Brother MFC-9180 Owner Manual

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MFC-9180

OWNER’S MANUAL

Page 2

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

APPROVAL INFORMATION

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

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Using This Manual

Thank you for purchasing a Brother fax machine. This machine has been designed to be simple to use, with LCD screen prompts to guide you through

functions. However, you can use the machine to its fullest potential by taking a few minutes to read this manual.

Additionally, the machine has a Reports key. Press Reports and 1 to print a help list of basic operational steps and functions.

Finding Information

All chapter headings and subheadings are listed in the Table of Contents. You will also be able to find information about a specific feature or function by checking the Index at the back of this manual. Also, throughout this manual, you will see special symbols alerting you to important information, cross-references, and warnings. Illustrations of some screen displays also help you choose the correct key-presses.

Symbols Used In This Manual

Note or additional information.

iii

The machine may be damaged or may not work correctly if this is not observed.

Warnings detail precautions you must take to avoid possible personal injury.

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User-Friendly Programming

We have designed the machine with on-screen programming. User-friendly programming helps you take full advantage of all the functions the machine has to offer.

Since your programming is done on the LCD, we have created step-by-step on-screen prompts to help you program the machine. All you need to do is follow the prompts as they guide you through the function menu selections, programming options and settings. Additionally, you can program settings more quickly by pressing

A complete list of the function selections, options, and settings that are available is provided in the appendix of this manual. (See

Menu/Set and the menu number using the dial pad.

Menu Mode & Menu Selection Table , page 12.)

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Using This Manual User-Friendly Programming

Table of Contents.................................................................................v

PREPARATION AND SIMPLE USE

Preparation and Simple Use Guide

Advice for Preparation and Simple Use Guide....................................4

Control Panel Overview.....................................................................10

Menu Mode & Menu Selection Table ...............................................12

BASIC FAX USE

Chapter 1

Chapter 2

Chapter 3

Chapter 4

Chapter 5

Setup

Initial Settings....................................................................................17

Custom Settings.................................................................................18

Storing Numbers for Easy Dialling....................................................21

Sending a Fax

Scanning Adjustment.........................................................................23

Dialling a Number..............................................................................24

Sending Operation .............................................................................25

Receiving a Fax

Receive Mode Settings ......................................................................27

Receiving a Fax..................................................................................29

Telephone (Voice) Operation

Making Voice Calls with an External Telephone..............................31

Printing Reports

Transmission Report and Journal Setting..........................................33

Using the Reports Key.......................................................................34

ADVANCED FAX USE

Chapter 6

Chapter 7

Advanced Sending

Advanced Operations.........................................................................35

Advanced Receiving

Operation from an External or

Extension Telephone..........................................................................43

Telephone Services............................................................................44

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Chapter 8

Chapter 9

Polling

Polling Receive.................................................................................. 45

Polling Transmit................................................................................47

Remote Fax Options

Setting Fax Storage............................................................................48

Fax Forwarding .................................................................................48

Remote Retrieval............................................................................... 49

COPIER

Chapter 10 Making Copies

Basic Copy Operations...................................................................... 52

Temporary Copy Setting ...................................................................54

Changing Default Settings................................................................. 59

PRINTER/SCANNER

Chapter 11 Using the machine as a Printer

Special Printing Features...................................................................61

Printing From Your PC .....................................................................61

Simultaneous Printing/Faxing...........................................................63

Printer Menu Functions.....................................................................63

Acceptable Paper............................................................................... 64

Chapter 12 Printer Driver Settings (For Windows

Using the Brother MFC-9180 Printer Driver ....................................65

Basic Tab........................................................................................... 65

Advanced Tab.................................................................................... 67

Support ..............................................................................................74

Chapter 13 Using the Windows

(For Windows

Brother Control Centre...................................................................... 75

Using the Scan Key with Windows PC.............................................76

Using the Control Panel Keys ...........................................................77

Brother Control Centre Features .......................................................78

Scan to File........................................................................................ 81

Scan to E-mail ...................................................................................82

Scan to Word Processor.....................................................................84

User Defined Button..........................................................................85

Copy ..................................................................................................86

Send a Fax .........................................................................................87

Chapter 14 Using ScanSoft

ScanSoft

™

TextBridge

Only)

™

PaperPort

-Based Brother Control Centre

for Brother and

Only)

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Chapter 15 Setting Up and Using PC FAX (For Windows

Introduction........................................................................................94

MFC Remote Setup ...........................................................................94

PC FAX Sending (For Windows

Only)...........................................95

Chapter 16 Using the Brother MFC with a New Power

Macintosh

Set up Your USB Equipped Apple

™

iMac Using Brother Printer Driver with your Apple

Sending a Fax from your Macintosh Application............................107

Using Brother TWAIN Scanner Driver with Your Apple

G3, G4 or iMac

with Mac OS 8.5/8.5.1/8.6/9.0/9.0.4/9.1.............................105

Macintosh

................................................................111

™

/iBook

Macintosh

™

G3,G4 or

Macintosh

Chapter 17 For DOS User

MAINTENANCE

Chapter 18 Troubleshooting and Maintenance

Error Messages.................................................................................117

Document Jams and Paper Jams......................................................119

Packing and Shipping the Machine..................................................126

Regular Maintenance.......................................................................128

IMPORTANT INFORMATION

Chapter 19 Important Safety Information

Important Safety Instructions...........................................................138

Only)

.........105

APPENDIX

Chapter 20 Specifications

Fax Specifications............................................................................141

Printer Specifications.......................................................................142

Computer Requirement ...................................................................143

Electrical and Environment..............................................................143

Compilation and Publication Notice................................................144

Trademarks ......................................................................................144

Entering Text ...................................................................................145

About Fax Machines........................................................................146

Glossary ...........................................................................................147

Index ................................................................................................150

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Preparation and Simple Use Guide

Steps to prepare and use the machine simply

Follow the steps below to prepare and use the machine simply.

However, before you perform these steps, see Important Safety Information (page 138), and Advice for Preparation and Simple Use Guide (page 4).

If you need further information, refer to BASIC FAX USE or ADVANCED FAX USE.

1 Read the Quick Setup Guide

Follow the instructions on the Brother Quick Setup Guide to set up the machine.

2 Setting the Document

You can scan the document for faxing and copying from either the ADF (Automatic Document Feeder) or from the glass platen.

Using the ADF (Automatic Document Feeder)

The automatic document feeder (ADF) can hold up to 30 pages, feeding each one individually through the machine. Use standard (75 g/m well before placing them in the feeder.

Recommended Environment

Temperature: 20-30˚C (68-86˚F) Humidity: 50%-70%

DO NOT use curled, wrinkled, folded, or ripped paper, or paper with staples, paper clips, paste or tape attached. DO NOT use cardboard, newspaper, or fabric. (To copy or scan this kind of document, see Using the Glass Platen, page 3.)

■ Make sure documents written with ink are completely dry.

■ Documents must be from 14.8 to 21.6 cm wide, and from 14.8 to 35.6 cm long.

Fan the pages and stagger them at a 30 degree angle. Insert the pages 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 pages.

Pull up the document stopper.

) paper when using the ADF. Always fan the pages

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide

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Multiple pages should be fanned first as shown in the diagram below.

Documents are Face Up in the ADF

30˚

Document Stopper

Setting the Special Media Lever

You can use the special media lever to select the Regular Position ( ) or Special Position ( ). To feed regular types of originals, move the special media lever to the Regular Position ( ). You

can feed multiple pages. To feed special types of originals (such as coated paper or glossy paper), move the special media

lever to the Special Position ( ). Feed the original one by one. It will allow the original to feed through the ADF without slipping or jamming.

Regular Position Special Position Special Media Lever

If the original “double-feeds” try again by inserting a simple sheet of original in the ADF or use glass platen.

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Using the Glass Platen

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

Documents are Face Down on the Glass Platen

Lift the document cover.

Using the document guidelines on the left, centre the document FACE DOWN on the glass platen.

Close the document cover.

If the document is a book or is thick, do not slam the cover or press on it, as damage to the glass platen may result.

3 Faxing from the ADF (Automatic Document Feeder)

Insert the document face up in the ADF.

Dial the fax number, then press Fax Start.

4 Faxing from the Glass Platen

Place the document face down on the glass platen.

Dial the fax number, then press Fax Start. The machine starts scanning the first page.

To send a single page, go to Step 5—OR—To send multiple pages, go to Step 4.

MEMORY #001 100%

AND SIMPLE USE

PREPARATION

NEXT:PRESS SET DIAL:PRESS START

Place the next page on the scanner glass and press Menu/Set. The machine starts scanning. (Repeat Step 4 for each additional page.)

Press Fax Start to begin dialling.

Preparation and Simple Use Guide 3

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5 Making a Single copy

Insert the document face up in the ADF, or face down on the glass platen.

Press Copy.

To stop the copy process and release the original, press Stop/Exit. (See

Making Copies, page 52.)

6 Multiple Copies (Using the ADF)

Insert the document face up in the ADF.

Using the dial pad, enter the number of copies you want (up to 99).For example, press 3, 8 for 38 copies.

Press Copy.

Advice for Preparation and Simple Use Guide

Choosing a Location

Place the machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the machine near a telephone wall socket and a standard earthed electrical socket, grounded power outlet.

Avoid placing the machine where it may be knocked. Do not place near heaters, air conditioners, water, chemicals or refrigerators. Do not expose the machine to direct sunlight, excessive heat, moisture or dust. Do not connect the machine to electrical outlets controlled by wall switches or automatic timers as disruption of power can wipe out information in the unit’s memory. Do not connect the machine 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. Ensure the airflow from the fan on the right hand side of the machine is not impeded.

• We recommend that this product be used with a surge protection device to protect the product against damage caused by a lightning strike.

• Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the network interface.

• Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of electric shock from lightning.

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

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Connecting the Power Cord

• This machine must be fitted with an earthed plug.

• Since the machine is earthed via the mains plug, you can protect yourself

from potentially hazardous electrical conditions on the telephone network by keeping the power to the machine on when you connect it to a telephone line. Similarly, you can protect yourself when you want to move the machine, by disconnecting the telephone line first, and then the power cord.

IMPORTANT: If you need to remove the moulded mains plug in order to fit an appropriate type, you must discard the moulded plug immediately having cut it off, in order that it is not inadvertently inserted into a live socket, thus presenting a shock hazard. The wires in the mains lead of this appliance are coloured in accordance with the following code.

• Green-and-yellow : Earth

• Blue : Neutral

• Brown : Live

As the wires in the mains lead of this apparatus may not correspond with the coloured markings identifying the terminals in your plug, proceed as follows: The wire which is coloured green-and-yellow must be connected to the terminal in the plug which is marked by the letter “E” or by the safety earth symbol or coloured green or green-and-yellow. The wire which is coloured blue must be connected to the terminal which is marked with the letter “N” or coloured black. The wire which is coloured brown must be connected to the terminal which is marked with the letter “L” or coloured red.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 5

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Memory Storage

In the event of a power failure, all settings in the GENERAL SETUP, SETUP RECEIVE, SETUP SEND, SET QUICK-DIAL, REPORT SETTING, REMOTE FAX OPT and MISCELLANEOUS functions are stored permanently and fax sending and receiving data are

stored for several days.

Multi-Line Connections (PABXs)

Most offices use a central telephone system, or PABX. The machine will work with most PABX or key systems that allow a two-wire analogue connection. However, we recommend that you have a separate telephone line for the machine. You can then leave the machine in Fax Only Mode to receive faxes any time of day or night.

If you are installing the machine to work with a PABX:

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

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.

The unit may be used with either pulse or tone dialling.

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Using Extension Telephones

It may be that your premises are already wired with parallel extension telephones, or you intend to add extension telephones to your line, in addition to the machine. While the simplest arrangement is straightforward parallel connection, there are some reasons as to why this arrangement will cause unsatisfactory service, the most obvious of which is inadvertent interruption of a facsimile transmission by someone picking up an extension telephone in order to make an outgoing call. Additionally, remote activation may not operate reliably in such a simple configuration.

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

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

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

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

AND SIMPLE USE

PREPARATION

EXTENSION

SOCKET

INADVISABLE CONNECTION OF EXTENSION SOCKETS

EXTENSION

SOCKET

RECOMMENDED CONNECTION OF EXTENSION SOCKETS

EXTENSION

SOCKET

FAX

Fig. 1.

DISCONNECT

EXTENSION

SOCKET

Fig. 2.

MASTER SOCKET

MASTER

SOCKET

FAX

FAX MACHINE MUST BE PLUGGED

INTO MASTER SOCKET

INCOMING

LINE

INCOMING

LINE

Preparation and Simple Use Guide 7

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Connecting an External Telephone Answering Device (TAD)

Sequence

You might choose to connect an additional answering machine. When you have an external TAD on the same telephone line as the machine, the TAD answers all calls. The machine “listens” for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it doesn’t hear the CNG tones, the machine will not answer the call, and messages can be left on the TAD by callers in the normal way.

The TAD must answer within a maximum of four rings. However, we recommend two rings as the TAD setting. The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8–10 seconds of CNG tones left for the fax “handshake.” Make sure you carefully follow instructions in this manual for recording your outgoing message. Do not use a “toll- saver” ring setting on the TAD.

It is important that the TAD is connected via the EXT socket on the machine or on the line jack unit. Do not use a line doubler on the line jack as this can cause answering problems.

Connections

You may connect an external TAD to the machine, as shown below.

TAD

(Example for the U.K.)

Set your external TAD to two rings or less.

Record the outgoing message (see next page).

Set the TAD to answer calls.

Set the Receive Mode to TAD:ANSWER MACH.. (See Receive Mode Settings, page 27.)

TAD

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Outgoing Message (OGM) of External TAD

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

We recommend the outgoing message (OGM) is no longer than 20 seconds.

Allow 5 seconds of silence at the beginning of your message. (This allows the fax to detect the calling tone prior to OGM, so reception can be faster.)

We recommend that you end your OGM by giving your Remote Activation Code for people sending manual faxes. For example:

“After the beep, leave a message or send a fax manually by pressing 51 and Start”

Please note that some faxes that are sent manually cannot be received automatically because some fax machines do not send a fax tone if the call is manually dialled. In these cases you must inform callers that they must enter the remote activation code to send a fax.

