USER’S GUIDE
MFC-440CN
MFC-660CN
MFC-845CW
If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-440CN, MFC-660CN and
MFC-845CW (Circle your model number)
Serial Number:
1
Date of Purchase:
Place of Purchase:
1
The serial number is on the back of the unit. Retain
this User's Guide with your sales receipt as a
permanent record of your purchase, in the event of
theft, fire or warranty service.
Register your product on-line at
http://www.brother.com/registration/
By registering your product with Brother, you will be recorded as the
original owner of the product. Your registration with Brother:
may serve as confirmation of the purchase date of your product
should you lose your receipt; and
may support an insurance claim by you in the event of product loss
covered by insurance.
© 2006 Brother Industries, Ltd.
Approval Information and Compilation and Publication Notice
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.
i
EC Declaration of Conformity under the R & TTE Directive
ii
Table of Contents
Section I General
1 General Information 2
Using the documentation.......................................................................................2
Symbols and conventions used in the documentation .................................... 2
Accessing the Software User’s Guide and Network User’s Guide ........................3
Viewing Documentation...................................................................................3
Control panel overview ..........................................................................................6
LCD display indications...................................................................................8
Basic Operations .............................................................................................9
2 Loading documents and paper 10
Loading documents .............................................................................................10
Using the ADF ...............................................................................................10
Using the scanner glass ................................................................................10
Scanning area ...............................................................................................11
Acceptable paper and other media......................................................................12
Recommended media ...................................................................................12
Handling and using media .............................................................................12
Choosing the right media...............................................................................14
Loading paper, envelopes and other media ........................................................16
Loading paper and other media.....................................................................16
Loading envelopes, post cards and photo paper...........................................18
Printable area ................................................................................................21
3 General setup 22
Power Save mode ...............................................................................................22
Putting your machine in Power Save mode...................................................22
Bringing your machine out of Power Save mode ..........................................22
Power Save setting........................................................................................22
Mode Timer..........................................................................................................24
Paper settings......................................................................................................24
Paper Type ....................................................................................................24
Paper Size .....................................................................................................25
Volume Settings...................................................................................................25
Ring Volume..................................................................................................25
Beeper Volume..............................................................................................26
Speaker Volume ............................................................................................26
Automatic Daylight Savings Time........................................................................27
LCD display .........................................................................................................27
LCD Contrast.................................................................................................27
Setting the backlight brightness.....................................................................28
Setting the Dim Timer for the backlight ........................................................28
Setting the Off Timer .....................................................................................28
Setting the Wallpaper ....................................................................................29
iii
4 Security features 30
TX Lock (MFC-440CN only) ................................................................................30
Setting and changing the TX Lock password ................................................30
Turning the TX Lock on/off ............................................................................31
Memory Security (MFC-660CN and MFC-845CW only)......................................31
Setting and changing the memory security password ...................................32
Turning the memory security on/off...............................................................33
Section II Fax
5 Sending a fax 36
Entering Fax mode ..............................................................................................36
Faxing from the ADF ....................................................................................36
Faxing from the scanner glass ......................................................................37
Faxing Letter size documents from the scanner glass ..................................37
Colour fax transmission.................................................................................37
Cancelling a fax in progress ..........................................................................37
Broadcasting (Monochrome only)........................................................................38
Cancelling a Broadcast in progress...............................................................38
Additional sending operations..............................................................................39
Sending faxes using multiple settings ...........................................................39
Contrast.........................................................................................................39
Changing fax resolution.................................................................................39
Dual access(Monochrome only)....................................................................40
Real time transmission ..................................................................................40
Overseas Mode .............................................................................................41
Delayed Faxing (Monochrome only)..............................................................41
Delayed Batch Transmission (Monochrome only).........................................41
Checking and cancelling waiting jobs............................................................41
Setting your changes as a new default..........................................................42
Restoring all settings to the factory settings ..................................................42
Sending a fax manually .................................................................................42
Sending a fax at the end of a conversation
(MFC-660CN and MFC-845CW only) .......................................................42
Out of Memory message ...............................................................................43
iv
6 Receiving a Fax 44
Receive modes ....................................................................................................44
Choosing the Receive Mode .........................................................................44
Using receive modes ...........................................................................................45
Fax only.........................................................................................................45
Fax/Tel...........................................................................................................45
Manual...........................................................................................................45
TAD (MFC-660CN and MFC-845CW only) ...................................................46
External TAD (MFC-440CN only)..................................................................46
Receive mode settings ........................................................................................46
Ring Delay.....................................................................................................46
F/T Ring Time (Fax/Tel mode only)...............................................................47
Fax Detect .....................................................................................................47
Additional receiving operations............................................................................48
Printing a reduced incoming fax ....................................................................48
Receiving faxes into memory (Monochrome only) ........................................49
Receiving a fax at the end of a conversation
(MFC-660CN and MFC-845CW only) .......................................................49
Printing a fax from the memory .....................................................................49
7 Telephone and External devices 50
Voice operations..................................................................................................50
Making a telephone call (MFC-660CN and MFC-845CW only).....................50
Answering calls with the Speaker Phone
(MFC-660CN and MFC-845CW only) .......................................................50
Mute (MFC-660CN and MFC-845CW only) ..................................................50
Tone or Pulse ................................................................................................51
Fax/Tel mode ................................................................................................51
Fax/Tel mode in Power Save condition.........................................................51
Telephone services..............................................................................................52
Caller ID (MFC-660CN and MFC-845CW only)
(For U.K. and Ireland only) ........................................................................52
Setting the Phone Line Type .........................................................................53
BT Call Sign (For U.K. only) ..........................................................................54
Connecting an external TAD (telephone answering device)................................55
Connections...................................................................................................55
Recording outgoing message (OGM) on an external TAD............................56
Multi-line connections (PBX) .........................................................................56
External and extension phones ...........................................................................56
Connecting an external or extension telephone ............................................56
Operation from extension telephones............................................................56
Using extension telephones (For U.K. only) ..................................................57
Using a cordless external telephone
(MFC-440CN and MFC-660CN only)........................................................58
Using remote codes.......................................................................................58
v
8 Dialling and storing numbers 59
How to Dial ..........................................................................................................59
Manual dialling...............................................................................................59
Speed-Dialling ...............................................................................................59
Search ...........................................................................................................59
Fax Redial .....................................................................................................60
Outgoing Call.................................................................................................60
Caller ID history
(MFC-660CN and MFC-845CW only) (For U.K. and Ireland only) ............61
Storing numbers ..................................................................................................61
Storing a pause .............................................................................................61
Storing Speed-Dial numbers .........................................................................61
Changing Speed-Dial names or numbers .....................................................63
Setting up groups for broadcasting................................................................64
Combining Quick-Dial numbers.....................................................................66
9 Digital TAD (MFC-660CN and MFC-845CW only) 67
TAD-Mode for internal TAD .................................................................................67
Setting up the TAD ........................................................................................67
Outgoing message (OGM) ............................................................................67
Fax/Tel OGM.................................................................................................68
Activating TAD mode.....................................................................................68
Managing your messages....................................................................................69
Message indicator .........................................................................................69
Playing voice messages ................................................................................69
Erasing incoming messages..........................................................................69
Additional TAD operations...................................................................................70
Setting maximum time for incoming messages .............................................70
Setting toll saver............................................................................................70
ICM Recording Monitor..................................................................................71
Recording a conversation (MFC-660CN only)...............................................71
10 Advanced fax operations (Monochrome only) 72
Fax Forwarding....................................................................................................72
Fax Storage .........................................................................................................73
Fax Preview (MFC-660CN and MFC-845CW only).............................................73
Setting Fax Preview.......................................................................................73
How to preview a fax .....................................................................................74
How to delete all faxes in the list ...................................................................74
How to print all faxes in the list......................................................................74
PC Fax Receive...................................................................................................75
Changing the destination PC .........................................................................76
Turning off Advanced Fax Operations.................................................................76
Changing Advanced Fax Operations ...................................................................77
Remote Retrieval.................................................................................................77
Setting a Remote Access Code.....................................................................77
Using your Remote Access Code..................................................................78
Remote Fax commands ................................................................................79
Retrieving fax messages ...............................................................................81
Changing your Fax Forwarding number ........................................................81
vi
11 Printing Reports 82
Fax reports...........................................................................................................82
Transmission Verification Report...................................................................82
Fax Journal (activity report) ...........................................................................82
Reports................................................................................................................83
How to print a report......................................................................................83
12 Polling 84
Polling overview...................................................................................................84
Polling receive .....................................................................................................84
Setup to receive polling .................................................................................84
Setup to receive polling with secure code .....................................................84
Setup to receive delayed polling....................................................................85
Sequential polling (Monochrome only) ..........................................................85
Polled transmit (Monochrome only) .....................................................................86
Setup for polled transmit................................................................................86
Setup for polled transmit with secure code....................................................86
Section III Copy
13 Making copies 88
How to copy.........................................................................................................88
Entering Copy mode......................................................................................88
Making a single copy .....................................................................................88
Making multiple copies ..................................................................................88
Stop copying..................................................................................................88
Copy settings.......................................................................................................89
Changing copy speed and quality .................................................................89
Enlarging or reducing the image copied ........................................................89
Making N in 1 copies or a poster (page layout) ............................................90
Sorting copies using the ADF........................................................................91
Adjusting Brightness, Contrast and Colour....................................................91
Paper Options................................................................................................92
Setting your changes as a new default..........................................................93
Restoring all settings to the factory settings..................................................93
‘Out of Memory’ message....................................................................................93
vii
Section IV Direct Photo Printing
14 Printing photos from a memory card 96
PhotoCapture Center™ Operations.....................................................................96
Printing from a memory card without a PC....................................................96
Scanning to a memory card without a PC .....................................................96
Using PhotoCapture Center™ from your computer.......................................96
Using memory cards......................................................................................96
Memory card folder structure.........................................................................96
Getting started .....................................................................................................97
Entering PhotoCapture mode ........................................................................98
Print Images.........................................................................................................98
View Photo(s) ................................................................................................98
Print Index (Thumbnails) ...............................................................................99
Print All Photos..............................................................................................99
Print Photos ...................................................................................................99
DPOF printing..............................................................................................100
PhotoCapture Center™ print settings................................................................101
Print Quality.................................................................................................102
Paper options ..............................................................................................102
Adjusting Brightness, Contrast and Colour..................................................102
Cropping ......................................................................................................103
Borderless printing.......................................................................................104
Setting your changes as a new default........................................................104
Restoring all settings to the factory settings ................................................104
Scan to Card .....................................................................................................105
Entering Scan mode ....................................................................................105
How to scan to card.....................................................................................105
Understanding the Error Messages ...................................................................106
15 Printing photos from a camera with PictBridge 107
Before Using PictBridge.....................................................................................107
PictBridge requirements ..............................................................................107
Using PictBridge ................................................................................................107
Setting your digital camera..........................................................................107
Printing Images..................................................................................................108
DPOF printing..............................................................................................108
Understanding the Error Messages ...................................................................109
Section V Software
16 Software and Network features 112
viii
Section VI Appendixes
A Safety and Legal 114
Choosing a location...........................................................................................114
To use the machine safely.................................................................................115
Important safety instructions........................................................................118
IMPORTANT - For your safety ....................................................................119
LAN connection ...........................................................................................120
EU Directive 2002/96/EC and EN50419......................................................120
Legal limitations for copying ........................................................................121
Trademarks .................................................................................................122
B Troubleshooting and Routine Maintenance 123
Troubleshooting ................................................................................................ 123
If you are having difficulty with your machine..............................................123
Error messages .................................................................................................129
Transferring your faxes or Fax Journal report .............................................132
Document jam ............................................................................................133
Printer jam or paper jam ..............................................................................134
Dial Tone detection......................................................................................135
Phone line interference................................................................................136
Routine maintenance.........................................................................................136
Replacing the ink cartridges ........................................................................136
Cleaning the outside of the machine ...........................................................138
Cleaning the scanner...................................................................................139
Cleaning the machine printer platen............................................................140
Cleaning the Paper Pick-up Roller ..............................................................140
Cleaning the print head ...............................................................................141
Checking the print quality ............................................................................141
Checking the printing alignment ..................................................................142
Checking the ink volume .............................................................................143
Uninstalling or installing the handset and handset cradle
(MFC-660CN only) ..................................................................................143
Machine Information..........................................................................................144
Checking the serial number.........................................................................144
Packing and shipping the machine ....................................................................144
C Menu and Features 148
On-screen programming....................................................................................148
Memory storage...........................................................................................148
Menu keys .........................................................................................................148
Menu table...................................................................................................149
Entering Text ...............................................................................................164
ix
D Specifications 165
General..............................................................................................................165
Print media.........................................................................................................167
Fax.....................................................................................................................168
Digital TAD (MFC-660CN and MFC-845CW only) ............................................169
Digital Cordless Handset (MFC-845CW only) ...................................................170
Cordless handset (BCL-D20) ......................................................................170
Battery .........................................................................................................170
Battery cradle ..............................................................................................171
AC adapter ..................................................................................................171
Copy ..................................................................................................................172
PhotoCapture Center™ .....................................................................................173
PictBridge ..........................................................................................................173
Scanner .............................................................................................................174
Printer ................................................................................................................175
Interfaces ...........................................................................................................176
Computer requirements.....................................................................................177
Consumable items.............................................................................................178
Network (LAN)...................................................................................................179
E Glossary 180
F Index 184
x
Section I
General I
General Information 2
Loading documents and paper 10
General setup 22
Security features 30
1
General Information 1
Using the documentation
Thank you for buying a Brother machine!
Reading the documentation will help you
make the most of your machine.
Symbols and conventions used in the documentation 1
The following symbols and conventions are
used throughout the documentation.
Bold Bold typeface identifies specific
keys on the machine’s control
panel.
Italics Italicized typeface emphasizes
an important point or refers you
to a related topic.
Courier
New
Text in the Courier New font
identifies messages on the
LCD of the machine.
Warnings tell you what to do to
1
prevent possible personal injury.
Electrical Hazard icons alert you to
possible electrical shock.
Cautions specify procedures you
must follow or avoid to prevent
possible damage to the machine or
other objects.
Notes tell you how you should
respond to a situation that may arise
or give tips about how the operation
works with other features.
Improper Setup icons alert you to
devices and operations that are not
compatible with the machine.
2
General Information
Accessing the Software User’s Guide and Network User’s Guide
This User’s Guide does not contain all the
information about the machine such as how
to use the advanced features of the Fax,
Printer, Scanner, PC Fax and Network. When
you are ready to learn detailed information
about these operations, read the Software
User’s Guide and Network User’s Guide
that are on the CD-ROM.
Viewing Documentation 1
Viewing Documentation (For Windows®) 1
1
To view the documentation, from the Start
menu, point to Brother, MFC-XXXX (where
XXXX is your model name) from the
programs group, and then choose
User’s Guide.
If you have not installed the software, you can
find the documentation by following the
instructions below:
a Turn on your PC. Insert the Brother
CD-ROM into your CD-ROM drive.
b If the model name screen appears, click
your model name.
c If the language screen appears, click
your language. The CD-ROM main
menu will appear.
1
Note
If this window does not appear, use
Windows
program from the root directory of the
Brother CD-ROM.
®
Explorer to run the setup.exe
d Click User’s Guide.
