Brother MFC-820CW User Manual

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USER’S GUIDE

MFC-820CW

Page 2

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-820CW

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;

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

covered by insurance; and,

 will help us notify you of enhancements to your product and special

offers.

The most convenient and efficient way to register your new product is online at http://www.brother.com/registration/

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Brother numbers

IMPORTANT

For technical help, you must call the country where you bought the machine. Calls must be made from within that country.

Register your product

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

 may serve as confirmation of the purchase date of your product should you lose your receipt;  may support an insurance claim by you in the event of product loss covered by insurance; and,  will help us notify you of enhancements to your product and special offers.

Please complete and fax the Brother Warranty Registration And Test Sheet or, for your convenience and most efficient way to register your new product, register on-line at

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

FAQs (frequently asked questions)

The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function Center needs. You can download the latest software documents and utilities, read FAQs and troubleshooting tips, and learn how to get the most from your Brother product.

http://solutions.brother.com

Note

• You can check here for Brother driver updates.

• To keep your machine performance up to date, check here for the latest firmware upgrade (for

Windows

only).

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For Customer Service

In USA: 1-800-284-4329 (voice)

1-901-379-1215 (fax) 1-800-284-3238 (TTY service for the hearing-impaired)

In Canada: 1-877-BROTHER (voice)

(514) 685-4898 (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-800-284-4357.

Service Center Locations (Canada only)

For the location of a Brother authorized service center, call 1-877-BROTHER.

Brother fax back system (USA only)

Brother has installed an easy-to-use fax back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week. You can use the system to receive faxed instructions and an Index of fax back subjects.

In USA only: 1-800-521-2846

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Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover, or American Express credit card, you can order accessories directly from Brother. (In the USA, you can visit us online for a complete selection of the Brother accessories and supplies that are available for purchase.)

In USA: 1-888-879-3232 (voice)

1-800-947-1445 (fax)

http://www.brothermall.com

In Canada: 1-877-BROTHER (voice)

Description Item

Ink Cartridge Standard <black> LC41BK (Prints approx. 500 pages) Ink Cartridge <cyan> (blue) LC41C (Prints approx. 400 pages) Ink Cartridge <magenta> (red) LC41M (Prints approx. 400 pages) Ink Cartridge <yellow> LC41Y (Prints approx. 400 pages) Premium Glossy Photo Paper

(Letter size / 20 sheets) Matte Inkjet Paper (Letter size / 25 sheets) Inkjet Plain Paper

(Letter size / 250 sheets) Telephone Line Cord LG3077001 Power Protector for A/C Power

Telephone Line Surges and Voltage Spikes (2 outlets)

Power Protector for A/C Power Telephone Line Surges and Voltage Spikes (8 outlets)

User's Guide LP0411001 (English for USA and Canada)

BP60GLL

BP60ML

BP60PL

QPD120

FX120

iii

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Notice - Disclaimer of Warranties

(USA and Canada)

BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER'S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU.

IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.

Compilation and Publication Notice

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

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

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

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Brother® One Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

 This limited warranty (“warranty”) is given

only to the original end-use/retail purchaser (referred to in this warranty as “Original Purchaser”) of the accompanying product, consumables and accessories (collectively referred to in this warranty as “this Product”).

 If you purchased a product from someone

other than an authorized Brother reseller in the United States or if the product was used (including but not limited to floor models or refurbished product), prior to your purchase you are not the Original Purchaser and the product that you purchased is not covered by this warranty.

What is covered:

 This Product includes a Machine and

Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to print heads, toner, drums, ink cartridges, print cartridges, refill ribbons, therma PLUS paper and thermal paper.

 Except as otherwise provided herein,

Brother warrants that the Machine and the accompanying Consumable and Accessory Items will be free from defects in materials and workmanship, when used under normal conditions.

 This warranty applies only to products

purchased and used in the United States. For products purchased in, but used outside, the United States, this warranty covers only warranty service within the United States (and does not include shipping outside the United States).

What is the length of the Warranty Periods:

 Machines: one year from the original

purchase date.

 Accompanying Consumable and

Accessory Items: 90 days from the original purchase date or the rated life of consumable, whichever comes first.

What is NOT covered:

This warranty does not cover: 1 Physical damage to this Product; 2 Damage caused by improper installation,

improper or abnormal use, misuse, neglect or accident (including but not limited to transporting this Product without the proper preparation and/or packaging);

3 Damage caused by another device or

software used with this Product (including but not limited to damage resulting from

use of non Brother Consumable and Accessory Items);

4 Consumable and Accessory Items that

expired in accordance with a rated life; and,

5 Problems arising from other than defects in

materials or workmanship.

6 Normal Periodic Maintenance Items, such

as Paper Feeding Kit, Fuser and Laser Units.

This limited warranty is VOID if this Product has been altered or modified in any way (including but not limited to attempted warranty repair without authorization from Brother and/or alteration/removal of the serial number).

What to do if you think your Product is eligible for warranty service:

Report your issue to either our Customer Service Hotline at 1-800-284-4329 MFC and DCP and 1-800-276-7746 for Printers, or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846.

What Brother will ask you to do:

After contacting Brother or a Brother Authorized Service Center, you may be required to deliver (by hand if you prefer) or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale.

You are responsible for the cost of shipping, packing product, and insurance (if you desire). You are also responsible for loss or damage to this Product in shipping.

What Brother will do:

If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and to Brother or an Authorized Service Center within the applicable warranty period, Brother or its Authorized Service Center will repair or replace the Machine and/or accompanying Consumable and Accessory Items at no charge to you for parts or labor. The decision as to whether to repair or replace the Machine and/or accompanying Consumable and Accessory Items is made by Brother in its sole discretion. Brother reserves the right to supply

if you first reported the problem

-brand parts and

for Fax,

Page 8

Brother® One Year Limited Warranty and Replacement Service

(USA only)

a refurbished or remanufactured replacement Machine and/or accompanying Consumable and Accessory Items and use refurbished parts provided such replacement products conform to the manufacturer's specifications for new product/parts. The repaired or replacement Machine and/or accompanying Consumable and Accessory Items will be returned to you freight prepaid or made available for you to pick up at a conveniently located Authorized Service Center.

If the Machine and/or accompanying Consumable and Accessory Items are not covered by this warranty (either stage), you will be charged for shipping the Machine and/or accompanying Consumable and Accessory Items back to you and charged for any service and/or replacement parts/products at Brother's then current published rates.

The foregoing are your sole (i.e., only) and exclusive remedies under this warranty.

What happens when Brother elects to replace your Machine:

When a replacement Machine is authorized by Brother, and you have delivered the Machine to an Authorized Service Center, the Authorized Service Center will provide you with a replacement Machine after receiving one from Brother. If you are dealing directly with Brother, Brother will send to you a replacement Machine with the understanding that you will, after receipt of the replacement Machine, supply the required proof of purchase information, together with the Machine that Brother agreed to replace. You are then expected to pack the Machine that Brother agreed to replace in the package from the replacement Machine and return it to Brother using the pre-paid freight bill supplied by Brother in accordance with the instructions provided by Brother. Since you will be in possession of two machines, Brother will require that you provide a valid major credit card number. Brother will issue a hold against the credit card account number that you provide until Brother receives your original Product and determines that your original Product is entitled to warranty coverage. Your credit card will be charged up to the cost of a new Product only if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the problems with your original Product are not covered by the limited warranty; (iii) the proper packaging instructions are not followed and has caused damage to the product; or (iv) the warranty period on your original Product has expired or has not been sufficiently validated with a copy

of the proof of purchase (bill of sale). The replacement Machine you receive (even if refurbished or remanufactured) will be covered by the balance of the limited warranty period remaining on the original Product, plus an additional thirty (30) days. You will keep the replacement Machine that is sent to you and your original Machine shall become the property of Brother. Retain your original

Accessory Items and a copy of the return freight bill, signed by the courier.

Limitations:

Brother is not responsible for damage to or loss of any equipment, media, programs or data related to the use of this Product. Except for that repair or replacement as described above, Brother shall not be liable for any direct, indirect, incidental or consequential damages or specific relief. Because some states do not allow the exclusion or limitation of consequential or incidental damages, the above limitation may not apply to you.

THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED.

 This Limited Warranty is the only warranty

that Brother is giving for this Product. It is

the final expression and the exclusive and only statement of Brother's obligations to

you. It replaces all other agreements and understandings that you may have with Brother or its representatives.

 This warranty gives you certain rights and

you may also have other rights that may vary from state to state.

 This Limited Warranty (and Brother's

obligation to you) may not be changed in any way unless you and Brother sign the same piece of paper in which we (1) refer to this Product and your bill of sale date, (2) describe the change to this warranty and (3) agree to make that change.

Important:

We recommend that you keep all original packing materials, in the event that you ship this Product.

Page 9

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship. This Limited Warranty does not include cleaning, consumables (including, without limitation, print cartridges, print head, toner and drum) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or from the use of supplies or consumable items that are non-Brother products. Operation of the MFC/Facsimile machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Facsimile machine must be delivered or shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service Center, together with your Proof of Purchase in the form of a Sales Receipt.

For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your User's Guide for proper packaging.)

For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your print head resulting from packing without the ink cartridges will VOID your warranty. (Refer to your User's Guide for proper packaging.)

BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

No oral or written information, advice or representation provided by Brother, its Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother's entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly.

Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Facsimile machine shall be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, arising from the use of or inability to use the product, even if advised by the end user/purchaser of the possibility of such damages. Since some Provinces do not allow the above limitation of liability, such limitation may not apply to you.

This Limited Warranty gives you specific legal rights and you may also have other rights which vary from Providence to Providence.

Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER.

Internet support: support@brother.ca or browse Brother's Web Site: www.brother.com

Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville Dollard-Des-Ormeaux, QC H9B 3H6

vii

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Section I General

1 General Information

Using this guide .....................................................................................................2

Finding information ..........................................................................................2

Symbols used in this guide..............................................................................2

How to access the complete User’s Guide ............................................................3

To view Documentation

(For Windows

To view Documentation

(For Macintosh

How to access Brother Support

(For Windows

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

LCD display screen ........................................................................................8

Basic Operations .............................................................................................8

About fax machines ...............................................................................................9

Custom features ..............................................................................................9

Fax tones and handshake ...............................................................................9

ECM (Error Correction Mode)........................................................................10

) ........................................................................................... 3

) .........................................................................................4

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

2 Loading documents and paper

Loading documents ............................................................................................. 11

Using the ADF ...............................................................................................11

Using the scanner glass ................................................................................11

Scanning area ............................................................................................... 12

About paper .........................................................................................................13

Recommended paper ....................................................................................13

Handling and using special paper .................................................................13

Loading paper, envelopes and post cards.....................................................17

3 General setup

Turning the machine on and off........................................................................... 20

Turning the machine off .................................................................................20

Turning the machine on .................................................................................20

On/Off setting ......................................................................................................20

Mode Timer..........................................................................................................21

Setting the Mode Timer ................................................................................21

Paper settings......................................................................................................21

Setting the Paper Type ..................................................................................21

Setting the Paper Size ...................................................................................21

Volume Settings...................................................................................................22

Setting the Ring Volume................................................................................22

Setting the Beeper Volume............................................................................22

Setting the Speaker Volume..........................................................................22

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Automatic Daylight Savings Time........................................................................ 23

LCD display .........................................................................................................23

Setting the LCD Contrast...............................................................................23

Setting the backlight brightness.....................................................................24

Setting the Dim Timer for the backlight ........................................................24

Setting the Off Timer ..................................................................................... 24

Section II Fax

4 Sending a fax

Entering Fax mode ..............................................................................................26

Faxing from the ADF ....................................................................................26

Faxing from the scanner glass ...................................................................... 27

Faxing A4 size documents from the scanner glass ....................................... 27

Canceling a fax in progress ...........................................................................27

Color fax transmission ................................................................................... 27

Broadcasting

(Black & White only) .........................................................................................28

To stop a Broadcast in progress....................................................................28

Additional sending operations.............................................................................. 29

Sending faxes using multiple settings ........................................................... 29

Contrast .........................................................................................................29

Fax Resolution...............................................................................................29

Dual access

(Black & White only) ..................................................................................30

Real Time Transmission................................................................................ 30

Overseas Mode ............................................................................................. 31

Delayed Fax

(Black & White only) ..................................................................................31

Delayed Batch Transmission (Black & White only) ....................................... 31

Setting your changes as new default.............................................................31

Restoring all the settings to factory settings ..................................................32

Checking job status or canceling a scheduled job......................................... 32

Sending a fax manually .................................................................................32

Sending a fax at the end of a conversation ................................................... 32

Out of Memory message ............................................................................... 33

5 Receiving a Fax

Basic Receiving Operations.................................................................................34

Choosing the Receive Mode ......................................................................... 34

Setting the Ring Delay ...................................................................................35

Setting the F/T Ring Time (Fax/Tel mode only).............................................35

Easy Receive.................................................................................................36

Printing a reduced incoming fax (Auto Reduction) ........................................ 36

Receiving a fax at the end of a conversation ................................................37

Printing a fax from the memory ..................................................................... 37

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6 Phone Services and External devices

Voice operations .................................................................................................38

Tone or pulse.................................................................................................38

Operation from extension telephones............................................................38

Fax/Tel mode when the power key is on .......................................................38

Fax/Tel mode when the power key is off .......................................................38

Phone line services..............................................................................................39

Distinctive Ring..............................................................................................39

Registering the Distinctive Ring pattern ........................................................40

Caller ID...............................................................................................................41

Viewing Caller ID List .................................................................................... 42

Printing Caller ID List .....................................................................................42

Connecting an external device to your machine..................................................43

Connecting an external or extension telephone ............................................43

Connecting an external TAD (telephone answering device) ......................... 43

Special line considerations ............................................................................45

Multi-line connections (PBX) ......................................................................... 46

Custom features on your phone line..............................................................46

Using a cordless phone .................................................................................46

Changing the remote codes ..........................................................................47

7 Quick-Dial Numbers and Dialing Options

Dialing Options .................................................................................................... 48

Manual dialing ...............................................................................................48

Speed-Dialing ................................................................................................48

