper, select Bond Paper and for OHP
transparencies, select Transparencies.

Advanced Tab

1 2 3 4 5

Change the tab settings by selecting one of the following icons:

1. Print Quality

2. Duplex Printing

3. Watermark

4. Page Setting

5. Device Option

Printer Driver Settings (For Windows® Only) 68

PRINTER/SCANNER

Print Quality

Resolution

You can change the resolution as follows:

◆ 300 dpi

◆ 600 dpi

Toner Save

You can save running costs by turning on the Toner Save Mode, which reduces the print density.

Print Setting (For Windows® 95/98/98SE/Me Users Only)

Print Setting is used for optimizing your print quality for the type of document being printed (Photos,
Graphics or Scanned Images). When you choose Auto (Recommended), the printer automatically
prints with the most suitable print settings.

With the Print Setting set to Manual, you can change the Brightness, Contrast and Graphics
Quality options manually.

Duplex Printing

Choosing the Duplex Printing icon displays the Manual Duplex features available.

Manual Duplex

Check the Manual Duplex box and there are six types of duplex directions available for each
orientation. In this mode, the machine prints all the even numbered pages first. Then the printer
driver stops and shows the instructions required to re-install the paper. When you click OK the odd
numbered pages are printed.

Binding Offset

Check the Binding Offset option, you can specify the offset value of the binding side in millimetres
or inches (0 – 203.2 mm) [0 – 8 inches].

69 Chapter 13

Watermark

You can place a logo or text into your document as a Watermark by using a bitmap file as your
source file or select one of the preset Watermarks.

Print Watermark

The Print Watermark feature offers printing choices of:

On all pages
On first page only
From second page
Custom

In background

With the In background feature checked the Watermark will print behind your document on the
page. If this feature is not checked then the Watermark will print on top of your document.

You can change the size and the position of the Watermark on the page by selecting the Watermark
and clicking the Edit button. If you want to add a new Watermark, click the New button and select
Text or Bitmap from the Watermark Style.

PRINTER/SCANNER

Watermark Text

Enter your Watermark Text into the Text Box and select the Font, Size, Darkness and Style.

Printer Driver Settings (For Windows® Only) 70

Watermark Bitmap

Enter the file name and location of your bitmap image in the File box or Browse for the file location.
You can also set the scaling size of the image.

Position

The position settings offer controls on where the Watermark can be positioned on the page.

Page Setting

You can change the print size of your document with the Scaling feature.

1. Check Off if you want to print the document as it appears on your screen.

2. Check Fit to Paper Size, if your document has an unusual size, or if you have only the standard
size paper.

3. Check the Free box if you want to reduce or enlarge the output.

You can also use the Mirror Print or Reverse Print feature for your page setting.

71 Chapter 13

Device Options

Set one of the following Printer Functions:

• Quick Print Setup

• Administrator (For Windows

• Print Date & Time

®

95/98/98 SE/Me Users Only)

Quick Print Setup

The Quick Print Setup feature allows you to quickly select driver settings. To view settings, simply
click your mouse button on the task tray icon. This feature can be set to ON or OFF from the Device
Options section.

PRINTER/SCANNER

Printer Driver Settings (For Windows® Only) 72

Administrator (For Windows® 95/98/98SE/Me Users Only)

The administrator selection permits the Copy, Scaling and Watermark features to be locked and
Password protected.

Record your password and keep it in a safe place for future reference. If you forget
your password these settings can not be accessed.

73 Chapter 13

Print Date & Time

When enabled the Print Date and Time feature will automatically print the date and time on your
document from your computers system clock.

Click the Setting button to change the Date and Time Format, Position and Font. To include a
background with the Date and Time select Opaque. When Opaque is selected you can set the
Darkness of the Date and Time background by changing the percentage.

PRINTER/SCANNER

The Date and Time indicated in the selection box represents the format that will be
printed. The actual Date and Time printed on your document is automatically
retrieved from the settings of your computer.

Printer Driver Settings (For Windows® Only) 74

Support

The Support Tab provides driver version information and setting information. In addition there are
links to the Brother Solution Centre and Driver Update Web sites.

Brother Solutions Centre

The Brother Solutions Centre is a Web site offering information about your Brother product
including FAQ’s, User Guides, Driver updates and Tips for using the machine.

Web Update

Web Update checks the brother web site for updated drivers and automatically downloads and
updates the driver on your computer.

