Brother MFC-8640D VERSION A, MFC-8840D VERSION A User Manual

MFC-

8440 MFCMFCMFC-

USER’S GUIDE

8640

8840

D D DN

Version A

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN

(Circle your model number)

Serial Number:* Date of Purchase: Place of Purchase: * The serial number is on the back of the unit. Retain

this User’s Guide with your sales receipt as a permanent record of your purchase, in the event of

http://www.brother.com/registration

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.

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

Brother numbers

IMPORTANT

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

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 Registra tion 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

Frequently asked questions (FAQs)

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

http://solutions.brother.com

You can check here for Brother driver updates.

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 cent er, call 1-800-284-4357.

Service Center Locations (Canada only)

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

BROTHER NUMBERS

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 received faxed instructions and an index of fax back subjects.

In USA only: 1-800-521-2846

The Brother fax back system number has been preprogrammed on One-Touch Key 01.

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

Toner Cartridge TN-540 (Standard, prints up to 3,500 pages)

TN-570 (High yield, prints up to 6,700 pages) Drum Unit DR-510 Telephone Line Cord LG3077001 IEEE-1284 Bi-directional Cable F2A046-10 Power Protector for A/C Power, Phone

Line Surges and Voltage Spikes (2 outlets) Power Protector for A/C Power, Phone

Line Surges and Voltage Spikes (8 outlets) Paper Tray #2 (Option) LT-5000 Network (LAN) Board (Option)

Brother Print/Fax Server (10/100 Base-TX Ethernet Network)

User's Guide LF6306001 (English for USA and Canada)

Quick Setup Guide LF6355001 (English for USA and Canada)

ORDERING ACCESSORIES AND SUPPLIES

QPD120

FX120

NC-9100h

LF6305001 (French For Canada)

LF6357001 (French For Canada)

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.

NOTICE – DISCLAIMER OF WARRANTIES

iii

Brother® One-Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

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

• If you purchased a product from someone other than an authorized Brother reseller in the United States or if the product was used (including but not limited to floor models or refurbished product), prior to your purchase you are not the Original Purchaser and the product that you purchased is not co vered by this warran ty.

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®-brand parts and

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 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 a refurbished or remanufactured replacement Machine and/or accompanying Consumable and

if you first reported the problem

for Fax,

for

MFC LIMITED WARRANTY (USA)

Brother® One-Year Limited Warranty and Replacement Service

(USA only)

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.

MFC LIMITED WARRANTY (USA)

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

LIMITED WARRANTY (CANADA)

Safety precautions

To use the MFC safely

Save these instructions for later reference.

WARNING

There are high voltage electrodes inside the MFC. Before you clean the MFC or clear a paper jam, make sure you have unplugged the power cord from the power outlet.

After you use the MFC, some internal parts are extremely HOT! To prevent injuries, be careful not to put your fingers in the area shown in

the illustration.

To prevent injuries, be careful not to put your hands on the edge of the MFC under the document cover.

Do not handle the plug with wet hands. Doing this might cause an electrical shock.

To prevent injuries, be careful not to put your fingers in the area shown in the illustration.

vii

To prevent injuries, be careful not to put your fingers in the area shown in the illustration.

■ When you move the MFC, grasp the side handholds that are under th e

scanner. Do NOT carry the MFC by holding it at the bottom.

■ Use caution when installing or modifying telephone lines. Never touch

telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall jack. Never install telephone wiring during a lightning storm. Never install a telephone jack in a wet location unless the jack is specifically designed for a wet location.

■ Install equipment with a power cord near a socket/outlet that is easily

accessible.

■ To reduce the risk of shock or fire, use only a No. 26 AWG or larger

telecommunication line cord.

■ Do not use a telephone in the vicinity of gas leak to report leak.

■ Do not use this product near appliances that use water, in a wet

basement or near a swimming pool.

■ Avoid using a telephone other than a cordless type d uring an elect rical

storm. There may be a remote risk of electric shock from lightning.

