Brother MFC-5440CN, MFC-5840CN User Manual

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USER’S GUIDE

MFC-5440CN MFC-5840CN

Version C

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-5440CN and MFC-5840CN (Circle your model number)

Serial Number:*

Date of Purchase:

Place of Purchase:

* 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.

http://www.brother.com/registration

By registering your product with Brother, you will be recorded as the original owner of the product.

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

APPROVAL INFORMATION

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

Compilation and Publication Notice

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

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

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

Safety precautions

To use the MFC safely

Please refer to these instructions for later reference and before attempting any maintenance.

WARNING

There are high voltage electrodes inside the MFC. Before you clean the MFC, make sure you have unplugged the telephone line cord first and then the power cord from the electrical socket.

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

When you move the MFC, place a hand at each side of the unit and grasp the grooved panels so you are supporting the base when you lift it. (See the illustration on the right.) Do not carry the MFC by holding the scanner cover.

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

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

Most of the illustrations in this User’s Guide show the MFC-5440CN.

WARNING

■

Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall socket. Never install telephone wiring during a lightning storm. Never install a telephone wall socket in a wet location.

■

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

IMPORTANT SAFETY INSTRUCTIONS When using your telephone equipment, basic safety

precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following:

1. Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or washing machine, in a wet basement or near a swimming pool.

2. Avoid using this product during an electrical storm. There may be a remote risk of electric shock from lightning.

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

SAVE THESE INSTRUCTIONS

iii

Choosing a location

Place your MFC on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the MFC near a telephone socket and a standard, grounded electrical socket. Choose a location where the temperature remains between 10° and 35°C. To make sure the ADF can feed the maximum of 35 pages, keep the temperature between 20°C and 30°C.

Caution

■

Avoid placing your MFC in a high-traffic area.

■

Avoid placing your MFC on the carpet.

■

Do not place near heaters, air conditioners, water, chemicals, or refrigerators.

■

Do not expose the MFC to direct sunlight, excessive heat, moisture, or dust.

■

Do not connect your MFC to electrical sockets controlled by wall switches or automatic timers.

■

Disruption of power can wipe out information in the MFC’s memory.

■

Do not connect your MFC to electrical sockets on the same circuit as large appliances or other equipment that might disrupt the power supply.

■

Avoid interference sources, such as speakers or the base units of cordless phones.

Quick Reference Guide

Sending faxes

Automatic Transmission

If it is not illuminated in green, press (

Load your document.

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

Press

Colour Start

Storing numbers

Storing Speed-Dial numbers

Press

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

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

Menu/Set

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

Menu/Set

Press

Mono Start

Menu/Set, 2, 3, 1

Menu/Set

Stop/Exit

Fax

Dialling operations

Speed-Dialling

If it is not illuminated in

green, press (

Load your document.

Press press two-digit Speed-Dial number.

Press

Colour Start

Using Search

If it is not illuminated in green, press (

Load your document.

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

Press or to search the memory.

Press

Colour Start

Making copies

Press illuminate it in green.

Load your document.

Press

Colour Start

Fax

Search/Speed Dial

, and then press the

Mono Start

Search/Speed Dial

▲

Mono Start

(Copy

Mono Start

Fax

) to

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

Using this Guide ...............................................................1-1

Finding information.....................................................1-1

Symbols used in this Guide........................................1-1

Control panel overview ..................................................... 1-2

Turning the MFC to Power Save condition................. 1-5

Power Save Setting....................................................1-6

Load documents ............................................................... 1-7

Using the automatic document feeder (ADF) ............. 1-7

Recommended environment .................................. 1-7

Using the scanner glass ............................................. 1-9

About paper .................................................................... 1-10

Recommended Paper............................................... 1-10

Handling and using special paper ............................ 1-11

Paper type and size for each operation................ 1-12

Paper weight, thickness and capacity .................. 1-13

Paper capacity of the output paper tray .............. 1-13

Printable area .......................................................1-14

How to load paper, envelopes and post cards ......... 1-15

To load paper or other media ............................... 1-15

To load paper in the paper tray#2

(MFC-5840CN only) .........................................1-17

To load envelopes ................................................ 1-20

To load post cards................................................1-21

About fax machines ........................................................ 1-22

Fax tones and handshake........................................1-22

ECM (Error Correction Mode)...................................1-23

Getting started .....................................................................2-1

Initial Setup....................................................................... 2-1

Setting the Date and Time.......................................... 2-1

Setting Tone or Pulse dialling mode

(Not available in New Zealand) .............................. 2-1

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

Setting the Phone Line Type......................................2-3

PABX and TRANSFER .......................................... 2-3

General Setup ..................................................................2-4

Setting the Mode Timer..............................................2-4

Setting the Paper Type...............................................2-4

Setting the Paper Size................................................2-5

Setting the Ring Volume.............................................2-6

Setting the Beeper Volume.........................................2-6

Setting the Speaker Volume.......................................2-7

Setting the LCD Contrast............................................2-8

Setting the Tray Use for Copy mode

(MFC-5840CN only) ...............................................2-8

Setting the Tray Use for Fax mode

(MFC-5840CN only) ...............................................2-9

Setup Send ...........................................................................3-1

How to enter Fax mode ....................................................3-1

How to dial........................................................................3-1

Manual dialling............................................................3-1

Speed-Dialling ............................................................3-2

Search ........................................................................3-2

Fax Redial...................................................................3-2

How to Fax (B&W and Colour) .........................................3-3

Colour fax transmission..............................................3-3

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

Faxing from the scanner glass....................................3-4

Automatic transmission...............................................3-5

Manual transmission................................................... 3-5

Basic sending operations.................................................. 3-6

Sending faxes using multiple settings.........................3-6

Contrast ......................................................................3-6

Fax Resolution............................................................3-7

Dual Access (Not available for colour faxes)..............3-8

Real Time Transmission.............................................3-9

Checking job status ..................................................3-10

Cancelling a fax in progress .....................................3-10

Cancelling a scheduled job.......................................3-10

Advanced sending operations ........................................3-11

Broadcasting (Not available for colour faxes) ...........3-11

Overseas Mode ........................................................3-12

Delayed Fax (Not available for colour faxes)............3-13

Delayed Batch Transmission

(Not available for colour faxes).............................3-14

Setup for Polled Transmit (Standard)

(Not available for colour faxes).............................3-14

Setup for Polled Transmit with Secure Code

(Not available for colour faxes).............................3-15

vii

TX Lock (Key Lock for some countries)....................3-16

Setting up the password.......................................3-17

Changing the TX Lock password ......................... 3-17

Turning TX Lock on..............................................3-17

Turning TX Lock off..............................................3-18

Faxing letter size documents from the scanner

glass.....................................................................3-18

Setup Receive ......................................................................4-1

Basic receiving operations................................................4-1

Choosing the Receive Mode ...................................... 4-1

To select or change your Receive Mode ................ 4-2

Setting the Ring Delay................................................4-2

Setting the F/T Ring Time (Fax/Tel mode only).......... 4-3

Fax Detect..................................................................4-4

Printing a reduced incoming fax (Auto Reduction) ..... 4-5

Printing a fax from the memory ..................................4-5

Reception into memory

(Not available for colour fax reception)...................4-6

Polling......................................................................... 4-7

Secure Polling........................................................4-7

Setup for Polling Receive (Standard).....................4-7

Setup for Polling Receive with Secure Code..........4-8

Setup Delayed Polling Receive .............................. 4-8

Sequential Polling................................................... 4-9

Quick-Dial numbers and dialling options ..........................5-1

Storing numbers for easy dialling ..................................... 5-1

Storing Speed-Dial numbers ...................................... 5-1

Changing Speed-Dial numbers .................................. 5-2

Setting up Groups for Broadcasting ........................... 5-3

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

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

Pause .........................................................................5-5

Tone or Pulse (Not available in New Zealand) ........... 5-6

Remote Fax Options (Not available for colour faxes) ....... 6-1

Setting up Fax Forwarding .........................................6-1

Setting Fax Storage.................................................... 6-2

Setting PC Fax Receive .............................................6-2

Turning off Remote Fax Options ................................ 6-3

Setting your Remote Access Code.............................6-4

viii

Remote Retrieval..............................................................6-5

Using your Remote Access Code...............................6-5

Remote commands.....................................................6-6

Retrieving fax messages ............................................ 6-7

Changing your Fax Forwarding number.....................6-7

Printing reports ....................................................................7-1

Fax settings and activity ...................................................7-1

Customizing the Transmission Verification Report..... 7-1

Setting the Journal Period ..........................................7-2

Printing reports ...........................................................7-3

How to print a report ...............................................7-3

Making copies ......................................................................8-1

Using the MFC as a copier...............................................8-1

Enter Copy mode........................................................8-1

Making a single copy ..................................................8-2

Making multiple copies ...............................................8-2

Stop copying...............................................................8-2

Using the temporary Copy keys........................................8-3

Increasing copy speed or quality................................8-4

Enlarging or reducing the image copied .....................8-5

Setting the paper type

(MFC-5440CN only) ...............................................8-6

Using the Tray Select key

(MFC-5840CN only) ...............................................8-7

Changing the temporary copy settings.......................8-8

Setting paper type

(MFC-5840CN only) ........................................... 8-9

Setting paper size...................................................8-9

Adjusting brightness.............................................8-10

Adjusting contrast.................................................8-10

Sorting copies using the ADF...............................8-11

Making N in 1 copies or a poster

(Page Layout)...................................................8-11

Changing the default copy settings................................. 8-15

Increasing copy speed or quality..............................8-15

Adjusting brightness .................................................8-15

Adjusting contrast.....................................................8-15

Adjusting colour saturation.......................................8-16

Legal limitations..............................................................8-17

Walk-Up PhotoCapture Center™

(MFC-5840CN only) .............................................................. 9-1

Introduction ....................................................................... 9-1

PhotoCapture Center

Getting started..................................................................9-3

Printing the Index (Thumbnails)........................................ 9-5

Printing images ................................................................. 9-6

DPOF printing.............................................................9-8

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

Increasing print speed or quality ............................ 9-9

Setting the paper & size ......................................... 9-9

Adjusting brightness .............................................9-10

Adjusting contrast.................................................9-10

Colour enhancement............................................9-10

Cropping............................................................... 9-12

Borderless ............................................................9-12

Understanding the Error Messages.......................... 9-13

Using PhotoCapture Center Using PhotoCapture Center

documents...................................................................9-14

™

requirements ..................... 9-2

™

from your PC...................9-14

™

for scanning

Important information ....................................................... 10-1

Important Information for Australia .................................10-1

IMPORTANT-For Your Safety..................................10-1

Disconnect device ................................................ 10-1

LAN connection........................................................10-1

International E

Statement.............................................................10-2

Important safety instructions.....................................10-2

Important Information for New Zealand..........................10-4

Important Safety Instructions....................................10-4

IMPORTANT-For Your Safety..................................10-7

Disconnect device ................................................ 10-7

IMPORTANT NOTICE..............................................10-7

LAN connection........................................................10-7

Important Information for Some Countries ..................... 10-8

Important Safety Instructions....................................10-8

LAN connection......................................................10-10

Trademarks ............................................................ 10-11

NERGY STAR

Compliance

Troubleshooting and routine maintenance .....................11-1

Troubleshooting..............................................................11-1

Error messages ........................................................11-1

Document jams.........................................................11-5

Document is jammed in the top of the ADF unit.

