Brother FAX-1940C User Manual

FAX

-1840C

FAX

-1940CN
MFC-3240C
MFC-3340CN

®

USER’S GUIDE

Version B

If you need to call Customer Service

Please complete the following information for future
reference:

Model Number: FAX-1840C, FAX-1940CN, MFC-3240C and

MFC-3340CN

(Circle your model number)

Serial Number:*

Date of Purchase:

Place of Purchase:

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

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

Register your product on-line at

http://www.brother.com/registration

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 http://www.brother.com/registration

©1996-2004 Brother Industries, Ltd.

Brother numbers

IMPORTANT

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

Register your product

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

■

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

■

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

■

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

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

http://www.brother.com/registration

Frequently asked questions (FAQs)

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

http://solutions.brother.com

You can check here for Brother driver updates.

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)

[phone] (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.

i

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

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

Ink Cartridge Standard <black> LC41BK (Prints up to 500 pages)
Ink Cartridge High Yield <black> LC41HYBK (Prints up to 900 pages)
Ink Cartridge <cyan> (blue) LC41C (Prints up to 400 pages)
Ink Cartridge <magenta> (red) LC41M (Prints up to 400 pages)
Ink Cartridge <yellow> LC41Y (Prints up to 400 pages)
Premium Glossy Photo Paper

(Letter size / 20 sheets)
Matte Inkjet Paper

(Letter size / 25 sheets)
Inkjet Plain Paper

(Letter size / 250 sheets)
Telephone Line Cord LG3077001
Telephone Handset (FAX-1840C and

FAX-1940CN only)
Handset Curled Cord (FAX-1840C

and FAX-1940CN only)
Power Protector for A/C Power

Telephone Line Surges and Voltage
Spikes (2 outlets)

Power Protector for A/C Power
Telephone Line Surges and Voltage
Spikes (8 outlets)

User's Guide LF5686001 (English for USA and Canada)

BP60 GLL

BP60 ML

BP60 PL

LE0446011

LE6681001

QPD120

FX120

LF5710001 (French For Canada)

ii

Notice - Disclaimer of Warranties

(USA and Canada)

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

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

Compilation and Publication Notice

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

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

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

iii

Brother® One Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

• This limited warranty ("warranty") is given
only to the original end-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

iv

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

© 2003 Brother International Corporation

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.

v

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 machine/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: [e-mail] 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

vi

Safety precautions

To use the machine safely

Please refer to these instructions for later reference and before
attempting any maintenance.

WARNING

There are high voltage
electrodes inside the machine.
Before you clean the machine,
make sure you have
unplugged the telephone line
cord first and then the power
cord from the AC power outlet.

To prevent injuries, be careful
not to touch the area shaded in
the illustration.

When you move the machine,
place a hand at each side of the
unit so you are supporting the
base when you lift it. (See the
illustration on the right.)

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

When you move the machine,
grasp the side handholds as
shown in the illustration.

vii

■

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 wall jack in a wet location.

■

This product must be installed near an AC power outlet that is
easily accessible. In case of emergencies, you must disconnect
the power cord from the AC power outlet in order to shut off
power completely.

■

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

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 cords
during a lightning storm.

IMPORTANT SAFETY INSTRUCTIONS
When using your telephone equipment, basic safety

precautions should always be followed to reduce the risk of
fire, electric shock and injury to persons, including the
following:

1. Do not use this product near water, for example, near a
bath tub, wash bowl, kitchen sink or washing machine, in a
wet basement or near a swimming pool.

2. Avoid using this product during an electrical storm. There
may be a remote risk of electric shock from lightning.

3. Do not use this product to report a gas leak in the vicinity
of the leak.

4. Use only the power cord provided with the machine.
SAVE THESE INSTRUCTIONS

viii

Choosing a location

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

Caution

■

Avoid placing your machine in a high-traffic area.

■

Avoid placing your machine on the carpet.

■

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

■

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

■

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

■

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

■

Do not connect your 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.

ix

Quick Reference Guide

Sending faxes

Automatic Transmission

1

If it is not illuminated in
green, press (

2

Load your document.

3

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

4

Press

Color Start

Storing numbers

Storing One-Touch Dial
numbers

1

Press

2

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

To access a One-Touch
number that is shown in a
black square on the control
panel, hold down
you press the One-Touch
key.

Black Start

.

Menu/Set, 2, 3, 1

or

Shift

Fax

as

Storing Speed-Dial numbers

1

Press

2

Using the dial pad, enter a

).

.

two-digit Speed-Dial
location number, and then
press

3

Enter a number (up to 20
digits), and then press

Menu/Set

4

Enter a name up to 15
characters (or leave it
blank), and then press

Menu/Set

5

Press

Menu/Set, 2, 3, 2

Menu/Set

.

.

Stop/Exit

.

.

.

3

Enter a number (up to 20
digits), and then press

Menu/Set

4

Enter a name up to 15
characters (or leave it
blank), and then press

Menu/Set

5

Press

.

.

Stop/Exit

.

x

Dialing operations

Making copies

One-Touch Dialing/
Speed-Dialing

1

If it is not illuminated in
green, press (

2

Load your document.

3

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

To dial a One-Touch
number that is shown in a
black square on the control
panel, hold down
you press the One-Touch
key.

—OR—
Press

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

4

Press

Color Start

Search/Speed Dial

Black Start

.

Shift

or

Fax

as

1

Press (
illuminate it in green.

2

Load your document.

).

3

Press

Black Start

Color Start

,

Copy

.

) to

or

Using Search

1

If it is not illuminated in
green, press (

2

Load your document.

3

Press
and then enter the first letter
of the name you’re looking
for.

4

Press or to search the
memory.

5

Press

Color Start

xi

Search/Speed Dial

▲

▲

Black Start

.

or

Fax

).

,

Table of Contents

1

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

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

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

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

Control panel overview ..................................................... 1-2

Turning the machine on and off.................................. 1-6

On/Off Setting.............................................................1-6

Load documents ............................................................... 1-8

Using the automatic document feeder (ADF) ............. 1-8

Recommended environment .................................. 1-8

About paper .................................................................... 1-10

Recommended Paper............................................... 1-10

Handling and using special paper ............................ 1-11

Paper type and size for each operation................ 1-12

Paper weight, thickness and capacity .................. 1-13

Paper capacity of the output paper tray .............. 1-13

Printable area .......................................................1-14

How to load paper, envelopes and post cards ......... 1-15

To load paper or other media ............................... 1-15

To load envelopes ................................................ 1-17

To load post cards................................................1-18

About fax machines ........................................................ 1-19

Custom features .......................................................1-19

Do you have Voice Mail on the phone line? ......... 1-19

Why should there be problems?........................... 1-19

How can you avoid possible problems? ............... 1-19

Fax tones and handshake........................................1-20

ECM (Error Correction Mode)...................................1-21

2

Getting started .....................................................................2-1

Initial Setup....................................................................... 2-1

Setting the Date and Time.......................................... 2-1

Setting Tone and Pulse dialing mode.........................2-1

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

General Setup ..................................................................2-3

Setting the Mode Timer

(MFC-3240C and MFC-3340CN only).................... 2-3

Setting the Mode Timer

(FAX-1840C and FAX-1940CN only) .....................2-3

Setting the Paper Type ..............................................2-4

Setting the Paper Size ...............................................2-4

xii

Setting the Ring Volume.............................................2-5

Setting the Beeper Volume.........................................2-5

Setting the Speaker Volume.......................................2-6

Setting the Handset Volume

(FAX-1840C and FAX-1940CN only) ....................2-7

Choosing the Handset Volume (For Volume Amplify)

(FAX-1840C and FAX-1940CN only) .....................2-8

Setting Volume Amplify

(FAX-1840C and FAX-1940CN only) .....................2-9

Turning on Automatic Daylight Savings Time...........2-10

Setting the LCD Contrast..........................................2-10

3

Setup Send ...........................................................................3-1

How to enter Fax mode ....................................................3-1

How to dial........................................................................3-1

Manual dialing.............................................................3-1

One-Touch dialing ......................................................3-2

Speed-Dialing ............................................................. 3-2

Search ........................................................................3-3

Fax Redial...................................................................3-3

How to Fax (B&W and Color) ...........................................3-4

Color fax transmission................................................3-4

Faxing from the ADF...................................................3-4

Automatic transmission...............................................3-5

Manual transmission................................................... 3-5

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

Out of Memory message ............................................3-6

Basic sending operations.................................................. 3-7

Sending faxes using multiple settings.........................3-7

Contrast ......................................................................3-7

Fax Resolution............................................................3-8

Dual Access (Not available for color faxes)................3-9

Real Time Transmission...........................................3-10

Checking job status ..................................................3-11

Canceling a fax in progress......................................3-11

Canceling a scheduled job........................................3-11

Advanced sending operations ........................................3-12

Broadcasting (Not available for color faxes) ............. 3-12

Overseas Mode ........................................................3-13

Delayed Fax (Not available for color faxes)..............3-14

Setting up Polled Transmit

(Not available for color faxes) ..............................3-15

Delayed Batch Transmission

(Not available for color faxes)...............................3-16

xiii

4

Setup Receive ......................................................................4-1

Basic receiving operations

(FAX-1840C, MFC-3240C and MFC-3340CN only) ......4-1

Choosing the Receive Mode ...................................... 4-1

To select or change your Receive Mode ................ 4-2

Setting the Ring Delay................................................4-2

Basic receiving operations (FAX-1940CN only) ............... 4-3

Choosing the Receive Mode ...................................... 4-3

To select or change your Receive Mode ................ 4-4

Setting the Ring Delay................................................4-5

Setting Toll Saver (Msg Ctr mode) ............................. 4-6

Setting the F/T Ring Time (Fax/Tel mode only).......... 4-7

Setting the Fax/Tel Announcement

(FAX-1940CN only) ................................................ 4-7

Easy Receive (MFC-3240C and MFC-3340CN only) ... 4-8
Easy Receive (FAX-1840C and FAX-1940CN only) ... 4-9

Printing a reduced incoming fax (Auto Reduction).... 4-10

Receiving a fax at the end of a conversation............ 4-10

Printing a fax from the memory ................................4-10

Polling ...................................................................... 4-11

Setting up Polling Receive ...................................4-11

Setting up Sequential Polling Receive ................. 4-11

5

Quick-Dial numbers and dialing options ...........................5-1

Storing numbers for easy dialing......................................5-1

Storing One-Touch Dial numbers...............................5-1

Storing Speed-Dial numbers ...................................... 5-2

Changing One-Touch and Speed-Dial numbers ........ 5-3

Setting up Groups for Broadcasting ........................... 5-4

Dialing options..................................................................5-6