Connecting an External or Extension Telephone

You can connect a separate telephone to the machine, as shown below.

AND SIMPLE USE

PREPARATION

(Example for the U.K.)

Whenever this external phone (or TAD) is in use, the screen displays TELEPHONE.

External Telephone

Preparation and Simple Use Guide 9

Extension Telephone

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Control Panel Overview

1 2

Fax and Telephone Keys:

Fax Resolution

Sets the resolution when you send a fax.

Tel/R (Telephone/Recall)

This key is used to have a telephone conversation having picked up the external handset in F/T pseudo-ringing etc. Also, use this key to gain access to an outside line and/or to recall the operator or transfer a call to another extension when it is connected to a PABX.

Redial/Pause

Redials the last number called. Also inserts a pause in autodial numbers.

Dial Pad

Dials phone and fax numbers and can be used as a keyboard for entering information into the machine. # key lets you switch the dialling type during a telephone call from “PULSE” to “TONE”.

Broadcast

Use this key when you want to send a fax to several different locations (maximum 150 locations at once).

Fax Start

Starts sending a fax.

Reports

Accesses the Reports menu so you can select a report to print: HELP,

QUICK-DIAL, JOURNAL, XMIT VERIFY, SYSTEM SETUP List and ORDER FORM.

Stop/Exit

Stops a fax, cancels an operation or exits from function mode.

Navigation Keys:

Menu/Set

Lets you access the menu and programming mode and stores your settings in the machine.

Press to scroll forward or backward to set a menu selection Also, you can use these keys to do an alphabetical search for the names of stored numbers.

Press to scroll through the menus and options.

—OR—

You can press these keys to adjust the ring or speaker volume.

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Scan to

Lets you scan the next original into your computer and select the type of destination: word processing, graphics or E-mail application.

Reset

Clears data from the printer memory.

Copy Keys:

(For the Next Copy Only) Enlarge/Reduce

Lets you select an enlargement or reduction ratio: 25%, 50%, 71%, 100%, 141%, 150%, 200%, 400%, For more choices, select MANUAL and use dial pad to type any percentage 25% and 400%.

Contrast

Press this key to temporarily change the contrast.

Clear Settings

Resets your temporary copy settings back to the user default settings. Use this key when you do not want to wait 45 seconds for the temporary settings to clear automatically.

Options

You can quickly and easily select temporary settings (for the next copy only).

Copy

Makes a copy.

Liquid Crystal Display

Displays messages to help you set up and operate the machine.

Toner Empty LED

The Toner Indicator flashes on and off when toner is low, so you will know to order another toner cartridge. You will still be able to print until the Indicator stays on.

Search/Speed Dial

Lets you look up numbers stored in the dialling memory. Also, lets you dial stored phone numbers by pressing # and two-digit number.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 11

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Menu Mode & Menu Selection Table

- Access the Menu

- Go to next menu level

- Accept an option

- Scroll through the current menu level

- Back to previous menu level

- Forward to next menu level

- Exit the Menu

You can access the menu mode by pressing Menu/Set. When you enter the Menu, the LCD scrolls:

SELECT & SET

Press 1 for General Setup Menu

—OR—

Press 2 for Fax Menu

—OR—

Press 3 for Copy Menu

—OR—

Press 4 for Printer

—OR—

You can scroll more quickly through each menu level by pressing or keys, and then set an option by pressing Menu/Set when that option appears on the LCD. Then the LCD shows next menu level. Press or key to scroll to your next menu selection, and then press Menu/Set.

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

Use to scroll backward if you passed your choices or to save keystrokes.

You can program the machine by pressing Menu/Set followed by the menu numbers. For example: to set FAX RESOLUTION to FINE, press Menu/Set, 2, 2, 2 and or to select FINE, and then press Menu/Set.

1.GENERAL SETUP

2.FAX

3.COPY

4.PRINTER

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To access the menu, press Menu/Set.

To exit, press Stop/Exit.

AND SIMPLE USE

PREPARATION

Main Menu

1. GENERAL SETUP

Submenu

1. DATE/TIME

2. STATION ID

3. VOLUME 1. RING HIGH

4. PBX

5. CLOCK CHANGE ——

6. TONER SAVE

7. POWER SAVE

8. SLEEP MODE ——

TONE/PULSE

Selections

——

2. BEEPER HIGH

3. SPEAKER HIGH

—

Options

to accept

MED

LOW

OFF

LOW

OFF

MED

LOW

OFF ON

OFF

TONE

PULSE

* The factory setting (option) is shown in bold.

Descriptions Page

Enter date and time for LCD display and to print on transmissions.

Program the name and fax number to appear on each transmitted page.

Adjusts ring volume.

Adjusts beeper volume.

Adjusts speaker volume.

Turn on if this function if the machine is connected to PABX (private automatic Branch Exchange.)

Adjust the machine’s clock by one hour for summer/winter time.

Increase life of toner cartridge.

Power save mode.

Set the time before the machine drops into sleep mode.

Select the dialling mode.

Preparation and Simple Use Guide 13

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To access the menu, press Menu/Set.

To exit, press Stop/Exit.

Main Menu

2. FAX 1. SETUP

Submenu

RECEIVE

2. SETUP SEND

Selections

1. RECEIVE MODE

2. RING DELAY

3. F/T RING TIME

4. FAX DETECT

5. REMOTE CODE

AUTO

6. REDUCTIONONOFF

7. MEM. RECEIVEONOFF

8. PRINT DENSITY

9. POLLING RXSTANDARD

1. CONTRAST AUTO

FAX

RESOLUTION

3. TIMER

Options

FAX ONLY

FAX/TEL TAD:ANSWER MACH. MANUAL

04 03

01 70

OFF

ON ( 51, #51)

OFF

- + Adjusts printing to be

SECURE TIMER

LIGHT DARK

STANDARD

FINE S.FINE PHOTO

—

* The factory setting (option) is shown in bold.

Descriptions Page

to accept

Choose the mode that best suits your needs.

Number of rings before the machine answers in Fax/Tel (F/T) or Fax Mode.

Sets the time for “F/T pseudo-ring” in Fax/Tel (F/T) Mode.

Receive fax messages without pressing the Fax Start key.

Activate or deactivate the machine from a remote location. You can also personalize these codes.

Reduces size of image.

Automatically stores any incoming faxes in its memory if it runs out of paper.

lighter or darker. You call another fax

machine to receive a fax from it.

Change the lightness or darkness of a fax you are sending.

Changes the default setting of fax resolution.

Set the machine to send your documents later.

Page 23

To access the menu, press Menu/Set.

To exit, press Stop/Exit.

AND SIMPLE USE

PREPARATION

Main Menu

2. FAX (Continued)

Submenu

2. SETUP SEND (Continued)

3. SET QUICK-DIAL

4. REPORT SETTING

Selections

4. BATCH TX ON

5. REAL TIME TX

6. POLLED TX STANDARD

7. COVERPG SETUP

COVERPAGE

NOTE

9. OVERSEAS MODE

SPEED-DIAL

2. SETUP GROUPS

1. XMIT REPORTONON+IMAGE

2. JOURNAL PERIOD

Options

OFF

NEXT FAX ONLY

OFF

SECURE

NEXT FAX ONLY

OFF

PRINT SAMPLE

—

OFF

—

OFF OFF+IMAGE

2/4/7 Days 1/3/6/12/24 Hours

OFF

* The factory setting (option) is shown in bold.

Descriptions Page

to accept

Sends all delayed faxes that are to the same fax number and at the same time as one transmission.

When memory is full, you can send faxes in real time.

Set Polled Transmission for someone to poll the machine to receive a fax from you.

Automatically sends a programmable cover page or prints a sample coverpage.

Program a customized message for fax cover page.

Special setting for international transmissions.

Stores dial numbers in memory so as to dial them by pressing only four keys.

Set up a Group for broadcasting.

Initial setup for Transmission Verification Report and Journal period.

Preparation and Simple Use Guide 15

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To access the menu, press Menu/Set.

To exit, press Stop/Exit.

Main Menu

2. FAX (Continued)

3. COPY 1. COPY

4. PRINTER 1. PRINT

Submenu

5. REMOTE FAX OPT

6. REMAINING JOBS

MISCELLANEOUS

MODE —

2. CONTRAST — - + Adjust the contrast. 60

3. PAPER TYPE

OPTIONS

2. RESET PRINTER

Selections

1. FAX FWD ON

2. FAX STORAGEONOFF

3. REMOTE ACCESS

4. DOCUMENT

——

1. MEM SECURITY —

2. BT CALL SIGN

—

1. INTERNAL FONT —

CONFIGURATIONS

——

Options

OFF

159 Set code for retrieving

—

OFF AUTO

TEXT PHOTO

THIN

PLAIN

THICK THICKER

—

* The factory setting (option) is shown in bold.

Descriptions Page

to accept

Set the machine to forward faxes.

Store incoming faxes in memory for fax forwarding and remote retrieval.

faxes. Print incoming faxes

stored in the memory. Check which jobs are in

memory or cancel a delayed fax (timer) or polling job.

Prohibits most functions except receiving faxes into memory.

Use with BT Call Sign.

Selects the Copy resolution for your type of document.

Identify the type of paper in the multipurpose sheet feeder.

You can print resident fonts to check and confirm font types.

Printer settings and status are listed here.

You can restore factory default settings and temporary settings for the printer back to factory default settings.

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Setup

Initial Settings

Setting the Date and Time

The machine displays the date and time, and prints it on every fax you send. In the event of a power failure, the machine maintains date and time information for several hours.

All other settings remain unaffected.

Press Menu/Set, 1, 1.

Enter the two digits of the year, and press Menu/Set. “02” is registered as 2002 in the machine.

Enter two digits for the month and press Menu/Set.

Enter two digits for the day and press Menu/Set.

Enter the time in 24 hour format and press Menu/Set.

Press Stop/Exit.

Setting the Station ID

You can store your name, fax number and telephone number in this setting. The name and fax number will be printed on the fax cover pages and all fax pages that you send. (The telephone number will be printed only on your cover pages.)

It is important that you enter the fax and telephone numbers in the internationally standardized format, i.e. in accordance with the following strict sequence:

- The “+” (plus) character (press key)

- Your Country Code (e.g. “44” for the United Kingdom, “41” for Switzerland)

- Your local area code minus any leading “0” (“9” in Spain)

- A space

- Your number on the local exchange, using spaces to aid readability as appropriate.

As an example, the machine is installed in the United Kingdom, is to be used for both fax and voice calls, and your national telephone number is 0161-444 5555, then you must set the fax and telephone number parts of your station ID as: +44 161-444 5555

Press Menu/Set, 1, 2.

Enter your fax number (up to 20 digits) and press Menu/Set.

Enter your telephone number (up to 20 digits) and press Menu/Set.

Enter your name (up to 20 characters) using the dial pad and the chart. To enter a space press

twice.

BASIC FAX USE

Press Menu/Set.

Press Stop/Exit.

Setup 17

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■ When you enter your name, see Entering Text, page 145.

■ The telephone number you enter is used only for the Cover Page features.

■ If you do not enter a fax number, no additional information can be entered.

■ To enter a space, press once between numbers and twice between

characters.

■ If your Station ID has already been programmed, the screen prompts “1” to make a change, or “2” to exit without changing.

Custom Settings

Volume Settings

Ring Volume

You can select how loud, the machine rings. The ring volume can be turned off for silent reception if required.

Press Menu/Set, 1, 3, 1.

Press or to select OFF, LOW, MED, or HIGH.

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

—OR—

You can adjust the ring volume when the machine is idle. You can turn the ring OFF. Press or to adjust the volume level. With each key press, the machine rings so you can hear

the current setting and the display 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.

Beeper Volume

You can set the beeper to LOW, HIGH or OFF. The machine comes with this volume set to LOW. When the beeper is set to LOW or HIGH, the machine beeps every time you press a key or make an error, and at the end of sending or receiving a fax.

Press Menu/Set, 1, 3, 2.

Press or to select your setting.

When the screen displays the setting you want, press Menu/Set.

Press Stop/Exit.

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Speaker Volume

You can set the volume of the machine speaker.

Press Menu/Set, 1, 3, 3.

Press or to select your volume setting (OFF, LOW, MED, or HIGH).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

—OR—

You can adjust the speaker volume when the machine has dialled with no document in the ADF and the line is connected. You can turn the volume OFF or you can select a volume level.

Press or to adjust the volume level. The display 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. Press Tel/R to disconnect the line.

PABX and TRANSFER

The machine is initially set to be connected with PSTN (Public Switched Telephone Network) lines. However, many offices use a central telephone system or Private Automatic Branch Exchange (PABX). Your fax can be connected to most types of PABX. The recall facility on the machine supports timed break recall only (TBR), PBXS normally can work with this for gaining access to an outside line, or for transferring a call to another extension: The feature works when the Tel/R key is pressed.

Setting PABX

If the machine is connected to a PABX system, set PBX:ON. If not, set OFF.

Press Menu/Set, 1, 4.

Press or to select ON (or OFF).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

BASIC FAX USE

You can program a Tel/R keypress as part of a number stored in a Speed Dial location. When programming the Speed dial number (Function menu 2-3-1) press Tel/R first (the screen displays “!”), then enter the telephone number. If you do this, you do not need to press Tel/R each time before you dial using a Speed Dial location. (See Storing Numbers for Easy Dialling, page 21.) However, if PBX is set to OFF, you can’t use the Speed Dial number that a Tel/R keypress is programmed into.

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Setting the Clock Change

You can easily let the machine’s clock gain or lose one hour by using this feature.

Press Menu/Set, 1, 5. The screen displays

Press or to select Summer Time to gain an hour or Winter time to lose an hour, and press

Menu/Set.

Press 1 to change to Winter Time or Summer Time—OR—Press 2 to exit without changing.

TO SUMMER TIME ? 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/Set, 1, 6.

Press or to select ON (or OFF).

Press Menu/Set.

Press Stop/Exit.