Check Setting

The Check Setting selection displays a list of your current drivers settings.

75 Chapter 13

14

Using the Windows

®

-Based Brother MFL-Pro Control Centre

Brother MFL-Pro Control Centre

The Brother Control Centre is a software utility that pops up on the PC screen whenever paper is
placed in the ADF. This allows you to access the most frequently used scanning applications only
with a few mouse clicks. Using the Control Centre eliminates the need to manually launch the
specific applications.

The Brother Control Centre provides three categories of functions:

1

Scan directly to a file, E-mail, word processor or graphic application of choice

2

Copy functions.

3

PC Faxing using the Brother MFL Pro PC-FAX Software.

(For Windows

®

Only)

AutoLoad the Brother Control Centre

The Control Centre is initially configured to automatically load each time Windows® is started.

When the Control Centre is loaded, the Control Centre icon will appear in the task bar. If you

don’t want the Control Centre to load automatically, you can turn off AutoLoad.

If the Control Centre icon does not appear in your taskbar, you will have to

launch this software. From the Fax Start menu, select Programs, PaperPort, and
then double-click Brother SmartUI PopUp.

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PRINTER/SCANNER

How to Turn Off AutoLoad

1

Left click the Control Centre icon and click Show.

2

When the Control Centre main screen appears, left click on the Smart Click Control
Centre button. A dialog box with a check box labelled “AutoLoad Pop-up” will appear:

3

Uncheck the AutoLoad Pop-Up option.

Using the Scan Keys with Windows PC

If you have connected a Macintosh, the scan keys will not work with your
computer. (See Using the Brother MFC with a New Power Macintosh

™

iMac

/iBook™, page 107.)

You can use the Scan keys on the control panel to scan
originals into your word processing, graphics or E-mail
applications. The advantage of using the Scan keys is that you
avoid the mouse clicks required to scan from your PC.

77 Chapter 14

®

G3, G4 or

Using the Control Panel Keys

Before you can use the Scan keys on the control panel, you must have connected the machine to your
Windows
When you are ready to use the Scan keys, make sure the Brother Control Centre application is
running on your PC. (For details about how to configure the Brother Control Centre buttons to
launch the application of your choice using the Scan keys, see Brother MFL-Pro Control Centre,
page 76.)

Scan Image

You can scan a picture into your graphics application for viewing and editing.

1
2
3

Scan/OCR

If your document is text, you can have it automatically converted by ScanSoft™ TextBridge® to an
editable text file and then displayed in your word processing application for further editing.

1
2
3

Scan to E-mail

You can scan documents into your E-mail application as a file attachment. Although the Brother
Control Centre can be configured to send only black and white file attachments at one time, you can
easily change this setting. (See Scan to E-mail, page 83.)

1
2
3

®

based PC and loaded the appropriate Brother Drivers for your version of Windows®.

Insert the document face down in the ADF.
Press Scan Image.

The machine will scan the document and send a image to your graphics application.

Insert the document face down in the ADF.
Press Scan/OCR.

The machine will scan the document perform OCR in ScanSoft™ TextBridge®, and then display
the result in your word processing application for viewing and editing.

Insert the document face down in the ADF.
Press Scan to E-mail.

The machine will scan the document, create a file attachment, and launch your E-mail
application, displaying the new message waiting to be addressed.

PRINTER/SCANNER

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78

Brother Control Centre Features

Auto Configuration

During the installation process the Control Centre checks your system to determine the default
applications for E-mail, word processing and graphics viewer/editor. For example, if you are using
Outlook as your default E-mail application, the Control Centre automatically will create a link and
a scanning application button for Outlook.

You can change a default application by right clicking on any of the scan buttons in the Control
Centre and selecting a different application. For example,

you can change a scan button from MS Word to MS Word Pad
by changing the application that is listed for the Word Processor.

Scanning Operations

Scan to File—allows you to scan directly to a disk file with two mouse clicks. You can change the
file type, destination directory and file name, as needed.

Scan to E-mail—enables you, with just two mouse clicks, to scan a picture or text document directly
into an E-mail application as a standard attachment. You have the option of selecting the file type
and resolution for the attachment.

Scan to Word Processor—enables you to scan a text document, run ScanSoft TextBridge OCR and
insert the text original (not graphic image) into a word processing file with just two mouse clicks.
You have the option of selecting the destination word processing program, such as Word Pad, MS
Word, Word Perfect, etc.

