Brother MFC-580 Owner Manual

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Page 1

MFC-580

OWNER’S MANUAL

Page 2

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.

Page 3

Page 4

Using This Manual

Thank you for purchasing a Brother multifunction centre (MFC). This MFC has been designed to be simple to use, with LCD screen prompts to guide you through

functions. Please refer to the manual for explanation of advanced features.

Additionally, the machine has a list of basic operational steps and functions.

Reports

key. Press

Reports

and

to print a help

Finding Information

All chapter headings and subheadings are listed in the Table of Contents. You will also be able to find information about a specific feature or function by checking the Index at the back of this manual. Also, throughout this manual, you will see special symbols alerting you to important information, cross-references, and warnings. Illustrations of some screen displays also help you choose the correct key-presses.

Symbols Used In This Manual

Note or additional information.

The machine may be damaged or may not work correctly if this is not observed.

Warnings detail precautions you must take to avoid possible personal injury.

iii

Page 5

User-Friendly Programming

We have designed the machine with on-screen programming. User-friendly programming helps you take full advantage of all the functions the machine has to offer. (See

Since your programming is done on the LCD, we have created step-by-step on-screen prompts to help you. All you need to do is follow the prompts as they guide you through the function menu selections, programming options and settings. Additionally, you can program settings more quickly by pressing

A complete list of the function selections, options, and settings that are available is provided at the beginning of this manual. (See

Menu/Set

and the menu number using the dial pad.

Menu Mode & Menu Selection Table

Using This Manual

, page 10.)

Alternating Displays

The LCD sometimes alternates between the currently selected option, and a help message giving brief instructions about how to proceed. The display you will probably see most often is shown on the right, showing you that when you place a document in the ADF, you can either dial a number to send it as a fax or press the

Colour Copy

key to make a copy of the document.

Mono Copy

FAX: NO. & START

COPY: NO.& COPY

, page iii.)

Page 6

Using This Manual

User-Friendly Programming

Table of Contents.................................................................................v

PREPARATION AND SIMPLE USE GUIDE

Preparation and Simple Use Guide

Advice for Preparation and Simple Use Guide....................................2

Control Panel Overview.......................................................................8

Menu Mode & Menu Selection Table ...............................................10

BASIC FAX USE

Chapter 1

Chapter 2

Chapter 3

Chapter 4

Chapter 5

Setup

Initial Settings....................................................................................15

Custom Settings.................................................................................17

Storing Numbers for Easy Dialling....................................................19

Sending a Fax

Scanning Adjustment.........................................................................20

Dialling a Number..............................................................................21

Sending Operation .............................................................................22

Receiving a Fax

Receive Mode Settings ......................................................................24

Receiving a Fax..................................................................................26

Telephone (Voice) Operation

Making Voice Calls with an External Telephone..............................28

Printing Reports

Transmission Report and Journal Setting..........................................30

Using the Reports Key.......................................................................31

ADVANCED FAX USE

Chapter 6

Chapter 7

Advanced Sending

Advanced Operations.........................................................................32

Advanced Receiving

Operation from an External or

Extension Telephone..........................................................................37

Telephone Service..............................................................................38

Page 7

Chapter 8

Chapter 9

Polling

Polling Receive.................................................................................. 39

Polling Transmit (Not Available for Colour Fax)............................. 41

Remote Fax Options (Not Available for Colour Fax)

Setting Fax Storage............................................................................42

Fax Forwarding .................................................................................42

Remote Retrieval............................................................................... 43

COPIER

Chapter 10

Making Copies

Basic Copy Operations...................................................................... 46

Temporary Copy Setting ...................................................................47

Changing Default Copy Settings....................................................... 51

Legal Limitations...............................................................................52

PRINTER/SCANNER

Chapter 11

Chapter 12

Chapter 13

Using the machine as a Printer

Features..............................................................................................53

Printer Driver.....................................................................................53

Choosing the Right Kind of Paper.....................................................53

Multi-Purpose Sheet Feeder..............................................................54

Simultaneous Printing/Faxing...........................................................54

Printer Operation Keys...................................................................... 54

Checking the Print Quality................................................................54

Printer Driver Settings (For Windows

Using the Brother MFC-580 Printer Driver ......................................55

Paper Tab...........................................................................................55

The Quality/Colour Tab ....................................................................58

Advanced Tab.................................................................................... 62

Support Tab .......................................................................................65

Using the Windows (For Windows

Brother Control Centre...................................................................... 66

Using the Scan Key with Windows PC.............................................67

Brother Control Centre Features .......................................................69

Scan to File........................................................................................ 72

Scan to E-mail ...................................................................................73

Scan to Word Processor.....................................................................75

User Defined Button..........................................................................76

Copy ..................................................................................................77

Send a Fax .........................................................................................78

Only)

-Based Brother Control Centre

Page 8

Chapter 14

Using ScanSoft ScanSoft

Scanning a Document........................................................................82

Chapter 15

Chapter 16

Setting Up and Using PC FAX (For Windows

Introduction........................................................................................87

MFC Remote Setup ...........................................................................87

PC FAX Sending (For Windows

Using the Brother MFC with a New Power Macintosh

Set up Your USB Equipped Apple

with Mac OS 8.5/8.5.1/8.6/9.0/9.0.4/9.1............................................99

Using Brother Printer Driver with your Apple

Sending a Fax from your Macintosh Application............................101

Using Brother TWAIN Scanner Driver with Your Apple Macintosh

MAINTENANCE

Chapter 17

Troubleshooting and Maintenance

Error Messages.................................................................................111

Document Jams and Paper Jams......................................................113

Difficulty with Operation.................................................................117

How to Improve Print Quality .........................................................121

Packing and Shipping the machine..................................................124

Regular Maintenance.......................................................................127

™

TextBridge

......................................................................................105

PaperPort

G3, G4 or iMac

for Brother and

Only)...........................................88

™

/iBook

Macintosh

™

G3,G4 or iMac

Macintosh

...........99

Only)

™

IMPORTANT INFORMATION

Chapter 18

Important Safety Information

Important Safety Instructions...........................................................130

IMPORTANT-For Your Safety.......................................................131

IT Power System (For Norway Only)..............................................131

APPENDIX

Chapter 19

vii

Specifications

Fax Specifications............................................................................132

Printer Specifications.......................................................................133

Compilation and Publication Notice................................................135

Trademarks ......................................................................................135

Paper ................................................................................................136

Entering Text ...................................................................................139

Glossary ...........................................................................................140

Index ................................................................................................143

Page 9

Preparation and Simple Use Guide

Steps to prepare and use the machine simply

Follow the steps below to prepare and use the machine simply.

However, before you perform these steps, see Important Safety Information (page 130), and Advice for Preparation and Simple Use Guide (page 2).

If you need further information, refer to BASIC FAX USE or ADVANCED FAX USE.

1 Read the Quick Setup Guide

Follow the instructions on the Brother Quick Setup Guide to set up the machine.

2 Setting the Document

■ Documents must be between 9 and 21.6 cm wide, and 12.7 and 35.6 cm long. This machine can only scan an image 20.8 cm wide, regardless of how wide the document is.

■ Make sure you insert documents face down, top edge first.

■ Adjust the paper guides to fit the width of your document.

Documents are Face Down in the ADF

Paper Guides

AND SIMPLE USE

PREPARATION

■ The automatic document feeder (ADF) can hold up to 20 pages, feeding each one individually through the machine. Use standard (75 g/m

■ Fan the paper, and then stagger the pages in the ADF as shown:

) paper when using the ADF.

Approx. 1.3 cm

Preparation and Simple Use Guide 1

Page 10

• DO NOT use curled, wrinkled, folded, or ripped document, or document with staples, paper clips, paste, liquid paper or tape attached. DO NOT use cardboard, newspaper, or fabric.

• Make sure documents written with ink are completely dry.

3 Sending a black & white fax

Insert the document

Enter the fax number you want to call.

Mono Fax Start

Press

face down

in the ADF.

4 Making a single copy

Insert the document

Mono Copy

Press

face down

Colour Copy

in the ADF.

To stop copying, press original document. (See

Stop/Exit

. Press

Making Copies

Stop/Exit

, page 46.)

again to release the

5 Multiple Copies

Insert the document

Using the dial pad, enter the number of copies you want (up to 99). For example, press

Mono Copy

Press

face down

Multiple copies are not available with colour copy.

in the ADF.

for 38 copies.

Advice for Preparation and Simple Use Guide

Choosing a Location

Place the machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the machine near a telephone socket and a standard, earthed electrical socket. Choose a location where the temperature remains between 10°C and 35°C (50° – 95°F).

Avoid placing the machine where it may be knocked. Do not place near heaters, air conditioners, water, chemicals, or refrigerators. Do not expose the machine to direct sunlight, excessive heat, moisture, or dust. Do not connect the machine to electrical outlets controlled by wall switches or automatic timers as disruption of power can wipe out information in the unit’s memory. Do not connect the machine to electrical outlets 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.

Keep the machine out of strong light such as direct sunlight.

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Inserting the lnk Cartridges

If ink gets in your eyes, flush them with water immediately and seek medical attention if required.

• DO NOT remove ink cartridges if you do not need to replace them. If you do so, it may reduce the ink quantity and the machine will not know the quantity of ink left in the cartridge.

• DO NOT shake the ink cartridges. If you do so, the ink may spill when you take off the sealing tape. If ink stains your body or clothing, wash with soap or detergent immediately.

• DO NOT refill the ink cartridges. Attempting to use refilled cartridges and using incompatible inks may cause damage to the print head in this machine and such damage will not be covered by warranty. Warranty coverage does not apply to problems caused by the use of 3rd party ink or 3rd party ink cartridges. We can only recommend the use of genuine Brother consumables.

■ If you install an ink cartridge in the wrong colour position, you must clean the print heads several times after correcting the cartridge installation and before you start printing because the colours were mixed.

■ Once you open an ink cartridge, install it in the machine and use it up within six months of installation. Use unopened ink cartridge by the expiry date printed on the box.

■ If the INK EMPTY XXXX error message is on the screen display after you have installed the ink cartridges, check and make sure that the ink cartridges are installed correctly.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 3

Page 12

Connecting the Power Cord

• This machine must be fitted with an earthed plug.

• Since the machine is earthed via the mains plug, you can protect yourself

from potentially hazardous electrical conditions on the telephone network by keeping the power to the machine on when you connect it to a telephone line. Similarly, you can protect yourself when you want to move the machine, by disconnecting the telephone line first, and then the power cord.

(For U.K.) If you need to remove the moulded mains plug in order to fit an appropriate type, you must discard the moulded plug immediately having cut it off, in order that it is not inadvertently inserted into a live socket, thus presenting a shock hazard. The wires in the mains lead of this appliance are coloured in accordance with the following code.

• Green-and-yellow: Earth

• Blue: Neutral

• Brown: Live As the wires in the mains lead of this apparatus may not correspond with the coloured markings identifying the terminals in your plug, proceed as follows: The wire which is coloured green-and-yellow must be connected to the terminal in the plug which is marked by the letter “E” or by the safety earth symbol or coloured green or green-and-yellow. The wire which is coloured blue must be connected to the terminal which is marked with the letter “N” or coloured black. The wire which is coloured brown must be connected to the terminal which is marked with the letter “L” or coloured red.

Memory Storage

In the event of a power failure, all settings in the menus are stored permanently except for the settings that are valid for the next fax only (e.g. contrast, overseas mode).

Multi-Line Connections (PABXs)

Most offices use a central telephone system, or PABX. The machine will work with most PABX or key systems that allow a two-wire analogue connection. However, we recommend that you have a separate telephone line for the machine. You can then leave the machine in Fax Only Mode to receive faxes any time of day or night.

If you are installing the machine to work with a PABX:

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

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

The unit may be used with either pulse or tone dialling telephone service.

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Using Extension Telephones (For U.K. Only)

It may be that your premises are already wired with parallel extension telephones, or you intend to add extension telephones to your line, in addition to the machine. While the simplest arrangement is straightforward parallel connection, there are some reasons as to why this arrangement will cause unsatisfactory service, the most obvious of which is inadvertent interruption of a facsimile transmission by someone picking up an extension telephone in order to make an outgoing call. Additionally, remote activation may not operate reliably in such a simple configuration.

This machine may also be set to make a delayed transmission (i.e. a transmission at a pre-set time). This pre-set job may coincide with someone picking up an extension handset.

Such problems can easily be eliminated however, if you arrange modification of your extension wiring circuit, such that extension devices are connected “downstream” of the machine, in a master/slave configuration. In such a configuration, this machine can always detect whether a telephone is in use, thus it will not attempt to seize the line during that time. This is known as “telephone off-hook detection.”

The inadvisable configuration is shown in figure 1 below, and the recommended master/slave configuration is shown in figure 2.

This new connection configuration can be arranged by your contacting BT, Kingston upon Hull Telecommunications, your PABX maintainer or a qualified telephone installation company as appropriate. Simply explained, the extension telephone circuit should be terminated on a normal modular plug (BT 431A style), which in turn should be inserted into the modular socket of the white “T”-shaped connector provided as part of the line cord assembly.

AND SIMPLE USE

PREPARATION

EXTENSION

SOCKET

INADVISABLE CONNECTION OF EXTENSION SOCKETS

EXTENSION

SOCKET

RECOMMENDED CONNECTION OF EXTENSION SOCKETS

EXTENSION

SOCKET

FAX

Fig. 1.

DISCONNECT

EXTENSION

SOCKET

Fig. 2.

MASTER SOCKET

MASTER

SOCKET

FAX

FAX MACHINE MUST BE PLUGGED

INTO MASTER SOCKET

INCOMING

LINE

INCOMING

LINE

Preparation and Simple Use Guide 5

Page 14

Connecting an External Telephone Answering Device (TAD)

Sequence

When you have an external TAD on the same telephone line as the machine, the TAD answers all calls. The machine “listens” for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it does not hear the CNG tones, the machine will not take over the call, and messages can be left on the TAD by callers in the normal way.

The TAD must answer within a maximum of four rings. However, we recommend two rings as the TAD setting. The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 – 10 seconds of CNG tones left for the fax “handshake”. Make sure you carefully follow instructions in this manual for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds 4 rings.

It is important that the TAD is connected via the EXT socket on the machine or on the line jack unit. Do not use a line doubler on the line jack as this can cause answering problems.

Connections

You may connect an external TAD to the machine, as shown below.

TADTAD

(Example for UK)

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

Record the outgoing message (see next page).

Set the TAD to answer calls.

