Brother MFC-3420C, MFC-3820CN User's Guide

USER’S GUIDE

MFC-3420C MFC-3820CN

THIS EQUIPMENT IS DESIGNED TO WORK WITH A TWO WIRE ANALOGUE PSTN LINE FITTED WITH THE APPROPRIATE CONNECTOR.

APPROVAL INFORMATION

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

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.

Use only GENUINE brother supplies

DO NOT refill the ink cartridges. Attempting to use refilled cartridges or the use of incompatible inks, may cause damage to the print heads in your product. Any such damages will not be covered by warranty. Warranty coverage does not apply to problems caused by the use of 3rd party ink or 3rd party ink cartridges. We can only recommend the use of genuine Brother consumables.

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 or clear a paper jam, make sure you have unplugged the telephone line cord first and the power cord from the AC power socket.

To prevent injuries, be careful not to put your fingers on the area shown in the illustration. Because that part is extremely HOT after you use your machine.

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

To prevent injuries, be careful not to put your hands on the edge of the machine under the scanner cover.

To prevent injuries, be careful not to put your fingers in the area shown in the illustration.

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

To prevent injuries, be careful not to put your fingers in the area shown in the illustration.

To prevent injuries, be careful not to touch the edge of the metallic part shown in the illustration.

iii

WARNING

■

When you move the machine, grasp the side handholds as shown above. Do NOT carry the machine by holding it at the bottom.

■

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 socket. Never install telephone wiring during a lightning storm. Never install a telephone wall socket in a wet location.

■

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

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 laundry tub, in a wet basement or near a swimming pool.

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

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

SAVE THESE INSTRUCTIONS

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 socket and a standard, grounded AC power outlet. Choose a location where the temperature remains between 10° and 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 sockets 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 sockets 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.

Quick Reference Guide

Sending faxes

Automatic Transmission

If it is not illuminated in

green, press (

Load your document. (See

Load documents

2-1.)

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

Press

Colour Start

Receiving faxes

Select Receive Mode

Press

Press or to select

Fax Only, Manual Fax/Tel TAD

Menu/Set

Mono Start

Menu/Set, 0, 1

, and then press

on page

External

Fax

Storing numbers

Storing Speed-Dial numbers

Press

Using the dial pad, enter a two-digit Speed-Dial location number, and then press

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

Menu/Set

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

Menu/Set

Press

Menu/Set, 2, 3, 1

Menu/Set

Stop/Exit

Dialling operations

Making copies

Speed-Dialling

If it is not illuminated in

green, press (

Load your document. (See Load documents on page 2-1.)

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

Press

Colour Start

Using Search

If it is not illuminated in

green, press (

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

Press or search the memory.

Press

Colour Start

Search/Speed Dial

Mono Start

Search/Speed Dial

Mono Start

Fax

Single copy

Press

illuminate it in green.

Load your document. (See

Load documents

2-1.)

Press

Colour Start

Sorting multiple copies (Using the ADF)

Press illuminate it in green.

Load your document in the ADF.

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

Press

Press or select

Stack/Sort

press

Press or select

Sort

Menu/Set

Press

Colour Start

Mono Start

Options

Menu/Set

, and then press

Mono Start

(Copy

(Copy)

, and then

) to

on page

vii

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 to Power Save condition........... 1-5

About fax machines .......................................................... 1-7

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

ECM (Error Correction Mode).....................................1-8

Connecting the machine ................................................... 1-9

Connecting an external telephone.............................. 1-9

Connecting an external telephone answering

device (TAD) ........................................................1-10

Sequence ............................................................. 1-10

Connections ......................................................... 1-12

Recording outgoing message (OGM) on

an external TAD ...............................................1-12

Multi-line connections (PBX) .................................... 1-13

If you are installing the machine to work

with a PBX........................................................1-13

Custom features on your phone line......................... 1-13

Loading documents and paper .......................................... 2-1

Load documents ............................................................... 2-1

Using the automatic document feeder (ADF) ............. 2-1

Recommended environment .................................. 2-1

Using the scanner glass ............................................. 2-3

About paper ......................................................................2-4

Handling and using special paper .............................. 2-4

Paper capacity of the paper tray ........................... 2-5

Paper specifications for the paper tray .................. 2-5

Paper capacity of the output paper support .......... 2-6

Printable area .............................................................2-7

How to load paper and envelopes .............................. 2-8

To load paper or other media................................. 2-8

To load glossy paper .............................................. 2-9

To load envelopes ................................................ 2-10

viii

On-screen programming .....................................................3-1

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

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

Memory storage..........................................................3-1

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

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

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

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

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

Entering text ...........................................................4-3

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

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

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

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

Setting Tone or Pulse dialing mode

(Not available in New Zealand) ..............................4-4

General Setup...................................................................4-5

Setting the Mode Timer ..............................................4-5

Setting the Paper Type ...............................................4-6

Setting the Ring Volume.............................................4-7

Setting the Beeper Volume.........................................4-7

Setting the Speaker Volume....................................... 4-8

Power Save Setting....................................................4-8

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

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

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

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

Setting the Ring Delay................................................5-3

Setting the F/T Ring Time (Fax/Tel mode only)..........5-4

Fax Detect ..................................................................5-5

Printing a reduced incoming fax (Auto Reduction) .....5-6

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

Advanced receiving operations.........................................5-7

Operation from extension telephones......................... 5-7

For Fax/Tel mode only................................................5-7

Using a cordless external handset..............................5-8

Changing the remote codes........................................5-8

Reception into memory (Not available for colour fax

reception)................................................................5-9

If the Memory Receive is On at this time................5-9

If the Memory Receive is Off at this time................5-9

Polling....................................................................... 5-10

Secure Polling......................................................5-10

Setup for Polling Receive (Standard)...................5-10

Setup for Polling Receive with Secure Code........ 5-11

Setup Delayed Polling Receive ............................ 5-11

Sequential Polling..................................................... 5-12

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

How to fax.........................................................................6-1

Enter Fax mode..........................................................6-1

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

Manual dialling............................................................ 6-1

Speed-Dialling ............................................................ 6-2

Search ........................................................................6-2

Faxing from the automatic document feeder (ADF) ... 6-3

Faxing from the ADF..............................................6-3

Faxing from the scanner glass ...................................6-3

Automatic transmission ..............................................6-4

Manual transmission................................................... 6-4

Out of Memory message........................................6-4

Basic sending operations ................................................. 6-5

Sending faxes using multiple settings ........................6-5

Contrast......................................................................6-5

Fax Resolution............................................................ 6-6

Manual and automatic fax Redial ............................... 6-7

Colour fax transmission..............................................6-7

Dual Access (Not available for colour faxes)..............6-8

Real Time Transmission.............................................6-8

Checking job status ....................................................6-9

Cancelling a job while scanning, dialling and

sending the document .......................................... 6-10

Cancelling a scheduled job....................................... 6-10

Advanced sending operations ........................................6-11

Broadcasting (Not available for colour faxes)...........6-11

Overseas Mode ........................................................6-12

Delayed Fax (Not available for colour faxes)............6-13

Delayed Batch Transmission

(Not available for colour faxes).............................6-14

Setup for Polled Transmit (Standard)

(Not available for colour faxes).............................6-14

Setup for Polled Transmit with Secure Code

(Not available for colour faxes).............................6-15

TX Lock (KEY Lock for some countries)................... 6-16

Using TX Lock (KEY Lock for some countries).........6-17

Setting Up the TX Lock for the First Time ............6-17

Changing the TX Lock Password .........................6-18

Switching TX Lock ON..........................................6-18

Switching OFF TX Lock........................................6-19

Telephone Service for Australia......................................6-20

Distinctive Ringing (Telstra

Set the Distinctive Ringing to ON.........................6-21

Caller ID (Caller IDentification).................................6-21

Advantages of Caller ID........................................6-21

How Does the Caller ID Work?.................................6-22

The Caller ID Appears on the Display

When Your Telephone Rings ........................... 6-22

The Caller ID is Stored in Your Machine Memory ....6-22

Viewing Caller ID List................................................6-23

Printing Caller ID List............................................6-23

Telephone Service for New Zealand ..............................6-24

FaxAbility ..................................................................6-24

How Will the Fax Machine Treat All Other

Numbers?.........................................................6-24

What is the Advantage of Using the FaxAbility

Function?..........................................................6-24

How Does FaxAbility Work?.................................6-25

How to Turn FaxAbility OFF or ON.......................6-26

Caller ID (Caller IDentification).................................6-27

Advantages of Caller ID........................................6-27

How Does the Caller ID Work?.................................6-27

The Caller ID Appears on the Display

When Your Telephone Rings ........................... 6-27

Viewing Caller ID List................................................6-28

Printing Caller ID List............................................6-28

Telephone Service for Some Countries..........................6-29

Distinctive Ringing (For Singapore and

Hong Kong) .......................................................... 6-29

Setting the Distinctive Ringing..............................6-29

Caller ID (For Singapore and Hong Kong)................6-30

Viewing Caller ID List................................................6-31

Printing Caller ID List............................................6-31

FaxStream® Duet®).....6-20

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

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

Storing Speed-Dial numbers....................................... 7-1

Changing Speed-Dial numbers...................................7-2

Setting up Groups for Broadcasting............................7-3

Dialling options .................................................................7-5

