Brother MFC-6890CDW User Guide

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USER’S GUIDE

MFC-6890CDW

Version 0

UK/IRE/GEN/SAF

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-6890CDW

Serial Number:

Date of Purchase:

Place of Purchase:

The serial number is on the back of the unit. Retain this User's Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

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

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

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

should you lose your receipt; and

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

covered by insurance.

Approval Information and Compilation and Publication Notice

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

APPROVAL INFORMATION

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

Compilation and Publication Notice

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

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

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

EC Declaration of Conformity under the R & TTE Directive

Section I General

1 General Information 2

Using the documentation ....................................................................................... 2

Symbols and conventions used in the documentation .................................... 2

Accessing the Software User’s Guide and Network User’s Guide ........................3

Viewing Documentation ................................................................................... 3

Accessing Brother Support (For Windows

Control panel overview ..........................................................................................6

LCD screen indications....................................................................................8

Basic Operations ............................................................................................. 9

2 Loading paper and documents 10

Loading paper and other print media...................................................................10

Loading paper in paper tray #1......................................................................10

Loading paper in paper tray #2......................................................................13

Loading envelopes and postcards.................................................................16

Removing small printouts from the machine .................................................18

Printable area ................................................................................................19

Acceptable paper and other print media..............................................................20

Recommended print media ...........................................................................20

Handling and using print media..................................................................... 21

Choosing the right print media.......................................................................22

Loading documents ............................................................................................. 24

Using the ADF ............................................................................................... 24

Using the scanner glass ................................................................................ 25

Scannable area .............................................................................................26

) ......................................................... 5

3 General setup 27

Power Save mode ............................................................................................... 27

Putting your machine in Power Save mode................................................... 27

Bringing your machine out of Power Save mode .......................................... 27

Power Save setting........................................................................................27

Mode Timer.......................................................................................................... 28

Paper settings......................................................................................................29

Paper Size and Type.....................................................................................29

Tray use in Copy mode .................................................................................29

Tray use in Fax mode .................................................................................... 30

Secure Paper Feed mode for A3 size Short Grain Paper .............................30

Volume Settings................................................................................................... 31

Ring Volume .................................................................................................. 31

Beeper Volume..............................................................................................31

Speaker Volume............................................................................................31

Automatic Daylight Savings Time ........................................................................32

Sleep Mode ......................................................................................................... 32

iii

LCD screen..........................................................................................................33

LCD Contrast ................................................................................................. 33

Setting the backlight brightness.....................................................................33

Setting the Dim Timer for the backlight ........................................................33

4 Security features 34

Secure Function Lock ..........................................................................................34

Setting and changing the Administrator Password........................................34

Setting up and changing the Public user.......................................................35

Setting up and changing restricted users ......................................................36

Turning Secure Function Lock on/off.............................................................37

Switching users .............................................................................................38

Changing to the Public mode ........................................................................38

Reset all users ............................................................................................... 38

Section II Fax

5 Sending a Fax 40

Entering Fax mode ..............................................................................................40

Faxing from the ADF ....................................................................................40

Faxing from the scanner glass ......................................................................41

Setting the scanner glass size for faxing .......................................................41

Colour fax transmission ................................................................................. 42

How to preview an outgoing fax ....................................................................42

Cancelling a fax in progress .......................................................................... 42

Broadcasting (Monochrome only)........................................................................43

Cancelling a Broadcast in progress ...............................................................44

Additional sending operations..............................................................................44

Sending faxes using multiple settings ...........................................................44

Contrast ......................................................................................................... 45

Changing fax resolution.................................................................................45

Dual access (Monochrome only) ...................................................................46

Real time transmission .................................................................................. 46

Overseas Mode .............................................................................................46

Delayed Faxing (Monochrome only)..............................................................46

Delayed Batch Transmission (Monochrome only) .........................................47

Checking and cancelling waiting jobs............................................................47

Setting your changes as a new default..........................................................47

Restoring all fax settings to the factory settings ............................................ 48

Sending a fax manually .................................................................................48

Out of Memory message ...............................................................................48

6 Receiving a Fax 49

Receive modes....................................................................................................49

Choose the Receive Mode ..................................................................................49

Using receive modes ...........................................................................................50

Fax only ......................................................................................................... 50

Fax/Tel...........................................................................................................50

Manual...........................................................................................................50

External TAD ................................................................................................. 50

Receive mode settings ........................................................................................51

Ring Delay .....................................................................................................51

F/T Ring Time (Fax/Tel mode only)...............................................................51

Fax Detect ..................................................................................................... 52

Additional receiving operations............................................................................52

Printing a reduced incoming fax .................................................................... 52

Setting Receiving Priority .............................................................................. 53

Printing a fax from the memory ..................................................................... 54

Out of Paper Reception.................................................................................54

Memory Receive (Monochrome only)..................................................................54

Fax Forwarding.............................................................................................. 54

Fax Storage ................................................................................................... 55

PC Fax Receive............................................................................................. 56

Changing the destination PC.........................................................................57

Turning off Memory Receive Operations....................................................... 57

Changing Memory Receive Operations.........................................................58

Fax Preview (Monochrome only).........................................................................58

How to preview a received fax....................................................................... 58

Turning off Fax Preview.................................................................................60

Remote Retrieval ................................................................................................. 61

Setting a Remote Access Code..................................................................... 61

Using your Remote Access Code..................................................................61

Remote Fax commands ................................................................................62

Retrieving fax messages ...............................................................................63

Changing your Fax Forwarding number ........................................................63

7 Telephone and External devices 64

Voice operations..................................................................................................64

Tone or Pulse ................................................................................................ 64

Fax/Tel mode ................................................................................................64

Fax/Tel mode in Power Save condition.........................................................64

Telephone services..............................................................................................65

Caller ID (U.K. and Ireland only)....................................................................65

Setting the Telephone Line Type...................................................................66

BT Call Sign (U.K. only).................................................................................66

Connecting an external TAD (telephone answering device)................................67

Connections...................................................................................................68

Recording outgoing message (OGM) on an external TAD............................68

Multi-line connections (PBX) .........................................................................68

External and extension telephones......................................................................69

Connecting an external or extension telephone ............................................69

Operation from extension telephones............................................................69

Using extension telephones (U.K. only) ........................................................69

Using a cordless external telephone .............................................................70

Using remote codes.......................................................................................70

8 Dialling and storing numbers 72

How to Dial .......................................................................................................... 72

Manual dialling...............................................................................................72

One Touch Dialling ........................................................................................72

Speed Dialling ...............................................................................................72

Fax Redial .....................................................................................................72

Outgoing Call history .....................................................................................73

Caller ID history .............................................................................................73

Storing numbers ..................................................................................................74

Storing a pause .............................................................................................74

Storing One Touch Dial numbers .................................................................. 74

Storing One Touch numbers from Outgoing Calls.........................................75

Storing One Touch numbers from the Caller ID history.................................75

Storing Speed Dial numbers..........................................................................76

Storing Speed Dial numbers from Outgoing Calls.........................................77

Storing Speed Dial numbers from the Caller ID history.................................77

Changing or Deleting One Touch or Speed Dial names or numbers ............78

Setting up groups for broadcasting................................................................79

Combining Quick Dial numbers .....................................................................81

9Printing Reports 82

Fax reports...........................................................................................................82

Transmission Verification Report...................................................................82

Fax Journal (activity report) ...........................................................................82

Reports ................................................................................................................83

How to print a report ......................................................................................83

10 Polling 84

Polling overview................................................................................................... 84

Polling receive ..................................................................................................... 84

Setup to receive polling ................................................................................. 84

Setup to receive polling with secure code ..................................................... 84

Setup to receive delayed polling.................................................................... 85

Sequential polling (Monochrome only) ..........................................................85

Cancelling a Sequential Polling Job ..............................................................86

Polled transmit (Monochrome only).....................................................................86

Setup for polled transmit................................................................................86

Setup for polled transmit with secure code....................................................87

Section III Copy

11 Making copies 90

How to copy .........................................................................................................90

Entering Copy mode ...................................................................................... 90

Making a single copy ..................................................................................... 90

Making multiple copies .................................................................................. 91

Stop copying..................................................................................................91

Copy settings ....................................................................................................... 91

Changing copy speed and quality .................................................................91

Enlarging or reducing the image copied........................................................92

Making N in 1 copies or a poster (Page Layout) .......................................... 93

Sorting copies using the ADF ........................................................................94

Adjusting Brightness and Contrast ................................................................ 95

Paper Options................................................................................................95

Skew Adjustment........................................................................................... 96

Book Copy ..................................................................................................... 97

Watermark Copy............................................................................................ 97

Duplex (2-sided) copying (Tray #1 only)........................................................ 98

Setting your favourites.................................................................................100

‘Out of Memory’ message.................................................................................. 101

vii

Section IV Direct Photo Printing

12 Printing photos from a memory card or

USB Flash memory drive 104

PhotoCapture Center™ Operations................................................................... 104

Printing from a memory card or USB Flash memory drive without a PC.....104

Scanning to a memory card or USB Flash memory drive without a PC ......104

Using PhotoCapture Center™ from your computer.....................................104

Using a memory card or USB Flash memory drive .....................................104

Memory cards or USB Flash memory drive folder structure........................ 105

Getting started ...................................................................................................106

Entering PhotoCapture mode ......................................................................107

Print Images.......................................................................................................107

View Photos................................................................................................. 107

Print Index (Thumbnails) .............................................................................108

Printing Photos ............................................................................................109

Enhance Photos ..........................................................................................109

DPOF printing ..............................................................................................111

PhotoCapture Center™ print settings................................................................112

Print Speed and Quality...............................................................................113

Paper options ..............................................................................................113

Adjusting Brightness, Contrast and Colour..................................................114

Cropping ......................................................................................................116

Borderless printing.......................................................................................116

Date Print..................................................................................................... 116

Setting your changes as a new default........................................................117

Restoring all settings to the factory settings ................................................ 117

Scan to a memory card or USB Flash memory drive ........................................ 117

Entering Scan mode ....................................................................................117

How to scan to a memory card or USB Flash memory drive .......................118

Glass Scan Size .......................................................................................... 119

How to change the file name .......................................................................119

How to set a new default .............................................................................119

How to reset to factory settings ...................................................................119

Understanding the Error Messages ...................................................................120

13 Printing photos from a camera 121

Printing photos directly from a PictBridge camera.............................................121

PictBridge requirements ..............................................................................121

Setting your digital camera .......................................................................... 121

Printing Images............................................................................................122

DPOF printing ..............................................................................................122

Printing photos directly from a digital camera (without PictBridge)....................123

Printing Images............................................................................................123

Understanding the Error Messages ...................................................................124

viii

Section V Software

14 Software and Network features 126

Section VI Appendixes

A Safety and Legal 128

Choosing a location ........................................................................................... 128

To use the machine safely................................................................................. 129

Important safety instructions........................................................................134

IMPORTANT - For your safety .................................................................... 135

LAN connection ...........................................................................................135

Radio interference .......................................................................................135

EU Directive 2002/96/EC and EN50419......................................................136

EU Directive 2006/66/EC - Removing or Replacing the Battery..................136

International ENERGY STAR

Legal limitations for copying .............................................................................. 137

Trademarks........................................................................................................138

Compliance Statement ..............................136

B Troubleshooting and Routine Maintenance 139

Troubleshooting.................................................................................................139

If you are having difficulty with your machine .............................................. 139

Dial Tone detection......................................................................................146

Telephone line interference.........................................................................146

Error and Maintenance messages.....................................................................147

Error animations Display .............................................................................152

Transferring your faxes or Fax Journal report .............................................152

Document jam ............................................................................................ 153

Printer jam or paper jam..............................................................................154

Routine maintenance......................................................................................... 157

Replacing the ink cartridges ........................................................................157

Cleaning the outside of the machine ........................................................... 160

Cleaning the scanner glass .........................................................................161

Cleaning the machine’s printer platen .........................................................161

Cleaning the paper feed roller .....................................................................162

Cleaning the paper pick-up roller.................................................................163

Cleaning the print head ...............................................................................163

Checking the print quality ............................................................................164

Checking the print alignment .......................................................................165

Checking the ink volume ............................................................................. 165

Machine Information ..........................................................................................165

Checking the serial number .........................................................................165

Packing and shipping the machine....................................................................166

C Menu and Features 168

On-screen programming....................................................................................168

Menu table...................................................................................................168

Memory storage...........................................................................................168

Mode and menu keys ........................................................................................168

Menu table...................................................................................................169

Entering Text ...............................................................................................196

D Specifications 197

General .............................................................................................................. 197

Print media.........................................................................................................199

Fax.....................................................................................................................200

Copy .................................................................................................................. 202

PhotoCapture Center™ .....................................................................................203

PictBridge ..........................................................................................................204

Scanner .............................................................................................................205

Printer ................................................................................................................206

Interfaces ........................................................................................................... 207

Computer requirements .....................................................................................208

Consumable items ............................................................................................. 209

Network (LAN) ................................................................................................... 210

Wireless one-push configuration .................................................................211

E Glossary 212

FIndex 216

Section I

General I

General Information 2 Loading paper and documents 10 General setup 27 Security features 34

General Information 1

Using the documentation

Thank you for buying a Brother machine! Reading the documentation will help you make the most of your machine.

Symbols and conventions used in the documentation 1

The following symbols and conventions are used throughout the documentation.

Bold Bold typeface identifies specific

buttons on the machine’s control panel, or on the computer screen.

Italics Italicized typeface emphasizes

an important point or refers you to a related topic.

