Brother MFC-7440N, MFC-7840W User Guide

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USER’S GUIDE

MFC-7320 MFC-7440N MFC-7840W

Version A

UK/IRE/SAF

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-7320, MFC-7440N and MFC-7840W (Circle your model number)

Serial Number:

Date of Purchase:

Place of Purchase:

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

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

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

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

should you lose your receipt; and

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

covered by insurance.

Approval Information and Compilation and Publication Notice

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

APPROVAL INFORMATION

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

EC Declaration of Conformity under the R & TTE Directive

Section I General

1 General information 2

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

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

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

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

Recommended paper and 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 ................................................................................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

Automatic daylight savings time .......................................................................... 23

Ecology features..................................................................................................23

Toner Save ....................................................................................................23

Sleep time......................................................................................................23

LCD contrast........................................................................................................ 23

4 Security features 24

Security................................................................................................................ 24

TX Lock (MFC-7320 and MFC-7440N only)..................................................24

Secure Function Lock (MFC-7840W only) ....................................................25

Setting lock....................................................................................................28

Restricting dialling................................................................................................ 29

iii

Dial pad restriction.........................................................................................29

One Touch restriction ....................................................................................29

Speed Dial restriction ....................................................................................29

Section II Fax

5 Sending a fax 32

How to fax............................................................................................................32

Entering fax mode .........................................................................................32

Sending a fax from the ADF ..........................................................................32

Sending a fax from the scanner glass ...........................................................32

Cancelling a fax in progress ..........................................................................33

Broadcasting .......................................................................................................33

Cancelling a broadcast in progress ...............................................................33

Additional sending operations..............................................................................34

Sending faxes using multiple settings ...........................................................34

Electronic cover page ....................................................................................34

Contrast .........................................................................................................35

Changing fax resolution.................................................................................36

Dual access ...................................................................................................36

Real time transmission ..................................................................................36

Overseas mode .............................................................................................37

Delayed fax....................................................................................................37

Delayed batch transmission ..........................................................................37

Checking and cancelling waiting jobs............................................................ 38

Sending a fax manually .................................................................................38

Out of memory message ...............................................................................38

6 Receiving a fax 39

Receive modes ....................................................................................................39

Choosing the receive mode...........................................................................39

Using receive modes ...........................................................................................40

Fax Only ........................................................................................................40

Fax/Tel...........................................................................................................40

Manual...........................................................................................................40

External TAD .................................................................................................40

Receive mode settings ........................................................................................41

Ring delay......................................................................................................41

F/T ring time (Fax/Tel mode only) .................................................................41

Fax Detect ..................................................................................................... 41

Setting the print density .................................................................................42

Additional receiving operations............................................................................42

Printing a reduced incoming fax .................................................................... 42

Setting the fax receive stamp ........................................................................ 42

Receiving faxes into memory ........................................................................43

Printing a fax from the memory ..................................................................... 43

7 Telephone and external devices 44

Telephone line services.......................................................................................44

Caller ID.........................................................................................................44

Setting the telephone line type ...................................................................... 45

BT call sign (U.K. only) ..................................................................................46

Connecting an external TAD ............................................................................... 46

Connections................................................................................................... 46

Recording an outgoing message (OGM)....................................................... 47

Multi-line connections (PBX) ......................................................................... 47

External and extension telephones...................................................................... 48

Operation from extension telephones............................................................ 48

For Fax/Tel mode only...................................................................................48

Connecting an external or extension telephone ............................................48

Using a non-Brother cordless external handset ............................................ 50

Using remote codes....................................................................................... 50

8 Dialling and storing numbers 51

How to dial...........................................................................................................51

Manual dialling............................................................................................... 51

One touch dialling.......................................................................................... 51

Speed dialling................................................................................................51

Search ...........................................................................................................51

Fax redial....................................................................................................... 52

Storing numbers .................................................................................................. 52

Storing a pause .............................................................................................52

Storing one touch dial numbers..................................................................... 52

Storing speed dial numbers...........................................................................53

Changing one touch and speed dial numbers ............................................... 53

Setting up groups for broadcasting................................................................54

Combining quick dial numbers ...................................................................... 55

Tone or pulse................................................................................................. 55

9 Remote fax options 56

Fax forwarding.....................................................................................................56

Fax storage.......................................................................................................... 56

PC fax receive .....................................................................................................57

Changing remote fax options...............................................................................58

Turning off remote fax options.......................................................................58

Remote retrieval ..................................................................................................59

Setting a remote access code ....................................................................... 59

Using your remote access code .................................................................... 59

Retrieving fax messages ...............................................................................60

Changing the fax forwarding number ............................................................60

Remote fax commands........................................................................................61

10 Polling 62

Polling receive ..................................................................................................... 62

Secure polling................................................................................................ 62

Delayed polling ..............................................................................................62

Sequential polling ..........................................................................................63

Polled transmit ....................................................................................................63

Setup for polled transmit................................................................................ 63

Setup for polled transmit with a secure code.................................................64

11 Printing reports 65

Fax reports...........................................................................................................65

Transmission verification report.....................................................................65

Fax journal.....................................................................................................65

Reports ................................................................................................................66

How to print a report ......................................................................................66

Section III Copy

12 Making copies 68

How to copy .........................................................................................................68

Entering copy mode....................................................................................... 68

Making a single copy .....................................................................................68

Making multiple copies ..................................................................................68

Stop copying.................................................................................................. 68

Copy options (temporary settings)....................................................................... 69

Enlarging or reducing the image copied ........................................................69

Using the Options key ...................................................................................70

Improving copy quality...................................................................................71

Sorting copies using the ADF ........................................................................71

Adjusting contrast ..........................................................................................72

Making N in 1 copies (page layout) ...............................................................72

Out of memory message .....................................................................................73

Section IV Software

13 Software and Network (MFC-7440N and MFC-7840W only)

features 76

How to read HTML User’s Guide.........................................................................76

For Windows For Macintosh

................................................................................................76

..............................................................................................77

Section V Appendixes

A Safety and legal 80

Choosing a location .............................................................................................80

Important information...........................................................................................81

Safety precautions.........................................................................................81

IEC60825-1+A2:2001 Specification ..............................................................84

Disconnect device .........................................................................................84

Wiring information (U.K. only)........................................................................84

LAN connection (MFC-7440N and MFC-7840W only) ..................................85

Radio interference ......................................................................................... 85

EU Directive 2002/96/EC and EN50419........................................................ 85

International ENERGY STAR

Important safety instructions.......................................................................... 86

Trademarks.......................................................................................................... 88