Power Save

Setting Power Save Mode more reduces power consumption by turning off the CPU inside the machine. If Power Save Mode is switched ON, when the machine is idle, it drops into power save mode automatically. In the Power Save Mode, you cannot use fax detect function or remote activation.

The machine will not display the date and time in this condition.

Press Menu/Set, 1, 7.

Press or to select ON (or OFF).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Sleep Mode

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

Press Menu/Set, 1, 8.

Use the dial pad to enter the amount of time the machine is idle before it drops into sleep mode (00 to 99).

Press Menu/Set.

Press Stop/Exit.

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Turning Off the Scanner Lamp

The scanner lamp stays on for 16 hours before 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 lamps life. Some people prefer to turn the lamp off as they leave the office, or late at night at home. This is not necessary during normal day to day use.

Setting the Dialling Mode (Tone/Pulse)

The machine is initially set to TONE. If you are using a PULSE dial line, you can change the setting to PULSE by following the steps below.

Press Menu/Set, 1, 9. The screen prompts you to select PULSE (or TONE).

Use or to select the dialling mode.

Press Menu/Set when the screen displays the dialling mode you want.

Press Stop/Exit.

Storing Numbers for Easy Dialling

You can set up the machine to do the following types of easy dialling: Speed Dial and Groups for Broadcasting of faxes. (See Broadcasting, page 38.)

Even if you lose electrical power, numbers stored in memory will not be lost.

BASIC FAX USE

Storing Speed Dial Numbers

You can store Speed Dial numbers, which you dial by pressing only four keys. There are 100 Speed Dial locations. (See Speed Dialling, page 24.)

Press Menu/Set, 2, 3, 1. The screen prompts you to enter a location.

Use the dial pad to enter a two-digit location (00-99), and press Menu/Set. The screen displays your entry, then prompts you to enter the number you’re storing.

Enter the number (up to 20 digits), and press Menu/Set. The screen now prompts you to store a name with this number.

Use the dial pad to enter the name (up to 15 characters). (See Entering Text, page 145.)—OR— Go to Step 5 to store the number without a name.

Press Menu/Set. Return to Step 2 to store another Speed Dial number—OR—Press Stop/Exit.

When you dial a Speed dial number, the screen displays the name you have stored or if you have not stored a name, the number you have stored.

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Changing Speed Dial Numbers

If you try to store a Speed Dial number in a location where a number is already stored, the screen displays the current name stored there, then prompts you to either change it or exit.

Press Menu/Set, 2, 3, 1. The screen prompts you to enter a location.

Use the dial pad to enter a two-digit location (00-99), and press Menu/Set.

Press 1 to change the number stored, or press 2 to exit without making a change.

Enter a new number.

◆ If you want to erase the number, press Stop/Exit when the cursor is to the far left of the

digits.

◆ If you want to change a digit, use or to position the cursor under the digit you want

to change, then enter the new digit—OR—Press Stop/Exit to delete all characters above and to the right of the cursor.

Follow the directions in Storing Speed Dial Numbers.

You can print a list of all stored numbers. (See Using the Reports Key, page 34.)

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Sending a Fax

Scanning Adjustment

Contrast

If your document is very light or very dark, you might want to set the contrast accordingly. Use LIGHT to send a light document. Use DARK to send a dark document. This setting is a temporary setting only.

Insert the document face up in the ADF, or face down on the glass platen. (See Setting the Document, page 1.)

Press Menu/Set, 2, 2, 1.

Use or to select AUTO, LIGHT, or DARK.

When the screen displays your selection, press Menu/Set.

Press 2 if you are finished choosing settings, and go to Step 6—OR—Press 1 if you want to select additional settings. The display returns to Setup Send menu.

Enter a fax number and press Fax Start.

Fax Resolution

When you have a document in the ADF, or on the glass platen, you can use the Fax Resolution key to temporarily change the setting. Press Fax Resolution repeatedly until the LCD shows the setting you want.

—OR—

You can change the default setting.

Press Menu/Set, 2, 2, 2.

Press or to select the resolution you want, and then press Menu/Set.

Press Stop/Exit.

BASIC FAX USE

STANDARD: Suitable for most typed documents. FINE: Good for small print; transmits a little slower than Standard resolution. S.FINE: Good for small print or artwork; transmits slower than Fine resolution. PHOTO: Use when document has varying shades of grey; slow transmission time.

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Dialling a Number

Speed Dialling

Insert the document face up in the ADF, or face down on the glass platen.

Press Search/Speed Dial, then press # and the two-digit Speed Dial number.

Press Fax Start.

Search

You can search for names you have stored in Speed Dial memories. (See Storing Speed Dial Numbers, page 21.)

Insert the document face up in the ADF, or face down on the glass platen by using the dial pad.

Press Search/Speed Dial.

To search for numbers alphabetically by name, enter the first letter of the name, and then press

or .

—OR—

To search for numbers numerically by Speed-Dial number, press or .

When the screen displays the name you want to call, press Fax Start.

You can also use or key to search the numbers you have stored in memory in numerical order. In that case, do not enter the first letter of the name in Step 3.

Chain Dialling

You can store very long dialling sequences by dividing them and setting them up as Speed Dial numbers. Then while dialling, you can combine two or more Speed Dial numbers and even include manual dialling using the dial pad. You can use these numbers in any combination. The combined number will be dialled, in the order you entered it, as soon as you press Fax Start.

For example: You store “555” on Speed Dial #01 and “7000” on Speed Dial #02. If you press

Search/Speed Dial, #, 0, 1, Search/Speed Dial, #, 0, 2 and Fax Start, you can dial “5557000”. To temporarily change a number, you can substitute part of the number with manual dialling using the dial pad. So, if you press Search/Speed Dial, #, 0, 1 and press 7001 using the dial pad, you can dial “555-7001”.

Using access codes is easy. Sometimes you may want to choose from the among several long distance carriers when you make a call; rates may vary depending upon the time and destination. To take advantage of low rates, you can store the access codes or long-distance carriers as Speed Dial numbers.

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Manual and Automatic Fax Redial

If you’re sending a fax manually (with external telephone) and the line is busy, press Redial/Pause and Fax Start to try again. Anytime you want to make a second call to the last number dialled, press Redial/Pause and Fax Start to save time.

If you’re sending a fax automatically and the line is busy, the machine will automatically redial up to 4 times at 2 minute intervals.

Pause

Press Redial/Pause to insert a pause between digits to be dialled.

If the machine is connected to a PABX, you may need to insert an additional number prefix (e.g. “9”) and a “pause” before each fax or telephone number to gain access to the outside line. When you press Redial/Pause, a dash “-” will appear on the display. By storing a pause, you can create a delay of 3.5 seconds.

Sending Operation

Automatic Transmission

This is the easiest way to send a fax. IMPORTANT: Do not pick up the external telephone’s handset.

Insert the document face up in the ADF, or face down on the glass platen.

Dial the number by using Speed Dial, Search or dial pad.

Press Fax Start.

Manual Transmission (With an External Telephone)

Manual transmission lets you hear the dial tone, ringing and fax receiving tones before sending a fax.

Insert the document face up in the ADF, or face down on the glass platen.

Pick up the handset of the external telephone and listen for a dial tone.

Dial the number by using Speed Dial, Search or dial pad. (See Dialling a Number, page 24.)

When you hear the fax tone, press Fax Start.

To hang up, replace the handset of the external phone.

BASIC FAX USE

Manual transmission does not use memory.

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Dual Access

You can scan up to 50 messages into the fax memory, even while the machine is receiving or sending another fax (from the memory) or prints PC data. You can set temporary settings for each fax you’re scanning, except Timer and Polling.

If you get an OUT OF MEMORY message while scanning the first page of a fax, press Stop/Exit to cancel the scan. If you get an OUT OF MEMORY message while scanning in a subsequent page, you will have the option to press Fax Start to transmit the pages scanned so far, or to press

Stop/Exit to cancel the operation.

Insert the document face up in the ADF, or face dowm on the glass platen.

Enter the fax number.

Press Fax Start. The machine starts scanning the document and the screen displays the job number (#XXX) of the fax, and how much memory is available. When the machine starts dialling you can immediately repeat Steps 1 through 3 for the next fax.

Real Time Transmission

When you are sending a fax, the machine will scan documents into memory before sending. Then, as soon as the phone line is frec, the machine will start dialling and sending the fax. If memory becomes full, the machine will send the document in real time (even if REAL TIME TX is set to OFF).

Sometimes you may want to send an important document immediately, without waiting for memory transmission. You can set REAL TIME TX to ON.

Insert the document face up in the ADF, or face down on the glass platen.

Press Menu/Set, 2, 2, 5.

To change the default setting, press or to select ON (or OFF) and press Menu/Set. Go to Step 6—OR—For the next fax transmission only, press or to select NEXT FAX ONLY.

Press Menu/Set.

For the next fax only, press or to select ON (or OFF) and press Menu/Set.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you have finished choosing settings and go to Step 7.

If you switched ON Real Time Transmission for the next fax only, enter the fax number and press Fax Start.

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Receiving a Fax

Receive Mode Settings

Select Receive Mode

Receive Mode For

1. FAX ONLY Use this function if you want to receive fax messages only (no

telephone calls). The machine should be connected on its own line. The machine automatically answers every call as a fax call. You cannot receive a voice call, but, if you have connected an External telephone, you can still dial out and make voice calls. (This setting is recommended if the machine is on its own dedicated line.)

2. FAX/TEL (F/T)

(with an External Telephone)

3. TAD:ANSWER MACH.

(with an External Answering Machine)

The TAD setting works only with an external telephone answering device (TAD). Ring Delay and F/T Ring Time do not work in this setting.

4. MANUAL

(with an External Telephone)

Use this function if you expect to receive many fax messages and few phone calls. The machine automatically answers every call. If the call is a fax, it prints the fax. If the call is not a fax, it signals you with an F/T pseudo-ring, different from the phone company ringing, to alert you to pick up the call. If you select this setting, you will need to set the Ring Delay and F/T Ring Time features (on the following pages).

This is the only setting in which you can use an external answering machine. Your telephone answering device answers every call. Once the external telephone answering device (TAD) answers, the machine listens for fax tones. If it detects fax tones, fax messages are printed.

Use this function if you receive many telephone calls and few fax messages. You must answer all calls yourself. If you hear fax tones, wait until the machine takes over the call automatically, then hang up (see Fax Detect function).

BASIC FAX USE

To select or change your Receive Mode

Press Menu/Set, 2, 1, 1.

Press or to select FAX ONLY, FAX/TEL, TAD:ANSWER MACH., MANUAL mode, and press

Menu/Set.

FAX ONLY

FAX/TEL

TAD:ANSWER MACH.

MANUAL

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Press Stop/Exit.

The screen returns to the date and time display, along with your new receive mode setting.

FAX ONLY

FAX: F/T:

09/06 15:25 FAX

Current Receive Mode

FAX/TEL

TAD:

EXTERNAL ANSWERING MACHINE

MAN:

MANUAL

Setting the Ring Delay

The Ring Delay setting determines the number of times the machine rings before it answers in FAX ONLY or FAX/TEL mode. (See Operation from an External or Extension Telephone, page 43 and For Fax/Tel Mode Only, page 43.)

Press Menu/Set, 2, 1, 2.

Press or to select how many times the line rings before the machine answers (01-04).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Setting the F/T (Fax/Tel) Ring Time (Fax/Tel Mode Only)

You need to determine how long the machine will notify you with its special F/T pseudo-ring when you have a voice call. This ringing happens after the initial ringing from the phone company. Only the machine rings, for 20, 30, 40 or 70 seconds; no other phones on the same line ring the special F/T pseudo-ring. However, you can answer the call on any extension phone (in a separate wall socket) on the same line as the machine. (See Operation from an External or Extension Telephone, page 43.)

Press Menu/Set, 2, 1, 3.

Press or to select how long the machine will ring to alert you that you have a voice call, and then press Menu/Set.

Press Stop/Exit.

Now, when a call comes in and the machine is set to Fax/Tel (F/T) Mode, all phones on this line will ring the number of times you selected in Ring Delay.

You can let the machine pick up and detect if it’s a fax or voice call. If it’s a fax call, the machine prints the fax. If it’s a voice call, the machine signals you with an F/T pseudo-ring for the length of time you selected in F/T Ring Time.

28 Chapter 3

Even if the caller hangs up during the F/T pseudo-ringing, the machine continues the F/T pseudo-ringing for the set time.

Page 37

Fax Detect (with an External or Extension Telephone)

When you use this feature, you don’t have to press Fax Start or 5 1 when you answer a fax call with an external or extension telephone and hear calling beeps. Just hold the handset of an external or extension telephone and wait for several seconds. When you see RECEIVING on the fax screen or when you hear “chirps” through the handset of an extension phone connected to another wall socket, just replace the handset, and the machine does the rest. Selecting ON allows the machine to receive fax calls automatically, even if you lift the handset of an external or extension phone. Selecting OFF means you will have to activate the machine yourself, by pressing Fax Start or

5 1 at the external or extension telephone. (You have to set Remote Activation to ON in

Menu/Set, 2, 1, 4 to use 5 1.) (See Operation from an External or Extension Telephone, page

43.) In case Fax Detect does not work, because of a poor phone line connection, just press the Activation

Code 5 1.

Press Menu/Set, 2, 1, 4.

Use or to select ON or OFF and press Menu/Set.

Press Stop/Exit.

Receiving a Fax

Printing a Reduced Incoming Document (Auto Reduction)

If you choose ON, the machine reduces an incoming document automatically, so that it fits on one page of A4 recording paper, regardless of the size of the original document.

Press Menu/Set, 2, 1, 6. The screen displays

6.AUTO REDUCTION

BASIC FAX USE

Use or to select ON (or OFF).

Press Menu/Set when the screen displays your selection.

Press Stop/Exit.

If you receive faxes that are split on two pages, change this setting to ON.

■ When you use Auto Reduction to reduce incoming documents to fit on one page of recording paper, you can do so only as long as the original document is not longer than 35 cm. If the original is longer than 35 cm, the data will not be reduced and will carry over to print on a second page.

■ When you use Auto Reduction and you receive an incoming document that is smaller than your recording paper, no reduction will take place, and you will get the same size recorded as the original.