Warnings tell you what to do to prevent possible personal injury.

Cautions specify procedures you must follow or avoid to prevent possible minor or severe injuries.

Electrical Hazard icons alert you to possible electrical shock.

Importants 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 icons alert you to devices and operations that are not compatible with the machine.

Courier New

Text in Courier New font identifies messages on the LCD of the machine.

General Information

Accessing the Software User’s Guide and Network 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, Scanner, PC Fax and Network. When you are ready to learn detailed information about these operations, read the Software User’s Guide and Network User’s Guide that are on the CD-ROM.

Viewing Documentation 1

Viewing Documentation

(For Windows

To view the documentation, from the Start menu, point to Brother, MFC-XXXX (where XXXX is your model name) from the programs group, and then choose User’s Guides in HTML format.

If you have not installed the software, you can find the documentation by following the instructions below:

a Turn on your PC. Insert the Brother

CD-ROM into your CD-ROM drive.

b If the model name screen appears, click

your model name.

) 1

c If the language screen appears, click

your language. The CD-ROM main menu will appear.

Note

If this window does not appear, use

Windows program from the root directory of the Brother CD-ROM.

Explorer to run the start.exe

d Click Documentation. e Click the documentation you want to

read.

 HTML documents: Software

User’s Guide and Network User’s Guide in HTML format.

This format is recommended for viewing on your computer.

 PDF documents: User’s Guide for

stand-alone operations, Software

User’s Guide and Network User’s Guide in PDF format.

This format is recommended for printing the manuals. Click to go to the Brother Solutions Center, where you can view or download the PDF documents. (Internet access and PDF Reader software are required.)

Chapter 1

How to find Scanning instructions 1

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

Software User’s Guide

 Scanning

(For Windows

Windows

 ControlCenter3

(For Windows® 2000 Professional/

Windows

 Network Scanning

ScanSoft™ PaperPort™ 11SE with OCR How-to-Guides

 The complete ScanSoft™ PaperPort™

11SE with OCR How-to-Guides can be viewed from the Help selection in the ScanSoft™ PaperPort™ 11SE application.

2000 Professional/

XP and Windows Vista®)

Viewing Documentation

(For Macintosh

a Turn on your Macintosh

Brother CD-ROM into your CD-ROM drive. The following window will appear.

) 1

. Insert the

b Double-click the Documentation icon. c Double-click your language folder.

How to find Network setup instructions

Your machine can be connected to a wireless or wired network. You can find basic setup instructions in the Quick Setup Guide. If your wireless access point supports SecureEasySetup™, Wi-Fi Protected Setup™ or AOSS™, follow the steps in the Quick Setup Guide. For more information about network setup please see the Network User's Guide.

Software User's Guide and Network User's Guide in HTML format.

e Click the documentation you want to

read:

 Software User’s Guide

 Network User’s Guide

d Double-click top.html to view the

General Information

How to find Scanning instructions 1

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

Software User’s Guide

 Scanning

(For Mac OS

 ControlCenter2

(For Mac OS

 Network Scanning

(For Mac OS® X 10.2.4 or greater)

Presto! PageManager User’s Guide

 The complete Presto! PageManager

User’s Guide can be viewed from the Help selection in the Presto! PageManager application.

X 10.2.4 or greater)

Accessing Brother Support (For Windows

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

 Click Brother Support on the main menu.

The following screen will appear:

) 1

How to find Network setup instructions

 To access our website

(http://www.brother.com Home Page.

 For the latest news and product support

information (http://solutions.brother.com click Brother Solutions Center.

 To visit our website for original Brother

Supplies (http://www.brother.com/original/ Supplies Information.

 To access the Brother CreativeCenter

(http://www.brother.com/creativecenter/ for FREE photo projects and printable downloads, click Brother CreativeCenter.

 To return to the main page, click Back or

if you have finished, click Exit.

), click Brother

), click

)

Chapter 1

a v

Mem.

Control panel overview 1

27.01.2009

01.01.2009

06:11

1 Fax and telephone keys:

 Duplex Copy

Press this key to copy on both sides of the paper.

 Tel/R

This key is used to have a telephone conversation after picking up the external handset during the F/T pseudo-ring.

Also, when connected to a PBX, you can use this key to gain access to an outside line or to transfer a call to another extension.

 Redial/Pause

Redials the last 30 numbers called. It also inserts a pause when dialling.

2Dial Pad

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

This function transfers to the touchscreen during some operations.

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

3 Mode keys:

 Fax

 Scan

 Copy

 Photo Capture

4 Start keys:

 Colour Start

 Mono Start

New FaxNew Fax

History

Lets you access Fax mode.

Lets you access Scan mode.

Lets you access Copy mode.

Lets you access PhotoCapture Center™ mode.

Lets you start sending faxes or making copies in full colour. Also lets you start a scanning operation (in colour or mono, depending on the scanning setting in the ControlCenter software).

Lets you start sending faxes or making copies in monochrome. Also lets you start a scanning operation (in colour or mono depending on the scanning setting in the ControlCenter software).

0101

Pre

General Information

Mem.Mem.

New FaxNew Fax

5PowerSave

Lets you put the machine into Power Save mode.

Preview

0101

Fax

Phone Book

TAD

6 Stop/Exit

Stops an operation or exits from a menu.

7 LCD (liquid crystal display)

This is a Touchscreen LCD. You can access the menus and options by pressing buttons displayed on the screen.

Also, you can adjust the angle of the display by lifting it.

8 One Touch keys

These 3 keys give you instant access to 6 previously stored numbers.

Shift

To access One Touch numbers 4 to 6, hold down Shift as you press the One Touch key.

Also, if no number is assigned to the key, you can directly store a number by pressing the empty key.

Chapter 1

Mem.

06: 11

01. 0 1 . 2009

LCD screen indications 1

The LCD shows the current machine status when the machine is idle.

2111

Mem.

Phone Book

27.01.2009

01.01.2009

06:11

New FaxNew Fax

History

1 Wireless Status

A four level indicator shows the current wireless signal strength if you are using a wireless connection.

0Max

Preview

0101

Fax

TAD

568910 7

9 New Fax(es)

When Fax Preview is set to On, you can see how many new faxes you have received.

10 History

Lets you view a list of outgoing calls and the caller ID history.

Also, lets you fax or call the number you have chosen from the lists.

11 Warning icon

Appears when there is an error or maintenance message; press the Warning icon to view it,

and then press to return to the Ready screen.

Note

If you receive a fax containing multiple paper sizes (for example, a page of A4 data and a page of A3 data), the machine may create and store a file for each paper size. The LCD may show that more than one fax job has been received.

2 Memory Status

Lets you see the available memory in the machine.

3 Current Receive Mode

Lets you see the current receive mode.

 Fax (Fax only)

 F/T (Fax/Tel)

 TAD (External TAD)

 Mnl (Manual)

4 Ink indicator

Lets you see the available ink volume.

Also, lets you access the Ink menu.

5 Phone Book

Lets you set up your phone book of One Touch Dial, Speed Dial and Group numbers.

Also, you can search the phone book for the number you want to dial.

6MENU

Lets you access the main menu.

7 Faxes in memory

Shows how many received faxes are in the memory.

8 Fax Preview

Lets you preview received fax.

Basic Operations 1

ME N U

Ge n era l S e tu p

Sl e ep M ode

General Information

To operate the Touchscreen use your finger to press the MENU or option button directly on the LCD screen. To access more menus or options in a setting, press dc or ab to scroll through them.

The following steps show how to change a setting in the machine. In this example the Sleep mode setting is changed from 10 Mins to 5 Mins.

a Press MENU. b Press a or b to display

General Setup.

General Setup

Fax

Network

c Press General Setup. d Press a or b to display Sleep Mode.

General Setup

10 MinsSleep Mode

A3 - Short Grain

Function Lock

e Press Sleep Mode. f Press 5 Mins.

Sleep Mode

1 Min

3 Mins

10 Mins

2 Mins

5 Mins

g Press Stop/Exit.

Loading paper and documents 2

Loading paper and other print media

Note

• For Tray #2, see Loading paper in paper tray #2 on page 13.

• If the tray used for Fax mode is set to Auto Select you should open and close the scanner cover to reset the machine after refilling paper tray #1.

• When you load a different size of paper in Tray #1 or Tray #2, you will need to change the paper size setting in the machine at the same time. (See Paper Size and Type on page 29.)

Loading paper in paper tray #1 2

a If the paper support flap is open, close it,

and then close the paper support. Pull the paper tray completely out of the machine.

Note

• When you are using A3, Legal or Ledger size paper, press and hold the universal guide release button (1) as you slide out the front of the paper tray.

• If you are using A5 or smaller size paper, make sure that the paper tray is not extended.

b Open the paper tray cover (1).

Loading paper and documents

c With both hands, gently press and slide

the paper side guides (1) and then the paper length guide (2) to fit the paper size. Make sure that the triangular marks (3) on the paper side guides (1) and paper length guide (2) line up with the mark for the paper size you are using.

e Gently put the paper into the paper tray

print side down and top edge in first. Check that the paper is flat in the tray.

IMPORTANT

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.

d Fan the stack of paper well to avoid

paper jams and misfeeds.

IMPORTANT

f Gently adjust the paper side guides to

the paper with both hands. Make sure the paper side guides touch the sides of the paper.

Always make sure that the paper is not curled.

Chapter 2

g Close the paper tray cover.

Check that the paper is flat in the tray and below the maximum paper mark (1).

h Slowly push the paper tray completely

into the machine.

Note

If you are finished using A3, Ledger or Legal size paper and want to use a smaller paper size, take the paper out of the tray. Then shorten the tray by pressing the universal guide release button (1). Adjust the paper length guide (2) to fit the paper size you are going to use. Then put the paper into the tray.

CAUTION

DO NOT push Tray #1 into the machine too quickly. Doing this may cause injury to your hand by trapping it between Tray #1 and Tray #2. Please push Tray #1 slowly.

i While holding the paper tray in place,

pull out the paper support (1) until it clicks, and then unfold the paper support flap (2).

Loading paper and documents

Loading paper in paper tray #2 2

Note

You can only use plain paper sizes A3, A4, Ledger, Letter, Legal or Executive in Tray #2.

a Pull the paper tray completely out of the

machine.

c With both hands, gently press and slide

b Take off the paper tray cover (1).

Chapter 2

Note

If you are using A3, Ledger or Legal size paper, press and hold the universal guide release button (1) as you slide out the front of the paper tray.

d Fan the stack of paper well to avoid

paper jams and misfeeds.

e Gently put the paper into the paper tray

print side down and top edge in first. Check that the paper is flat in the tray and below the maximum paper mark (1).

f Gently adjust the paper side guides with

both hands to fit the paper stack. Make sure the paper side guides touch the sides of the paper.

IMPORTANT

Always make sure that the paper is not curled.

IMPORTANT

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.

Loading paper and documents

g Put on the paper tray cover.

h Slowly push the paper tray back into the

machine.

j Pull tray #1 out of the machine.

Press and hold the universal guide release button (1) as you slide out the front of the paper tray.

i Do one of the following:

 If you are using Ledger, Legal or A3

size paper, go to step j.

 If you are using Letter size paper, go

to step l.

k Open the paper tray cover and adjust

the paper length guide (1) for the paper.

Chapter 2

l Close the paper tray cover and slowly

push the paper tray into the machine. Pull out the paper support (1) until it clicks and unfold the paper support flap (2).

Note

Loading envelopes and postcards 2

About envelopes 2

 Use envelopes that weigh between 80 to

95 g/m

 Some envelopes need margin settings to

be set in the application. Make sure you do a test print first before printing many envelopes.

IMPORTANT

DO NOT use any of the following types of envelopes, as they will cause paper feed problems:

• That are of a baggy construction.

• That are embossed (have raised writing on them).

• That have clasps or staples.

• That are pre-printed on the inside.

Glue Double flap

Occasionally you may experience paper feed problems caused by the thickness, size and flap shape of the envelopes you are using.

Loading paper and documents

Loading envelopes and postcards in tray #1

a Before loading, press the corners and

sides of envelopes or postcards to make them as flat as possible.

IMPORTANT

If envelopes or postcards are ‘doublefeeding’, put one envelope or postcard in the paper tray at a time.

b Put envelopes or postcards in the paper

tray with the address side down and the leading edge (top of the envelopes) in first. We recommend you load one extra envelope or postcard. With both hands, gently press and slide the paper side guides (1) and paper length guide (2) to fit the size of the envelopes or postcards.

Chapter 2

If you have problems printing on envelopes with the flap on the short edge, try the following:

a Open the envelope flap. b Make sure the flap is to the back edge of

the envelope when printing.

c Adjust the size and margin in your

application.

Removing small printouts from the machine 2

When the machine ejects small paper onto the output paper tray you may not be able to reach it. Make sure printing has finished, and then pull the tray completely out of the machine.

Loading paper and documents

Printable area 2

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. The machine can print in the shaded areas of cut sheet paper when the Borderless print feature is available and turned on.

(See Printing for Windows on the CD-ROM.)

Cut Sheet Paper Envelopes

or Printing and Faxing for Macintosh® in the Software User's Guide

Top (1) Bottom (2) Left (3) Right (4)

Cut Sheet 3mm 3mm 3mm 3mm

Envelopes 12 mm 24 mm 3 mm 3 mm

Note

The Borderless feature is not available for envelopes.

Chapter 2

Acceptable paper and other print media

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 have 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 buying large quantities.

For best results, use Brother paper.

