Brother MFC-9420CN User Manual

USER’S GUIDE

MFC-9420CN

Version C

If you need to call Customer Service

Please complete the following information for future reference:

Model Number: MFC-9420CN

Serial Number:*

Date of Purchase:

Place of Purchase:

* The serial number is on the inside of the front cover.

Retain this User’s Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

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

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

may serve as confirmation of the purchase date of your

■

product should you lose your receipt; may support an insurance claim by you in the event of

■

product loss covered by insurance; and will help us notify you of enhancements to your product and

■

special offers.

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

Brother numbers

IMPORTANT

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

Register your product

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

■ may serve as confirmation of the purchase date of your product should you lose your receipt;

■ may support an insurance claim by you in the event of product loss covered by insurance; and,

■ will help us notify you of enhancements to your product and special offers.

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

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

FAQs (Frequently asked questions)

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

http://solutions.brother.com

Note

You can check here for Brother driver updates.

For Customer Service

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

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

In Canada: 1-877-BROTHER (voice)

(514) 685-4898 (fax)

Service Center Locator (USA only)

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

Service Center Locations (Canada only)

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

Brother fax back system (USA only)

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

In USA only: 1-800-521-2846

Ordering accessories and supplies

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

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

1-800-947-1445 (fax)

http://www.brothermall.com

In Canada: 1-877-BROTHER (voice)

Description Item

Toner Cartridge Black: TN-04BK (Prints approx. 10,000 pages)

Cyan: TN-04C (Prints approx. 6,600 pages) Magenta: TN-04M (Prints approx. 6,600 pages)

Yellow: TN-04Y (Prints approx. 6,600 pages) OPC Belt OP-4CL Waste Toner Pack WT-4CL Fusing Unit FP-4CL Telephone Line Cord LG3077001 IEEE-1284 Bi-directional Cable F2A046-10 Power Protector for A/C Power Telephone

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

Line Surges and Voltage Spikes (8 outlets) Lower Tray Unit LT-27CL User's Guide LF9339001 (English for USA and Canada)

Quick Setup Guide LF9353001 (English for USA and Canada)

QPD120

FX120

LF9339002 (French for Canada)

LF9353002 (French for Canada)

Notice - Disclaimer of Warranties

(USA and Canada)

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

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

Compilation and Publication Notice

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

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

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

iii

Brother® Color Laser One-Year On-Site Limited Warranty

(USA only)

Who is covered:

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

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

What is covered:

• This Product includes a Machine and Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to Toner Cartridges, OPC Belt Assembly, Fuser Unit and Transfer Belt Assembly.

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

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

What is the length of the Warranty Periods:

• Machines: one year from the original purchase date.

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

What is NOT covered: This warranty does not cover

: (1)Physical damage to this Product; (2)Damage caused by improper installation,

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

(3)Damage caused by another device or

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

use of non Brother

-brand parts and

Consumable and Accessory Items);

(4)Consumable and Accessory Items that

expired in accordance with a rated life; and,

(5)Problems arising from other than defects

in materials or workmanship.

(6)Normal Periodic Maintenance Items, such

as Paper Feeding Kit, Fuser and Laser Units.

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

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

Report your issue to our Customer Service Hotline at 1-800-284-4329

or to a Brother

Authorized Service Center within the

applicable warranty period

. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846.

What Brother will ask you to do: After contacting Brother or a Brother

Authorized Service Center, you may be required to provide information pertaining to the defect or malfunction of this Product.

Brother® Color Laser One-Year On-Site Limited Warranty

(USA only)

What Brother will do:

If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and to Brother or an Authorized Service Center within the applicable warranty period, Brother or its Authorized Service Center will evaluate your report of a possible defect to determine whether a defect exists, and if it does exist, Brother or an Authorized Service Center will provide “On-site Warranty Service” during “Normal Working Hours” and will repair the Machine and/or accompanying Consumable and Accessory Items at no charge to you for parts or labor. “On-site Warranty Service” shall consist of the remedial service, as necessitated by normal usage, to restore this product to good operating condition at your location and does not guarantee uninterrupted operation of this Product. “Normal Working Hours” shall mean 9:00am to 5:00pm (local time), Monday through Friday, excluding legal and local holidays observed by Brother or the Authorized Service Center.