3
Chapter 1
How to find Scanning instructions 1
There are several ways you can scan
documents. You can find the instructions as
follows:
Software User’s Guide
Scanning (For Windows
98/98SE/Me/2000 Professional and
Windows
ControlCenter3 (For Windows®
98/98SE/Me/2000 Professional and
Windows
Network Scanning
PaperPort
Instructions for scanning directly from
ScanSoft
complete ScanSoft
OCR User’s Guide can be viewed from the
Help selection in the ScanSoft
PaperPort
®
XP)
®
XP)
®
SE with OCR User’s Guide
®
PaperPort® SE with OCR. The
®
SE with OCR application.
®
®
PaperPort® SE with
®
How to find Network setup instructions (MFC-845CW only) 1
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. For
more information, or if your access point
supports SecureEasySetup™, please see
the Network User’s Guide on the CD-ROM.
Viewing Documentation
(For Macintosh
a Turn on your Macintosh
Brother CD-ROM into your CD-ROM
drive. The following window will appear.
®
) 1
®
. Insert the
b Double-click the Documentation icon.
c Double-click your language folder.
d Double-click the top page file to view the
Software User's Guide and Network
User's guide in HTML format.
e Click the documentation you want to
read.
Software User’s Guide
Network User’s Guide
4
How to find Scanning instructions 1
There are several ways you can scan
documents. You can find the instructions as
follows:
Software User’s Guide
®
Scanning (For Mac OS
greater)
ControlCenter2 (For Mac OS® X 10.2.4 or
greater)
Network Scanning (For Mac OS
or greater)
Presto!
®
PageManager® User’s Guide
Instructions for scanning directly from
®
Presto!
Presto!
PageManager®. The complete
®
PageManager® User’s Guide
can be viewed from the Help selection in
the Presto!
®
PageManager® application.
X 10.2.4 or
®
X 10.2.4
General Information
1
How to find Network setup instructions (MFC-845CW only) 1
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. For
more information, or if your access point
supports SecureEasySetup™, please see
the Network User’s Guide on the CD-ROM.
5
Chapter 1
Control panel overview1
MFC-440CN 1
9
8
7
6
134
MFC-660CN 1
11 7
1213
MFC-845CW 1
11 7
2
9810
1345
10
2
8
5
6
6
1213
Note
Most of the illustrations in this User’s Guide show the MFC-440CN.
6
1345
2
General Information
1Dial 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.
2 Fax and telephone keys
Search/Speed Dial (MFC-440CN)
Lets you look up and dial numbers that are
stored in the memory.
Redial/Pause
Redials the last 30 numbers called. It also
inserts a pause when programming speed
dial numbers.
Tel/R (MFC-440CN only)
This key is used to have a telephone
conversation after picking up the external
handset in F/T pseudo-ringing.
Also, use this key to gain access to an
outside line, or transfer a call to another
extension when it is connected to a PBX.
R (MFC-660CN and MFC-845CW only)
Use this key to gain access to an outside
line, or transfer a call to another extension
when it is connected to a PBX.
Mute/Intercom (MFC-845CW only)
Puts the current phone call on hold.
Also, press this key to speak on the
intercom or to transfer an incoming call to
the cordless handset.
3 Mode keys:
Fax
Lets you access Fax mode.
Scan
Lets you access Scan mode.
Copy
Lets you access Copy mode.
PhotoCapture
Lets you access PhotoCapture Center™
mode.
4 Menu keys:
Volume keys
d c
In Fax mode, you can press these keys to
adjust the ring volume.
a Search/Speed Dial (MFC-660CN and
MFC-845CW)
Lets you look up and dial numbers that are
stored in the memory.
d or c
Press to scroll backward or forward to a
menu selection.
a or b
Press to scroll through the menus and
options.
Menu
Accesses the main menu.
OK
Selects a setting.
Clear/Back
Press to cancel the current setting.
5 Start keys:
Colour Start
Lets you start sending faxes or making
copies in full colour. Also lets you start a
scanning operation (in colour or mono,
depending on the scanning setting in the
ControlCenter software).
Lets you start sending faxes or making
copies in monochrome. Also lets you start a
scanning operation (in colour or mono,
depending on the scanning setting in the
ControlCenter software).
6 Power Save
Lets you put the machine into Power Save
mode.
7 Stop/Exit
Stops an operation or exits from a menu.
8 LCD (liquid crystal display)
Displays messages on the screen to help you
set up and use your machine.
Also, you can adjust the angle of the LCD
display by lifting it.
Mono Start
1
7
Chapter 1
9 Ink Management (MFC-440CN and
MFC-660CN only)
Lets you clean the print head, check the print
quality, and check the available ink volume.
10 Fax Preview (MFC-660CN and MFC-845CW
only)
Lets you preview incoming faxes on the LCD.
11 TAD keys (MFC-660CN and MFC-845CW
only):
On/Off
Turns the Telephone Answering Device
(TAD) on or off. It will also flash if you have
new messages.
Play/Record (MFC-660CN only)
Plays voice messages stored in the
memory. It will also let you record
telephone calls.
Play (MFC-845CW only)
Plays voice messages stored in memory.
Erase/Mute (MFC-660CN only)
Puts the current phone call on hold. Also,
deletes voice messages.
Erase (MFC-845CW only)
Deletes voice/fax messages.
12 Speaker Phone (MFC-660CN and
MFC-845CW only)
Lets you speak to another party without lifting
the handset.
13 Microphone (MFC-660CN and
MFC-845CW only)
Picks up your voice when you speak to another
party using Speaker Phone.
LCD display indications 1
The LCD shows the current machine status
when the machine is idle.
10.10.2006
20:48
Memory
02
04
32 4 65
1 Current Receive Mode
Lets you see the current receive mode.
Fax (Fax only)
F/T (Fax/Tel)
TAD (External TAD or Msg Mgr)
Mnl (Manual)
2 Faxes in memory
Shows how many received faxes are in the
memory.
3 Voice messages in memory (MFC-660CN
and MFC-845CW only)
Shows how many received voice messages
are in the memory.
4 Memory Status
Lets you see the available memory in the
machine.
5 Wireless Status (MFC-845CW only)
A four level indicator shows the current
wireless signal strength if you are using a
wireless connection.
1
0Max
6 Ink indicator
Lets you see the available ink volume.
8
General Information
Basic Operations 1
The following steps show how to change a
setting in the machine. In this example the
Mode Timer setting is changed from
2 minutes to 30 seconds.
a Press Menu.
b Press a or b to choose
General Setup.
MENU
General Setup
Fax
LAN
Print Reports
Machine Info.
OKSelect & Press
Press OK.
c Press a or b to choose Mode Timer.
MENU
General Setup
Mode Timer 2 Mins
Paper Type
Paper Size
Volume
Select & Press
Plain Pap
A4
OK
d Press a or b to choose 30 Secs.
MENU
Mode Timer
30 Secs
1 Min
2 Mins
5 Mins
OKSelect & Press
Press OK.
You can see the current setting on the
LCD:
MENU
General Setup
Mode Timer
Paper Type
Paper Size
Volume
30
Secs
Plain Pap
A4
OKSelect & Press
e Press Stop/Exit.
1
Press OK.
9
2
Loading documents and paper 2
Loading documents 2
You can send a fax, make copies, and scan
from the ADF (automatic document feeder)
and from the scanner glass.
Using the ADF 2
The ADF can hold up to 10 pages and feeds
each sheet individually. Use standard
80 g/m
pages before putting them in the ADF.
Recommended environment 2
Document Sizes Supported 2
2
(20 lb) paper and always fan the
Temperature: 20 to 30° C (68 to 86° F)
Humidity: 50% to 70%
Paper:
Length: 148 to 355.6 mm
Width: 148 to 215.9 mm
Weight:
2
80 g/m
(5.8 to 14 in.)
(5.8 to 8.5 in.)
64 to 90 g/m
A4 (20 lb LTR)
2
(17to24lb)
Make sure documents written with ink are
completely dry.
a Fan the pages well. Make sure you put
the documents face down, top edge
first in the ADF until you feel them touch
the feed roller.
b Adjust the paper guides to fit the width of
your documents.
c Unfold the ADF Document Output
Support Flap (1).
1
DO NOT leave thick documents on the
scanner glass. If you do this, the ADF may
jam.
CAUTION
How to load documents 2
DO NOT pull on the document while it is
feeding.
DO NOT use paper that is curled, wrinkled,
folded, ripped, stapled, paper clipped,
pasted or taped.
DO NOT use cardboard, newspaper or
fabric.
10
CAUTION
Using the scanner glass 2
You can use the scanner glass to fax, copy or
scan pages of a book or one page at a time.
Document Sizes Supported 2
Length: Up to 297 mm (11.7 in.)
Width: Up to 215.9 mm (8.5 in.)
Weight: Up to 2 kg (4.4 lb)
Loading documents and paper
How to load documents 2
Note
To use the scanner glass, the ADF must
be empty.
a Lift the document cover.
b Using the document guidelines on the
left, center the document face down on
the scanner glass.
Scanning area 2
The scanning area depends on the settings in
the application you are using. The figures
below show the areas you cannot scan on
Letter or A4 paper.
3
1
Usage Document
Size
Fax Letter 3 mm
A4 3 mm
Copy Letter 3 mm
A4 3 mm
Scan Letter 3 mm
A4 3 mm
Top (1)
Bottom (2)
(0.12 in.)
(0.12 in.)
(0.12 in.)
(0.12 in.)
(0.12 in.)
(0.12 in.)
4
2
Left (3)
Right (4)
4mm
(0.16 in.)
1mm
(0.04 in.)
3mm
(0.12 in.)
3mm
(0.12 in.)
3mm
(0.12 in.)
0mm
(0 in.)
2
c Close the document cover.
If you are scanning a book or thick
document, DO NOT slam the cover or
press on it.
CAUTION
11
Chapter 2
Acceptable paper and other media 2
The print quality can be affected by the type
of paper you use in the machine.
To get the best print quality for the settings
you have 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 buying large quantities.
When you print on inkjet paper (coated
paper), transparencies and glossy paper,
be sure to choose the correct media in the
‘Basic’ tab of the printer driver or in the
Paper Type setting of the menu (See
Paper Type on page 24).
When you print on Brother photo paper,
load the instruction sheet included with the
photo paper in the paper tray first, and
then put the photo paper on top of the
instruction sheet.
When you use transparencies or glossy
paper, remove each sheet at once to
prevent smudging or paper jams.
Avoid touching the printed surface of the
paper immediately after printing; the
surface may not be completely dry and
may stain your fingers.
Recommended media 2
To get the best print quality, we suggest using
Brother paper. (See table below.)
If Brother paper is not available in your
country, we recommend testing various
papers before purchasing large quantities.
We recommend using ‘3M Transparency
Film’ when you print on transparencies.
Brother paper
Paper Type Item
A4 Plain BP60PA
A4 Glossy Photo BP61GLA
A4 Inkjet (Matte) BP60MA
10 x 15 cm Glossy Photo BP61GLP
Handling and using media 2
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 photo paper is shiny.
Avoid touching the shiny (coated) side.
Load photo paper with the shiny side
facing down.
Avoid touching either side of
transparencies because they absorb
water and perspiration easily, and this
may cause decreased output quality.
Transparencies designed for laser
printers/copiers may stain your next
document. Use only transparencies
recommended for inkjet printing.
12
Loading documents and paper
Improper Setup
DO NOT use the following kinds of paper:
• Damaged, curled, wrinkled, or
irregularly shaped paper
1
1
1 2 mm (0.08 in.) or longer
• Extremely shiny or highly textured paper
• Paper already printed on by a printer
• Paper that cannot be arranged uniformly
when stacked
• Paper made with a short grain
Paper capacity of the output paper tray 2
2
Up to 50 sheets of 20 lb Letter or 80 g/m2 A4
paper.
Transparencies or photo paper must be
picked up from the output paper tray one
page at a time to avoid smudging.
13
Chapter 2
Choosing the right media 2
Paper type and size for each operation 2
Paper Type Paper Size Usage
Fax Copy Photo
Capture
Cut Sheet Letter 216 × 279 mm (8 1/2 × 11 in.) Yes Yes Yes Yes
A4 210 × 297 mm (8.3 × 11.7 in.) Yes Yes Yes Yes
Legal 216 × 356 mm (8 1/2 × 14 in.) Yes Yes – Yes
Executive 184 × 267 mm (7 1/4 × 10 1/2 in.) – – – Yes
JIS B5 182 × 257 mm (7.2 × 10.1 in.) – – – Yes
A5 148 × 210 mm (5.8 × 8.3 in.) – Yes – Yes
A6 105 × 148 mm (4.1 × 5.8 in.) – – – Yes
Cards Photo 10 × 15 cm (4 × 6 in.) – Yes Yes Yes
Photo L 89 × 127 mm (3 1/2 × 5 in.)––– Yes
Photo 2L 13 × 18 cm (5 × 7 in.) – – Yes Yes
Index Card 127 × 203 mm (5 × 8 in.) – – – Yes
Post Card 1
Post Card 2
(Double)
Envelopes C5
Envelope
DL
Envelope
COM-10 105 × 241 mm (4 1/8 × 9 1/2 in.) – – – Yes
Monarch 98 × 191 mm (3 7/8 × 7 1/2 in.) – – – Yes
JE4
Envelope
Transparencies
Letter 216 × 279 mm (8 1/2 × 11 in.) – Yes – Yes
A4 210 × 297 mm (8.3 × 11.7 in.) – Yes – Yes
100 × 148 mm (3.9 × 5.8 in.) – – – Yes
148 × 200 mm (5.8 × 7.9 in.) – – – Yes
162 × 229 mm (6.4 × 9 in.)––– Yes
110 × 220 mm (4.3 × 8.7 in.) – – – Yes
105 × 235 mm (4.1 × 9.3 in.) – – – Yes
Printer
14
Loading documents and paper
Paper weight, thickness and capacity 2
Paper Type Weight Thickness No. of
sheets
Cut
Sheet
Plain Paper
Inkjet Paper
Glossy Paper
Cards Photo Card
Index Card
Post Card
Envelopes
64 to 120 g/m
64 to 200 g/m
Up to 220 g/m
Up to 240 g/m
Up to 120 g/m
Up to 200 g/m
75 to 95 g/m
2
(17 to 32 lb)
2
(17 to 53 lb)
2
(Up to 58 lb)
2
(Up to 64 lb)
2
(Up to 32 lb)
2
(Up to 53 lb)
2
(20 to 25 lb)
0.08 to 0.15 mm (0.003 to 0.006 in.)
0.08 to 0.25 mm (0.003 to 0.01 in.) 20
Up to 0.25 mm (Up to 0.01 in.) 20
Up to 0.28 mm (Up to 0.01 in.)
Up to 0.15 mm (Up to 0.006 in.) 30
Up to 0.23 mm (Up to 0.01 in.) 30
Up to 0.52 mm (Up to 0.02 in.) 10
Transparencies – – 10
1
Up to 50 sheets for Legal size paper 80 g/m2 (20 lb).
Up to 100 sheets of 80 g/m
2
For Photo 10×15 cm and Photo L paper, use the photo paper tray. (See Loading photo paper on page 19.)
2
(20 lb) paper.
100
20
1
2
2
15
Chapter 2
Loading paper, envelopes and other media
Loading paper and other media 2
Note
To print on Photo L or 10 × 15 cm paper,
please see Loading photo paper
on page 19.
a If the paper support flap is open, close it,
and then pull the paper tray completely
out of the machine.
