Brother MFC-7340, MFC-7345N, MFC-7440N User Guide
USER’S GUIDE
MFC-7340
MFC-7345N
MFC-7440N
MFC-7840W
Not all models are available in all countries.
Version C
USA/CAN
If you need to call Customer Service
Please complete the following information for future
reference:
Model Number:
MFC-7340, MFC-7345N, MFC-7440N and MFC-7840W
(Circle your model number)
1
Serial Number:
Date of Purchase:
Place of Purchase:
1
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.
Register your product on-line at
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;
may support an insurance claim by you in the event of product loss
covered by insurance; and,
will help us notify you of enhancements to your product and special
offers.
The most convenient and efficient way to register your new product is
online at http://www.brother.com/registration/
© 2008 Brother Industries, Ltd.
Brother numbers
IMPORTANT
Note
For technical help, you must call the country where you bought the machine. Calls must be
made from within that country.
Register your product
By registering your product with Brother International Corporation, you will be recorded as the
original owner of the product. Your registration with Brother:
may serve as confirmation of the purchase date of your product should you lose your receipt;
may support an insurance claim by you in the event of product loss covered by insurance; and,
will help us notify you of enhancements to your product and special offers.
Please complete and fax the Brother Warranty Registration And Test Sheet or, for your
convenience and most efficient way to register your new product, register on-line at
http://www.brother.com/registration/
FAQs (frequently asked questions)
The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function
Center needs. You can download the latest software and utilities and read FAQs and
troubleshooting tips to learn how to get the most from your Brother product.
http://solutions.brother.com/
You can check here for Brother driver updates.
To keep your machine performance up to date, check here for the latest firmware upgrade (for
Windows
For Customer Service
In USA: 1-877-BROTHER (1-877-276-8437)
In Canada: 1-877-BROTHER
Service Center Locator (USA only)
For the location of a Brother authorized service center, call 1-877-BROTHER (1-877-276-8437).
Service Center Locations (Canada only)
For the location of a Brother authorized service center, call 1-877-BROTHER.
®
only).
1-901-379-1215 (fax)
(514) 685-4898 (fax)
i
Ordering accessories and supplies
Note
For best quality results use only genuine Brother accessories, which are available at most Brother
retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover,
or American Express credit card, you can order accessories directly from Brother. (You can visit
us online for a complete selection of the Brother accessories and supplies that are available for
purchase.)
In Canada, only Visa and MasterCard are accepted.
In USA: 1-877-552-MALL (1-877-552-6255)
1-800-947-1445 (fax)
http://www.brothermall.com/
In Canada: 1-877-BROTHER
http://www.brother.ca/
Description Item
Toner Cartridge Standard
Toner Cartridge High Yield
Drum Unit
TN-330 (Approx. 1,500 pages)
TN-360 (Approx. 2,600 pages)
DR-360 (Approx. 12,000 pages)
Telephone Line Cord LG3077001
User’s Guide LS1666001 (English for USA and Canada)
LS1666002 (French for Canada)
Quick Setup Guide (MFC-7340/MFC-7345N/MFC-7440N) LS1667001
(English for USA and Canada)
(MFC-7840W) LS1179001
(English for USA and Canada)
(MFC-7340/MFC-7345N/MFC-7440N) LS1667002 (French for
Canada)
(MFC-7840W) LS1179002 (French for Canada)
1
1
2
1
Approx. cartridge yield is declared in accordance with ISO/IEC 19752.
2
Drum yield is approximate, and may vary by type of use.
ii
Notice - Disclaimer of Warranties
(USA and Canada)
BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR
AGENTS (COLLECTIVELY BROTHER’S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR
IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE
SOFTWARE. BROTHER’S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE
ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE
SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS
OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE
SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT
PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE
ABOVE EXCLUSION MAY NOT APPLY TO YOU.
IN NO EVENT WILL BROTHER’S LICENSOR(S) BE LIABLE TO YOU FOR ANY
CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR
LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS
INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE
SOFTWARE EVEN IF BROTHER’S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF
SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN
CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR
CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY
TO YOU. IN ANY EVENT BROTHER’S LICENSOR’S LIABILITY TO YOU FOR ACTUAL
DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE
ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT
LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.
Compilation and Publication Notice
Under the supervision of Brother Industries Ltd., this manual has been compiled and published,
covering the latest product descriptions and specifications.
The contents of this manual and the specifications of this product are subject to change without
notice.
Brother reserves the right to make changes without notice in the specifications and materials
contained herein and shall not be responsible for any damages (including consequential) caused
by reliance on the materials presented, including but not limited to typographical and other errors
relating to the publication.
iii
Brother® One-Year Limited Warranty and Replacement Service
(USA Only)
Who is covered:
This limited warranty (“warranty”) is given
only to the original end-use/retail purchaser
(referred to in this warranty as “Original
Purchaser”) of the accompanying product,
consumables and accessories (collectively
referred to in this warranty as “this
Product”).
If you purchased a product from someone
other than an authorized Brother reseller in
the United States or if the product was used
(including but not limited to floor models or
refurbished product), prior to your
purchase you are not the Original
Purchaser and the product that you
purchased is not covered by this warranty.
What is covered:
This Product includes a Machine and
Consumable and Accessory Items.