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Setting the Print Density

If the machine is printing too light or too dark, you can adjust the print density level. The new setting will remain until you change it again. This setting also adjusts that of copy function.

Press Menu/Set, 2, 1, 8.

Press or to select your setting. Each key press changes the print density to the next setting.

When the screen shows the setting you want, press Menu/Set.

Press Stop/Exit.

Reception into Memory

As soon as the multi-purpose sheet feeder becomes empty during fax reception, the screen will display “CHECK PAPER”; please put some paper in the multi-purpose sheet feeder. (See Quick Setup Guide.)

If the MEMORY RECEPTION switch is ON at this time…

The current fax reception will continue, with the remaining page(s) being stored in memory, subject to available memory. Subsequent incoming faxes will also be stored into memory until the memory is full, following with no further incoming fax calls will be automatically answered. To print all data put fresh paper in the multi-purpose sheet feeder and press Fax Start.

If the MEMORY RECEPTION switch is OFF at this time…

The current fax reception will continue, with the remaining page(s) being stored in memory, subject to available memory. Subsequent incoming fax calls will not be automatically answered until fresh paper is put in the multi-purpose sheet feeder. To print the last fax received, put paper in the multipurpose sheet feeder and press Fax Start.

Press Menu/Set, 2, 1, 7.

Use or to select ON (or OFF), and press Menu/Set when the screen displays your selection.

Press Stop/Exit.

Printing a Fax from Memory

If you have fax storage ON for remote retrieval or fax forwarding, you can still print a fax from the machine’s memory when you are at the machine: (See Setting Fax Storage, page 48.)

Press Menu/Set, 2, 5, 4.

Press Fax Start.

After all the data saved in the memory is printed out, press Stop/Exit.

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Telephone (Voice) Operation

Making Voice Calls with an External Telephone

If you connect an external telephone to the machine, the machine can be used to make normal telephone calls. You can dial numbers, by using Speed Dial memory, or using the dial pad.

You can also use Pause function. (See Pause, page 25.)

Manual Dialling with an External Telephone

Manual dialling is simply pressing all of the digits of the phone number.

Pick up the external telephone’s handset.

When you hear a dial tone, dial the number, using the dial pad.

To hang up, replace the external telephone’s handset.

Search

You can search for names you have stored in Speed Dial memories. (See Storing Speed Dial Numbers, page 21.)

Pick up the external telephone’s handset.

Press Search/Speed Dial, then enter the first letter of the name you’re looking for by using the dial pad.

Press or to search the memory that are stored alphabetically.

When the screen displays the name you want to call, press Fax Start to begin dialling.

When the call is over, hang up.

You can also use or key to search the names you have stored in memory in numerical order of registration. In that case, do not enter the first letter of the name in Step 2.

BASIC FAX USE

Speed Dialling

Pick up the external telephone’s handset.

When you hear a dial tone, press Search/Speed Dial, then press # and the two-digit Speed Dial number. (See Storing Speed Dial Numbers, page 21.)

To hang up, replace the external telephone’s handset.

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Tone/Pulse

If you have pulse dialling service, but need to send tone signals (for telephone banking, for example), follow the directions below. If you have touch tone service, you do not need this feature to send tone signals.

Lift the external telephone’s handset and dial the number.

When you are asked to enter any number, press # on the control panel of the machine. Any digits dialled after this sends tone signals.

When you hang up, the machine returns to pulse dialling service.

Fax/Tel (F/T) Mode

When you share one line for your telephone and fax machine, in the Fax/Tel (F/T) Mode, the machine can determine whether an incoming call is a fax or a telephone call. (See Select Receive Mode, page 27.)

Tel/R Key

This key is used to enter into a telephone conversation having picked up the handset of an external telephone in F/T pseudo-ringing.

Also, if you press Tel/R when you are talking lifting the external telephone’s handset with the other end, you can hear the other end from machine’s monitor speaker, but the other end cannot hear you.

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Printing Reports

Transmission Report and Journal Setting

Two reports require initial setup in the Menu table: Transmission Verification Report and Journal Period. For initial setup:

Press Menu/Set, 2, 4, 1.

—OR—

Press Menu/Set, 2, 4, 2.

Customizing the Transmission Verification (Xmit) Report

You can use the Xmit Report as confirmation that you sent a fax. This report lists the name or fax number of the receiving party, the time and date of transmission, and if the transmission was successful.

When the feature is OFF, the report is printed automatically only if an error occurred during transmission. If the report indicates ERROR, send the document again. If the report indicates you should check the readability of certain pages, resend those pages.

If you typically send multiple faxes to the same destinations, you may need a reminder to identify each fax transmission. You can select OFF+IMAGE or ON+IMAGE to print a portion of the first page of the fax message on the report.

Press Menu/Set, 2, 4, 1.

Press or to select OFF, OFF+IMAGE, ON and ON+IMAGE.

Press Menu/Set.

Press Stop/Exit.

1.XMIT REPORT

2.JOURNAL PERIOD

BASIC FAX USE

Setting the Journal Period

You can set the machine to print activity reports at specific intervals (1, 3, 6, 12, 24 hours, 2, 4 or 7 days). If you set the interval to OFF, you can print the report by following the steps in the next section.

Press Menu/Set, 2, 4, 2.

Press or to choose your setting, and then press Menu/Set.

If you choose 7 days, the screen prompts you to choose a day at which to begin the 7-day countdown. Press or to choose your setting and press Menu/Set.

Enter the time to begin printing, in 24-hour format (for example, enter 19:45 for 7:45 PM), and press Menu/Set.

Press Stop/Exit.

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Using the Reports Key

Six lists are available.

1.HELP

Lists basic operational steps and functions.

2.QUICK-DIAL

3.JOURNAL

4.XMIT VERIFY

5.SYSTEM SETUP

6.ORDER FORM

To Print a Report

Press Reports.

Press or to select the report you want, and then press Menu/Set.

—OR—

Enter the number of the report you want to print. For example, press 1 to print the Help List.

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

Journal lists information about the last 200 incoming and outgoing faxes. TX means Transmit; RX means Receive.

Prints a Transmission Verification Report for your last transmission.

Lists settings for GENERAL SETUP, SETUP RECEIVE,

SETUP SEND, REPORT SETTING, REMOTE FAX OPT and MISCELLANEOUS.

You can print an accessories order form to your Brother dealer for service.

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Advanced Sending

Advanced Operations

Electronic Cover Page

The cover page is sent to the receiving party’s machine. Your cover page includes the name stored in the Speed Dial memory, if you have used this feature to start the call.

The cover page indicates the fax is from your Station ID, and the number of pages you’re sending. If you have COVERPG SETUP set to ON (Function menu 2-2-7), the number of pages on the cover page remains blank.

You can select a comment to include on your cover page, or you can select 1.NOTE OFF if you do not wish to include a comment.

As well as using one of the comments above, you can also enter up to two customized messages, each 27 characters long. (See Composing Your Own Comments, page 36.)

Cover Page for Next Fax Only

Make sure Station ID is set up. (See Setting the Station ID, page 17.) This feature does not work without the Station ID.

You can set the machine to send a cover page with a particular document. This cover page will include the number of pages in your document.

Insert the document face up in the ADF, or face down on the glass platen.

Press Menu/Set, 2, 2, 7.

Press Menu/Set when the screen displays NEXT FAX ONLY.

Press or to select ON (or OFF), and press Menu/Set.

Press or to view the comment selections.

Press Menu/Set when the screen displays your selection.

Enter two digits to indicate the number of pages you are sending. (Enter 00 to leave the number of pages blank.) If you make a mistake, press to back up and re-enter the number of pages.

1.NOTE OFF

2.PLEASE CALL

3.URGENT

4.CONFIDENTIAL

ADVANCED FAX USE

Press Menu/Set. The screen prompts you to continue.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings, and go to Step 10.

Enter the fax number and then press Fax Start.

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Always Send Cover Page

Make sure Station ID is set up. (See Setting the Station ID, page 17.) This feature does not work without the Station ID.

You can set the machine to send a cover page whenever you send a fax. The number of pages in your fax is not included when you use this setting.

Press Menu/Set, 2, 2, 7.

Press or to select COVERPAGE:ON (or OFF).

Press Menu/Set. (If you select ON, a coverpage is always sent when you send a fax.)

If you selected ON, the screen displays the cover page comment options. Press or to view comment selections.

Press Menu/Set when the screen displays your selection. The screen prompts you to continue.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 to exit if you are finished choosing settings.

Using a Printed Cover Page

If you prefer using a printed cover page that you can write on, you can print the sample page and attach it to your fax.

Press Menu/Set, 2, 2, 7.

Press or to select PRINT SAMPLE, and press Menu/Set when the screen displays your selection.

Press Fax Start. The machine prints a copy of your cover page.

Press Stop/Exit.

Composing Your Own Comments

Press Menu/Set, 2, 2, 8. The screen displays: COVERPAGE NOTE.

Use or to choose position 5 or 6 for your customized comment, and press Menu/Set.

Use the dial pad to enter your customized comment (up to 27 characters.) (See Entering Text, page 145.)

Press Menu/Set. The screen prompts you to continue.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 to exit.

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Overseas Mode

Sometimes, when sending a fax to overseas numbers, problems can be experienced. This mode makes the machine work better for such calls.

After you send a fax using this feature, the feature turns itself off.

Insert the document face up in the ADF, or face down on the glass platen.

Press Menu/Set, 2, 2, 9.

Press or to select ON (or OFF), and press Menu/Set when the screen displays your selection.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings and go to Step 5.

Enter the fax number you’re calling, and press Fax Start.

Delayed Transmission (Timer)

You can use this function to send a fax up to 24 hours later.

Insert the document face up in the ADF, or face down on the glass platen.

Press Menu/Set, 2, 2, 3.

Enter the time you want the fax to be sent, in 24-hour format (for example, enter 19:45 for 7:45 PM), and press Menu/Set.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings and go to Step 6. The screen prompts you to enter the fax number.

Enter the fax number, and press Fax Start. The machine will wait until the time you have entered to send the fax.

Delayed Batch Transmission

Before sending the delayed faxes, your Brother machine will economize by sorting all the documents in memory by destination and scheduled time. If you set Batch Transmission to ON, all delayed faxes scheduled at the same time to the same fax number will be sent as one transmission.

Press Menu/Set, 2, 2, 4.

Press or to select ON (or OFF) and press Menu/Set.

Press Stop/Exit.

ADVANCED FAX USE

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Broadcasting

Broadcasting is automatically sending the same fax message to multiple fax numbers. Using the Broadcast key, you can include up to 100 Speed Dial locations, and up to 50 manually dialled numbers (maximum of 150 locations if you did not use up any locations for Groups, access codes or credit card numbers).

However, available memory will vary with the types of jobs in memory and numbers of locations used for broadcasting. If you broadcast to more than the maximum locations available, you will not be able to setup transmissions using dual access and the timer.

The easiest way to broadcast is to first combine frequently used Speed Dial numbers as a Group, which uses up a Speed Dial. (Remember, you can have up to six Groups and Quick-Dial numbers can be included in more than one Group). Then by pressing Broadcast between each location, you can include Speed Dial, Groups, and manual dialling (using the dial pad) in the same broadcast. Use the Search/Speed Dial to help you choose the numbers easily.

After the broadcast is completed, a Broadcast Report will be printed automatically to let you know the results.

Insert the document face up in the ADF, or face down on the glass platen.

Enter a number using Speed Dial, Group number, Search or the dial pad. (See Setting Up Groups for Broadcasting, page 39.)

Example: Group number

Press Broadcast. You will be prompted to enter the next number.

Enter the next number. Example: Speed Dial

Press Broadcast.

Enter the next fax number. Example: Manual dialling, using the dial pad.

Press Fax Start.

The machine will read the documents into memory and then start sending faxes to all the numbers you entered.

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■ To stop the broadcasting in progress, press Stop/Exit. The display asks if you want to cancel all locations or just the location that is being sent to.

■ Enter the long dialling sequence numbers as you normally would, but keep in mind that each key counts as one location, so the number of locations you can call becomes limited.

■ If the line is busy or a connection could not be made for some other reasons while broadcasting, the machine will redial the number automatically.

■ If the memory is full, press Stop/Exit to abort the job or press Fax Start to send the portion that is in the memory (if more than one page has been scanned).

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Setting Up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only five keys (Search/Speed Dial, #, the two-digit location, and Fax Start). First, you will need to store each fax number as a Speed Dial number (See Storing Speed Dial Numbers, page 21). Then, you can combine them into a Group. Each Group uses up a Speed Dial number. Finally, you can have up to 6 small Groups, or you can assign up to 99 numbers to one large Group.

Press Menu/Set, 2, 3, 2.

Press Search/Speed Dial, and then enter the twodigit location where you wish to store the Group number, and then press Menu/Set.

(For example, press Search/Speed Dial, 07.)

Use the dial pad to enter the Group Number (for example, press 1 for Group 1).

Press Menu/Set. To include Speed Dial numbers in the Group, enter them as if you were dialling. For example, for Speed Dial location 05 and 09, press

Search/Speed Dial, 0, 5 and Search/Speed Dial, 0, 9 on the dial pad.

Press Menu/Set. The screen prompts you to enter a name.

Use the dial pad to enter a name for the group (up to 15 characters) (for example, NEW CLIENTS) and press Menu/Set. (See Entering Text, page 145.)

Press Stop/Exit.

You can print a list of all Speed Dial numbers. Group numbers will be marked in the column of “GROUP”. (See Printing Reports, page 33.)

PRESS SPEED-DIAL

SPEED-DIAL? # ENTER & SET KEY

G01:#05#09_ ENTER & SET KEY

ADVANCED FAX USE

Cancelling a Job While Scanning the Document

You can cancel a job while you are scanning it into memory by pressing Stop/Exit. Eject the document by pressing Stop/Exit again.

Checking and Cancelling a Scheduled Job in Memory

You can check or cancel a job that is waiting in memory. If the machine is idle,

Press Menu/Set, 2, 6. Any waiting jobs appear on the display. If nothing is waiting, the screen displays NO JOB

WAITING.