Caution

■ Lightning and power surges can damage this product! We recommend

that you use a quality surge protection de vice on the AC power line and on the telephone line, or unplug the lines during a lightning storm.

viii

Choosing a location

Place your MFC on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the MFC near a telephone jack and a standard, grounded power outlet. Choose a location where the temperature remains between 50°F and 95.5°F (10°-32.5°C).

Caution

■ Avoid placing your MFC in a high-traffic area.

■ Do not place near heaters, air conditioners, water, chemicals, or

refrigerators.

■ Do not expose the MFC to direct sunlight, excessive heat,

moisture, or dust.

■ Do not connect your MFC to electrical outlets controlled by wall

switches or automatic timers.

■ Disruption of power can wipe out information in the MFC’s

memory.

■ Do not connect your MFC to electrical outlets on the same circuit

as large appliances or other Equipment that might disrupt the power supply.

■ Avoid interference sources, such as speakers or the base units

of cordless phones.

NO !

NO ! NO !

Quick Reference Guide

Sending faxes

Automatic Transmission

If it is not illuminated in green, press (

Place the original face up in the ADF, or face down on the scanner glass.

Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad.

Press Start.

If you are using the scanner glass, press

Real Time Transmission

You can send faxes in real time.

If it is not illuminated in green, press (

Place the original face up in the ADF, or face down on the scanner glass.

Press Menu, 2, 2, 5.

Press or to select On, and then press

—OR— For the next transmission

only, press or to select Next Fax Only, and then press

2 or Start.

Set.

Fax).

Set

7 8

Receiving faxes

Select Receive Mode

1 2

Storing numbers

Storing One-Touch Dial numbers

1 2

3 4 5

For the next fax only, press

or to select Next Fax:On , and then press

Set.

Press 1 if you want to choose more settings and the LCD will return to the Setup send menu.

—OR— Press Enter the fax number. Press Start.

Press Menu, 0,1. Press or to select

Fax Only, Manual, Fax/Tel and External TAD and then

press

Press Menu, 2, 3, 1. Press the One-Touch key

where you want to store the number.

Enter a number (up to 20 digits), and then press

Enter a name (or leave it blank), and then press

Press Stop/Exit.

2 to fax.

Set.

Storing Speed-Dial numbers

Press Menu, 2, 3, 2.

Enter a three-digit Speed-Dial number, and then press

Enter a number (up to 20 digits), and then press

Enter a name (or leave it blank), and then press

Press Stop/Exit.

Set.

Dialing operations

One-Touch Dialing / Speed-Dialing

If it is not illuminated in green, press (

Place the original face up in the ADF, or face down on the scanner glass.

Press the One-Touch key of the number you want to call

—OR—

Search/Speed Dial,

Press press #, and then press the three-digit Speed-Dial number.

Press Start.

Using Search

If it is not illuminated in green, press (

Press

Search/Speed Dial

and then enter the first letter of the name you’re looking for.

Press or to search the memory.

Press Start.

Fax).

Making copies

Single copy

Press (Copy) to illuminate it in green.

Place the original face up in the ADF, or face down on

the scanner glass.

Press Start.

Sorting multiple copies (Using the ADF)

Press (Copy) to illuminate it in green.

Place the original face up in the ADF.

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

Press Sort. Sort icon appears on the

LCD.

Press Start.