Lift the output paper tray cover (1).
b Press and slide the paper side
guides (1) and paper length guide (2) to
fit the paper size.
2
1
c Fan the stack of paper well to avoid
paper jams and misfeeds.
2
16
1
Note
Always make sure that the paper is not
curled.
d Gently put the paper into the paper tray
print side down and top edge first.
Check that the paper is flat in the tray.
Note
When you use Legal size paper, press
and hold the universal guide release
button as you slide out the front of the
paper tray.
e Gently adjust the paper side guides with
both hands to the paper.
Make sure the paper side guides touch
the sides of the paper.
Loading documents and paper
f Close the output paper tray cover.
g Slowly push the paper tray completely
into the machine.
2
Note
Be careful that you do not push the paper
in too far; it may lift at the back of the tray
and cause feed problems.
h While holding the paper tray in place,
pull out the paper support (1) until it
clicks and unfold the paper support
flap (2).
Note
Do not use the paper support flap for
Legal paper.
17
Chapter 2
Loading envelopes, post cards and photo paper 2
Loading envelopes 2
Use envelopes that weigh from 75 to
95 g/m
Some envelopes need margin settings to
be set in the application. Make sure you
do a test print first.
Do not use any of the following types of
envelopes, as they will cause paper feed
problems:
• If they are of a baggy construction.
• That are embossed (have raised writing
• That have clasps or staples.
• That are pre-printed on the inside.
2
(20 to 25 lb).
CAUTION
on them).
How to load envelopes and post cards 2
a Before loading, press the corners and
sides of the envelopes or post cards to
make them as flat as possible.
Note
If the envelopes or post cards are ‘doublefeeding,’ put one envelope in the paper
tray at a time.
Glue Double flap
Occasionally you may experience paper
feed problems caused by the thickness,
size and flap shape of the envelopes you
are using.
b Put the envelopes or post cards into the
paper tray with the address side down
and the leading edge (top of the
envelopes) in first. Slide the paper side
guides (1) and paper length guide (2) to
fit the size of the envelopes or post
cards.
1
2
18
Loading documents and paper
If you have problems when printing on
envelopes, try the following suggestions:
a Open the envelope flap.
b Make sure the open flap is either to the
side of the envelope or to the back edge
of the envelope when printing.
c Adjust the size and margin in your
application.
Loading photo paper 2
Use the photo paper tray which has been
assembled on the top of the paper tray to print
on photo 10×15 cm and photo L size paper.
You can leave paper in the standard paper
tray when using the photo paper tray.
a Press the photo paper tray release
button with your left thumb and push the
photo paper tray (the top part of the tray)
back until it clicks into the photo printing
position.
b Press and slide the paper side
2
guides (1) and paper length guide (2) to
fit the paper size.
1
c Put the photo paper into the photo paper
tray and gently adjust the paper side
guides to fit the paper.
Make sure the paper side guides touch
the sides of the paper.
Note
• Be careful that you do not push the paper
in too far; it may lift at the back of the tray
and cause feed problems.
• Always make sure that the paper is not
curled.
2
2
1
1 Photo Paper Tray
19
Chapter 2
d When you have finished printing photos
return the photo paper tray to the normal
printing position.
Press the photo paper tray release
button with your left thumb and pull the
photo paper tray forward until it clicks.
Removing small prints from the machine 2
When the machine ejects small paper onto
the output paper tray, you may not be able to
reach it. Make sure printing has finished, and
then pull the tray completely out of the
machine.
20
Loading documents and paper
Printable area 2
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. The machine can only print in the
shaded areas when the Borderless print feature is available and turned on.
Cut Sheet Paper Envelopes
3
4
1
3
1
4
2
2
Top (1) Bottom (2) Left (3) Right (4)
Cut Sheet 3mm (0.12in.) 3mm (0.12in.) 3mm (0.12in.) 3mm (0.12in.)
Envelopes 12 mm (0.47 in.) 24 mm (0.95 in.) 3 mm (0.12 in.) 3 mm (0.12 in.)
2
Note
The Borderless feature is not available for envelopes.
21
3
General setup 3
Power Save mode 3
When the machine is idle, you can put the
machine into Power Save mode by pressing
the Power Save key. You can still receive
telephone calls in Power Save mode. For
further information on receiving faxes in the
power save condition, please see the table on
On/Off setting on page 23. The delayed
faxes that have 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
take the machine out of Power Save mode.
Note
If you have connected an external
telephone or TAD, it is always available.
Putting your machine in Power Save mode 3
a Press and hold down the Power Save
key until the LCD shows Shutting
Down.
The LCD light goes off.
Note
• Even if you have put the machine into
Power Save mode, it will periodically clean
the print head to preserve print quality.
• If you unplug the AC power cord, no
machine operations will be available.
• You can customize Power Save mode so that, apart from automatic head cleaning, no machine operations are available. (See Power Save setting on page 22.)
Power Save setting 3
You can customize the machine's Power
Save key. The factory setting is
Fax Receive:On. Your machine can
receive faxes or calls even when the machine
is in Power Save mode. If you do not want
your machine to receive faxes or calls, turn
this setting to Fax Receive:Off. (See
Power Save mode on page 22.)
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
Bringing your machine out of Power Save mode 3
a Press the Power Save key.
The LCD shows the date and time.
22
c Press a or b to choose
P.Save Setting.
Press OK.
d Press a or b to choose
Fax Receive:Off (or
Fax Receive:On).
Press OK.
e Press Stop/Exit.
General setup
MFC-440CN
On/Off
setting
Fax
Receive:
1
On
(factory
setting)
Fax
Receive:
Off
1
You cannot receive a fax with Mono Start or
Colour Start.
2
You cannot receive a fax automatically if you have
set the receive mode to Fax/Tel.
3
Set before you switch off the machine.
Receive
Available operations
mode
Fax Only
External
TAD
Fax Receive
Fax Detect
Delayed Fax
Fax Forward
3
3
Fax Storage3
PC Fax Receive
Remote Retrieval
Manual
Fax/Tel
Fax Detect
Delayed Fax
2
3
— No machine operations
will be available other
than cleaning the print
head.
MFC-660CN and MFC-845CW
On/Off
setting
Fax
Receive:
12
On
(factory
setting)
3
3
Fax
Receive:
Off
Receive
Available operations
mode
Fax Only
Fax/Tel
Manual
Fax Receive
Fax Detect
3
Delayed Fax
4
Fax Forward
Fax Storage
Fax Preview
6
6
6
6
PC Fax Receive6
Remote Retrieval
6
TAD Fax Receive
Recording Incoming
Message
Fax Detect
6
6
6
6
6
6
6
Manual
Fax/Tel
Delayed Fax
Fax Forward
Fax Storage
Fax Preview
PC Fax Receive
Remote Retrieval
Fax Detect
Delayed Fax
5
— No machine operations
will be available other
than cleaning the print
head.
3
1
You cannot receive a fax with Mono Start or
Colour Start.
2
You can receive telephone calls by lifting the handset
(MFC-660CN) or using the cordless handset
(MFC-845CW).
3
MFC-660CN
4
When an external TAD is connected and Fax Detect
is turned on.
5
You cannot receive a fax automatically if you have
set the receive mode to Fax/Tel (MFC-845CW).
6
Set before you switch off the machine.
23
Chapter 3
Mode Timer 3
The machine has four temporary mode keys
on the control panel: Fax, Scan, Copy and
PhotoCapture. You can change the amount
of time the machine takes after the last Scan,
Copy or PhotoCapture operation before it
returns to Fax mode. If you choose Off, the
machine stays in the mode you used last.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose Mode Timer.
Press OK.
Paper settings 3
Paper Type 3
To get the best print quality, set the machine
for the type of paper you are using.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose Paper Type.
Press OK.
d Press a or b to choose Plain Paper,
Inkjet Paper, Brother Photo,
Other Photo or Transparency.
Press OK.
e Press Stop/Exit.
Note
The machine ejects paper with printed
surfaces face up onto the paper tray in
front of the machine. When you use
transparencies or glossy paper, remove
each sheet at once to prevent smudging
or paper jams.
d Press a or b to choose 0 Sec,
30 Secs, 1 Min, 2 Mins, 5 Mins or
Off.
Press OK.
e Press Stop/Exit.
24
General setup
Paper Size 3
You can use five sizes of paper for printing
copies: Letter, Legal, A4, A5, and 10 × 15 cm
(4 × 6 in.) and three sizes for printing faxes:
Letter, Legal and A4. When you change the
size of paper you load in the machine, you will
need to change the paper size setting at the
same time so your machine can fit an
incoming fax on the page.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose Paper Size.
Press OK.
d Press a or b to choose Letter,
Legal, A4, A5 or 10×15cm.
Press OK.
e Press Stop/Exit.
Volume Settings 3
Ring Volume 3
You can choose a range of ring volume levels,
from
High
to
Off
.
While in Fax mode , press
d or c to adjust the volume level. The
LCD shows the current setting, and each key
press will change the volume to the next level.
The machine will keep the new setting until
you change it.You can also change the
volume through the menu, by following the
instructions below:
Setting the Ring Volume from the menu 3
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
3
c Press a or b to choose Volume.
Press OK.
d Press a or b to choose Ring.
Press OK.
e Press a or b to choose Low, Med,
High or Off.
Press OK.
f Press Stop/Exit.
25
Chapter 3
Beeper Volume 3
When the beeper is on, the machine will beep
when you press a key, make a mistake or
after you send or receive a fax.
You can choose a range of volume levels,
from High to Off.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose Volume.
Press OK.
d Press a or b to choose Beeper.
Press OK.
e Press a or b to choose Low, Med,
High or Off
Press OK.
f Press Stop/Exit.
Speaker Volume 3
You can choose a range of speaker volume
levels, from High to Off.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose Volume.
Press OK.
d Press a or b to choose Speaker.
Press OK.
e Press a or b to choose Low, Med,
High or Off.
Press OK.
f Press Stop/Exit.
You can also adjust the speaker volume by
pressing Speaker Phone (MFC-660CN and
MFC-845CW only).
a Press Speaker Phone.
b Press d or c .
This setting will stay until you change it
again.
c Press Speaker Phone.
Note
You can adjust the speaker volume while
you are listening to your outgoing
message (OGM) and incoming messages
(ICM’s) by pressing d or c
(MFC-660CN and MFC-845CW only).
26
General setup
Automatic Daylight Savings Time 3
You can set the machine to change
automatically for daylight savings time. It will
reset itself forward one hour in the Spring and
backward one hour in the Autumn. Make sure
you have set the correct date and time in the
Date/Time setting.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose
Auto Daylight.
Press OK.
d Press a or b to choose Off (or On).
Press OK.
e Press Stop/Exit.
LCD display 3
LCD Contrast 3
You can adjust the LCD contrast for a sharper
and more vivid display. If you are having
difficulty reading the LCD, try changing the
contrast setting.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose
LCD Settings.
Press OK.
d Press a or b to choose
LCD Contrast.
Press OK.
e Press a or b to choose Light, Med or
Dark.
Press OK.
3
f Press Stop/Exit.
27
Chapter 3
Setting the backlight brightness 3
If you are having difficulty reading the LCD,
try changing the brightness setting.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose
LCD Settings.
Press OK.
d Press a or b to choose Backlight.
Press OK.
e Press a or b to choose Light, Med or
Dark.
Press OK.
f Press Stop/Exit.
Setting the Off Timer 3
You can set how long the LCD stays on after
the last key press. This is a power saving
feature. The machine can print, scan and
receive faxes and voice calls when the LCD is
off.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose
LCD Settings.
Press OK.
d Press a or b to choose Off Timer.
Press OK.
e Press a or b to choose 1 Min,
2 Mins, 3 Mins, 5 Mins, 10 Mins,
30 Mins or Off.
Press OK.
Setting the Dim Timer for the backlight 3
You can set how long the LCD backlight stays
on after the last key press.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose
LCD Settings.
Press OK.
d Press a or b to choose Dim Timer.
Press OK.
e Press a or b to choose 10 Secs,
20 Secs, 30 Secs or Off.
Press OK.
f Press Stop/Exit.
f Press Stop/Exit.
Note
When the display is off, you can press any
key to turn it back on.
28
Setting the Wallpaper 3
You can change the image used for the LCD
screen background.
a Press Menu.
b Press a or b to choose
General Setup.
Press OK.
c Press a or b to choose
LCD Settings.
Press OK.
d Press a or b to choose Wallpaper.
Press OK.
e Press a or b to choose a wallpaper.
Press OK.
f Press Stop/Exit.
General setup
3
29
4
Security features 4
TX Lock (MFC-440CN only)
TX Lock lets you prevent unauthorized
access to the machine. You will not be able to
continue to schedule Delayed Faxes or
Polling jobs. However, any pre-scheduled
Delayed Faxes will be sent even if you turn on
TX Lock, so they will not be lost.
While TX Lock is On, the following operations
are available:
Receiving faxes
Fax forwarding (if Fax Forwarding was
already On)
Remote retrieval (if Fax Storage was
already On)
PC Fax Receive (if PC Fax Receive was
already On)
While TX Lock is On, the following operations
are NOT available:
Sending faxes
Setting up the password 4
a Press Menu.
4
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose TX Lock.
Press OK.
e Enter a 4-digit number for the password.
Press OK.
f When the LCD shows Verify:, re-
enter the password.
Press OK.
g Press Stop/Exit.
Changing the TX Lock password 4
a Press Menu.
Copying
PC printing
Scanning
PhotoCapture
Note
If you forget the TX Lock password,
please call Brother dealer for service.
Setting and changing the TX Lock password 4
Note
If you have already set the password, you
will not need to set it again.
30
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose TX Lock.
Press OK.
e Press a or b to choose
Set Password.
Press OK.
f Enter a 4-digit number for the current
password.
Press OK.
g Enter a 4-digit number for a new
password.
Press OK.
Security features
h When the LCD shows Verify:, re-
enter the password.
Press OK.
i Press Stop/Exit.
Turning the TX Lock on/off
Turning TX Lock on 4
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose TX Lock.
Press OK.
e Press a or b to choose Set TX Lock.
Press OK.
f Enter the registered 4-digit password.
Press OK.
The machine goes offline and the LCD
shows TX Lock Mode.
Turning TX Lock off 4
Memory Security (MFC-660CN and MFC-845CW only)
Memory Security lets you prevent
unauthorized access to the machine. You will
not be able to continue to schedule Delayed
Faxes or Polling jobs. However, any prescheduled Delayed Faxes will be sent even if
you turn on Memory Security, so they will not
be lost.
While Memory Security is on, the following
operations are available:
Receiving faxes into memory (limited by
memory capacity)
Fax forwarding (If Fax Forwarding was
already On)
Remote retrieval (If Fax Storage was
already On)
Cordless handset (MFC-845CW only)
• Making a call
• Receiving a call
• Viewing Caller ID (with subscriber
service)
While Memory Security is on, the following
operations are NOT available:
4
4
a Press Menu.
b Enter the registered 4-digit password.
Press OK.
TX lock is automatically turned off.
Note
If you enter the wrong password, the LCD
shows Wrong Password and stays
offline. The machine will stay in TX Lock
mode until the registered password is
entered.