Consumable and Accessory Items include
but are not limited to print heads, toner,
drums, ink cartridges, print cartridges,
cordless handset battery, refill ribbons,
therma PLUS paper and thermal paper.
Except as otherwise provided herein,
Brother warrants that the Machine and the
accompanying Consumable and
Accessory Items will be free from defects in
materials and workmanship, when used
under normal conditions.
This warranty applies only to products
purchased and used in the United States.
For products purchased in, but used
outside, the United States, this warranty
covers only warranty service within the
United States (and does not include
shipping outside the United States).
What is the length of the Warranty Periods:
Machines: one year from the original
purchase date.
Accompanying Consumable and
Accessory Items: 90 days from the original
purchase date or the rated life of
consumable, whichever comes first.
What is NOT covered:
This warranty does not cover:
1 Physical damage to this Product;
2 Damage caused by improper installation,
improper or abnormal use, misuse, neglect
or accident (including but not limited to
transporting this Product without the proper
preparation and/or packaging);
3 Damage caused by another device or
software used with this Product (including
but not limited to damage resulting from
use of non Brother
Consumable and Accessory Items);
4 Consumable and Accessory Items that
expired in accordance with a rated life;
5 Problems arising from other than defects in
materials or workmanship; and,
6 Normal Periodic Maintenance Items, such
as Paper Feeding Kit, Fuser and Laser
Units.
This limited warranty is VOID if this Product
has been altered or modified in any way
(including but not limited to attempted warranty
repair without authorization from Brother
and/or alteration/removal of the serial
number).
What to do if you think your Product is
eligible for warranty service:
Report your issue to either our Customer
Service Hotline at 1-877-BROTHER (1-877276-8437) or to a Brother Authorized Service
Center within the applicable warranty
period. Supply Brother or the Brother
Authorized Service Center with a copy of your
dated bill of sale showing that this Product was
purchased within the U.S. For the name of
local Brother Authorized Service Center(s),
call 1-877-BROTHER (1-877-276-8437) or
visit www.brother-usa.com.
What Brother will ask you to do:
After contacting Brother or a Brother
Authorized Service Center, you may be
required to deliver (by hand if you prefer) or
send the Product properly packaged, freight
prepaid, to the Authorized Service Center
together with a photocopy of your bill of sale.
You are responsible for the cost of
shipping, packing product, and insurance
(if you desire). You are also responsible for
loss or damage to this Product in shipping.
What Brother will do:
If the problem reported concerning your
Machine and/or accompanying Consumable
and Accessory Items is covered by this
warranty and
to Brother or an Authorized Service Center
within the applicable warranty period, Brother
or its Authorized Service Center will repair or
replace the Machine and/or accompanying
Consumable and Accessory Items at no
charge to you for parts or labor. The decision
as to whether to repair or replace the Machine
and/or accompanying Consumable and
Accessory Items is made by Brother in its sole
if you first reported the problem
®
-brand parts and
iv
Brother® One-Year Limited Warranty and Replacement Service
(USA Only)
discretion. Brother reserves the right to supply
a refurbished or remanufactured replacement
Machine and/or accompanying Consumable
and Accessory Items and use refurbished
parts provided such replacement products
conform to the manufacturer's specifications
for new product/parts. The repaired or
replacement Machine and/or accompanying
Consumable and Accessory Items will be
returned to you freight prepaid or made
available for you to pick up at a conveniently
located Authorized Service Center.
If the Machine and/or accompanying
Consumable and Accessory Items are not
covered by this warranty (either stage), you
will be charged for shipping the Machine
and/or accompanying Consumable and
Accessory Items back to you and charged for
any service and/or replacement parts/products
at Brother's then current published rates.
The foregoing are your sole (i.e., only) and
exclusive remedies under this warranty.
What happens when Brother elects to
replace your Machine:
When a replacement Machine is authorized by
Brother, and you have delivered the Machine
to an Authorized Service Center, the
Authorized Service Center will provide you
with a replacement Machine after receiving
one from Brother. If you are dealing directly
with Brother's Express Exchange Service
Brother will send to you a replacement Machine
shipped for receipt within two business days,
with the understanding that you will, after
receipt of the replacement Machine, supply the
required proof of purchase information,
together with the Machine that Brother agreed
to replace. You are then expected to pack the
Machine that Brother agreed to replace in the
package from the replacement Machine and
return it to Brother using the pre-paid freight bill
supplied by Brother in accordance with the
instructions provided by Brother. Since you will
be in possession of two machines, Brother will
require that you provide a valid major credit
card number. Brother will issue a hold against
the credit card account number that you
provide until Brother receives your original
Product and determines that your original
Product is entitled to warranty coverage. Your
credit card will be charged up to the cost of a
new Product only if: (i) you do not return your
original Product to Brother within five (5)
business days; (ii) the problems with your
original Product are not covered by the limited
warranty; (iii) the proper packaging
instructions are not followed and has caused
damage to the product; or (iv) the warranty
period on your original Product has expired or
has not been sufficiently validated with a copy
of the proof of purchase (bill of sale). The
replacement Machine you receive (even if
refurbished or remanufactured) will be
covered by the balance of the limited warranty
period remaining on the original Product, plus
an additional thirty (30) days. You will keep the
replacement Machine that is sent to you and
your original Machine shall become the
property of Brother. Retain your original
Accessory Items and a copy of the return
freight bill, signed by the courier.