Brother fax back system:

In USA: 1-800-521-2846

Brother Global Web Site:

http://www.brother.com

Frequently Asked Questions (FAQs) and Product Support

http://solutions.brother.com

Brother Accessories & Supplies:

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

http://www.brothermall.com

In Canada:

1-800-947-1445 (fax)

1-877-BROTHER (voice)

Table of contents

Introduction .................................. ........................................ 1-1

Using this Guide ...............................................................1-1

Finding information.................................................1-1

Symbols used in this Guide.................................... 1-1

Fax Test Sheet and Product Registration

(USA only).............................................................. 1-2

On-Line Registration (USA and Canada)................... 1-2

MFC part names and operations................................1-3

Control panel overview.....................................................1-6

Status LED indications .............................................1-11

About fax machines...................... ... ... ... ... .... ... ...............1-13

Custom features........ ... ... ... .... .................................. 1-13

Do you have Voice Mail on the phone line?.........1-13

Why should there be problems?...........................1-13

How can you avoid possible problems?...............1-13

Fax tones and handshake ........................................1-14

ECM (Error Correction Mode)...................................1-15

Connecting the MFC.......................................................1-15

Connecting an external telephone............................1-15

Connecting an external telephone answering device

(TAD)....................................................................1-16

Sequence .............................................................1-16

Connections .........................................................1-18

Recording outgoing message (OGM) on

an external TAD ...............................................1-18

Special line considerations.......................................1-19

Roll-over phone lines............................................1-19

Two-line phone system ........................................1-19

Converting telephone wall outlets ........................1-20

Installing MFC, external two-line tad and two-line

telephone..........................................................1-21

Multi-line connections (PBX) ....................................1-22

If you are installing the MFC to work with a PBX...1-22

Custom features on your phone line.........................1-22

Paper .................................... ............................................. ....2-1

About paper........................... ... .... ... ................................. 2-1

Type and size of paper...............................................2-1

Recommended paper.................................................2-1

Choosing acceptable paper..............................................2-2

Paper capacity of the paper trays...........................2-3

xii

Paper specifications for each paper tray ................2-4

How to load paper.......................................................2-5

To load paper or other media in the paper tray......2-5

To load paper or other media in the manual

feed tray (For MFC-8440)...................................2-7

To load paper or other media in the multi-purpose tray

(MP tray) (For MFC-8640D, MFC-8840D and

MFC-8840DN).........................................................2-8

To use Automatic Duplexing for fax, copy and print

operations (For MFC-8640D, MFC-8840D and

MFC-8840DN).......................................................2-10

On-screen programming .....................................................3-1

User-friendly programming ...............................................3-1

Menu table......................................... ... ......................3-1

Memory Storage.........................................................3-1

Navigation keys ................................................................3-2

Getting started .....................................................................4-1

Initial Setup.......................................................................4-1

Setting the Date and Time..........................................4-1

Setting the Station ID..................................................4-2

Entering text ...........................................................4-3

Inserting spaces .................................. ... .... ... ... ... ...4-3

Making corrections ................................. ................4- 3

Repeating letters ....................................................4-3

Special characters and symbols ............................4-4

Setting Tone and Pulse dialing mode

(For Canada only)...................................................4-4

General Setup...................................................................4-5

Setting the Mode Timer ..............................................4-5

Setting the Paper Type...............................................4-5

Setting the Paper Size................................................4-6

Setting the Ring Volume.............................................4-8

Setting the Beeper Volume.........................................4-8

Setting the Speaker Volume.......................................4-9

Turning on Automatic Daylight Savings Time.............4-9

Toner Save.................................................................4-9

Sleep Time................................................................4-10

Turning off the Scanner Lamp..................................4-10

Setting the Tray Use for Copy mode ........................4-11

Setting the Tray Use for Fax mode...........................4-12

Setting the LCD Contrast..........................................4-12

xiii

Setup Receive ........ ... ... ... ....................................... ... .... ... ....5-1

Basic receiving operations............................ ... ... ... ...........5-1

Choosing the Receive Mode ......................................5-1

To select or change your Receive Mode................5-2

Setting the Ring Delay ............................................... 5-2

Setting the F/T Ring Time (Fax/Tel mode only)..........5-3

Easy Receive .............................................................5-4

Printing a reduced incoming fax

(Auto Reduction) ....................................................5-5

Printing a fax from the memory ..................................5-5

Setting the Print Density.............................................5-6

Advanced receiving operations ........................................5-7

Operation from extension telephones.........................5-7

For FAX/TEL mode only............................................. 5- 7

Using a cordless external handset .............................5-8

Changing the remote codes .......................................5-8

Polling......................................................................... 5-9

