Brother MFC-580 Owner Manual

MFC-580

OWNER’S MANUAL

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.

i

ii

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

1

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

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

or

key to make a copy of the document.

Mono Copy

FAX: NO. & START

COPY: NO.& COPY

, page iii.)

iv

Table of Contents

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

v

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)

®

Only)

®

-Based Brother Control Centre

vi

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

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:

2

) paper when using the ADF.

Approx. 1.3 cm

Preparation and Simple Use Guide 1

• 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

1

Insert the document

2

Enter the fax number you want to call.

3

Mono Fax Start

Press

face down

.

in the ADF.

4 Making a single copy

1

Insert the document

2

Mono Copy

Press

face down

or

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

1

Insert the document

2

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

3

Mono Copy

Press

face down

3

,

.

Multiple copies are not available with colour copy.

in the ADF.

8

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.

2

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

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:

1

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.

2

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.

3

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

4

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

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

1

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

TADTAD

(Example for UK)

2

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

3

Record the outgoing message (see next page).

4

Set the TAD to answer calls.

5

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

6

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.

1

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

2

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.)

3

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

Control Panel Overview

2

1

3 4 5 6 8

7

Scan to

1

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

Ink

2

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

Colour Copy Keys:

3

(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.

13

4

5

6

7

12

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.

11

9

10

8

Navigation Keys:

8

Menu/Set

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

or

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.

or

Press to scroll through the menus and
options.

You can press these keys to adjust the ring
volume.

Start Keys:

9

Colour Fax Start

Starts sending a colour fax.

Mono Fax Start

Starts sending a black and white fax.

Fax Resolution

0

(For the Next Fax Only)

Sets the resolution when you send a fax.

Tel/R (Telephone/Recall)

A

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

B

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

C

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

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 9

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.

10

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)

Menu

Selections

—

——

——

2. BEEPER OFF

—

—

—

—

—

Options

to accept

PLAIN

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

HIGH

LOW

HIGH

LOW

ON

OFF

ON

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.

Allows you to change
the LCD language.

15

15

16

17

17

17

18

18

18

See
Quick
Setup
Guide

See
Quick
Setup
Guide

Preparation and Simple Use Guide 11

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

Main Menu

2. FAX 1. SETUP

Submenu

RECEIVE

2. SETUP
SEND

Menu

Selections

1. RING
DELAY

2. RECEIVE
MODE

3. F/T RING
TIME

4. FAX
DETECT

5. REMOTE
CODE

AUTO

6.
REDUCTIONONOFF

7.

MEM.RECEIVE

POLLING RX

8.

1. CONTRAST AUTO

FAX

2.

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

30

20

ON

OFF

ON
( 51, #51)

OFF

ON

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.

25

25

25

26

38

26

27

39

20

20

32

32

12

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

Menu

Selections

REAL TIME TX

5.

6. POLLED TX STANDARD

7. OVERSEAS
MODE

SPEED-DIAL

1.

2. SETUP
GROUPS

1. XMIT
REPORTONON+IMAGE

2. JOURNAL
PERIOD

1. FAX FWD ON

2. FAX
STORAGEONOFF

3. REMOTE
ACCESS

PRINT

4.
DOCUMENT

——

Options

NEXT FAX ONLY

OFF

ON

SECURE

ON

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).

23

41

32

19

34

30

30

42

42

43

27

34

Preparation and Simple Use Guide 13

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

Main Menu

2. FAX
(Continued)

3. COPY 1. QUALITY

TEST PRINT

4.

Submenu

0.

MISCELLANEOUS

2. COLOUR
ADJUST

3. CONTRAST

———

Menu

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:– +
R:– +

G:– +

G:– +

G:– +
G:– +

B:– +

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.

35

38

See
Danish
manual

included

on the

CD-ROM

51

51

51

51

51

121

14

1

Setup

Initial Settings

Setting Paper Type

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

1

Press Menu/Set, 1, 1.

2

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

3

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.

4

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.

1

Press Menu/Set, 1, 2.

2

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

3

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

4

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

5

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

6

Press Stop/Exit.

1.PAPER TYPE

BASIC FAX USE

Setup 15

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: [phone].

1

Press

Menu/Set

2

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

3

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

twice.

4

Press

Menu/Set

5

Press

Stop/Exit

,

1

,

3

.

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.

16

Chapter 1

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.

1

Press Menu/Set, 1, 4, 1.

2

Press or to select OFF, LOW, or HIGH.

3

Press Menu/Set when the screen displays your selection.

4

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.

1

Press Menu/Set, 1, 4, 2.

2

Press or to select your setting.

3

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

4

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.

1

Press Menu/Set, 1, 5.

2

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

3

Press Stop/Exit.

Setup 17

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.

1

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

2

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

Menu/Set.

3

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.

1

Press Menu/Set, 1, 7.

2

Press or to select ON (or OFF).

3

Press Menu/Set when the screen displays your selection.

4

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.

1

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

2

Use or to select the dialling mode.

3

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

4

Press Stop/Exit.

18 Chapter 1

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.)

1

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

2

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.

3

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

4

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.

5

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.

1

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

2

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

3

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

4

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

5

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

2

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.

1

Insert the document face down in the ADF.

2

Press Menu/Set, 2, 2, 1.

3

Use or to select AUTO, LIGHT, or DARK.

4

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

5

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.

6

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.

1

Press Menu/Set, 2, 2, 2.

2

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

3

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)

(black and white only)

Dialling a Number

Speed Dialling

1

Insert the document face down in the ADF.

2

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

3

Press Mono Fax Start.

Search

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

1

Insert the document face down in the ADF.

2

Press Search/Speed Dial.

3

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 .

4

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

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.

1

Insert the document face down in the ADF.

2

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

3

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.

1

Insert the document face down in the ADF.

2

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

3

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

4

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

5

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.

1

Insert the document face down in the ADF.

2

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

3

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