Compliance Statement ................................ 86

B Troubleshooting and routine maintenance 89

Troubleshooting...................................................................................................89

If you are having difficulty with your machine ................................................89

Improving the print quality ............................................................................. 96

Setting dial tone detection ...........................................................................101

Telephone line interference......................................................................... 102

Error and maintenance messages.....................................................................103

Transferring your faxes or Fax Journal report .............................................107

Document jams............................................................................................ 109

Paper jams ..................................................................................................110

Routine maintenance......................................................................................... 114

Cleaning the outside of the machine ........................................................... 114

Cleaning the scanner glass ......................................................................... 115

Cleaning the laser scanner window............................................................. 116

Cleaning the corona wire.............................................................................118

Cleaning the drum unit ................................................................................120

Replacing the consumable items....................................................................... 122

Replacing a toner cartridge .........................................................................122

Replacing the drum unit...............................................................................125

Machine information .......................................................................................... 128

Checking the serial number......................................................................... 128

Checking the page counters........................................................................ 128

Checking the Drum life ................................................................................128

Packing and shipping the machine....................................................................129

C Menu and features 130

On-screen programming....................................................................................130

Menu table................................................................................................... 130

Memory storage........................................................................................... 130

Menu keys .........................................................................................................130

How to access the menu mode ................................................................... 131

Menu table.........................................................................................................132

Entering text ......................................................................................................145

D Specifications 147

General.............................................................................................................. 147

Print media......................................................................................................... 149

Fax..................................................................................................................... 150

vii

Copy ..................................................................................................................152

Scan...................................................................................................................153

Print ...................................................................................................................154

Interfaces ...........................................................................................................154

Computer requirements .....................................................................................155

Consumable items .............................................................................................157

Ethernet wired network (MFC-7440N and MFC-7840W)...................................158

Ethernet wireless network (MFC-7840W only) ..................................................159

Authentication and encryption for wireless users only.................................160

Wi-Fi Alliance certification ........................................................................... 161

Wireless one-push configuration ................................................................. 162

E Glossary 163

F Index 167

viii

Section I

General I

General information 2 Loading paper and documents 9 General setup 21 Security features 24

General information 1

Using the documentation 1

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

Symbols and conventions used in the documentation 1

The following symbols and conventions are used throughout the documentation.

Bold Bold style identifies keys on the

machine control panel or computer screen.

Italics Italicized style emphasizes an

important point or refers you to a related topic.

Courier

New

Courier New font identifies the messages shown on the LCD of the machine.

Accessing the Software User’s Guide and Network User’s Guide (MFC-7440N and MFC-7840W only)

This User’s Guide does not contain all the information about the machine such as how to use the advanced features of Fax, Printer, Scanner, PC Fax and Network (MFC-7440N and MFC-7840W only). When you are ready to learn detailed information about these operations, read the Software User’s Guide and Network User’s Guide (MFC-7440N and MFC-7840W only).

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.

General information

Viewing documentation 1

Viewing documentation (Windows®) 1

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

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

a Turn on your PC.

Insert the Brother CD-ROM 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.

e Click the documentation you want to

read:

 HTML documents (2 manuals):

Software User’s Guide and Network User’s Guide (MFC-

7440N and MFC-7840W only) 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 (MFC7440N and MFC-7840W only) and Quick Setup Guide.

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

If this window does not appear, use

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

Explorer to find and run the

d Click Documentation.

Chapter 1

Note

How to find scanning instructions 1

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

Software User's Guide: 1

 Scanning a document using the TWAIN

driver in Chapter 2

 Scanning a document using the WIA

driver (For Windows only) in Chapter 2

 Using ControlCenter3 in Chapter 3  Network Scanning in Chapter 4 (MFC-

7440N and MFC-7840W only)

XP/Windows Vista®

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

 The complete ScanSoft™ PaperPort™

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

Viewing documentation (Macintosh®) 1

a Turn on your Macintosh

Insert the Brother CD-ROM labelled

Macintosh

b The following window will appear.

c Double-click the Documentation icon.

into your CD-ROM drive.

d If the language selection screen

appears, double-click your language.

e Double-click the top page file to view the

Software User’s Guide and Network User’s Guide (MFC-7440N and MFC-

7840W only) in HTML format.

f Click the documentation you want to

read.

 Software User’s Guide

 Network User’s Guide

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

The documents are also available in PDF format (4 manuals):

User’s Guide for stand-alone operations, Software User’s Guide, Network User’s Guide (MFC-7440N and MFC-7840W

only) and Quick Setup Guide. The PDF format is recommended for printing the manuals.

Double-click Brother Solutions Center icon to go to the Brother Solutions Center, where you can view or download the PDF documents. (Internet access and PDF Reader software are required.)

How to find scanning instructions 1

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

Software User's Guide: 1

 Scanning in Chapter 9  Using ControlCenter2 in Chapter 10  Network Scanning in Chapter 11 (MFC-

7440N and MFC-7840W only)

Presto!® PageManager® User's Guide:1

 The complete Presto!® PageManager®

User’s Guide can be viewed from the Help

selection in the Presto! application.

PageManager®

General information

Chapter 1

Control panel overview 1

MFC-7320

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

General information

Chapter 1

1 Fax and telephone keys:

Tel/R

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

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

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.

2 One Touch keys

These 4 keys give you instant access to 8 previously stored numbers.

Shift

Lets you access One Touch numbers 5 to 8 when held down.

3LCD

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

4 Menu keys:

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, Network Configuration* (*MFC7440N and MFC-7840W only) and Order Form.

5Dialpad

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.

6Stop/Exit

Stops an operation or exits from a menu.

7Start

Lets you start sending faxes, making copies or scanning.

8 Mode keys:

Fax

Puts the machine in Fax mode.

Scan

Puts the machine in Scan mode. (For details about scanning, see the Software User’s Guide on the CD-ROM.)

Copy

Puts the machine in Copy mode.

9 Print keys:

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

You can print data saved in memory when you enter your four-digit password. (For details about using the Secure key, see the Software User’s Guide on the CD-ROM.)

(MFC-7840W only) When using Secure Function Lock, you can switch restricted users by holding down Shift as you press the Secure key. (See Secure Function Lock (MFC-7840W only) on page 25.)

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).

10 Copy keys:

Options

You can quickly and easily choose temporary settings for copying.

Enlarge/Reduce

duces or enlar

ges copies.

Loading paper and documents 2

Loading paper and print media 2

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

When you put paper into the paper tray, note the following:

 If your application software supports

paper size selection on the print menu, you can select it through the software. If your application software does not support it, you can set the paper size in the printer driver or by using the control panel buttons.

