Brother MFC-7340, MFC-7450, MFC-7440N, MFC-7840N, MFC-7840W User's Guide

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USER’S GUIDE

MFC-7340 MFC-7450 MFC-7440N MFC-7840N MFC-7840W

Version A

ARL/ASA/NZ

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-7340, MFC-7450, MFC-7440N, MFC-7840N and MFC-7840W

(Circle your model number)

Serial Number: 1

Date of Purchase:

Place of Purchase:

1The 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 other countries.

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.

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 ...................................................................................	3
	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
	Type and size of paper ..................................................................................	15
	Handling and using special paper .................................................................	16
	Loading documents .............................................................................................	19
	Using the automatic document feeder (ADF) ................................................	19
	Using the scanner glass (Flatbed).................................................................	20
3	General setup	21
	Mode timer...........................................................................................................	21
	Paper settings......................................................................................................	21
	Paper type .....................................................................................................	21
	Paper size......................................................................................................	21
	Volume settings ...................................................................................................	22
	Ring volume...................................................................................................	22
	Beeper volume ..............................................................................................	22
	Speaker volume.............................................................................................	22
	Setting daylight savings time ...............................................................................	23
	Ecology features..................................................................................................	23
	Toner Save ....................................................................................................	23
	Sleep time......................................................................................................	23
	LCD contrast........................................................................................................	23
	Dial prefix.............................................................................................................	24
	Setting up the prefix number .........................................................................	24
	Changing the prefix number ..........................................................................	24
4	Security features	25
	Security................................................................................................................	25
	TX Lock (MFC-7340 and MFC-7440N only)..................................................	25
	Turning the TX Lock on/off ............................................................................	26
	Memory Security (MFC-7450 only)................................................................	26

iii

	Secure Function Lock (MFC-7840N and MFC-7840W only)	.........................28
	Setting lock ....................................................................................................	31
	Restricting dialling................................................................................................	32
	Dial pad restriction.........................................................................................	32
	One Touch restriction ....................................................................................	32
	Speed Dial restriction ....................................................................................	32
Section II Fax
5	Sending a fax	34
	How to fax............................................................................................................	34
	Entering fax mode .........................................................................................	34
	Sending a fax from the ADF ..........................................................................	34
	Sending a fax from the scanner glass ...........................................................	34
	Cancelling a fax in progress ..........................................................................	35
	Broadcasting .......................................................................................................	35
	Cancelling a broadcast in progress ...............................................................	35
	Additional sending operations..............................................................................	36
	Sending faxes using multiple settings ...........................................................	36
	Electronic cover page ....................................................................................	36
	Contrast .........................................................................................................	37
	Changing fax resolution.................................................................................	38
	Dual access ...................................................................................................	38
	Real time transmission ..................................................................................	38
	Overseas mode .............................................................................................	39
	Delayed fax....................................................................................................	39
	Delayed batch transmission ..........................................................................	39
	Checking and cancelling waiting jobs............................................................	40
	Sending a fax manually .................................................................................	40
	Out of memory message ...............................................................................	40
6	Receiving a fax	41
	Receive modes ....................................................................................................	41
	Choosing the receive mode...........................................................................	41
	Using receive modes ...........................................................................................	42
	Fax Only ........................................................................................................	42
	Fax/Tel...........................................................................................................	42
	Manual...........................................................................................................	42
	External TAD .................................................................................................	42
	Receive mode settings ........................................................................................	43
	Ring delay......................................................................................................	43
	F/T ring time (Fax/Tel mode only) .................................................................	43
	Fax Detect .....................................................................................................	43
	Setting the print density .................................................................................	44
	Additional receiving operations............................................................................	44
	Printing a reduced incoming fax ....................................................................	44
	Setting the fax receive stamp ........................................................................	44
	Receiving faxes into memory ........................................................................	45

	Printing a fax from the memory .....................................................................	45
7	Telephone and external devices	46
	Telephone line services.......................................................................................	46
	Do you have Voice Mail?...............................................................................	46
	Telephone Service for Australia...........................................................................	46
	Telstra® FaxStream® Duet® (Distinctive Ringing) .........................................	46
	What is the Advantage of using Telstra® FaxStream® Duet® Function? ......	47
	How does Telstra® FaxStream® Duet® Work?..............................................	47
	Set the Distinctive Ring to ON .......................................................................	48
	Turning off Distinctive Ring............................................................................	48
	Telephone Service for New Zealand ...................................................................	49
	FaxAbility .......................................................................................................	49
	Telephone Service for Some Countries...............................................................	50
	Distinctive Ringing (For Singapore and Hong Kong).....................................	50
	Caller ID.........................................................................................................	51
	Connecting an external TAD ...............................................................................	52
	Connections...................................................................................................	52
	Recording an outgoing message (OGM).......................................................	53
	Multi-Line connections (PABX)......................................................................	53
	External and extension telephones......................................................................	54
	Operation from extension telephones............................................................	54
	For Fax/Tel mode only...................................................................................	54
	Connecting an external or extension telephone ............................................	54
	Using a non-Brother cordless external handset ............................................	55
	Using remote codes.......................................................................................	55
8	Dialling and storing numbers	56
	How to dial...........................................................................................................	56
	Manual dialling...............................................................................................	56
	One touch dialling..........................................................................................	56
	Speed dialling ................................................................................................	56
	Search ...........................................................................................................	56
	Fax redial.......................................................................................................	57
	Storing numbers ..................................................................................................	57
	Storing a pause .............................................................................................	57
	Storing one touch dial numbers.....................................................................	57
	Storing speed dial numbers...........................................................................	58
	Changing one touch and speed dial numbers ...............................................	58
	Setting up groups for broadcasting................................................................	59
	Combining quick dial numbers ......................................................................	60
	Tone or pulse (not available in New Zealand) ...............................................	60
9	Remote fax options	61
	Fax forwarding.....................................................................................................	61
	Fax storage..........................................................................................................	61
	PC fax receive .....................................................................................................	62
	Changing remote fax options...............................................................................	63
	Turning off remote fax options.......................................................................	63

	Remote retrieval ..................................................................................................	64
	Setting a remote access code .......................................................................	64
	Using your remote access code ....................................................................	64
	Retrieving fax messages ...............................................................................	65
	Changing the fax forwarding number ............................................................	65
	Remote fax commands........................................................................................	66
10	Polling	67
	Polling receive .....................................................................................................	67
	Secure polling................................................................................................	67
	Delayed polling ..............................................................................................	67
	Sequential polling ..........................................................................................	68
	Polled transmit ....................................................................................................	68
	Setup for polled transmit................................................................................	68
	Setup for polled transmit with a secure code.................................................	69
11	Printing reports	70
	Fax reports...........................................................................................................	70
	Transmission verification report.....................................................................	70
	Fax journal.....................................................................................................	70
	Reports ................................................................................................................	71
	How to print a report ......................................................................................	71
Section III Copy
12	Making copies	74
	How to copy .........................................................................................................	74
	Entering copy mode.......................................................................................	74
	Making a single copy .....................................................................................	74
	Making multiple copies ..................................................................................	74
	Stop copying..................................................................................................	74
	Copy options (temporary settings).......................................................................	75
	Enlarging or reducing the image copied ........................................................	75
	Using the Options key ...................................................................................	76
	Improving copy quality...................................................................................	77
	Sorting copies using the ADF ........................................................................	77
	Adjusting contrast ..........................................................................................	78
	Making N in 1 copies (page layout) ...............................................................	78
	Out of memory message .....................................................................................	79
Section IV Software
13	Software and Network features	82
	How to read HTML User’s Guide.........................................................................	82
	For Windows®................................................................................................	82

	For Macintosh®..............................................................................................	83
Section V Appendixes
A	Safety and legal	86
	Choosing a location .............................................................................................	86
	Important information...........................................................................................	87
	Safety precautions.........................................................................................	87
	IEC60825-1+A2:2001 Specification ..............................................................	90
	Disconnect device .........................................................................................	90
	LAN connection (For MFC-7440N, MFC-7840N and MFC-7840W)..............	90
	Radio interference .........................................................................................	90
	International ENERGY STAR® Compliance Statement ................................	91
	Important Information for Australia ......................................................................	91
	IMPORTANT-For Your Safety .......................................................................	91
	Important safety instructions..........................................................................	91
	Important Information for New Zealand ...............................................................	93
	Important Safety Instructions.........................................................................	93
	IMPORTANT-For Your Safety .......................................................................	95
	IMPORTANT NOTICE...................................................................................	95
	Important Information for Some Countries...........................................................	96
	Important Safety Instructions.........................................................................	96
	Legal limitations for copying ................................................................................	98
	Trademarks..........................................................................................................	99
B	Troubleshooting and routine maintenance	100
	Troubleshooting.................................................................................................	100
	If you are having difficulty with your machine ..............................................	100
	Improving the print quality ...........................................................................	107
	Setting dial tone detection ...........................................................................	112
	Telephone line interference .........................................................................	113
	Error and maintenance messages.....................................................................	114
	Transferring your faxes or Fax Journal report .............................................	118
	Document jams............................................................................................	120
	Paper jams ..................................................................................................	121
	Routine maintenance.........................................................................................	125
	Cleaning the outside of the machine ...........................................................	126
	Cleaning the scanner glass .........................................................................	127
	Cleaning the laser scanner window.............................................................	128
	Cleaning the corona wire.............................................................................	129
	Cleaning the drum unit ................................................................................	131
	Replacing the consumable items.......................................................................	134
	Replacing a toner cartridge .........................................................................	134
	Replacing the drum unit...............................................................................	137
	Machine information ..........................................................................................	140
	Checking the serial number.........................................................................	140
	Checking the page counters........................................................................	140
	Checking the Drum life ................................................................................	140

vii

	Packing and shipping the machine ....................................................................	141
C	Menu and features	142
	On-screen programming....................................................................................	142
	Menu table...................................................................................................	142
	Memory storage...........................................................................................	142
	Menu keys .........................................................................................................	142
	How to access the menu mode ...................................................................	143
	Menu table .........................................................................................................	144
	Entering text.......................................................................................................	157
D	Specifications	158
	General ..............................................................................................................	158
	Print media.........................................................................................................	160
	Fax.....................................................................................................................	161
	Copy ..................................................................................................................	163
	Scan...................................................................................................................	164
	Print ...................................................................................................................	165
	Interfaces ...........................................................................................................	165
	Computer requirements .....................................................................................	166
	Consumable items .............................................................................................	168
	Ethernet wired network (MFC-7440N, MFC-7840N and MFC-7840W ) ............	169
	Ethernet wireless network (MFC-7840W only) ..................................................	170
	Authentication and encryption for wireless users only.................................	171
	Wi-Fi Alliance certification ...........................................................................	172
	Wireless one-push configuration .................................................................	173
E	Glossary	174
F	Index	178

viii

Section I

General

General information	2
Loading paper and documents	9
General setup	21
Security features	25

1 General information

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

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	Courier New font identifies the
New	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. When you are ready to learn detailed information about these operations, read the Software User’s Guide and Network User’s Guide.

Viewing documentation

Viewing documentation (Windows®)

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 labelled Windows® into your CD-ROM drive.

b If the language selection screen appears, click your language.

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® Explorer to find and run the start.exe program from the root directory of the Brother CD-ROM.

d Click Documentation.

General information

e Click the documentation you want to read:

HTML documents (2 manuals):

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

This format is recommended for viewing on your computer.

PDF documents (4 manuals):

User’s Guide for stand-alone operations, Software User’s Guide, Network User’s Guide 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.)

Chapter 1

How to find scanning instructions

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

Software User's Guide:

Scanning a document using the TWAIN driver in Chapter 2

Scanning a document using the WIA driver (For Windows® XP/Windows Vista® only) in Chapter 2

Using ControlCenter3 in Chapter 3

Network Scanning in Chapter 4

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.

Viewing documentation (Macintosh®)

a Turn on your Macintosh®.

Insert the Brother CD-ROM labelled Macintosh® into your CD-ROM drive.

b The following window will appear.

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 in HTML format.

f Click the documentation you want to read.

Software User’s Guide

Network User’s Guide

Note

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 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

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

Software User's Guide:

Scanning in Chapter 9

Using ControlCenter2 in Chapter 10

Network Scanning in Chapter 11

Presto!® PageManager® User's Guide:

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

General information

Chapter 1

Control panel overview

MFC-7340 and MFC-7450 have the same keys.

