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

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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

Status LED indications

The Status LED (Light Emitting Diode) will flash and change color depending on the MFC status.

The LED indications shown in the table below are used in the illustrations in this chapter.

LED LED status

LED is off.

LED is on.

Green Yellow Red

LED is blinking.

Green Yellow Red

LED MFC status Description

Sleep Mode The power switch is off or the MFC is in Sleep

mode.

Warming Up The MFC is warming up for printing.

Green

Ready The MFC is ready to print.

Green

Receiving Data The MFC is either receiving data from the

computer, processing data in memory or

Yellow

Data Remaining in Memory

Yellow

1 - 11 INTRODUCTION

printing data. Print data remains in the MFC memory.

LED MFC status Description

Service error Follow the steps below.

1. Turn off the power switch.

2. Wait a few seconds, and then turn it back on and try to print again.

If you cannot clear the error and see the same

Red

Cover open The cover is open. Close the cover. (See Error

Toner empty Replace the toner cartridge with a new one.

Paper error Put paper in the tray or clear the paper jam.

Red

Scan lock Check that the scanner lock lever is released.

Others Check the LCD message. (See Troubleshooting

Out of memory Memory is full. (See Error messages on page

service call indication after turning the MFC back on, please call Brother Customer Service at: 1-800-284-4329 (in USA) or 1-877-BROTHER (in Canada).

messages on page 12-1.)

(See Replacing the toner cartridge on page 12-28.)

Check the LCD message. (See Troubleshooting on page 12-1.)

(See Scanner Lock Lever on page 1-5.)

on page 12-1.)

12-1.)

When the power switch is off or the MFC is in Sleep mode, the LED is off.

INTRODUCTION 1 - 12

About fax machines

Custom features

Do you have Voice Mail on the phone line?

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

Why should there be problems?

Since both the MFC 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 your Voice Mail is set to answer after two rings and your MFC is set to answer after four, your Voice Mail will stop your MFC from receiving faxes.

If you set Voice Mail and the Brother MFC 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 MFC 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 an alternative service, which is called “Distinctive Ring”, and they are very satisfied with it. (See Distinctive Ring on page 5-11.)

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

(See Connecting an external telephone answering device (TAD) on page 1-16.)

1 - 13 INTRODUCTION

Fax tones and handshake

When someone is sending a fax, the MFC sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press 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’ll 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 MFC is set to the Fax Only mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, your MFC 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 machines “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.

Start and they will continue

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. Pay special attention to the directions for connecting a TAD in this chapter. (See Connecting an external telephone answering device (TAD) on page 1-16.)

INTRODUCTION 1 - 14

ECM (Error Correction Mode)

The Error Correction Mode (ECM) is a way for the MFC to check a fax transmission while it is in progress. If the MFC detects errors during fax transmission, if 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 MFC.

Your MFC must have enough memory for this feature to work.

Connecting the MFC

Connecting an external telephone

Although your MFC does not have a handset, you can connect a separate telephone (or telephone answering device) directly to your MFC as shown in the diagram below.

Connect the modular plug on the telephone’s line cord to the jack labeled EXT. in the back of the MFC.

Whenever this phone (or TAD) is in use, the LCD shows Telephone.

1 - 15 INTRODUCTION

Connecting an external telephone answering device (TAD)

Sequence

You may choose to connect an answering device. However, when you have an external TAD on the same telephone line as the MFC, the TAD answers all calls and the MFC “listens” for fax calling (CNG) tones. If it hears them, the MFC takes over the call and receives the fax. If it doesn’t hear CNG tones, the MFC 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 MFC 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.

■ If you do not receive all your faxes, reduce the Ring Delay

setting on your external TAD, to one or two rings.

■ 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 MFC, and use that number as a fax number. The recommended setting is four rings on the external TAD when you have the telephone company’s Distinctive Ring Service.

■ If You Do Not Subscribe to Distinctive Ring Service:

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

INTRODUCTION 1 - 16

Do not connect a TAD elsewhere on the same phone line (unless you have the Distinctive Ring service).

TAD

1 - 17 INTRODUCTION

Connections

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

Plug the telephone line cord from the wall jack into the back of the MFC, in the jack labeled LINE.

Plug the telephone line cord from your external TAD into the back of the MFC, in the jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD’s telephone line jack, and not its telephone jack.)

Set your external TAD to four rings or less. (The MFC’s Ring Delay setting does not apply.)

Record the outgoing message on your external TAD.

Set the TAD to answer calls.

Set the Receive Mode to External TAD. (See Choosing the Receive Mode on page 5-1.)

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.

Record 5 seconds of silence at the beginning of your message. (This allows your MFC time to listen for the fax CNG tones of automatic transmissions before they stop.)

Limit your speaking to 20 seconds.

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

51 and Start.”

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

INTRODUCTION 1 - 18

Special line considerations

Roll-over phone lines

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 MFC 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 MFC on any of the other numbers; when the other lines are busy and a second fax call is received, the fax call would be transferred to a line that does not have a fax machine. Your MFC will work best on

a dedicated line.

Two-line phone system

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 combined into one jack (RJ14). Your MFC 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 two-line phone and see if it can access both lines. If it can, you must separate the line for your MFC. (See Easy Receive on page 5-4.)

1 - 19 INTRODUCTION

Converting telephone wall outlets

There are three ways to convert to an RJ11 jack. The first two ways may require assistance 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.

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 MFC is on Line 1, plug the MFC into L1 of the triplex adapter. If your MFC is on Line 2, plug it into L2 of the triple adapter.

Triplex Adapter

RJ14

RJ11 RJ14

INTRODUCTION 1 - 20

Installing MFC, 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 MFC must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the MFC 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 MFC and two for your external two-line TAD. You will need a fourth line cord if you add a two-line telephone.

Place the two-line TAD and the two-line telephone next to your MFC.

Plug one end of the telephone line cord for your MFC into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the back of the MFC.

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.

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 MFC.

Triplex Adapter

External Two Line TAD

You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the MFC’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.

1 - 21 INTRODUCTION

MFC

Two Line Phone

Multi-line connections (PBX)

Most offices use a central telephone system. While it is often relatively simple to connect the MFC 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 MFC for you. It is advisable to have a separate line for the MFC. You can then leave the Receive Mode set to FAX Only to receive faxes any time of the day or night.

If the MFC is to be connected to a multi-line 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.

As with all fax units, this MFC must be connected to a two wire system. If your line has more than two wires, proper connection of the MFC cannot be made.

If you are installing the MFC to work with a PBX

It is not guaranteed that the unit will operate correctly under all circumstances with a PBX. Any cases of difficulty should be reported first to the company that handles your PBX.

If all incoming calls will be answered by a switchboard operator, it is recommended that the Receive Mode be set to Manual. All incoming calls should initially be regarded as telephone calls.

Custom features on your phone line

If you have Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, an answering service, an alarm system or other custom feature on one phone line it may create a problem with the opera tion of your MFC. (See Custom features on page 1-13 and Custom features on a single line. on page 12-14.)

INTRODUCTION 1 - 22

Paper

About paper

Type and size of paper

The MFC loads paper from the installed paper tray, manual feed tray, multi-purpose tray or optional lower tray.

Tray Type Model name

Paper tray (Tray #1) MFC-8440, MFC-8640D, MFC-8840D

and MFC-8840DN Manual feed tray MFC-8440 Multi-purpose tray (MP tray) MFC-8640D, MFC-8840D and

MFC-8840DN Optional lower tray (Tray #2) Option for MFC-8440, MFC-8640D,

MFC-8840D and MFC-8840DN

Recommended paper

Plain Paper: Xerox 4200DP 20 lb

Hammermill Laser Paper 24 lb Transparency: 3M CG 3300 Labels: Avery laser label #

2 - 1 PAPER

5160

■ Before you buy a large amount of paper, please test some to

make sure that the paper is suitable.