 Before using paper that has holes in it,

such as organizer sheets, you must ‘fan’ the stack to avoid paper jams and misfeeds.

Loading paper in the paper tray 2

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

a Pull the paper tray completely out of the

machine.

b While pressing the green paper guide

release lever, slide the paper guides to fit the paper size. Make sure that the guides are firmly in the slots.

Chapter 2

CAUTION

Note

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.

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.

Loading paper in the manual feed slot 2

You can load envelopes and special print media one at a time into this slot. Use the manual feed slot to print or copy on labels, envelopes or thicker paper.

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

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

a 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.

e Fold out the support flap (1) to prevent

paper from sliding off the face-down output tray.

b Open the manual feed slot cover.

Loading paper and documents

Note

c Using both hands, slide the manual feed

slot paper guides to the width of the paper that you are going to use.

d Using both hands, put one sheet of

paper or one 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.

Printing on thick paper, bond paper, labels and envelopes

When the back output tray is pulled down, the machine has a straight paper path from the manual feed slot through to the back of the machine. Use this paper feed and output method when you want to print on thick paper, labels or envelopes.

• Remove each printed sheet or envelope immediately to prevent a paper jam.

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

a Open the back cover (back output tray).

b Open the manual feed slot cover.

Chapter 2

Note

c Using both hands, slide the manual feed

slot paper guides to the width of the paper that you are going to use.

d Using both hands, put one sheet of

paper or one envelope in the manual feed slot until the front edge of the paper or envelope touches the paper feed roller. When you feel the machine pull in the paper, let go.

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

• Make sure that the 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

Note

Unprintable area 2

Unprintable area for faxes and copies 2

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.

Unprintable area when printing from a computer 2

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

Portrait

13mm

22mm

(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.

Landscape

Windows® printer driver and

Macintosh

printer driver

BRScript Driver for Windows

and Macintosh®

(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

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 2

Print quality may vary according to the type of paper you are using.

You can use the following types of print media: plain paper, bond paper, recycled paper, transparencies, labels or envelopes.

For best results, follow the instructions below:

 Use paper made for plain paper copying.

 Use paper that is 75 to 90 g/m  Use labels and transparencies which are

designed for use in laser machines.

 Do not put different types of paper in the

paper tray at the same time because it may cause paper jams or misfeeds.

 For 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.

Recommended paper and print media 2

To get the best print quality, we suggest using the following paper.

Paper Type Item

Plain Paper

Recycled Paper Xerox Recycled Supreme

Transparency 3M CG3300 Labels Avery laser label L7163 Envelope Antalis River series (DL)

Xerox Premier 80 g/m

Xerox Business 80 g/m

80g/m

 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 2

Manual Feed Slot 2

The manual feed slot can hold a sheet with a

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

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

Standard paper tray 2

or labels.

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 size paper

(80 g/m

). Paper can be loaded up to the maximum paper mark on the sliding paper width guide.

Paper capacity of the paper trays 2

Paper size Paper types No. of sheets

Paper Tray A4, Letter, Executive,

A5, A6, B5, B6.

Manual Feed Slot Width: 76.2 to 220 mm

Length: 116 to 406.4 mm

Plain paper and recycled paper

Transparency up to 10 Plain paper, recycled

paper, bond paper, envelopes, labels and transparencies

up to 250 [80 g/m

]

Recommended paper specifications 2

The following paper specifications are suitable for this machine.

Basis weight

Thickness 80-110 µm Roughness Higher than 20 sec. Stiffness

Grain direction Long grain Volume resistivity

Surface resistivity

Filler CaCO

Ash content Below 23 wt% Brightness Higher than 80 % Opacity Higher than 85 %

75-90 g/m

90-150 cm

10e

/100

-10e11 ohm

-10e12 ohm-cm (Neutral)

Chapter 2

CAUTION

Handling and using special paper 2

The machine is designed to work well with most types of xerographic and bond paper. However, some paper variables may have an effect on print quality or handling reliability. Always test samples of paper before purchasing to ensure desirable performance. Store paper in its original packaging and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat.

Some important guidelines when selecting paper are:

 Do not use inkjet paper because it may

cause a paper jam or damage your machine.

 Preprinted paper must use ink that can

withstand the temperature of the machine's fusing process (200 degrees centigrade).

 If you use bond paper, paper having a

rough surface or paper that is wrinkled or creased, the paper may exhibit degraded performance.

Types of paper to avoid 2

Some types of paper may not perform well or may cause damage to your machine.

DO NOT use paper:

• that is highly textured

• that is extremely smooth or shiny

• that is curled or warped

12mm

• 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.

Loading paper and documents

CAUTION

Envelopes 2

Most envelopes will be suitable for your machine. However, some envelopes may have feed and print-quality problems because of the way they have been made. A suitable envelope should have edges with straight, well-creased folds and the leading edge should not be thicker than two sheets of paper. The envelope should lie flat and not be of baggy or flimsy construction. You should buy quality envelopes from a supplier who understands that you will be using the envelopes in a laser machine.

Envelopes can be fed from 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.

Types of envelopes to avoid 2

DO NOT use envelopes:

• that are damaged, curled, wrinkled or an 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

1 Feeding 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.

• with glue on surface as shown in figure below

• with double flaps as shown in figure below

Chapter 2

CAUTION

• 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 2

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 2

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

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

Loading paper and documents

CAUTION

Loading documents 2

Using the automatic document feeder (ADF) 2

The ADF can hold up to 35 pages and feeds each sheet individually. Use standard

80 g/m before putting them in the ADF.

Recommended environment 2

Temperature: 20 to 30° C Humidity: 50% - 70%

Paper: Xerox Premier 80 g/m Business 80 g/m

 Make sure documents written with ink are

paper and always fan the pages

or Xerox

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.

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 on page 20.

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 g/m

a Unfold the ADF document output

support flap (1) and the ADF support flap (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

Note

CAUTION

Using the scanner glass 2

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

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.

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

c Close the document cover.

Note

General setup 3

Mode timer 3

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. If you choose Off, the machine will stay in the mode you used last.

(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 27.)

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.

Paper size 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.

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 Press a or b to choose A4, Letter,

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

c Press Stop/Exit.

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

c Press Stop/Exit.

Paper settings 3

Paper type 3

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.

Chapter 3

Volume settings 3

Ring volume 3

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.

Speaker volume 3

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.

Beeper volume 3

When the beeper is on, the machine will beep when you press a key, make a mistake, or after you send or receive a fax. You can choose a range of volume levels, from High to Off.

a Press Menu, 1, 4, 2. b Press a or b to choose Off, Low, Med or

High. Press OK.

c Press Stop/Exit.