If the Machine and/or accompanying Consumable and Accessory Items are not covered by this warranty, you will be charged for any service and/or replacement parts/products at Brother's or the Authorized Service Center's then current published rates.

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

What you must provide:

Reasonable cooperation with the Brother Representative in troubleshooting as they diagnose the problem, provide access to this Product at reasonable times and provide adequate working space including heat, light, ventilation, electric current and outlets for the use of the Brother representative.

if you first reported the problem

Limitations: Brother is not responsible for damage to or

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

THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR

IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED.

• This Limited Warranty is the only warranty that Brother is giving for this Product. It is the final expression and the exclusive and only statement of Brother’s obligations to you. It replaces all other agreements and understandings that you may have with Brother or its representatives.

• This warranty gives you certain rights and you may also have other rights that may vary from state to state.

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

oration

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(Canada only)

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

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

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

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

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

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

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

Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER. Internet support: support@brother.ca or browse Brother’s Web Site: www.brother.com

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

Quick Reference Guide

Sending Faxes

Automatic Transmission

If it is not illuminated in blue, press

(Fax).

2 Load your document.

Enter the fax number using One-Touch,

Speed-Dial, Search or the dial pad.

Press Black Start or Color Start.

Storing numbers

Storing One-Touch Dial numbers

Press Menu/Set, 2, 3, 1.

Press the One-Touch key where you

want to store the number.

Note

To access One-Touch numbers 9 to 16, hold down Shift as you press the One-Touch key.

Select Fax/Tel.

Press Menu/Set.

Enter the number (up to 20 digits).

Press Menu/Set.

Enter the name up to 15 characters (or

leave it blank). Press Menu/Set.

Press Stop/Exit.

Storing Speed-Dial numbers

Press Menu/Set, 2, 3, 2.

Using the dial pad, enter a three-digit

Speed-Dial location number. Press Menu/Set.

Select Fax/Tel.

Press Menu/Set.

Enter the number (up to 20 digits).

Press Menu/Set.

Enter the name up to 15 characters (or

leave it blank). Press Menu/Set.

Press Stop/Exit.

Dialing operations

One-Touch Dialing / Speed-Dialing

If it is not illuminated in blue, press

(Fax).

Load your document.

Press the One-Touch key of the number

you want to call.

Note

To dial One-Touch numbers 9 to 16, hold down Shift as you press the One-Touch key.

—OR— Press Search/Speed Dial, press #.

Press the three-digit Speed-Dial number.

Press Black Start or Color Start.

vii

Using Search

If it is not illuminated in blue, press

(Fax).

2 Load your document.

Press Search/Speed Dial, and then

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

Press or to search the memory.

▲

5 Press Black Start or Color Start.

Making copies

Single copy

Press (Copy) to illuminate it in

blue.

Load your document.

Press Black Start or Color Start.

Sorting copies using the ADF

Press (Copy) to illuminate it in

blue.

Load your document.

Use the dial pad to enter the number of

copies you want (up to 99).

Press Options and ▲ or ▼ to select

Stack/Sort.

Press Menu/Set.

Press ▲ or ▼ to select Sort.

Press Menu/Set.

