Brother fax560 User Manual

OWNER’S MANUAL

FAX 560

®

If You Need to Call Customer Service

Please complete the following information for future reference:

Model: FAX560

Serial Number:*

Date of Purchase:

Place of Purchase:

*The serial number is on the underside of the unit. Retain this Quick-Start Manual with your sales receipt as a permanent record of your purchase, in the event of a theft, fire or warranty service.

Year 2000 Compliant

Brother is addressing the Year 2000 related issues for all Brother fax machines and multi-function centers. Our focus is to ensure that our bundled third party software will continue to properly process date/time data after January 1, 2000.

Brother fax machines and multi-function centers will function properly after January 1, 2000, provided that all non-Brother hardware, software and firmware used by our customers in connection or combination with Brother fax machines, and bundled software, accurately exchange date data with the Brother products.

Please continue to check our Web page for updates at http://www.brother.com. All remedies will be provided to individual customers via software patches through software download or from Brother Customer Service.

©1996-2000 Brother Industries, Ltd.

Brother Numbers

Brother fax-back system

Brother Customer Service 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 send faxes to any fax machine, not just the one from which you are calling.

If you can’t resolve difficulty with your fax machine using this manual, call our fax-back system, and follow the voice prompts to receive faxed instructions about using the system, and an index of fax-back subjects.

USA: 1-800-521-2846

From within Canada: 1-800-681-9838

The Brother fax-back system number (USA only) has been preprogrammed on One Touch key 1.

Frequently Asked Questions (FAQs)

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

http://www.brother.com

Brother Bulletin Board

Brother’s Bulletin Board Numbers are

USA:	1-888-298-3616
From within Canada:	1-514-685-2040

For Customer Service

USA:	1-800-284-4329 (voice)
	1-908-575-8790	(fax)
From within Canada:	1-800-853-6660	(voice)
	1-514-685-4898	(fax)
From within Montreal:	1-514-685-6464	(voice)

B R O T H E R N U M B E R S

i

Ordering Accessories and Supplies

For the best quality results use only genuine Brother accessories, 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.

USA:	1-888-879-3232 (voice)
	1-800-947-1445 (fax)
From within Canada:	1-800-668-2768 (voice)
DESCRIPTION		ITEM
Thermal Print Cartridge		PC401
2-PK Refill Ribbon Rolls		PC402RF
Telephone Line Cord		Tell the Brother Representative your Model
		number so you get the appropriate color.
Telephone Handset		Tell the Brother Representative your Model
		number so you get the appropriate color.
Handset Curled Cord		Tell the Brother Representative your Model
		number so you get the appropriate color.
Paper Wire Extension		UF9869001
Output Paper Extension		LE4129001
Paper Tray		LE4126001
Owner’s Manual		LE4131001
Surge Protection Device with Telephone		QPD 120
Line Protection (2 outlets)
Surge Protection Device with Telephone		FX 120
Line Protection (8 outlets)

ii O R D E R I N G A C C E S S O R I E S A N D S U P P L I E S

Notice – Disclaimer of Warranties

(For USA and Canada)

BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER’S LICENSOR) MAKES 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.

Trademarks

The Brother logo is a registered trademark of Brother Industries, Ltd. Brother is a registered trademark of Brother Industries, Ltd.

IBM, IBM PC, MWAVE and IBM Aptiva are registered trademarks of International Business Machines Corporation.

ScanSoft PaperPort is a registered trademark of ScanSoft, Inc.

Microsoft and MS-DOS are registered trademarks of Microsoft Corporation.

Windows and Windows NT are registered trademarks of Microsoft in the U.S. and other countries.

All other terms and brand and product names mentioned in this manual are registered trademarks of their respective companies.

N O T I C E – D I S C L A I M E R O F W A R R A N T I E S iii

BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (For USA Only)

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

This warranty is given only to the first end-use purchaser of the accompanying product (referred to in this warranty as “his Product”).