MFC-7440N, MFC-7840N and MFC-7840W have the same keys.

General information

Chapter 1

1Fax 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 dialling a number manually.

2One 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.

4Menu 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.

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 dialling 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 and Order Form.

5Dial pad

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

The # key temporarily switches the dialling mode from Pulse to Tone during a telephone call (not available in New Zealand).

6Stop/Exit

Stops an operation or exits from a menu.

7Start

Lets you start sending faxes, making copies or scanning.

8Mode 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.

9Print keys:

Secure (MFC-7440N, MFC-7840N and MFC7840W 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-7840N and MFC-7840W only) When using Secure Function Lock, you can switch restricted users by holding down Shift as you press the Secure key. (See Secure Function Lock (MFC-7840N and MFC-7840W only) on page 28.)

Job Cancel

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).

10Copy keys: Options

You can quickly and easily choose temporary settings for copying.

Enlarge/Reduce

Reduces or enlarges copies.

2 Loading paper and documents

Loading paper and print media

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
	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.

Chapter 2

Note

(For Asia) 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.

CAUTION

To prevent damage to your machine caused by paper misfeeding, make sure the paper guides touch the sides of the paper.

d Put the paper tray firmly back in the machine. Make sure that it is completely inserted into the machine.

e Fold out the support flap (1) to prevent paper from sliding off the face-down output tray.

Loading paper in the manual feed slot

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.

Printing on plain paper, recycled paper or transparencies from the manual feed slot

Note

The machine automatically turns on the Manual Feed mode when you put paper in the manual feed slot.

a Lift up 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.

Brother MFC-7340, MFC-7450, MFC-7440N, MFC-7840N, MFC-7840W User's Guide

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.

d Using both hands, put one sheet of paper or one transparency in the manual feed slot until the front edge touches the paper feed roller. When you feel the machine pull in the paper, let go.

Loading paper and documents

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 2 machine. Use this paper feed and output

method when you want to print on thick paper, labels or envelopes.

Note

•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).

b Open the manual feed slot cover.

Chapter 2

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.

Note

•Put the paper into the manual feed slot with the side to be printed face up.

•Make sure that the paper or print media (see Acceptable paper and other print media on page 14.) is straight and in the correct position on the manual feed slot. If it is not, the paper or the transparency may not be fed correctly, 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.

•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

Unprintable area

Unprintable area for faxes and copies

The printable area of your machine begins at approximately 3 mm from the top and bottom and 2 mm from both sides of the paper.

2 2

1	3 mm	2
2	2 mm	2

Note

(For copies) The unprintable area shown above is for a single copy or a 1 in 1 copy using A4 size paper. The unprintable area changes with the paper size.

Unprintable area when printing from a computer

When using the printer driver the printable area is smaller than the paper size, as shown below.

Portrait		Landscape
2	2	2	2
1		1

			1	1






		Windows® printer driver and			BRScript Driver for Windows®
		Macintosh® printer driver			and Macintosh®
					(MFC-7450, MFC-7840N and MFC-
					7840W only)
Portrait	1	4.23 mm			4.23 mm

	2	6.01 mm			4.23 mm

Landscape	1	4.23 mm			4.23 mm

	2	5 mm			4.23 mm

Note

The unprintable area shown above is for A4 size paper. The unprintable area changes with the paper size.

Chapter 2

Acceptable paper and other print media

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 75 to 90 gsm.

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 correct 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%.

Loading paper and documents

Type and size of paper

The machine loads paper from the installed standard paper tray or manual feed slot.

Standard paper tray

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 and Folio for Asia) size paper (80 gsm). Paper can be loaded up to the maximum paper mark on the sliding paper width guide.

Manual Feed Slot

The manual feed slot can hold a sheet with a
size of 76.2 to 220 mm wide and 116 to
406.4 mm long. You can use the manual feed
slot if you are using special paper, envelopes	2
or labels.	2

Paper capacity of the paper trays

	Paper size	Paper types	No. of sheets
Paper Tray	(For Oceania)	Plain paper and recycled	up to 250
	A4, Letter, Executive,	paper	(80 gsm)
	A5, A6, B5, B6.
	(For Asia)	Transparency	up to 10
	A4, Letter, Legal,
	Executive, A5, A6, B5,
	B6 and Folio. 1
Manual Feed Slot	Width: 76.2 to 220 mm	Plain paper, recycled	1
	Length: 116 to 406.4 mm	paper, bond paper,
		envelopes, labels and
		transparencies

1 Folio size is 215.9 mm x 330.2 mm.

Chapter 2

Recommended paper specifications

The following paper specifications are suitable for this machine.

Basis weight	75-90 gsm

Thickness	80-110 µm

Roughness	Higher than 20 sec.

Stiffness	90-150 cm3/100
Grain direction	Long grain

Volume resistivity	10e9-10e11 ohm
Surface resistivity	10e9-10e12 ohm-cm
Filler	CaCO3 (Neutral)
Ash content	Below 23 wt%

Brightness	Higher than 80 %

Opacity	Higher than 85 %

Handling and using special paper

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.

Types of paper to avoid

CAUTION

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 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

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 the 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.

1Feeding direction

Envelope joints that are sealed by the manufacturer should be secure.

We recommend that you do not print within 15 mm of the edges of envelopes.

Loading paper and documents

Types of envelopes to avoid

CAUTION

DO NOT use envelopes:

• that are damaged, curled, wrinkled or an 2 unusual shape

•that are extremely shiny or textured

•with clasps, staples, snaps or tie strings

•with self-adhesive closures

•that are of a baggy construction

•that are not sharply creased

•that are embossed (have raised writing on them)

•that were previously printed by a laser machine

•that are pre-printed on the inside

•that cannot be arranged neatly when stacked

•that are made of paper that weighs more than the paper weight specifications for the machine

•with edges that are not straight or consistently square

•with windows, holes, cut-outs or perforations

•with glue on surface as shown in figure below

•with double flaps as shown in figure below

Chapter 2

•with sealing flaps that have not been folded at purchase

•with sealing flaps as shown in figure below

•with each side folded as shown in figure below

If you use any of the types of envelopes listed above, they may damage your machine. This damage is not covered under any Brother warranty or service agreement.

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

Labels

The machine will print on most types of labels designed for use with a laser machine. Labels should have an adhesive that is acrylic-based since this material is more stable at the high temperatures in the fuser unit. Adhesives should not come in contact with any part of the machine, because the label stock may stick to the drum unit or rollers and cause jams and print quality problems. No adhesive should be exposed between the labels. Labels should be arranged so that they cover the entire length and width of the sheet. Using labels with spaces may result in labels peeling off and causing serious jams or print problems.

All labels used in this machine must be able to withstand a temperature of 392 degrees Fahrenheit (200 degrees centigrade) for a period of 0.1 seconds.

Label sheets should not exceed the paper weight specifications described in this User’s Guide. Labels exceeding this specification may not feed or print correctly and may cause damage to your machine.

Labels can be fed from the manual feed slot only.

Types of labels to avoid

Do not use labels that are damaged, curled, wrinkled or an unusual shape.

CAUTION

DO NOT feed part used label sheets. The exposed carrier sheet will damage your machine.

Loading documents

Using the automatic document feeder (ADF)

The ADF can hold up to 35 pages and feeds each sheet individually. Use standard 80 gsm paper and always fan the pages before putting them in the ADF.

CAUTION

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

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

DO NOT use cardboard, newspaper or fabric with the ADF. Instead use the scanner glass.

To avoid damaging your machine while using the ADF, DO NOT pull on the document while it is feeding.

To scan non-standard documents see

Using the scanner glass (Flatbed) on page 20.

Make sure documents written with ink are completely dry.

Documents to be faxed must be from 148 to 215.9 mm wide and from 148 to 355.6 mm long, and of a standard weight (80 gsm).

Loading paper and documents

a Unfold the ADF document output support flap (1) and the ADF support flap (2).

1 2

b Fan the pages well.

c Place your document, face up top edge first, in the ADF until you feel it touch the feed roller.

d Adjust the paper guides (1) to fit the width of your document.

Chapter 2

Using the scanner glass (Flatbed)

You can use the scanner glass to fax, copy or scan pages of a book or one page at a time. Documents can be up to 215.9 mm wide and 297 mm long.

Note

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

a Lift the document cover.

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

c Close the document cover.

CAUTION

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

3 General setup

Mode timer

The machine has three mode keys on the control panel: Fax, Scan, and Copy.

You can set how much time the machine takes after the last Copy or Scan operation to return to Fax mode default. If you choose Off, the machine will stay in the mode you used last.

(MFC-7840N and MFC-7840W only) Also, this setting sets the time the machine will change from individual user to public user when using Secure Function Lock. (See

Switching Users on page 30.)

a Press Menu, 1, 1.

b Press a or b to choose 0 Sec,

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

Press OK.

c Press Stop/Exit.

Paper settings

Paper type

Set up the machine for the type of paper you are using. This will give you the best print quality.

a Press Menu, 1, 2.

b Press a or b to choose Thin, Plain,

Thick, Thicker, Transparency or Recycled Paper.

Press OK.

c Press Stop/Exit.

Paper size

(For Oceania)	3

You can use seven sizes of paper for printing copies: A4, Letter, Executive, A5, A6, B5 and B6 and two sizes for printing faxes: A4 or Letter.

(For Asia)

You can use nine sizes of paper for printing copies: A4, Letter, Legal, Executive, A5, A6, B5, B6 and Folio and four sizes for printing faxes: A4, Letter, Legal or Folio (8"x13").

When you change the size of paper in the tray, you will also need to change the setting for paper size at the same time so your machine can fit the document or an incoming fax on the page.

a Press Menu, 1, 3.

b (For Oceania)

Press a or b to choose A4, Letter,

Executive, A5, A6, B5 or B6. Press OK.

(For Asia)

Press a or b to choose A4, Letter,

Legal, Executive, A5, A6, B5, B6 and Folio.

Press OK.

c Press Stop/Exit.

Note

If you chose Transparency as the paper type (Menu, 1, 2) you will only be able to choose Letter or A4 (Legal or Folio for Asia) size paper in Step b.

Chapter 3

Volume settings

Ring volume

You can choose a ring volume level from a range of settings, from High to Off.

While in Fax mode press or to adjust the volume level. The LCD will show the current setting, and each key press will change the volume to the next level. The machine will keep the new setting until you change it.

You can also change the ring volume through the menu:

a Press Menu, 1, 4, 1.

b Press a or b to choose Off, Low, Med or

High. Press OK.

c Press Stop/Exit.

Beeper volume

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, 1, 4, 2.

b Press a or b to choose Off, Low, Med or

High. Press OK.

c Press Stop/Exit.

Speaker volume

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

a Press Menu, 1, 4, 3.

b Press a or b to choose Off, Low, Med or

High. Press OK.

c Press Stop/Exit.

You can also adjust the speaker volume with the control panel keys.

a Press (Fax). b Press Hook.

c Press or .

This setting will stay until you change it again.

d Press Hook.

Setting daylight savings time

You can set the machine to change for Daylight Savings Time. If you choose On, it will reset the time forward one hour and if you choose Off, it will reset the time backward one hour.

a Press Menu 1, 5.

b Press a or b to choose On or Off. Press OK.

c Press 1 or 2 to choose

1.Change or 2.Exit.

d Press Stop/Exit.

Ecology features

Toner Save

You can save toner using this feature. When you set Toner Save to On, print appears lighter. The default setting is Off.

a Press Menu, 1, 6, 1.

b Press a or b to choose On or Off. Press OK.

c Press Stop/Exit.

Note

We do not recommend Toner Save for printing Photo or Greyscale images.

General setup

Sleep time

Setting the sleep time reduces power consumption by turning off the fuser while the machine is idle.

You can choose how long the machine must be idle (from 00 to 99 minutes) before it goes

into sleep mode. When the machine receives 3 a fax, computer data, or makes a copy, the

timer will be reset. The default setting is 05 minutes.

While the machine is in sleep mode the LCD will display Sleep. When printing or copying in sleep mode, there will be a short delay while the fuser warms up.

a Press Menu 1, 6, 2.

b Enter the length of time the machine is idle before entering sleep mode (00 to 99). Press OK.

c Press Stop/Exit.

Note

To turn off sleep mode, press Start and Options at the same time in b. Press a or b to choose Off. Press OK.