Press Black Start or Color Start.

viii

Section I - General

General Information

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

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

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

How to access the complete User’s Guide..........................................................1-2

To view Documentation (For Windows

To view Documentation (For Macintosh

Control panel overview ........................................................................................1-4

About fax machines .............................................................................................1-6

Custom features ............................................................................................1-6

Fax tones and handshake .............................................................................1-7

ECM (Error Correction Mode)........................................................................1-7

).......................................................1-2

).....................................................1-3

Loading paper and documents

Acceptable paper and other media......................................................................2-1

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

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

Handling and using special paper .................................................................2-3

Printable area......................................................................................................2-7

Loading paper and envelopes .............................................................................2-8

Loading documents...........................................................................................2-10

Using the ADF (automatic document feeder) ..............................................2-10

Using the scanner glass..............................................................................2-11

Setup

Date and Time .....................................................................................................3-1

Automatic Daylight Savings Time..................................................................3-1

Station ID.............................................................................................................3-2

LCD Contrast.......................................................................................................3-3

Phone line settings ..............................................................................................3-3

Tone and Pulse dialing mode ........................................................................3-3

Roll over phone lines .....................................................................................3-3

Two-line phone system..................................................................................3-3

Converting telephone wall outlets..................................................................3-4

Installing machine, external two-line TAD and two-line telephone ................3-4

Multi-line connections (PBX) .........................................................................3-5

Connecting an external or extension telephone ............................................3-5

Connecting an external telephone answering device (TAD) .........................3-5

Ecology features..................................................................................................3-7

Toner Save ....................................................................................................3-7

Sleep Time ....................................................................................................3-8

Mode Timer..........................................................................................................3-8

Paper settings......................................................................................................3-9

Paper Type ....................................................................................................3-9

Paper Size .....................................................................................................3-9

Volume Settings.................................................................................................3-10

Ring Volume................................................................................................3-10

Beeper Volume............................................................................................3-10

Speaker Volume ..........................................................................................3-10

Security features

Setting Lock.........................................................................................................4-1

Setting up the password ................................................................................4-1

Changing the Setting Lock password ............................................................4-2

Turning Setting Lock on.................................................................................4-2

Turning Setting Lock off.................................................................................4-2

Memory Security..................................................................................................4-3

Setting up the password ................................................................................4-3

Changing the Memory Security password.....................................................4-4

Turning Memory Security on .........................................................................4-4

Turning Memory Security off .........................................................................4-4

Section II - Fax & Telephone

Sending a fax

How to Fax...........................................................................................................5-1

Entering Fax mode ........................................................................................5-1

Sending a fax from the ADF ..........................................................................5-1

Sending a fax from the scanner glass ...........................................................5-1

Color fax transmission...................................................................................5-2

Canceling a fax in progress...........................................................................5-2

Dual Access (Black & White only) .................................................................5-2

Sending a fax manually .......................................................................................5-3

Manual transmission......................................................................................5-3

Sending a fax at the end of a conversation ...................................................5-3

Out of Memory message ...............................................................................5-3

Broadcasting (Black & White only) ......................................................................5-4

Additional Sending Operations ............................................................................5-5

Sending faxes using multiple settings ...........................................................5-5

Contrast.........................................................................................................5-5

Changing fax Resolution ...............................................................................5-5

Real Time Transmission................................................................................5-6

Overseas Mode .............................................................................................5-7

Delayed Faxing (Black & White only) ............................................................5-8

Delayed Batch Transmission (Black & White only) .......................................5-8

Checking job status and canceling a waiting job ...........................................5-9

Composing the electronic Cover Page (Black & White only).........................5-9

Receiving a fax

Receive Mode......................................................................................................6-1

Fax Receive Settings...........................................................................................6-2

Ring Delay.....................................................................................................6-2

F/T Ring Time (Fax/Tel mode only)...............................................................6-3

Tray Use for Fax mode..................................................................................6-3

Printing a reduced incoming fax (Auto Reduction)........................................6-4

Receiving a fax at the end of a conversation.................................................6-4

Changing the remote codes ..........................................................................6-5

Easy Receive.................................................................................................6-5

Printing a fax from the memory .....................................................................6-6

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

Operation from extension telephones............................................................6-6

Using a cordless external handset ................................................................6-6

For Fax/Tel mode only...................................................................................6-7

Dialing and phone options

How to dial...........................................................................................................7-1