Setting up Polling Receive .....................................5-9

Setting up Sequential Polling Receive .................5-10

Setting Duplex printing for Fax mode

(For MFC-8640D, MFC-8840D and

MFC-8840DN)......................................................5-10

Telephone services ........................................................5-11

Distinctive Ring.........................................................5-11

What does your telephone company’s

‘Distinctive Ring’ do?........................................5-11

What does Brother’s ‘Distinctive Ring’ do? ..........5-11

Do you have Voice Mail? .... ... ... ............................5-12

Before you choose the ring pattern to regis te r .....5-12

Registering the Distinctive Ring pattern ...................5-13

Turning off the Distinctive Ring ............................5-13

Caller ID.......................................................................... 5-14

Viewing Caller ID List ...............................................5-15

Clearing a Caller ID stored in the memory ...............5-15

Printing Caller ID List....................... ... .... ... ... ... .........5-15

xiv

Setup Send ........................ ... ....................................... ... ... ...6-1

How to Fax.............. .... ... ....................................... ... ... ... ...6-1

Enter Fax mode..........................................................6-1

Faxing from the automatic document feeder (ADF) ....6-1

Faxing from the ADF ..............................................6-2

Faxing from the scanner glass....................................6-3

Faxing legal size originals from the scanner glass......6-4

Out of Memory message ........................................6-4

Manual transmission...................................................6-4

Automatic transmission............... ................................6-5

This is the easiest way to send a fax......................6-5

Sending a fax at the end of a conversation ................6-5

Basic sending operations.................................. ................6- 6

Sending faxes using multiple settings.........................6-6

Contrast......................................................................6-6

Fax Resolution................................ ... .........................6-7

Manual and automatic fax Redial ...............................6-8

Dual Access................................................................6-9

Real Time Transmission...........................................6-10

Checking job status ..................................................6-11

Canceling a job while scanning the original..............6-11

Canceling a scheduled job........................................6-11

Advanced sending operations ........................................6-12

Composing the electronic Cover Page.....................6-12

Composing your own comments ..........................6-13

Cover page for the next fax only...........................6-14

Send a cover page for all faxes............................6-15

Using a printed cover page.......................................6 -1 5

Broadcasting.............................................................6-16

Overseas Mode ....................................................... .6-18

Delayed Fax..............................................................6-19

Delayed Batch Transmission....................................6-20

Setting up Polled Transmission ................................6-21

Memory Security.......................................................6-22

Setting up the password.......................................6-22

Turning Memory Security on ................................6-23

Turning Memory Security off.....................................6-23

Auto Dial numbers and dialing options .............................7-1

Storing numbers for easy dialing ......................................7-1

Storing One-Touch Dial numbers ...............................7-1

Storing Speed-Dial numbers.............. ... ... ... .... ............7-2

Changing One-Touch and Speed-Dial numbers....... ..7-3

Setting up Groups for Broadcasting............................7-4

Dialing options..................................................................7-5

Search........................................................................7-5

One-Touch Dialing......................................................7-5

Speed-Dialing.............................................................7-6

Manual dialing ............................................................7-6

Using an external telephone....................................... 7-6

Access codes and credit card numbers .. ... ... ... .... .......7-7

Pause .........................................................................7-8

Tone or Pulse (Canada only)......................................7-8

Remote Fax Options .................... .... ... ... ... ... ........................8-1

Fax Forwarding/Paging .................................................... 8-1

Programming a Fax Forwarding number....................8-1

Programming your pager number...............................8-2

Setting Fax Storage..........................................................8-3

Setting your Remote Access Code...................................8-4

Remote Retrieval... ... ... .... ...................................... .... ... ... . 8- 5

