Brother 565 User Manual

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FAX-565

USER’S GUIDE

version A

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If you need to call Customer Service

Please complete the following information for future reference:

Model Number: FAX-565

Serial Number:*

Date of Purchase:

Place of Purchase:

* The serial number is on the back of the unit. Retain

this User’s Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

www.registermybrother.com

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

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

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

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

The most convenient and efficient way to register your new product is on-line at www.registermybrother.com

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Brother numbers

IMPORTANT

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

Register your product (USA only)

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

■

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

■

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

■

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

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

www.registermybrother.com

Frequently Asked Questions (FAQs)

You can find more information about Brother products on the World Wide Web. From product specification sheets to Frequently Asked Questions (FAQs), it is all there. Visit us at:.

http://www.brother.com

For Customer Service

In USA: 1-800-284-4329 (voice)

1-901-379-1215 (fax) 1-800-284-3238 (TTY service for the hearing-impaired)

In Canada: 1-877-BROTHER (voice)

(514) 685-4898 (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-800-284-4357.

Service Center Locations (Canada only)

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

BROTHER NUMBERS

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Brother fax back system (USA only)

Brother has installed an easy-to-use fax back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week. You can use the system to receive faxed instructions and an Index of fax back subjects.

In USA only: 1-800-521-2846

The Brother fax back system number has been pre-programmed on One-Touch key 1.

Ordering accessories and supplies

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

In USA: 1-888-879-3232 (voice)

1-800-947-1445 (fax)

http://www.brothermall.com

In Canada: 1-877-BROTHER (voice)

DESCRIPTION ITEM

Printing Cartridge and a Refill (1 set per box) PC-401 2 Refills for use in PC-401 Printing Cartridge PC-402RF Telephone Line Cord LG3077001 Telephone Handset LE5803009 Handset Curled Cord UG3543009 Paper Wire Extension UF9869001 Paper Tray LE4325002 User’s Guide LF1715001 Surge Protection Device with Telephone Line

Protection (2 outlets) Surge Protection Device with Telephone Line

Protection (8 outlets)

QPD 120

FX 120

ORDERING ACCESSORIES AND SUPPLIES

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Notice - Disclaimer of Warranties

(USA and Canada)

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

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

Compilation and Publication Notice

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

The contents of this User’s Guide and the specifications of this product are subject to change without notice.

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

NOTICE – DISCLAIMER OF WARRANTIES

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Brother® One Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

• This limited warranty ("warranty") is given only to the original end-use/retail purchaser (referred to in this warranty as "Original Purchaser") of the accompanying product, consumables and accessories (collectively referred to in this warranty as "this Product").

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

What is covered:

• This Product includes a Machine and Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to print heads, toner, drums, ink cartridges, print cartridges, refill ribbons, therma PLUS paper and thermal paper.

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

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

What is the length of the Warranty Periods:

• Machines: one year from the original purchase date.

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

What is NOT covered:

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

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

(3) Damage caused by another device or

software used with this Product (including

but not limited to damage resulting from use of non Brother®-brand parts and Consumable and Accessory Items);

(4) Consumable and Accessory Items that

expired in accordance with a rated life; and,

(5) Problems arising from other than defects

in materials or workmanship.

(6) Normal Periodic Maintenance Items,

such as Paper Feeding Kit, Fuser and Laser Units.

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

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

Report your issue to either our Customer Service Hotline at 1-800-284-4329 MFC and DCP and 1-800-276-7746 Printers, or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846.

What Brother will ask you to do: After contacting Brother or a Brother

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

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

What Brother will do:

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

if you first reported the problem

for Fax,

for

THE FAX MACHINE LIMITED WARRANTY (USA)

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Brother® One Year Limited Warranty and Replacement Service

(USA only)

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

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

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

What happens when Brother elects to replace your Machine:

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

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

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

Limitations:

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

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

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

• This warranty gives you certain rights and you may also have other rights that may vary from state to state.

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

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

THE FAX MACHINE LIMITED WARRANTY (USA)

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BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship. This Limited Warranty does not include cleaning, consumables (including, without limitation, print cartridges, print head, toner and drum) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or from the use of supplies or consumable items that are non-Brother products. Operation of the MFC/Facsimile machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Facsimile machine must be delivered or shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service Center, together with your Proof of Purchase in the form of a Sales Receipt.

For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your User’s Guide for proper packaging.)

For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your print head resulting from packing without the ink cartridges will VOID your warranty. (Refer to your User’s Guide for proper packaging.)

BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

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

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

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

Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER. Internet support: support@brother.ca or browse Brother’s Web Site: www.brother.com

Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville Dollard-Des-Ormeaux, QC H9B 3H6

LIMITED WARRANTY (CANADA)

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Safety precautions

To use the fax machine safely

Save these instructions for later reference.

WARNING

There are high voltage electrodes inside the fax machine. Before you clean the fax machine or clear a paper jam, make sure you have unplugged the power cord from the power outlet.

Be careful not to cut yourself on the sharp edges of the metal part shown in the illustration.

Sharp Edge

Do not handle the plug with wet hands. Doing this might cause an electrical shock.

After you have just used the machine, some internal parts are extremely HOT! Please be careful.

WARNING

■

Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall jack. Never install telephone wiring during a lightning storm. Never install a telephone jack in a wet location.

■

Install equipment with a power cord near an AC power outlet/socket that is easily accessible.

■

To reduce the risk of shock or fire, use only a No. 26 AWG or larger telecommunication line cord.

■

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

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Caution

■

Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line and on the telephone line, or unplug the lines during a lightning storm.

■

Do not use this product near appliances that use water, in a wet basement or near a swimming pool.

■

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

Choosing a location

Place the fax machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the fax machine near a telephone jack and a standard, grounded power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C).

Caution

■

Avoid placing the fax machine in a high-traffic area.

■

Do not place near heaters, air conditioners, water, chemicals, or refrigerators.

■

Do not expose the fax machine to direct sunlight, excessive heat, moisture, or dust.

■

Do not connect the fax machine to electrical outlets controlled by wall switches or automatic timers.

■

Disruption of power can wipe out information in the fax machine’s memory.

■

Do not connect the fax 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.

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NO !

NO !NO !

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Quick Reference Guide

Sending faxes

Automatic transmission

Insert the original face down in the ADF (up to 10 pages).

Enter the fax number you want to call.

Receiving faxes

Select Receive Mode

Fax Start

Press

Receive Mode

Press

FAX ONLY, FAX/TEL TAD:ANSWER MACH.

If you select you set Ring Delay and F/T Ring Time. (See Setting the Ring Delay on page 5-2 and Setting the F/T Ring Time (FAX/TEL mode only) on page 5-3.)

FAX/TEL

to select

MANUAL

, make sure

Storing numbers

Storing One-Touch Dial numbers

1 2

Storing Speed-Dial numbers

1 2

3 4

Menu/Set, 6, 1

Press Press a One-Touch key where you

want to store a number. Enter a number (up to 20 digits),

and then press Enter a name (up to 15 characters)

or leave it blank, and then press

Menu/Set

Press or to select the type of number and press

Stop/Exit

Press

Menu/Set, 6, 2

Press Enter a two-digit Speed-Dial

number (00-99).

Menu/Set

Press Enter a number (up to 20 digits),

and then press Enter a name (up to 15 characters)

or leave it blank, and then press

Menu/Set

Press or to select the type of number and press

Stop/Exit

Press

Menu/Set

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Dialing operations

One-Touch Dialing

Insert the original face down in the ADF.

Press the One-Touch key where you want to call.

Speed-Dialing

Fax Start

Press

Insert the original face down in the ADF.

Search/Speed-Dial

Press press

and the two-digit

Speed-Dial number

Fax Start

Press

, then

Making copies

Making a single copy

Insert the original face down in the ADF.

Sorting multiple copies

2 3

4 5

Copy/Reports

Press

Insert the original face down in the ADF.

Copy/Reports

Press Enter the number of copies you

want (up to 99).

Menu/Set

Press Press or to select

and then press

Copy/Reports

twice.

SORT

Insert the original face down in the ADF.

Search/Speed Dial

Press use the dial pad to enter the first letter of the name you are looking for.

Press or to search the memory.

Fax Start

Press shows the name you want to call.

, when the LCD

and

Brother fax back system:

In USA: 1-800-521-2846

Brother Global Web Site:

http://www.brother.com

Frequently Asked Questions (FAQs) and Product Support

http://www.brother.com

Brother Accessories & Supplies:

In USA: 1-888-879-3232 (voice)

1-800-947-1445 (fax)

http://www.brothermall.com In Canada: 1-877-BROTHER (voice)

Page 13

Introduction ......................................................................................1-1

Using this Guide ..........................................................................1-1

Finding information ...............................................................1-1

Symbols used in this Guide ..................................................1-1

Fax Test Sheet and Product Registration (USA only)...........1-2

Part names ...........................................................................1-3

Control panel overview ................................................................1-4

About fax machines .....................................................................1-6

Custom features....................................................................1-6

Do you have Voice Mail on the phone line?.....................1-6

Why should there be problems?.......................................1-6

How can you avoid possible problems? ...........................1-6

Fax tones and handshake.....................................................1-7

ECM (Error Correction Mode) ...............................................1-7

Connections .................................................................................1-8

Connecting an external telephone........................................1-8

Connecting an external telephone answering device

(TAD) ................................................................................1-9

Sequence .........................................................................1-9

Connections....................................................................1-10

Recording outgoing message (OGM) on

an external TAD .........................................................1-11

Special line considerations .................................................1-12

Roll Over phone lines .....................................................1-12

Two-Line phone system .................................................1-12

Converting telephone wall outlets...................................1-12

Installing fax machine, external two-line TAD and

two-line telephone......................................................1-13

Multi-Line Connections (PBX).............................................1-14

If you are Installing the Fax machine to Work

with a PBX .................................................................1-14

Custom features on your phone line...................................1-14

Paper .................................................................................................2-1

About paper .................................................................................2-1

Handling and using plain paper ............................................2-1

Paper capacity of the paper tray ......................................2-1

Paper specifications for the paper tray ............................2-1

How to load paper.................................................................2-2

To load paper ...................................................................2-2

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On-Screen Programming ................................................................3-1

User-friendly programming ..........................................................3-1

Menu table ............................................................................3-1

Memory Storage....................................................................3-1

Navigation keys............................................................................3-2

Initial Setup ......................................................................................4-1

Getting started .............................................................................4-1

Setting the Date and Time ....................................................4-1

Setting the Station ID ............................................................4-2

Entering text .....................................................................4-2

Inserting spaces ...............................................................4-3

Making corrections ...........................................................4-3

Repeating letters ..............................................................4-3

Special characters and symbols ......................................4-3

Setting the Beeper Volume ...................................................4-3

Setting the Speaker Volume .................................................4-4

Choosing the Handset Volume (For Volume Amplify)...........4-4

Setting Volume Amplify.........................................................4-5

Setting the Ring Volume .......................................................4-5

Memory Storage....................................................................4-5

Setting Tone and Pulse dialing mode (Canada Only)...........4-6

Setting up your area code (USA only)...................................4-6

Setup Receive ..................................................................................5-1

Basic receiving operations...........................................................5-1

Choosing the Receive Mode.................................................5-1

To select or change your Receive Mode..........................5-2

Setting the Ring Delay .........................................................5-2

Setting the F/T Ring Time (FAX/TEL mode only)..................5-3

Easy Receive .......................................................................5-3

Printing a reduced incoming fax............................................5-4

Recommended Reductions ..............................................5-4

Setting Paper Size ................................................................5-4

Receiving a fax at the end of a conversation ........................5-5

Advanced receiving operations....................................................5-5

Operation from extension telephones ...................................5-5

For FAX/TEL mode only........................................................5-5

Using a cordless external handset........................................5-6

Changing the remote codes .................................................5-6

Printing a fax from the memory .............................................5-6

Polling ...................................................................................5-7

Setting up Polling Receive................................................5-7

Setting up Sequential Polling Receive..............................5-7

Telephone services......................................................................5-8

Distinctive Ring .....................................................................5-8

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What does your telephone company’s

‘Distinctive Ring’ do?....................................................5-8

What does Brother’s ‘Distinctive Ring’ do?.......................5-8

Do you have Voice Mail? ..................................................5-8

Before you choose the ring pattern to register .................5-9

Registering the Distinctive Ring pattern ..............................5-10

Very important ................................................................5-10

Turning off the Distinctive Ring.......................................5-10

Caller ID ..............................................................................5-11

Caller ID Log...................................................................5-11

Printing the Caller ID Log ...............................................5-11

Viewing the Caller ID Log...............................................5-11

Returning a call from the Log .........................................5-12

Registering a Caller ID number ......................................5-12

Call Waiting/Caller ID..........................................................5-13

Setup Send .......................................................................................6-1

How to dial ...................................................................................6-1

Manual dialing .......................................................................6-1

One-Touch dialing.................................................................6-1

Speed-dialing ........................................................................6-1

Search...................................................................................6-1

How to fax ....................................................................................6-2

Automatic transmission .........................................................6-2

Out of memory message.......................................................6-3

Manual transmission .............................................................6-3

Sending a fax at the end of a conversation...........................6-3

Basic sending operations.............................................................6-4

Sending faxes using multiple settings...................................6-4

Contrast ................................................................................6-4

Fax resolution .......................................................................6-5

Multiple Resolution Transmission .........................................6-5

Manual and automatic fax redial ...........................................6-6

Canceling a job while scanning, dialing and sending

the original........................................................................6-6

Canceling a scheduled job....................................................6-6

Advanced sending operations .....................................................6-7

Electronic Cover Page ..........................................................6-7

Cover Page for Next Fax Only..........................................6-7

Always send Cover Page .................................................6-8

Using a printed Cover Page .............................................6-9

Composing your own comments ......................................6-9

Broadcasting.......................................................................6-10

Overseas Mode...................................................................6-10

Call Reservation..................................................................6-11

Print Sample Call Back Message ...................................6-11

Delayed Fax ........................................................................6-12

Setting up Polled Transmit..................................................6-12

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Memory Transmission.........................................................6-13

Interrupting Delayed Fax and Polled Transmit jobs............6-14

Quick-Dial numbers and dialing options .......................................7-1

Storing numbers for easy dialing .................................................7-1

Storing One-Touch Dial numbers..........................................7-1

Storing Speed-Dial numbers.................................................7-2

Changing One-Touch and Speed-Dial numbers...................7-3

Setting up Groups for Broadcasting ......................................7-4

Dialing options .............................................................................7-5