LCD contrast

You can change the contrast to make the LCD look lighter or darker.

a Press Menu, 1, 7.

b Press a to make the LCD darker. Or, press b to make the LCD lighter. Press OK.

c Press Stop/Exit.

Chapter 3

Dial prefix

The dial prefix setting will automatically dial a predefined number before every fax number you dial. For example: If your telephone system requires a 9 to dial an outside number use this setting to automatically dial 9 for every fax you send.

Setting up the prefix number

a (for New Zealand) Press Menu, 0, 5.

Press Menu, 0, 6.

b Enter the prefix number (up to 5 digits) on the dial pad.

Press OK.

Note

•You can use the numbers 0 to 9, #, l and !. (Press Hook to display “!”.)

You cannot use ! with any other numbers or characters.

If your telephone system requires a timed break recall (hookflash), press Hook to enter the break.

•(Not available in New Zealand) If the pulse dialing mode is on, # and l are not available to use.

c Press Stop/Exit.

Changing the prefix number

a (for New Zealand) Press Menu, 0, 5.

Press Menu, 0, 6.

b Do one of the following:

To change the prefix number, press 1.

To exit without making a change, press 2 and go to d.

c Enter a new prefix number using the dial pad (up to 5 digits).

Press OK.

d Press Stop/Exit.

4 Security features

Security

You can set up your machine with multiple levels of security using Setting Lock and TX Lock (MFC-7340 and MFC-7440N only), Memory Security (MFC-7450 only) or Secure Function Lock (MFC-7840N and MFC-7840W only). You will not be able to continue to schedule Delayed Faxes or Polling jobs. However, any pre-scheduled Delayed Faxes will be sent even if you turn on TX Lock, Memory Security or Secure Function Lock, so they will not be lost.

TX Lock

(MFC-7340 and MFC-7440N only)

TX Lock lets you prevent unauthorized access to the machine.

While TX Lock is on, the following operations are available:

Receiving faxes

Fax Forwarding

(if Fax Forwarding was already on)

Remote Retrieval

(if Fax Storage was already on)

PC Fax Receive

(if PC Fax Receive was already on)

While TX Lock is on, the following operations are NOT available:

Sending faxes

Copying

Setting up the password

Note

If you have already set the password, you will not need to set it, again.

a Press Menu, 1, 8, 1.	4
b Enter a four-digit number for the	4
password using numbers 0-9.
Press OK.

c If you are entering the password for the first time, the LCD will show Verify:.

d Re-enter the password. Press OK.

e Press Stop/Exit.

Changing the TX Lock password

a Press Menu, 1, 8, 1.

b Press a or b to choose Set Password. Press OK.

c Enter the registered four-digit password. Press OK.

d Enter a four-digit number for the new password.

Press OK.

e If the LCD shows Verify:, re-enter the new password.

Press OK.

PC printing	f Press Stop/Exit.
Scanning

Note

•To print the faxes in memory, turn off TX Lock.

•If you forget the TX Lock password, please call your Brother dealer for service.

Chapter 4

Turning the TX Lock on/off

If you enter the wrong password when following the instructions below, the LCD shows Wrong Password. Re-enter the correct password.

Turning TX Lock on

a Press Menu, 1, 8, 1.

b Press a or b to choose Set TX Lock. Press OK.

c Enter the registered 4-digit password. Press OK.

The machine goes offline and the LCD shows TX Lock Mode.

Turning TX Lock off

a Press Menu.

b Enter the registered 4-digit password. Press OK.

TX lock is automatically turned off.

Note

If you enter the wrong password, the LCD shows Wrong Password and stays offline. The machine will stay in TX Lock mode until the registered password is entered.

Memory Security (MFC-7450 only)

Memory Security lets you prevent unauthorized access to the machine.

While Memory Security is on, the following operations are available:

Receiving faxes into memory (limited by memory capacity)

FAX Forwarding (if Fax Forwarding was already on)

Remote Retrieval (if Fax Storage was already on)

While Memory Security is on, the following operations are NOT available:

Printing received faxes

Sending faxes

Copying

PC printing

Scanning

PC Fax Receive

Note

•To print the faxes in memory, turn off Memory Security.

•You must turn off PC Fax Receive before you can turn on Memory Security.

(See Turning off remote fax options on page 63.)

Setting up the password

Note

•If you have already set the password, you will not need to set it, again.

•If you forget the Memory Security password, please call your Brother dealer.

a Press Menu, 1, 8, 1.

b Enter a four-digit number for the password using numbers 0-9. Press OK.

c Re-enter the password when the LCD shows Verify:.

Press OK.

d Press Stop/Exit.

Changing your memory security password

a Press Menu, 1, 8, 1.

b Press a or b to choose Set Password. Press OK.

c Enter the registered four-digit password. Press OK.

d Enter a four-digit number for the new password.

Press OK.

e If the LCD shows Verify:, re-enter the new password.

Press OK.

f Press Stop/Exit.

Turning memory security on/off

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

Turning memory security on

a Press Menu, 1, 8, 1.

b Press a or b to choose Set Security. Press OK.

c Enter the registered four-digit password. Press OK.

The machine goes offline and the LCD shows Secure Mode.

Note

If there is a power failure the data will stay in memory for up to 4 days.

Security features

Turning memory security off

a Press Menu.

b Enter the registered four-digit password. Press OK.

Memory Security is automatically turned off and the LCD shows the date and time.

Note

If you enter the wrong password, the LCD 4 shows Wrong Password and stays

offline. The machine will stay in Secure Mode until the registered password is entered.

Chapter 4

Secure Function Lock (MFC-7840N and MFC-7840W only)

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

Fax Rx, Copy, Scan and Print 1). This feature also prevents users from

changing the Default settings of the machine by limiting access to the Menu settings.

Disabling at least one function is required to turn on Secure Function Lock for the Public user.

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 password. If you forget it, please call your Brother dealer for service.

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

Note

•You can set up to 10 individual users and one Public user.

•When you set up a Public user, you can restrict one or more of the machine’s functions to all users who do not have a password.

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

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

•When Secure Function Lock is on, you can only use 1.Contrast, 6. Polled TX or 7. Coverpg Setup in the Fax menu.

If Fax Tx is disabled, you cannot use any function in the Fax menu.

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

Setting the password for the administrator

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 restricted users

on page 29 and Turning Secure Function Lock on on page 30.)

a Press Menu, 1, 8, 1.

b Enter a four-digit number for the password using numbers 0-9. Press OK.

c Re-enter the password when the LCD shows Verify:.

Press OK.

d Press Stop/Exit.

Changing the password for the administrator

a Press Menu, 1, 8, 1.

b Press a or b to choose Set Password. Press OK.

c Enter the registered four-digit password. Press OK.

d Enter a four-digit number for the new password.

Press OK.

e If the LCD shows Verify:, re-enter the new password.

Press OK.

f Press Stop/Exit.

Setting up the Public user

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

Note

You must disable at least one function to turn on Secure Function Lock for Public user.

a Press Menu, 1, 8, 1.

b Press a or b to choose Setup User. Press OK.

c Enter the administrator password. Press OK.

d Press a or b to choose Public. Press OK.

e Press a or b to choose Enable or

Disable for Fax Tx. Press OK. After you have set Fax Tx, repeat this step for Fax Rx, Copy, Scan and Print.

Press OK.

Note

You can set Print for only the Public user. If you disable Print for Public users it will also disable Print for all restricted users.

f Press Stop/Exit.

Security features

Setting up restricted users

You can set up users with restrictions and a password.

a Press Menu, 1, 8, 1.

b Press a or b to choose Setup User. Press OK.

c Enter the administrator password. Press OK.

d Press a or b to choose User01. Press OK.

e Use the numeric keys to enter the user name. (See Entering text on page 157.) Press OK.

f Enter a four-digit password for the user. Press OK.

g Press a or b to choose Enable or

Disable for Fax Tx. Press OK.

After you have set Fax Tx, repeat this step for Fax Rx, Copy and Scan. Press OK.

h Repeat d to g for entering each additional user and password.

i Press Stop/Exit.

Note

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

Chapter 4

Turning Secure Function Lock on/off

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

Turning Secure Function Lock on

a Press Menu, 1, 8, 1.

b Press a or b to choose Lock OffiOn. Press OK.

c Enter your four-digit administrator password.

Press OK.

Turning Secure Function Lock off

a Press Menu, 1, 8, 1.

b Press a or b to choose Lock OniOff. Press OK.

c Enter your four-digit administrator password.

Press OK.

Switching Users

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

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 (Menu, 1,1). (See Mode timer on page 21. Also, you can exit from an individual user by pressing the lighted Mode key.)

a Hold down Shift as you press Secure.

Change User

PIN:XXXX

b Enter your four-digit password. Press OK.

When Copy mode is disabled:

a Press Copy key.

Access Denied

b Enter your four-digit password. Press OK.

When Scan mode is disabled:

a Press Scan key.

Access Denied

b Enter your four-digit password. Press OK.

Setting lock

Setting Lock lets you set a password to stop other people from accidentally changing your machine settings.

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

While Setting Lock is On, you cannot change the following settings without a password:

Date/Time

Station ID

Quick Dial settings

Mode Timer

Paper Type

Paper Size

Volume

Daylight Save

Ecology

LCD Contrast

Setting Lock

Dial Restriction

TX Lock

(MFC-7340 and MFC-7440N only)

Memory Security (MFC-7450 only)

Setting up the password

a Press Menu, 1, 8, 2.

b Enter a four-digit number for the password using numbers 0-9. Press OK.

c Re-enter your password when the LCD shows Verify:.

Press OK.

d Press Stop/Exit.

Security features

Changing your setting lock password

a Press Menu, 1, 8, 2.

b Press a or b to choose Set Password. Press OK.

c Enter your four-digit password. Press OK.

d Enter a four-digit number for the new password. 4 Press OK.

e Re-enter your new password when the LCD shows Verify:.

Press OK.

f Press Stop/Exit.

Turning setting lock on/off

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

Turning setting lock on

a Press Menu, 1, 8, 2.

b Press a or b to choose On. Press OK.

c Enter your four-digit password. Press OK.

d Press Stop/Exit.

Turning setting lock off

a Press Menu, 1, 8, 2.

b Enter your four-digit password. Press OK twice.

c Press Stop/Exit.

Chapter 4

Restricting dialling

This feature is to prevent users from sending a fax or call to a wrong number by mistake.You can set the machine to restrict dialling by using the dial pad, One Touch and Speed Dial.

If you choose Off, the machine does not restrict the dialling method.

If you choose Enter # twice, the machine will prompt you to re-enter the number, and then if you re-enter the same number correctly, the machine will start dialling. If you re-enter the wrong number, the LCD will show an error message.

If you choose On, the machine will restrict all fax sending and outbound calls for that dialling method.

Dial pad restriction

a Press Menu, 2, 6, 1.

b Press a or b to choose Off,

Enter # twice or On. Press OK.

c Press Stop/Exit.

One Touch restriction

a Press Menu, 2, 6, 2.

b Press a or b to choose Off,

Enter # twice or On. Press OK.

c Press Stop/Exit.

Speed Dial restriction

a Press Menu, 2, 6, 3.

b Press a or b to choose Off,

Enter # twice or On. Press OK.

c Press Stop/Exit.

Note

• The Enter # twice setting will not work if you lift an external handset or press the Hook key before entering the number.

You will not be asked to re-enter the number.

•The machine cannot restrict dialling from the Redial/Pause key.

•If you chose On or Enter # twice, you cannot use the Broadcasting feature and cannot combine quick dial numbers when dialling.

Section II

Fax

Sending a fax	34
Receiving a fax	41
Telephone and external devices	46
Dialling and storing numbers	56
Remote fax options	61
Polling	67
Printing reports	70

5 Sending a fax

How to fax

Entering fax mode

To enter fax mode press (Fax), and the key will glow green.

Sending a fax from the ADF

Using the ADF to send your faxes is the easiest way. To cancel a fax in progress press Stop/Exit.

a Make sure you are in Fax mode .

b Place your document face up in the ADF.

c Dial the fax number. (See How to dial on page 56.)

d Press Start.

The machine scans the pages into memory and then sends the document.

Note

If the Out of Memory message appears while scanning a document into memory, press Stop/Exit to cancel or Start to send the scanned pages.