Access codes and credit card numbers......................7-5

Pause .........................................................................7-6

Fax Redial ..................................................................7-6

Tone or Pulse (Not available in New Zealand) ........... 7-6

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

Fax Forwarding.................................................................8-1

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

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

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

Setting your Remote Access Code...................................8-3

Remote Retrieval..............................................................8-4

Using your Remote Access Code...............................8-4

Remote commands ....................................................8-5

Retrieving fax messages............................................8-6

Changing your Fax Forwarding number .....................8-6

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

Machine settings and activity............................................ 9-1

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

Setting the Journal Period..........................................9-2

Printing reports ...........................................................9-3

To print a report......................................................9-3

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

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

Enter Copy mode......................................................10-1

Making a single copy................................................ 10-2

Making multiple copies .............................................10-2

Out of Memory message..........................................10-3

Using the Copy keys (Temporary settings) .................... 10-4

Enlarge/Reduce........................................................10-5

Quality ......................................................................10-6

Options .....................................................................10-7

Paper Type........................................................... 10-8

Paper Size............................................................ 10-9

Brightness ..........................................................10-10

Contrast..................................................................10-11

Sorting copies using the ADF................................. 10-12

N in 1 copy (Page Layout)......................................10-13

Changing the default copy settings .............................. 10-15

Copy Quality...........................................................10-15

Brightness...............................................................10-15

xii

Contrast ..................................................................10-15

Colour Adjustment ..................................................10-16

Legal limitations............................................................10-17

Walk-Up PhotoCapture Center™ (MFC-3820CN only) ..... 11-1

Introduction ..................................................................... 11-1

PhotoCapture Center

Basic flow........................................................................11-2

Getting started................................................................11-3

Printing the Index (Thumbnails)......................................11-5

Printing images ...............................................................11-6

Number of Copies.................................................11-7

DPOF printing...........................................................11-8

Changing the default settings .........................................11-9

Print Quality..............................................................11-9

Paper & Size.............................................................11-9

Brightness...............................................................11-10

Contrast ..................................................................11-10

Colour enhancement .............................................. 11-11

Cropping .................................................................11-12

Understanding the Error Messages........................ 11-13

Using PhotoCapture Center Using PhotoCapture Center

documents.................................................................11-14

Important information ........................................................12-1

Important Information for Australia .................................12-1

IMPORTANT-For Your Safety..................................12-1

Disconnect device ................................................12-1

LAN connection (MFC-3820CN only) .......................12-1

International E

Statement .............................................................12-2

Important safety instructions.....................................12-2

Important Information for New Zealand..........................12-4

Important Safety Instructions....................................12-4

IMPORTANT-For Your Safety..................................12-7

Disconnect device ................................................12-7

IMPORTANT NOTICE..............................................12-7

LAN connection (MFC-3820CN only) .......................12-7

Important Information for Some Countries......................12-8

Important Safety Instructions....................................12-8

LAN connection (MFC-3820CN only) .....................12-10

Trademarks............................................................. 12-11

NERGY STAR

™

requirements ................... 11-1

™

from your PC.................11-14

™

for scanning

Compliance

xiii

Troubleshooting and routine maintenance .....................13-1

Troubleshooting ..............................................................13-1

Error messages ........................................................13-1

Document jams.........................................................13-4

Document is jammed in the top of

the ADF unit. ....................................................13-4

Document is jammed inside the ADF unit. ........... 13-4

Printer jam or paper jam...........................................13-5

Paper is jammed inside the front of

the machine......................................................13-5

Paper is jammed inside the paper tray ................. 13-6

Paper is jammed inside the machine. .................. 13-7

If you are having difficulty with your machine...........13-8

How to improve print quality ......................................... 13-12

Cleaning the print head .......................................... 13-12

Print quality check .................................................. 13-12

Checking the ink volume ..............................................13-15

Packing and shipping the machine......................... 13-16

Routine maintenance.................................................... 13-19

Cleaning the scanner.............................................. 13-19

Cleaning the machine printer platen....................... 13-20

Replacing the ink cartridges ...................................13-21

14 15

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

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

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

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

Print media .......................................................................S-2

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

PhotoCapture Center (MFC-3820CN only) ......................S-3

Fax....................................................................................S-4

Scanner ............................................................................S-5

Printer ...............................................................................S-6

Interfaces..........................................................................S-6

Computer requirements....................................................S-7

Consumable items............................................................S-8

Network (LAN) (MFC-3820CN only).................................S-8

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

Remote Retrieval Access card .......................................... R-1

xiv

Introduction

Using this Guide

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

Bold Bold typeface identifies specific keys on the

machine control panel.

Italics Italicised 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-3420C MFC-3820CN

10 9 8

1 - 2 INTRODUCTION

Hook

3 4 5 6 71 2

Hook

11 10 9 8

3 4 5 6 71 2

Copy keys

(Temporary settings):

Options

You can quickly and easily select temporary settings for copying.

Quality

Use this key to temporarily change the quality for Copying.

Enlarge/Reduce

Lets you enlarge or reduce copies depending on the ratio you select.

Fax and telephone keys:

Fax Resolution

Sets the resolution when you send a fax.

Redial/Pause

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

Hook Lets you dial fax numbers without

lifting the handset.

Dial Pad

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 dialling mode during a telephone call from Pulse to Tone.

Mode keys:

Fax

Lets you access Fax mode.

Copy

Lets you access Copy mode.

Scan

Lets you access Scan mode.

Stop/Exit

Stops an operation or exits from the menu.

Mono Start

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

Also lets you start a scanning operation. (Colour or mono, depending on the scanning setting on your PC)

Colour Start

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

Also lets you start a scanning operation. (Colour or mono, depending on the scanning setting on your PC)

Power Save

You can turn the machine to power save condition.

INTRODUCTION 1 - 3

Navigation keys:

Menu/Set

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

When using the speaker or during ringing in fax mode, you can press these keys to adjust the volume.

Search/Speed Dial

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

Press to scroll backward to a menu selection.

Press to scroll through the menus and options.

Also, you can use these keys to do a numeral search for the names of stored numbers in fax mode.

Liquid Crystal Display (LCD)

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

Print keys

Job Cancel (MFC-3420C only) Clears data from the printer

memory.

Ink

Lets you clean the print heads, replace an ink cartridge and check the available ink volume.

Photo Key: (MFC-3820CN only)

PhotoCapture

Lets you access the PhotoCapture Center.

1 - 4 INTRODUCTION

Turning the machine to Power Save condition

When the machine is idle, you can turn it to Power Save condition by pressing the will receive telephone calls, and also receive faxes in

Fax/Tel

been set up will be sent. You can even retrieve faxes using Remote Retrieval if you are away from your machine. If you want to do other operations, you must turn the machine back on.

Turning the machine to Power Save condition

Press and hold down the key until the LCD shows:

The LCD light will turn off.

Turning the machine to Power Save condition off

Press and hold down the key until the LCD shows:

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

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

If you unplug the AC power cord, no machine operations will be available.

Power Save

External TAD

key. In Power Save mode, the machine

Fax Only

mode. The delayed faxes that have

Power Save

Shutting Down

Please Wait

You can turn the machine Off by customizing the key as shown next page. In this Off mode, no machine operation will be available. (See Power Save Setting on page 4-8.)

The external telephone is always available.

Power Save

INTRODUCTION 1 - 5

P. Save Setting Receive Mode Available Operations

Fax Receive:On

(default)

Fax Only

External TAD

Fax Receive, Fax Detect, Delayed Fax, Remote Fax Option, Remote Retrieval:

■

You cannot receive fax with Mono Start or Colour Start.

■

Delayed Fax and Remote Fax Option should be set before you switch off the machine.

Manual

Fax/Tel

Delayed Fax, Fax Detect:

■

You cannot receive fax with Mono Start or Colour Start.

■

Delayed Fax should be set before you switch off machine.

■

*You cannot receive a fax automatically even if you have set the receive mode to

Fax Receive:Off

— No machine operations will be

available.

Fax/Tel

1 - 6 INTRODUCTION

About fax machines

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

Colour Start

dialling 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’ll soon learn to listen for these quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message.

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

If your machine is set to the 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 dialled. 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

Fax Only

Receiving

Mono Start

mode, it will answer every call

. To cancel receiving,

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

device (TAD)

Connecting an external telephone answering

on page 1-10.)