If you have more than two jobs waiting, use or to select the job you want to cancel. Press Menu/Set when the screen displays your selection—OR—If you have only one job waiting, go to Step 3.

Press 1 to cancel—OR—Press 2 to exit without cancelling. To cancel another job, return to Step 2.

Press Stop/Exit.

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You can check which jobs are remaining in memory by following Steps 1 and 2 above.

Memory Security

This feature allows you to prevent unauthorised access to the machine. When switched ON, Memory Security prohibits most functions. The following functions listed are available while Memory Security is switched ON.

■ Receiving faxes into memory [limited by Memory Capacity].

■ Scheduled Delayed Transmission*

■ Polling*

■ Fax Forwarding*

■ Remote Retrieval

* Provided it was set before Memory Security was switched ON.

Using Memory Security

You must use a password to switch Memory Security ON and OFF.

Setting Up Memory Security for the First Time

Press Menu/Set, 2, 0, 1.

Enter a 4-digit number as a password.

Press Menu/Set. The screen prompts you to re-enter the password.

Re-enter the password and press Menu/Set.

Press or to choose SET SECURITY.

Press Menu/Set. The screen prompts you to enter the password.

Enter a 4-digit password, followed by Menu/Set. This is the same as the security password of the machine already stored.

The screen displays ACCEPTED for 2 seconds, followed by SECURE MODE - Memory Security is now switched ON.

NEW PASSWD:XXXX ENTER & SET KEY

VERIFY:XXXX ENTER & SET KEY

PASSWORD:XXXX ENTER & SET KEY

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If the password you enter at Step 7 is incorrect, the screen would display WRONG PASSWORD. After 2 seconds the display will then return to normal (displaying the

date & time). You must then switch ON Memory Security again. (See Switching Memory Security ON, page 41.)

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Changing the Memory Security Password

Press Menu/Set, 2, 0, 1.

Press or to choose SET PASSWORD.

Press Menu/Set. The screen prompts you to enter the old password.

Enter the current password.

Press Menu/Set.

Enter a 4-digit number as a new password.

Press Menu/Set. The screen prompts you to re-enter the new password.

Enter the new password again and press Menu/Set.

Press Stop/Exit.

Switching Memory Security ON

Press Menu/Set, 2, 0, 1.

Press or to choose SET SECURITY.

Press Menu/Set. The screen prompts you to enter the password.

Enter a 4-digit password, followed by Menu/Set. This is the same as the security password of the machine already stored.

The screen displays ACCEPTED for 2 seconds, followed by SECURE MODE - Memory Security is now switched ON.

OLD PASSWD:XXXX ENTER & SET KEY

NEW PASSWD:XXXX ENTER & SET KEY

VERIFY:XXXX ENTER & SET KEY

PASSWORD:XXXX ENTER & SET KEY

ADVANCED FAX USE

If the password you enter at Step 4 is incorrect, the screen would display WRONG PASSWORD. After 2 seconds the display will then return to normal (displaying the

date & time). You must then start from Step 1 to set Memory Security.

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Switching OFF Memory Security

When Memory Security is switched ON, press

Menu/Set.

Enter a 4-digit password and press Menu/Set.

The screen displays ACCEPTED, then after 2 seconds the display reverts to normal. Memory Security is now switched OFF. Then all the data saved in the memory will be printed out.

If the password you enter at Step 2 is incorrect, the screen would display WRONG PASSWORD. After 2 seconds the display will then return to displaying SECURE MODE. You must then start from Step 1 to switch OFF Memory Security.

If you forget the Memory Security password, please contact your Brother dealer for service or the help number given with the warranty documentation.

PASSWORD:XXXX ENTER & SET KEY

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Advanced Receiving

Operation from an External or Extension Telephone

An external phone is a telephone that is plugged into the machine (either into the machine’s EXT socket or into the back of the connector that plugs into the telephone wall socket).

An extension phone is another phone on the same phone number as the machine, but plugged into a different telephone wall socket. For example, the machine may be connected to a phone line in your study, and you may have another phone on the same line (and same phone number) in your kitchen. This feature enables you to answer the phone in the kitchen if it rings while you are making a coffee, knowing that you can transfer the call to the machine if the incoming call is a fax.

If you answer a fax call on an external or extension phone, you can make the machine take over by using the Activation Code. When you press the Activation Code 5 1, the machine starts to receive a fax. If you set FAX DETECT to ON, you don’t have to press 5 1, just hold the handset and wait for several seconds. (See Fax Detect (with an External or Extension Telephone), page 29.)

If the machine answers a voice call and F/T pseudo-rings for you to take over, use the Deactivation Code # 5 1 to take the call at an extension phone. The Deactivation Code is used only in Fax/Tel (F/T) Mode. (You have to set Remote Activation to ON in Menu/Set, 2, 1, 5 to use 5 1 or # 5 1.)

If you answer a call, and no one is on the line, assume you’re receiving a fax. At an extension phone, press 5 1, wait for fax receiving tones (chirps), then hang up. At an external phone, press 5 1 and wait for the phone to be disconnected (the screen displays RECEIVING) before you hang up. (Your caller will have to press Start to send the fax.)

If you accidentally pick up an extension phone when a fax message is being received, you may disrupt the transmission or render some portions unreadable.

ADVANCED FAX USE

◆ 5 1—From an extension phone, or an external phone, 5 1 will set the machine in

receive mode.

◆ # 5 1—From an extension phone, # 5 1 can stop the machine receiving. This is effective in

F/T and Fax Detect modes.

The Remote Activation Code can also be used by your callers. When you are using an external TAD, your outgoing message (OGM) should end with the statement “to send a fax, press 5 1”. (See Outgoing Message (OGM) of External TAD, page 9.)

For Fax/Tel Mode Only

When the machine is in Fax/Tel (F/T) Mode, it will use the F/T Ring Time (F/T pseudo-ringing) to alert you to a voice call. If you’re at the machine, you can lift the external telephone’s handset and press Tel/R to answer.

If you’re at an extension phone, you will need to lift the handset during the F/T Ring Time and press # 5 1 between the F/T pseudo-rings. If no one is on the line, or if someone wants to send you a fax, send the call back to the machine by pressing 5 1.

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Switching ON Remote Activation and Changing Remote Codes

Remote Codes might not work with some telephone systems. The preset Activation Code is 5 1. The preset Deactivation Code is # 5 1.

If you are always disconnected when accessing your external TAD remotely, try changing the Activation Code from 5 1 to # # # and the Deactivation Code from # 5 1 to 1 1 1. You cannot use the same number for the Activation Code, the Deactivation Code and the Remoto Access Code.

To switch Remote Activation ON and change Remote Codes

Press Menu/Set, 2, 1, 5.

Press or to select ON (or OFF), and press Menu/Set when the screen displays the setting you want.

If you want to, enter a new Remote Activation Code, then press Menu/Set.

If you want to, enter a new Remote Deactivation Code, then press Menu/Set.

Press Stop/Exit.

Telephone Services

BT Call Sign (For U.K. Only)

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

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

You can switch it off temporarily, then turn it back on. When you get a new fax number, make sure you reset this function.

• To have your external TAD answer only the main number, the machine must be in Manual Mode.

• In FAX/TEL (F/T) or FAX ONLY mode, the machine will answer all numbers on the phone line.

To enable the machine to work with BT Call Sign

Set the machine to MANUAL mode (Menu/Set, 2, 1, 1).

Press Menu/Set, 2, 0, 2. The screen displays the current setting of this feature.

Press or to select ON (or OFF).

Press Menu/Set.

Press Stop/Exit.

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Polling

Polling is the process of retrieving faxes from another machine. You can use the machine to “poll” other machines, or you can have someone poll the machine.

All parties involved in polling need to set up their machines to accommodate polling. When someone polls the machine 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. (See Polling Transmit, page 47.)

Some machines do not respond to the polling function.

Polling Receive

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

Setup for Polling Receive (Standard)

Press Menu/Set, 2, 1, 9.

Press or to choose STANDARD, and press Menu/Set.

Enter the fax number you are polling, and press Fax Start.

The screen displays DIALING # .

ENTER FAX NO. PRESS FAX START

ADVANCED FAX USE

Secure Polling

Secure Polling is a way to keep your documents and others’ from falling into the wrong hands while the fax machines are set up for polling. You can use Secure Polling only with another Brother fax machine. Your four-digit secure code must be entered on the machine that polls for your documents.

Setup for Polling Receive with Secure Code

You need to make sure you are using the same secure code as the other party.

Press Menu/Set, 2, 1, 9.

Press or to choose SECURE, and press Menu/Set.

Enter a four-digit secure code. This is the same as the security code of the fax machine you are polling.

Press Menu/Set.

Enter the fax number you are polling.

Press Fax Start.

ENTER FAX NO. PRESS FAX START

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Setup Delayed Polling Receive

You can set the machine to begin Polling Receive at a later time.

Press Menu/Set, 2, 1, 9.

Press or to choose TIMER, and press Menu/Set.

The screen prompts you to enter the time you want to begin polling.

Enter the time (in 24-hour format) you want to begin polling. For example, enter 21:45 for 9:45 PM.

Press Menu/Set. The screen prompts you to enter the fax number you are polling.

Enter the fax number, and press Fax Start. The machine makes the polling call at the time you

entered.

You can set up only one Delayed Polling.

ENTER FAX NO. PRESS FAX START

Sequential Polling

The machine can request documents from several fax units in a single operation. You just specify several destinations in Step 4. Afterward, a Sequential Polling Report will be printed.

Press Menu/Set, 2, 1, 9.

Press or to choose STANDARD, SECURE or TIMER, and press Menu/Set when the screen displays the setting you want.

If you selected STANDARD, go to Step 4.

• If you selected SECURE, enter a four-digit number and press Menu/Set, and then go to

Step 4.

• If you selected TIMER, enter the time (in 24-hour format) you want to begin polling and

press Menu/Set, and then go to Step 4.

Specify the destination fax machines (up to 150), which you wish to poll by using Speed Dial, Search, a Group (see Setting Up Groups for Broadcasting, page 39) or the dial pad. You must press Menu/Set between each location.

Press Fax Start. The machine polls each number or group number in turn for a document.

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Polling Transmit

Polling Transmit is when you set up the machine to wait with a document so another fax machine can retrieve it.

Setup for Polling Transmit (Standard)

Insert the document face up in the ADF, or face down on the glass platen.

Press Menu/Set, 2, 2, 6.

Press or to choose STANDARD, and press Menu/Set.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you choosing setting and go to Step 5.

Press Fax Start.

Setup for Polling Transmit with Secure Code

When you choose POLLING:SECURE, anyone who polls the machine must enter the polling secure code.

Insert the document face up in the ADF, or face down on the glass platen.

Press Menu/Set, 2, 2, 6.

Press or to choose SECURE, and then press Menu/Set.

Enter a four-digit number, and press Menu/Set.

Press 1 if you want to select additional settings. The display returns to the SETUP SEND menu—OR—Press 2 if you are finished choosing settings and go to Step 6.

Press Fax Start and wait for the fax to be polled.

ADVANCED FAX USE

You can use Secure Polling only with another Brother fax machine.

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Remote Fax Options

Setting Fax Storage

If you set Fax Storage to ON, you will be able to retrieve fax messages from another location, using Fax Forwarding or Remote Retrieval functions. The screen will indicate when you have a fax stored in memory.

Press Menu/Set, 2, 5, 2.

Press or to select ON (or OFF), and press Menu/Set when the screen displays your selection.

Press Stop/Exit.

If there are faxes in memory when you turn the Fax Storage OFF, the screen prompts you to erase any faxes in memory. If you press 1, all fax data is erased and Fax Storage is turned OFF. If the fax data in memory has not been printed before, it will be printed first, and then erased. If you press 2, data is not erased, and Fax Storage remains ON.

Backup Print

If you’ve set FAX STORAGE to ON, the machine automatically prints fax messages as they are received into memory. This is a safety feature in case the power goes out for several days so you won’t lose the messages.

Fax Forwarding

You cannot use Fax Forwarding when “Fax Storage” is set to OFF.

Programming a Fax Forwarding Number

When Fax Forwarding and Fax Storage are set to ON, the machine stores the received fax in memory, then dials the fax machine phone number you’ve programmed, and forwards the fax message. You can change a Fax Forwarding number remotely. (See Changing the Fax Forwarding Number, page 51.)

Press Menu/Set, 2, 5, 1.

Press or to select ON (or OFF), and press Menu/Set. The screen prompts you to enter the number of the fax machine where faxes will be forwarded.

Enter the forwarding number (up to 20 digits), and press Menu/Set.

Press Stop/Exit.

You can also dial into the machine from a remote location to switch this feature on, or to change the number you want your faxes forwarding to.

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Changing the Remote Access Code

Enter your Remote Access Code when the machine picks up your call, so you can access features remotely. The access code is preset to 1 5 9 , but you can change this.

Press Menu/Set, 2, 5, 3.

Enter a three-digit number from 000 to 998, and press Menu/Set. The cannot be changed. Do not use the same digits that appear in your Remote Activation or

Deactivation Code.

Press Stop/Exit.

Remote Retrieval

Using Your Remote Access Code

To receive faxes at your location, you must call from a fax machine using touch tone. For convenience, you can retrieve faxes from a touch tone phone by having them sent to a fax machine. For example, if your hotel room does not have a fax machine, you can enter the number of the fax machine at the hotel’s Front Desk.

Dial your fax number from a touch tone phone.

When the machine answers and beeps, immediately enter your Remote Access Code (the factory setting is 1 5 9 ).

The machine signals the kinds of messages received:

1 long beep — Fax message(s) No long beep — No messages

The machine prompts you with two short beeps to enter a command. If you wait longer than 30 seconds to enter a command, the machine hangs up. If you enter an invalid command, the machine beeps three times.

Press 9 0 to reset the machine when you finish.

Hang up.

ADVANCED FAX USE

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Remote Commands

Follow the commands below to access features remotely. When you call the machine and enter your Remote Access Code (the factory setting is 1 5 9 ), the system will signal you with two short beeps to enter a remote control command.