Using your Remote Access Code............................... 8-5

Remote commands ....................................................8-6

Retrieving fax messages ........ ... ... ..............................8-7

Changing your Fax Forwarding number..................... 8-7

Printing reports ....................................................................9-1

MFC settings and activity ......................... .... ....................9-1

Customizing the Transmission Verification Report.....9-1

Setting the Fax Activity Report Interval ......................9-2

Printing reports............. ... ....................................... ... . 9- 3

To print a report......................................................9-3

Making copies ........................................... ... .... ... ... ............10-1

Using the MFC as a copier .............................................10-1

Enter Copy mode......................................................10-1

Temporary copy settings ......................................10-2

Making a single copy from the ADF........... ... ... .... ... .. 10 - 3

Making multiple copies from the ADF.......................10-3

Single or multiple copies using the scanner glass......10-4

Out of Memory message ..........................................10-5

Using the copy keys (Temporary settings) .....................10-6

Enlarge/Reduce........................................................ 10-7

Quality (type of original)............................................10-8

Sorting copies using the ADF................................... 10-9

Contrast....................................................................10-9

Tray Select .............................................................10-10

Duplex/N in 1..........................................................10-11

xvi

Duplex/N in 1 copy...................... .... ... ... ..................1 0 -1 2

N in 1 copy..........................................................10-12

Poster.................................................................10-13

Duplex (1 in 1) (For MFC-8640D, MFC-8840D

and MFC-8840DN) ....... ... ... .... ... ... ..................1 0 -1 4

Duplex (2 in 1) and Duplex (4 in 1)

(For MFC-8640D, MFC-8840D and

MFC-8840DN)................................................10-16

Changing the default copy settings...............................10-17

Quality ....................................................................10-17

Contrast..................................................................10-17

Important information ........................................................11-1

Standard telephone and FCC Notices

These notices are in effect on models sold and

used only in the United States..............................11-1

Federal Communications Commission (FCC)

Declaration of Conformity (USA only)...................11-3

Important ..............................................................11-4

Important – about the interface cable ...................11- 4

Industry Canada Compliance Statement

(Canada only)................................ ... ... ... .... ..........11-4

International E

Laser safety.......................................................... ... .11-4

FDA regulations........................................................11-5

Important safety instructions...........................................11-6

Trademarks.....................................................................11-8

Troubleshooting and routine maintenance .....................12-1

Troubleshooting ............................................................. 12-1

Error messages ........................................................12-1

Original jams................................... ..........................12-4

Original is jammed in the top of the ADF unit........12-4

Original is jammed inside the ADF unit. ...............12-5

Paper jams................................................................12-6

Paper is jammed in the duplex tray

(For MFC-8640D, MFC-8840D and

MFC-8840DN)................................................12-11

If you are having difficulty with your MFC...............12-13

Improving the print quality.......................................12-18

Packing and shipping the MFC.....................................12-22

Routine maintenance....................................................12-25

Cleaning the scanner..............................................12-25

Cleaning the printer ................................................12-26

NERGY STAR

Compliance Statement ...11-4

xvii

Cleaning the drum unit ...........................................12-27

Replacing the toner cartridge .................................12-28

How to replace the toner cartridge .........................12-29

Replacing the drum unit.......................................... 12-34

Checking the drum life............................................12-37

Page Counter .........................................................12-37

Optional accessories .......... ...................................... .... ... .. 13- 1

Memory board ................................................................ 13-1

Installing the optional memory board........................13-2

Network (LAN) board......................................................13-4

Before starting installation ...... .................................. 13-5

Step 1: Hardware installation........ ... ... .... ... ...............13-5

Step 2: Connecting the NC-9100h to an Unshielded

Twisted Pair 10BASE-T or 100BASE-TX Ethernet

Network ................................................................ 13-8

LED ......................................................................13-8

TEST SWITCH............................... .... ... ... ... .... .....13-9

Paper Tray #2........................................................... 13-9

Glossary .............................................................................. G-1