Document is jammed inside the ADF unit. ...........11-5

Printer jam or paper jam ........................................... 11-6

Paper is jammed inside the paper tray.................11-6

Paper is jammed inside the MFC .........................11-7

If you are having difficulty with your MFC.................11-9

Compatibility...........................................................11-14

How to improve print quality .........................................11-15

Cleaning the print head........................................... 11-15

Checking the print quality .......................................11-16

Checking the printing alignment .............................11-18

Checking the ink volume...............................................11-19

Packing and shipping the MFC...............................11-20

Routine maintenance....................................................11-23

Cleaning the scanner..............................................11-23

Cleaning the MFC printer platen............................. 11-24

Replacing the ink cartridges ...................................11-25

....11-5

Appendix A .......................................................................... A-1

Telephone Service for Australia....................................... A-1

Telstra

Caller ID (Caller IDentification).................................. A-3

How Does the Caller ID Work?.................................. A-4

The Caller ID is Stored in Your MFC Memory........... A-4

Viewing Caller ID List................................................. A-5

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

FaxAbility ................................................................... A-6

FaxStream® Duet® (Distinctive Ringing)...... A-1

What is the Advantage of using Telstra

FaxStream How does Telstra

Set the Distinctive Ringing to ON.......................... A-3

Advantages of Caller ID......................................... A-3

The Caller ID Appears on the Display When Your

Telephone Rings ............................................... A-4

Printing Caller ID List............................................. A-5

How Will the Fax Machine Treat All Other Numbers? What is the Advantage of Using the FaxAbility

Function?........................................................... A-6

How Does FaxAbility Work?.................................. A-7

How to Turn FaxAbility OFF or ON........................ A-8

Duet® Function?............................ A-1

FaxStream® Duet® Work? ...... A-2

... A-6

Caller ID (Caller IDentification)...................................A-9

Advantages of Caller ID .........................................A-9

How Does the Caller ID Work?...................................A-9

The Caller ID Appears on the Display When Your

Telephone Rings ................................................A-9

Viewing Caller ID List ...............................................A-10

Printing Caller ID List............................................A-10

Telephone Service for Some Countries..........................A-11

Distinctive Ringing

(For Singapore and Hong Kong) ..........................A-11

Setting the Distinctive Ringing..............................A-11

Caller ID (For Singapore and Hong Kong) ...............A-12

Viewing Caller ID List ...............................................A-13

Printing Caller ID List............................................A-13

Advanced receiving operations ......................................A-14

Operation from extension telephones.......................A-14

Fax/Tel mode............................................................A-14

Fax/Tel mode in the power save condition ...............A-14

Using a cordless external handset ...........................A-15

Changing the remote codes .....................................A-15

Connecting an external device to your MFC ..................A-16

Connecting an external telephone............................A-16

Connecting an external telephone answering device

(TAD)....................................................................A-17

Sequence .............................................................A-17

Connections .........................................................A-19

Recording outgoing message (OGM) on an

external TAD ....................................................A-19

Multi-line connections (PBX)

(For Australia and New Zealand only) ..................A-20

If you are installing the MFC to work with a

PBX..................................................................A-20

Custom features on your phone line.........................A-20

Appendix B .......................................................................... B-1

On-screen programming...................................................B-1

Menu table..................................................................B-1

Memory storage..........................................................B-1

Navigation keys ................................................................B-2

Entering Text............................................................B-12

Inserting spaces ...................................................B-12

Making corrections ...............................................B-12

Repeating letters ..................................................B-12

Special characters and symbols ..........................B-13

xii

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

12 13 14

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

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

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

Print media....................................................................... S-3

Copy ................................................................................ S-4

PhotoCapture Center (MFC-5840CN only)...................... S-5

Fax................................................................................... S-6

Scanner ........................................................................... S-7

Printer.............................................................................. S-8

Interfaces......................................................................... S-8

Computer requirements................................................... S-9

Consumable items......................................................... S-10

Network (LAN)............................................................... S-11

Optional External Wireless Print/Scan Server

(NC-2200w) ................................................................ S-12

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

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

xiii

Introduction

Using this Guide

Thank you for buying a Brother Multi-Function Center (MFC). Your MFC is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your MFC by reading through this Guide.

Finding information

All the chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index at the back of this Guide.

Symbols used in this Guide

Throughout this Guide you will see special symbols alerting you to important warnings, notes and actions. To make things clearer and to help you press the correct keys, we used special fonts and added some of the messages that will appear in the LCD.

Bold Bold typeface identifies specific keys on the MFC

control panel.

Italics Italicized typeface emphasizes an important point

or refers you to a related topic.

Courier New

Warnings inform you what to do to avoid possible personal injury.

Cautions specify procedures you must follow or avoid to prevent possible damage to the MFC.

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

Improper Setup alerts you to devices and operations that are not compatible with the MFC.

Courier New type face identifies the messages on the LCD of the MFC.

INTRODUCTION 1 - 1

Control panel overview

MFC-5440CN MFC-5840CN

10 9 8

11 10 9 8

1 - 2 INTRODUCTION

3 4 5 6 71 2

1112

3 4 5 6 71 2

Fax and Telephone keys:

Hook

Press before dialling if you want to make sure a fax machine will answer, and then press Mono Start or Colour Start.

Redial/Pause

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

Fax Resolution

Sets the resolution when you send a fax.

Copy keys

(Temporary settings):

Options

You can quickly and easily select temporary settings for copying.

Quality

Use this key to temporarily change the quality for copying.

Enlarge/Reduce

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

Paper Type (MFC-5440CN only) You can select which type of paper

you want to use for the next copy. Tray Select (MFC-5840CN only) You can select which tray you want

to use for the next copy.

Dial Pad

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

The # key lets you temporarily switch the dialling mode during a telephone call from Pulse to Tone.

Mode keys:

Fax

Lets you access Fax mode.

Scan

Lets you access Scan mode.

Copy

Lets you access Copy mode.

Stop/Exit

Stops an operation or exits from the menu.

Colour Start

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

Also lets you start a scanning operation (in colour or black, depending on the scanning setting on your PC).

Mono Start

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

Also lets you start a scanning operation (in colour or black, depending on the scanning setting on your PC).

INTRODUCTION 1 - 3

Power Save

You can turn the MFC to power save condition.

Navigation keys:

Menu/Set

The same key is used for Menu and Set operations.

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

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

▲

Search/Speed Dial

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

▲

Press to scroll backward to a menu selection.

▲

▼

Press to scroll through the menus and options.

Liquid Crystal Display (LCD)

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

Print keys:

Job Cancel (MFC-5440CN only) Cancels the current print job and

clear data from the printer memory. Reports (MFC-5440CN only) Lets you print lists of information

about your MFC.

Ink Management

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

Photo keys: (MFC-5840CN only)

PhotoCapture

Lets you access the PhotoCapture

™

Center

Print Index

You can quickly and easily print the index with thumbnail images from your media card.

mode.

1 - 4 INTRODUCTION

Turning the MFC to Power Save condition

When the MFC is idle, you can turn it to Power Save condition by pressing the Power Save key. In Power Save mode, the MFC will receive telephone calls as normal. For further information on receiving faxes in the power save condition, please see the table on page 1-6. The delayed faxes that have been set up will be sent. You can even retrieve faxes using Remote Retrieval if you are away from your MFC. If you want to do other operations, you must turn the MFC back on.

Turning the MFC to Power Save condition

Press and hold down the key until the LCD shows:

The LCD light will go off.

Turning the MFC to Power Save condition off

Press and hold down the key until the LCD shows:

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

Power Save

Shutting Down

Please Wait

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

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

You can turn the MFC Off by customizing the as shown next page. In this Off mode, no MFC operation will be available. (See

The external telephone or TAD is always available.

Power Save Setting

on page 1-6.)

Power Save

INTRODUCTION 1 - 5

key

Power Save Setting

You can customize the machine’s mode is

Fax Receive:On

, so your machine can receive faxes or

Power Save

key. The default

calls even when the machine is in Power Save mode. If you do not want your machine to receive faxes or calls, turn this setting to

Fax Receive:Off

. (See

Turning the MFC to Power Save condition

on page 1-5.)

Press

Press ▲ or ▼ to select

Press

On/Off Setting Receive Mode Available Operations

Fax Receive:On

(default)

Fax Receive:Off

Menu/Set, 1, 5

Menu/Set Stop/Exit

Fax Only

External TAD

Manual

Fax/Tel

— No MFC operations will be available.

Off

(or On).

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

■

You cannot receive a fax with Mono Start or Colour Start.

■

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

Delayed Fax, Fax Detect:

■

You cannot receive a fax with Mono Start or Colour Start.

■

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

■

Delayed Fax should be set before you switch off MFC.

Fax/Tel

1 - 6 INTRODUCTION

Load documents

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

Using the automatic document feeder (ADF)

The ADF can hold up to 35 pages and feeds each sheet individually. Use standard (80 gsm) paper and always fan the pages before putting them in the ADF.