Limitations:
Brother is not responsible for damage to or
loss of any equipment, media, programs or
data related to the use of this Product. Except
for the repair or replacement as described
above, Brother shall not be liable for any
direct, indirect, incidental or consequential
damages or specific relief. Because some
states do not allow the exclusion or limitation
of consequential or incidental damages, the
above limitation may not apply to you.
THIS WARRANTY IS GIVEN IN LIEU OF ALL
OTHER WARRANTIES, WRITTEN OR
ORAL, WHETHER EXPRESSED BY
AFFIRMATION, PROMISE, DESCRIPTION,
DRAWING, MODEL OR SAMPLE. ANY AND
ALL WARRANTIES OTHER THAN THIS
ONE, WHETHER EXPRESS OR IMPLIED,
INCLUDING IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE, ARE HEREBY
DISCLAIMED.
This Limited Warranty is the only warranty
that Brother is giving for this Product. It is
the final expression and the exclusive and
only statement of Brother's obligations to
you. It replaces all other agreements and
understandings that you may have with
Brother or its representatives.
This warranty gives you certain rights and
you may also have other rights that may
vary from state to state.
This Limited Warranty (and Brother's
obligation to you) may not be changed in
any way unless you and Brother sign the
same piece of paper in which we (1) refer
to this Product and your bill of sale date, (2)
describe the change to this warranty and
(3) agree to make that change.
Important: We recommend that you keep all
original packing materials, in the event that you ship
this Product.
© 2008 Brother International Corporation
v
BROTHER MULTIFUNCTION CENTER / FAX MACHINE
LIMITED WARRANTY
(Canada only)
Pursuant to the limited warranty of 1 year from the date of purchase for labour and parts, Brother
International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centres, will repair or
replace (at Brother’s sole discretion) this MFC/Fax machine free of charge if defective in material or
workmanship. This warranty applies only to products purchased and used in Canada.
This limited Warranty does not include cleaning, consumables (including, without limitation, ink
cartridges, print cartridges, print rolls, thermal paper rolls, toner cartridges, drum units, OPC belts, fixing
units, print heads, paper feed rollers, transfer rolls, cleaning rollers, waste toner packs, oil bottles) or
damage caused by accident, neglect, misuse or improper installation or operation, any damage caused
from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized
Service Representative, or if shipped out of the country.
The use of supplies or consumable items that are non-Brother products may void your warranty. This
limited warranty ceases when this machine is rented, sold, or otherwise disposed of. Operation of the
MFC/Fax machine in excess of the specifications or with the Serial Number or Rating Label removed
shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser.
In order to obtain warranty service, the MFC/Fax machine must be delivered or shipped freight prepaid
by the end-user/purchaser to a “Brother” Authorized Service Centre, together with your Canadian Proof
of Purchase in the form of a Sales Receipt.
When shipping or transporting your MFC/Fax machine, please refer to your Operation Manual for the
proper packaging procedures.
For Laser units: Failure to remove the Toner Cartridge (and Toner Drum Unit, waste toner packs or oil
bottles on applicable models) during shipping or transport will cause severe damage to the Laser
MFC/Fax machine and will void the Warranty.
For inkjet units: (When shipping your Inkjet MFC/Fax machine remove the ink cartridges and replace
them with the original protective parts. If original protective parts are not available, leave ink cartridges
installed. Please avoid shipping the unit without original protective parts or ink cartridges.) Damage to
your print head resulting from packing the Inkjet MFC/Fax machine without the ink cartridges or the
protective parts will void your warranty.
Improper packaging may cause severe damage to the machine during shipping and will void the
warranty.
BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING,
WITHOUT LIMITATIONS, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS
FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED
BY LAW CANNOT BE VALIDLY WAIVED.
No oral or written information, advice or representation provided by Brother, its Authorized Service
Centres, Distributors, Dealers, Agents or employees, shall create another warranty or modify this
warranty. The warranty states Brother’s entire liability and your exclusive remedy against Brother for any
failure of the MFC/Fax machine to operate properly.
Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Fax
machine shall be liable for any indirect, incidental, special, consequential, exemplary, or punitive
damages, including lost profits, arising from the use of or inability to use the product, even if advised by
the end user/purchaser of the possibility of such damages. Since some Provinces do not allow the above
limitation of liability, such limitation, may not apply to you.
This Limited Warranty gives you specific legal rights and you may also have other rights which
vary from Province to Province.
Warranty Service is available at Brother Authorized Service
Centres throughout Canada. For Technical Assistance or for the
name and location of your nearest Authorized Service Centre
call 1-877-BROTHER.
