Brother MFC-495CW User Manual

USER’S GUIDE

MFC-495CW

Version 0

USA/CAN

If you need to call Customer Service

Please complete the following information for future
reference:

Model Number: MFC-495CW

1

Serial Number:

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;

 may support an insurance claim by you in the event of product loss

covered by insurance; and,

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

offers.

The most convenient and efficient way to register your new product is
on-line at http://www.brother.com/registration/

© 2009 Brother Industries, Ltd.

.

Brother numbers

IMPORTANT

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

Register your product

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

 may serve as confirmation of the purchase date of your product should you lose your receipt;
 may support an insurance claim by you in the event of product loss covered by insurance; and,
 will help us notify you of enhancements to your product and special offers.

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

http://www.brother.com/registration/

FAQs (frequently asked questions)

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

http://solutions.brother.com/

Note

• You can check here for Brother driver updates.

• To keep your machine performance up to date, check here for the latest firmware upgrade
(for Windows

®

only).

For Customer Service

In USA: 1-877-BROTHER (1-877-276-8437)

1-901-379-1215 (fax)

In Canada: 1-877-BROTHER

[phone] (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-877-BROTHER (1-877-276-8437).

Service Center Locations (Canada only)

For the location of a Brother authorized service center, call 1-877-BROTHER.

i

Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are available at most Brother
retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover,
or American Express credit card, you can order accessories directly from Brother. (You can visit
us online for a complete selection of the Brother accessories and supplies that are available for
purchase.)

Note

In Canada only Visa and MasterCard are accepted.

In USA: 1-877-552-MALL (1-877-552-6255)

1-800-947-1445 (fax)

http://www.brothermall.com/

In Canada: 1-877-BROTHER

http://www.brother.ca/

Description Item

Ink Cartridge Standard <black>

Ink Cartridge <cyan> (blue)

Ink Cartridge <magenta> (red)

Ink Cartridge <yellow>

LC61BK (Prints approx. 450 pages)

LC61C (Prints approx. 325 pages)

LC61M (Prints approx. 325 pages)

LC61Y (Prints approx. 325 pages)

1

1

1

1

Premium Plus Glossy Finish Photo Paper
(Letter size / 20 sheets) BP71GLTR
(4" × 6" size / 20 sheets) BP71GP
Matte Finish Inkjet Paper

(Letter size / 25 sheets) BP60ML (USA only)
Plain Finish Inkjet Paper

(Letter size / 100 sheets) BP60PL100 (USA only)
Telephone Line Cord LG3077001 (USA only)
User's Guide LX1508001 (English for USA and Canada)

LX1508002 (French for Canada)

1

For more information about the replacement consumables, visit us at http://www.brother.com/pageyield.

ii

Notice - Disclaimer of Warranties

(USA and Canada)

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

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

Compilation and Publication Notice

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

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

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

iii

Brother® One-Year Limited Warranty and Replacement Service

(USA Only)

Who is covered:

 This limited warranty (“warranty”) is given

only to the original end-user/retail
purchaser (referred to in this warranty as
“Original Purchaser”) of the accompanying
product, consumables and accessories
(collectively referred to in this warranty as
“this Product”).

 If you purchased a product from someone

other than an authorized Brother reseller in
the United States or if the product was used
(including but not limited to floor models or
refurbished product), prior to your
purchase you are not the Original
Purchaser and the product that you
purchased is not covered by this warranty.

What is covered:

 This Product includes a Machine and

Consumable and Accessory Items.
Consumable and Accessory Items include
but are not limited to print heads, toner,
drums, ink cartridges, print cartridges,
cordless handset battery, refill ribbons,
therma PLUS paper and thermal paper.

 Except as otherwise provided herein,

Brother warrants that the Machine and the
accompanying Consumable and
Accessory Items will be free from defects in
materials and workmanship, when used
under normal conditions.

 This warranty applies only to products

purchased and used in the United States.
For products purchased in, but used
outside, the United States, this warranty
covers only warranty service within the
United States (and does not include
shipping outside the United States).

What is the length of the Warranty Periods:

 Machines: one year from the original

purchase date.

 Accompanying Consumable and

Accessory Items: 90 days from the original
purchase date or the rated life of
consumable, whichever comes first.

What is NOT covered:

This warranty does not cover:
1 Physical damage to this Product;
2 Damage caused by improper installation,

improper or abnormal use, misuse, neglect
or accident (including but not limited to
transporting this Product without the proper
preparation and/or packaging);

3 Damage caused by another device or

software used with this Product (including
but not limited to damage resulting from

use of non Brother
Consumable and Accessory Items);

4 Consumable and Accessory Items that

expired in accordance with a rated life;

5 Problems arising from other than defects in

materials or workmanship; and,

6 Normal Periodic Maintenance Items, such

as Paper Feeding Kit, Fuser and Laser
Units.

This limited warranty is VOID if this Product
has been altered or modified in any way
(including but not limited to attempted warranty
repair without authorization from Brother
and/or alteration/removal of the serial
number).

What to do if you think your Product is
eligible for warranty service:

Report your issue to either our Customer
Service Hotline at 1-877-BROTHER (1-877­276-8437) or to a Brother Authorized Service
Center within the applicable warranty
period. Supply Brother or the Brother
Authorized Service Center with a copy of your
dated bill of sale showing that this Product was
purchased within the U.S. For the name of
local Brother Authorized Service Center(s),
call 1-877-BROTHER (1-877-276-8437) or
visit www.brother-usa.com.

What Brother will ask you to do:

After contacting Brother or a Brother
Authorized Service Center, you may be
required to deliver (by hand if you prefer) or
send the Product properly packaged, freight
prepaid, to the Authorized Service Center
together with a photocopy of your bill of sale.

You are responsible for the cost of
shipping, packing product, and insurance
(if you desire). You are also responsible for
loss or damage to this Product in shipping.

What Brother will do:

If the problem reported concerning your
Machine and/or accompanying Consumable
and Accessory Items is covered by this
warranty and
to Brother or an Authorized Service Center
within the applicable warranty period, Brother
or its Authorized Service Center will repair or
replace the Machine and/or accompanying
Consumable and Accessory Items at no
charge to you for parts or labor. The decision
as to whether to repair or replace the Machine
and/or accompanying Consumable and
Accessory Items is made by Brother in its sole

if you first reported the problem

®

-brand parts and

iv

Brother® One-Year Limited Warranty and Replacement Service

(USA Only)

discretion. Brother reserves the right to supply
a refurbished or remanufactured replacement
Machine and/or accompanying Consumable
and Accessory Items and use refurbished
parts provided such replacement products
conform to the manufacturer’s specifications
for new product/parts. The repaired or
replacement Machine and/or accompanying
Consumable and Accessory Items will be
returned to you freight prepaid or made
available for you to pick up at a conveniently
located Authorized Service Center.

If the Machine and/or accompanying
Consumable and Accessory Items are not
covered by this warranty (either stage), you
will be charged for shipping the Machine
and/or accompanying Consumable and
Accessory Items back to you and charged for
any service and/or replacement parts/products
at Brother’s then current published rates.

The foregoing are your sole (i.e., only) and
exclusive remedies under this warranty.

What happens when Brother elects to
replace your Machine:

When a replacement Machine is authorized by
Brother, and you have delivered the Machine
to an Authorized Service Center, the
Authorized Service Center will provide you with
a replacement Machine after receiving one
from Brother. If you are dealing directly with
Brother’s Express Exchange Service Brother
will send to you a replacement Machine
shipped for receipt within two business days,
with the understanding that you will, after
receipt of the replacement Machine, supply the
required proof of purchase information,
together with the Machine that Brother agreed
to replace. You are then expected to pack the
Machine that Brother agreed to replace in the
package from the replacement Machine and
return it to Brother using the pre-paid freight bill
supplied by Brother in accordance with the
instructions provided by Brother. Since you will
be in possession of two machines, Brother will
require that you provide a valid major credit
card number. Brother will issue a hold against
the credit card account number that you
provide until Brother receives your original
Product and determines that your original
Product is entitled to warranty coverage. Your
credit card will be charged up to the cost of a
new Product only if: (i) you do not return your
original Product to Brother within five (5)
business days; (ii) the problems with your
original Product are not covered by the limited
warranty; (iii) the proper packaging instructions
are not followed and has caused damage to

the product; or (iv) the warranty period on your
original Product has expired or has not been
sufficiently validated with a copy of the proof of
purchase (bill of sale). The replacement
Machine you receive (even if refurbished or
remanufactured) will be covered by the
balance of the limited warranty period
remaining on the original Product, plus an
additional thirty (30) days. You will keep the
replacement Machine that is sent to you and
your original Machine shall become the
property of Brother.

Accessory Items and a copy of the return
freight bill, signed by the courier.

Limitations:

Brother is not responsible for damage to or
loss of any equipment, media, programs or
data related to the use of this Product. Except
for the repair or replacement as described
above, Brother shall not be liable for any
direct, indirect, incidental or consequential
damages or specific relief. Because some
states do not allow the exclusion or limitation
of consequential or incidental damages, the
above limitation may not apply to you.

THIS WARRANTY IS GIVEN IN LIEU OF ALL
OTHER WARRANTIES, WRITTEN OR
ORAL, WHETHER EXPRESSED BY
AFFIRMATION, PROMISE, DESCRIPTION,
DRAWING, MODEL OR SAMPLE. ANY AND
ALL WARRANTIES OTHER THAN THIS
ONE, WHETHER EXPRESS OR IMPLIED,
INCLUDING IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE, ARE HEREBY
DISCLAIMED.

 This Limited Warranty is the only warranty

that Brother is giving for this Product. It is
the final expression and the exclusive and
only statement of Brother’s obligations to
you. It replaces all other agreements and
understandings that you may have with
Brother or its representatives.

 This warranty gives you certain rights and

you may also have other rights that may
vary from state to state.

 This Limited Warranty (and Brother’s

obligation to you) may not be changed in
any way unless you and Brother sign the
same piece of paper in which we (1) refer
to this Product and your bill of sale date, (2)
describe the change to this warranty and
(3) agree to make that change.

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

Retain your original

© 2009 Brother International Corporation

v

BROTHER MULTIFUNCTION CENTER / FAX MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to the limited warranty of 1 year from the date of purchase for labour and parts, Brother
International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centres, will repair
or replace (at Brother's sole discretion) this MFC/Fax machine free of charge if defective in
material or workmanship. This warranty applies only to products purchased and used in Canada.
This limited Warranty does not include cleaning, consumables (including, without limitation, ink
cartridges, print cartridges, print rolls, thermal paper rolls, toner cartridges, drum units, OPC
belts, fixing units, print heads, paper feed rollers, transfer rolls, cleaning rollers, waste toner
packs, oil bottles) or damage caused by accident, neglect, misuse or improper installation or
operation, any damage caused from service, maintenance, modifications, or tampering by
anyone other than a Brother Authorized Service Representative, or if shipped out of the country.

The use of supplies or consumable items that are non-Brother products may void your warranty. This limited
warranty ceases when this machine is rented, sold, or otherwise disposed of.
Operation of the MFC/Fax machine in excess of the specifications or with the Serial Number or Rating Label
removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser.
In order to obtain warranty service, the MFC/Fax machine must be delivered or shipped freight prepaid by the
end-user/purchaser to a “Brother” Authorized Service Centre, together with your Canadian Proof of Purchase
in the form of a Sales Receipt.

When shipping or transporting your MFC/Fax machine, please refer to your Operation
Manual for the proper packaging procedures.

For Laser units: Failure to remove the Toner Cartridge (and Toner Drum Unit, waste toner
packs or oil bottles on applicable models) during shipping or transport will cause severe
damage to the Laser MFC/Fax machine and will void the Warranty.

For inkjet units: (When shipping your Inkjet MFC/Fax machine remove the ink cartridges and replace them with
the original protective parts. If original protective parts are not available, leave ink cartridges installed. Please
avoid shipping the unit without original protective parts or ink cartridges.) Damage to your print head resulting from
packing the Inkjet MFC/Fax machine without the ink cartridges or the protective parts will void your warranty.

Improper packaging may cause severe damage to the machine during shipping and will void the warranty.
BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT
LIMITATIONS, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE,
EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

No oral or written information, advice or representation provided by Brother, its Authorized
Service Centres, Distributors, Dealers, Agents or employees, shall create another warranty
or modify this warranty. The warranty states Brother's entire liability and your exclusive
remedy against Brother for any failure of the MFC/Fax machine to operate properly.

Neither Brother nor anyone else involved in the development, production, or delivery of this
MFC/Fax machine shall be liable for any indirect, incidental, special, consequential, exemplary, or
punitive damages, including lost profits, arising from the use of or inability to use the product, even
if advised by the end user/purchaser of the possibility of such damages. Since some Provinces do
not allow the above limitation of liability, such limitation, may not apply to you.

This Limited Warranty gives you specific legal rights and you may also have other
rights which vary from Province to Province.

Warranty Service is available at Brother Authorized Service
Centres throughout Canada.
For Technical Assistance or for the name and location of
your nearest Authorized Service Centre call 1-877-BROTHER.