Access codes and credit card numbers......................5-6

Pause .........................................................................5-6

Tone or Pulse .............................................................5-7

Telephone (voice) operations

(FAX-1840C and FAX-1940CN only) ............................ 5-8

How to dial..................................................................5-8

Making a telephone call.............................................. 5-8

Answering calls with the Speaker Phone

(FAX-1940CN only) ................................................ 5-9

Hold (FAX-1840C and FAX-1940CN only)................. 5-9

xiv

6

Remote Fax Options (Not available for color faxes) ......... 6-1

Setting up Fax Forwarding..........................................6-1

Programming your pager number...............................6-2

Setting Fax Storage....................................................6-3

Setting PC Fax Receive (MFC-3340CN only) ............ 6-3

Turning off Remote Fax Options.................................6-4

Setting your Remote Access Code.............................6-5

Remote Retrieval..............................................................6-6

Using your Remote Access Code...............................6-6

Remote commands.....................................................6-7

Retrieving fax messages .......................................... 6-10

Changing your Fax Forwarding number ................... 6-10

7

8

Message Center (FAX-1940CN only) ..................................7-1

Message Center mode ..................................................... 7-1

Setting up the Message Center ..................................7-1

Recording Message Center Outgoing Message.........7-2

Listening to Outgoing Message (OGM)..................7-3

Erasing Outgoing Message (OGM)........................7-3

Activating Message Center mode............................... 7-3

Message indicator....................................................... 7-4

Playing voice messages .............................................7-4

Printing a fax message ...............................................7-5

Erasing incoming messages.......................................7-5

To erase voice messages individually .................... 7-5

To erase messages all at once............................... 7-6

Setting Maximum Time for incoming messages......... 7-6

Setting Toll Saver .......................................................7-6

ICM Recording Monitor...............................................7-7

Recording a conversation ..........................................7-7

Record Fax/Tel Outgoing Announcement (F/T OGM) ... 7-7

Printing reports ....................................................................8-1

Fax settings and activity ...................................................8-1

Customizing the Transmission Verification Report..... 8-1

Setting the Journal Period ..........................................8-2

Printing reports ...........................................................8-3

How to print a report ...............................................8-3

xv

9

Making copies ......................................................................9-1

Using the machine as a copier .........................................9-1

Enter Copy mode........................................................9-1

Making a single copy ..................................................9-2

Making multiple copies ...............................................9-2

Stop copying...............................................................9-2

Using the temporary Copy keys (Temporary settings) ..... 9-3

Increasing copy speed or quality ............................9-4

Changing the temporary copy settings....................... 9-5

Enlarging or reducing the image copied................. 9-6

Setting paper type ..................................................9-7

Setting paper size...................................................9-8

Adjusting brightness ...............................................9-8

Adjusting contrast...................................................9-9

Sorting copies

(FAX-1940CN and MFC-3340CN only).............. 9-9

Making N in 1 copies (Page Layout) .................... 9-10

Changing the default copy settings ................................ 9-12

Increasing copy speed or quality .............................. 9-12

Adjusting brightness .................................................9-12

Adjusting contrast.....................................................9-12

Adjusting color saturation.........................................9-13

Out of Memory message.......................................... 9-13

Legal limitations.............................................................. 9-14

10

11

Walk-Up PhotoCapture Center™ (MFC-3340CN only) ..... 10-1

Introduction ..................................................................... 10-1

PhotoCapture Center™ requirements.................. 10-2

Getting started................................................................10-3

Printing the Index (Thumbnails)...................................... 10-5

Printing images ............................................................... 10-6

DPOF printing...........................................................10-8

Changing the default settings ................................... 10-9

Increasing print speed or quality ..........................10-9

Setting the paper & size ....................................... 10-9

Adjusting brightness ...........................................10-10

Adjusting contrast...............................................10-10

Color enhancement (True2Life

Cropping............................................................. 10-12

Borderless ..........................................................10-12

Understanding the Error Messages........................ 10-13

Using PhotoCapture Center
Using PhotoCapture Center

documents................................................................. 10-14

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

Standard telephone and FCC Notices

These notices are in effect on models sold and

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

™

from your PC.................10-14

™

for scanning

®

)........................10-10

xvi

Federal Communications Commission (FCC)

Declaration of Conformity (USA only)...................11-3

Important ..............................................................11-4

Industry Canada Compliance Statement

(Canada only) .......................................................11-4

For your safety..........................................................11-4

LAN connection

(FAX-1940CN and MFC-3340CN only) ................ 11-4

International E

Important safety instructions.....................................11-6

Trademarks...............................................................11-8

NERGY STAR

®

Compliance Statement ...11-5

12

A

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

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

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

Document Jam..........................................................12-5

Document is jammed inside the front of

the machine......................................................12-5

Printer jam or paper jam ...........................................12-6

Paper is jammed inside the paper tray.................12-6

Paper is jammed inside the machine....................12-7

If you are having difficulty with your machine ...........12-9

Compatibility...........................................................12-14

How to improve print quality .........................................12-15

Cleaning the print head........................................... 12-15

Checking the print quality .......................................12-16

Checking the printing alignment .............................12-18

Checking the ink volume...............................................12-19

Packing and shipping the machine......................... 12-20

Routine maintenance....................................................12-23

Cleaning the Scanner .........................................12-23

Cleaning the machine Printer Platen ...................... 12-24

Replacing the ink cartridges ...................................12-25

Appendix A .......................................................................... A-1

Setting up telephone services.......................................... A-1

Distinctive Ring.......................................................... A-1

What does your telephone company’s

‘Distinctive Ring’ do? ......................................... A-1

What does Brother’s ‘Distinctive Ring’ do?............ A-2

Do you have Voice Mail?....................................... A-2

Before you choose the ring pattern to register ...... A-3

Registering the Distinctive Ring pattern..................... A-4

Turning off the Distinctive Ring.............................. A-4

xvii

Caller ID............................................................................A-5

Viewing Caller ID List .................................................A-6

Printing Caller ID List..................................................A-6

Advanced receiving operations ........................................A-7

Operation from extension telephones.........................A-7

Fax/Tel mode when power key is On .........................A-8

Fax/Tel mode when power key is Off .........................A-8

Using a cordless external handset .............................A-9

Changing the remote codes .......................................A-9

Connecting an external device to your machine.............A-10

Connecting an external telephone............................A-10

Connecting an external telephone answering

device (TAD) ........................................................A-11

Sequence .............................................................A-11

Connections .........................................................A-12

Recording outgoing message (OGM) on

an external TAD ...............................................A-13

Special line considerations.......................................A-14

Roll over phone lines ............................................A-14

Two-line phone system ........................................A-14

Converting telephone wall outlets ........................A-15

Installing machine, external two-line TAD and

two-line telephone ............................................A-16

Multi-line connections (PBX) ....................................A-17

If you are installing the machine to work

with a PBX........................................................A-17

Custom features on your phone line.........................A-17

B

G

Appendix B .......................................................................... B-1

On-screen programming...................................................B-1

Menu table..................................................................B-1

Memory storage..........................................................B-1

Navigation keys ................................................................B-2

Entering Text............................................................B-12

Inserting spaces ...................................................B-12

Making corrections ...............................................B-12

Repeating letters ..................................................B-12

Special characters and symbols...........................B-13

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

xviii

S

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

Product description .......................................................... S-1

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

Print media....................................................................... S-3

Copy ................................................................................ S-3

PhotoCapture Center

Fax................................................................................... S-5

Scanner (MFC-3240C and MFC-3340CN only)............... S-6

Printer.............................................................................. S-7

Interfaces ........................................................................ S-8

Computer requirements................................................... S-8

Consumable items........................................................... S-9

Network (LAN)

(FAX-1940CN and MFC-3340CN only) ...................... S-10

Optional External Wireless Print/Scan Server

(NC-2200w) (MFC-3240C and MFC-3340CN only).... S-11

™

(MFC-3340CN only) ................... S-4

13
14
15

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

Remote Retrieval Access card (FAX-1940CN only) ......... R-1

Remote Retrieval Access card

(FAX-1840C, MFC-3240C and MFC-3340CN only) ............ R-3

xix

1

Introduction

Using this Guide

Thank you for buying a Brother fax machine or Multi-Function Center
(MFC). Your machine is simple to use, with LCD screen instructions
to guide you through programming it. You can make the most of your
machine by reading through 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 will 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

machine control panel.

Italics Italicized typeface emphasizes an important point

or refers you to a related topic.

Courier New

Warnings inform you what to do to avoid possible personal
injury.

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

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

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

Courier New type face identifies the messages on
the LCD of the machine.

INTRODUCTION 1 - 1

Control panel overview

MFC-3240C

MFC-3340CN

98621 53 4 7

12 1011

98621 53 4 7

1 - 2 INTRODUCTION

1214 1011

FAX-1840C

FAX-1940CN

98621 53 4 7

12 1011

98621 53 4 7

13

12 1011

INTRODUCTION 1 - 3

One-Touch keys

1

These keys give you instant access
to previously stored Quick-Dial
numbers.

Shift

To access a One-Touch number in
a black square on the control panel,
hold down this key as you press the
One-Touch key.

Ink (MFC-3240C and

2

MFC-3340CN only)

Lets you clean the print head, check
the print quality, and check the
available ink volume.

Ink/Reports (FAX-1840C and
FAX-1940CN only)

Lets you clean the print head, check
the print quality, and check the
available ink volume.

—OR—
Lets you access the Reports menu if

pressed while holding it down with
the shift key.

Copy keys

3

Options

You can quickly and easily select
temporary settings for copying.

Quality

Use this key for temporary copy
settings.

Fax and telephone keys

4

Hook/Hold (FAX-1840C only)
Press before dialing if you want to

make sure a fax machine will
answer, and then press Black Start
or Color Start.

—OR—
Lets you place telephone calls on

hold.

Hook (MFC-3240C and
MFC-3340CN only)

Press before dialing if you want to
make sure a fax machine will
answer, and then press Black Start
or Color Start.

Speaker Phone (FAX-1940CN
only)

Lets you speak to another party
without lifting the handset.

—OR—
Press before dialing if you want to

make sure a fax machine answers,
and then press Black Start or Color

Start.

Redial/Pause

Redials the last number you called.
It also inserts a pause in quick-dial
numbers.

Fax Resolution

Adjusts the resolution when you
send a fax.

Microphone
(FAX-1940CN only)

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

Mode keys:

5

Fax

Lets you access Fax mode.

Scan (MFC-3240C and
MFC-3340CN only)

Lets you access Scan mode.

Copy

Lets you access Copy mode.

Liquid Crystal Display (LCD)

6

Displays messages on the screen to
help you set up and use your
machine.