Manual dialing.......................................................................7-5

One-Touch Dialing ................................................................7-5

Speed-Dialing........................................................................7-6

Access codes and credit card numbers................................7-6

Pause ....................................................................................7-7

Hold.......................................................................................7-7

Fax Redial .............................................................................7-7

Tone or Pulse (Canada only)................................................7-7

Remote Fax Options ........................................................................8-1

Fax Forwarding/Paging................................................................8-1

Programming a Fax Forwarding number ..............................8-1

Programming your pager number.........................................8-1

Setting Fax Storage .....................................................................8-2

Backup Print..........................................................................8-2

Setting your remote access code.................................................8-3

Remote Retrieval .........................................................................8-3

Using your remote access code............................................8-3

Remote commands ...............................................................8-4

Retrieving fax messages.......................................................8-5

Changing your Fax Forwarding number................................8-5

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Printing reports ................................................................................9-1

FAX settings and activity..............................................................9-1

Customizing the Transmission Verification Report ...............9-1

Setting the Journal Period.....................................................9-1

Printing reports......................................................................9-2

To print a report.....................................................................9-2

Making copies ................................................................................10-1

Using the fax machine as a copier.............................................10-1

Copy operations.........................................................................10-1

Making a single copy...........................................................10-1

Copy options: Single or Multiple copies, Sort/Stack,

Reduce/Enlarge..............................................................10-2

Page 17

Important information ...................................................................11-1

Standard telephone and FCC Notices .......................................11-1

These notices are in effect on models sold and

used in the United States only................................................11-1

Federal Communications Commission (FCC)

Declaration of Conformity (USA only).............................11-2

Important ........................................................................11-3

Industry Canada Compliance Statement

(Canada only) ............................................................11-3

Important safety instructions ......................................................11-4

Trademarks................................................................................11-5

Shipment of the fax machine .....................................................11-5

Troubleshooting and routine maintenance .................................12-1

Troubleshooting ........................................................................12-1

Error messages...................................................................12-1

Printer Jam or Paper Jam...................................................12-2

Original Jam ...................................................................12-2

Paper Jam ......................................................................12-2

If you are having difficulty with the fax machine..................12-4

How to improve print quality ......................................................12-6

Cleaning the print head ..................................................12-6

Clean the print head when you want to improve

the print quality and also as part of your routine

maintenance. .............................................................12-6

Packing and shipping the fax machine ......................................12-8

Routine maintenance .................................................................12-9

Cleaning the scanner ..........................................................12-9

Changing the ribbon..........................................................12-10

Glossary ..........................................................................................G-1

Specifications ................................................................................. S-1

General ....................................................................................... S-1

Copy ........................................................................................... S-1

Fax ............................................................................................. S-2

Index ..................................................................................................I-1

Remote Retrieval Access Card .....................................................R-1

Page 18

Introduction

Using this Guide

Thank you for buying a Brother fax machine. This fax machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of the fax machine by taking a few minutes to read this Guide.

Finding information

All the chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index at the back of this Guide.

Symbols used in this Guide

Throughout this Guide you’ll see special symbols alerting you to important warnings, notes and actions. To make things clearer and to help you press the correct keys, we used special fonts and added some of the messages that will appear in the LCD.

Bold Bold typeface identifies specific keys on the fax machine control

panel.

Italics Italicized typeface emphasizes an important point or refers you to a

Fax Test Sheet and Product Registration (USA only)

After setting your Station ID, please fill in the Test Sheet included with the fax machine and fax it to Brother’s Automated Fax Response System as your first transmission. This will check that your fax machine is working properly.

To get a response, you must have set up your Station ID. (See Setting the Station ID on page 4-2.)

In USA only: 1-877-268-9575 (fax)

When your Test Sheet is received, a Confirmation Sheet and Product Registration form will be sent back to your fax machine.

Please fill in the form and return it to complete your registration.

1 - 2 INTRODUCTION

Page 20

Part names

■

Front view

3 Telephone Line Cord

2 Telephone Handset

1 Handset Curled Cord

4 Paper Wire Extension

5 Paper Tray

6 Paper Guides

7 Control Panel

No. Name Description 1 Handset Curled Cord To connect the machine and the telephone

handset.

2 Telephone Handset You can call someone by using this. 3 Telephone Line Cord Connect the fax machine to a telephone wall jack. 4 Paper Wire Extension Support paper here. 5 Paper Tray Load paper here. 6 Paper Guides Press and slide it to fit the original width. 7 Control Panel Use the keys and display to control the fax

machine.

■

Rear view

9 Telephone Line Jack

8 External Telephone Line Jack

No. Name Description 8 External Telephone Line

Jack

Plug in the modular plug on the external telephone line here.

9 Telephone Line Jack Plug in the modular plug on the telephone line

here.

INTRODUCTION 1 - 3

Page 21

Control panel overview

4 5 6

1 LCD (Liquid Crystal Display)

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

2 Search/Speed Dial

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

3 Dial Pad

Dials phone and fax numbers and can be used as a keyboard for entering information into your machine.

The # key lets you switch the dialing type during a telephone call from

PULSE

TONE

. (Canada Only)

4 Receive Mode

Use to select how your machine will handle incoming calls.

5 Redial/Pause

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

8 9

6 Hook

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

7 Hold/Caller ID

Lets you place calls on hold. Also, lets you view or print the Caller ID list.

8 Resolution

Sets the resolution when you send a fax or make a copy.

9 Stop/Exit

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

: Fax Start

Starts an operation, such as sending a fax.

A Copy/Reports

With original in the ADF: Makes a copy. Without original in the ADF: Lets you access the Reports menu so you can select a report to print:

HELP LIST, QUICK-DIAL TRANSMISSION, FAX JOURNAL TEL.INDEX, USER SETTINGS MEMORY STATUS

List.

and

1 - 4 INTRODUCTION

Page 22

B One-Touch Dial Keys

These four keys give you instant access to previously stored phone and fax numbers.

C Navigation Keys:

Menu/Set

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

Press to scroll forward or backward to set a menu selection.

You can also use these keys to do an alphabetical search for the names of stored numbers.

Press to scroll through the menus and options.

—OR— You can press these keys to adjust

the beeper, ring or speaker volume.

INTRODUCTION 1 - 5

Page 23

About fax machines

If you’ve never used a fax machine before, it might seem a little mysterious. But you’ll soon recognize the unusual fax tones on your phone line, and be able to send and receive faxes easily.

Custom features

Do you have Voice Mail on the phone line?

If you have Voice Mail on the phone line where you will install your new fax machine,

there is a strong possibility that Voice Mail and the fax machine may conflict with each other while receiving incoming calls.

Why should there be problems?

Since both the fax machines and Voice Mail will pick up the call after the number of rings you have set, each of them has the ability to keep the other from receiving calls.

For example, if your Voice Mail is set to answer after two rings and the fax machine is set to answer after four, your Voice Mail will stop the fax machine from receiving faxes.

If you set Voice Mail and the Brother machine to answer after the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the fax machine can pass the call back to the other after the call has been answered.

How can you avoid possible problems?

A very good way to avoid problems like the one mentioned, is to get a second phone number on your present phone line.

Many people with Voice Mail choose this service, which is called “Distinctive Ring”, and they are very satisfied with it. (See Distinctive Ring on page 5-8.)

Another way to avoid possible problems is to replace your Voice Mail with an answering machine. Your Brother fax machine is designed to work with an answering machine or TAD (telephone answering device).

(See Connecting an external telephone answering device (TAD) on page 1-9.)

1 - 6 INTRODUCTION

Page 24

Fax tones and handshake

When someone is sending a fax, the fax machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press dialing. During that time, the sending machine must begin the “handshake” with the receiving machine.

Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You’ll soon learn to listen for these quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message.

The receiving fax responds with fax receiving tones, which are loud, chirping sounds. A receiving fax chirps for about 40 seconds over the phone line, and the LCD shows

If the fax machine is set to the automatically with fax receiving tones. If the other person hangs up, the fax machine will continue to send the “chirps” for about 40 seconds, and the LCD continues to show

RECEIVE

The fax ‘handshake’ is the time in which the sending machine’s CNG tones and the receiving machines “chirps” overlap. This must be for at least 2 to 4 seconds, so the fax machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialed. So it is important for the receiving machine to answer the call in as few rings as possible.

When you have an external Telephone Answering Device (TAD) on your fax line, your TAD will decide the number of rings before the call is answered. Pay special attention to the directions for connecting a TAD in this chapter. (See Connecting an external telephone answering device (TAD) on page 1-9.)

Fax Start

RECEIVE

. To cancel the receiving, press

and they will continue for about 60 seconds after

FAX ONLY

mode, it will answer every call

Stop/Exit

ECM (Error Correction Mode)

The Error Correction Mode (ECM) is a way for the fax machine to check a fax transmission while it is in progress. ECM transmissions are only possible between machines that both have this feature. If they do, you may send and receive fax messages that are continuously being checked by the machine.

The fax machine must have enough memory for this feature to work.

INTRODUCTION 1 - 7

Page 25

Connections

Connecting an external telephone

Your machine is equipped with a handset that you can use as a regular phone. However you can also connect a separate telephone (or telephone answering device) directly to the fax machine.

Connect the modular plug on the telephone’s line cord to the jack labeled EXT. on the back side of the fax machine.

Extension Telephone

External Telephone

Whenever this external phone (or TAD) is in use, the screen displays

EXT. TEL IN USE

, and, if the fax handset is lifted, an alarm sounds.

To disconnect the call on the external phone and switch to the fax, lift the handset and press

1 - 8 INTRODUCTION

Hook

Page 26

Connecting an external telephone answering device (TAD)

Sequence

You may choose to connect an answering device. However, when you have an external TAD on the same telephone line as the fax machine, the TAD answers all calls and the fax machine “listens” for fax calling (CNG) tones. If it hears them, the fax machine takes over the call and receives the fax. If it doesn’t hear CNG tones, the fax machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message.

The TAD must answer within four rings (the recommended setting is two rings). The fax machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax “handshake”. Make sure you carefully follow the instructions in this manual for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds four rings.

If you do not receive all your faxes, you must reset the setting on your external TAD to four rings or less.

If You Subscribe to your Telephone Company’s Distinctive Ring Service:

You may connect an external TAD to a separate wall jack only if you subscribe to your telephone company’s Distinctive Ring service, have registered the distinctive ring pattern on the fax machine, use that number as a fax number and set your machine’s Receive mode to is four rings on the external TAD when you have the telephone company’s Distinctive Ring Service.

MANUAL

. The recommended setting

If You Do Not Subscribe to Distinctive Ring Service:

You must plug your TAD into the EXT. jack of the fax machine. If your TAD is plugged into a wall jack, both your fax machine and the TAD will try to control the phone line. (See illustration on page 1-10.)

INTRODUCTION 1 - 9

Page 27

Do not connect a TAD elsewhere on the same phone line (unless you have the Distinctive Ring service).

TAD

Connections

The external TAD must be plugged into the back side of the fax machine, into the jack labeled EXT. The fax machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring).

Plug the telephone line cord from the wall jack into the back side of the fax machine, in the jack labeled LINE.

Plug the telephone line cord from your external TAD into the back side of the fax machine, in the jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD’s telephone line jack, and not its telephone set jack.)

Set your external TAD to four rings or less. (The fax machine’s Ring Delay setting does not apply.)

Record the outgoing message on your external TAD.

Set the TAD to answer calls.

Set the Receive Mode to (See Choosing the Receive Mode on page 5-1.)

TAD:ANSWER MACH.

1 - 10 INTRODUCTION

Page 28

Recording outgoing message (OGM) on an external TAD

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

Record 5 seconds of silence at the beginning of your message. (This allows the fax machine time to listen for the fax CNG tones of automatic transmissions before they stop.)

Limit your speaking to 20 seconds.

End your 20-second message by giving your Fax Receive Code for people sending manual faxes. For example:

“After the beep, leave a message or send a fax by pressing 51 and Start.”

We recommend beginning your OGM with an initial 5-second silence because the fax machine cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if the fax machine has trouble receiving, then you must rerecord the OGM to include it.

When you leave your fax machine set in TAD mode, all calls will be answered by the externally connected telephone answering device. Fax calls will be received automatically if they come from a machine that sends standard Calling tones (CNG).

Incoming Call

The call is picked up by the TAD. (Recommended TAD ring delay is 2 rings.)

Fax reception is automatically activated by fax tones.

The fax message is received on paper.

Quick-dial fax call

The external TAD outgoing message begins (recommended length of 20 seconds or less).

Voice call

The caller leaves a voice message on the external TAD.

The caller must press

Manual fax call

The caller can also send a fax message after the voice message.

Start or enter your Fax Receive code to activate the machine and press Start.

The fax message is received on paper.

INTRODUCTION 1 - 11

Page 29

Special line considerations

Roll Over phone lines

A roll over phone system is a group of two or more separate telephone lines that pass incoming calls to each other if they are busy. The calls are usually passed down or “rolled over” to the next available phone line in a preset order.

The fax machine can work in a roll over system as long as it is the last number in the sequence, so the call cannot roll away. Do not put the fax machine on any of the other numbers; when the other lines are busy and a second fax call is received, the fax call would be transferred to a line that does not have a fax machine. The fax

machine will work best on a dedicated line.

Two-Line phone system

A two-line phone system is nothing more than two separate phone numbers on the same wall outlet. The two phone numbers can be on separate jacks (RJ11) or combined into one jack (RJ14). Your machine must be plugged into an RJ11 jack. RJ11 and RJ14 jacks may be equal in size and appearance and both may contain four wires (black, red, green, yellow). To test the type of jack, plug in a two-line phone and see if it can access both lines. If it can, you must separate the line for the fax machine. (See Easy Receive on page 5-3.)

Converting telephone wall outlets

There are three ways to convert to an RJ11 jack. The first two ways may require assistance from the telephone company. You can change the wall outlets from one RJ14 jack to two RJ11 jacks. Or, you can have an RJ11 wall outlet installed and slave or jump one of the phone numbers to it.

The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line

2) and a third RJ14 jack (Lines 1 and 2). If the fax machine is on Line 1, plug the fax machine into L1 of the triplex adapter. If the fax machine is on Line 2, plug it into L2 of the triple adapter.