Internet support: support@brother.ca or browse Brother’s Web Site www.brother.ca.
vi
Table of Contents
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 ........................ 2
Viewing documentation ................................................................................... 2
Accessing Brother support (for Windows
Control panel overview .......................................................................................... 6
2 Loading paper and documents 9
Loading paper and print media.............................................................................. 9
Loading paper in the paper tray....................................................................... 9
Loading paper in the manual feed slot ..........................................................10
Unprintable area............................................................................................13
Acceptable paper and other print media..............................................................14
Recommended paper and print media .......................................................... 14
Type and size of paper .................................................................................. 14
Handling and using special paper .................................................................15
Loading documents ............................................................................................. 18
Using the automatic document feeder (ADF) ................................................18
Using the scanner glass ................................................................................19
®
) ........................................................... 5
3 General setup 20
Mode timer........................................................................................................... 20
Paper settings...................................................................................................... 20
Paper type ..................................................................................................... 20
Paper size...................................................................................................... 20
Volume settings ................................................................................................... 21
Ring volume................................................................................................... 21
Beeper volume ..............................................................................................21
Speaker volume............................................................................................. 21
Automatic daylight savings time .......................................................................... 22
Ecology features..................................................................................................22
Toner save.....................................................................................................22
Sleep time......................................................................................................22
LCD contrast........................................................................................................ 22
Dial prefix............................................................................................................. 23
Setting up the prefix number .........................................................................23
Changing the prefix number ..........................................................................23
vii
4 Security features 24
Security................................................................................................................24
TX lock (MFC-7340, MFC-7345N and MFC-7440N only)..............................24
Secure function lock (MFC-7840W only).......................................................25
Setting lock ....................................................................................................28
Restricting dialing ................................................................................................29
Dial pad restriction.........................................................................................29
One touch restriction .....................................................................................29
Speed dial restriction .....................................................................................29
Section II Fax
5 Sending a fax 32
How to fax............................................................................................................32
Entering fax mode .........................................................................................32
Sending a fax from the ADF ..........................................................................32
Sending a fax from the scanner glass ...........................................................32
Canceling a fax in progress ...........................................................................33
Broadcasting .......................................................................................................33
Canceling a broadcast in progress ................................................................33
Additional sending operations..............................................................................34
Sending faxes using multiple settings ...........................................................34
Electronic cover page ....................................................................................34
Contrast .........................................................................................................35
Changing fax resolution.................................................................................36
Dual access ...................................................................................................36
Real time transmission ..................................................................................36
Overseas mode .............................................................................................37
Delayed fax....................................................................................................37
Delayed batch transmission ..........................................................................37
Checking and canceling waiting jobs.............................................................38
Sending a fax manually .................................................................................38
Out of memory message ...............................................................................38
6 Receiving a fax 39
Choose the correct Receive Mode ......................................................................39
Using receive modes ...........................................................................................40
Fax Only ........................................................................................................40
Fax/Tel...........................................................................................................40
Manual...........................................................................................................40
External TAD .................................................................................................40
Receive mode settings ........................................................................................41
Ring delay......................................................................................................41
F/T ring time (Fax/Tel mode only) .................................................................41
Easy receive ..................................................................................................42
Setting the print density .................................................................................42
viii
Additional receiving operations............................................................................ 43
Printing a reduced incoming fax ....................................................................43
Setting the fax receive stamp ........................................................................43
Receiving a fax at the end of a conversation.................................................43
Printing a fax from the memory ..................................................................... 43
7 Telephone services and external devices 44
Telephone line services.......................................................................................44
Voice Mail...................................................................................................... 44
Distinctive Ring.............................................................................................. 44
Caller ID ........................................................................................................46
Connecting an external TAD (telephone answering device)................................47
Connections................................................................................................... 48
Recording an outgoing message (OGM)....................................................... 48
Special line considerations ............................................................................ 48
Multi-line connections (PBX) ......................................................................... 50
External and extension telephones...................................................................... 50
Using external and extension telephones...................................................... 50
For Fax/Tel mode only...................................................................................51
Connecting an external or extension telephone ............................................51
Using a non-Brother cordless external handset ............................................ 51
Using remote codes....................................................................................... 51
8 Dialing and storing numbers 53
How to dial...........................................................................................................53
Manual dialing ...............................................................................................53
One touch dialing........................................................................................... 53
Speed dialing................................................................................................. 53
Search ...........................................................................................................54
Fax redial....................................................................................................... 54
Storing numbers .................................................................................................. 54
Storing a pause .............................................................................................54
Storing one touch dial numbers..................................................................... 54
Storing speed dial numbers...........................................................................55
Changing one touch and speed dial numbers ............................................... 55
Setting up groups for broadcasting................................................................56
Dialing access codes and credit card numbers .............................................57
Pause ............................................................................................................57
Tone or pulse (Canada only) .........................................................................57
ix
9 Remote fax options 58
Fax forwarding .....................................................................................................58
Paging..................................................................................................................59
Fax storage.......................................................................................................... 59
PC fax receive .....................................................................................................60
Changing remote fax options...............................................................................61