INTRODUCTION 1 - 7

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.

1 - 8 INTRODUCTION

Connecting the machine

Connecting an external telephone

You can connect a separate telephone (or telephone answering device) as shown in the diagram below.

Extension Telephone

External Telephone

(Example for Australia)

When this phone (or TAD) is in use, the LCD shows

INTRODUCTION 1 - 9

Telephone

Connecting an external telephone answering device (TAD)

Sequence

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

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

1 - 10 INTRODUCTION

If you do not receive all your faxes, reduce the Ring Delay setting on your external TAD.

Unless you are using Distinctive Ring, do not connect a TAD elsewhere on the same phone line.

TAD

(Example for Australia)

When the TAD is in use, the LCD shows

Telephone

INTRODUCTION 1 - 11

Connections

The external TAD must be connected as shown above.

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

Record the outgoing message on your external TAD.

Set the TAD to answer calls.

Set the Receive Mode to

Choosing the Receive Mode

(See

Recording outgoing message (OGM) on an external TAD

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

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

Limit your speaking to 20 seconds.

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

“After the beep, leave a message or send a fax by pressing

51 and Start.”

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

External TAD

on page 5-1.)

1 - 12 INTRODUCTION

Multi-line connections (PBX)

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

If the 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.

If you are installing the machine to work with a PBX

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

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

Manual

. All

Custom features on your phone line

If you have Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, an answering service, an alarm system or other custom feature on one phone line it may create a problem with the operation of your machine. (and Custom features on a single line. on page 13-9.)

INTRODUCTION 1 - 13

Loading documents and

paper

Load documents

You can send a fax copy and scan from the ADF (automatic document feeder) or from the scanner glass.

Using the automatic document feeder (ADF)

The ADF can hold up to 20 pages and feeds each sheet individually. Use standard (80 gsm) paper and always fan the pages before putting them in the ADF.

Recommended environment

Temperature: 20° C - 30° C Humidity: 50% - 70% Paper: 80 gsm A4

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

DO NOT use cardboard, newspaper or fabric. (To fax, copy or scan this kind of document, see page 2-3.)

Using the scanner glass

■

Make sure documents written with ink are completely dry.

■

Documents to be faxed must be from 14.8 to 21.6 cm wide and

14.8 to 35.6 cm long.

2 - 1 LOADING DOCUMENTS AND PAPER

Unfold the ADF Document Support.

ADF Document Support

Fan the pages well and stagger them at an angle. Make sure you put the documents face up, top edge first in the ADF until you feel them touch the feed roller.

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

Approx.10 mm Depth

DO NOT pull on the document while it is feeding.

To use the ADF, we recommend that the scanner glass must be empty.

LOADING DOCUMENTS AND PAPER 2 - 2

Using the scanner glass

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

Documents

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

Lift the document cover.

Using the document guidelines on the left, centre the document face down on the scanner glass.

Close the document cover.

If the document is a book or is thick, do not slam the cover or press on it.

must be A4 size (21.6 to 29.7 cm).

Documents are Face Down on the Scanner Glass

2 - 3 LOADING DOCUMENTS AND PAPER

About paper

The print quality of your document can be affected by the kind 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 in the printer driver or in the Paper Type setting in the menu ( Also avoid stacking by removing each page after it exits the machine to avoid smudging.

Menu/Set, 1, 2

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 up toward you.

■

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.

LOADING DOCUMENTS AND PAPER 2 - 4

Paper capacity of the paper tray

Paper Type Paper Size Number of sheets

Plain Paper (Cut Sheet)

Letter, Executive, A4, A5, A6, B5 (JIS)

100 of 80 gsm up to 10 mm

Legal 50 of 80 gsm

Inkjet Paper Letter, A4 20 Glossy Paper Letter, A4 20 Transparencies Letter, A4 10 Envelopes DL, COM-10, C5,

Monarch, JE4

Photo Card 102 mm X 152 mm

89 mm X 127 mm),

L (

2L (127 mm x 178 mm)

Index Card 127 mm x 203 mm 30

* You can copy only on A4, A5 and Photo Card (102 mm X 152 mm)

paper.

* You can receive faxes only on A4 paper.

Paper specifications for the paper tray

Cut Sheet Paper Weight

Plain Paper: 64 to 120 gsm Inkjet Paper: 64 to 200 gsm Glossy Paper: Up to 220 gsm Index card: Up to 120 gsm

Thickness Plain Paper: 0.08 to 0.15 mm

Inkjet Paper: 0.08 to 0.25 mm Glossy Paper: Up to 0.25 mm Envelopes: Up to 0.52 mm Photo Card: Up to 0.42 mm Index card: Up to 0.15 mm

2 - 5 LOADING DOCUMENTS AND PAPER

Paper capacity of the output paper support

Output Paper Support

Up to 50 sheets of 80 gsm (A4)

■

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

■

Legal cannot be stacked on the output paper support.

Do not use paper or envelopes:

■

that are damaged, curled, wrinkled, or irregularly shaped

2 mm 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

2 mm or longer

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

LOADING DOCUMENTS AND PAPER 2 - 6

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

■ unprintable area

Paper Paper Size

Cut Sheet A4 Fax 3 mm 12 mm 3 mm 3 mm

Printer 3 mm 3 mm 3 mm 3 mm Copy 3 mm 3 mm 3 mm 3 mm

A5 Printer 3 mm 3 mm 3 mm 3 mm

Copy 3 mm 3 mm 3 mm 3 mm

A6, JIS_B5, Exective

Letter, Legal

Photo Card

Index Card 127 mm x

Envelopes DL, C5,

102 mm x 152 mm

2L Printer 3 mm 3 mm 3 mm 3 mm

203 mm

COM10, Monarch, JE4

Printer 3 mm 3 mm 3 mm 3 mm

Printer 3 mm 3 mm 6 mm 6 mm

Printer 3 mm 3 mm 3 mm 3 mm Copy 3 mm 3 mm 3 mm 3 mm

Printer 3 mm 3 mm 3 mm 3 mm

Printer 10 mm 20 mm 3 mm 3 mm

Top

Bottom

Left

Right

2 - 7 LOADING DOCUMENTS AND PAPER

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.

How to load paper and envelopes

To load paper or other media

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

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

Paper Guide

LOADING DOCUMENTS AND PAPER 2 - 8

Gently insert the paper. Make sure the print side is towards you and the paper is below

the maximum paper mark.

Maximum Paper Mark

Print Side

Paper

To load glossy paper

Fan the stack of glossy paper well.

Put a sheet of plain paper in the paper tray first, and then put the stack of glossy paper on top of it.

If the glossy sheets are ‘double-feeding’, put one sheet in the paper tray at a time.

2 - 9 LOADING DOCUMENTS AND PAPER

To load envelopes

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.

Press and slide the paper guide to fit the width of the envelopes. Insert them into the paper tray with the address side toward you and pointed in the direction below.

Maximum Paper Mark

Print Side

LOADING DOCUMENTS AND PAPER 2 - 10

On-screen programming

User-friendly programming

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

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

Menu table

You can probably program your machine without the User’s Guide if you use the Menu table that begins on page 3-3. These pages will help you understand the menu selections and options that are found in the machine’s programs.

Fine

Menu/Set

Fine

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

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

Fax Resolution

and or to select

Memory storage

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

3 - 1 ON-SCREEN PROGRAMMING

Navigation keys

*Access the menu *Go to the next menu level

*Accept an option *Scroll through the current

menu level

*Go back to the previous

menu level

*Exit the menu

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

Press —OR— Press —OR— Press

for General Setup menu

for Fax menu

for Copy menu

Menu/Set

1.General Setup

2.Fax

3.Copy

....

Press

You can scroll more quickly through each menu level by pressing the arrow for the direction you want: or .

Then set an option by pressing on the LCD.

The LCD will then show the next menu level. Press or to scroll to your next menu selection. Press When you finish setting an option, the LCD shows

for Initial Setup

Menu/Set

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

0.Initial Setup

when that option appears

Accepted

ON-SCREEN PROGRAMMING 3 - 2

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

General

Setup

1.Mode Tim er — 5 Mins

2.Paper Type — Plai n

3.Volume 1.Ring High

4.P.Save Setting

Selections

2.Beeper High

3.Speaker High

— Fax Receive:

The factory settings are shown in Bold.

Options Descriptions Page

Sets the time to

2 Mins

1 Min 30 Secs 0 Sec Off

Inkjet Glossy (4-Color or 3-Colo r) Transp rncy

Med

Low Off

Med

Low

Off

Med

Low Off

Off

return to Fax mode.

Sets the type of paper in the paper tray.

Adjusts the ring volume.

Adjusts the volume level of the beeper.

