Brother MFC-640CW User Guide

Download

MFC-640CW

USER’S GUIDE

Version B

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-640CW

Serial Number:*

Date of Purchase:

Place of Purchase:

* The serial number is on the back of the unit. Retain this

User’s Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

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

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

■ may serve as confirmation of the purchase date of your

product should you lose your receipt;

■ may support an insurance claim by you in the event of

product loss covered by insurance; and,

■ will help us notify you of enhancements to your product and

special offers.

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

Brother numbers

IMPORTANT

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

Register your product

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

■ may serve as confirmation of the purchase date of your product

should you lose your receipt;

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

loss covered by insurance; and,

■

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

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

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

Frequently asked questions (FAQs)

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

from within that country.

http://solutions.brother.com

You can check here for Brother driver updates.

For Customer Service

In USA: 1-800-284-4329 (voice)

1-901-379-1215 (fax) 1-800-284-3238 (TTY service for the hearing-impaired)

In Canada: 1-877-BROTHER (voice)

(514) 685-4898 (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-800-284-4357.

Service Center Locations (Canada only)

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

Brother fax back system (USA only)

Brother has installed an easy-to-use fax back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week. You can use the system to receive faxed instructions and an Index of fax back subjects.

In USA only: 1-800-521-2846

Ordering accessories and supplies

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

In USA: 1-888-879-3232 (voice)

1-800-947-1445 (fax)

http://www.brothermall.com

In Canada: 1-877-BROTHER (voice)

Description Item

Ink Cartridge Standard <black> LC41BK (Prints up to approx. 500 pages) Ink Cartridge <cyan> (blue) LC41C (Prints up to approx. 400 pages) Ink Cartridge <magenta> (red) LC41M (Prints up to approx. 400 pages) Ink Cartridge <yellow> LC41Y (Prints up to approx. 400 pages) Premium Glossy Photo Paper

(Letter size / 20 sheets) Matte Inkjet Paper

(Letter size / 25 sheets) Inkjet Plain Paper

(Letter size / 250 sheets) Telephone Line Cord LG3077001 Telephone Handset LE5803018 Handset Curled Cord UL8019005 Power Protector for A/C Power

Telephone Line Surges and Voltage Spikes (2 outlets)

Power Protector for A/C Power Telephone Line Surges and Voltage Spikes (8 outlets)

User's Guide LP0410001 (English for USA and Canada)

BP60 GLL

BP60 ML

BP60 PL

QPD120

FX120

LP0410002 (French for Canada)

Notice - Disclaimer of Warranties

(USA and Canada)

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

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

Compilation and Publication Notice

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

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

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

iii

Brother® One Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

• This limited warranty ("warranty") is given only to the original end-use/retail purchaser (referred to in this warranty as "Original Purchaser") of the accompanying product, consumables and accessories (collectively referred to in this warranty as "this Product").

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

What is covered:

• This Product includes a Machine and Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to print heads, toner, drums, ink cartridges, print cartridges, refill ribbons, therma PLUS paper and thermal paper.

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

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

What is the length of the Warranty Periods:

• Machines: one year from the original purchase date.

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

What is NOT covered:

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

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

(3) Damage caused by another device or

software used with this Product (including

but not limited to damage resulting from use of non Brother®-brand parts and Consumable and Accessory Items);

(4) Consumable and Accessory Items that

expired in accordance with a rated life; and,

(5) Problems arising from other than defects

in materials or workmanship.

(6) Normal Periodic Maintenance Items,

such as Paper Feeding Kit, Fuser and Laser Units.

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

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

Report your issue to either our Customer Service Hotline at 1-800-284-4329 MFC and DCP and 1-800-276-7746 Printers, or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846.

What Brother will ask you to do: After contacting Brother or a Brother

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

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

What Brother will do:

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

if you first reported the problem

for Fax,

for

Brother® One Year Limited Warranty and Replacement Service

(USA only)

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

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

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

What happens when Brother elects to replace your Machine:

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

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

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

Limitations:

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

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

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

• This warranty gives you certain rights and you may also have other rights that may vary from state to state.

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

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

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship. This Limited Warranty does not include cleaning, consumables (including, without limitation, print cartridges, print head, toner and drum) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or from the use of supplies or consumable items that are non-Brother products. Operation of the MFC/Facsimile machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Facsimile machine must be delivered or shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service Center, together with your Proof of Purchase in the form of a Sales Receipt.

For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your User’s Guide for proper packaging.)

For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your print head resulting from packing without the ink cartridges will VOID your warranty. (Refer to your User’s Guide for proper packaging.)

BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

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

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

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

Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER. Internet support: support@brother.ca or browse Brother’s Web Site: www.brother.com

Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville Dollard-Des-Ormeaux, QC H9B 3H6

Safety precautions

To use the machine safely

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

WARNING

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

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

When moving the machine you must lift it from the base, by placing a hand at each side of the unit as shown in the illustration. Do not carry the machine by holding the scanner cover.

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

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

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WARNING

■ Use caution when installing or modifying telephone lines. Never

touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall jack. Never install telephone wiring during a lightning storm. Never install a telephone wall jack in a wet location.

■ This product must be installed near an AC power outlet that is

easily accessible. In case of emergencies, you must disconnect the power cord from the AC power outlet in order to shut off power completely.

■ To reduce the risk of shock or fire, use only a No. 26 AWG or

larger telecommunication line cord.

Caution

■ Lightning and power surges can damage this product! We

recommend that you use a quality surge protection device on the AC power line and on the telephone line, or unplug the cords during a lightning storm.

IMPORTANT SAFETY INSTRUCTIONS When using your telephone equipment, basic safety

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

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

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

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

4. Use only the power cord provided with the machine. SAVE THESE INSTRUCTIONS

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Choosing a location

Place your machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the machine near a telephone wall jack and a standard, AC power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C).

Caution

■ Avoid placing your machine in a high-traffic area.

■ Avoid placing your machine on the carpet.

■ 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 your machine to electrical outlets controlled by

wall switches or automatic timers.

■ Disruption of power can wipe out information in the machine’s

memory.

■ Do not connect your 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.

Quick Reference Guide

Sending faxes

Automatic Transmission

If it is not illuminated in green, press (Fax).

Load your document.

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

Press Black Start or

Color Start.

Storing numbers

Storing Speed-Dial numbers

Press Menu/Set, 2, 3, 1.

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

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

Menu/Set.

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

Menu/Set.

Press Stop/Exit.

Dialing operations

Making copies

Speed-Dialing

If it is not illuminated in green, press (Fax).

Load your document.

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

Press Black Start or

Color Start.

Using Search

If it is not illuminated in green, press (Fax).

Load your document.

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

Press or to search the memory.

Press Black Start or

Color Start.

Search/Speed Dial

▲

Press (Copy) to illuminate it in green.

Load your document.

Press Black Start or

Color Start.

How to access the complete User’s Guide

This User’s Guide does not contain all the information about the machine such as how to use the advanced features of the Printer and Scanner. When you are ready to learn detailed information about these operations, read the complete User’s Guide that is on the CD-ROM.

To view Documentation (For Windows®)

From the Start menu, select Brother, MFL Pro Suite MFC-640CW from the Programs Group, and then select User’s Guide.

—OR—

Turn on your PC. Insert the Brother CD-ROM labeled Windows® into your CD-ROM drive.

If the model name screen appears, click your model name.

If the language screen appears, click your language. The CD-ROM main menu will appear.

If this window does not appear, use Windows® Explorer to run the setup.exe program from the root directory of the Brother CD-ROM.

Click Documentation.

xii

Click the documentation you want to read.

■ Quick Setup Guide: Setup and Software Installation

Instructions

■ User’s Guide (3 manuals): User’s Guide for Stand-alone

operations, Software User’s Guide and Network User’s Guide

■ PaperPort

Users Guide: Document Management

Software

How to find Scanning instructions

There are several ways you can scan documents. You can find the instructions as follows:

Software User’s Guide:

■ Scanning on page 2-1

(For Windows Windows®XP)

■ ControlCenter2 on page 3-1

(For Windows Windows®XP)

■ Network Scanning on page 4-1

PaperPort

■ Instructions for scanning directly from ScanSoft

98/98SE/Me/2000 Professional and

User’s Guide

PaperPort

xiii

To view Documentation (For Macintosh®)

Turn on your Macintosh®. Insert the Brother CD-ROM labeled Macintosh® into your CD-ROM drive. The following window will appear.

(Mac OS® X)

Double-click the Documentation icon.

The select Language screen appears, double-click your language.

Click the documentation you want to read.

■ Quick Setup Guide: Setup and Software Installation

Instructions

■ User’s Guide (3 manuals): User’s Guide for stand-alone

operations, Software User’s guide and Network User’s Guide

How to find Scanning instructions

There are several ways you can scan documents. You can find the instructions as follows:

Software User’s Guide:

■ Scanning on page 9-1

(For Mac OS

■ ControlCenter2 (For Mac OS

■ Network Scanning (For Mac OS® X 10.2.4 or greater) on page 11-1

Presto!

■ Instructions for scanning directly from Presto!

xiv

PageManager® User’s Guide

(Click on the Help icon in Presto!® PageManager® to view the User’s Guide.)

9.1-9.2/Mac OS® X 10.2.4 or greater)

X 10.2.4 or greater) on page 10-1

PageManager

How to access Brother Support (For Windows®)

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

■ Click Brother Support on the main menu.

The following screen will appear:

■ To access our web site (www.brother.com), click Brother Home

Page.

■ To view all Brother Numbers, including Customer Service

numbers for the USA and Canada, click Support Information.

■ To access the USA Brother online shopping mall

(www.brothermall.com information, click Brother Mall.com.

■ For the latest news and product support information

(http://solutions.brother.com

■ To return to the main page, click Back—OR—If you have

finished, click Exit.

) for additional product and services

), click Brother Solutions Center.