Recommended environment

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

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

DO NOT use cardboard, newspaper or fabric. (To fax, copy or scan this kind of document, see Using the scanner glass on page 1-9.)

■

Make sure documents written with ink are completely dry.

■

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

14.8 to 35.6 cm long.

INTRODUCTION 1 - 7

Unfold the ADF Document Support.

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

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

Unfold the ADF Document Output Support Flap.

DO NOT pull on the document while it is feeding.

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

1 - 8 INTRODUCTION

ADF Document Output Support Flap

Using the scanner glass

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

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

Lift the document cover.

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

Close the document cover.

can be up to A4 size (21.6 to 29.7 cm).

Place documents face down

on the scanner glass

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

INTRODUCTION 1 - 9

About paper

The print quality can be affected by the type of paper you use in the MFC.

To get the best print quality for the settings you’ve chosen, always set the Paper Type to match the type of paper you load.

You can use plain paper, inkjet paper (coated paper), glossy paper, transparencies and envelopes.

We recommend testing various paper types before purchasing large quantities.

For best results, use the recommended paper.

■

When you print on inkjet paper (coated paper), transparencies and glossy paper, be sure to select the proper media in the “Basic” tab of the printer driver or in the Paper Type setting of the menu (

■

When you print on Brother glossy paper, load the instruction sheet included with the glossy paper in the paper tray first, and then place the glossy paper on the instruction sheet.

■

When you use transparencies or glossy paper, remove each sheet immediately 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.

Menu/Set, 1, 2

Recommended Paper

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

If Brother Paper is not available in your country, we recommend testing various papers before purchasing large quantities.

We recommend using “3M Transparency Film” when you print on transparencies.

Brother Paper

Paper Type Item

A4 Plain BP60PA A4 Glossy BP60GLA A4 Inkjet (Photo Matte) BP60MA

1 - 10 INTRODUCTION

Handling and using special paper

■

Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat.

■

The coated side of glossy paper is shiny. Avoid touching the shiny (coated) side. Load glossy paper with the shiny side facing 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.

Do not use paper:

■

that are damaged, curled, wrinkled, or irregularly shaped

2 mm or longer

■

that are extremely shiny or highly textured

■

that were previously printed by a printer

■

that cannot be arranged uniformly when stacked

■

that are made with a short grain

INTRODUCTION 1 - 11

Printer

(MFC-5840CN only)

Fax Copy PhotoCapture

A4 210 x 297 mm (8.3" x 11.7") Yes* Yes* Yes Yes*

Legal 216 x 356 mm (8 1/2" x 14") Yes* Yes* - Yes*

Paper type and size for each operation

Paper Type Paper Size Usage

Cut Paper Letter 216 x 279 mm (8 1/2" x 11") Yes* Yes* Yes Yes*

1 - 12 INTRODUCTION

Executive 184 x 267 mm (7 1/4" x 10 1/2") ---Yes*

JIS B5 182 x 257 mm (7.2" x 10.1") ---Yes*

A5 148 x 210 mm (5.8" x 8.3") - Yes - Yes

A6 105 x 148 mm (4.1" x 5.8") ---Yes

Cards Photo 102 x 152 mm (4" x 6") - Yes Yes Yes

Photo L89 x 127 mm (3 1/2" x 5")---Yes

Photo 2L 127 x 178 mm (5" x 7") - - Yes Yes

Index Card 127 x 203 mm (5" x 8") ---Yes

Post Card 1 100 x 148 mm (3.9" x 5.8") ---Yes

Post Card 2 (Double) 148 x 200 mm (5.8" x 7.9") ---Yes

Envelopes C5 Envelope 162 x 229 mm (6.4" x 9") ---Yes

DL Envelope 110 x 220 mm (4.3" x 8.7") ---Yes

COM-10 105 x 241 mm (4 1/8" x 9 1/2") ---Yes

Monarch98 x 191 mm (3 7/8" x 7 1/2")---Yes

JE4 Envelope 105 x 235 mm (4.1" x 9.3") ---Yes

Transparencies Letter 216 x 279 mm (8 1/2" x 11") - Yes - Yes

A4 210 x 297 mm (8.3" x 11.7") - Yes - Yes

* Tray#2 is also available. (MFC-5840CN only)

Paper weight, thickness and capacity

Paper Type Weight Thickness No. of sheets

Cut Paper Plain Paper 64 to 120 gsm

(17 to 32 lb)

Inkjet Paper 64 to 200 gsm

(17 to 53 lb)

Glossy Paper Up to 220 gsm

(Up to 58 lb)

Cards Photo Card Up to 240 gsm

(Up to 64 lb)

Index Card Up to 120 gsm

(Up to 32 lb)

Post Card Up to 200 gsm

(Up to 53 lb)

Envelopes 75 to 95 gsm

(20 to 25 lb)

Transparencies - - 10

0.08 to 0.15 mm (0.003" to 0.006")

0.08 to 0.25 mm (0.003" to 0.01")

Up to 0.25 mm (Up to 0.01")

Up to 0.28 mm (Up to 0.01")

Up to 0.15 mm (Up to 0.006")

Up to 0.23 mm (Up to 0.01")

Up to 0.52 mm (Up to 0.02")

100*1*

250*3 (Tray#2) (MFC-5840CN only)

*1 Up to 50 sheets for Legal size paper (80 gsm).

Up to 100 sheets of 80 gsm.

Up to 250 sheets of 80 gsm.

75 to 95 gsm (20 to 25 lb)

Paper capacity of the output paper tray

Output Paper Tray

Up to 50 sheets of 80 gsm (A4)

■

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

■

Legal paper cannot be stacked on the output paper tray.

INTRODUCTION 1 - 13

Printable area

The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes.

EnvelopesCut Sheet Paper

■ unprintable area

1Top 2

Cut Sheet 3 mm

(0 mm)*

Envelopes 12 mm 24 mm 3 mm 3 mm

Bottom

3 mm (0 mm)*

3Left 4Right

3 mm (0 mm)*

*1 When you set the Borderless feature to On.

■

Printable area depends on the Printer driver settings.

■

The figures above are approximate and the printable area may vary depending on the type of cut sheet paper you are using.

■

(MFC-5840CN only) You can use the borderless feature with Tray#1 only.

1 - 14 INTRODUCTION

How to load paper, envelopes and post cards

■

For Tray#2, see To load paper in the paper tray#2 (MFC-5840CN only) on page 1-17.

■

(MFC-5840CN only) If you are using you should open and close the scanner cover to reset it.

To load paper or other media

Pull the paper tray completely out of the MFC and remove the output paper tray.

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

Auto Select

, after refilling the paper tray

Paper Side Guide

Pull out the paper support and unfold the paper support flap.

Paper Support

Paper Support Flap

Use the paper support flap for Letter, Legal and A4.

INTRODUCTION 1 - 15

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

Gently insert the paper into the paper tray print side face down and the leading edge (top of the paper) in first.

Check that the paper is flat in the tray and below the maximum paper mark.

Maximum Paper Mark

■

Make sure the paper side guides touch the sides of the paper.

■

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.

Put the output paper tray back on and push the paper tray firmly back into the MFC.

1 - 16 INTRODUCTION

To load paper in the paper tray#2 (MFC-5840CN only)

You can use only plain paper sizes Letter, Legal, A4, Executive or B5 in Tray#2.

Pull the paper tray completely out of the MFC.

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

Paper Side Guide

Paper Length Guide

INTRODUCTION 1 - 17

For Legal size paper, press and hold the universal guide release button as you slide out the front of the paper tray.

Universal Guide Release Button

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

1 - 18 INTRODUCTION

Gently insert the paper into the paper tray print side face down and the leading edge (top of the paper) in first.

Check that the paper is flat in the tray and below the maximum paper mark.

Maximum Paper Mark

Make sure the paper side guides and paper length guide touch the sides of the paper.

Put the paper tray firmly back into the MFC.

INTRODUCTION 1 - 19

To load envelopes

■

Use envelopes that weigh from 75-95 g/m2.

■

Some envelopes require margin settings in the application. Make sure you do a test print first.

To prevent possible damage to the feeding mechanism, do not use the types of envelopes shown below.

DO NOT USE ENVELOPES:

■

that are of a baggy construction

■

that are embossed (have raised writing on them)

■

that have clasps on them

■

that are not sharply creased

■

that are preprinted on the inside

■

Glue

How to load envelopes

Before loading, press the corners and sides of the envelopes to make them as flat as possible.

If the envelopes are ‘double-feeding,’ put one envelope in the paper tray at a time.

■

Rounded flap

■

Double flap

■

Triangular flap

1 - 20 INTRODUCTION

Insert the envelopes into the paper tray with the address side down and the leading edge (top of the envelopes) in first. Slide the paper side guide to fit the width of the envelopes.

If you have problems when printing on envelopes, try the following suggestions:

Open the envelope flap.

Make sure the open flap is either to the side of the envelope or to the back edge of the envelope when printing.

Adjust the size and margin in your application.

To load post cards

Raise the paper stop and insert the post cards into the paper tray. Slide the paper side guide to fit the width of the post cards.

INTRODUCTION 1 - 21

About fax machines

Fax tones and handshake

When someone is sending a fax, the MFC sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press

Colour Start

dialling. During that time, the sending machine must begin the “handshake”, or connection, with the receiving machine.

Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You will soon learn to listen for these quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message.

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

If your MFC is set to the Fax Only mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, your MFC will continue to send the “chirps” for about 40 seconds, and the LCD continues to show

Stop/Exit

press The fax ‘handshake’ is the time in which the sending machine’s CNG

tones and the receiving machine’s “chirps” overlap. This must be for at least 2 to 4 seconds, so both machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialled. So it is important for the receiving machine to answer the call in as few rings as possible.

and they will continue for about 60 seconds after

Receiving

Mono Start

. To cancel receiving,

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

1 - 22 INTRODUCTION

ECM (Error Correction Mode)

The Error Correction Mode (ECM) is a way for the MFC to check a fax transmission while it is in progress. If the MFC detects errors during fax transmission, it resends the pages of the fax that had an error. ECM transmissions are only possible between fax machines that both have this feature. If they do, you may send and receive fax messages that are continuously being checked by the MFC.