Adjusts the speaker volume.

Customizes the Power Save key not to receive fax in Standby mode.

exit

4-5

4-6

4-7

4-8

3 - 3 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

2.Fax 1.Setup

Receiv e

(In Fax mode only)

Selections

1.Ring D elay 02-10

2.F/T Ring Time

3.Fax Detec t O n

4.Remote Code

5.Auto Reduct ion

6.Memory Receive

7.Pollin g RX Standard

The factory settings are shown in Bold.

Options Descriptions Page

Sets the number of

(Example for Australia)

70 Sec 40 Sec

30 Sec

20 Sec

(Example for Australia)

Off

( 51, #51) ( 91, #91 for New Zealand)

Off

Secure Timer

rings before the machine answers in Fax or Fax/Tel mode.

Sets the pseudo/double-ring time in Fax/Tel mode.

Receives fax messages without pressing the Start key.

You can answer all calls at an extension or external phone and use codes t o turn the machine on or off. You can personalize these codes.

Reduces the size of incoming faxes.

Automatically stores any incoming faxes in its m emory if it runs out of paper.

Sets up your machine to poll another fax machine.

exit

5-3

5-4

5-5

5-8

5-6

5-9

5-10

ON-SCREEN PROGRAMMING 3 - 4

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

2.Fax (Continued)

2.Setup Send (In Fax mode

only)

3.Set Quick-Dial

Selections

1.Contrast Au to

2.Fax Resolut ion

3.Delayed Fax

4.Batch TX On

5.Real Time TXOff

6.Polled T X Standard

7.Overseas Mode

1.Speed-Dial — Stores Speed-Dial

2.Setup Groups

The factory settings are shown in Bold.

Options Descriptions Page

Changes the

Light Dark

Standa rd

Fine S.Fine Photo

— Set the time of day in

Off

On Next Fax Only

Secure

Off

— Sets up a Group

lightness or darkn ess of faxes you send.

Sets the default resolution for outgoing faxes.

24 hour format that the delayed fax es will be sent.

Combines delayed faxes to the same fax number at the same time of day into one transmission.

You can send a fax without using the memory.

Sets up the document on your machine to be retrieved by another fax machine.

Adjusts for overseas transmissions, which can sometimes cause problems.

numbers, so you can dial by pressing only a few keys (and Start).

number for Broadcasting.

exit

6-5

6-6

6-13

6-14

6-8

6-14

6-12

7-1

7-3

3 - 5 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

2.Fax (Continued)

4.Report Settin g

5.Remote Fax Opt

6.Remaining Jobs

Miscellaneous

Selections

1.Transmission

2.Journa l Period

1.Fax Forward

2.Fax Storage

3.Remote Access

4.Print Docume nt

— — Checks which jobs

1.TX Lock (1.Key Lock)

Distinctive

(Not available in New Zealand)

The factory settings are shown in Bold.

Options Descriptions Page

On On+Image

Off

Off+Image

Every 7 Days Every 2 Days Every 24 Hours Every 12 Hours Every 6 Hours

Every 50 Faxes

Journal: Off

Off

--- You must set your

— Prints incoming faxes

— Prohibits most

OFF

Initial setup for Transmission Verification Report and Journal Report.

Sets the machine to forward fax messages.

Stores incoming faxes in the memory so you can retrieve them while you are away from your machine.

own code for Rem ote Retrieval.

stored in the memory.

are in the memory or cancels a delayed fax or polling job.

functions except receiving faxes into memory.

Use with phone company distincive ringing service to register the ring pattern with the machine.

exit

9-1

9-2

8-1

8-2

8-3

5-6 8-2

6-9

6-16

6-20 6-29

ON-SCREEN PROGRAMMING 3 - 6

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

2.Fax (Continued)

3.Copy 1.Qualit y Best

Miscellaneous

(Continued)

2.Brightne ss —- +

3.Contrast —- +

4.Color Adjust

Selections

2.Faxability (Only for New

Zealand)

3.Caller ID Di splay#

1.Red R:- +

2.Green G:- +

3.Blue B:- +

Options Descriptions Page

OFF

Print Report

Normal

Fast

- +

R:- + R:- +

G:- +

G:- + G:- +

B:- +

B:- + B:- +

The factory settings are shown in Bold.

If you have FaxAbility from Telecom, you can use this function to stor e the ri nging pat tern of your fax number. And if you set in to ON, you should use the registered number only.

View or print a list of the last 30 Caller IDs stored in memory.

Selects the Copy resolution for your type of document.

Adjusts the brightness.

Adjusts the contrast for copies.

Adjusts the amount of Red in copies.

Adjusts the amount of Green in copies.

Adjusts the amount of Blue in copies.

exit

6-24

6-21 6-27 6-30

10-15

10-16

3 - 7 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

4.PhotoCapture

(MFC-3820CN only)

1.Print Qualit y

2.Paper & Size

3.Brightness —- +

4.Contrast —- +

5.Color Enhanc e

Selections

— Normal

—

Enhanc e:On Enhanc e:Off

The factory settings are shown in Bold.

Options Descriptions Page

Selects the print

Fine

Photo

10x15cm Glossy 13x18cm Glossy

A4 Glos sy

A4 Plai n 10x15cm Inkjet A4 Inkj et

- +

1.White

Balanc e

- +

Sharpness

- +

3.Color

Densit y

- +

quality.

Selects the paper and print size.

Adjusts the brightness.

Adjusts the contrast. 11-10

Adjusts the hue of the white areas.

Enhances the detail of the image.

Adjusts the total amount of colour in the image.

exit

11-9

11-10

11-11

ON-SCREEN PROGRAMMING 3 - 8

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

4.PhotoCapture

(MFC-3820CN only)

(Continued)

4.Test P rint (MFC-3420C only)

6.Test P rint (MFC-3820CN

only)

6.Cropping

7.Scan to Card

Selections

1.Quality

2.B/W File Type

3.ColorFile Type

The factory settings are shown in Bold.

*1 See the complete Software User’s Guide on the CD-ROM.

Options Descriptions Page

Cropping:On

Cropping:Off

B/W 200x100 dpi B/W 200 dp i

Color 150 dp i

Color 300 dp i Color 600 dp i

TIFF

PDF

JPEG

Crops the image around the margin to fit the paper size or print size. Turn this feature off i f you want to print wh ole images or prevent unwanted cropping.

Selects the Scan resolution for your type of original.

Selects the default file format for black and white scanning.

Selects the default file format for colour scanning.

You can print a test sample page to check the print quality and adjust the Vertical Alignment.

exit

11-12

2-23*

13-12

3 - 9 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

5.LAN (MFC-3820CN

only)

1.Setup TCP/IP

Selections

1.BOOT Method

2.IP Add ress [000-255].

3.Subnet Mask

4.Gatewa y [000-255].

5.Host N ame BRN_XXXXXX Enter the Host name.

6.WINS Config

7.WINS Server

8.DNS Serve r (Primary)

9.APIPA On

The factory settings are shown in Bold.

Options Descriptions Page

Auto

Static RARP BOOTP DHCP

[000-255]. [000-255]. [000-255]

[000-255]. [000-255]. [000-255]. [000-255]

[000-255]. [000-255]. [000-255]

Auto

Static

(Primary)

000.000.000.000

Off

You can choose the BOOT method that best suits you needs.

Enter the IP address.

Enter the Subnet mask.

Enter the Gateway address.

You can choose the WINS configuration mode.

Specifies the IP address of the primary or sec ondary server.

Automatically allocates the IP address from the link-local address range.

exit

See Net work Use r’s Gui de on the CD- ROM

ON-SCREEN PROGRAMMING 3 - 10

Press the Menu numbers.

(ex. Press 1, 2 for Paper Type)

—OR—

Select & Set Select & Set

Main Menu Submenu Menu

5.LAN (MFC-3820CN

only) (Continued)

5.Print Reports

(MFC-3420C only)

7.Print Reports

(MFC-3820CN only)

0.Initia l Setup

2.Setup Misc.

1.Help Lis t — — You can print these

2.Quick-Di al ——

3.Fax Journal

4.XMIT Verify

5.User Settings

6.Network Config

(MFC-3820CN only)

1.Receive Mode

2.Date/Tim e — — Puts the date and

3.Station ID — Fax

4.Tone/Pul se

(Not available in New Zealand)

Selections

1.Ethernet Au to

2.Time Zone GMT-XX:XX Sets the time zone

——

— Fax On ly

— Tone

The factory settings are shown in Bold.

Options Descriptions Page

Selects Ethernet link

100B-F D 100B-H D 10B-FD 10B-HD

Fax/Te l External TAD Manual

Name

Pulse

mode.

for your country.

lists and reports.

You can choose the receive mode that best suits your needs.

time on the LCD and in headings of faxes you send.