What is covered: Brother warrants to you for the Warranty Period that there are no defects in the materials, workmanship or Year 2000 compliance of this Product. The ìWarranty Period” is 90 days from the date you purchased this product. The ìWarranty Period” for consumable items, such as Toner, Drums, Ribbons, etc. is 90 days from the date of purchase, or the rated life of the Consumable item, whichever is shorter.

What is NOT covered: This warranty is VOID -- that is, this Product has no warranty -- if: (1) you did not purchase this Product from an authorized Brother reseller within the United States, (2) this Product has been serviced, modified or tampered with by anyone other than an Authorized Service Representative of Brother, (3) the serial number has been modified, defaced or removed from this Product, (4) this Product has been abused or damaged, (5) non BrotherÆbrand or non Brother approved parts, supplies, power supplies or other accessories have been used with this Product, or (6) this Product has been transported without the proper preparation and packaging.

What to do if you think your Product is defective:

Call our Customer Service Hotline at 1- 800-284-4329, or if you suspect a defect in materials or workmanship in this Product, you can report it to a Brother Authorized Service Center. During the Warranty Period, supply Brother’s representative with a copy of your dated bill of sale showing that this Product was purchased within the United States. For the name of your Brother Authorized Service Center, call 1-800-521-2846. After contacting the Brother Authorized Service Center, you may be required to deliver or send the

Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale.

What Brother will do: Brother (or its Authorized Service Center) will evaluate your report of a possible defect to determine whether a defect exists, and if it does exist, Brother (or its Authorized Service Center) will repair or (at Brother’s option) replace the Product with a product that performs the same functions and performs as well as the original Product. Brother reserves the right to supply refurbished or remanufactured replacement parts provided that the replacement parts conform to the manufacturer’s specifications for new products. The repaired or replacement product will be returned to you at no cost.

Exchange Service:

When an exchange is authorized, Brother will exchange your non-working product with a refurbished or remanufactured product that conforms to the manufacturer’s specifications for new products. The refurbished or remanufactured Product you receive 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 Product that is sent to you and must return (or be billed up to the cost of a new product) your original nonworking product, which shall become the property of Brother. You must call Brother Customer Service and if the representative cannot correct the product’s malfunction over the telephone and you elect the exchange service, you must provide information pertaining to this Product and you must also provide a valid major credit card number. Your credit card will be charged up to the cost of a new Product if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the malfunctions of your original Product are not covered by the limited warranty; (iii) the proper packaging instructions are not followed and has caused damage to the product;

iv F A X L I M I T E D W A R R A N T Y

BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (For USA Only)

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 Brother Customer Service Representative will ship the exchange Product via next business day delivery courier service, with return instructions and prepaid return airbill. Follow the return instructions. You must return the original Product in the same shipping carton in which the exchanged Product was received and include a copy of proof of purchase (bill of sale). Retain your original accessory items and a copy of the return airbill, signed by the courier.

Limitations:

Repair or replacement as described above is your sole and exclusive (that is, your only) remedy if this Product is defective. 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, 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 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.

Product Support: Toll-free customer service and technical support is available for hardware operational assistance at 1-800-284-4329. At any time, free technical support in the form of Frequently Asked Questions, troubleshooting tips and service center locator is available through our fax-back system at 1-800-521-2846 or Brother’s Internet Web Site (www.brother.com). Now you can visit us on-line (www.brothermall.com) , your complete source for genuine Brother Accessories and Supplies.

Brother International Corporation100 Somerset Corporate Blvd.Bridgewater, New Jersey 08807-0911

Please record your model and serial numbers and your date and location of Purchase below for your records. Keep this information with your proof of purchase (bill of sale) in case your Product is lost, stolen or requires service.

Model # _______________________

Serial #________________________

Date of purchase: _______________

Store where purchased:___________

Location of store: ________________

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

F A X L I M I T E D W A R R A N T Y v

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(For Canada Only)

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

For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your Operation Manual 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 Operation Manual 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 1-800-853-6660. Within Montreal, please call 685-6464. 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

We’re at your side.