1 - 4 INTRODUCTION

Dial Pad

7

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

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

Navigation keys:

8

Menu/Set

The same key is used for Menu and
Set operations.

Lets you access the Menu to
program and store your settings in
the machine.

You can press these keys to adjust
the volume.

▲

Search/Speed Dial

Lets you look up numbers that are
stored in the dialing memory. It also
lets you dial stored numbers by
pressing # and a two-digit number.

▲

Press to scroll backward to a menu
selection.

▲ or ▼

Press to scroll through the menus
and options.

▼

Hold (FAX-1940CN only)

Lets you place telephone calls on
hold.

On/Off

9

You can turn the machine on or off.
Also, you can set the On/Off Setting
so the machine can still receive
faxes when it is turned off.

0

Lets you start sending faxes or
making copies in full color.

Also for MFC-3240C and
MFC-3340CN, lets you start a
scanning operation (in color or
mono, depending on the scanning
setting on your PC).

A

Lets you start sending faxes or
making copies in black and white.

Also for MFC-3240C and
MFC-3340CN, lets you start a
scanning operation (in color or
mono, depending on the scanning
setting on your PC).

B

Stops an operation or exits from the
menu.

Message Center keys

C

(FAX-1940CN only)

Lets you activate the Message
Center and will blink if you have new
messages.

Play/Record

Lets you listen to voice messages
stored in memory. Also, lets you
record telephone calls.

Erase

Lets you delete voice messages, all
fax messages or all messages.

D

Lets you access the PhotoCapture
Center

Color Start

Black Start

Stop/Exit

MC On/Off

PhotoCapture
(MFC-3340CN only)

™

mode.

INTRODUCTION 1 - 5

Turning the machine on and off

When the machine is idle, you can turn it on and off by pressing the

On/Off

Even if you turned the machine off, it will periodically clean the print
head to preserve print quality.

Turning the machine off

Press and hold down the
until the LCD shows:

The LCD light will go off.

Turning the machine on

Press and hold down the
until the LCD shows:

The LCD will show the date and time (Fax mode).

key. In Off mode, no machine operations will be available.

On/Off

On/Off

Even in Off mode, you can receive fax and telephone calls by
customizing the

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

On/Off

key

key

key as explained below.

Shutting Down

Please Wait

On/Off Setting

You can customize the machine’s On/Off key. The default setting is

Fax Receive:Off

Off, but it will purge the ink head periodically. If you turn this setting

Fax Receive:On

to
machine is switched Off.

1

Press

2

Press ▲ or ▼ to select On (or

3

Press

4

Press

1 - 6 INTRODUCTION

Menu/Set, 1, 6

Menu/Set
Stop/Exit

. Your machine will not work when it is switched

, you can receive faxes or calls even when the

.

Off

).

.

.

6.On/Off Setting

On/Off Setting Receive Mode Available Operations

Fax Receive:Off

(default)

Fax Receive:On Fax Only

— No machine operations will be

available.

External TAD

(Except
FAX-1940CN)

Fax Receive (automatically), Easy
Receive, Delayed Fax*
Options*

■

1

, Remote Retrieval*

(FAX-1840C and FAX-1940CN

1

, Remote Fax

1

only) You can receive telephone
calls by lifting the handset.

MC:Msg. Ctr.

(FAX-1940CN
only)

Fax Receive (automatically), Recording
of incoming messages, Fax Detect,
Delayed Fax*
Remote Retrieval*

■

You can receive telephone calls by

1

, Remote Fax Options*1,

1

lifting the handset.

Manual

Fax/Tel

2

*

Delayed Fax*1, Easy Receive

■

(FAX-1840C and FAX-1940CN
only) You can receive telephone
calls by lifting the handset.

1

Should be set before you switch off the machine.

*

2

(MFC-3240C and MFC-3340CN only) You can not receive a fax automatically

*

even if you have set the receive mode to

Fax/Tel

.

The external telephone is always available.

INTRODUCTION 1 - 7

Load documents

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

Using the automatic document feeder (ADF)

The ADF can hold up to 20 pages and feeds each sheet individually.
Use standard 20 lb (80 g/m
putting them in the ADF.

2

) paper and always fan the pages before

Recommended environment

Temperature: 68° - 86° F (20° - 30° C)
Humidity: 50% - 70%
Paper: 20 lb LTR (80 g/m

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

DO NOT use cardboard, newspaper or fabric.

■

Make sure documents written with ink are completely dry.

■

Documents to be faxed must be from 3.5 to 8.5 inches (8.9 to

21.6 cm) wide and 5 to 14 inches (12.7 to 35.6 cm) long.

2

A4)

1 - 8 INTRODUCTION

1

Fan the pages well and stagger them at an angle.

2

Open the document support (1) and the document tray (2),
then pull out the extension (3).

3

Put the documents face down, top edge first in the ADF until
you feel them touch the feed roller (4).

4

Adjust the paper guides to fit the width of your documents (5).

Documents are
Face Down in the ADF.

Paper
Guides

DO NOT pull on the document while it is feeding.

INTRODUCTION 1 - 9

About paper

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

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

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

We recommend testing various paper types before purchasing large
quantities.

For best results, use the recommended paper.

■

When you print on inkjet paper (coated paper),
transparencies and glossy paper, be sure to select the
proper media in the “Basic” tab of the printer driver or in the
Paper Type setting of the menu (

■

When you print on Brother glossy paper, load the instruction

Menu/Set, 1, 2

sheet included with the glossy paper in the paper tray first,
and then place the glossy paper on the instruction sheet.

■

When you use transparencies or glossy paper, remove each
sheet immediately to prevent smudging or paper jams.

■

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

).

Recommended Paper

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

We recommend using “3M Transparency Film” when you print on
transparencies.

Brother Paper

Paper Type Item

Letter Plain BP60PL
Letter Glossy BP60GLL
Letter Inkjet

(Photo Matte)

1 - 10 INTRODUCTION

BP60ML

Handling and using special paper

■

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

■

The coated side of glossy paper is shiny. Avoid touching the
shiny (coated) side. Load glossy paper with the shiny side facing
down.

■

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

Do not use paper:

■

that are damaged, curled, wrinkled, or irregularly shaped

0.08 in.
or longer

0.08 in.
or longer

■

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

INTRODUCTION 1 - 11

Printer

)

PhotoCapture

(MFC-3340CN only

Fax Copy

A4 8.3" x 11.7" (210 x 297 mm) Yes Yes Yes Yes

Legal 8 1/2" x 14" (216 x 356 mm) Yes Yes - Yes

Paper type and size for each operation

Paper Type Paper Size Usage

Cut Paper Letter 8 1/2" x 11" (216 x 279 mm) Yes Yes Yes Yes

1 - 12 INTRODUCTION

5.8" x 7.9" (148 x 200 mm) - - - Yes

Executive 7 1/4" x 10 1/2" (184 x 267 mm) - - - Yes

JIS B5 7.2" x 10.1" (182 x 257 mm) - - - Yes

A5 5.8" x 8.3" (148 x 210 mm) - Yes - Yes

A6 4.1" x 5.8" (105 x 148 mm) - - - Yes

Photo L 3 1/2" x 5" (89 x 127 mm) - - - Yes

Photo 2L 5" x 7" (127 x 178 mm) - - Yes Yes

Index Card 5" x 8" (127 x 203 mm) - - - Yes

Post Card 1 3.9" x 5.8" (100 x 148 mm) - - - Yes

Post Card 2

(Double)

DL Envelope 4.3" x 8.7" (110 x 220 mm) - - - Yes

COM-10 4 1/8" x 9 1/2" (105 x 241 mm) - - - Yes

Monarch 3 7/8" x 7 1/2" (98 x 191 mm) - - - Yes

JE4 Envelope 4.1" x 9.3" (105 x 235 mm) - - - Yes

A4 8.3" x 11.7" (210 x 297 mm) - Yes - Yes

Cards Photo 4" x 6" (102 x 152 mm) - Yes Yes Yes

Envelopes C5 Envelope 6.4" x 9" (162 x 229 mm) - - - Yes

Transparencies Letter 8 1/2" x 11" (216 x 279 mm) - Yes - Yes

Paper weight, thickness and capacity

Paper Type Weight Thickness No. of sheets

Cut Paper Plain Paper 17 to 32 lb

Inkjet Paper 17 to 53 lb

Glossy Paper Up to 58 lb

Cards Photo Card Up to 64 lb

Index Card Up to 32 lb

Post Card Up to 53 lb

Envelopes 20 to 25 lb

Transparencies - - 10

(64 to 120 g/m

(64 to 200 g/m

(Up to 220 g/m

(Up to 240 g/m

(Up to 120 g/m

(Up to 200 g/m

(75 to 95 g/m

2

2

)

2

)

2

)

2

)

2

)

2

)

)

0.003" to 0.006"
(0.08 to 0.15 mm)

0.003" to 0.01"
(0.08 to 0.25 mm)

Up to 0.01"
(Up to 0.25 mm)

Up to 0.01"
(Up to 0.28 mm)

Up to 0.006"
(Up to 0.15 mm)

Up to 0.01"
(Up to 0.23 mm)

Up to 0.02"
(Up to 0.52 mm)

100*

20

20

20

30

30

10

* Up to 50 sheets for Legal size paper (20 lb).
* Up to 100 sheets of 20 lb.

Paper capacity of the output paper tray

Output Paper
Tray

Up to 50 sheets of 20 lb (Letter)

■

Transparencies or glossy paper must be
picked up from the output paper tray one
page at a time to avoid smudging.

■

Legal paper cannot be stacked on the output
paper tray.

INTRODUCTION 1 - 13

Printable area

The printable area depends on the settings in the application you are
using. The figures below show the unprintable areas on cut sheet
paper and envelopes.

EnvelopesCut Sheet Paper

34

1

34

1

2

■ unprintable area

1Top 2

Cut Sheet

Envelopes 0.47 in. 0.94 in. 0.12 in. 0.12 in.

,

*1 When you set the Borderless feature to On.

0.12 in.
(0 in.)*

1

Bottom

0.12 in.
(0 in.)*

1

3Left 4Right

0.12 in.
(0 in.)*

1

0.12 in.
(0 in.)*

Printable area depends on the Printer driver settings.
The figures above are approximate and the printable area may

vary depending on the type of cut sheet paper you are using.

2

1

1 - 14 INTRODUCTION

How to load paper, envelopes and post cards

To load paper or other media

1

Pull the paper tray completely out of the machine and remove
the output paper tray.

2

Press and slide the paper side guide to fit the paper width.

Paper Side Guide

3

Pull out the paper support and unfold the paper support flap.