1 - 12 INTRODUCTION

Triplex Adapter

RJ14

RJ11

RJ14

Page 30

Installing fax machine, external two-line TAD and two-line telephone

When you are installing an external two-line telephone answering device (TAD) and a two-line telephone, the fax machine must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the fax machine on Line 2, which is explained in the following steps. The back of the two-line TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2. You will need at least three telephone line cords, the one that came with the fax machine and two for your external two-line TAD. You will need a fourth line cord if you add a two-line telephone.

Place the two-line TAD and the two-line telephone next to the fax machine.

Plug one end of the telephone line cord for the fax machine into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the back side of the fax machine.

Plug one end of the first telephone line cord for your TAD into the L1 jack of the triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD.

Plug one end of the second telephone line cord for your TAD into the L2 jack of the two-line TAD. Plug the other end into the EXT. jack on the left side of the fax machine.

Triplex Adapter

Two Line Phone

External Two Line TAD FAX machine

You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the fax machine’s wall outlet. You can plug the telephone line cord from the two-line telephone into the L1+L2 jack of the triplex adapter. Or, you can plug the two-line telephone into the TEL jack of the two-line TAD.

INTRODUCTION 1 - 13

Page 31

Multi-Line Connections (PBX)

Most offices use a central telephone system. While it is often relatively simple to connect the machine to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the fax machine for you. It is advisable to have a separate line for the fax machine. You can then leave the fax machine in FAX ONLY mode to receive faxes any time of day or night.

If the fax machine is to be connected to a multi-line system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received.

As with all fax units, this machine must be connected to a two wire system. If your line has more than two wires, proper connection of the fax machine cannot be made.

If you are Installing the Fax machine to Work with a PBX

It is not guaranteed that the unit will operate correctly under all circumstances with a PBX. Any cases of difficulty should be reported first to the company that handles your PBX.

If all incoming calls will be answered by a switchboard operator, it is recommended that the Receive Mode be set to should initially be regarded as telephone calls.

The fax machine may be used with either pulse or tone dialing telephone service.

MANUAL

. All incoming calls

Custom features on your phone line

If you have Voice Mail, Call Waiting, RingMaster, an answering service, an alarm system or other custom feature on one phone line it may create a problem with the operation of your fax machine. (See Custom features on a single line on page 12-5.)

1 - 14 INTRODUCTION

Page 32

Paper

About paper

Handling and using plain paper

■

Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat.

Paper capacity of the paper tray

Paper Size Number of sheets

17 lb 50

23.4 lb 30

Paper specifications for the paper tray

Weight 17 to 23.4 lb (64 to 90 g/m Thickness 0.003 to 0.0039 in. (0.08 to 0.10 mm)

The fax machine can only scan an image 8.2 in. (208 mm) wide, regardless of how wide the paper is.

Do not use paper:

■

that are extremely shiny or highly textured

■

that were previously printed by a printer

■

that cannot be arranged uniformly when stacked

■

that are made with a short grain

■

that are curled, wrinkled paper, folded, ripped paper, or paper with staples, paper clips, paste, or tape attached.

■

that are cardboard, newspaper, or fabric.

)

PAPER 2 - 1

Page 33

How to load paper

To load paper

Fan the stack of paper well to avoid paper jams and mis-feeds.

Tap the stack of paper so the edges are even.

Gently insert the paper. The side to be printed on must be face down.

Print Side

Paper

2 - 2 PAPER

Page 34

On-Screen Programming

User-friendly programming

The fax machine is designed to be easy to use with LCD on-screen programming using the navigation key. User-friendly programming helps you take full advantage of all the menu selections the fax machine has to offer.

Since your programming is done on the LCD, we have created step-by-step on-screen instructions to help you program the fax machine. All you need to do is follow the instructions as they guide you through the menu selections and programming options.

Menu table

You can probably program the fax machine without the User’s Guide. But to help you understand the menu selections and options that are found in the fax machine programs, use the Menu table on page 3-3.

Menu/Set

FINE

followed by the

You can program the fax machine by pressing menu numbers. For example to set Press

Menu/Set, 3, 4

Press

Menu/Set

RESOLUTION

and or to select

Memory Storage

FINE

If there is a power failure, you will not lose your menu settings because they are stored permanently. Temporary settings (such as Contrast, Overseas Mode, and so on) will be lost. You may also have to reset the date and time.

ON-SCREEN PROGRAMMING 3 - 1

Page 35

Navigation keys

* Access the menu * Go to the next menu level * Accept an option

* Scroll through the current menu

level

* Go back to the previous menu

level

* Go forward to the next menu

level

* Exit the menu

You can access the menu mode by pressing When you enter the menu, the LCD scrolls.

Press

for Initial Setup menu —OR— Press

for Setup Receive menu —OR— Press

for Setup Send menu —OR— Press

for Cancel Job menu —OR— Press

for Interrupt menu —OR— Press

for Set Quick-Dial menu —OR— Press

for Setup Reports menu —OR— Press

for Remote Fax Option menu —OR— Press

for Tel Service menu

You can scroll more quickly through each menu level by pressing the arrow for the direction you want on or . Then set an option by pressing that option appears on the LCD. Then the LCD shows the next menu level.

Press or to scroll to your next menu selection. Press

Menu/Set

When you finish setting an option, the LCD shows

Use to scroll backward if you passed your choices or want to save keystrokes.

Menu/Set

ACCEPTED

SELECT ↑ ↓ & SET

1.INITIAL SETUP

2.SETUP RECEIVE

3.SETUP SEND

4.CANCEL JOB

5.INTERRUPT

6.SET QUICK-DIAL

7.SETUP REPORTS

8.REMOTE FAX OPT

0.TEL SERVICE

Menu/Set

when

3 - 2 ON-SCREEN PROGRAMMING

Page 36

To access the menu, press

Main Menu Menu Selections Options Descriptions Page

1.INITI AL SETUP 1 .DATE /TIME — Enter date and time for

2. STAT ION ID — Program the nam e and fax

3. BEEP ER OFF

4. VOLU ME

AMPLIF Y

5. TONE /PULSE

(For Canada Only)

6. LOCA L

LANGUA GE

(For Canada Only)

2.SETUP RECEIVE 1.RI NG DELA Y 04

2. F/T RI NG TIME 70

3. EASY RECEIV E ON

Menu/Set

LOW

HIGH

(

PERMANENT

TEMPORARY

OFF

TONE

PULSE

ENGLISH

FRENCH

02 01

SEMI

OFF

to accept

Stop

to Exit

LCD display an d to print on transmissions.

number to appear on each transmitted page.

Adjust the volume level of the beeps when you press a key, an error occurs or a document is sent or received.

For the hearing-impaired,

)

you can set the volume to the VOL AM PLIFY: ON setting on a permanent or temporary basis.

Selects the dialing mode 4-6

Allows you to change the LCD Language to French.

Sets the number of rings before your fax machine answers in FAX/TEL or FAX ONLY mode.

Sets the time for “F/T pseudo-ring” in FAX/TEL (F/T) Mode.

Receive fax messages without pressing the Fax Start key.

* The factory setting (option) is shown in bold.

4-1

4-2

4-3

4-5

See

French

manual.

5-2

5-3

ON-SCREEN PROGRAMMING 3 - 3

Page 37

To access the menu, press

Main Menu Menu Selections Options Descriptions Page

2. SETU P RECEIVE (Continued)

3. SETU P SEND 1. COVE RPG SETU P NE XT FAX ONLY

4.REMOTE CODE ON

5.REDUCT ION AUTO

6.PAPER LETTER

7.POLLIN G RX — Sets up your fax machine

2.COVERP AGE MSG — Program a customized

3.CONTRA ST AUTO

4.RESOLU TION STAN DARD

5.OVERSE AS MOD E ON

6.CALL RESERVE ON

Menu/Set

( 51, #51)

OFF

100%

93% 87%

75%

LEGAL

OFF

PRINT SA MPLE

S.LIGH T S.DARK

FINE

S.FINE PHOTO

OFF

PRINT SA MPLE

to accept

Stop

to Exit

Enter code to activate or deactivate th e fax machine from a remote location or to transfer a voice call from a cordless phone to your fax machine.

Reduces size of image. 5-4

Selects size of paper for fax receiving

to poll another fax machine.

Automatically sends a programmable cover page or prints a sample coverpage.

message for fax cover page.

Change the lightness or darkness of the faxes you send.

Allows you to change resolutions page by page.

Special setting for international transmissions.

You can send a fax, then speak or print a sample call back message.

* The factory setting (option) is shown in bold.

5-6

5-4

5-7

6-7

6-4

6-5

6-10

6-11

3 - 4 ON-SCREEN PROGRAMMING

Page 38

To access the menu, press

Main Menu Menu Selections Options Descriptions Page

3.SETUP SEND (Continued)

4.CANCEL JOB — — Cancel a delayed fax or

5.INTERRUPT — — Send a fax now, even if

6.SET

QUICK-DIAL

7.SETUP REPORTS 1.TRANSMISSION ON

7. DELAYED FAX — Set your fax machine to

8. POLLED TX ON

9. MEMORY TX NEXT FAX ONLY

1. ONE-TOUCH

DIAL

2. SPEED-DIAL — Dial numbers stored in

3.SETUP G ROUPS — Set up a Group number for

2. JOURNAL

PERIOD

Menu/Set

OFF

— Dial numbers stored in

OFF

EVERY 30 FAXES

EVERY 6 HOURS

EVERY 12 HOURS EVERY 24 HOURS

EVERY 2 DAYS EVERY 7 DAYS

OFF

to accept

Stop

to Exit

send your documents later.

Set up your fax machine with a document to be retrieved by another fax machine.

You can send faxes from memory

polling job.

you have your fax machine set to send a fax later, or if you have it set for Polling.

memory by pressing only one key.

memory by pressing only four keys.

Broadcasting.

Initial setup for Transmission Verification Report and Fax Journal period.

* The factory setting (option) is shown in bold.

6-12

6-13

6-6

6-14

7-1

7-2

7-4

9-1

ON-SCREEN PROGRAMMING 3 - 5

Page 39

To access the menu, press

Main Menu Menu Selections Options Descriptions Page

8. REMO TE FAX

OPT

0. TEL SE RVICE 1.DISTIN CTIVE ON

1.FAX

FWD/PA GING

2.FAX STOR AGE ON

3.REMOTE ACCES S -- - Set code for retrieving

4.PRINT FA X — Print incoming faxes

2.CALLER ID — Register your AREA

Menu/Set

OFF

FAX FORWARD

PAGING

OFF

SET

to accept

Stop

to Exit

Set your machine to forward faxes.

Store incoming faxes in memory for Fax Forwarding and Remote Retrieval.

faxes.

stored in the memory.

Use with phone company Distinctive Ring service to register the ring pattern with your fax machine.

CODE to dial from the Caller ID log.

* The factory setting (option) is shown in bold.

8-1

8-2

8-3

5-6

5-8

5-11

3 - 6 ON-SCREEN PROGRAMMING

Page 40

Initial Setup

Getting started

Setting the Date and Time

The fax machine displays the date and time, and if you set up the Station ID it prints on every fax you send. time. All other settings will not be affected.

Press

Enter the last two digits of the year. Press

Enter two digits for the month. Press (For example, enter 09 for September, or 10 for October.)

Enter two digits for the day. Press (For example, enter 06.)

Enter the time in 24-Hour format. Press (For example, enter 15:25 for 3:25 P.M.)

Press The LCD now shows the date and time you set whenever the fax machine is

in Standby mode.

If there is a power failure, you may have to reset the date and

Menu/Set, 1, 1

Menu/Set

Stop/Exit

1.DATE/TIME

INITIAL SETUP 4 - 1

Page 41

Setting the Station ID

You should store your name or company name and fax number to be printed on all fax pages that you send. The telephone number will appear only on cover pages and call back messages.

1 2

Menu/Set, 1, 2

Press Enter your fax number (up to 20 digits).

Menu/Set

Press You must enter a fax number to continue (up to 20 digits).

If you do not enter a fax number, you cannot enter any more information. You can not enter a hyphen.

Enter your telephone number (up to 20 digits).

Menu/Set

Press

Use the dial pad to enter your name (up to 20 characters).

Menu/Set

Press (See Entering text on page 4-2.)

Stop/Exit

Press The LCD will show the date and time.

If the Station ID has already been programmed, the LCD will ask you to press

to make a change or 2 to exit without changing.

2.STATION ID

Entering text

When you are setting certain menu selections, such as the Station ID, you may need to type text into the fax machine. Most number keys have three or four letters printed below them. The keys for used for special characters.

By pressing the appropriate number key repeatedly, you can access the character you want.

0, #

and do not have printed letters because they are

Press Key one time two times three times four times

2 ABC2 3 DEF3 4 GH I 4 5 JKL5 6 MNO 6 7 PQRS 8 TUV8 9 WXY Z

4 - 2 INITIAL SETUP

Page 42

Inserting spaces

To enter a space, press once between numbers and twice between characters.

Making corrections

If you entered a letter incorrectly and want to change it, press to move the cursor after the last correct letter. Then press right of the cursor will be deleted. Re-enter the correct characters. You can also back up and type over incorrect letters.

Stop/Exit

. All the letters above and to the

Repeating letters

If you need to enter a character that is on the same key as the previous character, press to move the cursor to the right.

Special characters and symbols

Press , # or 0, and then press or to move the cursor under the special character or symbol you want. Then press

Press for (space) ! " # $ % & ’ ( ) + , - . /

Press

The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machine unless such messages clearly contain, in a margin at the top or bottom of each transmitted page, or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machines or such business, other entity or individual.

In order to program this information into the fax machine, complete the steps described on page 4-2.

for : ; < = > ? @ [ ] ^ _ for É À È Ê Î Ç Ë Ö 0

Menu/Set

NOTICE

to select it.

Setting the Beeper Volume

You can change the beeper volume. The default (original) setting is beeper is on, the fax machine beeps every time you press a key or make a mistake and when a fax is being sent or received.

2 3

Menu/Set, 1, 3

Press

LOW, HIGH

( Press or to select your option. When the LCD shows the option you want.

Menu/Set

Press

Stop/Exit

Press

OFF

)

3.BEEPER

LOW

. When the

INITIAL SETUP 4 - 3

Page 43

Setting the Speaker Volume

You can adjust the speaker volume. Press then 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.

Hook

before you can adjust the volume,

Choosing the Handset Volume (For Volume Amplify)

Before you begin to use your machine, you must decide if you need to set the handset volume to AMPLIFY volume level complies with FCC standards.

VOLUME AMPLIFY: OFF

This default setting is appropriate if none of the users are hearing-impaired. During a conversation, users can press or on the control panel to adjust the volume to remain until you change it again.