Search by Alphabetical Order........................................................................48

Search by Numerical Order ...........................................................................49

Fax Redial ..................................................................................................... 49

Outgoing Call.................................................................................................49

Caller ID history .............................................................................................50

Pause ............................................................................................................ 50

Storing numbers for easy dialing ......................................................................... 50

Storing Speed-Dial numbers .........................................................................50

Storing Speed-Dial numbers from Outgoing Calls.........................................51

Storing Speed-Dial numbers from the Caller ID history.................................51

Changing Speed-Dial names or numbers .....................................................52

Setting up Groups for Broadcasting .............................................................. 52

Access codes and credit card numbers.........................................................54

8 Advanced Fax Operation (Black & White only)

Fax Operations ....................................................................................................55

Fax Forwarding..............................................................................................55

Paging ........................................................................................................... 55

Fax Storage ...................................................................................................56

Fax Preview...................................................................................................57

PC Fax Receive.............................................................................................58

Turning off Advanced Fax Operation.............................................................59

Changing Advanced Fax Operation .............................................................. 59

Remote Retrieval .................................................................................................60

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Setting a Remote Access Code.....................................................................60

Using your Remote Access Code..................................................................60

Remote Fax commands ................................................................................61

Retrieving fax messages ............................................................................... 62

Changing your Fax Forwarding number ........................................................62

9 Printing Reports

Fax reports........................................................................................................... 63

Transmission Verification Report...................................................................63

Fax Journal (activity report) ........................................................................... 63

Reports ..........................................................................................................64

10 Polling

Polling receive ..................................................................................................... 65

Sequential polling ..........................................................................................65

Polled transmit (Black & White only).................................................................... 66

Set up for polled transmit...............................................................................66

Section III Copy

11 Making copies

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

Entering Copy mode......................................................................................68

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

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

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

Changing copy settings .......................................................................................69

Print quality....................................................................................................69

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

Setting Paper Type........................................................................................70

Setting Paper Size.........................................................................................70

Adjusting Brightness......................................................................................70

Adjusting Contrast ......................................................................................... 71

Adjusting Color Saturation.............................................................................71

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

Making N in 1 copies or a poster (page layout) ............................................ 72

Setting your changes as new default.............................................................73

Restoring all the settings to factory settings ..................................................73

‘Out of Memory’ message.................................................................................... 73

Legal limitations ................................................................................................... 74

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Section IV PhotoCapture Center™

12 Walk-Up PhotoCapture Center™

Introduction ..........................................................................................................76

PhotoCapture Center™ needs ......................................................................76

Getting started .....................................................................................................77

Entering PhotoCapture mode ........................................................................78

Print Images.........................................................................................................78

View Photo(s) ................................................................................................ 78

Print Index (Thumbnails) ...............................................................................79

Print All Photos ..............................................................................................79

Print Photos ...................................................................................................79

DPOF printing................................................................................................80

Changing print settings ........................................................................................81

Print Quality ...................................................................................................82

Setting Paper Type and Size .........................................................................82

Adjusting Brightness ......................................................................................82

Adjusting Contrast ......................................................................................... 82

Color Enhancement (True2Life

Cropping ........................................................................................................83

Borderless ..................................................................................................... 83

Setting your changes as new default............................................................. 84

Restoring all the settings to factory settings ..................................................84

Scan to Card .......................................................................................................84

Entering Scan mode ......................................................................................84

How to scan to card.......................................................................................85

Understanding the Error Messages .....................................................................86

Using PhotoCapture Center™ from your computer.............................................86

) ..................................................................82

Section V Software

13 Software and Network features

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Section VI Appendixes

A Safety and Legal

Safety precautions ............................................................................................... 90

To use the machine safely.............................................................................90

Choosing a location .............................................................................................93

Important information........................................................................................... 94

Important safety instructions..........................................................................94

Standard telephone and FCC Notices (These notices are in effect

on models sold and used in the United States only.) ................................95

Federal Communications Commission (FCC) Declaration of Conformity

(USA only) .................................................................................................97

Industry Canada Compliance Statement (Canada only) ...............................97

LAN connection ............................................................................................. 97

International ENERGY STAR

Trademarks ...................................................................................................98

B Troubleshooting and Routine Maintenance

Troubleshooting ..................................................................................................99

Error messages ............................................................................................. 99

Transferring your faxes or Fax Journal report .............................................102

Document jam ............................................................................................ 103

Printer jam or paper jam ..............................................................................104

If you are having difficulty with your machine ..............................................106

Dial Tone .................................................................................................... 111

Phone line interference................................................................................111

Improving print quality........................................................................................112

Cleaning the print head ............................................................................... 112

Checking the print quality ............................................................................112

Checking the printing alignment .................................................................. 113

Checking the ink volume....................................................................................114

Packing and shipping the machine .................................................................... 114

Routine maintenance......................................................................................... 116

Cleaning the outside of the machine ........................................................... 116

Cleaning the scanner...................................................................................116

Cleaning the printer platen ..........................................................................117

Cleaning the Paper Pick-up Roller .............................................................. 117

Replacing an ink cartridge ...........................................................................117

Compliance Statement ................................ 98

C Menu and Features

On-screen programming.................................................................................... 120

Memory storage...........................................................................................120

Menu keys .........................................................................................................120

Menu table...................................................................................................121

Entering Text ............................................................................................... 133

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D Specifications

Product description ............................................................................................134

General........................................................................................................134

Print media ..................................................................................................136

Copy ............................................................................................................ 137

PhotoCapture Center™ ...............................................................................138

Fax...............................................................................................................139

Scanner .......................................................................................................140

Printer ..........................................................................................................141

Interfaces.....................................................................................................141

Computer requirements ...............................................................................142

Consumable items .......................................................................................143

Network (LAN) ...................................................................................................144

E Glossary

F Index

xiv

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Section I

General I

General Information 2 Loading documents and paper 11 General setup 20

Page 18

General Information 1

Using this guide 1

Thank you for buying a Brother machine! Your machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your machine by reading through this guide.

Finding information 1

All the chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index at the back of this guide.

Symbols used in this guide 1

Throughout this guide you will see special symbols alerting you to important warnings, notes and actions. To make things clearer and to help you press the correct keys, we used special fonts and included some of the messages that will appear in the LCD.

Cautions specify procedures you must follow or avoid to prevent possible damage to the machine or other objects.

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

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

Bold Bold typeface identifies specific

keys on the machine control panel.

Italics Italicized typeface emphasizes

an important point or refers you to a related topic.

Courier New

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

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

Electrical Hazard icons alert you to possible electrical shock.

Hot Surface icons warn you not to touch machine parts that are hot.

Page 19

General Information

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

To view Documentation (For Windows®) 1

From the Start menu, select Brother, MFL Pro Suite MFC-820CW from the Programs Group, and then select User’s Guide.

How to view Documentation from the CD-ROM main menu

a Turn on your PC. Insert the Brother

CD-ROM labeledWindows CD-ROM drive.

b If the model name screen appears, click

your model name.

c If the language screen appears, click

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

into your

Note

If this window does not appear, use

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

Explorer to run the setup.exe

d Click Documentation. e Click the documentation you want to

read.

 Quick Setup Guide: Setup and

Software Installation Instructions

 User’s Guide (3 manuals): User’s

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

 PaperPort

Document Management Software

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 in Chapter 2 (For Windows

98/98SE/Me/2000 Professional and Windows

 ControlCenter2 in Chapter 3 (For

Windows Professional and Windows

User’s Guide:

XP)

98/98SE/Me/2000

XP)

 Network Scanning in Chapter 4

PaperPort

 Instructions for scanning directly from

ScanSoft

User’s Guide

PaperPort

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. For more information, or if your access point supports SecureEasySetup™, please see the Network User’s Guide.

Page 20

Chapter 1

To view Documentation (For Macintosh®) 1

a Turn on your Macintosh

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

. Insert the

b Double-click the Documentation icon. c The select Language screen appears,

double-click your language.

d Click the documentation you want to

read.

 Quick Setup Guide: Setup and

Software Installation Instructions

 User’s Guide (3 manuals): User’s

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

Presto!

PageManager® User’s Guide

 Instructions for scanning directly from

Presto!

PageManager

How to find Network setup instructions

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 in Chapter 9 (For Mac OS

9.2/Mac OS

X 10.2.4 or greater)

 ControlCenter2 in Chapter 10 (For Mac

X 10.2.4 or greater)

 Network Scanning in Chapter 11 (For

Mac OS

X 10.2.4 or greater)

9.1-

Page 21

How to access Brother

General Information

Support (For Windows®) 1

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

 Click Brother Support on the main menu.

The following screen will appear:

 To access our web site

(www.brother.com Page.

 To view all Brother Numbers, including

Customer Service numbers for the USA and Canada, click Support Information.

 To access the USA Brother online

shopping mall (www.brothermall.com additional product and services information, click Brother Mall.com.

 For the latest news and product support

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

 To return to the main page, click Back or

If you have finished, click Exit.

), click Brother Home

) for

Page 22

Chapter 1

Control panel overview 1

10.10.2006 Fax

20:45

Memory

132

1 Dial Pad

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

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

2 Fax keys

 Fax Preview

Lets you preview incoming faxes on the LCD.

 Redial/Pause

Redials any of the last 30 numbers you called. It also puts a pause in QuickDial numbers.

 Hook

Press before dialing if you want to make sure a fax machine will answer, and then press Black Start or Color Start.

Also, press this key after picking up the handset of an external telephone during the F/T double/pseudo-ring.

3Ink

Lets you clean the print head, check the

print quality, and check the available ink volume.

4 Mode keys:

 PhotoCapture

Lets you access PhotoCapture Center™ mode.

 Copy

Lets you access Copy mode.

 Fax

Lets you access Fax mode.

 Scan

Lets you access Scan mode.

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978

10.10.2006 Fax

20:45

Memory

45 6

General Information

5 Menu keys:

 Volume keys

d c

In Fax mode, you can press these keys to adjust the ring volume.

 a Search/Speed Dial

Lets you look up numbers that are stored in the dialing memory. It also lets you dial stored numbers by pressing a two-digit number.

 d or c

Press to scroll backward or forward to a menu selection.

 a or b

Press to scroll through the menus and options.

 Menu

Lets you access the Menu to program your settings in the machine.

 OK

Lets you store your settings in the machine.

 Clear

Press to cancel the current setting.

6 Start keys:

 Color Start

Lets you start sending faxes or making copies in full color. Also lets you start a scanning operation (in color or black & white, depending on the scanning setting in the ControlCenter2 software).

 Black Start

Lets you start sending faxes or making copies in black & white. Also lets you start a scanning operation (in color or black, depending on the scanning setting in the ControlCenter2 software).

7 Stop/Exit

Stops an operation or exits from a menu.

8On/Off

You can turn the machine on or off.

9 LCD (liquid crystal display)

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

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

Page 24

Chapter 1

LCD display screen 1

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

10.10.2006 Fax

20:48

1 Current Receive Mode

Lets you see the current receive mode.

 Fax (Fax only)  F/T (Fax/Tel)  TAD (External TAD)  Mnl (Manual)

2 Fax in the machine’s memory

Shows how many received faxes are in the memory.

3 Memory Status

Lets you see the available memory in the machine.

4 Wireless Status

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

Memory

b Press a or b to choose

General Setup.

General Setup

Fax LAN Print Reports Initial Setup

OKSelect & Press

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

General Setup

Mode Timer 2 Mins

Paper Type Paper Size

Volume

Select & Press

Plain A4

e Press OK. f Press a or b to choose 30 Secs.

General Setup

30 Secs

1 Min 2 Mins 5 Mins

OKSelect & Press

0Max

5 Ink indicator

Lets you see the available ink volume.

Basic Operations 1

For example to set Mode Timer to 30 Secs.

a Press Menu.

g Press OK.

You can see the current setting on the LCD:

General Setup

OKSelect & Press

Secs

Plain A4

Mode Timer

Paper Type Paper Size

Volume

h Press Stop/Exit.

Page 25

General Information

About fax machines 1

Custom features 1

Do you have Voice Mail on the phone line?

If you have Voice Mail on the phone line where you will install your new machine,

there is a strong possibility that Voice Mail and the machine may conflict with each other while receiving incoming calls.

Why should there be problems? 1

Since both the machine and Voice Mail will pick up the call after the number of rings you have set, each of them has the ability to keep the other from receiving calls.

For example, if Voice Mail is set to answer after two rings and your machine is set to answer after four, Voice Mail will stop your machine from receiving faxes.

If you set Voice Mail and the Brother machine to answer after the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the machine can pass the call back to the other after the call has been answered.

How can you avoid possible problems?

A very good way to avoid problems like the one mentioned, is to get a second phone number on your present phone line.

Many people with Voice Mail choose another service, which is called ‘Distinctive Ring’, and they are very satisfied with it. (See Distinctive Ring on page 39.)

Another way to avoid possible problems is to replace your Voice Mail with an answering machine. Your Brother machine is designed to work with an answering machine or TAD (telephone answering device).

(See Connecting an external TAD (telephone answering device) on page 43.)

Fax tones and handshake 1

When someone is sending a fax, the machine sends fax calling tones (CNG tones). These

are quiet, intermittent beeps every 4 seconds. You will hear them after you dial and press Black Start or Color Start and they will continue for about 60 seconds after dialing. During that time, the sending machine must begin the ‘handshake’ or connection with the receiving machine.

Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You will soon learn to listen for these quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message.

The receiving fax responds with fax receiving tones, which are loud, chirping sounds. A receiving fax chirps for about 40 seconds over the phone line, and the LCD shows Receiving.

If your machine is set to the Fax Only mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, your machine will continue to send the ‘chirps’ for about 40 seconds, and the LCD continues to show Receiving. To cancel receiving, press Stop/Exit.

The fax ‘handshake’ is the time in which the

sending machine's CNG tones and the receiving machine's ‘chirps’ overlap. This must be for at least 2 to 4 seconds, so both machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialed. So it is important for the receiving machine to answer the call in as few rings as possible.

Page 26

Chapter 1

Note

When you have an external Telephone Answering Device (TAD) on your fax line, your TAD will decide the number of rings before the call is answered.