Sending a fax from the scanner glass

You can use the scanner glass to fax the pages of a book, or a single page at a time. The documents can be up to Letter or A4 size. Press Stop/Exit to cancel a fax in progress.

a Make sure you are in Fax mode .

b Place your document face down on the scanner glass.

c Dial the fax number. (See How to dial on page 56.)

d Press Start.

The machine starts scanning the first page.

e After the machine scans the page, the LCD will prompt you to choose one of the options below:

Next Page? 1.Yes 2.No(Send)

Press 1 to send another page. Go to f.

Press 2 or Start to send the document. Go to g.

f Place the next page on the scanner glass, press OK. Repeat e and f for each additional page.

Set Next Page

Then Press OK

g Your machine will automatically send the fax.

Note

When faxing multiple pages from the scanner glass, real time transmission should be set to Off. (See Real time transmission on page 38.)

Cancelling a fax in progress

Press Stop/Exit to cancel the fax. If you press Stop/Exit while the machine is dialling or sending, the LCD will show

1.Clear 2.Exit, press 1 to cancel the fax.

Broadcasting

Broadcasting lets you send the same fax message 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.

You can broadcast up to 258 different numbers. This will depend on how many groups, access codes or credit card numbers you have stored, and on how many delayed or stored faxes in memory.

Note

Use the Search/Speed Dial to help you choose numbers easily.

a Make sure you are in Fax mode . b Load your document.

c Enter a number. Press OK.

You can use either a One Touch, Speed Dial, a Group number, or a number manually entered using the dial pad. (See How to dial on page 56.)

d Repeat c until you have entered all the fax numbers you want to broadcast to.

e Press Start.

After the broadcast is finished the machine will print a broadcast report to let you know the results.

Sending a fax

Cancelling a broadcast in progress

While broadcasting you can cancel the fax currently being sent or the whole broadcast job.

a Press Menu, 2, 7.

The LCD will display the fax being dialled (for example,

#001 0123456789) and the broadcast job number (for example,

Broadcast#001).

b Press a or b to choose the job number	5
b Press a or b to choose the job number
you want to cancel.
Press OK.

c Press 1 to clear the job number or 2 to exit.

If you chose to only cancel the fax currently being sent in b, the machine will ask you if you want to cancel the broadcast. Press 1 to clear the whole broadcast job or 2 to exit.

d Press Stop/Exit.

Chapter 5

Additional sending operations

Sending faxes using multiple settings

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

a Make sure you are in Fax mode . After each setting is accepted, the LCD asks if you want to enter more settings.

Next 1.Yes 2.No

b Do one of the following:

To choose more settings, press 1. The LCD returns to the Setup Send menu so you can choose another setting.

If you have finished choosing settings, press 2 and go to the next step for sending your fax.

Electronic cover page

This feature will not work unless you have already programmed your Station ID. (See the Quick Setup Guide.)

You can automatically send a cover page with every fax. Your cover page includes your Station ID, a comment, and the name (or number) stored in the One Touch or

Speed Dial memory.

By choosing Next Fax:On you can also display the number of pages on the cover page.

You can choose one of the following preset comments.

1.Note Off

2.Please Call

3.Urgent

4.Confidential

Instead of using one of the preset comments, you can enter two personal messages of your own, up to 27 characters long. Use the chart on page 157 for help entering characters.

(See Composing your own comments on page 36.)

5.(User Defined)

6.(User Defined)

Composing your own comments

You can set up two comments of your own.

a Make sure you are in Fax mode . b Press Menu, 2, 2, 8.

c Press a or b to choose 5 or 6 to store your own comment.

Press OK.

d Enter your own comment using the dial pad.

Press OK.

Use the chart on page 157 for help entering characters.

Send a cover page for the next fax

If you want to send a cover page only for the next fax, your machine will ask you to enter the number of pages you are sending so it can be printed on the cover page.

a Make sure you are in Fax mode . b Load your document.

c Press Menu, 2, 2, 7.

d Press a or b to choose Next Fax:On

(or Next Fax:Off). Press OK.

e Press a or b to choose a comment. Press OK.

f Enter two digits to show the number of pages you are sending.

Press OK.

For example, enter 0, 2 for 2 pages or 0, 0 to leave the number of pages blank. If you make a mistake, press

d or Clear/Back to back up and re-enter the number of pages.

Send a cover page for all faxes

You can set the machine to send a cover page whenever you send a fax.

a Make sure you are in Fax mode . b Press Menu, 2, 2, 7.

c Press a or b to choose On (or Off). Press OK.

d Press a or b to choose a comment. Press OK.

Using a printed cover page

If you want to use a printed cover page that you can write on, you can print the sample page and attach it to your fax.

a Make sure you are in Fax mode . b Press Menu, 2, 2, 7.

c Press a or b to choose Print Sample. Press OK.

d Press Start.

e After the machine prints a copy of your cover page, press Stop/Exit.

Sending a fax

Contrast

For most documents the default setting of Auto will give the best results. It automatically chooses the suitable contrast for your document.

If your document is very light or dark, changing the contrast may improve the quality of the fax.

Use Dark to make the faxed document lighter.

Use Light to make the faxed document	5
darker.

a Make sure you are in Fax mode . b Load your document.

c Press Menu, 2, 2, 1.

d Press a or b to choose Auto, Light or

Dark. Press OK.

Note

Even if you choose Light or Dark, the machine will send the fax using the Auto setting if you choose Photo as the Fax Resolution.

Chapter 5

Changing fax resolution

The quality of a fax can be improved by changing the fax resolution. Resolution can be changed for the next fax or for all faxes.

To change the fax resolution for the next fax

a Make sure you are in Fax mode . b Load your document.

c Press Resolution, then a or b to choose the resolution.

Press OK.

To change the default fax resolution

a Make sure you are in Fax mode . b Press Menu, 2, 2, 2.

c Press a or b to choose the resolution you want.

Press OK.

Note

•You can choose four different resolution settings.

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 time.

•The time taken to send will increase when choosing S.Fine or Photo.

Dual access

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 will show the new job number.

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

Note

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

Real time transmission

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

If the memory is full, the machine will send the document in real time (even if

Real Time TX is set to Off).

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

Note

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

Sending in real time for all faxes

a Make sure you are in Fax mode . b Press Menu, 2, 2, 5.

c Press a or b to choose On. Press OK.

Sending in real time for the next fax only

a Make sure you are in Fax mode . b Press Menu, 2, 2, 5.

c Press a or b to choose Next Fax:On. Press OK.

Not sending in real time for the next fax only

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 5.

c Press a or b to choose Next Fax:Off. Press OK.

Overseas mode

If you are having difficulty sending a fax overseas due to a bad connection, then turning on the overseas mode may help.

This is a temporary setting, and will only be active for your next fax.

a Make sure you are in Fax mode . b Load your document.

c Press Menu, 2, 2, 9.

d Press a or b to choose On or Off. Press OK.

Sending a fax

Delayed fax

You can store up to 50 faxes in the memory to be sent within a twenty four hour period.

a Make sure you are in Fax mode . b Load your document.

c Press Menu, 2, 2, 3.

d Enter the time you want the fax to be
sent (in 24-hour format).
(For example, enter 19:45 for 7:45 PM)	5
Press OK.	5

Note

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

Delayed batch transmission

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 Make sure you are in Fax mode . b Press Menu, 2, 2, 4.

c Press a or b to choose On or Off. Press OK.

d Press Stop/Exit.

Chapter 5

Checking and cancelling waiting jobs

Check which jobs are still waiting in the memory to be sent. If there are no jobs, the LCD will show No Jobs Waiting. You can cancel a fax job that is stored and waiting in the memory.

a Press Menu, 2, 7.

The number of jobs still to be sent will be displayed.

b Do one of the following:

Press a or b to scroll though the waiting jobs, press OK to choose a job, and then press 1 to cancel it.

Press 2 to exit without cancelling.

c When you have finished, press

Stop/Exit.

Sending a fax manually

Manual transmission

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

a Make sure you are in Fax mode . b Load your document.

c Press Hook and listen for a dial tone. Or pick up the handset of an external telephone and listen for a dial tone.

d Dial the fax number you want to call.

e When you hear the fax tone, press

Start.

If you are using the scanner glass, press 1 to send a fax.

f If you picked up the handset of an external telephone, replace it.

Out of memory message

If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel the fax.

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

Note

•If you get an Out of Memory message while faxing and you do not want to delete your stored faxes to clear the memory, you can send the fax in real time. (See

Real time transmission on page 38.)

•To make extra memory available, you can do the following:

•Print the faxes that are in the memory. (See Printing a fax from the memory on page 45.)

•Turn off Fax storage. (See Turning off remote fax options on page 63.)

6 Receiving a fax

Receive modes

You must choose a receive mode depending on the external devices and telephone services you have on your line. The diagrams below will help you choose the correct mode. (For more detailed information about the receive modes, see Using receive modes on page 42.)

Choosing the receive mode

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 the receive mode follow the instructions below.

a Press Menu, 0, 1.

Fax Only

Manual

Fax/Tel

Yes

External TAD

Yes

b Press a or b to choose the receive mode. Press OK.

c Press Stop/Exit.

The LCD will display the current receive mode.

Chapter 6

Using receive modes

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

on page 43.)

Fax Only

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

Fax/Tel

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.

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.

Use this mode if you receive few voice calls.

(Also see F/T ring time (Fax/Tel mode only) on page 43 and Ring delay on page 43.)

Manual

Manual mode turns off all automatic answering functions unless you are using the

Distinctive Ring 1 feature.

1 Fax Ability in New Zealand.

To receive a fax in Manual mode press Start when you hear fax tones (short repeating beeps). 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 43.)

If you use a computer modem on the same line, Faxing will not operate correctly.

External TAD

External TAD mode lets an external answering device manage your incoming calls. Incoming calls will be dealt with in 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 on page 52.)

Receive mode settings

Ring delay

The ring delay sets the number of times the machine rings before it answers in Fax Only and Fax/Tel modes.

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 54 and

Fax Detect on page 43.)

a Make sure you are in Fax mode . b Press Menu, 2, 1, 1.

c Press a or b to choose how many times the line rings before the machine answers (02-10 for Australia, 01-10 for New Zealand, 00-10 for some countries).

Press OK.

d Press Stop/Exit.

F/T ring time (Fax/Tel mode only)

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 55.)

a Make sure you are in Fax mode .

Receiving a fax

b Press Menu, 2, 1, 2.

c Press a or b to choose how long the machine will ring to alert you that you have a voice call (20, 30, 40 or 70 seconds for Australia and some countries, 20, 30, 40 or 55 seconds for New Zealand).

Press OK.

d Press Stop/Exit.

Fax Detect

Turning Fax Detect On (default setting) allows
the machine to receive fax calls automatically
if you lift any handset on the same line as the	6
machine.	6

When you see Receiving on the LCD or when you hear ‘chirps’ through the handset you are using, just replace the handset and your machine will receive the fax.

If this feature is set to On, but your machine does not connect a fax call when you lift the handset of an extension or external telephone, press l51 (l91 for New Zealand) on the external or extension phone.

(See Operation from extension telephones on page 54.)

Note

•You need to turn the Remote Codes setting to on to use the Remote Activation code l51 (l91 for New Zealand). (See

Using remote codes on page 55.)

•If you use a modem, or send faxes from a computer, on the same line and your machine intercepts them, set fax detect to

Off.

•We do not recommend having a PC plus fax machine on the same line.

a Make sure you are in Fax mode . b Press Menu, 2, 1, 3.

c Press a or b to choose On or Off. Press OK.

d Press Stop/Exit.

Chapter 6

Setting the print density

You can adjust the print density to make your printed pages darker or lighter.

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 7.

c Press a to make the print darker. Or, press b to make the print lighter. Press OK.

d Press Stop/Exit.

Additional receiving operations

Printing a reduced incoming fax

If you choose On, the machine automatically reduces each page of an incoming fax to fit on one page of A4 or Letter (Legal or Folio for Asia) size paper.

The machine calculates the reduction ratio by using the page size of the fax and your Paper Size setting (Menu, 1, 3).

a Make sure you are in Fax mode . b Press Menu, 2, 1, 5.

c Press a or b to choose On or Off. Press OK.

d Press Stop/Exit.

Setting the fax receive stamp

You can set the machine to print the received date and time in the top centre of each received fax page.

a Make sure you are in Fax mode . b Press Menu, 2, 1, 9.

c Press a or b to choose On or Off. Press OK.

d Press Stop/Exit.