Paper Support

Paper Support Flap

Use the paper support flap for Letter, Legal and A4.

INTRODUCTION 1 - 15

4

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

5

Gently insert the paper into the paper tray print side down and
the leading edge (top of the paper) in first.

Check that the paper is flat in the tray and below the maximum
paper mark.

Maximum Paper Mark

■

Make sure the paper side guides touch the sides of the
paper.

■

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

6

Put the output paper tray back on and push the paper tray firmly
back into the machine.

1 - 16 INTRODUCTION

To load envelopes

■

Use envelopes that weigh from 20 to 25 lb.

■

Some envelopes require margin settings in the application. Make
sure you do a test print first.

To prevent possible damage to the feeding mechanism, do not
use the types of envelopes shown below.

DO NOT USE ENVELOPES:

■

that are of a baggy construction

■

that are embossed (have raised writing on them)

■

that have clasps on them

■

that are not sharply creased

■

that are preprinted on the inside

■

Glue

How to load envelopes

1

Before loading, press the corners and sides of the envelopes to
make them as flat as possible.

If the envelopes are ‘double-feeding,’ put one envelope in the
paper tray at a time.

■

Rounded
flap

■

Double flap

■

Triangular
flap

INTRODUCTION 1 - 17

2

Insert the envelopes into the paper tray with the address side
down and the leading edge (top of the envelopes) in first. Slide
the paper side guide to fit the width of the envelopes.

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

1

Open the envelope flap.

2

Make sure the open flap is either to the side of the envelope or
to the back edge of the envelope when printing.

3

Adjust the size and margin in your application.

To load post cards

1

Raise the paper stop and insert the post cards into the paper
tray. Slide the paper side guide to fit the width of the post cards.

1 - 18 INTRODUCTION

About fax machines

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

Why should there be problems?

Since both the machine 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 Voice Mail is set to answer after two rings and your
machine is set to answer after four, Voice Mail will stop your 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 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,
a second phone number on your present phone line.

Many people with Voice Mail choose an alternative service, which is
called “Distinctive Ring”, and they are very satisfied with it.
(See Distinctive Ring on page A-1.)

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

Connecting an external telephone answering device (TAD)

(See
page A-11.)

INTRODUCTION 1 - 19

is to get

on

Fax tones and handshake

When someone is sending a fax, the machine sends fax calling tones
(CNG tones). These are quiet, intermittent beeps every 4-seconds.
You’ll hear them after you dial and press

Color Start

dialing. During that time, the sending machine must begin the
“handshake”, or connection, with the receiving machine.

Each time you use automatic procedures to send a fax, you are
sending CNG tones over the phone line. You will 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 your machine is set to the Fax Only mode, it will answer every call
automatically with fax receiving tones. If the other person hangs up,
your machine will continue to send the “chirps” for about 40 seconds,
and the LCD continues to show

Stop/Exit

press
The fax ‘handshake’ is the time in which the sending machine’s CNG

tones and the receiving machine’s “chirps” overlap. This must be for
at least 2 to 4 seconds, so both 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.

and they will continue for about 60 seconds after

Receiving

Receiving

.

Black Start

.

. To cancel receiving,

or

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.

1 - 20 INTRODUCTION

ECM (Error Correction Mode)

The Error Correction Mode (ECM) is a way for the machine to check
a fax transmission while it is in progress. If the machine detects
errors during fax transmission, it resends the pages of the fax that
had an error. ECM transmissions are only possible between fax
machines that both have this feature. If they do, you may send and
receive fax messages that are continuously being checked by the
machine.Your machine must have enough memory for this feature to
work.

INTRODUCTION 1 - 21

2

Getting started

Initial Setup

Setting the Date and Time

When the machine is not in use it will display the date and time. If you
set up the Station ID the date and time displayed by your machine
will be printed on every fax you send. If there is a power failure, you
may have to reset the date and time. No other settings will be
affected.

1

Press

2

Enter the last two digits of the year.
Press

3

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

4

Enter two digits for the day.
Press

5

Enter the time in 24-Hour format.
Press

6

Press
The LCD now shows the date and time whenever the machine

is in Fax mode.

Menu/Set, 0, 2

Menu/Set

Menu/Set

Menu/Set

Menu/Set
Stop/Exit

.

.

. (For example, enter 06 for 6th.)

. (For example, enter 15:25 for 3:25 P.M.)

.

.

2.Date/Time

Setting Tone and Pulse dialing mode

1

Press

2

Press ▲ or ▼ to select

Tone

Press

3

Press

Menu/Set, 0, 4

).

Menu/Set
Stop/Exit

.

.

.

Pulse

4.Tone/Pulse

(or

2 - 1 GETTING STARTED

Setting the Station ID

You should store your name or company name and fax number so
they print on all fax pages you send.

1

Press

2

Enter your fax number
(up to 20 digits).

Press
You cannot enter a hyphen. To enter a space press once

between numbers.

3

Use the dial pad to enter your name (up to 20 characters).
(See Entering Text on page B-12.)

Press

4

Press
If the Station ID has already been programmed, the LCD will ask

you to 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.

To program this information into your machine, see

Date and Time

Menu/Set, 0, 3

Menu/Set

Menu/Set
Stop/Exit

on page 2-1 and

.

.

.

1

to make a change or 2 to exit without changing.

NOTICE (For USA)

.

Setting the Station ID

3.Station ID

Setting the

on page 2-2.

GETTING STARTED 2 - 2

General Setup

Setting the Mode Timer (MFC-3240C and MFC-3340CN only)

The machine has four temporary mode keys on the control panel:
PhotoCapture (MFC-3340CN only), Fax, Scan and Copy. You can
change the number of seconds or minutes the machine takes after
the last Scan, Copy or PhotoCapture operation before it returns to

Off

Fax mode. If you select
used last.

, the machine stays in the mode you

1

Press

2

Press ▲ or ▼ to select

0 Sec, 30 Secs, 1 Min, 2 Mins, 5 Mins

Press

3

Press

Menu/Set, 1, 1

Menu/Set
Stop/Exit

.

.

.

1.Mode Timer

Off

or

.

Setting the Mode Timer (FAX-1840C and FAX-1940CN only)

The machine has two temporary mode keys on the control panel: Fax
and Copy. You can change the number of seconds or minutes the
machine takes after the last Copy operation before it returns to Fax
mode. If you select
last.

1

Press

2

Press ▲ or ▼ to select

0 Sec, 30 Secs, 1 Min, 2 Mins, 5 Mins

3

Press

4

Press

Menu/Set, 1, 1

Menu/Set
Stop/Exit

Off

, the machine stays in the mode you used

.

.

.

1.Mode Timer

Off

or

.

2 - 3 GETTING STARTED

Setting the Paper Type

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

1

Press

2

Press ▲ or ▼ to select

Plain, Inkjet, Glossy

Press

3

Press
The machine ejects paper with printed surfaces face up onto the

paper tray in the front of the machine. When you use
transparencies or glossy paper, remove each sheet immediately
to prevent smudging or paper jams.

Menu/Set, 1, 2

Menu/Set
Stop/Exit

.

.

.

Transprncy

or

2.Paper Type

.

Setting the Paper Size

You can use five sizes of paper for printing copies: Letter, Legal, A4,
A5, and 4" x 6" and three sizes for printing faxes: Letter, Legal and
A4. When you change the type of paper you load in the machine, you
will need to change the setting for Paper Size at the same time so
your machine can fit an incoming fax on the page.

1

Press

2

Press ▲ or ▼ to select

Letter, Legal, A4, A5

Press

3

Press

Menu/Set, 1, 3

Menu/Set
Stop/Exit

.

.

.

or

4"x6"

3.Paper Size

.

GETTING STARTED 2 - 4

Setting the Ring Volume

You can turn the ring
volume level.

1

Press

2

Press ▲ or ▼ to select

Low, Med, High

Press

3

Press
—OR—
You can adjust the ring volume when your machine is idle (not being

used). In Fax mode , press or to adjust the volume
level. Every time you press these keys, the machine will ring so you
can hear the active setting as the LCD shows it. The volume changes
with each key press. The new setting will stay until you change it
again.

Menu/Set, 1, 4, 1

Menu/Set
Stop/Exit

Ring Volume:Off

.

Off

or

.

.

.

or you can select the ring

1.Ring

Setting the Beeper Volume

You can change the beeper volume. The default (factory) setting is

Beeper:Low

you press a key, make a mistake or after you send or receive a fax.

1

Press

2

Press ▲ or ▼ to select your option.

Low, Med, High

(

Press

3

Press

. When the beeper is on, the machine will beep when

Menu/Set, 1, 4, 2

or

Menu/Set
Stop/Exit

.

.

Off

.

)

2.Beeper

2 - 5 GETTING STARTED

Setting the Speaker Volume

You can adjust the speaker volume.

1

Press

2

Press ▲ or ▼ to select

Low, Med, High

Press

3

Press
—OR—
Press

key press changes the volume to the next setting. The new
setting will remain until you change it again.

FAX-1940CN only

When (

volume in the following ways:

Press
pressing or . The LCD 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.

—OR—
You can adjust the speaker volume while you are listening to

your OGM (Outgoing Message) and ICMs (Incoming Messages)
by pressing or .

Menu/Set, 1, 4, 3

or

Menu/Set
Stop/Exit

Hook

or . The LCD shows the setting you are choosing. Each

Fax

.

.

, and then adjust the speaker volume by pressing

) is illuminated you can also change the speaker

Speaker Phone

.

Off

.

, and then adjust the speaker volume by

3.Speaker

If you turn Incoming Recording Monitor to OFF (

7, 3

) the Speaker for screening calls will be disabled and you
won’t hear callers leaving messages. The volume for other
operations can still be controlled using or .

GETTING STARTED 2 - 6

Menu/Set, 2

,

Setting the Handset Volume (FAX-1840C and FAX-1940CN only)

1

Press

2

Press ▼ to select
Press

3

Press
—OR—
You can adjust the handset volume any time you are talking on

the telephone. There are two handset volume levels,

High

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

Menu/Set, 1, 4, 4

High

Menu/Set
Stop/Exit

. The default setting is

.

.

or

.

Low

.

Low

4.Handset

Low

.

and

2 - 7 GETTING STARTED

Choosing the Handset Volume (For Volume Amplify) (FAX-1840C and FAX-1940CN only)

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

Volume Amplify:Off

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

Volume Amplify:On—Temporary

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

Volume Amplify:On—Permanent

Choose
hearing-impaired. During a conversation, users can press or
on the control panel to adjust the volume to

Beeper:High

the handset volume returns to the default setting of

Amplify

Volume Amplify:On—Permanent

.