Printing received faxes
Sending faxes
Copying
PC printing
Scanning
PhotoCapture
PC Fax Receive
Cordless handset (MFC-845CW only)
• Intercom
• Transferring a call
• Registering cordless handsets
31
Chapter 4
Note
• To print the faxes in memory, turn off
Memory Security.
• You must turn off PC Fax Receive before
you can turn on Memory Security. (See
Turning off Advanced Fax Operations
on page 76.)
• If you forget the Memory Security
password, please call your Brother dealer
for service.
Setting and changing the memory security password 4
Note
If you have already set the password, you
will not need to set it again.
Setting a password for the first time 4
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
Changing your memory security password 4
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose
Mem Security.
Press OK.
e Press a or b to choose
Set Password.
Press OK.
f Enter the registered 4-digit number for
the current password.
Press OK.
g Enter a 4-digit number for a new
password.
Press OK.
h When the LCD shows Verify:, re-
enter the new password.
Press OK.
i Press Stop/Exit.
d Press a or b to choose
Mem Security.
Press OK.
e Enter a 4-digit number for the password.
Press OK.
f When the LCD shows Verify:, re-
enter the password.
Press OK.
g Press Stop/Exit.
32
Turning the memory security on/off 4
Turning on the memory security lock 4
a Press Menu.
b Press a or b to choose Fax.
Press OK.
Security features
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose
Mem Security.
Press OK.
e Press a or b to choose
Set Security.
Press OK.
f Enter the registered 4-digit password.
Press OK.
The machine goes offline and the LCD
shows Secure Mode.
Note
If there is a power failure, the data will stay
in memory for up to 24 hours.
Turning off the memory security 4
a Press Menu.
4
b Enter the registered 4-digit password.
Press OK.
Memory Security is automatically turned
off.
Note
If you enter the wrong password, the LCD
shows Wrong Password and stays
offline. The machine will stay in Secure
mode until the registered password is
entered.
33
Chapter 4
34
Section II
Fax II
Sending a fax 36
Receiving a Fax 44
Telephone and External devices 50
Dialling and storing numbers 59
Digital TAD
(MFC-660CN and MFC-845CW only)
Advanced fax operations (Monochrome only) 72
67
Printing Reports 82
Polling 84
5
Sending a fax 5
Entering Fax mode 5
When you want to send a fax, or change fax
send or receive settings, press the
(Fax) key to illuminate it in green.
The LCD shows:
FAX
09012345689
Fax Resolution Standard
Contrast Auto
Speed-Dial
Outgoing Call
Fax Start
Press a or b to scroll through the Fax key
options. Some functions are only available
when sending monochrome faxes.
Press
Overseas Mode (See page 41.)
Scan Size (See page 37.)
Set New Default (See page 42.)
Factory Reset (See page 42.)
When the option you want is highlighted,
press OK.
Faxing from the ADF 5
a Press (Fax).
b Put the document face down in the ADF.
c Enter the fax number using the dial pad,
Speed-Dial or Search.
d Press Mono Start or Colour Start.
The machine starts scanning the
document.
Note
• To cancel, press Stop/Exit.
• If the memory is full, the document will be
sent in real time.
Fax Resolution (See page 39.)
Contrast (See page 39.)
Speed-Dial (See page 59.)
Outgoing Call (See page 60.)
Caller ID hist. (MFC-660CN and
MFC-845CW only) (UK and Ireland only)
(See page 61.)
Broadcasting (See page 38.)
Delayed Fax (See page 41.)
Batch TX (See page 41.)
Real Time TX (See page 40.)
Polled TX (See page 86.)
Polling RX (See page 84.)
36
Sending a fax
Faxing from the scanner glass5
You can use the scanner glass to fax pages
of a book one at a time. The documents can
be up to letter or A4 size.
You cannot send multiple pages for colour
faxes.
Note
Since you can only scan one page at a
time, it is easier to use the ADF if you are
sending a multiple page document.
a Press (Fax).
b Load your document face down on the
scanner glass.
c Enter the fax number using the dial pad,
Speed-Dial or Search.
d Press Mono Start or Colour Start.
If you press Mono Start, the
machine starts scanning the first
page. Go to step e.
If you press Colour Start, the
machine starts sending the
document.
e Do one of the following:
To send a single page, press 2 to
choose No (or press Mono Start
again).
The machine starts sending the
document.
To send more than one page, press
1 to choose Yes and go to step f.
Faxing Letter size documents from the scanner glass 5
When documents are Letter size, you need to
set Scan Size to Letter. If you do not, the side
portion of the faxes will be missing.
a Press (Fax).
b Press a or b to choose Scan Size.
Press OK.
c Press a or b to choose Letter.
Press OK.
Note
You can save the setting you use most
often by setting it as default. (See
page 42.)
Colour fax transmission 5
Your machine can send a colour fax to
machines that support this feature.
Colour faxes cannot be stored in the memory.
When you send a colour fax, the machine will
send it in real time (even if Real Time TX is
set to Off).
Cancelling a fax in progress 5
If you want to cancel a fax while the machine
is scanning, dialling or sending, press
Stop/Exit.
5
f Put the next page on the scanner glass.
Press OK.
The machine starts scanning the page.
(Repeat steps e and f for each
additional page.)
Note
If the memory is full and you are faxing a
single page, it will be sent in real time.
37
Chapter 5
Broadcasting (Monochrome only) 5
Broadcasting is when the same fax message
is automatically sent to more than one fax
number. You can include Groups, Speed-Dial
numbers and up to 50 manually dialled
numbers in the same broadcast.
After the broadcast is finished, a Broadcast
Report will be printed.
a Press (Fax).
b Load your document.
c Press a or b to choose
Broadcasting.
Press OK.
d Press a or b to choose Add Number.
Press OK.
e Enter a number using Speed-Dial, a
Group, or the dial pad.
Press OK.
• If the memory is full, press Stop/Exit to
stop the job. If more than one page has
been scanned, press Mono Start to send
the portion that is in the memory.
Cancelling a Broadcast in progress 5
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Remaining Jobs.
Press OK.
The LCD will show the fax number being
dialled and the Broadcast job number.
d Press OK.
The LCD will ask you the following
message:
Cancel Job?
YesiPress 1
NoiPress 2
f Repeat steps d and e to enter more
fax numbers, and then press a or b to
choose Complete.
Press OK.
g Press Mono Start.
Note
• If you did not use up any of the numbers
for Groups, you can ‘broadcast’ faxes to
as many as 210 (MFC-440CN and
MFC-660CN) or 250 (MFC-845CW)
different numbers.
• The available memory will vary depending
on the types of jobs in the memory and the
number of locations used for
broadcasting. If you broadcast to the
maximum numbers available, you will not
be able to use dual access and delayed
fax.
38
e Press 1 to clear the number being
dialled.
The LCD will then show the Broadcast
job number.
f Press OK.
The LCD will ask you the following
message:
Cancel Job?
YesiPress 1
NoiPress 2
g Press 1 to cancel the Broadcast.
h Press Stop/Exit.
Sending a fax
Additional sending operations 5
Sending faxes using multiple settings 5
When you send a fax, you can choose any
combination of these settings: resolution,
contrast, overseas mode, delayed fax timer,
polling transmission and real time
transmission.
a Press (Fax).
The LCD shows:
FAX
09012345689
Fax Resolution Standard
Contrast Auto
Speed-Dial
Outgoing Call
Fax Start
b Press a or b to choose any settings
you want to change.
Press OK.
c After each setting is accepted, you can
continue to change more settings.
Note
• Most settings are temporary and the
machine returns to its default settings after
you send a fax.
• You can save some of the settings you
use most often by setting them as default.
These settings will stay until you change
them again. (See Setting your changes as
a new default on page 42.)
Press
Contrast 5
If your document is very light or very dark, you
may want to change the contrast. For most
documents the factory setting Auto can be
used. It automatically chooses the suitable
contrast for your document.
Use Light when sending a light document.
Use Dark when sending a dark document.
a Press (Fax).
b Press a or b to choose Contrast.
Press OK.
c Press a or b to choose Auto, Light
or Dark.
Press OK.
Note
Even if you choose Light or Dark, the
machine will send the fax using the Auto
setting in any of the following conditions:
• When you send a colour fax.
• When you choose Photo as the Fax
Resolution.
Changing fax resolution 5
The quality of a fax can be improved by
changing the fax resolution.
a Press (Fax).
b Press a or b to choose
Fax Resolution.
Press OK.
c Press a or b to choose the resolution
you want.
Press OK.
5
39
Chapter 5
Note
You can choose four different resolution
settings for monochrome faxes and two
for colour.
Monochrome
Standard Suitable for most typed
documents.
Fine Good for small print and
transmits a little slower than
Standard resolution.
S.Fine Good for small print or artwork
and transmits slower than Fine
resolution.
Photo Use when the document has
varying shades of grey or is a
photograph. This has the
slowest transmission.
Colour
Standard Suitable for most typed
documents.
Fine Use when the document is a
photograph. The transmission
time is slower than Standard
resolution.
If you choose S.Fine or Photo and then
use the Colour Start key to send a fax,
the machine will send the fax using the
Fine setting.
Dual access (Monochrome only) 5
You can dial a number and start scanning the
fax into memory—even when the machine is
sending from memory, receiving faxes or
printing PC data. The LCD shows the new job
number and available memory.
The number of pages you can scan into the
memory will vary depending on the data that
is printed on them.
Note
If the Out of Memory message appears
while scanning documents, press
Stop/Exit to cancel or Mono Start to send
the scanned pages.
Real time transmission 5
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 is full, the machine will send the
document in real time (even if
Real Time TX is set to Off).
Sometimes, you may want to send an
important document immediately, without
waiting for memory transmission. You can
turn on Real Time TX.
To send a document at once without waiting
for memory transmission, set
Real Time TX to On.
a Press (Fax).
b Press a or b to choose
Real Time TX.
Press OK.
c Press a or b to choose On.
Press OK.
Note
• In real time transmission, the automatic
redial feature does not work when using
the scanner glass.
• If you are sending a colour fax, the
machine will send it in real time (even if
Real Time TX is set to Off).
40
Sending a fax
Overseas Mode 5
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.
a Press (Fax).
b Load your document.
c Press a or b to choose
Overseas Mode.
Press OK.
d Press a or b to choose On (or Off).
Press OK.
Delayed Faxing (Monochrome only) 5
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 e.
a Press (Fax).
b Load your document.
c Press a or b to choose Delayed Fax.
Press OK.
d Press a or b to choose On.
Press OK.
e Enter the time you want the fax to be
sent (in 24-hour format).
(For example, enter 19:45 for 7:45 PM.)
Press OK.
Delayed Batch Transmission (Monochrome only) 5
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.
a Press (Fax).
b Press a or b to choose Batch TX.
Press OK.
c Press a or b to choose On.
Press OK.
d Press Stop/Exit.
Checking and cancelling waiting jobs 5
You can check which jobs are still waiting in
the memory to be sent and cancel a job. (If
there are no jobs, the LCD shows
No Jobs Waiting.)
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Remaining Jobs.
Press OK.
Any waiting jobs appear on the LCD.
d Press a or b to scroll through the jobs
and choose the job you want to cancel.
Press OK.
5
Note
The number of pages you can scan into
the memory depends on the amount of
data that is printed on each page.
e Do one of the following:
To cancel, press 1 to choose Yes.
If you want to cancel another job go
to step d.
To exit without cancelling, press 2 to
choose No.
41
Chapter 5
f When you have finished, press
Stop/Exit.
Setting your changes as a new default 5
You can save the fax settings for
Fax Resolution, Contrast,
Real Time TX and Scan Size you use
most often by setting them as default. These
settings will stay until you change them again.
a Press (Fax).
b Press a or b to choose your new
setting.
Press OK.
Repeat this step for each setting you
want to change.
c After changing the last setting, press a
or b to choose Set New Default.
Press OK.
Sending a fax manually 5
Manual transmission lets you hear the
dialing, ringing and fax-receiving tones while
sending a fax.
a Press (Fax).
b Load your document.
c To listen for a dial tone, do one of the
following:
(MFC-440CN) Pick up the handset of
an external phone.
(MFC-660CN) Press
Speaker Phone or pick up the
handset.
(MFC-845CW) Press
Speaker Phone on the machine or
press on the cordless
handset.
d Dial the fax number.
d Press 1 to choose Yes.
e Press Stop/Exit.
Restoring all settings to the factory settings 5
You can restore all the settings you have
changed to the factory settings. These
settings will stay until you change them again.
a Press (Fax).
b Press a or b to choose
Factory Reset.
Press OK.
c Press 1 to choose Yes.
d Press Stop/Exit.
e When you hear the fax tone, press
Mono Start or Colour Start on the
machine.
If you are using the scanner glass, press
1 on the machine to send a fax.
f If you picked up the handset, replace it.
Sending a fax at the end of a conversation (MFC-660CN and MFC-845CW only) 5
At the end of a conversation you can send a
fax to the other party before you both hang
up.
a Ask the other party to wait for fax tones
(beeps) and then to press the Start or
Send key before hanging up.
b Press (Fax).
c Load your document.
42
d Press Mono Start or Colour Start.
If you are using the scanner glass,
press 1 to send a fax.
e Replace the handset.
Out of Memory message 5
If you get an Out of Memory message
while scanning the first page of a fax, press
Stop/Exit to cancel the fax.
If you get an Out of Memory message
while scanning a subsequent page, you will
have the option to press Mono Start to send
the pages scanned so far, or to press
Stop/Exit to cancel the operation.
Note
If you get an Out of Memory message
while faxing and you do not want to delete
your stored faxes to clear the memory,
you can send the fax in real time. (See
Real time transmission on page 40.)
Sending a fax
5
43
Receiving a Fax 6
6
Receive modes 6
You must choose a receive mode depending on the external devices and telephone services you
have on your line.
Choosing the Receive Mode 6
By default, your machine will automatically receive any faxes that are sent to it. The diagram below
will help you choose the correct mode.
For more detailed information on the receive modes, see page 45.
MFC-440CN
Do you want to use the telephone features of your machine (if available) or
an external telephone or external telephone answering device connected on the
same line as the machine?
Yes
Are you using the voice message function of
an external telephone answering device?
Do you want the machine to answer fax and
telephone calls automatically?
No
No
Yes
Yes
No
Fax Only
Manual
Fax/Tel
External TAD
MFC-660CN and MFC-845CW 6
Are you using the built-in TAD?
No
Do you want to use the telephone features of your machine (if available) or
an external telephone or external telephone answering device connected
on the same line as the machine?
Yes
Are you using the voice message function of an external telephone
answering device?
No
See Digital TAD.
Yes
No
Fax Only
6
44
Do you want the machine to answer fax and
telephone calls automatically?
* We recommend you set Fax Detect to On.
Manual
No
Fax/Tel
Yes
Manual*
Yes
Receiving a Fax
To set a receive mode, follow the instructions
below.
a Press Menu.
b Press a or b to choose
Initial Setup.
Press OK.
c Press a or b to choose
Receive Mode.
Press OK.
d Press a or b to choose Fax Only,
Fax/Tel, External TAD
(MFC-440CN only) or Manual.
Press OK.
e Press Stop/Exit.
The LCD will display the current receive
mode.
Using receive modes 6
Some receive modes answer automatically
(Fax Only and Fax/Tel). You may want to
change the ring delay before using these
modes. See Ring Delay on page 46.