Set the Receive Mode to TAD:ANSWER MACH.. (See To Select or Change Your Receive Mode, page 25.)

Page 15

Outgoing Message (OGM) of External TAD

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

We recommend the outgoing message (OGM) is no longer than 20 seconds.

Allow 5 seconds of silence at the beginning of your message. (This allows the fax to detect the calling tone prior to OGM, so reception can be faster.)

We recommend that you end your OGM by giving your Remote Activation Code for people sending manual faxes. For example:

“After the beep, leave a message or send a fax manually by pressing 51 and Start”

Please note that some faxes that are sent manually cannot be received automatically because some fax machines do not send a fax tone if the call is manually dialled. In these cases you must inform callers that they must enter the remote activation code to send a fax.

Connecting an External or Extension Telephone

You can connect a separate telephone to the machine, as shown below.

AND SIMPLE USE

PREPARATION

External Telephone

(Example for UK)

Whenever this external phone (or TAD) is in use, the screen displays TELEPHONE.

Preparation and Simple Use Guide 7

Extension Telephone

Page 16

Control Panel Overview

3 4 5 6 8

Scan to

Lets you scan the next original into your computer and select the type of destination: word processing, graphics or E-mail application.

Ink

Use this key to clean the ink print heads and replace an ink cartridge.

Colour Copy Keys:

(For the Next Copy Only) Options

You can change the setting of Copy.

Quality

Use this key to change the quality for Copy.

Colour Copy

Makes a full-colour copy.

Mono Copy

Makes a black-and-white copy.

Reports

You can access the Reports menu so you can select a report to print: Help, QuickDial, Journal, Xmit Verify, System Setup List and Order Form.

Liquid Crystal Display (LCD)

LCD displays messages to help you set and operate the machine.

Dial Pad

Dials phone and fax numbers and can be used as a keyboard for entering information into the machine. # key lets you switch the dialling type during a telephone call from “PULSE” to “TONE”.

Stop/Exit

Stops a fax, cancels an operation or exits from function mode.

Page 17

Navigation Keys:

Menu/Set

Lets you access the menu and programming mode and stores your settings in the machine.

Press to scroll forward or backward to set a menu selection Also, you can use these keys to do an alphabetical search for the names of stored numbers.

Press to scroll through the menus and options.

You can press these keys to adjust the ring volume.

Start Keys:

Colour Fax Start

Starts sending a colour fax.

Mono Fax Start

Starts sending a black and white fax.

Fax Resolution

(For the Next Fax Only)

Sets the resolution when you send a fax.

Tel/R (Telephone/Recall)

This key is used to have a telephone conversation having picked up the external handset in F/T pseudo-ringing etc. Also, use this key to gain access to an outside line and/or to recall the operator or transfer a call to another extension when it is connected to a PABX.

Search/Speed Dial

Lets you dial stored phone numbers by pressing # key and a two digit number. Also lets you look up numbers stored in the dialling memory.

Redial/Pause

Redials the last number called. Also inserts a pause in autodial numbers.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 9

Page 18

Menu Mode & Menu Selection Table

- Access the Menu

- Go to next menu level

- Accept an option

- Scroll through the current menu level

- Back to previous menu level

- Forward to next menu level

- Exit the Menu

You can access the menu mode by pressing Menu/Set. When you enter the Menu, the LCD scrolls:

Then press 1 for General Setup Menu

—OR—

Press 2 for Fax Menu

—OR—

Press 3 for Copy Menu

—OR—

Press 4 for Test Print

—OR—

You can scroll more quickly through the each menu level by pressing or keys, and then set an option by pressing Menu/Set when that option appears on the LCD. Then the LCD shows next menu level. Press or key to scroll to your next menu selection, and then press Menu/Set.

When you finish setting an option, the LCD shows ACCEPTED.

SELECT & SET

1.GENERAL SETUP

2.FAX

3.COPY

4.TEST PRINT

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

You can also program the machine by pressing Menu/Set and then the menu numbers. For example: to set FAX RESOLUTION to FINE, press Menu/Set, 2, 2, 2 and or to select FINE, and then press Menu/Set.

Page 19

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

AND SIMPLE USE

PREPARATION

Main Menu

1. GENERAL SETUP

Submenu

1. PAPER TYPE

2. DATE/TIME

3. STATION ID

4. VOLUME 1. RING OFF

5. PBX

6. CLOCK CHANGE ——

7. POWER SAVE

TONE/PULSE

8. (Except for the Nordic countries)

9. LOCAL LANGUAGE (For Czech, Hungarian and Polish)

9. LOCAL LANGUAGE (For Norwegian, Swedish, Danish and Finnish)

Selections

—

——

2. BEEPER OFF

—

Options

to accept

PLAIN

INKJET GLOSSY (4-COLOUR/ 3-COLOUR) TRNSPRNCY

HIGH

LOW

HIGH

LOW

OFF

TONE

PULSE

CZECH HUNGARIAN POLISH

ENGLISH

NORWEGIAN SWEDISH DANISH FINNISH

ENGLISH

* The factory setting (option) is shown in bold.

Descriptions Page

Identifies the type of paper in the cassette Multi-purpose sheet feeder.

Enter date and time for LCD display and to print on transmissions.

Program the name, fax number to appear on each transmitted page.

Adjusts ring volume.

Adjusts beeper volume.

Turn on this function if the machine is connected to PABX (private automatic Branch Exchange.)

Adjust the machine’s clock by one hour for summer/winter time.

Power save mode.

Select the dialling mode.

Allows you to change the LCD language.

See Quick Setup Guide

Preparation and Simple Use Guide 11

Page 20

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

Main Menu

2. FAX 1. SETUP

Submenu

RECEIVE

2. SETUP SEND

Selections

1. RING DELAY

2. RECEIVE MODE

3. F/T RING TIME

4. FAX DETECT

5. REMOTE CODE

AUTO

6. REDUCTIONONOFF

MEM.RECEIVE

POLLING RX

1. CONTRAST AUTO

FAX

RESOLUTION

3. TIMER

4. BATCH TX ON

Options

01-04 (02) Number of rings before 00-05 (02)

(Nordic countries only)

FAX ONLY

FAX/TEL TAD:ANSWER MACH. MANUAL

70 40

OFF

ON ( 51, #51)

OFF

STANDARD SECURE TIMER

LIGHT DARK

STANDARD

FINE S.FINE PHOTO

OFF

* The factory setting (option) is shown in bold.

Descriptions Page

to accept

the machine answers in Fax/Tel (F/T) or Fax Mode.

Choose the mode that best suits your needs.

Sets the time for “F/T pseudo-ring” in Fax/Tel (F/T) Mode.

Receive fax messages without pressing the Mono Fax Start key.

Enter code to activate or deactivate the machine from a remote location.

Reduces size of image.

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

You call another fax machine to receive a fax from it.

Change the lightness or darkness of a fax you are sending.

Changes the default setting of fax resolution.

—

Set the machine to send your documents later.

Sends all delayed faxes that are to the same fax number and at the same time as one transmission.

Page 21

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

AND SIMPLE USE

PREPARATION

Main Menu

2. FAX (Continued)

Submenu

2. SETUP SEND (Continued)

3. SET QUICKDIAL

4. REPORT SETTING

5. REMOTE FAX OPT

6. REMAINING JOBS

Selections

REAL TIME TX

6. POLLED TX STANDARD

7. OVERSEAS MODE

SPEED-DIAL

2. SETUP GROUPS

1. XMIT REPORTONON+IMAGE

2. JOURNAL PERIOD

1. FAX FWD ON

2. FAX STORAGEONOFF

3. REMOTE ACCESS

4. DOCUMENT

——

Options

NEXT FAX ONLY

OFF

SECURE

OFF

—

OFF

OFF+IMAGE

OFF

7/4/2 Days

24/12/6/3/1 Hours

OFF

159 Set code for retrieving

—

* The factory setting (option) is shown in bold.

Descriptions Page

to accept

When memory is full, you can send faxes in real time.

Set Polled Transmission for someone to poll the machine to receive a fax from you.

Special setting for international transmissions.

Store speed-dial numbers in memory.

Set up a Group number for broadcasting.

Initial setup for Transmission Verification Report and Journal period.

Set the machine to forward faxes.

Store incoming faxes in memory for remote retrieval and fax forward.

faxes. Print incoming faxes

stored in the memory. Check which jobs are in

memory or cancel a job waiting (e.g. a delayed fax (timer) or a polling job).

Preparation and Simple Use Guide 13

Page 22

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

Main Menu

2. FAX (Continued)

3. COPY 1. QUALITY

TEST PRINT

Submenu

MISCELLANEOUS

2. COLOUR ADJUST

3. CONTRAST

———

Selections

1. TX LOCK

BT CALL SIGN

2. (

For U.K.only

2. Distinctive (

For Denmark

only

)

—

1. RED R:– +

2. GREEN G:– +

3. BLUE B:– +

—

Options

)ONOFF

NORMAL

FAST BEST

R:– +

R:– + R:– +

G:– +

G:– + G:– +

B:– +

B:– + B:– +

– + – +

– +

– + – +

—

——

* The factory setting (option) is shown in bold.

Descriptions Page

to accept

Prohibits most functions except receiving faxes.

Use with BT Call Sign.

Selects copy quality.

Adjusts the amount of Red in copies.

Adjusts the amount of Green in copies.

Adjusts the amount of Blue in copies.

Adjusts the contrast.

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

See Danish manual

included

on the

CD-ROM

121

Page 23

Setup

Initial Settings

Setting Paper Type

To achieve the best print results you should choose the Paper Type according to the paper you use.

Press Menu/Set, 1, 1.

Press or to select PLAIN, INK JET, GLOSSY or TRNSPRNCY (TRANSPARENCY), and then press Menu/Set.

If you selected GLOSSY, press or to select GLOSSY:4-COLOUR or GLOSSY:3-COLOUR, and then press Menu/Set.

The print quality of black ink varies depending on the kind of glossy paper you are using. Black ink is used when you select GLOSSY:4-COLOUR. If the glossy paper you are using repels the black ink, select GLOSSY:3-COLOUR, which simulates black ink by combining the three ink colours.

Press Stop/Exit.

The machine ejects paper with printed surfaces face up onto the paper tray in the front of the machine. When you use transparencies, remove each sheet immediately to prevent a paper jam or curling sheets.

Setting the Date and Time

The machine displays the date and time, and prints it on every fax you send. In the event of a power failure, the machine maintains date and time information for several hours.

All other settings remain unaffected.

Press Menu/Set, 1, 2.

Enter the two digits of the year, and press Menu/Set. “02” is registered as 2002 in the machine.

Enter two digits for the month and press Menu/Set.

Enter two digits for the day and press Menu/Set.

Enter the time in 24 hour format and press Menu/Set.

Press Stop/Exit.

1.PAPER TYPE

BASIC FAX USE

Setup 15

Page 24

Setting the Station ID

You can store your name and fax number to be printed on all fax pages that 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 (press key)

- Your Country Code (e.g. “44” for the United Kingdom, “41” for Switzerland)

- Your local area code minus any leading “0” (“9” in Spain)

- A space

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

As an example, the machine is installed in the United Kingdom, and your national telephone number is 0161-444 5555, then you must set the fax number of your station ID as: +44 161-444 5555.

Press

Menu/Set

Enter your fax number (up to 20 digits) and press

Enter your name (up to 20 characters) using the dial pad and the chart. To enter a space press

twice.

Press

Menu/Set

Press

Stop/Exit

Menu/Set

■

When you enter your name, see

■

If you do not enter a fax number, no additional information can be entered.

■

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

■

If your Station ID has already been programmed, the screen prompts “1” to make a change, or “2” to exit without changing.

Entering Text

, page 139.

Chapter 1

Page 25

Custom Settings

Volume Settings

Ring Volume

You can select how loud, the machine rings for incoming calls. The ring volume can be turned off for silent reception if required.

Press Menu/Set, 1, 4, 1.

Press or to select OFF, LOW, or HIGH.

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

—OR—

You can adjust the ring volume when the machine is idle. You can turn the ring OFF. Press or to adjust the volume level. With each key press, the machine rings so you can hear

the current setting and the display shows the setting you are choosing. Each key press changes the volume to the next setting.

The new setting will remain until you change it again.

Beeper Volume

You can set the beeper to LOW, HIGH or OFF. The machine comes set to LOW. When the beeper is set to LOW or HIGH, the machine beeps every time you press a key or make an error, and at the end of sending or receiving a fax.

Press Menu/Set, 1, 4, 2.

Press or to select your setting.

When the screen displays the setting you want, press Menu/Set.

Press Stop/Exit.

BASIC FAX USE

PABX and TRANSFER

The machine 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 fax can be connected to most types of PABX. The recall facility on the machine supports timed break recall only (TBR), PBXS normally can work with this for gaining access to an outside line, or for transferring a call to another extension: The feature works when the Tel/R key is pressed.

Setting PABX

If the machine is connected to a PABX system, set PBX:ON. If not, set OFF.

Press Menu/Set, 1, 5.

Press or to select ON (or OFF), and press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Setup 17

Page 26

You can program a Tel/R keypress as part of a number stored in a Speed Dial location. When programming the Speed dial number (Function menu 2-3-1) press Tel/R first (the screen displays “!”), then enter the telephone number. If you do this, you do not need to press Tel/R each time before you dial using a Speed Dial location. (See Storing Numbers for Easy Dialling, page 19.) However, if PBX is set to OFF, you can’t use the Speed Dial number that a Tel/R keypress is programmed into.

Setting the Clock Change

You can easily let the machine’s clock gain or lose one hour by using this feature.

Press Menu/Set, 1, 6. The screen displays

Press or to select Summer Time to gain an hour or Winter time to lose an hour, and press

Menu/Set.

Press 1 to change to Winter Time or Summer Time.

—OR—

Press 2 to exit without changing.

TO SUMMER TIME ?

1.CHANGE 2.QUIT

Power Save

Setting Power Save Mode reduces power consumption by turning off the CPU etc. inside the machine. If Power Save Mode is switched ON, when the machine is idle, it drops into power save mode automatically. In the Power Save Mode, you cannot use fax detect function or remote activation.

The machine will not display the date and time in this condition.

Press Menu/Set, 1, 7.

Press or to select ON (or OFF).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Setting the Dialling Mode (Tone/Pulse) (Except for the Nordic Countries)

The machine is initially set to TONE. If you are using a PULSE dial line, you can change the setting to PULSE by following the steps below.

Press Menu/Set, 1, 8. The screen prompts you to select PULSE or TONE.