Your MFC must have enough memory for this feature to work.

INTRODUCTION 1 - 23

Getting started

Initial Setup

Setting the Date and Time

When the MFC is not in use it will display the date and time. If you set up the Station ID, the date and time displayed by your MFC will be printed on every fax you send. If there is a power failure, you may have to reset the date and time. No other settings will be affected.

Press

Enter the last two digits of the year. Press

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

Enter two digits for the day. Press

Enter the time in 24-Hour format. Press

Press The LCD now shows the date and time whenever the MFC is in

Fax mode.

Menu/Set, 0, 2

Menu/Set

Menu/Set Stop/Exit

. (For example, enter 06 for 6th.)

. (For example, enter 15:25 for 3:25 P.M.)

Initial Setup

2.Date/Time

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

Press

Press ▲ or ▼ to select Press

Press

Menu/Set, 0, 4

Menu/Set Stop/Exit

Pulse

(or

Tone

2 - 1 GETTING STARTED

Setting the Station ID

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

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

■

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

■

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

■

Your local area code minus any leading “0”

■

A space

■

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

As an example, if the machine is installed in the United Kingdom and the same line is to be used for both fax and voice calls, and your national telephone number is 0161 444 5555, then you must set the fax and telephone number parts of your station ID as: +44 161 444 5555.

Press

Enter your fax number (up to 20 digits).

Press You cannot enter a hyphen in the fax number. To enter a space

press once between numbers.

Use the dial pad to enter your name (up to 20 characters). (See Entering Text on page B-12.)

Press

Press If the Station ID has already been programmed, the LCD will ask

you to press

Menu/Set, 0, 3

Menu/Set

Menu/Set Stop/Exit

to make a change or 2 to exit without changing.

Initial Setup

3.Station ID

GETTING STARTED 2 - 2

Setting the Phone Line Type

If you are connecting the MFC to a line that features a PABX (PBX) or ADSL to send and receive faxes, it is also necessary to change the Phone Line Type accordingly by completing the following steps.

Press

Press ▲ or ▼ to select only),

Press

Menu/Set, 0, 5

ADSL

Menu/Set Stop/Exit

(or

Normal

PBX

(For Australia and New Zealand

PABX and TRANSFER

The MFC is initially set to be connected with PSTN (Public Switched Telephone Network) lines. However, many offices use a central telephone system or Private Automatic Branch Exchange (PABX). Your MFC can be connected to most types of PABX. The MFC’s recall feature supports timed break recall only (TBR). TBR will work with most PABX systems allowing you to gain access to an outside line, or transfer calls to another extension. The feature works when

Hook

the

key is pressed.

You can program a in a Speed-Dial location. When programming the Speed-Dial number ( displays "!"), then enter the telephone number. If you do this, you do not need to press a Speed-Dial location. (See page 5-1.)

Menu/Set 2-3-1

Hook

keypress as part of a number stored

) press

Hook

Storing numbers for easy dialling

Hook

each time before you dial using

first (the screen

2 - 3 GETTING STARTED

General Setup

Setting the Mode Timer

The MFC has three temporary mode keys on the control panel: Fax, Scan and Copy. The PhotoCapture key (MFC-5840CN only) is also a temporary mode key. You can change the number of seconds or minutes that the MFC takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode. If you select

Off

, the MFC stays in the mode you used last.

(MFC-5840CN only)

Press

Press ▲ or ▼ to select

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

Press

Menu/Set, 1, 1

Off

Menu/Set Stop/Exit

General Setup

1.Mode Timer

Setting the Paper Type

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

Press

Press ▲ or ▼ to select

Inkjet, Glossy Transparency

Press

■

Menu/Set, 1, 2

Menu/Set Stop/Exit

The MFC ejects paper with printed surfaces face up onto the paper tray in the front of the machine. When you use transparencies or glossy paper, remove each sheet immediately to prevent smudging or paper jams.

(MFC-5840CN only) You can only use plain paper in Tray#2.

Plain

General Setup

2.Paper Type

GETTING STARTED 2 - 4

Setting the Paper Size

You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 10 x 15 cm and three sizes for printing faxes: Letter, Legal and A4. When you change the type of paper you load in the MFC, you will need to change the setting for Paper Size at the same time so your MFC can fit an incoming fax on the page.

Press

(MFC-5840CN only) Press

Tray#2

Press

Press ▲ or ▼ to select Press

Press (MFC-5840CN only)

You can only use plain paper sizes Letter, Legal or A4 in Tray#2.

Menu/Set, 1, 3

▲

or ▼ to select

Menu/Set

Menu/Set Stop/Exit

Tray#1

Letter, Legal, A4, A5

General Setup

3.Paper Size

10x15cm

2 - 5 GETTING STARTED

Setting the Ring Volume

You can turn the ring

Press

Press ▲ or ▼ to select

Low, Med, High

Press

Press —OR— You can adjust the ring volume when your MFC is idle (not being

used). In Fax mode , press or to adjust the volume level. Every time you press these keys, the MFC will ring so you can hear the active setting as the LCD shows it. The volume changes with each key press. The new setting will stay until you change it again.

Menu/Set, 1, 4, 1

Menu/Set Stop/Exit

Off

or you can select the ring volume level.

Off

Volume

1.Ring

Setting the Beeper Volume

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

Low

. When the beeper is on, the MFC will beep when you press a

key, make a mistake or whenever you send or received fax.

Press

Press ▲ or ▼ to select your option.

(

Press

Menu/Set, 1, 4, 2

Low, Med, High

Menu/Set Stop/Exit

Off

)

Volume

2.Beeper

GETTING STARTED 2 - 6

Setting the Speaker Volume

You can adjust the speaker volume.

Press

Press ▲ or ▼ to select

Low, Med, High

Press

Menu/Set, 1, 4, 3

Menu/Set Stop/Exit

Off

Volume

3.Speaker

2 - 7 GETTING STARTED

Setting the LCD Contrast

You can adjust the LCD contrast for a sharper and more vivid display. If you are having difficulty reading the LCD from your position, try changing the contrast setting for improved viewing.

1 2

Press

Dark

Press

Menu/Set, 1, 6

▲ or ▼

Menu/Set Stop/Exit

to select

Light

General Setup

6.LCD Contrast

Setting the Tray Use for Copy mode (MFC-5840CN only)

You can change the default tray that will be used for copying.

Press

Press ▲ or ▼ to select

Tray#1 Only, Tray#2 Only

Auto Select

Press

■

Menu/Set, 1, 7

Menu/Set Stop/Exit

If both trays are set to the same size and type of paper,

Auto Select

take from Tray#2 if Tray#1 runs out of paper. You can only use plain paper sizes Letter, Legal or A4 in

Tray#2.

, or

will let your MFC take from Tray#1 first, then

General Setup

7.Tray Use:Copy

GETTING STARTED 2 - 8

Setting the Tray Use for Fax mode (MFC-5840CN only)

You can change the default tray that will be used for printing received faxes.

Press

Press ▲ or ▼ to select

Tray#1 Only, Tray#2 Only Auto Select

Press

■ Auto Select

■

Menu/Set, 1, 8

Menu/Set Stop/Exit

Tray#1 first, or take from Tray#2 if:

• Tray#1 is out of paper.

• Tray#2 is set to a different paper size that is more suitable for the received faxes.

• Both trays are using the same size paper and Tray#1 is not set to use plain paper.

You can only use plain paper sizes Letter, Legal or A4 in Tray#2.

will allow your MFC to take paper from

, or

General Setup

8.Tray Use:Fax

2 - 9 GETTING STARTED

Setup Send

How to enter Fax mode

Before sending faxes, make sure (

green. If not, press ( setting is Fax.

Fax

) to enter Fax mode. The default

Fax

) is illuminated in

How to dial

You can dial in any of the following ways.

Manual dialling

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

SETUP SEND 3 - 1

Speed-Dialling

Press number. (See

Search/Speed Dial, #

Storing Speed-Dial numbers

If the LCD shows Speed-Dial number, a number has not been stored for it.

Not Registered

, and then the two digit Speed-Dial

on page 5-1.)

two-digit number

when you enter the

Search

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

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

Search/Speed Dial

Storing Speed-Dial numbers

and the navigation keys to

To search numerically

To search alphabetically*

on page 5-1.)

Fax Redial

If you are sending a fax manually and the line is busy, press

Redial/Pause

again. If you want to make a second call to the last number dialled, you can save time by pressing

Colour Start Redial/Pause

If you are sending a fax automatically

will automatically redial up to three times at five minutes intervals.

3 - 2 SETUP SEND

, and then press

only works if you dialled from the control panel.

Mono Start

Redial/Pause

and the line is busy, the MFC

Colour Start

Mono Start

and

to try

How to Fax (B&W and Colour)

Colour fax transmission

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

However, colour faxes cannot be stored in the memory. When you send a colour fax, the MFC will send it in real time (even if

Time TX

is set to

Delayed fax and Polling Transmit features are not available in colour.

Off

Faxing from the ADF

Real

Fax

Stop/Exit

Put the document face up in the ADF. To cancel, press

If it is not illuminated in green, press (

Load your document.

Dial the fax number. Press

the first page. If the memory is full and you are faxing a single page, it will be

sent in real time.

Mono Start

Colour Start

. The MFC starts scanning

SETUP SEND 3 - 3

Faxing from the scanner glass

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

Stop/Exit

If it is not illuminated in green, press (

Load your document on the scanner glass.

Dial the fax number. Press

■

To send a single page, press 2 (or press

The MFC starts sending the document.

—OR— To send more than one page, press

Place the next page on the scanner glass.

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

additional page.)

■

Mono Start

If you press first page.

If you press

Mono Start

Colour Start

Mono Start

Menu/Set

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

You cannot send multiple pages for colour faxes.

Colour Start

again).

, the machine starts scanning the

, the machine starts sending.

and go to Step 5.

Fax

Next Page?

1.Yes 2.No(Dial)

Set Next Page Then Press Set

3 - 4 SETUP SEND

Automatic transmission

This is the easiest way to send a fax.