Turning off remote fax options.......................................................................61
Remote retrieval ..................................................................................................62
Setting a remote access code .......................................................................62
Using your remote access code ....................................................................62
Retrieving fax messages ...............................................................................63
Changing the fax forwarding number ............................................................63
Remote fax commands........................................................................................64
10 Polling 65
Polling receive .....................................................................................................65
Sequential polling ..........................................................................................65
Polled transmit ....................................................................................................66
Setup for polled transmit................................................................................ 66
11 Printing reports 67
Fax reports...........................................................................................................67
Transmission verification report.....................................................................67
Fax journal.....................................................................................................67
Reports ................................................................................................................68
How to print a report ......................................................................................68
Section III Copy
12 Making copies 70
How to copy .........................................................................................................70
Entering copy mode....................................................................................... 70
Making a single copy .....................................................................................70
Making multiple copies ..................................................................................70
Stop copying.................................................................................................. 70
Copy options (temporary settings)....................................................................... 71
Enlarging or reducing the image copied ........................................................71
Using the Options key ...................................................................................72
Improving copy quality...................................................................................73
Sorting copies using the ADF ........................................................................73
Adjusting contrast ..........................................................................................74
Making N in 1 copies (page layout) ...............................................................74
Out of memory message .....................................................................................75
x
Section IV Software
13 Software and Network features 78
How to read HTML User’s Guide......................................................................... 78
For Windows
For Macintosh
®
...............................................................................................78
®
..............................................................................................79
Section V Appendixes
A Safety and legal 82
Choosing a location .............................................................................................82
To use the machine safely................................................................................... 83
Important information...........................................................................................86
Standard telephone and FCC notices ...........................................................86
Industry Canada Compliance Statement (Canada only) ..............................88
Disconnect device .........................................................................................88
LAN connection (MFC-7345N, MFC-7440N and MFC-7840W only) ............88
International ENERGY STAR
Laser safety................................................................................................... 89
FDA regulations............................................................................................. 89
Important safety instructions.......................................................................... 90
Trademarks.......................................................................................................... 92
B Troubleshooting and routine maintenance 93
®
Compliance Statement ................................ 89
Troubleshooting...................................................................................................93
If you are having difficulty with your machine ................................................93
Improving the print quality ........................................................................... 100
Setting dial tone detection ...........................................................................105
Telephone line interference......................................................................... 106
Error and maintenance messages.....................................................................107
Transferring your faxes or Fax Journal report .............................................111
Document jams............................................................................................ 113
Paper jams ..................................................................................................114
Routine maintenance......................................................................................... 118
Cleaning the outside of the machine ........................................................... 118
Cleaning the scanner glass ......................................................................... 119
Cleaning the laser scanner window............................................................. 120
Cleaning the corona wire.............................................................................122
Cleaning the drum unit ................................................................................123
Replacing the consumable items....................................................................... 126
Replacing a toner cartridge .........................................................................126
Replacing the drum unit...............................................................................130
Machine information .......................................................................................... 132
Checking the serial number......................................................................... 132
Checking the page counters........................................................................ 132
Checking the Drum life ................................................................................133
Packing and shipping the machine....................................................................133
xi
C Menu and features 135
On-screen programming....................................................................................135
Menu table................................................................................................... 135
Memory storage...........................................................................................135
Menu keys .........................................................................................................135
How to access the menu mode ...................................................................136
Menu table .........................................................................................................137
Entering text.......................................................................................................150
D Specifications 152
General ..............................................................................................................152
Print media.........................................................................................................154
Fax.....................................................................................................................155
Copy ..................................................................................................................157
Scan...................................................................................................................158
Print ...................................................................................................................159
Interfaces ...........................................................................................................159
Computer requirements .....................................................................................160
Consumable items .............................................................................................162
Ethernet wired network
(MFC-7345N, MFC-7440N and MFC-7840W only) ........................................163
Ethernet wireless network (MFC-7840W only) ..................................................164
Authentication and encryption for wireless users only.................................165
Wi-Fi Alliance certification ........................................................................... 166
Wireless one-push configuration ................................................................. 167
E Glossary 168
F Index 172
xii
Section I
General I
General information 2
Loading paper and documents 9
General setup 20
Security features 24
1
General information 1
Using the documentation 1
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 style identifies keys on the
machine control panel or
computer screen.
Italics Italicized style emphasizes an
important point or refers you to
a related topic.
Courier
New
Courier New font identifies the
messages shown on the LCD
of the machine.
Warnings tell you what to do to
prevent possible personal injury.
Cautions specify procedures you
must follow or avoid to prevent
possible damage to the machine or
other objects.
Electrical Hazard icons alert you to a
possible electrical shock.
Hot Surface icons warn you not to
touch machine parts that are hot.
Incorrect setup icons alert you to
devices and operations that are not
compatible with the machine.
Note icons give useful tips.
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 Fax, Printer,
Scanner, PC Fax and Network (MFC-7345N,
MFC-7440N and MFC-7840W only). When
you are ready to learn detailed information
about these operations, read the Software
User’s Guide and Network User’s Guide
(MFC-7345N, MFC-7440N and MFC-7840W
only).
Viewing documentation 1
Viewing documentation (Windows®) 1
To view the documentation, from the Start
menu, point to Brother, MFC-XXXX (where
XXXX is your model name) from the program
group, and then click 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 labeled
®
Windows
b If the language selection screen
appears, click your language.
into your CD-ROM drive.
1
2
General information
c If the model name screen appears, click
your model name.The CD-ROM main
menu will appear.
If this window does not appear, use
®
Windows
start.exe program from the root directory
of the Brother CD-ROM.
Explorer to find and run the
d Click Documentation.
e Click the documentation you want to
read:
HTML documents (2 manuals):
Software User’s Guide and
Network User’s Guide (MFC-
7345N, MFC-7440N and MFC7840W only) in HTML format.
This format is recommended for
viewing on your computer.
PDF documents (4 manuals):
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: 1
Scanning a document using the TWAIN
driver in Chapter 2
Scanning a document using the WIA
®
driver (For Windows
only) in Chapter 2
Using ControlCenter3 in Chapter 3
Network Scanning in Chapter 4 (MFC-
7345N, MFC-7440N and MFC-7840W
only)
XP/Windows Vista®
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.