Fax only 6
Fax only mode will automatically answer
every call. If the call is a fax your machine will
receive it.
Fax/Tel 6
Fax/Tel mode helps you automatically
manage incoming calls, by recognizing
whether they are fax or voice calls and
dealing with them in one of the following
ways:
Faxes will be automatically received.
Voice calls will start the F/T ring to tell you
to pick up the line. The F/T ring is a fast
double ring made by your machine.
6
Also see
on page 47
F/T Ring Time (Fax/Tel mode only)
and
Ring Delay on page 46
.
Manual 6
Manual mode turns off all automatic
answering functions unless you are using the
BT Call Sign feature or you are using an
external TAD with the MFC-660CN or
MFC-845CW.
To receive a fax in manual mode, press
Mono Start or Colour Start when you hear
fax tones (short repeating beeps). You can
also use the Fax Detect feature to receive
faxes by lifting a handset on the same line as
the machine.
Also see Fax Detect on page 47.
45
Chapter 6
TAD (MFC-660CN and MFC-845CW only) 6
TAD helps you automatically manage
incoming calls, by recognising whether they
are fax or voice calls and dealing with them in
one of the following ways:
Faxes will be automatically received.
Voice callers can record a message.
To set up the TAD mode, see page 67.
If TAD Mode is On, it will override
your receive mode setting. The
screen shows TAD.
If TAD Mode is Off, the receive
mode returns to your original
setting. (See TAD-Mode for internal
TAD on page 67.)
External TAD (MFC-440CN only) 6
External TAD mode lets an external
answering device manage your incoming
calls. Incoming calls will be dealt with in one
of the following ways:
Receive mode settings6
Ring Delay 6
The Ring Delay sets the number of times the
machine rings before it answers in Fax Only
or Fax/Tel mode. If you have external or
extension phones on the same line as the
machine choose the maximum number of
rings.
(See Operation from extension telephones
on page 56 and Fax Detect on page 47.)
If toll saver is on, then the ring delay setting
has no effect. See Setting toll saver
on page 70. (MFC-660CN and MFC-845CW
only)
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose Ring Delay.
Press OK.
Faxes will be automatically received.
Voice callers can record a message on the
external TAD.
For more information, see Connecting an
external TAD (telephone answering device)
on page 55.
46
e (MFC-660CN and MFC-845CW only)
Press a or b to choose Ring Delay.
Press OK.
f Press a or b to choose how many
times the line rings before the machine
answers (0-8 UK only) (1-4 Ireland
only).
Press OK.
If you choose 0, the line will not ring at
all.
g Press Stop/Exit.
Receiving a Fax
F/T Ring Time (Fax/Tel mode only) 6
If you set the Receive Mode to Fax/Tel, you
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 receives the fax.
This pseudo/double-ring happens after the
initial ringing from the phone company. Only
the machine rings and no other phones on the
same line will ring with the special
pseudo/double-ring. However, you can still
answer the call on any telephone.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose
F/T Ring Time.
Press OK.
e Press a or b to choose how long the
machine will ring to alert you that you
have a voice call (20, 30, 40 or 70
seconds).
Press OK.
Fax Detect 6
If Fax Detect is On: 6
The machine receives a fax call
automatically, even if you answer the call.
When you see Receiving on the LCD or
when you hear “chirps” through the handset
you are using, just replace the handset. Your
machine will do the rest.
If Fax Detect is Semi: (MFC-660CN and
MFC-845CW only) 6
The machine will only receive a fax call
automatically if you answered it using the
machine’s handset, cordless handset or
Speaker Phone. If you answered at an
extension phone, press l 5 1. (See
Operation from extension telephones
on page 56.)
If Fax Detect is Off: 6
If you are at the machine and answer a fax
call by lifting the handset, press Mono Start
or Colour Start, then press 2 to receive the
fax.
If you answered at an extension phone, press
l 5 1. (See Operation from extension
telephones on page 56.)
6
f Press Stop/Exit.
Note
Even if the caller hangs up during the
pseudo/double-ringing, the machine will
continue to ring for the set time.
47
Chapter 6
Note
• If this feature is set to On, but your
machine does not connect a fax call when
you lift an extension or external phone
handset, press the fax receive code l 5 1.
• If you send faxes from a computer on the
same phone line and the machine
intercepts them, set Fax Detect to Off.
• (MFC-845CW) If you typically carry the
cordless handset away from the machine,
we recommend that you turn on Fax
Detect. If Fax Detect is turned off and you
answer a fax call, you will have to go to the
machine and press Mono Start or
Colour Start.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose Fax Detect.
Press OK.
e Press a or b to choose On, Semi (or
Off).
Press OK.
Additional receiving operations 6
Printing a reduced incoming fax 6
If you choose On, the machine automatically
reduces each page of an incoming fax to fit on
one page of A4, Letter, Legal size paper. The
machine calculates the reduction ratio by
using the page size of the fax and your Paper
Size setting (See Paper Size on page 25).
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose
Auto Reduction.
Press OK.
e Press a or b to choose On (or Off).
Press OK.
f Press Stop/Exit.
f Press Stop/Exit.
48
Receiving a Fax
Receiving faxes into memory (Monochrome only) 6
As soon as the paper tray becomes empty
during fax reception, the LCD shows
No Paper Fed; put some paper in the paper
tray. (See Loading paper and other media
on page 16.) If you are unable to put paper in
the paper tray the following will happen:
If Memory Receive is On: 6
The machine will carry on receving the fax,
with the remaining pages being stored in
memory, if enough memory is available.
Further incoming faxes will also be stored into
memory until the memory is full. When the
memory is full the machine will stop
automatically answering calls. To print the
faxes, put paper in the tray.
If Memory Receive is Off: 6
The machine will carry on receiving the fax,
with the remaining pages being stored in
memory if enough memory is available. The
machine will then stop automatically
answering calls until paper is put in the paper
tray. To print the last fax you received, put
paper in the tray.
Receiving a fax at the end of a conversation (MFC-660CN and MFC-845CW only) 6
At the end of a conversation you can ask the
other party to send you a fax before you both
hang up.
a Ask the other person to place the
document in their machine and to press
the Start or Send key.
b When you hear the other machine's
CNG tones (slowly repeating beeps),
press Mono Start or Colour Start.
c Press 2 to receive a fax.
d Replace the handset.
Printing a fax from the memory 6
If you have chosen fax storage, you can still
print a fax from the memory when you are at
your machine. (See Fax Storage
on page 73.)
a Press Menu.
6
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose
Memory Receive.
Press OK.
e Press a or b to choose On (or Off).
Press OK.
f Press Stop/Exit.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Print Document.
Press OK.
e Press Mono Start.
49
7
Telephone and External devices 7
Voice operations 7
Voice calls can be made either with the
handset, the speaker phone, an extension or
external telephone, by dialling manually, or
by using Quick-Dial numbers.
Note
If you have a MFC-845CW, please also
refer to the DECT™ Handset User’s
Guide.
Making a telephone call (MFC-660CN and MFC-845CW only) 7
a To start a voice call, do one of the
following:
Pick up the handset (MFC-660CN
only).
Press Speaker Phone.
b When you hear the dial tone, enter a
number using the dial pad, Speed-Dial
and Search.
c If you pressed Speaker Phone, speak
clearly toward the microphone .
d To hang up, do one of the following:
Replace the handset (MFC-660CN
only).
Press Speaker Phone.
Answering calls with the Speaker Phone (MFC-660CN and MFC-845CW only) 7
When the machine rings, instead of lifting the
handset, press Speaker Phone. Speak
clearly toward the microphone . To end the
call, press Speaker Phone.
Note
If you have a bad connection, your caller
might hear your voice echoed during the
call. If you experience this problem, pick
up the handset, or hang up and try the call
again.
Mute (MFC-660CN and MFC-845CW only) 7
For MFC-660CN 7
a Press Erase/Mute to put a call on Hold.
You can replace the handset without
disconnecting the call.
b Pick up the machine's handset or press
Speaker Phone to release the call from
Hold.
Note
You can pick up an extension phone and
continue speaking without releasing the
call from Hold on the machine.
50
Telephone and External devices
For MFC-845CW 7
a If you answered by pressing
Speaker Phone on the machine, press
Mute/Intercom on the machine to put a
call on Hold.
b To release the call from Hold, press
Speaker Phone on the machine.
Note
You can pick up an extension phone and
continue speaking without releasing the
call from Hold on the machine.
Tone or Pulse 7
If you have a Pulse dialling service, but need
to send Tone signals (for example, for
telephone banking), follow the instructions
below:
a For MFC-440CN, pick up the handset of
the external phone.
For MFC-660CN and MFC-845CW,
press Speaker Phone.
b Press # on the machine’s control panel.
Any digits dialled after this will send tone
signals.
When you hang up, the machine will return to
the Pulse dialling service.
Fax/Tel mode 7
When the machine is in Fax/Tel mode, it will
use the F/T Ring Time (pseudo/doubleringing) to alert you to pick up a voice call.
If you are at the machine, you can lift the
handset (MFC-660CN only) or press
Speaker Phone (MFC-660CN and
MFC-845CW only) to answer.
(MFC-440CN only) If you are at an external
telephone, lift the handset of the external
telephone, and then press Tel/R to answer.
If you are at an extension phone, you'll need
to lift the handset during the F/T Ring Time
and then press #51 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
l 51.
Fax/Tel mode in Power Save condition 7
(For MFC-440CN)
Fax/Tel mode does not work in the power
save condition. The machine will not answer
telephone or fax calls and will keep ringing. If
you are at an external or extension phone, lift
the handset and talk. If you hear fax tones,
hold the handset until Fax Detect activates
your machine. If the other party says they
want to send you a fax, activate the machine
by pressing l 51.
7
(For MFC-660CN and MFC-845CW)
When the machine is in Fax/Tel mode and
F/T rings to tell you to pick up a voice call, you
can only answer by picking up the machine’s
handset or cordless handset.
If you answer before the machine F/T rings,
you can also pick up the call at an external or
extension phone.
51
Chapter 7
Telephone services 7
Your machine supports the Caller ID
subscriber telephone service that some
telephone companies offer.
Features like Voice Mail, Call Waiting, Call
Waiting/Caller ID, answering services, alarm
systems or other custom features on one
phone line may create problems with the
operation of your machine.
Note
Caller ID is available for U.K. and Ireland
only.
Caller ID (MFC-660CN and MFC-845CW only) (For U.K. and Ireland only) 7
The Caller ID feature lets you use the Caller
ID subscriber service offered by many local
telephone companies. Call your telephone
company for details. This service shows the
telephone number, or name if it is available,
of your caller as the line rings.
You can use a number in the Caller ID history
to make a phone call, send a fax, add it to
Speed-Dial, or delete it from the history. (See
Caller ID history (MFC-660CN and
MFC-845CW only) (For U.K. and Ireland
only) on page 61.)
After a few rings, the LCD shows the
telephone number of your caller (and name, if
available). Once you answer a call, the Caller
ID information disappears from the LCD, but
the call information stays stored in the Caller
ID memory.
You can print a list of the Caller ID information
received by your machine. (See Printing
Caller ID List on page 53.)
Note
Caller ID service varies with different
carriers. Call your local telephone
company to find out about the kind of
service available in your area.
Setting the Caller ID to On 7
If you have Caller ID on your line, then this
function should be set to On to display the
caller's phone number on the LCD as the
telephone rings.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose Caller ID.
Press OK.
e Press a or b to choose On (or Off).
Press OK.
f Press Stop/Exit.
Viewing Caller ID List 7
If Caller ID is set to On, your machine stores
information for the last thirty calls in the Caller
ID list. You can view or print this list. When
the thirty-first call comes in to the machine, it
replaces information about the first call.
You can see the first 15 characters of the
number (or name).
The # Unavailable message means
the call originated outside your Caller ID
service area.
The # Withheld message means the
caller has intentionally blocked
transmission of information.
52
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
Telephone and External devices
d Press a or b to choose Caller ID.
Press OK.
e Press a or b to choose Display ID.
Press OK.
The Caller ID list will appear on the
display. If no ID is stored, the beeper will
sound and No Caller ID will appear
on the display.
f Press a or b to scroll through the Caller
ID memory to view the Caller ID
information.
The LCD shows the caller's number (or
name if available) and the date and time
of the call.
g To finish viewing, press Stop/Exit.
Note
You can also view the Caller ID list by
pressing (Fax). (See Caller ID
history (MFC-660CN and MFC-845CW
only) (For U.K. and Ireland only) on
page 61.)
g After printing has finished, press
Stop/Exit.
Setting the Phone Line Type 7
If you are connecting the machine to a line
that features PBX or ISDN to send and
receive faxes, it is also necessary to change
the Phone Line Type accordingly by
completing the following steps.
a Press Menu.
b Press a or b to choose
Initial Setup.
Press OK.
c Press a or b to choose
Phone Line Set.
Press OK.
d Press a or b to choose PBX, ISDN (or
Normal).
Press OK.
e Press Stop/Exit.
7
Printing Caller ID List 7
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose Caller ID.
Press OK.
e Press a or b to choose
Print Report.
Press OK.
If no ID is stored, the beeper will sound
and No Caller ID will appear on the
LCD.
f Press Mono Start or Colour Start.
PBX and TRANSFER 7
The machine is initially set to Normal, which
lets the machine connect to a standard PSTN
(Public Switched Telephone Network) line.
However, many offices use a central
telephone system or Private Branch
Exchange (PBX). Your machine can be
connected to most types of PBX. The
machine's recall feature supports timed break
recall only (TBR). TBR will work with most
PBX systems allowing you to gain access to
an outside line, or transfer calls to another
extension. The feature works when Tel/R or
R is pressed.
53
Chapter 7
Note
You can program a Tel/R or R key press
as part of a number stored in a Speed-Dial
location. When programming the SpeedDial number, press Tel/R or R first (the
LCD shows ‘!’), then enter the telephone
number. If you do this, you do not need to
press Tel/R or R each time before you dial
using a Speed-Dial location. (See Storing
numbers on page 61.) However, if PBX is
not chosen in the Phone Line Type
setting, you cannot use the Speed-Dial
number that the Tel/R or R press is
programmed into.
BT Call Sign (For U.K. only) 7
This machine feature lets you use the BT Call
Sign subscriber service which allows you to
have at least two separate telephone
numbers on 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 BT Call Sign compatible
distinctive ringing function, allowing you to
dedicate a second phone number (on the
same phone line) just for receiving faxes.
To enable the machine to work with BT Call Sign (With your external phone only) 7
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Miscellaneous.
Press OK.
d Press a or b to choose
BT Call Sign.
Press OK.
The LCD shows the current setting of
this feature.
e Press a or b to choose On (or Off).
Press OK.
f Press Stop/Exit.
Note
If you turn off BT Call Sign, the receive
mode stays in Manual. You will need to
set receive mode again. (See Choosing
the Receive Mode on page 44.)
Note
• You can switch BT Call Sign off
temporarily, then turn it back on. When
you get a new fax number, make sure you
reset this function. This machine will
automatically answer incoming calls that
use your new fax number.
• When you set the BT Call Sign feature to
ON, the receive mode is set to Manual
automatically. Manual mode will not
respond to incoming telephone calls,
since the number you use for telephone
calls will use the normal ring pattern.
54
Connecting an external
TAD (telephone
Telephone and External devices
1
answering device)
You may choose to connect an external
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 does
not 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.
