Brother MFC-640CW User Guide

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.

vii

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

viii

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

+ 195 hidden pages

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