Internet support: [e-mail] or browse Brother's Web Site www.brother.ca.

vi

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 ........................2

Viewing Documentation................................................................................... 2

Accessing Brother Support (Windows

Control panel overview ..........................................................................................6

LCD screen......................................................................................................8

Basic Operations ............................................................................................. 8

2 Loading paper and documents 9

Loading paper and other print media.....................................................................9

Loading envelopes and postcards.................................................................11

Loading photo paper......................................................................................13

Removing small printouts from the machine .................................................15

Printable area ................................................................................................16

Acceptable paper and other print media..............................................................17

Recommended print media ...........................................................................17

Handling and using print media.....................................................................17

Choosing the right print media.......................................................................19

Loading documents ............................................................................................. 21

Using the ADF ...............................................................................................21

Using the scanner glass ................................................................................22

Scannable area .............................................................................................23

®

)................................................................ 5

3 General setup 24

On/Off key ........................................................................................................... 24

Turning the machine off.................................................................................24

Turning the machine on................................................................................. 24

Mode Timer..........................................................................................................24

Paper settings......................................................................................................25

Paper Type....................................................................................................25

Paper Size.....................................................................................................25

Volume Settings................................................................................................... 26

Ring Volume ..................................................................................................26

Beeper Volume..............................................................................................26

Speaker Volume............................................................................................27

Automatic Daylight Saving Time.......................................................................... 27

Sleep Mode ......................................................................................................... 27

LCD screen.......................................................................................................... 28

LCD Contrast.................................................................................................28

Setting the backlight brightness..................................................................... 28

Setting the Dim Timer for the backlight ........................................................28

Setting the Wallpaper ....................................................................................28

vii

4 Security features 29

TX Lock................................................................................................................29

Setting and changing the TX Lock password ................................................29

Turning TX Lock on/off ..................................................................................30

Section II Fax

5 Sending a Fax 32

Entering Fax mode ..............................................................................................32

Faxing from the ADF ....................................................................................32

Faxing from the scanner glass ......................................................................32

Faxing A4 size documents from the scanner glass.......................................33

Color fax transmission ...................................................................................33

Canceling a fax in progress ...........................................................................33

Broadcasting (Black & White only) ......................................................................34

Canceling a Broadcast in progress................................................................35

Additional sending operations..............................................................................35

Sending faxes using multiple settings ...........................................................35

Contrast .........................................................................................................36

Changing fax resolution.................................................................................36

Dual Access (Black & White only) .................................................................37

Real Time Transmission................................................................................37

Overseas Mode .............................................................................................37

Delayed Faxing (Black & White only) ............................................................37

Delayed Batch Transmission (Black & White only) .......................................38

Checking and canceling waiting jobs.............................................................38

Setting your changes as the new default.......................................................38

Restoring all settings to the factory settings ..................................................39

Sending a fax manually .................................................................................39

Sending a fax at the end of a conversation ...................................................39

Out of Memory message ...............................................................................39

viii

6 Receiving a Fax 40

Receive modes....................................................................................................40

Choose the correct Receive Mode ................................................................40

Using receive modes ...........................................................................................42

Fax Only ........................................................................................................42

Fax/Tel...........................................................................................................42

Manual...........................................................................................................42

External TAD ................................................................................................. 42

Receive mode settings ........................................................................................43

Ring Delay .....................................................................................................43

F/T Ring Time (Fax/Tel mode only)...............................................................43

Easy Receive.................................................................................................44

Memory Receive (Black & White only) ................................................................ 44

Fax Forwarding.............................................................................................. 44

Paging ...........................................................................................................45

Fax Storage ...................................................................................................46

PC Fax Receive (Windows

Turning off Memory Receive Operations....................................................... 47

Changing Memory Receive Operations.........................................................48

Additional receiving operations............................................................................48

Printing a reduced incoming fax .................................................................... 48

Receiving a fax at the end of a conversation.................................................49

Receiving faxes into memory when paper tray is empty ...............................49

Printing a fax from the memory ..................................................................... 49

Remote Retrieval.................................................................................................50

Setting a Remote Access Code..................................................................... 50

Using your Remote Access Code..................................................................50

Remote Fax commands ................................................................................51

Retrieving fax messages ...............................................................................52

Changing your Fax Forwarding number........................................................52

®

only) ................................................................. 46

7 Telephone Services and External devices 53

Voice operations..................................................................................................53

Tone or Pulse (Canada only).........................................................................53

Fax/Tel mode.................................................................................................53

Telephone services..............................................................................................53

Voice Mail ...................................................................................................... 53

Distinctive Ring ..............................................................................................54

Caller ID.........................................................................................................57

Connecting an external TAD (telephone answering device)................................58

Connections...................................................................................................59

Recording an outgoing message (OGM) on an external TAD.......................59

Special line considerations............................................................................60

Multi-line connections (PBX) .........................................................................61

External and extension telephones......................................................................62

Connecting an external or extension telephone ............................................62

Using external and extension telephones......................................................62

Using a non-Brother cordless external telephone .........................................63

Using remote codes.......................................................................................63

ix

8 Dialing and storing numbers 64

How to Dial ..........................................................................................................64

Manual dialing ...............................................................................................64

Speed Dialing ................................................................................................64

Search ...........................................................................................................64

Fax Redial .....................................................................................................65

Outgoing Call ................................................................................................65

Caller ID history .............................................................................................66

Storing numbers ..................................................................................................66

Storing a pause .............................................................................................66

Storing Speed Dial numbers..........................................................................66

Changing Speed Dial names or numbers......................................................68

Setting up groups for broadcasting................................................................69

Dialing Access codes and credit card numbers.............................................71

9Printing Reports 72

Fax reports...........................................................................................................72

Transmission Verification Report...................................................................72

Fax Journal (activity report) ...........................................................................72

Reports ................................................................................................................73

How to print a report ......................................................................................74

10 Polling 75

Polling overview...................................................................................................75

Polling receive .....................................................................................................75

Setup to receive polling .................................................................................75

Sequential polling (Black & White only).........................................................75

Polled transmit (Black & White only)....................................................................76

Setup for polled transmit................................................................................76

x

Section III Copy

11 Making copies 78

How to copy .........................................................................................................78

Entering Copy mode......................................................................................78

Making a single copy ..................................................................................... 78

Making multiple copies ..................................................................................78

Stop copying..................................................................................................78

Copy settings ....................................................................................................... 79

Changing copy quality...................................................................................79

Enlarging or reducing the image copied........................................................79

Making N in 1 copies or a poster (Page Layout) ..........................................80

Sorting copies using the ADF ........................................................................82

Adjusting Brightness and Contrast ................................................................ 82

Ink Save Mode...............................................................................................83

Paper Options................................................................................................83

Book Copy .....................................................................................................84

Watermark Copy............................................................................................ 85

Setting your changes as the new default.......................................................86

Restoring all settings to the factory settings .................................................. 86

‘Out of Memory’ message....................................................................................87

Section IV Direct Printing

12 PhotoCapture Center®: Printing photos from a memory card or

USB Flash memory drive 90

PhotoCapture Center® Operations ......................................................................90

Printing from a memory card or USB Flash memory drive without a PC.......90

Scanning to a memory card or USB Flash memory drive without a PC ........90

Using PhotoCapture Center

Using a memory card or USB Flash memory drive .......................................90

Memory cards, USB Flash memory drive and folder structures .................... 91

Getting started .....................................................................................................92

Entering PhotoCapture mode ........................................................................93

Print Images.........................................................................................................93

View Photos................................................................................................... 93

Print Index (Thumbnails) ...............................................................................94

Printing Photos ..............................................................................................94

Enhance Photos ............................................................................................95

Search by Date.............................................................................................. 98

Print All Photos .............................................................................................. 99

Slide Show..................................................................................................... 99

Trimming...................................................................................................... 100

DPOF printing..............................................................................................100

®

from your computer ........................................90

xi

PhotoCapture Center® print settings .................................................................101

Print Quality .................................................................................................102

Paper options ..............................................................................................102

Adjusting Brightness, Contrast and Color....................................................103

Cropping ......................................................................................................104

Borderless printing.......................................................................................104

Print Date.....................................................................................................104

Setting your changes as the new default.....................................................105

Restoring all settings to the factory settings ................................................105

Scan to a memory card or USB Flash memory drive ........................................105

Entering Scan mode ....................................................................................105

How to scan to a memory card or USB Flash memory drive.......................106

Auto Crop .................................................................................................... 107

How to set a new default .............................................................................108

How to reset to the factory settings .............................................................108

Understanding the Error Messages ...................................................................108

13 Printing photos from a camera 109

Printing photos directly from a PictBridge camera.............................................109

PictBridge requirements ..............................................................................109

Setting your digital camera ..........................................................................109

Printing Images............................................................................................110

DPOF printing ..............................................................................................111

Printing photos directly from a digital camera (without PictBridge)....................111

Printing Images............................................................................................112

Understanding the Error Messages ...................................................................112

Section V Software

14 Software and Network features 114

xii

Section VI Appendixes

A Safety and Legal 116

Choosing a location ........................................................................................... 116

To use the machine safely................................................................................. 117

Important safety instructions........................................................................122

Standard telephone and FCC Notices (These notices are in effect on

models sold and used in the United States only.) ...................................123

Federal Communications Commission (FCC) Declaration of Conformity

(USA only) ............................................................................................... 125

Industry Canada Compliance Statement (Canada only) .............................125

LAN connection ...........................................................................................126

International ENERGY STAR

Legal limitations for copying ..............................................................................127

Trademarks........................................................................................................128

B Troubleshooting and Routine Maintenance 129

Troubleshooting ................................................................................................129

If you are having difficulty with your machine .............................................. 129

Dial Tone ....................................................................................................139

Telephone line interference.........................................................................139

Error and Maintenance messages.....................................................................140

Error animation ............................................................................................ 146

Transferring your faxes or Fax Journal report .............................................146

Document jam ............................................................................................ 147

Printer jam or paper jam..............................................................................148

Routine maintenance......................................................................................... 151

Replacing the ink cartridges........................................................................151

Cleaning the outside of the machine ........................................................... 153

Cleaning the scanner...................................................................................154

Cleaning the machine’s printer platen .........................................................154

Cleaning the paper pick-up rollers............................................................... 155

Cleaning the print head ...............................................................................155

Checking the print quality ............................................................................156

Checking the print alignment .......................................................................157

Checking the ink volume ............................................................................. 157

Machine Information ..........................................................................................158

Checking the serial number.........................................................................158

Reset functions ............................................................................................ 158

How to reset the machine............................................................................158

Packing and shipping the machine....................................................................159

®

Qualification Statement..............................126

xiii

C Menu and Features 162

On-screen programming....................................................................................162

Menu table...................................................................................................162

Memory storage...........................................................................................162

Mode and menu keys ........................................................................................162

Menu table...................................................................................................163

Entering Text ...............................................................................................182

D Specifications 183

General..............................................................................................................183

Print media.........................................................................................................184

Fax.....................................................................................................................185

Copy .................................................................................................................. 187

PhotoCapture Center

PictBridge ..........................................................................................................189

Scanner .............................................................................................................190

Printer ................................................................................................................191

Interfaces ........................................................................................................... 192

Computer requirements .....................................................................................193

Consumable items............................................................................................. 194

Network (LAN) ...................................................................................................195

Wireless one-push configuration .................................................................196

®

.......................................................................................188

E Glossary 197

FIndex 201

xiv

Section I

General I

General Information 2
Loading paper and documents 9
General setup 24
Security features 29

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

Warnings tell you what to do to prevent
possible personal injury.

Cautions specify procedures you must
follow or avoid to prevent possible minor
injuries.

Text in Courier New font
identifies messages on the
LCD of the machine.

WARNING

CAUTION

IMPORTANT

1

Electrical Hazard icons alert you to a
possible electrical shock.

Hot Surface icons warn you not to
touch machine parts that are hot.

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

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 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 (Windows®) 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 Guides in HTML format.

If you have not installed the software, you can
find the documentation by following the
instructions below:

1

IMPORTANT describes procedures you
must follow or avoid to prevent possible
machine problems or damage to other
objects.

2

a Turn on your PC. Insert the Brother

CD-ROM into your CD-ROM drive.

Note

If the Brother screen does not appear
automatically, go to My Computer
(Computer), double-click the CD-ROM
icon, and then double-click start.exe.

General Information

b If the model name screen appears, click

your model name.

c If the language screen appears, click

your language. The CD-ROM top menu
will appear.

d Click Documentation.
e

Click the documentation you want to read.

 HTML documents:

Software User’s Guide and
Network User’s Guide in HTML

format.

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

(Windows
Windows

 ControlCenter3

(Windows
Windows

 Network Scanning

(Windows
Windows

ScanSoft™ PaperPort™ 11SE with OCR
How-to-Guides

 The complete ScanSoft™ PaperPort™

11SE with OCR How-to-Guides can be
viewed from the Help selection in the
ScanSoft™ PaperPort™ 11SE
application.

®

2000 Professional/

®

XP and Windows Vista®)

®

2000 Professional/

®

XP and Windows Vista®)

®

2000 Professional/

®

XP and Windows Vista®)

1

This format is recommended for
viewing on your computer.

 PDF documents:

User’s Guide for stand-alone
operations, Software User’s Guide
and Network User’s Guide in PDF
format.

This format is recommended for
printing the manuals. Click to go to
the Brother Solutions Center, where
you can view or download the PDF
documents. (Internet access and
PDF Reader software are required.)