General setup

Note

Automatic daylight savings time 3

You can set the machine to change automatically for Daylight Savings Time. It will set itself forward one hour in the Spring, and back one hour in the Autumn.

a Press Menu 1, 5. b Press a or b to choose On or Off.

Press OK.

c Press Stop/Exit.

Ecology features 3

Toner Save 3

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

Sleep time 3

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 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.

a Press Menu, 1, 6, 1. b Press a or b to choose On or Off.

Press OK.

c Press Stop/Exit.

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

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 3

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.

Note

Security features 4

Security 4

You can set up your machine with multiple levels of security using Setting Lock and TX Lock (MFC-7320 and MFC-7440N only) or Secure Function Lock (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 or Secure Function Lock, so they will not be lost.

TX Lock (MFC-7320 and MFC-7440N only) 4

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:

Setting up the password 4

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

a Press Menu, 1, 8, 1. b Enter a four-digit number for the

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 4

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.

 Sending faxes  Copying  PC printing  Scanning

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

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

e If the LCD shows Verify:, re-enter the

new password. Press OK.

f Press Stop/Exit.

Security features

Note

Secure Function Lock (MFC-7840W only) 4

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

Fax Rx, Copy, Scan and Print 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.

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

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 26 and Turning Secure Function Lock on on page 27.)

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.

• 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 both Fax Tx and Fax Rx are enabled.

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.

Chapter 4

Note

Setting up the Public user 4

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

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.

Setting up restricted users 4

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 145.) 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.

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.

h Repeat d to g for entering each

additional user and password.

i Press Stop/Exit.

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

Security features

Note

Turning Secure Function Lock on/off 4

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 4

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 4

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 4

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

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.

Chapter 4

Setting lock 4

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  Auto Daylight  Ecology  LCD Contrast  Setting Lock

Changing your setting lock password4

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. Press OK.

e Re-enter your new password when the

LCD shows Verify:. Press OK.

f Press Stop/Exit.

Turning setting lock on/off 4

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

 Dial Restriction  TX Lock

(MFC-7320 and MFC-7440N only)

Setting up the password 4

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.

Turning setting lock on 4

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 4

a Press Menu, 1, 8, 2. b Enter your four-digit password.

Press OK twice.

c Press Stop/Exit.

Security features

Note

Restricting dialling 4

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 4

a Press Menu, 2, 6, 1.

Speed Dial restriction 4

a Press Menu, 2, 6, 3. b Press a or b to choose Off,

Enter # twice or On. Press OK.

c Press Stop/Exit.

•The Enter # twice setting will not work if you lift an external handset 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.

b Press a or b to choose Off,

Enter # twice or On.

Press OK.

c Press Stop/Exit.

One Touch restriction 4

a Press Menu, 2, 6, 2. b Press a or b to choose Off,

Enter # twice or On. Press OK.

c Press Stop/Exit.

Chapter 4

Section II

Fax II

Sending a fax 32 Receiving a fax 39 Telephone and external devices 44 Dialling and storing numbers 51 Remote fax options 56 Polling 62 Printing reports 65

Note

Sending a fax 5

How to fax 5

Entering fax mode 5

To enter fax mode press (Fax), and

the key will glow green.

Sending a fax from the ADF 5

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 51.)

d Press Start.

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

Sending a fax from the scanner glass 5

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 51.)

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)

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.

 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.

When faxing multiple pages from the scanner glass, real time transmission should be set to Off. (See Real time transmission on page 36.)

Sending a fax

Note

Cancelling a fax in progress 5

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 5

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.

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

a Make sure you are in Fax mode .

Cancelling a broadcast in progress 5

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

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.

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 51.)

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.

Chapter 5

Additional sending operations 5

Sending faxes using multiple settings 5

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.

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.

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 145 for help entering characters.

(See Composing your own comments on page 34.)

5.(User Defined)

6.(User Defined)

Composing your own comments 5

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 145 for help entering characters.

Electronic cover page 5

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.Comment Off

2.Please Call

Send a cover page for the next fax 5

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.

Sending a fax

Note

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 5

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 5

Contrast 5

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 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.

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.

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

Note

Changing fax resolution 5

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 5

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.

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.

Dual access 5

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

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 5

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

If the memory is full, 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.

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

Sending a fax

Note

Sending in real time for all faxes 5

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.

Delayed fax 5

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)

Press OK.

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

Delayed batch transmission 5

Before sending the delayed faxes, your machine will help you economize by sorting all the faxes in the memory by destination and scheduled time.

Overseas mode 5

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.

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

Note

Checking and cancelling waiting jobs 5

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 5

Out of memory message 5

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

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

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 36.)

Manual transmission 5

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 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.

Receiving a fax 6

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

Fax Only

Manual

Yes

External TAD

Fax/Tel

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?

Yes

Receive modes 6

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 40.)

Choosing the receive mode 6

To set the receive mode follow the instructions below.

a Press Menu, 0, 1. 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 6

Some receive modes answer automatically (Fax Only and Fax/Tel). You may want to change the ring delay before using these modes. (See Ring delay on page 41.)

Fax Only 6

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

Fax/Tel 6

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

 Faxes will be automatically received.  Voice calls will start the F/T ring to tell you

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

(Also see F/T ring time (Fax/Tel mode only) on page 41 and Ring delay on page 41.)

Manual 6

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

BT Call sign

BT Call Sign is for U.K. only.

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 41.)

feature.

External TAD 6

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 46.)

Receiving a fax

Note

Receive mode settings 6

Ring delay 6

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 48 and Fax Detect on page 41.)

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. Press OK.

d Press Stop/Exit.

F/T ring time (Fax/Tel mode only) 6

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

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

Because the F/T ring is made by the machine, extension and external telephones will not ring; however, you can still answer the call on any telephone. (For more information see Using remote codes on page 50.)

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). Press OK.

d Press Stop/Exit.

Fax Detect 6

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

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 on the external or extension phone. (See Operation from extension telephones on page 48.)

• You need to turn the Remote Codes setting to on to use the Remote Activation code l51. (See Using remote codes on page 50.)

• 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.

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.

a Make sure you are in Fax mode .

Chapter 6

Note

Setting the print density 6

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 6

Printing a reduced incoming fax 6

If you choose On, the machine automatically reduces each page of an incoming fax to fit on one page of A4 or Letter 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 6

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.

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

Receiving a fax

Receiving faxes into memory 6

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: 6

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: 6

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

Printing a fax from the memory 6

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 56.

a Press Menu, 2, 5, 3. b Press Start. c Press Stop/Exit.

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.