If it is not illuminated in green, press (

Load your document.

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

How to dial

(See Press

Mono Start

on page 3-1.)

Colour Start

Fax

Manual transmission

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

If it is not illuminated in green, press (

Load your document.

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

Dial the fax number you want to call.

When you hear the fax tone, press

Colour Start

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

Mono Start

Fax

SETUP SEND 3 - 5

Basic sending operations

Sending faxes using multiple settings

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

If it is not illuminated in green, press ( After each setting is accepted, the LCD will ask if you want to

enter more settings:

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

—OR—

Press step.

if you have finished choosing settings and go to the next

Setup Send

Fax

1.Yes 2.No

Contrast

If your document is very light or very dark, you may want to change the contrast.

Light

Use

Dark

Use

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select or

Press

to send a light document.

to send a dark document.

Menu/Set, 2, 2, 1

Auto, Light

Dark

Menu/Set

Fax

Setup Send

1.Contrast

3 - 6 SETUP SEND

Fax Resolution

You can use the temporarily (for this fax only). In Fax mode , press

Fax Resolution

Menu/Set

press —OR— You can change the default setting:

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select the resolution you want.

Press

Standard

Fine

S.Fine

Photo

Fax Resolution

and ▲ or ▼ to select the setting you want, and then

Menu/Set, 2, 2, 2

Menu/Set

Suitable for most typed documents. Good for small print and transmits a little

slower than Standard resolution. Good for small print or artwork and transmits

slower than Fine resolution. Use when the document has varying shades

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

key to change the setting

Setup Send

2.Fax Resolution

Fax

SETUP SEND 3 - 7

Dual Access (Not available for colour faxes)

You can dial a number, and begin scanning the fax into memory— even when the MFC is sending from memory or receiving faxes. The LCD shows the new job number and available memory.

Your MFC normally uses Dual Access. However, to send a colour fax, the MFC will send the document in real time (even if

Real Time TX

The number of pages you can scan into the memory will vary depending on the data that is printed on them.

Off

If you get an page of a fax, press

Out of Memory

you can press or press

Out of Memory

message while scanning a subsequent page,

Mono Start

Stop/Exit

message while scanning the first

Stop/Exit

to cancel the operation.

to cancel scanning. If you get an

to send the pages scanned so far,

3 - 8 SETUP SEND

Real Time Transmission

When you are sending a fax, the MFC will scan the documents into the memory before sending. Then, as soon as the phone line is free, the MFC will start dialling and sending.

If the memory becomes full, the MFC will send the document in real time (even if

Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can set

Real Time TX

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

Real Time TX

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

is set to

Off

If it is not illuminated in green, press (

Load your document.

Press

To change the default setting, press

▲

Press —OR— For the next fax transmission only, press

Next Fax Only

Press

For the next fax only, press ▲ or ▼ to select On (or Press

In Real Time Transmission, the redial feature does not work.

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

Menu/Set, 2, 2, 5

or ▼ to select On (or

Menu/Set

Real Time TX

and go to Step 5.

Off

is set to

Off

Fax

Setup Send

5.Real Time TX

▲

or ▼ to select

Off

SETUP SEND 3 - 9

Checking job status

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

No Jobs Waiting

Press

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

Press

Menu/Set, 2, 6

▲

or ▼ to scroll

Stop/Exit

Fax

6.Remaining Jobs

Cancelling a fax in progress

If you want to cancel a fax, while the MFC is scanning, dialling or sending it, press

Stop/Exit

Cancelling a scheduled job

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

Press Any jobs that are waiting will appear

on the LCD.

If you have more than one job waiting, press ▲ or ▼ to select the job you want to cancel.

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

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

Press

Menu/Set, 2, 6

Menu/Set

to exit without cancelling.

Stop/Exit

Fax

6.Remaining Jobs

3 - 10 SETUP SEND

Advanced sending operations

Broadcasting (Not available for colour faxes)

Broadcasting is when the same fax message is automatically sent to more than one fax number. You can include Groups, Speed-Dial numbers and up to 50 manually dialled numbers in the same broadcast.

Press

Search/Speed Dial

up Group dial numbers, see Setting up Groups for Broadcasting on page 5-3.)

After the broadcast is finished, a Broadcast Report will be printed to let you know the results.

Menu/Set

between each of the numbers. Use

to help you choose the numbers easily. (To set

If it is not illuminated in green, press (

Load your document.

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

(Example: Group number)

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

You will be asked to enter the next number.

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

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

After you have entered all fax numbers, go to Step 8 to start the broadcast.

Press

Menu/Set

Mono Start

Fax

SETUP SEND 3 - 11

■

If you did not use up any of the numbers for Groups, access codes or credit card numbers, you can ‘broadcast’ faxes to as many as 90 (MFC-5440CN) or 150 (MFC-5840CN) different numbers.

■

The available memory will vary depending on the types of jobs in the memory and the number of locations used for broadcasting. If you broadcast to the maximum numbers available, you will not be able to use Dual Access and Delayed fax.

■

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

■

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

Stop/Exit

to stop the job or if

Mono Start

Overseas Mode

If you are having difficulty sending a fax overseas due to possible interference on the phone line, we recommend that you turn on the Overseas Mode. After you send a fax using this feature, the feature will turn itself off.

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select On (or Press

3 - 12 SETUP SEND

Menu/Set, 2, 2, 7

Menu/Set

Off

Fax

Setup Send

7.Overseas Mode

Delayed Fax (Not available for colour faxes)

During the day you can store up to 50 faxes in the memory to be sent within 24 hours. These faxes will be sent at the time of day you enter in Step 4.

If it is not illuminated in green, press (

Load your document.

Press

Press displayed time.

—OR— Enter the time you want the fax to be sent (in 24-hour format). Press (For example, enter 19:45 for 7:45 PM.)

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

Menu/Set, 2, 2, 3 Menu/Set

Menu/Set

to accept the

Fax

Setup Send

3.Delayed Fax

SETUP SEND 3 - 13

Delayed Batch Transmission (Not available for colour faxes)

Before sending the delayed faxes, your MFC will help you economize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to save transmission time.

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select On (or Press

Press

Menu/Set, 2, 2, 4

Menu/Set Stop/Exit

Off

Fax

Setup Send

4.Batch TX

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

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

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select Press

Menu/Set, 2, 2, 6

Standard

Menu/Set

Fax

3 - 14 SETUP SEND

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

When you choose machine must enter the polling secure code.

If it is not illuminated in green, press (

Load your document.

Press

Press ▲ or ▼ to select Press

Enter a four-digit number. Press

The document will be stored and can be retrieved from any other fax machine until you delete the fax in memory by using the Cancelling a job menu setting. (See Cancelling a scheduled job on page 3-10.)

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

Menu/Set, 2, 2, 6

Menu/Set

Polled TX:Secure

Secure

, anyone who polls the

Fax

SETUP SEND 3 - 15

TX Lock (Key Lock for some countries)

TX Lock lets you prevent unauthorized access to the MFC. While TX Lock is

■

Receiving faxes

■

Fax Forwarding (If Fax Forwarding was already On)

■

Remote Retrieval (If Fax Storage was already On)

■

PC Fax Receive

While TX Lock is

■

Sending faxes

■

Copy

■

PC printing

■

PC scanning

■

PhotoCapture (MFC-5840CN only)

You will not be able to continue to schedule Delayed Faxes or Polling jobs. However, any pre-scheduled Delayed Faxes will be sent when you turn TX Lock

If you have selected Fax Forwarding or Fax Storage

Menu/Set, 2, 5

( Forwarding and Remote Retrieval will continue to work.

the following operations are available:

the following operations are NOT available:

, so they won't be lost.

) before you turn TX Lock On, then Fax

To print the faxes in memory, turn TX Lock

3 - 16 SETUP SEND

Off

Setting up the password

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

Press

Enter a 4-digit number for the password. Press

If the LCD shows Press

Press

Changing the TX Lock password

Press

Press ▲ or ▼ to select Press

Enter a 4-digit number for the current password. Press

Enter a 4-digit number for a new password. Press

If the LCD shows Press

Press

Menu/Set, 2, 0, 1

Menu/Set

Menu/Set Stop/Exit

Menu/Set, 2, 0, 1

Menu/Set

Menu/Set Stop/Exit

Verify:

Set Password

Verify:

, re-enter the password.

Turning TX Lock on

Press

Press ▲ or ▼ to select Press

Enter the registered 4-digit password. Press The MFC goes offline and the LCD shows

Menu/Set, 2, 0, 1

Set TX Lock

Menu/Set

TX Lock Mode

SETUP SEND 3 - 17

Turning TX Lock off

Press

Enter the registered 4-digit password. Press TX lock is automatically turned off.

If you enter the wrong Password, the LCD shows

Password

until the registered password is entered.

Menu/Set

and stays offline. The MFC will stay in TX Lock Mode

Wrong

Faxing letter size documents from the scanner glass

When documents are letter size, you need to set Scan Glass Size to letter, if you do not, the side portion of the faxes will be missing.

Press

Press ▲ or ▼ to select Press

Press

Menu/Set, 2, 2, 0

Letter

Menu/Set Stop/Exit

(or A4).

3 - 18 SETUP SEND

Setup Receive

Basic receiving operations

Choosing the Receive Mode

There are four different Receive Modes for your MFC. You can choose the mode that best suits your needs.

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel

(fax and telephone)

(with an external or extension telephone)

Externa l TAD

(with an external answering machine only)

Manual

(manual receive) (with an external or

extension telephone)

The MFC automatically answers every call as a fax.

The MFC controls the line and automatically answers every call. If the call is a fax it will receive the fax. If the call is not a fax it will ring (pseudo/double ring) for you to pick up the call.

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

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

For dedicated fax lines.

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

Use this mode if you have connected an answering machine to your MFC. The External TAD setting works only with an external answering machine. Ring Delay does not work in this setting.

Use this mode if you do not receive many fax messages.

If you answer and hear fax tones, wait until the MFC takes over the call, then hang up. (See on page 4-4.)

Note: If you use a computer modem on the same

line MFC Faxing will not operate correctly.