ECM (Error Correction Mode) 1

The Error Correction Mode (ECM) is a way for the machine to check a fax transmission while it is in progress. If the machine detects errors during fax transmission, it resends the pages of the fax that had an error. ECM transmissions are only possible between fax machines that both have this feature. If they do, you may send and receive fax messages that are continuously being checked by the machine.

Page 27

Loading documents and paper 2

Loading documents 2

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

Using the ADF 2

The ADF can hold up to 10 pages and feeds each sheet individually. Use standard 20 lb

(80 g/m before putting them in the ADF.

Recommended environment 2

Temperature: 68 to 86° F (20 to 30° C) Humidity: 50% to 70% Paper:

Document Sizes Supported 2

Length: 5.8 to14 in. (147 to 356 mm) Width: 5.8 to 8.5 in. (147 to 216 mm) Weight:

) paper and always fan the pages

20 lb LTR (80 g/m

17 to 24 lb (64 to 90 g/m

A4)

)

 Make sure documents written with ink are

completely dry.

a Fan the pages well. Make sure you put

the documents face down, top edge first in the ADF until you feel them touch

the feed roller.

b Adjust the paper guides to fit the width of

your documents.

c Unfold the ADF Document Output

Support Flap (1).

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

CAUTION

How to load documents 2

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.

CAUTION

Using the scanner glass 2

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

Document Sizes Supported 2

Length: Up to 11 in. (297 mm) Width: Up to 8.5 in. (216 mm) Weight: Up to 4.4 lb (2 kg)

Page 28

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, center the document face down on the scanner glass.

c Close the document cover.

Scanning area 2

The scanning area depends on the settings in the application you are using. The figures below show the areas you cannot scan on paper.

Usage Document

Size

Top (1) Bottom (2)

Fax Letter 0.12 in.

(3 mm)

A4 0.12 in.

(3 mm)

Copy Letter 0.12 in.

(3 mm)

A4 0.12 in.

(3 mm)

Scan Letter 0.12 in.

(3 mm)

A4 0.12 in.

(3 mm)

Left (3) Right (4)

0.16 in. (4 mm)

0.04 in. (1 mm)

0.12 in. (3 mm)

0in. (0 mm)

CAUTION

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

Page 29

Loading documents and paper

About paper 2

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 the recommended paper.

 When you print on inkjet paper (coated

paper), transparencies and glossy paper, be sure to choose the proper media in the ‘Basic’ tab of the printer driver or in the Paper Type setting of the menu (See Setting the Paper Type on page 21).

 When you print on Brother glossy paper,

load the instruction sheet included with the glossy paper in the paper tray first, and then put the glossy paper on the instruction sheet.

 When you use transparencies or glossy

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

Handling and using special paper 2

 Store paper in its original packaging, and

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

 The coated side of glossy paper is shiny.

Avoid touching the shiny (coated) side. Load glossy 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.

DO NOT use the following kinds of paper:

Improper Setup

• Damaged, curled, wrinkled, or irregularly shaped paper



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

Recommended paper 2

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

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

Brother paper

Paper Type Item

Letter Plain BP60PL Letter Glossy BP60GLL Letter Inkjet (Photo Matte) BP60ML

1 0.08 in. (2 mm) or longer

• Extremely shiny or highly textured paper

• Paper already printed on by a printer

• Paper that cannot be arranged uniformly when stacked

• Paper made with a short grain

Page 30

Chapter 2

Paper type and size for each operation 2

Paper Type Paper Size Usage

Fax Copy Photo

Capture

Cut Paper Letter 8 1/2 × 11 in. (216 × 279 mm) Yes Yes Yes Yes

A4 8.3 × 11.7 in. (210 × 297 mm) Yes Yes Yes Yes Legal 8 1/2 × 14 in. (216 × 356 mm) Yes Yes – Yes Executive 7 1/4 × 10 1/2 in. (184 × 267 mm) – – – Yes JIS B5 7.2 × 10.1 in. (182 × 257 mm) – – – Yes A5 5.8 × 8.3 in. (148 × 210 mm) – Yes – Yes A6 4.1 × 5.8 in. (105 × 148 mm) – – – Yes

Cards Photo 4 × 6 in. (102 × 152 mm) – Yes Yes Yes

Photo L 3 1/2 × 5 in. (89 × 127 mm) – – – Yes Photo 2L 5 × 7 in. (127 × 178 mm) – – Yes Yes Index Card 5 × 8 in. (127 × 203 mm) – – – Yes Post Card 1 Post Card 2

(Double)

Envelopes C5

Envelope DL

Envelope COM-10 4 1/8 × 9 1/2 in. (105 × 241 mm) – – – Yes Monarch 3 7/8 × 7 1/2 in. (98 × 191 mm) – – – Yes JE4

Envelope

Transparencies

Letter 8 1/2 × 11 in. (216 × 279 mm) – Yes – Yes A4 8.3 × 11.7 in. (210 × 297 mm) – Yes – Yes

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

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

6.4 × 9 in. (162 × 229 mm) – – – Yes

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

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

Printer

Page 31

Loading documents and paper

Paper weight, thickness and capacity 2

Paper Type Weight Thickness No. of sheets

Cut Paper

Plain Paper

Inkjet Paper

Glossy Paper

17 to 32 lb (64 to 120 g/m2)

17 to 53 lb (64 to 200

g/m

)

Up to 58 lb (Up to 220

0.003 to 0.006 in. (0.08 to 0.15 mm)

0.003 to 0.01 in. (0.08 to 0.25 mm) 20

Up to 0.01 in. (Up to 0.25 mm) 20

g/m2)

Cards Photo Card

Up to 64 lb (Up to 240

Up to 0.01 in. (Up to 0.28 mm) 20

g/m2)

Index Card

Up to 32 lb (Up to 120

Up to 0.006 in. (Up to 0.15 mm) 30

g/m2)

Post Card

Up to 53 lb (Up to 200

Up to 0.01 in. (Up to 0.23 mm) 30

g/m2)

Envelopes

20 to 25 lb (75 to 95 g/m

Up to 0.02 in. (Up to 0.52 mm) 10

)

Transparencies – – 10

100

Up to 50 sheets for Legal size paper 20 lb (80 g/m2). Up to 100 sheets of 20 lb (80 g/m

) paper.

Paper capacity of the output paper tray

Up to 25 sheets of 20 lb Letter or 80 g/m2 A4 paper.

 Transparencies or glossy paper must be

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

 Legal paper cannot be stacked on the

output paper tray.

Page 32

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. If you set the Borderless feature to on, no unprintable areas will be shown.

Cut Sheet Paper Envelopes

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

Cut Sheet 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) Envelopes 0.47 in. (12 mm) 0.94 in. (24 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)

Page 33

Loading documents and paper

Loading paper, envelopes and post cards 2

Loading paper or other media 2

a Pull the paper tray completely out of the

machine and remove the output paper tray (1).

c Pull out the paper support (1) and unfold

the paper support flap (2).

Note

Use the paper support flap for Letter, Legal and A4 paper.

d Fan the stack of paper well to avoid

paper jams and mis-feeds.

b Press and slide the paper side guide (1)

to fit the paper width.

Page 34

Chapter 2

e Gently put the paper into the paper tray

print side down and top edge first. Check that the paper is flat in the tray and below the maximum paper mark (1). Make sure the paper side guides touch the sides of the paper.

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.

f Put the output paper tray back on and

push the paper tray firmly back into the machine.

Loading envelopes 2

 Use envelopes that weigh from 20 to 25 lb

(75to95g/m

 Some envelopes need margin settings to

be set in the application. Make sure you do a test print first.

CAUTION

To prevent possible damage to the feeding mechanism, do not use the types of envelopes shown below.

DO NOT USE ENVELOPES:

 that are of a baggy construction  that are embossed (have raised writing on

them)

 that have clasps on them  that are not sharply creased  that are preprinted on the inside

Glue

Rounded flap

Double flap

Triangular flap

Page 35

Loading documents and paper

How to load envelopes 2

a Before loading, press the corners and

sides of the envelopes to make them as flat as possible.

Note

If the envelopes are ‘double-feeding,’ put one envelope in the paper tray at a time.

c Adjust the size and margin in your

application.

How to load post cards 2

a Raise the paper stop (1) and put the

post cards (2) into the paper tray. Slide the paper side guide (3) to fit the width of the post cards.

b Put the envelopes into the paper tray

with the address side down and the leading edge (top of the envelopes) in first. Slide the paper side guide to fit the width of the envelopes.

If you have problems when printing on envelopes, try the following suggestions:

a Open the envelope flap. b Make sure the open flap is either to the

side of the envelope or to the back edge of the envelope when printing.

Page 36

General setup 3

Turning the machine on and off

When the machine is idle, you can turn it 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 light goes off.

Turning the machine on 3

a Press and hold down the On/Off key

until the LCD shows Please Wait. The LCD shows the date and time.

On/Off setting 3

You can customize the machine's On/Off key. The factory setting is Fax Receive:Off. Your machine will not work when it is switched off, but it will clean the print head periodically. The external TAD or telephone will always work. If you turn this setting to Fax Receive:On, you can receive faxes or calls even when the machine is switched off. (See Turning the machine on and off on this page.)

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose

On/Off Setting.

Press OK.

d Press a or b to choose

Fax Receive:On (or Fax Receive:Off).

Press OK.

e Press Stop/Exit.

On/Off setting

Fax Receive: Off

(factory setting)

Fax Receive:OnFax Only

Set before you switch off the machine.

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

Receive mode

— No machine

External TAD

Manual

Fax/Tel

Available operations

operations will be available.

Fax Receive, Easy Receive, Delayed

Fax Forward 1,

Fax

Paging Storage Preview 1, PC Fax Receive Retrieval

 You cannot

receive a fax with

Black Start or Color Start.

Easy Receive, Delayed Fax 1

 You cannot

receive a fax with

Black Start or Color Start.

, Fax

, Remote

Page 37

General setup

Mode Timer 3

Setting the Mode Timer 3

The machine has four temporary mode keys on the control panel: PhotoCapture, Copy, Fax and Scan. You can change the amount of time the machine takes after the last Copy, Scan 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 choose

General Setup. Press OK.

c Press a or b to choose Mode Timer.

Press OK.

d Press a or b to choose 0 Sec,

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

Press OK.

e Press Stop/Exit.

Paper settings 3

Setting the 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 choose

General Setup. Press OK.

c Press a or b to choose Paper Type.

Press OK.

d Press a or b to choose Plain,

Inkjet, Glossy or Transparency.

Press OK.

e Press Stop/Exit.

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.

Setting the Paper Size 3

You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 4 × 6in. (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 choose

General Setup. Press OK.

c Press a or b to choose Paper Size.

Press OK.

Page 38

Chapter 3

d Press a or b to choose Letter,

Legal, A4, A5 or 4"x6".

Press OK.

e Press Stop/Exit.

Volume Settings 3

Setting the Ring Volume 3

You can turn the ring to Off or you can choose the ring volume level. This setting will stay until you change it again.

a Press d or c .

Setting the Ring Volume from the menu

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose Volume.

Press OK.

d Press a or b to choose Ring.

Press OK.

Setting the Beeper Volume 3

You can change the beeper volume. The factory setting is Low. 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.

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose Volume.

Press OK.

d Press a or b to choose Beeper.

Press OK.

e Press a or b to choose Low, Med,

High or Off

Press OK.

f Press Stop/Exit.

Setting the Speaker Volume

You can adjust the machine's one-way speaker volume.

a Press Menu.

e Press a or b to choose Low, Med,

High or Off.

Press OK.

f Press Stop/Exit.

b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose Volume.

Press OK.

d Press a or b to choose Speaker.

Press OK.

e Press a or b to choose Low, Med,

High or Off.

Press OK.

f Press Stop/Exit.

Page 39

General setup

You can also adjust the speaker volume by pressing Hook.

a Press Hook.

b Press d or c .

This setting will stay until you change it again.

c Press Hook.

Automatic Daylight Savings Time

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

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose

Auto Daylight. Press OK.

LCD display 3

Setting the LCD Contrast 3

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

a Press Menu. b Press a or b to choose

General Setup.

Press OK.

c Press a or b to choose

LCD Settings. Press OK.

d Press a or b to choose

LCD Contrast. Press OK.

e Press a or b to choose Light, Med or

Dark.

Press OK.

f Press Stop/Exit.

d Press a or b to choose On (or Off).

Press OK.

e Press Stop/Exit.

Page 40

Chapter 3

Setting the backlight brightness 3

You can adjust the brightness of the LCD backlight. If you are having difficulty reading the LCD, try changing the brightness setting.

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose

LCD Settings. Press OK.

d Press a or b to choose Backlight.

Press OK.

e Press a or b to choose Light, Med or

Dark.

Press OK.

f Press Stop/Exit.

Setting the Off Timer 3

You can set how long the LCD stays on after the last key press. This is a power saving feature. The machine can print, scan and receive faxes and voice calls when the LCD is off.

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose

LCD Settings. Press OK.

d Press a or b to choose Off Timer.

Press OK.

e Press a or b to choose 1 Min,

2 Mins, 3 Mins, 5 Mins, 10 Mins, 30 Mins or Off.

Press OK.

Setting the Dim Timer for the backlight 3

You can set how long the LCD backlight stays on after the last key press.

a Press Menu. b Press a or b to choose

General Setup. Press OK.

c Press a or b to choose

LCD Settings. Press OK.

d Press a or b to choose Dim Timer.

Press OK.

e Press a or b to choose 10 Secs,

20 Secs, 30 Secs or Off.

Press OK.

f Press Stop/Exit.

Note

When the display is off you can press any key to turn it back on.

Page 41

Section II

Fax II

Sending a fax 26 Receiving a Fax 34 Phone Services and External devices 38 Quick-Dial Numbers and Dialing Options 48 Advanced Fax Operation (Black & White only) 55 Printing Reports 63 Polling 65

Page 42

Sending a fax 4

Entering Fax mode 4

When the machine is idle the date and time appear on the LCD. When you want to send a fax, or change fax send or receive settings,

press the (Fax) key to illuminate it in green.

