Brother MFC-9420CNLT User Guide

USER’S GUIDE

MFC-9420CN

Version D

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.

Register your product on-line at

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/

©2005 Brother Industries, Ltd.

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)

[phone] (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.

i

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)

ii

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.

iv

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

p

(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.

© 2006 Brother International Cor

oration

v

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: [e-mail] 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

vi

Quick Reference Guide

Sending Faxes

Automatic Transmission

If it is not illuminated in blue, press

1

(Fax).

2 Load your document.

Enter the fax number using One-Touch,

3

Speed-Dial, Search or the dial pad.

Press Black Start or Color Start.

4

Storing numbers

Storing One-Touch Dial numbers

Press Menu/Set, 2, 3, 1.

1

Press the One-Touch key where you

2

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.

3

Press Menu/Set.

Enter the number (up to 20 digits).

4

Press Menu/Set.

Enter the name up to 15 characters (or

5

leave it blank).
Press Menu/Set.

Press Stop/Exit.

6

Storing Speed-Dial numbers

Press Menu/Set, 2, 3, 2.

1

Using the dial pad, enter a three-digit

2

Speed-Dial location number.
Press Menu/Set.

Select Fax/Tel.

3

Press Menu/Set.

Enter the number (up to 20 digits).

4

Press Menu/Set.

Enter the name up to 15 characters (or

5

leave it blank).
Press Menu/Set.

Press Stop/Exit.

6

Dialing operations

One-Touch Dialing / Speed-Dialing

If it is not illuminated in blue, press

1

(Fax).

Load your document.

2

Press the One-Touch key of the number

3

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.

4

vii

Using Search

If it is not illuminated in blue, press

1

(Fax).

2 Load your document.

Press Search/Speed Dial, and then

3

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

Press or to search the memory.

4

▲

▲

5 Press Black Start or Color Start.

Making copies

Single copy

Press (Copy) to illuminate it in

1

blue.

Load your document.

2

Press Black Start or Color Start.

3

Sorting copies using the ADF

Press (Copy) to illuminate it in

1

blue.

Load your document.

2

Use the dial pad to enter the number of

3

copies you want (up to 99).

Press Options and ▲ or ▼ to select

4

Stack/Sort.

Press Menu/Set.

Press ▲ or ▼ to select Sort.

5

Press Menu/Set.

Press Black Start or Color Start.

6

viii

Table of Contents

Section I - General

1

2

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

3

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

ix

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

4

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

5

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

x

6

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

7

8

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

xi

9

Printing reports

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

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

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

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

10

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

11

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

A

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

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

B 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

C 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

D

Optional accessories

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

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

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

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

E

F

G

H

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

1

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.

1

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

1

CD-ROM labeled Windows
CD-ROM drive.

If the model name screen appears, click

2

your model name.

If the language screen appears, click

3

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

5

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

1

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

(Mac OS® X)

Double-click the Documentation icon.

2

The select Language screen appears,

3

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

1

Click the documentation you want to

4

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

1

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

Shift

2

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.

▲

▼

or

Press to scroll through the menus and
options.

1 - 4

03/01 15:25 Fax
Sleep

General Information

1

Dial Pad

6

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

7

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

8

Stops an operation or exits from the menu.

Secure Print

9

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.

1

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.

1 - 7

2

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.

2

) 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:

2

) or up

2

).

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

2

)

2

)

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

3

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

2

)) 16-24 (75-90)

/100) 90-150

9

-10e

10

11

12

-10e
(Neutral)

3

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 - 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.

2

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.

2

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.

2 - 6

Chapter 2

Printable area

The edges of the paper that cannot be printed
on are shown below.

Portrait

1

2

3

For all available paper sizes

1 0.17 in. (4.2 mm)
2 0.17 in. (4.2 mm)
3 0.17 in. (4.2 mm)
4 0.17 in. (4.2 mm)

4

Landscape

1

2

4

3

For all available paper sizes

1 0.17 in. (4.2 mm)
2 0.17 in. (4.2 mm)
3 0.17 in. (4.2 mm)
4 0.17 in. (4.2 mm)

Note

We recommend that you do not print within

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

2 - 7

Loading paper and documents

Loading paper and envelopes

The machine can feed paper from the
standard paper tray or optional lower tray.

When you put paper into the paper tray, note
the following:

■ The machine detects standard paper

sizes in the paper trays. If you load small
size paper or envelopes, you will need to
manually set the paper size in the Small
Paper setting. (See Paper Size on
page 3-9.)