®

vi

Table of Contents

1

2

Introduction .....................................................................................	1-1
Using This Manual .....................................................................	1-1
Finding Information.............................................................	1-1
About Fax Machines ..................................................................	1-1
Fax Tones and Handshake...................................................	1-2
ECM (Error Correction Mode) ............................................	1-2
FAX-560 Control Panel Overview.............................................	1-3

Location and Connections ..............................................................	2-1
Caution .......................................................................................	2-1
Choosing a Location...................................................................	2-1
Assembly ....................................................................................	2-2
Attach the paper wire extension ..........................................	2-2
Attach the paper tray ...........................................................	2-2
Attach the output paper support ..........................................	2-2
Loading the Paper................................................................	2-3
Acceptable Paper .................................................................	2-3
Connections ................................................................................	2-4
Connecting the Machine......................................................	2-4
Special Line Considerations ................................................	2-5
Roll Over Phone Lines....................................................	2-5
Two-Line Phone System.................................................	2-5
Converting Telephone Wall Outlets ...............................	2-5
Installing Brother Machine, External Two-Line TAD, and
Two-Line Telephone ....................................................	2-6
Multi-Line Connections (PBX) ...........................................	2-7
If you are installing the fax machine to work with a
PBX: .............................................................................	2-7
Custom Features on Your Phone Line.................................	2-7
Connecting an External Telephone Answering Device
(TAD) ................................................................................	2-8
Sequence .........................................................................	2-8
Connections.....................................................................	2-9
Outgoing Message (OGM) .............................................	2-9
Connecting an External Telephone .....................................	2-9

vii

3

4

5

On-Screen Programming................................................................	3-1
User-Friendly Programming.......................................................	3-1
Function Mode.....................................................................	3-1
Alternating Displays ............................................................	3-1
Function Selection Table .....................................................	3-2

Initial Setup......................................................................................	4-1
Getting Started............................................................................	4-1
Setting Date and Time .........................................................	4-1
Choosing Station ID ............................................................	4-1
Setting Tone/Pulse Dialing Mode (For Canada Only)....	4-2
Details for Entering Text.................................................	4-2
Inserting spaces ...............................................................	4-2
Making corrections .........................................................	4-2
Repeating letters..............................................................	4-3
Special characters and symbols.......................................	4-3
Setting Up Your Area Code (For USA Only) .....................	4-3
Setting Beeper Volume........................................................	4-4
Choosing the Handset Volume ............................................	4-4
Setting Volume Amplify.................................................	4-5
Setting the Speaker Volume ................................................	4-5
Setting the Ring Volume .....................................................	4-5
Memory Storage ..................................................................	4-5

Setup Receive ...................................................................................	5-1
Basic Receiving Operations .......................................................	5-1
Select Answer Mode............................................................	5-1
To select or change your Answer Mode .........................	5-2
Setting Ring Delay ..............................................................	5-2
Setting F/T Ring Time.........................................................	5-3
Easy Receive .......................................................................	5-3
Printing a Reduced Incoming original.................................	5-4
Recommended Reductions..............................................	5-4
Setting Paper Size................................................................	5-4
Advanced Receiving Operations ................................................	5-5
Operation from External or Extension Telephone...............	5-5
For FAX/TEL Mode Only ..............................................	5-5
Changing Remote Codes.................................................	5-5
To change Remote Codes ...............................................	5-5
Printing a Fax in Memory....................................................	5-6