The LCD shows:

FAX

09012345689

Fax Resolution Standard

Contrast Auto Speed-Dial Outgoing Call

Fax Start

Press a or b to scroll through the Fax key options. Some functions are only available when sending black & white faxes.

Press

 Overseas Mode (See page 31.)  Scan Size (See page 27.)  Set New Default (See page 31.)  Factory Reset (See page 32.)

When the option you want is highlighted, press OK.

Faxing from the ADF 4

a Press (Fax).

b Put the document face down in the ADF. c Enter the fax number using the dial pad,

Speed-Dial or Search.

d Press Black Start or Color Start.

The machine starts scanning the document.

Note

• To cancel, press Stop/Exit.

• If the memory is full, the fax will be sent in real time.

 Fax Resolution (See page 29.)  Contrast (See page 29.)  Speed-Dial (See page 48.)  Outgoing Call (See page 49.)  Caller ID hist. (See page 50.)  Broadcasting (See page 28.)  Delayed Fax (See page 31.)  Batch TX (See page 31.)  Real Time TX (See page 30.)  Polled TX (See page 66.)  Polling RX (See page 65.)

Page 43

Sending a fax

Faxing from the scanner glass4

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 multiple pages for color faxes.

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 Load your document face down on the

scanner glass.

c Enter the fax number using the dial pad,

Speed-Dial or Search.

d Press Black Start or Color Start.

 If you press Black Start, the

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

 If you press Color Start, the

machine starts sending the document.

e Do one of the following:

 To send a single page, press 2 to

choose No (or press Black Start again). The machine starts sending the document.

 To send more than one page, press

1 to choose Yes and go to step f.

Faxing A4 size documents from the scanner glass 4

When documents are A4 size, you need to set Scan Size to A4. If you do not, the bottom portion of the faxes will be missing.

a Press (Fax).

b Press a or b to choose Scan Size.

Press OK.

c Press a or b to choose A4 (or

Letter).

Press OK.

Note

You can save the setting you use most often by setting it as default. (See page 31.)

Canceling a fax in progress 4

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

Stop/Exit.

Color fax transmission 4

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

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

f Put the next page on the scanner glass.

Press OK. The machine starts scanning the page. (Repeat steps e and f for each additional page.)

Note

If the memory is full and you are faxing a single page, it will be sent in real time.

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Chapter 4

Broadcasting (Black & White 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 dialed 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 a or b to choose

Broadcasting. Press OK.

d Press a or b to choose Add Number.

Press OK.

e Enter a number using Speed-Dial, a

Group, or the dial pad. Press OK.

• Enter the long dialing sequence numbers as you would normally, but remember that

each and Speed-Dial number counts as one number, so the number of locations you can store becomes limited. (See Access codes and credit card numbers on page 54.)

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

To stop a Broadcast in progress 4

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Remaining Jobs. Press OK. The LCD will show the fax number being dialed and the Broadcast job number.

f After you have entered all the fax

numbers by repeating steps d and e, press a or b to choose Complete. Press OK.

g Press Black Start.

Note

• If you did not use up any of the numbers for Groups, access codes or credit card numbers, you can ‘broadcast’ faxes to as many as 210 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.

d Press OK.

The LCD will ask you the following message:

Clear? YesiPress 1 NoiPress 2

e Press 1 to clear the number being

dialed. The LCD will then show the Broadcast job number.

f Press OK.

The LCD will ask you the following message:

Clear? YesiPress 1 NoiPress 2

g Press 1 to cancel the Broadcast. h Press Stop/Exit.

Page 45

Sending a fax

Additional sending operations

Sending faxes using multiple settings 4

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

a Press (Fax).

The LCD shows:

FAX

09012345689

Fax Resolution Standard

Contrast Auto Speed-Dial Outgoing Call

Fax Start

Press

Contrast 4

If your document is very light or very dark, you may want to change the contrast.

Use Light to send a light document. Use Dark to send a dark document.

a Press (Fax).

b Press a or b to choose Contrast.

Press OK.

c Press a or b to choose Auto, Light

or Dark. Press OK.

Note

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

• When you send a color fax.

• When you choose Photo as the Fax Resolution.

b Press a or b to choose any settings

you want to change. Press OK.

c After each setting is accepted, you can

continue 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 new default on page 31.)

Fax Resolution 4

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

a Press (Fax).

b Press a or b to choose

Fax Resolution. Press OK.

c Press a or b to choose the resolution

you want. Press OK.

Page 46

Chapter 4

Note

You can choose four different resolution settings for black & white faxes and two for color.

Black & White

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 gray or is a photograph. This has the slowest transmission.

Color

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 Color Start key to send a fax, the machine will send the fax using the Fine setting.

Dual access (Black & White only) 4

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.

To send a color fax, the machine will send the document in real time (even if Real Time TX is Off).

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

Note

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

Real Time Transmission 4

When you are sending a fax, the machine will scan the document into the memory before sending them. Then, as soon as the phone line is free, the machine will start dialing and sending.

If the memory is full, the machine will send the document in real time (even if Real Time TX is set to Off).

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

To send a document at once without waiting for memory transmission, set Real Time TX to On.

a Press (Fax).

b Press a or b to choose

Real Time TX. Press OK.

c Press a or b to choose On.

Press OK.

Note

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

• If you are sending a color fax, the machine will send it in real time (even if Real Time TX is set to Off).

Page 47

Sending a fax

Overseas Mode 4

If you are having difficulty sending a fax overseas due to possible interference on the phone 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 a or b to choose

Overseas Mode. Press OK.

d Press a or b to choose On (or Off).

Press OK.

Delayed Fax (Black & White only) 4

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 e.

a Press (Fax).

b Load your document. c Press a or b to choose Delayed Fax.

Press OK.

d Press a or b to choose On.

Press OK.

e Enter the time you want the fax to be

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

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 (Black & White only) 4

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 a or b to choose Batch TX.

Press OK.

c Press a or b to choose On.

Press OK.

d Press Stop/Exit.

Setting your changes as new default 4

You can save the fax settings for

Fax Resolution, Contrast, Real Time TX and Scan Size you use

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

a Press (Fax).

b Press a or b to choose your new

setting. Press OK. Repeat this step for each setting you want to change.

c After changing the last setting, press a

or b to choose Set New Default. Press OK.

d Press 1 to choose Yes. e Press Stop/Exit.

Page 48

Chapter 4

Restoring all the settings to factory settings 4

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

a Press (Fax).

b Press a or b to choose

Factory Reset. Press OK.

c Press 1 to choose Yes. d Press Stop/Exit.

Checking job status or canceling a scheduled job 4

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.)

Sending a fax manually 4

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

a Press (Fax).

b Load your document. c Pick up the handset of an external

phone or press Hook and listen for a dial tone.

d Dial the fax number you want to call.

If you pressed Hook, dial using the machine's dial pad. If you picked up the external handset, dial on the external phone.

e When you hear the fax tone, press

Black Start or Color Start.

f If you picked up the handset of an

external phone replace it.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Remaining Jobs. Press OK. Any waiting jobs appear on the LCD.

d Press a or b to scroll through the jobs

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

e Do one of the following:

 To cancel, press 1 to choose Yes.

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

 To exit without canceling, press 2 to

choose No.

f Press Stop/Exit.

Sending a fax at the end of a conversation 4

At the end of a conversation you can send a fax to the other party before you both hang up.

a Ask the other party to wait for fax tones

(beeps) and then to press the Start or Send key before hanging up.

b Press (Fax).

c Load your document. d Press Black Start or Color Start. e Replace the handset of an external

phone.

Page 49

Out of Memory message 4

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 Black Start to send the pages scanned so far, or to press

Stop/Exit to cancel the operation.

Note

If you get an Out of Memory message while faxing and you do not want to delete your stored faxes to clear the memory, you can send the fax in real time. (See Real Time Transmission on page 30.)

Sending a fax

Page 50

Receiving a Fax 5

Basic Receiving Operations 5

Choosing the Receive Mode 5

There are four different receive modes for your machine. You can choose the mode that best suits your needs.

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel

(fax and telephone) (with an external or

extension telephone only)

External TAD

(with an external answering device only)

Manual

(manual receive) (with an external or

extension telephone only)

The machine automatically answers every call as a fax.

The machine controls the line and automatically answers every call. If the call is a fax it will receive the fax. If the call is not a fax it will ring (pseudo/double ring) for you to pick up the call.

The external answering device (TAD) automatically answers every call.

Voice messages are stored on the external TAD. If it is a fax call, the machine receives the fax.

You control the phone line and must answer every call yourself.

For dedicated fax lines.

Use this mode if you expect to receive lots of fax messages and few telephone calls. You cannot use an answering machine on the same line, even if it is on a separate wall jack on the same line. You cannot use the telephone company's Voice Mail in this mode.

Use this mode if you want to use an answering machine connected to your machine.

The External TAD setting works only with an external answering machine. Ring Delay does not work in this setting.

Use this mode if you do not receive many fax messages, use Distinctive Ring, or if you are using a computer on the same line.

If you answer and hear fax tones, wait until the machine takes over the call, then hang up. (See Easy Receive on page 36.)

Choosing or changing your Receive Mode

a Press Menu. b Press a or b to choose

Initial Setup. Press OK.

c Press a or b to choose

Receive Mode. Press OK.

d Press a or b to choose Fax Only,

Fax/Tel, External TAD or Manual.

Press OK.

e Press Stop/Exit.

Page 51

Receiving a Fax

Setting the Ring Delay 5

The Ring Delay sets the number of times the machine rings before it answers in Fax Only or Fax/Tel mode. If you have external or extension phones on the same line as the machine or subscribe to the telephone company’s Distinctive Ring service, keep the ring delay setting of 4.

(See Operation from extension telephones on page 38 and Easy Receive on page 36.)

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Setup Receive. Press OK.

d Press a or b to choose Ring Delay.

Press OK.

e Press a or b to choose how many

times the line rings before the machine answers (0-4). Press OK. If you choose 0, the line will not ring at all.

f Press Stop/Exit.

Setting the F/T Ring Time (Fax/Tel mode only) 5

If you set the Receive Mode to Fax/Tel, you need to decide how long the machine will signal you with its special pseudo/double-ring when you have a voice call. (If it's a fax call, the machine receives the fax.)

This pseudo/double-ring happens after the initial ringing from the phone company. Only the machine rings and no other phones on the same line will ring with the special pseudo/double-ring. However, you can still answer the call on any telephone.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Setup Receive. Press OK.

d Press a or b to choose

F/T Ring Time. Press OK.

e Press a or b to choose how long the

machine will ring to alert you that you have a voice call (20, 30, 40 or 70 seconds). Press OK.

f Press Stop/Exit.

Note

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

Page 52

Chapter 5

Easy Receive 5

If Easy Receive is On: 5

The machine receives fax calls automatically, even if you lift the handset of an extension or external phone. When you see Receiving on the LCD or when you hear ‘chirps’ through the handset of an extension phone connected to another telephone wall jack, just replace the handset and your machine will do the rest.

If Easy Receive is Off: 5

You have to lift the handset of an external phone, and then press Black Start or Color Start on the machine.

If you are not at your machine, press l 5 1 on the extension phone. (See Operation from extension telephones on page 38.)

Note

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

Printing a reduced incoming fax (Auto Reduction) 5

The setting will automatically reduce an incoming fax to fit on one page of Letter, Legal or A4 size paper. The machine works out the reduction ratio by using the page size of the document and your paper size setting (See Setting the Paper Size on page 21).

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Setup Receive. Press OK.

d Press a or b to choose

Auto Reduction. Press OK.

e Press a or b to choose On (or Off).

Press OK.

f Press Stop/Exit.

• If you send faxes from a computer on the same phone line and the machine intercepts them, set Easy Receive to Off.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Setup Receive. Press OK.

d Press a or b to choose

Easy Receive. Press OK.

e Press a or b to choose On (or Off).

Press OK.

f Press Stop/Exit.

Note

• Turn on this setting if you receive faxes that are split onto two pages. However, if the document is too long the machine may still print on two pages.

• If left and right margins are cut off, turn on this setting.

• When this feature is set to On, the Letter or Legal faxes people send to you may appear slightly shrunk even though your machine prints them on Letter or Legal paper. This is because the machine has to print the Station ID of the sending machine at the top of the page.

Page 53

Receiving a fax at the end of a conversation 5

At the end of a conversation on an external phone you can ask the other party to fax you information before you both hang up.

a Ask the other party to put the document

in their machine and to press the Start or Send key.

b When you hear the other machine's

CNG tones (beeps), press Black Start or Color Start.

c Press 2 to receive a fax. d Replace the handset of the external

phone.

Printing a fax from the memory 5

Receiving a Fax

If you have chosen paging or fax storage, you can still print a fax from the memory when you are at your machine. (See Turning off Advanced Fax Operation on page 59.)

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose Print Fax.

Press OK.

e Press Black Start.

Page 54

Phone Services and External

devices

Voice operations 6

Voice calls can be made either with an extension or external telephone.

Tone or pulse 6

If you are using an external phone and have a pulse dialing service, but need to send tone signals (for example, for telephone banking), follow the instructions below. If you have Touch Tone service, you will not need this feature to send tone signals.

a Lift the handset of the external phone. b Press # on the control panel of your

machine. Any digits dialed after this will send tone signals. When you hang up, the machine will return to the pulse dialing service.

Operation from extension telephones 6

If you answer a fax call on an extension or an external telephone connected to the EXT. jack of the machine, you can make your machine take the call by using the Fax Receive Code. When you press the Fax Receive Code l 51, the machine starts to receive the fax.

If the machine answers a voice call and pseudo/double-rings for you to take over, use the Telephone Answer Code an extension phone. Time (Fax/Tel mode only) on page 35.)

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

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

#51

to take the call at

(See Setting the F/T Ring

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

Note

You can also use the Easy Receive feature to make your machine automatically take the call. (See Easy Receive on page 36.)

Fax/Tel mode when the power key is on 6

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

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

l 51.

Fax/Tel mode when the power key is off 6

You can change the default setting of the On/Off key to Fax Receive:On so that you can receive faxes when the power key is off. (See On/Off setting on page 20.) Fax/Tel mode will work in the following ways.