VOLUME AMPLIFY: ON–TEMPORARY

This setting is appropriate if some of the users are hearing-impaired. During a conversation, users can press or on the control panel to adjust the volume to volume returns to the default setting of

VOLUME AMPLIFY:ON–PERMANENT

Choose During a conversation, users can press or on the control panel to adjust the volume to handset volume returns to the default setting of

LOW

LOW, HIGH

VOL AMPLIFY: ON?–PERMANENT?

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

VOL AMPLIFY: ON?

HIGH

. When the handset is replaced, the handset volume will

AMPLIFY

LOW, HIGH

for a user who is hearing-impaired. The

. When the handset is replaced, the handset

LOW

if all of the users are hearing-impaired.

AMPLIFY

. When the handset is replaced, the

AMPLIFY

It is important that you do not choose hearing-impaired. Otherwise, the default setting of the hearing of some users.

4 - 4 INITIAL SETUP

PERMANENT

unless all users are

AMPLIFY

may damage

Page 44

Setting Volume Amplify

Please carefully read Choosing the Handset Volume (For Volume Amplify), page 4-4 before you do the following steps:

1 2

4 5

Menu/Set, 1, 4

Press Press or to select

VOL AMPLIFY:OFF?

are hearing-impaired and go to Step 4. —OR— If some or all of the users are hearing-impaired, select

VOL AMPLIFY:ON?

Menu/Set

Press Press or to select

hearing-impaired. —OR— Select

TEMPORARY?

Menu/Set

Press

Stop/Exit

Press

if none of the users

PERMANENT?

if only some of the users are hearing-impaired.

4.VOLUME AMPLIFY

if all the users are

Setting the Ring Volume

You can adjust the ring volume when your machine is idle. You can select a ring volume level or press until the ring is off.

Press or to adjust the volume level. With each key press, your machine rings so you can hear the current setting and the screen displays 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.

Memory Storage

In the event of a power failure, all settings in the and

SET QUICK-DIAL

SETUP SEND

and time.

plus the

) operations are stored permanently. You may have to reset the date

COVERPG SETUP

INITIAL SETUP, SETUP RECEIVE

COVERPAGE MSG

and

INITIAL SETUP 4 - 5

(from

Page 45

Setting Tone and Pulse dialing mode (Canada Only)

1 2

Menu/Set, 1, 5

Press Press or to select

TONE

Press

Menu/Set Stop/Exit

Press

PULSE

5.TONE/PULSE

(or

Setting up your area code (USA only)

If you must dial the area code to call within your area code, do not enter this setting.

1 2

Menu/Set, 0, 2

Press

Use the dial pad to enter your area code, and then press

Stop/Exit

Press

Menu/Set

2.CALLER ID

AREA CODE:000

AREA CODE:908

4 - 6 INITIAL SETUP

Page 46

Setup Receive

Basic receiving operations

Choosing the Receive Mode

There are four different Receive Modes for the fax machine. You can choose the mode that best suits your needs.

LCD How it works When to use it

FAX ONLY

(automatic receive)

FAX/TEL * (fax and telephone)

TAD:ANS WER MACH .

(with an external answering machine)

MANUAL

(manual receive)

The fax machine automatically answers every call as a fax.

The fax machine c ontrols the line and automatically answers every call. If the call is a fax it will receive the fax. If the call is not a fax it will ring (pseudo /double ring) for you to pick up the call.

The external answering device (TAD) automatically answers every call. Voice messages are stored on the external TAD. Fax messages are printed.

You control the phone line and must answer every call yourself.

For dedicated fax lines.

Use this mode if you expect to receive lots of fax messages and few telephone calls. You cannot have an answering machine on the same line, even if it is on a separate wall jack (phone socket) on the same line. You cannot use the telephone company’s Voice Mail in this mode.

Use this mode if you have an external answering machine on your phone line.

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

Use this mode when you are using a computer modem on the same line or if you don’t receive many fax messages or with Distinctive Ring. If you hear fax tones, wait until the machine takes over the call, then hang up. (See Easy Receive on page 5-3.)

*In

FAX/TEL

mode you must set the Ring Delay and F/T Ring Time. If you have

extension phones on the line, keep the Ring Delay set to 4 rings.

SETUP RECEIVE 5 - 1

Page 47

Current Receive Mode

09/0615:25FAX

To select or change your Receive Mode

Receive Mode

Press The screen displays your current selection.

MAN

MANUAL

FAX ONLY

FAX

FAX/TEL

F/T

ANSWER MACH.

TAD

FAX ONLY

FAX/TEL

TAD:ANSWER MACH.

MANUAL

Continue to press 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 the current operation display.

Receive Mode

until your new selection appears. After 2

Setting the Ring Delay

The Ring Delay sets the number of times the fax machine rings before it answers in

FAX ONLY

fax machine or subscribe to the telephone company’s Distinctive Ring service, keep the Ring Delay setting of 4.

(See Easy Receive on page 5-3 and Operation from extension telephones on page 5-5.)

Press

Press or to select how many times the line rings before the fax machine answers (00-04).

Press (If you select 00, the line won’t ring at all.)

Press

FAX/TEL

mode. If you have extension phones on the same line as the

Menu/Set, 2, 1

Menu/Set

Stop/Exit

1.RING DELAY

5 - 2 SETUP RECEIVE

Page 48

Setting the F/T Ring Time (FAX/TEL mode only)

If you set the Receive Mode to FAX/TEL, you’ll need to decide how long the fax machine will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the fax machine prints the fax.) This ringing happens after the initial ringing from the phone company. Only the fax machine rings (for 20, 30, 40 or 70 seconds) and no other phones on the same line will ring with the special pseudo/double-ring. However, you can answer the call on any extension phone (in a separate wall jack/phone socket) on the same line as the fax machine. (See Operation from extension telephones on page 5-5.)

1 2

Menu/Set, 2, 2

Press Press or to select how long the fax

machine will ring to alert you that you have a voice call.

Press

Menu/Set Stop/Exit

Press Even if the caller hangs up during the pseudo/double-ringing, the fax machine

will continue to ring for the set time.

2.F/T RING TIME

Easy Receive

When you use this feature, you don’t have to press Code receive fax calls automatically, even if you lift the handset of an extension or external phone. When you see handset of an extension phone connected to another wall jack (phone socket), just replace the handset and the fax machine will do the rest. receive the call only if you’ve answered it at the fax machine. Selecting you’ll have to activate the fax machine yourself by lifting the handset of the fax machine or an external phone, and then press OR—by pressing extension telephones on page 5-5.)

5 1

when you answer a fax call. Selecting ON allows the fax machine to

RECEIVE

5 1

if you are not at the fax machine. (See Operation from

If this feature is set to ON, but the fax machine doesn’t connect a fax call when you lift a phone handset, press the Fax Receive code At the fax machine lift the handset, and then press

1 2

Menu/Set, 2, 3

Press Use or to select ON,

Menu/Set

Press Press

Stop/Exit

on the LCD or when you hear “chirps” through the

SEMI

OFF

Fax Start

or the Fax Receive

SEMI

lets the fax machine

OFF

on the fax machine—

5 1

Fax Start

3.EASY RECEIVE

SETUP RECEIVE 5 - 3

means

Page 49

Printing a reduced incoming fax

If you choose one page of letter or legal size paper, regardless of the paper size of the original. The fax machine calculates the reduction ratio by using the page size of the original and your Paper Size setting (

Press

Use or to select the reduction ratio you want– Choose

Press

Press If you receive faxes that are split onto two pages, turn on this setting.

AUTO

, the fax machine automatically reduces an incoming fax to fit on

Menu, 2, 6

Menu/Set, 2, 5

Auto, 100%, 93%, 87%

100%

if you don’t want a reduction.

Menu/Set Stop/Exit

, or

75%

5.REDUCTION

Recommended Reductions

If your paper is letter size (8.5" × 11"), and the incoming fax is

letter size, select

, select

legal size, select 75%.

If your paper is legal size (8.5" × 14"), and the incoming fax is

letter size, select

, select

legal size, select

87%

100%

93%

100%

93%

Setting Paper Size

You can use three sizes of paper for printing your faxes—letter, legal and A4. When you change the kind of paper in the paper tray, you will need to change the setting for paper size, so your machine will know how to fit the incoming fax on the page. You can also select the level of page reduction to fit the paper in your machine.

1 2

5 - 4 SETUP RECEIVE

Menu/Set, 2, 6

Press Press or to select

Menu/Set

Press Press 1 if you want to change the reduction

setting. —OR— Press

to go to Step 5.

Press or to select

Menu/Set

Press

Stop/Exit

Press

LETTER, LEGAL

AUTO, 100%, 93%, 87%

6.PAPER

CHANGE REDUCTION

1.YES 2.NO

75%

Page 50

Receiving a fax at the end of a conversation

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

Ask the other party to place the original in their machine and to press Tell the other party to wait until the fax machine sends receiving tones (chirps) before hanging up.

When you hear the other machine’s CNG tones (beeps), press The LCD shows:

Replace the handset.

RECEIVE

Start

Fax Start

Advanced receiving operations

Operation from extension telephones

If you answer a fax call on an extension telephone, or an external telephone in the EXT. jack, you can make the fax machine take the call by using the Fax Receive Code. When you press the Fax Receive Code receive a fax. (See Easy Receive on page 5-3.) If the fax machine answers a voice call and pseudo/double-rings for you to take over, use the Telephone Answer Code (See Setting the F/T Ring Time (FAX/TEL mode only) on page 5-3.)

If you answer a call and no one is on the line, you should assume that you’re receiving a manual fax.

■

At an extension phone (on a separate telephone wall jack/socket), press

■

At an external phone (connected to the fax machine’s EXT jack), press and wait for the phone to be disconnected before you hang up (the LCD shows

RECEIVE

Your caller will have to press

5 1

, wait for fax-receiving tones (chirps), and then hang up.

# 5 1

Start

to send the fax.

to take the call at an extension phone.

5 1

, the fax machine starts to

5 1

For FAX/TEL mode only

When the fax machine is in FAX/TEL mode, it will use the F/T Ring Time (pseudo/double-ringing) to alert you to pick up a voice call.

If you’re at an extension or external phone, you’ll need to lift the handset during the F/T Ring Time and then press line, or if someone wants to send you a fax, send the call back to the fax machine by pressing

5 1

# 5 1

between the double rings. If no one is on the

SETUP RECEIVE 5 - 5

Page 51

Using a cordless external handset

If your cordless telephone is connected to the EXT. jack of the fax machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. If you let the fax machine answer first, you will have to answer using the cordless and then go to the fax machine so you can press to the cordless handset.

Hook

to transfer the call

Changing the remote codes

Remote Codes might not work with some telephone systems. The preset Fax Receive Code is

If you are always disconnected when accessing your external TAD remotely, try changing the Fax Receive Code and Telephone Answer Code to other three-digit codes (such as

Press

Press or Press

If you want to, enter a new Fax Receive Code. Press

If you want to, enter a new Telephone Answer Code. Press

Press

5 1

. The preset Telephone Answer Code is

Menu/Set, 2, 4

to select ON (or

Menu/Set

Menu/Set Stop/Exit

# # #

and

OFF

9 9 9

4.REMOTE CODE

# 5 1

Printing a fax from the memory

If you set Fax Storage to ON for Remote Retrieval, you can still print a fax from the memory when you are at the fax machine. (See Setting Fax Storage on page 8-2.)

1 2

5 - 6 SETUP RECEIVE

Menu/Set, 8, 4

Press

Fax Start

Press

4.PRINT FAX

Page 52

Polling

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

Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls the fax 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.

Some fax machines do not respond to the Polling feature.

Setting up Polling Receive

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

1 2 3

Setting up Sequential Polling Receive

The fax machine can ask for faxes from several fax units in a single operation (Sequential Polling Receive). Afterwards, a Sequential Polling Report will be printed.

1 2

Menu/Set, 2, 7

Press Enter the fax number you are polling.

Fax Start

Press The LCD shows

Menu/Set, 2, 7

Press Enter the fax machines you want to poll.

You must press fax number.

Fax Start

Press turn to receive a fax.

Stop/Exit

Press To cancel all sequential polling receive jobs, press

(See Canceling a scheduled job on page 6-6.)

DIALING

Menu/Set

. The fax machine will poll each number or Group number in

while the machine is dialing to cancel the polling process.

between each

7.POLLING RX

Menu/Set, 4

SETUP RECEIVE 5 - 7

Page 53

Telephone services

The fax machine supports the Distinctive Ring telephone service that some telephone companies offer.

If you have Voice Mail, Call Waiting, Call Waiting/Call ID, RingMaster, an answering service, an alarm system or other custom features on your telephone line, it may affect the way the fax machine works. (See Custom features on a single line on page 12-5.) If you have Voice Mail on your phone line, please read the following carefully.

Distinctive Ring

Brother uses the term ‘Distinctive Ring’ but different telephone companies have other names for this service such as SmartRing, RingMaster, Teen-Ring, Indent-a-Call or Indent-a-Ring.

What does your telephone company’s ‘Distinctive Ring’ do?

Your telephone company’s Distinctive Ring service allows you to have more than one number on the same phone line. If you need more than one phone number, it is cheaper than paying for an extra line. Each phone number has its own distinctive ring pattern, so you will know which phone number is ringing. This is one way you can have a separate phone number for the fax machine.

Please call your telephone company for availability and rates.

What does Brother’s ‘Distinctive Ring’ do?

The Brother fax machine has a Distinctive Ring feature that allows you to use the fax machine to take full advantage of the telephone company’s Distinctive Ring service. The new phone number on your line can just receive faxes.

You must pay for your telephone company’s Distinctive Ring service before you program the fax machine to work with it.

Do you have Voice Mail?

If you have Voice Mail on the phone line that you will install your new fax machine on, there is a strong possibility that Voice Mail and the fax machine will conflict with

each other while receiving incoming calls. However, this Distinctive Ring feature allows you to use more than one number on your line, so both Voice Mail and the fax machine can work together without any problems. If each one has a

separate phone number, neither will interfere with the other’s operations. If you decide to get the Distinctive Ring service from the telephone company, you

will need to follow the directions below to ‘register’ the new Distinctive Ring pattern they give you. This is so your fax machine can recognize its incoming calls.

You can change or cancel the Distinctive Ring pattern at any time. You can switch it off temporarily, and turn it back on later. When you get a new fax number, make sure you reset this feature.