Program your name and fax number to appear on each page you fax.

Selects the dialling mode.

exit

See Network User’s Guide on the CD-ROM

9-3

5-1 5-2

4-1

4-2

4-4

3 - 11 ON-SCREEN PROGRAMMING

Getting started

Initial Setup

Setting the Date and Time

Your machine displays the date and time and if you set up the Station ID it prints on every fax you send. If there is a power failure, you may have to reset the date and time. All other settings will not be affected.

Press

Enter the last two digits of the year. Press

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

Enter two digits for the day. Press (For example, enter 06 for 6th.)

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

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

is in Fax mode.

Menu/Set, 0, 2

Menu/Set

Stop/Exit

2.Date/Time

Year:20XX

Month:XX

Day:XX

Time:XX:XX

GETTING STARTED 4 - 1

Setting the Station ID

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

It is important that you enter the fax number in the internationally standardised format, i.e. in accordance with the following strict sequence:

■

The “+” (plus) character (by pressing key)

■

Your Country Code (e.g. “61” for Australia, “64” for New Zealand)

■

Your local area code minus any leading “0”

■

A space

■

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

As an example, if the machine is installed in Australia and the same line is to be used for both fax and voice calls, and your national telephone number is 0161 444 5555, then you must set the fax and telephone number parts of your station ID as: +61 161 444 5555.

Press

Enter your fax number (up to 20 digits).

Press

Menu/Set, 0, 3

Menu/Set

3.Station ID

Fax:

You cannot enter a hyphen.

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

Press

Press The LCD will go back standby mode automatically.

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

4 - 2 GETTING STARTED

Menu/Set Stop/Exit

to make a change or 2 to exit without changing.

Name:

Entering text

When you are setting certain menu selections, such as the Station ID, you may need to type text into the machine. Most number keys

0, #

have three or four letters printed above them. The keys for

and

do not have printed letters because they are used for special

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

the character you want.

Press Key one time two times three times four times

2 ABC2 3 DEF3 4 GH I 4 5 JKL5 6 MNO6 7 PQRS 8 TUV8 9 WX Y Z

Inserting spaces

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

Making corrections

If you entered a letter incorrectly and want to change it, press to move the cursor under the incorrect character. Then press

Stop/Exit

. All letters above and to the right of the cursor will be deleted. Re-enter the correct character. You can also back up and type over incorrect letters.

Repeating letters

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

GETTING STARTED 4 - 3

Special characters and symbols

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

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

Menu/Set

Press Press

# 0

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

Setting Tone or Pulse dialing mode (Not available in New Zealand)

Your machine comes set for Tone dialing service (multi-frequency). If you have Pulse dialing service (rotary), you need to change the dialing mode.

1 2

Press Press

(or Press Press

Menu/Set, 0, 4

or to select

Tone

Menu/Set Stop/Exit

Pulse

4.Tone/Pulse

4 - 4 GETTING STARTED

General Setup

Setting the Mode Timer

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

Off

, the machine stays

Press

Press or to select

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

Press

Menu/Set, 1, 1

Menu/Set Stop/Exit

1.Mode Timer

Off

GETTING STARTED 4 - 5

Setting the Paper Type

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

Press

Press or to select

Inkjet, Glossy

Press

If you selected

Glossy:4-Color

Press The print quality of black ink varies depending on the kind of

glossy paper you are using. Black ink is used when you select

Glossy:4-Color

black ink, select by combining the three ink colours.

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

Transprncy

Menu/Set

Stop/Exit

Glossy

. If the glossy paper you are using repels the

Glossy:3-Color

Plain

, press or to select

Glossy:3-Color

, .

, which simulates black ink

2.Paper Type

4 - 6 GETTING STARTED

Setting the Ring Volume

You can adjust the ring volume when your machine is idle (not being used). You can turn the ring level.

Off

or you can select the ring volume

Press

Press or to select (

Press

Press —OR— 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, 3, 1

Low, Med, High

Menu/Set Stop/Exit

Off

1.Ring

Setting the Beeper Volume

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

Low

. When the beeper is on, the machine beeps every time you

press a key or make a mistake and after a fax is sent or received.

Press

Press or to select your

option.

(

Press

Menu/Set, 1, 3, 2

Low, Med, High

Menu/Set Stop/Exit

Off

)

2.Beeper

GETTING STARTED 4 - 7

Setting the Speaker Volume

You can adjust the machine’s one-way speaker volume.

Press

Press or to select (

Press

Menu/Set, 1, 3, 3

Low, Med, High

Menu/Set Stop/Exit

Off

3.Speaker

Power Save Setting

You can customise the machine’s Power Save key. The default mode is On. Your machine can receive faxes or calls even if the machine is Power Save mode. If you want to have your machine not to receive faxes or calls, turn this setting to (See Turning the machine to Power Save condition on page 1-5.)

Press

Press or to select

Press

Menu/Set, 1, 4

Menu/Set Stop/Exit

Off

(or

Fax Receive:Off

4.P.Save Setting

4 - 8 GETTING STARTED

Setup Receive

Basic receiving operations

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)

Externa l TAD

(with an external answering machine)

Manual

(manual receive)

(with an external or extension telephone)

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

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

For dedicated fax lines.

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

Use this mode if you have connected an answering machine on your phone line. The TAD setting works only with an external answering machine . Ring Delay and F/T Ring Time do not work in this setting.

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

Fax/Tel

* In

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

SETUP RECEIVE 5 - 1

To select or change your Receive Mode

If it is not illuminated in green, press (

Press

Press or to select

Fax Only, Fax/Tel, External TAD

Press

Press If you are changing the Receive Mode while in another

operation, the LCD will return to that operation.

Menu/Set, 0, 1

Menu/Set Stop/Exit

Current Receive Mode

Fax

: Fax Only

F/T

: Fax/Tel

TAD

: External TAD

Mnl

: Manual

Fax

1.Receive Mode

Manual

5 - 2 SETUP RECEIVE

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 Fax Detect on page 5-5 and Operation from extension telephones on page 5-7.)

Fax Only

Fax/Tel

mode. If you have extension

If it is not illuminated in green, press (

Press

Press or to select how

many times the line rings before the machine answers.

Press

(02-10 for Australia, 01-10 for New Zealand, 00-10 for some

countries.)

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

Press

Menu/Set, 2, 1, 1

Menu/Set

Stop/Exit

Fax

1.Ring Delay

SETUP RECEIVE 5 - 3

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 extension phone (in a separate wall socket/phone socket) on the same line as the machine. (See

Operation from extension telephones

on page 5-7.)

If it is not illuminated in green, press (

Press

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

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

5 - 4 SETUP RECEIVE

Fax Detect

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

Colour Start

Zealand) when you answer a fax call. Selecting machine to receive fax calls automatically, even if you lift the handset of an extension or external phone. When you see LCD or when you hear ‘chirps’ through the handset of an extension phone connected to another phone socket, just replace the handset and your machine will do the rest. Selecting to activate the machine yourself by lifting the handset of an external or extension phone, and then press on the machine—OR—by pressing you are not at your machine. (See telephones on page 5-7.)

If this feature is set to On, but your machine doesn’t 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 Fax Detect to

If it is not illuminated in green, press (

Press

Use or to select On (or

Off

Press

, or the Fax Receive Code

Menu/Set, 2, 1, 3

Menu/Set Stop/Exit

Mono Start

Operation from extension

51 (91

Off

51 (91

Mono Start

for New

allows the

Receiving

means you’ll have

Colour Start

for New Zealand) if

for New Zealand).

Off

Fax

3.Fax Detect

on the

SETUP RECEIVE 5 - 5

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the machine reduces an incoming fax automatically, so that it fits on to one page of A4 size paper.

If it is not illuminated in green, press (

Press

Use or to select On (or

Off

Press

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

setting. But if sending document is too long, the machine may print it on two pages.

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

Menu/Set, 2, 1, 5

Menu/Set Stop/Exit

Fax

5.Auto Reduction

Printing a fax from the memory

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

Press

Colour Start

After printing has finished, press

Menu/Set, 2, 5, 4 Mono Start

Stop/Exit

4.Print Document

5 - 6 SETUP RECEIVE

Advanced receiving operations

Operation from extension telephones

If you answer a fax call on an extension telephone, or an external telephone, you can make your machine take the call by using the Fax Receive Code. When you press the Fax Receive Code for New Zealand), the machine starts to receive a fax. (See

Detect

If the machine answers a voice call and pseudo/double-rings for you to take over, use the Telephone Answer Code Zealand) to take the call at an extension phone. (See Ring Time (Fax/Tel mode only) on page 5-4.)

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

■

Your caller will have to press Start to send the fax.

on page 5-5.)

#51 (#91

Press the machine’s LCD displays Receiving, and then hang up.