Note
If you do not receive all your faxes,
shorten Ring Delay setting on your
external TAD.
7
1TAD
When the TAD answers a call, the LCD
shows Telephone (MFC-440CN only) or
Ext. Tel in Use (MFC-660CN and
MFC-845CW only).
Do not connect a TAD elsewhere on the
same phone line.
Improper Setup
Connections 7
The external TAD must be connected as
shown in the previous illustration.
a Set your external TAD to one or two
rings. (The machine's Ring Delay setting
does not apply.)
b Record the outgoing message on your
external TAD.
c Set the TAD to answer calls.
1
7
d Do one of the following:
(For MFC-440CN)
Set the Receive Mode to
External TAD.
(For MFC-660CN and MFC-845CW)
Set the Receive Mode to Manual
and turn Fax Detect on.
(See Choosing the Receive Mode on
page 44.)
55
Chapter 7
Recording outgoing message (OGM) on an external TAD 7
Timing is important in recording this message.
The message sets up the ways to handle both
manual and automatic fax reception.
a 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.)
b Limit your speaking to 20 seconds.
Note
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 rerecord the OGM to include it.
Multi-line connections (PBX) 7
External and extension phones 7
Connecting an external or extension telephone 7
You can connect a separate telephone to
your machine as shown in the diagram below.
1
2
1 Extension telephone
2 External telephone
When you are using an external or extension
phone, the LCD shows Telephone
(MFC-440CN only) or Ext. Tel in Use
(MFC-660CN and MFC-845CW only).
We suggest you ask the company who
installed your PBX to connect your machine.
If you have a multi line system we suggest
you ask the installer to connect the unit to the
last line on the system. This prevents the
machine being activated each time the
system receives telephone calls. If all
incoming calls will be answered by a
switchboard operator we recommend that
you set the Receive Mode to Manual.
We cannot guarantee that your machine will
operate properly under all circumstances
when connected to a PBX. Any difficulties
with sending or receiving faxes should be
reported first to the company who handles
your PBX.
Note
Make sure the Phone Line Type is set to
PBX. (See Setting the Phone Line Type
on page 53.)
Operation from extension telephones 7
If you answer a fax call on an extension or an
external telephone plugged into the correct
socket on the machine, you can make your
machine take the call by using the Fax
Receive Code. When you press the Fax
Receive Code l 51, the machine starts to
receive the fax.
If the machine answers a voice call and
pseudo/double-rings for you to take over, use
the Telephone Answer Code #51 to take the
call at an extension phone. (See F/T Ring
Time (Fax/Tel mode only) on page 47.)
If you answer a call and no one is on the line: 7
You should assume that you're receiving a
manual fax.
56
Telephone and External devices
Press l 51 and wait for the chirp or until the
LCD shows Receiving, and then hang up.
Note
You can also use the Fax Detect feature to
make your machine automatically take the
call. (See Fax Detect on page 47)
Using extension telephones (For U.K. only) 7
Your premises may already be wired with
parallel extension telephones, or you may
plan to add extension telephones to your line,
as well as your machine. While the simplest
arrangement is a straightforward parallel
connection, there are some problems with
this arrangement, the most obvious of which
is inadvertent interruption of a facsimile
transmission caused by someone picking up
an extension telephone to make an outgoing
call. Also, fax receive code may not operate
reliably in such a simple configuration.
This machine may also be set to make a
delayed transmission (i.e. a transmission at a
pre-set time). This pre-set job may coincide
with someone picking up an extension
handset.
This new connection configuration can be
arranged by contacting BT, Kingston upon
Hull Telecommunications, your PBX
maintainer or a qualified telephone
installation company as appropriate. Simply
explained, the extension telephone circuit
should be terminated on a normal modular
plug (BT 431A style), which in turn should be
put into the modular socket of the white ‘T’shaped connector provided as part of the line
cord assembly.
Inadvisable connection of extension
sockets (Fig. 1.)
11
1 Extension socket
2 Master socket
3 Incoming line
7
2
FAX
3
7
Recommended connection of extension
sockets (Fig. 2.)
11
7
2
3
These problems can easily be eliminated, if
you arrange modification of your extension
wiring circuit, such that extension devices are
connected ‘downstream’ of your machine in a
master/slave configuration (see fig. 2 on next
page). In this configuration the machine can
always detect whether a telephone is in use.
Thus it will not attempt to seize the line during
that time. This is known as ‘telephone offhook detection.’
The inadvisable configuration is shown in
figure 1, and the recommended master/slave
configuration is shown in figure 2.
FAX
1 Extension socket
2 Master socket
3 Incoming line
The fax machine must be plugged into the
master socket.
Note
These phones are now connected as
external devices (see Connecting an
external or extension telephone on
page 56), because they are connected to
the fax machine via the T-connector.
57
Chapter 7
Using a cordless external telephone (MFC-440CN and MFC-660CN only) 7
If your cordless telephone is connected to the
telephone line cord (See External and
extension phones on page 56.) 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 will
have to go to the machine, so you can press
Tel/R or Speaker Phone to send the call to
the cordless handset.
Using remote codes 7
Fax receive code 7
If you answer a fax call on an extension or
external telephone, you can tell your machine
to receive it by dialling the fax receive code
l 51. Wait for the chirping sounds then
replace the handset. See Fax Detect on
page 47. Your caller will have to press Start
to send the fax.
Telephone answer code 7
If you receive a voice call and the machine is
in F/T mode, it will start to sound the F/T
(double) ring after the initial ring delay. If you
pick up the call on an extension phone you
can turn the F/T ring off by pressing #51
(make sure you press this between the rings).
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose
Remote Codes.
Press OK.
e Press a or b to choose On (or Off).
Press OK.
f Enter the new Fax Receive Code.
Press OK.
g Enter the new Telephone Answer Code.
Press OK.
h Press Stop/Exit.
Note
• If you are always disconnected when
accessing your external TAD remotely, try
changing the Fax Receive Code and
Telephone Answer Code to another threedigit code using the numbers 0-9, l, #.
• Remote Codes might not work with some
telephone systems.
Changing the remote codes 7
If you want to use Remote Activation, you
have to turn on the remote codes. The preset
Fax Receive Code is l 51. The preset
Telephone Answer Code is #51. If you want
to, you can replace them with your own
codes.
58
8
Dialling and storing numbers 8
How to Dial 8
Manual dialling 8
Press all of the digits of the fax or telephone
number.
Speed-Dialling 8
a Press Search/Speed Dial.
MFC- 440CN
c If you have two numbers in the location,
press a or b to choose the number you
want to call.
Press OK.
Note
If the LCD shows Not Registered
when you enter a Speed-Dial number, a
number has not been stored at this
location.
Search 8
You can search for names you have stored in
the Speed-Dial memory.
a Press Search/Speed Dial.
You can also choose Speed-Dial by
pressing (Fax).
b Press a or b to choose
8
Alphabetical Order or
Numerical Order.
Press OK.
8
MFC- 660CN and MFC-845CW 8
You can also choose Speed-Dial by
pressing (Fax).
b Press the two-digit Speed-Dial number.
(See Storing Speed-Dial numbers on
page 61.)
Note
• Press l to make the LCD font size larger.
•Press # to make the LCD font size smaller.
c If you chose Alphabetical Order in
step b, use the dial pad to enter the first
letter of the name, and then press a or
b to choose the name and number you
want to call.
Press OK.
59
Chapter 8
Fax Redial 8
If you are sending a fax manually and the line
is busy, press Redial/Pause, and then press
Mono Start or Colour Start to try again. If
you want to make a second call to a number
you recently dialled, you can press
Redial/Pause and choose one of the last 30
numbers from the Outgoing Call List.
Redial/Pause only works if you dialled from
the control panel. If you are sending a fax
automatically and the line is busy, the
machine will automatically redial up to three
times at five minute intervals.
a Press Redial/Pause.
b Press a or b to choose the number you
want to redial.
Press OK.
c Press a or b to choose Send a Fax.
Press OK.
d Press Mono Start or Colour Start.
Note
In Real Time Transmission, the automatic
redial feature does not work when using
the scanner glass.
Outgoing Call 8
The last 30 numbers you telephoned
(MFC-660CN and MFC-845CW only) or sent
a fax to will be stored in the outgoing call
history. You can choose one of these
numbers to telephone (MFC-660CN and
MFC-845CW only), fax to, add to Speed-Dial,
or delete from the history.
a Press Redial/Pause.
You can also choose Outgoing Call
by pressing (Fax).
b Press a or b to choose the number you
want to call.
Press OK.
c Do one of the following:
(MFC-660CN and MFC-845CW
only)
To make a phone call, press a or b
to choose Make a Phone Call.
Press OK.
To send a fax, press a or b to
choose Send a Fax.
Press OK.
If you want to store the number,
press a or b to choose
Add to Speed-Dial.
Press OK.
(See Storing Speed-Dial numbers
from Outgoing Calls on page 62.)
Press a or b to choose Delete.
Press OK.
Press 1 to confirm.
60
Dialling and storing numbers
Caller ID history (MFC-660CN and MFC-845CW only) (For U.K. and Ireland only) 8
This feature requires the Caller ID subscriber
service offered by many local telephone
companies. (See Caller ID (MFC-660CN and
MFC-845CW only) (For U.K. and Ireland
only) on page 52.)
The last 30 numbers of phone calls or faxes
you received will be stored in the Caller ID
history. You can choose one of these
numbers to telephone, fax to, add to
Speed-Dial, or delete from the history.
a Press (Fax).
b Press a or b to choose
Caller ID hist..
Press OK.
c Press a or b to choose the number you
want to call.
Press OK.
d Do one of the following:
To make a phone call, press a or b
to choose Make a Phone Call.
Press OK.
To send a fax, press a or b to
choose Send a Fax.
Press OK.
If you want to store the number,
press a or b to choose
Add to Speed-Dial.
Press OK.
(See Storing Speed-Dial numbers
from Outgoing Calls on page 62.)
Press a or b to choose Delete.
Press OK.
Press 1 to confirm.
Note
You can print the Caller ID list. (See
Printing Caller ID List on page 53.)
Storing numbers 8
You can set up your machine to do the
following types of easy dialling: Speed-Dial
and Groups for broadcasting faxes. When
you dial a Quick-Dial number, the LCD shows
the name, if you stored it, or the number.
Note
If you lose electrical power, the Quick-Dial
numbers that are in the memory will not be
lost.
Storing a pause 8
Press Redial/Pause to put a 3.5-second
pause between numbers. If you are dialling
overseas, you can press Redial/Pause as
many times as needed to increase the length
of the pause.
8
Storing Speed-Dial numbers 8
You can store up to 80 (MFC-440CN and
MFC-660CN) or 100 (MFC-845CW) 2-digit
Speed-Dial locations with a name, and each
name can have two numbers. When you dial,
you will only have to press a few keys (For
example: Search/Speed Dial, the two-digit
number, and Mono Start or Colour Start).
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Set Quick-Dial.
Press OK.
d Press a or b to choose Speed-Dial.
Press OK.
e Press a or b to choose the Speed-Dial
location you want to store the number in.
Press OK.
61
Chapter 8
f Do one of the following:
Enter the name (up to 16 characters)
using the dial pad.
Press OK.
(To help you enter letters, see
Entering Text on page 164.)
To store the number without a name,
press OK.
g Enter the fax or telephone number (up to
20 digits).
Press OK.
h Do one of the following:
Enter the second fax or telephone
number (up to 20 digits).
Press OK.
If you do not want to store a second
number, press OK.
i Do one of the following:
To store another Speed-Dial
number, go to step e.
To finish the setting, press
Stop/Exit.
e Do one of the following:
Enter the name (up to 16 characters)
using the dial pad.
Press OK.
(To help you enter letters, see
Entering Text on page 164.)
To store the number without a name,
press OK.
f Press OK to confirm the fax or
telephone number.
g Do one of the following:
Enter the second fax or telephone
number (up to 20 digits).
Press OK.
If you do not want to store a second
number, press OK.
h Press Stop/Exit.
Storing Speed-Dial numbers from the Caller ID history (MFC-660CN and MFC-845CW only) (For U.K. and Ireland only)
8
Storing Speed-Dial numbers from Outgoing Calls
You can also store Speed-Dial numbers from
the Outgoing Call history.
a Press Redial/Pause.
You can also choose Outgoing Call
by pressing (Fax).
b Press a or b to choose the name or
number you want to store.
Press OK.
c Press a or b to choose
Add to Speed-Dial.
Press OK.
d Press a or b to choose the Speed-Dial
location you want to store the number in.
Press OK.
If you have the Caller ID subscriber service
8
from your telephone company, you can also
store Speed-Dial numbers from incoming
calls in the Caller ID history. (See Caller ID
(MFC-660CN and MFC-845CW only) (For
U.K. and Ireland only) on page 52.)
a Press (Fax).
b Press a or b to choose
Caller ID hist..
Press OK.
c Press a or b to choose the number you
want to store.
Press OK.
d Press a or b to choose
Add to Speed-Dial.
Press OK.
62
Dialling and storing numbers
e Press a or b to choose the 2-digit
Speed-Dial location you want to store
the number in.
Press OK.
f Do one of the following:
Enter the name (up to 16 characters)
using the dial pad.
Press OK.
(To help you enter letters, see
Entering Text on page 164.)
To store the number without a name,
press OK.
g Press OK to confirm the fax or
telephone number.
h Do one of the following:
Enter the second fax or telephone
number (up to 20 digits).
Press OK
If you do not want to store a second
number, press OK.
i Press Stop/Exit.
f Do one of the following:
Press a or b to choose Change.
Press OK.
Press a or b to choose Delete.
Press OK.
Press 1 to confirm and press
Stop/Exit.
Note
How to change the stored name or
number:
If you want to change a character, press d
or c to position the cursor under the
character you want to change, and then
press Clear/Back. Re-enter the
character.
g Do one of the following:
Enter the name (up to 16 characters)
using the dial pad.
Press OK.
(See Entering Text on page 164.)
If you do not want to change the
name, press OK.
8
Changing Speed-Dial names or numbers 8
You can change a Speed-Dial name or
number that has already been stored.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Set Quick-Dial.
Press OK.
d Press a or b to choose Speed-Dial.
Press OK.
e Press a or b to choose the 2-digit
Speed-Dial location you want to change.
Press OK.
h Do one of the following:
Enter the new fax or telephone
number (up to 20 digits).
Press OK.
If you do not want to change the
number, press OK.
i Do one of the following:
Enter the second new fax or
telephone number (up to 20 digits).
Press OK.
If you do not want to change the
number, press OK.
j Press Stop/Exit.
63
Chapter 8
Setting up groups for broadcasting 8
Groups, which can be stored in a Speed-Dial
location, allow you to send the same fax
message to many fax numbers by pressing
only Search/Speed Dial, the two-digit
location and Mono Start. First, you'll need to
store each fax number in a Speed-Dial
location. Then you can include them as
numbers in the Group. Each Group uses up a
Speed-Dial location. You can have up to six
Groups, or you can assign up to 158 numbers
(MFC-440CN and MFC-660CN) or 198
numbers (MFC-845CW) in a large Group if
you have two numbers in each location.
(See Storing Speed-Dial numbers on
page 61 and Broadcasting (Monochrome
only) on page 38.)
a Press Menu.
b Press a or b to choose Fax.
Press OK.
h Press a or b to choose the number you
want to add.