Note

Make sure you have set the current date and time in the machine.

Receiving faxes into memory

As soon as the paper tray becomes empty during fax reception, the screen will display No Paper, asking you to put paper in the paper tray. (See Loading paper and print media on page 9.) If you are unable to put paper in the paper tray the following will happen:

If Memory Receive is On:

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.

If Memory Receive is Off:

The machine will carry on receiving the current fax, with the remaining pages being stored in memory, if enough memory is available. Further incoming faxes will not be stored in memory. The machine will then stop automatically answering calls until fresh paper is put in the paper tray. To print the last fax you received, put fresh paper in the tray.

a Make sure you are in Fax mode . b Press Menu, 2, 1, 6.

c Use a or b to choose On or Off. Press OK.

d Press Stop/Exit.

Receiving a fax

Printing a fax from the memory

If you are using the Fax Storage feature (Menu, 2, 5, 1), you can still print a fax from the memory when you are at your machine. See Fax storage on page 61.

a Press Menu, 2, 5, 3.

b Press Start.

c Press Stop/Exit.

7 Telephone and external devices

Telephone line services

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

Do you have Voice Mail?

If you have Voice Mail on the telephone line that you will install your new Machine on, there is a strong possibility that Voice Mail and the Machine will conflict with each other while receiving incoming calls. However, the

Distinctive Ring feature allows you to use more than one number on your line, so both Voice Mail and the Machine can work together without any problems. If each one has a separate telephone number, neither will interfere with the other’s operations.

If you decide to get the Distinctive Ring service from the telephone company, you will need to follow the directions to ‘register’ the new Distinctive Ring pattern they give you. This is so your Machine can recognize its incoming calls.

Telephone Service for Australia

Telstra® FaxStream® Duet®

(Distinctive Ringing)

Telstra® FaxStream® Duet® is an enhanced Public Switched Telephone Service (PSTS)

offered by Telstra® that allows you to have an additional number on one telephone line, with

its own distinctive ring pattern. Telstra®

FaxStream® Duet® is a call handling feature that helps users distinguish voice and

facsimile calls. With FaxStream® Duet®, incoming calls to a fax number are announced by a different, distinctive ring signal. Only one call can be answered (or made) at any one time and while this call is in progress, incoming calls to either number will be presented with a busy tone.

Your machine has a Distinctive Ringing function, allowing you to dedicate one telephone number just for receiving faxes.

Note

After you have set the Distinctive Ring feature to On, the receive mode is set to Manual automatically. Your Distinctive Ring Number does not allow Voice Calls - only Faxes. You cannot change the receive mode from Manual mode while the Distinctive Ring is set to on.

What is the Advantage of using Telstra® FaxStream® Duet® Function?

Using Telstra® FaxStream® Duet® is the most efficient way to receive both fax and telephone calls on the same line. When the voice call comes in, all telephones (extension and external) and the fax machine will ring to alert you to pick it up. If a fax call comes in, the fax machine will answer automatically without ringing, whereas the extension and external telephones will ring twice with a distinctive ring pattern. It is also a more efficient way of operating a Fax machine with an extension telephone as you do not have to use the remote activation codes. It gives you two independent numbers without the higher cost of a second line.

Telephone and external devices

How does Telstra® FaxStream® Duet® Work?

Incoming calls to the voice number, will have the standard ring pattern of long, long tone, followed by a pause, repeated, while the new fax number will have a different ring pattern of three short bursts of ring, repeated at regular intervals.

When FaxStream® Duet® is On and you receive a voice call all extension and external telephones will ring with a standard ring pattern. The fax machine will ring on the third ring with a standard ring pattern. All external and the extension telephones will continue to ring, until you or a telephone answering device can answer the voice number.

When FaxStream® Duet® is On and you

receive a fax call on the Duet® number the

Fax machine will answer and automatically

receive the fax message without ringing. On

the other hand, all extension and external

telephones will ring twice with a distinctive

ring pattern. Do not answer the telephone as

you are receiving a fax message.

Flowchart Sequence of Incoming call

Incoming Call

(either Voice or Fax)

All extension telephones ring

twice, fax machine is silent.

Registered

Main number

Duet (Fax)

Number

(Voice Number)

Fax machine

automatically

begins ringing

receives and prints

on third ring.

fax message

without ringing.

You answer the call

Telephone Answering

at an external

Device (TAD)

telephone or an

answers the call.

extension telephone.

Chapter 7

Set the Distinctive Ring to ON Very important!

After you have set the Distinctive Ring feature to ON, the receive mode is set to Manual automatically. Your Distinctive Ring Number does not allow Voice Calls - only Faxes. You cannot change the receive mode to another mode while the Distinctive Ring is set to on.

a Press Menu, 2, 0, 2.

b Press a or b to choose On.

c Press OK.

d Press Stop/Exit. Distinctive Ring is now set to on.

Turning off Distinctive Ring

a Press Menu, 2, 0, 2.

b Press a or b to choose Off.

c Press OK.

d Press Stop/Exit.

Note

If you turn off Distinctive Ring, the machine will stay in Manual receive mode. You will need to set the Receive Mode again. (See Choosing the receive mode on page 41.)

Telephone Service for New Zealand

FaxAbility

FaxAbility is a service offered by Telecom that allows you to have an additional number on one telephone line, with its own distinctive ring pattern. This way, when you get an incoming call, you can identify the number being called by its ring.

How Will the Fax Machine Treat All Other Numbers?

FaxAbility mode ensures that the machine will answer calls to the FaxAbility (secondary) number. When a call comes in to your main number, all the telephones will ring. You can set an external answering device (TAD) to answer calls on the other number(s). (See the chart in the following page.)

What is the Advantage of Using the FaxAbility Function?

Using FaxAbility is the most efficient way to receive both fax and telephone calls on the same line. It is much easier for your callers who dial manually. The fax machine will answer with receiving tones so they will not have to press an activation code. And the people who call to talk on your main number will not have to talk to your fax machine. Basically, it gives you two independent numbers without the higher cost of a second line.

Telephone and external devices

How Does FaxAbility Work?

Your telephone number will have the standard ring pattern of long, long tone, while the new number will have a ring pattern of long, silence, long, etc. When FaxAbility is On, you will not hear the first ring of all incoming calls on the fax machine. Extension telephones will ring as usual. If the fax machine recognizes the ring pattern, all ringing will stop and the fax machine will answer and automatically receive the fax message. Otherwise, you will hear the extension telephones and the fax machine continue to ring. The fax machine always listens to the ring pattern before it answers, so do not pick up the telephone during that time. You will quickly learn to recognize the ring pattern for faxes, so you will not be tempted to answer that number. Either you or a telephone answering device can answer the main number(s).

Flowchart Sequence of Incoming call

Incoming Call

(either Voice or Fax)

All extension telephones ring

twice, fax machine is silent.

Registered

Main number

Duet (Fax)

Number

(Voice Number)

Fax machine

automatically

begins ringing

receives and prints

on third ring.

fax message

without ringing.

You answer the call

Telephone Answering

at an external

Device (TAD)

telephone or an

answers the call.

extension telephone.

Note

After you have set the FaxAbility feature to On, the receive mode is set to Manual automatically. Unless you have a TAD or Voice Mail set up on the FaxAbility number, Manual mode means you must answer all the call yourself. You can not change the receive mode to the other mode while the FaxAbility is set to on.

Chapter 7

How to Turn FaxAbility OFF or ON

The FaxAbility function is designed to accommodate the FaxAbility service provided by Telecom. To change the setting, repeat Steps 1-3; Step 2 is where you can choose either On or Off.

Call Waiting beeps caused by incoming calls on your main number can affect fax transmissions. If you have FaxAbility Service but don’t have Call Waiting, you need do nothing at this stage. If you do have Call Waiting as well as FaxAbility, set the Call Waiting menu option to On. See below.

a Press Menu, 2, 0, 2.

b Press a or b to set FaxAbility to On or

Off.

If you have FaxAbility service, choose

On. Press OK.

c Press a or b to set Call Waiting to On or Off. If you have Call Waiting service, choose On to avoid the trouble caused by Call Waiting.

Press OK.

d Press Stop/Exit.

Telephone Service for Some Countries

Distinctive Ringing (For

Singapore and Hong Kong)

This machine feature lets you use the Distinctive Ringing subscriber service offered by some telephone companies, which allows you to have several telephone numbers on one telephone line. Each telephone number has its own Distinctive Ringing pattern, so you will know which telephone number is ringing. This is one way you can have a separate telephone number for your machine.

Your machine has a Distinctive Ringing function, allowing you to dedicate one telephone number just for receiving faxes. You will need to set Distinctive Ringing to On.

Note

You can switch it off temporarily, then turn it back on. When you get a new fax number, make sure you reset this function.

•The machine will answer only calls to the Distinctive Ringing number.

Note

After you have set the Distinctive Ring feature to On, the receive mode is set to Manual automatically. Unless you have a TAD or Voice Mail set up on the Distinctive Ring number, Manual mode means you must answer all the call yourself. You can not change the receive mode to the other mode while the Distinctive Ring is set to

On.

Registering the Distinctive Ring pattern

Very important!

After you have set the Distinctive Ring feature to ON, the receive mode is set to Manual automatically. Unless you have a TAD or Voice Mail set up on the Distinctive Ring number, Manual mode means you must answer all the calls yourself. You can not change the receive mode to another mode while the Distinctive Ring is set to on.

a Press Menu, 2, 0, 2.

b Press a or b to choose On.

c Press OK.

d Press Stop/Exit. Distinctive Ring is now set to on.

Turning off Distinctive Ring

a Press Menu, 2, 0, 2.

b Press a or b to choose Off.

c Press OK.

d Press Stop/Exit.

Note

If you turn off Distinctive Ring, the machine will stay in Manual receive mode. You will need to set the Receive Mode again. (See Choosing the receive mode on page 41.)

Telephone and external devices

Caller ID

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 will show 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.

You will see the number (or name) on the

LCD.
The ID Unknown message means the
call originated outside your Caller ID	7
service area.	7

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 Printing the Caller ID List on page 52.)

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.

Viewing the Caller ID List

Your machine stores information for the last thirty calls in the Caller ID list. You can view or print this list. When the thirty-first call comes in to the machine, it replaces information about the first call.

a Press Menu, 2, 0, 3.

b Press a or b to choose Display#. Press OK.

The Caller ID of the last call will appear on the display. If no ID is stored, the beeper will sound and No Caller ID will appear on the display.

Chapter 7

c Press a or b to scroll through the Caller ID memory to choose the Caller ID you want to view, and then press OK.

The LCD will show the caller's number and the date and time of the call.

d To finish viewing, press Stop/Exit.

Printing the Caller ID List

a Press Menu, 2, 0, 3.

b Press a or b to choose Print Report. Press OK.

If no ID is stored, the beeper will sound and No Caller ID will appear on the LCD.

c Press Start.

d After printing has finished, press Stop/Exit.

Connecting an external TAD

You can connect an external Telephone Answering Device (TAD) to the same line as your machine. When the TAD answers a call, your machine will “listen” for the CNG (fax calling) tones sent by a sending fax machine. If it hears them it will take over the call and receive the fax. If it does not hear them, it will let your TAD take a voice message and the display will show Telephone.

The external TAD must answer within four rings (we recommend you set it to two rings). This is because your machine cannot hear the CNG tones until the external TAD has picked up the call. The sending machine will send CNG tones for only eight to ten seconds longer. We do not recommend using the toll saver feature on your external TAD if it needs more than four rings to activate it.

Note

If you have problems receiving faxes, reduce the ring delay setting on your external TAD to one or two rings.

Connections

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

(Example for Australia)

1 TAD

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 Receive modes on page 41.)

Recording an outgoing message (OGM)

a Record 5 seconds of silence at the beginning of your message. This allows your machine time to listen for fax tones.

b Limit your speaking to 20 seconds.

c End your 20-second message by giving your Remote Activation code for people sending manual faxes. For example:

“After the beep, leave a message or send a fax by pressing l51 (l91 for New Zealand) and Start.”

Note

•You need to turn the Remote Codes setting to on to use the Remote Activation code l51 (l91 for New Zealand). (See

Using remote codes on page 55.)

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

Telephone and external devices

Multi-Line connections (PABX)

Most offices use a central telephone system.