Change Fax Forwarding Setting

Press 9 5

then to

Turn Fax Forwarding OFF—Press 1. Turn Fax Forwarding ON—Press 2. Program Fax Forward Number—Press 4. Automatically turns Fax Forwarding ON. Turn Fax Storage ON—Press 6. Turn Fax Storage OFF—Press 7. (This is only possible if there are no faxes stored in the memory,

or if all faxes have been erased using Remote Control 9 6 3).

Retrieve or Erase a Fax

Press 9 6

then to

Retrieve all faxes—Press 2, then enter the number of remote fax machine and then press # #. After the beep, hang up and wait.

Erase all fax messages—Press 3. If the data stored in the memory has not been printed before, it will be printed first and then erased.

Check the Receiving Status

Press 9 7

then Press 1.

1 long beep—Received fax messages. 3 short beeps—No messages.

Change Receive Mode

Press 9 8

then for

TAD—Press 1. F/T (FAX/TEL)—Press 2. FAX—Press 3.

Exit Remote Operation

Press 9 0

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Retrieving Fax Messages

Dial the machine’s number.

When you hear the beep, immediately enter your Remote Access Code (the factory setting is 1 5 9 ).

As soon as you hear two short beeps, use the dial pad to press 9 6 2.

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

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

After you hear the machine beep, hang up and wait. The machine calls the remote fax machine and sends the stored documents. The remote fax

machine prints your fax messages.

Changing the Fax Forwarding Number

You can change the default setting of your fax forwarding number from a remote telephone/fax machine using touch tone.

Dial the machine’s number.

When you hear the beep, immediately enter your Remote Access Code (the factory setting is 1 5 9 ).

When you hear two short beeps, use the dial pad to press 9 5 4.

Enter the new number of the remote fax machine where you want your fax messages forwarded, and then press # #.

ADVANCED FAX USE

You cannot use and # as dial numbers. However, if you want to store a pause, press #. Also, if the machine is connected to a PABX, you can press # first before the fax machine’s number. The # works as well as Tel/R key.

After you hear the machine beep, hang up.

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Making Copies

Basic Copy Operations

Using the Machine as a Copier

You can use the machine as a copy machine, making up to 99 copies at a time.

Do NOT pull on the paper while copying is in progress.

The scannable area of the machine begins at approximately 4 mm from the edge of the paper.

(4 mm)

Non-scannable area

(4 mm)

Making a Single Copy

Insert the document face up in the ADF, or face down on the glass platen.

Press Copy.

To stop the copy process and release the original, press Stop/Exit.

Making Multiple Copies (Using the ADF)

Insert the document face up in the ADF.

Using the dial pad, enter the number of copies you want (up to 99). For example, press 3, 8 for 38 copies.

Press Copy.

To sort the copies, use Options key. (See Sorting Multiple Copies (Using ADF), page 56.)

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Making Multiple Copies (Using the Glass Platen)

Lift the Document Cover.

Documents are Face Down on the Glass Platen

Using the document guidelines on the left, centre the document face down on the glass platen.

Close the Document Cover.

Using the dial pad, enter the number of copies you want (up to 99). For example, press 3, 8 for 38 copies.

Press Copy.

Out of Memory Message

If the memory becomes full while you’re making copies, the screen displays

OUT OF MEMORY

If you were scanning the first page to be copied, press Stop/Exit to cancel the operation and restart to make a single copy. If you were scanning a subsequent page, you will have the option to press Copy to copy the pages scanned so far—OR—Press Stop/Exit to cancel.

You will need to clear some fax messages to make some additional memory available before you can continue.

To gain extra memory, you can turn off Fax Storage—OR—Print fax messages in memory. (See Setting Fax Storage, page 48.)

COPIER

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Temporary Copy Setting

You can improve your copies by using the Copy keys: Enlarge/Reduce, Contrast, and Options. These settings are temporary, and the machine returns to its default settings 45 seconds after it finishes copying. If you want to use these temporary settings again, place the next original in the ADF or glass platen before the 45 seconds expire.

Copying Using Multiple Settings

You can try different combinations of settings for the best results. After you finish your settings using the Enlarge/Reduce, Contrast and Options keys, the LCD shows:

■ Press or if you want to select additional settings.

—OR—

Press Copy if you are finished choosing settings.

To clear your settings and start over, press Clear Settings.

PRESS COPY OR

FOR NEXT OPT.

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The LCD shows current copy setting status, you can set multiple settings.

No of Copies

Stack or Sort

Copy Mode (Type of Original)

Copy Contrast

Copy Ratio or Special Copy Option

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Making Enlarged or Reduced Copies

Insert the document face up in the ADF, or face down on the glass platen.

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

Press Enlarge/Reduce.

Press or to choose an enlargement or reduction ratio. You can reduce to 50%, 71% or 25% of the original size by pressing key.

—OR—

You can enlarge to 141%, 150%, 200% or 400% by pressing key.

—OR—

You can press or enter an enlargement or reduction ratio between 25% and 400%. For example, press 5, 3 to enter 53%.

Press Menu/Set.

Press Copy—OR—Press or for additional settings.

Special Copy Options (2 in 1, 4 in 1 or Poster copy) are not available with Enlarge/Reduce.

to select MANUAL and press Menu/Set, then use the dial pad to

Copy Contrast

You can adjust copy contrast to make copies darker or lighter.

Insert the document face up in the ADF, or face down on the glass platen.

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

Press Contrast.

Press to make a copy lighter, or to make a copy darker, and then press Menu/Set.

Press Copy—OR—Press or for additional settings.

– + SELECT & SET

COPIER

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Using the Options Key

The Options key changes the settings for number of copies, stack/sort and special copy options for the next copy only. See the explanation below the table.

Press Options Menu Selections Options Factory Setting

NO. OF COPIES NO. OF COPIES:XX 01 COPY MODE AUTO/TEXT/PHOTO AUTO STACK/SORT STACK/SORT STACK SPECIAL 2IN1/4IN1/POSTER/

OFF

PAPER TYPE THIN/PLAIN/THICK/

THICKER/ TRANSPARENCY

OFF

PLAIN

Copy Mode

You can select the Copy resolution for your type of the original document (TEXT, AUTO or PHOTO). Select the right kind of image you’re copying.

Insert the document face up in the ADF, or face down on the glass platen.

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

Press Options and or to select COPY MODE and then press Menu/Set.

Press or to select the right kind of image you’re copying, and press Menu/Set.

TEXT (text only) AUTO (line art, graphs, or any combination including photograph) PHOTO (photograph only)

Press Copy—OR—Press or for additional settings.

Sorting Multiple Copies (Using ADF)

Insert the document face up in the ADF.

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

Press Options and or to select STACK/SORT, and then press Menu/Set.

Press or to select SORT, and then press Menu/Set.

Press Copy—OR—Press or for additional settings.

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Special Copy Options (Using ADF)

You can save paper by copying either two or four pages onto one page.

Insert the documents face up in the ADF.

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

Press Options and or to select SPECIAL, and then press Menu/Set.

Press or to select 2IN1, 4IN1 or OFF, and then press Menu/Set.

Press Copy—OR—Press or additional settings.

Special Copy Options (Using the Glass Platen)

You can save paper by copying either two or four pages onto one page, or you can create poster size copy.

Insert the document face down on the glass platen.

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

Press Options and or to select SPECIAL, and then press Menu/Set.

Press or to select 2IN1, 4IN1, POSTER or OFF, and then press Menu/Set.

Press Copy.

If you selected 2IN1 or 4IN1 in Step 4, place the next document on the glass platen, and then press Menu/Set. After all document have been scanned, press Copy.

NEXT:PRESS SET END:PRESS COPY

COPIER

Making Copies 57

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2 in 1

4 in 1

Poster

You can create a poster size copy of a photograph.

1 3

2 4

58 Chapter 10

Special Copy Options (2in1, 4in1 or Poster) are not available with Enlarge/Reduce. Poster size copy can be made only by using glass platen. It is not possible with the ADF. Poster is not available for multiple copies.

Page 67

Paper Type

You can use the following types of paper for copying. For the best print quality, select the type of media that you are using

THIN (64-69 g/m PLAIN (70-95 g/m THICK (96-120 g/m THICKER (121-158 g/m TRANSPARENCY For transparency (OHP)

Press Options and or to select PAPER TYPE, and then press Menu/Set.

Press or to select your type of paper, and then press Menu/Set.

Press Copy—OR—Press or for additional settings.

) For thin paper

) For ordinary plain paper

) For heavy weight paper or rough paper

) For heavier weight paper, rough paper or bond paper

Changing Default Settings

Press Menu/Set, 3 to change default settings for Copy mode. These settings will remain until you change them again by pressing Menu/Set. Adjust the Copy Mode and Contrast and Paper Type settings.

By pressing a number, you can adjust copy settings as shown in the following chart. Press or

to move through the selections for each setting. Press Menu/Set to save your selection. Press

Stop/Exit—OR—Press to select the next setting you want to change. Press Menu/Set, and 3.

COPIER

1.COPY MODE

2.CONTRAST

3.PAPER TYPE

AUTO TEXT PHOTO

– +

THIN PLAIN

THICK

THICKER

is default

Making Copies 59

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Copy Mode (Type of Original)

You can select the Copy resolution for your type of original. The default setting is AUTO, which is used for originals that contain both text and photographs. TEXT is used for originals containing only text. PHOTO is used for copying photographs.

Press Menu/Set, 3, 1.

Press or to choose the type of original (AUTO, TEXT or PHOTO), and then press

Menu/Set.

Press Stop/Exit—OR—Press for additional settings.

Copy Contrast

You can adjust copy contrast to make copies darker or lighter.

Press Menu/Set, 3, 2.

Press to make a copy lighter—OR—Press to make a copy darker, and then press

Menu/Set.

Press Stop/Exit—OR—Press for additional settings.

Paper Type

You can use the following types of paper for copying. For the best print quality, select the type of media that you use most often.

THIN (64-69 g/m PLAIN (70-95 g/m THICK (96-120 g/m THICKER (121-158 g/m

Press Menu/Set, 3, 3.

Press or to select your type of paper, and then press Menu/Set.

Press Stop/Exit.

) For thin paper or transparency

) For ordinary plain paper

) For heavy weight paper or rough paper

) For heavier weight paper, rough paper or bond paper

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Using the machine as a Printer

Special Printing Features

Windows® Printing

The dedicated printer driver for Microsoft® Windows® 95, 98, 98SE, Me, 2000 Professional and Windows NT can easily install them into your Windows Guide). The driver supports our unique compression mode to enhance printing speed in Windows applications, and allows you to set various printer settings including economy printing mode and custom paper size.

Workstation Version 4.0 are available on the CD-ROM supplied with the MFC. You

system using our installer program (see Quick Setup

Enhanced Memory Management

The machine has its own Data Compression Technology, which automatically compresses graphic data and downloads font data efficiently into the MFC’s memory. You can avoid memory errors and print most full-page, 600dpi graphic and text data, including larger fonts, with the machine’s standard memory.

Printing From Your PC

Multi-Purpose Sheet Feeder

The machine’s multi-purpose sheet feeder can feed plain paper, envelopes transparencies, post card, label and organizer paper. When the machine receives data from your computer, it begins the print process by loading paper from the multi-purpose sheet feeder.

■ Select the print command from your PC. Your PC sends a print command and data to the machine. If there are more pages, the machine begins

to print the next page automatically.

PRINTER/SCANNER

You may select the proper paper source, paper size, and orientation in your application software.

If your application software does not support your custom paper size, select the next larger paper size. Then adjust the print area by changing the right and left margins in your application software.

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Two-Sided Printing (Manual Duplex)

The supplied printer drivers for Windows® 95/98/98SE/Me and Windows NT® Workstation Version 4.0 support manual duplex printing. (For more information, see the Help screen for the printer driver.)

The machine prints all the even-numbered pages on one side of the paper first. Then, the Windows driver instructs you (with a pop-up message) to reinsert the paper. Before reinserting the paper, straighten it well or you may get a paper jam. Very thin or very thick paper is not recommended. If the paper “double-feeds” (sends two sheets at once), hold the stack of paper except for the front sheet while the paper is feeding.

Multi-purpose Sheet Feeder

When you use manual duplexing, it is possible that a paper jam may occur or the printer quality might not be satisfactory.

Loading Envelopes

You can load up to 10 envelopes into the Multi-purpose sheet feeder. Press down and hold the blue lever on the right as you load the envelopes and slide the paper guides to fit. Make sure envelopes are inserted in the direction shown below.

62 Chapter 11

Load the envelopes and adjust the guide with the lever down

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Paper Tray

The machine ejects paper with printed surfaces face down into the paper tray at the front of the machine. When you use transparencies, remove each sheet immediately after printing, to prevent a paper jam or curled sheets.

Reset Key

Press this key to clear data from the memory.

Simultaneous Printing/Faxing

The machine can print data from your computer while sending or receiving a fax in the memory or while scanning information into the computer. However, when the machine is copying or receiving a fax on paper, it pauses the PC printing operation, and resumes when copying or fax receiving is complete. Fax sending continues during PC printing.

Printer Menu Functions

Printing the Internal Font List

You can print a list of the machine’s internal (or resident) fonts to see how each font looks before you select it.

Press Menu/Set, 4, 1, 1.

Press Fax Start. The machine prints the list.

Press Stop/Exit.

Printing the Print Configuration List

You can print a list of current setting for the printer.

Press Menu/Set, 4, 1, 2.

Press Fax Start. The machine prints the settings.

Press Stop/Exit.

PRINTER/SCANNER

Restoring Factory Default Settings

You can return the machine to original factory settings. Permanent fonts are restored, but macros are cleared. You can change user settings using the Remote Printer Console program.

Press Menu/Set, 4, 2. The screen displays

Please choose 1 to restore the factory setting—OR— Press 2 to exit without making a change.

Press Stop/Exit.

1.RESET 2.QUIT

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Acceptable Paper

To achieve high quality printing using the machine, it’s very important to select the right kind of paper.

