Brother MFC-795CW User Guide

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USER’S GUIDE

MFC-795CW

Version 0

UK/IRE/GEN

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-795CW

Serial Number:

Date of Purchase:

Place of Purchase:

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

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

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

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

should you lose your receipt; and

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

covered by insurance.

Approval Information and Compilation and Publication Notice

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

APPROVAL INFORMATION

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

Compilation and Publication Notice

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

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

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

EC Declaration of Conformity

Section I General

1 General Information 2

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

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

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

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

Accessing Brother Support (Windows

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

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

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

2 Loading paper and documents 10

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

Loading envelopes and postcards.................................................................12

Loading photo paper......................................................................................14

Removing small printouts from the machine .................................................15

Printable area ................................................................................................ 16

Acceptable paper and other print media..............................................................17

Recommended print media ...........................................................................17

Handling and using print media.....................................................................18

Choosing the right print media.......................................................................19

Loading documents ............................................................................................. 21

Using the ADF ...............................................................................................21

Using the scanner glass ................................................................................ 21

Scannable area .............................................................................................22

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

3 General setup 23

On/Off key ........................................................................................................... 23

Turning the machine off.................................................................................23

Turning the machine on................................................................................. 23

Mode Timer..........................................................................................................23

Paper settings......................................................................................................24

Paper Type....................................................................................................24

Paper Size .....................................................................................................24

Volume Settings................................................................................................... 25

Ring Volume ..................................................................................................25

Beeper Volume..............................................................................................25

Speaker Volume............................................................................................26

Automatic Daylight Saving Time.......................................................................... 26

Sleep Mode ......................................................................................................... 27

LCD screen.......................................................................................................... 27

Setting the backlight brightness..................................................................... 27

Setting the Dim Timer for the backlight ........................................................27

iii

4 Security features 28

Memory Security .................................................................................................. 28

Setting and changing the memory security password ...................................28

Turning the memory security on/off ...............................................................29

Section II Fax

5 Sending a Fax 32

Entering Fax mode ..............................................................................................32

Faxing from the ADF .....................................................................................32

Faxing from the scanner glass ......................................................................33

Faxing Letter size documents from the scanner glass ..................................33

Colour fax transmission ................................................................................. 33

How to preview an outgoing fax (Monochrome only) ....................................34

Cancelling a fax in progress .......................................................................... 34

Broadcasting (Monochrome only)........................................................................35

Cancelling a Broadcast in progress ...............................................................35

Additional sending operations..............................................................................36

Sending faxes using multiple settings ...........................................................36

Contrast .........................................................................................................36

Changing fax resolution.................................................................................37

Dual Access (Monochrome only)...................................................................37

Real Time Transmission ................................................................................37

Overseas Mode .............................................................................................38

Delayed Faxing (Monochrome only)..............................................................38

Delayed Batch Transmission (Monochrome only) .........................................38

Checking and cancelling waiting jobs............................................................39

Setting your changes as a new default..........................................................39

Restoring all fax settings to the factory settings ............................................ 39

Sending a fax manually .................................................................................40

Out of Memory message ...............................................................................40

6 Receiving a Fax 41

Receive modes....................................................................................................41

Choose the Receive Mode ..................................................................................41

Using Receive Modes..........................................................................................43

Fax Only ........................................................................................................ 43

Fax/Tel...........................................................................................................43

Manual...........................................................................................................43

TAD ............................................................................................................... 43

Receive mode settings ........................................................................................44

Ring Delay ..................................................................................................... 44

F/T Ring Time (Fax/Tel mode only)...............................................................44

Fax Detect ..................................................................................................... 45

Memory Receive (Monochrome only)..................................................................46

Fax Forward ..................................................................................................46

Fax Storage ................................................................................................... 46

PC Fax Receive (Windows

only) ................................................................. 47

Turning off Memory Receive Operations....................................................... 48

Changing Memory Receive Operations.........................................................49

Fax Preview (Monochrome only).........................................................................49

How to preview a received fax....................................................................... 49

Turning off Fax Preview.................................................................................51

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

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

Out of Paper Reception.................................................................................52

Printing a fax from the memory ..................................................................... 52

Remote Retrieval ................................................................................................. 53

Setting a Remote Access Code..................................................................... 53

Using your Remote Access Code..................................................................53

Remote Fax commands ................................................................................54

Retrieving fax messages ...............................................................................55

Changing your Fax Forwarding number........................................................55

7 Telephone and External devices 56

Voice operations..................................................................................................56

Making a telephone call.................................................................................56

Answering calls with the Speaker Phone ......................................................56

Mute............................................................................................................... 56

Tone or Pulse ................................................................................................ 57

Fax/Tel mode ................................................................................................57

Telephone services..............................................................................................57

Setting the Telephone Line Type...................................................................57

Caller ID (U.K. and Ireland only)....................................................................58

BT Call Sign (U.K. only)................................................................................. 59

Connecting an external TAD (telephone answering device)................................60

Connections...................................................................................................60

Recording outgoing message (OGM) on an external TAD............................61

Multi-line connections (PBX) .........................................................................61

External and extension telephones......................................................................61

Connecting an external or extension telephone ............................................61

Operation from extension telephones............................................................61

Using extension telephones (U.K. only) ........................................................62

Using a cordless external telephone ............................................................63

Using remote codes.......................................................................................63

8 Dialling and storing numbers 64

How to Dial ..........................................................................................................64

Manual dialling...............................................................................................64

Speed Dialling ...............................................................................................64

Fax Redial .....................................................................................................64

Outgoing Call history .....................................................................................65

Caller ID history .............................................................................................65

Storing numbers ..................................................................................................66

Storing a pause .............................................................................................66

Storing Speed Dial numbers..........................................................................66

Storing Speed Dial numbers from Outgoing Calls.........................................67

Storing Speed Dial numbers from the Caller ID history.................................67

Changing Speed Dial names or numbers......................................................68

Setting up groups for broadcasting................................................................69

Combining Quick Dial numbers .....................................................................71

9 Digital TAD 72

TAD-Mode for internal TAD .................................................................................72

Setting up the TAD ........................................................................................ 72

Outgoing message (OGM) ............................................................................72

Fax/Tel OGM (Announcement) .....................................................................73

Activating TAD mode .....................................................................................73

Managing your messages....................................................................................74

Message indicator .........................................................................................74

Playing incoming messages individually .......................................................74

Playing all incoming messages .....................................................................74

Erasing incoming messages.......................................................................... 75

Recording a conversation ..............................................................................75

Playing recorded conversations individually..................................................75

Playing all recorded conversations ................................................................ 76

Erasing recorded conversations ....................................................................76

Additional TAD operations ...................................................................................77

Setting the maximum time for incoming messages .......................................77

Setting toll saver ............................................................................................ 77

ICM Recording Monitor..................................................................................78

10 Printing Reports 79

Fax reports...........................................................................................................79

Transmission Verification Report...................................................................79

Fax Journal (activity report) ...........................................................................79

Reports ................................................................................................................ 80

How to print a report ......................................................................................80

11 Polling 81

Polling overview................................................................................................... 81

Polling receive ..................................................................................................... 81

Setup to receive polling ................................................................................. 81

Setup to receive polling with secure code ..................................................... 81

Setup to receive delayed polling.................................................................... 82

Sequential polling (Monochrome only) ..........................................................82

Cancelling a Sequential Polling Job ..............................................................83

Polled transmit (Monochrome only)..................................................................... 83

Setup for polled transmit................................................................................ 83

Setup for polled transmit with secure code....................................................84

Section III Copy

12 Making copies 86

How to copy .........................................................................................................86

Entering Copy mode ......................................................................................86

Making a single copy ..................................................................................... 86

Making multiple copies .................................................................................. 87

Stop copying.................................................................................................. 87

Copy settings ....................................................................................................... 87

Changing copy speed and quality .................................................................87

Enlarging or reducing the image copied........................................................88

Making N in 1 copies or a poster (Page Layout) ........................................... 88

Sorting copies using the ADF ........................................................................90

Adjusting Brightness and Contrast ................................................................ 90

Ink Save Mode...............................................................................................91

Paper Options................................................................................................91

Book Copy .....................................................................................................92

Watermark Copy............................................................................................ 92

Setting your favourites................................................................................... 93

‘Out of Memory’ message....................................................................................94

vii

Section IV Direct Printing

13 Printing photos from a memory card or USB Flash memory

drive 96

PhotoCapture Center™ Operations.....................................................................96

Printing from a memory card or USB Flash memory drive without a PC.......96

Scanning to a memory card or USB Flash memory drive without a PC ........96

Using PhotoCapture Center™ from your computer.......................................96

Using a memory card or USB Flash memory drive ....................................... 96

Memory cards, USB Flash memory drive and folder structure......................97

Getting started ..................................................................................................... 98

Entering PhotoCapture mode ........................................................................ 99

Print Images.........................................................................................................99

View Photos...................................................................................................99

Print Index (Thumbnails) .............................................................................100

Printing Photos ............................................................................................101

Enhance Photos ..........................................................................................101

DPOF printing ..............................................................................................103

PhotoCapture Center™ print settings................................................................104

Print Speed and Quality...............................................................................104

Paper options ..............................................................................................104

Adjusting Brightness, Contrast and Colour..................................................105

Cropping ......................................................................................................106

Borderless printing.......................................................................................107

Date Print..................................................................................................... 107

Setting your changes as a new default........................................................107

Restoring all settings to the factory settings ................................................ 107

Scan to a memory card or USB Flash memory drive ........................................ 108

Entering Scan mode ....................................................................................108

How to scan to a memory card or USB Flash memory drive .......................108

Auto Crop .................................................................................................... 109

How to set a new default .............................................................................110

How to reset to factory settings ...................................................................110

Understanding the Error Messages ...................................................................111

14 Printing photos from a camera 112

Printing photos directly from a PictBridge camera.............................................112

PictBridge requirements ..............................................................................112

Setting your digital camera .......................................................................... 112

Printing Images............................................................................................113

DPOF printing ..............................................................................................114

Printing photos directly from a digital camera (without PictBridge)....................114

Printing Images............................................................................................115

Understanding the Error Messages ...................................................................115

viii

Section V Software

15 Software and Network features 118

Section VI Appendixes

A Safety and Legal 120

Choosing a location ........................................................................................... 120

To use the machine safely................................................................................. 121

Important safety instructions........................................................................125

IMPORTANT - For your safety .................................................................... 126

LAN connection ...........................................................................................126

Radio interference .......................................................................................126

EU Directive 2002/96/EC and EN50419......................................................127

EU Directive 2006/66/EC - Removing or Replacing the Battery..................127

International ENERGY STAR

Legal limitations for copying .............................................................................. 128

Trademarks........................................................................................................129

Qualification Statement.............................. 127

B Troubleshooting and Routine Maintenance 130

Troubleshooting ................................................................................................130

If you are having difficulty with your machine .............................................. 130

Dial Tone detection......................................................................................138

Telephone line interference.........................................................................138

Error and Maintenance messages.....................................................................139

Error animations .......................................................................................... 144

Transferring your faxes or Fax Journal report .............................................144

Document jam ............................................................................................. 145

Printer jam or paper jam..............................................................................146

Routine maintenance......................................................................................... 148

Replacing the ink cartridges ........................................................................148

Cleaning the outside of the machine ........................................................... 151

Cleaning the scanner glass .........................................................................152

Cleaning the machine’s printer platen .........................................................152

Cleaning the paper pick-up rollers............................................................... 153

Cleaning the print head ...............................................................................153

Checking the print quality ............................................................................154

Checking the print alignment .......................................................................155

Checking the ink volume ............................................................................. 155

Uninstalling and installing the handset and handset cradle.........................155

Machine Information .......................................................................................... 157

Checking the serial number .........................................................................157

Reset functions ............................................................................................ 157

How to reset the machine............................................................................157

Packing and shipping the machine....................................................................158

C Menu and Features 160

On-screen programming....................................................................................160

Menu table...................................................................................................160

Memory storage...........................................................................................160

Mode and menu keys ........................................................................................160

Menu table...................................................................................................161

Entering Text ............................................................................................... 181

D Specifications 182

General ..............................................................................................................182

Print media.........................................................................................................184

Fax..................................................................................................................... 185

Digital TAD.........................................................................................................186

Copy .................................................................................................................. 187

PhotoCapture Center™ .....................................................................................188

PictBridge .......................................................................................................... 189

Scanner .............................................................................................................190

Printer ................................................................................................................191

Interfaces ........................................................................................................... 192

Computer requirements ..................................................................................... 193

Consumable items ............................................................................................. 194

Network (LAN) ...................................................................................................195

Wireless one-push configuration .................................................................196

E Glossary 197

FIndex 201

Section I

General I

General Information 2 Loading paper and documents 10 General setup 23 Security features 28

General Information 1

Using the documentation

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

Symbols and conventions used in the documentation 1

The following symbols and conventions are used throughout the documentation.