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

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

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

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

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

Turning the machine on and off.................................. 1-4

On/Off Setting .............................................................1-5

Load documents ...............................................................1-6

Using the ADF (automatic document feeder) .............1-6

Using the scanner glass .............................................1-8

About paper ......................................................................1-9

Recommended Paper................................................. 1-9

Handling and using special paper.............................1-10

Paper type and size for each operation................1-11

Paper weight, thickness and capacity ..................1-12

Paper capacity of the output paper tray ...............1-12

Printable area .......................................................1-13

How to load paper, envelopes and post cards..........1-14

To load paper or other media ...............................1-14

To load envelopes ................................................ 1-16

To load post cards ................................................ 1-17

About fax machines ........................................................1-18

Custom features .......................................................1-18

Do you have Voice Mail on the phone line? .........1-18

Why should there be problems?...........................1-18

How can you avoid possible problems? ...............1-18

Fax tones and handshake ........................................ 1-19

ECM (Error Correction Mode)...................................1-20

xvi

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

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

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

Setting Tone and Pulse dialing mode.........................2-1

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

General Setup................................................................... 2-3

Setting the Mode Timer ..............................................2-3

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

Setting the Paper Size ...............................................2-4

Setting the Ring Volume .............................................2-5

Setting the Beeper Volume.........................................2-5

Setting the Speaker Volume....................................... 2-6

Setting the Handset Volume....................................... 2-7

Choosing the Handset Volume

(For Volume Amplify).............................................. 2-8

Setting Volume Amplify ............................................. 2-9

Turning on Automatic Daylight Savings Time........... 2-10

Setting the LCD Contrast.......................................... 2-10

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

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

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

Manual dialing ............................................................ 3-1

Speed-Dialing ............................................................. 3-2

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

Manual and automatic fax Redial ............................... 3-2

How to Fax ....................................................................... 3-3

Color fax transmission ................................................ 3-3

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

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

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

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

Sending a fax at the end of a conversation ................3-6

Out of Memory message ............................................ 3-6

Basic sending operations ................................................. 3-7

Sending faxes using multiple settings ........................ 3-7

Contrast...................................................................... 3-7

Fax Resolution............................................................ 3-8

Dual Access (Black & White only) .............................. 3-9

Real Time Transmission...........................................3-10

Checking job status .................................................. 3-11

Canceling a fax in progress...................................... 3-11

Canceling a waiting job............................................. 3-11

Advanced sending operations ........................................ 3-12

Broadcasting (Black & White only) ........................... 3-12

To Stop a Broadcast In Progress ............................. 3-13

Overseas Mode ........................................................ 3-13

Delayed Fax (Black & White only) ............................ 3-14

Setting up Polled Transmit (Black & White only) ..... 3-14

Delayed Batch Transmission (Black & White only) .. 3-15 Faxing A4 size documents from the scanner

glass ..................................................................... 3-15

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

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

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

xvii

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

Setting the Ring Delay................................................ 4-3

Setting Toll Saver (Msg Ctr mode) .............................4-4

Setting the F/T Ring Time (Fax/Tel mode only).......... 4-5

Setting the Fax/Tel Announcement ............................4-5

Easy Receive ............................................................. 4-6

Printing a reduced incoming fax

(Auto Reduction).....................................................4-7

Receiving a fax at the end of a conversation.............. 4-7

Printing a fax from the memory...................................4-7

Polling ........................................................................4-8

Setting up Polling Receive...................................... 4-8

Setting up Sequential Polling Receive.................... 4-8

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

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

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

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

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

Dialing options .................................................................. 5-5

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

Pause .........................................................................5-6

Tone or Pulse ............................................................. 5-6

Telephone (voice) operations ..........................................5-7

How to dial..................................................................5-7

Making a telephone call ..............................................5-7

Answering calls with the Speaker Phone....................5-8

Hold ............................................................................5-8

Remote Fax Options (Black & White only) .........................6-1

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

Programming your pager number............................... 6-2

Setting Fax Storage ....................................................6-3

Setting PC Fax Receive..............................................6-3

Changing your PC ..................................................6-4

Turning off Remote Fax Options.................................6-5

Changing Remote Fax Options ..................................6-5

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

Remote Retrieval .............................................................. 6-7

Using your Remote Access Code............................... 6-7

Remote commands.....................................................6-8

Retrieving fax messages ..........................................6-10

Changing your Fax Forwarding number ................... 6-10

xviii

Message Center ................................................................... 7-1

Message Center mode ..................................................... 7-1

Setting up the Message Center.................................. 7-1

Recording Message Center Outgoing Message......... 7-2

Listening to Outgoing Message (OGM) .................. 7-2

Erasing Outgoing Message (OGM) ........................ 7-3

Activating Message Center mode............................... 7-3

Message indicator ...................................................... 7-3

Playing voice messages.............................................7-4

Printing a fax message ............................................... 7-4

Erasing incoming messages....................................... 7-5

To erase voice messages individually .................... 7-5

To erase messages all at once .............................. 7-5

Setting Maximum Time for incoming messages......... 7-6

Setting Toll Saver ....................................................... 7-6

ICM Recording Monitor............................................... 7-6

Recording a conversation .......................................... 7-6

Record Fax/Tel Outgoing Announcement

(F/T OGM) .............................................................. 7-7

Printing reports .................................................................... 8-1

Fax settings and activity ................................................... 8-1

Customizing the Transmission Verification Report..... 8-1

Setting the Journal Period .......................................... 8-2

Printing reports ........................................................... 8-3

How to print a report ............................................... 8-3

Making copies ...................................................................... 9-1

Using the machine as a copier ......................................... 9-1

Enter Copy mode........................................................ 9-1

Making a single copy .................................................. 9-2

Making multiple copies ............................................... 9-2

Stop copying............................................................... 9-2

Using the Copy Options key ............................................ 9-3

Changing the temporary copy settings ....................... 9-4

Increasing copy speed or quality............................ 9-5

Enlarging or reducing the image copied ................. 9-6

Setting paper type .................................................. 9-7

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

Adjusting brightness ............................................... 9-8

Sorting copies using the ADF................................. 9-9

Making N in 1 copies or a poster

(Page Layout)................................................... 9-10

Changing the default copy settings ................................ 9-13

xix

Increasing copy speed or quality ..............................9-13

Adjusting brightness .................................................9-13

Adjusting contrast ..................................................... 9-13

Adjusting color saturation ......................................... 9-14

Out of Memory message ..........................................9-14

Legal limitations ..............................................................9-15

11 12

Walk-Up PhotoCapture Center™ .......................................10-1

Introduction .....................................................................10-1

PhotoCapture Center

Getting started ................................................................ 10-3

Printing the Index (Thumbnails)...................................... 10-5

Printing images ...............................................................10-6

DPOF printing ...........................................................10-8

Changing the default settings ...................................10-9

Increasing print speed or quality........................... 10-9

Setting the paper & size .......................................10-9

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

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

Color enhancement (True2Life

Cropping ............................................................. 10-11

Borderless .......................................................... 10-11

Scan to Card.................................................................10-12

Changing the default quality ................................... 10-13

Changing the default black & white file format........ 10-13

Changing the default color file format..................... 10-13

Understanding the Error Messages .............................. 10-14

Using PhotoCapture Center

Software and Network features ........................................ 11-1

Important information ........................................................12-1

Standard telephone and FCC Notices

These notices are in effect on models sold

and used in the United States only.......................12-1

Federal Communications Commission (FCC)

Declaration of Conformity (USA only)................... 12-3

Important .............................................................. 12-3

Industry Canada Compliance Statement

(Canada only) ....................................................... 12-4

LAN connection ........................................................12-4

International E

Statement .............................................................12-4

Important safety instructions.....................................12-5

Trademarks...............................................................12-7

NERGY STAR

™

requirements ................... 10-2

)........................ 10-10

™

from your computer .......10-14

Compliance

Troubleshooting and routine maintenance ..................... 13-1

Troubleshooting ............................................................. 13-1

Error messages ........................................................ 13-1

Document jams......................................................... 13-5

Document is jammed in the top of the ADF unit... 13-5

Document is jammed inside the ADF unit ............ 13-5

Printer jam or paper jam........................................... 13-6

Paper is jammed inside the paper tray ................. 13-6

Paper is jammed inside the machine ................... 13-7

If you are having difficulty with your machine ........... 13-9

Setting Dial Tone .................................................... 13-14

Compatibility ........................................................... 13-14

How to improve print quality ......................................... 13-15

Cleaning the print head .......................................... 13-15

Checking the print quality ....................................... 13-16

Checking the printing alignment ............................. 13-18

Checking the ink volume .............................................. 13-19

Packing and shipping the machine............................... 13-20

Routine maintenance.................................................... 13-23

Cleaning the scanner.............................................. 13-23

Cleaning the machine printer platen....................... 13-24

Cleaning the Paper Pick-up Roller ......................... 13-25

Replacing the ink cartridges ................................... 13-26

Uninstalling the handset and the handset cradle.... 13-30

Uninstalling the handset and handset cradle ..... 13-30

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

Setting up telephone services ..........................................A-1

Distinctive Ring...........................................................A-1

What does your telephone company’s

‘Distinctive Ring’ do? ..........................................A-1

What does Brother’s ‘Distinctive Ring’ do? ............A-2

Do you have Voice Mail?........................................A-2

Before you choose the ring pattern to register .......A-3

Registering the Distinctive Ring pattern .....................A-4

Turning off the Distinctive Ring ..............................A-4

Caller ID............................................................................A-5

Viewing Caller ID List .................................................A-6

Printing Caller ID List..................................................A-6

Advanced receiving operations ........................................A-7

Operation from extension telephones.........................A-7

For Fax/Tel mode when power key is On...................A-7

Fax/Tel mode when power key is Off .........................A-7

xxi

Using a cordless external handset............................. A-8

Changing the remote codes....................................... A-8

Connecting an external device to your machine.............. A-9

Connecting an external telephone............................. A-9

Connecting an external telephone answering

device (TAD).......................................................... A-9

Sequence .............................................................. A-9

Connections......................................................... A-11

Recording outgoing message (OGM) on

an external TAD............................................... A-11

Special line considerations ...................................... A-12

Roll over phone lines ........................................... A-12

Two-line phone system........................................ A-12

Converting telephone wall outlets........................ A-12

Installing machine, external two-line TAD

and two-line telephone .................................... A-13

Multi-line connections (PBX).................................... A-14

If you are installing the machine to work

with a PBX ....................................................... A-14

Custom features on your phone line........................ A-14

xxii

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

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

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

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

Menu keys ....................................................................... B-2

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

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

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

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

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

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

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

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

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

Print media....................................................................... S-2

Copy ................................................................................ S-3

PhotoCapture Center

Fax................................................................................... S-5

Scanner ........................................................................... S-6

Printer .............................................................................. S-7

Interfaces ......................................................................... S-7

™

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

Computer requirements ....................................................S-8

Consumable items............................................................S-9

Network (LAN) ................................................................S-10

14 15

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

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

xxiii

Introduction

Using this Guide

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

Finding information

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

Symbols used in this Guide

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

Bold Bold typeface identifies specific keys on the

machine control panel.