Specifications ......................................................................S-1

Product description...........................................................S-1

General.............................................................................S-1

Print media .......................................................................S-2

Copy .................................................................................S-2

Fax....................................................................................S-3

Scanner ............................................................................S-4

Printer...............................................................................S-5

Interfaces..........................................................................S-5

Computer requirements......................................... ...........S-6

Consumable items............................................................S-7

Network (LAN) board (NC-9100h)....................................S-8

Optional External Wireless Print/Scan Server

(NC-2200w) ...................................................................S-9

Index ...................................................................................... I-1

Remote Retrieval Access card .......................................... R-1

xviii

Introduction

Using this Guide

Thank you for buying a Brother Multi-Function Center (MFC). Your MFC is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your MFC by taking a few minutes to read this Guide.

Finding information

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

Symbols used in this Guide

Throughout this Guide you’ll 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 added some of the messages that will appear in the LCD.

Bold

Italics Italicized typeface emphasizes an important point

Courier New

Warnings inform you what to do to avoid possible personal injury.

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

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

Improper Setup alerts you to devices and operations that are not compatible with the MFC.

1 - 1 INTRODUCTION

Bold typeface identifies specific keys on the MFC control panel.

or refers you to a related topic. Courier New typeface identifies the messages on

the LCD of the MFC.

Fax Test Sheet and Product Registration (USA only)

After setting your Station ID, please fill in the Test Sheet included with your MFC and fax it to Brother’s Automated Fax Response System as your first transmission. This will check that your MFC is working properly.

To get a response, you must have set up your Station ID. (See Setting the Station ID on page 4-2.)

In USA Only: 1-877-268-9575

When your Test Sheet is received, a Confirmation Sheet and Product Registration form will be sent back to your MFC.

Please fill in the form and return it to complete your registration.

On-Line Registration (USA and Canada)

Insert the MFL-Pro Suite CD-ROM into your CD-ROM drive.

Click Online Registration to register your product.

INTRODUCTION 1 - 2

MFC part names and operations

■ Front view

5 Automatic Document Feeder (ADF)

4 Control Panel

Face-down Output Tray

Support Flap with Extension

2 Front Cover Release Button

1 (MFC-8440) Manual Feed Tray

(MFC-8640D/MFC-8840D/ MFC-8840DN) Multi-purpose Tray (MP Tray)

No.

Name Description

1 (MFC-8440) Manual Feed Tray

Load paper here.

6 ADF Document Support

Extension

7 ADF Document

Output Support Flap

8 Document Cover

9 Power Switch

10 Front Cover

11 Paper Tray (Tray #1)

(MFC-8640D, MFC-8840D and MFC-8840DN) Multi-purpose Tray (MP Tray)

2 Front Cover Release Button Press it to open the front cover.

3 Face-down Output Tray Support

Flap with Extension (Support

Unfold it to prevent the printed paper from sliding off the MFC.

Flap)

4 Control Panel Use the keys and display to control the

MFC.

5 Automatic Document Feeder

(ADF)

6 ADF Document Support

Extension

7 ADF Document Output Support

Flap

Use the ADF unit for multiple page originals.

Place the original here to use the ADF unit.

Unfold to prevent the scanned pages from sliding off the MFC.

8 Document Cover Open to place the original on the

scanner glass.

9 Power Switch Switch it on or off.

10 Front Cover Open to install a toner cartridge or drum

unit.

11 Paper Tray (Tray #1) Load paper here.

1 - 3 INTRODUCTION

■ Back view

16 ADF Cover

15 Face-up Output Tray

(Back Output Tray)

14 AC Power Connector 13 Duplex Tray

(MFC-8640D/

MFC-8840D/ MFC-8840DN)

12 Paper Adjustment Lever

for Duplex Printing

(MFC-8640D/MFC-8840D/MFC-8840DN)

No.