Bold Bold typeface identifies specific

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

Italics Italicized typeface emphasizes

an important point or refers you to a related topic.

Courier New

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

WARNING

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

CAUTION

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

IMPORTANT

IMPORTANT describes procedures you must follow or avoid to prevent possible machine problems or damage to 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.

Notes tell you how you should respond to a situation that may arise or give tips about how the current operation works with other features.

General Information

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

This User’s Guide does not contain all the information about the machine such as how to use the advanced features of the Printer, Scanner, PC Fax and Network. When you are ready to learn detailed information about these operations, read Software User’s Guide and Network User’s Guide that are on the CD-ROM.

Viewing Documentation 1

Viewing Documentation

(Windows

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

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

a Turn on your PC. Insert the Brother

CD-ROM into your CD-ROM drive.

Note

If the Brother screen does not appear automatically, go to My Computer (Computer), double-click the CD-ROM icon, and then double-click start.exe.

) 1

c If the language screen appears, click

your language. The CD-ROM Top Menu will appear.

d Click Documentation. e Click the documentation you want to

read.

 HTML documents:

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

format.

This format is recommended for viewing on your computer.

 PDF documents:

User’s Guide for stand-alone operations, Software User’s Guide and Network User’s Guide in PDF format.

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

b If the model name screen appears, click

your model name.

Chapter 1

How to find Scanning instructions 1

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

Software User’s Guide

 Scanning

(Windows

Windows

 ControlCenter3

(Windows

Windows

 Network Scanning

(Windows

Windows

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

 The complete ScanSoft™

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

2000 Professional/

XP and Windows Vista®)

2000 Professional/

XP and Windows Vista®)

2000 Professional/

XP and Windows Vista®)

Viewing Documentation (Macintosh)

a Turn on your Macintosh. Insert the

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

b Double-click the Documentation icon. c Double-click your language folder. d Double-click top.html to view the

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

How to find Network setup instructions

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

e Click the documentation you want to

read:

 Software User’s Guide

 Network User’s Guide

General Information

How to find Scanning instructions 1

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

Software User’s Guide

 Scanning

(Mac OS X 10.3.9 - 10.5.x)

 ControlCenter2

(Mac OS X 10.3.9 - 10.5.x)

 Network Scanning

(Mac OS X 10.3.9 - 10.5.x)

Presto! PageManager User’s Guide

 The complete Presto! PageManager

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

How to find Network setup instructions

Accessing Brother Support (Windows

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

 Click Brother Support on the Top Menu.

The following screen will appear:

 To access our website

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

 For the latest news and product support

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



To visit our website for original Brother Supplies (http://www.brother.com/original/ click

Supplies Information

) 1

), click Brother

 To access the Brother CreativeCenter

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

 To return to the Top Menu, click Back or if

you have finished, click Exit.

)

Chapter 1

0 6 : 5 4

01 . 01 .2 0 10

New F a x

New M S G

C a l l H i s t o r y

pS p e e d D i a l

Control panel overview 1

1 2 4 5

1On/Off

You can turn the machine on or off.

If you turn the machine off, it will still periodically clean the print head. To maintain print quality, prolong print head life, and provide the best ink cartridge economy, you should keep your machine connected to the power at all times.

2DigitalTAD

Turns the Telephone Answering Device (TAD) on or off. It will flash when you have new voice messages.

01.01.2010

New MSGNew MSG

06:54

TAD

Mem.

Call History

3 Fax and telephone keys:

 Redial/Pause

Redials the last 30 numbers called. It also inserts a pause when dialling numbers. This function transfers to the touchscreen during some operations.

 R

Use this key to gain access to an outside line, or transfer a call to another extension when it is connected to a PBX.

 Mute

Puts the current phone call on hold.

 Speaker Phone

Lets you speak to another party without lifting the handset.

Digital

TAD

New FaxNew Fax

Fax

Preview

4 Dial Pad

Use these keys to dial telephone and fax numbers and as a keyboard for entering information into the machine. This function transfers to the touchscreen during some operations.

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

General Information

New F a x

New M S G

S p e e d D i a l

New FaxNew Fax

Fax

Preview

Speed Dial

INK

New MSGNew MSG

TAD

tory

5 LCD (liquid crystal display)

6 Mode keys:

Digital

TAD

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

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

 Fax

Lets you access Fax mode.

 Scan

Lets you access Scan mode.

 Copy

Lets you access Copy mode.

 Photo Capture

Lets you access PhotoCapture Center™ mode.

8 Stop/Exit

Stops an operation or exits from a menu.

9 Start keys:

 Colour Start

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

 Mono Start

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

7 Microphone

Picks up your voice when you speak to another party using Speaker Phone.

Chapter 1

0 6 : 5 4

01. 0 1 . 201 0

New Fax

New MSG

C a l l H i s t o r y

S p e e d D i a l

LCD screen indications 1

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

5 68 9

01.01.2010

New MSGNew MSG

06:54

Digital

TAD

Mem.

Call History

1 Wireless Status

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

TAD

New FaxNew Fax

Fax

Preview

1112 10

74321

Speed Dial

INK

9 INK indicator

Lets you see the available ink volume. Also, lets you access the Ink menu.

10 Speed Dial

Lets you search the number you want to fax/dial.

11 Warning icon

Appears when there is an error or maintenance message. Press the Warning icon to view the message, and then press Stop/Exit to return to the Ready screen.

12 Digital TAD

Lets you listen to and manage voice messages and recorded conversations.

13 Call History

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

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

0Max

2 Memory Status

Lets you see the available memory in the machine.

3 Current Receive Mode

Lets you see the current receive mode.

 Fax (Fax only)

 F/T (Fax/Tel)  Mnl (Manual)

 TAD (Digital TAD)

4 Voice messages in the machine’s memory

Shows how many received voice messages are in the memory.

5 New Fax(es)

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

6 Faxes in memory

Shows how many received faxes are in the memory.

7 Fax Preview

8MENU

Lets you preview received faxes.

Lets you access the main menu.

Basic Operations 1

M i n s

O n

G e n e r a l S e t u p

S l e e p M o d e

G e n e r a l S e t u p

General Information

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

Press to return to the previous menu.

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

a Press MENU. b Press a or b to display

General Setup.

General Setup

Fax

Network

Print Reports

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

General Setup

Auto Daylight

LCD Settings

Sleep Mode

5 Mins

e Press Sleep Mode. f Press 10 Mins.

General Setup

Sleep Mode

1 Min 2 Mins

3 Mins

10 Mins

5 Mins

g Press Stop/Exit.

Loading paper and documents 2

Loading paper and other print media

Note

To print on Photo (10 × 15 cm) or Photo L (89 × 127 mm) paper, you must use the photo paper tray. (See Loading photo paper on page 14.)

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

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

c With both hands, gently press and slide

the paper side guides (1) and then the

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

b Lift the output paper tray cover (1).

Loading paper and documents

Note

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

d Fan the stack of paper well to avoid

paper jams and misfeeds.

e Gently put the paper into the paper tray

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

IMPORTANT

Be careful that you do not push the paper in too far; it may lift at the back of the tray and cause feed problems.

f Gently adjust the paper side guides (1)

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

IMPORTANT

Always make sure that the paper is not curled.

Chapter 2

g Close the output paper tray cover.

h Slowly push the paper tray completely

into the machine.

Loading envelopes and postcards 2

About envelopes 2

 Use envelopes that weigh between 80 to

95 g/m

 Some envelopes need margin settings to

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

IMPORTANT

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

• That are of a baggy construction.

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

i While holding the paper tray in place,

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

• That have clasps or staples.

• That are pre-printed on the inside.

Glue Double flap

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

IMPORTANT

DO NOT use the paper support flap for Legal size paper.

Loading paper and documents

Loading envelopes and postcards 2

a Before loading, press the corners and

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

IMPORTANT

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

b Put envelopes or postcards into the

paper tray with the side to be printed on face down, and the shortest edge in first as shown in the illustration. We recommend you load one extra envelope or postcard. With both hands, gently press and slide the paper side guides (1) and paper length guide (2) to fit the size of the envelopes or postcards.

Chapter 2

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

a Open the envelope flap. b Put the envelope into the paper tray with

the address side down and the flap positioned as shown in the illustration.

Loading photo paper 2

Use the photo paper tray which is located on the top of the output paper tray to print on Photo (10 size paper. When you use the photo paper tray, you do not have to take out the paper that is in the tray beneath it. You can load maximum of 20 sheets of photo paper in the tray.

15 cm) and Photo L (89×127 mm)

a Squeeze the blue photo tray release

button (1) using your right index finger and thumb and push the photo tray forward until it clicks into the photo printing position (2).

c Adjust the size and margin in your

application.

Photo Paper Tray

b Press and slide the paper side

guides (1) and paper length guide (2) to fit the paper size.

Loading paper and documents

c Put the photo paper into the photo paper

tray and gently adjust the paper side guides to the paper. Make sure the paper side guides touch the sides of the paper. Check that the paper is flat in the tray.

Note

• Be careful that you do not push the paper in too far; it may lift at the back of the tray and cause feed problems.

• Always make sure that the paper is not curled or wrinkled.

d When you have finished printing photos

return the photo paper tray to the normal printing position.

Squeeze the blue photo tray release button (1) using your right index finger and thumb and pull the photo tray back until it clicks (2).

Removing small printouts from the machine 2

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

Chapter 2

Printable area 2

The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. The machine can print in the shaded areas of cut sheet paper when the Borderless print feature is available and turned on.

(See Printing for Windows the CD-ROM.)