Manual dialing ...............................................................................................7-1

One-Touch Dialing.........................................................................................7-1

Speed-Dialing ................................................................................................7-1

Search...........................................................................................................7-2

Fax Redial .....................................................................................................7-2

Storing numbers ..................................................................................................7-3

Storing a Pause.............................................................................................7-3

Storing One-Touch Dial numbers..................................................................7-3

Storing Speed-Dial numbers .........................................................................7-4

Changing One-Touch and Speed-Dial numbers ...........................................7-4

Setting up Groups for Broadcasting ..............................................................7-5

Access codes and credit card numbers.........................................................7-6

Tone or Pulse ................................................................................................7-6

Phone line services..............................................................................................7-6

Distinctive Ring..............................................................................................7-6

Caller ID.........................................................................................................7-8

Remote Fax Options (Black & White only)

Fax Forwarding....................................................................................................8-1

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

Fax Storage.........................................................................................................8-2

PC Fax Receive...................................................................................................8-3

Changing Remote Fax Options ...........................................................................8-4

Turning off Remote Fax Options ...................................................................8-4

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

Setting the Remote Access Code..................................................................8-5

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

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

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

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

Printing reports

Fax reports...........................................................................................................9-1

Transmission Verification Report...................................................................9-1

Fax Journal (Activity report)...........................................................................9-1

Additional reports.................................................................................................9-2

Polling

Polling Operation...............................................................................................10-1

Polling Receive..................................................................................................10-1

Set up to receive polling ..............................................................................10-1

Sequential Polling........................................................................................10-1

Polled Transmit..................................................................................................10-2

Setup for Polled Transmit (Black & White only)...........................................10-2

Section III - Copy

Making copies

How to copy.......................................................................................................11-1

Entering Copy mode....................................................................................11-1

Printable Area..............................................................................................11-1

Making a single copy...................................................................................11-1

Making multiple copies ................................................................................11-2

Tray Use for Copy mode .............................................................................11-2

Cancel copying............................................................................................11-2

Copy options......................................................................................................11-3

Increasing copy quality................................................................................11-3

Enlarging or reducing the image copied ......................................................11-4

Making N in 1 copies or a poster (page layout) ...........................................11-5

Sorting copies using the ADF......................................................................11-7

Adjusting Brightness, Contrast and Color....................................................11-7

Out of Memory message ...................................................................................11-9

Legal limitations .................................................................................................11-9

Section IV - Software and Network Features

Section V - Appendixes

xii

Important information

Standard telephone and FCC Notices

These notices are in effect on models sold and used in the United

States only................................................................................................A-1

Federal Communications Commission (FCC) Declaration of Conformity

(USA only) ................................................................................................A-2

Industry Canada Compliance Statement (Canada only) .............................. A-3

For your safety.............................................................................................. A-3

Disconnect device ........................................................................................ A-3

LAN connection ............................................................................................ A-3

International E

Laser safety.................................................................................................. A-3

FDA regulations............................................................................................ A-4

Important safety instructions......................................................................... A-4

Choosing a location............................................................................................ A-6

To use the machine safely............................................................................ A-7

Trademarks....................................................................................................... A-10

NERGY STAR

Compliance Statement.................................... A-3

Menu and Features

On-screen programming..................................................................................... B-1

Menu table.................................................................................................... B-1

Memory storage............................................................................................ B-1

Menu keys .......................................................................................................... B-2

Menu Table......................................................................................................... B-3

Copy options key.............................................................................................. B-14

Entering Text .................................................................................................... B-15

Troubleshooting and routine maintenance

Troubleshooting.................................................................................................. C-1

Error messages ............................................................................................ C-1

Document jams.............................................................................................C-6

Paper jams ................................................................................................... C-7

Paper Jam A1 / Paper Jam A2 ..................................................................... C-8

Paper Jam B................................................................................................. C-9

Paper Jam C............................................................................................... C-10