1
1
User’s Guide for stand-alone
operations, Software User’s Guide,
Network User’s Guide (MFC-
7345N, MFC-7440N and MFC7840W only) and Quick Setup
Guide.
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.)
3
Chapter 1
Note
Viewing documentation (Macintosh®) 1
a Turn on your Macintosh
Insert the Brother CD-ROM labeled
®
Macintosh
b The following window will appear.
into your CD-ROM drive.
®
.
c Double-click the Documentation icon.
d If the language selection screen
appears, double-click your language.
e Double-click the top page file to view the
Software User’s Guide and Network
User’s Guide (MFC-7345N, MFC-
7440N and MFC-7840W only) in HTML
format.
f Click the documentation you want to
read.
Software User’s Guide
Network User’s Guide
(MFC-7345N, MFC-7440N and
MFC-7840W only)
The documents are also available in PDF
format (4 manuals):
User’s Guide for stand-alone operations,
Software User’s Guide, Network User’s
Guide (MFC-7345N, MFC-7440N and
MFC-7840W only) and Quick Setup
Guide.
The PDF format is recommended for
printing the manuals.
Double-click Brother Solutions Center
icon to go to the Brother Solutions Center,
where you can view or download the PDF
documents. (Internet access and PDF
Reader software are required.)
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: 1
Scanning in Chapter 9
Using ControlCenter2 in Chapter 10
Network Scanning in Chapter 11 (MFC-
7345N, MFC-7440N and MFC-7840W
only)
Presto!® PageManager® User's Guide:1
The complete Presto!® PageManager®
User’s Guide can be viewed from the Help
®
selection in the Presto!
application.
PageManager®
4
Accessing Brother
General information
support
(for Windows®) 1
You can find all the contacts you will need,
such as Web support (Brother Solutions
Center), Customer Service and Brother
Authorized Service Centers on page i and on
the Brother CD-ROM.
Click Brother Support on the main menu.
The following screen will appear:
To access our web site
(http://www.brother.com/
Brother Home Page.
To view all Brother Numbers, including
Customer Service numbers for the USA
and Canada, click Support Information.
To access the USA Brother online
shopping mall
(http://www.brothermall.com/
additional product and service
information, click Brother Mall.com.
To access Canada’s Brother online
shopping mall (http://www.brother.ca/
additional product and services
information, click Shop Online (Canada).
For the latest news and product support
information
(http://solutions.brother.com/
Brother Solutions Center.
To visit our web site for original/genuine
Brother supplies
(http://www.brother.com/original/
Supplies Information.
To return to the main page, click Back.
Or, if you have finished, click Exit.
) click
) for
) for
), click
), click
1
5
Chapter 1
Control panel overview 1
MFC-7340
MFC-7345N, MFC-7440N and MFC-7840W have the same keys.
6
General information
1
7
Chapter 1
1 Fax and telephone keys:
Hook
Press before dialing if you want to make sure a
fax machine will answer, and then press Start.
Also, press this key after you pick up the
handset of an external telephone during the
F/T ring (fast double-rings).
Resolution
Sets the resolution when sending a fax.
Redial/Pause
Redials the last number called. It also inserts a
pause when programming quick dial numbers
or when dialing a number manually.
2 One Touch keys
These 4 keys give you instant access to 8
previously stored numbers.
Shift
Lets you access One Touch numbers 5 to 8
when held down.
3LCD
Displays messages to help you set up and use
your machine.
4 Menu keys:
Menu
Lets you access the Menu to program your
settings in this machine.
Clear/Back
Deletes entered data or lets you cancel the
current setting.
OK
Lets you store your settings in the machine.
Volume keys
d or c
Press to scroll backwards or forwards through
menu selections. Press to change the volume
when in fax or standby mode.
a or b
Press to scroll through the menus and options.
b Search/Speed Dial
Lets you look up numbers that are stored in the
dialing memory. It also lets you dial stored
numbers by pressing a three-digit number.
Reports
Print the Transmission Verification Report,
Help List, Tel Index List, Fax Journal,
User Settings and Network Configuration*.
(*MFC-7345N, MFC-7440N and MFC-7840W
only)
5Dialpad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine.
(Canada only) The # key temporarily switches
the dialing mode from Pulse to Tone during a
telephone call.
6Stop/Exit
Stops an operation or exits from a menu.
7Start
Lets you start sending faxes, making copies or
scanning.
8 Mode keys:
Fax
Puts the machine in Fax mode.
Scan
Puts the machine in Scan mode. (For details
about scanning, see the Software User’s Guide
on the CD-ROM.)
Copy
Puts the machine in Copy mode.
9 Print keys :
Secure (MFC-7345N, MFC-7440N and MFC-
7840W only)
You can print data saved in memory when you
enter your four-digit password. (For details
about using the Secure key, see the Software
User’s Guide on the CD-ROM.)
(MFC-7840W only) When using Secure
Function Lock, you can switch restricted users
by holding down Shift as you press the Secure
key. (See
ly) on page 25.)
on
Job
Cancels a programmed print job and clears it
from the machine’s memory.
To cancel multiple print jobs, hold down this
key until the LCD shows
Job Cancel (All).