Cut Sheet Paper Envelopes

or Printing and Faxing for Macintosh in the Software User’s Guide on

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

Cut Sheet 3 mm 3 mm 3 mm 3 mm

Envelopes 12 mm 24 mm 3 mm 3 mm

Note

The Borderless feature is not available for envelopes.

Loading paper and documents

Acceptable paper and other print media

The print quality can be affected by the type of paper you use in the machine.

To get the best print quality for the settings you have chosen, always set the Paper Type to match the type of paper you load.

You can use plain paper, inkjet paper (coated paper), glossy paper, transparencies and envelopes.

We recommend testing various paper types before buying large quantities.

For best results, use Brother paper.

 When you print on inkjet paper (coated

paper), transparencies and photo paper, be sure to choose the correct print media in the ‘Basic’ tab of the printer driver or in the Paper Type setting of the menu. (See Paper Type on page 24.)

Recommended print media 2

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

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

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

Brother paper

Paper Type Item

A4 Plain BP60PA

A4 Glossy Photo BP71GA4

A4 Inkjet (Matte) BP60MA

10 × 15 cm Glossy Photo BP71GP

 When you print on Brother Photo paper,

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

 When you use transparencies or photo

paper, remove each sheet at once to prevent smudging or paper jams.

 Avoid touching the printed surface of the

paper immediately after printing; the surface may not be completely dry and may stain your fingers.

Chapter 2

Handling and using print media 2

 Store paper in its original packaging, and

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

 Avoid touching the shiny (coated) side of

photo paper. Load photo paper with the shiny side facing down.

 Avoid touching either side of

transparencies because they absorb water and perspiration easily, and this may cause decreased output quality. Transparencies designed for laser printers/copiers may stain your next document. Use only transparencies recommended for inkjet printing.

IMPORTANT

Paper capacity of the output paper tray cover

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

 Transparencies or photo paper must be

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

DO NOT use the following kinds of paper:

• Damaged, curled, wrinkled, or irregularly shaped paper

1 2 mm or greater curl may cause jams

to occur.

• Extremely shiny or highly textured paper

• Paper that cannot be arranged uniformly when stacked

• Paper made with a short grain

Loading paper and documents

Choosing the right print media 2

Paper type and size for each operation 2

Paper Type Paper Size Usage

Fax Copy Photo

Capture

Cut Sheet Letter

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

Legal

Executive 184 × 267 mm (7 1/4 × 10 1/2 in.) – – – Yes

JIS B5 182 × 257 mm (7.2 × 10.1 in.) – – – Yes

A5 148 × 210 mm (5.8 × 8.3 in.) – Yes – Yes

A6 105 × 148 mm (4.1 × 5.8 in.) – – – Yes

Cards Photo 10 × 15 cm (4 × 6 in.) – Yes Yes Yes

Photo L 89 × 127 mm (3 1/2 × 5 in.) – – – Yes

Photo 2L 13 × 18 cm (5 × 7 in.) – – Yes Yes

Index Card 127 × 203 mm (5 × 8 in.) ––– Yes

Postcard 1 100 × 148 mm (3.9 × 5.8 in.) – – – Yes

Postcard 2 (Double)

Envelopes C5

Envelope

215.9 × 279.4 mm (8 1/2 × 11 in.)

215.9 × 355.6 mm (8 1/2 × 14 in.)

148 × 200 mm (5.8 × 7.9 in.) – – – Yes

162 × 229 mm (6.4 × 9 in.) – – – Yes

Yes Yes Yes Yes

Yes Yes – Yes

Printer

Transparencies

DL Envelope

COM-10 105 × 241 mm (4 1/8 × 9 1/2 in.) – – – Yes

Monarch 98 × 191 mm (3 7/8 × 7 1/2 in.) – – – Yes

JE4 Envelope

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

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

A5 148 × 210 mm (5.8 × 8.3 in.) – Yes – Yes

Legal

110 × 220 mm (4.3 × 8.7 in.) – – – Yes

105 × 235 mm (4.1 × 9.3 in.) – – – Yes

215.9 × 355.6 mm (8 1/2 × 14 in.)

– Yes – Yes

Chapter 2

Paper weight, thickness and capacity 2

Paper Type Weight Thickness No. of

sheets

Cut Sheet

Plain Paper

Inkjet Paper

64 to 120 g/m

64 to 200 g/m

0.08 to 0.15 mm

0.08 to 0.25 mm 20

100

Glossy Paper

Cards Photo Card

Index Card

Postcard

Envelopes

Up to 220 g/m

Up to 120 g/m

Up to 200 g/m

75 to 95 g/m

Up to 0.25 mm

Up to 0.15 mm 30

Up to 0.25 mm 30

Up to 0.52 mm 10

Transparencies – – 10

Up to 100 sheets of 80 g/m2 paper.

For Photo 10 × 15 cm paper and Photo L paper, use the photo paper tray. (See Loading photo paper on page 14.)

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

Loading paper and documents

Loading documents 2

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

Using the ADF 2

The ADF can hold up to 15 pages and feeds each sheet individually. Use standard

80 g/m before putting them in the ADF.

Recommended environment 2

Temperature: 20 °C to 30 °C

Humidity: 50% to 70%

Paper:

paper and always fan the pages

80 g/m

Make sure documents written with ink are completely dry.

a Unfold the ADF Document Output

Support Flap (1).

b Fan the pages well. c Adjust the paper guides to fit the width of

your documents.

d Make sure you place your document,

face down, top edge first in the ADF underneath the guides (2) until you feel it touch the feed rollers and the LCD screen shows ADF Ready.

Document Sizes Supported 2

Length: 148 to 355.6 mm

Width: 148 to 215.9 mm

Weight:

64 to 90 g/m

How to load documents 2

IMPORTANT

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

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

• DO NOT use cardboard, newspaper or fabric.

IMPORTANT

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

Using the scanner glass 2

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

Document Sizes Supported 2

Length: Up to 297 mm

Width: Up to 215.9 mm

Weight: Up to 2 kg

Chapter 2

How to load documents 2

Note

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

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

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

scanner glass.

Scannable area 2

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

Usage

Fax Letter 3 mm 4 mm

Document Size

Top (1)

Bottom (2)

Left (3)

Right (4)

c Close the document cover.

A4 3 mm 1 mm

Copy Letter 3 mm 3 mm

A4 3 mm 3 mm

Scan Letter 3 mm 3 mm

A4 3 mm 3 mm

IMPORTANT

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

General setup 3

On/Off key 3

You can turn the machine on and off by pressing the On/Off key.

Note

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

Turning the machine off 3

a Press and hold down the On/Off key

until the LCD shows Shutting Down. The LCD will stay on for a few seconds before going off. You cannot use the handset when the machine is off.

Turning the machine on 3

a Press the On/Off key.

Mode Timer 3

The machine has four temporary mode keys on the control panel: Fax, Scan, Copy and Photo Capture. You can change the amount of time the machine takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode. If you choose Off, the machine stays in the mode you used last.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup.

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

2 Mins, 5 Mins or Off.

g Press Stop/Exit.

Chapter 3

Paper settings 3

Paper Type 3

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

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Paper Type. e Press Paper Type. f Press Plain Paper, Inkjet Paper,

Brother BP71, Other Glossy or Transparency.

g Press Stop/Exit.

Paper Size 3

You can use five sizes of paper for copying: A4, A5, Letter, Legal and 10 × 15 cm and three sizes for printing faxes: Letter, Legal and A4. When you change the size of paper you load in the machine, you will need to change the paper size setting at the same time so your machine can fit an incoming fax on the page.

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display Paper Size. e Press Paper Size. f Press A4, A5, 10x15cm, Letter or

Legal.

Note

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

g Press Stop/Exit.

General setup

Volume Settings 3

Ring Volume 3

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

The machine will keep the new setting until you change it.

Setting the Ring Volume from the menu

a Press MENU. b Press a or b to display

General Setup.

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

Beeper Volume 3

When the beeper is on, the machine will beep when you press a key, make a mistake or after you send or receive a fax.

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

a Press MENU.

b Press a or b to display

General Setup.

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

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

h Press Stop/Exit.

Chapter 3

Speaker Volume 3

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

a Press MENU. b Press a or b to display

General Setup.

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

You can also adjust the speaker volume by pressing Speaker Phone.

a Press Speaker Phone. b Press d or c to display Volume.

Automatic Daylight Saving Time

You can set the machine to change automatically for daylight saving time. It will reset itself forward one hour in the Spring and backward one hour in the Autumn. Make sure you have set the correct date and time in the Date&Time setting.

a Press MENU. b Press a or b to display

General Setup.

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

Auto Daylight.

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

c Press Volume. d Press or .

This setting will stay until you change it again.

e Press Speaker Phone.

Note

• You can adjust the speaker volume while you are listening to your outgoing message (OGM) and incoming messages

(ICM’s) by pressing or .

• If you turn the Incoming Recording Monitor to OFF, the Speaker for screening calls will be disabled and you won’t hear callers leaving messages. The volume for other operations can still be controlled

using or .

General setup

Sleep Mode 3

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

a Press MENU. b Press a or b to display

General Setup.

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

5 Mins, 10 Mins, 30 Mins or 60 Mins.

LCD screen 3

Setting the backlight brightness 3

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

a Press MENU. b Press a or b to display

General Setup.

c Press General Setup. d Press a or b to display LCD Settings. e Press LCD Settings. f Press Backlight.

g Press Stop/Exit.

g Press Light, Med or Dark. h Press Stop/Exit.

Setting the Dim Timer for the backlight 3

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

a Press MENU. b Press a or b to display

General Setup.

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

Off.

h Press Stop/Exit.

Security features 4

Memory Security 4

Memory Security lets you prevent unauthorized access to the machine. 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 Memory Security, so they will not be lost.

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

 Receiving faxes into memory (limited by

memory capacity)

 Fax Forwarding (if Fax Forwarding was

already On)

 Remote Retrieval (if Fax Storage was

already On)

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

 Printing received faxes

 Sending faxes

 Copying

Setting and changing the memory security password 4

Note

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

Setting a password for the first time 4

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

Miscellaneous.

e Press Miscellaneous. f Press Mem Security. g Enter a 4-digit number for the password

using the buttons on the LCD. Press OK.

 PC printing

 Scanning

 PhotoCapture

 PC Fax Receive

 Operation from control panel

Note

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

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

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

h When the LCD shows Verify:,

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

i Press Stop/Exit.

Security features

Changing your memory security password

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

Miscellaneous.

e Press Miscellaneous. f Press Mem Security. g Press Set Password. h Enter the registered 4-digit number for

the current password using the buttons on the LCD. Press OK.

i Enter a 4-digit number for a new

password using the buttons on the LCD. Press OK.

Turning the memory security

on/off 4

Turning on the memory security lock 4

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

d Press a or b to display

Miscellaneous.

e Press Miscellaneous. f Press Mem Security. g Press Set Security. h Enter the registered 4-digit password

using the buttons on the LCD. Press OK. The machine goes offline and the LCD shows Memory Security.

j When the LCD shows Verify:,

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

k Press Stop/Exit.

Note

If there is a power failure the data will stay in memory for approximately 24 hours.

Turning off the memory security 4

a Press Unlock. b Enter the registered 4-digit password

using the buttons on the LCD. Press OK. Memory Security is automatically turned off.