Italics Italicized typeface emphasizes an important point

or refers you to a related topic.

Courier New

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

Cautions specify procedures you must follow or avoid to prevent possible damage to the machine or other objects.

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

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

1 - 1 INTRODUCTION

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

Control panel overview

Message Center keys

MC On/Off

Lets you activate the Message Center and will blink if you have new messages.

Play/Record

Lets you listen to voice messages stored in memory. Also, lets you record telephone calls.

Erase

Lets you delete voice messages, all fax messages or all messages.

Telephone keys

Microphone

Picks up your voice when you speak to another party using Speaker Phone.

Speaker Phone

Lets you speak to another party without lifting the handset.

Redial/Pause

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

Hold

Lets you place telephone calls on hold.

Ink

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

Dial Pad

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

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

Mode keys:

PhotoCapture

Lets you access the PhotoCapture Center™ mode.

Copy

Lets you access Copy mode.

Fax

Lets you access Fax mode.

Scan

Lets you access Scan mode.

Copy Options

You can quickly and easily select temporary settings for copying.

INTRODUCTION 1 - 2

Fax Resolution

▲

Adjusts the resolution when you send a fax.

Black Start

Lets you start sending faxes or making copies in black & white.

Also lets you start a scanning operation (in color or black, depending on the scanning setting in the ControlCenter2 software).

Color Start

Lets you start sending faxes or making copies in full color.

Also lets you start a scanning operation (in color or mono, depending on the scanning setting in the ControlCenter2 software).

Stop/Exit

Stops an operation or exits from the menu.

On/Off

You can turn the machine on or off.

Menu keys:

Menu/Set

The same key is used for Menu and Set operations.

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

Volume keys

In fax mode, you can press these keys to adjust the volume.

▲ Search/Speed Dial

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

Press to scroll backward to a menu selection.

▲ or ▼ Press to scroll through the menus

and options.

LCD (liquid crystal display)

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

When the machine is connected to a wireless network a four level indicator on the right of your machine’s LCD shows the wireless signal strength.

oMax

1 - 3 INTRODUCTION

Turning the machine on and off

When the machine is idle, you can turn it on and off by pressing the

On/Off key. In Off mode, no machine operations will be available.

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

Turning the machine off

Press and hold down the On/Off key until the LCD shows:

The LCD light will go off.

Turning the machine on

Press and hold down the On/Off key until the LCD shows:

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

Even in Off mode, you can receive fax and telephone calls by customizing the On/Off key as explained on the next page. (See On/Off Setting on page 1-5.)

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

Shutting Down

Please Wait

INTRODUCTION 1 - 4

On/Off Setting

You can customize the machine’s On/Off key. The default setting is Fax Receive:Off. Your machine will not work when it is switched Off, but it will purge the ink head periodically. If you turn this setting to Fax Receive:On, you can receive faxes or calls even when the machine is switched Off. (See page 1-4.)

Press Menu/Set, 1, 6.

Press

▲ or ▼ to select On (or Off).

Press Menu/Set.

Press Stop/Exit.

On/Off Setting Receive Mode Available Operations

Fax Receive:Off

(default) Fax Receive:On Fax Only Fax Receive (automatically), Easy

Should be set before you switch off the machine.

Fax Receive automatically when external TAD is connected to the EXT jack of the

machine.

— No machine operations will be

MC:Msg Ctr Fax Receive (automatically), Recording

Fax/Tel Delayed Fax1, Easy Receive

Manual Fax Receive2 (automatically), Delayed

The external telephone is always available.

Turning the machine on and off on

General Setup

6.On/Off Setting

available.

Receive, Delayed Fax Options1, Remote Retrieval

■ You can answer calls by lifting the

handset.

of incoming messages, Easy Receive, Delayed Fax Remote Retrieval

■ You can answer calls by lifting the

handset.

■ You can answer calls by lifting the

handset.

, Easy Receive.

Fax

■ You can answer calls by lifting the

handset.

, Remote Fax Options1,

, Remote Fax

1 - 5 INTRODUCTION

Load documents

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

Using the ADF (automatic document feeder)

The ADF can hold up to 10 pages and feeds each sheet individually. Use standard (20 lb) paper and always fan the pages before putting them in the ADF.

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

DO NOT use cardboard, newspaper or fabric. (To fax, copy or scan this kind of document, see page 1-8.)

■ Make sure documents written with ink are completely dry.

■ Documents to be faxed must be from 5.8 to 8.5 inches

(147 to 216 mm) wide and 5.8 to 14 inches (147 to 356 mm) long.

Using the scanner glass on

INTRODUCTION 1 - 6

Fan the pages well. Make sure you put the documents face down, top edge first in the ADF until you feel them touch the

feed roller.

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

Unfold the ADF Document Output Support Flap.

ADF Document Output Support Flap

DO NOT pull on the document while it is feeding.

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

1 - 7 INTRODUCTION

Using the scanner glass

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

a time. Document (297 mm) long.

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

Lift the document cover.

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

Close the document cover.

can be up to 8.5 in. (216 mm) wide and 11.7 in.

Place documents face down on the Scanner Glass

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

INTRODUCTION 1 - 8

About paper

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

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

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

We recommend testing various paper types before purchasing large quantities.

For best results, use the recommended paper.

■ When you print on inkjet paper (coated paper),

transparencies and glossy paper, be sure to select the proper media in the “Basic” tab of the printer driver or in the Paper Type setting of the menu (Menu/Set, 1, 2).

■ When you print on Brother glossy paper, load the instruction

sheet included with the glossy paper in the paper tray first, and then place the glossy paper on the instruction sheet.

■ When you use transparencies or glossy paper, remove each

sheet immediately to prevent smudging or paper jams.

■ Avoid touching the printed surface of the paper immediately

after printing. The surface may not be completely dry and may stain your fingers.

Recommended Paper

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

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

Brother Paper

Paper Type Item

Letter Plain BP60PL Letter Glossy BP60GLL Letter Inkjet (Photo Matte) BP60ML

1 - 9 INTRODUCTION

Handling and using special paper

■ Store paper in its original packaging, and keep it sealed. Keep the

paper flat and away from moisture, direct sunlight and heat.

■ The coated side of glossy paper is shiny. Avoid touching the

shiny (coated) side. Load glossy paper with the shiny side facing down.

■ Avoid touching either side of transparencies because they

absorb water and perspiration easily, and this may cause decreased output quality. Transparencies designed for laser printers/copiers may stain your next document. Use only transparencies recommended for inkjet printing.

Do not use paper:

■ that is damaged, curled, wrinkled, or irregularly shaped

0.08 in. (2 mm) or longer

■ that is extremely shiny or highly textured

■ that was previously printed by a printer

■ that cannot be arranged uniformly when stacked

■ that is made with a short grain

INTRODUCTION 1 - 10

1 - 11 INTRODUCTION

Paper type and size for each operation

Paper Type Paper Size Usage

Fax Copy PhotoCapture Printer

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

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

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

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

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

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

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

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

Photo L 3 1/2" x 5" (89 x 127 mm) - - - Yes

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

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

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

Post Card 2 (Double)

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

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

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

Monarch 3 7/8" x 7 1/2" (98 x 191 mm) - - - Yes

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

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

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

5.8" x 7.9" (148 x 200 mm) - - - Yes

Paper weight, thickness and capacity

Paper Type Weight Thickness No. of sheets

Cut Paper Plain Paper 17 to 32 lb

(64 to 120 g/m2)

Inkjet Paper 17 to 53 lb

(64 to 200 g/m2)

Glossy Paper Up to 58 lb

(Up to 220 g/m2)

Cards Photo Card Up to 64 lb

(Up to 240 g/m2)

Index Card Up to 32 lb

(Up to 120 g/m2)

Post Card Up to 53 lb

(Up to 200 g/m2)

Envelopes 20 to 25 lb

(75 to 95 g/m2)

Transparencies - - 10

0.003" to 0.006" (0.08 to 0.15 mm)

0.003" to 0.01" (0.08 to 0.25 mm)

Up to 0.01" (Up to 0.25 mm)

Up to 0.28 mm (Up to 0.01")

Up to 0.006" (Up to 0.15 mm)

Up to 0.01" (Up to 0.23 mm)

Up to 0.02" (Up to 0.52 mm)

100*

* Up to 50 sheets for Legal size paper (20 lb) * Up to 100 sheets of 20 lb

Paper capacity of the output paper tray

Output Paper Tray

Up to 25 sheets of 20 lb (Letter)

■ Transparencies or glossy paper must be

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

■ Legal paper cannot be stacked on the output

paper tray.