Fax/Tel mode does not work when the power key is off. The machine will not answer telephone or fax calls and will keep ringing. If you are at an external or extension phone, lift the handset and talk. If you hear fax tones, hold the handset until Easy Receive activates your machine. If the other party says they want to send you a fax, activate the machine

by pressing l 51.

Page 55

Phone Services and External devices

Phone line services 6

Your machine supports the Caller ID and Distinctive Ring subscriber telephone services that some telephone companies offer.

Note

• If you have Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, an answering service, an alarm system or other custom features on your telephone line, it may affect the way your machine works. (See Custom features on page 9 and If you are having difficulty with your machine on page 106.)

• If you have Voice Mail on your phone line, read the following carefully.

Distinctive Ring 6

Brother uses the term ‘Distinctive Ring’ but different telephone companies have other names for this service such as SmartRing, RingMaster, Teen-Ring, Indent-a-Call or Indent-a-Ring.

What does your telephone company's ‘Distinctive Ring’ do?

Your telephone company's Distinctive Ring service allows you to have more than one number on the same phone line. If you need

more than one phone number, it is cheaper than paying for an extra line. Each

phone number has its own distinctive ring pattern, so you will know which phone number is ringing. This is one way you can have a separate phone number for your machine.

Note

Please call your telephone company for availability and rates.

What does Brother's ‘Distinctive Ring’ do?

The Brother machine has a Distinctive Ring feature that allows you to use your machine to take full advantage of the telephone company's Distinctive Ring service. The new phone number on your line can just receive faxes.

Note

You must pay for your telephone company's Distinctive Ring service before you program the machine to work with it.

Do you have Voice Mail? 6

If you have Voice Mail on the phone line that you will install your new machine on, there is

a strong possibility that Voice Mail and the machine will conflict with each other while receiving incoming calls. However, the

Distinctive Ring feature allows you to use more than one number on your line, so both Voice Mail and the machine can work together without any problems. If each one

has a separate phone number, neither will interfere with the other's operations.

If you decide to get the Distinctive Ring service from the telephone company, you will need to follow the directions on next page to

‘register’ the new Distinctive Ring pattern they give you. This is so your machine can recognize its incoming calls.

Note

You can change or cancel the Distinctive Ring pattern at any time. You can switch it off temporarily, and turn it back on later. When you get a new fax number, make sure you reset this feature.

Page 56

Chapter 6

Before you choose the ring pattern to register

You can only register one Distinctive Ring pattern with the machine. Some ring patterns cannot be registered. The ring patterns below are supported by your Brother machine. Register the one your telephone company gives you.

Ring Pattern

1 long-long 2 short-long-short 3 short-short-long 4 very long (normal

Rings

pattern)

Note

If the ring pattern you received is not on this chart, please call your telephone

company and ask for one that is shown.

 The machine will only answer calls to its

registered number.

 The first two rings are silent on the

machine. This is because the fax must ‘listen’ to the ring pattern (to compare it to the pattern that was ‘registered’). (Other telephones on the same line will ring.)

 If you program the machine properly, it will

recognize the registered ring pattern of the ‘fax number’ within 2 ring patterns and then answer with a fax tone. When the ‘voice number’ is called, the machine will not answer.

Registering the Distinctive

Ring pattern 6

After you have set the Distinctive Ring feature to on, the receive mode is set to Manual automatically. You cannot change the receive mode to another mode while the Distinctive Ring is set to on.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Miscellaneous. Press OK.

d Press a or b to choose Distinctive.

Press OK.

e Press a or b to choose Set.

Press OK.

f Press a or b to choose the stored ring

pattern you want to use. Press OK. (You hear each pattern as you scroll through the four patterns. Make sure you choose the pattern that the telephone company gave you.)

g Press Stop/Exit.

Distinctive Ring is now set to on.

Turning off Distinctive Ring 6

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Miscellaneous. Press OK.

d Press a or b to choose Distinctive.

Press OK.

e Press a or b to choose Off.

Press OK.

Page 57

Phone Services and External devices

f Press Stop/Exit.

Note

If you turn off Distinctive Ring, the machine will stay in Manual receive mode. You will need to set the Receive Mode again. (See Choosing the Receive Mode on page 34.)

Caller ID 6

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 send a fax, add it to Speed-Dial, or delete it from the history. (See Caller ID history on page 50.)

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

 You can see the first 15 characters of the

number (or name).

 The Out of Area message means the

call originated outside your Caller ID service area.

 The Private Call message means the

caller has intentionally blocked transmission of information.

You can print a list of the Caller ID information received by your machine. (See Printing Caller ID List on page 42.)

Note

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

Page 58

Chapter 6

Viewing Caller ID List 6

Caller ID memory stores information for up to thirty calls. When the thirty-first call comes in, information about the first call is erased. You can scroll through Caller ID information to review those calls made to your machine.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Miscellaneous. Press OK.

d Press a or b to choose Caller ID.

Press OK.

e Press a or b to choose Display#.

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

Printing Caller ID List 6

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Miscellaneous. Press OK.

d Press a or b to choose Caller ID.

Press OK.

e Press a or b to choose

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

f Press Black Start or Color Start. g After printing has finished, press

Stop/Exit.

f Press a or b to scroll through the Caller

ID memory to choose the Caller ID you want to view, and then press OK. The LCD shows the caller's number and the date and time of the call.

g Do one of the following:

 To return to the Caller ID listing,

press d.

 To finish viewing, press Stop/Exit.

Note

You can also view the Caller ID list by pressing (Fax). (See Caller ID

history on page 50.)

Page 59

Phone Services and External devices

Connecting an external device to your machine

Connecting an external or extension telephone 6

You can connect a separate telephone (or telephone answering device) directly to your machine as shown in the diagram below.

Connect the telephone line cord to the jack labeled EXT.

1 Extension telephone

2 External telephone

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

Connecting an external TAD (telephone answering device)6

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.

Note

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

• If You Subscribe to your Telephone company's Distinctive Ring Service:

You may connect an external TAD to a separate wall jack only if you subscribe to your telephone company's Distinctive Ring service, have registered the distinctive ring pattern on your machine, and use that number as a fax number. The recommended setting is at least four rings on the external TAD when you have the telephone company's Distinctive Ring Service. You cannot use the Toll Saver setting.

• If You Do Not Subscribe to Distinctive Ring Service:

You must plug your TAD into the EXT. jack of your machine. If your TAD is plugged into a wall jack, both your machine and the TAD will try to control the phone line. (See illustration below.)

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Chapter 6

Unless you are using Distinctive Ring, the TAD must be connected to the EXT jack of the machine.

1TAD

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

Improper Setup

Connections 6

The external TAD must be plugged into the jack labeled EXT. Your machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring).

a Plug the telephone line cord from the

telephone wall jack into the jack labeled LINE.

f Set the Receive Mode to

External TAD. (See Choosing the Receive Mode on page 34.)

Recording outgoing message (OGM) on an external TAD

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

a Record 5 seconds of silence at the

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

b Limit your speaking to 20 seconds. c End your 20-second message by giving

your Fax Receive Code for people sending manual faxes. For example: ‘After the beep, leave a message or send a fax by pressing l 51 and Start.’

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 rerecord the OGM to include it.

b Plug the telephone line cord from the

external TAD into the jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD's telephone line jack, and not its handset jack.)

c Set your external TAD to four rings or

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

d Record the outgoing message on your

external TAD.

e Set the TAD to answer calls.

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Phone Services and External devices

Special line considerations 6

Roll over phone lines 6

A roll over phone system is a group of two or more separate telephone lines that pass incoming calls to each other if they are busy. The calls are usually passed down or ‘rolled over’ to the next available phone line in a preset order.

Your machine can work in a roll over system as long as it is the last number in the sequence, so the call cannot roll away. Do not put the machine on any of the other numbers; when the other lines are busy and a second fax call is received, the fax call will be sent to a line that does not have a fax machine. Your

machine will work best on a dedicated line.

Two-line phone system 6

A two-line phone system is nothing more than two separate phone numbers on the same wall outlet. The two phone numbers can be on separate jacks (RJ11) or mixed into one jack (RJ14). Your machine must be plugged into an RJ11 jack. RJ11 and RJ14 jacks may be equal in size and appearance and both may contain four wires (black, red, green, yellow). To test the type of jack, plug in a twoline phone and see if it can access both lines. If it can, you must separate the line for your machine. (See page 36.)

Converting telephone wall outlets 6

The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your machine is on Line 1, plug the machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of the triple adapter.

Triplex Adapter

RJ14

RJ11

RJ14

Installing machine, external two-line TAD and two-line telephone

When you are installing an external two-line telephone answering device (TAD) and a two-line telephone, your machine must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the machine on Line 2, which is explained in the following steps. The back of the two-line TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2. You will need at least three telephone line cords, the one that came with your machine and two for your external twoline TAD. You will need a fourth line cord if you add a two-line telephone.

a Put the two-line TAD and the two-line

telephone next to your machine.

There are three ways to convert to an RJ11 jack. The first two ways may require help from the telephone company. You can change the wall outlets from one RJ14 jack to two RJ11 jacks. Or you can have an RJ11 wall outlet installed and slave or jump one of the phone numbers to it.

b Plug one end of the telephone line cord

for your machine into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the back of the machine.

c Plug one end of the first telephone line

cord for your TAD into the L1 jack of the triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD.

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Chapter 6

d Plug one end of the second telephone

line cord for your TAD into the L2 jack of the two-line TAD. Plug the other end into the EXT. jack on the left side of the machine.

1Triplex Adapter

2 Two Line Phone

3 External Two Line TAD

4 Machine

You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the machine's wall outlet. You can plug the telephone line cord from the two-line telephone into the L1+L2 jack of the triplex adapter. Or you can plug the two-line telephone into the TEL jack of the two-line TAD.

If you are installing the machine to work with a PBX

a It is not guaranteed that the unit will work

properly under all circumstances with a PBX. Report any cases of problems first to the company that handles your PBX.

b If all incoming calls will be answered by

a switchboard operator, we recommend setting the Receive Mode to Manual. All incoming calls should at first be regarded as telephone calls.

Custom features on your phone line 6

If you have Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, an answering service, an alarm system or any other custom feature on one phone line it may create a problem with the operation of your machine. (See Custom features on page 9 and If you are having difficulty with your machine on page 106.)

Multi-line connections (PBX) 6

Most offices use a central telephone system. While it is often relatively simple to connect the machine to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the machine for you. It is advisable to have a separate line for the machine.

If the machine is to be connected to a multiline system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received.

Using a cordless phone 6

If your cordless telephone is connected to the EXT. jack of the machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay.

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

Hook to send the call to the cordless handset.

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Changing the remote codes 6

The preset Fax Receive Code is l 51. The preset Telephone Answer Code is #51. If you want to, you can replace them with your own codes.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Setup Receive. Press OK.

d Press a or b to choose

Remote Codes. Press OK.

e Press a or b to choose On (or Off).

Press OK.

Phone Services and External devices

f Enter the new Fax Receive Code.

Press OK.

g Enter the new Telephone Answer Code.

Press OK.

h Press Stop/Exit.

Note

• If you are always disconnected when accessing your external TAD remotely, try changing the Fax Receive Code and Telephone Answer Code to another threedigit code (such as ### and 999).

• Remote Codes might not work with some telephone systems.

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Quick-Dial Numbers and Dialing

Options

Dialing Options 7

You can dial in any of the following ways.

Manual dialing 7

Press all of the digits of the fax number.

Speed-Dialing 7

a Press Search/Speed Dial.

You can also choose Speed-Dial by

Note

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

Search by Alphabetical Order7

You can search for names you have stored in the Speed-Dial memory.

a Press Search/Speed Dial.

You can also choose Speed-Dial by pressing (Fax).

b Press a or b to choose

Alphabetical Order. Press OK.

Note

•Press l to make the LCD font size larger.

•Press # to make the LCD font size smaller.

c Use the dial pad to enter the first letter of

the name, and then press a or b to choose the name and number you want to call. Press OK.

pressing (Fax).

b Press the two-digit Speed-Dial number.

(See Storing Speed-Dial numbers on page 50.)

c If you have two numbers in the location,

press a or b to choose the number you want to call. Press OK.

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Quick-Dial Numbers and Dialing Options

Search by Numerical Order 7

You can use the Speed-Dial location to search for names and numbers you have stored in Speed-Dial memories.

a Press Search/Speed Dial.

You can also choose Speed-Dial by pressing (Fax).

b Press a or b to choose

Numerical Order. Press OK.

Note

•Press l to make the LCD font size larger.

•Press # to make the LCD font size smaller.

c Enter the first digit (1 to 8) of a 2-digit

Speed-Dial location, and then press a or b to choose the name and number you want to call. (For example, enter 3 to start your search at Speed-Dial location 30.) Press OK.

c Press a or b to choose Send a fax.

Press OK.

d Press Black Start or Color Start.

Note

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

Outgoing Call 7

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

a Press Redial/Pause.

You can also choose Outgoing Call by pressing (Fax).

b Press a or b to choose the number you

want to call. Press OK.

Fax Redial 7

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

Redial/Pause only works if you dialed from the control panel. If you are sending a fax automatically and the line is busy, the machine will automatically redial once after five minutes.

a Press Redial/Pause. b Press a or b to choose the number you

want to redial. Press OK.

c Do one of the following:

 To send a fax, press a or b to

choose Send a fax. Press OK.

 If you want to store the number,

press a or b to choose Add to Speed-Dial. Press OK. (See Storing Speed-Dial numbers from Outgoing Calls on page 51.)

 Press a or b to choose Delete.

Press OK. Then, confirm the Delete by pressing 1.

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Chapter 7

Caller ID history 7

This feature requires the Caller ID subscriber service offered by many local telephone companies. (See Caller ID on page 41.)

The last 30 numbers of faxes you received will be stored in the Caller ID history. You can choose one of these numbers to send a fax, add it to Speed-Dial, or delete it from the history.

a Press (Fax).

b Press a or b to choose

Caller ID hist.. Press OK.

c Press a or b to choose the number you

want to call. Press OK.

d Do one of the following:

 To send a fax, press a or b to

choose Send a fax. Press OK.