Low

Volume Amplify

or

Volume Amplify:On

Low, High

.

. When the handset is replaced,

for a user who is

Low

Volume Amplify

or

Beeper:Low

High

or

if all of the users are

Volume

. When the

.

,

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.

WARNING

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

Volume Amplify

may damage the hearing of some users.

Permanent

GETTING STARTED 2 - 8

unless ALL

Setting Volume Amplify (FAX-1840C and FAX-1940CN only)

Please carefully read Choosing the Handset Volume on page 2-8
before you do the following steps:

1

Press

2

If
hearing-impaired, press

Menu/Set

—OR—
If some or all of the users are hearing-impaired, select

On

3

If all the users are hearing-impaired, press ▲ or ▼ to select

Permanent

—OR—
If only some of the users are hearing-impaired, select

Temporary

4

Press

Menu/Set, 1, 4, 5

none

of the users are

and go to Step 4.

, and then press

, and then press

, and then press

Stop/Exit

Menu/Set

.

.

▲

or ▼ to select

.

Menu/Set

Menu/Set

5.Volume Amplify

Off

, and then press

.

.

2 - 9 GETTING STARTED

Turning on Automatic Daylight Savings Time

You can set the machine to change automatically for Daylight
Savings Time. It will reset itself forward one hour in the Spring and
backward one hour in the Fall. Make sure you have set the correct
day and time in the

Date/Time

setting.

1

Press

2

Press ▲ or ▼ to select On (or
Press

3

Press

Menu/Set, 1, 5

Menu/Set
Stop/Exit

.

.

.

Off

).

5.Auto Daylight

Setting the LCD Contrast

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

1
2

3

Press
Press

Dark

Press
Press

Menu/Set, 1, 7

▲ or ▼

.

Menu/Set
Stop/Exit

to select

.

.

.

Light

7.LCD Contrast

or

GETTING STARTED 2 - 10

3

Setup Send

How to enter Fax mode

Before sending faxes, make sure (
green. If not, press (
setting is Fax.

Fax

) to enter Fax mode. The default

Fax

) is illuminated in

How to dial

You can dial in any of the following ways.

Manual dialing

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

3 - 1 SETUP SEND

One-Touch dialing

Press the One-Touch Key of the location you want to call. (See

Storing One-Touch Dial numbers

To dial One-Touch numbers in the black square, hold down

on page 5-1.)

Shift

you press the One-Touch Key.

(FAX-1940CN)

(MFC-3340CN)

(FAX-1840C/MFC-3240C)

Speed-Dialing

as

Press
number. (See

Search/Speed Dial, #

Storing Speed-Dial numbers

If the LCD shows

Not Registered

, and then the two digit Speed-Dial

on page 5-2.)

two-digit number

when you enter the

Speed-Dial number, a number has not been stored for it.

SETUP SEND 3 - 2

Search

You can search for names you have stored in the One-Touch and
Speed-Dial memories. Press
navigation keys to search. (See Storing One-Touch Dial numbers on
page 5-1 and Storing Speed-Dial numbers on page 5-2.)

* To search alphabetically, you can use the dial pad to enter the first
letter of the name you are looking for.

Search/Speed Dial

To search numerically

To search alphabetically*

and the

or

Fax Redial

If you are sending a fax manually and the line is busy, press

Redial/Pause

again. If you want to make a second call to the last number dialed,
you can save time by pressing

Color Start
Redial/Pause

If you are sending a fax automatically

machine will automatically redial one time after five minutes.

, and then press

.

only works if you dialed from the control panel.

Black Start

Redial/Pause

and the line is busy, the

Color Start

or

Black Start

and

to try

or

3 - 3 SETUP SEND

How to Fax (B&W and Color)

Color fax transmission

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

However, color faxes cannot be stored in the memory. When you
send a color fax, the machine will send it in real time (even if

Time TX

is set to

Off

).

Faxing from the ADF

Put the document face down in the ADF. To cancel, press

Stop/Exit

.

Real

1

If it is not illuminated in green, press (

2

Load your document.

3

Dial the fax number.

4

Press

■

If the memory is full and you are faxing a single page, it will be
sent in real time.

Black Start

The machine starts scanning the document.

Color Start

or

.

Fax

).

SETUP SEND 3 - 4

Automatic transmission

This is the easiest way to send a fax.

Do not pick up the handset or press

Hook

(FAX-1940CN only) or

1

If it is not illuminated in green, press (

2

Load your document.

3

Dial the fax number you want to call. (See
3-1.)

4

Press

Black Start

Color Start

or

to listen for a dial tone.

Speaker Phone

Fax

).

How to dial

.

Manual transmission

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

1

If it is not illuminated in green, press (

2

Load your document.

3

Pick up the handset of the machine (FAX-1840C and
FAX-1940CN)/external phone (MFC-3240C and MFC-3340CN)
and listen for a dial tone.

—OR—
Press

listen for a dial tone.

4

Dial the fax number you want to call.

5

When you hear the fax tone, press

6

If you picked up the handset replace it.

Speaker Phone

(FAX-1940CN only) or

Black Start

Fax

).

Hook

Color Start

or

on page

and

.

3 - 5 SETUP 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.

1

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

2

If it is not illuminated in green, press (

3

Load your document.

4

Press

Black Start

Color Start

or

.

Fax

).

Out of Memory message

If you get an
of a fax, press

Memory

the option to press
or to press

If the memory is full and you are faxing a single page, it will be
sent in real time.

Out of Memory

Stop/Exit

message while scanning a subsequent page, you will have

Black Start

Stop/Exit

to cancel the operation.

message while scanning the first page

to cancel the fax. If you get an

to send the pages scanned so far,

Out of

SETUP SEND 3 - 6

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 real time transmission.

1

If it is not illuminated in green, press (
After each setting is accepted, the LCD will ask if you want to

enter more settings:

2

Press 1 to select more settings. The
LCD will return to the
menu.

—OR—

2

Press
step.

if you have finished choosing settings and go to the next

Setup Send

Fax

).

Other Settings

1.Yes 2.No

Contrast

If your
contrast.

Use
Use

document

Light

Dark

to send a dark document.

1

If it is not illuminated in green, press (

2

Load your document.

3

Press

4

Press ▲ or ▼ to select

Dark

or
Press

is very light or very dark, you may want to change the

to send a light document.

Menu/Set, 2, 2, 1

.

Menu/Set

.

.

Auto, Light

Fax

).

1.Contrast

3 - 7 SETUP SEND

Fax Resolution

You can use the
temporarily (for this fax only). In Fax mode , press

Fax Resolution

Menu/Set

press
—OR—
You can change the default setting:

1

If it is not illuminated in green, press (

2

Load your document.

3

Press

4

Press ▲ or ▼ to select the resolution
you want.

Press

Standard

Fine

S.Fine

Photo

Fax Resolution

and ▲ or ▼ to select the setting you want, and then

.

Menu/Set, 2, 2, 2

Menu/Set

.

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 document has varying shades

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

key to change the setting

Fax

.

2.Fax Resolution

).

SETUP SEND 3 - 8

Dual Access (Not available for color faxes)

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

Your machine normally uses Dual Access. However, to send a
color fax, the machine will send the document in real time (even

Real Time TX

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

is

Off

).

If you get an
page of a fax, press

Out of Memory

you can press
or press

Out of Memory

message while scanning a subsequent page,

Black Start

Stop/Exit

message while scanning the first

Stop/Exit

to cancel the operation.

to cancel scanning. If you get an

to send the pages scanned so far,

3 - 9 SETUP SEND

Real Time Transmission

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

If the memory becomes full, the machine will send the document in
real time (even if

Sometimes, you may want to send an important document
immediately, without waiting for memory transmission. You can set

Real Time TX

Real Time TX

to On for all documents or for the next fax only.

is set to

Off

).

1

If it is not illuminated in green, press (

2

Load your document.

3

Press

4

To change the default setting, press

▲

Press
—OR—
For the next fax transmission only, press

Next Fax Only

Press

5

For the next fax only, press ▲ or ▼ to select On (or
Press

In Real Time Transmission, the redial feature does not work.

If you are sending a color Fax, the machine will send it in real
time (even if

Menu/Set, 2, 2, 5

or ▼ to select On (or

Menu/Set

Menu/Set

Menu/Set

.

.

and go to Step 5.

.

Real Time TX

Off

.

).

is set to

Off

Fax

).

5.Real Time TX

▲

or ▼ to select

Off

).

).

SETUP SEND 3 - 10

Checking job status

Check which jobs are still waiting in the memory to be sent. (If there
are no jobs, the LCD shows

No Jobs Waiting

.)

1

Press

2

If you have more than one job
waiting, press

3

Press

Menu/Set, 2, 6

▲

or ▼ to scroll through the list.

Stop/Exit

.

.

6.Remaining Jobs

Canceling a fax in progress

If you want to cancel a fax, while the machine is scanning, dialing or
sending it, press

Stop/Exit

.

Canceling a scheduled job

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

1

Press
Any jobs that are waiting will appear

on the LCD.

2

If you have more than one job waiting, press ▲ or ▼ to select the
job you want to cancel.

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

3

Press 1 to cancel.
To cancel another job go to Step 2.
—OR—
Press

4

Press

Menu/Set, 2, 6

Menu/Set

2

to exit without canceling.

Stop/Exit

.

.

.

6.Remaining Jobs

3 - 11 SETUP SEND

Advanced sending operations

Broadcasting (Not available for color faxes)

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

Press

Search/Speed Dial

up Group dial numbers, see Setting up Groups for Broadcasting on
page 5-4.)

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

Menu/Set

between each of the numbers. Use

to help you choose the numbers easily. (To set

1

If it is not illuminated in green, press (

2

Load your document.

3

Enter a number using One-Touch, Speed-Dial, a Group
number, Search or manual dialing using the dial pad.

(Example: Group number)

4

When the LCD displays the fax number or name of the other
party, press

You will be asked to enter the next number.

5

Enter the next number.
(Example: Speed-Dial number)

6

When the LCD displays the fax number or name of the other
party, press

7

After you have entered all the fax numbers, go to step 8 to start
the broadcast.

8

Press

Menu/Set

Menu/Set

Black Start

.

.

.

Fax

).

SETUP SEND 3 - 12

■

If you did not use up any of the numbers for Groups, access
codes or credit card numbers, you can ‘broadcast’ faxes to
as many as 100 (FAX-1840C and MFC-3240C), 154
(FAX-1940CN) or 158 (MFC-3340CN) different numbers.

■

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

■

Enter the long dialing sequence numbers as you would
normally, but remember that each One-Touch and
Speed-Dial number counts as one number, so the number of
locations you can store becomes limited.