Use or to select the dialling mode.

Press Menu/Set when the screen displays the dialling mode you want.

Press Stop/Exit.

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Storing Numbers for Easy Dialling

You can set up the machine to do the following types of easy dialling: Speed Dial and Groups for Broadcasting of faxes. (See Broadcasting (Not Available for Colour Fax), page 33.)

Even if you lose electrical power, numbers stored in memory will not be lost.

Storing Speed Dial Numbers

You can store Speed Dial numbers, which you dial by pressing only five keys or by using the Search function. There are 40 Speed Dial locations. (See Speed Dialling, page 21.)

Press Menu/Set, 2, 3, 1. The screen prompts you to enter a location.

Use the dial pad to enter a two-digit location (01-40), and press Menu/Set. The screen displays your entry, then prompts you to enter the number you’re storing.

Enter the number (up to 20 digits), and press Menu/Set. The screen now prompts you to store a name with this number.

Use the dial pad to enter the name (up to 15 characters). (See Entering Text, page 139.)—OR— Go to Step 5 to store the number without a name.

Press Menu/Set. Return to Step 2 to store another Speed Dial number—OR—Press Stop/Exit.

When you dial a Speed dial number, the screen displays the name you have stored or if you have not stored a name, the number you have stored.

Changing Speed Dial Numbers

If you try to store a Speed Dial number in a location where a number is already stored, the screen displays the current name stored there, then prompts you to either change it or exit.

Press Menu/Set, 2, 3, 1. The screen prompts you to enter a location.

Use the dial pad to enter a two-digit location (01-40), and press Menu/Set.

Press 1 to change the number stored, or press 2 to exit without making a change.

Enter a new number.

◆ If you want to erase the number, press Stop/Exit when the cursor is to the far left of the digits.

◆ If you want to change a digit, use or to position the cursor under the digit you want to change, then enter the new digit—OR—Press Stop/Exit to delete all characters above and to the right of the cursor.

BASIC FAX USE

Follow the directions in Storing Speed Dial Numbers.

You can print a list of all stored numbers. (See Using the Reports Key, page 31.)

Setup 19

Page 28

Sending a Fax

Scanning Adjustment

Contrast

If your document is very light or very dark, you might want to set the contrast accordingly. Use LIGHT to send a light document. Use DARK to send a dark document. After sending the document the contrast setting is set to AUTO (suitable for most documents) automatically.

Insert the document face down in the ADF.

Press Menu/Set, 2, 2, 1.

Use or to select AUTO, LIGHT, or DARK.

When the screen displays your selection, press Menu/Set.

Press 2 if you are finished choosing settings, and go to Step 6—OR—Press 1 if you want to select additional settings. The display returns to Setup Send menu.

Enter a fax number and press Mono Fax Start to send a fax.

Fax Resolution

When you have a document in the ADF, you can use the Fax Resolution key to temporarily change the setting. Press Fax Resolution repeatedly until the LCD shows the setting you want.

—OR—

You can change the default setting.

Press Menu/Set, 2, 2, 2.

Press or to select the resolution you want, and then press Menu/Set.

Press Stop/Exit.

STANDARD: Suitable for most typed documents. FINE: Good for small print; transmits a little slower than Standard resolution. S.FINE: Good for small print or artwork; transmits slower than Fine resolution.

PHOTO: Use when document has varying shades of grey; slow transmission time.

20 Chapter 2

(black and white only)

Page 29

Dialling a Number

Speed Dialling

Insert the document face down in the ADF.

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

Press Mono Fax Start.

Search

You can search for names you have stored in Speed Dial memories. (See Storing Speed Dial Numbers, page 19.)

Insert the document face down in the ADF.

Press Search/Speed Dial.

To search for numbers alphabetically by name, enter the first letter of the name by using the dial pad, and then press or .

—OR—

To search for numbers numerically by Speed-Dial number, press or .

When the screen displays the name you want to call, press Mono Fax Start.

Chain Dialling

You can store very long dialling sequences by dividing them and setting them up as Speed Dial numbers. Then while dialling, you can combine two or more Speed Dial numbers and even include manual dialling using the dial pad. You can use these numbers in any combination. The combined number will be dialled, in the order you entered it, as soon as you press Mono Fax Start.

For example: You store “555” on Speed Dial #01 and “7000” on Speed Dial #02. If you press

Search/Speed Dial, #, 0, 1, Search/Speed Dial, #, 0, 2 and Mono Fax Start, you can dial “555 7000”. To temporarily change a number, you can substitute part of the number with manual dialling using the dial pad. So, if you press Search/Speed Dial, #, 0, 1 and press 7001 using the dial pad, you can dial “555 7001”.

Using access codes is easy. Sometimes you may want to choose from the among several long distance carriers when you make a call; rates may vary depending upon the time and destination. To take advantage of low rates, you can store the access codes or long-distance carriers as Speed Dial numbers.

BASIC FAX USE

Manual and Automatic Fax Redial

If you’re sending a fax manually and the line is busy, press Redial/Pause and then press Mono Fax Start to try again. Anytime you want to make a second call to the last number dialled,

press Redial/Pause and then press Mono Fax Start to save time. If you’re sending a fax automatically and the line is busy, the machine will automatically redial up

to 4 times.

Sending a Fax 21

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Pause

Press Redial/Pause to insert a pause between digits to be dialled.

If the machine is connected to a PABX, you may need to insert an additional number prefix (e.g. “9”) and a “pause” before each fax or telephone number to gain access to the outside line. When you press Redial/Pause, a dash “-” will appear on the display. By storing a pause, you can create a delay of 3.5 seconds.

Sending Operation

Automatic Transmission

This is the easiest way to send a fax. IMPORTANT: Do not pick up the external telephone’s handset.

Insert the document face down in the ADF.

Dial the number by using Speed Dial, Search or dial pad.

Press Mono Fax Start.

Manual Transmission (With an External Telephone)

Manual transmission lets you hear the dial tone, ringing and fax receiving tones before sending the fax.

Insert the document face down in the ADF.

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

Enter the fax number you want to call. (See Dialling a Number, page 21.)

When you hear the fax tone, press Mono Fax Start.

To hang up, replace the handset of the external phone.

Manual transmission does not use memory.

Colour Fax transmission

Your Multi-Function Centre allows you to transmit a colour fax.

Insert the document face down in the ADF.

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

Press Colour Fax Start.

When you send a colour fax, the machine starts sending the fax without scanning the original into memory.

22 Chapter 2

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Dual Access (Not Available for Colour fax)

You can scan up to 50 messages into the fax memory, even while the machine is receiving or sending another fax (from the memory). You can set temporary settings for each fax you’re scanning, except Timer and Polling.

If you get an OUT OF MEMORY message while scanning the first page of a fax, press Stop/Exit to cancel the scan. If you get an OUT OF MEMORY message while scanning in a subsequent page, you will have the option to press Mono Fax Start to transmit the pages scanned so far, or to press

Stop/Exit to cancel the operation.

Insert the document face down in the ADF.

Enter the fax number.

Press Mono Fax Start. The machine starts scanning the document and the screen displays the job number (#XXX) of the fax, and how much memory is available. When the machine starts dialling you can immediately repeat Steps 1 through 3 for the next fax.

■ Your machine normally operates in Dual Access mode. However, when you send a colour fax, the machine always starts sending the fax without scanning the original into memory (Real Time Transmission).

■ The number of pages you can scan into memory varies with the data they contain.

Real Time Transmission

When you are sending a fax, the machine will scan documents into memory before sending. Then, as soon as the phone line is free, the machine will start dialling and sending the fax. If memory becomes full, the machine will send the document in real time (even if REAL TIME TX is set to OFF).

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

Insert the document face down in the ADF.

Press Menu/Set, 2, 2, 5.

To change the default setting, press or to select ON (or OFF) and press Menu/Set. Go to Step 6—OR—For the next fax transmission only, press or to select NEXT FAX ONLY.

Press Menu/Set.

For the next fax only, press or to select ON (or OFF) and press Menu/Set.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you have finished choosing settings and go to Step 7.

If you switched ON Real Time Transmission for the next fax only, enter the fax number and press Mono Fax Start.

BASIC FAX USE

This setting has no effect on Colour faxes. Colour faxes are always sent by using Real Time Transmission.

Sending a Fax 23

Page 32

Receiving a Fax

Receive Mode Settings

Select Receive Mode

Receive Mode For

1. FAX ONLY Use this function if you want to receive fax messages only (no telephone calls). The machine should be connected on its own line. The machine automatically answers every call as a fax call. You cannot receive a voice call, but, if you have connected an External telephone, you can still dial out and make voice calls. (This setting is recommended if the machine is on its own dedicated line.)

2. FAX/TEL (F/T)

(with an External Telephone)

3. TAD:ANSWER MACH.

(with an External Answering Machine)

The TAD setting works only with an external telephone answering device (TAD). Ring Delay and F/T Ring Time do not work in this setting.

4. MANUAL

(with an External Telephone)

Use this function if you expect to receive many fax messages and few phone calls. The machine automatically answers every call. If the call is a fax, it prints the fax. If the call is not a fax, it signals you with an F/T pseudo-ring, different from the phone company ringing, to alert you to pick up the call. Lift the external telephone’s handset, and then press Tel/R to answer. If you select this setting, you will need to set the Ring Delay and F/T Ring Time features (on the following pages).

This is the only setting in which you can use an external answering machine. Your telephone answering device answers every call. Once the external telephone answering device (TAD) answers, the machine listens for fax tones. If it detects fax tones, fax messages are printed.

Use this function if you receive many telephone calls and few fax messages. You must answer all calls yourself. If you hear fax tones, wait until the machine takes over the call automatically, then hang up (see Fax Detect function).

24 Chapter 3

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To Select or Change Your Receive Mode

Press Menu/Set, 2, 1, 2.

Press or to select FAX ONLY, FAX/TEL, TAD:ANSWER MACH., MANUAL mode, and press

Menu/Set.

Press Stop/Exit. The screen returns to the date and time display, along

with your new receive mode setting.

09/06 15:25 FAX

Current Receive Mode

FAX :

F/T :

TAD :

MAN :

FAX ONLY

FAX/TEL

TAD:ANSWER MACH.

MANUAL

FAX ONLY

FAX/TEL

EXTERNAL ANSWERING DEVICE

MANUAL

Setting the Ring Delay

The Ring Delay setting determines the number of times the machine rings before it answers in FAX ONLY or FAX/TEL mode. (See Operation from an External or Extension Telephone, page 37.)

Press Menu/Set, 2, 1, 1.

Press or to select how many times the line rings before the machine answers.

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Setting the F/T (Fax/Tel) Ring Time (Fax/Tel Mode Only)

You need to determine how long the machine will notify you with its special F/T pseudo-ring when you have a voice call. This ringing happens after the initial ringing from the phone company. Only the machine rings, for 20, 30, 40 or 70 seconds; no other phones on the same line ring the special F/T pseudo-ring. However, you can answer the call on any extension phone (in a separate wall socket) on the same line as the machine. (See Operation from an External or Extension Telephone, page 37.)

Press Menu/Set, 2, 1, 3.

Press or to select how long the machine will ring to alert you that you have a voice call, and then press Menu/Set.

Press Stop/Exit.

Now, when a call comes in and the machine is set to Fax/Tel (F/T) Mode, all phones on this line will ring the number of times you selected in Ring Delay.

You can let the machine pick up and detect if it’s a fax or voice call. If it’s a fax call, the machine prints the fax. If it’s a voice call, the machine signals you with an F/T pseudo-ring for the length of time you selected in F/T Ring Time. Lift the external telephone’s handset, and then press Tel/R to answer.

BASIC FAX USE

Even if the caller hangs up during the F/T pseudo-ringing, the machine continues the F/T pseudo-ringing for the set time.

Receiving a Fax 25

Page 34

Fax Detect (with an External or Extension Telephone)

When you use this feature, you don’t have to press Mono Fax Start or 5 1 when you answer a fax call with an external or extension telephone and hear calling beeps. Just hold the handset of an external or extension telephone and wait for several seconds. When you see RECEIVING on the fax screen or when you hear “chirps” through the handset of an extension phone connected to another wall socket, just replace the handset, and the machine does the rest. Selecting ON allows the machine to receive fax calls automatically, even if you lift the handset of an external or extension phone. Selecting OFF means you will have to activate the machine yourself, by pressing Mono Fax Start or 5 1 at the external or extension telephone. (You have to set Remote Activation to ON in Menu/Set, 2, 1, 5 to use 5 1.) (See Operation from an External or Extension Telephone, page 37.)

In case Fax Detect does not work, because of a poor phone line connection, just press the Activation Code 5 1 at the external or extension telephone.

Press Menu/Set, 2, 1, 4.

Press or to select ON (or OFF), and press Menu/Set.

Press Stop/Exit.

Receiving a Fax

Printing a Reduced Incoming Document (Auto Reduction)

If you choose ON, the machine reduces an incoming document automatically, so that it fits on one page of A4 recording paper, regardless of the size of the original document.

Press Menu/Set, 2, 1, 6. The screen displays

Use or to select ON (or OFF).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

6.AUTO REDUCTION

26 Chapter 3

If incoming faxes show that information in the left and right margins has been cut off, make sure this Auto Reduction feature is turned on.

■ When you use Auto Reduction to reduce incoming documents to fit on one page of recording paper, you can do so only as long as the original document is not longer than 35 cm. If the original is longer than 35 cm, the data will not be reduced and will carry over to print on a second page.

■ When you set AUTO REDUCTION to ON, even if the document size is the same as the recording paper or smaller than it, the data will be slightly reduced.

Page 35

Reception into Memory (Not Available for Colour fax reception)

As soon as the multi-purpose sheet feeder becomes empty during fax reception, the screen will display “CHECK PAPER”; please put some paper in the multi-purpose sheet feeder. (See Quick Setup Guide.)

If the MEMORY RECEPTION switch is ON at this time…

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

If the MEMORY RECEPTION switch is OFF at this time…

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

Press Menu/Set, 2, 1, 7.

Use or to select ON (or OFF), and press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Printing a Fax from Memory

If you have fax storage ON for remote retrieval or fax forwarding, you can still print a fax from the machine’s memory when you are at the machine: (See Setting Fax Storage, page 42.)

Press Menu/Set, 2, 5, 4.

Press Mono Fax Start.

After all the data saved in the memory is printed out, press Stop/Exit.