■ Use paper that is made for plain-paper copying.

■ Use paper that is 20 to 24 lb (75 to 90 g/m

■ Use neutral paper. Do not use acidic or alkaline paper.

■ Use long-grain paper.

■ Use paper with a moisture content of approximately 5%.

Caution

Do not use ink jet paper. It may cause a paper jam and damage your MFC.

The output quality depends on the paper type and paper brand. Visit us at http://solutions.brother.com recommendations for paper that can be used with the MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN.

and check the latest

Choosing acceptable paper

We recommend that you test paper (especially special sizes and types of paper) on the MFC before purchasing large quantities.

■ Avoid feeding label sheets that are partly used or your MFC will

be damaged.

■ Avoid using coated paper, such as vinyl coated paper.

■ Avoid using preprinted or highly textured paper, or paper with an

embossed letterhead.

For optimum printing, use a recommended type of paper, especially for plain paper and transparencies. For more information on paper specifications, call your nearest authorized sales representative or the place where you purchased your MFC.

■ Use label or transparencies that are designed for use in laser

printers.

■ For the best print quality, we recommend using long-grained

paper.

■ If you are using special paper and the paper has problems

feeding from the paper tray, try again using the manual feed tray or multi-purpose tray.

■ You can use recycled paper in this MFC.

PAPER 2 - 2

Paper capacity of the paper trays

Paper size Number of sheets

Multi-purpose tray (MP tray)

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

Manual feed tray (MFC-8440)

Paper tray (Tray #1) A4, Letter, Legal, B5 (ISO),

Optional lower tray (Tray #2)

Duplex printing (MFC-8640D,

MFC-8840D and MFC-8840DN)

Width: 2.75 to 8.66 in. (69.8 to 220 mm)

Height: 4.57 to 16.0 in. (116 to 406.4 mm)

Width: 2.75 to 8.66 in. (69.8 to 220 mm)

Height: 4.57 to 16.0 in. (116 to 406.4 mm)

B5 (JIS), Executive, A5, A6, B6 (ISO)

A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5, B6 (ISO)

A4, Letter, Legal —

50 sheets (20 lb or 80 g/m

Single sheet

250 sheets (20 lb or 80 g/m

250 sheets

or 80 g/m2)

(20 lb

)

2 - 3 PAPER

Paper specifications for each paper tray

Model MFC-8440 MFC-8640D, MFC-8840D

and MFC-8840DN

Paper types

Paper weights

Paper sizes

Multipurpose tray

Manual feed tray

N/A Plain paper, Bond paper,

Plain paper, Bond paper,

Recycled paper, Envelope Transparency

N/A

, Labels*2, and

Recycled paper, Envelope, Labels, and

Transparency Paper tray Plain paper, Recycled paper, and Transparency Optional

Plain paper, Recycled paper, and Transparency

*2 *2

Lower tray Multi-

N/A 16 to 43 lb (60 to 161 g/m2) purpose tray

Manual

16 to 43 lb (60 to 161 g/m

)N/A

feed tray

Paper tray 16 to 28 lb (60 to 105 g/m Optional

16 to 28 lb (60 to 105 g/m

)

Lower tray Multi-

purpose tray

N/A Width: 2.75 to 8.66 in.

(69.8 to 220 mm) Height: 4.57 to 16.0 in. (116 to 406.4 mm)

Manual feed tray

Width: 2.75 to 8.66 in.

(69.8 to 220 mm)

N/A

Height: 4.57 to 16.0 in.

(116 to 406.4 mm) Paper tray A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5, A6,

B6 (ISO) Optional

Lower Tray

A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5,

B6 (ISO)

*1 Up to 3 envelopes *2 Up to 10 sheets

When printing transparencies, remove each one from the face-down output tray after it exits the MFC.

PAPER 2 - 4

How to load paper

To load paper or other media in the paper tray

Pull the paper tray completely out of the MFC.

While pressing the paper guide release lever, slide the adjusters to fit the paper size.

Check that the guides are firmly in the slots.

For Legal size paper, press the universal guide release button and pull out the back of the paper tray.

Universal Guide Release Button

2 - 5 PAPER

Fan the stack of paper well to avoid paper jams and misfeeds.

Put paper in the paper tray. Check that the paper is flat in the tray, below the maximum

paper mark, and that the paper guide is flush against the paper stack.

Up to here.

Put the paper tray firmly back in the MFC and unfold the support flap before you use the MFC.

Support Flap with Extension

When you put paper in the paper tray, please remember the following:

■ The side to be printed on must be face down.

■ Put the leading edge (top of the paper) in first and push it

gently into the tray.

■ To copy or receive faxes on Legal size paper, unfold the

support flap extension, too.

PAPER 2 - 6

To load paper or other media in the manual feed tray (For MFC-8440)

When printing envelopes and labels you should only use the manual feed tray.

Open the manual feed tray. Slide the paper guides to fit the paper size.

Using both hands put paper in the manual feed tray until the front edge of the paper touches the paper feed roller. Hold the paper in this position until the MFC automatically feeds the paper in for a short distance, and then let go of the paper.

When you put paper in the manual feed tray, please remember the following:

■ The side to be printed on must be face up.

■ Put the leading edge (top of the paper) in first and push it

gently into the tray.

■ Make sure that the paper is straight and in the proper

position on the manual feed tray. If it is not, the paper may not be fed properly, resulting in a skewed printout or a paper jam.

■ Do not put more than one sheet of paper or envelope in the

manual feed tray at any one time, or it may cause a jam.

2 - 7 PAPER

To load paper or other media in the multi-purpose tray (MP tray) (For MFC-8640D, MFC-8840D and MFC-8840DN)

When printing envelopes and labels you should only use the multi-purpose tray.

Open the MP tray and lower it gently.

Pull out and unfold the MP tray support flap.

MP tray support flap

When loading paper in the MP tray, make sure it touches the back of the tray.

Make sure that the paper is straight and in the proper position on the MP tray. If it is not, the paper may not be fed properly, resulting in a skewed printout or a paper jam.

PAPER 2 - 8

You can place up to 3 envelopes or up to 50 sheets of 20 lb or

80 g/m

While pressing the paper-guide release lever, slide the paper

paper in the MP tray.

guide to fit the paper size.

When you put paper in the MP tray, please remember the following:

■ The side to be printed on must be face up.

■ During printing, the inside tray rises to feed paper into the

MFC.

■ Put the leading edge (top of the paper) in first and push it

gently into the tray.

2 - 9 PAPER

To use Automatic Duplexing for fax, copy and print operations (For MFC-8640D, MFC-8840D and MFC-8840DN)

If you want to print on both sides of the paper using the Duplex feature for fax, copy or print, you will need to set the Paper Adjustment Lever to the size of paper you are using.

This feature is available for A4, Letter or Legal size paper. (See Setting Duplex printing for Fax mode (For MFC-8640D,

MFC-8840D and MFC-8840DN) on page 5-10, Duplex/N in 1 on page 10-11 and Two-sided printing (Duplex Printing) in Software

User’s Guide on the CD-ROM.)

Load paper in the Paper Tray or Multi-purpose Tray.

Set the Paper Adjustment Lever for Duplex Printing, in the back of the MFC, to match your paper size.

Letter/Legal

Your MFC is now ready to print two-sided pages.

PAPER 2 - 10

On-screen programming

User-friendly programming

Your MFC is designed to be easy to use with LCD on-screen programming using the navigation keys. User-friendly programming helps you take full advantage of all the menu selections your MFC has to offer.