 When you print on inkjet paper (coated

paper), transparencies and photo paper, be sure to choose the correct print media in the ‘Basic’ tab of the printer driver or in the Paper Type setting of the menu. (See Paper Size and Type on page 29.)

Recommended print media 2

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

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

We recommend using ‘3M Transparency Film’ when you print on transparencies.

Brother paper

Paper Type Item

A3 Plain BP60PA3

A3 Glossy Photo BP71GA3

A3 Inkjet (Matte) BP60MA3

A4 Plain BP60PA

A4 Glossy Photo BP71GA4

A4 Inkjet (Matte) BP60MA

10 × 15 cm Glossy Photo BP71GP

 When you print on Brother Photo paper,

load one extra sheet of the same photo paper in the paper tray. An extra sheet has been included in the paper package for this purpose.

 When you use transparencies or photo

paper, remove each sheet at once 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.

Loading paper and documents

Handling and using print media 2

 Store paper in its original packaging, and

keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat.

 Avoid touching the shiny (coated) side of

photo paper. Load photo 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.

 You can only print on both sides of the

paper with PC printing. (See Printing for

Windows on the CD-ROM.)

in the Software User’s Guide

Paper capacity of the output paper tray

Up to 50 sheets of 80 g/m2 A4 paper.

 Transparencies and photo paper must be

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

IMPORTANT

DO NOT use the following kinds of paper:

• Damaged, curled, wrinkled, or irregularly shaped paper

1 2 mm or greater

• Extremely shiny or highly textured paper

• Paper that cannot be arranged uniformly when stacked

Chapter 2

Choosing the right print media 2

Paper type and size for each operation 2

Paper Type Paper Size Usage

Fax Copy Photo

Capture

Cut Sheet Ledger 279.4 × 431.8 mm (11 × 17 in.) Yes Yes Yes Yes

Letter

A4 210 × 297 mm (8.3 × 11.7 in.) Yes Yes Yes Yes

Legal

Executive

JIS B4

JIS B5

Cards Photo

Photo L

Photo 2L

Index Card

PostCard 1

297

× 420 mm (11.7 × 16.5 in.)

× 279.4 mm (8 1/2 × 11 in.)

215.9

× 355.6 mm (8 1/2 × 14 in.)

× 267 mm (7 1/4 × 10 1/2 in.)

184

× 364 mm (10.1 × 14.3 in.)

257

182

× 257 mm (7.2 × 10.1 in.)

× 210 mm (5.8 × 8.3 in.)

148

× 148 mm (4.1 × 5.8 in.)

105

× 15 cm (4 × 6 in.)

× 127 mm (3 1/2 × 5 in.)

× 18 cm (5 × 7 in.)

127

× 203 mm (5 × 8 in.)

100 × 148 mm (3.9 × 5.8 in.)

Yes Yes Yes Yes

Yes Yes – Yes

––– Yes

– Yes – Yes

––– Yes

– Yes Yes Yes

––– Yes

––YesYes

––– Yes

Printer

PostCard 2 (Double)

Envelopes C5

Envelope

DL Envelope

COM-10

Monarch

JE4 Envelope

Transparencies

Letter 215.9 × 279.4 mm (8 1/2 × 11 in.) – Yes – Yes

A4 210 × 297 mm (8.3 × 11.7 in.) – Yes – Yes

Legal

× 200 mm (5.8 × 7.9 in.)

148

162

× 229 mm (6.4 × 9 in.)

110

× 220 mm (4.3 × 8.7 in.)

× 241 mm (4 1/8 × 9 1/2 in.)

105

× 191 mm (3 7/8 × 7 1/2 in.)

× 235 mm (4.1 × 9.3 in.)

105

215.9

× 355.6 mm (8 1/2 × 14 in.)

× 210 mm (5.8 × 8.3 in.)

148

––– Yes

– Yes – Yes

Loading paper and documents

Paper weight, thickness and capacity 2

Paper Type Weight Thickness No. of

sheets

Cut Sheet

Plain Paper

(Tray #2) Plain Paper

Inkjet Paper

64 to 120 g/m

64 to 105 g/m

64 to 200 g/m

0.08 to 0.15 mm

0.08 to 0.25 mm 20

100

250

Glossy Paper

Cards Photo Card

Index Card

PostCard

Envelopes

Up to 220 g/m

Up to 120 g/m

Up to 200 g/m

75 to 95 g/m

Up to 0.25 mm

Up to 0.15 mm 30

Up to 0.25 mm 30

Up to 0.52 mm 10

Transparencies – – 10

Up to 100 sheets of 80 g/m2 paper.

Up to 250 sheets of 80 g/m2 paper.

BP71 260 g/m2 paper is especially designed for Brother inkjet machines.

Chapter 2

Loading documents 2

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

Using the ADF 2

The ADF can hold up to 50 pages and feeds each sheet individually. Use standard

80 g/m before putting them in the ADF.

Recommended environment 2

Temperature: 20°C to 30°C

Humidity: 50% to 70%

Paper:

Document Sizes Supported 2

paper and always fan the pages

80 g/m

How to load documents 2

IMPORTANT

• DO NOT pull on the document while it is feeding.

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

• DO NOT use cardboard, newspaper or fabric.

Make sure documents written with ink are completely dry.

a Unfold the ADF Document Support (1)

and the ADF Document Output Support Flap (2).

Length: 148 to 431.8 mm

Width: 148 to 297 mm

Weight:

64 to 90 g/m

b Fan the pages well. c Adjust the paper guides (1) to fit the

width of your documents.

Loading paper and documents

d Place your documents, face up, top

edge first in the ADF until you feel them

touch the feed roller.

Note

Insert A4/Letter documents short-edge first.

How to load documents 2

Note

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

a Lift the document cover. b Using the document guidelines on the

left and top, place the document face down in the upper left corner of the scanner glass.

IMPORTANT

DO NOT leave thick documents on the scanner glass. If you do this, the ADF may jam.

Using the scanner glass 2

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

Document Sizes Supported 2

Length: Up to 431.8 mm

Width: Up to 297 mm

Weight: Up to 2 kg

c Close the document cover.

IMPORTANT

If you are scanning a book or thick document, DO NOT slam the cover down or press on it.

Chapter 2

Scannable area 2

The scannable area depends on the settings in the application you are using. The figures below show the unscannable area.

Usage Document

Size

Fax Ledger 3 mm 3.7 mm

A3 3 mm 4.5 mm

Letter 3 mm 4 mm

A4 3 mm (Scanner

Legal 3 mm 4 mm

Copy All paper

sizes

Scan All paper

sizes

Top (1) Bottom (2)

3mm 3mm

Left (3) Right (4)

Glass) 3mm

(ADF) 1mm

General setup 3

Power Save mode 3

To maintain print quality, prolong print head life, and provide the best ink cartridge economy, you should keep your machine connected to the power at all times.

You can put the machine into Power Save mode by pressing the Power Save key. You can still receive telephone calls in Power Save mode. For further information on receiving faxes in the Power Save condition, please see the table on page 28. The delayed faxes that have been set up will be sent. You can even retrieve faxes using Remote Retrieval if you are away from your machine. If you want to do other operations, you must take the machine out of Power Save mode.

Note

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

Putting your machine in Power Save mode 3

Bringing your machine out of Power Save mode 3

a Press the Power Save key.

The LCD shows the date and time.

Note

• Even if you have put the machine into Power Save mode, it will periodically clean the print head to preserve print quality.

• You can customize Power Save mode so that, apart from automatic head cleaning, no machine operations are available. (See Power Save setting on page 27.)

Power Save setting 3

You can customize the machine's Power Save key. The factory setting is Fax Receive:On. Your machine can receive faxes or calls even when the machine is in Power Save mode. If you do not want your machine to receive faxes or calls, turn this setting to Fax Receive:Off.

a Press and hold down the Power Save

key until the LCD shows Shutting Down. The LCD will stay on for a few seconds before going off.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

P.Save Setting.

e Press P.Save Setting. f Press Fax Receive:Off (or

Fax Receive:On).

Chapter 3

g Press Stop/Exit.

On/Off setting

Fax Receive:

(factory setting)

Fax Receive: Off

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

You cannot receive a fax automatically if you have set the receive mode to Fax/Tel.

Set before you switch off the machine.

Receive mode

Fax Only

External TAD

Manual

Fax/Tel

—No machine

Available operations

Fax Receive Fax Detect

Delayed Fax

Fax Forward

Fax Storage3

Fax Preview

PC Fax Receive

Remote Retrieval

Fax Detect

Delayed Fax

operations will be available other than cleaning the print head.

Mode Timer 3

The machine has four temporary mode keys on the control panel: Fax, Scan, Copy and Photo Capture. You can change the amount

of time the machine takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode. If you choose Off, the machine stays in the mode you used last.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Mode Timer. e Press Mode Timer. f Press 0 Sec, 30 Secs, 1 Min,

2 Mins, 5 Mins or Off.

g Press Stop/Exit.

General setup

Paper settings 3

Paper Size and Type 3

When you load a different size of paper in Tray #1 or Tray #2, you will need to change the paper size setting in the machine at the same time.

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

You can use seven sizes of paper for printing copies: A3, A4, A5, 10 × 15 cm (4 × 6 in.), Ledger, Letter and Legal and five sizes for printing faxes: A3, A4, Ledger, Letter and Legal.

a Press MENU. b Press a or b to display

General Setup.

IMPORTANT

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

Tray use in Copy mode 3

You can change the default tray the machine will use for printing copies.

To change the default setting follow the instructions below:

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Tray Setting. e Press Tray Setting. f Press Tray#1 or Tray#2.

g Do one of the following:

 If you chose Tray#1, press d or c to

display the paper size options, and press A4, A5, A3, 10x15cm, Letter, Legal or Ledger.

Press the paper type:

Plain Paper, Inkjet Paper, Brother BP71, Other Glossy or Transparency.

 If you chose Tray#2, press A4, A3,

Letter, Legal or Ledger.

h Press Stop/Exit.

c Press General Setup. d Press a or b to display Tray Setting. e Press Tray Setting. f Press a or b to display

Tray Use:Copy.

g Press Tray Use:Copy. h Press Tray#1 or Tray#2. i Press Stop/Exit.

Note

You can change the paper size and tray selection temporarily for the next copy. (See Paper Options on page 95.)

Note

You can only use plain paper and paper sizes A3, A4, Ledger, Letter or Legal in Tray #2.

Chapter 3

Tray use in Fax mode 3

You can change the default tray the machine will use for printing received faxes.

Auto Select will allow your machine to take paper from Tray #1 first, or from Tray #2 if:

 Tray #1 is out of paper.

 Tray #2 is set to a different paper size that

is more suitable for the received faxes.

 Both trays are using the same size paper

and Tray #1 is not set to use plain paper.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup.

Secure Paper Feed mode for A3 size Short Grain Paper 3

If your prints have horizontal lines when using A3 paper, your paper may be long grain paper. Set A3 - Short Grain to Off to avoid this problem.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

A3 - Short Grain.

e Press A3 - Short Grain. f Press Off.

d Press a or b to display Tray Setting. e Press Tray Setting. f Press a or b to display Tray Use:Fax. g Press Tray Use:Fax. h Press Tray#1, Tray#2 or

Auto Select.

i Press Stop/Exit.

g Press Stop/Exit.

Note

• If you are not sure about the type of paper you are using, consult the paper packaging or manufacturer for paper specifications.

• Printing will be slower when using the A3 - Short Grain setting On.

General setup

Volume Settings 3

Ring Volume 3

You can choose a range of ring volume levels, from High to Off. The machine will keep your new default setting until you change it.

Setting the Ring Volume from the menu

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume.

Beeper Volume 3

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.

You can choose a range of volume levels, from High to Off.

a Press MENU.

b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume. e Press Volume. f Press Beeper. g Press Low, Med, High or Off.

e Press Volume. f Press Ring. g Press Low, Med, High or Off. h Press Stop/Exit.

h Press Stop/Exit.

Speaker Volume 3

You can choose a range of speaker volume levels, from High to Off.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Volume. e Press Volume. f Press Speaker. g Press Low, Med, High or Off. h Press Stop/Exit.

Chapter 3

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 Autumn. Make sure you have set the correct date and time in the Date&Time setting.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Auto Daylight.

e Press Auto Daylight. f Press Off (or On). g Press Stop/Exit.

Sleep Mode 3

You can choose how long the machine will remain idle (from 1 to 60 minutes) before it goes into sleep mode. The timer will restart if any operation is carried out on the machine.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Sleep Mode. e Press Sleep Mode. f Press 1 Min, 2 Mins, 3 Mins,

5 Mins, 10 Mins, 30 Mins or 60 Mins, which is the length of time the

machine is idle before entering sleep mode.

g Press Stop/Exit.

General setup

LCD screen 3

LCD Contrast 3

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

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press LCD Contrast. g Press Light, Med or Dark.

Setting the Dim Timer for the backlight 3

You can set how long the LCD backlight stays on after you go back to the Ready screen.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press Dim Timer. g Press 10 Secs, 20 Secs, 30 Secs or

Off.

h Press Stop/Exit.

Setting the backlight brightness 3

If you are having difficulty reading the LCD, try changing the brightness setting.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press Backlight. g Press Light, Med or Dark. h Press Stop/Exit.

Security features 4

Secure Function Lock 4

Secure Function Lock lets you restrict public access to certain machine functions (Fax,

Copy, Scan, Print1 and PCC). This feature also prevents users from changing the default settings of the machine by limiting access to the menu settings.

Before using the security features you must first enter an administrator password.