■

If the memory is full, press
more than one page has been scanned, press
to send the portion that is in the memory.

Stop/Exit

to stop the job or if

Black Start

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.

1

If it is not illuminated in green, press (

2

Load your document.

3

Press

4

Press ▲ or ▼ to select On (or
Press

3 - 13 SETUP SEND

Menu/Set, 2, 2, 7

Menu/Set

.

.

Off

).

Fax

).

7.Overseas Mode

Delayed Fax (Not available for color faxes)

During the day you can store up to 50 faxes in the memory to be sent
within 24 hours. These faxes will be sent at the time of day you enter
in Step 4.

1

If it is not illuminated in green, press (

2

Load your document.

3

Press

4

Press
displayed time.

—OR—
Enter the time you want the fax to be sent (in 24-hour format).
Press
(For example, enter 19:45 for 7:45 PM.)

5

Press 1 to leave the documents
waiting in the ADF.

—OR—
Press

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

Menu/Set, 2, 2, 3
Menu/Set

Menu/Set

2

to scan the documents into the memory.

to accept the

.

.

Fax

).

3.Delayed Fax

1.Doc 2.Memory

SETUP SEND 3 - 14

Setting up Polled Transmit (Not available for color faxes)

Polled Transmit is when you set up your machine to wait with a
document so another fax machine can call and retrieve it.

1

If it is not illuminated in green, press (

2

Load your document.

3

Press

4

Press ▲ or ▼ to choose On (or
Press

5

Press 1 to leave the paper
document waiting in the ADF.

—OR—
Press

If you press 1 in Step 5, the document remains in the ADF until
your machine is polled. If you must use your machine before the
polled transmit occurs, you must first cancel this job.

If you press 2 in Step 5, the document will be stored and can be
retrieved from any other fax machine until you delete the fax in
memory by using the Canceling a Job menu setting.
(See

Menu/Set, 2, 2, 6

Menu/Set

2

to scan the document into the memory.

Canceling a scheduled job

.

.

Off

).

on page 3-11.)

Fax

).

6.Polled TX

1.Doc 2.Memory

3 - 15 SETUP SEND

Delayed Batch Transmission (Not available for color faxes)

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

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select On (or
Press

4

Press

Menu/Set, 2, 2, 4

Menu/Set
Stop/Exit

.

.

.

Off

).

Fax

).

4.Batch TX

SETUP SEND 3 - 16

4

Setup Receive

Basic receiving operations (FAX-1840C, MFC-3240C and MFC-3340CN only)

Choosing the Receive Mode

There are four different Receive Modes for your 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)

(with an external or
extension telephone)

External TAD

(with an external
answering device only)

Manual

(manual receive)
(with an external or

extension telepho ne or
with Distinctive Ring)

The machine
automatically answers
every call as a fax.

The machine controls 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 ma chine on the same line, even
if it is on a separate wall jack on the same line. You
cannot use the telephone company’s Voice Mail in
this mode.

Use this mode if you hav e connected an answering
machine to your machine.
The External TAD setting works only with an
external answering machine. Ring Delay does not
work in this setting.

Use this mode if you do not receive many fax
messages, with Distinctive Ring, or if you are using
a computer on the same line.
If you answer and hear fax tones, wait until the
machine takes over the call, then hang up.
(See Easy Receive (MFC-3240C an d
MFC-3340CN only) on page 4-8.)

4 - 1 SETUP RECEIVE

To select or change your Receive Mode

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select

Manual

Press

4

Press

Menu/Set, 0, 1

.

Menu/Set
Stop/Exit

.

.

.

Fax Only, Fax/Tel, External TAD

Current Receive Mode

Fax

F/T

TAD

Mnl

: Fax Only
: Fax/Tel
: External TAD
: Manual

Fax

).

or

Setting the Ring Delay

The Ring Delay sets the number of times the machine rings before it
answers in
phones on the same line as the machine or subscribe to the
telephone company’s Distinctive Ring service, keep the Ring Delay
setting of 4.

(See Operation from extension telephones on page A-7 and Easy

Receive (MFC-3240C and MFC-3340CN only)
Receive (FAX-1840C and FAX-1940CN only)

Fax Only

Fax/Tel

or

mode. If you have extension

on page 4-8 or

on page 4-9.)

Easy

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select how many times the line rings before the
machine answers (00, 01, 02, 03 or 04)(00 - 04 UK only)
(00 - 05 Nordic countries only).

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

4

Press

Menu/Set, 2, 1, 1

Menu/Set

Stop/Exit

.

.

.

Fax

).

SETUP RECEIVE 4 - 2

Basic receiving operations (FAX-1940CN only)

Choosing the Receive Mode

There are four different Receive Modes for your machine. You can
choose the mode that best suits your needs. (See Message Center
mode on page 7-1 to set up the

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel

(fax and telephone)

Manual

(manual receive)

(with Distinctive Ring)

MC:Ms g. Ctr. The built-in digital

The machine
automatically answers
every call as a fax.

The machine controls 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.

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

Message Center
answers voice calls and
automatically receives
faxes.

MC:Msg. Ctr.

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 ma chine on the same line, even
if it is on a separate wall jack on the same line. You
cannot use the telephone company’s Voice Mail in
this mode.

Use this mode if you do not receive many fax
messages, have an external TAD connected to the
machine, use Distinctive Ring, or if you are using a
computer modem on the same phone line.
If you answer and hear fax tones, wait until the
machine takes over the call, then hang up.
(See Easy Receive (FAX-1840C and FAX-1940CN
only) on page 4-9.)

—OR—
Make sure Easy Receive is set to On. (See
Receive (FAX-1840C and FAX-1940CN only) on
page 4-9.)

Use this mode to record voice messages in the
machine’s memory. (For details, see
Center mode on page 7-1.)

mode.)

Message

Easy

ON

4 - 3 SETUP RECEIVE

To select or change your Receive Mode

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select

Fax/Tel

Press

4

Press

Menu/Set, 0, 1

Manual

, or

Menu/Set
Stop/Exit

Press and hold until it

lights.

.

.

.

Fax Only

.

Current Receive Mode

If the Message Center Mode is On, it
overrides your Receive Mode setting.
The screen shows

,

Fax

F/T

Mnl

MC

Fax

1.Receive Mode

: Fax Only
: Fax/Tel
: Manual
: Msg Ctr

MC:Msg. Ctr.

).

OFF

If the Message Center Mode is Off, the
Receive Mode returns to your own
setting. (See

(FAX-1940CN only)

Message Center

on page 7-1.)

SETUP RECEIVE 4 - 4

Setting the Ring Delay

The Ring Delay sets the number of times the machine rings before it
answers in
have extension phones on the same line as the machine or subscribe
to the telephone company’s Distinctive Ring service, keep the Ring
Delay setting of 4.

(See Easy Receive (FAX-1840C and FAX-1940CN only) on page
4-9 and Operation from extension telephones on page A-7.)

Fax Only, Fax/Tel

MC:Msg. Ctr.

and

modes. If you

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select
Press

4

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

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

5

Press
Toll Saver must be

(See

Menu/Set, 2, 1, 1

Menu/Set

Menu/Set

Stop/Exit

Setting Toll Saver (Msg Ctr mode)

.

.

.

.

Ring Delay

Off

to use the Ring Delay setting.

.

Fax

).

Ring Delay

on page 4-6.)

4 - 5 SETUP RECEIVE

Setting Toll Saver (Msg Ctr mode)

When you set the toll saver feature, the machine answers after four
rings if you do not have voice or fax messages and after two rings if
you do have voice or fax messages. This way, when you call the
machine for remote retrieval and let it ring three times, you know you
have no messages and can hang up to avoid a toll charge.

■

When Toll Saver is On, it overrides your Ring Delay setting.

Setting the Ring Delay

(See

■

The Toll Saver feature is available only when the Message
Center is set to On.

■

If you are using Distinctive Ring, do NOT use the Toll Saver
feature.

on page 4-5.)

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select
Press

4

Press ▲ or ▼ to select On (or
Press

5

Press

Menu/Set, 2, 1, 1

Toll Saver

Menu/Set

Menu/Set
Stop/Exit

.

.

.

.

.

Off

).

Fax

).

Toll Saver

SETUP RECEIVE 4 - 6

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 machine will signal you with its special pseudo/double-ring when
you have a voice call. (If it’s a fax call, the machine prints the fax.)

This pseudo/double-ring happens after the initial ringing from the
phone company. Only the machine rings and no other phones on the
same line will ring with the special pseudo/double-ring. However, you
can still answer the call on any telephone. (See Fax/Tel mode when

power key is On

on page A-8.)

on page A-8 and

Fax/Tel mode when power key is Off

1

If it is not illuminated in green, press (

2

Press

3

Press ▲ or ▼ to select how long the
machine will ring to alert you that you have a voice call (20, 30,
40 or 70 seconds).

Press

4

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

the machine will continue to ring for the set time.

Menu/Set, 2, 1, 2

Menu/Set
Stop/Exit

.

.

.

Fax

).

2.F/T Ring Time

Setting the Fax/Tel Announcement (FAX-1940CN only)

For the Fax/Tel receive mode, you can set up the machine to play an
outgoing announcement for callers when no one is there to answer
calls. (See
page 7-7.)

Record Fax/Tel Outgoing Announcement (F/T OGM)

on

4 - 7 SETUP RECEIVE

Easy Receive (MFC-3240C and MFC-3340CN only)

When you use this feature, you don’t have to press

Color Start

call. Selecting
automatically, even if you lift the handset of an extension or external
phone. When you see
‘chirps’ through the handset of an extension phone connected to
another telephone wall jack, just replace the handset and your
machine will do the rest.

■

■

■

1

If it is not illuminated in green, press (

2

Press

3

Use ▲ or ▼ to select On (or
Press

4

Press

, or the Fax Receive Code

On

allows the machine to receive fax calls

Receiving

If this feature is set to On, but your machine does not connect
a fax call when you lift a extension or external phone
handset, press the Fax Receive Code

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

Selecting
yourself by lifting the handset of an external or extension
phone, and then press
machine
—OR—
by pressing
(See Operation from extension telephones on page A-7.)

Off

means you’ll have to activate the machine

51

if you are not at your machine.

Menu/Set, 2, 1, 3

Menu/Set
Stop/Exit

.

.

on the LCD or when you hear

Black Start

.

Off

51

when you answer a fax

or

).

Black Start

51

.

Color Start

Fax

3.Easy Receive

on the

).

,

Off

.