Since your programming is done on the LCD, we have created step-by-step on-screen instructions to help you program your MFC. All you need to do is follow the instructions as they guide you through the menu selections and programming options.

Menu table

You can probably program your MFC without the User’s Guide. But to help you understand the menu selections and options that are found in the MFC programs, use the Menu table on page 3-4.

You can program your MFC by pressing Menu followed by the menu numbers. For example to set Fax Resolution to Fine: Press Press

Menu, 2, 2, 2 and or to select Fine. Set.

Memory Storage

If there is a power failure, you will not lose your menu settings because they are stored permanently. Temporary settings (such as Contrast, Overseas Mode, and so on) will be lost. You may also have to reset the date and time.

3 - 1 ON-SCREEN PROGRAMMING

Navigation keys

*Access the menu *Go to the next menu level

*Accept an option *Exit the menu by pressing

repeatedly

*Go back to the previous

menu level

*Scroll through the current

menu level

*Go back to the previous

menu level

*Go forward to the next

menu level

*Exit the menu

You can access the menu mode by pressing Menu. When you enter the menu, the LCD scrolls. Press —OR— Press —OR— Press —OR— Press —OR— Press —OR— Press (Only for MFC-N or if the optional LAN board (NC-9100h) is installed.) —OR—

Press —OR— You can scroll more quickly through each menu level by pressing the

arrow for the direction you want: or .

1 for General Setup menu 2 for Fax menu 3 for Copy menu 4 for Printer menu 5 for Print Reports menu 6 for LAN menu

0 for Initial Setup menu

1.General Setup

2.Fax

3.Copy

4.Printer Select

4.Printer

5.Print Reports

6.LAN

0.Initial Setup Select

▲▼ & Set

ON-SCREEN PROGRAMMING 3 - 2

Then set an option by pressing Set when that option appears on the LCD.

The LCD will then show the next menu level. Press or to scroll to your next menu selection. Press

Set.

When you finish setting an option, the LCD shows Accepted.

Use to scroll backward if you passed your choices or want to save keystrokes. The current setting is always the option with “ ”.

3 - 3 ON-SCREEN PROGRAMMING

To access the menu, press Menu.

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

Main Menu Submenu Menu

General

1. Setup

to select to select

Selections

1.Mode Timer — 0 Sec

2.Paper Type 1.MP Tray

3.Paper Size 1.Tray #1

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

2.Tray #1 (This menu only

appears if you have the optional tray #2)

3.Tray #2 (option)

(This menu only appears if you have the optional tray #2)

2.Tray #2 (option)

to accept

Options Descriptions Page

Sets how long the

30 Secs 1 Min

2 Mins

5 Mins Off

Thin

Plain

Thick Thicker Transparency

Thin

Plain

Thick Thicker Transparency

Thin

Plain

Thick Thicker Transparency

Letter

Legal Executive A5 A6 B5 B6

Letter

Legal Executive A5 B5 B6

MFC will stay in Copy or Scan mode before returning to Fax mode.

Sets the type of paper in the Multi-purpose tray.

Sets the type of paper in paper tray#1.

Sets the type of paper in paper tray#2.

Sets the size of paper in paper tray#1.

Sets the size of paper in paper tray#2.

exit

4-5

4-6

The factory settings are shown in Bold with .

ON-SCREEN PROGRAMMING 3 - 4

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

to select to select

Main Menu Submenu Menu

Selections

General

4.Volume 1.Ring High

Setup

(Continued)

2.Beeper High

3.Speaker High

5.Auto

— On

Daylight

6.Ecology 1.Toner Save On

2.Sleep Time Conserves power. 4-10

7.Tray

— Tray#1 Only

Use:Copy

(For MFC-8440, this menu doesn't appear.) (If you have the optional tray #2, see page 3-15)

8.Tray Use:Fax

(This setting only appears if you have the optional tray #2, see page 3-15.)

7.LCD Contrast

(MFC-8440)

8.LCD Contrast

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

9.LCD Contrast

(With optional tray #2)

— Selects the tray that

—- +

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

Adjusts the ring

Med

Low Off

Med

Low Off

Med

Low Off

Off

MP Only

Auto

- +

volume.

Adjusts the volume level of the beeper.

Adjusts the speaker volume.

Changes for Daylight Savings Time automatically.

Increases the life of the toner cartridge.

Selects the tray that will be used for Copy mode.

will be used for Fax mode.

Adjusts the contrast of the LCD.

exit

4-8

4-9

4-11

4-12

3 - 5 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

Main Menu Submenu Menu

2.Fax 1.

to select to select

Selections

Setup

Receive

(In Fax mode only)

Setup

Send

(In Fax mode only)

1.Ring Delay 04

2.F/T Ring Time

3.Easy Receive

4.Remote Code

5.Auto Reduction

6.Print Density

7.Polling RX On

8.Duplex

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

1.Contrast Auto

2.Fax Resolution

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

Sets the number of

03 02 01 00

70 40 30

Off

( 51, #51)

Off

- +

Off

Light Dark

Standard

Fine S. Fine Photo

rings before the MFC answers in FAX or FAX/TEL mode.

Sets the pseudo/double-ring time in FAX/TEL mode.

Receives fax messages without pressing the Start key.

You can answer all calls at an extension or external phone and use codes to turn the MFC on or off. You can personalize these codes.

Reduces the size of incoming faxes.

Makes printouts darker or lighter.

Sets up your MFC to poll another fax machine.

Prints received faxes on both sides of the paper.

Changes the lightness or darkness of faxes you send.

Sets the default resolution for outgoing faxes.

exit

5-2

5-3

5-4

5-8

5-5

5-6

5-9

5-10

6-6

6-7

ON-SCREEN PROGRAMMING 3 - 6

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

Main Menu Submenu Menu

2.Fax (Continued)

to select to select

Selections

2.Setup Send (Continued)

(In Fax mode only)

3.Set Auto Dial

3.Delayed Fax

4.Batch TX On

5.Real Time TX

6.Polled TX On

7.Coverpg Setup

8.Coverpage Msg

9.Overseas Mode

0.Glass Fax Size

1.One-Touch Dial

2.Speed-Dial — Stores Speed-Dial

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

— Set the time of day in

Off

On Next Fax Only

Off

Next Fax Only On

Off

Print Sample

— You can set up your

Off

A4/Letter

Legal

24 hour format that the delayed faxes will be sent.

Combines delayed faxes to the same fax number at the same time of day into one transmission.

You can send a fax without using the memory.

Sets up the original on your MFC to be retrieved by another fax machine.

Automatically sends a Cover Page you have programmed.

own comments for fax Cover Page.

Adjusts for overseas transmissions, which can sometimes cause problems.

Adjusts the scan area of the scanner glass to the size of the original.

Stores One-Touch Dial numbers, so you can dial by pressing one key (and Start).

numbers, so you can dial by pressing only a few keys (and Start).

exit

6-19

6-20

6-10

6-21

6-12

6-13

6-18

6-4

7-1

7-2

3 - 7 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

Main Menu Submenu Menu

2.Fax (Continued)

to select to select

Selections

3.Set Auto Dial

(continued)

4.Setup Reports

5.Remote Fax Opt

6.Remaining Jobs

3.Setup Groups

1.Transmission

2.Act. Interval

1.Fax Fwd/Paging

2.Fax Storage

3.Remote Access

4.Print Fax — Prints incoming faxes

— — Checks which jobs

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

— Sets up a Group

On On+Image

Off

Off+Image

Every 7 Days Every 2 Days Every 24 Hours Every 12 Hours Every 6 Hours

Every 50 Faxes

Off

Fax Forward Paging

Off

--- You must set your

number for Broadcasting.