Access to restricted operations can be enabled by creating a restricted user. Restricted users must enter a user password to use the machine.

Make a careful note of your restricted user password. If you forget it, please call your Brother dealer for service.

Print includes PC-Fax Send as well as all print jobs.

Setting and changing the Administrator Password 4

Setting the password 4

The password you set in these steps is for the administrator. This password is used to set up users and to turn Secure Function Lock on or off. (See Setting up and changing

restricted users on page 36 and Turning Secure Function Lock on/off on page 37.)

Note

Make a careful note of the administrator password. If you enter the wrong password, the LCD will show Wrong Password. Re-enter the correct password. If you forget it, please call your Brother dealer for service.

Note

• Only administrators can set limitations and make changes for each user.

• When Print is disabled, PC print jobs will be lost without notification.

• If Fax Tx is disabled, you cannot use any functions in the Fax menu. (Fax Tx: Fax Transmit; Fax Rx: Fax Receive)

• Polling Receive is enabled only when both Fax Tx and Fax Rx are enabled.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock. f Enter a four-digit number for the

password using the buttons on the LCD. Press OK.

g Re-enter the password when the LCD

shows Verify:. Press OK.

h Press Stop/Exit.

Security features

Changing the password 4

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock. f Press Set Password. g Enter the registered four-digit password

using the buttons on the LCD. Press OK.

h Enter a four-digit number for the new

password using the buttons on the LCD. Press OK.

i When the LCD shows Verify:,

re-enter the new password using the buttons on the LCD. Press OK.

j Press Stop/Exit.

Setting up and changing the Public user 4

g Enter the four-digit administrator

password using the buttons on the LCD. Press OK.

h Press a or b to display Public. i Press Public. j Do one of the following:

 To set up the Public user, press

Enable or Disable for each operation, as follows: Press Fax Tx. Then press Enable or Disable. After you have set

Fax Tx, repeat these steps for Fax Rx, Copy(Color), Copy(B&W), Scan, Print and PCC.

 To change the Public user setting,

press a or b to display the setting you want to change. Press the setting and press Enable or Disable. Repeat this step until you finish changing settings.

Note

If you disable PC Print and PhotoCapture printing (PCC) for Public users it will also disable those functions for all restricted users.

k Press Stop/Exit.

You can set up one Public user. Public users do not need to enter a password.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock. f Press Setup User.

Chapter 4

Setting up and changing restricted users 4

Setting up restricted users 4

You can set up users with restrictions and a password. You can set up to 20 restricted users.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock.

n Press Stop/Exit.

Note

You cannot use the same password as another user’s password.

Changing user name, password or settings for restricted users

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock.

f Press Setup User. g Enter the administrator password using

the buttons on the LCD. Press OK.

h Press a or b to display User01. i Press User01. j Enter the user name using the buttons

on the LCD. (See Entering Text on page 196.) Press OK.

k Enter a four-digit PIN using the buttons

on the LCD for the user. Press OK.

l To set up a restricted user, press

Enable or Disable for each operation, as follows: Press Fax Tx. Then press Enable or Disable. After you have set Fax Tx, repeat these steps for Fax Rx, Copy(Color), Copy(B&W) and Scan.

f Press Setup User. g Enter the administrator password using

the buttons on the LCD. Press OK.

h Press a or b to display the existing

restricted user you want to change.

i Press the user name. j Press Change. k Do one of the following:

 If you want to change the name

press , and then enter the new name using the buttons on the LCD. (See Entering Text on page 196.) Press OK.

 To leave the name unchanged

Press OK.

l Enter a new four-digit PIN using the

buttons on the LCD for this user. Press OK.

m Press and repeat h to l for

entering each additional user and password.

Security features

m To change the restrictions for this user,

press Enable or Disable for each operation, as follows: Press Fax Tx. Then press Enable or Disable. After you have set Fax Tx, repeat these steps for Fax Rx, Copy(Color), Copy(B&W) and Scan.

n Press and repeat h to m if you

want to change more users and settings.

o Press Stop/Exit.

Reset existing restricted users 4

You can reset restricted users one by one.

a Press MENU. b Press a or b to display

General Setup.

m Press and repeat h to l if you

want to reset more users.

n Press Stop/Exit.

Turning Secure Function Lock on/off 4

Note

If you enter the wrong password, the LCD will show Wrong Password. Re-enter the correct password.

Turning Secure Function Lock on 4

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock

e Press Function Lock. f Press Setup User. g Enter the administrator password using

the buttons on the LCD. Press OK.

h Press a or b to display the existing

restricted user you want to reset.

i Press the user you want to reset. j Press Reset. k Press Yes. l Do one of the following:

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock. f Press Lock OffiOn. g Enter the administrator password using

the buttons on the LCD. Press OK.

Turning Secure Function Lock off 4

a Press User: Public. b Press Lock OniOff. c Enter the administrator password using

the buttons on the LCD. Press OK.

 Set a new restricted user. (See

Setting up restricted users on page 36.)

 If you do not want to set a new

restricted user, go to step n.

Chapter 4

Switching users 4

This setting allows a restricted user to log on the machine when Secure Function Lock is turned on.

a On the machine’s control panel, hold

down Shift as you press l. Or, on the LCD, press User: Public or User: xxxxx (where xxxxx is the user’s name). Then press Change User.

b Press a or b to display your user name. c Press your user name. d Enter your four-digit PIN using the

buttons on the LCD. Press OK.

Changing to the Public mode 4

a Press User: xxxxx (where xxxxx is

the user’s name).

Reset all users 4

You can reset all settings and passwords for the Public user and all restricted users.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display

Function Lock.

e Press Function Lock. f Press Reset All Users. g Enter the administrator password using

the buttons on the LCD. Press OK.

h Press Yes for 2 seconds to confirm to

delete all restricted users.

i Press Stop/Exit.

b Press Go to Public.

Note

After a restricted user has finished using the machine, it will return to the Public setting within the same time as the Mode Timer setting. (See Mode Timer on page 28.)

Section II

Fax II

Sending a Fax 40 Receiving a Fax 49 Telephone and External devices 64 Dialling and storing numbers 72 Printing Reports 82 Polling 84

FA X

St a nda rd

Au t o

Sending a Fax 5

Entering Fax mode 5

When you want to send a fax, or change fax send or receive settings, press the

(Fax) key to illuminate it in blue.

The LCD shows:

FAX

Fax Resolution

Standard

Press d or c to scroll through the Fax key options. Some functions are only available when sending monochrome faxes.

 Fax Resolution (See page 45.)

 Contrast (See page 45.)

 Glass ScanSize (See page 41.)

 Broadcasting (See page 43.)

Contrast

Auto

Glass ScanSize

Phone BookHistory

Faxing from the ADF 5

a Press (Fax).

b Place the document face up in the ADF.

(See Using the ADF on page 24.)

c Enter the fax number using the dial pad.

You can also enter the fax number on the LCD by pressing Phone Book and Send a fax, or you can press a One Touch key on the machine’s control panel. (For details, see How to Dial on page 72.)

Note

• You can preview a fax message before sending it by setting Preview to On. (See How to preview an outgoing fax on page 42.)

• If your network supports the LDAP protocol you can search for fax numbers and E-mail addresses on your server. (See LDAP operation in the Network User’s Guide on the CD-ROM.)

d Press Mono Start or Colour Start.

 Preview (See page 42.)

 Delayed Fax (See page 46.)

 Batch TX (See page 47.)

 Real Time TX (See page 46.)

 Polled TX (See page 86.)

 Polling RX (See page 84.)

 Overseas Mode (See page 46.)

 Set New Default (See page 47.)

 Factory Reset (See page 48.)

Press the option you want.

Note

• To cancel, press Stop/Exit.

• If you send a mono fax when the memory is full it will be sent in real time.

• You can send a colour fax that is A4 size or a mono fax that is A3 size.

Sending a Fax

Faxing from the scanner glass 5

You can use the scanner glass to fax pages of a book one at a time. The documents can be up to A3 size.

You cannot send colour faxes with multiple pages.

Note

• Since you can only scan one page at a time, it is easier to use the ADF if you are sending a multiple page document.

• You can send colour faxes up to A4 in size.

a Press (Fax).

b Load your document face down on the

scanner glass. (See Using the scanner glass on page 25.)

c Enter the fax number using the dial pad.

You can also enter the fax number on the LCD by pressing Phone Book and Send a fax, or you can press a One Touch key on the machine’s control panel.

Note

You can preview a fax message before sending it by setting Preview. (See How to preview an outgoing fax on page 42.)

d Press Mono Start or Colour Start.

 If you press Mono Start, the

machine starts scanning the first page. Go to step e.

e When the LCD asks you Next Page?,

do one of the following:

 To send a single page, press No (or

press Mono Start again).

The machine starts sending the document.

 To send more than one page, press

Yes and go to step f.

f Place the next page on the scanner

glass. Press Mono Start or Colour Start. The machine starts scanning the page. (Repeat steps e and f for each additional page.)

Setting the scanner glass size for faxing 5

To fax a A3, Letter, Legal or Ledger size document from the scanner glass, you need to change the glass scan size setting.

a Press (Fax).

b Press d or c to display

Glass ScanSize.

c Press Glass ScanSize. d Press A4, A3, Letter, Legal or

Ledger.

Note

You can save the setting you use most often by setting it as default. (See Setting your changes as a new default on page 47.)

 If you press Colour Start, the

machine starts sending the document.

Chapter 5

Colour fax transmission 5

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

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

How to preview an outgoing fax 5

You can preview a fax message before you send it. You must set the Real Time Transmission and Polling RX to off before you use this feature.

a Press (Fax).

b Press d or c to display Preview. c Press Preview. d Press On. e Load the document.

Button Description

Enlarge the fax.

Reduce the fax.

d Go back to the previous page.

c Go to the next page.

Scroll vertically.

Scroll horizontally.

Rotate the fax clockwise.

Close the preview table.

Note

To send a colour fax do not use Fax Preview.

h Press Mono Start.

Note

The fax message in the memory will be sent and then erased when you press Mono Start.

f Enter the fax number using the dial pad.

You can also enter the fax number on the LCD by pressing Phone Book and Send a fax, or you can press a One Touch key on the machine’s control panel. (For details, see How to Dial on page 72.)

g Press Mono Start.

The machine starts scanning the document and the outgoing fax appears on the LCD. When the fax is displayed, press MENU. The buttons will appear on the LCD and perform the operations shown below.

Cancelling a fax in progress 5

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

Stop/Exit.

Sending a Fax

Broadcasting (Monochrome only)

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

After the broadcast is finished, a Broadcast Report will be printed.

a Press (Fax).

b Load your document. c Press d or c to display Broadcasting. d Press Broadcasting. e You can add numbers to the broadcast

in the following ways:

Note

• If you did not use up any of the numbers for Groups, you can ‘broadcast’ faxes to as many as 256 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.

• If the memory is full, press Stop/Exit to stop the job. If more than one page has been scanned, press Mono Start to send the portion that is in the memory.

 Press Add Number and enter a

number using the buttons on the LCD.

Press OK.

 Press Phone Book.

Press to search by Alphabetical Order or Numerical Order. Press the entries that you want to add to the broadcast.

Press OK.

Note

One Touch Dial locations begin with l. Speed Dial locations begin with #.

f After you have entered all the fax

numbers by repeating step e, press OK.

g Press Mono Start.

Chapter 5

FA X

St a nda rd

Au t o

Cancelling a Broadcast in progress 5

a Press Stop/Exit. b Do one of the following:

 To cancel the entire broadcast, press

Entire Broadcast. Go to step c.

 To cancel the current job, press the

button that displays the number being dialled. Go to step d.

 To exit without cancelling, press

Stop/Exit.

c When the LCD asks if you want to

cancel the entire broadcast, do one of the following:

 Press Yes to confirm.

 To exit without cancelling, press No

or Stop/Exit.

Additional sending operations

Sending faxes using multiple settings 5

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

a Press (Fax).

The LCD shows:

FAX

Fax Resolution

Standard

Contrast

Auto

Glass ScanSize

Phone BookHistory

d Do one of the following:

 To cancel the current job, press Yes.

 To exit without cancelling, press No

or Stop/Exit.

b Press d or c to display a setting you

want to change and press the setting, then press the option you want.

c Go back to b to change more settings.

Note

• Most settings are temporary and the machine returns to its default settings after you send a fax.

• You can save some of the settings you use most often by setting them as default. These settings will stay until you change them again. (See Setting your changes as a new default on page 47.)

Sending a Fax

Contrast 5

If your document is very light or very dark, you may want to change the contrast. For most documents the factory setting Auto can be used. It automatically chooses the suitable contrast for your document. Use Light when sending a light document. Use Dark when sending a dark document.

a Press (Fax).

b Press d or c to display Contrast. c Press Contrast. d Press Auto, Light or Dark.

Note

Even if you choose Light or Dark, the machine will send the fax using the Auto setting in any of the following conditions:

• When you send a colour fax.

• When you choose Photo as the Fax Resolution.

Changing fax resolution 5

The quality of a fax can be improved by changing the fax resolution.

a Press (Fax).

b Press d or c to display

Fax Resolution.

c Press Fax Resolution. d Press the resolution you want.

Note

You can choose four different resolution settings for monochrome faxes and two for colour.

Monochrome

Standard Suitable for most typed

documents.

Fine Good for small print and

transmits a little slower than Standard resolution.

S.Fine Good for small print or artwork

and transmits slower than Fine resolution.

Photo Use when the document has

varying shades of grey or is a photograph. This has the slowest transmission.