If you are having difficulty with your machine............................................. C-11

Improving the print quality ..........................................................................C-16

Setting Dial Tone Detection........................................................................ C-20

Compatibility............................................................................................... C-20

Routine maintenance........................................................................................C-20

Cleaning the outside of the machine..........................................................C-21

Cleaning the scanner glass ........................................................................C-22

Cleaning to prevent paper jams.................................................................. C-22

Cleaning the laser glass.............................................................................C-24

Replacing the consumable items......................................................................C-26

Toner cartridges ......................................................................................... C-28

Waste toner pack........................................................................................C-31

OPC belt cartridge ......................................................................................C-33

Fusing unit..................................................................................................C-35

Replacing the transfer belt cleaner............................................................. C-37

Replacing the transfer roller .......................................................................C-39

Machine Information.........................................................................................C-40

Checking the Serial Numbers.....................................................................C-40

Checking the Page Counters...................................................................... C-40

Checking remaining life of parts.................................................................C-40

Packing and shipping the machine................................................................... C-41

xiii

Optional accessories

Optional accessories ..........................................................................................D-1

Lower tray unit (LT-27CL).............................................................................D-1

SO-DIMM (Memory) .....................................................................................D-3

Installing additional memory ......................................................................... D-4

Specifications

Product description ............................................................................................. E-1

General...............................................................................................................E-1

Print media..........................................................................................................E-2

Fax......................................................................................................................E-3

Copier.................................................................................................................E-4

Scanner .............................................................................................................. E-5

Printer.................................................................................................................E-6

Interfaces............................................................................................................E-6

Computer requirements...................................................................................... E-7

Consumable items.............................................................................................. E-8

Replacement Parts.............................................................................................E-8

Network (LAN)....................................................................................................E-9

Glossary

Index

Remote Retrieval Access Card

xiv

Section I

1. General Information

2. Loading paper and documents

3. Setup

4. Security features

General

SECTION I GENERAL

General Information

Using this Guide

Finding information

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

Symbols used in this Guide

Throughout this Guide you will see special symbols alerting you to important warnings, notes and actions. Special fonts identify keys you should press, messages that appear on the LCD, and important points or related topics.

Bold Bold typeface identifies specific keys on the machine’s control panel. Italics Italicized typeface emphasizes an important point or refers you to a related topic.

Courier Courier type face identifies the messages on the LCD of the machine.

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

Electrical Hazard icons alert you to a possible electrical shock.

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

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

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

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

1 - 1

Chapter 1

How to access the complete User’s Guide

This User’s Guide does not contain all the information about the machine such as how to use the advanced features of the Fax, Printer, Scanner, PC Fax and Network. When you are ready to learn detailed information about these operations, read the complete User’s Guide located in the ‘Documentation’ section of the CD-ROM.

To view Documentation (For Windows®)

From the Start menu, select Brother, MFL Pro Suite MFC-9420CN from the Programs

Group and then select User’s Guide.

—OR—

Turn on your PC. Insert the Brother

CD-ROM labeled Windows CD-ROM drive.

If the model name screen appears, click

your model name.

If the language screen appears, click

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

into your

Note

If this window does not appear, use Windows program from the root directory of the Brother CD-ROM.

Explorer to run the setup.exe

4 Click Documentation.

Click the documentation you want to

read.

• Quick Setup Guide: Setup and Software Installation Instructions

• User’s Guide (3 manuals): User’s Guide for stand-alone operations, Software User’s Guide and Network User’s Guide

• PaperPort Management Software

How to find Scanning instructions

There are several ways you can scan documents. You can find the instructions as follows:

Software User's Guide:

■ Scanning in Chapter 2

(For Windows® 98/98SE/Me/2000 Professional/XP/Windows NT Workstation Version 4.0)

■ ControlCenter2 in Chapter 3

(For Windows® 98/98SE/Me/2000 Professional/XP/Windows NT Workstation Version 4.0)

■ Network Scanning in Chapter 4

PaperPort

User's Guide

User’s Guide: Document

1 - 2

■ Instructions for scanning directly from

ScanSoft

PaperPort

General Information

To view Documentation (For Macintosh®)

Turn on your Macintosh®. Insert the

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

(Mac OS® X)

Double-click the Documentation icon.