Note

Telephone and external devices 7

Telephone line services 7

Caller ID 7

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

After a few rings, the LCD 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 service area.

 The ID Withheld message means the

caller has intentionally blocked transmission of information.

Setting the Caller ID to On 7

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

a Press Menu, 2, 0, 3. b Press a or b to choose On (or Off).

Press OK.

c Press Stop/Exit.

Viewing the Caller ID List 7

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 ID.

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.

You can print a list of the Caller ID information received by your machine. (See Printing the Caller ID List on page 44.)

• 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.

• This feature may not be available in some countries.

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 7

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.

Telephone and external devices

Note

c Press Start. d After printing has finished,

press Stop/Exit.

Setting the telephone line type 7

If you are connecting the machine to a line that features a PBX or ISDN to send and receive faxes, it is necessary to change the Telephone Line Type accordingly by completing the following steps. If you are using a line that features a PBX, you can set your machine to always gain access to an outside line, or not.

a Press Menu, 0, 6. b Press a or b to choose PBX, ISDN (or

Normal). Press OK.

c Do one of the following:

 If you chose ISDN or Normal, go to

 If you chose PBX, go to d

d Do one of the following:

 If you want to change the current

prefix number, press 1 and go to e.

 If you do not want to change the

current prefix number, press 2 and go to g.

• If the pulse dialling mode is on, # and l are not available to use.

f Press a or b to choose On or Always.

Press OK.

• If you choose On, pressing Tel/R (the screen displays “!”.) will let you access an outside line.

• If you choose Always, you can access an outside line without pressing Tel/R.

g Press Stop/Exit.

PBX and TRANSFER 7

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

e Enter the prefix number (up to 5 digits)

on the dial pad. Press OK.

• You can use the numbers 0 to 9, #, l and !. (Press Tel/R to display “!”.) You cannot use ! with any other numbers

or characters. If your telephone system requires a timed

break recall, press Tel/R to enter the break.

Chapter 7

Note

BT call sign (U.K. only) 7

The BT Call Sign subscriber service is a way to have a separate number for your machine, it allows you to have at least two separate telephone numbers on one phone line. Each phone number has its own distinctive ringing pattern.

You can set up your machine so that it only responds to the second number.

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

To enable the machine to work with BT Call Sign

This feature will only work with your external phone.

a Press Menu, 2, 0, 2.

The screen displays the current setting.

b Press a or b to choose On or Off.

Press OK.

Connecting an external TAD 7

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.

If you have problems receiving faxes, reduce the ring delay setting on your external TAD.

Connections 7

c Press Stop/Exit.

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

1TAD

Telephone and external devices

Note

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 39.)

Recording an outgoing message (OGM) 7

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 and Start.”

Multi-line connections (PBX) 7

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

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

• You need to turn the Remote Codes setting to on to use the Remote Activation code l51. (See Using remote codes on page 50.)

• 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, then you should re-record the OGM to include it.

Chapter 7

Note

External and extension telephones 7

You need to turn the Remote Codes setting to on to use the Remote Activation code l51 and Remote Deactivation code #51. (See Using remote codes on page 50.)

Operation from extension telephones 7

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 the machine starts to receive the fax.

For Fax/Tel mode only 7

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

Lift the external telephone’s handset, and then press Tel/R 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 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.

Connecting an external or extension telephone 7

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

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

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

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

You can also use the Fax Detect feature to make your machine tactically take the call. (See Fax Detect on page 41.)

1 Extension telephone

2 External telephone

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

Telephone and external devices

FAX

Using extension telephones (U.K. only)

Your premises may already be wired with parallel extension telephones (those connected to sockets in other rooms in the building), or perhaps you intend to add extension telephones to your line. While the simplest arrangement is a parallel connection, there are some reasons why this arrangement may cause problems.

The most common problem, is someone picking up an extension telephone while the machine is trying to send a fax.

Such problems can easily be eliminated, if you arrange modification of your extension wiring circuit, such that extension devices are connected “downstream” of your machine, in a master/slave configuration (see figure 2). In such a configuration, this machine can always detect whether a telephone is in use, so it will not attempt to seize the line during that time. This is known as “telephone offhook detection”.

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

This new connection configuration can be arranged by contacting BT, Kingston upon Hull Telecommunications, your PBX maintainer or a qualified telephone installation company as appropriate. Simply explained, the extension telephone circuit should be terminated on a normal modular plug (BT 431A style), which in turn should be inserted into the modular socket of the white “T”-shaped connector provided as part of the line cord assembly.

Figure 1:

1 Extension socket

2 Master socket

3 Incoming line

Figure 2: Recommended connection of extension sockets

1 Extension socket

2 Master socket

3 Incoming line

These phones are now connected as external devices as shown on page 48, because they are connected to the fax machine via the Tconnector.

Chapter 7

Using a non-Brother cordless external handset 7

If your non-Brother cordless telephone is connected to the telephone line cord (see page 48) and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay.

If you let the machine answer first, you will have to go to the machine so you can press Tel/R to transfer the call to the cordless handset.

Using remote codes 7

Remote Activation code 7

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. Wait for the chirping sounds then replace the handset. (See Fax Detect on page 41.) Your caller will have to press start to send the fax.

Remote Deactivation code 7

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

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. The preset Remote Deactivation code is #51. 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.

Turning on the remote codes 7

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.

Note

Dialling and storing numbers 8

How to dial 8

You can dial in any of the following ways.

Manual dialling 8

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

One touch dialling 8

Press the One Touch key that stores the number you want to call. (See Storing one touch dial numbers on page 52.)

Speed dialling 8

Press Search/Speed Dial, and then the three digit Speed Dial number. (See Storing speed dial numbers on page 53.)

Search/Speed Dial

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 8

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 52 and Storing speed dial numbers on page 53.)

a Press Search/Speed Dial.

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

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 145 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.

• 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.

Chapter 8

• 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 8

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.

Storing numbers 8

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

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

Storing a pause 8

Press Redial/Pause to insert a 2.8-second pause between numbers. You can press Redial/Pause as many times as needed to increase the length of the pause.

Storing one touch dial numbers 8

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.

Dialling and storing numbers

Note

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 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.

e 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.

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.

Storing speed dial numbers 8

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.

Changing one touch and speed dial numbers 8

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.

Chapter 8

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 8

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.

 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 145 to help you enter letters.

Press OK.

 Press OK to store the group without

a name.

g 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.

c Use the dial pad to enter a group

number (01 to 08). Press OK.

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.

Dialling and storing numbers

Combining quick dial numbers 8

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 8

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 Lift the handset of the external

telephone.

b Press # on the machine’s control panel.