BASIC FAX USE

Receiving a Fax 27

Page 36

Telephone (Voice) Operation

Making Voice Calls with an External Telephone

If you connect an external telephone to the machine, the dial pad on the machine can be used to dial a number for normal telephone calls. You can dial numbers, by using Speed Dial memory, or using the dial pad.

You can also use Chain Dialling or Pause function. (See Chain Dialling, page 21 and Pause, page 22.)

Manual Dialling with an External Telephone

Manual dialling is simply pressing all of the digits of the phone number.

Pick up the external telephone’s handset.

When you hear a dial tone, dial the number, using the dial pad.

To hang up, replace the external telephone’s handset.

Search

You can search for names you have stored in Speed Dial memories. (See Storing Speed Dial Numbers, page 19.)

Pick up the external telephone’s handset.

Press Search/Speed Dial.

To search for numbers alphabetically by name, enter the first letter of the name by using the dial pad, and then press or .

—OR—

To search for numbers numerically by Speed-Dial number, press or .

When the screen displays the name you want to call, press

When the call is over, hang up.

Mono

Fax Start to begin dialling.

Speed Dialling

Pick up the external telephone’s handset.

When you hear a dial tone, press Search/Speed Dial, then press # and the two-digit Speed Dial number. (See Storing Speed Dial Numbers, page 19.)

To hang up, replace the external telephone’s handset.

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Tone/Pulse (Except for the Nordic Countries)

If you have pulse dialling service, but need to send tone signals (for telephone banking, for example), follow the directions below. If you have touch tone service, you do not need this feature to send tone signals.

Lift the external telephone’s handset and dial the number.

When you are asked to enter any number, press # on the control panel of the machine. Any digits dialled after this sends tone signals.

When you hang up, the machine returns to pulse dialling service.

Fax/Tel (F/T) Mode

When you share one line for your telephone and fax machine, in the Fax/Tel (F/T) Mode, the machine can determine whether an incoming call is a fax or a telephone call. (See Select Receive Mode, page 24.)

Tel/R Key

This key is used to enter into a telephone conversation having picked up the handset of an external telephone in F/T pseudo-ringing.

BASIC FAX USE

Telephone (Voice) Operation 29

Page 38

Printing Reports

Transmission Report and Journal Setting

Two reports require initial setup in the Menu table: Transmission Verification Report and Journal Period. For initial setup:

Press Menu/Set, 2, 4, 1.

—OR—

Press Menu/Set, 2, 4, 2.

Customizing the Transmission Verification (Xmit) Report

You can use the Xmit Report as confirmation that you sent a fax. This report lists the name or fax number of the receiving party, the time and date of transmission, and if the transmission was successful.

When the feature is OFF, the report is printed automatically only if an error occurred during transmission. If the report indicates ERROR, send the document again. If the report indicates you should check the readability of certain pages, resend those pages.

If you typically send multiple faxes to the same destinations, you may need a reminder to identify each fax transmission. You can select OFF+IMAGE or ON+IMAGE to print a portion of the first page of the fax message on the report.

Press Menu/Set, 2, 4, 1.

Press or to select OFF, OFF+IMAGE, ON and ON+IMAGE.

Press Menu/Set.

Press Stop/Exit.

1.XMIT REPORT

2.JOURNAL PERIOD

Setting the Journal Period

You can set the machine to print activity reports at specific intervals (1, 3, 6, 12, 24 hours, 2, 4 or 7 days). If you set the interval to OFF, you can print the report by following the steps in the previous section.

Press Menu/Set, 2, 4, 2.

Press or to choose your setting, and then press Menu/Set.

If you choose 7 days, the screen prompts you to choose a day at which to begin the 7-day countdown. Press or to choose your setting and press Menu/Set.

Enter the time to begin printing, in 24-hour format (for example, enter 19:45 for 7:45 PM), and press Menu/Set.

Press Stop/Exit.

30 Chapter 5

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Using the Reports Key

Six lists are available.

1.HELP

Lists basic operational steps and functions.

2.QUICK-DIAL

3.JOURNAL

4.XMIT VERIFY

5.SYSTEM SETUP

6.ORDER FORM

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

Journal lists information about the last 200 incoming and outgoing faxes. TX means Transmit; RX means Receive.

Prints a Transmission Verification Report for your last transmission.

Lists settings for GENERAL SETUP, SETUP RECEIVE,

SETUP SEND, REPORT SETTING and REMOTE FAX OPT.

You can print an accessories order form to your Brother dealer for service.

To Print a Report

Press Reports.

Press or to select the report you want, and then press Menu/Set.

—OR—

Enter the number of the report you want to print. For example, press 1 to print the Help List.

BASIC FAX USE

Printing Reports 31

Page 40

Advanced Sending

Advanced Operations

Overseas Mode

Sometimes, when sending a fax to overseas numbers, problems may be experienced. This mode makes the machine work better for such calls.

After you send a fax using this feature, the feature turns itself off.

Insert the document face down in the ADF.

Press Menu/Set, 2, 2, 7.

Press or to select ON (or OFF), and press Menu/Set when the screen displays your selection.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings and go to Step 5.

Enter the fax number you’re calling, and press Mono Fax Start.

Delayed Transmission (Timer) (Not Available for Colour Fax)

You can use this function to send a fax up to 24 hours later.

Insert the document face down in the ADF.

Press Menu/Set, 2, 2, 3.

Enter the time you want the fax to be sent, in 24-hour format (for example, enter 19:45 for 7:45 PM), and press Menu/Set.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings and go to Step 5. The screen prompts you to enter the fax number.

Enter the fax number, and press Mono Fax Start. The machine will wait until the time you have entered to send the fax.

Delayed Batch Transmission

Before sending the delayed faxes, your Brother machine will economize by sorting all the documents in memory by destination and scheduled time. If you set Batch Transmission to ON, all delayed faxes scheduled at the same time to the same fax number will be sent as one transmission.

Press Menu/Set, 2, 2, 4.

Press or to select ON (or OFF), and press Menu/Set.

Press Stop/Exit.

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Broadcasting (Not Available for Colour Fax)

Broadcasting is automatically sending the same fax message to multiple fax numbers. Using the Menu/Set key, you can include up to 40 Speed Dial locations, and up to 50 manually dialled numbers (maximum of 90 locations if you did not use up any locations for Groups, access codes or credit card numbers).

However, available memory will vary with the types of jobs in memory and numbers of locations used for broadcasting. If you broadcast to more than the maximum locations available, you will not be able to setup transmissions using dual access and the timer.

The easiest way to broadcast is to first combine frequently used Speed Dial numbers as a Group, which uses up a Speed Dial. (Remember, you can have up to six Groups and Quick-Dial numbers can be included in more than one Group). Then by pressing Menu/Set between each location, you can include Speed Dial, Groups, and manual dialling (using the dial pad) in the same broadcast. Use the Search/Speed Dial to help you choose the numbers easily.

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

Insert the document face down in the ADF.

Enter a number using Speed Dial, Group number, Search or the dial pad. (See Setting Groups for Broadcasting, page 34.)

Example: Group number

Press Menu/Set. You will be prompted to enter the next number.

Enter the next number. Example: Speed Dial

Press Menu/Set.

Enter the next fax number. Example: Manual dialling, using the dial pad.

Press Mono Fax Start.

The machine will read the documents into memory and then start sending faxes to all the numbers you entered.

ADVANCED FAX USE

■ Enter the long dialling sequence numbers as you normally would, but keep in mind that each Speed Dial counts as one location, so the number of locations you can call becomes limited.

■ If the line is busy or a connection could not be made for some other reasons while broadcasting, the machine will redial the number automatically.

■ If the memory is full, press Stop/Exit to abort the job or press Mono Fax Start to send the portion that is in the memory (if more than one page has been scanned).

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Page 42

Setting Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only five keys (Search/Speed Dial, #, the two-digit location, and Mono Fax Start). First, you will need to store each fax number as a Speed Dial number. (See Storing Speed Dial Numbers, page 19.) Then, you can combine them into a Group. Each Group uses up a Speed Dial number. Finally, you can have up to 6 small Groups, or you can assign up to 39 numbers to one large Group.

Press Menu/Set, 2, 3, 2.

Press Search/Speed Dial, and then enter the twodigit location where you wish to store the Group number, and then press Menu/Set.

(For example, press Search/Speed Dial, 07.)

Use the dial pad to enter the Group Number (for example, press 1 for Group 1).

Press Menu/Set. To include Speed Dial numbers in the Group, enter the Speed Dial locations one after the other by pressing Search/Speed Dial and then the two digit Speed Dial number (e.g. 05) on the dial pad. For example, for Speed Dial location 05 and 09, press Search/Speed Dial, 0, 5 and

Search/Speed Dial, 0, 9 on the dial pad.

Press Menu/Set. The screen prompts you to enter a name.

Use the dial pad to enter a name for the group (up to 15 characters) (for example, NEW CLIENTS) and press Menu/Set. (See Entering Text, page 139.)

Press Stop/Exit.

PRESS SPEED-DIAL

G01:#05#09_

You can print a list of all Speed Dial numbers. Group numbers will be marked in the column of “GROUP”. (See Printing Reports, page 30.)

Cancelling a Job While Scanning the Document

You can cancel a job while you are scanning it into memory by pressing Stop/Exit.

Checking and Cancelling a Scheduled Job in Memory

You can check or cancel a job that is waiting in memory. If the machine is idle,

Press Menu/Set, 2, 6. Any waiting jobs appear on the display. If nothing is waiting, the screen displays

NO JOB WAITING.

If you have more than one job waiting, use or to select the job you want to cancel. Press Menu/Set when the screen displays your selection—OR—If you have only one job waiting, go to Step 3.

Press 1 to cancel—OR—Press 2 to exit without cancelling. To cancel another job, return to Step 2.

Press Stop/Exit.

34 Chapter 6

Page 43

TX Lock

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

■ Receiving faxes

■ Answering & making telephone calls with an external telephone

■ Scheduled Delayed Transmission*

■ Polling*

■ Fax Forwarding*

■ Remote Retrieval

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

Using TX Lock

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

Setting Up the TX Lock for the First Time

Press Menu/Set, 2, 0, 1.

Enter a 4-digit number as a new password.

Press Menu/Set. The screen prompts you to re-enter the password.

Re-enter the password and press Menu/Set.

Press or to choose SET TX LOCK.

Press Menu/Set. The screen prompts you to enter the password.

Enter a 4-digit password, followed by Menu/Set. This is the same as the security password of the machine already stored.

The screen displays ACCEPTED for 2 seconds, followed by TX LOCK MODE - TX Lock is now switched ON.

NEW PASSWD:XXXX

VERIFY:XXXX

PASSWORD:XXXX

ADVANCED FAX USE

If the password you enter at Step 7 is incorrect, the screen would display WRONG PASSWORD. After 2 seconds the display will then return to normal (displaying the date & time). You must then switch ON TX Lock again. (See

Switching TX Lock ON, page 36.)

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Changing the TX Lock Password

Press Menu/Set, 2, 0, 1.

Press or to choose SET PASSWORD.

Press Menu/Set. The screen prompts you to enter the old password.

Enter the current password.

Press Menu/Set.

Enter a 4-digit number as a new password.

Press Menu/Set. The screen prompts you to re-enter the new password.

Enter the new password again and press Menu/Set.

Press Stop/Exit.

Switching TX Lock ON

Press Menu/Set, 2, 0, 1.

Press or to choose SET TX LOCK.

Press Menu/Set. The screen prompts you to enter the password.

Enter a 4-digit password, followed by Menu/Set. This is the same as the security password of the machine already stored.

The screen displays ACCEPTED for 2 seconds, followed by TX LOCK MODE - TX Lock is now switched ON.

OLD PASSWD:XXXX

NEW PASSWD:XXXX

VERIFY:XXXX

PASSWORD:XXXX

If the password you enter at Step 4 is incorrect, the screen would display WRONG PASSWORD. After 2 seconds the display will then return to normal (displaying the date & time). You must then start from Step 1 to set TX Lock.

Switching OFF TX Lock

When TX Lock is switched ON, press Menu/Set.

Enter a 4-digit password and press Menu/Set. The screen displays ACCEPTED, then after 2 seconds the display reverts to normal. TX Lock

is now switched OFF.

If the password you enter at Step 2 is incorrect, the screen would display

WRONG PASSWORD. After 2 seconds the display will then return to displaying TX LOCK MODE. You must then start from Step 1 to switch OFF TX Lock.

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

PASSWORD:XXXX

36 Chapter 6

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Advanced Receiving

Operation from an External or Extension Telephone

An external phone is a telephone that is plugged into the machine (either into the machine’s EXT socket or into the back of the connector that plugs into the telephone wall socket).

An extension phone is another phone on the same phone number as the machine, but plugged into a different telephone wall socket. For example, the machine may be connected to a phone line in your study, and you may have another phone on the same line (and same phone number) in your kitchen. This feature enables you to answer the phone in the kitchen if it rings while you are making a coffee, knowing that you can transfer the call to the machine if the incoming call is a fax.

If you answer a fax call on an external or extension phone, you can make the machine take over by using the Activation Code. When you press the Activation Code 5 1, the machine starts to receive a fax. If you set FAX DETECT to ON, you don’t have to press 5 1, just hold the handset and wait for several seconds. (See Fax Detect (with an External or Extension Telephone), page 26.)

If the machine answers a voice call and F/T pseudo-rings for you to take over, use the Deactivation Code # 5 1 to take the call at an extension phone. The Deactivation Code is used only in Fax/Tel (F/T) Mode. (You have to set Remote Activation to ON in Menu/Set, 2, 1, 5 to use 5 1 or # 5 1.)

If you answer a call, and no one is on the line, assume you’re receiving a fax. At an extension phone, press 5 1, wait for fax receiving tones (chirps), then hang up. At an external phone, press 5 1 and wait for the phone to be disconnected (the screen displays RECEIVING) before you hang up. (Your caller will have to press Start to send the fax.)

If you accidentally pick up an extension phone when a fax message is being received, you may disrupt the transmission or render some portions unreadable.

ADVANCED FAX USE

◆ 5 1—From an extension phone, or an external phone, 5 1 will set the machine in receive mode.

◆ # 5 1—From an extension phone, # 5 1 can stop the machine receiving. This is effective in F/T and Fax Detect modes.

The Remote Activation Code can also be used by your callers. When you are using an external TAD, your outgoing message (OGM) should end with the statement “to send a fax, press 5 1”. (See Outgoing Message (OGM) of External TAD, page 7.)