Colour

Standard Suitable for most typed

documents.

Fine Use when the document is a

photograph. The transmission time is slower than Standard resolution.

If you choose S.Fine or Photo and then use the Colour Start key to send a fax, the machine will send the fax using the Fine setting.

Chapter 5

Dual access (Monochrome only) 5

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

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

Note

If the Out of Memory message appears while scanning documents, press Stop/Exit to cancel or Mono Start to send the scanned pages.

Real time transmission 5

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

If the memory is full and you are sending a black & white fax from the ADF, 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 turn on Real Time TX.

Overseas Mode 5

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

a Press (Fax).

b Load your document. c Press d or c to display

Overseas Mode.

d Press Overseas Mode. e Press On (or Off).

Delayed Faxing (Monochrome only) 5

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 f.

a Press (Fax).

b Load your document. c Press d or c to display Delayed Fax. d Press Delayed Fax.

a Press (Fax). b Load your document.

c Press d or c to display Real Time TX. d Press Real Time TX. e Press On.

Note

In real time transmission, the automatic redial feature does not work when using the scanner glass.

e Press On. f Enter the time you want the fax to be

sent (in 24-hour format) using the buttons on the LCD. (For example, enter 19:45 for 7:45 PM.) Press OK.

Note

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

Sending a Fax

Delayed Batch Transmission (Monochrome only) 5

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.

a Press (Fax).

b Press d or c to display Batch TX. c Press Batch TX. d Press On.

Checking and cancelling waiting jobs 5

g Do one of the following:

 To cancel, press Yes.

If you want to cancel another job go to step f.

 To exit without cancelling, press No.

h When you have finished, press

Stop/Exit.

Setting your changes as a new default 5

You can save the fax settings for

Fax Resolution, Contrast, Preview, Glass ScanSize and Real Time TX you

use most often by setting them as default. These settings will stay until you change them again.

a Press (Fax).

You can check which jobs are still waiting in the memory to be sent and cancel a job. (If there are no jobs, the LCD shows No Jobs Waiting.)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Remaining Jobs.

e Press Remaining Jobs.

Any waiting jobs appear on the LCD.

f Press a or b to scroll through the jobs

and press the job you want to cancel. Press OK.

b Press d or c to choose the setting you

want to change, and then press the new option. Repeat this step for each setting you want to change.

c After changing the last setting, press

d or c to display Set New Default.

d Press Set New Default. e Press Yes. f Press Stop/Exit.

Chapter 5

Restoring all fax settings to the factory settings 5

You can restore all the fax settings you have changed to the factory settings. These settings will stay until you change them again.

a Press (Fax).

b Press d or c to display

Factory Reset.

c Press Factory Reset. d Press Yes. e Press Stop/Exit.

Sending a fax manually 5

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

Note

To send a multiple page fax, use the ADF.

e When you hear the fax tone, press

Mono Start or Colour Start. Then press Send on the LCD.

f Replace the handset.

Out of Memory message 5

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 Mono Start or Colour Start to send the pages scanned so far, or to press Stop/Exit to cancel the operation.

Note

To free up extra memory, turn off Memory Receive or print the faxes that are in the memory. (See Memory Receive

(Monochrome only) on page 54 or Printing a fax from the memory

on page 54.)

a Press (Fax). b Load your document. c To listen for a dial tone pick up the

handset of an external telephone.

d Dial the fax number using the dial pad.

You can also enter the fax number on the LCD by pressing Phone Book and Send a fax, or you can press a One Touch key on the machine’s control panel.

Note

If your network supports the LDAP protocol you can search for fax numbers and E-mail addresses on your server. (See LDAP operation in the Network User’s Guide on the CD-ROM.)

Receiving a Fax 6

Receive modes 6

You must choose a receive mode depending on the external devices and telephone services you have on your line.

Choose the Receive Mode 6

By default, your machine will automatically receive any faxes that are sent to it. The diagram below will help you choose the correct mode.

For more detailed information on the receive modes, see Using receive modes on page 50.

Do you want to use the telephone features of your machine (if available) or an external telephone or external telephone answering device connected on the same line as the machine?

Yes

Are you using the voice message function of an external telephone answering device?

Do you want the machine to answer fax and telephone calls automatically?

To set a receive mode follow the instructions below.

a Press MENU. b Press a or b to display Initial Setup. c Press Initial Setup. d Press a or b to display Receive Mode.

Yes

e Press Receive Mode. f Press Fax Only, Fax/Tel, External TAD or Manual. g Press Stop/Exit.

The LCD will display the current receive mode.

Chapter 6

Using receive modes 6

Some receive modes answer automatically (Fax Only and Fax/Tel). You may want to change the ring delay before using these modes. (See Ring Delay on page 51.)

Fax only 6

Fax only mode will automatically answer every call as a fax call.

Fax/Tel 6

Fax/Tel mode helps you automatically manage incoming calls, by recognising whether they are fax or voice calls and dealing with them in one of the following ways:

 Faxes will be automatically received.

External TAD 6

External TAD mode lets an external answering device manage your incoming calls. Incoming calls will be dealt with in one of the following ways:

 Faxes will be automatically received.

 Voice callers can record a message on the

external TAD.

(For more information see Connecting an external TAD (telephone answering device) on page 67.)

 Voice calls will start the F/T Ring to tell you

to pick up the line. The F/T Ring is a fast double ring made by your machine.

(Also see F/T Ring Time (Fax/Tel mode only) on page 51 and Ring Delay on page 51.)

Manual 6

Manual mode turns off all automatic answering functions unless you are using the BT Call Sign feature.

To receive a fax in manual mode lift the handset of an external telephone. When you hear fax tones (short repeating beeps), press Mono Start or Colour Start and choose Receive. You can also use the Fax Detect feature to receive faxes by lifting a handset on the same line as the machine.

(Also see Fax Detect on page 52.)

Receiving a Fax

Receive mode settings 6

Ring Delay 6

The Ring Delay sets the number of times the machine rings before it answers in Fax Only or Fax/Tel mode. If you have external or extension telephones on the same line as the machine choose the maximum number of rings.

(See Operation from extension telephones on page 69 and Fax Detect on page 52.)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

F/T Ring Time (Fax/Tel mode only) 6

When somebody calls your machine, you and your caller will hear the normal telephone ring sound. The number of rings is set by the ring delay setting.

If the call is a fax, then your machine will receive it; however, if it is a voice call the machine will sound the F/T Ring (a fast double-ring) for the time you have set in the F/T Ring time setting. If you hear the F/T Ring it means that you have a voice caller on the line.

Because the F/T Ring is made by the machine, extension and external telephones will not ring; however, you can still answer the call on any telephone. (For more information see Using remote codes on page 70.)

a Press MENU.

e Press Setup Receive. f Press a or b to display Ring Delay. g Press Ring Delay. h Press the number of times the machine

will ring before it answers. If you choose 0, the line will not ring at all.

i Press Stop/Exit.

b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

F/T Ring Time.

g Press F/T Ring Time. h Press how long the machine will ring to

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

i Press Stop/Exit.

Note

Even if the caller hangs up during the pseudo/double-ringing, the machine will continue to ring for the set time.

Chapter 6

Fax Detect 6

If Fax Detect is On: 6

The machine receives a fax call automatically, even if you answer the call. When you see Receiving on the LCD or when you hear “chirps” through the handset you are using, just replace the handset. Your machine will do the rest.

If Fax Detect is Off: 6

If you are at the machine and answer a fax call by lifting the handset, press Mono Start or Colour Start, then press Receive to receive the fax.

If you answered at an extension telephone, press l 51. (See Operation from extension telephones on page 69.)

Additional receiving operations

Printing a reduced incoming fax 6

If you choose On, the machine automatically reduces each page of an incoming fax to fit on one page of A4, Letter or Legal size paper. The machine calculates the reduction ratio by using the page size of the fax and your Paper Size setting. (See Paper Size and Type on page 29.)

a Press MENU. b Press a or b to display Fax. c Press Fax.

Note

• If this feature is set to On, but your machine does not connect a fax call when you lift an extension or external telephone handset, press the remote activation code l 51.

• If you send faxes from a computer on the same telephone line and the machine intercepts them, set Fax Detect to Off.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive.

d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Auto Reduction.

g Press Auto Reduction. h Press On (or Off). i Press Stop/Exit.

f Press a or b to display Fax Detect. g Press Fax Detect. h Press On (or Off). i Press Stop/Exit.

Receiving a Fax

Setting Receiving Priority 6

If a A3 Colour fax is sent to your machine, your machine will receive either a A3 Mono fax or a A4 Colour fax depending on the Receiving Priority setting. If you choose Mono(Max.A3), you will receive a A3 Mono fax. If you choose Colour(Max.A4), you will receive a A4 Colour fax.

Note

The default setting is Mono(Max.A3), so the machine cannot receive A4 colour faxes by default.

Memory Receive (On)

Receiving

Priority

Document

Sent

Document

Received

Fax Preview Storage OFF

Fax Storage

PC-FAX

Fax Forward

Colour (Max. A4)

Mono (Max. A3)

These results may vary depending on the sending machine's ability.

A3 size faxes will be reduced to A4 size.

Colour

Mono

Colour

Mono

A4 Colour A4

A4 Mono A4

A3 Mono A3

Colour A4 (Reduced)

Mono A4 (Reduced)

Mono A4

Mono A3

(Colour Printout)

Available

N/A

a Press MENU. b Press a or b to display Fax. c Press Fax.

(Colour Printout)

(Mono Printout)

N/A

(Colour Printout)

Available

N/A

(Colour Printout)

Available

(Up to A4

size)

d Press a or b to display Setup Receive. e Press Setup Receive. f Press a or b to display Mono/Colour. g Press Mono/Colour. h Press Mono(Max.A3) or Colour(Max.A4). i Press Stop/Exit.

Chapter 6

Printing a fax from the memory 6

If you have chosen fax storage, you can still print a fax from the memory when you are at your machine. If you have chosen

Fax Preview, see Fax Preview (Monochrome only) on page 58 and Memory Receive (Monochrome only) on page 54.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Print Document.

e Press Print Document. f Press Mono Start. g Press Stop/Exit.

Note

When you print a fax from the memory, the fax data will be erased.

Memory Receive (Monochrome only)

You can only use one Memory Receive operation at a time:

 Fax Forwarding

 Fax Storage

 PC Fax Receive

 Off

You can change your selection at any time. If received faxes are still in the machine’s memory when you change the Memory Receive operations, a message will appear on the LCD. (See Changing Memory Receive Operations on page 58.)

Note

When you receive a colour fax, the machine will treat the data as a colour or monochrome fax depending on the Receive Priority setting. (See Setting Receiving Priority on page 53.)

Fax Forwarding 6

Out of Paper Reception 6

As soon as the paper tray becomes empty during fax reception, the screen will display No Paper Fed, asking you to put paper in the paper tray. (See Loading paper and other print media on page 10.)

The machine will carry on receiving the fax, with the remaining pages being stored in memory, if enough memory is available.

Further incoming faxes will also be stored into memory until the memory is full. When the memory is full the machine will stop automatically answering calls. To print the faxes, put fresh paper in the tray.

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

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive.

Receiving a Fax

h Press Fax Forward. i Enter the forwarding number (up to 20

digits) by using the buttons on the LCD. Press OK.

j Press Backup Print:On or

Backup Print:Off.

IMPORTANT

• If you choose Backup Print:On, the machine will also print the fax at your machine so you will have a copy. This is a safety feature in case there is a power failure before the fax is forwarded or a problem at the receiving machine. Backup Print:On does not work when Fax Preview is set to On.

• The machine can store faxes approximately 24 hours if there is a power failure.

k Press Stop/Exit.

Fax Storage 6

If you choose 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.

If you have set Fax Storage, a backup copy will automatically be printed at the machine.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive.

h Press Fax Storage. i Press Stop/Exit.

Chapter 6

PC Fax Receive 6

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 number of received faxes that are stored in the memory will appear on the LCD.

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 PC-FAX receiving in the Software User’s Guide on the CD-ROM.)

If you choose Backup Print:On the machine will also print the fax.

a Press MENU. b Press a or b to display Fax.

l Press Stop/Exit.

Note

• PC Fax Receive is not supported in the

Mac OS

• Before you can set up PC Fax Receive you must install the MFL-Pro Suite software on your PC. Make sure your PC is connected and turned on. (For details see PC-FAX receiving in the Software User’s Guide on the CD-ROM.)

• If you get an error message and the machine cannot print the faxes in memory, you can use this setting to transfer your faxes to your PC. (For details, see Error and Maintenance messages on page 147.)

In the event of a power failure, the machine will store your faxes in the memory for approximately 24 hours. However, if you choose Backup Print:On the machine will print the fax, so you will have a copy if there is a power failure before it is sent to the PC.

IMPORTANT

c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive. h Press PC Fax Receive. i Press <USB> or the PC you want to

receive faxes.

j Press OK. k Press Backup Print:On or

Backup Print:Off.

Receiving a Fax

Changing the destination PC 6

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive. h Press PC Fax Receive. i Press <USB>, or the PC you want to

receive faxes.

Turning off Memory Receive Operations 6

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display

Memory Receive.

g Press Memory Receive. h Press Off. i Press Stop/Exit.

j Press OK. k Press Backup Print:On or

Backup Print:Off.

l Press Stop/Exit.

Note

The LCD will give you more options if there are received faxes still in your machine’s memory. (See Changing Memory Receive Operations on page 58.)