 If you want to store the number,

press a or b to choose Add to Speed-Dial. Press OK. (See Storing Speed-Dial numbers from Outgoing Calls on page 51.)

 Press a or b to choose Delete.

Press OK. Then, confirm the Delete by pressing 1.

Storing numbers for easy dialing

You can set up your machine to do the following types of easy dialing: 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 Speed-Dial numbers 7

You can store up to 80 2-digit Speed-Dial locations with a name, and each name can have two numbers. When you dial you will only have to press a few keys (For example: Search/Speed Dial, the two-digit number, and Black Start or Color Start).

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Set Quick-Dial. Press OK.

d Press a or b to choose Speed-Dial.

Press OK.

Note

You can print the Caller ID list. (See Printing Caller ID List on page 42.)

Pause 7

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

e Press a or b to choose the 2-digit

Speed-Dial location you want to store the number in. Press OK.

f Do one of the following:

 Enter the name (up to 15 characters)

using the dial pad. Press OK. (To help you enter letters, see Entering Text on page 133.)

 To store the number without a name,

press OK.

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Quick-Dial Numbers and Dialing Options

g Enter the fax or telephone number (up to

20 digits). Press OK.

h Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits). Press OK.

 If you do not want to store a second

number, press OK.

i Do one of the following:

 To store another Speed-Dial

number, go to step e.

 To finish the setting, press

Stop/Exit.

Storing Speed-Dial numbers from Outgoing Calls 7

You can also store Speed-Dial numbers from the Outgoing Call history.

a Press Redial/Pause.

You can also choose Outgoing Call by pressing (Fax).

f Press OK to confirm the fax or

telephone number.

g Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits). Press OK.

 If you do not want to store a second

number, press OK.

h Press Stop/Exit.

Storing Speed-Dial numbers from the Caller ID history 7

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 on page 41.)

a Press (Fax).

b Press a or b to choose

Caller ID hist.. Press OK.

b Press a or b to choose the name or

number you want to store. Press OK.

c Press a or b to choose

Add to Speed-Dial. Press OK.

d Press a or b to choose the 2-digit

Speed-Dial location you want to store the number in. Press OK.

e Do one of the following:

 Enter the name (up to 15 characters)

using the dial pad. Press OK. (To help you enter letters, see Entering Text on page 133.)

 To store the number without a name,

press OK.

c Press a or b to choose the number you

want to store. Press OK.

d Press a or b to choose

Add to Speed-Dial. Press OK.

e Press a or b to choose the 2-digit

Speed-Dial location you want to store the number in. Press OK.

f Do one of the following:

 Enter the name (up to 15 characters)

using the dial pad. Press OK. (To help you enter letters, see Entering Text on page 133.)

 To store the number without a name,

press OK.

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Chapter 7

g Press OK to confirm the fax or

telephone number.

h Do one of the following:

 Enter the second fax or telephone

number (up to 20 digits). Press OK.

 If you do not want to store a second

number, press OK.

i Press Stop/Exit.

Changing Speed-Dial names or numbers 7

You can change or delete a Speed-Dial number that has already been stored.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Set Quick-Dial. Press OK.

•

If you want to erase the whole name or whole number, press the first character. The characters above and to the right of the cursor will be deleted.

Clear

when the cursor is under

g Do one of the following:

 Enter the name (up to 15 characters)

using the dial pad. Press OK. (See Entering Text on page 133.)

 If you do not want to change the

name, press OK.

h Do one of the following:

 Enter the new fax or telephone

number. Press OK.

 If you do not want to change the

number, press OK.

i Do one of the following:

 Enter the second new fax or

telephone number (up to 20 digits). Press OK.

 If you do not want to change the

number, press OK.

d Press a or b to choose Speed-Dial.

Press OK.

e Press a or b to choose the 2-digit

Speed-Dial location you want to change. Press OK.

f Do one of the following:

 Press a or b to choose Change.

Press OK and go to step g.

 Press a or b to choose Delete.

Press OK. Then, confirm the Delete by pressing 1 and Stop/Exit.

Note

How to change the stored name or number:

•

If you want to change a character, press d or

to position the cursor under the character

you want to change, and then type over it.

j Press Stop/Exit.

Setting up Groups for Broadcasting 7

Groups, which can be stored on a Speed-Dial location, allow you to send the same fax message to many fax numbers by pressing only Search/Speed Dial, the two-digit location and Black Start. First, you'll need to store each fax number in a Speed-Dial 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 79 numbers to one large Group.

(See Storing Speed-Dial numbers on page 50 and Broadcasting (Black & White only) on page 28.)

a Press Menu.

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Quick-Dial Numbers and Dialing Options

b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Set Quick-Dial. Press OK.

d Press a or b to choose

Setup Groups. Press OK.

e Press a or b to choose Group 1,

Group 2, Group 3, Group 4, Group 5 or Group 6 for the Group

name where you will store the fax numbers. Press OK.

f Press a or b to choose the 2-digit

location where you want to add to the Group. Press OK.

g Press a or b to choose Add Number.

Press OK.

h Press a or b to choose the number you

want to add. Press OK. (See Search by Alphabetical Order on page 48 or Search by Numerical Order on page 49.)

i After you have finished adding numbers

by repeating steps g and h, press a or b to choose Complete.

Press OK.

j Press Stop/Exit.

Changing Group name 7

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Set Quick-Dial. Press OK.

d Press a or b to choose

Setup Groups. Press OK.

e Press a or b to choose the Group

name you want to change. Press OK.

f Press a or b to choose

Change Group name. Press OK.

Note

How to change the stored name or number:

If you want to change a character, press d or

•

to position the cursor under the character

you want to change, and then type over it.

•

If you want to erase the whole name or whole number, press the first character. The characters above and to the right of the cursor will be deleted.

Clear

when the cursor is under

g Enter the new name (up to 15

characters) using the dial pad. Press OK. (See Entering Text on page 133. For example, type NEW CLIENTS).

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 64.)

h Press a or b to choose Complete.

Press OK.

i Press Stop/Exit.

Deleting a Group 7

a Press Menu. b Press a or b to choose Fax.

Press OK.

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Chapter 7

c Press a or b to choose

Set Quick-Dial. Press OK.

d Press a or b to choose

Setup Groups. Press OK.

e Press a or b to choose the Group you

want to delete. Press OK.

f Press a or b to choose Delete.

Press OK. Then, confirm the Delete by pressing 1.

g Press a or b to choose Complete.

Press OK.

h Press Stop/Exit.

Deleting a number from a Group 7

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Set Quick-Dial. Press OK.

Access codes and credit card numbers 7

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 or longdistance carriers and credit card numbers as Speed-Dial numbers. You can store these long dialing sequences by dividing them and setting them up as separate Speed-Dial numbers in any combination. You can even include manual dialing using the dial pad. (See Storing Speed-Dial numbers on page 50

For example, you have stored ‘555’ on Speed-Dial: 03 and ‘7000’ on Speed-Dial: 02.

a Press Search/Speed Dial. b Enter 03.

Note

If you stored 2 numbers in one Speed-Dial location, you will be asked which number you want to send to.

c Press a or b to choose Speed-Dial.

Press OK.

d Press a or b to choose

Setup Groups. Press OK.

e Press a or b to choose the Group you

want to change. Press OK.

f Press a or b to choose the number you

want to delete. Press OK. Then, confirm the Delete by pressing 1.

g Press a or b to choose Complete.

Press OK.

h Press Stop/Exit.

d Enter 02. e Press Black Start or Color Start.

You will dial ‘555-7000’.

To temporarily change a number, you can substitute part of the number with manual dialing using the dial pad. For example, to change the number to 555-7001 you could press Search/Speed Dial, 03 and then press

7001 using the dial pad.

Note

If you must wait for another dial tone or signal at any point in the dialing sequence, create a pause in the number by pressing Redial/Pause. Each key press adds a

3.5-second delay.

Page 71

Advanced Fax Operation (Black

You can only use one advanced fax operation at a time:

 Fax Forwarding  Paging  Fax Storage  Fax Preview  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 advanced fax operations, an LCD question will appear. (See Changing Advanced Fax Operation on page 59.)

& White only)

Fax Operations 8

Fax Forwarding 8

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.

f Enter the forwarding number (up to 20

digits). Press OK.

g Press a or b to choose

Backup Print:On or Backup Print:Off.

Press OK.

Note

• If you choose Backup Print:On, the machine will also print the fax at your machine so you will have a copy. This is the safety feature in case there is a power failure before the fax is forwarded or a problem at the receiving machine. The machine can store faxes approximately 24 hours if there is a power failure.

• When Fax Forwarding is turned on your machine will only receive black & white faxes into memory. Color faxes will not be received, unless the sending machine converts them to black & white before sending.

h Press Stop/Exit.

Paging 8

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose Fax Forward.

Press OK.

When you choose Paging, your machine dials the pager number you have programmed, and then dials your PIN (Personal identification Number). This activates your pager so you will know that you have a fax message in the memory.

If you have set Paging, a backup copy of the received fax will automatically be printed at the machine.

a Press Menu. b Press a or b to choose Fax.

Press OK.

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Chapter 8

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose Paging.

Press OK.

f Enter your pager phone number

followed by # # (up to 20 digits). Press OK. Do not include the area code if it is the same as that of your machine. For example, press: 1 8 0 0 5 5 5 1 2 3 4 # #.

g Do one of the following:

 If your pager needs a PIN, enter the

PIN, press #, press Redial/Pause, and then enter your fax number followed by # #. Press OK. For example, press:

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #

 If you do not need a PIN, press:

Redial/Pause, and then enter your fax number followed by # #. Press OK. For example, press:

Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #

h Press Stop/Exit.

Fax Storage 8

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 choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose Fax Storage.

Press OK.

f Press Stop/Exit.

Note

If Fax Storage is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white.

Note

• You cannot change a paging number or PIN remotely.

• If Paging is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white.

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Advanced Fax Operation (Black & White only)

Fax Preview 8

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

Setting Fax Preview 8

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose Fax Preview.

Press OK.

f Press Stop/Exit.

Note

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

How to preview a fax 8

When you receive the fax, you will see the pop-up message on the LCD. (For example:

New Fax(es):02)

a Press Fax Preview.

You can see the new fax list.

Note

You can also see your old fax list by pressing l. Press # to go back to your new fax list.

b Press a or b to choose the fax you

want to see. Press OK.

Note

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

c Press Stop/Exit.

When a fax is open the control panel keys will perform the operations shown below.

Key Description

Enlarge the fax.

Reduce the fax.

a or b Scroll vertically.

d or c Scroll horizontally.

Rotate the fax clockwise.

Delete the fax. Then, confirm the Delete by

pressing 1. Go back to the previous page.

Go to the next page.

Go to the next step. (Print, Back and Exit are

available.) Go back to the fax list.

Print the fax.

Black Start

How to delete all faxes in the list 8

a Press Fax Preview. b Press a or b to choose Delete All.

Press OK. Then, confirm the Delete by pressing 1.

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Chapter 8

How to print all faxes in the list 8

a Press Fax Preview. b Press a or b to choose Print All.

Press OK.

PC Fax Receive 8

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 at the bottom left side of the LCD.

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

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

Chapter 6 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 choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose

PC Fax Receive. Press OK.

f Press a or b to choose <USB> or the

PC you want to receive. Press OK.

g Press a or b to choose

Backup Print:On or Backup Print:Off.

Press OK.

h 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 you PC. Make sure your PC is connected and turned on. (For details see

Chapter 6 in the Software User’s Guide on the CD-ROM.)

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

• 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 messages on page 99.)

• When PC Fax Receive is turned on only black & white faxes can be received into the memory and sent to the PC.Color faxes will be received in real time and printed in color.

Changing the destination PC 8

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

Page 75

Advanced Fax Operation (Black & White only)

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose

PC Fax Receive. Press OK.

f Press a or b to choose Change.

Press OK.

g Press a or b to choose <USB> or the

PC you want to receive. Press OK.

h Press a or b to choose

Backup Print:On or Backup Print:Off.

Press OK.

i Press Stop/Exit.

Turning off Advanced Fax Operation 8

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

Changing Advanced Fax Operation 8

If received faxes are left in your machine's memory when you change the Advanced Fax Operation, the LCD will ask you one of the following questions:

 Erase All Fax?

YesiPress 1 NoiPress 2

 Print All Fax?

YesiPress 1 NoiPress 2

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

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

If received faxes are left in the machine's memory when you change to PC Fax Receive from another option (Fax Forward, Paging, Fax Storage or Fax Preview), the LCD will ask you the following message:

 Send Fax to PC?

YesiPress 1

d Press a or b to choose

Fwd/Page/Store. Press OK.

e Press a or b to choose Off.

Press OK.

f Press Stop/Exit.

Note

The LCD will give you more options if there are received faxes still in your machine’s memory. (See Changing Advanced Fax Operation on page 59.)

NoiPress 2

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

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

Page 76

Chapter 8

Remote Retrieval 8

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 8

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 inactive code (---l).

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Advanced Fax Operation. Press OK.

d Press a or b to choose

Remote Access. Press OK.

e Enter a three-digit code using numbers

0-9, l, or #. Press OK. (The preset ‘l’ cannot be changed.)

Note

Do not use the same code as your fax receive code (l 5 1) or telephone answer code (# 5 1). (See Operation from extension telephones on page 38.)

f 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 Clear in step 5 to restore the inactive setting (---l) and press OK.

Using your Remote Access Code 8

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  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 reset the machine when you

have finished.

f Hang up.

Note

If your machine is set to Manual mode and you want to use the remote retrieval features, access your machine by waiting about 2 minutes after it starts ringing, and then entering the remote access code within 30 seconds.

Page 77

Advanced Fax Operation (Black & White only)

Remote Fax commands 8

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

Remote commands Operation details

95 Change the Fax Forwarding,

Paging or Fax Storage settings

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

your messages. 2 Fax Forwarding One long beep means the change is accepted. If you hear 3 Paging 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

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

98 Change the Receive Mode

1 External TAD If you hear one long beep, your change has been accepted. 2 Fax/Tel 3 Fax Only

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

three short beeps, you cannot change because something

has not been set up (for example, a Fax Forwarding or

Paging number has not been registered). You can register

your Fax Forwarding number by entering 4. (See Changing

your Fax Forwarding number on page 62.) Once you have

registered the number, Fax Forwarding will work.

fax message(s). (See Retrieving fax messages on page 62.)

from the memory.