Scan to Graphic Application—allows you to scan an image directly into any graphic viewer/editor
application. You can select the destination application, such as MS Paint or Corel PhotoPaint.

79 Chapter 14

Copy Operations

Copy—allows you to use the PC and any Windows® printer driver for enhanced copy functions. You
can scan the page on the Brother MFC and print the copies using any of the features of the Brother
MFC printer driver—OR—you can direct the copy output to any standard Windows
installed on the PC.

®

printer driver

PC Fax Operation

Send a Fax—allows you to scan a picture or text original and automatically send the image as a fax
from the PC using the Brother MFL Pro PC-FAX software.

Scanner Settings for Scan and Copy Buttons

When the Pop-Up screen is displayed, you can access the Scanner Settings window.
Click the Smart Click icon at the top right of the Brother Control.

Centre screen—OR—Click the Modify Settings… button on any of the Configuration screens.

Global Settings

AutoLoad Pop-Up—Click this checkbox if you want Brother MFL Control Centre to load when
you boot your computer.

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PRINTER/SCANNER

Setting Up the Scanner Configurations

The Pop-Up application stores eight different scanning modes. Each time you scan an original, you
will choose the most appropriate scanning mode from the following:

Faxing, Filing and Copying
Text for OCR
Photos
Photos (High Quality)
Photos (Quick Scan)
Custom
Draft Copy
Fine Copy

Each mode has its own set of stored settings. You can keep the factory default settings or change
them at any time:

Resolution—Select the scanning resolution you most frequently use.
Color Mode—From the pull-down list.
Scan Size—From the pull-down list.
Brightness—Slide the adjuster from 0% to 100%
Contrast—Slide the adjuster from 0% to 100%

Click OK to save your changes. If you make a mistake or later decide to return to the original default
setting, just click the Restore Defaults button when the scanning mode is displayed.

To access the Scanner Configurations screen:

1

Insert the document face down in the ADF.

2

Right-click the appropriate Control Centre button to display Configurations, then click it. The
configuration screen for that Control Centre button will appear.

3

To save your settings, press the OK button—OR—To return to the factory default settings,
press the Restore Defaults button.

Perform an Operation from the Brother Control Centre Screen

If you see this screen it means you left-clicked a button in the Brother Control Centre window
without first placing an document in the ADF.

Place the document in the Brother machine’s ADF, then click OK to return to the Brother Control
Centre screen.

81 Chapter 14

Scan to File

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing,
Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom;
Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Destination Folder

PaperPort Folder—Select this checkbox to scan the document into your PaperPort folder.
Other Folder—Select this checkbox, to scan the document as another file type and/or into another

directory/folder.
File—If you selected Other Folder, from the pull-down list select the type of file:

PaperPort Files (*.MAX)
Self Viewing Files (*.EXE)
PaperPort 5.0 Files (*.MAX)
PaperPort 4.0 Files (*.MAX)
PaperPort 3.0 Files (*.MAX)
Windows Bitmap (*.BMP)
PC Paintbrush (*.PCX)
Multi-page PCX (*.DCX)
JPEG Image Files (*.JPG)
TIFF-Uncompressed (*.TIF)
TIFF Group 4 (*.TIF)
TIFF Class F (*.TIF)
Multi-Page TIFF-Uncompressed (*.TIF)
Multi-Page TIFF Group 4 (*.TIF)
Multi-Page TIFF Class F (*.TIF)
PDF Files (*.PDF)
Portable Network Graphics (*.PNG)
FlashPix (*.FPX)
HFX Fax Files (*.HFX)

To Search your system for the directory and folder you want, click the Browse… button. Click OK
to save your settings.

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PRINTER/SCANNER

Scan to E-mail

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing,
Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom;
Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Email Application

Email Application—From the pull-down list, select your E-mail application.

Email Settings—Click the EMail Settings… button to set up links.
The Links Preferences window will appear:

83 Chapter 14

File Attachments

Do not convert files—Click this checkbox if you do not want to change the file type of attachments.
The Conversion Options will not be available (greyed).

Convert MAX files only—Click this checkbox if you want to convert only attachments that are
PaperPort files.

Convert all files when possible—Click this checkbox if you want to change the file type of all
attachments.

Conversion Options

Format

Combine all files into one file when possible—Click this checkbox to combine all files of the same
type into one file.

(For Brother Color Models Only) Convert non-image files to color—Click this checkbox to
convert all files that have been processed through OCR to color.