Any digits dialled after this will send tone signals. When you hang up, the machine will return to the Pulse dialling service.

Note

Remote fax options 9

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 9

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.

Fax storage 9

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 60. 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.

d Press a or b to choose On or Off.

Press OK.

Backup Print On

e Press Stop/Exit.

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-7840W can store faxes to up to 4 days if there is a power failure. The faxes stored in the MFC-7320 or MFC-7440N memory will be deleted.

PC fax receive 9

Note

If you turn on the PC Fax Receive feature your machine will store received faxes in memory and send them to your PC automatically. You can then use your PC to view and store these faxes.

Even if you have turned off your PC (at night or on the weekend, for example), your machine will receive and store your faxes in its memory. The LCD will show the number of stored faxes received, for example: PC Fax Msg:001 When you start your PC and the PC Fax Receiving software runs, your machine transfers your faxes to your PC automatically.

To transfer the received faxes to your PC you must have the PC-FAX Receiving software running on your PC. (For details, see 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.

Remote fax options

• 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 103.)

• 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-7840W can store faxes to up to 4 days if there is a power failure. The faxes stored in the MFC-7320 or 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)

c Press a or b to choose <USB> or your

computer name if the machine is connected to a network* (* MFC-7440N and MFC-7840W only).

Selectabor OK <USB>

Press OK.

d Press a or b to choose On or Off.

Backup Print Off

Press OK.

e Press Stop/Exit.

Chapter 9

Note

Changing remote fax options 9

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

Turning off remote fax options 9

a Press Menu, 2, 5, 1. b Press a or b to choose Off.

Press OK.

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

c Press Stop/Exit.

 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

Remote retrieval 9

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 code9

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.

Using your remote access code 9

a Dial your fax number from a telephone

or another fax machine using touch tone.

b When your machine answers,

immediately 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.

Do not use the same code used for your Remote Activation code (l51) or Remote Deactivation code (#51). (See Changing the remote codes on page 50.)

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.

e Press 9 0 to reset the machine when you

have finished.

f Hang up.

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.

Chapter 9

Note

Retrieving fax messages 9

a Dial your fax number from a telephone

or another fax machine using touch tone.

b When your machine answers,

immediately 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.

Changing the fax forwarding number 9

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). 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).

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

e Press 9 0 to reset the machine when you

have finished.

f Hang up after you hear your machine

beep.

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

Remote fax options

Remote fax commands 9

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 4 Fax forwarding number 6 Fax storage

96 Retrieve a fax

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

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

97 Check the receiving status

1 Fax You can check whether your machine has received any faxes.

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 90 to exit remote retrieval. Wait for the long beep, then

short beeps, you cannot change because the conditions have

not been met (for example, registering a fax forwarding

number). You can register the maximum number of rings. (See

Changing the fax forwarding number on page 60.) Once you

have registered the number, fax forwarding will work.

messages. (See Retrieving fax messages on page 60.)

from the memory.

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

short beeps.

replace the handset.

Polling 10

Polling lets you set up your machine so other people can receive faxes from you, but they pay for the call. It also lets you call somebody else’s fax machine and receive a fax from it, so you pay for the call. The polling feature needs to be set up on both machines for this to work. Not all fax machines support polling.

Polling receive 10

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

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 10

Delayed polling 10

Delayed polling lets you set the machine to begin polling receive at a later time. You can only set up one delayed polling operation.

a 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.

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.

Polling

Sequential polling 10

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 four-

digit 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.

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 38.)

Polled transmit 10

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 10

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:

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.

Chapter 10

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 38.)

Setup for polled transmit with a secure code 10

Secure Polling lets you restrict who can get the documents you set up to be polled. Secure Polling only works with Brother fax machines. If another person wants to retrieve a fax from your machine they will have to enter the secure code.

a Make sure you are in Fax mode .

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.

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:

1.Yes 2.No

g Press Start. h 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.

Printing reports 11

Fax reports 11

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

Transmission verification report 11

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 11

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.

Chapter 11

Reports 11

The following reports are available: 1 XMIT Verify

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

2 Help List

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

3 Tel Index List

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

4 Fax Journal

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

5 User Settings

Print a list of your current settings.

How to print a report 11

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.

6 Network Config

(MFC-7440N and MFC-7840W only) Lists your network settings.

7 Order Form

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

Section III

Copy III

Making copies 68

Note

Making copies 12

How to copy 12

Entering copy mode 12

Press (Copy) to enter Copy mode.

1 Stack/Sort

2 Copy ratio and copy layout

3 Contrast

4Quality

5 Number of copies

Making a single copy 12

a Make sure you are in Copy mode .

Making multiple copies 12

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.

To sort your copies, see Sorting copies using the ADF on page 71.

Stop copying 12

To stop copying, press Stop/Exit.

b Load your document. c Press Start.

Making copies

Note

Copy options (temporary settings) 12

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 12

You can choose the following enlargement or reduction ratios:

Press

100%*

97% LTRiA4

94% A4iLTR

91% Full Page

85% LTRiEXE

83%

78%

70% A4iA5

50%

Custom(25-400%)

Auto

200%

141% A5iA4

104% EXEiLTR

Custom(25-400%) allows you to enter a

ratio from 25% to 400%. 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 53 to enter 53%.)

Press OK.

f Press Start.

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.

*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.

Chapter 12

Using the Options key 12

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

OK OK

Quality Auto*

Press a or b, then press OK

Text

Photo

Stack/Sort

(appears when the document

Stack*

Sort

is in the ADF)

Contrast b-nnnno+a

b-nnnon+a

b-nnonn+a*

b-nonnn+a

b-onnnn+a

Page Layout Off(1 in 1)*

2in1(P)

2in1(L)

4in1(P)

4in1(L)

The factory settings are shown in Bold with an asterisk.

Making copies

Improving copy quality 12

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).

Sorting copies using the ADF12

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.

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.

Chapter 12

Adjusting contrast 12

Contrast 12

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.

Making N in 1 copies (page layout) 12

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 12

 Please make sure the paper size is set to

Letter or A4.

 (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.

b Press a or b to increase or decrease the

contrast. Press OK.

c Press Stop/Exit.

f Press a or b to choose 2in1(P),

2in1(L), 4in1(P), 4in1(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.

Making copies

Note

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: 12

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)

 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 43.)

 You can turn off Fax Storage. (See

Turning off remote fax options on page 58.)

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 IV

Software and Network (MFC-7440N and MFC-7840W only) features

Note

Software and Network

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

The User’s Guide on the CD-ROM includes the Software User’s Guide and Network User’s Guide (MFC-7440N and MFC-7840W only) 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.