INTRODUCTION 1 - 12

Printable area

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

EnvelopesCut Sheet Paper

■ unprintable area

1Top 2

Cut Sheet

Envelopes 0.47 in.

0.12 in. (3 mm) (0 in./0 mm)*

(12 mm)

Bottom

0.12 in. (3 mm)

(0 in./0 mm)*

0.94 in. (24 mm)

3Left 4Right

0.12 in. (3 mm)

(0 in./0 mm)*

0.12 in. (3 mm)

0.12 in. (3 mm) (0 in./0 mm)*

0.12 in. (3 mm)

*1 When you set the Borderless feature to On. Printable area depends on the Printer driver settings. The figures above are approximate and the printable area may

vary depending on the type of cut sheet paper you are using.

1 - 13 INTRODUCTION

How to load paper, envelopes and post cards

To load paper or other media

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

Output Paper Tray

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

Paper Side Guide

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

Paper Support

Paper Support Flap

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

INTRODUCTION 1 - 14

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

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

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

Maximum Paper Mark

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

paper.

■ Be careful that you do not push the paper in too far; it may

lift at the back of the tray and cause feed problems.

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

1 - 15 INTRODUCTION

To load envelopes

■ Use envelopes that weigh from 20-25 lb (75-95 g/m2).

■ Some envelopes require margin settings in the application. Make

sure you do a test print first.

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

DO NOT USE ENVELOPES:

■ that are of a baggy construction

■ that are embossed (have raised writing on them)

■ that have clasps on them

■ that are not sharply creased

■ that are preprinted on the inside

■ Glue ■ Rounded

flap

How to load envelopes

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

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

■ Double flap ■ Triangular

flap

INTRODUCTION 1 - 16

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

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

Open the envelope flap.

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

Adjust the size and margin in your application.

To load post cards

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

1 - 17 INTRODUCTION

About fax machines

Custom features

Do you have Voice Mail on the phone line?

If you have Voice Mail on the phone line where you will install your new machine,

machine may conflict with each other while receiving incoming calls

Why should there be problems?

Since both the machine and Voice Mail will pick up the call, after the number of rings you have set, each of them has the ability to keep the other from receiving calls.

For example, if your Voice Mail is set to answer after two rings and your machine is set to answer after four, your Voice Mail will stop your machine from receiving faxes.

If you set Voice Mail and the Brother machine to answer after the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the machine can pass the call back to the other after the call has been answered.

How can you avoid possible problems?

there is a strong possibility that Voice Mail and the

A very good way to avoid problems like the one mentioned,

a second phone number on your present phone line

Many people with Voice Mail choose an alternative service, which is called “Distinctive Ring”, and they are very satisfied with it.

Distinctive Ring on page A-1.)

(See Another way to avoid possible problems is to replace your Voice Mail

with an answering machine. Your Brother machine is designed to work with an answering machine or TAD (telephone answering device).

Connecting an external telephone answering device (TAD) on

(See page A-9.)

INTRODUCTION 1 - 18

is to get

Fax tones and handshake

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

Color Start and they will continue for about 60 seconds after

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

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

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

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

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

Stop/Exit.

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

1 - 19 INTRODUCTION

ECM (Error Correction Mode)

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

INTRODUCTION 1 - 20

Getting started

Initial Setup

Setting the Date and Time

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

Press Menu/Set, 0, 2.

Enter the last two digits of the year. Press Menu/Set.

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

Enter two digits for the day. Press Menu/Set. (For example, enter 06 for 6th.)

Enter the time in 24-Hour format. Press Menu/Set. (For example, enter 15:25 for 3:25 P.M.)

Press Stop/Exit. The LCD now shows the date and time whenever the machine

is in Fax mode.

Initial Setup

2.Date/Time

Setting Tone and Pulse dialing mode

Your machine comes set for Tone dialing service. If you have Pulse dialing service (rotary), you need to change the dialing mode.

Press Menu/Set, 0, 4.

Press

▲ or ▼ to select Pulse (or

Tone). Press

Press Stop/Exit.

2 - 1 GETTING STARTED

Menu/Set.

Initial Setup

4.Tone/Pulse

Setting the Station ID

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

Press Menu/Set, 0, 3.

Enter your fax number (up to 20 digits).

Press You cannot enter a hyphen. To enter a space press once

between numbers.

Use the dial pad to enter your name (up to 20 characters). (See

Press

Press Stop/Exit. If the Station ID has already been programmed, the LCD will ask

you to press 1 to make a change or 2 to exit without changing.

The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machine unless such messages clearly contain, in a margin at the top or bottom of each transmitted page, or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machines or such business, other entity or individual.

To program this information into your machine, see Setting the

Date and Time

Menu/Set.

Entering Text on page B-12.)

Menu/Set.

NOTICE (For USA)

on page 2-1 and Setting the Station ID on page 2-2.

Initial Setup

3.Station ID

▲

GETTING STARTED 2 - 2

General Setup

Setting the Mode Timer

The machine has four temporary mode keys on the control panel: PhotoCapture, Copy, Fax and Scan. You can change the number of seconds or minutes the machine takes after the last Copy, Scan or PhotoCapture operation before it returns to Fax mode. If you select Off, the machine stays in the mode you used last.

Press Menu/Set, 1, 1.

Press

▲ or ▼ to select

0 Sec, 30 Secs, 1 Min, 2 Mins, 5 Mins or Off.

Press Menu/Set.

Press Stop/Exit.

General Setup

1.Mode Timer

2 - 3 GETTING STARTED

Setting the Paper Type

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

Press Menu/Set, 1, 2.

Press

▲ or ▼ to select

Plain, Inkjet, Glossy or Transparency.

Press Menu/Set.

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 or glossy paper, remove each sheet immediately to prevent smudging or paper jams.

General Setup

2.Paper Type

Setting the Paper Size

You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 4" x 6" and three sizes for printing faxes: Letter, Legal and A4. When you change the type of paper you load in the machine, you will need to change the setting for Paper Size at the same time so your machine can fit an incoming fax on the page.

Press Menu/Set, 1, 3.

Press

▲ or ▼ to select

Letter, Legal, A4, A5 or 4"x6". Press

Press Stop/Exit.

Menu/Set.

General Setup

3.Paper Size

GETTING STARTED 2 - 4

Setting the Ring Volume

You can turn the ring Off or you can select the ring volume level.

Press Menu/Set, 1, 4, 1.

Press

▲ or ▼ to select

Low, Med, High or Off. Press Menu/Set.

Press Stop/Exit. —OR— You can adjust the ring volume when your machine is idle (not being

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

Volume

1.Ring

Setting the Beeper Volume

You can change the beeper volume. The default (factory) setting is Low. When the beeper is on, the machine will beep when you press a key, make a mistake or after you send or receive a fax.

Press Menu/Set, 1, 4, 2.

Press

▲ or ▼ to select your option.

(Low, Med, High or Off)

Press Menu/Set.

Press Stop/Exit.

2 - 5 GETTING STARTED

Volume

2.Beeper

Setting the Speaker Volume

You can adjust the speaker volume.

Press Menu/Set, 1, 4, 3.

Press

▲ or ▼ to select

Low, Med, High or Off. Press Menu/Set.

Press Stop/Exit. —OR— In Fax mode , you can adjust the speaker volume by pressing

Speaker Phone, and then selecting a speaker volume level.

Press or to adjust the volume level. The LCD 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.

■ You can adjust the speaker volume while you are listening to

your OGM (Outgoing Message) and ICMs (Incoming Messages).

■ If you turn Incoming Recording Monitor to OFF (

2, 7, 3) the Speaker for screening calls will be disabled and

you won’t hear callers leaving messages. The volume for other operations can still be controlled using or .

Volume

3.Speaker

Menu/Set,

GETTING STARTED 2 - 6

Setting the Handset Volume

Press Menu/Set, 1, 4, 4.

Press

▼ to select High or Low.

Press Menu/Set.

Press Stop/Exit. —OR— You can adjust the handset volume any time you are talking on

the telephone. There are two handset volume levels, Low and High. The default setting is Low.

Press or to adjust the volume level. The LCD shows the setting you are choosing. The new setting will remain until you change it again.

Volume

4.Handset

2 - 7 GETTING STARTED

Choosing the Handset Volume (For Volume Amplify)

Before you begin to use the machine, you must decide if you need to set the handset volume to Volume Amplify:On for a user who is hearing-impaired. The AMPLIFY volume level complies with FCC standards.

Volume Amplify:Off

This default setting is appropriate if hearing-impaired. During a conversation, users can press or on the control panel to adjust the volume to Low or High. When the handset is replaced, the handset volume will remain until you change it again.

Volume Amplify:On—Temporary This setting is appropriate if

During a conversation, users can press or on the control panel to adjust the volume to Low, High or Volume Amplify. When the handset is replaced, the handset volume returns to the default setting of Low.

Volume Amplify:On—Permanent Choose Volume Amplify:On—Permanent if all of the users are

hearing-impaired. During a conversation, users can press or on the control panel to adjust the volume to Low, High or Volume Amplify. When the handset is replaced, the handset volume returns to the default setting of Volume Amplify.

some of the users are hearing-impaired.

none of the users are

When you press or on the control panel to adjust the

volume, the LCD shows the setting you are choosing. Each key

press changes the volume to the next setting.

WARNING

It is important that you do NOT choose Permanent unless ALL the users are hearing-impaired. Otherwise, the default setting of

Volume Amplify may damage the hearing of some users.

GETTING STARTED 2 - 8

Setting Volume Amplify

Please carefully read before you do the following steps:

Press Menu/Set, 1, 4, 5.

If none of the users are hearing-impaired, press ▲ or ▼ to select Off, and then press Menu/Set and go to Step 4.

—OR— If

some or all of the users are hearing-impaired, select

On, and then press

If all the users are hearing-impaired, Permanent, and then press Menu/Set.