Brother recommends that all our Fax/MFC machines be connected to a discreet (dedicated) line. Although a particular PABX may appear to work with a particular model of fax machine, we cannot guarantee that the unit will operate correctly.

While it is often relatively simple to connect a fax machine to a PABX, (Private Automatic Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the fax machine for you.

Brother does not recommend the use of a
PABX line. PABX limitations in general can
cause some functions of the fax machine not
to work correctly.	7
	7

Chapter 7

External and extension telephones

Note

You need to turn the Remote Codes setting to on to use the Remote Activation code l51 (l91 for New Zealand) and Remote Deactivation code #51 (#91 for New Zealand) . (See Using remote codes on page 55.)

Operation from extension telephones

If you answer a fax call on an extension telephone, or an external telephone that is correctly connected to the machine into the correct socket on the machine, you can make your machine take the call by using the Remote Activation code. When you press the Remote Activation code l51 (l91 for New Zealand) the machine starts to receive the fax.

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

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

Press l51 (l91 for New Zealand) and wait for the chirp or until the machine’s LCD shows Receiving, and then hang up.

Note

You can also use the Fax Detect feature to make your machine tactically take the call. (See Fax Detect on page 43.)

For Fax/Tel mode only

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.

Lift the external telephone’s handset, and then press Hook to answer.

If you are at an extension telephone, you will need to lift the handset during the F/T Ring Time and then press #51 (#91 for New Zealand) 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 l51 (l91 for New Zealand) .

Connecting an external or extension telephone

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

(Example for Australia)

1Extension telephone

2External telephone

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

Using a non-Brother cordless external handset

If your non-Brother cordless telephone is connected to the telephone line cord (see page 54) 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 Hook to transfer the call to the cordless handset.

Note

•If you are always disconnected when accessing your external TAD remotely, try changing the Fax Receive Code and Telephone Answer Code to another threedigit code using the numbers 0-9, l, #.

•Remote Codes might not work with some telephone systems.

•Not all brands of cordless telephones are compatible for use with your machine.

Using remote codes

Remote Activation code

If you answer a fax call on an extension or external telephone, you can tell your machine to receive it by pressing the Remote Activation code l51 (l91 for New Zealand) . Wait for the chirping sounds then replace the handset. (See Fax Detect on page 43.) Your caller will have to press start to send the fax.

Remote Deactivation code

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 (#91 for New Zealand) (make sure you press this between the rings).

Telephone and external devices

Turning on the remote codes

You need to turn the Remote Codes setting to on to use the Remote Activation code and Remote Deactivation code.

a Make sure you are in Fax mode . b Press Menu 2, 1, 4.

c Press a or b to choose On.

d If you do not want to change the Remote Activation code, press OK.

e If you do not want to change the Remote Deactivation code, press OK.

f Press Stop/Exit.

Changing the remote codes	7

The preset Remote Activation code is l51 (l91 for New Zealand) . The preset Remote Deactivation code is #51 (#91 for New Zealand). If you are always disconnected when accessing your external TAD, try changing the three-digit remote codes, for example ### and 555.

a Make sure you are in Fax mode . b Press Menu 2, 1, 4.

c Press a or b to choose On (or Off). Press OK.

d If you chose On in c, enter the new Remote Activation code.

Press OK.

e Enter the new Remote Deactivation code.

Press OK.

f Press Stop/Exit.

8 Dialling and storing numbers

How to dial

You can dial in any of the following ways.

Manual dialling

Use the dial pad to enter all the digits of the telephone or fax number.

One touch dialling

Press the One Touch key that stores the number you want to call. (See Storing one touch dial numbers on page 57.)

To dial One Touch numbers 5 to 8, hold down Shift as you press the One Touch key.

Speed dialling

Press Search/Speed Dial, and then the three digit Speed Dial number. (See Storing speed dial numbers on page 58.)

Search/Speed Dial

Note

If the LCD shows Not Registered when you enter a One Touch or a Speed Dial number, it means that a number is not stored there.

Search

You can search alphabetically for names you have stored in the One Touch and

Speed Dial memories. (See Storing one touch dial numbers on page 57 and

Storing speed dial numbers on page 58.)

a Press Search/Speed Dial.

b Press b.

c Press the dial pad key for the first few letters of the name. (Use the chart on Entering text on page 157 to help you enter letters.)

Press OK.

d Press a or b to scroll until you find the name you are looking for.

Press OK.

e Press Start.

Note

•If you do not enter a letter and press OK in c, all registered names will appear. Press a or b to scroll until you find the name you are looking for.

•If the LCD shows No Contact Found when you enter the first few letters of the name, it means that a name for the letter is not stored.

Fax redial

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.

If you are sending a fax manually and the line is busy, press Redial/Pause, wait for the other fax machine to answer, and then press Start to try again. If you want to make a second call to the last number dialled, you can save time by pressing Redial/Pause and

Start.

Redial/Pause only works if you dialled from the control panel.

Dialling and storing numbers

Storing numbers

You can set up your machine to do the following types of easy dialling: One Touch, Speed Dial and Groups for Broadcasting faxes. You can also specify the default resolution for each One Touch and

Speed Dial number. When you dial a

quick dial number, the LCD shows the name, if you stored it, or the number. A scan profile can also be stored along with the fax number.

If you lose electrical power, the quick dial numbers stored in the memory will not be lost because they are stored permanently.

A scan profile is the resolution and other scan settings that you choose when you store a number.

Storing a pause

Press Redial/Pause to insert a 3.5-second

pause between numbers. You can press	8
Redial/Pause as many times as needed to

increase the length of the pause.

Storing one touch dial numbers

Your machine has 4 One Touch keys where you can store 8 fax or telephone numbers for automatic dialling. To access numbers 5 to 8, hold down Shift as you press the One Touch key.

a Press Menu, 2, 3, 1.

b Press the One Touch key where you want to store a number.

Chapter 8

c Enter the number (up to 20 characters). Press OK.

d Do one of the following:

Enter the name using the dial pad (up to 15 characters). Press OK.

Press OK to store the number without a name.

e (MFC-7440N, MFC-7840N and MFC7840W only)

Do one of the following:

If you want to save a fax resolution along with the number, press a or b to choose Std, Fine, S.Fine or Photo.

Press OK.

Press OK if you do not want to change the default resolution.

f Do one of the following:

To store another One Touch number go to b.

To finish storing One Touch numbers press Stop/Exit.

Storing speed dial numbers

You can store your frequently used numbers as Speed Dial numbers, so that when you dial you will only have to press a few keys (Search/Speed Dial, the three-digit number and Start). The machine can store 200 Speed Dial numbers (001 - 200).

a Press Menu, 2, 3, 2.

b Use the dial pad to enter a three-digit Speed Dial location number (001-200). Press OK.

c Enter the number (up to 20 characters). Press OK

d Do one of the following:

Enter the name using the dial pad (up to 15 characters). Press OK.

Press OK to store the number without a name.

e (MFC-7440N, MFC-7840N and MFC7840W only)

Do one of the following:

If you want to save a fax resolution along with the number, press a or b to choose Std, Fine, S.Fine or Photo.

Press OK.

Press OK if you do not want to change the default resolution.

f Do one of the following:

To store another Speed Dial number go to b.

To finish storing Speed Dial numbers press Stop/Exit.

Note

When you do a broadcast and you have saved a scan profile along with the number, the scan profile of the

One Touch, Speed Dial or Group number you chose first will be applied to the broadcast.

Changing one touch and speed dial numbers

If you try to store a One Touch or Speed Dial number over an existing number, the LCD will show the name or number already stored there. If your machine has a scheduled job or you have set a fax forwarding number, the LCD will ask you if you want to change the number.

a Do one of the following:

To change the stored number, press 1.

To exit without making a change, press 2.

#005:MIKE 1.Change 2.Exit

b Enter a new number or character. Press OK.

c Press d or c to position the cursor under the character you want to change, and then press Clear/Back to delete it.

Repeat for each character you want to delete.

Setting up groups for broadcasting

If you often want to send the same fax message to many fax numbers you can set up a group.

Groups are stored on a One Touch key or a Speed Dial number. Each group uses up a One Touch key or a Speed Dial location. You can then send the fax message to all the numbers stored in a group just by pressing a One Touch key or entering a Speed Dial number, and then pressing Start.

Before you can add numbers to a group, you need to store them as One Touch or

Speed Dial numbers. You can have up to 8 small groups, or you can assign up to 207 numbers to one large group.

a Press Menu, 2, 3, 3.

b Choose an empty location where you want to store the group in one of the following ways:

Press a One Touch key.

Press Search/Speed Dial and then enter the three-digit Speed Dial location.

Press OK.

Note

Please choose a One Touch key or a Speed Dial number that has not been used to store a number.

c Use the dial pad to enter a group number (01 to 08).

Press OK.

Dialling and storing numbers

d To add One Touch or Speed Dial numbers follow the instructions below:

For One Touch numbers, press the One Touch keys one after the other.

For Speed Dial numbers, press

Search/Speed Dial, and then enter the three-digit Speed Dial location.

The LCD will display your chosen One Touch numbers with a l and Speed Dial numbers with a # (for example l006, #009).

e Press OK when you have finished adding numbers.

f Do one of the following:

Enter the name using the dial pad (up to 15 characters). Use the chart on Entering text on page 157 to help you enter letters.

Press OK.

Press OK to store the group without a name.

g (MFC-7440N, MFC-7840N and MFC7840W only)

Do one of the following:

If you want to save a fax resolution along with the number, press a or b to choose Std, Fine, S.Fine or Photo.

Press OK.

Press OK if you do not want to change the default resolution.

h Do one of the following:

To store another group for broadcasting, press OK. Go to b.

To finish storing groups for broadcasting, press Stop/Exit.

Note

You can easily print a list of all your Speed Dial numbers. Numbers that are part of a group will be marked in the Group column. (See Reports on page 71)

Chapter 8

Combining quick dial numbers

You can combine more than one Quick Dial number when you dial. This feature may be useful if you need to dial an access code for a cheaper rate from another long distance carrier.

For example, you might have stored ‘555’ on Speed Dial #003 and ‘7000’ on Speed Dial #002. You can use them both to dial ‘555-7000’ if you press the following keys:

Press Search/Speed Dial, 003. Press Search/Speed Dial, 002 and Start.

Numbers can be added manually by entering them on the dial pad:

Press Search/Speed Dial, 003, 7001 (on the dial pad), and Start.

This would dial ‘555–7001’. You can also add a pause by pressing the Redial/Pause key.

Tone or pulse (not available in New Zealand)

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

a Press Hook.

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.

9 Remote fax options

Remote fax options let you receive faxes while you are away from the machine.

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

Fax forwarding

The fax forwarding feature lets you automatically forward your received faxes to another machine. If you choose Backup Print On, the machine will also print the fax.

a Press Menu, 2, 5, 1.

b Press a or b to choose Fax Forward. Press OK.

The LCD will ask you to enter the fax number you want your faxes to be forwarded to.

c Enter the forwarding number (up to 20 digits).

Press OK.

d Press a or b to choose On or Off. Press OK.

Backup Print

e Press Stop/Exit.

Note

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. The MFC-7450, MFC-7840N and MFC-7840W can store faxes to up to 4 days if there is a power failure. The faxes stored in the MFC-7340 and MFC-7440N memory will be deleted.

Fax storage

The fax storage feature lets you store your received faxes in the machine’s memory. You can retrieve stored fax messages from a fax machine at another location using the remote retrieval commands, see Retrieving fax messages on page 65. Your machine will automatically print a copy of the stored fax.

a Press Menu, 2, 5, 1

b Press a or b to choose Fax Storage. Press OK.

c Press Stop/Exit.

Chapter 9

PC fax receive

If you turn on the PC Fax Receive feature your MFC 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 MFC will receive and store your faxes in its memory. The LCD will show the number of stored faxes received, for example:

PC Fax Msg:001

When you start your PC and the PC Fax Receiving software runs, your MFC 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.)

a Press Menu, 2, 5, 1.

b Press a or b to choose

PC Fax Receive. Press OK.

c Press a or b to choose <USB> or your computer name if the machine is connected to a network.

Select ab or OK <USB>

Press OK.

d Press a or b to choose On or Off.

Backup Print

Off

Press OK.

e Press Stop/Exit.

Note

•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 your machine has a problem and is unable to print faxes in memory, you can use this setting to transfer your faxes to a PC. (For details, see Error and maintenance messages on page 114.)