viii

6

7

Polling..................................................................................	5-6
Setup Send .......................................................................................	6-1
Automatic Document Feeder (ADF)..........................................	6-1
Manual Transmission ..........................................................	6-2
Automatic Transmission......................................................	6-2
Manual and Automatic Fax Redial......................................	6-2
Memory Transmission.........................................................	6-3
Basic Sending Operations ..........................................................	6-3
Contrast................................................................................	6-3
Resolution............................................................................	6-4
Advanced Sending Operations ...................................................	6-4
Overseas Mode ....................................................................	6-4
Delayed FAX.......................................................................	6-4
Setting Up for Polled Transmit............................................	6-5
Canceling a Scheduled Job ..................................................	6-5
Interrupting Delayed Fax and Polled Transmit Jobs ...........	6-5
More Advanced Features
(Call Brother fax-back system) .........................................	6-6
Auto Dial Numbers and Dialing Options ......................................	7-1
Storing Numbers for Easy Dialing .............................................	7-1
Storing One Touch Dial Numbers .......................................	7-1
Storing Speed Dial Numbers ...............................................	7-2
Changing One Touch and Speed Dial Numbers..................	7-3
Setting Up Groups for Broadcasting ...................................	7-3
Dialing Options ..........................................................................	7-4
Manual Dialing ....................................................................	7-4
One Touch Dialing ..............................................................	7-4
Speed Dialing ......................................................................	7-5
Dialing Access Codes and Credit Card Numbers................	7-5
Search ..................................................................................	7-6
Redial...................................................................................	7-6
Broadcasting ........................................................................	7-6
Pause....................................................................................	7-7
Hold .....................................................................................	7-7
Tone/Pulse (For Canada Only) ............................................	7-7

ix

8

9

10

11

Telephone Services ..........................................................................	8-1
Custom Features .........................................................................	8-1
Distinctive Ring...................................................................	8-1
Registering the Distinctive Ring Pattern.........................	8-1
Caller ID ..............................................................................	8-2
Caller ID Log ..................................................................	8-2
Printing the Caller ID Log ..............................................	8-3
Viewing the Caller ID Log..............................................	8-3
Returning a Call from the Log ........................................	8-3
Registering a Caller ID Number .....................................	8-4
Call Waiting Caller ID.........................................................	8-4
CallManage (For USA Only) .....................................................	8-5
Registration with CallManage .............................................	8-5
Sending a Fax Using CallManage .......................................	8-5
Placing a Telephone Call Using CallManage......................	8-6
Customer Support ................................................................	8-6

Making Copies .................................................................................	9-1
Copy Functions...........................................................................	9-1
Making a Single Copy .........................................................	9-1
Copy Options: Single or Multiple Copies,
Reduce/Enlarge, Sort/Stack...............................................	9-1

Printing Reports ............................................................................	10-1
Fax Machine Settings and Activity ..........................................	10-1
To Print a Report ...............................................................	10-1
Transmission Verification (Xmit) Report..........................	10-2
Activity Report Interval.....................................................	10-2

Important Information .................................................................	11-1
Standard Telephone and FCC Notices .....................................	11-1
These notices are in effect on models sold and used in
the United States only. ....................................................	11-1
International Energy Star Compliance Statement .........	11-2
Industry Canada Compliance Statement
(For Canada Only) ......................................................	11-2
Federal Communications Commission Compliance Notice
(For USA Only) ..........................................................	11-2
Important Safety Instructions........................................	11-3

x

12	Troubleshooting and Routine Maintenance ...............................	12-1
	Troubleshooting .......................................................................	12-1
	Error Messages ..................................................................	12-1
	If You Are Having Difficulty with Your Fax Machine.....	12-4
	Printing or Receiving Faxes..........................................	12-4
	Phone Line or Connections ...........................................	12-5
	Sending Faxes ...............................................................	12-5
	Handling Incoming Calls ..............................................	12-6
	Routine Maintenance................................................................	12-7
	Cleaning the Scanner .........................................................	12-7
	Cleaning the Print Head.....................................................	12-7
	Replacing the Print Cartridge ............................................	12-8
	Specifications ...................................................................................	S-1
	Index ..................................................................................................	I-1
	Remote Fax Options.......................................................................	R-1
	Setting Up Fax Storage ..............................................................	R-1
	Programming Paging Number .............................................	R-1
	Programming a Fax Forwarding Number............................	R-2
	Turning On Fax Storage ......................................................	R-2
	Changing Remote Access Code ..........................................	R-2
	Using Remote Retrieval Aceess Code .......................................	R-3
	Calling for Messages.......................................................	R-3
	Retrieving Memory Status List .......................................	R-3
	Remote Retrieval Access Card .......................................	R-3
	Retrieving Fax Messages ................................................	R-4
	Changing Fax Forwarding Number ................................	R-4