5 - 8 SETUP RECEIVE

Page 54

Before you choose the ring pattern to register

You can only register one Distinctive Ring pattern with the fax machine. Some ring patterns cannot be registered. The ring patterns below are supported by the Brother fax machine. Register the one your telephone company gives you.

Ring Pattern

1 long-long

2 short-long-short

3 short-short-long

4 very long (normal pattern)

If the ring pattern you received is not on this chart, please call your telephone company and ask for one that is shown.

■

The fax machine will only answer calls to its registered number.

■

The first two rings are silent on the fax machine. This is because the fax must «listen» to the ring pattern (to compare it to the pattern that was ‘registered’). (Other telephones on the same line will ring.)

■

If you program the fax machine properly, it will recognize the registered ring pattern of the ‘fax number’ within 2 ring patterns and then answer with a fax tone. When the ‘voice number’ is called, the fax machine will not answer.

Rings

SETUP RECEIVE 5 - 9

Page 55

Registering the Distinctive Ring pattern

Very important

After you have set the Distinctive Ring feature to ON, the receive mode is set to

MANUAL

Distinctive Ring number, yourself. You can not change the receive mode to the other mode while the Distinctive Ring is set to on.

Turning off the Distinctive Ring

automatically. Unless you have a TAD or Voice Mail set up on the

MANUAL

1 2

Menu/Set, 0, 1

Press Press or to select

Menu/Set

Press Press or to select the stored ring pattern you want to use. Press

Menu/Set

(You will hear each pattern as you scroll through the four patterns. Make sure you choose the pattern that the telephone company gave you.)

Stop/Exit

Press Distinctive Ring is now set to on.

Menu/Set, 0, 1

Press Press or to select

Menu/Set

Press

Stop/Exit

Press

mode means you must answer all the calls

SET?

OFF

1.DISTINCTIVE

5 - 10 SETUP RECEIVE

Page 56

Caller ID

The Caller ID feature of your machine lets you use the Caller ID subscriber service offered by many local telephone companies. After at least two rings, the LCD shows the telephone number of your caller (or up to 16 characters of the name, if available). Once you pick up the handset the Caller ID information disappears from the LCD, but the call information remains stored in the Caller ID memory.

CALL PICKUP remains on the LCD when no Caller ID information was

transmitted

OUT OF AREA means the call originates outside your Caller ID service area PRIVATE CALL means the caller has intentionally blocked transmission of

information

Caller ID service varies with different carriers. Call your local telephone company to determine the kind of service available in your area.

Caller ID Log

Your machine stores up to 30 of the last Caller IDs received into your machine’s memory in the Caller ID Log. When the thirty-first call comes in, information about the first call is erased. You can print the report or scroll through Caller ID information to review those calls made to your machine.

Printing the Caller ID Log

1 2

Viewing the Caller ID Log

1 2

Hold/Caller ID

Press

To print the Caller ID Log, press

Hold/Caller ID

Press

After two seconds, press or to scroll through the Caller ID Log.

When you want to see detailed information for a displayed ID (phone number and date and time call was received) press

Menu/Set

To continue viewing the Caller ID Log (Step

2), press or . —OR— To exit the Caller ID Log, press

Fax Start

Stop/Exit

CALLER ID LOG

PRESS START KEY

CALLER ID LOG

01)MARY HENDERSON

02)TOM HENDERSON

03)ABC COMPANY

03)9087772837

03)02/01 12:00

DIAL:PRESS START

SETUP RECEIVE 5 - 11

Page 57

Returning a call from the Log

You can scroll through the Caller ID Log and select a call to return automatically. (See page 5-11.)

(For USA Only) You must set up your AREA CODE in advance. (See Setting up your area code (USA only) on page 4-6.)

1 2

3 4

Hold/Caller ID

Press

Press or to scroll through the Caller ID Log and when you see a call you want to return immediately, press

To begin dialing, press Begin speaking when the other party

answers. This feature may not be available in certain areas of the USA and Canada.

If your dialing plan does not follow the standard 1 + area code + 7-digit number dialing system for calling outside your area code, you may experience problems returning calls automatically from the Caller ID Log. Your machine will automatically dial “1” plus the area code for any number that does not originate in your area code. If this is not the procedure followed by your dialing plan you will not be able to return calls automatically.

Menu/Set

Fax Start

CALLER ID LOG

03)ABC COMPANY

03)9087772837

03)02/01 12:00

DIAL:PRESS START

Registering a Caller ID number

You can set up a caller in the Caller ID Log as a One-Touch or Speed Dial number.

1 2

Hold/Caller ID

Press After two seconds, press or to

scroll through the Log and when you see a caller you want to register, press

To register the caller as a One-Touch number, press the One-Touch key where you want the number to be stored.

—OR— To register the caller as a Speed-Dial

number, press use the dial pad to press the two-digit location code (00–99), and then press

If the LCD shows

Search/Speed Dial

REGISTERED

Menu/Set

and

Menu/Set

, the quick-dial location already has a number.

CALLER ID LOG

03)ABC COMPANY

03)9087772837

03)02/01 12:00

DIAL:PRESS START

Enter the caller’s name, and then press

Menu/Set

5 - 12 SETUP RECEIVE

NAME:

Page 58

Press or to select the type of number, and then press

Menu/Set

FAX

TEL

FAX/TEL

CHAIN

Return to Step 2 to store another quick-dial number. —OR— Press

a fax number a telephone (voice) number both a fax and telephone number a number (usually an access code) for chain dialing.

Stop/Exit

Call Waiting/Caller ID

The Call Waiting/Caller ID feature lets you use the Call Waiting/Caller ID service offered by many local telephone companies. This feature displays the telephone number (or name, if available) of Call Waiting callers on your machine’s LCD.

To answer a Call Waiting signal while you’re talking on the phone, ask the other party if you can put them on Hold to catch the other call. The LCD shows the Caller ID.

2 3

Search/Speed Dial

Press To switch back to the first call, press

Either caller can hang up at any time. However, if you hang up you will disconnect both callers.

to switch to the second call.

Search/Speed Dial

again.

SETUP RECEIVE 5 - 13

Page 59

Setup Send

How to dial

There are four ways to dial.

Manual dialing

Press all of the digits of the phone or fax number.

One-Touch dialing

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

Speed-dialing

Search/Speed Dial, #

Press (See Storing Speed-Dial numbers on page 7-2.)

, and then the two digit Speed-Dial number.

two digit number

Search

You can search for names you have stored in One-Touch and Speed-Dial memories. Press name, enter the first letter of the name by using the dial pad. Press or . (See Storing Speed-Dial numbers on page 7-2.)

6 - 1 SETUP SEND

Search/Speed Dial

. To search for numbers alphabetically by

To search numerically

To search alphabetically

Page 60

How to fax

Automatic transmission

This is the easiest way to send a fax. IMPORTANT: Do not pick up the handset or press

Insert the original face down, top edge first in the Automatic Document Feeder (ADF).

Adjust the paper guides to fit the width of your original.

Paper Guides

Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad. (See One-Touch dialing, Speed-dialing and Search, pages 6-1 to 6-1.)

Fax Start

Press The ADF can hold up to 10 pages, feeding each one individually through the

fax machine. Use standard 17 lb-23.4 lb (64 g/m the ADF; if you are using heavier paper, feed each sheet individually to prevent paper jams.

Hook

-90 g/m2) paper when using

Resolution

Press document you are sending. If you wish to send in general fax with no graphics, then the default is button need not be pressed. (See Fax resolution on page 6-5.)

(before you send the fax) to select the resolution for the

STANDARD

resolution, i.e. a

, and the resolution

SETUP SEND 6 - 2

Page 61

Out of memory message

If you get an

Stop/Exit

scanning a subsequent page, you will have the option to press the pages scanned so far, or to press

OUT OF MEMORY

to cancel the scan. If you get an

message while scanning the first page of a fax, press

Stop/Exit

OUT OF MEMORY

to cancel the operation.

message while

Fax Start

to send

Manual transmission

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

Insert the original face down in the ADF.

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

Hook

and listen for a dial tone.

Enter the fax number you want to call. (You can enter the digits using the dial pad, or you can enter a One-Touch or Speed-Dial number, or you can call using

Search/Speed Dial

(See Storing One-Touch Dial numbers on page 7-1.)

When you hear the fax tone, press

Fax Start

If you’re using the handset, hang up.

SEND

Sending a fax at the end of a conversation

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

Ask the other party to wait for fax tones (beeps) and then press Start before hanging up.

Insert the original face down in the ADF.

Fax Start

Press The LCD shows:

Replace the handset.

6 - 3 SETUP SEND

SEND

Page 62

Basic sending operations

Sending faxes using multiple settings

When you send a fax you can choose any combination of these settings: contrast, resolution, overseas mode, delayed fax timer, polling transmission or memory transmission. After each setting is accepted, the LCD will ask if you want to enter more settings:

Press

to select more settings. The LCD will return to the —OR— Press

if you have finished choosing settings and go to the next step.

Contrast

If your original is very light or very dark, you may want to set the contrast.

S.LIGHT

Use Use

S.DARK

Insert the original face down in the ADF. Press

Press or to select Press

Press 1 if you want to choose more settings and the LCD will return to the menu.

—OR— Press

settings for this page, and then go to Step 4.

Enter a fax number.

Press The fax machine starts scanning the first page.

to make the original darker.

to make the original lighter.

Menu/Set, 3, 3

Menu/Set

if you have finished choosing

Fax Start

AUTO, S.LIGHT

SETUP SEND

to send the fax.

SETUP SEND

3.CONTRAST

S.DARK

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

menu.

SETUP SEND 6 - 4

Page 63

Fax resolution

When you have an original in the ADF you can use the the setting temporarily (for this fax only). Press LCD shows the setting you want.

STANDARD

FINE

S. FINE

PHOTO

Suitable for most typed documents. Good for small print and transmits a little slower than

Standard resolution. Good for small print or artwork and transmits slower

than Fine resolution. Use when the original has varying shades of gray. This

has the slowest transmission time.

Resolution

key to change

repeatedly until the

Multiple Resolution Transmission

Use this feature to select separate resolution settings for each page of the fax you are sending. This could be useful if you are sending a fax with photos and letters, or some pages with small print and others with normal print. Resolution settings return to

STANDARD

Insert the document face down in the ADF, and then press

Use or to select the resolution for page 1, and press

Repeat Step 2 for each page. Press

Stop/Exit

screen displays:

Press 1 if you want to select additional settings. The display returns to the Setup Send menu.

—OR— Press

prompts you to enter the fax number you want to call.

Enter the fax number, and press If you want to copy a document using multiple resolutions, press

Copy/Reports

after the fax is sent.

Menu/Set, 3, 4

Menu/Set

when you are finished. The

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

if you are finished choosing settings, and go to Step 5. The screen

Fax Start

in Step 5.

6 - 5 SETUP SEND

Page 64

Manual and automatic fax redial

If you are sending a fax manually and the line is busy, press then press number dialed, you can save time by pressing

Redial/Pause

If you are sending a fax automatically and the line is busy, the fax machine will automatically redial one time after five minutes.

Fax Start

to try again. If you want to make a second call to the last

Redial/Pause

only works if you dialed from the control panel.

Redial/Pause

Fax Start

and

, and

Canceling a job while scanning, dialing and sending the original

You can cancel a job while you are scanning it into memory by pressing You can also cancel a job while the fax machine is dialing or sending the original by

pressing

Stop/Exit

Canceling a scheduled job

You can cancel a fax job that is waiting in memory.

Menu/Set, 4

Press Any jobs that are waiting will appear on the

LCD. If you have more than two jobs waiting, press or to select the job you

want to cancel. Press

Menu/Set

—OR— If you only have one job waiting, go to Step 3. Press 1 to cancel. —OR— Press

to exit without canceling.

To cancel another job go to Step 2.

Stop/Exit

Press

4.CANCEL JOB

SETUP SEND 6 - 6

Page 65

Advanced sending 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 or Speed-Dial memory, if you have used a quick-dial number to make the call.

The cover page indicates the fax is from your Station ID, and the number of pages you are sending. If you have Page on page 6-8), the number of pages on the cover page remains blank.

You can select a comment to include on your cover page, or you can select you do not wish to include a comment.

As well as using one of the comments shown on the right, you can also enter up to two customized messages, each 27 characters long. (See Composing your own comments on page 6-9.)

Cover Page for Next Fax Only

Make sure Station ID is set up. (See Setting the Station ID on page 4-2.) This feature does not work without the Station ID.

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

Insert the original face down in the ADF.

2 3

4 5

Menu/Set, 3, 1

Press

Menu/Set

Press

NEXT FAX ONLY

Press or to select ON (or Press or to view the comment

selections.

Menu/Set

Press your selection.

Enter two digits to indicate the number of pages you are sending. (Enter 00 to leave

the number of pages blank.) If you have made a mistake, press to back up and

COVERPG SETUP

1.COMMENT OFF

when the screen displays .

when the screen displays

set to ON (see Always send Cover

OFF

), and press

1.COMMENT OFF

2.PLEASE CALL

3.URGENT

4.CONFIDENTIAL

1.COVERPG SETUP

Menu/Set

1.COMMENT OFF

2.PLEASE CALL

3.URGENT

4.CONFIDENTIAL

(user defined)

re-enter the number of pages.

6 - 7 SETUP SEND

Press

Menu/Set

. The screen displays:

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

Page 66

Press 1 if you want to select additional settings. The display returns to the Setup Send menu.

—OR— Press

if you are finished choosing settings, and go to Step 10.

Enter the fax number you are calling and then press

Fax Start

Always send Cover Page

Make sure Station ID is set up. (See Setting the Station ID on page 4-2.) This feature does not work without the Station ID.

You can set your 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 2 3

Menu/Set, 3, 1

Press Press or to select ON (or

Menu/Set

Press a coverpage is always sent when you send a fax.)

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

to view comment selections.

Menu/Set

Press your selection. The screen displays:

Press 1 if you want to select additional settings. The display returns to the Setup Send menu.

—OR— Press

to exit if you are finished choosing settings.

OFF

when the screen displays

COVERPAGE:ON

1.COVERPG SETUP

. (If you select ON,

1.COMMENT OFF

2.PLEASE CALL

3.URGENT

4.CONFIDENTIAL

(user defined)

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

SETUP SEND 6 - 8

Page 67

Using a printed Cover Page

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

1 2

Menu/Set, 3, 1

Press Press or to select

and press

Menu/Set

===COVERPAGE===

TO:

FROM:

PAGE[S]TOFOLLOW

COMMENT:

PRINT SAMPLE

FAX: TEL:

1.COVERPG SETUP

Composing your own comments

Menu/Set, 3, 2

Press The screen displays: Use or to choose position 5 or 6 for

your customized comment. Press

Menu/Set

Use the dial pad to enter your customized comment. (See Entering text on page 4-2.)