Note

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

Chapter 4

Section II

Fax II

Sending a Fax 32 Receiving a Fax 41 Telephone and External devices 56 Dialling and storing numbers 64 Digital TAD 72 Printing Reports 79 Polling 81

AX/TE

S p e e d D i a l

C a l l H i s t o r y

Sending a Fax 5

Entering Fax mode 5

When you want to send a fax, or change fax

send or receive settings, press the (Fax) key to illuminate it in blue.

The LCD shows:

FAX/TE

Fax Resolution Contrast Broadcasting

Standard Auto Off

Call History

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

 Fax Resolution (See page 37.)

 Contrast (See page 36.)

 Broadcasting (See page 35.)

Speed Dial

Faxing from the ADF 5

a Press (Fax). b Place the document face down in the

ADF. (See Using the ADF on page 21.)

c Enter the fax number using the dial pad.

You can also enter the fax number by pressing Speed Dial. Press the number or name you want and then press Send a fax. (For details, see How to Dial on page 64.)

Note

You can preview a fax message before sending it by setting Preview to On. For details, see How to preview an outgoing fax (Monochrome only) on page 34.

d Press Mono Start or Colour Start.

Note

• To cancel, press Stop/Exit.

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

 Preview (See page 34.)

 Delayed Fax (See page 38.)

 Batch TX (See page 38.)

 Real Time TX (See page 37.)

 Polled TX (See page 83.)

 Polling RX (See page 81.)

 Overseas Mode (See page 38.)

 Glass ScanSize (See page 33.)

 Set New Default (See page 39.)

 Factory Reset (See page 39.)

Press the option you want.

Sending a Fax

Faxing from the scanner glass5

You can use the scanner glass to fax pages of a book one at a time. The documents can be up to Letter or A4 size.

You cannot send colour faxes with multiple pages.

Note

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

a Press (Fax). b Place your document face down on the

scanner glass. (See Using the scanner glass on page 21.)

c Enter the fax number using the dial pad

or Speed Dial.

f Place the next page on the scanner

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

Faxing Letter size documents from the scanner glass 5

When documents are Letter size, you need to set Glass ScanSize to Letter. If you do not, the side portion of the faxes will be missing.

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

Glass ScanSize.

c Press Glass ScanSize. d Press Letter.

Note

You can preview a fax message before sending it by pressing Preview. For details, see How to preview an outgoing fax (Monochrome only) on page 34.

d Press Mono Start or Colour Start.

 If you press Mono Start, the

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

 If you press Colour Start, the

machine starts sending the document.

e When the LCD asks you Next Page?,

do one of the following:

 To send a single page, press No (or

press Mono Start again).

The machine starts sending the document.

Note

You can save the setting you use most often by setting it as default. (See Setting your changes as a new default on page 39.)

Colour fax transmission 5

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

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

 To send more than one page, press

Yes and go to step f.

Chapter 5

How to preview an outgoing fax (Monochrome only) 5

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

Note

To send a colour fax do not use Preview.

a Press (Fax). b Press d or c to display Preview. c Press Preview. d Press On. e Load the document. f Enter the fax number using the dial pad.

You can also enter the fax number by pressing Speed Dial. Then, press a or b to display the number you want, press the number to choose it, and then press Send a fax.

g Press Mono Start.

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

Button Description

Enlarge the fax.

Reduce the fax.

Scroll vertically.

Scroll horizontally.

Rotate the fax clockwise.

Go back to the previous page.

Go to the next page.

Close the preview table.

h Press Mono Start.

Note

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

Mono Start.

Cancelling a fax in progress 5

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

Stop/Exit.

Sending a Fax

Broadcasting (Monochrome only)

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

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

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

in the following ways:

 Press Add Number and enter a

number using the buttons on the LCD.

Press OK.

 Press Speed Dial. Press to

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

Press OK.

# 01

g Press Mono Start.

Note

• If you did not use up any of the numbers for Groups, you can ‘broadcast’ faxes to as many as 250 different numbers.

• The available memory will vary depending on the types of jobs in the memory and the number of locations used for broadcasting. If you broadcast to the maximum numbers available, you will not be able to use dual access and delayed fax.

• If the Out of Memory message appears, press Stop/Exit to cancel or Mono Start to send the pages scanned so far.

Cancelling a Broadcast in progress 5

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

 To cancel the entire broadcast, press

Entire Broadcast. Go to step c.

 To cancel the current job, press the

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

f After you have entered all the fax

numbers by repeating step e, press OK.

 To exit without cancelling, press

Stop/Exit.

c When the LCD asks if you want to

cancel the entire broadcast, do one of the following:

 Press Yes to confirm.

 To exit without cancelling, press No

or Stop/Exit.

d Do one of the following:

 To cancel the current job, press Yes.

 To exit without cancelling, press No

or Stop/Exit.

Chapter 5

Additional sending operations

Sending faxes using multiple settings 5

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

a Press (Fax). b Press d or c to display a setting you

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

c Repeat step b to change more settings.

Note

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

• You can save some of the settings you use most often by setting them as default. These settings will stay until you change them again. (See Setting your changes as a new default on page 39.)

Contrast 5

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

a Press (Fax). b Press d or c to display Contrast. c Press Contrast. d Press Auto, Light or Dark.

Note

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

• When you send a colour fax.

• When you choose Photo as the Fax Resolution.

Sending a Fax

Changing fax resolution 5

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

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

Fax Resolution.

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

Note

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

Monochrome

Standard Suitable for most typed

documents.

Fine Good for small print and

transmits a little slower than Standard resolution.

S.Fine Good for small print or artwork

and transmits slower than Fine resolution.

Photo Use when the document has

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

Dual Access (Monochrome only) 5

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

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

Note

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

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.

Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can turn on Real Time TX.

a Press (Fax).

Colour

Standard Suitable for most typed

documents.

Fine Use when the document is a

photograph. The transmission time is slower than Standard resolution.

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

b Press d or c to display Real Time TX. c Press Real Time TX.

Chapter 5

d Press On.

Note

• If the memory is full and you are sending a black and white fax from the ADF, the machine will send the document in real time (even if Real Time TX is set to Off). If the memory is full, faxes from the scanner glass cannot be sent until you clear some of the memory.

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

Overseas Mode 5

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

a Press (Fax). b Load your document. c Press d or c to display

Overseas Mode.

d Press Overseas Mode.

Delayed Faxing (Monochrome only) 5

During the day you can store up to 50 faxes in the memory to be sent within 24-hours. These faxes will be sent at the time of day you enter in step f.

a Press (Fax). b Load your document. c Press d or c to display Delayed Fax. d Press Delayed Fax. e Press On. f Enter the time you want the fax to be

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

Note

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

Delayed Batch Transmission (Monochrome only) 5

e Press On (or Off).

Before sending the delayed faxes, your machine will help you economize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to save transmission time.

a Press (Fax). b Press d or c to display Batch TX. c Press Batch TX. d Press On. e Press Stop/Exit.

Sending a Fax

Checking and cancelling waiting jobs 5

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

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

Remaining Jobs.

e Press Remaining Jobs.

Any waiting jobs appear on the LCD.

f Press a or b to scroll through the jobs

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

g Do one of the following:

 To cancel, press Yes.

Setting your changes as a new default 5

You can save the fax settings for

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

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

a Press (Fax). b Press d or c to choose the setting you

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

c After changing the last setting, press

d or c to display Set New Default.

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

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

 To exit without cancelling, press No.

h When you have finished, press

Stop/Exit.

Restoring all fax settings to the factory settings 5

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

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

Factory Reset.

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

Chapter 5

Sending a fax manually 5

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

Note

If you are sending a multiple page fax, use the ADF.

a Press (Fax). b Load your document. c To listen for a dial tone, press

Speaker Phone on the machine or pick up the handset.

d Dial the fax number using the dial pad.

You can also enter the fax number on the LCD by pressing Speed Dial and

Send a fax. (For details, see How to Dial on page 64.)

Out of Memory message 5

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

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

Note

To free up space, wait until any jobs stored in the memory have been sent, cancel any waiting jobs (see Checking and cancelling waiting jobs on page 39), or send the fax in real time. (See Real Time Transmission on page 37.)

e When you hear the fax tone, press

Mono Start or Colour Start. If you are sending from the scanner glass, press Send on the LCD to send the fax.

f If you have picked up the handset,

replace it.

Receiving a Fax 6

Receive modes 6

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

Choose the Receive Mode 6

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

For more detailed information on the receive modes, see Using Receive Modes on page 43.

Are you using the built-in TAD?

Yes

See Digital TAD.

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

Yes

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

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

* We recommend you set Fax Detect to On.

Yes

Fax Only

Manual

Fax/Tel

Manual*

Chapter 6

To set a receive mode follow the instructions below:

a Press MENU. b Press a or b to display Initial Setup. c Press Initial Setup. d Press a or b to display Receive Mode. e Press Receive Mode. f Press Fax Only, Fax/Tel or Manual. g Press Stop/Exit.

The LCD will display the current receive mode.

Receiving a Fax

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 44.)

Fax Only 6

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

Fax/Tel 6

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

 Faxes will be automatically received.

 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 44 and Ring Delay on page 44.)

Manual 6

Manual mode turns off all automatic answering functions unless you are using the BT Call Sign feature or an external telephone answering device (TAD).

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

Also see Fax Detect on page 45.

TAD 6

TAD 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 callers can record a message.

To set up the TAD mode, see page 72.

You can provide useful information or advise callers to hold until their call is answered by recording a voice message. They will hear this message when the F/T Ring sounds. The caller will not be able to leave a message. See Outgoing message (OGM) on page 72.

If TAD Mode is On, it will override your receive mode setting. The screen shows TAD.

If TAD Mode is Off, the receive mode returns to your original setting. (See TAD-Mode for internal TAD on page 72.)

Chapter 6

Receive mode settings 6

Ring Delay 6

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

(See Operation from extension telephones on page 61 and Fax Detect on page 45.)

If toll saver is On, then the ring delay setting has no effect. See Setting toll saver on page 77.

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

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 (fast doublering) 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 63.)

c Press Fax. d Press a or b to display

Setup Receive.

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

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

j Press Stop/Exit.

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

Setup Receive.

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

F/T Ring Time.

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

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

i Press Stop/Exit.

Note

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

Receiving a Fax

Fax Detect 6

If Fax Detect is On: 6

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

If Fax Detect is Semi: 6

The machine will only receive a fax call automatically if you answered it using the machine’s handset or Speaker Phone. If you answered at an extension telephone, press

l 51. (See Operation from extension telephones on page 61.)

If Fax Detect is Off: 6

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

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

If you answered at an extension telephone, press l 5 1. (See Operation from extension telephones on page 61.)

Note

• If this feature is set to On, but your machine does not connect a fax call when you lift an extension or external telephone handset, press the remote activation code l 5 1.

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

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

Setup Receive.

Chapter 6

Memory Receive (Monochrome only)

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

 Fax Forwarding

 Fax Storage

 PC Fax Receive

 Off

You can change your selection at any time. If received faxes are still in the machine’s memory when you change the Memory Receive operation, a message will appear on the LCD. (See Changing Memory Receive Operations on page 49.)

Fax Forward 6

j Press Backup Print:On or

Backup Print:Off.