Paper Type Paper Size

Cut sheet A4, Letter, Legal, B5, A5, Executive, Custom size

70-216 x 127-356 mm (2.75-8.5 x 5-14 inches) Envelopes DL, C5, COM-10, Monarch Post Card 70-216 x 127-279 mm (2.75-8.5 x 5-11 inches)

Organizer Day-Timer

70-216 x 127-279 mm (2.75-8.5 x 5-11 inches) Labels and

Transparencies

Paper Capacity in Feeder Multi-purpose Sheet Feeder: Up to 22 mm (0.87 inches) in height (up to the mark) Approx. 200

Output Tray: Approx. 50 sheets of 75 g/m

Basis Weight 64 to 158 g/m

Caliper 0.08 to 0.2 mm

Moisture Content 4% to 6% by weight 4% to 6% by weight Smoothness 100 to 250 (Sheffield) 100 to 250 (Sheffield)

70-216 x 127-356 mm (2.75-8.5 x 5-14 inches)

Cut Sheet Envelope

(17 to 42 lb)

(±0.003 to ±0.008 inches)

J, K, L, M

sheets of 75 g/m paper, or 10 envelopes

(20 lb) or 50 sheets of 158 g/m2 (42 lb) A4/Letter

(20 lb) A4/Letter paper

75 to 90 g/m (20 to 24 lb) single thickness

0.084 to 0.14 mm (0.0033 to 0.0058 inches) single thickness

Recommended paper types: Plain Paper: Xerox Premire 80 Transparency: 3M CG3300 Label: Avery laser label L7163

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Printer Driver Settings

(For Windows® Only)

Using the Brother MFC-9180 Printer Driver

A Printer Driver is software that translates data from the format used by a computer into the format required by a particular printer, using a printer command language or page description language.

The printer drivers are on the supplied CD-ROM. The latest printer driver can also be downloaded from the Brother Solutions Centre at http://solutions.brother.com

Features in the Printer Driver (For Windows® Users Only)

The screens shown in this section are from Windows® 98. The screens on your PC may vary depending on your Windows

For more detailed information, please see the on-line Help in the printer driver.

Operating System.

Basic Tab

1. Select the Paper size, Multiple Page and Orientation.

2. Select number of Copies and Media Type.

PRINTER/SCANNER

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Paper Size

From the drop-down box select the Paper Size you are using.

Multiple Page

The Multiple Page selection can reduce the image size of a page allowing multiple pages to be printed on one sheet of paper or enlarging the image size for printing one page on multiple sheets of paper.

Ex. 4 in 1 Ex. 1 in 2x2 pages

Border Line

When printing multiple pages on one sheet with the Multiple Page feature you can select to have a solid border, dash border or no border around each page on the sheet.

Orientation

Orientation selects the position of how your document will be printed (Portrait or Landscape).

Portrait

Landscape

Copies

The Copies selection sets the number of copies that will be printed.

Collate

The collate selection is active if more than one copy is selected. With the collate check box selected, one complete copy of your document will be printed and then repeated for the number of copies you selected. If the collate check box is not selected then each page will be printed for all the copies selected before the next page in the document is printed.

Collate box checked

66 Chapter 12

Collate box not checked

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Media Type

You can use the following types of media in your printer. For the best print quality, select the type of media that you wish to use.

Plain Paper Thin Paper Thick Paper Thicker Paper Bond Paper Transparencies

When using ordinary plain paper, select Plain Paper. When using heavier weight paper, envelopes or rough paper select Thick Paper or Thicker Paper. For bond paper, select Bond Paper and for OHP transparencies, select Transparencies.

Advanced Tab

1 2 3 4 5

Change the tab settings by selecting one of the following icons:

1. Print Quality

2. Duplex Printing

3. Watermark

4. Page Setting

5. Device Option

Printer Driver Settings (For Windows® Only) 67

PRINTER/SCANNER

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Print Quality

Resolution

You can change the resolution as follows:

◆ 300 dpi

◆ 600 dpi

Toner Save

You can save running costs by turning on the Toner Save Mode, which reduces the print density.

Print Setting (For Windows® 95/98/98SE/Me Users Only)

Print Setting is used for optimizing your print quality for the type of document being printed (Photos, Graphics or Scanned Images). When you choose Auto (Recommended), the printer automatically prints with the most suitable print settings.

With the Print Setting set to Manual, you can change the Brightness, Contrast and Graphics Quality options manually.

Duplex Printing

Choosing the Duplex Printing icon displays the Manual Duplex features available.

Manual Duplex

Check the Manual Duplex box and there are six types of duplex directions available for each orientation. In this mode, the machine prints all the even numbered pages first. Then the printer driver stops and shows the instructions required to re-install the paper. When you click OK the odd numbered pages are printed.

Binding Offset

Check the Binding Offset option, you can specify the offset value of the binding side in inches or millimetres (0 – 8 inches) [0 – 203.2 mm].

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Watermark

You can place a logo or text into your document as a Watermark by using a bitmap file as your source file or select one of the preset Watermarks.

Print Watermark

The Print Watermark feature offers printing choices of:

On all pages On first page only From second page Custom

In background

With the In background feature checked the Watermark will print behind your document on the page. If this feature is not checked then the Watermark will print on top of your document.

You can change the size and the position of the Watermark on the page by selecting the Watermark and clicking the Edit button. If you want to add a new Watermark, click the New button and select Text or Bitmap from the Watermark Style.

PRINTER/SCANNER

Watermark Text

Enter your Watermark Text into the Text Box and select the Font, Size, Darkness and Style.

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Watermark Bitmap

Enter the file name and location of your bitmap image in the File box or Browse for the file location. You can also set the scaling size of the image.

Position

The position settings offer controls on where the Watermark can be positioned on the page.

Page Setting

You can change the print size of your document with the Scaling feature.

1. Check Off if you want to print the document as it appears on your screen.

2. Check Fit to Paper Size, if your document has an unusual size, or if you have only the standard

size paper.

3. Check the Free box if you want to reduce or enlarge the output. You can also use the Mirror Print or Reverse Print feature for your page setting.

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Device Options

Set one of the following Printer Functions:

• Quick Print Setup

• Administrator (For Windows

• Print Date & Time

95/98/98SE/Me Users Only)

Quick Print Setup

The Quick Print Setup feature allows you to quickly select driver settings. To view settings, simply click your mouse button on the task tray icon. This feature can be set to ON or OFF from the Device Options section.

PRINTER/SCANNER

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Administrator (For Windows® 95/98/98SE/Me Users Only)

The administrator selection permits the Copy, Scaling and Watermark features to be locked and Password protected.

Record your password and keep it in a safe place for future reference. If you forget your password these settings can not be accessed.

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Print Date & Time

When enabled the Print Date and Time feature will automatically print the date and time on your document from your computers system clock.

Click the Setting button to change the Date and Time Format, Position and Font. To include a background with the Date and Time select Opaque. When Opaque is selected you can set the Darkness of the Date and Time background by changing the percentage.

PRINTER/SCANNER

The Date and Time indicated in the selection box represents the format that will be printed. The actual Date and Time printed on your document is automatically retrieved from the settings of your computer.

Printer Driver Settings (For Windows® Only) 73

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Support

The Support Tab provides driver version information and setting information. In addition there are links to the Brother Solution Center and Driver Update Web sites.

Brother Solutions Center

The Brother Solutions Center is a Web site offering information about your Brother product including FAQ’s, User Guides, Driver updates and Tips for using the machine.

Web Update

Web Update checks the brother web site for updated drivers and automatically downloads and updates the driver on your computer.

Check Setting

The Check Setting selection displays a list of your current drivers settings.

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Using the Windows

-Based Brother Control Centre (For Windows

Brother Control Centre

The Brother Control Centre is a software utility that pops up on the PC screen whenever paper is placed in the ADF. This allows you to access the most frequently used scanning applications only with a few mouse clicks. Using the Control Centre eliminates the need to manually launch the specific applications.

The Brother Control Centre provides three categories of functions:

1. Scan directly to a file, E-mail, word processor or graphic application of choice

2. Copy functions.

3. PC Faxing using the Brother PC Fax Software.

Only)

AutoLoad the Brother Control Centre

The Control Centre is initially configured to automatically load each time Windows® is started. When the Control Centre is loaded, the Control Centre icon will appear in the task bar. If you

don’t want the Control Centre to load automatically, you can turn off AutoLoad.

If the Control Centre icon does not appear in your taskbar, you will have to launch this software. From the Start menu, select Programs, PaperPort, and then double-click Brother SmartUI PopUp.

Using the Windows®-Based Brother Control Centre (For Windows® Only) 75

PRINTER/SCANNER

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How to Turn Off AutoLoad

Left click the Control Centre icon and click Show.

When the Control Centre main screen appears, left click on the Configuration Control Centre button. A dialog box with a check box labelled “AutoLoad Pop-up” will

appear:

Uncheck the AutoLoad Pop-Up option.

Using the Scan Key with Windows PC

If you have connected a Macintosh, the Scan to key will not work with your computer. (See Using the Brother MFC with a New Power Macintosh

™

iMac

/iBook™, page 105.)

You can use the Scan to key on the control panel to scan documents ADF into your word processing, graphics or E-mail applications. The advantage of using the Scan to key is that you avoid the mouse clicks required to scan from your PC.

76 Chapter 13

G3, G4 or

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Using the Control Panel Keys

Before you can use the Scan to key on the control panel, you must have connected the machine to your Windows Windows application is running on your PC.

Scan to Image

You can scan a colour picture into your graphics application for viewing and editing.

Insert the document face up in the ADF.

Press Scan to.

Press or to select SCAN TO IMAGE, and then press Menu/Set. The machine will scan the original and send a colour image to your graphics application.

Scan to OCR

If your document is text, you can have it automatically converted by ScanSoft™ TextBridge® to an editable text file and then displayed in your word processing application for further editing.

Insert the document face up in the ADF.

Press Scan to.

Press or to select SCAN TO OCR, and then press Menu/Set. The machine will scan the original perform OCR in ScanSoft

the result in your word processing application for viewing and editing.

Scan to E-mail

You can scan either black and white or colour documents into your E-mail application as a file attachment. Although the Brother Control Centre can be configured to send only black and white file attachments at one time, you can easily change this setting. (See Scan to E-mail, page 82.)

Insert the document face up in the ADF.

Press Scan to.

Press or to select SCAN TO E-MAIL, and then press Menu/Set. The machine will scan the original, create a file attachment, and launch your E-mail application,

displaying the new message waiting to be addressed.

based PC and loaded the appropriate Brother Drivers for your version of

. When you are ready to use the Scan to key, make sure the Brother Control Centre

™

TextBridge®, and then display

PRINTER/SCANNER

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Brother Control Centre Features

Auto Configuration

During the installation process the Control Centre checks your system to determine the default applications for E-mail, word processing and graphics viewer/editor. For example, if you are using Outlook as your default E-mail application, the Control Centre automatically will create a link and a scanning application button for Outlook.

You can change a default application by right clicking on any of the scan buttons in the Control Centre and selecting a different application. For example, you can change a scan button from MS Word to MS Word Pad by changing the application that is listed for the Word Processor.

Scanning Operations

Scan to File—allows you to scan directly to a disk file with two mouse clicks. You can change the file type, destination directory and file name, as needed.

Scan to E-mail—enables you, with just two mouse clicks, to scan a picture or text document directly into an E-mail application as a standard attachment. You have the option of selecting the file type and resolution for the attachment.

Scan to Word Processor—enables you to scan a text document, run ScanSoft TextBridge OCR and insert the text original (not graphic image) into a word processing file with just two mouse clicks. You have the option of selecting the destination word processing program, such as Word Pad, MS Word, Word Perfect, etc.

Scan to Graphic Application—allows you to scan an image directly into any graphic viewer/editor application. You can select the destination application, such as MS Paint or Corel PhotoPaint.

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Copy Operations

Copy—allows you to use the PC and any Windows® printer driver for enhanced copy functions. You can scan the page on the Brother MFC and print the copies using any of the features of the Brother MFC printer driver—OR—You can direct the copy output to any standard Windows installed on the PC.

printer driver

PC Fax Operation

Send a Fax—allows you to scan a picture or text original and automatically send the image as a fax from the PC using the Brother PC Fax software.

Scanner Settings

When the Pop-Up screen is displayed, you can access the Scanner Settings window. Click the Configuration icon at the top right of the Brother Control Centre screen—OR—

Click the Modify Settings… button on any of the Configuration screens.

Global Settings

AutoLoad Pop-Up—Click this checkbox if you want Brother Control Centre to load when you boot your computer.

Using the Windows®-Based Brother Control Centre (For Windows® Only) 79

PRINTER/SCANNER

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Setting Up the Scanner Configurations

The Pop-Up application stores eight different scanning modes. Each time you scan an original, you will choose the most appropriate scanning mode from the following:

Faxing, Filing and Copying Text for OCR Photos Photos (High Quality) Photos (Quick Scan) Custom Draft Copy Fine Copy

Each mode has its own set of stored settings. You can keep the factory default settings or change them at any time:

Resolution—Select the scanning resolution you most frequently use. Colour Mode—From the pull-down list. Scan Size—From the pull-down list. Brightness—Slide the adjuster from 0% to 100% Contrast—Slide the adjuster from 0% to 100%

Click OK to save your changes. If you make a mistake or later decide to return to the original default setting, just click the Restore Defaults button when the scanning mode is displayed.

To access the Scanner Configurations screen:

Insert the document face up in the ADF.

Right-click the appropriate Control Centre button to display Configurations, then click it. The configuration screen for that Control Centre button will appear.

To save your settings, press the OK button—OR—To return to the factory default settings, press the Restore Defaults button.

Perform an Operation from the Brother Control Centre Screen

If you see this screen it means you left-clicked a button in the Brother Control Centre window without first placing an document in the ADF.

Place the document in the Brother machine’s ADF, then click OK to return to the Brother Control Centre screen.

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Scan to File

Scanner Setting

From the pull-down list, select the scanning mode that is appropriate for the type of file: Faxing, Filing and Copying; Text for OCR; Photos; Photos (High Quality); Photos (Quick Scan); Custom; Draft Copy or Fine Copy.

To change any of the settings for that mode, click the Modify Settings… button.