Name Description

12 Paper Adjustment Lever for

Duplex Printing

20 External Telephone

Line Jack

Use to match your paper size for duplex printing.

(MFC-8640D, MFC-8840D and MFC-8840DN)

13 Duplex Tray

(MFC-8640D, MFC-8840D

Slide out to remove paper jammed inside the MFC.

and MFC-8840DN)

14 AC Power Connector Connect the AC Power Cable here. 15 Face-up Output Tray

(Back Output Tray)

Open it when thicker paper is placed in the MP tray or Manual feed tray.

16 ADF Cover Open to remove paper jammed inside the

ADF unit.

17 Telephone Line Jack Plug the line cord supplied with the MFC into

here.

18 USB Interface Connector Connect the USB Cable here. 19 Parallel Interface Connector Connect the Parallel Cable here. 20 External Telephone Line Jack Plug in the modular plug on the external

telephone line here.

17 Telephone Line Jack

18 USB Interface

Connector

19 Parallel Interface

Connector

INTRODUCTION 1 - 4

■ Inside view (Document cover open)

24 Document Cover

23 Scanner Lock Lever

22 Glass Strip

21 Document

Guidelines

No.

Name Description

25 White Film

26 Scanner Glass

21 Document Guidelines Use to center the original on the scanner glass. 22 Glass Strip This is used to scan the original when using the

ADF.

23 Scanner Lock Lever Use to lock/unlock the scanner when relocating the

MFC.

24 Document Cover Open to place the original on the scanner glass. 25 White Film Clean it for good quality copying and scanning. 26 Scanner Glass Place the original to be scanned here.

1 - 5 INTRODUCTION

Control panel overview

MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN have similar control panel keys.

5 8

41 3

INTRODUCTION 1 - 6

42 3

Shift

To access memory locations 21 through 40 in the One-Touch keys hold down the Shift key.

One-Touch keys

These 20 keys give you instant access to 40 previously stored dial numbers.

Print keys:

Secure

Lets you print out data saved in memory by entering your four-digit password.

Job cancel

Clears data from the printer memory.

1 - 7 INTRODUCTION

Status LED

(Light-Emitting Diode)

The LED will flash and change color depending on the MFC status.

5-Line Liquid Crystal Display (LCD)

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

Mode keys:

Fax

Lets you access Fax mode.

Copy

Lets you access Copy mode.

Scan

Lets you access Scan mode.

Fax and telephone keys:

Hook

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

Resolution

Sets the resolution when you send a fax.

Search/Speed Dial

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

Redial/Pause

Redials the last number you called. It also inserts a pause in auto dial numbers.

INTRODUCTION 1 - 8

Navigation keys:

Lets you access the Menu to program.

Set

Lets you store your settings in the MFC.

Clear/Back

Deletes entered data or lets you exit the menu by pressing repeatedly.

1 - 9 INTRODUCTION

Press to scroll forward or backward to a menu selection.

When using the speaker or ring, you can press these keys to adjust the volume in fax mode.

Press to scroll through the menus and options.

Also, you can use these keys to do a numerial search for the names of stored numbers in fax mode.

Copy keys

(Temporary settings): Enlarge/Reduce

Lets you reduce or enlarge copies depending upon the ratio you select.

Contrast

Lets you make a copy that is lighter or darker than the original.

Quality

Lets you select the copy quality for your type of original.

Tray Select

You can select which tray you would like to use for the next copy.

Sort

Lets you sort multiple copies using the ADF.

N in 1 (For MFC-8440) N in 1 lets you copy 2 or 4 pages

onto one page. Duplex/N in 1 (For MFC-8640D,

MFC-8840D and MFC-8840DN) You can choose Duplex to copy on

both sides of the paper or N in 1 to copy 2 or 4 pages onto one page.

Dial Pad

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

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

Stop/Exit

Stops a fax, copy and scan operation or exits from the menu.

Start

Lets you start sending faxes, making copies or scanning.

INTRODUCTION 1 - 10

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