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

three short beeps.

long beep, then replace the handset.

Page 78

Chapter 8

Retrieving fax messages 8

You can call your machine from any touch tone phone and have your fax messages sent to a 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 9

6 2.

d Wait for the long beep, enter the number

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

Note

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

e Press 9 0 to reset the machine when

you’ve finished.

f 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 8

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 9

5 4.

d Wait for the long beep, enter the new

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

Note

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

e Press 9 0 to reset the machine when you

have finished.

f Hang up after you hear your machine

beep.

Page 79

Printing Reports 9

Fax reports 9

Use the Menu key to set up the Transmission Verification Report and Journal Period.

Transmission Verification Report 9

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

If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again. Choosing On+Image or Off+Image will print a section of the fax's first page on the report to help you remember.

When the Transmission Verification Report is turned Off or Off+Image, the Report will only print if there is a transmission error, with NG in the RESULT column.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Report Setting. Press OK.

d Press a or b to choose

Transmission. Press OK.

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

Off or Off+Image.

Press OK.

Fax Journal (activity report) 9

You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you can still print the report by following the steps in Reports on page 64. The factory setting is Every 50 Faxes.

a Press Menu. b Press a or b to choose Fax.

Press OK.

c Press a or b to choose

Report Setting. Press OK.

d Press a or b to choose

Journal Period. Press OK.

e Press a or b to choose an interval.

Press OK. (If you choose 7 days, the LCD will ask you to choose the first day for the 7-day countdown.)

 6, 12, 24 hours, 2 or 7 days

The machine will print the report at the chosen time and then erase all jobs from its memory. If the machine's memory becomes full with 200 jobs before the time you chose has passed, the machine will print the Journal early and then erase all jobs from the memory. If you want an extra report before it is due to print, you can print it without erasing the jobs from the memory.

 Every 50 Faxes

The machine will print the Journal when the machine has stored 50 jobs.

f Press Stop/Exit.

Page 80

Chapter 9

f Enter the time to start printing in 24-hour

format. Press OK. (For example: enter 19:45 for 7:45 PM.)

g Press Stop/Exit.

Reports 9

The following reports are available:

 Transmission

Prints a Transmission Verification Report for your last transmission.

 Help List

A help list about how to quickly program your machine.

 Quick-Dial

Lists names and numbers stored in the Speed-Dial memory, in numerical order.

 Fax Journal

Lists information about the last incoming and outgoing faxes. (TX means Transmit.) (RX means Receive.)

 User Settings

Lists your settings.

 Network Config

Lists your Network settings.

How to print a report 9

a Press Menu. b Press a or b to choose

Print Reports. Press OK.

c Press a or b to choose the report you

want. Press OK.

d Press Black Start.

Page 81

Polling 10

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

Polling receive 10

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

a Press (Fax).

b Press a or b to choose Polling RX.

Press OK.

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

Press OK.

d Enter the fax number you are polling. e Press Black Start or Color Start.

The LCD shows Dialing.

Sequential polling 10

Sequential polling lets you request documents from several fax machines in one operation. Afterwards, a Sequential Polling Report will be printed.

a Press (Fax).

b Press a or b to choose Polling RX.

Press OK.

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

Press OK.

Press a or b to choose Press OK.

Enter a number using Speed-Dial, a Group, or the dial pad. Press OK.

Broadcasting

Add Number

g Repeat steps e and f for all the fax

numbers you want to poll, and then press

or b to choose Complete.

Press OK.

h Press Black Start or Color Start.

The machine polls each number or Group number in turn for a document.

Press Stop/Exit while the machine is dialing to cancel the polling process.

To cancel all sequential polling receive jobs, see Checking job status or canceling a scheduled job on page 32.

Page 82

Chapter 10

Polled transmit (Black & White 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 job status or canceling a scheduled job on page 32.)

Set up for polled transmit 10

a Press (Fax).

b Load your document. c Press a or b to choose Polled TX.

Press OK.

d Press a or b to choose On (or Off).

Press OK.

e Press a or b to choose any settings

you want to change. Press OK. After each setting is accepted, you can continue to change more settings.

f Press Black Start.

Page 83

Section III

Copy III

Making copies 68

Page 84

Making copies 11

How to copy 11

Entering Copy mode 11

When you want to make a copy, press

(Copy) to illuminate it in green.

The LCD shows:

COPY

Quality

Enlarge/Reduce Paper Type Paper Size Brightness

Copy Start Press

Normal

100% Plain A4 0

 Factory Reset (See page 73.)

When the option you want is highlighted, press OK.

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 Setting the Mode Timer on page 21.)

Making a single copy 11

a Press (Copy).

b Load your document.

(See Loading documents on page 11.)

c Press Black Start or Color Start.

Making multiple copies 11

You can make up to 99 copies.

1 No of Copies

You can enter the number of copies you want by using the dial pad.

Press a or b to scroll through the Copy key options.

 Quality (See page 69.)  Enlarge/Reduce (See page 69.)  Paper Type (See page 70.)  Paper Size (See page 70.)  Brightness (See page 70.)  Contrast (See page 71.)  Color Adjust (See page 71.)  Stack/Sort (See page 71.)  Page Layout (See page 72.)  Set New Default (See page 73.)

a Press (Copy).

b Load your document. c Enter the number of copies you want. d Press Black Start or Color Start.

Note

To sort the copies, press a or b to choose Stack/Sort. (See Sorting copies using the ADF on page 71.)

Stop copying 11

To stop copying, press Stop/Exit.

Page 85

Making copies

Changing copy settings

You can change the copy settings temporarily for the next copy.

These settings are temporary, and the machine returns to its default settings 60 seconds after copying, unless you have set the Mode Timer to 30 seconds or less. (See Setting the Mode Timer on page 21.)

If you have finished choosing settings, press Black Start or Color Start.

If you want to choose more settings, press a or b.

Note

You can save some of the settings that you use most often by setting them as default. These settings will stay until you change them again. (See Setting your changes as new default on page 73.)

c Enter the number of copies you want.

d Press a or b to choose Quality.

Press OK.

e Press a or b to choose Fast, Normal

or Best. Press OK.

f If you do not want to change additional

settings, press Black Start or Color Start.

Enlarging or reducing the copied image 11

You can choose an enlargement or reduction ratio.

a Press (Copy).

b Load your document. c Enter the number of copies you want.

Print quality 11

You can choose the copy quality. The factory setting is Normal.

 Fast

Fast copy speed and lowest amount of ink used. Use this setting to save time (documents to be proof read, large documents or many copies).

 Normal

Recommended setting for ordinary printouts. Good copy quality with adequate copy speed.

 Best

Use this setting to copy precise images such as photographs. The highest resolution and slowest speed.

a Press (Copy).

b Load your document.

d Press a or b to choose

Enlarge/Reduce. Press OK.

e Do one of the following:

 Press a or b to choose the

enlargement or reduction ratio you want. Press OK.

 Press a or b to choose

Custom(25-400%)and then enter an enlargement or reduction ratio from 25% to 400%. Press OK. (For example, press 53 to enter

53%.)

50%

69% A4iA5

78% LGLiLTR

83% LGLiA4

93% A4iLTR

97% LTRiA4

100%*

104% EXEiLTR

Page 86

Chapter 11

142% A5iA4

186% 4"x6"iLTR 198% 4"x6"iA4

200%

Custom(25-400%)

f If you do not want to change additional

settings, press Black Start or Color Start.

Note

Page Layout Options are not available with Enlarge/Reduce.

Setting Paper Type 11

If you are copying on special paper, set the machine for the type of paper you are using to get the best print quality.

a Press (Copy).

b Load your document. c Enter the number of copies you want.

Setting Paper Size 11

If copying on paper other than Letter size, you will need to change the paper size setting.

You can copy only on Letter, Legal, A4, A5 or Photo Card [4 in. (W) × 6 in. (H) or 10 cm (W) × 15 cm (H)]paper.

a Press (Copy).

b Load your document. c Enter the number of copies you want. d Press a or b to choose Paper Size.

Press OK.

e Press a or b to choose Letter,

Legal, A4, A5 or 4"x 6").

Press OK.

f If you do not want to change additional

settings, press Black Start or Color Start.

Adjusting Brightness 11

d Press a or b to choose Paper Type.

Press OK.

e Press a or b to choose Plain,

Inkjet, Glossy or Transparency.

Press OK.

f If you do not want to change additional

settings, press Black Start or Color Start.

You can adjust the copy brightness to make copies darker or lighter.

a Press (Copy).

b Load your document. c Enter the number of copies you want. d Press a or b to choose Brightness.

Press OK.

e Press d to make a darker copy or press

c to make a lighter copy.

Press OK.

f If you do not want to change additional

settings, press Black Start or Color Start.

Page 87

Making copies

Adjusting Contrast 11

You can adjust the copy contrast to help an image look sharper and more vivid.

a Press (Copy).

b Load your document. c Enter the number of copies you want. d Press a or b to choose Contrast.

Press OK.

e Press c to increase the contrast or

press d to decrease the contrast. Press OK.

f If you do not want to change additional

settings, press Black Start or Color Start.

Adjusting Color Saturation 11

 If you want to change additional

settings, press a or b to choose Exit. Press OK.

 If you do not want to change

additional settings, press

Black Start or Color Start.

Sorting copies using the ADF11

You can sort multiple copies. Pages will be stacked in reverse order.

a Press (Copy).

b Load your document. c Enter the number of copies you want. d Press a or b to choose Stack/Sort.

Press OK.

e Press a or b to choose Sort.

Press OK.

a Press (Copy).

b Load your document. c Enter the number of copies you want. d Press a or b to choose

Color Adjust. Press OK.

e Press a or b to choose Red, Green or

Blue.

Press OK.

f Press c to increase the color saturation,

or press d to decrease the color saturation. Press OK.

g Do one of the following:

 If you want to change another color

saturation, go to step e.

f If you do not want to change additional

settings, press Black Start or Color Start.

Page 88

Chapter 11

Making N in 1 copies or a poster (page layout) 11

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

You can also make 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.

Note

• Make sure paper size is set to Letter or A4.

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

• You can only make one poster copy at a time.

a Press (Copy).

Place the next page on the scanner glass. Press OK. Repeat steps g and h for each page of the layout.

i After all the pages have been scanned,

press 2 to finish.

Note

•If Glossy has been chosen in the Paper Type setting for N in 1 copies, the machine will print the images as if Plain paper had been chosen.

• If you are producing multiple color copies, N in 1 copy is not available.

Place your document face down in the direction shown below.

 2 in 1 (P)

 2 in 1 (L)

b Load your document. c Enter the number of copies you want. d Press a or b to choose Page Layout.

Press OK.

e Press a or b to choose Off,

2in1(P), 2 in 1 (L), 4in1(P), 4 in 1 (L)or Poster(3x3).

Press OK.

f If you do not want to change additional

settings, press Black Start or Color Start to scan the page.

If you are making a poster or placed the document in the ADF, the machine scans the pages and starts printing.

If you are using the scanner glass, go to step g.

g After the machine scans the page, press

1 to scan the next page.

 4 in 1 (P)

 4 in 1 (L)

Poster (3 x 3) 11

You can make a poster size copy of a photograph.

Page 89

Making copies

Setting your changes as new default 11

You can save the copy settings for Quality, Paper Type, Brightness, Contrast and Color Adjust that you use most often by

setting them the default settings. These settings will stay until you change them again.

a Press (Copy).

b Press a or b to choose your new

setting. Press OK. Repeat this step for each setting you want to change.

c After changing the last setting, press a

or b to choose Set New Default. Press OK.

d Press 1 to choose Yes. e Press Stop/Exit.

‘Out of Memory’ message

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

You will need to clear some jobs from the memory before you can continue.

To free up extra memory, do the following:

 Turn off Advanced Fax Operation. (See

Turning off Advanced Fax Operation on page 59.)

 Print the faxes that are in the memory.

(See Printing a fax from the memory on page 37.)

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

Restoring all the settings to factory settings 11

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

a Press (Copy).

b Press a or b to choose

Factory Reset. Press OK.

c Press 1 to choose Yes. d Press Stop/Exit.

Page 90

Chapter 11

Legal limitations 11

Color reproductions of certain documents are illegal and may result in either criminal or civil liability. This memorandum is intended to be a guide rather than a complete listing of every possible prohibition. In case of doubt, we suggest that you check with counsel as to any particular questionable documents.

The following documents issued by the United States/Canadian Government or any of its Agencies may not be copied:

 Money  Bonds or other certificates of

indebtedness

 Certificates of Deposit  Internal Revenue Stamps (canceled or

uncanceled)

 Selective Service or draft papers  Passports  United States/Canadian Postage Stamps

(canceled or uncanceled)

 Food Stamps  Immigration Papers  Checks or drafts drawn by Governmental

agencies

 Identifying badges or insignias

Copyrighted works cannot be copied. Sections of a copyrighted work can be copied for ‘fair use’. Multiple copies would indicate improper use.

Works of art should be considered the equivalent of copyrighted works.

Licenses and Certificates of Title to motor vehicles may not be copied under certain state/provincial laws.

Page 91

Section IV

PhotoCapture Center™

Walk-Up PhotoCapture Center™ 76

Page 92

Walk-Up PhotoCapture Center™ 12

Introduction 12

Even if your machine is not connected to your computer, you can print photos directly from digital camera media. Your Brother machine includes media drives (slots) for use with popular digital camera media:

CompactFlash

Stick

Memory Stick Pro™, SecureDigital™,

MultiMediaCard™ and xD-Picture Card™.

CompactFlash

Memory Stick

Memory Stick Pro™

xD-Picture Card™

 miniSD™ can be used with a miniSD™

adapter.

 Memory Stick Duo™ can be used with a

Memory Stick Duo™ adapter.

 Memory Stick Pro Duo™ can be used with

a Memory Stick Pro Duo™ adapter.