Menu/Set

Press The screen displays: Press 1 if you want to select additional

settings. The display returns to the Setup Send menu.

—OR— Press

if you are finished choosing settings and exit.

2.COVERPAGE MSG

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

6 - 9 SETUP SEND

Page 68

Broadcasting

Using the numbers you have stored in Groups, One-Touch and Speed-Dial memory, you can “Broadcast” faxes automatically to a maximum of 104 different locations in a few simple steps.

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

Insert the original face down in the ADF.

Enter the One-Touch and Speed-Dial numbers (one after the other), Search numbers or a Group number you have stored.

Fax Start

Press transmits it to all the numbers you entered. If the line is busy, your machine will redial.

Stop/Exit

Press To cancel all locations, press

on page 6-6.)

. The fax machine stores the document in memory, and then

during transmission to cancel the current fax Broadcast.

Menu/Set, 4

. (See Canceling a scheduled job

Overseas Mode

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

Insert the original face down in the ADF.

2 3

5 6

Menu/Set, 3, 5

Press

Press or to select ON (or Press

Menu/Set

Press 1 if you want to choose more settings and the LCD will return to the menu.

—OR— Press

if you have finished choosing settings, and then go to Step 5.

Enter the fax number you’re calling.

Fax Start

Press

OFF

SETUP SEND

5.OVERSEAS MODE

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

SETUP SEND 6 - 10

Page 69

Call Reservation

You can send a fax and let the other party know that you want to speak to him after the fax transmission is completed. The other fax machine will ring as if it were receiving a telephone call; if the other party picks up the handset, your machine will ring. Lift the handset to have a conversation.

If you set Call Reservation and Call Back message to message if the other party does not answer.

Insert the original face down in the ADF.

6 7

Menu/Set, 3, 6

Press The screen displays the current setting for

Call Reservation. Press or to select ON (or

Menu/Set

Press your selection.

If you set Call Reservation to ON, the screen displays the current setting for Call Back Message.

Press or to select

Menu/Set

Press The screen displays: Press 1 if you want to select additional

settings. The display returns to the

SEND

menu. —OR— Press

if you are finished choosing settings, and go to Step 6. The screen

prompts you to enter the fax number you want to call. Enter the fax number, and press If you’ve set Call Reservation to ON, pick up your handset if your machine

rings. You cannot use auto redial with Call Reservation. You cannot use Call

Reservation with Delayed Transmission or with Polling. You must register your Station ID to set Call Back Message to

OFF

when the screen displays

OFF

(or

when the screen displays your selection.

SETUP

Fax Start

Print Sample Call Back Message

1 2

Menu/Set, 3, 6

Press Press or to select

Menu/Set

Press

PRINT SAMPLE

, your machine leaves a

6.CALL RESERVE

CALL RESERVE:ON

CALL BACK:ON?

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

6.CALL RESERVE

6 - 11 SETUP SEND

Page 70

Delayed Fax

Depending on the size of the data, you can use this menu setting to send up to 3 faxes at later times within the next 24 hours.

Insert the original face down in the ADF.

2 3

6 7

Menu/Set, 3, 7

Press Enter the time you want the fax to be sent (in

24-hour format). Press

Menu/Set

(For example, enter 19:45 for 7:45 P.M.) Press 1 if you want to leave the original in

the ADF. —OR— Press

to scan the original into the

memory. Press 1 if you want to choose more settings

and the LCD will return to the menu.

—OR— Press

if you have finished choosing settings, and then go to Step 6.

Enter the fax number.

Fax Start

Press send the fax.

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

SETUP SEND

. The fax machine will wait until the time you have entered to

7.DELAYED FAX

1.DOC 2.MEMORY

ACCEPTED

OTHER SETTINGS?

1.YES 2.NO

Setting up Polled Transmit

Polled Transmit is when you set up the fax machine to wait with an original so another fax machine can retrieve it.

Insert the original face down in the ADF.

2 3

Menu/Set, 3, 8

Press Press or to choose ON (or

Menu/Set

Press Press 1 if you want to leave the original in

the ADF. —OR— Press

to scan the original into the memory.

OFF

8.POLLED TX

POLLED TX:ON?

1.DOC 2.MEMORY

SETUP SEND 6 - 12

Page 71

Press 1 if you want to choose more settings and the LCD will return to the

SETUP SEND

—OR— Press

Press

menu.

if you have finished choosing settings, and go to step 5.

Fax Start

. The LCD displays

POLLED WAITING

Memory Transmission

This feature allows the fax machine to scan a fax into its memory and send it as soon as the scan is complete. This way, you don’t have to wait for the entire fax to be transmitted before you retrieve your document.

Insert the original face down in the ADF.

2 3

Menu/Set, 3, 9

Press To change the default setting, press or

to select Press Go to Step 5. —OR— For the next fax transmission only, press or to select

NEXT FAX ONLY

Press For the next fax only, press or to select ON (or Press Press 1 to select additional settings. The display returns to the

SETUP SEND

—OR— Press Enter fax number and press

If you get an press while scanning in a subsequent page, you’ll have the option to press

Start

to transmit the pages scanned so far, or to press

the operation. In this case, send the fax by the Manual Transmission.

Menu/Set

menu.

if you are finished choosing settings and go to Step 6.

OUT OF MEMORY

Stop/Exit

OFF

(or

. .

Fax Start

message while scanning the first page of a fax,

to cancel the scan. If you get a

9.MEMORY TX

MEMORY TX:ON

SELECT ↑ ↓ & SET

OFF

OUT OF MEMORY

Stop/Exit

message

to cancel

Fax

Depending on your typical faxes, frequently. If this happens, change the Memory Transmission setting back to

OFF

6 - 13 SETUP SEND

OUT OF MEMORY

errors can occur

Page 72

Interrupting Delayed Fax and Polled Transmit jobs

You can send a fax or make a copy now, even if you have your machine set to send a fax later, or if you have it set to be polled. However, you cannot use automatic redial or the Menu mode.

1 2

3 4 5 6

Menu/Set, 5

Press Wait 2 seconds, then remove the

documents that are waiting in the ADF. Insert the original you want to send now in the ADF. Enter the number for the fax you want to send now, and press After the transmission is finished, return the first document to the ADF.

Menu/Set, 5

Press If you set Delayed Fax or Polled Transmit using the memory (that is, if you

have already scanned the document into your machine’s memory and will send it from there), you don’t have to interrupt to send a fax or make a copy.

to restore the Delayed Fax.

5.INTERRUPT

Fax Start

SETUP SEND 6 - 14

Page 73

Quick-Dial numbers and

dialing options

Storing numbers for easy dialing

You can set up the fax machine to do three types of easy dialing: One-Touch, Speed-Dial and Groups for Broadcasting faxes.

If you lose electrical power, the quick-dial numbers that are in the memory will not be lost.

Storing One-Touch Dial numbers

You can store four 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 dial location, the screen displays the name or number as the call is dialed. (See One-Touch Dialing on page 7-5.)

One-Touch keys are not the dial pad keys. They are the four keys (numbers 1–4) located to the right of the navigation keys.

1 2

Menu/Set, 6, 1

Press Press the One-Touch key where you want

to store a number. The screen displays the location you selected.

(USA Only) One-Touch key 1 has been programmed for the Brother fax back system. You can change it if you want to.

Enter a number (up to 20 digits).

Menu/Set

Press If you want to enter a pause in the dialing sequence (to wait for an “outside

line,” for example), press

Redial/Pause

dash appears on the screen. Use the dial pad to enter the name (up to 15

characters). Press

Menu/Set

help you enter letters. (See Entering text on page 4-2.) —OR— Press

Menu/Set

Redial/Pause

enters a 3.5-second pause when the number is dialed, and a

. You can use the chart to

, to store the number without a name.

as you’re entering digits. Pressing

1.ONE-TOUCH DIAL

NAME:

7 - 1 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Page 74

Press or to select the type of number and press

Menu/Set

FAX

TEL

FAX/TEL

CHAIN

Return to Step 2 to store another One-Touch number. —OR— Press 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.

a fax only number a telephone (voice) number both a fax and telephone (voice) number a number (usually an access code) for chain dialing.

Stop/Exit

to exit.

Storing Speed-Dial numbers

You can store Speed-Dial numbers, so that when you dial you will only have to press a few keys ( machine can store 100 Speed-Dial numbers.

1 2

Search/Speed Dial, #

Menu/Set, 6, 2

Press

Use the dial pad to enter a two-digit Speed-Dial number (00-99).

(For example, press

Menu/Set

Press Enter the number (up to 20 digits). Press

Menu/Set

Use the dial pad to enter the name (up to 15 characters).

Press

Menu/Set

(You can use the chart on page 4-2 to help you enter letters.) —OR— Press

Menu/Set

Press or to select the type of number and press

0 5

to store the number without a name.

, the two-digit number, and

Fax Start

2.SPEED-DIAL

#05:

ENTER & SET

NAME:

Menu/Set

). The fax

FAX

TEL

FAX/TEL

CHAIN

Go to Step 2 to store another Speed-Dial number. —OR— Press

a fax only number a telephone (voice) number both a fax and telephone (voice) number a number (usually an access code) for chain dialing.

Stop/Exit

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 2

Page 75

Changing One-Touch and Speed-Dial numbers

If you try to store a One-Touch or Speed-Dial number where a number is already stored, the LCD will show the name stored there (or number) and will ask you to do one of the following:

Press 1 to change the stored number. —OR— Press

to exit without making a change.

Enter a new number.

Menu/Set

Press

■

If you want to erase the whole number or whole name, press when the cursor is under the first digit or letter. The characters above and to the right of the cursor will be deleted.

■

If you want to change a character, use or to position the cursor under the character you want to change, and then type over it.

Follow the directions beginning at Step 3 in Storing One-Touch Number or Storing Speed-Dial numbers.

Stop/Exit

7 - 3 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Page 76

Setting up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only one One-Touch key (Broadcasting). 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 key. Finally, you can have up to four small Groups, or you can assign up to 103 numbers to one large Group. (See Storing

One-Touch Dial numbers on page 7-1, Storing Speed-Dial numbers, page 7-2 and Broadcasting on page 6-10.)

1 2

Menu/Set, 6, 3

Press Select a One-Touch key where you wish to

store the number. (For example, press One-Touch key

Use the dial pad to enter the Group number and press

(For example, press To include One-Touch or Speed-Dial

numbers in the Group, enter them as if you were dialing. For example, for One-Touch key 3, press One-Touch key

Menu/Set

Search/Speed Dial

The LCD shows

Menu/Set

Press this group.

Use the dial pad to enter a name for the group and press

(For example, NEW CLIENTS) (See Entering text on page 4-2.)

Stop/Exit

Press You can print a list of all One-Touch and Speed-Dial numbers. (See Printing

reports on page 9-1.)

to store a Group.)

for Group 1.)

, then press 0, 9 on the dial pad.

03, #09

to accept the numbers for

Menu/Set

3.SETUP GROUPS

SETUP GROUP:G0

ENTER & SET

. For Speed-Dial location 09, press

G01:*03#09

NAME:

ENTER & SET

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 4

Page 77

Dialing options

You can use the fax machine to make voice telephone calls by dialing manually or by using Search, One-Touch or Speed-Dial memory. You can use the handset to make and receive calls.

When you dial a quick-dial number, the LCD shows the name you’ve stored, or if you haven’t stored a name, the fax number you’ve stored.

Manual dialing

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

Pick up the handset. —OR— Press

Hook

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

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

To hang up, replace the handset.

One-Touch Dialing

Pick up the handset. —OR— Press

Hook

When you hear a dial tone, press the One-Touch key of the location you want to call.

If you pressed answers. (The speaker works only one way; the other party won’t be able to hear you unless you pickup the handset.)

To hang up a voice call, replace the handset. If you try to use a One-Touch location with no number stored in it, you will hear

a warning sound, and LCD will show normal after two seconds. If you are sending a fax, press If you picked up the handset or pressed receiving fax machine answers with fax tones.

Hook

to dial the call, pick up the handset when the other party

NOT REGISTERED

Fax Start

after pressing the One-Touch key.

Hook

, press

. The LCD returns to

Fax Start

when the

7 - 5 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Page 78

Speed-Dialing

Pick up the handset. —OR— Press

Hook

When you hear a dial tone, press press the two-digit Speed-Dial number.

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

To hang up a voice call, replace the handset. If you are sending a fax, press

number. If you picked up the handset or pressed when the receiving fax machine answers with fax tones.

Hook

to dial the call, pick up the handset when the other party

Search/Speed Dial

Fax Start

after entering the Speed-Dial

, press #, and then

Hook

, press

Fax Start

Access codes and credit card numbers

Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes or long-distance carriers and credit card numbers as One-Touch and Speed-Dial numbers. You can store these long dialing sequences by dividing them and setting them up on separate keys in any combination. You can even include manual dialing using the dial pad.

The combined number will be dialed in the order that you entered it as soon as you press

Fax Start

(See Storing Speed-Dial numbers on page 7-2.) For example, you can store ‘555’ on Speed-Dial #03 and ‘7000’ on Speed-Dial #02. If you press

Start

, you will dial ‘555-7000’.

To temporarily change a number, you can substitute part of the number with manual dialing using the dial pad. For example, to change the number to 555-7001 you could press

Dial

#03

If you must wait for another dial tone or signal at any point in the dialing sequence, store a pause there in the number by pressing Each key press adds a 3.5-second delay.

Search/Speed Dial, #03, Search/Speed Dial, #02

and then press

7001

using the dialing pad.

Fax

, and

Search/Speed

Redial/Pause

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 6

Page 79

Pause

Redial/Pause

Press dialing overseas, you can press increase the length of the pause.

to insert a 3.5-second pause between numbers. If you are

Redial/Pause

as many times as needed to

Hold

Press Hold/Caller ID to put a call on Hold.

You can replace the handset without disconnecting the call.

Pick up the fax machine handset to release the call from Hold. Picking up an extension handset will not release the call from Hold.

Fax Redial

If you’re sending a fax manually and the line is busy, press again. Any time you want to make a second call to the last number dialed, press

Redial/Pause

If you’re sending a fax automatically and the line is busy, the fax machine will automatically redial one time five minutes after the transmission.

to save time.