—OR— If only

Temporary, and then press

Press Stop/Exit.

some of the users are hearing-impaired, select

Choosing the Handset Volume on page 2-8

Volume

5.Volume Amplify

Menu/Set.

press

▲ or ▼ to select

Menu/Set.

2 - 9 GETTING STARTED

Turning on Automatic Daylight Savings Time

You can set the machine to change automatically for Daylight Savings Time. It will reset itself forward one hour in the Spring and backward one hour in the Fall. Make sure you have set the correct day and time in the Date/Time setting.

Press Menu/Set, 1, 5.

Press

▲ or ▼ to select On (or Off).

Press Menu/Set.

Press Stop/Exit.

General Setup

5.Auto Daylight

Setting the LCD Contrast

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

Press Menu/Set, 1, 7.

Press

▲ or ▼

Dark.

Press

Press Stop/Exit.

Menu/Set.

to select Light or

General Setup

7.LCD Contrast

GETTING STARTED 2 - 10

Setup Send

How to enter Fax mode

Before sending faxes, make sure (Fax) is illuminated in

green. If not, press (Fax) to enter Fax mode. The default setting is Fax.

How to dial

You can dial in any of the following different ways.

Manual dialing

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

3 - 1 SETUP SEND

Speed-Dialing

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

Storing Speed-Dial numbers on page 5-1.)

two-digit number

If the LCD shows Not Registered when you enter the

Speed-Dial number, a number has not been stored for it.

Search

You can search for names you have stored in the Speed-Dial memories. Press Search/Speed Dial and the menu keys to search.

Storing Speed-Dial numbers on page 5-1.)

(See

To search numerically

To search alphabetically*

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

Manual and automatic fax Redial

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

Redial/Pause, and then press Black Start or Color Start to try

again. If you want to make a second call to the last number dialed, you can save time by pressing Redial/Pause and Black Start or

Color Start. Redial/Pause only works if you dialed from the control panel.

If you are sending a fax automatically and the line is busy, the machine will automatically redial one time after five minutes.

SETUP SEND 3 - 2

How to Fax

Color fax transmission

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

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

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

Faxing from the ADF

Put the document face down in the ADF.

If it is not illuminated in green, press (Fax).

Load your document.

Dial the fax number.

Press Black Start or Color Start.

The machine starts scanning the document.

To cancel, press Stop/Exit.

If the memory is full, it will be sent in real time.

3 - 3 SETUP SEND

Faxing from the scanner glass

You can use the scanner glass to fax pages of a book or one page at a time. The documents can be up to letter size.

If it is not illuminated in green, press (Fax).

Load your document on the scanner glass.

Dial the fax number.

Press Black Start or Color Start.

■ If you press Black Start, the machine starts scanning the

first page.

■ If you press

To send a single page, press 2 (or

press Black Start again).

The machine starts sending the

document.

—OR—

To send more than one page, press

Place the next page on the scanner

glass.

Press

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

additional page.)

Menu/Set.

Color Start, the machine starts sending.

Next Page?

1.Yes 2.No(Dial)

1 and go to Step 5.

Set Next Page Then Press Set

To cancel, press Stop/Exit.

■ If the memory is full and you are faxing a single page, it will

be sent in real time.

■ You cannot send multiple pages for color faxes.

SETUP SEND 3 - 4

Automatic transmission

This is the easiest way to send a fax.

Do not pick up the handset or press Speaker Phone to listen for a dial tone.

If it is not illuminated in green, press (Fax).

Load your document.

Dial the fax number you want to call. (See How to dial on page 3-1.)

Press Black Start or Color Start.

Manual transmission

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

If it is not illuminated in green, press (Fax).

Load your document.

Pick up the handset of the machine and listen for a dial tone. —OR— Press

Dial the fax number you want to call.

When you hear the fax tone, press Black Start or Color Start.

If you picked up the handset replace it.

Speaker Phone and listen for a dial tone.

You cannot send multiple pages from the scanner glass.

3 - 5 SETUP SEND

Sending a fax at the end of a conversation

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

Ask the other party to wait for fax tones (beeps) and then to

press Start or Send key before hanging up.

If it is not illuminated in green, press (Fax).

Load your document.

Press Black Start or Color Start.

Out of Memory message

If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel the fax. If you get an Out of Memory message while scanning a subsequent page, you will have the option to press Black Start to send the pages scanned so far, or to press Stop/Exit to cancel the operation.

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

sent in real time.

SETUP SEND 3 - 6

Basic sending operations

Sending faxes using multiple settings

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

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

enter more settings:

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

—OR— Press

2 if you have finished choosing settings and go to the next

step.

Contrast

If your document is very light or very dark, you may want to change the contrast. For most documents the default setting Auto can be used. It automatically chooses the suitable contrast for your document.

Use Light to send a light document. Use Dark to send a dark document.

Other Settings

1.Yes 2.No

If it is not illuminated in green, press (Fax).

Load your document.

Press Menu/Set, 2, 2, 1.

Press

▲ or ▼ to select Auto, Light

or Dark. Press

3 - 7 SETUP SEND

Menu/Set.

Setup Send

1.Contrast

Fax Resolution

You can use the Fax Resolution key to change the setting temporarily (for this fax only). In Fax mode , press

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

press Menu/Set. —OR— You can change the default setting:

If it is not illuminated in green, press (Fax).

Load your document.

Press Menu/Set, 2, 2, 2.

Press

▲ or ▼ to select the resolution

you want.

Press

There are four levels of the resolution setting in monochrome

and two levels in color.

Monochrome

Standard Suitable for most typed documents. Fine Good for small print and transmits a little slower than

Menu/Set.

Standard resolution.

Setup Send

2.Fax Resolution

S.Fine Good for small print or artwork and transmits slower

than Fine resolution.

Photo Use when the document has varying shades of gray

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

Color

Standard Suitable for most typed documents. Fine Use when the document is a photograph. The

transmission time is slower than Standard resolution.

If you select S. Fine and Photo for color fax, the setting will be drawn back to Fine.

SETUP SEND 3 - 8

Dual Access (Black & White only)

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

Your machine normally uses Dual Access. However, to send a color fax, the machine will send the document in real time (even if Real Time TX is Off). The number of pages you can scan into the memory will vary depending on the data that is printed on them.

If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel scanning. If you get an Out of Memory message while scanning a subsequent page, you can press Black Start to send the pages scanned so far, or press Stop/Exit to cancel the operation.

3 - 9 SETUP SEND

Real Time Transmission

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

If the memory is full, the machine will send the document in real time (even if Real Time TX is set to Off).

Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can set Real Time TX to On for all documents or Next Fax Only.

Sending in real time for all faxes

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 2, 5.

Press ▲ or ▼ to select On (or Off).

Press Menu/Set.

Sending in real time for the next fax only

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 2, 5.

Press ▲ or ▼ to select Next Fax

Only.

Press

Press ▲ or ▼ to select On (or Off).

Press

Menu/Set.

Setup Send

5.Real Time Tx

Setup Send

5.Real Time Tx

■ In Real Time Transmission, the automatic redial feature

does not work when using the scanner glass.

■ If you are sending a color Fax, the machine will send it in real

time (even if Real Time TX is set to Off)

SETUP SEND 3 - 10

Checking job status

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

Press Menu/Set, 2, 6.

If you have more than one job waiting, press ▲ or ▼ to scroll through the list.

Press Stop/Exit.

Fax

6.Remaining Jobs

Canceling a fax in progress

If you want to cancel a fax, while the machine is scanning, dialing or sending it, press Stop/Exit.

Canceling a waiting job

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

Press Menu/Set, 2, 6. Any jobs that are waiting will appear

on the LCD.

If you have more than one job waiting, job you want to cancel.

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

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

Press Stop/Exit.

2 to exit without canceling.

Fax

6.Remaining Jobs

press

▲ or ▼ to select the

3 - 11 SETUP SEND

Advanced sending operations

Broadcasting (Black & White only)

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

Press

Search/Speed Dial to help you choose the numbers easily. (To set

up Group dial numbers, see page 5-3.)

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

Menu/Set between each of the numbers. Use

Setting up Groups for Broadcasting on

If it is not illuminated in green, press (Fax).

Load your document.

Enter a number using Speed-Dial, a Group number, Search or

manual dialing using the dial pad.

(Example: Group number)

When the LCD displays the fax number or name of the other

party, press Menu/Set.

You will be asked to enter the next number.

Enter the next number.

(Example: Speed-Dial number)

When the LCD displays the fax number or name of the other

party, press Menu/Set.

After you have entered all the fax numbers by repeating Step 5

and 6, go to Step 8 to start the broadcast.

Press Black Start.

SETUP SEND 3 - 12

■ If you did not use up any of the numbers for Groups, access

codes or credit card numbers, you can ‘broadcast’ faxes to as many as 130 different numbers.

■ The available memory will vary depending on the types of jobs in

the memory and the number of locations used for broadcasting. If you broadcast to the maximum numbers available, you will not be able to use Dual Access and Delayed fax.

■ Enter the long dialing sequence numbers as you would

normally, but remember that each and Speed-Dial number counts as one number, so the number of locations you can store becomes limited.

■ If the memory is full, press

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

Stop/Exit to stop the job or if

To Stop a Broadcast In Progress

Press Menu/Set, 2, 6. The LCD will display the fax number being dialed.

Press Menu/Set. The LCD will display:

Press 1 to Clear. The LCD will then display the Broadcast job number and 1.Clear

2.Exit.

To cancel the Broadcast, press 1.

Press Stop/Exit.

XXXXXXXXXX

1.Clear 2.Exit

Overseas Mode

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

If it is not illuminated in green, press (Fax).

Load your document.

Press Menu/Set, 2, 2, 7.

Press

▲ or ▼ to select On (or Off).

Press Menu/Set.

3 - 13 SETUP SEND

Setup Send

7.Overseas Mode

Delayed Fax (Black & White only)

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

If it is not illuminated in green, press (Fax).