IMPORTANT

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

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

k Press Stop/Exit.

Fax Storage 6

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

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

Setup Receive.

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

Memory Receive.

g Press Memory Receive.

If you choose Fax Storage, your machine stores the received fax in the memory. You will be able to retrieve fax messages from another location using the remote retrieval commands.

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

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

Setup Receive.

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

Memory Receive.

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

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

g Press Memory Receive. h Press Fax Storage.

Receiving a Fax

i Press Stop/Exit.

Note

Colour faxes cannot be stored in the memory. When you receive a colour fax your machine prints the colour fax automatically.

PC Fax Receive (Windows® only) 6

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

Even if you have turned off your PC (at night or on the weekend, for example), your machine will receive and store your faxes in its memory. The number of received faxes that are stored in the memory will appear on the LCD.

When you start your PC and the PC-FAX Receiving software runs, your machine transfers your faxes to your PC automatically.

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

receive faxes.

j Press OK. k Press Backup Print:On or

Backup Print:Off.

l Press Stop/Exit.

Note

• PC Fax Receive is not supported in the Mac OS.

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

• If you get an error message and the machine cannot print the faxes in memory, you can use this setting to transfer your faxes to your PC. (For details, see Error and Maintenance messages on page 139.)

To transfer the received faxes to your PC you must have the PC-FAX Receiving software running on your PC. (For details, see PC-FAX receiving in the Software User’s Guide on the CD-ROM.)

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

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

Setup Receive.

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

Memory Receive.

• When you receive a colour fax, your machine prints the colour fax but does not send the fax to your PC.

IMPORTANT

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

g Press Memory Receive.

Chapter 6

Changing the destination PC 6

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

Setup Receive.

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

Memory Receive.

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

receive faxes. Press OK.

Turning off Memory Receive Operations 6

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

Setup Receive.

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

Memory Receive.

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

j Press Backup Print:On or

Backup Print:Off.

k Press Stop/Exit.

Note

The LCD will give you more options if there are received faxes still in your machine’s memory. (See Changing Memory Receive Operations on page 49.)

Receiving a Fax

Changing Memory Receive Operations 6

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

 Erase All Doc?

 Print All Fax?

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

• If you press No, faxes in the memory will not be erased or printed and the setting will be unchanged.

If received faxes are left in the machine's memory when you change to PC Fax Receive from another option [Fax Forward or Fax Storage], press a or b to choose <USB> or the PC.

Fax Preview (Monochrome only)

How to preview a received fax6

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

Setting Fax Preview 6

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

Setup Receive.

e Press Setup Receive.

The LCD will ask you the following question:

 Send Fax to PC?

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

detail, see PC Fax Receive (Windows only) on page 47.)

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

f Press a or b to display Fax Preview. g Press Fax Preview. h Press On (or Off). i Press Yes.

j The LCD will tell you that any future

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

k Press Stop/Exit.

Note

• When Fax Preview is turned on your machine can only print the colour faxes it receives. It cannot store them in memory.

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

• Fax Preview is not available when PC Fax Receive is turned on.

Chapter 6

Using Fax Preview 6

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

a Press Fax Preview.

The LCD will display the new fax list.

Note

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

b Press a or b to display the fax number of

the fax you want to see.

c Press the fax you want to see.

Note

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

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

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

Button Description

Enlarge the fax.

Reduce the fax.

Scroll vertically.

Scroll horizontally.

Rotate the fax clockwise.

Delete the fax.

Press Yes to confirm.

Go back to the previous page.

Go to the next page.

Go back to the fax list.

Print the fax.

Close the preview table.

d Press Stop/Exit.

Receiving a Fax

How to print a fax 6

a Press Fax Preview. b Press the fax you want to view. c Press More. d Press (Print).

 If the fax is multiple pages, go to

step e.

 If the fax is a single page it will start

printing. Go to step f.

e Do one of the following:

 Press Print All Pages to print

all pages of the fax.

 Press Print Displayed Only to

print the displayed page.

 Press Print From Displayed to

print the displayed page to the last page.

f Do one of the following:

Turning off Fax Preview 6

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

do one of the following:

 If you do not want to print the stored

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

Press Yes to confirm.

 If you want to print all the stored

faxes, press Print all faxes.

 If you do not wish to turn off Fax

Preview, press Cancel.

Press Stop/Exit.

 To delete the fax, press Yes.

 To keep the fax in the memory,

press No.

How to print all faxes in the list 6

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

How to delete all faxes in the list 6

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

Press Yes to confirm.

d Press Stop/Exit.

Chapter 6

Additional receiving operations

Printing a reduced incoming fax 6

If you choose On, the machine automatically reduces each page of an incoming fax to fit on one page of A4, Letter or Legal size paper. The machine calculates the reduction ratio by using the page size of the fax and your Paper Size setting. (See Paper Size on page 24.)

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

Setup Receive.

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

Auto Reduction.

g Press Auto Reduction.

Out of Paper Reception 6

As soon as the paper tray becomes empty during fax reception, the LCD shows No Paper Fed and begins receiving faxes into the machine’s memory. Put some paper in the paper tray. (See Loading paper and other print media on page 10.)

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

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

Printing a fax from the memory 6

If you have chosen Fax Storage, you can still print a fax from the memory when you are at your machine. When a fax is displayed, press More, if you have chosen Fax Preview. (See Fax Preview (Monochrome only) on page 49 and Memory Receive (Monochrome only) on page 46.)

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

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

Print Document.

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

Note

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

Receiving a Fax

Remote Retrieval 6

You can call your machine from any touch tone telephone or fax machine, then use the remote access code and remote commands to retrieve fax messages.

Setting a Remote Access Code 6

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

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

Remote Access.

e Press Remote Access. f Enter a 3-digit code using numbers 0-9,

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

Using your Remote Access Code 6

a Dial your fax number from a touch tone

telephone or another fax machine.

b When your machine answers, enter

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

c The machine signals if it has received

messages:

 1 long beep — Fax messages

 2 long beeps — Voice messages

 3 long beeps — Fax & Voice

messages

 No beeps — No messages

d When the machine gives two short

beeps, enter a command. The machine will hang up if you wait longer than 30 seconds to enter a command. The machine will beep three times if you enter an invalid command.

e Press 9 0 to stop Remote Access when

you have finished.

f Hang up.

Note

Do not use the same code as your Remote Activation Code (l 5 1) or Remote Deactivation Code (# 5 1). (See Operation from extension telephones on page 61.)

g Press Stop/Exit.

Note

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

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

Clear

Note

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

Chapter 6

Remote Fax commands 6

Follow the commands below to access features when you are away from the machine. When you call the machine and enter your remote access code (3 digits followed by l), the system will give two short beeps and you must enter a remote command.

Remote commands Operation details

91 Playing Voice messages After one long beep, the machine plays the ICM.

1 Repeat or Skip Backward Press 1 while listening to an ICM to repeat it. If you press 1

before a message, you will hear the previous message.

2 Skip Forward Press 2 while playing the ICM, you can skip to the next

message.

9 STOP Playing Press 9 to stop playing the ICM.

93 Erase all ICM If you hear one long beep, the erase is accepted. If you hear

three short beeps, you cannot erase because all voice messages have not been played, or there are no voice messages to erase.

*This code erases all recorded messages, not one at a time.

94 Play and Record OGM in Memory

1 Play 1 TAD Message The machine plays the selected OGM. You can stop playing

2 F/T Message

2 Record 1 TAD Message After one long beep, you can record the selected OGM. You

2 F/T Message

95 Change the Fax Forwarding or Fax

Storage settings

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

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

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

OGMs by pressing 9.

will hear the message played once. You can stop recording the message by pressing 9.

your messages.

three short beeps, you cannot change because something has not been set up (for example, a Fax Forwarding number has not been registered). You can register your Fax Forwarding number by entering 4. (See Changing your Fax Forwarding number on page 55.) Once you have registered the number, Fax Forwarding will work.

fax messages. (See Retrieving fax messages on page 55.)

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

2 Voice

from the memory.

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

Receiving a Fax

Remote commands Operation details

98 Change the Receive Mode

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

2 Fax/Tel

3 Fax Only

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

long beep, then replace the handset.

Retrieving fax messages 6

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

a Dial your fax number. b When your machine answers, enter

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

c When you hear two short beeps,

press 962.

d Wait for the long beep, enter the number

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

Note

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

e Hang up after you hear your machine

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

Changing your Fax Forwarding number 6

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

a Dial your fax number. b When your machine answers, enter

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

c When you hear two short beeps,

press 954.

d Wait for the long beep, enter the new

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

Note

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

e Press 90 when you have finished. f Hang up after you hear your machine

beep.

Telephone and External devices 7

Voice operations 7

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

Making a telephone call 7

a To start a voice call, do one of the

following:

 Pick up the handset.

 Press Speaker Phone.

b When you hear the dial tone, enter a

number using the dial pad or pressing Speed Dial.

c If you pressed Speaker Phone, speak

clearly toward the microphone .

d To hang up, do one of the following:

 Replace the handset.

 Press Speaker Phone.

Answering calls with the Speaker Phone 7

When the machine rings, instead of lifting the handset, press Speaker Phone on the machine. Speak clearly toward the

microphone . To end the call, press

Speaker Phone.

Note

If you have a bad connection, your caller might hear your voice echoed during the call. If you experience this problem, pick up the handset, or hang up and try the call again.

Mute 7

a Press Mute to put a call on Hold.

You can replace the handset without disconnecting the call.

b Pick up the machine's handset or press

Speaker Phone to release the call from Hold.

Note

You can pick up an extension telephone and continue speaking without releasing the call from Hold on the machine.

Telephone and External devices

Tone or Pulse 7

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

a Press Speaker Phone on the machine. b Press # on the machine’s control panel.

Any digits dialled after this will send tone signals.

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

Fax/Tel mode 7

When the machine is in Fax/Tel mode, it will use the F/T Ring (fast double-ring) to alert you to pick up a voice call.

If you are at the machine, you can lift the handset or press Speaker Phone to answer.

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

Telephone services 7

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

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

Note

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

Setting the Telephone Line Type 7

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

a Press MENU. b Press a or b to display

Initial Setup.

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

Phone Line Set.

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

Chapter 7

PBX and TRANSFER 7

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

Note

You can program a press of the R LCD button key as part of a number stored in a Speed Dial location. When programming the Speed Dial number, press R first (the LCD shows ‘!’), then enter the telephone number. If you do this, you do not need to press R each time before you dial using a Speed Dial location. (See Storing numbers on page 66.) However, if PBX is not chosen in the Telephone Line Type setting, you cannot use the Speed Dial number that the R press is programmed into.

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

 You can see the first 20 characters of the

number (or name).

 The ID Unknown message means the

call originated outside your Caller ID service area.

 The ID Withheld message means the

caller has intentionally blocked transmission of information.

You can print a list of the Caller ID information received by your machine. (See How to print a report on page 80.)

Note

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

Setting the Caller ID to On 7

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

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

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

You can use a number in the Caller ID history to make a phone call, send a fax, add it to Speed Dial, or delete it from the history. (See Caller ID history on page 65.)

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

Miscellaneous.

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

Telephone and External devices

BT Call Sign (U.K. only) 7

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

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

Note

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

h Press Stop/Exit.