Initial setup for Transmission Verification Report and Fax Activity Report.

Sets the MFC to forward fax messages or to call your pager.

Stores incoming faxes in the memory so you can retrieve them while you are away from your MFC.

own code for Remote Retrieval.

stored in the memory.

are in the memory or cancels a delayed fax or polling job.

exit

7-4

9-1

9-2

8-1

8-3

8-4

5-5

6-11

ON-SCREEN PROGRAMMING 3 - 8

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

Main Menu Submenu Menu

2.Fax (Continued)

3.Copy 1.Quality Text

to select to select

Selections

Miscellaneous

2.Contrast —- +

1.Mem Security

2.Drum Life — You can check the

3.Page Counter

4.Distinctive

5.Caller ID

Options Descriptions Page

— Prohibits most

Total Copy Print List/Fax

Off

Set (On)

Display # Print Report

Photo

Auto

The factory settings are shown in Bold with .

- +

to accept

functions except receiving faxes into memory.

percentage of drum life that remains available.

Let you check number of total pages the MFC has printed so far.

Uses the Telephone Company’s Distinctive Ring subscriber service to register the ring pattern with the MFC.

View or print a list of the last 30 Caller IDs stored in the memory.

Selects the Copy resolution for your type of original.

Adjusts the contrast for copies.

exit

6-23

12-37

5-13

5-15

10-17

3 - 9 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

to select to select

Main Menu Submenu Menu

4.Printer 1.Emulation — Auto

2.Print Options

3.Reset Printer

5.Print Reports

0.Initial Setup

1.Help List — — You can print these

2.Auto Dial ——

3.Fax Activity

4.Transmission

User

5. Settings

1.Receive Mode

2.Date/Time — — Puts the date and

3.Station ID — Fax

4.Tone/Pulse

(Canada Only)

5.Local Language

(Canada Only)

Selections

1.Internal Font

Configuration

— — Returns the MFC to

——

—— ——

— Fax Only

— Tone

— English

Options Descriptions Page

HP LaserJet BR-Script 3

— Prints a list of the

—

Fax/Tel External TAD Manual

Tel Name

Pulse

French

The factory settings are shown in Bold with .

to accept

Selects the Emulation mode.

MFC’s internal fonts or current printer settings.

the original factory default settings.

lists and reports.

You can choose the receive mode that best suits your needs.

time on the LCD and in headings of faxes you send.

Program your name, fax and telephone number to appear on each page you fax.

Selects the dialing mode.

Allows you to change the LCD Language for your country.

exit

See Software User’s Guide on the CD-ROM

See Quick Setup Guide

9-3

5-2

4-1

4-2 4-3

4-4

ON-SCREEN PROGRAMMING 3 - 10

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

to select to select

to accept

If your machine is MFC-8840DN or you installed optional LAN board (NC-9100h), the LCD shows the following LAN menu.

Main Menu Submenu Menu

6.LAN (MFC-8840DN or option)

1.Setup TCP/IP

Selections

1.BOOT Method

2.IP Address [000-255].

3.Subnet Mask

4.Gateway [000-255].

5.Host Name BRN_XXXXXX Enter the Host name.

6.WINS Config

7.WINS Server

8.DNS Server Primary

9.APIPA On

Options Descriptions Page

Auto

Static RARP BOOTP DHCP

[000-255]. [000-255]. [000-255]

[000-255]. [000-255]. [000-255]. [000-255]

[000-255]. [000-255]. [000-255]

Auto

Static

Primary Secondary

Secondary

Off

You can choose the BOOT method that best suits your needs.

Enter the IP address.

Enter the Subnet mask.

Enter the Gateway address.

You can choose the WINS configuration mode.

Specifies the IP address of the primary or secondary server.

Automatically allocates the IP address from the link-local address range.

The factory settings are shown in Bold with .

exit

See Network User’s Guide on the CD-ROM.

3 - 11 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

to select to select

Main Menu Submenu Menu

6.LAN (MFC-8840DN or option)

2.Setup Internet

Selections

1.Mail Address

2.SMTP Server

3.POP3 Server

4.Mailbox Name

5.Mailbox Pwd

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

(60 characters)

[000-255]. [000-255]. [000-255]. [000-255]

(up to 20 characters)

Password:******

Enter the mail address.

Enter the SMTP server address.

Enter the POP3 server address.

Enter the mail box name.

Enter the password to login to the POP3 server.

exit

See Network User’s Guide on the CD-ROM.

ON-SCREEN PROGRAMMING 3 - 12

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

to select to select

Main Menu Submenu Menu

6.LAN (option) (Continued)

3.Setup Mail RX1.Auto

4.Setup Mail TX1.Sender

5.Setup Relay

Selections

Polling

2.Poll Frequency

3.Header All

4.Del Error Mail

5.Notification

Subject

2.Size Limit On

Notification

1.Rly Broadcast

2.Relay Domain

3.Relay Report

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

Off

10Min Sets the interval for

Subject+From+To

None

Off

On MDN

Off

— Displays the subject

Off

RelayXX: Registers the

Off

Automatically checks the POP3 server for new messages.

checking for new messages on the POP3 server.

Selects the contents of the mail header to be printed.

Deletes error mails automatically.

Sends notification messages.

that is attached to the Internet Fax data.

Limits the size of E-mail documents.

Sends notification messages.

Relays a document to another fax machine.

Domain name. Prints the Relay

Broadcast Report.

exit

See Network User’s Guide on the CD-ROM.

3 - 13 ON-SCREEN PROGRAMMING

Press the Menu numbers.

(ex. Press 1, 1 for Mode Timer)

—OR—

to select to select

Main Menu Submenu Menu

6.LAN (option) (Continued)

Setup Misc.

7.Scan to E-mail

Selections

1.Netware On

2.Net Frame Auto

3.AppleTalk On

4.DLC/LLC On

5.Net BIOS /IP

6.Ethernet Auto

7.Time Zone GMT-XX:XX Sets the time zone

1.Color PDF

2.B/W PDF

The factory settings are shown in Bold with .

to accept

Options Descriptions Page

Select On to use the

Off

8023 ENET 8022 SNAP

Off

100B-FD 100B-HD 10B-FD 10B-HD

JPEG

TIFF

MFC on a Netware network.

Lets you specify the frame type.

Select On to use the MFC on a Macintosh network.

Select On to use the MFC on a DLC/LLC network.

Select On to use the MFC on a Net BIOS/IP network.

Selects Ethernet link mode.

for your country. Selects the file type.

exit

See Network User’s Guide on the CD-ROM.

ON-SCREEN PROGRAMMING 3 - 14

If you have the optional paper tray, the LCD displays these options. (

Menu, 1, 7/Menu, 1, 8)

(For MFC-8440 with the optional paper tray #2)

Main Menu Submenu Menu

1.General Setup

7.Tray Use:Copy

8.Tray Use:Fax

Selections

— Tray#1 Only

Options Descriptions Page

Tray#2 Only

Auto

Tray#2 Only

Auto

Select the tray that will be used for copying.

Select the tray that will be used for faxing.

4-11

4-12

(For MFC-8640D, MFC-8840D and MFC-8840DN with the optional paper tray #2)

Main Menu Submenu Menu

1.General Setup

7.Tray Use:Copy

8.Tray Use:Fax

Selections

— Tray#1 Only

Options Descriptions Page

Tray#2 Only MP Only

Auto

Tray#2 Only

Auto

Select the tray that will be used for copying.

Select the tray that will be used for faxing.

4-11

4-12

The factory settings are shown in Bold with .