•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 if there is a power failure before the fax is forwarded or a problem at the receiving machine. The MFC-7450, MFC-7840N and MFC-7840W can store faxes to up to 4 days if there is a power failure. The faxes stored in the MFC-7340 and MFC-7440N memory will be deleted.

•PC Fax Receive is not supported in Mac OS. (See PC Fax receiving in the Software User’s Guide on the CD-ROM)

Changing remote fax options

If received faxes are left in your machine’s memory when you change to another remote fax option, the LCD will ask you the following message:

Erase All Doc? 1.Yes 2.No

Print All Fax? 1.Yes 2.No

If you press 1, faxes in the memory will be erased or printed before the setting changes. If a backup copy has already been printed it will not be printed again.

If you press 2, faxes in the memory will not be erased or printed and the setting will be unchanged.

If received faxes are left in the machine’s memory when you change to

PC Fax Receive from another remote fax option (Fax Forward or Fax Storage), the LCD will ask you the following message:

Send Fax to PC? 1.Yes 2.No

If you press 1, faxes in the memory will be sent to your PC before the setting changes.

If you press 2, faxes in the memory will not be erased or transferred to your PC and the setting will be unchanged.

Remote fax options

Note

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. The MFC-7450, MFC-7840N and MFC-7840W can store faxes to up to 4 days if there is a power failure. The faxes stored in the MFC-7340 and MFC-7440N memory will be deleted.

Turning off remote fax options

a Press Menu, 2, 5, 1.

b Press a or b to choose Off. Press OK.

Note

The LCD will give you options if there are	9
received faxes still in your machine’s

memory. (See Changing remote fax options on page 63.)

c Press Stop/Exit.

Chapter 9

Remote retrieval

The remote retrieval feature lets you retrieve your stored fax messages when you are not at the machine. You can call your machine from any touch tone phone or fax machine, then use the Remote Access Code to retrieve your messages.

Setting a remote access code

The remote access code lets you access the remote retrieval features when you are away from your machine. Before you use the remote access and retrieval features, you have to set up your own code. The default code is an inactive code: – – –l.

a Press Menu, 2, 5, 2.

b Enter a three-digit code using the numbers 0 – 9, l or #.

Press OK.

c Press Stop/Exit.

Note

Do not use the same code used for your Remote Activation code l51 (l91 for New Zealand) or Remote Deactivation code #51 (#91 for New Zealand). (See

Changing the remote codes on page 55.)

You can change your code at any time. If you want to make your code inactive, press Clear/Back and OK in b to restore the default setting – – –l.

Using your remote access code

a Dial your fax number from a telephone or another fax machine using touch tone.

b When your machine answers during a period of silence, enter your remote access code.

c The machine signals if it has received messages:

No beeps

No messages received.

1 long beep

Fax message received.

d The machine gives two short beeps to tell you to enter a command. The machine will hang up if you wait longer than 30 seconds before entering a command. If you enter an invalid command the machine will beep three times.

e Press 9 0 to reset the machine when you have finished.

f Hang up.

Note

•If your machine is set to Manual mode, you can still access the remote retrieval features. Dial the fax number as normal and let the machine ring. After 2 minutes you will hear a long beep to tell you to enter the remote access code. You will then have 30 seconds to enter the code.

•This function may not available in some countries e.g. Australia.

Retrieving fax messages

a Dial your fax number from a telephone or another fax machine using touch tone.

b When your machine answers during a period of silence, enter your remote access code (3 digits followed by l). If you hear one long beep, you have messages.

c When you hear two short beeps, use the dial pad to press 9 6 2.

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 to, followed by ## (up to 20 digits).

e Hang up after you hear your machine beep. Your machine will call the other machine, which will then print your fax messages.

Note

You can insert a pause in a fax number by using the # key.

Remote fax options

Changing the fax forwarding number

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

a Dial your fax number from a telephone or another fax machine using touch tone.

b When your machine answers, enter your remote access code (3 digits followed by l) during a period of silence. If you hear one long beep, you have messages.

c When you hear two short beeps, use the dial pad to press 9 5 4.

d Wait for a long beep, and then use the dial pad to enter the new number of the remote fax machine where you want your fax messages forwarded followed by ## (up to 20 digits).

e Press 9 0 to reset the machine when you have finished.

f Hang up after you hear your machine beep.

Note

You can insert a pause in a fax number by using the # key.

Chapter 9

Remote fax commands

Follow the commands below to access features when you are away from the machine. When you call the machine and enter your Remote Access Code (3 digits followed by l), 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 three
			short beeps, you cannot change because the conditions have
	4	Fax forwarding number	short beeps, you cannot change because the conditions have
	4	Fax forwarding number	not been met (for example, registering a fax forwarding

	6	Fax storage
	6	Fax storage	number). You can register the maximum number of rings. (See
			Changing the fax forwarding number on page 65.) 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 65.)
	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		Press 9 0 to exit remote retrieval. Wait for the long beep, then
			replace the handset.

10 Polling

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

Polling receive lets you call another fax machine to receive a fax.

a Make sure you are in Fax mode . b Press Menu, 2, 1, 8.

c Press a or b to choose Standard. Press OK.

d Enter the fax number you are polling. Press Start.

Secure polling

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 Make sure you are in Fax mode . b Press Menu, 2, 1, 8.

c Press a or b to choose Secure. Press OK.

d Enter a four-digit secure code. Press OK.

This is the security code of the fax machine you are polling.

e Enter the fax number you are polling. f Press Start.

Delayed polling

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 Make sure you are in Fax mode . b Press Menu, 2, 1, 8.

c Press a or b to choose Timer. Press OK.

d Enter the time (in 24-hour format) you want to begin polling.

Press OK.

For example, enter 21:45 for 9:45 PM.

e Enter the fax number you are polling. Press Start.

The machine makes the polling call at the time you entered.

Note

If the other fax machine that you are

calling has not been set-up for Polling, you 10 will receive the message Connection

Fail.

Chapter 10

Sequential polling

Sequential polling lets you request documents from several fax machines in one operation.

a Make sure you are in Fax mode . b Press Menu, 2, 1, 8.

c Press a or b to choose Standard,

Secure or Timer. Press OK.

d Choose one of the options below.

If you choose Standard go to e.

If you choose Secure, enter a fourdigit number, press OK, go to e.

If you chose Timer, enter the time (in 24-hours format) you want to begin polling and press OK, go to e.

Note

If you did not enter the correct secure

code, you will receive the message

Disconnected.

e Specify the destination fax machines you want to poll by using One Touch, Speed Dial, Search, a Group or the dial pad. You must press OK between each location.

f Press 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.

To cancel all sequential polling receive jobs, press Menu, 2, 7. (See Checking and cancelling waiting jobs on page 40.)

Polled transmit

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

Setup for polled transmit

a Make sure you are in Fax mode . b Load your document.

c Press Menu, 2, 2, 6.

d Press a or b to choose Standard. Press OK.

e Press 2 to choose 2.No if you do not want to enter more settings when the LCD asks you the following message:

Next 1.Yes 2.No

f Press Start.

g If you are using the scanner glass, the LCD will prompt you to choose one of the options below:

Next Page? 1.Yes 2.No(Send)

Press 1 to send another page. Go to h.

Press 2 or Start to send the document.

h Place the next page on the scanner glass, press OK. Repeat g and h for each additional page.

Your machine will automatically send the fax.

Note

The document will be stored and can be retrieved from any other fax machine until you delete the fax from memory.

To delete the fax from memory, press

Menu, 2, 7. (See Checking and cancelling waiting jobs on page 40.)

Polling

i Place the next page on the scanner glass, press OK. Repeat h and i for each additional page.

Set Next Page

Then Press OK

Your machine will automatically send the fax.

Setup for polled transmit with a secure code

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 Make sure you are in Fax mode . b Load your document.

c Press Menu, 2, 2, 6.

d Press a or b to choose Secure. Press OK.

e Enter a four-digit number. Press OK.

f Press 2 to choose 2.No if you do not want to enter more settings when the LCD asks you the following message:

g h

Next 1.Yes 2.No

Press Start.

If you use the scanner glass, the LCD will prompt you to choose one of the options below:

Next Page? 1.Yes 2.No(Send)

Press 1 to send another page. Go to i.

Press 2 or Start to send the document.

11 Printing reports

Fax reports

Some fax reports (transmission verification and fax journal) can be printed automatically and manually.

Transmission verification report

You can use the transmission report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (shown as “OK”). If you choose On or On+Image, the report will print for every fax you send.

If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again.

Choosing On+Image or Off+Image will print a section of the fax’s first page on the report to help you remember.

When the verification report is turned Off or to Off+Image, the report will only print if there is a transmission error.

a Press Menu, 2, 4, 1.

b Press a or b to choose On, On+Image,

Off or Off+Image. Press OK.

c Press Stop/Exit.

Fax journal

You can set the machine to print a fax journal (activity report) at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). The default setting is Every 50 Faxes, this means that your machine will print the journal when the machine has stored 50 jobs.

If you set the interval to Off, you can still print the report by following the steps on the next page.

a Press Menu, 2, 4, 2.

b Press a or b to choose an interval. Press OK.

If you choose 7 days, you will be asked to choose a day when you want the 7 day countdown to begin.

c Enter the time to begin printing, in 24 hour format.

Press OK.

For example: enter 19:45 for 7:45 PM.

d Press Stop/Exit.

If you choose 6, 12, 24 hours, 2 or 7 days, the machine will print the report at the selected 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 memory.

If you want an extra report before it is due to print, you can print it manually without erasing the jobs from memory.

Reports

The following reports are available:

1XMIT Verify

Displays the Transmission Verification Report for your last outgoing 200 faxes and prints the last report.

2Help List

Prints a list of commonly used functions to help you program your machine.

3Tel Index List

Prints a list of names and numbers stored in the One Touch and Speed Dial memory in numerical or alphabetical order.

4Fax Journal

Prints a list of information about your last 200 incoming and outgoing faxes. (TX: transmit.) (RX: receive.)

5User Settings

Print a list of your current settings.

6Network Config

Lists your network settings.

7Order Form

You can print an accessories order form to fill out and send to your Brother dealer.

Printing reports

How to print a report

a Press Reports.

b Do one of the following:

Press a or b to choose the report you want.

Press OK.

Enter the number of the report you want to print. For example, press 2 to print the help list.

c Press Stop/Exit.

Chapter 11

Section III

Copy

Making copies

12 Making copies

How to copy

Entering copy mode

Press (Copy) to enter Copy mode.

1Stack/Sort

2Copy ratio and copy layout

3Contrast

4Quality

5Number of copies

Making multiple copies

a Make sure you are in Copy mode . b Load your document.

c Use the dial pad to enter the number of copies (up to 99).

d Press Start.

Note

To sort your copies, see Sorting copies using the ADF on page 77.

Stop copying

To stop copying, press Stop/Exit.

Making a single copy

a Make sure you are in Copy mode . b Load your document.

c Press Start.

Copy options (temporary settings)

When you want to quickly change the copy settings temporarily for the next copy, use the temporary Copy keys. You can use different combinations.

The machine returns to its default settings one minute after copying, unless you have set the Mode Timer to 30 seconds or less. (See Mode timer on page 21.)

Enlarging or reducing the image copied

You can choose the following enlargement or reduction ratios:

Press	100%*
	97%	LTRiA4
	97%	LTRiA4
	94%	A4iLTR
	91%	Full Page
	85%	LTRiEXE
	83%	LGLiA4 (for Asia)
	78%	LGLiLTR (for Asia)
	70%	A4iA5
	50%
	Custom(25-400%)
	Auto
	200%
	141% A5iA4
	104% EXEiLTR

*The factory setting is shown in Bold with an asterisk.

When set to Auto, the machine calculates the reduction ratio that best fits the paper size the paper tray is set to. (See Paper size

on page 21.)

Auto is only available when using the ADF.

Making copies

Custom(25-400%) allows you to enter a ratio from 25% to 400% in 1% increments.

To enlarge or reduce the next copy follow the instructions below:

a Make sure you are in Copy mode . b Load your document.

c Use the dial pad to enter the number of copies (up to 99).

d Press Enlarge/Reduce. e Do one of the following:

Press a or b to choose the enlargement or reduction ratio you want.

Press OK.

Press a or b to choose

Custom(25-400%). Press OK.

Use the dial pad to enter an enlargement or reduction ratio from 25% to 400%. (For example, press 5 3 to enter 53%.)