Load your document.

Press Menu/Set, 2, 2, 3.

Press Menu/Set to accept the

displayed time.

—OR—

Enter the time you want the fax to be sent (in 24-hour format).

Press

(For example, enter 19:45 for 7:45 PM.)

The number of pages you can scan into the memory depends

on the amount of data that is printed on each page.

Menu/Set.

Setup Send

3.Delayed Fax

Setting up Polled Transmit (Black & White only)

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

If it is not illuminated in green, press (Fax).

Load your document.

Press Menu/Set, 2, 2, 6.

Press

▲ or ▼ to choose On (or Off).

Press Menu/Set.

The document will be stored in the machine’s memory and can

be retrieved from any other fax machine until you delete the fax

in memory by using the Canceling a Job menu setting.

Canceling a waiting job on page 3-11.)

(See

Setup Send

6.Polled TX

SETUP SEND 3 - 14

Delayed Batch Transmission (Black & White only)

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

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 2, 4.

Press

▲ or ▼ to select On (or Off).

Press Menu/Set.

Press Stop/Exit.

Setup Send

4.Batch TX

The document will be stored in the machine’s memory and can be retrieved from any other fax machine until you delete the fax from memory by using the Canceling a job menu setting.

Canceling a waiting job on page 3-11.)

(See

Faxing A4 size documents from the scanner glass

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

Press Menu/Set, 2, 2, 0.

Press

▲ or ▼ to select A4 (or Letter).

Press Menu/Set.

Press Stop/Exit.

3 - 15 SETUP SEND

Setup Receive

Basic receiving operations

Choosing the Receive Mode

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

mode

on page 7-1 to set up the MC:Msg Ctr mode.)

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel

(fax and telephone)

Manual

(manual receive)

(with Distinctive Ring)

MC:Msg Ctr The built-in digital

The machine automatically answers every call as a fax.

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

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

Message Center answers voice calls and automatically receives faxes.

For dedicated fax lines.

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

Use this mode if you do not receive many fax messages, have an external TAD connected to the machine, use Distinctive Ring, or if you are using a computer modem on the same phone line. If you answer and hear fax tones, wait until the machine takes over the call, then hang up. (See Easy Receive on page 4-6.) —OR— Make sure Easy Receive is set to On. (See Easy

Receive

on page 4-6.)

Use this mode to record voice messages in the machine’s memory. (For details, see

Center mode

on page 7-1.)

Message Center

Message

SETUP RECEIVE 4 - 1

To select or change your Receive Mode

If it is not illuminated in green, press (Fax).

Press Menu/Set, 0, 1.

Press

▲ or ▼ to select Fax Only,

Fax/Tel, or Manual. Press Menu/Set.

Press Stop/Exit.

Current Receive Mode

Fax : Fax Only F/T : Fax/Tel Mnl : Manual MC : Msg Ctr

If the Message Center Mode is On, it overrides your Receive Mode setting. The screen shows MC:Msg Ctr

Initial Setup

1.Receive Mode

Press and hold until it

lights.

OFF

4 - 2 SETUP RECEIVE

If the Message Center Mode is Off, the Receive Mode returns to your own setting. (See page 7-1.)

Message Center on

Setting the Ring Delay

The Ring Delay sets the number of times the machine rings before it answers in Fax Only, Fax/Tel and MC:Msg Ctr modes. If you have extension phones on the same line as the machine or subscribe to the telephone company’s Distinctive Ring service, keep the Ring Delay setting of 4.

(See

Easy Receive on page 4-6 see Operation from extension

telephones

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 1.

Press

Press Menu/Set.

Press

times the line rings before the machine answers (00-04).

Press Menu/Set.

(If you select 00, the line won’t ring at all.)

Press Stop/Exit.

Toll Saver must be Off to use the Ring Delay setting.

(See

on page A-7.)

▲ or ▼ to select Ring Delay.

▲ or ▼ to select how many

Setting Toll Saver (Msg Ctr mode) on page 4-4.)

Ring Delay Ring Delay

SETUP RECEIVE 4 - 3

Setting Toll Saver (Msg Ctr mode)

When you set the toll saver feature, the machine answers after four rings if you do not have voice or fax messages and after two rings if you do have voice or fax messages. This way, when you call the machine for remote retrieval and let it ring three times, you know you have no messages and can hang up to avoid a toll charge.

■ When Toll Saver is On, it overrides your Ring Delay setting.

(See

Setting the Ring Delay on page 4-3.)

■ The Toll Saver feature is available only when the Message

Center is set to On.

■ If you are using Distinctive Ring, do NOT use the Toll Saver

feature.

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 1.

Press

▲ or ▼ to select Toll Saver.

Press Menu/Set.

Press

▲ or ▼ to select On (or Off).

Press Menu/Set.

Press Stop/Exit.

Ring Delay Toll Saver

4 - 4 SETUP RECEIVE

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

If you set the Receive Mode to Fax/Tel, you’ll need to decide how long the machine will signal you with its special pseudo/double-ring when you have a

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

when power key is On

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 2.

Press

machine will ring to alert you that you

have a voice call (20, 30, 40 or 70 seconds).

Press Menu/Set.

Press Stop/Exit.

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

the machine will continue to ring for the set time.

voice call. (If it’s a fax call, the machine prints the fax.)

For Fax/Tel mode

on page A-7.)

Setup Receive

▲ or ▼ to select how long the

2.F/T Ring Time

Setting the Fax/Tel Announcement

For the Fax/Tel receive mode, you can set up the machine to play an outgoing announcement for callers when no one is there to answer calls. (See page 7-7.)

Record Fax/Tel Outgoing Announcement (F/T OGM) on

SETUP RECEIVE 4 - 5

Easy Receive

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

Color Start, or the Fax Receive Code 5 1 when you answer a fax

call and hear calling beeps. Just hold the handset and wait a few seconds. Selecting On allows the machine to receive fax calls automatically, even if you lift the machine’s handset or the handset of an extension or external phone. When you see Receiving on the LCD or when you hear “chirps” through the handset of an extension phone connected to another wall jack, just replace the handset and your machine will do the rest. Semi lets the machine receive the fax only if you’ve answered it at the machine.

■ If you’ve set the feature to On, but your machine does not

automatically connect a fax call when you lift an external or extension phone handset, press the Fax Receive code

51. At the machine, press Black Start or Color Start.

■ If you send faxes from a computer on the same phone line

and the machine intercepts them, set Easy Receive to Off.

■ Selecting Off means you’ll have to activate the machine

yourself by pressing machine. —OR— Press 51 on the external or extension phone if you are not at your machine. (See on page A-7.)

Black Start or Color Start on the

Operation from extension telephones

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 3.

Use

▲ or ▼ to select On (Semi or

Off).

Press Menu/Set.

Press Stop/Exit.

4 - 6 SETUP RECEIVE

Setup Receive

3.Easy Receive

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the machine automatically reduces an incoming fax to fit on one page of Letter, Legal or A4 size paper. The machine calculates the reduction ratio by using the page size of the document and your Paper Size setting (Menu/Set, 1, 3).

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 5.

Use

▲ or ▼ to select On (or Off).

Press Menu/Set.

Press Stop/Exit.

■ Turn on this setting if you receive faxes that are split onto two

pages. However, if the document is too long the machine may still print it on two pages.

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

Setup Receive

5.Auto Reduction

Receiving a fax at the end of a conversation

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

Ask the other party to place the document in their machine and

to press Start or Send key.

When you hear the other machine’s CNG tones (beeps), press

Black Start or Color Start.

If you picked up the handset, replace it.

Printing a fax from the memory

If you have selected Fax Forwarding, Paging or Fax Storage (Menu/Set, 2, 5, 1), you can still print a fax from the memory when you are at your machine. (See

Press Menu/Set, 2, 5, 3.

Press Black Start.

Setting Fax Storage on page 6-3.)

Remote Fax Opt

3.Print Fax

SETUP RECEIVE 4 - 7

Polling

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

Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls your 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.

Some fax machines do not respond to the Polling feature.

Setting up Polling Receive

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

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 6.

Enter the fax number you are polling.

Press Black Start or Color Start. The LCD shows Dialing.

Setup Receive

6.Polling RX

Setting up Sequential Polling Receive

Your machine can ask for faxes from several fax units in a single operation (Sequential Polling Receive). Afterwards, a Sequential Polling Report will be printed.

If it is not illuminated in green, press (Fax).

Press Menu/Set, 2, 1, 6.

Enter the fax machines you want to poll using Speed-Dial, a Group or the dial pad. You must press Menu/Set between each fax number.

Press Black Start or Color Start. Your machine will poll each number or Group number in turn to receive a fax.

4 - 8 SETUP RECEIVE

Setup Receive

6.Polling RX

Quick-Dial numbers and

dialing options

Storing numbers for easy dialing

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

If you lose electrical power, the quick-dial numbers that are in

the memory will not be lost.

Storing Speed-Dial numbers

You can store Speed-Dial numbers, so that when you dial you will only have to press a few keys (Search/Speed Dial, #, the two-digit number, and Black Start or Color Start). The machine can store 80 Speed-Dial numbers.

Press Menu/Set, 2, 3, 1.

Use the dial pad to enter a two-digit Speed-Dial location number

(01-80).

(For example, press 05.)

Press Menu/Set.

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

Press Menu/Set.

Use the dial pad to enter the name (up to 15 characters).

Press Menu/Set.

(You can use the chart on page B-12 to help you enter letters.)

—OR—

Press

Go to Step 2 to store another Speed-Dial number.

—OR—

Press

Menu/Set to store the number without a name.

Stop/Exit.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 1

Changing Speed-Dial numbers

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

Press 1 to change the stored number.

—OR— Press

How to change the stored number or name:

■ If you want to change a character, use or to position

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

2 to exit without making a change.

the cursor under the character you want to change, and then type over it.

Stop/Exit when the cursor is under the first digit or letter.