Press OK.
(See Search on page 59.)
i After you have finished adding numbers
by repeating steps g and h, press a or
b to choose Complete.
Press OK.
j Press Stop/Exit.
Note
You can print a list of all the Speed-Dial
numbers. Group numbers will be marked
in the GROUP column. (See Reports on
page 83.)
Changing Group name 8
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Set Quick-Dial.
Press OK.
d Press a or b to choose
Setup Groups.
Press OK.
e Press a or b to choose GROUP 1,
GROUP 2, GROUP 3, GROUP 4,
GROUP 5 or GROUP 6 for the Group
name where you will store the fax
numbers.
Press OK.
f Press a or b to choose the 2-digit
location where you want to add to the
Group.
Press OK.
g Press a or b to choose Add Number.
Press OK.
c Press a or b to choose
Set Quick-Dial.
Press OK.
d Press a or b to choose
Setup Groups.
Press OK.
e Press a or b to choose the Group
name you want to change.
Press OK.
f Press a or b to choose
Change Group name.
Press OK.
Note
How to change the stored name or
number:
If you want to change a character, press d
or c to position the cursor under the
character you want to change, and then
press Clear/Back. Re-enter the
character.
64
Dialling and storing numbers
g Enter the new name (up to 16
characters) using the dial pad.
Press OK.
(See Entering Text on page 164. For
example, type NEW CLIENTS.)
h Press a or b to choose Complete.
Press OK.
i Press Stop/Exit.
Deleting a Group 8
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Set Quick-Dial.
Press OK.
d Press a or b to choose
Setup Groups.
Press OK.
e Press a or b to choose the Group you
want to delete.
Press OK.
Deleting a number from a Group 8
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Set Quick-Dial.
Press OK.
d Press a or b to choose
Setup Groups.
Press OK.
e Press a or b to choose the Group you
want to change.
Press OK.
f Press a or b to choose the number you
want to delete.
Press OK.
Press 1 to confirm.
8
g Press a or b to choose Complete.
Press OK.
h Press Stop/Exit.
f Press a or b to choose Delete.
Press OK.
Press 1 to confirm.
g Press a or b to choose Complete.
Press OK.
h Press Stop/Exit.
65
Chapter 8
Combining Quick-Dial numbers 8
Sometimes you may want to choose from
several long distance carriers when you
make a call. Rates may vary depending on
the time and destination. To take advantage
of low rates, you can store the access codes
or long-distance carriers and credit card
numbers as Speed-Dial numbers. You can
store these long dialling sequences by
dividing them and setting them up as
separate Speed-Dial numbers in any
combination. You can even include manual
dialling using the dial pad. (See Storing
Speed-Dial numbers on page 61.)
For example, you have stored ‘555’ on
Speed-Dial: 03 and ‘7000’ on Speed-Dial: 02.
a Press Search/Speed Dial.
b Enter 03.
Note
If you stored 2 numbers in one Speed-Dial
location, you will be asked which number
you want to send to.
c Press a or b to choose Speed-Dial.
Press OK.
d Enter 02.
e Press Mono Start or Colour Start.
You will dial ‘555-7000’.
To temporarily change a number, you can
substitute part of the number with manual
dialling using the dial pad. For example, to
change the number to ‘555-7001’ you could
press Search/Speed Dial, 03 and then press
7001 using the dial pad.
Note
If you must wait for another dial tone or
signal at any point in the dialling
sequence, create a pause in the number
by pressing Redial/Pause. Each key
press adds a 3.5-second delay.
66
Digital TAD (MFC-660CN and
9
MFC-845CW only)
TAD-Mode for internal TAD
The TAD feature will store up to 99 incoming
messages. Messages are stored in the order
in which they are received.
Voice messages can be up to 3 minutes in
length, and can also be picked up remotely
(see Using your Remote Access Code
on page 78). The number of messages you
can store will depend on how much memory
is being used by other features (for example,
delayed and stored faxes).
Setting up the TAD 9
Recording the TAD outgoing message is the
first step you need to follow before you can
use the TAD feature.
To enter TAD mode, follow the steps below:
a Record your TAD OGM.
b Press to activate the TAD mode.
Outgoing message (OGM) 9
Recording your OGM 9
You can record the following two different
types of OGM:
a Press Menu.
b Press a or b to choose Fax.
9
Press OK.
c Press a or b to choose Setup TAD.
Press OK.
d Press a or b to choose OGM.
Press OK.
The LCD prompts you to choose an
OGM.
e Press a or b to choose either
TAD Message or F/T Message, then
press OK.
f Press a or b to choose Record MSG.
Press OK.
g Record your message, using one of the
options below:
(MFC-660CN only)
Pickup the handset, record your
message, and replace the handset
when finished.
(MFC-845CW only)
Use the integrated microphone to
record your message. Press
Stop/Exit when finished.
The TAD will play your OGM back to
you.
h Press Stop/Exit.
9
9
TAD Message
This message will be played when a call is
received. The caller will be able to leave a
voice or fax message.
F/T Message
This message is played when a call is
received and your machine is set to
Fax/Tel mode. The caller will not be able
to leave a message. See Fax/Tel OGM
on page 68.
67
Chapter 9
Listening to your OGM 9
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose Setup TAD.
Press OK.
d Press a or b to choose OGM.
Press OK.
e Press a or b to choose TAD Message
or F/T Message.
Press OK.
f Press a or b to choose Playing OGM.
Press OK.
Adjust the volume by pressing Volume
d or c .
g Press Stop/Exit.
Erasing your OGM 9
Fax/Tel OGM 9
If your machine is set to Fax/Tel receive
mode, this message will be played by your
Brother machine to a caller. Unlike the TAD
OGM, the caller will not be able to leave a
message. The purpose of the fax/tel OGM is
to let the caller know that their call will be
answered shortly.
To record your Fax/Tel OGM, follow the
instructions on Outgoing message (OGM)
on page 67.
If you need to review the steps for setting up
the Fax/Tel receive mode, see Receive
modes on page 44.
Activating TAD mode 9
When the light glows, TAD mode is
active. Press to enter TAD mode.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose Setup TAD.
Press OK.
d Press a or b to choose OGM.
Press OK.
e Press a or b to choose TAD Message
or F/T Message.
Press OK.
f Press a or b to choose Erase MSG.
Press OK.
g Choose one of the following:
Press 1 to erase the OGM.
Press 2 to exit without erasing.
h Press Stop/Exit.
68
Digital TAD (MFC-660CN and MFC-845CW only)
Managing your messages 9
Message indicator 9
The light flashes if you have any new
messages waiting for you.
The LCD displays the total number of voice
and fax messages stored in the TAD
memory.
Fax messages are only stored when Fax
Storage or Fax Preview is turned on. See
Advanced fax operations (Monochrome only)
on page 72.
Playing voice messages 9
All messages are played in the order they
were recorded. The LCD shows the number
of the current message, the total number of
messages, and the time and date the
message was recorded.
Follow the steps below to listen to your voice
messages:
a Press Play/Record or Play.
The following commands are available
when playing messages:
l
(RWD)
Repeats a message.
#
(FWD)
Skips to the next message.
or
Adjusts the volume.
Erasing incoming messages 9
To erase voice messages individually9
a Press Play/Record or Play.
The machine will sound a two second
beep and begins message playback.
Each message is preceded by one long
beep, and followed by two short beeps.
b To erase a specific message, press
Erase/Mute or Erase immediately after
the two short beeps, or while the
message is playing.
c Do one of the following:
Press 1 to erase the message.
Press 2 to cancel.
d Press Stop/Exit.
To erase all of your messages 9
a Press Erase/Mute or Erase.
b Do one of the following:
Press 1 to erase all of your voice
messages.
Press 2 to cancel.
9
b Press Stop/Exit.
69
Chapter 9
Additional TAD operations 9
Setting maximum time for incoming messages 9
Your machine’s default setting will save
incoming messages up to 30 seconds long.
To change this setting, follow the steps
below:
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose Setup TAD.
Press OK.
d Press a or b to choose ICM Max.
Time.
Press OK.
e Press a or b to choose the maximum
time setting for incoming messages (30,
60, 120 or 180 seconds).
Press OK.
f Press Stop/Exit.
Setting toll saver 9
When the toll saver feature is on, the machine
will answer after two rings if you do have
voice or fax messages, and after four rings if
you do not have any messages.
This way, when you call your machine for
remote retrieval, if it rings three times, you
have no messages and can hang up to avoid
a toll charge.
The toll saver feature is only available when
TAD mode is on. When toll saver is On, it
overrides your ring delay setting.
If you are using BT Call Sign, do not use the
Toll Saver feature.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Setup Receive.
Press OK.
d Press a or b to choose Ring Delay.
Press OK.
e Press a or b to choose Toll Saver.
Press OK.
70
f Press a or b to choose On (or Off).
Press OK.
g Press Stop/Exit.
ICM Recording Monitor 9
This feature lets you turn the speaker volume
for voice messages On or Off. When you turn
the monitor Off, you will not hear messages
as they come in.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose Setup TAD.
Press OK.
d Press a or b to choose ICM
Rec.Monitr.
Press OK.
e Use a or b to choose Off or On.
Press OK.
Digital TAD (MFC-660CN and MFC-845CW only)
f Press Stop/Exit.
Recording a conversation (MFC-660CN only) 9
If you are using the handset, you can record
a telephone conversation by pressing
Play/Record during the conversation. Your
recording can be as long as the incoming
message maximum time (up to 3 minutes).
The other party will hear an intermittent
beeping while recording. To stop recording,
press Stop/Exit.
9
71
Advanced fax operations
10
You can only use one advanced fax
operation at a time:
Fax Forwarding
Fax Storage
Fax Preview (MFC-660CN and
MFC-845CW only)
PC Fax Receive
Off
You can change your selection at any time. If
received faxes are still in the machine’s
memory when you change the advanced fax
operations, a question will appear on the
LCD. (See Changing Advanced Fax
Operations on page 77.)
(Monochrome only)
Fax Forwarding 10
When you choose Fax Forward, your
machine stores the received fax in the
memory. The machine will then dial the fax
number you have programmed and forward
the fax message.
10
g Press a or b to choose
Backup Print:On or
Backup Print:Off.
Press OK.
Note
• If you choose Backup Print:On, the
machine will also print the fax at your
machine, so you will have a copy. This is
the safety feature in case there is a power
failure before the fax is forwarded or a
problem at the receiving machine.
• (MFC-660CN and MFC-845CW only)
The machine can store faxes up to 24
hours if there is a power failure.
• When Fax Forwarding is turned on, your
machine will only receive monochrome
faxes into memory. Colour faxes will not
be received, unless the sending machine
converts them to monochrome before
sending.
h Press Stop/Exit.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Forward/Store.
Press OK.
e Press a or b to choose Fax Forward.
Press OK.
f Enter the forwarding number (up to 20
digits).
Press OK.
72
Advanced fax operations (Monochrome only)
Fax Storage 10
If you choose Fax Storage, your machine
stores the received fax in the memory. You
will be able to retrieve fax messages from
another location using the remote retrieval
commands.
If you have set Fax Storage, a backup copy
will automatically be printed at the machine.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Forward/Store.
Press OK.
e Press a or b to choose Fax Storage.
Press OK.
f Press Stop/Exit.
Fax Preview (MFC-660CN and MFC-845CW only)
If you choose Fax Preview, you can view
received faxes on the LCD by pressing the
Fax Preview key. When the machine is in
Ready mode, a popup message will appear
on the LCD to alert you of new faxes. You can
continue all operations.
Setting Fax Preview 10
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Forward/Store.
Press OK.
10
Note
If Fax Storage is turned on, your machine
cannot receive a colour fax unless the
sending machine converts it to
monochrome.
e Press a or b to choose Fax Preview.
Press OK.
f Press Stop/Exit.
Note
When Fax Preview is turned on, your
machine can only print the colour faxes it
receives. Fax Preview operations are only
available for monochrome faxes.
73
10
Chapter 10
How to preview a fax 10
When you receive a fax, you will see the popup message on the LCD. (For example:
New Fax(es):02)
a Press Fax Preview.
You can see the new fax list.
Note
You can also see your old fax list by
pressing l. Press # to go back to your
new fax list.
b Press a or b to choose the fax you
want to see.
Press OK.
Note
If your fax is large, there may be a delay
before it is displayed on the LCD.
c Press Stop/Exit.
When a fax is open, the control panel keys
will perform the operations shown below.
Key Description
Enlarge the fax.
Reduce the fax.
a or b Scroll vertically.
d or c Scroll horizontally.
Rotate the fax clockwise.
Delete the fax.
Press 1 to confirm.
Go back to the previous page.
Go to the next page.
Go to the next step.
(Print, Back and Exit are
available.)
Go back to the fax list.
Print the fax.
Mono Start
How to delete all faxes in the list 10
a Press Fax Preview.
b Press a or b to choose Delete All.
Press OK.
Press 1 to confirm.
How to print all faxes in the list 10
a Press Fax Preview.
b Press a or b to choose Print All.
Press OK.
74
Advanced fax operations (Monochrome only)
PC Fax Receive 10
If you turn on the PC-Fax Receive feature,
your machine will store received faxes in
memory and send them to your PC
automatically. You can then use your PC to
view and store these faxes.
Even if you have turned off your PC (at night
or at the weekend, for example), your
machine will receive and store your faxes in
its memory. The number of received faxes
that are stored in the memory will appear at
the bottom left side of the LCD.
When you start your PC and the PC-FAX
Receiving software runs, your machine
transfers your faxes to your PC automatically.
To transfer the received faxes to your PC, you
must have the PC-FAX Receiving software
running on your PC. (For details, see PC-FAX
receiving in the Software User’s Guide on the
CD-ROM.)
If you choose Backup Print:On, the
machine will also print the fax.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
h Press Stop/Exit.
Note
• PC Fax Receive is not supported in the
®
Mac OS
• Before you can set up PC Fax Receive,
you must install the MFL-Pro Suite
software on you PC. Make sure your PC is
connected and turned on. (For details see
PC-FAX Receiving in the Software User’s
Guide on the CD-ROM.)
• (MFC-660CN and MFC-845CW only)
In the event of a power failure, the
machine will store your faxes in the
memory for up to 24 hours. However, if
you choose Backup Print:On, the
machine will print the fax, so you will have
a copy if there is a power failure before it
is sent to the PC.
• If you get an error message and the
machine cannot print the faxes in memory,
you can use this setting to transfer your
faxes to your PC. (For details, see Error
messages on page 129.)
• When PC Fax Receive is turned on, only
monochrome faxes can be received into
the memory and sent to the PC. Colour
faxes will be received in real time and
printed in colour.
.
10
d Press a or b to choose
Forward/Store.
Press OK.
e Press a or b to choose
PC Fax Receive.
Press OK.
f Press a or b to choose <USB> or the
PC you want to receive.
Press OK.
g Press a or b to choose
Backup Print:On or
Backup Print:Off.
Press OK.
75
Chapter 10
Changing the destination PC 10
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Forward/Store.
Press OK.
e Press a or b to choose
PC Fax Receive.
Press OK.
f Press a or b to choose Change.
Press OK.
g Press a or b to choose <USB> or the
PC you want to receive.
Press OK.
h Press a or b to choose
Backup Print:On or
Backup Print:Off.
Press OK.
Turning off Advanced Fax Operations 10
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Forward/Store.