 Adapters are not included with the

machine. Contact a third party supplier for adapters.

, SmartMedia®, Memory

SmartMedia

SecureDigital™

MultiMediaCard™

PhotoCapture Center™ needs 12

To avoid errors, remember the following points:

 The DPOF file on the media card must be

in a valid format. (See DPOF printing on page 80.)

 The image file extension must be .JPG

(Other image file extensions like .JPEG, .TIF, .GIF and so on will not be recognized).

 Walk-up PhotoCapture Center™ printing

must be performed separately from PhotoCapture Center™ operations using the PC. (Simultaneous operation is not available.)

 IBM Microdrive™ is not compatible with

the machine.

 The machine can read up to 999 files on a

media card.

 Use only Smart media cards with a 3.3v

voltage rating.

 CompactFlash  xD-Picture Card™ Type M (Large

Capacity) is supported.

Please be aware of the following:

 When printing the INDEX or IMAGE, the

PhotoCapture Center™ will print all the valid images, even if one or more images have been corrupted. A portion of the corrupted image may be printed.

Type II is not supported.

The PhotoCapture Center™ feature lets you print digital photos from your digital camera at high resolution to get photo quality printing.

Page 93

Walk-Up PhotoCapture Center™

 Your machine is designed to read media

cards that have been formatted by a digital camera.

When a digital camera formats a media card it creates a special folder into which it copies image data. If you need to modify the image data stored on a media card with your PC, we recommend that you do not modify the folder structure created by the digital camera. When saving new or modified image files to the media card we also recommend you use the same folder your digital camera uses. If the data is not saved to the same folder, the machine may not be able to read the file or print the image.

Getting started 12

Firmly put the card into the proper slot.

1 SecureDigital™, MultiMediaCard™

2 Memory Stick

3SmartMedia

4 xD-Picture Card™

5 CompactFlash

PhotoCapture key lights:

34 5

, Memory Stick Pro™

 PhotoCapture light is on, the media card

is properly inserted.

 PhotoCapture light is off, the media card

is not properly inserted.

 PhotoCapture light is blinking, the media

card is being read or written to.

Page 94

Chapter 12

DO NOT unplug the power cord or remove the media card from the media drive (slot) while the machine is reading or writing to the card (the PhotoCapture key is blinking). You will lose your data or

damage the card.

The machine can only read one media card at a time so do not put more than one card in the slot.

CAUTION

Entering PhotoCapture mode 12

After you insert the media card, press the

(PhotoCapture) key to illuminate it in

green and display the PhotoCapture options on the LCD.

The LCD shows:

PHOTO

View Photo(s)

Print Index Print All Photos Print Photos

OKSelect & Press

Press a or b to scroll through the PhotoCapture key options.

 View Photo(s) (See page 78.)  Print Index (See page page 79.)  Print All Photos (See page 79.)  Print Photos (See page 79.)

Note

If your digital camera supports DPOF printing, see DPOF printing on page 80.

When the option you want is highlighted, press OK.

Print Images 12

View Photo(s) 12

You can preview your photos on the LCD before you print them. If your photos are large files there may be a delay before each photo is displayed on the LCD.

a Make sure you have put the media card

in the proper slot. Press (PhotoCapture).

b Press a or b to choose

View Photo(s). Press OK.

c Press d or c to choose your photo.

Note

Instead of scrolling through your photos, you can use the dial pad to enter the 3digit number of the image from the index page. (See Print Index (Thumbnails) on page 79.)

d Press a to bto increase or decrease

the number of copies.

e Repeat step c and step d until you

have chosen all the photos.

Note

Press Clear to go back to the previous level.

f After you have chosen all the photos, do

one of the following:

 Press OK and change the print

setting. (See page 81.)

 If you do not want to change any

settings, press Color Start to print.

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Walk-Up PhotoCapture Center™

Print Index (Thumbnails) 12

The PhotoCapture Center™ assigns numbers for images (such as No.1, No.2, No.3, and so on).

The PhotoCapture Center™ does not recognize any other numbers or file names that your digital camera or PC has used to identify the pictures. You can print a thumbnail page (Index page with 6 or 5 images per line). This will show all the pictures on the media card.

a Make sure you have put the media card

in the proper slot. Press (PhotoCapture).

b Press a or b to choose Print Index.

Press OK.

c Press a or b to choose

6 Images/Line Fast or 5 Images/Line Photo.

Press OK.

Print All Photos 12

You can print all the photos on your media card.

a Make sure you have put the media card

in the proper slot. Press (PhotoCapture).

b Press a or b to choose

Print All Photos. Press OK.

c Enter the number of copies you want

using the dial pad.

d Do one of the following:

 Change the print setting. (See

page 81.)

 If you do not want to change any

settings, press Color Start to print.

Print Photos 12

Before you can print an individual image, you have to know the image number.

a Make sure you have put the media card

in the proper slot. Press (PhotoCapture).

b Print the Index. (See Print Index

(Thumbnails) on page 79.)

c Press a or b to choose

Print Photos. Press OK.

5 Images/Line Photo

Print time for 5 Images/Line will be slower than 6 Images/Line, but the quality is better.

6 Images/Line Fast

d Press Color Start to print.

d Enter the image number that you want to

print from the Index page (Thumbnails). Press OK.

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Chapter 12

e Repeat step d until you have entered

all the image numbers that you want to print.

Note

You can enter all the numbers at one time by using the l key for a comma or the # key for a hyphen. (For example, Enter 1, l, 3, l, 6 to print images No.1, No.3 and No.6. Enter 1, #, 5 to print images No.1 to No.5).

f After you have chosen all the image

numbers, press OK again.

g Enter the number of copies you want

using the dial pad.

h Do one of the following:

 Change the print setting. (See

page 81.)

 If you do not want to change any

settings, press Color Start to print.

DPOF printing 12

DPOF stands for Digital Print Order Format. Major digital camera manufacturers (Canon

Inc., Eastman Kodak Company, Fuji Photo Film Co. Ltd., Matsushita Electric Industrial Co. Ltd. and Sony Corporation.) created this standard to make it easier to print images from a digital camera.

If your digital camera supports DPOF printing, you will be able to choose on the digital camera display the images and number of copies you want to print.

When the memory card (CompactFlash SmartMedia

Pro™, SecureDigital™ MultiMediaCard™ and xD-Picture Card™) with DPOF information is put into your machine, you can print the chosen image easily.

, Memory Stick®, Memory Stick

a Make sure you have put the media card

into the proper slot. Press (PhotoCapture). The

machine will ask you if you want to use DPOF setting.

b Press 1 to choose Yes. c Do one of the following:

 Change the print settings. (See

page 81.)

 If you do not want to change any

settings, press Color Start to print.

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Walk-Up PhotoCapture Center™

Changing print settings 12

You can change the print settings temporarily for the next printing. These settings are temporary, and the machine returns to its default settings 180 seconds after

printing, unless you have set the Mode Timer to 2 minutes or less. (See Setting the Mode Timer on page 21.)

Note

You can save the print settings you use most often by setting them as default. (See Setting your changes as new default on page 84.)

PHOTO

0001

Print Quality

Paper & Size Brightness Contrast True2Life

Photo

Letter Glossy 0 0 Off

Print Start Press

1 No of prints

(For View Photo(s)) You can see the total number of photos that will be printed. (For Print All Photos, Print Photos) You can see the number of copies of each photo that will be printed.

Menu Selections Options Page

Print Quality Normal/Photo* 82 Paper & Size Letter Glossy*/ 4"x 6" Glossy/ 5"x 7" Glossy/ A4 Glossy/

Letter Plain/ A4 Plain/ Letter Inkjet/ A4 Inkjet/ 4"x 6" Inkjet

Brightness 82

Contrast 82

True2Life On/Off*

White Balance / Sharpness /

Color Density Cropping On*/Off 83 Borderless On*/Off 83 Set New Default Yes/No 84 Factory Reset Yes/No 84

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Chapter 12

Print Quality 12

a Press a or b to choose

Print Quality. Press OK.

b Press a or b to choose Normal or

Photo.

Press OK.

c If you do not want to change additional

settings, press Color Start to print.

Setting Paper Type and Size 12

a Press a or b to choose Paper&Size.

Press OK.

b Press a or b to choose the type of

paper you are using, Letter Glossy, 4"x 6" Glossy, 5"x 7" Glossy, A4 Glossy, Letter Plain, A4 Plain, Letter Inkjet, A4 Inkjet or 4"x 6" Inkjet.

Press OK.

c If you chose Letter or A4, press a or b

to choose the print size. Press OK.

Example: Printed Position for Letter paper 1

4"x 3"

5"x 3.5"

6"x 4"

d If you do not want to change additional

settings, press Color Start to print.

Adjusting Brightness 12

a Press a or b to choose Brightness.

Press OK.

b Press d to make a darker copy or press

c to make a lighter copy.

Press OK.

c If you do not want to change additional

settings, press Color Start to print.

Adjusting Contrast 12

You can choose the contrast setting. More contrast will make an image look sharper and more vivid.

a Press a or b to choose Contrast.

Press OK.

b Press c to increase the contrast or

press d to decrease the contrast. Press OK.

c If you do not want to change additional

settings, press Color Start to print.

Color Enhancement (True2Life®) 12

You can turn on the color enhancement

(True2Life images. Printing time will be slower.

) feature to print more vivid

7"x 5"

8"x 6"

Max. Size

a Press a or b to choose True2Life.

Press OK.

b Do one of the following:

 If you want to customize the White

Balance, Sharpness or Color Density, press d or c to choose On and then go to step c.

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Walk-Up PhotoCapture Center™

 If you do not want to customize,

press d or c to choose Off. Press OK and then go to step f.

c Press a or b to choose

White Balance, Sharpness or Color Density.

Press OK.

d Press d or c to adjust the degree of the

setting. Press OK.

e Do one of the following:

 If you want to customize other color

enhancement, press a or b to choose other option.

 If you want to change other settings,

press a or b to choose Exit, and then press OK.

f If you do not want to change additional

settings, Color Start to print.

Note

• White Balance

Cropping 12

If your photo is too long or wide to fit the available space on your chosen layout, part of the image will automatically be cropped.

The factory setting is On. If you want to print the whole image, turn this setting to Off.

a Press a or b to choose Cropping.

Press OK.

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

Press OK.

c If you do not want to change additional

settings, press Color Start to print.

Cropping: On

Cropping: Off 12

This setting adjusts the hue of the white areas of an image. Lighting, camera settings and other influences will effect the appearance of white. The white areas of a picture may be slightly pink, yellow or some other color. By using this setting, you can correct that effect and bring the white areas back to pure white.

• Sharpness This setting enhances the detail of an

image, similar to adjusting the fine focus on a camera. If the image is not in true focus and you cannot see the fine details of the picture, then adjust the sharpness.

• Color Density This setting adjusts the total amount of

color in the image. You can increase or decrease the amount of color in an image to improve a washed out or weak picture.

Borderless 12

This feature expands the printable area to the edges of the paper. Printing time will be slightly slower.

a Press a or b to choose Borderless.

Press OK.

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

Press OK.

c If you do not want to change additional

settings, press Color Start to print.

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Chapter 12

Setting your changes as new default 12

You can save the print settings you use most often by setting them the default settings. These settings will stay until you change them again.

a Press a or b to choose your new

setting. Press OK. Repeat this step for each setting you want to change.

b After changing the last setting, press a

or b to choose Set New Default. Press OK.

c Press 1 to choose Yes. d Press Stop/Exit.

Restoring all the settings to factory settings 12

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

a Press (PhotoCapture).

b Press a or b to choose

Factory Reset. Press OK.

c Press 1 to choose Yes. d Press Stop/Exit.

Scan to Card 12

Entering Scan mode 12

When you want to scan to card, press

(Scan) to illuminate it in green.

The LCD shows:

SCAN

Scan to E-mail

Scan to Image Scan to OCR Scan to File Scan to Card

OKSelect & Press

If you are not connected to your computer only the Scan to Card selection will appear on the LCD.

Press a or b to scroll through the Scan key options.

 Scan to E-mail (See Software User’s

Guide.)

 Scan to Image (See Software User’s

Guide.)

 Scan to OCR (See Software User’s

Guide.)

 Scan to File (See Software User’s

Guide.)

 Scan to Card (See page 85.)

When the option you want is highlighted, press OK.

Brother MFC-820CW User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Brother numbers

Register your product

FAQs (frequently asked questions)

For Customer Service

Brother fax back system (USA only)

Ordering accessories and supplies

Compilation and Publication Notice

Table of Contents

General I

General Information 1

Using this guide 1

Finding information 1

Symbols used in this guide 1

How to access the complete User’s Guide

To view Documentation (For Windows®) 1

How to view Documentation from the CD-ROM main menu

How to find Scanning instructions 1

How to find Network setup instructions

To view Documentation (For Macintosh®) 1

How to find Network setup instructions

How to find Scanning instructions 1

Control panel overview 1

LCD display screen 1

Basic Operations 1

About fax machines 1

Custom features 1

Do you have Voice Mail on the phone line?

Why should there be problems? 1

How can you avoid possible problems?

Fax tones and handshake 1

ECM (Error Correction Mode) 1

Loading documents and paper 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

Scanning area 2

About paper 2

Handling and using special paper 2

Recommended paper 2

Paper type and size for each operation 2

Paper weight, thickness and capacity 2

Paper capacity of the output paper tray

Printable area 2

Loading paper, envelopes and post cards 2

Loading paper or other media 2

Loading envelopes 2

How to load post cards 2

General setup 3

Turning the machine on and off

Turning the machine off 3

Turning the machine on 3

On/Off setting

Mode Timer 3

Setting the Mode Timer 3

Paper settings 3

Setting the Paper Type 3

Setting the Paper Size 3

Volume Settings 3

Setting the Ring Volume 3

Setting the Ring Volume from the menu

Setting the Beeper Volume 3

Setting the Speaker Volume

Automatic Daylight Savings Time

LCD display 3

Setting the LCD Contrast 3

Setting the backlight brightness 3

Setting the Off Timer 3

Setting the Dim Timer for the backlight 3

Sending a fax 4

Entering Fax mode 4

Faxing from the ADF 4