The select Language screen appears,

double-click your language.

How to find Scanning instructions

There are several ways you can scan documents. You can find the instructions as follows:

Software User's Guide:

■ Scanning in Chapter 8

(For Mac OS or greater)

■ ControlCenter2 (For Mac OS

greater) in Chapter 9

■ Network Scanning (For Mac OS

or greater) in Chapter 10

Presto!

■ Instructions for scanning directly from

PageManager® User's Guide

Presto!

9.1 - 9.2/Mac OS® X 10.2.4

PageManager

X 10.2.4 or

X 10.2.4

Click the documentation you want to

read.

• Quick Setup Guide: Setup and Software Installation Instructions

• User's Guide (3 manuals): User’s Guide for stand-alone operations, Software User’s Guide and Network User’s Guide

1 - 3

Chapter 1

Control panel overview

03/01 15:25 Fax Sleep

One-Touch Keys

These 8 keys give you instant access to 16 previously stored numbers.

Shift

To access One-Touch numbers 9 to 16, hold down Shift as you press the One-Touch key.

3 Copy keys (Temporary settings):

Enlarge/Reduce

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

Options

You can quickly and easily select temporary settings for copying.

4 Mode keys:

Fax

Lets you access Fax mode.

Scan

Lets you access Scan mode.

Copy

Lets you access Copy mode.

5 Menu keys:

Menu/Set

The same key is used for Menu and Set operations.

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

Volume keys

▲

When listening to the speaker in Fax mode or on standby, you can press these keys to adjust the volume.

▼ Search/Speed Dial

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

▲

Press to scroll forward or backward to a menu selection.

▲

▼

Press to scroll through the menus and options.

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03/01 15:25 Fax Sleep

General Information

Dial Pad

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

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

Black Start

Lets you start sending faxes or making copies in black & white.

Color Start

Lets you start sending faxes or making copies in full color.

Stop/Exit

Stops an operation or exits from the menu.

Secure Print

Lets you print secured print data saved in the machine’s memory if you enter the four-digit password. (For details about using this feature, for Windows Software User’s Guide on the CD-ROM, and for Macintosh User’s Guide on the CD-ROM.)

see Chapter 1 in the

see Chapter 7 in the Software

Liquid Crystal Display (LCD)

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

A Fax and telephone keys:

Redial/Pause

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

Hook

Press before dialing if you want to make sure a fax machine will answer, and then press Black Start or Color Start. Also, press this key after picking up the handset of an external telephone during the F/T double/pseudo-ring.

Resolution

Sets the resolution when you send a fax.

B Print key:

Job Cancel

You can cancel a print job and clear the machine’s memory.

1 - 5

Chapter 1

About fax machines

Custom features

Do you have Voice Mail on the phone line?

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

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

Why should there be problems?

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

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

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

How can you avoid possible problems?

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

Many people with Voice Mail choose an alternative service, which is called “Distinctive Ring”, and they are very satisfied with it. (See Distinctive Ring on page 7-6.)

Another way to avoid possible problems is to replace Voice Mail with an answering machine. Your Brother machine is designed to work with an answering machine or TAD (telephone answering device). (See Connecting an external telephone answering device (TAD) on page 3-5.)

1 - 6

General Information

Fax tones and handshake

When someone is sending a fax, the fax machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press Black Start or Color Start and they will continue for about 60 seconds after dialing. During that time, the sending machine must begin the “handshake” or connection with the receiving machine.

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

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

Receiving.

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

Receiving. To cancel

ECM (Error Correction Mode)

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

If this feature stops working, delete your faxes from the memory.