How to find Network setup instructions

Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. If your
wireless access point supports
SecureEasySetup™, Wi-Fi Protected Setup
or AOSS™, follow the steps in the Quick
Setup Guide. For more information about
network setup please see the Network User's
Guide.

1

3

Chapter 1

Viewing Documentation (Macintosh) 1

a Turn on your Macintosh. Insert the

Brother CD-ROM into your CD-ROM
drive. The following window will appear.

b Double-click the Documentation icon.
c Double-click your language folder.
d Double-click top.html to view Software

User's Guide and Network User's
Guide in HTML format.

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

(Mac OS X 10.3.9 - 10.5.x)

 ControlCenter2

(Mac OS X 10.3.9 - 10.5.x)

 Network Scanning

(Mac OS X 10.3.9 - 10.5.x)

Presto! PageManager User’s Guide

 The complete Presto! PageManager

User’s Guide can be viewed from the Help
selection in the Presto! PageManager
application.

How to find Network setup instructions

Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. If your
wireless access point supports
SecureEasySetup™, Wi-Fi Protected Setup
or AOSS™, follow the steps in the Quick
Setup Guide. For more information about
network setup please see the Network User's
Guide.

1

e Click the documentation you want to

read:

 Software User’s Guide

 Network User’s Guide

4

General Information

Accessing Brother
Support (Windows

You can find all the contacts you will need,
such as Web support (Brother Solutions
Center), Customer Service and Brother
Authorized Service Centers in Brother
numbers on page i and on the Brother
CD-ROM.

 Click Brother Support on the top menu.

The following screen will appear:

®

) 1

 To access the Brother CreativeCenter

(http://www.brother.com/creativecenter/
for FREE photo projects and printable
downloads, click
Brother CreativeCenter.

 To return to the top menu, click Back or if

you are finished, click Exit.

)

1

 To access our web site

(http://www.brother.com
Brother Home Page.

 To view all Brother Numbers, including

Customer Service numbers for the USA
and Canada, click Support Information.

 To access the USA Brother online

shopping mall
(http://www.brothermall.com
additional product and services
information, click Brother Mall.com.

 To access Canada’s Brother online

shopping mall (http://www.brother.ca
additional product and services
information, click Shop Online (Canada).

 For the latest news and product support

information (http://solutions.brother.com
click Brother Solutions Center.

 To visit our web site for original/genuine

Brother Supplies
(http://www.brother.com/original/
click Supplies Information.

), click

) for

) for

),

),

5

Chapter 1

.Mem.

.

Control panel overview 1

9

1 2

8

Mem

Mem

1 Fax and telephone keys:

 Redial/Pause

Redials the last 30 numbers called. It also
inserts a pause when programming quick
dial numbers.

 Hook

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

Also, press this key after picking up the
handset of the external telephone during
the F/T pseudo/double-ring.

2Dial Pad

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

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

3 Mode keys:

 Fax

Lets you access Fax mode.

 Scan

Lets you access Scan mode.

 Copy

Lets you access Copy mode.

 Photo Capture

Lets you access PhotoCapture Center
mode.

4 Menu keys:

 Volume keys

d c

While the machine is idle, you can press
these keys to adjust the ring volume.

 Speed Dial key

Press to store Speed Dial and
Group numbers in the machine’s memory.

Lets you store, look up, and dial numbers
that are stored in the memory.

 d or c

Press to scroll backward or forward to a
menu selection.

Also, press to choose options.

®

6

General Information

Fax

12:45

12.21.2009

Mem.

1

Mem.

Mem.

12:45

12:45

12.21.2009

12.21.2009

 a or b

Press to scroll through the menus and
options.

 Menu

Access the main menu.

 Clear/Back

Press to delete characters or to go back to
the previous menu level.

 OK

Lets you choose a setting.

5 Start keys:

Fax

Fax

7

3 5

4

6 Stop/Exit

Stops an operation or exits the menu.

7Ink

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

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
screen by lifting it.

6

 Color Start

Lets you start sending faxes or making
copies in full color. Also lets you start a
scanning operation (in color or black &
white, depending on the scanning setting in
the ControlCenter software).

 Black Start

Lets you start sending faxes or making
copies in black & white. Also lets you start
a scanning operation (in color or black &
white depending on the scanning setting in
the ControlCenter software).

9On/Off

You can turn the machine on and off.
If you turn the machine off, it will still

periodically clean the print head to maintain
print quality. To prolong print head life, provide
the best ink cartridge economy, and maintain
print quality, you should keep your machine
connected to the power at all times.

7

Chapter 1

Fax

12:45

12.21.2009

Mem.

General S et up

Mode Tim er
Paper Type

30Secs
Plain P ap er
Letter

Off

Paper S iz e
Volume

Auto Da yl ig ht

General S et up

Mode Tim er
Paper Type

30Secs
Plain P ap er
Letter

Off

Paper S iz e
Volume

Auto Da yl ig ht

LCD screen 1

The LCD shows the current machine status
when the machine is idle.

1234

Mem.

Mem.

Fax

Fax

12:45

12:45

12.21.2009

12.21.2009

5

1 Wireless Status

A four level indicator shows the current
wireless signal strength if you are using a
wireless connection.

0Max

2 Memory Status

Lets you see the available memory in the
machine.

3 Ink indicator

Lets you see the available ink volume.

4 Current Receive Mode

Lets you see the current receive mode.

 Fax (Fax only)
 F/T (Fax/Tel)
 TAD (External TAD)
 Mnl (Manual)

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.
Press OK.

c Press a or b to choose Mode Timer.
d Press d or c to choose 30Secs.

General Setup

Mode Timer

Paper Type
Paper Size
Volume

Auto Daylight

MENU

30Secs

Plain Paper
Letter

Off

Select & Press OK

Press OK.
You can see the current setting on the
LCD:

General Setup

Mode Timer

Paper Type
Paper Size
Volume

Auto Daylight

MENU

30Secs

Plain Paper
Letter

Off

Select & Press OK

e Press Stop/Exit.

5 Faxes in memory

Shows how many received faxes are in the
memory.

8

2

Loading paper and documents 2

Loading paper and other print media

Note

To print on Photo (4" × 6") or Photo L
(3.5" × 5") paper, you must use the photo
bypass tray. (See Loading photo paper
on page 13.)

a If the paper support flap is open, close it,

and then close the paper support. Pull
the paper tray completely out of the
machine.

c With both hands, gently press and slide

the paper side guides (1) and then the

2

paper length guide (2) to fit the paper
size.
Make sure that the triangular marks (3)
on the paper side guides (1) and paper
length guide (2) line up with the marks
for the paper size you are using.

1

3

2

2

b Lift the output paper tray cover (1).

1

3

9

Chapter 2

Note

When you are using Legal size paper,
press and hold the universal guide release
button (1) as you slide out the front of the
paper tray.

1

e Gently put the paper into the paper tray

print side down and top edge in first.
Check that the paper is flat in the tray.

IMPORTANT

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.

d Fan the stack of paper well to avoid

paper jams and misfeeds.

IMPORTANT

Always make sure that the paper is not
curled or wrinkled.

f Gently adjust the paper side guides (1)

to fit the paper using both hands.
Make sure the paper side guides touch
the sides of the paper.

1

10

Loading paper and documents

g Close the output paper tray cover.

h Slowly push the paper tray completely

into the machine.

Loading envelopes and postcards 2

About envelopes 2

 Use envelopes that weigh from 20 to 25 lb

2

(80 to 95 g/m

 Some envelopes need margin settings to

be set in the application. Make sure you
do a test print first before printing many
envelopes.

).

IMPORTANT

DO NOT use any of the following types of
envelopes, as they will cause paper feed
problems:

• That are of a baggy construction.

• That are embossed (have raised
writing on them).

2

i While holding the paper tray in place,

pull out the paper support ( ) until it
clicks, and then unfold the paper
support flap ( ).

2

1

IMPORTANT

DO NOT use the paper support flap for
Legal size paper.

• That have clasps or staples.

• That are pre-printed on the inside.

Glue Double flap

Occasionally you may experience paper
feed problems caused by the thickness,
size and flap shape of the envelopes you
are using.

11

Chapter 2

Loading envelopes and postcards 2

a Before loading, press the corners and

sides of envelopes or postcards to make
them as flat as possible.

IMPORTANT

If envelopes or postcards are ‘double­feeding’, put one envelope or postcard in
the paper tray at a time.

b Put envelopes or postcards in the paper

tray with the address side down and the
leading edge in first as shown in the
illustration. With both hands, gently
press and slide the paper side
guides (1) and paper length guide (2) to
fit the size of the envelopes or
postcards.

1

2

12

Loading paper and documents

If you have problems printing on
envelopes with the flap on the short edge,
try the following:

a Open the envelope flap.
b Put the envelope into the paper tray with

the address side down and the flap
positioned as shown in the illustration.

Loading photo paper 2

2

Note

In Canada, the photo bypass tray is
called the photo paper tray.

Use the photo bypass tray, which is located on
the top of the output paper tray cover, to print
on Photo (4" × 6") and Photo L (3.5" × 5") size
paper. When you use the photo bypass tray,
you do not have to take out the paper that is in
the tray beneath it. (For the maximum number
of photo cards you can load, see Paper
weight, thickness and capacity on page 20.)

2

a Squeeze the blue photo bypass tray

release button (1) using your right index
finger and thumb and push the photo
bypass tray forward until it clicks into the
photo printing position (2).

c Adjust the size and margin in your

application.

1

2

Photo Bypass Tray

13

Chapter 2

b Press and slide the paper side

guides (1) and paper length guide (2) to
fit the paper size.

1

2

c Put the photo paper into the photo

bypass tray and gently adjust the paper
side guides to the paper.
Make sure the paper side guides touch
the sides of the paper.
Check that the paper is flat in the tray.

d When you have finished printing photos

return the photo bypass tray to the
Normal printing position. If you do not,
you will get No Paper Fed errors
when you use Letter or Legal size paper.

Squeeze the blue photo bypass tray
release button (1) using your right index
finger and thumb and pull the photo
bypass tray back until it clicks (2).

1

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.

• Always make sure that the paper is not
curled or wrinkled.

14

Loading paper and documents

IMPORTANT

If you do not return the photo bypass tray
to the Normal printing position after
printing photos, you will get a
No Paper Fed error when you use cut
sheet paper.

Photo Bypass Tray in the Normal
printing position

Removing small printouts from the machine 2

When the machine ejects small paper onto
the output paper tray cover you may not be
able to reach it. Make sure printing has
finished, and then pull the tray completely out
of the machine.

2

Photo Bypass Tray in the Photo
printing position

15

Chapter 2

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 print in the
shaded areas of cut sheet paper only when the Borderless print feature is available and turned

on. (See Printing for Windows
on the CD-ROM.)

Cut Sheet Paper Envelopes

3

1

®

or Printing and Faxing for Macintosh in the Software User’s Guide

4

3

4

1

2

Top (1) Bottom (2) Left (3) Right (4)

Cut Sheet 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)
Envelopes 0.47 in. (12 mm) 0.95 in. (24 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)

2

Note

The Borderless feature is not available for envelopes.

16

Loading paper and documents

Acceptable paper and other print media

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.

For best results, use Brother paper.

 When you print on inkjet paper (coated

paper), transparencies and photo paper,
be sure to choose the proper print media
in the ‘Basic’ tab of the printer driver or in
the Paper Type setting of the machine’s
menu. (See Paper Type on page 25.)

 When you print on Brother Photo paper,

load one extra sheet of the same photo
paper in the paper tray. An extra sheet has
been included in the paper package for
this purpose.

 When you use transparencies or photo

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 print media 2

2

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

We recommend using ‘3M Transparency
Film’ when you print on transparencies.

Brother paper

Paper Type Item

Letter Plain
Letter Glossy Photo BP71GLTR
Letter Inkjet (Matte) BP60ML (USA only)
4 × 6 in. Glossy Photo BP71GP

BP60PL100 (USA only)

2

Handling and using print media 2

 Store paper in its original packaging, and

keep it sealed. Keep the paper flat and
away from moisture, direct sunlight and
heat.

 Avoid touching the shiny (coated) side of

photo paper. 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.

17

Chapter 2

IMPORTANT

DO NOT use the following kinds of paper:

• Damaged, curled, wrinkled, or
irregularly shaped paper

1

1

1 0.08 in. (2 mm) or greater curl may

cause jams to occur.

• Extremely shiny or highly textured
paper

• Paper that cannot be arranged
uniformly when stacked

• Paper made with a short grain

Paper capacity of the output paper tray cover

Up to 50 sheets of Letter, Legal or A4 20 lb

2

(80 g/m

 Transparencies and photo paper must be

) paper.

picked up from the output paper tray cover
one page at a time to avoid smudging.

