Brother MFC-9180 Owner Manual

MFC-9180

OWNER’S MANUAL

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.

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.

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.)

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

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)

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

vii

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

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.

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

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.

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

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.

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

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

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

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.

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

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

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

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.

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

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.

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

■ 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.

Setup 19

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.

Setup 21

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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