3 - 15 ON-SCREEN PROGRAMMING

Getting started

Initial Setup

Setting the Date and Time

Your MFC displays the date and time and if you set up the Station ID it prints on every fax you send. If there is a power failure, you may have to reset the date and time. All other settings will not be affected.

Press Menu, 0, 2.

Enter the last two digits of the year. Press

Enter two digits for the month. Press (For example, enter 09 for September, or 10 for October.)

Enter two digits for the day. Press (For example, enter 06 for 6th.)

Enter the time in 24-Hour format. Press (For example, enter 15:25 for 3:25 P.M.)

Press Stop/Exit. The LCD now shows the date and time whenever the MFC is in Standby mode.

Set.

02.Date/Time

Year:20XX

Enter & Set Key

GETTING STARTED 4 - 1

Setting the Station ID

You should store your name or company name and fax number and telephone number to be printed on all fax pages that you send.

Press Menu, 0, 3.

Enter your fax number (up to 20 digits). Press

Enter your telephone number (up to 20 digits). Press (If your telephone number and fax number are the same, enter the same number again).

■ The telephone number you enter is only used for Cover

■ You can not enter a hyphen.

Use the dial pad to enter your name (up to 20 characters). Press (See Entering text on page 4-3.)

Press Stop/Exit. The LCD will show the date and time.

Set.

Page features. (See Composing the electronic Cover Page on page 6-12.)

Set.

03.Station ID

Fax:

Enter & Set Key

If the Station ID has already been programmed, the LCD will ask you to press

4 - 2 GETTING STARTED

1 to make a change or 2 to exit without changing.

Entering text

When you are setting certain functions, such as the Station ID, you may need to type text into the MFC. Most number keys have three or four letters printed above them. The keys for

0, # and do not have

printed letters because they are used for special characters. By pressing the appropriate number key repeatedly, you can access

the character you want.

Press Key one time two times three times four times

2 ABC2 3 DEF3 4 GHI 4 5 JKL5 6 MNO6 7 PQRS 8 TUV8 9 WXY Z

Inserting spaces

To enter a space, press once between numbers and twice between characters.

Making corrections

If you entered a letter incorrectly and want to change it, press to move the cursor under the incorrect character. Then press

Clear/Back. The letter above the cursor will be deleted. Re-enter

the correct character.

Repeating letters

If you need to enter a character that is on the same key as the previous character, press to move the cursor to the right before you press the key again.

GETTING STARTED 4 - 3

Special characters and symbols

Press , # or 0, and then press or to move the cursor under the special character or symbol you want. Then press

Press for (space) ! " # $ % & ’ ( ) + , - . /

Set to select it.

Press Press

The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machine unless such messages clearly contain, in a margin at the top or bottom of each transmitted page, or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machines or such business, other entity or individual.

In order to program this information into your MFC, complete the steps described on page 4-2.

# for : ; < = > ? @ [ ] ^ _ 0 for É À È Ê Î Ç Ë Ö 0

NOTICE (For USA)

Setting Tone and Pulse dialing mode (For Canada only)

Press Menu, 0, 4.

Press or to select Pulse (or Tone). Press

Press Stop/Exit.

Set.

04.Tone/Pulse

▲ Tone ▼ Pulse

Select ▲▼ & Set

4 - 4 GETTING STARTED

General Setup

Setting the Mode Timer

The MFC has three temporary mode keys on the control panel: Fax, Copy and Scan. You can change the number of seconds or minutes the MFC takes after the last Copy or Scan operation before it returns to Fax mode. If you select Off, the MFC stays in the mode you used last.

Press Menu, 1, 1.

Press or to select

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

Press Set.

Setting the Paper Type

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

For MFC-8440

Press Menu, 1, 2. —OR— If you have the optional paper tray,

press

Menu, 1, 2, 1 to set the

paper type for Tray #1 or

1, 2, 2 to set the paper type for

Tray #2.

Menu,

11.Mode Timer

▲ 0 Sec

▼ 1 Min

Select

12.Paper Type

▲ Plain

▼ Thicker

Select

12.Paper Type

Select

30 Secs

▲▼ & Set

Thick

▲▼ & Set

1.Tray #1

2.Tray #2

▲▼ & Set

Press or to select Thin, Plain, Thick, Thicker or Transparency.

Press Set.

Press Stop/Exit.

GETTING STARTED 4 - 5

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

Press Menu, 1, 2, 1 to set the paper type for MP Tray.

—OR— Press

paper type for Tray #1. —OR— If you have the optional paper tray, press

the paper type for Tray #2.

Press or to select Thin, Plain, Thick, Thicker or Transparency.

Press Set.

Press Stop/Exit. You can select Transparency for Tray #1 and Tray #2

only when A4, Letter or Legal is selected in

Menu, 1, 2, 2 to set the

12.Paper Type

1.MP Tray

2.Tray #1

3.Tray #2

Select

▲▼ & Set

Menu, 1, 2, 3 to set

12.Paper Type

1.MP Tray

▲ Plain ▼ Thick

Select ▲▼ & Set

Menu, 1, 3.

Setting the Paper Size

You can use eight sizes of paper for printing copies: A4, letter, legal, executive, A5, A6, B5 and B6 and three sizes of paper for printing faxes: A4, letter and legal. When you change the size of paper in the MFC, you will need to change the setting for Paper Size at the same time so your MFC can fit an incoming fax or reduced copy on the page.

Press Menu, 1, 3.

Press or to select A4, Letter, Legal, Executive, A5, A6, B5 or B6.

Press

Press Stop/Exit.

Set.

13.Paper Size

▲ A4

Letter

▼ Legal

Select ▲▼ & Set

4 - 6 GETTING STARTED

With optional paper tray (LT-5000)

Press Menu, 1, 3, 1 to set the paper size for Tray #1.

—OR— Press

paper size for Tray #2

Press or to select A4, Letter, Legal, Executive, A5, A6, B5 and B6.

Press

Press Stop/Exit.

■ If you are using the optional paper tray, paper size A6 is not

■ If you select Transparency in

Menu, 1, 3, 2 to set the

Set.

available.

select A4, Letter or Legal.

13.Paper Size

1.Tray #1

2.Tray #2

Select

▲▼ & Set

Menu, 1, 2, you can only

GETTING STARTED 4 - 7

Setting the Ring Volume

You can adjust the ring volume when your MFC is idle (not being used). You can turn the ring Off or you can select the ring volume level.

Press Menu, 1, 4, 1.

Press or to select (Low, Med, High or Off). Press

Press Stop/Exit.

—OR— In Fax mode, press or to adjust the volume level. Every time

you press these keys, the MFC will ring so you can hear the active setting as the LCD shows it. The volume changes with each key press. The new setting will stay until you change it again.

Set.

14.Volume

1.Ring

▲ Med ▼ High

Select

▲▼ & Set

Setting the Beeper Volume

You can change the beeper volume. The default (factory) setting is Med. When the beeper is on, the MFC beeps every time you press a key or make a mistake and after a fax is sent or received.

Press Menu, 1, 4, 2.

Press or to select your option. (Low, Med, High or Off) Press

Press Stop/Exit.

Set.

14.Volume

2.Beeper

▲ Med ▼ High

Select

▲▼ & Set

4 - 8 GETTING STARTED

Setting the Speaker Volume

You can adjust the MFC’s one-way speaker volume.

Press Menu, 1, 4, 3.

Press or to select (Low, Med, High or Off). Press

Press Stop/Exit.

—OR— In Fax mode, you can adjust the speaker volume by pressing

and then selecting a speaker volume level. Press or to adjust the volume level. The LCD shows the setting

you are choosing. Each key press changes the volume to the next setting. The new setting will remain until you change it again.

Set.