xi

1 Introduction

Using This Manual

Thank you for purchasing a Brother fax machine (FAX). This fax machine has been designed to be simple to use, with LCD screen prompts to guide you through functions. However, you can use your fax machine to its fullest potential by taking a few minutes to read this manual.

Additionally, your fax machine has a Help Key. Press Copy/Help and then press Start to print a list of basic operational steps and functions.

Finding Information

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

About Fax Machines

If you’re a first-time fax machine user, fax operation might seem a little mysterious. You’ll soon get used to the unusual fax tones on your phone line, and be able to send and receive faxes easily.

1 - 1 I N T R O D U C T I O N

Fax Tones and Handshake

When someone is sending a fax, the fax machine sends fax calling tones (CNG tones)—soft, intermittent beeps at 4-second intervals. You’ll hear them when you dial and press Start, and they continue for about 40 seconds after dialing. During that time, the sending machine must begin the “handshake” with the receiving machine. Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You’ll soon learn to listen for these soft beeps each time you answer a phone on your fax line, so you know if you are receiving a fax message.

The receiving fax responds with fax receiving tones—loud, chirping sounds. A receiving fax chirps for about 40 seconds over the phone line, and the screen displays RECEIVE. If your fax machine is set to the FAX ONLY Mode, it will answer every call automatically with fax receiving tones. Even if the other party hangs up, your fax machine continues to send the “chirps” for about 40 seconds, and the screen continues to display “RECEIVE.” To cancel the receiving mode, press Stop.

When your fax machine answers in FAX/TEL Mode, the fax machine listens for CNG tones and then responds with receiving tones.

The fax “handshake” is the time in which the sending machine’s CNG tones and the receiving machines “chirps” overlap. This must be for at least 2 to 4 seconds, so the 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 40 seconds after the number is dialed. Therefore, it’s important for the receiving machine to answer the call in as few rings as possible.

When you have an external telephone answering device (TAD) on your fax line, your TAD will determine the number of rings before the call is answered. Pay special attention to the directions in the Installation chapter for connecting a TAD to your fax machine.

ECM (Error Correction Mode)

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

Sufficient memory must be available in your fax machine for this feature to work.

I N T R O D U C T I O N

1 - 2

FAX-560 Control Panel Overview

1
					14
2					13
3					12
4
5
6	7	8	9	10	11

1LCD (Liquid Crystal Display)

Displays messages to help you set up and

operate your fax machine.

2Hold/Caller ID

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

3Redial/Pause

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

4Search/Speed Dial

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

5Hook

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

6Dial Pad

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

7One Touch Dial Keys

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

8Stop

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

9Mode

Use to select how fax machine will handle incoming calls.

10Copy/Help

Makes a copy. If no originals are in the ADF, it prints a quick reference Help List.

11Start

Starts an operation, such as sending a fax.

12Resolution

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

13Function / Set

Lets you access the function and programming mode. Also, stores a function setting into the fax machine.

14(Left Arrow)

(Right Arrow) Volume

Moves the LCD cursor to the left or right. Adjusts speaker, ring and handset volume.

1 - 3 I N T R O D U C T I O N

2 Location and Connections

Caution

1

2

Never install telephone wiring during a lightning storm.

We recommend that this product be used with a surge protection device to protect the product against lightning storms.

3 Never install a telephone jack in a wet location unless the jack is specifically designed for a wet location.

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

5

6

Use caution when installing or modifying telephone lines.