2

18

Loading paper and documents

Choosing the right print media 2

Paper type and size for each operation 2

Paper Type Paper Size Usage

Fax Copy

Cut Sheet Letter 8 1/2 × 11 in. (215.9 × 279.4 mm) Yes Yes Yes Yes

A4 8.3 × 11.7 in. (210 × 297 mm) Yes Yes Yes Yes
Legal 8 1/2 × 14 in. (215.9 × 355.6 mm) Yes Yes – Yes
Executive 7 1/4 × 10 1/2 in. (184 × 267 mm) – – – Yes
JIS B5 7.2 × 10.1 in. (182 × 257 mm) – – – Yes
A5 5.8 × 8.3 in. (148 × 210 mm) – Yes – Yes
A6 4.1 × 5.8 in. (105 × 148 mm) – – – Yes

Cards Photo 4 × 6 in. (10 × 15 cm) – Yes Yes Yes

Photo L 3 1/2 × 5 in. (89 × 127 mm) – – – Yes
Photo 2L 5 × 7 in. (13 × 18 cm) – – Yes Yes
Index Card 5 × 8 in. (127 × 203 mm) – – – Yes
Postcard 1 3.9 × 5.8 in. (100 × 148 mm) – – – Yes
Postcard 2

(Double)

5.8 × 7.9 in. (148 × 200 mm) – – – Yes

Photo
Capture

Printer

2

Envelopes C5 Envelope 6.4 × 9 in. (162 × 229 mm) – – – Yes

DL Envelope 4.3 × 8.7 in. (110 × 220 mm) – – – Yes
COM-10 4 1/8 × 9 1/2 in. (105 × 241 mm) – – – Yes
Monarch 3 7/8 × 7 1/2 in. (98 × 191 mm) – – – Yes
JE4 Envelope 4.1 × 9.3 in. (105 × 235 mm) – – – Yes

Transparencies

Letter 8 1/2 × 11 in. (215.9 × 279.4 mm) – Yes – Yes
A4 8.3 × 11.7 in. (210 × 297 mm) – Yes – Yes
Legal 8 1/2 × 14 in. (215.9 × 355.6 mm) – Yes – Yes
A5 5.8 × 8.3 in. (148 × 210 mm) – Yes – Yes

19

Chapter 2

Paper weight, thickness and capacity 2

Paper Type Weight Thickness No. of

sheets

Cut Sheet Plain Paper

Inkjet Paper

Glossy Paper

Cards Photo 4" × 6"

Index Card

Postcard

Envelopes

17 to 32 lb (64 to 120 g/m

17 to 53 lb (64 to 200 g/m

Up to 58 lb (Up to 220 g/m

Up to 58 lb (Up to 220 g/m

Up to 32 lb (Up to 120 g/m

Up to 53 lb (Up to 200 g/m

20 to 25 lb (75 to 95 g/m

2

2

)

2

)

2

2

2

2

)

3 to 6 mil (0.08 to 0.15 mm)

3 to 10 mil (0.08 to 0.25 mm) 20

Up to 10 mil (Up to 0.25 mm)

)

Up to 10 mil (Up to 0.25 mm)

)

Up to 6 mil (Up to 0.15 mm) 30

)

Up to 10 mil (Up to 0.25 mm) 30

)

Up to 20 mil (Up to 0.52 mm) 10

Transparencies – – 10

1

Up to 100 sheets of plain paper 20 lb (80 g/m2).

2

For Photo 4" × 6" paper and Photo L 3.5" × 5" paper, use the photo bypass tray (in USA) or the photo paper tray (in
Canada). (See Loading photo paper on page 13.)

3

BP71 69 lb (260 g/m2) paper is especially designed for Brother inkjet machines.

100

20

20

1

23

23

20

Loading paper and documents

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 15 pages and feeds
each sheet individually. Use standard 20 lb

2

(80 g/m
before putting them in the ADF.

Recommended environment 2

Temperature: 68 to 86 °F (20 to 30 °C)
Humidity: 50 to 70%
Paper:

) paper and always fan the pages

2

20 lb LTR (80 g/m

A4)

How to load documents 2

IMPORTANT

• 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.

Make sure documents with ink or liquid
correction fluid are completely dry.

a Unfold the ADF Document Output

Support Flap (1).

b Fan the pages well.

2

Document Sizes Supported 2

Length: 5.8 to 14 in. (148 to 355.6 mm)
Width:
Weight:

5.8 to 8.5 in. (148 to 215.9 mm)

2

17to24lb (64to90g/m

)

c Adjust the paper guides (2) to fit the

width of your document.

d Make sure you place your document,

face down, top edge first in the ADF
underneath the guides until you feel it
touch the feed roller and the LCD shows
ADF Ready.

2

1

IMPORTANT

DO NOT leave a thick document on the
scanner glass. If you do this, the ADF may
jam.

21

Chapter 2

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 11.7 in. (297 mm)
Width: Up to 8.5 in. (215.9 mm)
Weight: Up to 4.4 lb (2 kg)

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 and top, place the document face
down in the upper left corner of the
scanner glass.

c Close the document cover.

IMPORTANT

If you are scanning a book or thick
document, DO NOT slam the cover down
or press on it.

22

Scannable area 2

The scannable area depends on the settings
in the application you are using. The figures
below show unscannable areas.

3

1

4

2

Loading paper and documents

2

Usage

Fax Letter 0.12 in.

Copy Letter 0.12 in.

Scan Letter 0.12 in.

Document
Size

A4 0.12 in.

Legal 0.12 in.

A4 0.12 in.

A4 0.12 in.

Top (1)

Bottom (2)

(3 mm)

(3 mm)

(3 mm)

(3 mm)

(3 mm)

(3 mm)

(3 mm)

Left (3)

Right (4)

0.16 in.
(4 mm)

0.04 in.
(1 mm)

0.16 in.
(4 mm)

0.12 in.
(3 mm)

0.12 in.
(3 mm)

0.12 in.
(3 mm)

0.12 in.
(3 mm)

23

3

General setup 3

On/Off key 3

You can turn the machine on and off by
pressing the On/Off key.

Note

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

Turning the machine off 3

a Press and hold down the On/Off key.

The LCD will show Shutting Down.
The LCD will stay on for a few seconds
before going off.

Turning the machine on 3

a Press the On/Off key.

Mode Timer 3

The machine has four temporary mode keys
on the control panel: Fax, Scan, Copy and
Photo Capture. 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.
d Press d or c to choose 0Sec, 30Secs,

1Min, 2Mins, 5Mins or Off.
Press OK.

e Press Stop/Exit.

24

General setup

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.
d Press d or c to choose Plain Paper,

Inkjet Paper, Brother BP71,
Other Glossy or Transparency.

Press OK.

e Press Stop/Exit.

Paper Size 3

You can use five sizes of paper for copies:
Letter, Legal, A4, A5 and 4
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.

×

6in. (10×15 cm)

a Press Menu.
b Press a or b to choose

General Setup.
Press OK.

c Press a or b to choose Paper Size.
d Press d or c to choose Letter, Legal,

A4, A5 and 4"X6".
Press OK.

3

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.

e Press Stop/Exit.

25

Chapter 3

Volume Settings 3

Ring Volume 3

You can choose a range of ring volume
levels, from High to Off.

While the machine is idle, 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

a Press Menu.

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.

3

e Press d or c to choose Low, Med, High

or Off.
Press OK.

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 Ring.
e Press d or c to choose Low, Med, High

or Off.
Press OK.

f Press Stop/Exit.

f Press Stop/Exit.

26

General setup

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.
e Press d or c to choose Low, Med, High

or Off.
Press OK.

f Press Stop/Exit.

You can also adjust the speaker volume by
pressing Hook.

Automatic Daylight Saving Time

You can set the machine to change
automatically for daylight saving time. It will
reset itself forward one hour in the Spring and
backward one hour in the Fall. Make sure you
have set the correct date and time in the
Date&Time setting.

The factory setting is Off, so you will have to
turn on Automatic Daylight Saving Time as
follows.

a Press Menu.
b Press a or b to choose

General Setup.
Press OK.

c Press a or b to choose

Auto Daylight.

3

3

a Press Hook.

b Press d or c .

This setting will stay until you change it
again.

c Press Hook.

d Press d or c to choose On (or Off).

Press OK.

e Press Stop/Exit.

Sleep Mode 3

You can choose how long the machine must
be idle (from 1 to 60 minutes) before it goes
into sleep mode. The timer will restart if any
operation is carried out on the machine.

a Press Menu.
b Press a or b to choose

General Setup.
Press OK.

c Press a or b to choose Sleep Mode.
d Press d or c to choose 1Min, 2Mins,

3Mins, 5Mins, 10Mins, 30Mins or
60Mins.

Press OK.

e Press Stop/Exit.

27

Chapter 3

LCD screen 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.
e Press d or c to choose Light, Med or

Dark.
Press OK.

f Press Stop/Exit.

Setting the Dim Timer for the backlight 3

You can set how long the LCD backlight stays
on after you go back to the Ready screen.

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.
e Press d or c to choose 10Secs,

20Secs, 30Secs or Off.
Press OK.

f Press Stop/Exit.

Setting the Wallpaper 3

You can change the wallpaper.

Setting the backlight brightness 3

You can adjust the brightness of the LCD
backlight. 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.
e Press d or c to choose Light, Med or

Dark.
Press OK.

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 your wallpaper

from the four available designs.
Press OK.

f Press Stop/Exit.

f Press Stop/Exit.

28

4

Security features 4

TX Lock 4

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)

 Paging

(If Paging was already On)

 Remote retrieval

(If Fax Storage was already On)

 PC Fax Receive

(If PC Fax Receive was already On)

Setting and changing the TX Lock password 4

Note

If you have already set the password, you
will not need to set it again.

4

Setting up the 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 TX Lock.

Press OK.

While TX Lock is On, the following operations
are NOT available:

 Sending faxes
 Copying
 PC printing
 Scanning
 PhotoCapture
 Operation from Control panel

Note

If you forget the TX Lock password,
please call Brother Customer Service.
(See Brother numbers on page i.)

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.

29

Chapter 4

Changing the 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 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.

Turning TX Lock on/off 4

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.

h When the LCD shows Verify:,

re-enter the password.
Press OK.

i Press Stop/Exit.

Turning TX Lock off 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.

30

Section II

Fax II

Sending a Fax 32
Receiving a Fax 40
Telephone Services and External devices 53
Dialing and storing numbers 64
Printing Reports 72
Polling 75

5

Fax Res ol ut io n

Standar d

Auto

Contras t
Speed D ia l
Outgoin g Ca ll

Sending a Fax 5

Entering Fax mode 5

When the machine is idle, the time and date
appear on the LCD. When you want to send
a fax, or change fax send or receive settings,

press the (Fax) key to illuminate it in
blue.

The LCD shows:

Fax Resolution
Contrast
Speed Dial
Outgoing Call

FAX

Press a or b to scroll through the Fax key
options. Some functions are only available
when sending black & white faxes.

 Fax Resolution (See page 36.)

Standard

Auto

Fax Press Start

When the option you want is highlighted,
press OK.

Faxing from the ADF 5

a Press (Fax).

b Place the document face down in the

ADF. (See Using the ADF on page 21.)

c Enter the fax number using the dial pad,

Speed Dial or Search.
(For details, see How to Dial
on page 64.)

d Press Black Start or Color Start.

Note

• To cancel, press Stop/Exit.

• If you send a black & white fax when the
memory is full it will be sent in real time.

Faxing from the scanner glass 5

32

 Contrast (See page 36.)
 Speed Dial (See page 64.)
 Outgoing Call (See page 65.)
 Caller ID hist. (See page 66.)
 Broadcasting (See page 34.)
 Delayed Fax (See page 37.)
 Batch TX (See page 38.)
 Real Time TX (See page 37.)
 Polled TX (See page 76.)
 Polling RX (See page 75.)
 Overseas Mode (See page 37.)
 Glass ScanSize (See page 33.)
 Set New Default (See page 38.)
 Factory Reset (See page 39.)

You can use the scanner glass to fax pages
of a book one at a time. The document can be
up to Letter or A4 size.

To send color faxes with multiple pages use
the ADF.

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 Place your document face down on the

scanner glass. (See Using the scanner
glass on page 22.)

Sending a Fax

c Enter the fax number using the dial pad,

Speed Dial or Search.

d Press Black Start or Color Start.

 If you press Black Start, the

machine starts scanning the first
page. Go to step e.

 If you press Color Start, the

machine starts sending the
document.

e When the LCD asks you Next Page?

do one of the following:

 To send a single page, press 2 to

choose No (or press Black Start
again).

The machine starts sending the
document.

 To send more than one page,

press 1 to choose Yes and go to
step f.

f Place the next page on the scanner

glass.
Press OK.
The machine starts scanning the page.
(Repeat steps e and f for each
additional page.)

Faxing A4 size documents from the scanner glass 5

When documents are A4 size, you need to
set the correct Scan Size to A4. If you do not,
the bottom portion of the faxes will be
missing.

a Press (Fax).
b Press a or b to choose

Glass ScanSize.

c Press d or c to choose A4 (or Letter).

Press OK.

Note

• You can save the setting you use most
often by setting it as default. (See Setting
your changes as the new default
on page 38.)

• This setting is only available for sending
documents from the scanner glass.

Color fax transmission 5

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

5

Color faxes cannot be stored in the machine’s
memory. When you send a color fax, the
machine will send it in real time (even if
Real Time TX is set to Off).

Canceling a fax in progress 5

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

Stop/Exit.

33

Chapter 5

Broadcasting (Black & White only)

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 dialed
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 You can add numbers to the broadcast

in the following ways:

f Press Black Start.

5

Note

• If you did not use up any of the numbers
for Groups, you can broadcast faxes to as
many as 250 different numbers.