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

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Loading paper and documents

Acceptable paper and other media

Recommended paper

The recommended paper for this machine is: Xerox 4200, Hammermill Laserprint or

equivalent

■ To get the best output quality and to avoid

any damage, use smooth white paper.

■ Before you buy a lot of paper, please test

some to make sure that the paper is suitable.

■ Use neutral paper. Do not use acidic or

alkaline paper.

■ Print quality will vary depending on the

paper being used.

CAUTION

Do not load envelopes, transparencies, labels or thick paper (more than 28 lb or 105 g/m It may cause paper jams.

) into the optional lower tray unit.

Type and size of paper

The machine loads paper from the installed standard paper tray or optional lower tray.

Standard paper tray

Since the standard paper tray is a universal type, you can use any of the paper types and sizes (one paper type and size at a time) listed in the table in Paper capacity of the paper trays on page 2-2. The tray can hold up to 250 sheets of paper (20 lb or 80 g/m to 15 envelopes (paper can be loaded up to the top line of the maximum paper mark on the sliding paper width guide).

Optional lower tray (LT-27CL)

The optional lower tray can hold up to 530 sheets of Letter/A4 paper (20 lb or 80 g/m The maximum capacity is 1.76 in. (44 mm) paper height.

The names for the paper trays in the machine driver and this Guide are as follows:

) or up

2 - 1

Tray and optional unit Name

Standard paper tray Tray 1 Optional lower tray Tray 2

Paper capacity of the paper trays

Loading paper and documents

Standard Paper Tray (Tray 1)

Paper size A4, Letter, Legal, B5 (JIS/ISO),

Executive, A5, COM10, DL,

4.1 x 8.3 in. to 8.5 x 11.7 in. (104.8 x 210 mm to 215.9 x 297 mm)

Number of sheets Plain paper Up to 250 sheets

)

Thick/Thicker paper

(20 lb or 80 g/m Up to 40 sheets

(44 lb or 165 g/m Transparencies Up to 50 sheets N/A Labels Up to 80 sheets N/A Envelopes Up to 15 sheets or 7 sheets for H/H*

condition.

* H/H = High temperature/High humidity

Recommended paper specifications

The following paper specifications are suitable for this machine.

Basis weight (lb (g/m Thickness (µm) 80-110 Roughness (sec.) Higher than 20

Stiffness (cm

Grain direction Long grain Volume resistivity (ohm) 10e Surface resistivity (ohm-cm) 10e Filler CaCO Ash content (wt%) Below 23 Brightness (%) Higher than 80 Opacity (%) Higher than 85

)) 16-24 (75-90)

/100) 90-150

-10e

-10e (Neutral)

Optional lower tray (Tray 2)

A4, Letter, B5 (JIS/ISO), Executive

Up to 530 sheets (20 lb or 80 g/m2)

Up to 1.76 in. (44 mm) loading height

N/A

2 - 2

Chapter 2

Handling and using special paper

The machine is designed to work well with most types of xerographic and bond paper. However, some paper variables may have an effect on print quality or handling reliability. Always test samples of paper before purchasing to ensure desirable performance. Some important guidelines when selecting paper are:

■ Supplier should be informed that the

paper or envelopes will be used in a color laser machine.

■ Preprinted paper must use inks that can

withstand the temperature of the machine's fusing process (392 degrees Fahrenheit or 200 degrees centigrade for a period of 0.1 seconds).

■ If you have selected a cotton bond paper,

paper having a rough surface, such as cockle or laid finished paper or paper that is wrinkled or puckered, the paper may exhibit degraded performance.

Types of paper to avoid

CAUTION

Some types of paper may not perform well or may cause damage to your machine.

Do not use paper:

■ that is highly textured

■ that is extremely smooth or shiny

■ that is curled or warped

■ that is coated or has a chemical finish

■ that is damaged, creased or folded

■ that exceeds the recommended weight

specification in this guide

■ with tabs and staples

■ with letterheads using low temperature

dyes or thermography

■ that is multipart or carbonless

■ that is designed for inkjet printing

If you use any of the types of paper listed above, they may damage your machine. This damage is not covered under any Brother warranty or service agreement.