Chapter 6

Changing Memory Receive Operations 6

If received faxes remain in your machine’s memory when you change the Memory Receive Operations, the LCD will ask you one of the following questions:

 Erase All Doc?

 Print All Fax?

• If you press Yes, 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 No, 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 option [Fax Forward or Fax Storage], press a or b to choose the PC.

Fax Preview (Monochrome only)

How to preview a received fax6

You can view received faxes on the LCD by pressing the Fax Preview button on the LCD. When the machine is in Ready mode, a popup message will appear on the LCD to alert you of new faxes.

Setting Fax Preview 6

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive.

The LCD will ask you the following question:

 Send Fax to PC?

• If you press Yes, faxes in the memory will be sent to your PC before the setting changes. You will be asked if you want to turn on Backup Print. (For detail, see PC Fax Receive on page 56.)

• If you press No, faxes in the memory will not be erased or transferred to your PC and the setting will be unchanged.

f Press a or b to display Fax Preview. g Press Fax Preview. h Press On (or Off). i The LCD will tell you that any future

faxes will not be printed as you receive them. Press Yes.

j Press Stop/Exit.

Note

• When you receive a colour fax, the machine will treat the data as a colour fax or a monochrome fax depend on your setting for Receiving Priority. (See Setting Receiving Priority on page 53.)

• When Fax Preview is turned On, a backup copy of received faxes will not be printed, even if you have set Backup Print On.

Receiving a Fax

Using Fax Preview 6

When you receive a fax, you will see the popup message on the LCD. (For example: New Fax: 02)

a Press Fax Preview.

The LCD will display the new fax list.

Note

• If you receive a fax containing multiple paper sizes (for example, a page of A4 data and a page of A3 data), the machine may create and store a file for each paper size. The LCD may show that more than one fax job has been received.

• You can also see your old fax list by pressing the Old Fax tab on the LCD. Press the New Fax tab to go back to your new fax list.

b Press a or b to display the fax number of

the fax you want to see.

When the fax is displayed, press More. The buttons will appear on the LCD and perform the operations shown below.

Button Description

Enlarge the fax.

Reduce the fax.

Scroll vertically.

Scroll horizontally.

Rotate the fax clockwise.

Delete the fax.

Press Yes to confirm.

Go back to the previous page.

Go to the next page.

Go back to the fax list.

Print the fax.

Do one of the following:

c Press the fax you want to see.

Note

• If your fax is large there may be a delay before it is displayed on the LCD.

• The LCD will show the current page number and total pages of the fax message. When your fax message is over 99 pages the total number of pages will be shown as “XX“.

 Press Print All Pages

to print the whole message.

 Press

Print Current Only to print only the displayed page.

 Press

Print From Current to print from the displayed page.

Close the preview table.

d Press Stop/Exit.

Chapter 6

How to print a fax 6

a Press Fax Preview. b Press the fax you want to view. c Press More.

d Press (Print).

 If the fax is multiple pages, go to

step e.

 If the fax is a single page it will start

printing. Go to step f.

e Do one of the following:

 Press Print All Pages to print

all pages of the fax.

 Press Print Current Only to

print the displayed page.

 Press Print From Current to

print the displayed page to the last page.

f Do one of the following:

Turning off Fax Preview 6

a Press Fax Preview. b Press More. c Press Turn Off Fax Preview. d Press Yes to confirm. e If there are faxes stored in the memory,

do one of the following:

 If you do not want to print the stored

faxes, press Continue. The machine asks you to confirm the deletion of the stored faxes.

Press Yes to confirm.

 If you want to print all the stored

faxes, press Print all faxes.

 If you do not wish to turn off Fax

Preview, press Cancel.

Press Stop/Exit.

 To delete the fax, press Yes.

 To keep the fax in the memory, press

No.

g Press Stop/Exit.

How to print all faxes in the list 6

a Press Fax Preview. b Press More. c Press Print All. d Press Stop/Exit.

How to delete all faxes in the list 6

a Press Fax Preview. b Press More. c Press Delete All.

Press Yes to confirm.

d Press Stop/Exit.

Receiving a Fax

Remote Retrieval 6

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.

Setting a Remote Access Code 6

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

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Remote Access.

e Press Remote Access.

Using your Remote Access Code 6

a Dial your fax number from a touch tone

telephone or another fax machine.

b When your machine answers, enter

your remote access code (3 digits followed by ) at once.

c The machine signals if it has received

messages:

 1 long beep — Fax messages

 No beeps — No messages

d When the machine gives two short

beeps, 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.

e Press 9 0 to stop Remote Access when

you have finished.

f Enter a three-digit code using numbers

0-9, l, or # by pressing the buttons on the LCD. Press OK. (The preset ‘l’ cannot be changed.)

Note

Do not use the same code as your Remote Activation Code (l 51) or Remote Deactivation Code (#51). (See Operation from extension telephones on page 69.)

g Press Stop/Exit.

Note

You can change your code at any time by entering a new one. If you want to make

your code inactive, press in step f to restore the inactive setting (---l) and press OK.

Clear

f Hang up.

Note

If your machine is set to Manual mode and you want to use the remote retrieval features, wait for about 100 seconds after it starts ringing, and then enter the remote access code within 30 seconds.

Chapter 6

Remote Fax commands 6

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

95 Change the Fax Forwarding or Fax

Storage settings

1 OFF You can choose Off after you have retrieved or erased all

your messages.

2 Fax Forwarding One long beep means the change is accepted. If you hear

4 Fax Forwarding number

6 Fax Storage

three short beeps, the change was not accepted because something has not been set up (for example, a Fax Forwarding number has not been registered). You can register your Fax Forwarding number by entering 4. (See Changing your Fax Forwarding number on page 63.) Once you have registered the number, Fax Forwarding will work.

96 Retrieve a fax

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

fax messages. (See Retrieving fax messages on page 63.)

3 Erase faxes from the memory If you hear one long beep, fax messages have been erased

from the memory.

97 Check the receiving status

1 Fax You can check whether your machine has received any

faxes. If yes, you will hear one long beep. If no, you will hear three short beeps.

98 Change the Receive Mode

1 External TAD If you hear one long beep, your change has been accepted.

2 Fax/Tel

3 Fax Only

90 Exit Pressing 9 0 allows you to exit remote retrieval. Wait for the

long beep, then replace the handset.

Receiving a Fax

Retrieving fax messages 6

You can call your machine from any touch tone telephone and have your fax messages sent to a machine. Before you use this feature, you have to turn on Fax Storage.

a Dial your fax number.

b When your machine answers, enter

your remote access code (3 digits followed by ) at once. If you hear one long beep, you have messages.

c When you hear two short beeps,

press 962.

d Wait for a long beep, and then use the

dial pad to enter the number of the remote fax machine where you want your fax messages sent, followed by ## (up to 20 digits).

Changing your Fax Forwarding number 6

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

a Dial your fax number.

b When your machine answers, enter

your remote access code (3 digits followed by ) at once. If you hear one long beep, you have messages.

c When you hear two short beeps,

press 954.

d Wait for the long beep, enter the new

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

Note

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

e Hang up after you hear your machine

beep. Your machine will call the other fax machine, which will then print your fax messages.

Note

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

e Press 9 0 when you have finished. f Hang up after you hear your machine

beep.

Telephone and External devices 7

Voice operations 7

Voice calls can be made either with an extension or external telephone, by dialling manually, or by using Quick Dial numbers.

Tone or Pulse 7

If you have a Pulse dialling service, but need to send Tone signals (for example, for telephone banking), follow the instructions below:

a Pick up the handset of the external

telephone.

b Press # on the machine’s control panel.

Any digits dialled after this will send tone signals.

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

Fax/Tel mode in Power Save condition 7

When the machine is in Power Save mode you can receive faxes if the Power Save setting is Fax Receive:On. (See Power Save setting on page 27.)

Fax/Tel mode does not work in the Power Save condition. The machine will not answer telephone or fax calls and will keep ringing. If you are at an external or extension telephone, lift the handset and talk. If you hear fax tones, hold the handset until Fax Detect activates your machine. If the other party says they want to send you a fax, activate the machine by pressing l 51.

Fax/Tel mode 7

When the machine is in Fax/Tel mode, it will use the F/T Ring Time (pseudo/doubleringing) to alert you to pick up a voice call.

If you are at an external telephone, lift the handset of the external telephone, and then press Tel/R to answer.

If you are at an extension telephone, you'll need to lift the handset during the F/T Ring Time and then press #51 between the pseudo/double rings. If no one is on the line, or if someone wants to send you a fax, send the call back to the machine by pressing

l 51.

Telephone and External devices

Telephone services 7

Your machine supports the Caller ID subscriber telephone service that some telephone companies offer.

Features like Voice Mail, Call Waiting, Call Waiting/Caller ID, answering services, alarm systems or other custom features on one telephone line may create problems with the operation of your machine.

Note

Caller ID is available for U.K. and Ireland only.

Caller ID (U.K. and Ireland only) 7

The Caller ID feature lets you use the Caller ID subscriber service offered by many local telephone companies. Call your telephone company for details. This service shows the telephone number, or name if it is available, of your caller as the line rings.

After a few rings, the LCD shows the telephone number of your caller (and name, if available). Once you answer a call, the Caller ID information disappears from the LCD, but the call information stays stored in the Caller ID memory.

Note

The Caller ID service varies with different carriers. Call your local telephone company to find out about the kind of service available in your area.

Setting the Caller ID to On 7

If you have Caller ID on your line, then this function should be set to On to display the caller's telephone number on the LCD as the telephone rings.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press Caller ID. g Press On (or Off). h Press Stop/Exit.

 You can see the first 18 characters of the

number (or name).

 The ID Unknown message means the

call originated outside your Caller ID service area.

 The ID Withheld message means the

caller has intentionally blocked transmission of information.

You can print a list of the Caller ID information received by your machine. (See How to print a report on page 83.)

Chapter 7

Setting the Telephone Line Type 7

If you are connecting the machine to a line that features PBX or ISDN to send and receive faxes, it is also necessary to change the Telephone Line Type accordingly by completing the following steps.

a Press MENU. b Press a or b to display

Initial Setup.

c Press Initial Setup. d Press a or b to display

Phone Line Set.

e Press Phone Line Set. f Press PBX, ISDN (or Normal). g Press Stop/Exit.

PBX and TRANSFER 7

The machine is initially set to Normal, which lets the machine connect to a standard PSTN (Public Switched Telephone Network) line. However, many offices use a central telephone system or Private Branch Exchange (PBX). Your machine can be connected to most types of PBX. The machine's recall feature supports timed break recall only (TBR). TBR will work with most PBX systems allowing you to gain access to an outside line, or transfer calls to another extension. The feature works when the R button on the LCD or the Tel/R key on the control panel is pressed.

Note

You can program a press of the R button as part of a number stored in a One Touch dial or Speed Dial location. When programming the One Touch dial or Speed Dial number, press the telephone number. If you do this, you do not need to press you dial using a One Touch dial or Speed Dial location. (See on page 74 chosen in the Telephone Line Type setting, you cannot use the One Touch dial or Speed Dial number that the programmed into.

first (the LCD shows ‘!’), then enter

Tel/R

each time before

Storing numbers

.) However, if PBX is not

press is

BT Call Sign (U.K. only) 7

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

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

Note

• You can switch BT Call Sign off temporarily, then turn it back on. When you get a new fax number, make sure you reset this function. This machine will automatically answer incoming calls that use your new fax number.

• When you set the BT Call Sign feature to ON, the receive mode is set to Manual automatically. Manual mode will not respond to incoming telephone calls, since the number you use for telephone calls will use the normal ring pattern.

Telephone and External devices

To enable the machine to work with BT Call Sign (With your external telephone only)

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press a or b to display BT Call Sign. g Press BT Call Sign. h Press On (or Off). i Press Stop/Exit.

Note

If you turn off BT Call Sign, the receive mode stays in Manual. You will need to set the receive mode again. (See Choose the Receive Mode on page 49.)

Connecting an external

TAD (telephone answering device)

You may choose to connect an external answering device. However, when you have an external TAD on the same telephone line as the machine, the TAD answers all calls and the machine ‘listens’ for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it does not hear CNG tones, the machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message.

The TAD must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax follow the instructions in this guide for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds five rings.

‘

handshake’. Make sure you carefully

Note

If you do not receive all your faxes, shorten the Ring Delay setting on your external TAD.

1TAD

When the TAD answers a call, the LCD shows Telephone.

Chapter 7

IMPORTANT

DO NOT connect a TAD elsewhere on the same telephone line.

Connections 7

The external TAD must be connected as shown in the previous illustration.

a Set your external TAD to one or two

rings. (The machine's Ring Delay setting does not apply.)

b Record the outgoing message on your

external TAD.

c Set the TAD to answer calls. d Set the Receive Mode to

External TAD. (See Choose the Receive Mode on page 49.)

Recording outgoing message

Multi-line connections (PBX) 7

We suggest you ask the company who installed your PBX to connect your machine. If you have a multi line system we suggest you ask the installer to connect the unit to the last line on the system. This prevents the machine being activated each time the system receives telephone calls. If all incoming calls will be answered by a switchboard operator we recommend that you set the Receive Mode to Manual.

We cannot guarantee that your machine will operate properly under all circumstances when connected to a PBX. Any difficulties with sending or receiving faxes should be reported first to the company who handles your PBX.

Note

Make sure the Telephone Line Type is set to PBX. (See Setting the Telephone Line Type on page 66.)