14.Volume

3.Speaker

▲ Med ▼ High

Select ▲▼ & Set

Hook,

Turning on Automatic Daylight Savings Time

You can set the MFC 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 day and time in the Date/Time setting.

Press Menu, 1, 5.

Press or to select On (or Off).

Press

Press Stop/Exit.

Set.

15.Auto Daylight

▲ On ▼ Off

Select

▲▼ & Set

Toner Save

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

Press Menu, 1, 6, 1.

Press or to select On (or Off).

Press Set.

Press Stop/Exit.

16.Ecology

1.Toner Save

▲ On ▼ Off

Select ▲▼ & Set

GETTING STARTED 4 - 9

Sleep Time

Setting the Sleep Time reduces power consumption by turning off the fuser inside the MFC, while it is idle. You can choose how long the MFC is idle (from 00 to 99 minutes) before it goes into sleep mode. The timer is automatically reset when the MFC receives a Fax or PC data, or makes a copy. The factory setting is 05 minutes. While the MFC is in sleep mode, you will see Sleep on the LCD. If you try to print or copy in sleep mode, there will be a short delay while the fuser warms up to working temperature.

Press Menu, 1, 6, 2.

Use the dial pad to enter the length of time the MFC is idle before it goes into sleep mode (00 to 99).

Press Set.

Press Stop/Exit.

■ If you want to turn sleep mode off, press Secure and

Job Cancel simultaneously in Step 2.

■ If the MFC is in Sleep Mode when you change the Sleep

Time, the new setting will take effect the next time the MFC copies or prints is restarted.

Turning off the Scanner Lamp

The scanner lamp stays on for 16 hours before automatically switching off to preserve the life of the lamp. You can turn off the scanner lamp manually if you wish by pressing the and keys simultaneously. The scanner lamp will remain turned off until the next time you use the scanning feature.

Turning off the scanner lamp will also reduce the power consumption.

Please note that turning the lamp off regularly will reduce the lamp’s life. Some people prefer to turn the lamp off as they leave the office, or late at night at home. This is not necessary for normal day to day use.

4 - 10 GETTING STARTED

Setting the Tray Use for Copy mode

If your MFC is a MFC-8440 without the optional tray #2, you can skip this setting.

MFC-8440

The default setting of Auto allows Tray #2 when paper is out in Tray #1 or will fit best on the paper in Tray #2.

Press Menu, 1, 7.

Press or to select

Tray#1 Only, Tray#2 Only, or Auto.

Press Set.

Press Stop/Exit.

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

The default setting of Auto allows Tray #2 or the MP tray when paper is out in Tray #1 or size of the original will fit best on the paper in Tray #2.

Press Menu, 1, 7.

Press or to select

Tray#1 Only, MP Only, or Auto.

—OR— If you have the optional paper tray,

press or to select

Tray#1 Only, Tray#2 Only, MP Only or Auto.

Press Set.

Press Stop/Exit.

your MFC to choose the optional

when the size of the original

17.Tray Use: Copy

▲ Tray#1 Only

Tray#2 Only

▼ Auto

Select ▲▼ & Set

your MFC to choose the optional

17.Tray Use: Copy

▲ Tray#1 Only

▼ Auto

Select ▲▼ & Set

17.Tray Use: Copy

▲ Tray#1 Only

▼ MP Only

Select

when the

MP Only

Tray#2 Only

▲▼ & Set

*1 Copies will automatically be printed from Tray #2 only if the

Paper Size setting for Tray #2 is the same as Tray #1.

*2 When using the ADF, copies will automatically be printed

from Tray #2 if the Paper Size setting for Tray #2 is different than Tray #1 and this paper size is more suitable for the scanned original.

GETTING STARTED 4 - 11

Setting the Tray Use for Fax mode

If your MFC doesn’t have the optional tray #2, you can skip this setting.

The default setting of Auto allows your MFC to choose the optional Tray #2 if Tray #1 is out of paper or if incoming faxes will fit best on the paper in Tray #2.

Press Menu, 1, 8.

Press or to select

Tray#1 Only, Tray#2 Only, or Auto.

Press Set.

Press Stop/Exit. If Auto Reduction is turned on, incoming faxes will be printed

from the tray that is set for Auto Reduction. (See Printing a reduced incoming fax (Auto Reduction) on page 5-5.)

18.Tray Use: Fax

▲ Tray#1 Only

Tray#2 Only

▼ Auto

Select ▲▼ & Set

Setting the LCD Contrast

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

(MFC-8440) Press (MFC-8640D/8840D/8840DN) Press —OR— If you have the optional tray #2, press

Press to increase the contrast. —OR— Press to decrease the contrast. Press

Press Stop/Exit.

Menu, 1, 7.

Menu, 1, 8.

Set.

19.LCD Contrast

Select & Set

Menu, 1, 9.

4 - 12 GETTING STARTED

Setup Receive

Basic receiving operations

Choosing the Receive Mode

There are four different Receive Modes for your MFC. 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)

External TAD

(with an external answering machine)

Manual

(manual receive)

(with an external or extension telephone or with Distinctive Ring)

The MFC automatically answers every call as a fax.

The MFC 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 machine (TAD) automatically answers every call. Voice messages are stored on the external TAD. Fax messages are printed.

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 have an answering machine on the same line, even if it is on a separate wall jack/phone socket on the same line. You cannot use the telephone company’s Voice Mail in this mode.

Use this mode if you have an external answering machine on your phone line. The TAD setting works only with an external answering machine. Ring Delay and F/T Ring Time do not work in this setting.

Use this mode if you don’t receive many fax messages, use Distinctive Ring, or if yo u are usi ng a computer on the same line.

If you answer and hear fax tones, wait until the MFC takes over the call, then hang up. (See Easy Receive on page 5-4.)

* In Fax/Tel mode you must set the Ring Delay and F/T Ring Time. If you have extension phones on the line, keep the Ring Delay set to four rings.

The MP tray is not available with Fax Receive.

SETUP RECEIVE 5 - 1

To select or change your Receive Mode

Press Menu, 0, 1.

Press or to select

Fax Only, Fax/Tel, External TAD or Manual.

Press

Press Stop/Exit. If you are changing the Receive Mode while in another

operation, the LCD will return to that operation.

Set.

03/01/2005 18:15

Duplex Receive External TAD Dial & Start

01.Receive Mode

▲ Fax Only

Fax/Tel

▼ External TAD

Select ▲▼ & Set

Fax Only

Fax/Tel

External TAD

Manual

Setting the Ring Delay

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

(See Easy Receive on page 5-4 and Operation from extension telephones on page 5-7.)

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 1.

Press or to select how many times the line rings before the MFC answers (00-04). Press (If you select 00, the line won’t ring at all.)

Press Stop/Exit.

Set.

21.Setup Receive

1.Ring Delay

▲ 03 ▼ 04

Select

▲▼ & Set

5 - 2 SETUP RECEIVE

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

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

This pseudo/double-ring happens after the initial ringing from the phone company. Only the MFC rings (for 20, 30, 40 or 70 seconds) 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 extension phone (in a separate wall jack/phone socket) on the same line as the MFC. (See Operation from extension telephones on page 5-7.)

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 2.

Press or to select how long the MFC will ring to alert you that you have a voice call. Press

Press Stop/Exit. Even if the caller hangs up during the pseudo/double-ringing,

the MFC will continue to ring for the set time.

Set.

21.Setup Receive

2.F/T Ring Time

▲ 20 ▼ 30

Select ▲▼ & Set

SETUP RECEIVE 5 - 3

Easy Receive

When you use this feature, you don’t have to press Start or the Fax Receive Code the MFC to receive 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 wall jack/phone socket, just replace the handset and your MFC will do the rest. Selecting Off means you’ll have to activate the MFC yourself by lifting the handset of an external or extension phone, and then press —OR—by pressing from extension telephones on page 5-7.)