10 Copy keys:
Options
You can quickly and easily choose temporary
settings for copying.
Enlarge/Reduce
Reduces or enlarges copies.
Secure function lock (MFC-7840W
Cancel
8
2
Loading paper and documents 2
Loading paper and print media 2
The machine can feed paper from the
standard paper tray or manual feed slot.
When you put paper into the paper tray, note
the following:
If your application software supports
paper size selection on the print menu,
you can select it through the software. If
your application software does not
support it, you can set the paper size in
the printer driver or by using the control
panel buttons.
Before using paper that has holes in it,
such as organizer sheets, you must ‘fan’
the stack to avoid paper jams and
misfeeds.
Loading paper in the paper tray 2
Printing on plain paper, recycled paper or transparencies from the paper tray
a Pull the paper tray completely out of the
machine.
b While pressing the green paper guide
release lever, slide the paper guides to
fit the paper size. Make sure that the
guides are firmly in the slots.
2
2
9
Chapter 2
Note
CAUTION
Note
For Legal size paper, press the release
button in the bottom of the paper tray and
then pull out the back of the paper tray.
(Legal size paper is not available in some
regions.)
c Put paper in the tray, and make sure that
the paper is below the maximum paper
mark (1). The side to be printed on must
be face down.
e Unfold the support flap (1) to prevent
paper from sliding off the face-down
output tray.
1
Loading paper in the manual feed slot 2
You can load envelopes and special print
media one at a time into this slot. Use the
manual feed slot to print or copy on labels,
envelopes or thicker paper.
1
Make sure the paper guides touch the sides
of the paper so it will feed properly. If you do
not do this, it may cause damage to your
machine.
d Put the paper tray firmly back in the
machine. Make sure that it is completely
inserted into the machine.
Printing on plain paper, recycled paper or transparencies from the manual feed slot
The machine automatically turns on the
Manual Feed mode when you put paper in
the manual feed slot.
a Unfold the support flap (1) to prevent
paper from sliding off the face-down
output tray, or remove each page as
soon as it comes out of the machine.
1
2
10
Loading paper and documents
Note
b Open the manual feed slot cover.
c Using both hands, slide the manual feed
slot paper guides to the width of the
paper that you are going to use.
Printing on thick paper, bond paper, labels and envelopes
When the back output tray is pulled down, the
machine has a straight paper path from the
manual feed slot through to the back of the
machine. Use this paper feed and output
method when you want to print on thick
paper, labels or envelopes.
• Remove each printed sheet or envelope
immediately to prevent a paper jam.
• The machine automatically turns on the
Manual Feed mode when you put paper in
the manual feed slot.
a Open the back cover (back output tray).
2
2
d Using both hands, put one sheet of
paper in the manual feed slot until the
front edge of the paper or transparency
touches the paper feed roller. When you
feel the machine pull in the paper, let go.
b Open the manual feed slot cover.
11
Chapter 2
Note
c Using both hands, slide the manual feed
slot paper guides to the width of the
paper that you are going to use.
d Using both hands, put one sheet of
paper or one envelope in the manual
feed slot until the front edge of the paper
or envelope touches the paper feed
roller. When you feel the machine pull in
the paper, let go.
• Put the paper into the manual feed slot
with the side to be printed face up.
• Make sure that the print media (paper,
transparency and so on) is straight and in
the proper position on the manual feed
slot. If it is not, the paper or the
transparency may not be fed properly,
resulting in a skewed printout or a paper
jam.
• Do not put more than one sheet of paper
in the manual feed slot at any one time, as
it may cause a jam.
• If you put any print media in the manual
feed slot before the machine is in the
Ready state, the print media may be
ejected without being printed on.
• To easily remove a small printout from the
output tray, lift up the scanner cover by
using both hands as shown in the
illustration.
12
• You can still use the machine while the
scanner cover is up. To close the scanner
cover, push it down with both hands.
Loading paper and documents
Note
Note
2
2
1
1
2
2
1
1
2
2
1
1
Unprintable area 2
Unprintable area for copies 2
The printable area of your machine begins at approximately 0.12 in. (3 mm) from the top and
bottom and 0.16 in. (4 mm) from both sides of the paper.
1 0.12 in. (3 mm)
2 0.16 in. (4 mm)
This unprintable area shown above is for a
single copy or a 1 in 1 copy using Letter
size paper. The unprintable area changes
with the paper size.
Unprintable area when printing from a computer 2
When using the driver the printable area is smaller than the paper size, as shown below.
Portrait
Landscape
2
Windows® printer driver and
®
Macintosh
printer driver
BRScript Driver for Windows
and Macintosh®
®
(MFC-7840W only)
Portrait 1 0.16 in. (4.23 mm) 0.16 in. (4.23 mm)
2 0.25 in. (6.35 mm) 0.16 in. (4.23 mm)
Landscape 1 0.16 in. (4.23 mm) 0.16 in. (4.23 mm)
2 0.2 in. (5.08 mm) 0.16 in. (4.23 mm)
The unprintable area shown above is for Letter size paper. The unprintable area changes with
the paper size.
13
Chapter 2
Acceptable paper and other print media 2
Print quality may vary according to the type of
paper you are using.
You can use the following types of print
media: plain paper, bond paper, recycled
paper, transparencies, labels or envelopes.
