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.

i

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.

ii

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

iv

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.

v

Quick Reference Guide

Sending faxes

Automatic Transmission

1

If it is not illuminated in

green, press (

2

Load your document. (See

Load documents

2-1.)

3

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

4

Press

Colour Start

Receiving faxes

Select Receive Mode

1

Press

2

Press or to select

Fax Only, Manual
Fax/Tel
TAD

Menu/Set

Mono Start

Menu/Set, 0, 1

or

, and then press

on page

or

.

,

External

.

Fax

.

Storing numbers

Storing Speed-Dial numbers

1

Press

2

).

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

3

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

Menu/Set

4

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

Menu/Set

5

Press

Menu/Set, 2, 3, 1

Menu/Set

.

.

Stop/Exit

.

.

.

vi

Dialling operations

Making copies

Speed-Dialling

1

If it is not illuminated in

green, press (

2

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

3

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

4

Press

Colour Start

Using Search

1

If it is not illuminated in

green, press (

2

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

3

Press or search the
memory.

4

Press

Colour Start

Search/Speed Dial

Mono Start

.

Search/Speed Dial

Mono Start

.

or

or

Fax

Fax

Single copy

1

Press

).

,

).

,

illuminate it in green.

2

Load your document. (See

Load documents

2-1.)

3

Press

Colour Start

Sorting multiple copies
(Using the ADF)

1

Press
illuminate it in green.

2

Load your document in the
ADF.

3

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

4

Press

5

Press or select

Stack/Sort

press

6

Press or select

Sort

Menu/Set

7

Press

Colour Start

Mono Start

Options

Menu/Set

, and then press

Mono Start

(Copy

.

(Copy)

.

, and then

.

.

) to

on page

or

to

.

or

vii

Table of Contents

1

2

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

3

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

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

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

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

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

4

5

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

ix

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

6

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

x

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

7

xi

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

8

9

10

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

11

12

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

13

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

G

S

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

1

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

1

(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:

2

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

3

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:

4

Fax

Lets you access Fax mode.

Copy

Lets you access Copy mode.

Scan

Lets you access Scan mode.

5

Stop/Exit

Stops an operation or exits from the
menu.

6

7

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:

8

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.

or

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)

9

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

Print keys

0

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)

A

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

or

key. In Power Save mode, the machine

Fax Only

mode. The delayed faxes that have

Power Save

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,

or

When you have an external Telephone Answering Device (TAD)
on your fax line, your TAD will decide the number of rings before
the call is answered.
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

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.

1

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

2

Record the outgoing message on your external TAD.

3

Set the TAD to answer calls.

4

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.

1

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.)

2

Limit your speaking to 20 seconds.

3

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

1

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.

2

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

2

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

on

■

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

1

Unfold the ADF Document Support.

ADF Document
Support

2

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.

3

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