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

Enter a new number. Press Menu/Set.

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

05:Mike

1.Change 2.Exit

▲

5 - 2 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Setting up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only a few keys (Search/Speed Dial, #, the two-digit number, and Black Start). First, you’ll need to store each fax number as a Speed-Dial number. Then, you can combine them into a Group. Each Group uses up a Speed-Dial number. You can have up to six Groups, or you can assign up to 79 numbers to one large Group.

(See

Storing Speed-Dial numbers on page 5-1 and Broadcasting

(Black & White only)

Press Menu/Set, 2, 3, 2.

Use the dial pad to enter the

two-digit Speed-Dial number where

you want to store the Group.

Press Menu/Set.

(For example, press 07 and Menu/Set.)

Use the dial pad to enter the Group

number (1 to 6).

Press

(For example, press 1 for Group 1.)

Menu/Set.

on page 3-12.)

Set Quick-Dial

2.Setup Groups

Setup Groups Speed-Dial? #

Setup Groups Setup Group:G01

The Group number must be between 1 and 6.

To include Speed-Dial numbers in

the Group, press them as follows:

For example, for Speed-Dial

numbers 05 and 09. Press

Search/Speed Dial, 09

Press Menu/Set to accept the Speed-Dial numbers for this

Group.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 3

Search/Speed Dial

. The LCD shows:

Setup Groups G01:#05#09

, 05,

#05#09

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

Press Menu/Set. (For example, type NEW CLIENTS).

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

numbers will be marked in the GROUP column. (See

Printing reports on page 8-3.)

5 - 4 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Dialing options

For information on how to dial, see How to dial on page 3-1.

Access codes and credit card numbers

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

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

Search/Speed Dial, #02, and Black Start or Color Start, you

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

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

Search/Speed Dial, #03 and then press 7001 using the dialing

pad.

Storing Speed-Dial numbers on page 5-1.)

Search/Speed Dial, #03,

If you must wait for another dial tone or signal at any point in the

dialing sequence, store a pause in the number by pressing

Redial/Pause. Each key press adds a 3.5-second delay.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 5

Pause

Press Redial/Pause to insert a 3.5-second pause between numbers. If you are dialing overseas, you can press Redial/Pause as many times as needed to increase the length of the pause.

Tone or Pulse

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

Lift the handset.

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

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

5 - 6 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Telephone (voice) operations

You can use the machine to make voice telephone calls by dialing manually or by using Search or Speed-Dial memory. You can use the handset or Speaker Phone to make and receive calls.

When you dial a Quick-Dial number, the LCD shows the name you’ve stored, or if you haven’t stored a name, the fax number you’ve stored.

How to dial

See

How to dial on page 3-1.

Making a telephone call

Pick up the handset.

—OR—

Press

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

Speed-Dial and Search.

If you pressed Speaker Phone, speak clearly toward the

microphone .

To hang up, replace the handset.

—OR—

Press

Speaker Phone.

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 7

Answering calls with the Speaker Phone

When the machine rings, instead of lifting the handset, press

Speaker Phone. Speak clearly, toward the microphone . To end

the call, press Speaker Phone. If you have a bad telephone line connection, the other party might

hear your voice echoed during the call. Hang up and try the call again—OR—Pick up the handset.

Hold

Press Hold to put a call on Hold.

You can replace the handset without disconnecting the call.

Pick up the machine handset to release the call from Hold. Picking up an extension handset will not release the call from Hold.

5 - 8 QUICK-DIAL NUMBERS AND DIALING OPTIONS

Remote Fax Options

(Black & White only)

You can only use one remote fax option at a time:

Fax Forwarding—OR—Paging—OR—Fax Storage—OR—

PC FAX Receive—OR—Off.

You can change your selection at any time (

Turning off Remote Fax Options on page 6-5.)

(See

Setting up Fax Forwarding

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

Press Menu/Set, 2, 5, 1.

Press

▲ or ▼

Fax Forward.

Press Menu/Set.

The LCD will ask you to enter the fax number to which faxes will

be forwarded.

Enter the forwarding number (up to 20 digits).

Press Menu/Set.

Press ▲ or ▼

Press Menu/Set.

to select

to selec

t On

Off.

Menu/Set, 2, 5, 1).

Remote Fax Opt

1.Fwd/Page/Store

Fax Forward Backup Print:On

If you select Backup Print:On, the machine will also print the

fax at your machine so you will have a copy if there is a power

failure before it is forwarded or a problem at the receiving

machine.

Press Stop/Exit.

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 1

Programming your pager number

When Paging is selected, your machine dials the pager number you’ve programmed, and then dials your Personal Identification Number (PIN). This activates your pager so you will know that you have a voice or fax message in the memory.

Press Menu/Set, 2, 5, 1.

Press

▲ or ▼ to select Paging.

Enter your pager phone number followed by # # (up to 20 digits). Press Menu/Set.

Do not include the area code if it is the same as that of your machine. For example, press

If your pager needs a PIN, enter the PIN, press #, press

1 8 0 0 5 5 5 1 2 3 4 # #.

Redial/Pause, enter your fax number followed by ##.

Press Menu/Set. (For example, press 1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 5

6 7 8 9 # #)

—OR—

If you do not need a PIN, press Redial/Pause, enter your fax number followed by ##.

Press Menu/Set. (For example, press Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #)

Press Stop/Exit.

Remote Fax Opt

1.Fwd/Page/Store

■ You cannot change a Paging number or PIN remotely. If you

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

■ If you want to be paged for voice messages make sure you

pressed the MC On/Off key to turn the Message Center on.

6 - 2 REMOTE FAX OPTIONS (BLACK & WHITE ONLY)

Setting Fax Storage

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

Press Menu/Set, 2, 5, 1.

Press

▲ or ▼ to select

Fax Storage.

Press Menu/Set.

Press Stop/Exit.

■ If you have set Fax Storage, a backup copy of the received

fax will automatically be printed at the machine.

■ If Fax Storage is turned on when someone sends you a color

fax, it will be received into the memory in black & white.

Remote Fax Opt

Fwd/Page/Store

Setting PC Fax Receive

If you turn on the PC-Fax Receive feature your machine will store received faxes in memory and send them to your PC automatically. You can then use your PC to view and store these faxes.

Even if you have turned off your PC (at night or on the weekend, for example), your machine will receive and store your faxes in its memory. The LCD will show the number of stored faxes received, for example:

PC FAX Msg:001

When you start your PC and the PC-FAX Receiving software runs, your machine transfers your faxes to your PC automatically.

To transfer the received faxes to your PC you must have the PC-FAX Receiving software running on your PC. (For details, see (including when the PC is turned off) in the Software User’s Guide on the CD-ROM.)

If you select

Press Menu/Set, 2, 5, 1.

Press ▲ or ▼ to select PC Fax Receive.

Press Menu/Set.

Press ▲ or ▼ to select your PC you want to receive to.

Press Menu/Set.

Backup Print:On the machine will also print the fax.

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 3

PC-FAX receiving

Make sure that you run PC Fax Receiving. (See Running the PC-FAX receiving software on your PC in the Software User’s

Guide.)

Press ▲ or ▼ to select Backup Print:On or Backup Print:Off

Press

Press Stop/Exit.

■ PC Fax Receive is not supported in the Mac® OS.

■ Before you can set up PC Fax Receive you must install the

■ If you select Backup Print:On, the machine will also print

■ If you get an error message and the machine cannot print the

■ When someone sends you a color fax, it is received in black

Menu/Set.

MFL-Pro Suite software on your PC. Make sure your PC is connected and turned on. (For details See Brother PC-FAX software on page 6-1 in Software User’s Guide on the CD-ROM.)

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

faxes in memory, you can use this setting to transfer your faxes to your PC. (For details, see Error messages on page 13-1.)

& white by PC Fax Receive.

PC Fax Receive Backup Print:On

Changing your PC

Press Menu/Set, 2, 5, 1.

Press ▲ or ▼ to select PC Fax Receive. Press Menu/Set.

To change your PC, press 1.

Press ▲ or ▼ to select the PC you want to receive to.

Press

Press ▲ or ▼ to select Backup Print:On or Backup Print:Off

Press

Press Stop/Exit. Make sure that you run PC Fax Receiving. (See Running the

PC-FAX receiving software on your PC in the Software User’s Guide.)

6 - 4 REMOTE FAX OPTIONS (BLACK & WHITE ONLY)

Menu/Set.

xxxxxx

1.Change 2.Exit

PC Fax Receive Backup Print:On

Turning off Remote Fax Options

Press Menu/Set, 2, 5, 1.

Press ▲ or ▼ to select Off.

Press Menu/Set.

The LCD will give you options if there are received faxes still in your

machine’s memory. (See

Press Stop/Exit.

Changing Remote Fax Options

on page 6-5)

Changing Remote Fax Options

If received faxes are left in your machine’s memory when you change to another remote fax option, the LCD will ask you the following message:

Erase All Fax?

1.Yes 2.No

—OR—

Print All Fax?

1.Yes 2.No

■ If you press 1, faxes in the memory will be erased or printed

before the setting changes. If a backup copy has already been printed it will not be printed again.

■ If you press 2, faxes in the memory will not be erased or printed

and the setting will be unchanged.

If received faxes are left in the machine’s memory when you change to PC

Fax Receive from another remote fax option (Fax Forward Paging or Fax Storage), the LCD will ask you the following message:

Send Fax to PC?

1.Yes 2.No

■ If you press 1 and Backup Print is set to On, faxes in the

memory will be erased before the setting changes. If you press 1 and Backup Print is set to Off, faxes in the memory will be sent to your PC before the setting changes.

■ If you press

transferred to your PC and the setting will be unchanged.

2, faxes in the memory will not be erased or

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 5

Setting your Remote Access Code

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

Press Menu/Set, 2, 5, 2.