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 and MFC-7840W only)

 Network Printing

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

 Network Scanning

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

 Wireless Network Users

(MFC-7840W only)

)

How to read HTML User’s Guide 13

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

For Windows

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 (MFC-

7440N and MFC-7840W only)) from the Top Menu.

See Accessing the Software User’s Guide and Network User’s Guide (MFC-7440N and MFC-7840W only) on page 2.

Software and Network (MFC-7440N and MFC-7840W only) 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

on. Insert the Brother CD-ROM into your CD-ROM drive.

is turned

b Double-click the Documentation icon. c 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 (MFC-

7440N and MFC-7840W only)) 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 V

Safety and legal 80 Troubleshooting and routine maintenance 89 Menu and features 130 Specifications 147 Glossary 163

Safety and legal A

Choosing a location A

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 A

Safety precautions A

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.

Safety and legal

Note

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.

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 114 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.

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

IEC60825-1+A2:2001 Specification A

WARNING

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

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.

Internal laser radiation A

Wave length: 780 - 800 nm Output: 10 mW max. Laser Class: Class 3B

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

Disconnect device A

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.

Wiring information (U.K. only) A

If you need to replace the plug fuse, fit a fuse that is approved by ASTA to BS1362 with the same rating as the original fuse.

Always replace the fuse cover. Never use a plug that does not have a cover. If in any doubt, call a qualified electrician.

Warning - This printer must be earthed.

The wires in the mains lead are coloured in line with the following code:

 Green and Yellow: Earth  Blue: Neutral  Brown: Live

Safety and legal

CAUTION

LAN connection (MFC-7440N and MFC-7840W only) A

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

Radio interference A

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.

EU Directive 2002/96/EC and EN50419 A

This equipment is marked with the above recycling symbol. It means that at the end of the life of the equipment you must dispose of it separately at an appropriate collection point and not place it in the normal domestic unsorted waste stream. This will benefit the environment for all. (European Union only)

International ENERGY STAR® Compliance Statement A

The purpose of the International ENERGY STAR® Program is to promote the development and popularization of energy-efficient office equipment.

As an ENERGY STAR the ENERGY STAR

Partner, Brother Industries, Ltd. has determined that this product meets

guidelines for energy efficiency.

Important safety instructions A

1 Read all of these instructions. 2 Save them for later reference. 3 Follow all warnings and instructions marked on the product. 4 Unplug this product from the wall socket before cleaning inside of the machine. DO NOT use

liquid or aerosol cleaners. Use a damp cloth for cleaning.

5 DO NOT place this product on an unstable cart, stand, or table. The product may fall, causing

serious damage to the product.

6 Slots and openings in the casing at the back or bottom are provided for ventilation. To ensure

reliable operation of the product and to protect it from overheating, these openings must not be blocked or covered. The openings should never be blocked by placing the product on a bed, sofa, rug, or other similar surface. This product should never be placed near or over a radiator or heater. This product should never be placed in a built-in installation unless adequate ventilation is provided.

7 This product should be connected to an 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.

8 This product is equipped with a 3-wire grounded plug. This plug will only fit into a grounded

power outlet. This is a safety feature. If you are unable to insert the plug into the outlet, call your electrician to replace your obsolete outlet. DO NOT defeat the purpose of the grounded

plug. 9 Use only the power cord supplied with this machine. 10 DO NOT allow anything to rest on the power cord. DO NOT place this product where people

can walk on the cord.

Safety and legal

11 The power cord, including extensions should be no longer than 5 metres.

DO NOT share the same power circuit with other high powered appliances, such as an air conditioner, copier, shredder or similar devices. If you cannot avoid using the printer with these appliances, we recommend that you use a high-frequency noise filter.

Use a voltage regulator if the power source is not stable.

12 DO NOT place anything in front of the machine that will block received faxes. DO NOT place

anything in the path of received faxes. 13 Wait until pages have exited the machine before picking them up. 14 Unplug this product from the power socket and refer all servicing to Brother Authorized Service

Personnel under the following conditions:

 When the power cord is damaged or frayed.  If liquid has been spilled into the product.  If the product has been exposed to rain or water.  If the product does not operate normally when the operating instructions are followed.

Adjust only those controls that are covered by the operating instructions. Incorrect adjustment of other controls may result in damage and will often require extensive work by a qualified technician to restore the product to normal operation.

 If the product has been dropped or the casing has been damaged.  If the product exhibits a distinct change in performance, indicating a need for service.

15 To protect your product against power surges, we recommend the use of a power protection

device (Surge Protector). 16 To reduce the risk of fire, electric shock and injury to people, note the following:

 DO NOT use this product near appliances that use water, a swimming pool or in a wet

basement.

 DO NOT use the machine during an electrical storm (there is the remote possibility of an

electrical shock) or to report a gas leak in the vicinity of the leak.

Trademarks A

The Brother logo is a registered trademark of Brother Industries, Ltd. Brother is a registered trademark of Brother Industries, Ltd. Multi-Function Link is a registered trademark of Brother International Corporation. Windows Vista is either a registered trademark or a trademark of Microsoft Corporation in the

United States and other countries. Microsoft, Windows and Windows Server are registered trademarks of Microsoft Corporation in

the United States and/or other countries. Macintosh and TrueType are registered trademarks of Apple Inc. PostScript is a registered trademark and PostScript 3 is a trademark of Adobe Systems

Incorporated. Nuance, the Nuance logo, PaperPort and ScanSoft are trademarks or registered trademarks of

Nuance Communications, Inc. or its affiliates in the United States and/or other countries. Presto! PageManager is a registered trademark of NewSoft Technology Corporation. BROADCOM, SecureEasySetup and the SecureEasySetup logo are trademarks or registered

trademarks of Broadcom Corporation in the United States and/or other countries. AOSS is a trademark of Buffalo Inc. Wi-Fi, WPA and WPA2 are registered trademarks and Wi-Fi Protected Setup is a trademark of

Wi-Fi Alliance. Java and all Java-based trademarks and logos are trademarks or registered trademarks of Sun

Microsystems, Inc. in the United States and other countries. Each company whose software title is mentioned in this manual has a Software Licence

Agreement specific to its proprietary programs.

All other brand and product names mentioned in this User’s Guide are registered trademarks of their respective companies.

Troubleshooting and routine

maintenance

Troubleshooting B

If you think there is a problem with your machine, check the chart below and follow the troubleshooting tips.

Most problems can be easily resolved by yourself. If you need additional help, the Brother Solutions Center offers the latest FAQs and troubleshooting tips. Visit us at http://solutions.brother.com/

If you are having difficulty with your machine B

If you think there is a problem with the way your faxes look, make a copy first. If the copy looks good, the problem may not be your machine. Check the chart below and follow the troubleshooting tips.