(OGM) on an external TAD 7

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

a Record 5 seconds of silence at the

beginning of your message. (This allows your machine time to listen for the fax CNG tones of automatic transmissions before they stop.)

b Limit your speaking to 20 seconds.

Note

We recommend beginning your OGM with an initial 5-second silence because the machine cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your machine has trouble receiving, then you must re-record the OGM to include it.

Telephone and External devices

External and extension telephones

Connecting an external or extension telephone 7

You can connect a separate telephone to your machine as shown in the diagram below.

1 Extension telephone

2 External telephone

When you are using an external or extension telephone, the LCD shows Telephone.

Note

Please make sure you use an external telephone with a cable no more than 3 metres long.

Operation from extension telephones 7

If you answer a fax call on an extension or an external telephone, you can make your machine take the call by using the Remote Activation Code. When you press the Remote Activation Code l 51, the machine starts to receive the fax.

If the machine answers a voice call and pseudo/double-rings for you to take over, use the Remote Deactivation Code #51 to take the call at an extension telephone. (See F/T Ring Time (Fax/Tel mode only) on page 51.)

If you answer a call and no one is on the line:

You should assume that you're receiving a manual fax.

If you answered at an extension telephone, press l 51 and wait for the chirp or until the LCD shows Receiving, and then hang up.

Note

You can also use the Fax Detect feature to make your machine automatically take the call. (See Fax Detect on page 52.)

Using extension telephones (U.K. only) 7

Your premises may already be wired with parallel extension telephones, or you may plan to add extension telephones to your line, as well as your machine. While the simplest arrangement is a straightforward parallel connection, there are some problems with this arrangement, the most obvious of which is inadvertent interruption of a facsimile transmission caused by someone picking up an extension telephone to make an outgoing call. Also, remote activation code may not operate reliably in such a simple configuration.

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

These problems can easily be eliminated, if you arrange modification of your extension wiring circuit, such that extension devices are connected ‘downstream’ of your machine in a master/slave configuration (see fig. 2). In this configuration the machine can always detect whether a telephone is in use. Thus it will not attempt to seize the line during that time. This is known as ‘telephone off-hook detection.’

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

Chapter 7

This new connection configuration can be arranged by contacting BT, Kingston upon Hull Telecommunications, your PBX maintainer or a qualified telephone installation company as appropriate. Simply explained, the extension telephone circuit should be terminated on a normal modular plug (BT 431A style), which in turn should be put into the modular socket of the white ‘T’shaped connector provided as part of the line cord assembly.

Inadvisable connection of extension sockets (Fig. 1.)

1 Extension socket

2 Master socket

3 Incoming line

FAX

Recommended connection of extension sockets (Fig. 2.)

Using a cordless external telephone 7

If your cordless telephone is connected to the telephone line cord (See External and extension telephones on page 69) and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay.

If you let the machine answer first, you will have to go to the machine so you can press

Tel/R to send the call to the cordless handset.

Using remote codes 7

Remote Activation code 7

If you answer a fax call on an extension telephone, you can tell your machine to receive it by dialling the Remote Activation Code l 51. Wait for the chirping sounds then replace the handset. (See Fax Detect on page 52.) Your caller will have to press Start to send the fax.

If you answer a fax call at the external telephone, you can make the machine receive the fax by pressing Mono Start and choose Receive.

FAX

1 Extension socket

2 Master socket

3 Incoming line

The fax machine must be plugged into the master socket.

Note

These telephones are now connected as external devices (see Connecting an external or extension telephone on page 69), because they are connected to the fax machine via the T-connector.

Remote Deactivation code 7

If you receive a voice call and the machine is in F/T mode, it will start to sound the F/T (double) ring after the initial ring delay. If you pick up the call on an extension telephone you can turn the F/T Ring off by pressing #51 (make sure you press this between the rings).

If the machine answers a voice call and pseudo/double-rings for you to take over, you can take the call at the external telephone by pressing Tel/R.

Telephone and External devices

Changing the remote codes 7

If you want to use Remote Activation, you have to turn on the remote codes. The preset Remote Activation Code is l 51. The preset Remote Deactivation Code is #51. If you want to, you can replace them with your own codes.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display Remote Codes. g Press Remote Codes.

Note

• If you are always disconnected when accessing your external TAD remotely, try changing the Remote Activation Code and Remote Deactivation Code to another three-digit code using the numbers 0-9, l, #.

• Remote Codes might not work with some telephone systems.

h Press On (or Off). i Do one of the following.

 If you want to change the Remote

Activation Code, enter the new code.

Press OK, go to step j.

 If you do not want to change the

Remote Activation Code, press OK, go to step j.

j Do one of the following.

 If you want to change the Remote

Deactivation Code, enter the new code.

Press OK, go to step k.

 If you do not want to change the

Remote Deactivation Code, press

OK, go to step k.

k Press Stop/Exit.

Dialling and storing numbers 8

How to Dial 8

Manual dialling 8

Press all of the digits of the fax or telephone number using the dial pad.

One Touch Dialling 8

Your machine has 3 One Touch keys where you can store 6 fax or telephone numbers for automatic dialling.

Fax Redial 8

If you are sending a fax manually and the line is busy, press Redial/Pause, and then press Mono Start or Colour Start to try again. If you want to make a second call to a number you recently dialled, you can press Redial/Pause and choose one of the last 30 numbers from the Outgoing Call List.

Redial/Pause only works if you dialled from the control panel. If you are sending a fax automatically and the line is busy, the machine will automatically redial up to three times at five minute intervals.

a Press Redial/Pause. b Press the number you want to redial. c Press Send a fax. d Press Mono Start or Colour Start.

Note

In Real Time Transmission the automatic redial feature does not work when using the scanner glass.

Speed Dialling 8

a Press Phone Book.

b Press the two-digit number you want to

call. You can also display the numbers in alphabetical order by pressing

on LCD.

Note

If the LCD shows Not Registered when you enter a One Touch or Speed Dial number, a number has not been stored at this location.

Dialling and storing numbers

Outgoing Call history 8

The last 30 numbers you sent a fax to will be stored in the outgoing call history. You can choose one of these numbers to fax to, add to One Touch or Speed Dial, or delete from the history.

a Press Redial/Pause.

You can also press History.

b Press the Outgoing Call tab. c Press the number you want. d Do one of the following:

 To send a fax, press Send a fax.

Press Mono Start or Colour Start.

 If you want to store the number,

press More and then press Add to Speed Dial or Add to One Touch Dial.

(See Storing One Touch numbers from Outgoing Calls on page 75 or Storing Speed Dial numbers from Outgoing Calls on page 77.)

Caller ID history 8

This feature requires the Caller ID subscriber service offered by many local telephone companies. (See Caller ID (U.K. and Ireland only) on page 65.)

The number, or name if available, from the last 30 faxes and telephone calls you received will be stored in the Caller ID history. You can view the list or choose one of these numbers to fax to, add to One Touch or Speed Dial, or delete from the history. When the thirty-first call comes in to the machine, it replaces information about the first call.

a Press History. b Press Caller ID hist. c Press a or b to display the number or the

name you want to call.

d Press the number or the name you want

to call.

e Do one of the following:

 To send a fax, press Send a fax.

 If you want to delete the number from

the Outgoing Call history list, press More and then press Delete.

Press Yes to confirm.

e Press Stop/Exit.

Press Mono Start or Colour Start.

 If you want to store the number,

press More and then press Add to Speed Dial or Add to One Touch Dial.

(See Storing One Touch numbers from the Caller ID history on page 75 and Storing Speed Dial numbers from the Caller ID history

on page 77.)

 If you want to delete the number from

the Caller ID history list, press More and then press Delete.

Press Yes to confirm.

f Press Stop/Exit.

Note

You can print the Caller ID list. (See How to print a report on page 83.)

Chapter 8

Storing numbers 8

You can set up your machine to do the following types of easy dialling: One Touch, 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.

Note

If you lose electrical power, the Quick Dial numbers that are in the memory will not be lost.

Storing a pause 8

When you are storing One Touch or Speed Dial numbers in the Phone Book, you can insert one or more 3.5-second pauses by

pressing the button on the LCD.

Pau se

b Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 196.)

 To store the number without a name,

press OK.

c Enter the fax or telephone number (up to

20 digits) using the buttons on the LCD. Press OK.

Note

If you want to store an E-mail address to use with Internet fax or Scan to E-mail

server, press and enter the E-mail address and press OK. (See Entering Text

on page 196.)

Storing One Touch Dial numbers 8

Your machine has 3 One Touch keys where you can store 6 fax or telephone numbers for automatic dialling. To access numbers 4 to 6 hold down Shift as you press the One Touch key.

a Press the One Touch key where you

want to store the number. Press Yes.

Note

You can also store One Touch Dial numbers pressing Phone Book. Press More. Press Set One Touch Dial. Press a number using the buttons on the LCD.

d When the LCD displays your settings,

press OK to confirm.

e Press Stop/Exit.

Dialling and storing numbers

Storing One Touch numbers from Outgoing Calls 8

You can store One Touch numbers from the Outgoing Call history.

a Press Redial/Pause.

You can also choose by pressing History.

b Press Outgoing Call tab. c Press a or b to display the number you

want to store.

d Press the number you want to store. e Press More. f Press Add to One Touch Dial. g To choose where the number will be

stored, do one of the following:



To accept the displayed next available One Touch location, press

 To enter a different One Touch

location, press a number using the buttons on the LCD.

Press OK.

Note

If the One Touch location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

j When the LCD displays your settings,

press OK to confirm.

k Press Stop/Exit.

Storing One Touch numbers from the Caller ID history 8

If you have the Caller ID subscriber service from your telephone company you can also store One Touch numbers from incoming calls in the Caller ID History. (See Caller ID (U.K. and Ireland only) on page 65.)

a Press History. b Press the Caller ID hist. tab. c Press a or b to display the number you

want to store.

d Press the number you want to store.

e Press More. f Press Add to One Touch Dial. g To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available One Touch location, press OK.

 To enter a different One Touch

location, press a number using the buttons on the LCD.

h Do one of the following:

 Enter the name using the buttons on

the LCD (up to 16 characters).

Press OK.

(To help you enter letters, see Entering Text on page 196.)

 To store the number without a name,

press OK.

i Press OK to accept the displayed

telephone or fax number.

Press OK.

Note

If the One Touch location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

Chapter 8

h Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 196.)

 To store the number without a name,

press OK.

i Press OK to confirm the fax or telephone

number.

j When the LCD displays your settings,

press OK to confirm.

k Press Stop/Exit.

Storing Speed Dial numbers 8

You can store up to 100 2-digit Speed Dial locations with a name, and each name can have two numbers. When you dial you will only have to press a few keys (for example: press Phone Book, the number you want to call and Send a fax).

a Press Phone Book. b Press More.

e Enter the first fax or telephone number

(up to 20 digits) using the buttons on the LCD. Press OK.

Note

If you want to store an E-mail address to use with Internet fax or Scan to E-mail

server, press and enter the E-mail address and press OK. (See Entering Text

on page 196.)

f Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

g To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

c Press Set Speed Dial. d Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 196.)

 To store the number without a name,

press OK.

Press OK.

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

h When the LCD displays your settings,

press OK to confirm.

i Do one of the following:

 To store another Speed Dial

number, repeat steps b to h.

 To finish storing numbers, press

Stop/Exit.

Dialling and storing numbers

Storing Speed Dial numbers from Outgoing Calls 8

You can store Speed Dial numbers from the Outgoing Call history.

a Press Redial/Pause.

You can also choose the number by pressing History.

b Press the Outgoing Call tab. c Press a or b to display the name or

number you want to store.

d Press the name or number you want to

store.

e Press More. f Press Add to Speed Dial. g Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

j To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

Note

• Speed Dial numbers begin with # (for example, #02).

• If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

k When the LCD displays your settings,

press OK to confirm.

l Press Stop/Exit.

Press OK.

(To help you enter letters, see Entering Text on page 196.)

 To store the number without a name,

press OK.

h Press OK to confirm the fax or telephone

number you want to store.

i Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

Storing Speed Dial numbers from the Caller ID history 8

If you have the Caller ID subscriber service from your telephone company you can also store Speed Dial numbers from incoming calls in the Caller ID History. (See Caller ID (U.K. and Ireland only) on page 65.)

a Press History. b Press the Caller ID hist. tab. c Press a or b to display the number you

want to store.

d Press the number you want to store. e Press More. f Press Add to Speed Dial.

Chapter 8

g Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 196.)

 To store the number without a name,

press OK.

h Press OK to confirm the fax or telephone

number you want to store.

i Do one of the following:

 Enter a second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

Changing or Deleting One Touch or Speed Dial names or numbers 8

You can change a One Touch or Speed Dial name or number that has already been stored.

a Press Phone Book. b Press More. c Do one of the following:

 Press Change to edit the names or

numbers.

 Press Delete to delete all

information in a Speed Dial or One Touch location.

Press the number you want to delete.

Press OK.

j To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

Note

• Speed Dial numbers begin with # (for example, #02).

• If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

k When the LCD displays your settings,

press OK to confirm.

Go to step i.

d Press a or b to display the number you

want to change.

e Press the number you want to change.

Note

One Touch Dial locations begin with l. Speed Dial locations begin with #.

f Press Name:, Fax/Tel1: or

Fax/Tel2:.

Note

For Speed Dial locations you can change Fax/Tel1: and Fax/Tel2:.

l Press Stop/Exit.

Dialling and storing numbers

g Do one of the following:

 If you chose Name:, enter the name

(up to 16 characters) using the buttons on the LCD. (See Entering Text on page 196.) The LCD will display your settings.

Press OK.