For Fax/Tel Mode Only

When the machine is in Fax/Tel (F/T) Mode, it will use the F/T Ring Time (F/T pseudo-ringing) to alert you to a voice call. If you’re at the machine, you can lift the external telephone’s handset and press Tel/R to answer.

If you’re at an extension phone, you will need to lift the handset during the F/T Ring Time and press # 5 1 between the F/T pseudo-rings. If no one is on the line, or if someone wants to send you a fax, send the call back to the machine by pressing 5 1.

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Switching ON Remote Activation and Changing Remote Codes

Remote Codes might not work with some telephone systems. The preset Activation Code is 5 1. The preset Deactivation Code is # 5 1.

If you are always disconnected when accessing your external TAD remotely, try changing the Activation Code from 5 1 to # # # and the Deactivation Code from # 5 1 to 1 1 1. You cannot use the same number for the Activation Code, the Deactivation Code and the Remote Access Code.

To switch Remote Activation ON and change Remote Codes

Press Menu/Set, 2, 1, 5.

Press or to select ON (or OFF), and press Menu/Set when the screen displays the setting you want.

If you want to, enter a new Remote Activation Code, then press Menu/Set.

If you want to, enter a new Remote Deactivation Code, then press Menu/Set.

Press Stop/Exit.

Telephone Service

BT Call Sign (For U.K. Only)

The machine feature lets you use the BT Call Sign subscriber service which allows you to have at least two separate telephone numbers on one phone line. Each phone number has its own distinctive ringing pattern, so you know which phone number is ringing. This is one way you can have a separate phone number for the machine.

The machine has a BT Call Sign compatible distinctive ringing function, allowing you to dedicate a second phone number (on the same phone line) just for receiving faxes.

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

■ To have your external TAD answer only the main number, the machine must be in Manual Mode.

■ In FAX/TEL (F/T) or FAX ONLY mode, the machine will answer all numbers on the phone line.

To enable the machine to work with BT Call Sign (Only with your external phone)

Set the machine to MANUAL mode. (Menu/Set, 2, 1, 2)

Press Menu/Set, 2, 0, 2. The screen displays the current setting of this feature.

Press or to select ON (or OFF).

Press Menu/Set.

Press Stop/Exit.

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Polling

Polling is the process of retrieving faxes from another machine. You can use the machine to “poll” other machines, or you can have someone poll the machine.

All parties involved in polling need to set up their machines to accommodate polling. When someone polls the machine to receive a fax, they pay for the call; if you poll someone’s fax machine to receive a fax, you pay for the call. (See Polling Transmit (Not Available for Colour Fax), page 41.)

Some machines do not respond to the polling function.

Secure Polling

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

Polling Receive

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

Setup for Polling Receive (Standard)

Press Menu/Set, 2, 1, 8.

Press or to choose STANDARD, and press Menu/Set.

Enter the fax number you are polling, and press

Mono Fax Start.

Setup for Polling Receive with Secure Code

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

Press Menu/Set, 2, 1, 8.

Press or to choose SECURE, and press Menu/Set.

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

Press Menu/Set.

Enter the fax number you are polling.

Press Mono Fax Start.

ENTER FAX NO.

ADVANCED FAX USE

Polling 39

Page 48

Setup Delayed Polling Receive

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

Press Menu/Set, 2, 1, 8.

Press or to choose TIMER, and press Menu/Set.

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

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

Press Menu/Set. The screen prompts you to enter the fax number you are polling.

Enter the fax number, and press Mono Fax Start. The machine makes the polling call at the time you entered.

You can set up only one Delayed Polling.

ENTER FAX NO.

Sequential Polling

The machine can request documents from several fax units in a single operation. You just specify several destinations in Step 4. Afterwards, a Sequential Polling Report will be printed.

Press Menu/Set, 2, 1, 8.

Press or to choose STANDARD, SECURE or TIMER, and press Menu/Set when the screen displays the setting you want.

If you selected STANDARD, go to Step 4.

• If you selected SECURE, enter a four-digit number and press Menu/Set, and then go to Step 4.

• If you selected TIMER, enter the time (in 24-hour format) you want to begin polling and press Menu/Set, and then go to Step 4.

Specify the destination fax machines (up to 90), which you wish to poll by using Speed Dial, Search, a Group (see Setting Groups for Broadcasting, page 34), or the dial pad. You must press

Menu/Set between each location.

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

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Polling Transmit (Not Available for Colour Fax)

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

The docement will be stored and can be retrieved from any other fax machine until you delete the fax in memory by using the Cancelling a Job function. (See Checking and Cancelling a Scheduled Job in Memory, page 34.)

Setup for Polling Transmit (Standard)

Insert the document face down in the ADF.

Press Menu/Set, 2, 2, 6.

Press or to choose STANDARD, and press Menu/Set.

Press 1 to select DOC if you want the machine to scan the printed document at the time it is polled—OR—Press 2 to select MEMORY.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you choosing setting and go to Step 5.

Press Mono Fax Start and wait for the fax to be polled.

Setup for Polling Transmit with Secure Code

When you choose POLLING:SECURE, anyone who polls the machine must enter the polling ID number.

Insert the document face down in the ADF.

Press Menu/Set, 2, 2, 6.

Press or to choose SECURE and press Menu/Set.

Enter a four-digit number, and press Menu/Set.

Press 1 to select DOC if you want the machine to scan the printed document at the time it is polled—OR—Press 2 to select MEMORY.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings and go to Step 6.

Press Mono Fax Start and wait for the fax to be polled.

ADVANCED FAX USE

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

Polling 41

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Remote Fax Options

(Not Available for Colour Fax)

Setting Fax Storage

Memory Receive must be switched to ON for Faxes to be received into memory. (See Reception into

Memory (Not Available for Colour fax reception)

If you set Fax Storage to Fax Forwarding or Remote Retrieval functions. The screen will indicate when you have a fax stored in memory. Fax storage only works with black and white fax message. It is not possible to receive colour faxes with fax storage function switched to

Press Menu/Set , 2 , 5 , 2 .

Press or to select ON (or OFF ), and press Menu/Set when the screen displays your selection.

Press Stop/Exit .

, you will be able to retrieve fax messages from another location, using

, page 27.)

If there are faxes in memory when you turn the Fax Storage prompts you to erase any faxes in memory. If you press in memory has not been printed before, it will be printed first, and then erased. If you press

Backup Print

If you’ve set FAX STORAGE to ON , the machine automatically prints fax messages as they are

received into memory. This is a safety feature in case the power goes out so you won’t lose the messages.

, all fax data is erased and Fax Storage is turned OFF . If the fax data

, data is not erased, and Fax Storage remains ON .

OFF , the screen

Fax Forwarding

You cannot use Fax Forwarding when “Fax Storage” is set to

Programming a Fax Forwarding Number

When Fax Forwarding and Fax Storage are set to ON , the machine stores the received fax in memory, then dials the fax machine phone number you’ve programmed, and forwards the fax message.

Press Menu/Set , 2 , 5 , 1 .

Press or to select ON (or OFF ), and press Menu/Set . The screen prompts you to enter the number of the fax machine where faxes will be forwarded.

Enter the forwarding number (up to 20 digits), and press Menu/Set .

Press Stop/Exit .

OFF .

Chapter 9

You can also dial into the machine from a remote location to switch this feature on, or to change the number you want your faxes forwarding to.

Fax Forwarding Number

, page 45

(See Changing the

Page 51

Changing the Remote Access Code

Enter your Remote Access Code when the machine picks up your call, so you can access features remotely. The access code is preset to 1 5 9 , but you can change this.

Press Menu/Set, 2, 5, 3.

Enter a three-digit number from 000 to 998, and press Menu/Set. The cannot be changed. Do not use the same digits that appear in your Remote Activation or

Deactivation Code.

Press Stop/Exit.

Remote Retrieval

Using Your Remote Access Code

To receive faxes at your location, you must call from a fax machine using touch tone. For convenience, you can retrieve faxes from a touch tone phone by having them sent to a fax machine. For example, if your hotel room does not have a fax machine, you can enter the number of the fax machine at the hotel’s Front Desk.

Dial your fax number from a touch tone phone.

When the machine answers and beeps, immediately enter your Remote Access Code (the factory setting is 1 5 9 ).

The machine signals the kinds of messages received:

1 long beep — Fax message(s) No long beep — No messages

The machine prompts you with two short beeps to enter a command. If you wait longer than 30 seconds to enter a command, the machine hangs up. If you enter an invalid command, the machine beeps three times.

Press 9 0 to reset the machine when you finish.

Hang up.

If your fax machine is set to Manual Mode, you can access your machine remotely by phoning it and letting it ring for about 100 seconds. Your fax machine will answer the phone after about 100 seconds of ringing, and you then have 30 seconds to enter your Remote Access Code.

ADVANCED FAX USE

Remote Fax Options (Not Available for Colour Fax) 43

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Remote Commands

Follow the commands below to access features remotely. When you call the machine and enter your Remote Access Code (the factory setting is 1 5 9 ), the system will signal you with two short beeps to enter a remote control command.

Change Fax Forwarding Setting

Press 9 5

then to

Turn Fax Forwarding OFF—Press 1. Turn Fax Forwarding ON—Press 2. Program Fax Forward Number—Press 4. (See Changing the Fax Forwarding Number, page 45.)

Automatically turns Fax Forwarding ON. Turn Fax Storage ON—Press 6. Turn Fax Storage OFF—Press 7. (This is only possible if there are no faxes stored in the memory,

or if all faxes have been erased using Remote Control 9 6 3).

Retrieve or Erase a Fax

Press 9 6

then to

Retrieve all faxes—Press 2, then enter the number of remote fax machine and then press # #. After the beep, hang up and wait.

Erase all fax messages—Press 3. If the data stored in the memory has not been printed before, it will be printed first and then erased.

Check the Receiving Status

Press 9 7

then Press 1.

1 long beep—Received fax messages. 3 short beeps—No messages.

Change Receive Mode

Press 9 8

then for

TAD—Press 1. F/T (FAX/TEL)—Press 2. FAX—Press 3.

Exit Remote Operation

Press 9 0

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Retrieving Fax Messages

Dial the machine’s number.

When you hear the beep, immediately enter your Remote Access Code (the factory setting is 1 5 9 ).

As soon as you hear two short beeps, use the dial pad to press 9 6 2.

Using the dial pad, enter the number (up to 20 digits) of the remote fax machine where you want your fax messages forwarded, and then press # #.

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

After you hear the machine beep, hang up and wait. The machine calls the remote fax machine and sends the stored documents. The remote fax

machine prints your fax messages.

Changing the Fax Forwarding Number

You can change the default setting of your fax forwarding number from a remote fax machine.

Dial the machine’s number.

When you hear the beep, immediately enter your Remote Access Code (the factory setting is 1 5 9 ).

When you hear two short beeps, use the dial pad to press 9 5 4.

Enter the new number of the remote fax machine where you want your fax messages forwarded, and then press # #.

ADVANCED FAX USE

You cannot use and # as dial numbers. However, if you want to store a pause, press #. Also, if the machine is connected to a PABX, you can press # first before the machine’s number. The # works as well as Tel/R key.

After you hear the machine beep, hang up.

Remote Fax Options (Not Available for Colour Fax) 45

Page 54

Making Copies

Basic Copy Operations

Your Multi-Function Centre allows you to make high-quality photocopies and transparencies. Copies can be in black and white, or full colour. Always make sure you have paper in the Multipurpose Sheet Feeder before making copies.

Copy Keys

Do NOT pull on the paper while copying is in progress. To cancel, press Stop/Exit. Press Stop/Exit again to release the original document.

Incoming faxes cannot be received on paper or into memory while the machine is copying.

Making a Single Copy

Insert the document face down in the ADF.

Press Mono Copy or Colour Copy.

To stop, press Stop/Exit. To release the original document, press Stop/Exit again.

Making Multiple Copies (Not Available for Colour Copies)

You can make multiple copies in black and white.

Insert the document face down in the ADF.

Using the dial pad, enter the number of copies you want (up to 99). For example, press 3, 8 for 38 copies.

Press Mono Copy.

46 Chapter 10

COPYING P.01

Page 55

Out of Memory

If the memory becomes full while you’re making copies, the screen displays

If you were scanning the first page to be copied, press Stop/Exit to cancel the operation and restart to make a single copy. If you were scanning a subsequent page, you will have the option to press Mono Copy to copy the pages scanned so far—OR—Press Stop/Exit to cancel.

You will need to clear some fax messages to make some additional memory available before you can continue.

To gain extra memory, you can turn off Fax Storage (See Setting Fax Storage, page 42.)—OR—Print fax messages in memory. (See Printing a Fax from Memory, page 27.)

OUT OF MEMORY

Temporary Copy Setting

You can improve your copies by using the Copy keys: Quality and Options. These settings are temporary, and the machine returns to its default settings when you finish copying.

Copy Keys

Copying Using Multiple Settings

You can try different combinations of settings for the best results. After you finish your settings using the Quality and Options keys, the screen displays:

■ Press or if you want to select additional settings.

—OR—

Press Mono Copy or Colour Copy if you are finished choosing settings.

PRESS COPY OR FOR NEXT OPT.

COPIER

Making Copies 47

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Using the Quality Key

The Quality key changes the settings for copy quality (NORMAL, FAST or BEST) for the next copy only.

Press

Quality

and

Insert the document face down in the ADF.

Press Quality.

Press or to select the copy quality resolution, and then press Menu/Set.

Press Mono Copy or Colour Copy—OR—Press or for additional settings.

NORMAL Recommended mode for ordinary printouts. Good copy quality

with adequate copy speed.

FAST Fast copy speed and lowest ink consumption. Use FAST to save

time (documents to be proof-read, large documents, or many copies).

BEST Use this mode to copy precise images such as photographs.

BEST uses the highest resolution and slowest speed.

Using the Options Key

The Options key changes the settings for number of copies, paper type, brightness, enlargement/reduction ratio and special copy options for the next copy only.

Press Options Menu Selections Options Factory Setting

NO. OF COPIES NO.OF COPIES:XX 01 PAPER TYPE PLAIN/INK JET/

GLOSSY (4-COLOUR or 3-COLOUR)/ TRANSPARENCY

BRIGHTNESS – + – + ENLARGE/REDUCE 50%/78%/94%/100%/

104%/150%/200%/ MANUAL

SPECIAL 2IN1*/OFF

*(Black and White only)

PLAIN

100%

OFF

48 Chapter 10

Page 57

Paper Type

You can change the setting of paper type for next copy only.

Insert the document face down in the ADF.

Press Options.

Press or to select PAPER TYPE, and then press Menu/Set.