Fax Detect

SETUP RECEIVE 4 - 1

To select or change your Receive Mode

Press

Press ▲ or ▼ to select

Manual

Press

Menu/Set, 0, 1

Menu/Set Stop/Exit

Fax Only, Fax/Tel, External TAD

Current Receive Mode

Fax

: Fax Only

F/T

: Fax/Tel

TAD

: External TAD

Mnl

: Manual

Setting the Ring Delay

The Ring Delay sets the number of times the MFC rings before it answers in phones on the same line as the MFC or subscribe to the telephone company’s service, keep the Ring Delay setting of 4.

(See Detect on page 4-4.)

Fax Only

Operation from extension telephones

Fax/Tel

mode. If you have extension

on page A-14 and

Fax

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select how many times the line rings before the MFC answers (02 - 10 for Australia, 01 - 10 for New Zealand, 00

- 10 for some countries). Press (If you select 00, the line won’t ring at all.)

Press

4 - 2 SETUP RECEIVE

Menu/Set, 2, 1, 1

Menu/Set

Stop/Exit

Fax

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

If you set the Receive Mode to Fax/Tel, you’ll need to decide how long the MFC will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the MFC prints the fax.)

This pseudo/double-ring happens after the initial ringing from the phone company. Only the MFC rings and no other phones on the same line will ring with the special pseudo/double-ring. However, you can still answer the call on any telephone on the same line as the MFC. (See

Fax/Tel mode

on page A-14.)

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select how long the MFC will ring to alert you that you have a voice call (20, 30, 40 or 70 seconds and 20, 30, 40 or 55 seconds for New Zealand).

Press

Press Even if the caller hangs up during the pseudo/double-ringing,

the MFC will continue to ring for the set time.

Menu/Set, 2, 1, 2

Menu/Set Stop/Exit

Fax

SETUP RECEIVE 4 - 3

Fax Detect

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

Colour Start

Zealand) when you answer a fax call. Selecting to receive fax calls automatically, even if you lift the handset of an extension or external phone. When you see or when you hear ‘chirps’ through the handset of an extension phone connected to another wall socket/phone socket, just replace the handset and your MFC will do the rest.

■

, or the Fax Receive Code

If this feature is set to On, but your MFC does not connect a fax call when you lift an extension or external phone handset, press the Fax Receive Code Zealand).

If you send faxes from a computer on the same phone line and the MFC intercepts them, set Fax Detect to

Selecting yourself by lifting the handset of an external or extension phone, and then press MFC. —OR— by pressing your MFC. (See Operation from extension telephones on page A-14.)

Off

means you’ll have to activate the MFC

Mono Start

51 (91

for New Zealand) if you are not at

51 (91

Receiving

Mono Start

for New

allows the MFC

on the LCD

51 (91

for New

Off

Colour Start

on the

If it is not illuminated in green, press (

Press

Use ▲ or ▼ to select On (or Press

Press

4 - 4 SETUP RECEIVE

Menu/Set, 2, 1, 3

Menu/Set Stop/Exit

Off

Fax

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the MFC automatically reduces an incoming fax to fit on one page of A4, letter or legal size paper. The MFC calculates the reduction ratio by using the page size of the document and your Paper Size setting (

Menu/Set, 1, 3

If it is not illuminated in green, press (

Press

Use ▲ or ▼ to select On (or Press

Press

■

Menu/Set, 2, 1, 5

Menu/Set Stop/Exit

Turn on this setting if you receive faxes that are split onto two pages. However, if the document is too long the MFC may still print it on two pages.

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

Off

Fax

Setup Receive

5.Auto Reduction

Printing a fax from the memory

If you have selected Fax Forwarding or Fax Storage (

5, 1

), you can still print a fax from the memory when you are at your

MFC. (See

Press

Setting Fax Storage

Menu/Set, 2, 5, 3 Mono Start

on page 6-2.)

Menu/Set, 2

SETUP RECEIVE 4 - 5

Reception into memory (Not available for colour fax reception)

As soon as the paper tray becomes empty during fax reception, the screen will display paper tray. (See page 1-15.)

Memory Receive

If the

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

Mono Start

press

Memory Receive

If the

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

No Paper Fed

How to load paper, envelopes and post cards

is On at this time...

Colour Start

Off

Mono Start

; please put some paper in the

at this time...

Colour Start

If it is not illuminated in green, press (

Press

Use ▲ or ▼ to select On (or Press

Press

4 - 6 SETUP RECEIVE

Menu/Set, 2, 1, 6

Menu/Set Stop/Exit

Off

Fax

Polling

Polling is the process of retrieving faxes from another fax machine. You can use your MFC to 'poll' other machines, or you can have someone poll your MFC.

Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls your MFC to receive a fax, they pay for the call. If you poll someone's fax machine to receive a fax, you pay for the call.

Some fax machines do not respond to the Polling feature.

Secure Polling

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

Setup for Polling Receive (Standard)

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

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select Press

Enter the fax number you are polling. Press

Menu/Set, 2, 1, 7

Standard

Menu/Set

Mono Start

Colour Start

Fax

SETUP RECEIVE 4 - 7

Setup for Polling Receive with Secure Code

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

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select Press

Enter a four-digit secure code. This is the same as the security code of the fax machine you are

polling. Press

Enter the fax number you are polling.

Press

Setup Delayed Polling Receive

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

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to select Press

Enter the time (in 24-hour format) you want to begin polling. For example, enter 21:45 for 9:45 PM. Press

Enter the fax number you are polling. Press The MFC makes the polling call at the time you entered.

Menu/Set, 2, 1, 7

Secure

Menu/Set

Mono Start

Menu/Set, 2, 1, 7

Menu/Set

Mono Start

Colour Start

Timer

Colour Start

Fax

You can set up only one Delayed Polling.

4 - 8 SETUP RECEIVE

Sequential Polling

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

If it is not illuminated in green, press (

Press

Press ▲ or ▼ to choose Press

want.

If you selected

■

Specify the destination fax machines, which you wish to poll by using Speed-Dial, Search, a Group (see Broadcasting on page 5-3) or the dial pad. You must press

Menu/Set

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

Press process.

To cancel all sequential polling receive jobs, press

2, 6

Menu/Set, 2, 1, 7

Menu/Set

If you selected

Menu/Set

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

between each location.

when the screen displays the setting you

Standard

Secure

, and then go to Step 5.

Timer

Mono Start

Stop/Exit

. (See

Cancelling a scheduled job

while the MFC is dialling to cancel the polling

Standard, Secure

, go to Step 5.

, enter a four-digit number and press

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

Colour Start

Menu/Set

on page 3-10.)

Fax

Timer

, and then go to

Setting up Groups for

Menu/Set

SETUP RECEIVE 4 - 9

Quick-Dial numbers and

dialling options

Storing numbers for easy dialling

You can set up your MFC to do two types of easy dialling: Speed-Dial and Groups for Broadcasting faxes. When you dial a quick-dial number, the LCD shows the name, if you stored it, or the number.

If you lose electrical power, the quick-dial numbers that are in the memory will not be lost.

Storing Speed-Dial numbers

You can store Speed-Dial numbers, so that when you dial you will only have to press a few keys ( number, and store 40 Speed-Dial numbers and the MFC-5840CN can store 100 numbers.

Mono Start

Search/Speed Dial, #

Colour Start

). The MFC-5440CN can

, the two-digit

Press

Use the dial pad to enter a Speed-Dial location number (01-40 for MFC-5440CN, 00-99 for MFC-5840CN.)

(For example, press Press

Enter the phone or fax number (up to 20 digits). Press

5 - 1 QUICK-DIAL NUMBERS AND DIALLING OPTIONS

Menu/Set, 2, 3, 1

Menu/Set

Set Quick-Dial

1.Speed-Dial

Use the dial pad to enter the name (up to 15 characters). Press (You can use the —OR— Press

Go to Step 2 to store another Speed-Dial number. —OR— Press

Menu/Set

Stop/Exit

chart on page B-12 to help you enter letters.)

to store the number without a name.

Changing Speed-Dial numbers

If you try to store a Speed-Dial number where a number has already been stored, the LCD will show the name that has been stored there (or number) and will ask you to do one of the following:

Press 1 to change the stored number. —OR— Press

How to change the stored number or name:

■

Enter a new number. Press

Follow the directions beginning at Step 4 in Storing Speed-Dial numbers. (See page 5-1.)

to exit without making a change.

If you want to change a character, use or to position the cursor under the character you want to change, and then type over it.

If you want to erase the whole number or whole name, press

Stop/Exit

The characters above and to the right of the cursor will be deleted.

Menu/Set

when the cursor is under the first digit or letter.

▲

QUICK-DIAL NUMBERS AND DIALLING OPTIONS 5 - 2

Setting up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only a few keys ( two-digit number, and fax number as a Speed-Dial number.

Then, you can combine them into a Group. Each Group uses up a Speed-Dial number. You can have up to six Groups, or you can assign up to 39 numbers (MFC-5440CN) or up to 99 numbers (MFC-5840CN) to one large Group.

(See Storing Speed-Dial numbers on page 5-1 and Broadcasting (Not available for colour faxes) on page 3-11.)

Mono Start

Search/Speed Dial, #

). First, you’ll need to store each

, the

Press

Use the dial pad to enter the two-digit Speed-Dial number where you want to store the Group.

Press (For example, press

Use the dial pad to enter the Group number (1 to 6).

Press (For example, press

The Group number must be between 1 and 6.

To include Speed-Dial numbers in the Group, press them as follows:

For example, for Speed-Dial numbers 05 and 09. Press

Search/Speed Dial, 09

Menu/Set, 2, 3, 2

Menu/Set

and

for Group 1.)

Menu/Set

Search/Speed Dial, 05

. The LCD shows:

Set Quick-Dial

2.Setup Groups

Setup Groups Speed-Dial? #

Setup Groups Setup Group:G01

Setup Groups G01:#05#09

#05#09

5 - 3 QUICK-DIAL NUMBERS AND DIALLING OPTIONS

Press Group.

Use the dial pad and the chart on page B-12 to enter a name for the Group.

Press (For example, type NEW CLIENTS).

Press You can print a list of all the Speed-Dial numbers. Group

numbers will be marked in the “GROUP” column. (See Printing reports on page 7-3.)