 If you chose Fax/Tel1: or

Fax/Tel2:, enter the new number

(up to 20 digits) using the buttons on the LCD. The LCD will display your settings.

Press OK.

Note

How to change the stored name or number:

If you want to change a character, press d or c to position the cursor under the character you want to change, and then

press . Re-enter the character.

h Do one of the following:

Setting up groups for broadcasting 8

Groups, which can be stored in a One Touch key or a Speed Dial location, allow you to send the same fax message to many fax numbers by pressing only a One Touch key or Phone Book, the two-digit location, Send a fax and Mono Start. First, you'll need to store each fax number in a One Touch key or Speed-Dial location. Then you can include them as numbers in the Group. Each Group uses up a One Touch key or Speed Dial location. You can have up to six Groups, or you can assign up to 205 numbers in a large Group.

(See Storing Speed Dial numbers on page 76 and Broadcasting (Monochrome only) on page 43.)

a Press Phone Book. b Press More. c Press Setup Groups.

 Press OK to finish.

To change another One Touch or Speed Dial location, repeat steps b to g.

 To change more details, go to g.

The LCD will display your settings.

i Press Stop/Exit.

d Press Set Speed Dial or

Set One Touch Dial. If you choose Set Speed Dial, go to step f.

e To accept the next available One Touch

key number, press OK.

f Enter the group name (up to

16 characters) using the buttons on the LCD. Press OK.

g When the LCD displays the next

available Group number, press OK. This Group number and name will automatically be assigned to the next available Speed Dial location.

Chapter 8

h Add One Touch or Speed Dial numbers

to the Group by pressing them to display a red checkmark. Press OK. If you want to list the numbers by

alphabetical order, press .

Note

One Touch Dial locations begin with l. Speed Dial locations begin with #.

i When the LCD displays the Group Name

and numbers, press OK to confirm.

j Press Stop/Exit.

Note

You can print a list of all the One Touch and Speed Dial numbers. Group numbers will be marked in the GROUP column. (See Reports on page 83.)

Changing a Group name 8

a Press Phone Book. b Press More. c Press Change. d Press a or b to display the Group you

want to change.

e Press the Group. f Press Name:. g

Enter the new name (up to 16 characters) using the buttons on LCD. Press OK. (See Entering Text on page 196. For example, type NEW CLIENTS.)

h Press OK. i Press Stop/Exit.

Deleting a Group 8

a Press Phone Book. b Press More. c Press Delete. d Press a or b to display the Group you

want to delete.

e Press the Group Name. f Press OK. g Press Stop/Exit.

Deleting a number from a Group 8

a Press Phone Book. b Press More. c Press Change. d Press a or b to display the Group you

want to change.

e Press the Group. f Press Add/Delete. g Press a or b to display the number you

want to delete from the Group.

h Press the check box of the number you

want to delete to uncheck it. Press OK to confirm.

Note

How to change the stored name or number:

If you want to change a character, press d or c to position the cursor under the character you want to change, and then

press . Re-enter the character.

i Press OK. j Press Stop/Exit.

Dialling and storing numbers

Combining Quick Dial numbers 8

Sometimes you may want to choose from several long distance carriers when you send a fax. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes of longdistance carriers and credit card numbers as One Touch and Speed Dial numbers. You can store these long dialling sequences by dividing them and setting them up as separate One Touch and Speed Dial numbers in any combination. You can even include manual dialling using the dial pad. (See Storing Speed Dial numbers on page 76.)

For example, you might have stored ‘555 ’ on

Speed Dial: 03 and ‘7000’ on One Touch: 02. You can use them both to dial ‘555-7000’ if you press the following keys:

a Press Phone Book.

Note

If you must wait for another dial tone or signal at any point in the dialling sequence, create a pause in the number by pressing Redial/Pause. Each key press adds a 3.5-second delay.

b Press #03.

Note

Speed Dial numbers start with #. One Touch numbers start with l.

c Press Send a fax. d Press Phone Book. e Press l02. f Press Send a fax. g Press Mono Start or Colour Start.

You will dial ‘555-7000 ’.

To temporarily change a number, you can substitute part of the number with manual dialling using the dial pad. For example, to change the number to 555-7001 you could press Phone Book, press #03, press Send a fax, and then press 7001 using the dial pad.

Printing Reports 9

Fax reports 9

You need to set up the Transmission Verification Report and Journal Period using the MENU keys.

Transmission Verification Report 9

There are several settings available for the Transmission Verification Report:



On: Prints a report after every fax you send.

 On+Image: Prints a report after every fax

you send. A portion of the fax’s first page appears on the report.

 Off: Prints a report if your fax is

unsuccessful due to a transmission error. The report will also print if the receiving machine modifies the size of the document you fax. Off is the default setting.

 Off+Image: Prints a report if your fax is

unsuccessful due to a transmission error. The report will also print if your fax is successful, but the receiving machine modifies the size of the document you fax. A portion of the fax’s first page appears on the report.

e Press Report Setting. f Press XMIT Report. g Press On, On+Image, Off,

Off+Image, Off2 or Off2+Image.

h Press Stop/Exit.

Fax Journal (activity report) 9

You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you can still print the report by following the steps in How to print a report on page 83. The factory setting is Every 50 Faxes.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Report Setting.

e Press Report Setting. f Press Journal Period.

 Off2: Prints a report only if your fax is

unsuccessful due to a transmission error.

 Off2+Image: Prints a report only if your

fax is unsuccessful due to a transmission error. A portion of the fax’s first page appears on the report.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display

Report Setting.

Printing Reports

g Press d or c to choose an interval.

(If you choose 7 days, the LCD will ask you to choose the first day for the 7-day countdown.)

 6, 12, 24 hours, 2 or 7 days

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

 Every 50 Faxes

The machine will print the Journal when the machine has stored 50 jobs.

Reports 9

The following reports are available:

 XMIT Verify

Prints a Transmission Verification Report for your last transmission.

 Help List

A help list showing how to program your machine.

 Quick Dial

Lists names and numbers stored in the One Touch and Speed Dial memory, in alphabetical or numerical order.

 Fax Journal

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

 User Settings

h Enter the time to start printing in 24-hour

format. Press OK. (For example: enter 19:45 for 7:45 PM.)

i Press Stop/Exit.

Lists your settings.

 Network Config

Lists your Network settings.

 Caller ID hist.

Lists the available Caller ID information about the last 30 received faxes and telephone calls.

How to print a report 9

a Press MENU. b Press a or b to display

Print Reports.

c Press Print Reports. d Press the report you want. e (Quick Dial Only) Press

Alphabetical Order or Numerical Order.

f Press Mono Start. g Press Stop/Exit.

Polling 10

Polling overview 10

Polling lets you set up your machine so other people can receive faxes from you, but they pay for the call. It also lets you call somebody else’s fax machine and receive a fax from it, so you pay for the call. The polling feature needs to be set up on both machines for this to work. Not all fax machines support polling.

Polling receive 10

Polling receive lets you call another fax machine to receive a fax.

Setup to receive polling 10

a Press (Fax).

b Press d or c to display Polling RX. c Press Polling RX. d Press Standard. e Enter the fax number you are polling

using One Touch, Phone Book or the dial pad on the control panel.

Setup to receive polling with secure code 10

Secure Polling lets you restrict who can get the documents you set up to be polled.

Secure Polling only works with Brother fax machines. If you want to get a fax from a secured Brother machine you have to enter the secure code.

a Press (Fax).

b Press d or c to display Polling RX. c Press Polling RX. d Press Secure. e Enter a four-digit secure code using the

buttons on the LCD. This is the same as the security code of the fax machine you are polling. Press OK.

f Enter the fax number you are polling

using One Touch, Phone Book or the dial pad on the control panel.

g Press Mono Start or Colour Start.

f Press Mono Start or Colour Start.

Polling

Setup to receive delayed polling 10

Delayed polling lets you set the machine to begin polling receive at a later time. You can only set up one delayed polling operation.

a Press (Fax).

b Press d or c to display Polling RX. c Press Polling RX. d Press Timer. e Enter the time (in 24-hour format) you

want to start polling. For example, enter 21:45 for 9:45 PM. Press OK.

f Enter the fax number you are polling

using One Touch, Phone Book or the dial pad on the control panel.

g Press Mono Start or Colour Start.

The machine makes the polling call at the time you entered.

Sequential polling (Monochrome only) 10

Sequential polling lets you request documents from several fax machines in one operation.

a Press (Fax).

b Press d or c to display Polling RX. c Press Polling RX. d Press Standard, Secure or Timer. e Do one of the following:

 If you chose Standard, go to

step f.

 If you chose Secure, enter a four-

digit number, press OK, go to step f.

 If you chose Timer, enter the time

(24-hour format) you want to begin polling and press OK, go to step f.

f Press d or c to display Broadcasting. g Press Broadcasting. h Do one of the following:

 Press Add Number and enter a

number using the buttons on the LCD.

Press OK.

 Press Phone Book. Press to

choose Alphabetical Order or Numerical Order. Press a or b to select a number.

Press OK.

Note

One Touch Dial locations begin with l. Speed Dial locations begin with #.

i After you have entered all the fax

numbers by repeating steps h, press

OK.

Chapter 10

j Press Mono Start.

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

Press Stop/Exit while the machine is dialling to cancel the polling process.

Cancelling a Sequential Polling Job 10

a Press Stop/Exit. b Do one of the following:

 To cancel the entire sequential

polling job, press Entire Seq. Poll. Go to step c.

 To cancel the current job, press the

button that displays the number being dialled. Go to step d.

 To exit without cancelling, press

Stop/Exit.

Polled transmit (Monochrome only)

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

The document will be stored and can be retrieved by any other fax machine until you delete it from the memory. (See Checking and cancelling waiting jobs on page 47.)

Setup for polled transmit 10

a Press (Fax).

b Load your document. c Press d or c to display Polled TX. d Press Polled TX.

c When the LCD asks if you want to

cancel the entire sequential polling job, do one of the following:

 Press Yes to confirm.

 To exit without cancelling, press No

or Stop/Exit.

d Do one of the following:

 To cancel the current job, press Yes.

 To exit without cancelling, press No

or Stop/Exit.

e Press Standard. f Press Mono Start. g If you are using the scanner glass, the

LCD will prompt you to choose one of the following options:

 Press Yes to scan another page.

Go to step h.

 Press No or Mono Start to send the

document.

h Place the next page on the scanner

glass and press Mono Start. Repeat g and h for each additional page. Your machine will automatically send the fax when it is polled.

Setup for polled transmit with secure code 10

Secure Polling lets you restrict who can get the documents you set up to be polled.

Secure Polling only works with Brother fax machines. If another person wants to retrieve a fax from your machine, they will have to enter the secure code.

a Press (Fax).

b Load your document. c Press d or c to display Polled TX. d Press Polled TX.

Polling

e Press Secure. f Enter a four-digit number.

Press OK.

g Press Mono Start. h If you are using the scanner glass, the

LCD will prompt you to choose one of the following options:

 Press Yes to scan another page.

Go to step i.

 Press No or Mono Start to send the

document.

i Place the next page on the scanner

glass and press Mono Start. Repeat h and i for each additional page. Your machine will automatically send the fax.

Chapter 10

Brother MFC-6890CDW User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Approval Information and Compilation and Publication Notice

APPROVAL INFORMATION

Compilation and Publication Notice

EC Declaration of Conformity under the R & TTE Directive

Table of Contents

General Information 1

Using the documentation

Symbols and conventions used in the documentation 1

Accessing the Software User’s Guide and Network User’s Guide

Viewing Documentation

How to find Scanning instructions 1

How to find Network setup instructions

How to find Scanning instructions 1

How to find Network setup instructions

Control panel overview 1

LCD screen indications 1

Basic Operations 1

Loading paper and documents 2

Loading paper and other print media

Loading paper in paper tray #1 2

Loading paper in paper tray #2 2

Loading envelopes and postcards 2

About envelopes 2

Loading envelopes and postcards in tray #1

Removing small printouts from the machine 2

Printable area 2

Acceptable paper and other print media

Recommended print media 2

Handling and using print media 2

Paper capacity of the output paper tray

Choosing the right print media 2

Paper type and size for each operation 2

Paper weight, thickness and capacity 2

Loading documents 2

Using the ADF 2

Recommended environment 2

Document Sizes Supported 2

How to load documents 2

How to load documents 2

Using the scanner glass 2

Document Sizes Supported 2

Scannable area 2

General setup 3

Power Save mode 3

Putting your machine in Power Save mode 3

Bringing your machine out of Power Save mode 3

• You can customize Power Save mode so that, apart from automatic head cleaning, no machine operations are available. (See Power Save setting on page 27.)

Mode Timer 3

Paper settings 3

Paper Size and Type 3

Tray use in Copy mode 3

Tray use in Fax mode 3

Secure Paper Feed mode for A3 size Short Grain Paper 3

Volume Settings 3

Ring Volume 3

Setting the Ring Volume from the menu

Beeper Volume 3

Speaker Volume 3

Automatic Daylight Savings Time

Sleep Mode 3

LCD screen 3

LCD Contrast 3

Setting the Dim Timer for the backlight 3

Setting the backlight brightness 3

Security features 4

Secure Function Lock 4

Setting and changing the Administrator Password 4

Setting the password 4

Changing the password 4

Setting up and changing the Public user 4

Setting up and changing restricted users 4

Setting up restricted users 4

Changing user name, password or settings for restricted users

Reset existing restricted users 4

Turning Secure Function Lock on/off 4

Turning Secure Function Lock on 4