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

7

8

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

For PLUGGABLE EQUIPMENT, the socket-outlet should be installed near the equipment and should be easily accessible.

Choosing a Location

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

Avoid placing your machine in a high-traffic area. Do not place near heaters, air conditioners, water, chemicals or refrigerators. Do not expose the fax machine to direct sunlight, excessive heat, moisture or dust. Do not connect your machine to electrical outlets controlled by wall switches or automatic timers. Disruption of power can wipe out information in the unit’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.

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Assembly

Attach the paper wire extension

Attach the paper wire extension as shown in the illustration below.

Attach the paper tray

Attach the paper tray. Make sure the wide

pins on the paper tray inserted firmly into	Paper Tray
the pockets on the top edge of the
machine.

Paper Wire

Extension

Attach the output paper support

Attach the output paper support.

Output

Paper

Support

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Loading the Paper

The maximum number of 20 lb. sheets you can load depends on the paper size, either 50 Letter or 30 Legal.

Temperature:

68˚F (20˚C)

Humidity 60%

1 Place paper in the paper tray.

Tap the stack of paper so the edges are even.

Acceptable Paper

Size: Letter and Legal

Weight: 17 lb. – 24 lb.

Thickness: .0031 inches – .0039 inches

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

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Connections

Connecting the Machine

Connect the handset, power cord, and telephone line.

1 Connect the Handset.

2

3

Connect the curled handset cord to the bottom of the handset and the back of the machine.

Connect the power cord.

Connect the telephone line.

Connect one end of the telephone line cord to the jack labeled LINE on the back of the machine. Connect the other end to a modular wall jack.

WARNING

■This machine must be grounded using a three-prong plug.

■Since the machine is grounded through the power outlet, you can protect yourself from potentially hazardous electrical conditions on the telephone line by keeping the power to your machine on when you connect it to a telephone line. When you want to move your machine, protect yourself by disconnecting the telephone line first, and then the power cord.

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

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Special Line Considerations

Roll Over Phone Lines

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

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

Two-Line Phone System

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

Converting Telephone Wall Outlets

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

The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your Brother machine is on Line 1, plug the machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of the triplex adapter.

Triplex Adapter

RJ14

RJ11

RJ14

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Installing Brother Machine, External Two-Line TAD, and Two-Line

Telephone

1

2

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

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

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

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

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

Triplex Adapter

Two Line Phone

Two Line External TAD

Brother Machine

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

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Multi-Line Connections (PBX)

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

If the fax machine is to be connected to a multi-line system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received. (See Easy Receive, page 5-3.)

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

If you are installing the fax machine to work with a PBX:

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

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

3 The unit may be used with either pulse or tone dialing telephone service.

Custom Features on Your Phone Line

To learn how custom features may affect your faxing operations, please see

Troubleshooting and Routine Maintenance, Chapter 12.

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Connecting an External Telephone Answering Device (TAD)

Sequence

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

The TAD must answer within four rings (the recommended setting is two rings). The fax machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8–10 seconds of CNG tones left for the fax “handshake.” Make sure you carefully follow instructions in this manual for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds 4 rings.

Do not connect a TAD elsewhere on the same phone line—your fax machine and TAD will both try to control the line.

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Connections

The external TAD must be plugged into the back of the fax machine, into the jack labeled EXT. Your fax machine cannot work properly if you plug the TAD into a wall jack.

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

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

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

4

5

6

Record the outgoing message (see below).

Set the TAD to answer calls.

Set the Answer Mode to TAD:ANSWER MACH.

Outgoing Message (OGM)

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

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

2

3

Limit your speaking to 20 seconds.

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

“After the beep, leave a message or send a fax by pressing 5 1 and Start.”

Connecting an External Telephone

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

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

Whenever this phone (or TAD) is in use, the screen displays EXT. TEL IN USE, and, if the fax machine handset is lifted, an alarm sounds. To disconnect the call and switch to the fax machine, press Hook.

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