Press OK.
e Press a or b to choose Off.
Press OK.
f Press Stop/Exit.
Note
The LCD will give you more options if
there are received faxes still in your
machine’s memory. (See Changing
Advanced Fax Operations on page 77.)
i Press Stop/Exit.
76
Advanced fax operations (Monochrome only)
Changing Advanced Fax Operations 10
If received faxes are left in your machine's
memory when you change the Advanced Fax
Operations, the LCD will ask you one of the
following questions:
Erase All Doc?
YesiPress 1
NoiPress 2
Print All Fax?
YesiPress 1
NoiPress 2
• If you press 1, faxes in the memory will
be erased or printed before the setting
changes. If a backup copy has already
been printed it will not be printed again.
• If you press 2, faxes in the memory will
not be erased or printed and the setting
will be unchanged.
If received faxes are left in the machine's
memory when you change to
PC Fax Receive from another option
[Fax Forward, Fax Storage or
Fax Preview (MFC-660CN and
MFC-845CW only)], press a or b to choose
the PC you want to send the faxes to.
The LCD will ask you the following message:
Send Fax to PC?
YesiPress 1
NoiPress 2
• If you press 1, faxes in the memory will
be sent to your PC before the setting
changes. Choose Backup Print:On
or Backup Print:Off.
• If you press 2, faxes in the memory will
not be erased or transferred to your PC
and the setting will be unchanged.
Remote Retrieval 10
You can call your machine from any touch
tone telephone or fax machine, then use the
remote access code and remote commands
to retrieve fax messages.
Setting a Remote Access Code 10
The remote access code lets you access the
remote retrieval features when you are away
from your machine. Before you can use the
remote access and retrieval features, you
have to set up your own code. The factory
default code is inactive code (---l).
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Advanced Fax Operation.
Press OK.
d Press a or b to choose
Remote Access.
Press OK.
e Enter a three-digit code using numbers
0-9, l, or #.
Press OK. (The preset ‘l’ cannot be
changed.)
Note
Do not use the same code as your fax
receive code (l 5 1) or telephone answer
code (# 5 1). (See Operation from
extension telephones on page 56.)
f Press Stop/Exit.
10
77
Chapter 10
Note
You can change your code at any time by
entering a new one. If you want to make
your code inactive, press Clear/Back in
step e to restore the inactive setting
(---l) and press OK.
Using your Remote Access Code 10
a Dial your fax number from a touch tone
telephone or another fax machine.
b When your machine answers, enter
your remote access code (3 digits
followed by l) at once.
c The machine signals if it has received
messages:
1 long beep — Fax messages
2 long beeps — Voice messages
(MFC-660CN and MFC-845CW
only)
3 long beeps — Fax & Voice
messages (MFC-660CN and
MFC-845CW only)
No beeps — No messages
d When the machine gives two short
beeps, enter a command.
The machine will hang up if you wait
longer than 30 seconds to enter a
command.
The machine will beep three times if you
enter an invalid command.
e Press 9 0 to stop Remote Access when
you have finished.
f Hang up.
Note
If your machine is set to Manual mode
and you want to use the remote retrieval
features, wait about 2 minutes after it
starts ringing, and then enter the remote
access code within 30 seconds.
78
Advanced fax operations (Monochrome only)
Remote Fax commands 10
Follow the commands below to access features when you are away from the machine. When you
call the machine and enter your remote access code (3 digits followed by l), the system will give
two short beeps and you must enter a remote command.
Remote commands Operation details
91
Playing Voice messages
(MFC
-660CN and MFC-845CW only)
1 Repeat or Skip Backward Press 1 while listening to an ICM to repeat it. If you press 1
2 Skip Forward While playing the ICM, you can skip to the next message.
9 STOP Playing Stop Playing the ICM.
93
Erase all ICM
-660CN and MFC-845CW only)
(MFC
94
Play and Record OGM in Memory
-660CN and MFC-845CW only)
(MFC
1 Play 1 TAD Message The machine plays the selected OGM. You can stop playing
2 F/T Message
2 Record 1 TAD Message After one long beep, you can record the selected OGM. You
2 F/T Message
95 Change the Fax Forwarding or Fax
Storage settings
1 OFF You can choose Off after you have retrieved or erased all
2 Fax Forwarding One long beep means the change is accepted. If you hear
4 Fax Forwarding number
6 Fax Storage
96 Retrieve a fax
2 Retrieve all faxes Enter the number of a remote fax machine to receive stored
3 Erase faxes from the memory If you hear one long beep, fax messages have been erased
After one long beep, the machine plays the ICM.
before a message, you will hear the previous message.
If you hear one long beep, the erase is accepted. If you hear
three short beeps, you cannot erase because all voice
messages have not been played, or there are no voice
message to erase.
*This code erases all recorded messages, not one at a time.
OGMs by pressing 9.
will hear the message played once. You can stop recording
the message by pressing 9.
your messages.
three short beeps, you cannot change because something
has not been set up (for example, a Fax Forwarding number
has not been registered). You can register your Fax
Forwarding number by entering 4. (See Changing your Fax
Forwarding number on page 81.) Once you have registered
the number, Fax Forwarding will work.
fax messages. (See Retrieving fax messages on page 81.)
from the memory.
10
79
Chapter 10
Remote commands Operation details
97 Check the receiving status
(MFC-440CN only)
1 Fax You can check whether your machine has received any
faxes. If yes, you will hear one long beep. If no, you will hear
three short beeps.
97
Check the receiving status
(MFC
-660CN and MFC-845CW only)
1 Fax You can check whether your machine has received any
2 Voice
98 Change the Receive Mode
(MFC-440CN only)
1 External TAD If you hear one long beep, your change has been accepted.
2 Fax/Tel
3 Fax Only
98
Change the Receive Mode
(MFC
-660CN and MFC-845CW only)
1 TAD If you hear one long beep, your change has been accepted.
2 Fax/Tel
3 Fax Only
90 Exit Pressing 9 0 allows you to exit remote retrieval. Wait for the
faxes or voice messages. If yes, you will hear one long
beep. If no, you will hear three short beeps.
long beep, then replace the handset.
80
Advanced fax operations (Monochrome only)
Retrieving fax messages 10
You can call your machine from any touch
tone phone and have your fax messages sent
to a machine.
a Dial your fax number.
b When your machine answers, enter
your remote access code (3 digits
followed by l ) at once. If you hear one
long beep, you have messages.
c When you hear two short beeps, press
962.
d Wait for the long beep, enter the number
of the remote fax machine you want your
fax messages sent to using the dial pad,
then enter # # (up to 20 digits).
Note
You cannot use l and # as dial numbers.
However, press # if you want to create a
pause.
e Press 9 0 to reset the machine when
you’ve finished.
f Hang up after you hear your machine
beep. Your machine will call the other
fax machine, which will then print your
fax messages.
Changing your Fax Forwarding number 10
You can change the default setting of your fax
forwarding number from another touch tone
telephone or fax machine.
a Dial your fax number.
b When your machine answers, enter
your remote access code (3 digits
followed by l) at once. If you hear one
long beep, you have messages.
c When you hear two short beeps, press
954.
d Wait for the long beep, enter the new
number of the remote fax machine you
want your fax messages forwarded to
using the dial pad, then enter # # (up to
20 digits).
Note
You cannot use l and # as dial numbers.
However, press # if you want to create a
pause.
e Press 9 0 when you have finished.
f Hang up after you hear your machine
beep.
10
81
11
Printing Reports 11
Fax reports 11
You need to set up the Transmission
Verification Report and Journal Period using
the Menu keys.
Transmission Verification Report 11
You can use the Transmission Verification
Report as proof that you sent a fax. This
report lists the time and date of transmission
and whether the transmission was successful
(OK). If you choose On or On+Image, the
report will print for every fax you send.
If you send a lot of faxes to the same place,
you may need more than the job numbers to
know which faxes you must send again.
Choosing On+Image or Off+Image will print
a section of the fax's first page on the report
to help you remember.
When the Transmission Verification Report is
turned Off or Off+Image, the Report will
only print if there is a transmission error, with
NG in the RESULT column.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Report Setting.
Press OK.
d Press a or b to choose XMIT Report.
Press OK.
e Press a or b to choose On, On+Image,
Off or Off+Image.
Press OK.
Fax Journal (activity report) 11
You can set the machine to print a journal at
specific intervals (every 50 faxes, 6, 12 or 24
hours, 2 or 7 days). If you set the interval to
Off, you can still print the report by following
the steps in Reports on page 83. The factory
setting is Every 50 Faxes.
a Press Menu.
b Press a or b to choose Fax.
Press OK.
c Press a or b to choose
Report Setting.
Press OK.
d Press a or b to choose
Journal Period.
Press OK.
e Press a or b to choose an interval.
Press OK.
(If you choose 7 days, the LCD will ask
you to choose the first day for the 7-day
countdown.)
6, 12, 24 hours, 2 or 7 days
The machine will print the report at
the chosen time and then erase all
jobs from its memory. If the
machine's memory becomes full with
200 jobs before the time you chose
has passed, the machine will print
the Journal early and then erase all
jobs from the memory. If you want an
extra report before it is due to print,
you can print it without erasing the
jobs from the memory.
Every 50 Faxes
The machine will print the Journal
when the machine has stored 50
jobs.
f Press Stop/Exit.
82
Printing Reports
f Enter the time to start printing in 24-hour
format.
Press OK.
(For example: enter 19:45 for 7:45 PM.)
g Press Stop/Exit.
Reports 11
The following reports are available:
XMIT Verify
Prints a Transmission Verification Report
for your last transmission.
Help List
A help list about how to quickly program
your machine.
Quick-Dial
Lists names and numbers stored in the
Speed-Dial memory, in alphabetical or
numerical order.
Fax Journal
Lists information about the last incoming
and outgoing faxes. (TX: Transmit.)
(RX: Receive.)
User Settings
Lists your settings.
Network Config
Lists your Network settings.
How to print a report 11
a Press Menu.
b Press a or b to choose
Print Reports.
Press OK.
c Press a or b to choose the report you
want.
Press OK.
d Press Mono Start.
11
83
12
Polling 12
Polling overview 12
Polling lets you set up your machine so other
people can receive faxes from you, but they
pay for the call. It also lets you call somebody
else’s fax machine and receive a fax from it,
so you pay for the call. The polling feature
needs to be set up on both machines for this
to work. Not all fax machines support polling.
Polling receive 12
Polling receive lets you call another fax
machine to receive a fax.
Setup to receive polling 12
a Press (Fax).
b Press a or b to choose Polling RX.
Press OK.
c Press a or b to choose Standard.
Press OK.
d Enter the fax number you are polling.
e Press Mono Start or Colour Start.
Setup to receive polling with secure code 12
Secure Polling lets you restrict who can get
the documents you set up to be polled.
Secure Polling only works with Brother fax
machines. If you want to get a fax from a
secured Brother machine, you have to enter
the secure code.
84
a Press (Fax).
b Press a or b to choose Polling RX.
Press OK.
c Press a or b to choose Secure.
Press OK.
d Enter a four-digit secure code.
This is the same as the security code of
the fax machine you are polling.
Press OK.
e Enter the fax number you are polling.
f Press Mono Start or Colour Start.
Polling
Setup to receive delayed polling 12
Delayed polling lets you set the machine to
begin polling receive at a later time. You can
only set up one delayed polling operation.
a Press (Fax).
b Press a or b to choose Polling RX.
Press OK.
c Press a or b to choose Timer.
Press OK.
d Enter the time (in 24-hour format) you
want to start polling.
For example, enter 21:45 for 9:45 PM.
Press OK.
e Enter the fax number you are polling.
f Press Mono Start or Colour Start.
The machine makes the polling call at
the time you entered.
Sequential polling (Monochrome only) 12
Sequential polling lets you request
documents from several fax machines in one
operation.
a Press (Fax).
d Do one of the following:
If you chose Standard, go to
step e.
If you chose Secure, enter a four-
digit number, press OK, go to
step e.
If you chose Timer, enter the time
(24-hour format) you want to begin
polling and press OK, go to step e.
e Press a or b to choose
Broadcasting.
Press OK.
f Press a or b to choose Add Number.
Press OK.
g Enter a number using Speed-Dial, a
Group, or dial pad.
Press OK.
h Repeat steps f and g for all the fax
numbers you want to poll, and then
press a or b to choose Complete.
Press OK.
i Press Mono Start.
The machine polls each number or
group in turn for a document.
Press Stop/Exit while the machine is dialling
to cancel the polling process.
To cancel all sequential polling receive jobs,
see Checking and cancelling waiting jobs
on page 41.
12
b Press a or b to choose Polling RX.
Press OK.
c Press a or b to choose Standard,
Secure or Timer.
Press OK.
85
Chapter 12
Polled transmit (Monochrome only) 12
Polled transmit lets you set up your machine
to wait with a document so another fax
machine can call and retrieve it.
The document will be stored and can be
retrieved by any other fax machine until you
delete it from the memory. (See Checking
and cancelling waiting jobs on page 41.)
Setup for polled transmit 12
a Press (Fax).
b Load your document.
c Press a or b to choose Polled TX.
Press OK.
d Press a or b to choose Standard.
Press OK.
c Press a or b to choose Polled TX.
Press OK.
d Press a or b to choose Secure.
Press OK.
e Enter a four-digit number.
Press OK.
f Press a or b to choose any settings
you want to change.
Press OK.
After each setting is accepted, you can
continue to change more settings.
g Press Mono Start.
e Press a or b to choose any settings
you want to change.
Press OK.
After each setting is accepted, you can
continue to change more settings.
f Press Mono Start.
Setup for polled transmit with secure code 12
Secure Polling lets you restrict who can get
the documents you set up to be polled.
Secure Polling only works with Brother fax
machines. If another person wants to retrieve
a fax from your machine, they will have to
enter the secure code.
a Press (Fax).
b Load your document.
86
Section III
Copy III
Making copies 88
13
Making copies 13
How to copy 13
Entering Copy mode 13
When you want to make a copy, press
(Copy) to illuminate it in green.
The LCD shows:
COPY
Quality
Enlarge/Reduce
Paper Type
Paper Size
Brightness
Copy Start Press
01
Normal
100%
Plain Pap
A4
0
1
When the option you want is highlighted,
press OK.
Note
The default setting is Fax mode. You can
change the amount of time that the
machine stays in Copy mode after the last
copy operation. (See Mode Timer
on page 24.)
Making a single copy 13
a Press (Copy).
b Load your document.
(See Loading documents on page 10.)
c Press Mono Start or Colour Start.
Making multiple copies 13
You can make up to 99 copies.
1 No of Copies
You can enter the number of copies you want
by using the dial pad.
Press a or b to scroll through the Copy key
options.
Quality (See page 89.)
Enlarge/Reduce (See page 89.)
Paper Type (See page 92.)
Paper Size (See page 92.)
Brightness (See page 91.)
Contrast (See page 91.)
Color Adjust (See page 92.)
Stack/Sort (See page 91.)
Page Layout (See page 90.)
Set New Default (See page 93.)
Factory Reset (See page 93.)
88
a Press (Copy).
b Load your document.
c Enter the number of copies you want.
d Press Mono Start or Colour Start.
Note
To sort the copies, press a or b to
choose Stack/Sort. (See Sorting
copies using the ADF on page 91.)
Stop copying 13
To stop copying, press Stop/Exit.
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