SETUP RECEIVE 4 - 8

Easy Receive (FAX-1840C and FAX-1940CN only)

When you use this feature, you don’t have to press

Color Start

call and hear calling beeps. Just hold the handset and wait a few
seconds. Selecting
calls automatically, even if you lift the machine’s handset or the
handset of an extension or external phone. When you see

Receiving

handset of an extension phone connected to another wall jack, just
replace the handset and your machine will do the rest.
machine receive the fax only if you’ve answered it at the machine.

■

■

■

, or the Fax Receive Code

Easy RX:On

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

If you’ve set the feature to On, but your machine does not
automatically connect a fax call when you lift an external or
extension phone handset, press the Fax Receive code

51

. At the machine, press

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

Selecting
yourself by pressing
machine.
—OR—
Press
at your machine. (See Operation from extension telephones
on page A-7.)

Off

means you’ll have to activate the machine

51

on the external or extension phone if you are not

allows the machine to receive fax

Black Start

51

when you answer a fax

Black Start

Color Start

or

Black Start

Semi

lets the

Color Start

or

on the

,

Off

.

.

1

If it is not illuminated in green, press (

2

Press

3

Use ▲ or ▼ to select On (

Off

Press

4

Press

4 - 9 SETUP RECEIVE

Menu/Set, 2, 1, 3

).

Menu/Set
Stop/Exit

.

.

.

Semi

or

Fax

).

3.Easy Receive

Printing a reduced incoming fax (Auto Reduction)

If you choose
an incoming fax to fit on one page of A4, letter or legal size paper.
The machine calculates the reduction ratio by using the page size of
the document and your Paper Size setting (

1

If it is not illuminated in green, press (

2

Press

3

Use ▲ or ▼ to select On (or
Press

4

Press

■

■

Reduction:On

Menu/Set, 2, 1, 5

Menu/Set
Stop/Exit

Turn on this setting if you receive faxes that are split on two
pages. However, if the document is too long, the machine
may print it on two pages.

If left and right margins are cut off, turn on this setting.

.

.

, the machine automatically reduces

.

Off

Menu/Set, 1, 3

Fax

5.Auto Reduction

).

).

).

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.

1

Ask the other party to place the document in their machine and
to press Start or Send key.

2

When you hear the other machine’s CNG tones (beeps), press

Black Start

3

If you picked up the handset, replace it.

Color Start

or

.

Printing a fax from the memory

If you have selected Fax Forwarding, Paging or Fax Storage

Menu/Set, 2, 5, 1

(
you are at your machine. (See

1
2

Press
Press

Menu/Set, 2, 5, 3
Black Start

), you can still print a fax from the memory when

Setting Fax Storage

.

.

on page 6-3.)

3.Print Fax

SETUP RECEIVE 4 - 10

Polling

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

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

If it is not illuminated in green, press (

2

Press

3

Enter the fax number you are
polling.

4

Press
The LCD shows

Menu/Set, 2, 1, 6

Black Start

Color Start

or

Dialing

.

.

.

Fax

).

6.Polling RX

Setting up Sequential Polling Receive

Your 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

If it is not illuminated in green, press (

2

Press

3

Enter the fax machines you want to
poll using One-Touch, Speed-Dial, a Group or the dial pad. You
must press

4

Press
number or Group number in turn to receive a fax.

Menu/Set, 2, 1, 6

Menu/Set

Black Start

between each fax number.

Color Start

or

.

. Your machine will poll each

Fax

).

6.Polling RX

4 - 11 SETUP RECEIVE

5

Quick-Dial numbers and

dialing options

Storing numbers for easy dialing

You can set up your machine to do following types of easy dialing:
One-Touch, Speed-Dial and Groups for Broadcasting faxes. When
you dial a quick-dial number, the LCD shows the name, if you stored
it, or the number.

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

Storing One-Touch Dial numbers

Your machine has One-Touch keys where you can
store fax or phone numbers for automatic dialing.
Two numbers can be stored on each One-Touch
key. To access the second number, which is shown
in a black square on the control panel, hold down

Shift

as you press the One-Touch key.

(See One-Touch dialing on page 3-2.)

One-Touch keys are located on the left side of the
control panel.

(MFC-3340CN)

1

Press

2

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

3

Enter the phone or fax number (up to 20 digits).
Press

■

Menu/Set, 2, 3, 1

Menu/Set

If you want to enter a pause in the dialing sequence (for
example, to access an outside line), press
as you are entering the digits.
Each key press of
pause when the number is dialed, displayed by a dash on
the screen.

.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 1

.

Redial/Pause

enters a 3.5 second

Set Quick-Dial

1.One-Touch Dial

Redial/Pause

4

Use the dial pad to enter the name (up to 15 characters).
Press
(You can use the chart on page B-12 to help you enter letters.)
—OR—
Press

5

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

Menu/Set

Menu/Set

Stop/Exit

.

to store the number without a name.

.

Storing Speed-Dial numbers

You can store Speed-Dial numbers, so that when you dial you will
only have to press a few keys (
number, and
MFC-3240C can store 40 Speed-Dial numbers and the FAX-1940CN
and MFC-3340CN can store 100 Speed-Dial numbers.

Black Start

Search/Speed Dial, #

Color Start

or

). The FAX-1840C and

, the two-digit

1

Press

2

Use the dial pad to enter a two-digit
Speed-Dial location number
(01-40 for FAX-1840C and MFC-3240C)
(00-99 for FAX-1940CN and MFC-3340CN).

(For example, press
Press

3

Enter the phone or fax number (up to 20 digits).
Press

4

Use the dial pad to enter the name (up to 15 characters).
Press
(You can use the
—OR—
Press

5

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

Menu/Set, 2, 3, 2

05

Menu/Set

Menu/Set

Menu/Set

Menu/Set

Stop/Exit

.

.

.

chart on page B-12 to help you enter letters.)

to store the number without a name.

.

.

.)

2.Speed Dial

5 - 2 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Changing One-Touch and Speed-Dial numbers

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

1

Press 1 to change the stored
number.

—OR—
Press

How to change the stored number or name:

■

■

2

Enter a new number.
Press

3

Follow the directions beginning at Step 4 in Storing One-Touch
Dial numbers and Storing Speed-Dial numbers. (See page 5-1
and 5-2.)

2

to exit without making a change.

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.

If you want to erase the whole number or whole name, press

Stop/Exit

The characters above and to the right of the cursor will be
deleted.

Menu/Set

when the cursor is under the first digit or letter.

.

05:Mike

1.Change 2.Exit

▲

▲

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 3

Setting up Groups for Broadcasting

Groups, which can be stored on a One-Touch key or a Speed-Dial
location, allow you to send the same fax message to many fax
numbers by pressing only a One-Touch key and

Search/Speed Dial, #

First, you will 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 or a Speed-Dial location.
Finally, you can have up to six small Groups, or you can assign up to
103 numbers (FAX-1940CN), 107 numbers (MFC-3340CN) and 49
numbers (FAX-1840C and MFC-3240C) to one large Group.

Storing Speed-Dial numbers

(See

One-Touch and Speed-Dial numbers

, the two-digit location and

on page 5-2 and

on page 5-3.)

Black Start

Black Start

Changing

or

.

1

Press

2

Decide where you wish to store the
Group.

—AND—
Press a One-Touch key.
—OR—
Press

and then press

3

Use the dial pad to enter the Group number (1 to 6).
Press
(For example, press

4

To include One-Touch or Speed-Dial numbers in the Group,
enter them as follows.

For example, for One-Touch key
a number in a black square, such as One-Touch key , press

Shift

For Speed-Dial location 09, press
then press

Menu/Set, 2, 3, 3

Search/Speed Dial

Menu/Set

Menu/Set

and One-Touch key .

06, #09

).

.

1

for Group 1.)

09

on the dial pad. The LCD shows

.

and enter the two-digit location,

.

2

, press One-Touch key 2. For

3.Setup Groups

Search/Speed Dial

04, #09

, and

(or

5 - 4 QUICK-DIAL NUMBERS AND DIALING OPTIONS

5

Press

6

Use the dial pad and the chart on page B-12 to enter a name for
the Group.

Press
(For example, NEW CLIENTS)

7

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

(See
marked in the GROUP column.

Menu/Set

Menu/Set

Stop/Exit

Printing reports

to accept the numbers for this Group.

.

.

on page 8-3.) Group numbers will be

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 5

Dialing options

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 as separate
One-Touch and Speed-Dial numbers in any combination. You can
even include manual dialing using the dial pad. (See

One-Touch Dial numbers on page 5-1 and Storing Speed-Dial
numbers on page 5-2.)

For example, perhaps you have stored ‘555’ on One-Touch key
and ‘7000’ on One-Touch key
One-Touch key
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
One-Touch key

2

, and then

1

and then press

2

. If you press One-Touch key 1,

Black Start

7001

Color Start

or

using the dialing pad.

Storing

, you will

1

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

Redial/Pause

. Each key press adds a 3.5-second delay.

Pause

Press
numbers. If you are dialing overseas, you can press
as many times as needed to increase the length of the pause.

5 - 6 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Redial/Pause

to insert a 3.5-second pause between

Redial/Pause

Tone or Pulse

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.

1

For Fax-1840C and FAX-1940CN, lift the handset.
—OR—
For MFC-3240C and MFC-3340CN, lift the handset of the

external phone.

2

Press # on the machine’s control panel. Any digits dialed after
this will send tone signals.

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

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 7

Telephone (voice) operations (FAX-1840C and FAX-1940CN only)

You can use the machine to make voice telephone calls by dialing
manually or by using Search, One-Touch Dial or Speed-Dial
memory. You can use the handset or
(FAX-1940CN only) 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.

How to dial

See How to dial on page 3-1.

Making a telephone call

1

Pick up the handset.
—OR—
Press

2

When you hear a dial tone, dial the number using the dial pad,
One-Touch, Speed-Dial and Search.

3

If you pressed
clearly toward the microphone .

4

To hang up, replace the handset.
—OR—
Press

Speaker Phone

Speaker Phone

Speaker Phone

(FAX-1940CN only).

(FAX-1940CN only).

Speaker Phone

on FAX-1940CN, speak

5 - 8 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Answering calls with the Speaker Phone (FAX-1940CN only)

When the machine rings, instead of lifting the handset, press

Speaker Phone

the call, press
If you have a bad telephone line connection, the other party might

hear your voice echoed during the call. Hang up and try the call
again—OR—Pick up the handset.

. Speak clearly, toward the microphone . To end

Speaker Phone

.

Hold (FAX-1840C and FAX-1940CN only)

1

Press

2

You can replace the handset without disconnecting the call.

3

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

Hold

to put a call on Hold.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 9

6

Remote Fax Options

(Not available for color faxes)

You can only use one remote fax option at a time:
Fax Forwarding—OR—Paging—OR—Fax Storage—OR—
PC FAX Receive (MFC-3340CN only)—OR—Off.