51 (91

for New Zealand) and wait for the chirp or until

For Fax/Tel mode only

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

If you're at the machine, you can lift the handset to answer. Lift the external telephone's handset, and then press

answer. If you’re at an extension phone, you’ll need to lift the handset during

the F/T Ring Time and then press between the pseudo/double rings. If no one is on the line, or if someone wants to send you a fax, send the call back to the machine by pressing

51 (91

for New Zealand).

#51 (#91

for New Zealand)

51 (91

Fax

for New

Setting the F/T

Hook

SETUP RECEIVE 5 - 7

Using a cordless external handset

If your cordless telephone is connected onto the line socket and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. If you let the machine answer first, you

Hook

will have to go to the machine so you can press call to the cordless handset.

to transfer the

Changing the remote codes

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

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

###

and

999

51 (91

#51 (#91

for New Zealand). The

for New Zealand).

If it is not illuminated in green, press (

Press

Press or to select On (or

Off

Press

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

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

Press

Menu/Set, 2, 1, 4

Menu/Set

Menu/Set Stop/Exit

4.Remote Code

Fax

5 - 8 SETUP RECEIVE

Reception into memory (Not available for colour fax reception)

As soon as the paper tray becomes empty during fax reception, the screen will display paper tray. (See

Check Paper

How to load paper and envelopes

If the Memory Receive is On at this time...

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

Mono Start

Colour Start

If the Memory Receive is Off at this time...

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

Mono Start

; please put some paper in the

on page 2-8.)

Colour Start

If it is not illuminated in green, press (

Press

Use or to select On (or

Off

Press

Menu/Set, 2, 1, 6

Menu/Set Stop/Exit

Fax

6.Memory Receive

SETUP RECEIVE 5 - 9

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.

Secure Polling

Secure Polling is a way to keep your documents and others from falling into the wrong hands while the machine is set up for polling. You can use Secure Polling only with another Brother fax machine. Anyone who polls to receive a fax must enter the polling secure code.

Setup for Polling Receive (Standard)

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

If it is not illuminated in green, press (

Press

Press or to select

Standard

Press

Enter the fax number you are polling. Press

Menu/Set, 2, 1, 7

Menu/Set

Mono Start

Colour Start

Fax

7.Polling RX

5 - 10 SETUP RECEIVE

Setup for Polling Receive with Secure Code

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

If it is not illuminated in green, press (

Press

Press or to select

Secure

Press

Enter a four-digit secure code.

This is the same as the security code of the fax machine you are

polling.

Press

Enter the fax number you are polling.

Press

Setup Delayed Polling Receive

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

Menu/Set, 2, 1, 7

Menu/Set

Mono Start

Colour Start

Fax

7.Polling RX

If it is not illuminated in green, press (

Press

Press or to select

Press

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

polling.

Enter the time (in 24-hour format) you want to begin polling.

For example, enter 21:45 for 9:45 PM.

Press

Enter the fax number you are polling,

Press

The machine makes the polling call at the time you entered.

You can set up only one Delayed Polling.

Menu/Set, 2, 1, 7

Menu/Set

Mono Start

Colour Start

Timer

Fax

7.Polling RX

SETUP RECEIVE 5 - 11

Sequential Polling

The machine can request documents from several fax units in a single operation. You just specify several destinations in Step 5. Afterward, a Sequential Polling Report will be printed.

If it is not illuminated in green, press (

Press

Press or to choose

Standard, Secure

Press want.

If you selected

■

Specify the destination fax machines (up to 390), which you wish to poll by using Speed-Dial, Search, a Group (see up Groups for Broadcasting on page 7-3) or the dial pad. You must press

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

Press polling process.

To cancel all sequential polling receive jobs, press

2, 6

Menu/Set, 2, 1, 7

Menu/Set

If you selected

Menu/Set

If you selected want to begin polling and press Step 5.

when the screen displays the setting you

Standard

Secure

, and then go to Step 5.

Timer

Menu/Set

Mono Start

Stop/Exit

. (See Cancelling a scheduled job on page 6-10.)

while the machine is dialling to cancel the

Timer

, go to Step 5.

, enter a four-digit number and press

, enter the time (in 24-hour format) you

Menu/Set

between each location.

Colour Start

Fax

7.Polling RX

, and then go to

Menu/Set

Setting

5 - 12 SETUP RECEIVE

Setup Send

How to fax

You can send faxes from the ADF (automatic document feeder) or from the scanner glass.

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

There are three ways to dial.

Manual dialling

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

SETUP SEND 6 - 1

Speed-Dialling

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 7-1.)

two-digit number

when you enter the

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

Search

You can search for names you have stored in the Speed-Dial memories. Press search. (See

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

Search/Speed Dial

and the navigation keys to

Storing Speed-Dial numbers

To search alphabetically*

on page 7-1.)

To search numerically

6 - 2 SETUP SEND

Faxing from the automatic document feeder (ADF)

Faxing from the ADF

If it is not illuminated in green, press (

Load your document. (See

Dial the fax number.

Press

scanning the first page.

Mono Start

Load documents

Colour Start

. The machine starts

Fax

on page 2-1.)

Faxing from the scanner glass

You can use the scanner glass to fax pages of a book or one page at a time. The documents can be up to A4 size. To cancel, press

Stop/Exit

1 2

. If it is not illuminated in green, press ( Load your document on the scanner glass. (See Using the

scanner glass on page 2-3.) Dial the fax number. Press The machine starts scanning the first page. If you press To send a single page, press 2 (or

press The machine starts sending the

document. —OR— To send more than one page, press Place the next page on the scanner

glass. Press The machine starts scanning. (Repeat Steps 4 and 5 for each

additional page.)

Mono Start

Colour Start

Mono Start

Menu/Set

Colour Start

again).

, the machine starts sending.

and go to Step 5.

Fax

Next Page?

1.Yes 2.No(Dial)

Set Next Page

Then Press Set

■

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

■

If you need to cancel before the fax is sent, press You cannot send multiple pages for colour faxes.

Stop/Exit

SETUP SEND 6 - 3

Automatic transmission

This is the easiest way to send a fax.

Do not pick up the handset of the external phone.

If it is not illuminated in green, press (

Load your document. (See

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

How to dial

(See Press

Mono Start

on page 6-1.)

Load documents

Colour Start

Fax

on page 2-1.)

Manual transmission

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

If it is not illuminated in green, press (

Load your document. (See Load documents on page 2-1.)

Pick up the handset of the external phone and listen for a dial tone.

On the external phone, dial the fax number you want to call.

When you hear the fax tone,

Mono Start

press

If you picked up the handset of the external phone, replace it.

Out of Memory message

If you get an of a fax, press

Memory

the option to press or to press

Out of Memory

Stop/Exit

message while scanning a subsequent page, you will have

Mono Start

Stop/Exit

Colour Start

message while scanning the first page

to cancel the scan. If you get an

to send the pages scanned so far,

to cancel the operation.

Fax

Out of

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

6 - 4 SETUP SEND

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.

If it is not illuminated in green, press ( pressing

ask if you want to enter more settings:

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

—OR— Press

step.

Menu/Set

if you have finished choosing settings and go to the next

. After each setting is accepted, the LCD will

Setup Send

Fax

) before

1.Yes 2.No

Contrast

If your contrast.

Use Use

document

Light

Dark

to send a dark document or make the fax lighter.

If it is not illuminated in green, press (

Load your document. (See

Press

Press or to select

Light

Press

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

—OR— Press

Enter a fax number. Press

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

to send a light document or make the fax darker.

Fax

Load documents

Menu/Set, 2, 2, 1

Dark

Menu/Set

if you have finished choosing settings.

Setup Send

Mono Start

Auto

menu.

Colour Start

on page 2-1.)

1.Contrast

SETUP SEND 6 - 5

Fax Resolution

You can use the temporarily (for this fax only). In fax mode, press and or to select the setting you want, and then press

Menu/Set

—OR— You can change the default setting:

If it is not illuminated in green, press (

Load your document. (See Load documents on page 2-1.)

Press

Press or to select the resolution you want.

Press

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

—OR— Press

Enter a fax number. Press

Standard

Fax Resolution

Menu/Set, 2, 2, 2

Menu/Set

if you have finished choosing settings.

Mono Start

Setup Send

Colour Start

Suitable for most typed documents.

key to change the setting

menu.

Fax Resolution

Fax

2.Fax Resolution

Fine

S.Fine

Photo

6 - 6 SETUP SEND

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 photograph. This has the slowest transmission time.

Manual and automatic 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 dialled, you can save time by pressing

Colour Start Redial/Pause

If you are sending a fax automatically and the line is busy, the machine will automatically redial up to three times at five minutes intervals.

, and then press

only works if you dialled from the control panel.