• The machine’s 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.

• If the Out of Memory message
appears, press Stop/Exit to stop the job.
If more than one page has been scanned,
press Black Start to send the portion that
is in the machine’s memory.

 Press a or b to choose Add Number

and enter the number using the dial
pad.

Press OK.

 Press a or b to choose Speed Dial

and OK. Press a or b to choose

Alphabetical Order or
Numerical Order and OK.

Press a or b to select a number and
OK.

e After you have entered all the fax

numbers by repeating step d, press

a or b to choose Complete.
Press OK.

34

Sending a Fax

Fax Res ol ut io n

Standar d

Auto

Contras t
Speed D ia l
Outgoin g Ca ll

Canceling 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
dialed and the Broadcast job number.

d Press OK.

The LCD will ask you the following
message:

Cancel Job?
Yes i Press 1
No i Press 2

e Press 1 to cancel the number being

dialed.
The LCD will then show the Broadcast
job number.

Additional sending operations

Sending faxes using multiple settings 5

When you send a fax you can choose any
combination of these settings: resolution,
contrast, scan size, overseas mode, delayed
fax timer, polling transmission and real time
transmission.

a Press (Fax).

The LCD shows:

Fax Resolution
Contrast
Speed Dial
Outgoing Call

FAX

b Press a or b to choose a setting you

want to change.

Standard

Auto

Fax Press Start

5

5

f Press OK.

The LCD will ask you the following
message:

Cancel Job?
Yes i Press 1
No i Press 2

g To cancel the Broadcast, press 1.
h Press Stop/Exit.

c Press d or c to choose an option.

Press OK.

d Repeat steps b to c 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
the new default on page 38.)

35

Chapter 5

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 a 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.
c Press d or c 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 color 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.

c Press d or c to choose the resolution

you want.
Press OK.

Note

You can choose four different resolution
settings for black & white faxes and two for
color faxes.

Black & White

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

Color

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 Color Start key to send a fax, the
machine will send the fax using the Fine
setting.

36

Sending a Fax

Dual Access (Black & White 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 a document, press
Stop/Exit to cancel or Black Start to send
the scanned pages.

Real Time Transmission 5

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

Overseas Mode 5

If you are having difficulty sending a fax
overseas due to possible interference on the
telephone 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.

d Press d or c to choose On (or Off).

Press OK.

Delayed Faxing (Black & White 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.

5

Sometimes, you may want to send an
important document immediately, without
waiting for memory transmission. You can
turn on Real Time TX.

a Press (Fax).

b Press a or b to choose Real Time TX.
c Press d or c to choose On (or Off).

Press OK.

Note

•

If the memory is full and you are sending a
black & white fax from the ADF, the
machine will send the document in real time
(even if
Faxes from the scanner glass cannot be
sent until you clear some of the memory.

• In Real Time Transmission, the automatic
redial feature does not work when you are
using the scanner glass.

Real Time TX

is set to

Off

).

a Press (Fax).

b Load your document.
c Press a or b to choose Delayed Fax.
d Press d or c 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.

Note

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

37

Chapter 5

Delayed Batch Transmission (Black & White 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.
c Press d or c to choose On.

Press OK.

d Press Stop/Exit.

Checking and canceling

f Repeat steps d and e for each job you

want to cancel.

g When you are finished, press Stop/Exit.

Setting your changes as the new default 5

You can save the fax settings for

Fax Resolution, Contrast,
Real Time TX and Glass ScanSize 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

you want to change, and then press
d or c to choose the new option.
Press OK.

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.

e Do one of the following:

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.

d Press 1 to choose Yes.
e Press Stop/Exit.

 To cancel, press 1 to choose Yes.

If you want to cancel another job go
to step d.

 To exit without canceling, press 2 to

choose No.

38

Sending a Fax

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.

Sending a fax manually 5

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

Sending a fax at the end of a conversation 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.
d Press Black Start or Color Start.

 If you are using the scanner glass,

press 1 to send a fax.

e Replace the handset of the external

phone.

5

Note

To send a multiple page fax, use the ADF.

a Press (Fax).

b Load your document.
c To listen for a dial tone press Hook or

pick up the handset of the external
telephone.

d Dial the fax number.
e When you hear the fax tone, press

Black Start or Color Start.
If you are using the scanner glass
press 1 to send a fax.

f If you picked up the handset of an

external telephone, replace it.

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 Black Start or
Color 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 37.)

39

Receiving a Fax 6

6

Receive modes 6

Choose the correct Receive Mode 6

The correct Receive Mode is determined by the external devices and telephone subscriber
services (Voice Mail, Distinctive Ring, etc.) you have (or will be using) on the same line as the
Brother machine.

Will you be using a Distinctive Ring number for receiving faxes?
Brother uses the term “Distinctive Ring” but different telephone companies may have other names for this
service, such as Custom Ringing, RingMaster, Personalized Ring, Teen Ring, Ident-A-Ring, Ident-A-Call,
Data Ident-A-Call, Smart Ring and SimpleBiz Fax & Alternate Number Ringing. (See Distinctive Ring
on page 54 for instruction on setting up your machine using this feature.)

Will you be using Voice Mail on the same telephone line as your Brother machine?
If you have Voice Mail on the same telephone line as your Brother machine, there is a strong possibility
that Voice Mail and the Brother machine will conflict with each other when receiving incoming calls.
(See Voice Mail on page 53 for instructions on setting up your machine using this service.)

Will you be using a Telephone Answering Device on the same telephone line as your Brother
machine?

Your external telephone answering device (TAD) will automatically answer every call. Voice messages are
stored on the external TAD and fax messages are printed. Choose External TAD as your receive mode.
(See Connecting an external TAD (telephone answering device) on page 58.)

Will you be using your Brother machine on a dedicated fax line?
Your machine automatically answers every call as a fax. Choose Fax Only as your receive mode.
(See Fax Only on page 42.)

Will you be using your Brother machine on the same line as your telephone?

Do you want to receive voice calls and faxes automatically?

The Fax/Tel receive mode is used when sharing the Brother machine and your telephone on the
same line. Choose Fax/Tel as your receive mode. (See Fax/Tel on page 42.)
Important Note: You cannot receive voice messages on either Voice Mail or an answering machine
with the Fax/Tel mode.

Do you expect to receive very few faxes?
Choose Manual as your receive mode. You control the telephone line and must answer every call
yourself. (See Manual on page 42.)

40

Receiving a Fax

To set the 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.
d Press d or c to choose Fax Only, Fax/Tel, External TAD or Manual.

Press OK.

e Press Stop/Exit.

The LCD will show the current receive mode.

6

41

Chapter 6

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 43.)

Fax Only 6

Fax Only mode will automatically answer
every call as a fax call.

Fax/Tel 6

Fax/Tel mode helps you automatically
manage incoming calls, by recognizing
whether they are fax or voice calls and
handling them in one of the following ways:

 Faxes will be automatically received.

External TAD 6

External TAD mode lets an external
answering device manage your incoming
calls. Incoming calls will be handled in one of
the following ways:

 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 58.)

 Voice calls will start the F/T Ring to tell you

to pick up the line. The F/T Ring is a fast
pseudo/double-ring made by your
machine.

(Also see F/T Ring Time (Fax/Tel mode only)
on page 43 and Ring Delay on page 43.)

Manual 6

Manual mode turns off all automatic
answering functions unless you are using the
Distinctive Ring feature.

To receive a fax in manual mode lift the
handset of the external telephone or press
Hook. When you hear fax tones (short
repeating beeps), press Black Start or
Color Start and choose Receive. You can
also use the Easy Receive feature to receive
faxes by lifting a handset on the same line as
the machine.

(Also see Easy Receive on page 44.)

42

Receiving a Fax

Receive mode settings 6

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 telephones on the same line as the
machine, keep the ring delay setting of
4 rings.

(See Using external and extension
telephones on page 62 and Easy Receive
on page 44.)

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.

F/T Ring Time (Fax/Tel mode only) 6

When somebody calls your machine, you and
your caller will hear the normal telephone ring
sound. The number of rings is set by the ring
delay setting.

If the call is a fax, then your machine will
receive it; however, if it is a voice call the
machine will sound the F/T Ring (a fast
double-ring) for the time you have set in the
F/T Ring Time setting. If you hear the
F/T Ring it means that you have a voice caller
on the line.

Because the F/T Ring is made by the
machine, extension and external telephones
will not ring; however, you can still answer the
call on any telephone. (For more information
see Using remote codes on page 63.)

a Press Menu.
b Press a or b to choose Fax.

Press OK.

6

e Press d or c to choose how many times

the line rings before the machine
answers.
Press OK.
If you choose 0, the line will not ring at
all.

f Press Stop/Exit.

c Press a or b to choose

Setup Receive.
Press OK.

d Press a or b to choose

F/T Ring Time.

e Press d or c 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.

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.

43

Chapter 6

Easy Receive 6

If Easy Receive is On: 6

The machine can receive a fax automatically,
even if you answer the call. When you see
Receiving on the LCD or hear a click on the
phone line through the handset you are
using, just replace the handset. Your
machine will do the rest.

If Easy Receive is Off: 6

If you are at the machine and answer a call
first by lifting a handset, then press
Black Start or Color Start, and then press 2
to receive.

If you answered at an extension telephone
press l 5 1. (See Using external and
extension telephones on page 62.)

Memory Receive (Black & White only)

You can only use one Memory Receive
operation at a time.

 Fax Forwarding
 Paging
 Fax Storage
 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 memory
receive operation, a question will appear on
the LCD. (See Changing Memory Receive
Operations on page 48.)

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 telephone
handset, press the fax receive code l 5 1.

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

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 Easy Receive.
e Press d or c to choose On (or Off).

Press OK.

Fax Forwarding 6

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.

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 Fax Forward.

Press OK.

f Press Stop/Exit.

44

f Enter the forwarding number (up to

20 digits).
Press OK.

Receiving a Fax

g Press a or b to choose

Backup Print:On or
Backup Print:Off.

Press OK.

IMPORTANT

• If you choose Backup Print:On, the
machine will also print the fax at your
machine so you will have a copy. This is a
safety feature in case there is a power
failure before the fax is forwarded or a
problem at the receiving machine.

• When you receive a color fax, your
machine prints the color fax at your
machine but does not send the fax to the
fax forwarding number you programmed.

h Press Stop/Exit.

Paging 6

When you choose Paging, your machine
dials the cell phone or pager number you
have programmed. This activates your cell
phone or pager so you will know that you
have a fax message in the memory.

If you have set Paging, a backup copy of the
received fax will automatically be printed at
the machine.

f Enter your cell phone or pager number

followed by # # (up to 20 digits).
Press OK.
Do not include the area code if it is the
same as that of your machine.
For example, press:
1 8 0 0 5 5 5 1 2 3 4 # #

g Do one of the following:

 If you are programming your cell

phone number and do not need to
enter a pin, press OK.

 If your pager needs a PIN, enter the

PIN, press #, press Redial/Pause,
and then enter your fax number
followed by # #.

Press OK.
For example, press:

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5
5 6 7 8 9 # #

 If your pager does not need a PIN,

press:
Redial/Pause, and then enter your

fax number followed by # #. Press
OK.

For example, press:

Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #

h Press Stop/Exit.

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 Paging.

Press OK.

Note

You cannot change a paging number or
PIN remotely.

45

Chapter 6

Fax Storage 6

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

Setup Receive.
Press OK.

d Press a or b to choose

Memory Receive.
Press OK.

e Press a or b to choose Fax Storage.

Press OK.

f Press Stop/Exit.

PC Fax Receive (Windows® only) 6

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 on 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.

Note

Color faxes cannot be stored in the
memory. When you receive a color fax
your machine prints the color fax at your
machine.

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

PC Fax Receive.
Press OK.

f Press a or b to choose <USB> or the PC

you want to receive faxes.
Press OK.

46

Receiving a Fax

g Press a or b to choose

Backup Print:On or
Backup Print:Off.

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 your 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.)

• 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
and Maintenance messages
on page 140.)

g Press a or b to choose <USB>, or the PC

you want to receive faxes.
Press OK.

h Press a or b to choose

Backup Print:On or
Backup Print:Off.

Press OK.

i Press Stop/Exit.

Turning off Memory Receive Operations 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.

6

• When you receive a color fax, your
machine prints the color fax at your
machine but does not send the fax to your
PC.

Changing the destination PC 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

PC Fax Receive.
Press OK.

d Press a or b to choose

Memory Receive.
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
Memory Receive Operations on page 48.)

f Press a or b to choose Change.

Press OK.

47

Chapter 6

Changing Memory Receive Operations 6

If received faxes remain in your machine’s
memory when you change the Memory
Receive Operations, the LCD will ask you
one of the following questions:

 Erase All Fax?

Yes i Press 1

No i Press 2

 Print All Fax?

Yes i Press 1

No i Press 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, Paging or Fax Storage],
press a or b to choose the PC.

The LCD will ask you the following question:

Additional receiving operations

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 Letter, Legal or A4 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.

e Press d or c to choose On (or Off).

Press OK.

f Press Stop/Exit.

6

 Send Fax to PC?

Yes i Press 1

No i Press 2

• If you press 1, faxes in the memory will
be sent to your PC before the setting
changes. You will be asked if you want
to turn on Backup Print. (For detail, see

PC Fax Receive (Windows

on page 46.)