Redial/Pause

to try

Tone or Pulse (Canada only)

If you have a Pulse dialing service, but need to send Tone signals (for example, for telephone banking), follow the instructions below. If you have Touch Tone service, you will not need this feature to send tone signals.

Lift the handset of an external phone.

Press #. Any digits dialed after this will send tone signals.

When you hang up, the fax machine will return to the Pulse dialing service.

7 - 7 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Page 80

Remote Fax Options

Fax Forwarding/Paging

Programming a Fax Forwarding number

When Fax Forwarding is set to ON, the fax machine stores received faxes in the memory. Then it dials the fax number you’ve programmed and forwards the fax message.

1 2

Programming your pager number

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

1 2

Menu/Set, 8, 1

Press

FORWARD?

Press The LCD will ask you to enter the fax number to which faxes will be forwarded. Enter the forwarding number (up to 20

digits). Press Press

Press

Press or until the LCD shows

PAGING?

Press Enter your pager phone number (up to 20

digits). Followed by Press Do not include the area code if it is the same as that of the fax machine. For example, press

Menu/Set

Menu/Set Stop/Exit

Menu/Set, 8, 1

Menu/Set

# #

Menu/Set

until the LCD shows

1 8 0 0 5 5 5 1 2 3 4 # #

FAX

1.FAX FWD/PAGING

FAX FORWARD?

FWD#:

1.FAX FWD/PAGING

PAGING?

PAG#:

REMOTE FAX OPTIONS 8 - 1

Page 81

If your pager needs a PIN, enter the PIN,

press fax number followed by

Press

Menu/Set

(For example, press —OR— If you do not need a PIN, press

fax machine followed by

Menu/Set

Press (For example, press

Stop/Exit

Press You cannot change a Paging number or PIN remotely.

, press

Redial/Pause

# #

, enter your

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 2 1 2 8 4 6 # #

Redial/Pause

# #

Redial/Pause 1 8 0 0 5 2 1 2 8 4 6 # #

PIN#:

, enter the fax number of the

)

Setting Fax Storage

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

If you press Storage is turned off.

If you press Storage stays on. (See Printing a fax from the memory on page 5-6.)

Menu/Set, 8, 2

Press Press

or to select ON (or

Menu/Set

Press

Stop/Exit

Press If there are faxes in the memory when you turn Fax Storage to

will ask if you want to erase the faxes from the memory.

, all fax data is erased and Fax

, faxes are not erased and Fax

OFF

2.FAX STORAGE

ERASE ALL FAX?

1.YES 2.NO

OFF

, the LCD

)

Backup Print

If you’ve set are received into the memory.

This is a safety feature in case the power goes off so you won’t lose your messages.

8 - 2 REMOTE FAX OPTIONS

FAX STORAGE

to ON, the fax machine automatically prints faxes as they

Page 82

Setting your remote access code

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

1 2

Menu/Set, 8, 3

Press Enter a three-digit number from

000 to 999. Press

Menu/Set

Do not use the same digits that appear in your Fax Receive Code( 51) or Telephone Answer Code ( page 5-5.)

Stop/Exit

Press You can change your code at any time by entering a new one. If you want to

make your code inactive, press setting (--- ).

. (The “ ” cannot be changed.)

51). (See Operation from extension telephones on

Stop/Exit

in Step 2 to restore the inactive

3.REMOTE ACCESS

Remote Retrieval

You can call the fax machine from any telephone or fax machine using touch tone, then use the Remote Access Code and remote commands to retrieve fax messages. Cut out the Remote Retrieval Access Card on the last page and keep it in your wallet to help you.

Using your remote access code

Dial the fax number from a telephone or another fax machine using touch tone.

When the fax machine answers, immediately enter your Remote Access Code (3 digits followed by ).

The fax machine signals if it has received fax messages:

1 long beep No beeps

The fax machine gives two short beeps, which tells you to enter a command. The fax machine will hang up if you wait longer than 30 seconds to enter a command. The fax machine will beep three times, if you enter an invalid command.

Press 90 to reset the fax machine when you’ve finished.

Hang up. If the fax machine is set to

retrieval features, you can access the fax machine by waiting about 2 minutes after it starts ringing, and then entering the Remote Access Code within 30 seconds.

— Fax messages

— No fax messages

MANUAL

mode and you want to use the remote

REMOTE FAX OPTIONS 8 - 3

Page 83

Remote commands

Follow the commands below to access features when you are away from the fax machine. When you call the fax machine and enter your Remote Access Code (3 digits followed by ), the system will give two short beeps and you must enter a remote command.

Remote commands Operation details

95 Change the Fax Forwarding

or Paging settings

1 OFF If you hear one long beep, the change has 2 Fax Forwarding 3 Paging 4 Fax Forwarding number

6 Fax Storage ON You can turn

7 Fax Storage OFF

96 Retrieve a fax

2 Retrieve all faxes Enter the number of a remote fax machine to

3 Erase faxes from the memory

97 Check the Receiving Status

1 Fax You can check whether the fax machine has

98 Change the Receive Mode

1 TAD:ANSWER MACH. If you hear one long beep, you can change 2 FAX/TEL 3 FAX ONLY

90 Exit After a long beep, you can exit Remote

been accepted. If you hear three short beeps, you cannot change it because the conditions have not been met (for example, registering a fax forwarding or paging number). You can register your Fax Forwarding number by entering 4. Fax Forwarding number (see page 8-5). Once you have registered the number, the fax machine will change to

FAX FORWARD:ON

after you have retrieved or erased all your messages).

receive stored fax messages. (See page 8-5.) If you hear one long beep, you can erase fax

messages from the memory.

received any faxes. If it has, you will hear one long beep. If it hasn’t, you will hear three short beeps.

the Receive Mode.

Retrieval.

mode.

FAX STORAGE

to ON (or

OFF

8 - 4 REMOTE FAX OPTIONS

Page 84

Retrieving fax messages

Dial your fax number.

When the fax machine answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

As soon as you hear two short beeps, use the dial pad to press

Wait for the long beep, and then use the dial pad to enter the number of the remote fax machine where you want your fax messages sent to followed by (up to 20 digits).

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

Hang up after you hear the fax machine beep. The fax machine will call the other machine, which will then print your fax messages.

962

Changing your Fax Forwarding number

You can change the default setting of your fax forwarding number from another telephone or fax machine using Touch Tone.

Dial your fax number.

When the fax machine answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

When you hear two short beeps, use the dial pad to press

Wait for the long beep, and then use the dial pad to enter the new number of the remote fax machine where you want your fax messages forwarded followed by

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

Hang up after you hear the fax machine beep.

(up to 20 digits).

954

REMOTE FAX OPTIONS 8 - 5

Page 85

Printing reports

FAX settings and activity

You need to set up the Transmission Verification Report and Journal Period in the menu table.

Press

Menu/Set, 7, 1

—OR—

Menu/Set, 7, 2

Press

Customizing the Transmission Verification Report

You can use the Transmission Report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (OK). If you select

When the feature is error. (NG).

, the report will print for every fax you send.

OFF

, the Report will only print it there is a transmission

1.TRANSMISSION

2.JOURNAL PERIOD

1 2

Menu/Set, 7, 1

Press Press or to select ON or

Menu/Set

Press

Stop/Exit

Press

OFF

1.TRANSMISSON

Setting the Journal Period

You can set the fax machine to print Fax Journal at specific intervals (every 30 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the journal period to report by following the Steps on the next page. The default setting is

1 2

Menu/Set, 7, 2

Press Press or to choose a journal

period. Press

Menu/Set

(If you choose 7 days, the LCD will ask you to choose a day on which to begin the 7-day countdown.)

Enter the time to begin printing in 24-hour format.

Menu/Set

Press (For example: enter 19:45 for 7:45 P.M.)

Stop/Exit

Press

EVERY 30 FAXES

OFF

, you can print the

2.JOURNAL PERIOD

9 - 1 PRINTING REPORTS

Page 86

If you select 6, 12, 24 hours, 2 or 7 days, the fax machine will print the report at the selected time and then erase all jobs from its memory. If the fax machine’s memory becomes full with 30 jobs before the time you selected has passed, the fax machine will print the Journal Period early and then erase all jobs from memory. If you want an extra report before it is due to print, you can print it without erasing the jobs from memory.

Printing reports

You can print the following lists and reports:

1.HELP LIST

Lists basic operational steps and menu selections.

2.QUICK-DIAL

3.FAX JOURNAL

4.TRANSMISSION

5.TEL.INDEX

6.USER SETTINGS

7.MEMORY STATUS

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

Journal lists information about the last 30 incoming and outgoing faxes. TX means Transmit; RX means Receive.

Prints a Transmission Verification Report for your last transmission.

This information will remain until you pick up the handset.

Quick-Dial list (above), alphabetically.

Lists settings for

RECEIVE REMOTE FAX OPT

Lists summary information and amount of occupied memory.

To print a report

Make sure that there is no original in the ADF.

Copy/Reports

Press you want to print. For example, press

Stop/Exit

Press

, then enter the number (see list above) of the report

INITIAL SETUP, SETUP

SETUP SEND, SETUP REPORTS

TEL SERVICE

and

to print the

USER SETTINGS

PRINTING REPORTS 9 - 2

Page 87

Making copies

Using the fax machine as a copier

You can use this fax machine as a copier. Always make sure you have paper in the paper tray before making copies.

Copy Key

Incoming faxes cannot be received on paper or into the memory while the fax machine is copying.

Copy operations

To make a single copy that is not reduced, enlarged or sorted, you only have to press one key. Remember, your machine cannot scan anything closer than 1/6 in. (4 mm) from the edge of the paper.

1/8" (3 mm)

Not Scannable area

1/6" (4 mm)

Making a single copy

Insert the original face down in the ADF.

10 - 1 MAKING COPIES

Copy/Reports

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

The default resolution for a single copy is for photographs by using the

twice.

Stop/Exit

S.FINE

Resolution

1/6" (4 mm)

. Set the resolution to

key.

PHOTO

Page 88

Copy options: Single or Multiple copies, Sort/Stack, Reduce/Enlarge

You can choose additional copy options. First, you can select the number of copies. Next, you can choose whether multiple copies will be 1, then all copies of page 2, etc.) or enlargement or reduction ratio. To automatically reduce the copy to the paper size you have set for the paper tray, select

93%

87%, 75%

choose To copy a document at its original size, select

1 2 3

Insert the original face down in the ADF.

Copy/Reports

Press Enter the number of copies you want (1-99). To start copying now, press

Copy/Reports

If you would like to select additional copy options, like (Enlarge or Reduce) press

Press or to select To start copying now without enlarging or reducing, press

Copy/Reports

To reduce or enlarge the image, press

Menu/Set

Press or to select an enlargement or reduction ratio.

Press If you are making multiple copies and get a

you are scanning the first page, press a single copy. If you selected appears while scanning subsequent pages, you can press copy the portion that is in memory, or press the copy job using less memory, press

Copy/Reports

50%

SORTED

AUTO

. Or, to enlarge the copy, select

Menu/Set

SORT

(collated). Finally, you can choose an

. To reduce the copy by a fixed percentage,

STACK

Stop/Exit

SORT

and the

Copy/Reports

STACKED

100%

NO.OF COPIES:01

THEN COPY OR SET

ELG/RDC:100%?

SELECT ↑ ↓ & SET

OUT OF MEMORY

to cancel the job. Then make

OUT OF MEMORY

Stop/Exit

(all copies of page

150%, 125%

SORT, ELG/RDC

message while

message

Copy/Reports

to cancel. To restart

for stacked copies.

120%

The default resolution for multiple copies or reducing and enlarging copies is

FINE

. Set the resolution to photographs by using the use up more memory than

S.FINE

for small print or artwork and

Resolution

FINE

mode.

key.

S.FINE

PHOTO

and

MAKING COPIES 10 - 2

resolutions

for

Page 89

Important information

Standard telephone and FCC Notices

These notices are in effect on models sold and used in the United States only.

This equipment is hearing-aid compatible. When programming emergency numbers or making test calls to emergency numbers:

■

Remain on the line and briefly explain to the dispatcher the reason for the call before hanging up.

■

Perform these activities in the off-peak hours, such as early morning or late evening.

This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA. On the backside of this equipment is a label that contains, among other information, a product identifier in the format US: AAAEQ##TXXXX. If requested, this number must be provided to the telephone company.

You may safely connect this equipment to the telephone line by means of a standard modular jack, USOC RJ11C.

A plug and jack used to connect this equipment to the premises wiring and telephone network must comply with the applicable FCC Part 68 rules and requirements adopted by the ACTA. A compliant telephone cord and modular plug is provided with this product. It is designed to be connected to a compatible modular jack that is also compliant. See installation instructions for details.

The REN is used to determine the number of devices that may be connected to a telephone line. Excessive RENs on a telephone line may result in the devices not ringing in response to an incoming call. In most but not all areas, the sum of RENs should not exceed five (5.0). To be certain of the number of devices that may be connected to a line, as determined by the total RENs, contact the local telephone company. For products approved after July 23, 2001, the REN for this product is part of the product identifier that has the format US:AAAEQ##TXXXX.The digits represented by ## are the REN without a decimal point (e.g., 06 is a REN of 0.6). For earlier products, the REN is separately shown on the label.

If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. But if advance notice isn’t practical, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary.

11 - 1 IMPORTANT INFORMATION

Page 90

The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the operation of the equipment. If this happens the telephone company will provide advance notice in order for you to make necessary modifications to maintain uninterrupted service.

If trouble is experienced with this equipment, for repair or warranty information, please contact Brother Customer Service. (See Brother numbers on page i.) If the equipment is causing harm to the telephone network, the telephone company may request that you disconnect the equipment until the problem is resolved.

Connection to party line service is subject to state tariffs. Contact the state public utility commission, public service commission or corporation commission for information.

If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this equipment does not disable your alarm equipment. If you have questions about what will disable alarm equipment, call your telephone company or a qualified installer.

If you are not able to solve a problem with the fax machine, call Brother Customer Service. (See Brother numbers on page i.)

WARNING

For protection against the risk of electrical shock, always disconnect all cables from the wall outlet before servicing, modifying or installing the equipment.

This equipment may not be used on coin service lines provided by the telephone company or connected to party lines.

Brother cannot accept any financial or other responsibilities that may be the result of your use of this information, including direct, special or consequential damages. There are no warranties extended or granted by this document.