Menu/Set

Stop/Exit

to accept the Speed-Dial numbers for this

QUICK-DIAL NUMBERS AND DIALLING OPTIONS 5 - 4

Dialling options

There are three ways to dial. (See

How to dial

on page 3-1.)

Access codes and credit card numbers

Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes or long-distance carriers and credit card numbers as Speed-Dial numbers. You can store these long dialling sequences by dividing them and setting them up on separate Speed Dial numbers in any combination. You can even include manual dialling using the dial pad. (See page 5-1.)

For example, perhaps you have stored ‘555’ on Speed-Dial #03 and ‘7000’ on Speed-Dial #02. If you press

Search/Speed Dial, #02

will dial ‘555-7000’. To temporarily change a number, you can substitute part of the

number with manual dialling using the dial pad. For example, to change the number to 555-7001 you could press

Search/Speed Dial, #03

pad.

Storing Speed-Dial numbers

Search/Speed Dial, #03

Mono Start

, and

and then press

Colour Start

7001

, you

using the dialling

If you must wait for another dial tone or signal at any point in the dialling sequence, store a pause in the number by pressing

Redial/Pause

. Each key press adds a 3.5-second delay.

Pause

Press numbers. If you are dialling overseas, you can press as many times as needed to increase the length of the pause.

5 - 5 QUICK-DIAL NUMBERS AND DIALLING OPTIONS

Redial/Pause

to insert a 3.5-second pause between

Redial/Pause

Tone or Pulse (Not available in New Zealand)

If you have a Pulse dialling service, but need to send Tone signals (for example, for telephone banking), follow the instructions below. If you have Touch Tone service, you will not need this feature to send tone signals.

Lift the handset of the external phone.

Press # on the MFC’s control panel. Any digits dialled after this will send tone signals.

When you hang up, the MFC will return to the Pulse dialling service.

QUICK-DIAL NUMBERS AND DIALLING OPTIONS 5 - 6

Remote Fax Options

(Not available for colour faxes)

You can only use one remote fax option at a time: Fax Forwarding—OR—Fax Storage—OR—PC FAX Receive —OR—Off.

You can change your selection at any time (

Turning off Remote Fax Options

(See

Menu/Set, 2, 5, 1

on page 6-3.)

Setting up Fax Forwarding

When you select Fax Forward, your MFC stores the received fax in the memory. The MFC will then dial the fax number you’ve programmed and forward the fax message.

Press

Press ▲ or ▼ to select Press The LCD will ask you to enter the fax number to which faxes will

be forwarded.

Enter the forwarding number (up to 20 digits). Press

Press ▲ or ▼ to select

Backup Print:On Backup Print:Off

Press

■

Press

Menu/Set, 2, 5, 1

Menu/Set

If you select fax at your MFC so you will have a copy if there is a power failure before it is forwarded.

If Fax Forwarding is turned on your machine cannot receive a colour fax unless the sending machine converts it to monochrome before sending.

Stop/Exit

Backup Print:On

Fax Forward

Fax Forward Backup Print:On

, the MFC will also print the

6 - 1 REMOTE FAX OPTIONS

Setting Fax Storage

If you select Fax Storage, your MFC stores the received fax in the memory. You will be able to retrieve fax messages from another location using the Remote Retrieval commands.

Press

Press ▲ or ▼ to select Press

Press

■

Menu/Set, 2, 5, 1

Menu/Set Stop/Exit

If you have turned on Fax Storage, a backup copy will automatically be printed at the MFC.

If Fax Storage is turned on your machine cannot receive a colour fax unless the sending machine converts it to monochrome.

Fax Storage

Setting PC Fax Receive

If you select PC Fax Receive, your MFC will temporarily store your received fax messages in its memory, and then automatically send the faxes to the PC. You can then use your PC to view and store these faxes.

Press

Press ▲ or ▼ to select Press

Press ▲ or ▼ to select

Backup Print:On Backup Print:Off

Press

Menu/Set, 2, 5, 1

PC Fax Receive

Menu/Set

Menu/Set Stop/Exit

PC Fax Receive Backup Print:On

REMOTE FAX OPTIONS 6 - 2

■

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 Using Brother

PC-FAX software

on page 5-1 in Software User’s Guide on

the CD-ROM.)

■

If you select

Backup Print:On

, the MFC will also print the fax at your MFC so you will have a copy if there is a power failure before it is sent to the PC.

■

If you get an error message and the MFC cannot print the faxes in memory, you can use this setting to transfer your faxes to your PC. (For details, see Error messages on page 11-1.)

■

When PC Fax Receive is turned on your machine can only print the colour faxes it receives. It cannot store them it memory.

Turning off Remote Fax Options

If you set the Remote Fax Options to

Off

and there are faxes in your

MFC’s memory, the LCD will give you two options.

■

If you press 1, all unprinted faxes will be printed and erased before the setting turns off. If a backup copy has already been printed it will not be printed again.

■

If you press 2, the memory will not be erased and the setting will be unchanged.

Printing a fax from the memory

(See

on page 4-5.)

6 - 3 REMOTE FAX OPTIONS

Setting your Remote Access Code

The remote access code lets you access the Remote Retrieval features when you are away from your MFC. Before you use the remote access and retrieval features, you have to set up your own code. The default code is inactive code (--- ).

Press

Enter a three-digit code using numbers 0-9 or . Press

Do not use the same code used for your Fax Receive Code ( ( (See Operation from extension telephones on page A-14.)

Press You can change your code at any time by entering a new one.

If you want to make your code inactive, press 2 to restore the inactive setting (--- ).

Menu/Set, 2, 5, 2

Menu/Set

51, 91

#51, #91

for New Zealand).

Stop/Exit

. (The preset ‘ ’ cannot be changed.)

for New Zealand) or Telephone Answer Code

Stop/Exit

in Step

REMOTE FAX OPTIONS 6 - 4

Remote Retrieval

You can call your MFC from any touch tone telephone or fax machine, then use the Remote Access Code and remote commands to retrieve fax messages.

Using your Remote Access Code

Dial your fax number from a telephone or another fax machine using touch tone.

When your MFC answers, immediately enter your Remote Access Code (3 digits followed by ).

The MFC signals if it has received fax messages:

1 long beep No beeps

The MFC gives two short beeps to tell you to enter a command. The MFC will hang up if you wait longer than 30 seconds to enter a command. The MFC will beep three times, if you enter an invalid command.

Press 90 to reset the MFC when you’ve finished.

Hang up.

—

Fax messages

—

No messages

If your MFC is set to remote retrieval features, you can access your MFC by waiting about 2 minutes after it starts ringing, and then entering the Remote Access Code within 30 seconds.

6 - 5 REMOTE FAX OPTIONS

Manual

mode and you want to use the

Remote commands

Follow the commands below to access features when you are away from the MFC. When you call the MFC 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

or Fax Storage settings

Off

1 OFF You can select

or erased all your messages. 2 Fax Forwarding If you hear one long beep, the change has 4 Fax Forwarding number 6 Fax Storage

96 Retrieve a fax

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

3 Erase faxes from the

memory

97 Check the receiving status

1 Fax

98 Change the Receive Mode

1 External TAD 2 Fax/Tel 3 Fax Only

90 Exit Press 90 to exit Remote Retrieval. Wait for

been accepted. If you hear three short beeps,

you cannot change it because the conditions

have not been met (for example, registering a

Fax Forwarding number). You can register

your Fax Forwarding number by entering 4.

(See Changing your Fax Forwarding number

on page 6-7.) Once you have registered the

number, Fax Forwarding will work.

receive stored fax message(s). (See page

6-7.)

If you hear one long beep, fax messages

have been erased from the memory.

You can check whether your MFC has

received any faxes. If yes, you will hear one

long beep. If no, you will hear three short

beeps.

If you hear one long beep, your change has

been accepted.

the long beep, then replace the handset.

after you have retrieved

REMOTE FAX OPTIONS 6 - 6

Retrieving fax messages

You can call your MFC from any touch tone phone and have your fax messages sent to a fax machine.

Dial your fax number.

When your MFC answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

As soon as you hear two short beeps, use the dial pad to press

962

Wait for the long beep, and then use the dial pad to enter the number of the remote fax machine where you want your fax messages sent to followed by

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

Hang up after you hear your MFC beep. Your MFC will call the other machine, which will then print your fax messages.

(up to 20 digits).

Changing your Fax Forwarding number

You can change the default setting of your fax forwarding number from another telephone or fax machine using touch tone.

Dial your fax number.

When your MFC answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

When you hear two short beeps, use the dial pad to press

Wait for the long beep, and then use the dial pad to enter the new number of the remote fax machine where you want your fax messages forwarded followed by

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

Hang up after you hear your MFC beep.

6 - 7 REMOTE FAX OPTIONS

(up to 20 digits).

954

Printing reports

Fax settings and activity

You need to set up the Transmission Verification Report and Journal Period in the menu table.

Press —OR— Press

Customizing the Transmission Verification Report

You can use the Transmission Report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (OK). If you select report will print for every fax you send.

If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again. Selecting

On+Image

on the report to help you remember.

Menu/Set, 2, 4, 1

Menu/Set, 2, 4, 2

Off+Image

On+Image

will print a section of the fax’s first page

, the

When the Verification Report is turned Report will only print if there is a transmission error, with NG in the RESULT column.

Press

Press ▲ or ▼ to select Press

Press

Menu/Set, 2, 4, 1

Off+Image, On, On+Image

Menu/Set Stop/Exit

Off

PRINTING REPORTS 7 - 1

Off+Image

Off

, the

Setting the Journal Period

You can set the MFC 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 you can print the report by following the steps on the next page.

The default setting is

Every 50 Faxes

Off

Press

Press ▲ or ▼ to choose an interval. Press (If you choose 7 days, the LCD will ask you to choose a day on

which to begin the 7-day countdown.)

Enter the time to begin printing in 24-hour format. Press (For example: enter 19:45 for 7:45 PM.)

Press If you select 6, 12, 24 hours, 2 or 7 days, the MFC will print the

report at the selected time and then erase all jobs from its memory. If the MFC’s memory becomes full with 200 jobs before the time you selected has passed, the MFC will print the Journal early and then erase all jobs from memory. If you want an extra report before it is due to print, you can print it without erasing the jobs from memory.