Press or to select the type of paper you are using (PLAIN, INK JET, GLOSSY or TRANSPARENCY), and press Menu/Set.

If you selected GLOSSY, press or to select 4-COLOUR or 3-COLOUR, and then press Menu/Set.

The print quality of black ink varies depending on the kind of glossy paper you are using. Black ink is used when you select 4-COLOUR. If the glossy paper you are using repels the black ink, select 3-COLOUR, which simulates black ink by combining the three ink colours.

Press Mono Copy or Colour Copy—OR—Press or for additional settings.

Copy Brightness

Insert the document face down in the ADF.

Press Options and or to select BRIGHTNESS, and then press Menu/Set.

Press to make a lighter copy—OR—Press to make a darker copy, and then press

Menu/Set.

Press Mono Copy or Colour Copy—OR—Press or for additional settings.

– +

COPIER

Enlarge/Reduce Copies

Insert the document face down in the ADF.

Press Options and press or to select ENLARGE/REDUCE, and then press Menu/Set.

Press or to choose an enlargement or reduction ratio and press Menu/Set. You can reduce to 94%, 78% or 50% of the original size

—OR—

You can enlarge to 104%, 150% or 200%

—OR—

You can select MANUAL and press Menu/Set, then use the dial pad to enter an enlargement or reduction ratio between 25% and 400%, and then press Menu/Set. For example, press 5, 3 to enter 53%.

Press Mono Copy or Colour Copy—OR—Press or for additional settings.

Making Copies 49

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Special Copy Options (Not available with Colour Copy)

You can save paper by copying two pages onto one page.

Insert the documents face down in the ADF.

Press Options and or to select SPECIAL, and then press Menu/Set. Press or to select 2IN1, and then press Menu/Set.

Press Mono Copy—OR—Press or additional settings.

2 in 1

Special Copy Option is not available with reduced, enlarged or colour copies.

50 Chapter 10

Page 59

Changing Default Copy Settings

Light Dark

R:– +

B:– +

G:– +

Press Menu/Set, 3 to change default settings for Copy mode. These settings will remain until you change them again by pressing Menu/Set.

By pressing a number, you can adjust the Quality, Colour and Contrast copy settings as shown in the following chart. Press or to move through the selections for each setting. Press Menu/Set to save your selection. Press Stop/Exit—OR—Press to select the next setting you want to change.

Press Menu/Set and 3.

1.QUALITY

2.COLOUR ADJUST

3.CONTRAST

QUALITY:NORMAL

QUALITY:FAST

QUALITY:BEST

1.RED

2.GREEN

3.BLUE

– +

R: – +

G: – +

B: – +

: is default

Select Copy Quality

Press Menu/Set, 3, 1.

Press or to select copy quality (NORMAL, FAST or BEST) and press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Colour Adjustment

Press Menu/Set, 3, 2.

Press or to select RED, GREEN, or BLUE, and press

Menu/Set.

Press or to adjust the degree of colour, and press Menu/Set.

Return to Step 2 to select the next colour—OR—Press Stop/Exit.

COPIER

Copy Contrast

You can choose the contrast setting for a copy. Greater contrast can help an image look sharper and more vivid. This feature is available only for colour copying.

Press Menu/Set, 3, 3.

Press to decrease contrast—OR—Press to increase contrast. Press Menu/Set when the screen displays your setting.

Press Stop/Exit.

Making Copies 51

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Legal Limitations

Colour reproductions of certain documents are illegal and may result in either criminal or civil liability. This Notice is intended to be a guide rather than a complete listing of every possible prohibition. In case of doubt we suggest that you consult with the legal authorities in your individual country as to the legality of any particular questionable documents.

The following are examples of documents which should not be copied:

Paper money. Bonds or other certificates of indebtedness. Certificates of Deposit. Armed Forces Service or Draft papers. Passports. Postage stamps (cancelled or uncancelled). Immigration papers. Welfare documents. Cheques or Drafts drawn by Governmental Agencies. Identification Documents, badges or insignias. Licences and Certificates of Title to motor vehicles.

Copyrighted works cannot be copied: however, sections of a copyrighted work can be copied for “personal use”. Multiple copies would indicate improper use.

Works of art should be considered the equivalent of copyrighted works.

52 Chapter 10

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Using the machine as a Printer

Features

The Multi-Function Centre offers you many features you will find in a high quality ink jet printer. Fast Printing Speed—Using Draft mode, you can print up to 8 pages per minute in full colour, and

up to 10 pages per minute in black. Brilliant High Quality Output—Printing at 2400 x 1200 dpi resolution on glossy paper gives you

highest resolution output. Elaborate Output—You can utilize 2 in 1, watermark printing, Colour Enhance technology and

other features for making excellent quality outputs. Low Running Cost—Whenever you run out of a particular colour ink, you will replace only the

cartridge that’s empty. Bi-directional Parallel Interface—The parallel interface allows bi-directional (IEEE 1284

compliant) communication with your computer.

USB—Universal Serial Bus Interface allows for fast communication with your computer. Straight Paper Path—The machine can use various types of paper: plain paper, Ink Jet Paper,

glossy paper, transparencies, and envelopes. Using the appropriate paper reduces the occurrence of paper jams.

Printer Driver

You can change the following printer settings when you print from your computer:

■ Quality (Speed) /Media

■ Colour Matching

■ Halftone

■ Colour Enhance

■ Fast Draft Mode

■ Watermark

■ Print Date & Time

PRINTER/SCANNER

Choosing the Right Kind of Paper

To achieve high quality printing using the machine, it’s very important to select the right kind of paper. See Paper, page 136 before selecting and purchasing paper for the machine.

Using the machine as a Printer 53

Page 62

Multi-Purpose Sheet Feeder

The multi-purpose sheet feeder can feed plain paper, inkjet paper, glossy paper, transparencies and envelopes. When the machine receives data from your computer, it begins the print process by loading paper from the multi-purpose sheet feeder.

Select the print command from your PC.

Your PC sends a print command and data to the machine. The screen displays RECEIVING DATA.

If there are more pages, the machine begins to print the next page automatically.

When the machine finishes printing all data, it returns to display the date and time.

You can select paper source, paper size, and orientation in your application software. If your application software does not support your custom paper size, select the next larger paper size. Then adjust the print area by changing the right and left margins in your application software.

Simultaneous Printing/Faxing

The machine can print data from your computer while sending a fax in the memory or while scanning information into the computer. However, when the machine is copying or receiving a fax on paper, it pauses the PC printing operation, and resumes when copying or fax receiving is complete. Fax sending continues during PC printing.

Printer Operation Keys

Stop/Exit Key

If the screen displays REMAINED DATA, you can clear data remaining in the printer memory by pressing Stop/Exit.

Ink Key

When you press Ink, the LCD displays: If you are having trouble with one of the ink colours, you

may need to clean the print heads. (See Troubleshooting and Maintenance, page 111.)

If you got an error message NEAR EMPTY or INK EMPTY, you will need to replace the ink cartridge for the appropriate colour. (See Troubleshooting and Maintenance, page 111.)

1.CLEANING

2.REPLACE INK

Checking the Print Quality

If you want to check the print quality and find out how to improve it, see How to Improve Print Quality, page 121.

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Printer Driver Settings (For Windows

Using the Brother MFC-580 Printer Driver

A Printer Driver is software that translates data from the format used by a computer into the format required by a particular printer, using a printer command language or page description language.

The printer drivers are on the supplied CD-ROM. The latest printer driver can also be downloaded from the Brother Solutions Centre at http://solutions.brother.com

Only)

The screens shown in this section are from Windows® 98. The screens on your PC may vary depending on your Windows

For more detailed information, please see the on-line Help in the printer driver.

Operating System.

Paper Tab

The paper tab screen allows you to set up the Paper Size, Paper Source, Paper Thickness, Orientation, Scaling, and Copy/Page Order.

To access the Brother printer driver, select Print from the File menu. In the Print dialog box, select

Brother MFC-580 MFC580 on BRMFC: Properties

from th

e name dro

p down list. Click the Properties button.

dialog box will appear:

The Brother

PRINTER/SCANNER

Select the Apply button to apply your selected settings. To return to the default settings, click the Default button, then click the Apply button.

1. Select the Paper Size and Orientation.

2. Select number of Copies and Page Order.

3. Select Paper Thickness, Scaling and Paper Source.

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Paper Size

The paper size selection provides a large selection of standard paper sizes or you can even create custom sizes ranging from 3.5 x 5" to 8.5 x 14". To select the paper size you want to use click the icon.

Orientation

Orientation selects the position of how your document will be printed (Portrait or Landscape).

Copy/Page Order

Copies

The Copies selection sets the number of copies that will be printed.

Collate

The collate selection is active if more than one copy is selected. With the collate check box selected, one complete copy of your document will be printed and then repeated for the number of copies you selected. If the collate check box is not selected then each page will be printed for all the copies selected before the next page in the document is printed.

Reverse Order

Reverse Order prints the pages of your document in the opposite order.

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Paper Thickness

Depending on the thickness of the paper you are using, you can improve the quality of your output by selecting the correct thickness. This setting provides the best positioning of the paper for printing. For example if you were printing on thin paper, you would select Thin in the Paper Thickness selection to achieve the best paper handling and improved output for that paper type.

Regular

Thin

Thick

Thicker

Scaling

The Scaling feature reduces or enlarges your document from 50% to 200%. From the pull-down box you can select from the preset settings or a free setting. You can also select 2 in 1 printing for printing two pages on one sheet of paper.

For Windows NT® Workstation 4.0 and Windows® 2000 Professional, you can also select 4 in 1 printing.

Paper Source

The Paper Source pull-down allows you to choose the source of the media you are using.

Feeder

Manual Feed

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The Quality/Colour Tab

The Quality/Colour tab screen provides Quality, Media type, Document type, Colour/Mono settings, Bi-directional Printing settings and Fast Draft Mode. All of these selections are designed to offer the best quality output for your document needs.

Select the Apply button to apply your selected settings. To return to the default settings, click the Default button, then click the Apply button.

Quality

The quality selection allows you to choose the print resolution you want to use for your document. Print quality and speed are related. The higher the quality the longer it will take to print the document. The quality selections available vary depending on the media selection.

■ Draft

The fastest print mode and gives lower ink consumption. Use this mode to print large volume documents or a document for proofing.

■ Normal

Recommended mode for ordinary printouts.

■ Fine

Better print quality than normal and faster print speed than Super Fine.

■ Super Fine

Use this mode to print precise images such as photographs. Since the print data is much larger than normal mode, processing time, data transfer time, and printing time will be longer.

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Media

To achieve the best print results, the media being printed on should be selected in the driver. The machine changes the way it places dots, depending on the selected media type.

Paper Type Recommended Print Quality Selection

Plain Paper Normal Inkjet Paper Fine Glossy Paper (4 colour) Super Fine Glossy Paper (3 colour) Super Fine Transparencies Fine Transparencies (mirror) Fine

The print quality of black ink varies depending on the kind of glossy paper you are using. Black ink is used when you select Glossy Paper (4 colour). If the glossy paper you are using repels the black ink, select Glossy Paper (3 colour), which simulates black ink by combining the three ink colours.

Document

The printer driver will select the most suitable colour matching method depending on your document type. Generally, text and business graphics are printed vividly and photographic images are printed softly.

■ Auto

The printer driver automatically selects the document type.

■ Photo

Select this mode for photographic images.

■ Graphics

Select this mode for documents that contain text or business graphics (charts or clip art).

■ Custom

If you want to select the colour matching method and halftone method, manually select this mode.

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Colour Matching

You can select the colour matching method manually. Select the best one for your document.

■ Match Monitor

Suitable for photographic images. Colour is adjusted to get the closest colour match to the PC monitor.

■ Vivid Colour

Suitable for business graphics such as charts, graphs, and text. The colour is adjusted to give more vivid colour.

(For Windows® 95/98/98SE/Me user’s)

(For Windows® 2000 Professional/ Windows NT

4.0 user’s)

Custom Setting

You can customize your settings by selecting the type of Halftone or Colour Enhance.

Halftone Pattern

The machine can use several methods to arrange where to place dots to express halftones. There are some predefined patterns used to place dots and you can select which one is used for your document. Select the appropriate method.

■ Photo

This method creates smooth halftones so that this is suitable for photographic images. It takes more time to process data, but this can express more levels of halftones and creates more natural images.

■ Cluster

This is suitable for business graphics such as charts, graphs and drawings, since this creates more sharp printouts. Moreover, the processing time is shorter.

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Colour Enhance

Selecting Colour Enhance ON enables the Colour Enhance feature. This feature analyzes your image to improve quality sharpness, white balance and colour density. This process may take several minutes depending on the size of the image, the speed and RAM memory of your computer.

■ Colour Enhance ON

Adjusts the colour in the image for better print quality. Print time will be longer with Colour Enhance set to ON.

■ Sharpness

This setting enhances the detail of an image. This is similar to adjusting the fine focus on a camera. If the focus is off a small amount, you can not clearly see the fine details of an image.

■ Colour Density

This adjusts the total amount of colour in the image. You can increase or decrease the amount of colour in an image to improve a picture which may appear washed out or weak.

■ White Balance

This adjusts the hue of the white sections of an image. Lighting, camera settings and other influences will effect the appearance of white. The white parts of a picture may appear to be slightly pink, yellow or some other colour. By using this adjustment you can correct this effect and bring the white sections back to pure white.

■ Brightness

Change the brightness of the whole image lighter or darker. Moving the scroll bar to the left makes your image darker and moving the scroll bar to the right makes your image lighter.

■ Contrast

Change the contrast of an image. Darker sections will be more dark and lighter sections will be more light as you increase the contrast. Increase the contrast when you want an image to be clearer. Decrease the contrast when you want an image to be more subdued.

■ Red

Increase the intensity of the Red colour to add red to the whole image.

■ Green

Increase the intensity of the Green colour to add green to the whole image.

■ Blue

Increase the intensity of the Blue colour to add blue to the whole image.

PRINTER/SCANNER

Colour/Mono

This selection allows a colour document to be printed in mono only.

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Bi-Directional Printing

When Bi-Directional Printing is selected, the print heads prints in both directions and offers faster print speeds. When not selected the print head prints in one direction only and provides higher print quality.

Fast Draft Mode

You can print much more quickly than mono draft mode, by using only both black and cyan ink.

Advanced Tab

Select the Apply button to apply your selected settings.

To return to the default settings, click the

Change the tab settings by selecting one of the following icons:

• Watermark

• Device Option

Default

button, then click the

Apply

button.