■ If your application software supports

paper size selection on the print menu,
you can select it through the software. If
your application software does not
support it, you can set the paper size in
the printer driver or by using the control
panel buttons.

■ Before using paper that has holes in it,

such as organizer sheets, you must ‘fan’
the stack to avoid paper jams and
misfeeds.

To load paper or other media in the paper tray

Pull the paper tray completely out of the

1

machine.

Place the tray on a flat table and lift the

2

front tray cover.

2

2 - 8

Chapter 2

Squeeze the snap lock on the end of the

3

front paper guide. Slide the front paper
guide to the position for the size of paper
you are using. Release the snap lock.
Squeeze and slide the left hand side
paper guide to the paper size you are
using, and release it.

Fan the stack of paper well to avoid

4

paper jams and mis-feeds.

Put the paper in the tray with the

5

recommended print side face up.

R

E

P

A

P

L

E

B

A

L

R

A

P

S

N

A

R

T

Lower the front tray cover.

6

Y

C

N

E

AB

E

P

O

L

E

V

N

E

K

C

O

T

S

D

R

A

C

A

B

C

C

2 - 9

Put the paper tray firmly back in the

7

machine and unfold the output paper
tray support flap before you use the
machine.

Output paper
tray support flap

Loading paper and documents

Note

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

■ Check that the paper is flat in the tray and

below the maximum paper mark, and that
the paper guides are touching the sides of
the paper stack.

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

Printing on envelopes

Adjust the paper length and width guides to fit
the envelopes that are going to be used.

You can load envelopes into the standard
paper tray only.

Loading documents

You can send a fax, make copies, and scan
from the ADF (automatic document feeder)
and from the scanner glass.

Using the ADF (automatic document feeder)

The ADF can hold up to 35 pages and feeds
each sheet individually. Use standard 20 lb
(80 g/m
before putting them in the ADF.

2

) paper and always fan the pages

CAUTION

DO NOT leave thick documents on the

■

scanner glass. If you do this, the ADF
may jam.

DO NOT use paper that is curled,

■

wrinkled, folded, ripped, stapled,
paper-clipped, pasted or taped.

DO NOT use cardboard, newspaper or

■

fabric.

2

■ Make sure documents written with ink are

completely dry.

■ Documents to be faxed must be from

5.8 to 8.5 in. (147.3 to 215.9 mm) wide
and 5.8 to 14 in. (147.3 to 356 mm) long.

2 - 10

Chapter 2

Fan the pages well. Make sure you put

1

the documents 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

2

your documents.

Using the scanner glass

You can use the scanner glass to fax, copy or
scan pages of a book or one page at a time.
Documents can be up to 8.5 in. (215.9 mm)
wide and 11 in. (297 mm) long.

Note

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

Lift the document cover.

1

Using the document guidelines on the

2

left, center the document face down on
the scanner glass.

Place d ocuments Face Down on
the scanner glass.

Unfold the ADF document output

3

support flap.

CAUTION

DO NOT pull on the document while it is

feeding.

Close the document cover.

3

CAUTION

2 - 11

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

3

Setup

Date and Time

When the machine is not in use it will display
the date and time. If you set up the Station ID
the date and time displayed by your machine
will be printed on every fax you send. If there
is a power failure, you may have to reset the
date and time. No other settings will be
affected.

Press Menu/Set, 0, 2.

1

Initial Setup

2.Date/Time

Enter the last two digits of the year.

2

Press Menu/Set.

Enter two digits for the month.

3

Press Menu/Set.
(For example, enter 09 for September,

or 10 for October.)

Enter two digits for the day.

4

Automatic Daylight Savings Time

You can set the machine to change
automatically for Daylight Savings Time. It
will reset itself forward one hour in the Spring
and backward one hour in the Fall. Make sure
you have set the correct date and time in the

Date/Time setting.

Press Menu/Set, 1, 5.

1

General Setup

5.Auto Daylight

Press ▲ or ▼ to select On (or Off).

2

Press Menu/Set.

Press Stop/Exit.

3

3

Press Menu/Set.
(For example, enter 06 for 6th.)

Enter the time in 24-Hour format.

5

Press Menu/Set.
(For example, enter 15:25 for 3:25 P.M.)

Press Stop/Exit.

6

The LCD now shows the date and time
whenever the machine is idle and in Fax
mode.

When the machine is in Sleep mode, the
LCD shows
page 3-8.)

Sleep. (See Sleep Time on

3 - 1

Chapter 3

Station ID

You should store your name or company
name and fax number so they print on all fax
pages you send.

Press Menu/Set, 0, 3.