If you select when the MFC has stored 50 jobs.

Menu/Set, 2, 4, 2

Menu/Set

Stop/Exit

Every 50 Faxes

, the MFC will print the Journal

Report Setting

2.Journal Period

7 - 2 PRINTING REPORTS

Printing reports

Following reports are available:

1.Help List

2.Quick-Dial

3.Fax Journal

4.XMIT Verify

5.User Settings

6.Network Config

Prints the Help List so you can see at-a-glance how to quickly program your MFC.

Lists names and numbers stored in the Speed-Dial memory, in numerical order.

Lists information about the last incoming and outgoing faxes. (TX means Transmit.) (RX means Receive.)

Prints a Transmission Verification Report for your last transmission.

Lists your settings. Lists your Network settings.

How to print a report

For MFC-5440CN, press For MFC-5840CN, press

Press ▲ or ▼ to select the report you want. Press

Menu/Set

. —OR— Enter the number of the report you want to print. For example, press

Press

Mono Start

Reports

Menu/Set, 6

to print the Help List.

PRINTING REPORTS 7 - 3

Making copies

Using the MFC as a copier

You can use your MFC as a copier, making up to 99 copies at a time.

Enter Copy mode

Before making copies, make sure that (

in green. If it is not, press ( default setting is Fax. You can change the number of seconds or

minutes that the MFC stays in Copy mode. (See Timer on page 2-4.)

The LCD shows the default copy setting

Copy Ratio

Copy

Quality No of Copies

Copy

) is illuminated

) to enter Copy mode. The

Setting the Mode

8 - 1 MAKING COPIES

Making a single copy

Press (

Load your document.

Load documents

(See

Press To stop copying, press

Mono Start

Copy

) to illuminate it in green.

on page 1-7.)

Colour Start

Stop/Exit

Making multiple copies

Press (

Load your document.

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

Press To sort the copies, press the

temporary Copy keys on page 8-3.)

Mono Start

Copy

) to illuminate it in green.

Colour Start

Options

key. (See Using the

Stop copying

To stop copying, press

Stop/Exit

MAKING COPIES 8 - 2

Using the temporary Copy keys

When you want to quickly change the copy settings temporarily for the next copy, use the temporary Copy keys. You can use different combinations.

Temporary Copy keys

(For MFC-5440CN)

Temporary Copy keys

(For MFC-5840CN)

These settings are temporary, and the MFC returns to its default settings 60 seconds after it finishes copying. However if you have set the Mode Timer to 0 or 30 seconds, the MFC returns to the default settings after the number of seconds that has been set for mode timer. (See Setting the Mode Timer on page 2-4.)

You can save the copy settings you use most often by setting them as default. See Changing the default copy settings on page 8-15.

8 - 3 MAKING COPIES

Increasing copy speed or quality

You can select the copy quality. The default setting is

Press

Normal

Quality

Fast

and

Best

Press (

Load your document.

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

Press

Press ▲ or ▼ to choose the copy quality (

Best

Press

Quality

Menu/Set Mono Start

Copy

Recommended mode for ordinary printouts. Good copy quality with adequate copy speed.

Fast copy speed and lowest ink consumption. Use FAST to save time (document to be proof-read, large documents or many copies).

Use this mode to copy precise images such as photographs. BEST uses the highest resolution and slowest speed.

) to illuminate it in green.

Fast, Normal

Colour Start

Normal

MAKING COPIES 8 - 4

Enlarging or reducing the image copied

You can select the following enlargement or reduction ratios.

Custom(25-400%)

allows you to enter a ratio from 25% to 400%.

Press Enlarge/Reduce

and

Enlarge/Reduce

1 2 3

Press ( Load your document. Use the dial pad to enter the number of copies you want

to select

Copy

Custom(25-400%)

200%

198% 10x15cm→A4

186%10x15cm→LTR

142% A5→A4

104% EXE→LTR

100%

97% LTR→A4

93% A4→LTR

83% LGL→A4

78% LGL→LTR

69% A4→A5

50%

) to illuminate it in green.

(up to 99).

Press

Press ▲ or ▼ to select the enlargement or reduction ratio you

Enlarge/Reduce

want. Press

Menu/Set

. —OR— You can select

Custom(25-400%)

and press

Menu/Set

Use the dial pad to enter an enlargement or reduction ratio from

25%

Press (For example, press

400%

Menu/Set

5 3

to enter

53%

8 - 5 MAKING COPIES

Press Special Copy Options 2 in 1 (P), 2 in 1 (L), 4 in 1 (P), 4 in 1 (L)

or Poster are not available with Enlarge/Reduce.

Mono Start

Colour Start

Setting the paper type (MFC-5440CN only)

If you are copying on special paper, be sure to select the type of paper you are using so you will get the best print quality.

Press (

Load your document.

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

Press

Press ▲ or ▼ to select the type of paper you are using (

Inkjet, Glossy

Press

Press You can change the default Paper Type setting at any time.

(See Setting the Paper Type on page 2-4.)

Paper Type

Menu/Set Mono Start

Copy

) to illuminate it in green.

Transparency

Colour Start

Plain

MAKING COPIES 8 - 6

Using the Tray Select key (MFC-5840CN only)

You can change the tray that will be used for next copy only.

Press (

Load your document.

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

Press

Press ▲ or ▼ to select Press

Press

■

Tray Select

Menu/Set Mono Start

If both trays are set to the same and type of paper, let your MFC take from Tray#1 first, then take from Tray#2 if Tray#1 runs out of paper.

You can only use plain paper sizes Letter, Legal or A4 in Tray#2.

Copy

) to illuminate it in green.

Auto, #1(xxx)

Colour Start

#2(xxx)

Auto

will

8 - 7 MAKING COPIES

Changing the temporary copy settings

Use the

Options

key to quickly set the following copy settings

temporarily for the next copy.

Press Options

Menu Selections Options Factory

select select

Paper Type

(MFC-5840CN only)

Paper Size Letter/Legal

Brightness

Contrast

Stack/Sort Stack/Sort Stack

Page Layout Off(1 in 1)

No. of Copies No. of Copies:01

Page

Setting

Plain/Inkjet Glossy Transparency

A4/A5

10(W) x 15(H)cm

- + - + 8-10

2 in 1 (P) 2 in 1 (L) 4 in 1 (P) 4 in 1 (L) Poster(3 x 3)

(01-99)

/ / / / /

Plain

Off (1 in 1)

8-9

8-11 8-11

After you choose your settings by pressing shows

Press

Set temporarily

Mono Start

Colour Start

if you’re finished choosing

settings. —OR— Press

▲

or ▼ to select more settings.

Menu/Set

MAKING COPIES 8 - 8

, the LCD

Setting paper type (MFC-5840CN only)

If copying on paper other than plain paper, select the type of paper that you are using to get the best print quality.

Press (

Load your document.

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

Press Press

Press ▲ or ▼ to select the type of paper you are using (

Inkjet, Glossy

Press You can only use plain paper in Tray#2.

Press You can change the default Paper Type setting at any time.

(See

Options Menu/Set

Menu/Set

Mono Start

Setting the Paper Type

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Transparency

Colour Start

on page 2-4.)

Paper Type

Plain

Setting paper size

If copying on paper other than A4 size, you will need to change the paper size setting.

■

You can copy on Letter, Legal, A4, A5 or Photo Card (10(W) x 15(H)cm) paper.

■

You can only use this setting with Tray#1.

Press (

Load your document.

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

Press Press

8 - 9 MAKING COPIES

Options Menu/Set

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Paper Size

Press ▲ or ▼ to select the size of paper you are using

Letter, Legal, A4, A5

( Press

Menu/Set

10(W) x 15(H)cm

Press

Mono Start

Colour Start

Adjusting brightness

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

Press (

Load your document.

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

Press Press

Press ▲ to make a lighter copy. —OR— Press Press

Press

Options Menu/Set

▼

to make a darker copy.

Menu/Set Mono Start

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Colour Start

Brightness

Adjusting contrast

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

Press (

Load your document.

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

Press Press

Options Menu/Set

Copy

) to illuminate it in green.

and ▲ or ▼ to select

Contrast

MAKING COPIES 8 - 10

Brother MFC-5440CN, MFC-5840CN User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

APPROVAL INFORMATION

Compilation and Publication Notice

Safety precautions

To use the MFC safely

Choosing a location

Quick Reference Guide

Sending faxes

Storing numbers

Dialling operations

Making copies

Table of Contents

Introduction

Using this Guide

Finding information

Symbols used in this Guide

Control panel overview

Turning the MFC to Power Save condition

Power Save Setting

Load documents

Using the automatic document feeder (ADF)

Recommended environment

Using the scanner glass

About paper

Recommended Paper

Handling and using special paper

Paper type and size for each operation

Paper weight, thickness and capacity

Paper capacity of the output paper tray

Printable area

How to load paper, envelopes and post cards

To load paper or other media

To load paper in the paper tray#2 (MFC-5840CN only)

To load envelopes

To load post cards

About fax machines

Fax tones and handshake

ECM (Error Correction Mode)

Getting started

Initial Setup

Setting the Date and Time

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

Setting the Station ID

Setting the Phone Line Type

PABX and TRANSFER

General Setup

Setting the Mode Timer

Setting the Paper Type

Setting the Paper Size

Setting the Ring Volume

Setting the Beeper Volume

Setting the Speaker Volume

Setting the LCD Contrast

Setting the Tray Use for Copy mode (MFC-5840CN only)

Setting the Tray Use for Fax mode (MFC-5840CN only)

Setup Send

How to enter Fax mode

How to dial

Manual dialling

Speed-Dialling

Search

Fax Redial

How to Fax (B&W and Colour)

Colour fax transmission

Faxing from the ADF

Faxing from the scanner glass

Automatic transmission

Manual transmission

Basic sending operations

Sending faxes using multiple settings

Contrast

Fax Resolution

Dual Access (Not available for colour faxes)

Real Time Transmission

Checking job status

Cancelling a fax in progress

Cancelling a scheduled job