Watermark

To place a logo or text into your document as a Watermark, use a bitmap file or text you created as your source file or select one of the preset Watermarks.

Print Watermark

The Print Watermark feature offers printing choices of:

On all pages On first page only From second page Custom

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In background

With the In background feature checked the Watermark will print behind your document on the page. If this feature is not checked then the Watermark will print on top of your document.

Watermark Style

You can change the size and the Position of the Watermark on the page by selecting the Watermark and clicking the Edit button. If you want to add a new Watermark, click the New button and select Text or Bitmap from the Watermark Style.

Watermark Text

Enter your Watermark Text into the Text Box and select the Font, Size, Colour and Style.

Watermark Bitmap

Enter the file name and location of your bitmap image in the File box or Browse for the file location. You can also set the scaling size of the image.

Position

The position settings offer controls on where the Watermark can be positioned on the page.

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Device Option

Set the Print Date & Time as the Printer Function:

Print Date & Time

When enabled the Print Date & Time feature will automatically print the date and time on your document from your computers system clock.

Click the Setting button to change the Date and Time in Format, Position and Font. To include a background with the Date and Time, select Opaque. When Opaque is selected, you can click on the Colour button to change the colour of the Date and Time background.

The Date and Time indicated in the selection box represents the format that will be printed. The actual Date and Time printed on your document is automatically retrieved from the settings of your computer.

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Support Tab

The Support Tab provides driver version information. In addition there are links to the Brother Solution Center and Driver Update Web sites.

Click the Support tab to display the following screen:

Web Update

Web Update checks the Brother web site for updated drivers and automatically downloads and updates the driver on your computer.

Brother Solutions Center

The Brother Solutions Center is a Web site offering information about your Brother product including FAQs, User Guides, Driver updates and Tips for using the machine.

PRINTER/SCANNER

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Using the Windows

-Based Brother Control Centre

Brother Control Centre

The Brother Control Centre is a software utility that pops up on the PC screen whenever paper is placed in the ADF. This allows you to access the most frequently used scanning applications only with a few mouse clicks. Using the Control Centre eliminates the need to manually launch the specific applications.

The Brother Control Centre provides three categories of functions:

1. Scan directly to a file, E-mail, word processor or graphic application of choice

2. Copy functions.

3. PC Faxing using the Brother PC Fax Software.

(For Windows

Only)

AutoLoad the Brother Control Centre

The Control Centre is initially configured to automatically load each time Windows® is started. When the Control Centre is loaded, the Control Centre icon will appear in the task bar. If you

don’t want the Control Centre to load automatically, you can turn off AutoLoad.

If the Control Centre icon does not appear in your taskbar, you will have to launch this software. From the Start menu, select Programs, PaperPort, and then double-click Brother SmartUI PopUp.

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How to Turn Off AutoLoad

Left click the Control Centre icon and click Show.

When the Control Centre main screen appears, left click on the Configuration Control Centre button. A dialog box with a check box labelled “AutoLoad Pop-up” will

appear:

Uncheck the AutoLoad Pop-Up option.

Using the Scan Key with Windows PC

If you have connected a Macintosh, the Scan to key will not work with your computer. (See Using the Brother MFC with a New Power Macintosh

™

/iBook

™

, page 99.)

iMac

You can use the Scan to key on the control panel to scan documents from the ADF into your word processing, graphics or E-mail applications. The advantage of using the Scan to key is that you avoid the mouse clicks required to scan from your PC.

Before you can use the Scan to key on the control panel, you must have connected the machine to your Windows Windows application is running on your PC.

based PC and loaded the appropriate Brother Drivers for your version of

. When you are ready to use the Scan to key, make sure the Brother Control Centre

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Scan to Image

You can scan a colour picture into your graphics application for viewing and editing.

Insert the document face down in the ADF.

Press Scan to.

Press or to select SCAN TO IMAGE, and then press Menu/Set. The machine will scan the original and send a colour image to your graphics application.

Scan to OCR

If your document is text, you can have it automatically converted by ScanSoft™ TextBridge® to an editable text file and then displayed in your word processing application for further editing.

Insert the document face down in the ADF.

Press Scan to.

Press or to select SCAN TO OCR, and then press Menu/Set. The machine will scan the original perform OCR in ScanSoft

the result in your word processing application for viewing and editing.

™

TextBridge®, and then display

Scan to E-mail

You can scan either black and white or colour documents into your E-mail application as a file attachment. Although the Brother Control Centre can be configured to send only black and white file or colour attachments at one time, you can easily change this setting. (See Scan to E-mail, page 73.)

Insert the document face down in the ADF.

Press Scan to.

Press or to select SCAN TO E-MAIL, and then press Menu/Set. The machine will scan the original, create a file attachment, and launch your E-mail application,

displaying the new message waiting to be addressed.

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Brother Control Centre Features

Auto Configuration

During the installation process the Control Centre checks your system to determine the default applications for E-mail, word processing and graphics viewer/editor. For example, if you are using Outlook as your default E-mail application, the Control Centre automatically will create a link and a scanning application button for Outlook.

You can change a default application by right clicking on any of the scan buttons in the Control Centre and selecting a different application. For example, you can change a scan button from MS Word to MS Word Pad by changing the application that is listed for the Word Processor.

Scanning Operations

Scan to File—allows you to scan directly to a file with two mouse clicks. You can change the file type, destination directory and file name, as needed.

Scan to E-mail—enables you, with just two mouse clicks, to scan a picture or text document directly into an E-mail application as a standard attachment. You have the option of selecting the file type and resolution for the attachment.

Scan to Word Processor—enables you to scan a text document, run ScanSoft TextBridge OCR and insert the text original (not graphic image) into a word processing file with just two mouse clicks. You have the option of selecting the destination word processing program, such as Word Pad, MS Word, Word Perfect, etc.

Scan to Graphic Application—allows you to scan an image directly into any graphic viewer/editor application. You can select the destination application, such as MS Paint or Corel PhotoPaint.

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Copy Operations

Copy—allows you to use the PC and any Windows® printer driver for enhanced copy functions. You can scan the page on the Brother MFC and print the copies using any of the features of the Brother MFC printer driver—OR—You can direct the copy output to any standard Windows installed on the PC.

printer driver

PC Fax Operation

Send a Fax—allows you to scan a picture or text original and automatically send the image as a fax from the PC using the Brother PC Fax software.

Scanner Settings

When the Pop-Up screen is displayed, you can access the Scanner Settings window. Click the Configuration icon at the top right of the Brother Control Centre screen—OR—

Click the Modify Settings… button on any of the Configuration screens.

Global Settings

AutoLoad Pop-Up—Click this checkbox if you want Brother Control Centre to load when you boot your computer.

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Setting Up the Scanner Configurations

The Pop-Up application stores eight different scanning modes. Each time you scan an original, you will choose the most appropriate scanning mode from the following:

Faxing, Filing and Copying Text for OCR Photos Photos (High Quality) Photos (Quick Scan) Custom Draft Copy Fine Copy

Each mode has its own set of stored settings. You can keep the factory default settings or change them at any time:

Resolution—Select the scanning resolution you most frequently use. Colour Mode—From the pull-down list. Scan Size—From the pull-down list. Brightness—Slide the adjuster from 0% to 100% Contrast—Slide the adjuster from 0% to 100%

Click OK to save your changes. If you make a mistake or later decide to return to the original default setting, just click the Restore Defaults button when the scanning mode is displayed.

To access the Scanner Configurations screen:

Insert the document face down in the ADF.

Right-click the appropriate Control Centre button to display Configurations, then click it. The configuration screen for that Control Centre button will appear.

To save your settings, press the OK button—OR—To return to the factory default settings, press the Restore Defaults button.

PRINTER/SCANNER

Perform an Operation from the Brother Control Centre Screen

If you see this screen it means you left-clicked a button in the Brother Control Centre screen without first placing an document in the ADF.

Place the document in the Brother machine’s ADF, then click OK to return to the Brother Control Centre screen.

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Scan to File

Scanner Setting

From the pull-down list, select the scanning mode that is appropriate for the type of file:

Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Destination Folder

PaperPort Folder—Select this checkbox to scan the document into your PaperPort folder. Other Folder—Select this checkbox, to scan the document as another file type and/or into another

directory/folder. File—If you selected Other Folder, from the pull-down list select the type of file:

PaperPort Files (*.MAX) Self Viewing Files (*.EXE) PaperPort 5.0 Files (*.MAX) PaperPort 4.0 Files (*.MAX) PaperPort 3.0 Files (*.MAX) Windows Bitmap (*.BMP) PC Paintbrush (*.PCX) Multi-page PCX (*.DCX) JPEG Image Files (*.JPG) TIFF-Uncompressed (*.TIF) TIFF Group 4 (*.TIF) TIFF Class F (*.TIF) Multi-Page TIFF-Uncompressed (*.TIF) Multi-Page TIFF Group 4 (*.TIF) Multi-Page TIFF Class F (*.TIF) PDF Files (*.PDF) Portable Network Graphics (*.PNG) FlashPix (*.FPX) HFX Fax Files (*.HFX)

To Search your system for the directory and folder you want, click the Browse… button. Click OK to save your settings.

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Scan to E-mail

Scanner Setting

From the pull-down list, select the scanning mode that is appropriate for the type of file:

Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

E-mail Application

E-mail Application—From the pull-down list, select your E-mail application.

E-mail Settings—Click the E-Mail Settings… button to set up links. The Link Preferences window will appear:

PRINTER/SCANNER

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File Attachments

Do not convert files—Click this checkbox if you do not want to change the file type of attachments. The Conversion Options will not be available (greyed).

Convert MAX files only—Click this checkbox if you want to convert only attachments that are PaperPort files.

Convert all files when possible—Click this checkbox if you want to change the file type of all attachments.

Conversion Options

Format

Combine all files into one file when possible—Click this checkbox to combine all files of the same type into one file.

Convert non-image files to colour—Click this checkbox to convert all files that have been processed through OCR to colour.

Show QuickSend Menu

Click this checkbox if you want the Select QuickSend Recipient window to be displayed when you choose Scan to E-mail. This feature works only with MAPI type E-mail applications, such as Microsoft Exchange, Microsoft Outlook and Eudora.

QuickSend List

You can create a list of E-mail names and addresses for quick selection. Click the New button to add a name(s) to your QuickSend List. Your E-mail phone book listing is

displayed, so you can select stored names or create new ones:

Highlight the name(s) you want to add to your list, click the User button, then click OK to return to the Link Preferences window.

From the Link Preferences window, you can remove a name from the QuickSend list, by highlighting the name and clicking the Delete button.

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Scan to Word Processor

Scanner Setting

From the pull-down list, select the scanning mode that is appropriate for the type of file:

Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Word Processor

Word Processor—From the pull-down list, select the word processor you want to use. Click the Link Settings… button to display a screen to set up a link to the version of OCR and

document format that you want to use:

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OCR Package—From the pull-down list, select TextBridge Classic OCR if you want to use the OCR package that was installed with the Brother MFC Software Suite.

Click the OCR Settings… button to choose how the OCR application will read the pages you scan into your word processor application.

The Preferences window will appear:

Select your setting and click OK.

◆ Auto Orientation—Check this checkbox if you want your word processor application to read the page as it is set up.

◆ Decolumnized Output—Check this checkbox if you want your word processor application to read across the entire page from left to right.

Document Format—From the pull-down list, select the file format you want to use for your word processor or text documents.

User Defined Button

Scanner Settings

From the pull-down list, select the scanning mode that is appropriate for the type of file:

Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Target Application

Application—From the pull-down list, select the application you want to add to this Pop-Up screen. Click the Custom Link Settings… button to set up links for your user-defined application.

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Copy

Scanner Setting

From the pull-down list, select the scanning mode that is appropriate for the type of file:

Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Copy Settings

Copies—Enter the number of copies you want to print. To change the copy options, click the Copy Options… button. Click the OK button to save your Copy settings.

PRINTER/SCANNER

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Send a Fax

Scanner Setting

From the pull-down list, select the scanning mode that is appropriate for the type of file:

Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

FAX Settings

Brother PC-FAX FAX Resolution—Fine (200 x 200)

To change the fax options, click the FAX Options… button. The Brother PC FAX Properties screen appears:

Select the Paper Size and Orientation (Portrait or Landscape) and click OK.

To return to the factory default settings, click the Restore Defaults button.

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Using ScanSoft

™

PaperPort

for Brother and ScanSoft

™

TextBridge

ScanSoft™ Paper Port® for Brother is a document management application. You will use PaperPort® to view scanned documents. PaperPort help you organize your documents. It allows you to combine or “stack” documents of different formats for printing or filing. PaperPort

™

The complete ScanSoft in the Manual on the CD-ROM. This chapter is only an introduction to the basic operations.

When you install MFC Software Suite, ScanSoft TextBridge

OCR are installed with it automatically.

PaperPort® Owner’s Manual, including ScanSoft™ TextBridge® OCR, is

To Uninstall PaperPort® and ScanSoft™ TextBridge

Select Start, Settings, Control Panel, Add/Remove Programs and the Install/Uninstall tab. Select PaperPort

button.

has a sophisticated, yet easy-to-use, filing system that will

can be accessed through the PaperPort® program group.

™

PaperPort® for Brother and ScanSoft™

from the list and click the Add/Remove

PRINTER/SCANNER

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Viewing Items in ScanSoft™ PaperPort® for Brother

PaperPort® provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a Desktop or folder. Items in the selected folder appear on the PaperPort items (MAX files) and non-PaperPort (files created using other applications). NonPaperPort the application that was used to create the item; a non-PaperPort rectangular thumbnail and not an actual image.

Desktop. You can see PaperPort®

items include an icon that indicates

item is represented by a small

items

Destop View displays items as thumbnails

Page View displays a close-up of a single page and you can open a PaperPort

item by doubleclicking on it. As long as you have the appropriate application on your computer to display it, you can also double-click a non-PaperPort

item to

open it.

Page View displays each item as a full page

Organizing Your Items in Folders

PaperPort® has an easy-to-use filing system for organizing your items. The filing system consists of folders and items that you select to view in Desktop View. An item can be a PaperPort non-PaperPort

item:

■ Folders are arranged in a “tree” structure in the Folder View. You use this pane to select folders

and view their items in Desktop View.

■ You can simply drag and drop an item onto a folder. When the folder is highlighted, release the

mouse button and the item is stored in that folder.

■ Folders can be “nested”—that is, stored in other folders.

■ When you double-click a folder, its items (both PaperPort

MAX files and other files) appear

on the Desktop.