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

Press Menu/Set. (The preset ‘ ’ cannot be changed.) Do not use the same code which is set in your Fax Receive

Code ( 51) or Telephone Answer Code (#51). (See

Operation from extension telephones on page A-7.)

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

If you want to make your code inactive, press Stop/Exit in Step 2 to restore the inactive setting (--- ).

Remote Fax Opt

2.Remote Access

6 - 6 REMOTE FAX OPTIONS (BLACK & WHITE ONLY)

Remote Retrieval

You can call your machine from any touch tone telephone or fax machine, then use the Remote Access Code and remote commands to retrieve fax messages. Be sure to cut out the Remote Retrieval Access Card on the last page and keep it with you at all times.

Using your Remote Access Code

Dial your fax number from a telephone or another fax machine

using touch tone.

When your machine answers, immediately enter your Remote

Access Code (3 digits followed by ).

The machine signals if it has received messages:

1 long beep — Fax messages

2 long beeps — Voice messages

3 long beeps — Fax & Voice messages

No beeps — No messages

The machine gives two short beeps to tell you to enter a

command. The machine will hang up if you wait longer than 30

seconds to enter a command. The machine will beep three

times, if you enter an invalid command.

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

Hang up.

If your machine is set to Manual mode and you want to use the

remote retrieval features, you can access your machine by

waiting about 2 minutes after it starts ringing, and then entering

the Remote Access Code within 30 seconds.

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 7

Remote commands

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

Remote commands Operation details 91 Playing Voice Messages After one long beep, the machine plays the

ICM.

1 Repeat

or Skip Backward

2 Skip Forward While playing the ICM, you can skip to the

9 STOP Playing Stop playing the ICM.

93 Erase all ICM If you hear one long beep, the erase is

94 Play and Record OGM in

Memory

1 Play 1 Msg Ctr OGM The machine plays the selected OGM. You

2 F/T OGM

2 Record 1 Msg Ctr OGM After one long beep, you can record the

2 F/T OGM

Press 1 while listening to an ICM to repeat it. If you press 1 before a message, you will hear the previous message.

next message.

accepted. If you hear three short beeps, you cannot erase because all voice messages have not been played, or there are no voice message to erase.

*This code erases all recorded messages, not one at a time.

can stop playing OGMs by pressing 9.

selected OGM. You will hear the message played once. You can stop recording the message by pressing 9.

6 - 8 REMOTE FAX OPTIONS (BLACK & WHITE ONLY)

Remote commands Operation details

Change the Fax Forwarding, Paging or Fax Storage settings

1 OFF You can select Off after you have retrieved

or erased all your messages. 2 Fax Forwarding If you hear one long beep, the change has 3 Paging 4 Fax Forwarding number 6 Fax Storage

96 Retrieve a fax

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

3 Erase faxes from the

memory

97 Check the receiving status You can check whether your machine has

1 Fax 2 Voice

98 Change the Receive Mode If you hear one long beep, your change has

1 Msg Ctr 2 Fax/Tel 3 Fax Only

90 Exit Pressing 90 will allow you to exit Remote

been accepted. If you hear three short beeps,

you cannot change it because something has

not been set up (for example, perhaps a Fax

Forwarding or paging number had not been

registered). You can register your Fax

Forwarding number by entering 4. (See

Changing your Fax Forwarding number on

page 6-10.) Once you have registered the

number, Fax Forwarding will work.

You can select Off after you have retrieved

or erased all your messages.

receive stored fax message(s). (See page

6-10.)

If you hear one long beep, fax messages

have been erased from the memory.

received any fax or voice messages. If yes,

you will hear one long beep. If no, you will

hear three short beeps.

been accepted.

Retrieval. Wait for the long beep, then replace

the handset.

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 9

Retrieving fax messages

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

Dial your fax number.

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

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

962.

Wait for the long beep, and then use the dial pad to enter the number of the remote fax machine where you want your fax messages sent to followed by ## (up to 20 digits).

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

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

Changing your Fax Forwarding number

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

Dial your fax number.

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

When you hear two short beeps, use the dial pad to press 954.

Wait for the long beep, and then use the dial pad to enter the new number of the remote fax machine where you want your fax messages forwarded followed by ## (up to 20 digits).

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

Hang up after you hear your machine beep.

6 - 10 REMOTE FAX OPTIONS (BLACK & WHITE ONLY)

Message Center

Message Center mode

The Messages Center feature will store up to 99 incoming voice or fax messages. Messages are stored in the order in which they are received.

Voice messages can be up to 3 minutes in length, and can also be picked up remotely (see 6-7). The number of messages you can store will depend on how much memory is being used by other features (for example, delayed and stored faxes).

Setting up the Message Center

You must set up the Message Center in the following order:

Record Message Center Outgoing Message (Msg Ctr OGM).

Recording Message Center Outgoing Message on page

(See 7-2.)

Press and hold until it lights to activate the Message Center mode. (See

Message indicator on page 7-3.)

Activating Message Center mode on page 7-3 and

Using your Remote Access Code on page

MESSAGE CENTER 7 - 1

Recording Message Center Outgoing Message

Recording the Message Center Outgoing Message (Msg Ctr OGM) is the first step you need to follow before you can turn on the Message Center. Make sure your OGM is less than 20 seconds long.

Press Menu/Set, 2, 7, 1. The LCD prompts you to choose an

OGM.

Press

▲ or ▼ to select Msg Ctr OGM

(not F/T OGM). Press

This is the only setting you can select if you want to turn on the Message Center.

Press Press Menu/Set.

Pick up the handset to record a message. For example: Hello. We are unable to take your call at this time.

Please leave a message after the signal. If you wish to send a fax, please press button.

Replace the handset. The Message Center will play your OGM.

Press Stop/Exit.

Menu/Set.

▲ or ▼ to select Record OGM.

5 1, wait for fax tones, then press the Start

Setup Msg Ctr

1.OGM

OGM Msg Ctr OGM

Listening to Outgoing Message (OGM)

Press Menu/Set, 2, 7, 1.

Press

▲ or ▼ to select Msg Ctr OGM

(or F/T OGM). Press Menu/Set.

Press

▲ or ▼ to select Play OGM. Press Menu/Set. Adjust the volume by pressing Volume or .

Press Stop/Exit.

7 - 2 MESSAGE CENTER

Setup Msg Ctr

1.OGM

Erasing Outgoing Message (OGM)

Press Menu/Set, 2, 7, 1.

Press

▲ or ▼ to select Msg Ctr OGM

(or F/T OGM). Press Menu/Set.

Press

▲ or ▼ to select Erase OGM.

Press Menu/Set.

Press 1 to erase the OGM. —OR— Press

Press Stop/Exit.

2 to exit without erasing.

Activating Message Center mode

Press and hold until it lights and the LCD shows:

When light is out, the Message Center is OFF. (See

Setting up the Message Center on page 7-1.)

Message indicator

Setup Msg Ctr

1.OGM

MC:Msg Ctr

The light flashes when you have your review.

The LCD displays the total number of voice and fax messages stored in the Message Center memory.

Fax messages will be stored only when Fax Storage is turned on (Menu/Set, 2, 5, 1).

new voice messages waiting for

Voice:03 Fax:00

MESSAGE CENTER 7 - 3

Playing voice messages

Follow the steps below to listen to voice messages:

Press Play/Record. Adjust the Volume by pressin All messages are played in the order they were recorded. The

LCD shows the number of the current message, and the total number of messages.

If Caller ID information was received, the machine beeps during the message and displays the Caller ID information for one second.

During playback, the LCD shows the time and date the message was recorded.

Press (RWD) at the end of the message to repeat a message. Press # (FWD) to skip to the next message. You can press and # repeatedly until you reach the message you want to play.

Press Stop/Exit.

or .

Printing a fax message

Once you print a new fax message stored in memory, it is erased from the memory automatically.

Press Play/Record. After two seconds, the fax machine begins to play voice messages.

If the Fax Storage is on and there are fax messages in memory, the LCD shows:

To print the faxes, press 1. —OR— Press

7 - 4 MESSAGE CENTER

2 to exit without printing.

Print Fax

1.Yes 2.No

Brother MFC-640CW User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Brother numbers

Register your product

Frequently asked questions (FAQs)

For Customer Service

Brother fax back system (USA only)

Ordering accessories and supplies

Compilation and Publication Notice

Safety precautions

To use the machine safely

Choosing a location

Quick Reference Guide

Sending faxes

Storing numbers

Dialing operations

Making copies

How to access the complete User’s Guide

To view Documentation (For Windows®)

How to find Scanning instructions

To view Documentation (For Macintosh®)

How to find Scanning instructions

How to access Brother Support (For Windows®)

Table of Contents

Introduction

Using this Guide

Finding information

Symbols used in this Guide

Control panel overview

Turning the machine on and off

On/Off Setting

Load documents

Using the ADF (automatic document feeder)

Using the scanner glass

About paper

Recommended Paper

Handling and using special paper

Paper type and size for each operation

Paper weight, thickness and capacity

Paper capacity of the output paper tray

Printable area

How to load paper, envelopes and post cards

To load paper or other media

To load envelopes

To load post cards

About fax machines

Custom features

Do you have Voice Mail on the phone line?

Why should there be problems?

How can you avoid possible problems?

Fax tones and handshake

ECM (Error Correction Mode)

Getting started

Initial Setup

Setting the Date and Time

Setting Tone and Pulse dialing mode

Setting the Station ID

General Setup

Setting the Mode Timer

Setting the Paper Type

Setting the Paper Size

Setting the Ring Volume

Setting the Beeper Volume

Setting the Speaker Volume

Setting the Handset Volume

Choosing the Handset Volume (For Volume Amplify)

Setting Volume Amplify

Turning on Automatic Daylight Savings Time

Setting the LCD Contrast

Setup Send

How to enter Fax mode

How to dial

Manual dialing

Speed-Dialing

Search

Manual and automatic fax Redial

How to Fax

Color fax transmission