Mono Start

Redial/Pause

Colour Start

Mono Start

and

to try

Colour fax transmission

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

However, colour faxes cannot be stored in the memory, so Delayed fax and Polling Transmit features are not available.

If it is not illuminated in green, press (

Load your document. (See

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

Press When you send a colour fax, the machine will send it in real time

(even if You can not send multiple pages from the scanner glass.

Colour Start

Real Time TX

Load documents

is set to

Off

Fax

on page 2-1

SETUP SEND 6 - 7

Dual Access (Not available for colour 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 colour fax, the machine will send the document in real time (even if The number of pages you can scan into the memory will vary depending on the data that is printed on them.

Real Time TX

Off

If you get a page of a fax, press

Out of Memory

you can press or press

Out of Memory

Stop/Exit

message while scanning a subsequent page,

Mono Start

Stop/Exit

to cancel the operation.

message while scanning the first

to cancel scanning. If you get a

to send the pages scanned so far,

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 dialling 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

If you want to fax multiple pages from the scanner glass, Real Time Transmission should be set to

If it is not illuminated in green, press (

Load your document. (See

Press

Menu/Set, 2, 2, 5

Real Time TX

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

is set to

Off

Load documents

Off

Fax

on page 2-1.)

5.Real Time TX

6 - 8 SETUP SEND

To change the default setting, press or to select On

Off

(or Press Go to Step 6. —OR— For the next fax transmission only, press or to select

Next Fax Only

Press

Press or to select (or

Press

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

—OR— Press

Enter a fax number. Press

In Real Time Transmission, the redial feature doesn't work.

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

Menu/Set

Next Fax:Off

Menu/Set

if you have finished choosing settings.

Mono Start

Setup Send

Real Time TX

menu.

Colour Start

Next Fax:On

is set to

Off

Checking job status

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

Press

If you have more than one job waiting, press or to scroll through the list.

Press

Menu/Set, 2, 6

Stop/Exit

No Jobs Waiting

6.Remaining Jobs

SETUP SEND 6 - 9

Cancelling a job while scanning, dialling and sending the document

You can cancel a job while you are scanning it into memory by pressing

You can also cancel a job while the machine is dialling or sending the document by pressing

Stop/Exit

Cancelling a scheduled job

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

Press Any jobs that are waiting will appear

on the LCD.

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

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

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

Press

Menu/Set, 2, 6

Menu/Set

to exit without cancelling.

Stop/Exit

6.Remaining Jobs

6 - 10 SETUP SEND

Advanced sending operations

Broadcasting (Not available for colour faxes)

Broadcasting is when the same fax message is automatically sent to more than one fax number. Using the include Groups, Speed-Dial numbers and up to 50 manually dialled numbers. 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 90 (MFC-3420C only) or 150 (MFC-3820CN only) different numbers. However, 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.

To include Speed-Dial numbers and manually dialled numbers in the same broadcast, you must press numbers. Use easily.

Setting up Groups for Broadcasting

(See After the broadcast is finished, a Broadcast Report will be printed to

let you know the results.

■

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

■

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

Search/Speed Dial

Stop/Exit

Menu/Set

to help you choose the numbers

on page 7-3.)

to stop the job or if more

key, you can

between each of the

Mono Start

to send the

If it is not illuminated in green, press (

Load your document. (See

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

(Example: Group number)

Load documents

Fax

on page 2-1.)

SETUP SEND 6 - 11

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

You will be asked to press the next number.

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

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

Enter another fax number. (Example: Manual dialling using the dial pad.)

Press

Menu/Set

Mono 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.

If it is not illuminated in green, press (

Load your document. (See Load documents on page 2-1.)

Press

Press or to select On (or

Off

Press

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

—OR— Press

Enter a fax number. Press

6 - 12 SETUP SEND

Menu/Set, 2, 2, 7

Menu/Set

if you have finished choosing settings.

Mono Start

Setup Send

menu.

Colour Start

Fax

7.Overseas Mode

Delayed Fax (Not available for colour 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. Press faxes to be sent.

Menu/Set

to accept it, or enter another time for the

If it is not illuminated in green, press (

Load your document. (See

Press

Enter the time you want the fax to be sent (in 24-hour format).

Press (For example, enter 19:45 for 7:45 PM.)

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

—OR— Press 2 if you have finished choosing settings.

Enter a fax number. 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

Mono Start

Setup Send

Load documents

menu.

Fax

on page 2-1.)

3.Delayed Fax

SETUP SEND 6 - 13

Delayed Batch Transmission (Not available for colour 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.

If it is not illuminated in green, press (

Press

Press or to select On (or

Off

Press

Menu/Set, 2, 2, 4

Menu/Set Stop/Exit

Fax

4.Batch TX

Setup for Polled Transmit (Standard) (Not available for colour faxes)

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

If it is not illuminated in green, press (

Load your document. (See

Press

Press or to select Press

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

—OR— Press

Press

Menu/Set, 2, 2, 6

Menu/Set

if you finished selecting settings, and go to Step 5.

Mono Start

Setup Send

and wait for the fax to be polled.

Load documents

Standard

menu.

Fax

on page 2-1.)

6 - 14 SETUP SEND

Setup for Polled Transmit with Secure Code (Not available for colour faxes)

When you choose machine must enter the polling secure code.

If it is not illuminated in green, press (

Load your document. (See

Press

Press or to select Press

Enter a four-digit number. Press

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

—OR— Press

Press The machine starts scanning the document.

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

The document will be stored and can be retrieved from any other fax machine until you delete the fax in memory by using the Cancelling a job function. (See Cancelling a scheduled job on page 6-10.)

Menu/Set, 2, 2, 6

Menu/Set

if you finished selecting settings, and go to Step 7.

Mono Start

Polled TX:Secure

Load documents

Secure

Setup Send

menu.

, anyone who polls the

Fax

on page 2-1.)

SETUP SEND 6 - 15

TX Lock (KEY Lock for some countries)

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

■

Receiving faxes

■

Answering & making telephone calls with an external telephone

■

Scheduled Delayed Transmission*

■

Polling*

■

Fax Forwarding*

■

Remote Retrieval

* Provided it was set before TX Lock was switched ON.

6 - 16 SETUP SEND

Using TX Lock (KEY Lock for some countries)

You must use a password to switch TX Lock ON and OFF.

Setting Up the TX Lock for the First Time

Press

Enter a 4-digit number as a new password.

Press The screen prompts you to re-enter

the password.

Re-enter the password and press

Press or to choose

Press prompts you to enter the password.

Enter a 4-digit password, followed by This is the same as the security password of the machine

already stored.

The screen displays

TX Lock Mode

If the password you enter at Step 7 is incorrect, the screen would display will then return to normal (displaying the date & time). You must then switch ON TX Lock again. (See page 6-18.)

Menu/Set, 2, 0, 1

Menu/Set

. The screen

Accepted

- TX Lock is now switched ON.

Wrong Password

Set TX Lock

for 2 seconds, followed by

1.TX Lock

New Passwd:XXXX

Verify:XXXX

Menu/Set

. After 2 seconds the display

Switching TX Lock ON

. .

Password:XXXX

SETUP SEND 6 - 17

Changing the TX Lock Password

Press

Press or to choose

Set Password

Press The screen prompts you to enter the

old password.

Enter the current password.

Press

Enter a 4-digit number as a new password.

Press The screen prompts you to re-enter

the new password.

Enter the new password again and press

Press

Menu/Set, 2, 0, 1

Menu/Set

Stop/Exit

1.TX Lock

Old Passwd:XXXX

New Passwd:XXXX

Verify:XXXX

Menu/Set

Switching TX Lock ON

Press

Press or to choose

Set TX Lock

Press prompts you to enter the password.

Enter a 4-digit password, followed by This is the same as the security password of the machine

already stored.

The screen displays

TX Lock Mode

Menu/Set, 2, 0, 1

Menu/Set

. The screen

Accepted

- TX Lock is now switched ON.

for 2 seconds, followed by

1.TX Lock

Password:XXXX

Menu/Set

If the password you enter at Step 4 is incorrect, the screen would display will then return to normal (displaying the date & time). You must then start from Step 1 to set TX Lock.

6 - 18 SETUP SEND

Wrong Password

. After 2 seconds the display

Switching OFF TX Lock

When TX Lock is switched ON,

Menu/Set

press

Enter a 4-digit password and press The screen displays

display reverts to normal. TX Lock is now switched OFF. If the password you enter at Step 2 is incorrect, the screen

would display will then return to displaying start from Step 1 to switch OFF TX Lock.

If you forget the TX Lock password, please contact your Brother dealer or Brother for assistance.