Printing or receiving faxes

Difficulties Suggestions

 Condensed print

 Horizontal streaks

 Top and bottom sentences are

cut off

 Missing lines

Poor print quality See Improving the print quality on page 96. Vertical black lines when receiving The corona wire for printing may be dirty. Clean the corona wire. (See Cleaning

Received faxes appear as split or blank pages.

Usually this is caused by a poor telephone connection. If your copy looks good, you probably had a bad connection, with static or interference on the telephone line. Ask the other party to send the fax again.

the corona wire on page 118.) The sender’s scanner may be dirty. Ask the sender to make a copy to see if the

problem is with the sending machine. Try receiving from another fax machine. If the problem continues, call your Brother dealer for service. If the received faxes are divided and printed on two pages or if you get an extra

blank page, your paper size setting may not be correct for the paper you are using. (See Paper size on page 21.)

Turn on auto reduction. (See Printing a reduced incoming fax on page 42.)

Telephone line or connections

Difficulties Suggestions

Dialling does not work. Check for a dial tone.

Change Tone/Pulse setting. (See the Quick Setup Guide.) Check all line cord connections. Check that the machine is plugged in and switched on. If an external phone is connected to the machine, send a manual fax by lifting the

handset of the external telephone and dialling the number. Wait to hear fax receiving tones before pressing Start.

Telephone line or connections (continued)

Difficulties Suggestions

The machine does not answer when called.

Make sure the machine is in the correct receive mode for your setup. (See Receiving a fax on page 39.) Check for a dial tone. If possible, call your machine to hear it answer. If there is still no answer, check the telephone line cord connection. If you do not hear ringing when you call your machine, ask your telephone company to check the line.

Sending faxes

Difficulties Suggestions

Poor sending quality. Try changing your resolution to Fine or S.Fine. Make a copy to check your

Transmission Verification Report says ‘RESULT:ERROR’.

Vertical black lines when sending. Black vertical lines on faxes you send are typically caused by dirt or correction fluid

machine’s scanner operation. If the copy quality is not good, clean the scanner. (See Cleaning the scanner glass on page 115.)

There is probably temporary noise or static on the line. Try sending the fax again. If you are sending a PC Fax message and get ‘RESULT:ERROR’ on the Transmission Verification Report, your machine may be out of memory. To free up extra memory, you can turn off fax storage (see Turning off remote fax options on page 58), print fax messages in memory (see Printing a fax from the memory on page 43) or cancel a delayed fax or polling job (see Checking and cancelling waiting jobs on page 38). If the problem continues, ask the telephone company to check your telephone line.

If you often get transmission errors due to possible interference on the telephone line, try changing the Compatibility setting to Basic(for VoIP)(For MFC-7840W, Normal or Basic(for VoIP)). (See Telephone line interference on page 102.)

on the glass strip. (See Cleaning the scanner glass on page 115.)

Handling incoming calls

Difficulties Suggestions

The machine ‘Hears’ a voice as a CNG Tone.

Sending a Fax Call to the machine. If you answered on an external or extension telephone, press your Remote

Custom features on a single line. If you have Call Waiting, Call Waiting/Caller ID, Caller ID, Voice Mail, an

If Fax Detect is set to on, your machine is more sensitive to sounds. It may mistakenly interpret certain voices or music on the line as a fax machine calling and respond with fax receiving tones. Deactivate the machine by pressing Stop/Exit. Try avoiding this problem by turning Fax Detect to off. (See Fax Detect on page 41.)

Activation code [default setting is (l 51)]. When your machine answers, hang up.

answering machine, an alarm system or other custom feature on a single telephone line with your machine, it may create a problem sending or receiving faxes.

For Example: If you subscribe to Call Waiting or some other custom service and its signal comes through the line while your machine is sending or receiving a fax, the signal can temporarily interrupt or disrupt the faxes. Brother’s ECM feature should help overcome this problem. This condition is related to the telephone system industry and is common to all devices that send and receive information on a single, shared line with custom features. If avoiding a slight interruption is crucial to your business, a separate line with no custom features is recommended.

Brother MFC-7440N, MFC-7840W User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Approval Information and Compilation and Publication Notice

APPROVAL INFORMATION

Compilation and Publication Notice

EC Declaration of Conformity under the R & TTE Directive

Table of Contents

General information 1

Using the documentation 1

Symbols and conventions used in the documentation 1

Accessing the Software User’s Guide and Network User’s Guide (MFC-7440N and MFC-7840W only)

Viewing documentation 1

Viewing documentation (Windows®) 1

How to find scanning instructions 1

Software User's Guide: 1

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

Viewing documentation (Macintosh®) 1

How to find scanning instructions 1

Software User's Guide: 1

Presto!® PageManager® User's Guide:1

Control panel overview 1

Loading paper and documents 2

Loading paper and print media 2

Loading paper in the paper tray 2

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

Loading paper in the manual feed slot 2

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

Printing on thick paper, bond paper, labels and envelopes

Unprintable area 2

Unprintable area for faxes and copies 2

Unprintable area when printing from a computer 2

Acceptable paper and other print media 2

Recommended paper and print media 2

Type and size of paper 2

Manual Feed Slot 2

Standard paper tray 2

Since the standard paper tray is a universal type, you can use any of the paper sizes (one paper type and size at a time) listed in the table in Paper capacity of the paper trays on page 15. The standard paper tray can hold up to 250 sheets of Letter/A4 size paper

Recommended paper specifications 2

Handling and using special paper 2

Types of paper to avoid 2

Envelopes 2

Types of envelopes to avoid 2

Labels 2

Types of labels to avoid 2

Loading documents 2

Using the automatic document feeder (ADF) 2

Recommended environment 2

Using the scanner glass 2

General setup 3

Mode timer 3

Paper size 3

Paper settings 3

Paper type 3

Volume settings 3

Ring volume 3

Speaker volume 3

Beeper volume 3

Automatic daylight savings time 3

Ecology features 3

Toner Save 3

Sleep time 3

LCD contrast 3

Security features 4

Security 4

TX Lock (MFC-7320 and MFC-7440N only) 4

Setting up the password 4

Changing the TX Lock password 4

Secure Function Lock (MFC-7840W only) 4

Setting the password for the administrator

Changing the password for the administrator

Setting up the Public user 4

Setting up restricted users 4

Turning Secure Function Lock on/off 4

Turning Secure Function Lock on 4

Turning Secure Function Lock off 4

Switching Users 4

Setting lock 4

Changing your setting lock password4