■ You can also use Windows

Explorer to manage the folders and items shown in Desktop View.

item or a

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Links to Many Other Applications

PaperPort® automatically recognizes many other applications on your computer and creates a “working link” to them. The Link Bar at the bottom of Desktop view shows icons of those linked applications. To use a link, drag an item onto one of the icons to start the application represented by the icon. This sample Link Bar shows several applications with links to PaperPort

If PaperPort manually create a link using the Create New Link command. (See PaperPort

does not automatically recognize one of the applications on your computer, you can

Help for more

information about creating new links.)

Using ScanSoft™ TextBridge® OCR (Converting Image Text to Text You Can Edit)

Software by: ScanSoft

ScanSoft™ TextBridge® OCR is automatically installed when you install PaperPort® on your computer.

PaperPort

can quickly convert the text on a PaperPort® item (which is really just a picture of the text) into text that you can edit with a word processing application. PaperPort character recognition application ScanSoft PaperPort

uses your application if it is already on your computer. You can convert the entire item, or by using the Copy As Text command, you can select only a portion of the text to convert.

Dragging an item onto a word-processing link icon starts PaperPort you can use your own OCR application.

™

TextBridge®, which comes with PaperPort®—OR—

’s built-in OCR application, or

uses the optical

Importing Items from Other Applications

In addition to scanning items, you can bring items into PaperPort® in a variety of ways and convert them to PaperPort

■ Print to the Desktop View from another application, such as Microsoft Excel.

■ Import files saved in other file formats, such as Windows

Format (TIFF).

(MAX) files in several different ways:

Bitmap (BMP) or Tag Image File

PRINTER/SCANNER

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Exporting Items in Other Formats

You can export or save PaperPort® items in several popular file formats. You can export formats BMP, PCX, DCX, JPG, TIF, PDF, PNG, FPX, HFX, or self-viewing. For example, you could create a file for an Internet Web site and export it as a JPEG file. Web pages often use JPEG files for displaying images.

Exporting an Image File

Select the Export command from the File pull-down menu in the PaperPort® window. The Export ‘XXXXX’ As dialog box will be displayed.

Select the drive and directory where you want to store the file.

Enter the new file name and choose the file type or select a name from the File Name text box. (You can scroll through the Directories and File Name listing for prompting.)

Select the OK button to save your file, or Cancel to return to the PaperPort® without saving it.

Scanning a Document

TWAIN COMPLIANT

The Brother MFC Software Suite includes a TWAIN compliant scanner driver. TWAIN drivers meet the standard universal protocol for communicating between scanners and software applications. This means that not only can you scan images directly into the PaperPort Brother included with the machine, but you can also scan images directly into hundreds of other software applications that support TWAIN scanning. These applications include popular programs like Adobe Photoshop, Adobe PageMaker, CorelDraw and many more.

viewer that

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Accessing the Scanner

To choose TWAIN_32 Brother MFL Pro Colour as your scanner driver, select it under the “ Select scanner”—OR—“Select source” option in your software.

From the PaperPort or Scan button. The Scanner Setup dialog box will appear:

window, select Acquire from the File drop-down menu or select the TWAIN

Scanning a Document into your PC

Insert the document face down in the ADF.

Adjust the following settings, if needed, in the Scanner Setup window:

◆ Resolution

◆ Scan Type (Black & White, Gray [Error Diffusion], True Grey, 256 Colour, 24 bit colour)

◆ Brightness

◆ Contrast

◆ Size

Select the Start button from the Scanner window.

PRINTER/SCANNER

Using ScanSoft™ PaperPort® for Brother and ScanSoft™ TextBridge

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Settings in the Scanner Window

Image

Resolution

Select the scanning resolution from the Resolution drop down list. Higher resolutions take more memory and transfer time, but can achieve a finer scanned image.

◆

100 x 100 dpi

◆

150 x 150 dpi

◆

200 x 200 dpi

◆

300 x 300 dpi

◆

400 x 400 dpi

◆

600 x 600 dpi

◆ 1200 x 1200 dpi (Black & White, Grey [Error Diffusion]. True Grey and 24-bit colour only)

◆ 2400 x 2400 dpi (Black & White, Grey [Error Diffusion]. True Grey and 24-bit colour only)

Scan Type

Black & White: Set the Scan Type to Black & White for text or line art. Grey Scale: For photographic images, set the Scan Type to Grey (Error Diffusion) or True Grey. Colours: Choose either 256 Colour, which scans up to 256 colours, 24 Bit colour which scans up to

16.8 million colours. Although using 24 Bit colour creates an image with the most accurate colours, the image file will be approximately three times larger than a file created with 256 Colour.

Brightness

Adjusting the brightness settings to obtain the best image. The Brother MFC Software Suite offers 100 brightness settings (-50 to 50). The default value is 0, representing an “average” setting.

You can set the brightness level by dragging the slidebar to the right to lighten the image or to the left to darken the image. You can also type a value in the box to set the settings.

If the scanned image is too light, set a lower brightness value and scan the document again. If the image is too dark, set a higher brightness value and scan the document again.

Contrast

The contrast setting is adjustable only when you have selected one of the Scan Type settings, but it is not available when Black & White is selected as the Scan Type.

Increasing the contrast level (by dragging the slidebar to the right) emphasizes dark and light areas of the Image, while decreasing the contrast level (by dragging the slidebar to the left) reveals more detail in grey areas. Instead of using the slidebar, you can type a value in the box to set the contrast.

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Custom

Size Set the Size to one of the following:

◆

Letter (8 1/2 x 11 inches)

◆

A4 (210 x 297 mm)

◆

Legal (8 1/2 x 14 inches)

◆

A5 (148 x 210 mm)

◆

B5 (182 x 257 mm)

◆

Executive (7 1/4 x 10 1/2 inches)

◆

Business Card (60 x 90 mm)

◆

Custom (User adjustable from 0.35 x 0.35 to 8.5 x 14 inches)

After you select a custom size, you can adjust the scanning area further by using the left mouse button to drag the dotted outline of the scanning area. This is required when you want to crop an image when scanning.

Business Card Size

To scan business cards, select the Business Card (60 x 90 mm) size setting and place the business card at the top centre of a carrier sheet.

Carrier sheets are available from your Dealer.

When scanning photographs or other images for use in a word processor or other graphics application, you should try different settings for the contrast, mode and resolution to see which settings best suit your needs.

Using ScanSoft™ PaperPort® for Brother and ScanSoft™ TextBridge

PRINTER/SCANNER

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PreScanning an Image

PreScanning allows you to scan an image quickly at a low resolution. A thumbnail version of the image will appear in the Scanning Area. This is only a preview of the image so you can see how it will look. The PreScan button is used to preview an image for cropping any unwanted portions from the image. When you are satisfied with the preview, select the Start button to scan the image.

Insert the document face down in the ADF.

In the TWAIN_32 Brother MFLPro Colour Setup dialog box, select the PreScan button: The entire document will be scanned into the PC and will appear in the Scanning Area of the

Scanner window.

You can crop the prescanned image

To crop a portion of the document to be scanned, drag any side or corner of the dotted outline in the Scanning Area with the left mouse button. Adjust the dotted outline until it surrounds only the portion of the document you wish to scan.

Insert the document face down in the ADF, again.

Adjust the settings for Resolution, Scan Type, Brightness, Contrast, and Size in the Scanner Setup window, as needed.

Select the Start button. This time only the selected area of the document will appear in the PaperPort

In the PaperPort® window, use the options available in the Markups pull-down menu and the Crop option in the Options pull-down menu to refine the image.

window.

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Setting Up and Using PC FAX

(For Windows® Only)

Introduction

This chapter outlines the basics of the Brother software, so you can get started using the MFC Software Suite. Detailed installation and setup instructions are in the Manuals section of the Brother CD-ROM that is included with the machine.

MFC Software Suite for the machine includes ScanSoft TextBridge

. (See Using ScanSoft

™

PaperPort® for Brother and ScanSoft™ TextBridge

™

PaperPort® for Brother and ScanSoft™

Brother Resource Manager

The Brother Resource Manager application must be running for you to use the machine with your Windows Manager, as needed. The Resource Manager allows the single bi-directional Parallel port on the machine to simulate a Communications port for faxing and scanning and to simulate a Parallel port for Windows

computer. MFC Software Suite and the Printer Driver automatically load the Resource

GDI printing.

MFC Remote Setup

The MFC Remote Setup application allows you to quickly set up the machine by taking advantage of the ease and speed of programming on your PC. When you access this application, the settings on the machine will be downloaded automatically to your PC and displayed on your computer screen. If you change the settings, you can upload them directly to the machine.

, page 79.)

This starts the process of uploading the data to the machine and exiting the remote setup program. If an error message is displayed enter the correct data again, then click OK.

Cancel

This exits the remote setup application without uploading the data to the machine.

Setting Up and Using PC FAX (For Windows

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PRINTER/SCANNER

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Apply

This uploads the data to the machine, but does not exit the remote setup application.

This command prints the selected items on the machine. You can not print the data until it is uploaded to the machine. Click Apply to upload the new data to the machine and click Print.

Export

This command saves the current configuration settings to a file.

Import

This command reads the settings from a file.

You can check the Ink Status in the Maintenance menu.

PC FAX Sending (For Windows® Only)

The Brother PC FAX feature allows you to use your PC to send a file. You can create a file in any application on your PC, and then send it as a PC FAX. You can even attach a cover page. All you have to do is set up the receiving parties as Members or Groups in your PC FAX Address Book. Then you can use the Address Book Search feature to quickly find them to address your fax.

Setting Up User Information

From the Start menu, select Programs, Brother, MFC Software Suite, and then select PC-FAX Setting.

You can also access the Brother PC-FAX Setup dialog box from the FAX Sending

dialog box by clicking . (See User interface, page 90.)

The Brother PC-FAX Setup dialog box will appear:

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Enter the required User information. This information is required to create the Fax Header and Cover Page.

To save the User Information, click OK.

Setting Up Sending

To access the Sending tab from the Brother PC-FAX Setup dialog box, click the Sending tab.

Outside line access

Enter the number needed to access an outside line. This is sometimes required by the local PBX telephone system.

Include header

To add header information to the top of the fax pages being sent, check the Header box.

PRINTER/SCANNER

Addressbook file

You can select different database files for use with the address book. You must enter the path and file name of the database file or use the Browse button to view the file system to select the file.

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User interface

Select the User Interface in the Sending tab. You have a choice of the Simple Style or the Facsimile Style.

Simple Style

Facsimile Style

Setting Up Speed Dial

Access the Speed Dial tab from the Brother PC-FAX Setup dialog box by clicking the Speed Dial tab. (To use the feature you must select the Facsimile Style user interface.)

You can register any address or group on one of the ten Speed Dial buttons.

To register an address on a Speed Dial location:

Click the Speed Dial location you want to program.

Click the address or group you wish to assign to the Speed Dial location.

Click the Add>> button to program the Speed Dial location.

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To clear a Speed Dial location:

Click the Speed Dial location you want to clear.

Click the Clear button.

The Address Book

From the Start menu, select Programs, Brother, MFC Software Suite, and then click Address Book.

The Brother Address Book dialog box will appear:

Setting Up a Member in the Address Book

In the Brother Address Book dialog box you can add, edit and delete stored information for members and groups.

In the Address Book dialog box, click the icon to add a member. The Brother Address Book Member Setup dialog box will appear:

PRINTER/SCANNER

In the Brother Address Book Member Setup dialog box, type the member’s information. Name and Fax are required fields. Click the OK button to save the member’s information.

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Setting Up a Group for Broadcasting

If you repeatedly send the same PC-FAX to multiple recipients, you can combine members into a Group.

In the Brother Address Book dialog box, click the icon to create a group. The Brother Address Book Group Setup dialog box appears:

Type the name of the new group in the Group Name field.

In the Available Names box, select each member to be included in the Group, and then click Add>>.

Members you add to the group will be listed in the Group Members box.

After all the members have been added, click OK.

Editing Member Information

To edit a Member or Group:

Select the Member or Group you want to edit.

Click the icon.

Edit the Member or Group information.

Click OK to save your changes.

Deleting a Member or Group

To delete a Member or Group:

Select the Member of Group you want to delete.

Click the icon.

Click OK when the Delete OK? dialog appears.

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Brother MFC-580 Owner Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

APPROVAL INFORMATION

Using This Manual

Finding Information

Symbols Used In This Manual

User-Friendly Programming

Alternating Displays

Table of Contents

Preparation and Simple Use Guide

Steps to prepare and use the machine simply

Advice for Preparation and Simple Use Guide

Choosing a Location

Inserting the lnk Cartridges

Connecting the Power Cord

Memory Storage

Multi-Line Connections (PABXs)

If you are installing the machine to work with a PABX:

Using Extension Telephones (For U.K. Only)

Connecting an External Telephone Answering Device (TAD)

Sequence

Connections

Outgoing Message (OGM) of External TAD

Connecting an External or Extension Telephone

Control Panel Overview

Menu Mode & Menu Selection Table

Setup

Initial Settings

Setting Paper Type

Setting the Date and Time

Setting the Station ID

Custom Settings

Volume Settings

Ring Volume

Beeper Volume

PABX and TRANSFER

Setting PABX

Setting the Clock Change

Power Save

Setting the Dialling Mode (Tone/Pulse) (Except for the Nordic Countries)

Storing Numbers for Easy Dialling

Storing Speed Dial Numbers

Changing Speed Dial Numbers

Sending a Fax

Scanning Adjustment

Contrast

Fax Resolution

Dialling a Number

Speed Dialling

Search

Chain Dialling

Manual and Automatic Fax Redial

Pause

Sending Operation

Automatic Transmission

Manual Transmission (With an External Telephone)

Colour Fax transmission

Dual Access (Not Available for Colour fax)

Real Time Transmission

Receiving a Fax

Receive Mode Settings

Select Receive Mode

To Select or Change Your Receive Mode

Setting the Ring Delay

Setting the F/T (Fax/Tel) Ring Time (Fax/Tel Mode Only)

Fax Detect (with an External or Extension Telephone)

Receiving a Fax

Printing a Reduced Incoming Document (Auto Reduction)

Reception into Memory (Not Available for Colour fax reception)

Printing a Fax from Memory

Telephone (Voice) Operation

Making Voice Calls with an External Telephone

Manual Dialling with an External Telephone

Search

Speed Dialling

Tone/Pulse (Except for the Nordic Countries)

Fax/Tel (F/T) Mode

Tel/R Key