2 - 3

Loading paper and documents

Envelopes

Most envelopes will be suitable for your machine. However, some envelopes will have feed and print-quality problems because of the way they have been made. A suitable envelope should have edges with straight, well-creased folds and the leading edge should not be thicker than two pieces of paper. The envelope should lie flat and not be of baggy or flimsy construction. You should buy quality envelopes from a supplier who understands that you will be using the envelopes in a laser machine.

Envelopes can only be fed from Tray#1.

Note

Brother will not recommend a particular envelope because envelope manufacturers may change the envelope specifications. You are responsible for the quality and performance of the envelopes you use.

Note

■ Before you print envelopes, you must ‘fan’

the stack to avoid paper jams and misfeeds.

■ Before you print a lot of envelopes, test

one to make sure that the print results are what you want.

■ Envelope joints that are sealed by the

manufacturer should be secure.

■ Do not put different types of paper in the

paper tray at the same time because it may cause paper jams or misfeeds.

■ For proper printing, you must choose the

same paper size from your software application as the paper in the tray.

■ We recommend that you do not print

within 0.6 in. (15 mm) of the edges of envelopes.

■ See Acceptable paper and other media on

page 2-1.

Before you put envelopes in the tray, check the following:

■ Envelopes should have a lengthwise

sealing flap.

■ The sealing flaps should be folded crisply

and correctly (irregularly cut or folded envelopes may cause paper jams).

■ Envelopes should consist of two layers of

paper in the area circled in Figure 1.

Feeding direction

Figure 1

2 - 4

Chapter 2

Types of envelopes to avoid

CAUTION

Do not use envelopes:

■ that are damaged, curled, wrinkled, or an unusual shape

■ that are extremely shiny or textured

■ with clasps, snaps or tie strings

■ with self-adhesive closures

■ that are of a baggy construction

■ that are not sharply creased

■ that are embossed (have raised writing on them)

■ that were previously printed by a laser machine

■ that are pre-printed on the inside

■ that cannot be arranged neatly when stacked

■ that are made of paper that weighs more than the paper weight specifications for the

machine

■ with edges that are not straight or consistently square

■ with windows, holes, cut-outs or perforations

■ with sealing flaps that have not been folded at purchase

■ with sealing flaps as shown in Figure 2

■ with each side folded as shown in Figure 3

If you use any of the types of envelopes listed above, they may damage your machine. This damage is not covered under any Brother warranty or service agreement.

Figure 2 Figure 3

2 - 5

Loading paper and documents

Labels and transparencies

The machine will print on most types of labels and transparencies designed for use with a laser machine. Labels should have an adhesive that is acrylic-based since such material is more stable at the high temperatures in the fusing unit. Adhesives should not come in contact with any part of the machine, because the label stock may stick to the OPC belt or rollers and cause jams and print quality problems. No adhesive should be exposed between the labels. Labels should be arranged so that they cover the entire length and width of the sheet. Using labels with spaces may result in labels peeling off and causing serious jams or print problems.

All labels and transparencies used in this machine must be able to withstand a temperature of 392 degrees Fahrenheit (200 degrees centigrade) for a period of 0.1 seconds.

Label and transparency sheets should not exceed the paper weight specifications described in this User's Guide. Labels and transparencies exceeding this specification may not feed or print properly and may cause damage to your machine.

Types of labels and transparencies to avoid

Do not use labels or transparencies that are damaged, curled, wrinkled or an unusual shape.

CAUTION

■ Avoid feeding labels with the carrier

sheet exposed because your machine will be damaged.

■ When feeding transparencies, use the

recommended type for laser machines. For detailed information on the specification of the proper transparencies to purchase, call your dealer or Brother Customer Service.

Transparencies and labels can be fed from Tray 1 only.

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