Destination Folder

PaperPort Folder—Select this checkbox to scan the document into your PaperPort folder. Other Folder—Select this checkbox, to scan the document as another file type and/or into another

directory/folder. File—If you selected Other Folder, from the pull-down list select the type of file:

PaperPort Files (*.MAX) Self Viewing Files (*.EXE) PaperPort 5.0 Files (*.MAX) PaperPort 4.0 Files (*.MAX) PaperPort 3.0 Files (*.MAX) Windows Bitmap (*.BMP) PC Paintbrush (*.PCX) Multi-page PCX (*.DCX) JPEG Image Files (*.JPG) TIFF-Uncompressed (*.TIF) TIFF Group 4 (*.TIF) TIFF Class F (*.TIF) Multi-Page TIFF-Uncompressed (*.TIF) Multi-Page TIFF Group 4 (*.TIF) Multi-Page TIFF Class F (*.TIF) PDF Files (*.PDF) Portable Network Graphics (*.PNG) FlashPix (*.FPX) HFX Fax Files (*.HFX)

To Search your system for the directory and folder you want, click the Browse… button. Click OK to save your settings.

PRINTER/SCANNER

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Scan to E-mail

Scanner Settings

To change any of the settings for that mode, click the Modify Settings… button.

Email Application

E-mail Application—From the pull-down list, select your E-mail application.

E-mail Settings—Click the E-mail Settings… button to set up links. The Link Preferences window will appear:

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File Attachments

Do not convert files—Click this checkbox if you do not want to change the file type of attachments. The Conversion Options will not be available (greyed).

Convert MAX files only—Click this checkbox if you want to convert only attachments that are PaperPort files.

Convert all files when possible—Click this checkbox if you want to change the file type of all attachments.

Conversion Options

Format

Combine all files into one file when possible—Click this checkbox to combine all files of the same type into one file.

(For Brother Colour Models Only) Convert non-image files to colour—Click this checkbox to convert all files that have been processed through OCR to colour.

Show QuickSend Menu

Click this checkbox if you want the Select QuickSend Recipient window to be displayed when you choose Scan to E-mail. This feature works only with MAPI type E-mail applications, such as Microsoft Exchange, Microsoft Outlook and Eudora.

QuickSend List

You can create a list of Email names and addresses for quick selection. Click the New button to add a name(s) to your QuickSend list. Your Email phone book listing is

displayed, so you can select stored names or create new ones:

Highlight the name(s) you want to add to your list, click the User button, then click OK to return to the Link Preferences window.

From the Link Preferences window, you can remove a name from the QuickSend list, by highlighting the name and clicking the Delete button.

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PRINTER/SCANNER

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Scan to Word Processor

Scanner Settings

To change any of the settings for that mode, click the Modify Settings… button.

Word Processor

Word Processor—From the pull-down list, select the word processor you want to use. Click the Link Settings… button to display a screen to set up a link to the version of OCR and

document format that you want to use:

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OCR Package—From the pull-down list, select TextBridge Classic OCR if you want to use the OCR package that was installed with the Brother MFC Software Suite.

Click the OCR Settings… button to choose how the OCR application will read the pages you scan into your word processor application.

The Preferences window will appear:

Select your setting and click OK.

◆ Auto Orientation—Check this checkbox if you want your word processor application to

read the page as it is set up.

◆ Decolumnized Output—Check this checkbox if you want your word processor application

to read across the entire page from left to right.

Document Format—From the pull-down list, select the file format you want to use for your word processor or text documents.

User Defined Button

Scanner Settings

To change any of the settings for that mode, click the Modify Settings… button.

Target Application

Application—From the pull-down list, select the application you want to add to this Pop-Up screen. Click the Custom Link Settings… button to set up links for your user-defined application.

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Copy

Scanner Settings

To change any of the settings for that mode, click the Modify Settings… button.

Copy Settings

Brother MFC9180 Copies—Enter the number of copies you want to print.

To change the copy options, click the Copy Options… button. Click the OK button to save your Copy settings.

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Send a Fax

Scanner Settings

To change any of the settings for that mode, click the Modify Settings… button.

FAX Settings

Brother PC-FAX FAX Resolution—Fine (200 x 200)

To change the fax options, click the FAX Options… button. The Brother PC FAX Properties screen appears:

PRINTER/SCANNER

Select the Paper Size and Orientation (Portrait or Landscape) and click OK.

To return to the factory default settings, click the Restore Defaults button.

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Using ScanSoft

™

PaperPort

for Brother and ScanSoft

™

TextBridge

ScanSoft™ Paper Port® for Brother is a document management application. You will use PaperPort® to view scanned documents. PaperPort help you organize your documents. It allows you to combine or “stack” documents of different formats for printing or filing. PaperPort

™

The complete ScanSoft in the Manual Sections on the CD-ROM. This chapter is only an introduction to the basic operations.

When you install MFC Software Suite, ScanSoft TextBridge

OCR are installed with it automatically.

PaperPort® Owner’s Manual, including ScanSoft™ TextBridge® OCR, is

To Uninstall PaperPort® and ScanSoft™ TextBridge Select Start, Settings, Control Panel, Add/Remove Programs and the Install/Uninstall tab. Select PaperPort

button.

has a sophisticated, yet easy-to-use, filing system that will

can be accessed through the PaperPort® program group.

™

PaperPort® for Brother and ScanSoft™

from the list and click the Add/Remove

Viewing Items in ScanSoft™ PaperPort® for Brother

PaperPort® provides several ways to view items: Desktop View displays a thumbnail, a small graphic that represents each item in a Desktop or folder. Items in the selected folder appear on the PaperPort created using other applications).

Non-PaperPort a non-PaperPort

Page View displays a close-up of a single page and you can open a PaperPort clicking on it. As long as you have the appropriate application on your computer to display it, you can also double-click a non-PaperPort

88 Chapter 14

Desktop. You can see PaperPort® items (MAX files) and non-PaperPort® items (files

items include an icon that indicates the application that was used to create the item;

item is represented by a small rectangular thumbnail and not an actual image.

item to open it.

item by double-

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Desktop View displays items

as thumbnails

Page View displays each item

as a full page

Organizing Your Items in Folders

PaperPort® has an easy-to-use filing system for organizing your items. The filing system consists of folders and items that you select to view in Desktop View. An item can be a PaperPort non-PaperPort

item:

■ Folders are arranged in a “tree” structure in the Folder View. You use this pane to select folders

and view their items in Desktop View.

■ You can simply drag and drop an item onto a folder. When the folder is highlighted, release the

mouse button and the item is stored in that folder.

■ Folders can be “nested”—that is, stored in other folders.

■ When you double-click a folder, its items (both PaperPort

MAX files and other files) appear

on the Desktop.

■ You can also use Windows

Explorer to manage the folders and items shown in Desktop View.

item or a

Links to Many Other Applications

PaperPort® automatically recognizes many other applications on your computer and creates a “working link” to them. The Link Bar at the bottom of Desktop view shows icons of those linked applications. To use a link, drag an item onto one of the icons to start the application represented by the icon. This sample Link Bar shows several applications with links to PaperPort

If PaperPort

does not automatically recognize one of the applications on your computer, you can

manually create a link using the Create New Link command. (See PaperPort information about creating new links.)

Using ScanSoft™ PaperPort® for Brother and ScanSoft™ TextBridge® 89

Help for more

PRINTER/SCANNER

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Using ScanSoft™ TextBridge® OCR (Converting Image Text to Text You Can Edit)

Software by: ScanSoft

ScanSoft™ TextBridge® OCR is automatically installed when you install PaperPort® on your computer.

PaperPort text) into text that you can edit with a word processing application. PaperPort character recognition application ScanSoft PaperPort or by using the Copy As Text command, you can select only a portion of the text to convert.

Dragging an item onto a word-processing link icon starts PaperPort you can use your own OCR application.

can quickly convert the text on a PaperPort® item (which is really just a picture of the

uses your application if it is already on your computer. You can convert the entire item,

™

TextBridge®, which comes with PaperPort®—OR—

’s built-in OCR application, or

uses the optical

Importing Items from Other Applications

In addition to scanning items, you can bring items into PaperPort® in a variety of ways and convert them to PaperPort

■ Print to the Desktop View from another application, such as Microsoft Excel.

■ Import files saved in other file formats, such as Windows

Format (TIFF).

(MAX) files in several different ways:

Bitmap (BMP) or Tag Image File

Exporting Items in Other Formats

You can export or save PaperPort® items in several popular file formats. You can export formats BMP, PCX, DCX, JPG, TIF, PDF, PNG, FPX, HFX, or self-viewing. For example, you could create a file for an Internet Web site and export it as a JPEG file. Web pages often use JPEG files for displaying images.

Exporting an Image File

Select the Export command from the File pull-down menu in the PaperPort® window. The Export ‘XXXXX’ As dialog box will be displayed.

Select the drive and directory where you want to store the file.

Enter the new file name and choose the file type or select a name from the File Name text box. (You can scroll through the Directories and File Name listing for prompting.)

Select the OK button to save your file, or Cancel to return to the PaperPort® without saving it.

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Accessing the Scanner

To choose TWAIN_32 Brother MFL Pro Colour as your scanner driver, select it under the “Select scanner”—OR—“Select source” option in your software.

From the PaperPort or Scan button. The Colour Setup dialog box will appear:

window, select Acquire from the File drop-down menu or select the TWAIN

Scanning a Document into your PC

Insert the document face up in the ADF, or face down on the glass platen.

Adjust the following settings, if needed, in the Scanner Setup window:

◆ Resolution

◆ Scan Type (Black & White, Grey [Error Diffusion], True Grey, 256 Colour, 24 bit colour,

24 bit colour (fast))

◆ Brightness

◆ Contrast

◆ Size

Select the Start button from the Scanner window.

When scanning is completed, close the scanner window. The PaperPort the image you scanned highlighted in red.

screen will appear showing

PRINTER/SCANNER

Settings in the Scanner Window

Image

Resolution

Select the scanning resolution from the Resolution drop down list. Higher resolutions take more memory and transfer time, but can achieve a finer scanned image.

Using ScanSoft™ PaperPort® for Brother and ScanSoft™ TextBridge® 91

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Scan Type

Black & White: Set the Scan Type to Black & White for text or line art. Grey Scale: For photographic images, set the Scan Type to Grey (Error Diffusion) or True Grey. Colours: Choose either 256 Colour, which scans up to 256 colours, 24 Bit colour which scans up to

16.8 million colours. Although using 24 Bit colour creates an image with the most accurate colours, the image file will be approximately three times larger than a file created with 256 Colour.

Brightness

Adjusting the brightness settings to obtain the best image. The Brother MFC Software Suite offers 100 brightness settings (-50 to 50). The default value is 0, representing an “average” setting.

You can set the brightness level by dragging the slidebar to the right to lighten the image or to the left to darken the image. You can also type a value in the box to set the settings.

If the scanned image is too light, set a lower brightness value and scan the document again. If the image is too dark, set a higher brightness value and scan the document again.

Contrast

The contrast setting is adjustable only when you have selected one of the Scan Type settings, but it is not available when Black & White is selected as the Scan Type.

Increasing the contrast level (by dragging the slidebar to the right) emphasizes dark and light areas of the Image, while decreasing the contrast level (by dragging the slidebar to the left) reveals more detail in grey areas. Instead of using the slidebar, you can type a value in the box to set the contrast.

Custom

Size Set the Size to one of the following:

◆

Letter (8 1/2 x 11 inches)

◆

A4 (210 x 297 mm)

◆

Legal (8 1/2 x 14 inches)

◆

A5 (148 x 210 mm)

◆

B5 (182 x 257 mm)

◆

Executive (7 1/4 x 10 1/2 inches)

◆

Business Card (60 x 90 mm)

◆

Custom (User adjustable from 0.35 x 0.35 inches to 8.5 x 14 inches)

After you select a custom size, you can adjust the scanning area further by using the left mouse button to drag the dotted outline of the scanning area. This is required when you want to crop an image when scanning.

Business Card Size

To scan business cards, select the Business Card (60 x 90 mm) size setting and place the business card at the centre of the scanner glass.

When scanning photographs or other images for use in a word processor or other graphics application, you should try different settings for the contrast, mode and resolution to see which settings best suit your needs.

92 Chapter 14

Brother MFC-9180 Owner Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

APPROVAL INFORMATION

Using This Manual

Finding Information

Symbols Used In This Manual

User-Friendly Programming

Table of Contents

Preparation and Simple Use Guide

Steps to prepare and use the machine simply

Advice for Preparation and Simple Use Guide

Choosing a Location

Connecting the Power Cord

Memory Storage

Multi-Line Connections (PABXs)

If you are installing the machine to work with a PABX:

Using Extension Telephones

Connecting an External Telephone Answering Device (TAD)

Sequence

Connections

Outgoing Message (OGM) of External TAD

Connecting an External or Extension Telephone

Control Panel Overview

Menu Mode & Menu Selection Table

Setup

Initial Settings

Setting the Date and Time

Setting the Station ID

Custom Settings

Volume Settings

Ring Volume

Beeper Volume

Speaker Volume

PABX and TRANSFER

Setting PABX

Setting the Clock Change

Toner Save

Power Save

Sleep Mode

Turning Off the Scanner Lamp

Setting the Dialling Mode (Tone/Pulse)

Storing Numbers for Easy Dialling

Storing Speed Dial Numbers

Changing Speed Dial Numbers

Sending a Fax

Scanning Adjustment

Contrast

Fax Resolution

Dialling a Number

Speed Dialling

Search

Chain Dialling

Manual and Automatic Fax Redial

Pause

Sending Operation

Automatic Transmission

Manual Transmission (With an External Telephone)

Dual Access

Real Time Transmission

Receiving a Fax

Receive Mode Settings

Select Receive Mode

To select or change your Receive Mode

Setting the Ring Delay

Setting the F/T (Fax/Tel) Ring Time (Fax/Tel Mode Only)

Fax Detect (with an External or Extension Telephone)

Receiving a Fax

Printing a Reduced Incoming Document (Auto Reduction)

Setting the Print Density

Reception into Memory

Printing a Fax from Memory

Telephone (Voice) Operation

Making Voice Calls with an External Telephone

Manual Dialling with an External Telephone

Search

Speed Dialling

Tone/Pulse

Fax/Tel (F/T) Mode