• If you press 2, faxes in the memory will
not be erased or transferred to your PC
and the setting will be unchanged.

48

®

only)

Receiving a Fax

Receiving a fax at the end of a conversation 6

At the end of a conversation you can ask the
other party to fax you information before you
both hang up.

a Ask the other party 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 Black Start or Color Start.

c Press 2 to receive the fax.
d Replace the handset of the external

telephone.

Receiving faxes into memory when paper tray is empty 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
print media on page 9.)

Printing a fax from the memory 6

If you have chosen Paging or Fax Storage,
you can still print a fax from the memory when
you are at your machine. (See Memory
Receive (Black & White only) on page 44.)

a Press Menu.
b Press a or b to choose Fax.

Press OK.

c Press a or b to choose Print Fax.

Press OK.

d Press Black Start.

6

e Press Stop/Exit.

Note

When you print a fax from the memory, the
fax data will be erased.

The machine will carry on receiving the fax,
with the remaining pages being stored in
memory, if enough memory is available.

Further incoming faxes will also be stored in
memory until the memory is full. When the
memory is full the machine will stop
automatically answering calls. To print the
faxes, put fresh paper in the tray.

49

Chapter 6

Remote Retrieval 6

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 6

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 (--- ).

a Press Menu.
b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Remote Access.

d Enter a three-digit code using numbers

0-9, l, or #.
Press OK. (The preset ‘ ’ 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 Using external
and extension telephones on page 62.)

Using your Remote Access Code 6

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 ) at once.

c The machine signals if it has received

messages:

 1 long beep — Fax messages

 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 for about 100 seconds after
it starts ringing, and then enter the remote
access code within 30 seconds.

e Press Stop/Exit.

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 d to restore the inactive setting (--- )
and press OK.

50

Receiving a Fax

Remote Fax commands 6

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

Remote commands Operation details

95 Change the Fax Forwarding,

Paging or Fax Storage settings

1 OFF You can choose Off after you have retrieved or erased all

your messages.
2 Fax Forwarding One long beep means the change is accepted. If you hear
3 Paging
4 Fax Forwarding number
6 Fax Storage

three short beeps, you cannot change because something

has not been set up (for example, a Fax Forwarding or

Paging number has not been registered). You can register

your Fax Forwarding number by entering 4. (See Changing

your Fax Forwarding number on page 52.) Once you have

registered the number, Fax Forwarding will work.

6

96 Retrieve a fax

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

fax messages. (See Retrieving fax messages on page 52.)
3 Erase faxes from the memory If you hear one long beep, fax messages have been erased

from the memory.

97 Check the receiving status

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.

98 Change the Receive Mode

1 External 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

long beep, then replace the handset.

51

Chapter 6

Retrieving fax messages 6

You can call your machine from any touch
tone telephone and have your fax messages
sent to a machine. Before you use this
feature, you have to turn on Fax Storage.

a Dial your fax number.
b When your machine answers, enter

your remote access code (3 digits
followed by ) at once. If you hear one
long beep, you have messages.

c When you hear two short beeps,

press 962.

d Wait for a long beep, and then use the

dial pad to enter the number of the
remote fax machine where you want
your fax messages sent, followed by ##
(up to 20 digits).

Changing your Fax Forwarding number 6

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 ) 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 (up to 20 digits) of the remote
fax machine you want your fax
messages forwarded to using the dial
pad, then enter # #.

Note

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

e Hang up after you hear your machine

beep. Your machine will call the other
fax machine, which will then print your
fax messages.

Note

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

e Press 9 0 to stop Remote Access when

you have finished.

f Hang up after you hear your machine

beep.

52

Telephone Services and External

7

devices

Voice operations 7

Voice calls can be made either with an
external telephone, by dialing manually, or by
using Quick Dial numbers.

Tone or Pulse (Canada only) 7

If you have a Pulse dialing service, but need
to send tone signals (for example, for
telephone banking), follow the instructions
below:

a Pick up the handset of an external

telephone or press Hook.

b Press # on the machine’s control panel.

Any digits dialed after this will send tone
signals.

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

Fax/Tel mode 7

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

If you are at the extension telephone, you'll
need to lift the handset during the F/T Ring
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.

If you are at the machine, lift the external
telephone’s handset, and then press Hook to

answer.

7

Telephone services 7

Your machine supports the Caller ID and
Distinctive Ring subscriber telephone
services that some telephone companies
offer.

Features like Voice Mail, Call Waiting, Call
Waiting/Caller ID, RingMaster, answering
services, alarm systems or other custom
features on one telephone line may create
problems with the operation of your machine.
If you have Voice Mail on your telephone line,
please read the following carefully.

Voice Mail 7

7

If you have Voice Mail on the same telephone
line as your Brother machine, Voice Mail and
the Brother machine will conflict with each
other when receiving incoming calls.

For example, if your Voice Mail is set to
answer after 4 rings and your Brother
machine is set to answer after 2 rings, then
your Brother machine will answer first. This
will prevent callers from being able to leave a
message in your Voice Mail.

Similarly, if your Brother machine is set to
answer after 4 rings and your Voice Mail is set
to answer after 2 rings, then your Voice Mail
will answer first. This will prevent your Brother
machine from being able to receive an
incoming fax, since Voice Mail cannot
transfer the incoming fax back to the Brother
machine.

53

Chapter 7

To avoid conflicts between your Brother
machine and your voice mail service, do one
of the following:

Get the Distinctive Ring service from your telephone company. Distinctive Ring is a feature of your Brother machine that allows a person with one line to receive fax and voice calls through two different phone numbers on that one line. Brother uses the term ‘Distinctive Ring,’ but telephone companies market the service under a variety of names, such as Custom Ringing, Personalized Ring, Smart Ring, RingMaster, Ident-A-Ring, Ident­A-Call, Data Ident-A-Call, Teen Ring, and SimpleBiz Fax & Alternate Number Ringing. This service establishes a second telephone number on the same line as your existing telephone number, and each number has its own ring pattern. Typically, the original number rings with the standard ring pattern and is used for receiving voice calls, and the second number rings with a different ring pattern and is used for receiving faxes. (See Distinctive Ring on page 54.)

OR

Set your Brother machine’s Receive Mode to
“Manual”. Manual Mode requires that you
answer every incoming call if you want to be
able to receive a fax. If the incoming call is a
telephone call, then complete the call as you
normally would. If you hear fax sending tones
you must transfer the call to the Brother
machine. (See Using external and extension
telephones on page 62.) Unanswered fax
and voice calls will go to your Voice Mail. (To
set the machine in MANUAL Mode, see
Choose the correct Receive Mode
on page 40.)

Distinctive Ring 7

Distinctive Ring is a function of your Brother
machine that allows a person with one line to
receive fax and voice calls through two
different phone numbers on that one line.
Brother uses the term “Distinctive Ring”, but
telephone companies market the service
under a variety of names, such as Smart
Ring, Ring Master or Ident-a-Ring. This
service establishes a second telephone
number on the same line as your existing
telephone number, and each number has its
own ring pattern. Typically, the original
number rings with the standard ring pattern
and is used for receiving voice calls, and the
second number rings with a different ring
pattern and is used for receiving faxes.

Note

• You must pay for your telephone
company's Distinctive Ring service before
you program the machine to work with it.

• Please call your telephone company for
availability and rates.

What does your telephone company's ‘Distinctive Ring’ do?

Your telephone company's Distinctive Ring
service allows you to have more than one
number on the same telephone line. If you

need more than one telephone number, it
is cheaper than paying for an extra line.

Each telephone number has its own
distinctive ring pattern, so you will know
which telephone number is ringing. This is
one way you can have a separate telephone
number for your machine.

7

54

What does Brother's ‘Distinctive Ring’ do?

The Brother machine has a Distinctive Ring
feature that allows you to use your machine to
take full advantage of the telephone
company's Distinctive Ring service. The new
telephone number on your line can just
receive faxes.

7

Telephone Services and External devices

Do you have Voice Mail? 7

If you have Voice Mail on the telephone line
that you will install your new machine on,

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

Distinctive Ring feature allows you to use
more than one number on your line, so
both Voice Mail and the machine can work
together without any problems. If each one

has a separate telephone number, neither will
interfere with the other's operations.

If you decide to get the Distinctive Ring
service from the telephone company, you will
need to follow the directions on next page to
‘register’ the new Distinctive Ring pattern
they give you. This is so your machine can
recognize its incoming calls.

Note

You can change or cancel the Distinctive
Ring pattern at any time. You can switch it
off temporarily, and turn it back on later.
When you get a new fax number, make
sure you reset this feature.

Before you choose the ring pattern to register

You can only register one Distinctive Ring
pattern with the machine. Some ring patterns
cannot be registered. The ring patterns below
are supported by your Brother machine.
Register the one your telephone company
gives you.

Ring
Pattern

1 long-long
2 short-long-short
3 short-short-long

4very long

Rings

(normal pattern)

Note

Ring Pattern #1 is often called Short-Short
and is the most commonly used.
If the ring pattern you received is not on
this chart, please call your telephone

company and ask for one that is
shown.

7

7

 The machine will only answer calls to its

registered number.

 The first two rings are silent on the

machine. This is because the fax must
‘listen’ to the ring pattern (to compare it to
the pattern that was ‘registered’). (Other
telephones on the same line will ring.)

 If you program the machine properly, it will

recognize the registered ring pattern of the
‘fax number’ within 2 ring patterns and
then answer with a fax tone. When the
‘voice number’ is called, the machine will
not answer.

55

Chapter 7

Registering the Distinctive Ring pattern

Very Important !

After you have set the Distinctive Ring feature
to On, your Distinctive Ring number will
receive faxes automatically. The receive
mode is automatically set to Manual and you
cannot change it to another receive mode
while Distinctive Ring is set to On. This
ensures the Brother machine will only answer
the Distinctive Ring number and not interfere
when your main telephone number is called.

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 Distinctive.

Press OK.

e Press a or b to choose Set.

Press OK.

Turning off Distinctive Ring 7

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 Distinctive.

Press OK.

e Press a or b to choose Off.

Press OK.

f Press Stop/Exit.

Note

If you turn off Distinctive Ring, the
machine will stay in Manual receive
mode. You will need to set the Receive
Mode again. (See Choose the correct
Receive Mode on page 40.)

f Press a or b to choose the stored ring

pattern you want to use.
Press OK.
(You hear each pattern as you scroll
through the four patterns. Make sure
you choose the pattern that the
telephone company gave you.)

g Press Stop/Exit.

Distinctive Ring is now set to On.

56

Telephone Services and External devices

Caller ID 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.

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 view the list or choose one of these
numbers to fax to, add to Speed Dial or delete
from the history. (See Caller ID history
on page 66.)

 You can see the first 18 characters of the

number (or name).

 The # Unavailable message means

the call originated outside your Caller ID
service area.

 The Private Call message means the

caller has intentionally blocked
transmission of information.

You can print a list of the Caller ID information
received by your machine. (See How to print
a report on page 74.)

Setting up your area code (USA only) 7

When returning calls from the caller ID history
your machine will automatically dial “1” plus
the area code for all calls. If your local dialing
plan requires that the “1” not be used for calls
within your area code enter your area code in
this setting. With the area code setting, calls
returned from the caller ID history to your
area code will be dialed using 10 digits (area
code + 7-digit number). If your dialing plan
does not follow the standard 1 + area code
+ 7-digit number dialing system for calling
outside your area code, you may experience
problems returning calls automatically from
the caller ID history. If this is not the
procedure followed by your dialing plan, you
will not be able to return calls automatically.

a Press Menu.

7

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 Use the dial pad to enter your area code.

Press OK.

Note

• This feature may not be available in
certain areas of the USA and Canada.

• The Caller ID service varies with different
carriers. Call your local telephone
company to find out about the kind of
service available in your area.

f Press Stop/Exit.

57

Chapter 7

Connecting an external TAD (telephone 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.

• If You Do Not Subscribe to Distinctive

Ring Service:

You must plug your TAD into the EXT.

7

jack of your machine. If your TAD is
plugged into a wall jack, both your
machine and the TAD will try to control the
telephone line. (See the illustration
below.)

• Before you connect the external TAD,
remove the protective cap (2) from the
EXT. jack on the machine.

1

1

2

1TAD

2 Protective Cap

Note

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

• If You Subscribe to your Telephone

company's Distinctive Ring Service:

You may connect an external TAD to a
separate wall jack only if you subscribe to
your telephone company's Distinctive
Ring service, have registered the
distinctive ring pattern on your machine,
and use that number as a fax number. The
recommended setting is at least four rings
on the external TAD when you have the
telephone company's Distinctive Ring
Service. You cannot use the Toll Saver
setting.

When the TAD answers a call, the LCD
shows Telephone.

IMPORTANT

DO NOT connect a TAD elsewhere on the
same telephone line.

58

Telephone Services and External devices

Connections 7

The external TAD must be plugged into the
jack labeled EXT. Your machine cannot work
properly if you plug the TAD into a wall jack
(unless you are using Distinctive Ring).

a Plug the telephone line cord from the

telephone wall jack into the jack labeled
LINE.

b Remove the protective cap (1) from the

jack labeled EXT, and then plug the
telephone line cord from the external
TAD into the EXT. jack. (Make sure this
cord is connected to the TAD at the
TAD's telephone line jack, and not its
handset jack.)