You can change your selection at any time (

Turning off Remote Fax Options

(See

Menu/Set, 2, 5, 1

on page 6-4.)

Setting up Fax Forwarding

When you select Fax Forward, your machine stores the received fax
in the memory. The machine will then dial the fax number you’ve
programmed and forwards the fax message.

).

1

Press

2

Press ▲ or ▼ to select

Fax Forward

Press
The LCD will ask you to enter the fax number to which faxes will

be forwarded.

3

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

4

Press ▲ or ▼ to select On or
Press

If you select
fax at your machine so you will have a copy if there is a power
failure before it is forwarded.

5

Press

Menu/Set, 2, 5, 1

.

Menu/Set

Menu/Set

Menu/Set

Stop/Exit

.

.

.

Backup Print:On

.

.

Off

.

, the machine will also print the

1.Fwd/Page/Store

Backup Print:On

6 - 1 REMOTE FAX OPTIONS

Programming your pager number

When Paging is selected, your 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 voice (FAX-1940CN only) or fax message in the memory.

1

Press

2

Press ▲ or ▼ to select

3

Enter your pager phone number followed by # # (up to 20 digits).
Press

Do not include the area code if it is the same as that of your
machine.

For example, press

4

If your pager needs a PIN, enter the PIN, press #, press

Redial/Pause

Press
(For example, press

1 2 1 2 # #

—OR—

If you do not need a PIN, press
number followed by

Press
(For example, press

5

Press

■

■

■

Menu/Set, 2, 5, 1

Menu/Set

Menu/Set

.

, enter your fax number followed by # #.

.

.

Paging

.

1.Fwd/Page/Store

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

.

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

)

Menu/Set

Redial/Pause

# #

.

.

, enter your fax

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

Stop/Exit

You cannot change a Paging number or PIN remotely.
If you have set Paging, a backup copy of the received fax will

automatically be printed at the machine.
If you want to be paged for voice messages make sure you

pressed the

.

MC On/Off

key to turn the Message Center on.

)

REMOTE FAX OPTIONS 6 - 2

Setting Fax Storage

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

1

Press

2

Press ▲ or ▼ to select

Fax Storage

Press

3

Press
If you have set Fax Storage, a backup copy of the received fax

will automatically be printed at the machine.

Menu/Set, 2, 5, 1

.

Menu/Set
Stop/Exit

.

.

.

1.Fwd/Page/Store

Setting PC Fax Receive (MFC-3340CN only)

If you select PC Fax Receive, your machine will temporarily store
your received faxes in its memory, and then automatically send the
faxes to the PC. You can then use your PC to view and store these
faxes.

1

Press

2

Press ▲ or ▼ to select

PC Fax Receive

Press

3

Press ▲ or ▼ to select On or
Press

4

Press

Menu/Set, 2, 5, 1

.

Menu/Set

Menu/Set
Stop/Exit

.

.

.

.

Off

.

1.Fwd/Page/Store

Backup Print:On

6 - 3 REMOTE FAX OPTIONS

■

Before you can set up PC Fax Receive you must install the
MFL-Pro Suite software on your PC. Make sure your PC is
connected and turned on. (For details see Using Brother

PC-FAX software

on page 5-1 in Software User’s Guide on

the CD-ROM.)

■

If you select

Backup Print:On

, the machine will also print
the fax at your machine so you will have a copy if there is a
power failure before it is sent to the PC.

■

If you get an error message and the machine cannot print the
faxes in memory, you can use this setting to transfer your
faxes to your PC. (For details, see Error messages on page
12-1.)

Turning off Remote Fax Options

If you set the Remote Fax Options to

Off

and there are faxes in your

machine’s memory, the LCD will give you two options.

■

If you press 1, all unprinted faxes will be printed and erased
before the setting turns off. If a backup copy has already been
printed it will not be printed again.

■

If you press 2, the memory will not be erased and the setting will
be unchanged.

Printing a fax from the memory

(See

on page 4-10.)

REMOTE FAX OPTIONS 6 - 4

Setting your Remote Access Code

The remote access code lets you access the Remote Retrieval
features when you are away from your 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

Press

2

Enter a three-digit code using
numbers

Press
Do not use the same code which is set in your Fax Receive

Code (
(See Operation from extension telephones on page A-7.)

3

Press
You can change your code at any time by entering a new one.

If you want to make your code inactive, press
2 to restore the inactive setting (--- ).

Menu/Set, 2, 5, 2

0-9

, .

Menu/Set

51

Stop/Exit

. (The preset ‘ ’ cannot be changed.)

) or Telephone Answer Code (

.

.

2.Remote Access

#51

).

Stop/Exit

in Step

6 - 5 REMOTE FAX OPTIONS

Remote Retrieval

You can call your machine from any touch tone telephone or fax
machine, then use the Remote Access Code and remote commands
to retrieve fax messages. Be sure to cut out the Remote Retrieval
Access Card on the last page and keep it with you at all times.

Using your Remote Access Code

1

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

2

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

3

The machine signals if it has received messages:

1 long beep
2 long beeps
3 long beeps
No beeps

4

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

5

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

6

Hang up.

—

Fax messages

—

Voice messages (FAX-1940CN only)

—

Fax & Voice messages (FAX-1940CN only)

—

No messages

If your machine is set to
remote retrieval features, you can access your machine by
waiting about 2 minutes after it starts ringing, and then entering
the Remote Access Code within 30 seconds.

Manual

mode and you want to use the

REMOTE FAX OPTIONS 6 - 6

Remote commands

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

Remote commands Operation details

91 Playing Voice Messages

(FAX-1940CN only)

1 Repeat

or
Skip Backward

2 Skip Forward While playing the ICM, you can skip to the

9 STOP Playing Stop playing the ICM.

93 Erase all ICM

(FAX-1940CN only)

94 Play and Record OGM in

Memory
(FAX-1940CN only)

1 Play 1 Msg Ctr OGM The machine plays the selected OGM. You

2 F/T OGM

2 Record 1 Msg Ctr OGM After one long beep, you can record the

2 F/T OGM

After one long beep, the machine plays the
ICM.

Press 1 while listening to an ICM to repeat it.
If you press 1 before a message, you will hear
the previous message.

next message.

If you hear one long beep, the erase is
accepted. If you hear three short beeps, you
cannot erase because all voice messages
have not been played, or there are no voice
message to erase.

* This code erases all recorded messages,

not one at a time.

can stop playing OGMs by pressing 9.

selected OGM. You will hear the message
played once. You can stop recording the
message by pressing 9.

6 - 7 REMOTE FAX OPTIONS

Remote commands Operation details

95 Change the Fax

Forwarding, Paging or Fax
Storage settings

1 OFF You can select

Off

after you have retrieved

or erased all your messages.
2 Fax Forwarding If you hear one long beep, the change has
3 Paging
4 Fax Forwarding number
6 Fax Storage

been accepted. If you hear three short beeps,

you cannot change it because something has

not been set up (for example, perhaps a Fax

Forwarding or paging number had not been

registered). You can register your Fax

Forwarding number by entering 4.

Changing your Fax Forwarding number

(See

on page 6-10.) Once you have registered the

number, Fax Forwarding will work.

You can select

Off

after you have retrieved

or erased all your messages.

96 Retrieve a fax

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

receive stored fax message(s). (See page

6-10.)
3 Erase faxes from the

memory

If you hear one long beep, fax messages

have been erased from the memory.

97 Check the receiving status

(Except for FAX-1940CN)

1 Fax

You can check whether your machine has

received any faxes. If yes, you will hear one

long beep. If no, you will hear three short

beeps.

97 Check the receiving status

(FAX-1940CN only)

1 Fax
2 Voice

You can check whether your machine has

received any fax or voice messages. If yes,

you will hear one long beep. If no, you will

hear three short beeps.

REMOTE FAX OPTIONS 6 - 8

Remote commands Operation details

98 Change the Receive Mode

(Except for FAX-1940CN)

1 External TAD
2 Fax/Tel
3 Fax Only

98 Change the Receive Mode

(FAX-1940CN only)

1 Msg Ctr
2 Fax/Tel
3 Fax Only

90 Exit Pressing 90 will allow you to exit Remote

If you hear one long beep, your change has
been accepted.

If you hear one long beep, your change has
been accepted.

Retrieval. Wait for the long beep, then replace
the handset.

6 - 9 REMOTE FAX OPTIONS

Retrieving fax messages

You can call your machine from any touch tone phone and have your
fax messages sent to a fax machine.

1

Dial your fax number.

2

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

3

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

962

.

4

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

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

5

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

##

(up to 20 digits).

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.

1

Dial your fax number.

2

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

3

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

4

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.

5

Hang up after you hear your machine beep.

##

(up to 20 digits).

REMOTE FAX OPTIONS 6 - 10

954

.

7

Message Center

(FAX-1940CN only)

Message Center mode

Message Center mode allows you to store up to 99 incoming voice
messages that are a maximum of 3 minutes each in the memory.
Voice messages are stored on a “first-come, first-served” basis. You
can retrieve voice messages remotely. (See Remote Retrieval on
page 6-6.)

You must record an outgoing message in order to use the Message
Center mode. (See Recording Message Center Outgoing Message
on page 7-2.)

Setting up the Message Center

You must set up the Message Center in the following order:

1

Record Message Center Outgoing Message (Msg Ctr OGM).
(See Recording Message Center Outgoing Message on page
7-2.)

2

Press and hold until it lights to activate the Message Center
mode. (See

Message indicator on page 7-4.)

Activating Message Center mode

on page 7-3 and

7 - 1 MESSAGE CENTER (FAX-1940CN ONLY)

Recording Message Center Outgoing Message

Recording the Message Center Outgoing Message (
is the first step you need to follow before you can turn on the
Message Center. Make sure your OGM is less than 20 seconds long.

1

Press
The LCD prompts you to choose an

OGM.

2

Press ▲ or ▼ to select

Msg Ctr OGM

Press

This is the only setting you can select if you want to turn on
the Message Center.

3

Press ▲ or ▼ to select
Press

4

Pick up the handset to record a message.
For example: Hello. We are unable to take your call at this time.

Please leave a message after the signal. If you wish to send a
fax, please press
button.

5

Replace the handset.
The Message Center will play your OGM.

6

Press

Menu/Set, 2, 7, 1

F/T OGM

(not

Menu/Set

Menu/Set

.

Record OGM

.

5 1

Stop/Exit

.

.

).

.

, wait for fax tones, then press the Start

Msg Ctr OGM

1.OGM

Msg Ctr OGM

)

MESSAGE CENTER (FAX-1940CN ONLY) 7 - 2