Note

If you turn off BT Call Sign, the receive mode stays in Manual. You will need to set the receive mode again. (See Choose the Receive Mode on page 41.)

• 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.

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

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

Miscellaneous.

e Press Miscellaneous.

f Press BT Call Sign. g Press On (or Off).

Chapter 7

Connecting an external TAD (telephone answering device)

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

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

IMPORTANT

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

Connections 7

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

a Set your external TAD to one or two

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

b Record the outgoing message on your

external TAD.

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

turn Fax Detect on. (See Choose the Receive Mode on page 41.)

Note

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

1TAD

When the TAD answers a call, the LCD shows Ext. Tel in Use.

Telephone and External devices

Recording outgoing message (OGM) on an external TAD 7

Timing is important in recording this message.

a Record 5 seconds of silence at the

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

b Limit your speaking to 20 seconds.

Note

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

Multi-line connections (PBX) 7

External and extension telephones

Connecting an external or extension telephone 7

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

1 Extension telephone

2 External telephone

When you are using an external or extension telephone, the LCD shows Ext. Tel in Use.

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

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

Note

Make sure the Telephone Line Type is set to PBX. (See Setting the Telephone Line Type on page 57.)

Note

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

Operation from extension telephones 7

Using extension telephones 7

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

If the machine answers a voice call and fast double-rings for you to take over, use the Remote Deactivation Code #51 to take the call at an extension telephone. (See F/T Ring Time (Fax/Tel mode only) on page 44.)

Chapter 7

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

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

Press l 51 and wait for the chirp or until the LCD shows Receiving, and then hang up.

Note

You can also use the Fax Detect feature to make your machine automatically take the call. (See Fax Detect on page 45.)

Using extension telephones (U.K. only) 7

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

This new connection configuration can be

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

Inadvisable connection of extension sockets (Fig. 1.)

1 Extension socket

2 Master socket

3 Incoming line

FAX

Recommended connection of extension sockets (Fig. 2.)

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

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

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

FAX

1 Extension socket

2 Master socket

3 Incoming line

The fax machine must be plugged into the master socket.

Note

These telephones are now connected as external devices (see Connecting an external or extension telephone on page 61), because they are connected to the fax machine via the T-connector.

Telephone and External devices

Using a cordless external telephone 7

Once the base unit of the cordless telephone has been connected to the same telephone line as the machine. (See External and extension telephones on page 61.) It is easier to answer calls during the Ring Delay if you carry the cordless handset around with you.

If you let the machine answer first, you will have to go to the machine so you can press Speaker Phone to send the call to the cordless handset.

Using remote codes 7

Remote Activation code 7

If you answer a fax call on an extension or external telephone, you can tell your machine to receive it by dialling the Remote Activation Code l 5 1. Wait for the chirping sounds then replace the handset. (See Fax Detect on page 45.)

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

Setup Receive.

e Press Setup Receive. f Press a or b to display Remote Codes. g Press Remote Codes. h Press On (or Off). i Do one of the following:

 If you want to change the Remote

Activation Code, enter the new code.

Press OK, go to step j.

 If you do not want to change the

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

j Do one of the following:

Remote Deactivation Code 7

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

If the machine answers a voice call and fast double-rings for you to take over, you can take the call at the machine's handset by pressing Speaker Phone.

Changing the remote codes 7

If you want to use Remote Activation, you have to turn on the remote codes. The preset Remote Activation Code is l 5 1. The preset Remote Deactivation Code is # 5 1. If you want to, you can replace them with your own codes.

 If you want to change the Remote

Deactivation Code, enter the new code.

Press OK, go to step k.

 If you do not want to change the

Remote Deactivation Code, press

OK, go to step k.

k Press Stop/Exit.

Note

• If you are always disconnected when accessing your external TAD remotely, try changing the Remote Activation Code and Remote Deactivation Code to another 3-digit code using the numbers 0-9, l, #.

• Remote Codes might not work with some telephone systems.

Dialling and storing numbers 8

How to Dial 8

Manual dialling 8

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

Speed Dialling 8

Fax Redial 8

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

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

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

a Press Speed Dial. b Press the number you want to call. You

can also choose the number by alphabetical order by pressing on LCD.

# 01

c Do one of the following:

 Press Send a fax and go to

step d.

 Press Make a phone call. The

machine will start dialling.

d Press Mono Start or Colour Start.

Note

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

Note

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

Dialling and storing numbers

Outgoing Call history 8

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

a Press Redial/Pause.

You can also press Call History.

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

 To make a telephone call, press

Make a phone call.

 To send a fax, press Send a fax.

Press Mono Start or Colour Start.

 If you want to store the number,

press More and then press Add to Speed Dial.

(See Storing Speed Dial numbers from Outgoing Calls on page 67.)

Caller ID history 8

This feature requires the Caller ID subscriber service offered by many local telephone companies. (See Caller ID (U.K. and Ireland only) on page 58.)

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

a Press Call History. b Press Caller ID hist. c Press the number or the name you want

to call.

d Do one of the following:

 To make a telephone call, press

Make a phone call.

 To send a fax, press Send a fax.

 If you want to delete the number from

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

Press Yes to confirm.

e Press Stop/Exit.

Press Mono Start or Colour Start.

 If you want to store the number,

press More and then press Add to Speed Dial.

(See Storing Speed Dial numbers from the Caller ID history

on page 67.)

 If you want to delete the number from

the Caller ID history list, press More and then press Delete.

Press Yes to confirm.

e Press Stop/Exit.

Note

You can print the Caller ID list. (See How to print a report on page 80.)

Chapter 8

Storing numbers 8

You can set up your machine to do the following types of easy dialling: Speed Dial and Groups for broadcasting faxes. When you dial a Quick Dial number, the LCD shows the name, if you stored it, or the number.

Note

If you lose electrical power, the Quick Dial numbers that are in the memory will not be lost.

Storing a pause 8

Press Pause to put a 3.5-second pause between numbers. If you are dialling overseas, you can press Pause as many times as needed to increase the length of the pause.

Storing Speed Dial numbers 8

e Enter the first fax or telephone number

(up to 20 digits) using the buttons on the LCD. Press OK.

f Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

g To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD. Press OK.

You can store up to 100 2-digit Speed Dial locations with a name. Each name can have two numbers (Fax/Tel1: and Fax/Tel2:). When you dial you will only have to press a few keys. (For example: Press Speed Dial, the number you want to make a call and Make a phone call.)

a Press Speed Dial. b Press More. c Press Set Speed Dial. d Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 181.)

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

h When the LCD displays your settings,

press OK to confirm.

i Do one of the following:

 To store another Speed Dial

number, go to step b.

 To finish storing numbers, press

Stop/Exit.

 To store the number without a name,

press OK.

Dialling and storing numbers

Storing Speed Dial numbers from Outgoing Calls 8

You can store Speed Dial numbers from the Outgoing Call history.

a Press Redial/Pause.

You can also choose the number by pressing Call History.

b Press Outgoing Call. c Press the name or number you want to

store.

d Press More. e Press Add to Speed Dial. f Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 181.)

i To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

j When the LCD displays your settings,

press OK to confirm.

k Press Stop/Exit.

Storing Speed Dial numbers from the Caller ID history 8

 To store the number without a name,

press OK.

g Press OK to confirm the fax or telephone

number you want to store.

h Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

If you have the Caller ID subscriber service from your telephone company you can also store Speed Dial numbers from incoming calls in the Caller ID History. (See Caller ID (U.K. and Ireland only) on page 58.)

a Press Call History. b Press Caller ID hist. c Press the name or number you want to

store.

d Press More. e Press Add to Speed Dial.

Chapter 8

f Do one of the following:

 Enter the name (up to 16 characters)

using the buttons on the LCD.

Press OK.

(To help you enter letters, see Entering Text on page 181.)

 To store the number without a name,

press OK.

g Press OK to confirm the fax or telephone

number you want to store.

h Do one of the following:

 Enter a second fax or telephone

number (up to 20 digits) using the buttons on the LCD.

Press OK.

 If you do not want to store a second

number, press OK.

Changing Speed Dial names or numbers 8

You can change a Speed Dial name or number that has already been stored.

a Press Speed Dial. b Press More. c Do one of the following:

 Press Change to edit the names or

numbers.

 Press Delete to delete all

information in a Speed Dial location.

Press the number you want to delete.

Press OK. Press Yes to confirm.

Go to step i.

d Press the number you want to change.

i To choose where the number will be

stored, do one of the following:

 To accept the displayed next

available Speed Dial location, press OK.

 To enter a different Speed Dial

location, press a 2-digit number using the buttons on the LCD.

Press OK.

Note

If the 2-digit Speed Dial location you choose is already taken, the OK button on the LCD will not work. Choose a different location.

j When the LCD displays your settings,

press OK to confirm.

k Press Stop/Exit.

e Press Name:, Fax/Tel1: or

Fax/Tel2:.

f Do one of the following:

 If you chose Name:, enter the name

(up to 16 characters) using the buttons on the LCD.

(See Entering Text on page 181.)

Press OK.

 If you chose Fax/Tel1: or

Fax/Tel2:, enter the new number

(up to 20 digits) using the buttons on the LCD.

Press OK.

Note

How to change the stored name or number:

If you want to change a character, press d or c to position the cursor under the character you want to change, and then

press . Re-enter the character.

Dialling and storing numbers

g Do one of the following:

 To change more details, go to

step f.

 Press OK to complete.

The LCD will display your settings.

h To change another Speed Dial location,

repeat steps b to g.

i Press Stop/Exit.

Setting up groups for broadcasting 8

Groups, which can be stored in a Speed Dial location, allow you to send the same fax message to many fax numbers by pressing only a Speed Dial, the 2-digit location, Send a fax and Mono Start. First, you'll need to store each fax number in a SpeedDial location. Then you can include them as numbers in the Group. Each Group uses up a Speed Dial location. You can have up to six Groups, or you can assign up to 198 numbers in a large Group if you have 2 numbers in each location.

(See Storing Speed Dial numbers on page 66 and Broadcasting (Monochrome only) on page 35.)

a Press Speed Dial. b Press More. c Press Setup Groups. d Enter the Group name (up to

16 characters) using the buttons on the LCD. Press OK.

e When the LCD displays the next

available Group number, press OK to confirm. This Group number and name will automatically be assigned to the next available Speed Dial location.

f Add Speed Dial numbers to the Group

by pressing them to display a red checkmark. Press OK. If you want to list the numbers by

alphabetical order, press .

# 01

g When you have finished choosing the

numbers, press OK to confirm.

h Press Stop/Exit.

Note

You can print a list of all the Speed Dial numbers. Group numbers will be marked in the GROUP column. (See Reports on page 80.)

Chapter 8

Changing a Group name 8

a Press Speed Dial. b Press More. c Press Change. d Press a or b to display the Group you

want to change.

e Press the Group. f Press Name:. g Enter the new name (up to

16 characters) using the buttons on the LCD. Press OK. (See Entering Text on page 181. For example, type NEW CLIENTS.)

Note

How to change the stored name or number:

If you want to change a character, press d or c to position the cursor under the character you want to change, and then

press . Re-enter the character.