If this feature is set to On, but your MFC doesn’t connect a fax call when you lift a extension or external phone handset, press the Fax Receive Code If you send faxes from a computer on the same phone lin e and the MFC intercepts them, set Easy Receive to Off.

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 3.

Use or to select On (or Off).

Press

Press Stop/Exit.

51 when you answer a fax call. Selecting On allows

Start on the MFC

51 if you are not at your MFC. (See Operation

51.

21.Setup Receive

3.Easy Receive

▲ On

Set.

▼ Off

Select

▲▼ & Set

5 - 4 SETUP RECEIVE

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the MFC automatically reduces an incoming fax to fit on one page of letter, legal or A4 size paper, regardless of the paper size of the original. The MFC calculates the reduction ratio by using the page size of the original and your Paper Size setting (

Menu, 1, 3).

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 5.

If you have the optional paper tray #2, press or to select Tray #1 or Tray #2. Press

Use or to select On (or Off). Press

Press Stop/Exit. If you receive faxes that are split onto two pages, turn on this

setting.

Set.

21.Setup Receive

5.Auto Reduction

▲ On ▼ Off

Select ▲▼ & Set

Printing a fax from the memory

If you set Fax Storage to ON for Remote Retrieval, you can still print a fax from the memory when you are at your MFC. (See Setting Fax Storage on page 8-3.)

Press Menu, 2, 5, 4.

Press Start.

After printing has finished, press

Stop/Exit.

25.Remote Fax Opt

4.Print Fax

Press Start

SETUP RECEIVE 5 - 5

Setting the Print Density

You can adjust print density, making your printed pages darker or lighter.

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 6.

Press to make the print darker. —OR— Press to make the print lighter. Press

Press Stop/Exit.

Set.

21.Setup Receive

6.Print Density

Select & Set

5 - 6 SETUP RECEIVE

Advanced receiving operations

Operation from extension telephones

If you answer a fax call on an extension telephone, or an external telephone in the EXT. jack, you can make your MFC take the call by using the Fax Receive Code. When you press the Fax Receive Code

51, the MFC starts to receive a fax.

(See Easy Receive on page 5-4.) If the MFC answers a voice call and pseudo/double-rings for you to take over, use the Telephone Answer Code extension phone. (See Setting the F/T Ring Time (Fax/Tel mode only) on page 5-3.)

If you answer a call and no one is on the line, you should assume that you’re receiving a manual fax.

■ At an extension phone (on a separate telephone wall jack/phone

socket), press then hang up.

■ At an external phone (connected to the MFC’s EXT jack), press

51, wait for fax-receiving tones (chirps), and

51 and wait for the phone to be disconnected before you hang

up (the LCD shows Receiving).

Your caller will have to press

Start to send the fax.

#51 to take the call at an

For FAX/TEL mode only

When the MFC is in FAX/TEL mode, it will use the F/T Ring Time (pseudo/double-ringing) to alert you to pick up a voice call.

Lift the external telephone's handset, and then press answer.

If you’re at an extension phone, you’ll need to lift the ha ndset during the F/T Ring Time and then press no one is on the line, or if someone wants to send you a fax, send the call back to the MFC by pressing

#51 between the double rings. If

51.

Hook to

SETUP RECEIVE 5 - 7

Using a cordless external handset

If your cordless telephone is connected to the EXT. jack of the MFC and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. If you let the MFC answer first, you will have to go to the MFC so you can press call to the cordless handset.

Hook to transfer the

Changing the remote codes

Remote Codes might not work with some telephone systems. The preset Fax Receive Code is Code is

# 51.

If you are always disconnected when accessing your external TAD remotely, try changing the Fax Receive Code and Telephone Answer Code to another three-digit code (such as

### and 999).

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 4.

Press or to select On (or Off).

Press

If you want to, enter a new Fax Receive Code. Press

If you want to, enter a new Telephone Answer Code. Press

Press Stop/Exit.

Set.

51. The preset Telephone Answer

21.Setup Receive

4.Remote Code

▲ On ▼ Off

Select

▲▼ & Set

5 - 8 SETUP RECEIVE

Polling

Polling is the process of retrieving faxes from another fax machine. You can use your MFC to ‘poll’ other machines, or you can have someone poll your MFC.

Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls your MFC to receive a fax, they pay for the call. If you poll someone’s fax machine to receive a fax, you pay for the call.

Some fax machines do not respond to the Polling feature.

Setting up Polling Receive

Polling Receive is when you call another fax machine to receive a fax from it.

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 7.

Press or to select On (or Off).

Press

Enter the fax number you are polling.

Press Start. The LCD shows Dialing.

Set.

21.Setup Receive

7.Polling RX

▲ On ▼ Off

Select ▲▼ & Set

SETUP RECEIVE 5 - 9

Setting up Sequential Polling Receive

Your MFC can ask for faxes from several fax units in a single operation (Sequential Polling Receive). Afterwards, a Sequential Polling Report will be printed.

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 7.

Press or to select On (or Off).

Press

Enter the fax machines you want to poll using One-Touch, Speed-Dial, a Group or the dial pad. You must press

Press Start. Your MFC will poll each number or Group number in turn to receive a fax.

Set.

Set between each fax number.

21.Setup Receive

7.Polling RX

▲ On ▼ Off

Select

▲▼ & Set

Setting Duplex printing for Fax mode (For MFC-8640D, MFC-8840D and MFC-8840DN)

If you set Duplex to On for fax receive, the MFC prints received faxes on both sides of the paper.

You can use three sizes of paper for this function - letter, legal and A4.

If it is not illuminated in green, press (Fax).

Press Menu, 2, 1, 8.

Press or to select On (or Off).

Press

Press Stop/Exit. While the Duplex printing for fax is working, auto reduction is

also On temporarily.

Set.

21.Setup Receive

8.Duplex

▲ On ▼ Off

Select

▲▼ & Set

5 - 10 SETUP RECEIVE

Telephone services

Your MFC supports the Distinctive Ring telephone service that some telephone companies offer.

If you have Voice Mail, RingMaster, an answering service, an alarm system or other custom features on your telephone line, it may affect the way your MFC works. (See Custom features on page 1-13 and Custom features on a single line. on page 12-14.) If you have Voice Mail on your phone line, please read the following carefully.

Distinctive Ring

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 MFC.

Please call your telephone company for availability and rates.

What does Brother’s ‘Distinctive Ring’ do?

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

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

SETUP RECEIVE 5 - 11

Do you have Voice Mail?

If you have Voice Mail on the phone line that you will install your new MFC on, there is a strong possibility that Voice Mail and th e MFC 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 MFC 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 below to ‘register’ the new Distinctive Ring pattern they give you. This is so your MFC can recognize its incoming calls.

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.

Before you choose the ring pattern to register

You can only register one Distinctive Ring pattern with the MFC. Some ring patterns cannot be registered. The ring patterns below are supported by your Brother MFC. 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 pattern)

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

your telephone company and ask for one that is shown.

5 - 12 SETUP RECEIVE

Rings

■ The MFC will only answer calls to its registered number.

■ The first two rings are silent on the MFC. 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 MFC 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 MFC will not answer.

Registering the Distinctive Ring pattern Very important!

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

Press Menu, 2, 0, 4.

Press or to select Set. Press

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

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

Set.

20.Miscellaneous

4.Distinctive

▲ Off ▼ Set

Select ▲▼ & Set

Turning off the Distinctive Ring

Press Menu, 2, 0, 4.