WARNING

Important—About the interface cable

This machine has been certified to comply with FCC standards, which are applied to the USA only. A grounded plug should be plugged into a grounded AC outlet after checking the rating of the local power supply for the machine to operate properly and safely.

Federal Communications Commission (FCC) Declaration of Conformity (USA only)

Responsible Party: Brother International Corporation

100 Somerset Corporate Boulevard Bridgewater, NJ 08807-0911 USA TEL: (908) 704-1700

IMPORTANT INFORMATION 11 - 2

Page 91

declares, that the products Product Name: FAX-565 comply with Part 15 of the FCC Rules. Operation is subject to the following two

conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.

This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

■

Reorient or relocate the receiving antenna.

■

Increase the separation between the equipment and receiver.

■

Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

■

Call the dealer or an experienced radio/TV technician for help.

Important

Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user’s authority to operate the equipment.

Industry Canada Compliance Statement (Canada only)

This Class B digital apparatus complies with Canadian ICES-003. Cet appareil num ique de la classe B est conforme la norme NMB-003 du Canada.

International E

As an E meets the E

NERGY STAR

Compliance Statement

Partner, Brother Industries, Ltd. has determined that product

guidelines for energy efficiency.

11 - 3 IMPORTANT INFORMATION

Page 92

Important safety instructions

Read all of these instructions.

Save them for later reference.

Follow all warnings and instructions marked on the product.

Unplug this product from the wall outlet before cleaning. Do not use liquid or aerosol cleaners. Use a damp cloth for cleaning.

Do not use this product near water.

Do not place this product on an unstable cart, stand, or table. The product may fall, causing serious damage to the product.

Slots and openings in the cabinet and the back or bottom are provided for ventilation; to ensure reliable operation of the product and to protect it from overheating, these openings must not be blocked or covered. The openings should never be blocked by placing the product on a bed, sofa, rug, or other similar surface. This product should never be placed near or over a radiator or heater. This product should never be placed in a built-in installation unless proper ventilation is provided.

This product should be operated from the type of power source indicated on the label. If you are not sure of the type of power available, call your dealer or local power company.

This product is equipped with a 3-wire grounding type plug, a plug having a third (grounding) pin. This plug will fit into only a grounding-type power outlet. This is a safety feature. If you are unable to insert the plug into the outlet, call your electrician to replace your obsolete outlet. Do not defeat the purpose of the grounding-type plug.

Do not allow anything to rest on the power cord. Do not place this product where people can walk on the cord.

If an extension cord is used with this product, make sure that the total ampere ratings on the products plugged into the extension cord do not exceed the extension cord ampere rating. Also, make sure that the total of all products plugged into the wall outlet does not exceed 15 amperes (USA only).

Do not place anything in front of the fax machine that will block received faxes. Do not place anything in the path of received faxes.

Wait until pages have exited the fax machine before picking them up.

Never push objects of any kind into this product through cabinet slots, since they may touch dangerous voltage points or short out parts resulting in the risk of fire or electric shock. Never spill liquid of any kind on the product.

Do not attempt to service this product yourself, as opening or removing covers may expose you to dangerous voltage points and/or other risks, and may void your warranty. Refer all servicing to Authorized Service Personnel. A list of Authorized Service Centers has been included for your convenience, or you may contact Brother Customer Service for your nearest Brother Authorized Service Center. (See Brother numbers on page i.)

IMPORTANT INFORMATION 11 - 4

Page 93

Unplug this product from the wall outlet and refer servicing to Authorized Service Personnel under the following conditions:

■

When the power cord is damaged or frayed.

■

If liquid has been spilled into the product.

■

If the product has been exposed to rain or water.

■

If the product does not operate normally when the operating instructions are followed. Adjust only those controls that are covered by the operating instructions. Improper adjustment of other controls may result in damage and will often require extensive work by a qualified technician to restore the product to normal operation.

■

If the product has been dropped or the cabinet has been damaged.

■

If the product exhibits a distinct change in performance, indicating a need for service.

To protect your product against power surges, we recommend the use of a power protection device (Surge Protector).

Trademarks

All other brand and product names mentioned in this manual are registered trademarks of their respective companies.

Shipment of the fax machine

If for any reason you must ship your fax machine, carefully package the fax machine to avoid any damage during transit. We recommend that you save and use the original packaging. The fax machine should also be adequately insured with the carrier.

11 - 5 IMPORTANT INFORMATION

Page 94

Troubleshooting and routine

maintenance

Troubleshooting

IMPORTANT

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

Error messages

As with any sophisticated office product, errors may occur. If this happens, the fax machine identifies the problem and displays an error message. The most common error messages are shown below.

You can correct most problems by yourself. If you need additional help, call the Brother fax back system (USA only).

In USA only: 1-800-521-2846

ERROR MESSAGES

ERROR MESSAGE

CHECK CARTRID GE

CHECK ORIGINA L

CHECK P APER The fax machine is out of paper. Add paper, and then press

COMM. E RROR Poor phone line quality caused a

CONNECT ION FAIL

COOLING DOWN The print head has overheated. Wait 30 minutes for it to cool.

COVER O PEN The cover is not closed completely. Close the cover.

DISCONN ECTED The other person or other person’s fax

CAUSE ACTION

Your fax machine is out of ribbon or the print cartridge is not properly installed.

The originals were not inserted or fed properly, or were too long. (See Original Jam on page 12-2.)

communication error.

You tried to poll a fax machine that is not in Polled Waiting mode.

machine stopped the call.

Install the print cartrid ge again. (See Changing the ribbon on page 12-10.)

Insert the original again.

Fax Start.

Try the call again. If the problem continues, call the telephone company and ask them to check your phone line.

Check the other fax machine’s polling setup.

Try to send or receive again.

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 1

Page 95

ERROR MESSAGES

ERROR MESSAGE

MACHINE ERROR XXThe fax machine has a mechanical problem. Call Brother Customer Service.

NO RESPO NSE/ BUSY

OUT OF MEMORY The data is too large for the fax machine’s

PAPER JAM The paper is jammed in the fax machine. (See Printer Jam or Paper Jam on

CAUSE ACTION

In USA: 1-800-284-4329 In Canada: 1-877-BROTHER

The number you dialed does not answer or is busy.

memory.

Verify the number and try again.

(See Copy operations on page 10-1.)

page 12-2.)

Printer Jam or Paper Jam

Original Jam

The originals were not inserted or fed properly, or were too long.

Remove any paper that is not jammed from the ADF.

Open the top cover by lifting the lever on the right side of the top cover.

Pull the original toward the front of your fax machine.

Close the top cover. Press down on both sides of the top cover until it clicks.

Top Cover

Original is jammed.

Paper Jam

The paper is jammed in your fax machine.

Remove any paper that is not jammed.

12 - 2 TROUBLESHOOTING AND ROUTINE MAINTENANCE

Page 96

Open the top cover by lifting the lever on the right side of the top cover.

Top Cover

Pull the jammed printout gently from the paper tray toward the front of your fax machine. If the printout is jammed, then pull it toward the front of your fax machine.

Printout is jammed.

NO!

YES!

Remove the print cartridge and turn the spool to tighten the ribbon.

Install the cartridge. (See Changing the ribbon on page 12-10.)

Close the top cover. Press down on both sides of the top cover until it clicks.

Put the paper back into the paper tray.

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 3

Page 97

If you are having difficulty with the fax machine

If you think there is a problem with your fax machine or the way your faxes look, make a copy first. If the copy looks good, the problem is probably not the fax machine. Check the chart below and follow the troubleshooting tips.

DIFFICULTY SUGGESTIONS

Printing or Receiving Faxes

Condensed print and white streaks across the page or the top and bottom of sentences are cut off.

Vertical black lines when receiving.

Phone Line or Connections

The fax machine does not answer when called.

Telephone answering device (TAD) does not answer when called

No dial tone on the handset Press Hook—OR—Lift the handset. If you don’t hear a dial tone, check

The Caller ID does not display after the Call Waiting signal

If your copy looks good, you probably had a bad connection, with static or interference on the phone line. If the copy looks bad, call Brother Customer Service at 1-800-284-4329 (in USA) or 1-877-BROTHER (in Cana da).

The sender’s scanner may be dirty. Ask the sender to make a copy to see if the problem is on with the sending machine. Try receiving from another fax machine. If the problem continues, call Brother Customer Service at 1-800-284-4329 (in USA) or 1-877-BROTHER (in Canada).

Make sure the fax machine is in the correct receiving mode for your setup. (either FAX ONLY or FAX/TEL ) Check for a dial tone. If possible, call the fax machine to hear it answer. If there is still no answer, check the telephone line cord connection. Connect a standard telephone handset to the fax machine’s telephone jack. If there is no ringing when you call the fax machine, ask y our telephone company to check the line.

Connect the telephone line cord from your TAD to the back of the fax machine, in the jack labeled EXT. Make sure the TAD is set to answer calls. (See on page 1-9.)

telephone line cord connections at the fax machine and wall jack. Check that the handset is connected to the fax machine’s handset jack. Test the wall jack with another single line telephone. If there is no dial tone at the wall outlet, call your telephone company.

The Caller ID signal is sent ten seconds after the Call Waiting Signa l and speaking may interfere with it. When you hear the Call Waiting signal, ask the other party to hold while you answer the call. Then stop speaking until you see the Caller ID on the LCD.

Connecting an external telephone answering device (TAD)

12 - 4 TROUBLESHOOTING AND ROUTINE MAINTENANCE

Page 98

DIFFICULTY SUGGESTIONS

Sending Faxes

Poor sending quality. Try changing your resolution to FINE or S.FINE. Make a copy to check

Dialing does not work Check all line cord connections, and make sure the curled handset cord

Vertical black lines when sending.

Handling Incoming Calls

Double-ring in FAX/TEL mode The fax machine knows the incoming call is not a fax so it is signaling

Transferring a call to the fax machine

Fax machine “hears” voice as fax tone

Transmission Verification Report prints “Result: NG”

Custom features on a single line

the fax machine’s scanner operation.

is not in the EXT jack. Check power cord connection. Send a manual fax by pressing Hook or by lifting the handset and dialing the number. Wait to hear fax receiving tones be fore pressing Fax Start.

Use the fax machine to make a copy. If the copy shows the same problem, the scanner area is dirty. Lift the top cover and check the original path. Clean the scanner’s white roller and the glass strip under the roller using isopropyl alcohol and a lint-free cloth. (See scanner on page 12-9.)

you to answer the telephone call. Pick up the fax machine handset or answer from an extension phone, and then press the fax machine’s Telephone Answer Code (default setting is #51). (See For FAX/TEL mode only on page 5-5.)

If you have answered the fax machine handset, press Fax Start and hang up immediately.

If you answered at an extension phone, press your three-digit Fax Receive Code (default setting is 51). When the fax machine answers, hang up.

If the fax machine is set to Easy Receive ON, it is more sensitive to sounds. The fax machine may mistakenly interpret certain voices or music on the line as a calling fax machine and respond with fax receiving tones. Deactivate the fax by pressing #51 if you are at an extension phone or press Stop/Exit if you are at the fax machine or an external phone.

Try avoiding this problem by turning Easy Receive to OF F.

Easy Receive

(See

There is probably temporary noise or static on the phone line. Try sending the fax again. If the problem continues, call the telephone company to check your phone line.

If you have Call Waiting, Ring Master, Voice Mail, an alarm system or any other custom feature on a single phone line with the fax machine, it may create a problem sending or receiving fax data. For example: If you are sending or receiving a fax message while a custom feature signal comes through on the line, the signal can temporarily interrupt or disrupt the fax data. Brother’s ECM feature should help overcome this problem. This condition is related to the telephone system industry and is common to all devices that send and receive data on a single, shared line with custom features. If avoiding a slight interruption is crucial to your business, we recommend a separate phone line with no custom features.

on page 5-3.)

Cleaning the

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 5

Page 99

How to improve print quality

Cleaning the print head

Clean the print head when you want to improve the print quality and also as part of your routine maintenance.

Unplug the power cord for safety.

Open the top cover by lifting the lever on the right side of the top cover.

WARNING After you have just used the machine, some internal parts of the machine are

extremely HOT! So please be careful.

Be careful not to cut yourself on the sharp edges of the metal part shown in the illustration.

Sharp Edge

Take out the printing cartridge.

12 - 6 TROUBLESHOOTING AND ROUTINE MAINTENANCE

Page 100

To clean your machine’s print head, wipe the print head with a lint-free cloth that is dry or lightly moistened with isopropyl alcohol.

Wait until the alcohol on the print head is totally dried.

Install the printing cartridge. (See Changing the ribbon on page 12-10.)

Close the top cover. Press down on both sides of the top cover until it clicks.

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 7

Brother 565 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Brother numbers

Register your product (USA only)

Frequently Asked Questions (FAQs)

For Customer Service

Brother fax back system (USA only)

Ordering accessories and supplies

Compilation and Publication Notice

Safety precautions

To use the fax machine safely

Choosing a location

Quick Reference Guide

Sending faxes

Receiving faxes

Storing numbers

Dialing operations

Making copies

Table of Contents

Introduction

Using this Guide

Finding information

Symbols used in this Guide

Fax Test Sheet and Product Registration (USA only)

Part names

About fax machines

Custom features

Do you have Voice Mail on the phone line?

Why should there be problems?

How can you avoid possible problems?

Fax tones and handshake

ECM (Error Correction Mode)

Connections

Connecting an external telephone

Connecting an external telephone answering device (TAD)

Sequence

Connections

Recording outgoing message (OGM) on an external TAD

Special line considerations

Roll Over phone lines

Two-Line phone system

Converting telephone wall outlets

Installing fax machine, external two-line TAD and two-line telephone

Multi-Line Connections (PBX)

If you are Installing the Fax machine to Work with a PBX

Custom features on your phone line

Paper

About paper

Handling and using plain paper

Paper capacity of the paper tray

Paper specifications for the paper tray

How to load paper

To load paper

On-Screen Programming

User-friendly programming

Menu table

Memory Storage

Navigation keys

Initial Setup

Getting started

Setting the Date and Time

Setting the Station ID

Entering text

Inserting spaces

Making corrections

Repeating letters

Special characters and symbols

Setting the Beeper Volume

Setting the Speaker Volume

Choosing the Handset Volume (For Volume Amplify)

Setting Volume Amplify

Setting the Ring Volume

Memory Storage

Setting up your area code (USA only)

Setup Receive

Basic receiving operations

Choosing the Receive Mode

To select or change your Receive Mode