Deleting a number from a Group 8

a Press Speed Dial. b Press More. c Press Change. d Press a or b to display the Group you

want to change.

e Press the Group. f Press Add/Delete. g Press a or b to display the number you

want to delete from the Group.

h Press the check box of the number you

want to delete to uncheck it. Press OK to confirm.

i Press OK. j Press Stop/Exit.

h Press OK. i Press Stop/Exit.

Deleting a Group 8

a Press Speed Dial. b Press More. c Press Delete. d Press a or b to display the Group you

want to delete.

e Press the Group. f Press OK. g Press Yes to confirm. h Press Stop/Exit.

Dialling and storing numbers

Combining Quick Dial numbers 8

Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes of long-distance carriers and credit card numbers as Speed Dial numbers. You can store these long dialling sequences by dividing them and setting them up as separate Speed Dial numbers in any combination. You can even include manual dialling using the dial pad. (See Storing Speed Dial numbers on page 66.)

For example, you might have stored ‘555’ on Speed Dial: 03 and ‘7000’ on Speed Dial: 02. You can use them both to dial ‘555-7000’ if you press the following keys:

To temporarily change a number, you can substitute part of the number with manual dialling using the dial pad. For example, to change the number to 555-7001 you could press Speed Dial, choose #03, press Send a fax, and then press 7001 using the dial pad.

Note

If you must wait for another dial tone or signal at any point in the dialling sequence, create a pause in the number by pressing Redial/Pause. Each key press adds a 3.5-second delay.

a Press Speed Dial. b Press #03. c Press Send a fax. d Press Speed Dial. e Press #02. f Do one of the following:

 To make a telephone call, press

Make a phone call.

 To send a fax, press Send a fax.

Go to step g.

g Press Mono Start or Colour Start.

You will dial ‘555-7000’.

Digital TAD 9

TAD-Mode for internal TAD

The TAD feature will store up to 99 incoming messages. Messages are stored in the order in which they are received.

Voice messages can be up to 3 minutes in length, and can also be picked up remotely (see Using your Remote Access Code on page 53). The number of messages you can store will depend on how much memory is being used by other features (for example, delayed and stored faxes).

In the event of a power failure your machine will retain messages that are in the memory for approximately 24 hours.

Setting up the TAD 9

Outgoing message (OGM) 9

Recording your OGM 9

You can record the following two different types of OGM:

 TAD Message

This message will be played when a call is received. The caller will be able to leave a voice or fax message.

 F/T Message

This message is played when a call is received and your machine is set to Fax/Tel mode. The caller will not be able to leave a message. See Fax/Tel OGM (Announcement) on page 73.

Your OGM must be less than 20 seconds long.

Recording the TAD outgoing message (TAD Message) is the first step you need to follow before you can use the TAD feature.

To enter TAD mode, follow the steps below:

a Record your TAD OGM

(TAD Message). (See Outgoing message (OGM) on page 72.)

b Press to activate the TAD.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Setup TAD. e Press Setup TAD. f Press OGM.

The LCD prompts you to choose an OGM.

g Press either TAD Message or

F/T Message.

h Press Record MSG. i Pick up the handset, record your

message, and replace the handset when finished.

j Press Stop/Exit.

Digital TAD

Listening to your OGM 9

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Setup TAD. e Press Setup TAD. f Press OGM. g Press TAD Message or F/T Message. h Press Playing OGM.

Adjust the volume by pressing

or .

i Press Stop/Exit.

Fax/Tel OGM (Announcement) 9

If your machine is in Fax/Tel Receive mode, your Brother machine will play this message to callers. Unlike the TAD OGM, the caller will not be able to leave a message.

To record your Fax/Tel OGM follow the instructions on Outgoing message (OGM) on page 72.

If you need to review the steps for setting up the Fax/Tel receive mode, see Receive modes on page 41.

Activating TAD mode 9

When the light glows, TAD mode is

active. Press to enter TAD mode.

Erasing your OGM 9

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Setup TAD. e Press Setup TAD. f Press OGM. g Press TAD Message or F/T Message. h Press Erase MSG. i Do one of the following:

 Press Yes to erase the OGM.

 Press No to exit without erasing.

j Press Stop/Exit.

Chapter 9

Managing your messages

Message indicator 9

The light on the control panel blinks if there are any new messages or unplayed

recorded conversations stored in the TAD. Press the button to play the messages automatically.

The LCD displays the total number of voice and fax messages stored in the TAD memory.

Fax messages are only stored when Fax Storage or Fax Preview is turned on. See Memory Receive (Monochrome only) on page 46.

Playing all incoming

messages 9

All messages are played in the order they were recorded. The LCD shows the number of the current message, the total number of messages, and the time and date the message was recorded.

Follow the steps below to listen to your voice messages:

a Press on the LCD.

Digital

TAD

b Press ICM. c Press Play All.

The following commands are available when playing messages:

Repeats a message.

Playing incoming messages individually 9

Incoming messages can be played individually. The LCD shows the list of incoming messages with the phone number of the caller, and the time and date the message was recorded.

Follow the steps below to listen to your voice messages:

a Press on the LCD.

Digital

TAD

b Press ICM. c Press a or b to display the message you

want to listen to.

d Press the message you want to listen to.

The following commands are available when playing messages:

Skips to the next message.

Erase

Adjusts the volume.

Erases the current message.

d Press Stop/Exit.

Erase

Erases the current message.

Adjusts the volume.

e Press Stop/Exit.

Digital TAD

Erasing incoming messages 9

To erase incoming messages individually

a Press on the LCD.

Digital

TAD

b Press ICM. c Press a or b to display the message you

want to delete.

d Press the message you want to delete. e Press Erase while playing the

message.

f Press Yes to confirm. g Press Stop/Exit.

To erase all of your messages 9

Playing recorded conversations individually 9

Recorded conversations can be played individually. The LCD shows the list of recorded conversations with the phone number of the caller, and the time and date the message was recorded.

Follow the steps below to listen to your voice messages:

a Press on the LCD.

Digital

TAD

b Press Recorded Calls. c Press a or b to display the conversation

you want to listen to.

d Press the conversation you want to

listen to. The following commands are available when playing messages:

a Press on the LCD.

Digital

TAD

b Press ICM. c Press Erase All. d The LCD will ask you if you want to

delete all messages. Press Yes.

e Press Stop/Exit.

Recording a conversation 9

You can record a telephone conversation during the conversation. Your recording can be as long as the incoming message maximum time (up to 3 minutes). (See

Setting the maximum time for incoming messages on page 77.) The other party will

hear an intermittent beeping while recording.

Erase

Erases the current message.

Adjusts the volume.

e Press Stop/Exit.

a Press Record during the conversation. b Press Stop/Exit to stop recording.

Chapter 9

Playing all recorded conversations 9

All recorded conversations are played in the order they were recorded. The LCD displays the total number of recorded calls and the time and date each call was recorded.

Follow the steps below to listen to all the recorded calls:

a Press on the LCD.

Digital

TAD

b Press Recorded Calls. c Press Play All.

The following commands are available when playing messages:

Repeats a conversation.

Skips to the next conversation.

Erasing recorded conversations 9

To erase recorded conversations individually

a Press on the LCD.

Digital

TAD

b Press Recorded Calls. c Press a or b to display the recorded

conversations you want to delete.

d Press the conversation you want to

delete.

e Press Erase while playing the recorded

conversations.

f Press Yes to confirm. g Press Stop/Exit.

Erase

Adjusts the volume.

Erases the current conversation.

d Press Stop/Exit.

To erase all of your recorded conversations

a Press on the LCD.

Digital

TAD

b Press Recorded Calls. c Press Erase All. d The LCD will ask you if you want to

delete all recorded conversations. Press Yes.

e Press Stop/Exit.

Digital TAD

Additional TAD operations

Setting the maximum time for incoming messages 9

Your machine’s default setting will save incoming messages up to 30 seconds long. To change this setting follow the steps below:

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Setup TAD. e Press Setup TAD. f Press ICM Max.Time.

Setting toll saver 9

When the toll saver feature is on, the machine will answer after two rings if you do have voice or fax messages, and after four rings if you do not have any messages.

This way, when you call your machine for remote retrieval, if it rings three times, you have no messages and can hang up to avoid a toll charge.

The toll saver feature is only available when TAD mode is on. When toll saver is On, it overrides your ring delay setting.

If you are using BT Call Sign, do not use the Toll Saver feature.

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

g Press the maximum time setting for

incoming messages (30, 60, 120 or 180 seconds).

h Press Stop/Exit.

d Press a or b to display

Setup Receive.

e Press Setup Receive. f Press a or b to display Ring Delay. g Press Ring Delay. h Press Toll Saver. i Press On (or Off). j Press Stop/Exit.

Chapter 9

ICM Recording Monitor 9

This feature lets you turn the speaker volume for voice messages On or Off. When you turn the monitor Off, you will not hear messages as they come in.

a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Setup TAD. e Press Setup TAD. f Press ICM Rec.Monitr. g Press Off or On. h Press Stop/Exit.

Printing Reports 10

Fax reports 10

You need to set up the Transmission Verification Report and Journal Period using the MENU button.

Transmission Verification Report 10

You can use the Transmission Verification Report as proof that you sent a fax. The report lists the receiving party’s name or fax number, the time and date of transmission, duration of transmission, number of pages sent, and whether or not the transmission was successful.

There are several settings available for the Transmission Verification Report:

 On: Prints a report after every fax you

send.

 On+Image: Prints a report after every fax

you send. A portion of the fax’s first page appears on the report.

 Off: Prints a report if your fax is

unsuccessful due to a transmission error. The report will also print if you send a colour fax that the receiving machine prints in black and white. Off is the default setting.

 Off+Image: Prints a report if your fax is

unsuccessful due to a transmission error. The report will also print if your fax is successful, but you sent a colour fax that the receiving machine printed in black and white. A portion of the fax’s first page appears on the report.

a Press MENU.

d Press a or b to display

Report Setting.

e Press Report Setting. f Press XMIT Report. g Press On, On+Image, Off or

Off+Image.

h Press Stop/Exit.

Note

• If you choose On+Image or Off+Image the image will only appear on the Transmission Verification Report if Real Time Transmission is set to Off. (See Real Time Transmission on page 37.)

• If your transmission is successful, OK will appear next to RESULT on the Transmission Verification Report. If transmission is not successful, ERROR will appear next to RESULT.

Fax Journal (activity report) 10

You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you can still print the report by following the steps on How to print a report on page 80. The factory setting is Every 50 Faxes.

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

Report Setting.

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

e Press Report Setting. f Press Journal Period.

Chapter 10

g Press d or c to choose an interval.

If you choose Every 50 Faxes, go to step i.

 6, 12, 24 hours, 2 or 7 days

The machine will print the report at the chosen time and then erase all jobs from its memory. If the machine's memory becomes full with 200 jobs before the time you chose has passed, the machine will print the Journal early and then erase all jobs from the memory. If you want an extra report before it is due to print, you can print it without erasing the jobs from the memory.

 Every 50 Faxes

The machine will print the Journal when the machine has stored 50 jobs.

Reports 10

The following reports are available:

 XMIT Verify

Prints a Transmission Verification Report for your last transmission.

 Help List

A help list showing how to program your machine.

 Quick Dial

Lists names and numbers stored in the Speed Dial memory, in alphabetical or numerical order.