Recording an 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.
c End your 20-second message by giving

your Fax Receive Code for people
sending manual faxes. For example:
‘After the beep, leave a message or
send a fax by pressing l 51 and Start.’

7

1

c Set your external TAD to four rings or

less. (The machine's Ring Delay setting
does not apply.)

d Record the outgoing message on your

external TAD.

e Set the TAD to answer calls.
f Set the Receive Mode to

External TAD. (See Choose the
correct Receive Mode on page 40.)

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
re-record the OGM to include it.

59

Chapter 7

Special line considerations 7

Roll over telephone lines 7

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

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

machine will work best on a dedicated
line.

Converting telephone wall outlets 7

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

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

Triplex Adapter

RJ14

7

Two-line telephone system 7

A two-line telephone system is nothing more
than two separate telephone numbers on the
same wall outlet. The two telephone numbers
can be on separate jacks (RJ11) or mixed into
one jack (RJ14). Your machine must be
plugged into an RJ11 jack. RJ11 and RJ14
jacks may be equal in size and appearance
and both may contain four wires (black, red,
green, yellow). To test the type of jack, plug in
a two-line telephone and see if it can access
both lines. If it can, you must separate the line
for your machine. (See Easy Receive
on page 44.)

RJ11

RJ14

60

Telephone Services and External devices

Installing machine, external two-line TAD and two-line telephone

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

a Put the two-line TAD and the two-line

telephone next to your machine.

b Plug one end of the telephone line cord

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

c Plug one end of the first telephone line

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

d Plug one end of the second telephone

7

line cord for your TAD into the L2 jack of
the two-line TAD. Plug the other end into
the EXT. jack on the left side of the
machine.

1

3

1 Triplex Adapter

2 Two Line Telephone

3 External Two Line TAD

4 Machine

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

4

2

Multi-line connections (PBX) 7

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.

7

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.

61

Chapter 7

External and extension telephones

Connecting an external or extension telephone 7

You can connect a separate telephone to
your machine as shown in the diagram below.

Connect the telephone line cord to the jack
labeled EXT.

Before you connect the external telephone,
remove the protective cap (3) from the EXT.
jack on the machine.

1

2

Using external and extension

7

telephones 7

Using extension telephones

If you answer a fax call at an extension
telephone, you can make your machine
receive the fax by pressing the Fax Receive
Code l 51.

If the machine answers a voice call and
pseudo/double-rings for you to take over, you
can take the call at an extension telephone by
pressing the Telephone Answer Code # 5 1.
(See F/T Ring Time (Fax/Tel mode only)
on page 43.)

Using an external telephone
(connected to the EXT. jack of the
machine)

If you answer a fax call at the external
telephone connected to the EXT jack of the
machine, you can make the machine receive
the fax by pressing Black Start and choose
Receive.

3

1 Extension telephone

2 External telephone

3 Protective Cap

When you are using a telephone on the same
phone line, the LCD shows Telephone.

If the machine answers a voice call and
pseudo/double-rings for you to take over, you
can take the call at the external telephone by
pressing Hook.

If you answer a call and no one is on the line:

You should assume that you're receiving a
manual fax.

Press l 51 and wait for the chirp or until the
LCD shows Receiving, and then hang up.

Note

You can also use the Easy Receive
feature to make your machine
automatically take the call. (See Easy
Receive on page 44.)

7

62

Telephone Services and External devices

Using a non-Brother cordless external telephone 7

If your non-brother cordless telephone is
connected to the EXT. jack of the machine
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

Hook 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
telephone, you can tell your machine to
receive it by dialing the Fax Receive Code
l 51. Wait for the chirping sounds and then
replace the handset. (See Easy Receive
on page 44.)

If you answer a fax call at the external
telephone connected to the EXT jack of the
machine, you can make the machine receive
the fax by pressing Black Start and choosing
Receive.

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
(pseudo/double) ring after the initial ring
delay. If you pick up the call on an extension
telephone you can turn the F/T Ring off by
pressing #51 (make sure you press this
between the rings).

Changing the remote codes 7

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.

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.
e Press d or cto choose On (or Off).

Press OK.

f Enter the new Fax Receive Code.

Press OK.

g Press a or b to choose Tel Answer:

and 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 (such as ### and 999).

• Remote Codes might not work with some
telephone systems.

7

If the machine answers a voice call and
pseudo/double-rings for you to take over, you
can take the call at the external telephone
connected to the EXT jack of the machine by
pressing Hook.

63

8

Dialing and storing numbers 8

How to Dial 8

Manual dialing 8

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

Speed Dialing 8

d Press a or b to choose the number you

want to dial.
Press OK.

Note

If the LCD shows Not Registered
when you enter or search 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 (Speed Dial).

Or, you can press (Fax) and then
press a or b to choose Speed Dial
and press OK.

a Press (Speed Dial).

Or, you can press (Fax) and then
press a or b to choose Speed Dial
and press OK.

Press a or b to choose Search.

b

Press OK.

c Do one of the following:

 Press a or b to choose

Alphabetical Order or
Numerical Order.

Press OK.

 Press the two-digit Speed Dial

number using the dial pad. (See
Storing Speed Dial numbers
on page 66.)

b Press a or b to choose Search.

Press OK.

c Press a or b to choose

Alphabetical Order or
Numerical Order.

Press OK.

Note

•Press l to make the LCD font size larger.

•Press # to make the LCD font size smaller.

d If you chose Alphabetical Order in

step c, 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.

64

Dialing and storing numbers

Fax Redial 8

If you are sending a fax manually and the line
is busy, press Redial/Pause, and then press
Black Start or Color Start to try again. If you
want to make a second call to a number you
recently dialed, you can press Redial/Pause
and choose one of the last 30 numbers from
the Outgoing Call List.

Redial/Pause only works if you dialed from
the control panel. If you are sending a fax
automatically and the line is busy, the
machine will automatically redial once after
five minutes.

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 Black Start or Color Start.

Note

In Real Time Transmission the automatic
redial feature does not work when you are
using the scanner glass.

Outgoing Call 8

The last 30 numbers you sent a fax to will be
stored in the outgoing call history. You can
choose one of these numbers to 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.
Press OK.

c Do one of the following:

 To send a fax, press a or b to choose

Send a fax.
Press OK.
Press Black Start or Color Start.

 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 67.)

 Press a or b to choose Delete.

Press OK.

8

Press 1 to confirm.

d Press Stop/Exit.

65

Chapter 8

Caller ID history 8

This feature requires the Caller ID subscriber
service offered by many local telephone
companies. (See Caller ID on page 57.)

The number, or name if available, from the
last 30 faxes and telephone calls you
received will be stored in the Caller ID history.
You can view the list or choose one of these
numbers to fax to, add to Speed Dial or delete
from the history. When the thirty-first call
comes in to the machine, it replaces
information about the first call.

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.
Press OK.

Storing numbers 8

You can set up your machine to do the
following types of easy dialing: 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 dialing
overseas, you can press Redial/Pause as
many times as needed to increase the length
of the pause.

d Do one of the following:

 To send a fax, press a or b to choose

Send a fax.
Press OK.
Press Black Start or Color Start.

 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 67.)

 Press a or b to choose Delete.

Press OK.
Press 1 to confirm.

e Press Stop/Exit.

Note

• (USA only) If you redial from the Caller ID
history outside your area code, you must
set up your AREA CODE in advance.
(See Setting up your area code (USA
only) on page 57.)

Storing Speed Dial numbers 8

Names and numbers can be stored in
two-digit Speed Dial locations. You can store
up to 100 different Speed Dial numbers.
When you dial you will only have to press a

few keys (for example: (Speed Dial),

Search, OK, the 2-digit number, and
Black Start or Color Start).

a Press (Speed Dial).
b Press a or b to choose

Set Speed Dial.
Press OK.

c Press a or b to choose the 2-digit

Speed Dial location where you want to
store the number.
Press OK.

• You can print the Caller ID List.
(See How to print a report on page 74.)

66

Dialing and storing numbers

d 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 182.)

 To store the number without a name,

press OK.

e Enter the fax or telephone number (up to

20 digits).
Press OK.

f 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.

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 2-digit

Speed Dial location where you want to
store the number.
Press OK.

8

g Press a or b to choose Complete.

Press OK.

h Do one of the following:

 To store another Speed Dial

number, go to step c.

 If you are finished storing numbers,

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 182.)

 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.

8

h Press a or b to choose Complete.

Press OK.

i Press Stop/Exit.

67

Chapter 8

Storing Speed Dial numbers from the Caller ID history

If you have the Caller ID subscriber service
from your telephone company you can also
store Speed Dial numbers from incoming
calls in the Caller ID History. (See Caller ID
on page 57.)

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.

i Press a or b to choose Complete.

8

Press OK.

j Press Stop/Exit.

Changing Speed Dial names or numbers 8

You can change or delete a Speed Dial name
or number that has already been stored.

a Press (Speed Dial).

b Press a or b to choose

Set Speed Dial.
Press OK.

c Press a or b to choose the 2-digit

Speed Dial location you want to change.
Press OK.

e Press a or b to choose the 2-digit

Speed Dial location where you want to
store the number.
Press OK.

f Do one of the following:

 If you want to store the displayed

name, press OK.

 Enter the name (up to 16 characters)

using the dial pad.
Press OK.
(To help you enter letters, see

Entering Text on page 182.)

 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).

d 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.
Go to step i.

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.

e If you want to change the name, press

a or b to choose Name, then press c and
enter the new name using the dial pad
(up to 16 characters).
Press OK.
(See Entering Text on page 182.)

Press OK.

 If you do not want to store a second

number, press OK.

68

Dialing and storing numbers

f If you want to change the first Fax/Tel

number, press a or b to choose
Fax/Tel1: or Fax/Tel2:, then press
c and enter the new fax or telephone
number using the dial pad (up to
20 digits).

g 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

second number, press OK.

h Press a or b to choose Complete.

Press OK.

i Press Stop/Exit.

Setting up groups for broadcasting 8

Groups, which can be stored on a Speed Dial
location, allow you to send the same fax
message to many fax numbers by pressing

only (Speed Dial), Search, OK,
the two-digit location and Black 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
198 numbers in a large Group.

(See Storing Speed Dial numbers
on page 66 and Broadcasting (Black & White
only) on page 34.)

a Press (Speed Dial).

c Press a or b to choose GROUP1,

GROUP2, GROUP3, GROUP4, GROUP5 or
GROUP6 for the Group name where you

will store the fax numbers.
Press OK.

d Press a or b to choose the two-digit

Speed Dial location where you want to
store the Group.
Press OK.

e If you want to change the Group name,

press a or b to choose
Change Group Name and press OK.
Then enter the new Group name and
press OK.

f Press a or b to choose Add Number .

Press OK.

g To add numbers to the group, press

a or b to choose

Alphabetical Order or
Numerical Order and OK. Press

a or b to select a number and OK.

h Do one of the following:

 To add another number to the group,

repeat steps f to g.

 If you are finished adding numbers to

the group, press a or b to choose
Complete.

Press OK.

i Do one of the following:

 To store another Group for

broadcasting, repeat steps c to h.

 To finish storing Groups for

broadcasting, press Stop/Exit.

8

b Press a or b to choose Setup Groups.

Press OK.

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 73.)

69

Chapter 8

Changing a Group name 8

a Press (Speed Dial).

b Press a or b to choose Setup Groups.

Press OK.

c Press a or b to choose the Group name

you want to change.
Press OK.

d 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.

e Enter the new name (up to

16 characters) using the dial pad.
Press OK.
(See Entering Text on page 182. For
example, type NEW CLIENTS.)

f Press a or b to choose Complete.

Press OK.

g Press Stop/Exit.

Deleting a Group 8

a Press (Speed Dial).

b Press a or b to choose Setup Groups.

Press OK.

c Press a or b to choose the Group you

want to delete.
Press OK.

d Press a or b to choose Delete.

Press OK.
Press 1 to confirm.

e Press Stop/Exit.

Deleting a number from a Group 8

a Press (Speed Dial).

b Press a or b to choose Setup Groups.

Press OK.

c Press a or b to choose the Group you

want to change.
Press OK.

d Press a or b to choose the number you

want to delete.
Press OK.
Press 1 to confirm.

e Press a or b to choose Complete.

Press OK.

70

f Press Stop/Exit.

Dialing and storing numbers

Dialing Access codes and credit card numbers 8

Sometimes you may want to choose from
several long distance carriers when you send
a fax. Rates may vary depending on the time
and destination. To take advantage of low
rates, you can store the access codes of long­distance carriers and credit card numbers as
Speed Dial numbers. You can store these
long dialing sequences by dividing them and
setting them up as separate Speed Dial
numbers in any combination. You can even
include manual dialing using the dial pad.
(See Storing Speed Dial numbers
on page 66.)

For example, you might have stored ‘555 ’ on
Speed Dial: 03 and ‘7000 ’ on Speed Dial: 02.
You can use them both to dial ‘555-7000’ if
you press the following keys:

To temporarily change a number, you can
substitute part of the number with manual
dialing using the dial pad. For example, to
change the number to 555-7001 you could

press (Speed Dial), choose Search,
press 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 dialing sequence,
create a pause in the number by pressing
Redial/Pause. Each key press adds a

3.5-second delay.

a Press (Speed Dial).

b Press a or b to choose Search.