Press or to select Off. Press

Press Stop/Exit. If you turn off Distinctive Ring, the MFC will stay in Manual

receive mode. You will need to set the Receive Mode again. (See To select or change your Receive Mode on page 5-2.)

Set.

20.Miscellaneous

4.Distinctive

▲ On ▼ Off

Select

▲▼ & Set

SETUP RECEIVE 5 - 13

Caller ID

The Caller ID feature lets you use the Caller ID subscriber service offered by many local telephone companies. This service provides you, by means of the LCD, the name or telephone number of your caller as the line rings.

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

■ You will see the first 16 characters of the number (or name).

■ Out of Area display means call originated outside your Caller

ID service area.

■ Private Call display means the caller has intentionally

blocked transmission of information.

If both the name and number are received, the LCD shows only the name. You can print a list of Caller ID information received by your MFC. (See Printing Caller ID List on page 5-15.)

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

5 - 14 SETUP RECEIVE

Viewing Caller ID List

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

Press Menu, 2, 0, 5.

Press or to select Display#. Press If the name was not received, it will not be displayed.

Press or to scroll through the Caller ID memory to select the Caller ID you want to view, and then press LCD shows the caller’s number and the date and time of the call.

Press to return to the Caller ID listing. —OR— Press

Set.

Stop/Exit.

20.Miscellaneous

5.Caller ID

▲ Display# ▼ Print Report

Select

▲▼ & Set

Set. The

Clearing a Caller ID stored in the memory

For effective use of the memory, we recommend that you clear the Caller IDs stored in memory by pressing shows each caller ID number or name.

Clear/Back when the LCD

Printing Caller ID List

Press Menu, 2, 0, 5.

Press or to select Print Report. Press

Press Start.

After printing has finished, press

Set.

Stop/Exit.

20.Miscellaneous

5.Caller ID

▲ Display# ▼ Print Report

Select

▲▼ & Set

SETUP RECEIVE 5 - 15

Setup Send

How to Fax

You can send faxes from the ADF (Automatic Document Feeder) or from the scanner glass.

Enter Fax mode

Before sending faxes, make sure (Fax) is illuminated in green. If not, press (

setting is Fax.

Fax) to enter Fax mode. The default

Faxing from the automatic document feeder (ADF)

The ADF can hold up to 50 pages and feeds each sheet individually. Use standard (20 lb or 75 g/m before putting them in the ADF.

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

DO NOT use cardboard, newspaper or fabric. (To fax this kind of original, see Faxing from the scanner glass on page 6-3.)

■ Make sure originals written with ink are completely dry.

■ The originals to be faxed must be from 5.8 to 8.5 inches wide and

5.8 to 14 inches long.

) paper and always fan the pages

6 - 1 SETUP SEND

Faxing from the ADF

If it is not illuminated in green, press

(

Fax). Pull out the ADF

Document Support Extension.

Unfold the ADF Document Output Support Flap.

Fan the pages well and stagger them at an angle. Make sure you put the originals face up, top edge first in the ADF until you feel them touch the feed roller.

Adjust the paper guides to fit the width of your originals.

The originals are Face Up in the ADF

ADF Document Support Extension

ADF Document Output Support Flap

Dial the fax number. Press

Start. The MFC starts scanning the first page.

Document Support

SETUP SEND 6 - 2

Faxing from the scanner glass

You can use the scanner glass to fax pages of a book or one page at a time. The originals can be up to letter, A4 or legal size (8.5 inches to 14 inches). To cancel, press

If it is not illuminated in green, press (Fax). Lift the document cover.

Document Guidelines

Using the document guidelines on the left, center the original face down on the scanner glass.

Close the document cover.

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

Dial the fax number. Press

The MFC starts scanning the first page.

To send a single page, press 2 (or press sending the original.

—OR— To send more than one page, press

Place the next page on the scanner glass.

Press The MFC starts scanning. (Repeat Steps 5 and 6 for each additional page.)

■ If the memory is full and you are faxing a single page, it will

■ If you need to cancel before the fax is sent, press

Start.

Start again). The MFC starts

Set.

be sent in real time.

Stop/Exit.

The originals are Face Down on the Scanner Glass

Flatbed Fax:

Next Page?

▲ 1.Yes ▼ 2.No(Send)

Select

▲▼ & Set

1 and go to Step 6.

Flatbed Fax:

Set Next Page Then Press Set

Stop/Exit.

6 - 3 SETUP SEND

Faxing legal size originals from the scanner glass

When originals are legal size, you need to set the Glass Fax Size to Legal. If you do not, the bottom portion of the faxes will be missing.

If it is not illuminated in green, press (Fax).

Press Menu, 2, 2, 0.

Press or to select Legal. Press

Press Stop/Exit.

Set.

Out of Memory message

If you get an Out of Memory message while scanning the first page of a fax, press Out of Memory message while scanning a subsequent page, you will have the option to press or to press

Stop/Exit to cancel the scan. If you get an

Start to send the pages scanned so far,

Stop/Exit to cancel the operation.

Manual transmission

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

If it is not illuminated in green, press (Fax). Place the original face up in the ADF, or face down on the scanner glass.

Pick up the handset of the external phone and listen for a dial tone. —OR— Press

On the external phone, dial the fax number you want to call. If you pressed

When you hear the fax tone, press

If you are using the ADF, go to Step 6.

If you are using the scanner glass, go to Step 5.

Press 1 to send a fax.

If you picked up the handset of the external phone, replace it.

Hook and listen for a dial tone.

Hook, dial using the MFC dial pad.

Start.

Send or Receive?

▲ 1.Send ▼ 2.Receive

Select

▲▼ & Set

SETUP SEND 6 - 4

Automatic transmission

This is the easiest way to send a fax.

You must not pick up the handset of the external phone or press

Hook to listen for a dial tone.

If it is not illuminated in green, press (Fax). Place the original face up in the ADF, or face down on the scanner glass.

Enter the fax number using the dial pad, One-Touch, Speed-Dial or Search. (See One-Touch Dialing on page 7-5 and Speed-Dialing on page 7-6.)

Press Start.

If you are using the scanner glass, press 2 or Start.

Sending a fax at the end of a conversation

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

Ask the other party to wait for fax tones (beeps) and then to

Start before hanging up.

press

If it is not illuminated in green, press (Fax). Place the original face up in the ADF, or face down on the scanner glass. Press The LCD shows:

Press 1 to send the fax.

Replace the external handset.

6 - 5 SETUP SEND

Start.

Send or Receive?

▲ 1.Send ▼ 2.Receive

Select

▲▼ & Set

Basic sending operations

Sending faxes using multiple settings

When you send a fax you can choose any combination of these settings: cover page, contrast, resolution, overseas mode, delayed fax timer, polling transmission or real time transmission. After each setting is accepted, the LCD will ask if you want to enter more settings:

Press LCD will return to the Setup Send menu.

—OR— Press settings and go to the next step.

Contrast

If your original is very light or very dark, you may want to set the contrast.

Use Light to make the fax darker. Use Dark to make the fax lighter.

1 to select more settings. The

2 if you have finished choosing

22.Setup Send Other Settings?

▲ 1.Yes ▼ 2.No

Select

▲▼ & Set

If it is not illuminated in green, press (Fax). Place the original face up in the ADF, or face down on the scanner glass.

Press Menu, 2, 2, 1.

Press or to select Auto, Light or Dark.

Press

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

—OR— Press

then go to Step 5.

Enter a fax number.

Set.

2 if you have finished choosing settings for this page, and

22.Setup Send

1.Contrast

▲ Auto ▼ Light

Select ▲▼ & Set

SETUP SEND 6 - 6

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

Specifications and Main Features

Frequently Asked Questions

User Manual