 Fax Journal

Lists information about the last incoming and outgoing faxes. (TX: Transmit.) (RX: Receive.)

h Enter the time to start printing in 24-hour

format. Press OK. (For example: enter 19:45 for 7:45 PM.) (If you choose 7 days, the LCD will ask you to choose the first day for the 7-day countdown.)

i Press Stop/Exit.

 User Settings

Lists your settings.

 Network Config

Lists your Network settings.

 Caller ID hist.

Lists the available Caller ID information about the last 30 received faxes and telephone calls.

How to print a report 10

a Press MENU. b Press a or b to display

Print Reports.

c Press Print Reports. d Press the report you want.

e (Quick Dial only) Press

Alphabetical Order or Numerical Order.

f Press Mono Start. g Press Stop/Exit.

Polling 11

Polling overview 11

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 11

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

Setup to receive polling 11

a Press (Fax). b Press d or c to display Polling RX. c Press Polling RX. d Press Standard. e Enter the fax number you are polling

using Speed Dial or the dial pad on the control panel.

f Press Mono Start or Colour Start.

Setup to receive polling with secure code 11

Secure Polling lets you restrict who can get the documents you set up to be polled.

Secure Polling only works with Brother fax machines. If you want to get a fax from a secured Brother machine you have to enter the secure code.

a Press (Fax). b Press d or c to display Polling RX. c Press Polling RX. d Press Secure. e Enter a 4-digit secure code using the

buttons on the LCD. This is the same as the security code of the fax machine you are polling. Press OK.

Chapter 11

f Enter the fax number you are polling

using Speed Dial or the dial pad on the control panel.

g Press Mono Start or Colour Start.

Setup to receive delayed polling 11

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

a Press (Fax). b Press d or c to display Polling RX. c Press Polling RX. d Press Timer. e Enter the time (in 24-hour format) you

want to start polling. For example, enter 21:45 for 9:45 PM. Press OK.

Sequential polling (Monochrome only) 11

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

a Press (Fax). b Press d or c to display Polling RX. c Press Polling RX. d Press Standard, Secure or Timer. e Do one of the following:

 If you chose Standard, go to

step f.

 If you chose Secure, enter a four-

digit number, press OK and go to step f.

 If you chose Timer, enter the time

(24-hour format) you want to begin polling, press OK and go to step f.

f Enter the fax number you are polling

using Speed Dial or the dial pad on the control panel.

g Press Mono Start or Colour Start.

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

f Press d or c to display Broadcasting. g Press Broadcasting. h Do one of the following:

 Press Add Number and enter a

number using the buttons on the LCD.

Press OK.

 Press Speed Dial. Press a or b to

select a number.

Press OK.

i After you have entered all the fax

numbers by repeating step h, press OK.

j Press Mono Start.

The machine polls each number or group in turn for a document.

Polling

Cancelling a Sequential Polling Job 11

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

 To cancel the entire sequential

polling job, press Entire Seq. Poll. Go to step c.

 To cancel the current job, press the

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

 To exit without cancelling, press

Stop/Exit.

c When the LCD asks if you want to

cancel the entire sequential polling job, do one of the following:

Polled transmit (Monochrome only)

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

The document will be stored and can be retrieved by any other fax machine until you delete it from the memory. (See Checking and cancelling waiting jobs on page 39.)

Setup for polled transmit 11

a Press (Fax). b Load your document. c Press d or c to display Polled TX. d Press Polled TX.

 Press Yes to confirm.

 To exit without cancelling, press No

or Stop/Exit.

d Do one of the following:

 To cancel the current job, press Yes.

 To exit without cancelling, press No

or Stop/Exit.

e Press Standard. f Press Mono Start. g If you are using the scanner glass, the

LCD will prompt you to choose one of the following options.

 Press Yes to scan another page.

Go to step h.

 Press No or Mono Start to send the

document.

h Place the next page on the scanner

glass and press Mono Start. Repeat steps g and h for each additional page. Your machine will automatically send the fax when it is polled.

Chapter 11

Setup for polled transmit with secure code 11

Secure Polling lets you restrict who can get the documents you set up to be polled.

Secure Polling only works with Brother fax machines. If another person wants to retrieve a fax from your machine, they will have to enter the secure code.

a Press (Fax). b Load your document. c Press d or c to display Polled TX. d Press Polled TX. e Press Secure. f Enter a 4-digit number using the buttons

on the LCD. Press OK.

g Press Mono Start. h If you are using the scanner glass, the

LCD will prompt you to choose one of the following options.

 Press Yes to scan another page.

Go to step i.

 Press No or Mono Start to send the

document.

i Place the next page on the scanner

glass, press Mono Start. Repeat steps h and i for each additional page. Your machine will automatically send the fax when it is polled.

Section III

Copy III

Making copies 86

F a v o r i t e

C 0 P

Making copies 12

How to copy 12

Entering Copy mode 12

When you want to make a copy, press

(Copy) to illuminate it in blue.

The LCD shows:

C0P

Favorite

Enlarge/

Reduce

Paper TypeQuality

Plain PaperNormal 100%

 Page Layout (See page 88.)

 Book Copy (See page 92.)

 Watermark Copy (See page 92.)

 Favorite Settings (See page 93.)

Press the option you want.

Note

• The default setting is Fax mode. You can change the amount of time that the machine stays in Copy mode after the last copy operation. (See Mode Timer on page 23.)

• Book Copy, Watermark Copy and Ink Save Mode features are supported by technology from Reallusion, Inc.

Making a single copy 12

a Press (Copy).

1 No. of Copies

Press the number box directly and enter the number you want. Then press OK.

Also you can enter the number of copies by

pressing or on the screen (as shown above).

Press d or c to scroll through the copy options. Press the option that you want to set.

 Quality (See page 87.)

 Enlarge/Reduce (See page 88.)

 Paper Type (See page 91.)

 Paper Size (See page 91.)

 Brightness (See page 90.)

 Contrast (See page 90.)

 Ink Save Mode (See page 91.)

 Stack/Sort (See page 90.)

b Load your document.

(See Loading documents on page 21.)

c Press Mono Start or Colour Start.

Making copies

Making multiple copies 12

You can make up to 99 copies in one print run.

a Press (Copy). b Load your document.

(See Loading documents on page 21.)

c Enter the number of copies you want. d Press Mono Start or Colour Start.

Note

To sort the copies, press d or c to choose

Stack/Sort. (See Sorting copies using the ADF on page 90.)

Stop copying 12

To stop copying, press Stop/Exit.

Copy settings 12

You can change the copy settings temporarily for the next multiple copies.

The machine returns to its default settings after 1 minute, or if the Mode Timer returns the machine to Fax mode. (See Mode Timer on page 23.)

If you have finished choosing settings, press Mono Start or Colour Start.

If you want to choose more settings, press d or c.

Note

You can save some of the settings that you use most often by setting them as a favourite (up to three favourites can be saved). These settings will stay until you change them again. (See Setting your favourites on page 93.)

Changing copy speed and quality 12

You can choose from a range of speed and quality. The factory setting is Normal.

 Fast

Fast copy speed and lowest amount of ink used. Use to save time printing documents to be proof-read, large documents or many copies.

Even if you set this option the copy speed will be slower with Ink Save Mode, Book Copy or Watermark Copy turned on.

 Normal

Normal is the recommended mode for ordinary print outs. This produces good copy quality with good copy speed.

 Best

Use best mode to copy precise images such as photographs. This provides the highest resolution and slowest speed.

Chapter 12

a Press (Copy). b Load your document.

100%

198% 10x15cm i A4

c Enter the number of copies you want. d Press d or c to display Quality. e Press Quality. f Press Fast, Normal or Best. g If you do not want to change additional

settings, press Mono Start or Colour Start.

Enlarging or reducing the image copied 12

You can choose an enlargement or reduction ratio. If you choose Fit to Page, your machine will adjust the size automatically to the paper size you set. If you want this setting, use the scanner glass.

a Press (Copy).

186% 10x15cm i LTR

142% A5 i A4

97% LTR i A4

93% A4 i LTR

83% LGL i A4

69% A4 i A5

47% A4 i 10x15cm

Fit to Page

Custom(25-400%)

h If you do not want to change additional

settings, press Mono Start or Colour Start.

Note

• Page Layout is not available with Enlarge/Reduce.

• Page Layout, Sort, Book Copy and Watermark Copy are not available with Fit to Page.

b Load your document. c Enter the number of copies you want. d Press d or c to display

Enlarge/Reduce.

e Press Enlarge/Reduce. f Press 100%, Enlarge, Reduce,

Fit to Page or Custom(25-400%).

g Do one of the following:

 If you chose Enlarge or Reduce,

press the enlargement or reduction ratio you want.

 If you chose Custom(25-400%),

enter an enlargement or reduction ratio from 25% to 400%.

Press OK.

 If you chose 100% or Fit to Page,

go to step h.

• Fit to Page does not work properly when the document on the scanner glass is skewed more than 3 degrees. Using the document guidelines on the left and top, place your document in the upper left hand corner, with the document face down on the scanner glass.

Making N in 1 copies or a poster (Page Layout) 12

The N in 1 copy feature can help you save paper by letting you copy two or four pages onto one printed page.

You can also produce a poster. When you use the poster feature your machine divides your document into sections, then enlarges the sections so you can assemble them into a poster. If you want to print a poster, use the scanner glass.

Brother MFC-795CW 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

Table of Contents

General Information 1

Using the documentation

Symbols and conventions used in the documentation 1

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

Viewing Documentation

How to find Scanning instructions 1

Viewing Documentation (Macintosh)

How to find Network setup instructions

How to find Scanning instructions 1

How to find Network setup instructions

Control panel overview 1

LCD screen indications 1

Basic Operations 1

Loading paper and documents 2

Loading paper and other print media

Loading envelopes and postcards 2

About envelopes 2

Loading envelopes and postcards 2

Loading photo paper 2

Removing small printouts from the machine 2

Printable area 2

Acceptable paper and other print media

Recommended print media 2

Handling and using print media 2

Paper capacity of the output paper tray cover

Choosing the right print media 2

Paper type and size for each operation 2

Paper weight, thickness and capacity 2

Loading documents 2

Using the ADF 2

Recommended environment 2

Document Sizes Supported 2

How to load documents 2

Using the scanner glass 2

Document Sizes Supported 2

How to load documents 2

Scannable area 2

General setup 3

On/Off key 3

Turning the machine off 3

Turning the machine on 3

Mode Timer 3

Paper settings 3

Paper Type 3

Paper Size 3

Volume Settings 3

Ring Volume 3

Setting the Ring Volume from the menu

Beeper Volume 3

Speaker Volume 3

Automatic Daylight Saving Time

Sleep Mode 3

LCD screen 3

Setting the backlight brightness 3

Setting the Dim Timer for the backlight 3

Security features 4

Memory Security 4

Setting and changing the memory security password 4

Setting a password for the first time 4

Changing your memory security password

Turning on the memory security lock 4

Turning off the memory security 4

Sending a Fax 5

Entering Fax mode 5

Faxing from the ADF 5

Faxing from the scanner glass5

Faxing Letter size documents from the scanner glass 5

Colour fax transmission 5

How to preview an outgoing fax (Monochrome only) 5

Cancelling a fax in progress 5

Broadcasting (Monochrome only)