Press OK.

f Press Start.
Note	12

•Page Layout Options 2 in 1(P), 2 in 1(L), 4 in 1(P) or 4 in 1(L) are not available with Enlarge/Reduce.

•(P) means Portrait and (L) means Landscape.

Chapter 12

Using the Options key

Use the Options key to quickly set the following copy settings temporarily for the next copy.

Press	Menu selections	Options		Page
	Press a or b, then press OK	Press a or b, then press OK
	OK		OK
	Quality	Auto*		77
		Text
		Photo
	Stack/Sort	Stack*		77
	(appears when the document	Sort
	is in the ADF)
	Contrast	b-onnnn+a		78
		b-nonnn+a
		b-nnonn+a*
		b-nnnon+a
		b-nnnno+a
	Page Layout	Off(1 in 1)*		78
		2	in 1 (P)
		2	in 1 (L)
		4	in 1 (P)
		4	in 1 (L)

The factory settings are shown in Bold with an asterisk.

Improving copy quality

You can choose from a range of quality settings. The default setting is Auto.

Auto

Auto is the recommended mode for ordinary printouts. Suitable for documents that contain both text and photographs.

Text

Suitable for documents containing only text.

Photo

Suitable for copying photographs.

To temporarily change the quality setting, follow the steps below:

a Make sure you are in Copy mode . b Load your document.

c Use the dial pad to enter the number of copies (up to 99).

d Press Options.

Press a or b to choose Quality.

Press OK.

e Press a or b to choose Auto, Text or

Photo. Press OK.

f Press Start.

To change the default setting, follow the steps below:

a Press Menu, 3, 1.

b Press a or b to choose the copy quality. Press OK.

c Press Stop/Exit.

Making copies

Sorting copies using the ADF

You can sort multiple copies. Pages will be stacked in the order 1 2 3, 1 2 3, 1 2 3, and so on.

a Make sure you are in Copy mode . b Load your document in the ADF.

c Use the dial pad to enter the number of copies (up to 99).

d Press Options and a or b to choose

Stack/Sort. Press OK.

e Press a or b to choose Sort. Press OK.

f Press Start.

Chapter 12

Adjusting contrast

Contrast

Adjust the contrast to help an image look sharper and more vivid.

To temporarily change the contrast setting, follow the steps below:

a Make sure you are in Copy mode . b Load your document.

c Use the dial pad to enter the number of copies (up to 99).

d Press Options.

Press a or b to choose Contrast.

Press OK.

e Press a or b to increase or decrease the contrast.

Press OK.

f Press Start.

To change the default setting follow the steps below:

a Press Menu, 3, 2.

b Press a or b to increase or decrease the contrast.

Press OK.

c Press Stop/Exit.

Making N in 1 copies (page layout)

You can reduce the amount of paper used when copying by using the N in 1 copy feature. This allows you to copy two or four pages onto one page, which lets you save paper.

Important

Please make sure the paper size is set to

Letter or A4 (Legal or Folio for Asia.)

(P) means Portrait and (L) means Landscape.

You cannot use the Enlarge/Reduce setting with the N in 1 feature.

a Make sure you are in Copy mode . b Load your document.

c Use the dial pad to enter the number of copies (up to 99).

d Press Options.

e Press a or b to choose Page Layout. Press OK.

f Press a or b to choose 2 in 1 (P),

2 in 1 (L), 4 in 1 (P),

4 in 1 (L) or Off(1 in 1). Press OK.

g Press Start to scan the page.

If you placed the document in the ADF, the machine scans the pages and starts printing.

If you are using the scanner glass, go to h.

h After the machine scans the page, press 1 to scan the next page.

Next Page? 1.Yes 2.No

i Put the next page on the scanner glass. Press OK.

Repeat h and i for each page of the layout.

j After all the pages have been scanned, press 2 in h to finish.

If you are copying from the ADF:

Insert your document face up in the direction shown below:

2 in 1 (P)

2 in 1 (L)

4 in 1 (P)

4 in 1 (L)

If you are copying from the scanner glass:

Insert your document face down in the direction shown below:

2 in 1 (P)

2 in 1 (L)

Making copies

4 in 1 (P)

4 in 1 (L)

Out of memory message

If the memory becomes full while you are making copies, the LCD message will guide you through the next step.

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

To gain extra memory, you can do the following:

Print the faxes that are in the memory. (See Printing a fax from the memory on page 45.)

You can turn off Fax Storage. (See

Turning off remote fax options on page 63.)

Note

When you get an Out of Memory message, you may be able to make copies if you first print incoming faxes in the memory to restore the memory to 100%.

Chapter 12

Section IV

Software

Software and Network features

13 Software and Network features

The User’s Guide on the CD-ROM includes the Software User’s Guide and Network User’s Guide for features available when connected to a computer (for example, printing and scanning). These guides have easy to use links that, when clicked, will take you directly to a particular section.

How to read HTML User’s Guide

This is a quick reference for using the HTML User’s Guide.

You can find information on these features:

Printing

Scanning

ControlCenter3 (for Windows®)

ControlCenter2 (for Macintosh®)

Remote Setup

Faxing from your computer

Network Faxing

(MFC-7440N, MFC-7840N and MFC-7840W only)

Network Printing (MFC-7440N, MFC-7840N and MFC-7840W only)

Network Scanning (MFC-7440N, MFC-7840N and MFC-7840W only)

Wireless Network Users (MFC-7840W only)

Note

See Accessing the Software User’s Guide and Network User’s Guide on page 2.

For Windows®

Note

If you have not installed the software, see

Chapter 1.

a From the Start menu, point to Brother, MFC-XXXX from the programs group, then click User’s Guides in HTML format.

b Click on the manual you want (SOFTWARE USER’S GUIDE or NETWORK USER’S GUIDE) from the top menu.

Software and Network features

c Click the heading you would like to view from the list at the left of the window.

For Macintosh®

a Make sure your Macintosh® is turned on. Insert the Brother CD-ROM into your CD-ROM drive.

b c

Double-click the Documentation icon.

Double-click your language folder, and then double-click the top page file.

d Click on the manual you want (SOFTWARE USER’S GUIDE or NETWORK USER’S GUIDE) in the top menu, and then click the heading you would like to read from the list at the left of the window.

Chapter 13

Section V

Appendixes

Safety and legal	86
Troubleshooting and routine maintenance	100
Menu and features	142
Specifications	158
Glossary	174

A Safety and legal

Choosing a location

Place your machine on a flat, stable surface that is free of vibration. Put the machine near a telephone socket and a standard, grounded electrical socket. Choose a location where the temperature remains between 10° C and 32.5° C and the humidity is between 20% to 80% (without condensation).

Make sure cables leading to the machine do not constitute a trip hazard.

Avoid placing your machine on the carpet.

Do not place near heaters, air conditioners, water, chemicals or refrigerators.

Do not expose the machine to direct sunlight, excessive heat, moisture or dust.

Do not connect your machine to electrical sockets controlled by wall switches or automatic timers, or to the same circuit as large appliances that might disrupt the power supply.

Avoid sources of interference, such as speakers or the base units of cordless phones.

Safety and legal

Important information

Safety precautions

Please read these instructions before attempting any maintenance, and keep them for later reference. When using your telephone equipment, follow basic safety precautions to reduce the risk of fire, electric shock or personal injury.

DO NOT use this product near water, or in a damp environment.

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

We DO NOT advise using an extension lead.

Never install telephone wiring during a lightning storm. Never install a telephone wall socket in a wet location.

If any cables become damaged, disconnect your machine, and contact your Brother dealer.

DO NOT place any objects on the machine, or obstruct the air vents.

This product should be connected to an adjacent grounded AC power source within the range indicated on the rating label. DO NOT connect it to a DC power source or inverter. If you are not sure, contact a qualified electrician.

DO NOT dispose of batteries in a fire. They may explode. Check with local codes for possible special disposal instructions.

WARNING

Before cleaning the inside of the machine, first unplug the telephone line cord, and then the power cord from the electrical socket.

DO NOT handle the plug with wet hands. Doing this might cause an electrical shock.

Always make sure the plug is fully inserted.

After you have just used the machine, some internal parts of the machine will be extremely hot. When you open the front or back cover of the machine, DO NOT touch the shaded parts shown in the illustration.

To prevent injuries, be careful not to put your hands on the edge of the machine under the document cover or scanner cover as shown in the illustrations.

To prevent injuries, DO NOT put your fingers in the areas shown in the illustrations.

DO NOT use a vacuum cleaner to clean up scattered toner. Doing this might cause the toner dust to ignite inside the vacuum cleaner, potentially starting a fire. Please carefully clean the toner dust with a dry, lint-free cloth and dispose of it according to local regulations.

Safety and legal

If moving your machine, use the handholds provided. First making sure to disconnect any cables.

DO NOT use any flammable substances, spray or organic solvent/liquids containing alcohol/ammonia to clean the inside or outside of the machine. Doing this may cause a fire or electrical shock. Refer to Routine maintenance on page 125 for how to clean the machine.

Plastic bags are used in the packaging of your machine. To avoid the danger of suffocation, keep these bags away from babies and children.

Note

The fuser unit is marked with a caution label. Please DO NOT remove or damage the label.

IEC60825-1+A2:2001 Specification

This machine is a Class 1 laser product as defined in IEC60825-1+A2:2001 specifications. The label shown below is attached in countries where required.

This machine has a Class 3B Laser Diode which emits invisible laser radiation in the Scanner Unit. The Scanner Unit should not be opened under any circumstances.

Laser Diode A

Wave length: 780 - 800 nm

Output: 10 mW max.

Laser Class: Class 3B

WARNING

CLASS 1 LASER PRODUCT APPAREIL À LASER DE CLASSE 1 LASER KLASSE 1 PRODUKT

Use of controls, adjustments or performance of procedures other than those specified in this manual may result in hazardous radiation exposure.

Disconnect device

This product must be installed near an electrical socket that is easily accessible. In case of emergencies, you must disconnect the power cord from the electrical socket to shut off power completely.

LAN connection (For MFC-7440N, MFC-7840N and MFC-7840W)

CAUTION

DO NOT connect this product to a LAN connection that is subject to over-voltages.

Radio interference

This product complies with EN55022 (CISPR Publication 22)/Class B. When connecting the machine to a computer, ensure that you use the following interface cables.

A USB cable which must not exceed 2.0 metres in length.

Brother MFC-7340, MFC-7450, MFC-7440N, MFC-7840N, MFC-7840W User's Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

APPROVAL INFORMATION

Compilation and Publication Notice

Table of Contents

1 General information

Using the documentation

Symbols and conventions used in the documentation

Viewing documentation

Viewing documentation (Windows®)

How to find scanning instructions

Software User's Guide:

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

Viewing documentation (Macintosh®)

How to find scanning instructions

Software User's Guide:

Presto!® PageManager® User's Guide:

Control panel overview

2 Loading paper and documents

Loading paper and print media

Printing on plain paper, recycled paper or transparencies from the paper tray

Loading paper in the manual feed slot

Printing on plain paper, recycled paper or transparencies from the manual feed slot

Printing on thick paper, bond paper, labels and envelopes

Unprintable area

Unprintable area for faxes and copies

Unprintable area when printing from a computer

Acceptable paper and other print media

Type and size of paper

Standard paper tray

Manual Feed Slot

Paper capacity of the paper trays

Recommended paper specifications

Handling and using special paper

Types of paper to avoid

Envelopes

Types of envelopes to avoid

Labels

Types of labels to avoid

Loading documents

Using the automatic document feeder (ADF)

Using the scanner glass (Flatbed)

3 General setup

Mode timer

Paper settings

Paper type

Paper size

Volume settings

Ring volume

Beeper volume

Speaker volume

Setting daylight savings time

Ecology features

Toner Save

Sleep time

LCD contrast

Dial prefix

Setting up the prefix number

Changing the prefix number

4 Security features

Security

Setting up the password

Changing the TX Lock password

Turning the TX Lock on/off

Turning TX Lock on

Turning TX Lock off

Memory Security (MFC-7450 only)

Setting up the password

Changing your memory security password

Turning memory security on/off

Turning memory security on

Turning memory security off

Secure Function Lock (MFC-7840N and MFC-7840W only)

Setting the password for the administrator

Changing the password for the administrator

Setting up the Public user

Setting up restricted users

Turning Secure Function Lock on/off