Press OK.

c Enter 03.
d Press a or b to choose Speed Dial.

Press OK.

Note

If you stored 2 numbers in one Speed Dial
location, you will be asked which number
you want to send to.

e Press a or b to choose Search.

Press OK.

f Enter 02.
g Press Black Start or Color Start.

You will dial ‘555-7000 ’.

8

71

9

Printing Reports 9

Fax reports 9

You need to set up the Transmission
Verification Report and Journal Period using
the Menu keys.

Transmission Verification Report 9

You can use the Transmission Verification
Report as proof that you sent a fax. This
report lists the sender’s name or fax number,
the time and date of transmission, duration of
transmission, number of pages sent, and
whether or not the transmission was
successful.

There are several settings available for the
Transmission Verification Report:

 On: Prints a report after every fax you

send.

 On+Image: Prints a report after every fax

you send. A portion of the fax’s first page
appears on the report.

 Off: Prints a report only if your fax is

unsuccessful due to a transmission error.
Off is the default setting.

 Off+Image: Prints a report only if your

fax is unsuccessful due to a transmission
error. A portion of the fax’s first page
appears on the report.

e Press d or c to choose On, On+Image,

Off or Off+Image.

Press OK.

f Press Stop/Exit.

Note

• If you choose On+Image or Off+Image
the image will only appear on the
Transmission Verification Report if Real
Time Transmission is set to Off. (See Real
Time Transmission on page 37.)

• If your transmission is successful, "OK" will
appear next to "RESULT" on the
Transmission Verification Report. If
transmission is not successful, "NG" will
appear next to "RESULT".

Fax Journal (activity report) 9

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 How to print a report
on page 74. The factory setting is
Every 50 Faxes.

a Press Menu.
b Press a or b to choose Fax.

Press OK.

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 Transmission.

72

c Press a or b to choose

Report Setting.
Press OK.

d Press a or b to choose

Journal Period.

Printing Reports

e Press d or c 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.)
If you choose Every 50 Faxes, go to
step g.

 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 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 9

The following reports are available:

 Transmission

Prints a Transmission Verification Report
for your last transmission.

 Help List

A help list showing how to 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.

 Caller ID hist.

Lists the available Caller ID information
about the last 30 received faxes and
telephone calls.

9

73

Chapter 9

How to print a report 9

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 (Quick Dial only) Press a or b to choose

Alphabetical Order or
Numerical Order.

Press OK.

e Press Black Start.
f Press Stop/Exit.

74

10

Polling 10

Polling overview 10

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 10

Polling receive lets you call another fax
machine to receive a fax.

Setup to receive polling 10

a Press (Fax).

b Press a or b to choose Polling RX.
c Press d or c to choose On (or Off).

Press OK.

d Enter the fax number you are polling.
e Press Black Start or Color Start.

The LCD shows Dialing.

Sequential polling (Black & White only) 10

Sequential polling lets you request
documents from several fax machines in one
operation. Afterwards, a Sequential Polling
Report will be printed.

a Press (Fax).

b Press a or b to choose Polling RX.
c Press d or c to choose On (or Off).

Press OK.

d Press a or b to choose Broadcasting.

Press OK.

e Do one of the following:

 Press a or b to choose Add Number

and enter the number using a dial
pad.

Press OK.

 Press a or b to choose Speed Dial

and OK. Press a or b to choose

Alphabetical Order or
Numerical Order and OK. Press

a or b to select a number and OK.

f After you have entered all the fax

numbers by repeating steps e, press

a or b to choose Complete.
Press OK.

10

g Press Black Start.

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

Press Stop/Exit while the machine is dialing
to cancel the polling process.

To cancel all sequential polling receive jobs,
see Checking and canceling waiting jobs
on page 38.

75

Chapter 10

Polled transmit (Black & White only)

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 canceling waiting jobs on page 38.)

Setup for polled transmit 10

a Press (Fax).

b Load your document.
c Press a or b to choose Polled TX.
d Press d or c to choose On (or Off).

Press OK.

10

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 Black Start.
g If you are using the scanner glass, the

LCD will prompt you to choose one of
the options.

 Press 1 to send another page.

Go to h.

 Press 2 or Black Start to send the

document.

h Place the next page on the scanner

glass, press OK. Repeat g and h for
each additional page.
Your machine will automatically send
the fax.

76

Section III

Copy III

Making copies 78

11

100%

Enlarge /R ed uc e

Plain P ap er

Paper

ype

Ratio:

Making copies 11

How to copy 11

Entering Copy mode 11

When you want to make a copy, press

(Copy) to illuminate it in blue.

The LCD shows:

1

1 No. of Copies

You can enter the number of copies you want
by using the dial pad.

01

Quality

Enlarge/Reduce

Ratio:

Paper

Type

COPY Copy Press Start

Normal

100%

Plain Paper

When the option you want is highlighted,
press OK.

Note

• The default made is Fax. 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.)

• Book Copy, Watermark Copy and
Ink Save Mode features are supported
by technology from Reallusion, Inc.

Making a single copy 11

a Press (Copy).

b Load your document.

(See Loading documents on page 21.)

c Press Black Start or Color Start.

Making multiple copies 11

Press a or b to scroll through the Copy key
options.

 Quality (See page 79.)
 Enlarge/Reduce (See page 79.)
 Paper Type (See page 83.)
 Paper Size (See page 84.)
 Brightness (See page 82.)
 Contrast (See page 82.)
 Ink Save Mode (See page 83.)
 Stack/Sort (See page 82.)
 Page Layout (See page 80.)
 Book Copy (See page 84.)
 Watermark Copy (See page 85.)
 Set New Default (See page 86.)
 Factory Reset (See page 86.)

You can make up to 99 copies in one print run.

a Press (Copy).

b Load your document.

(See Loading documents on page 21.)

c Enter the number of copies you want.
d Press Black Start or Color Start.

Note

To sort the copies, press a or b to choose

Stack/Sort. (See Sorting copies using
the ADF on page 82.)

Stop copying 11

To stop copying, press Stop/Exit.

78

Making copies

Copy settings 11

You can change the copy settings temporarily
for the next copy.

These settings are temporary, and the
machine returns to its default settings
1 minute after copying, unless you have set
the Mode Timer to 30 seconds or less. (See
Mode Timer on page 24.)

If you have finished choosing settings, press
Black Start or Color Start.

If you want to choose more settings, press
a or b.

Note

You can save some of the settings that
you use most often by setting them as
default. These settings will stay until you
change them again. (See Setting your
changes as the new default on page 86.)

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Quality.
e Press d or c to choose Fast, Normal or

Best.
Press OK.

f If you do not want to change additional

settings, press Black Start or
Color Start.

Enlarging or reducing the image copied 11

You can choose an enlargement or reduction
ratio. If you choose Fit to Page, your
machine will adjust the size automatically to
the paper size you set.

Changing copy quality 11

You can choose from a range of quality. The
factory setting is Normal.

 Fast

Fast copy speed and lowest amount of ink
used. Use to save time printing
documents to be proof-read, large
documents or many copies.

 Normal

Normal is the recommended mode for
ordinary printouts. This produces good
copy quality with good copy speed.

 Best

Use best mode to copy precise images
such as photographs. This provides the
highest resolution and slowest speed.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose

Enlarge/Reduce.

e Press d or c to choose 100%, Enlarge,

Reduce, Fit to Page or
Custom(25-400%).

11

79

Chapter 11

f Do one of the following:

 If you chose Enlarge or Reduce,

press OK and press d or c to choose
the enlargement or reduction ratio
you want.
Press OK.

 If you chose Custom(25-400%),

press OK and then enter an
enlargement or reduction ratio from
25% to 400%.
Press OK.

 If you chose 100% or Fit to Page,

go to step g.

198% 4"x6"iA4

186% 4"x6"iLTR

104% EXEiLTR

100%

97% LTRiA4

93% A4iLTR

83% LGLiA4

78% LGLiLTR

46% LTRi4"x6"

Fit to Page

Custom(25-400%)

Making N in 1 copies or a poster (Page Layout) 11

The N in 1 copy feature can help you save
paper by letting you copy two or four pages
onto one printed page.

You can also produce a poster. When you
use the poster feature your machine divides
your document into sections, then enlarges
the sections so you can assemble them into a
poster. If you want to print a poster, use the
scanner glass.

IMPORTANT

• Make sure the paper size is set to Letter or
A4.

• You cannot use the Enlarge/Reduce
setting with the N in 1 and Poster features.

• If you are producing multiple color copies,
N in 1 copy is not available.

• (P) means Portrait and (L) means
Landscape.

• You can only make one poster copy at a
time.

g If you do not want to change additional

settings, press Black Start or
Color Start.

Note

• Page Layout is not available with
Enlarge/Reduce.

• Page Layout, Book Copy, Sort and
Watermark Copy are not available with
Fit to Page.

• Fit to Page does not work properly
when the document on the scanner glass
is skewed more than 3 degrees. Using the
document guidelines on the left and top,
place your document in the upper left
hand corner, with the document face down
on the scanner glass.

• Fit to Page is not available for a Legal
size document.

Note

Watermark Copy, Book Copy, Sort,
Ink Save Mode and Enlarge/Reduce
are not available with Page Layout.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Page Layout.
e Press d or c to choose Off(1 in 1),

2in1(P), 2in1(L),
4in1(P), 4in1(L) or
Poster(3 x 3).

Press OK.

80

Making copies

f If you do not want to change additional

settings, press Black Start or
Color Start to scan the page.

If you placed the document in the ADF
or are making a poster, the machine
scans the pages and starts printing.

If you are using the scanner glass, go
to step g.

g After the machine scans the page,

press 1 to scan the next page.

h Place the next page on the scanner

glass.
Press OK.

i Repeat steps g and h for each page of

the layout.

j After all the pages have been scanned,

press 2 to finish.

Note

If photo paper has been chosen in the
Paper Type setting for N in 1 copies, the
machine will print the images as if Plain
paper had been chosen.

Place the document face down in the
direction shown below:

 2 in 1 (P)

 2 in 1 (L)

 4 in 1 (P)

 4 in 1 (L)

 Poster (3 x 3)

You can make a poster size copy of a
photograph.

81

11

Chapter 11

Sorting copies using the ADF11

You can sort multiple copies. Pages will be
stacked in the order 321, 321, 321, and so on.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Stack/Sort.
e Press d or c to choose Sort.

Press OK.

f If you do not want to change additional

settings, press Black Start or
Color Start.

Note

Fit to Page, Page Layout and
Book Copy are not available with Sort.

Adjusting Brightness and Contrast 11

Brightness 11

You can adjust the copy brightness to make
copies darker or lighter.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Brightness.
e Press d to make a darker copy or

press c to make a lighter copy.
Press OK.

f If you do not want to change additional

settings, press Black Start or
Color Start.

Contrast 11

You can adjust the copy contrast to help an
image look sharper and more vivid.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Contrast.
e Press c to increase the contrast or press

d to decrease the contrast.
Press OK.

f If you do not want to change additional

settings, press Black Start or
Color Start.

82

Making copies

Ink Save Mode 11

Ink Save Mode can help you save some ink.
Your machine detects the edges of the image
and prints the outline of the image.

The amount of ink saved will vary depending
on the document.

Ink Save Mode: Off

Ink Save Mode: On 11

11

f If you do not want to change any

additional settings, press Black Start or
Color Start.

Note

Watermark Copy, Book Copy and
Page Layout are not available with
Ink Save Mode.

Paper Options 11

Paper Type 11

If you are copying on special paper, set the
machine for the type of paper you are using to
get the best print quality.

a Press (Copy).

b Load your document.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose

Ink Save Mode.

e Press d or c to choose On (or Off).

Press OK.

c Enter the number of copies you want.
d Press a or b to choose Paper Type.
e Press d or c to choose Plain Paper,

Inkjet Paper, Brother BP71,
Other Glossy or Transparency.

Press OK.

f If you do not want to change additional

settings, press Black Start or
Color Start.

11

83

Chapter 11

Paper Size 11

If copying on paper other than Letter size, you
will need to change the paper size setting.
You can copy only on Letter, Legal, A4, A5 or
Photo 4 × 6in. (10× 15 cm) paper.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Paper Size.
e Press d or c to choose Letter, Legal,

A4, A5 or 4"x6".
Press OK.

f If you do not want to change additional

settings, press Black Start or
Color Start.

Book Copy 11

Book copy corrects dark borders and skew
when copying from the scanner glass. Your
machine can correct the data automatically or
you can make specific corrections.

a Press (Copy).

b Load your document.
c Enter the number of copies you want.
d Press a or b to choose Book Copy.
e Do one of the following:

 If you want to correct the data

yourself, press d or c to choose
On(Preview).

Press Black Start or Color Start
and go to step f.

 If you want the machine to correct

the data automatically, press d or c
to choose On and go to step g.

f Adjust the skewed data by using # or l.

Remove the shadows by using a or b.

g If you are finished making corrections,

press Black Start or Color Start.

Note

Page Layout, Sort, Ink Save Mode,
Fit to Page and Watermark Copy
are not available with Book Copy.

84