Show QuickSend Menu

Click this checkbox if you want the Select QuickSend Recipient window to be displayed when you
choose Scan to E-mail. This feature works only with MAPI type E-mail applications, such as
Microsoft Exchange, Microsoft Outlook and Eudora.

QuickSend List

You can create a list of Email names and addresses for quick selection.
Click the New button to add a name(s) to your QuickSend list. Your Email phone book listing is

displayed, so you can select stored names or create new ones:

Highlight the name(s) you want to add to your list, click the User button, then click OK to return to
the Link Preference window.

From the Link Preference window, you can remove a name from the QuickSend list, by
highlighting the name and clicking the Delete button.

Using the Windows®-Based Brother MFL-Pro Control Centre (For Windows

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84

PRINTER/SCANNER

Scan to Word Processor

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing,
Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom;
Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Word Processor

Word Processor—From the pull-down list, select the word processor you want to use.
Click the Link Settings… button to display a screen to set up a link to the version of OCR and

document format that you want to use:

85 Chapter 14

OCR Package—From the pull-down list, select TextBridge Classic OCR if you want to use the
OCR package that was installed with the Brother software.

Click the OCR Settings… button to choose how the OCR application will read the pages you scan
into your word processor application.

The Preferences window will appear:

Select your setting and click OK.

◆ Auto Orientation—Check this checkbox if you want your word processor application to
read the page as it is set up.

◆ Decolumnized Output—Check this checkbox if you want your word processor application
to read across the entire page from left to right.

Document Format—From the pull-down list, select the file format you want to use for your word
processor or text documents.

User Defined Button

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing,
Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom;
Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Target Application

Application—From the pull-down list, select the application you want to add to this Pop-Up screen.
Click the Custom Link Settings… button to set up links for your user-defined application.

Using the Windows®-Based Brother MFL-Pro Control Centre (For Windows

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PRINTER/SCANNER

Copy

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing,
Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom;
Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Copy Settings

Brother MFC-4800
Copies—Enter the number of copies you want to print.
To change the copy options, click the Copy Options… button.
Click the OK button to save your Copy settings.

87 Chapter 14

Send a Fax

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing,
Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom;
Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

FAX Settings

Brother MFL Pro Fax
FAX Resolution—Fine (200 x 200)

1

To change the fax options, click the FAX Options… button.
The Brother PC-FAX Properties screen appears:

PRINTER/SCANNER

2

Select the Paper Size and Orientation (Portrait or Landscape) and click OK.

To return to the factory default settings, click the Restore Defaults button.

Using the Windows®-Based Brother MFL-Pro Control Centre (For Windows

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88

15

Using ScanSoft

™

PaperPort

®

for Brother and ScanSoft

™

TextBridge

®

ScanSoft™ Paper Port® for Brother is a document management application. You will use
PaperPort
system that will help you organize your documents. It allows you to combine or “stack” documents
of different formats for printing or filing. PaperPort
program group.

The complete ScanSoft
in the On-Line Documentation on the CD-ROM. This chapter is only an introduction to the basic
operations.

When you install Multi-Function Link
ScanSoft

®

to view scanned documents. PaperPort® has a sophisticated, yet easy-to-use, filing

®

can be accessed through the PaperPort®

™

PaperPort® Owner’s Manual, including ScanSoft™ TextBridge® OCR, is

®

™

TextBridge® OCR are installed with it automatically.

To Uninstall PaperPort® and ScanSoft™ TextBridge

Select

Fax Start, Settings, Control Panel, Add/Remove Programs

the

Install/Uninstall

Add/Remove

Pro Suite, ScanSoft™ PaperPort® for Brother and

®

tab. Select PaperPort® from the list and click the

button.

and

Viewing Items in ScanSoft™ PaperPort® for Brother

PaperPort® provides several ways to view items: Desktop View displays a thumbnail, a small
graphic that represents each item in a Desktop or folder. Items in the selected folder appear on the
PaperPort
created using other applications).

Non-PaperPort
a non-PaperPort

Page View displays a close-up of a single page and you can open a PaperPort
clicking on it. As long as you have the appropriate application on your computer to display it, you
can also double-click a non-PaperPort

89 Chapter 15

®

Desktop. You can see PaperPort® items (MAX files) and non-PaperPort® items (files

®

items include an icon that indicates the application that was used to create the item;

®

item is represented by a small rectangular thumbnail and not an actual image.

®

item to open it.

®

item by double-