For best results, follow the instructions below:
Use paper made for plain paper copying.
Use paper that is 20 to 24 lb (75 to
2
90 g/m
Use labels and transparencies which are
designed for use in laser machines.
DO NOT put different types of paper in the
paper tray at the same time because it
may cause paper jams or misfeeds.
For proper printing, you must choose the
same paper size from your software
application as the paper in the tray.
Avoid touching the printed surface of the
paper immediately after printing.
When you use transparencies remove
each sheet immediately to prevent
smudging or paper jams.
Use long grain paper with a neutral Ph
value, and a moisture content of approx.
5%.
).
Recommended paper and print media 2
To get the best print quality, we suggest using
the following paper.
Paper Type Item
Plain Paper Xerox 4200DP 20 lb
Hammermill Laser Print
(24 lb=90 g/m
Recycled Paper No specific brand
recommended
Transparency 3M CG3300
Labels Avery laser labels white
#5160
Envelope No specific brand
recommended
2
)
Type and size of paper 2
The machine loads paper from the installed
standard paper tray or manual feed slot.
Standard paper tray 2
Since the standard paper tray is a universal
type, you can use any of the paper sizes (one
paper type and size at a time) listed in the
table in Paper capacity of the paper trays
on page 15. The standard paper tray can
hold up to 250 sheets of Letter/A4, legal or
2
folio size paper (20 lb or 80 g/m
be loaded up to the maximum paper mark on
the sliding paper width guide.
). Paper can
14
Manual feed slot 2
The manual feed slot can hold a sheet with a
size of 3 to 8.66 in. (76.2 to 220 mm) wide
and 4.57 to 16 in. (116 to 406.4 mm) long.
You can use the manual feed slot if you are
using special paper, envelopes or labels.
Loading paper and documents
Paper capacity of the paper trays 2
Paper size Paper types No. of sheets
Paper Tray A4, Letter, Legal,
Executive, A5, A6, B5,
B6 and Folio1.
Manual Feed Slot Width: 3 to 8.66 in. (76.2
to 220 mm)
Length: 4.57 to 16 in.
(116 to 406.4 mm)
1
Folio size is 8 in. × 13 in. (215.9 mm x 330.2 mm)
Plain paper and recycled
paper
Transparency up to 10
Plain paper, recycled
paper, bond paper,
envelopes, labels and
transparencies
up to 250
[20lb(80g/m
1
2
)]
Recommended paper specifications 2
The following paper specifications are suitable for this machine.
2
Basis weight
Thickness 80-110 µm
Roughness Higher than 20 sec.
Stiffness
Grain direction Long grain
Volume resistivity
Surface resistivity
Filler CaCO
Ash content Below 23 wt%
Brightness Higher than 80 %
Opacity Higher than 85 %
20-24 lb (75-90 g/m2)
3
90-150 cm
9
10e
9
10e
/100
-10e11 ohm
12
-10e
ohm-cm
(Neutral)
3
Handling and using special paper 2
The machine is designed to work well with
most types of xerographic and bond paper.
However, some paper variables may have an
effect on print quality or handling reliability.
Always test samples of paper before
purchasing to ensure desirable performance.
Store paper in its original packaging and keep
it sealed. Keep the paper flat and away from
moisture, direct sunlight and heat.
Some important guidelines when selecting
paper are:
Do not use inkjet paper because it may
cause a paper jam or damage your
machine.
Preprinted paper must use ink that can
withstand the temperature of the
machine's fusing process (200 degrees
centigrade).
If you use bond paper, paper having a
rough surface or paper that is wrinkled or
creased, the paper may exhibit degraded
performance.
15
Chapter 2
CAUTION
1
1
1
1
Types of paper to avoid 2
Some types of paper may not perform well
or may cause damage to your machine.
DO NOT use paper:
• that is highly textured
• that is extremely smooth or shiny
• that is curled or warped
1 0.08 in. (2 mm)
• that is coated or has a chemical finish
• that is damaged, creased or folded
• that exceeds the recommended weight
specification in this guide
• with tabs and staples
• with letterheads using low temperature
dyes or thermography
• that is multipart or carbonless
• that is designed for inkjet printing
If you use any of the types of paper listed
above, they may damage your machine.
This damage is not covered under any
Brother warranty or service agreement.
Envelopes 2
Most envelopes will be suitable for your
machine. However, some envelopes may
have feed and print-quality problems
because of the way they have been made. A
suitable envelope should have edges with
straight, well-creased folds and the leading
edge should not be thicker than two sheets of
paper. The envelope should lie flat and not be
of baggy or flimsy construction. You should
buy quality envelopes from a supplier who
understands that you will be using the
envelopes in a laser machine.
Envelopes can be fed from manual feed slot
one at a time. We recommend that you print
a test envelope to make sure the print results
are what you want before you print or
purchase a large quantity of envelopes.
Check the following:
Envelopes should have a lengthwise
sealing flap.
The sealing flaps should be folded crisply
and correctly (irregularly cut or folded
envelopes may cause paper jams).
Envelopes should consist of two layers of
paper in the area circled in figure below.
1 Feeding direction
Envelope joints that are sealed by the
manufacturer should be secure.
We recommend that you do not print
within 0.6 in. (15 mm) of the edges of
envelopes.
16
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