Accepted

Wrong Password

, then after 2 seconds the

TX Lock Mode

Menu/Set

. After 2 seconds the display

Password:XXXX

. You must then

SETUP SEND 6 - 19

Telephone Service for Australia

Distinctive Ringing (Telstra® FaxStream® Duet®)

This machine feature lets you use the Distinctive Ringing subscriber service offered by Telstra’s FaxStream

Duet®, which allows you to have two separate telephone numbers on the one phone line. Each phone number has its own Distinctive Ringing pattern, so you know which phone number is ringing. This is one way you can have a separate phone number for your machine.

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

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

Manual

Voice Mail set up on the Distinctive Ring number,

automatically. Unless you have a TAD or

Manual

mode means you must answer all the calls yourself. You can not change the receive mode to the other mode while the Distinctive Ring is set to on.

Flowchart Sequence of Incoming call

Incoming Call

(either Voice or Fax)

All extension phones ring,

Registered Duet (Fax) Number

fax machine is silent.

Main number (Voice Number)

Fax machine automatically receives and prints fax message without ringing.

6 - 20 SETUP SEND

Fax machine begins ringing on third ring.

You answer the call at an external phone or an extension phone.

Telephone Answering Device (TAD) answers the call.

Set the Distinctive Ringing to ON

Press The screen displays the current

setting of this feature.

Press or to select On (or

Press

Menu/Set, 2, 0, 2

Menu/Set Stop/Exit

Off

2.Distinctive

Caller ID (Caller IDentification)

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

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

Advantages of Caller ID

For Business

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

At Home

Residential customers can protect themselves from unwanted calls.

SETUP SEND 6 - 21

How Does the Caller ID Work?

The Caller ID Appears on the Display When Your Telephone Rings

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

Out of Area

■

If call came from outside your caller ID service area or a public phone. *

Private Call

■

If intentionally blocked the transmission of his/her ID. *

* Depends on network Function.

appears on the display, it means that the

appears on the display, it means the caller

The Caller ID is Stored in Your Machine Memory

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

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

Selecting a Caller ID from the Memory for Call Reply.

■

You can scroll through the Caller IDs on the display and select one for your machine to dial.

Printing the Caller ID List.

■

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

6 - 22 SETUP SEND

Viewing Caller ID List

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

Press

Press or to select

Display#

If the name was not received, it will not be displayed.

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

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

Press or to return to the Caller ID listing. —OR— Press

Printing Caller ID List

Menu/Set, 2, 0, 3

and press

Stop/Exit

Menu/Set

3.Caller ID

Menu/Set

Press

Press or to select

Press

Menu/Set, 2, 0, 3

Menu/Set Mono Start

Print Report

SETUP SEND 6 - 23

Telephone Service for New Zealand

FaxAbility

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

How Will the Fax Machine Treat All Other Numbers?

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

What is the Advantage of Using the FaxAbility Function?

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

6 - 24 SETUP SEND

How Does FaxAbility Work?

Your telephone number will have the standard ring pattern of long, long tone, while the new number will have a ring pattern of long,

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

Flowchart Sequence of Incoming call

Incoming Call

(either Voice or Fax)

All extension phones ring,

fax machine is silent. Registered Duet (Fax) Number

, you will not hear the first

Main number (Voice Number)

Fax machine automatically receives and prints fax message without ringing.

You answer the call at an external phone or an extension phone.

Fax machine begins ringing on third ring.

Telephone Answering Device (TAD) answers the call.

After you have set the FaxAbility feature to On, the receive mode is set to

Manual

automatically. Unless you have a TAD or Voice Mail set up on the FaxAbility number, Manual mode means you must answer all the call yourself. You can not change the receive mode to the other mode while the FaxAbility is set to on.

SETUP SEND 6 - 25

How to Turn FaxAbility OFF or ON

The FaxAbility function is designed to accommodate the FaxAbility service provided by Telecom. To change the setting, repeat Steps

Off

1-3; Step 2 is where you can select either Call Waiting beeps caused by incoming calls on your main number

can affect fax transmissions. If you have FaxAbility Service but don’t have Call Waiting, you need do nothing at this stage. If you do have Call Waiting as well as FaxAbility, set the Call Waiting menu option

. See below.

Press The screen displays

Press or to set FaxAbility to On or If you have FaxAbility service, select

Press

Press or to set Call Waiting to On or Call Waiting service, select Call Waiting.

Press

Menu/Set, 2, 0, 2

Menu/Set

Menu/Set Stop/Exit

to avoid the trouble caused by

2.Faxability

Off

. If you have

6 - 26 SETUP SEND

Caller ID (Caller IDentification)

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

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

Advantages of Caller ID

For Business

At Home

Residential customers can protect themselves from unwanted calls.

How Does the Caller ID Work?

The Caller ID Appears on the Display When Your Telephone Rings

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

Out of Area

■

If call came from outside your caller ID service area. *

Private Call

■

If intentionally blocked the transmission of his/her ID. *

* Depends on network Function.

appears on the display, it means that the

appears on the display, it means the caller

SETUP SEND 6 - 27

Viewing Caller ID List

Press

Press or to select

Display#

If the name was not received, it will not be displayed.

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

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

Press or to return to the Caller ID listing. —OR— Press

Printing Caller ID List

Menu/Set, 2, 0, 3

and press

Stop/Exit

Menu/Set

3.Caller ID

Menu/Set

Press

Press or to select

Press

Press If you use the Caller ID for Dial back…

■

6 - 28 SETUP SEND

Menu/Set, 2, 0, 3

Menu/Set

Mono Start

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

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

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

Print Report

Telephone Service for Some Countries

Distinctive Ringing (For Singapore and Hong Kong)

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

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

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

■

The machine will answer only calls to the Distinctive Ringing number.

After you have set the Distinctive Ring feature to On, the receive mode is set to Voice Mail set up on the Distinctive Ring number, means you must answer all the call yourself. You can not change the receive mode to the other mode while the Distinctive Ring is set to on.

Manual

automatically. Unless you have a TAD or

Manual

mode

Setting the Distinctive Ringing

Press

Press or to select On (or

Off

Press

Menu/Set, 2, 0, 2

Menu/Set Stop/Exit

2.Distinctive

SETUP SEND 6 - 29

Caller ID (For Singapore and Hong Kong)

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

ID List

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

■

■ Out of Area

■ Private Call

on page 6-31.)

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

display means call originates outside your Caller

ID service area.

display means the caller has intentionally

blocked transmission of information.

If both the name and number are received, the screen displays only the name. You can print a list of Caller ID information received by your machine.

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

6 - 30 SETUP SEND

Viewing Caller ID List

Press

Press or to select

Display#?

If the name was not received, it will not be displayed.

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

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

Press or to return to the Caller ID listing. —OR— Press

Printing Caller ID List

Menu/Set, 2, 0, 3

and press

Stop/Exit

Menu/Set

3.Caller ID

Menu/Set

Press

Press or to select

Menu/Set

Press

Menu/Set, 2, 0, 3

Mono Start

Print Report?

and press

SETUP SEND 6 - 31

Brother MFC-3420C, MFC-3820CN User's Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

APPROVAL INFORMATION

Compilation and Publication Notice

Use only GENUINE brother supplies

Safety precautions

To use the machine safely

Choosing a location

Quick Reference Guide

Sending faxes

Receiving faxes

Storing numbers

Dialling operations

Making copies

Table of Contents

Introduction

Using this Guide

Finding information

Symbols used in this Guide

Control panel overview

Turning the machine to Power Save condition

About fax machines

Fax tones and handshake

ECM (Error Correction Mode)

Connecting the machine

Connecting an external telephone

Connecting an external telephone answering device (TAD)

Sequence

Connections

Recording outgoing message (OGM) on an external TAD

Multi-line connections (PBX)

If you are installing the machine to work with a PBX

Custom features on your phone line

Load documents

Using the automatic document feeder (ADF)

Recommended environment

2 - 1 LOADING DOCUMENTS AND PAPER

Using the scanner glass

About paper

Handling and using special paper

Paper capacity of the paper tray

Paper specifications for the paper tray

Paper capacity of the output paper support

Printable area

How to load paper and envelopes

To load paper or other media

To load glossy paper

To load envelopes

On-screen programming

User-friendly programming

Menu table

Memory storage

Navigation keys

Getting started

Initial Setup

Setting the Date and Time

Setting the Station ID

Entering text

Inserting spaces

Making corrections

Repeating letters

Special characters and symbols

Setting Tone or Pulse dialing mode (Not available in New Zealand)

General Setup

Setting the Mode Timer

Setting the Paper Type

Setting the Ring Volume

Setting the Beeper Volume

Setting the Speaker Volume

Power Save Setting

Setup Receive

Basic receiving operations

Choosing the Receive Mode

To select or change your Receive Mode

Setting the Ring Delay

Setting the F/T Ring Time (Fax/Tel mode only)

Fax Detect

Printing a reduced incoming fax (Auto Reduction)