1

Initial Setup

3.Station ID

Enter your fax number (up to 20 digits).

2

Press Menu/Set.

Enter your telephone number (up to 20

3

digits).
Press Menu/Set.
(If the telephone number and fax

number are the same, enter the same
number again.)

Note

■ You cannot enter a hyphen in the number.

To enter a space press once between
numbers.

■ The telephone number you enter is only

used for Cover Page features. (See

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

▲

Note

If the Station ID has already been
programmed, the LCD will ask you to press 1
to make a change or 2 to exit without
changing.

NOTICE (For USA)

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

To program this information into your
machine, see Date and Time on page 3-1
and Station ID on page 3-2.

Use the dial pad to enter your name (up

4

to 20 characters).
(See Entering Text on page B-15).

Press Menu/Set.

Press Stop/Exit.

5

3 - 2

Setup

LCD Contrast

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

Press Menu/Set, 1, 7.

1

General Setup

7.LCD Contrast

Press ▲ to increase the contrast.

2

—OR—

▼ to decrease the contrast.

Press
Press Menu/Set.

Press Stop/Exit.

3

Phone line settings

Tone and Pulse dialing mode

Your machine comes set for Tone dialing
service. If you have Pulse dialing service
(rotary), you need to change the dialing
mode.

Press Menu/Set, 0, 4.

1

Initial Setup

4.Tone/Pulse

Press ▲ or ▼ to select Pulse (or Tone).

2

Roll over phone lines

A roll over phone system is a group of two or
more separate telephone lines that pass
incoming calls to each other if they are busy.
The calls are usually passed down or “rolled
over” to the next available phone line in a
preset order.

Your machine can work in a roll over system
as long as it is the last number in the
sequence, so the call cannot roll away. Do not
put the machine on any of the other numbers;
when the other lines are busy and a second
fax call is received, the fax call would be
transferred to a line that does not have a fax
machine. Your machine will work best on a

dedicated line.

Two-line phone system

A two-line phone system is nothing more than
two separate phone numbers on the same
wall outlet. The two phone numbers can be
on separate jacks (RJ11) or combined into
one jack (RJ14). Your machine must be
plugged into an RJ11 jack. RJ11 and RJ14
jacks may be equal in size and appearance
and both may contain four wires (black, red,
green, yellow). To test the type of jack, plug in
a two-line phone and see if it can access both
lines. If it can, you must separate the line for
your machine. (See Easy Receive on
page 6-5.)

3

Press Menu/Set.

Press Stop/Exit.

3

3 - 3

Chapter 3

Converting telephone wall outlets

There are three ways to convert to an RJ11
jack. The first two ways may require
assistance from the telephone company. You
can change the wall outlets from one RJ14
jack to two RJ11 jacks. Or, you can have an
RJ11 wall outlet installed and slave or jump
one of the phone numbers to it.

The third way is the easiest: Buy a triplex
adapter. You can plug a triplex adapter into
an RJ14 outlet. It separates the wires into two
separate RJ11 jacks (Line 1, Line 2) and a
third RJ14 jack (Lines 1 and 2). If your
machine is on Line 1, plug the machine into
L1 of the triplex adapter. If your machine is on
Line 2, plug it into L2 of the triple adapter.

Triplex Adapter

RJ14

Place the two-line TAD and the two-line

1

telephone next to your machine.

Plug one end of the telephone line cord

2

for your machine into the L2 jack of the
triplex adapter. Plug the other end into
the LINE jack on the back of the
machine.

3 Plug one end of the first telephone line

cord for your TAD into the L1 jack of the
triplex adapter. Plug the other end into
the L1 or L1/L2 jack of the two-line TAD.

Plug one end of the second telephone

4

line cord for your TAD into the L2 jack of
the two-line TAD. Plug the other end into
the EXT. jack on the left side of the
machine.

Triplex Adapter

Two Line Phone

RJ11

RJ14

Installing machine, external two-line TAD and two-line telephone

When you are installing an external two-line
telephone answering device (TAD) and a
two-line telephone, your machine must be
isolated on one line at both the wall jack and
at the TAD. The most common connection is
to put the machine on Line 2, which is
explained in the following steps. The back of
the two-line TAD must have two telephone
jacks: one labeled L1 or L1/L2, and the other
labeled L2. You will need at least three
telephone line cords, the one that came with
your machine and two for your external
two-line TAD. You will need a fourth line cord
if you add a two-line telephone.

External Two Line TAD machine

You can keep two-line telephones on other
wall outlets as always. There are two ways to
add a two-line telephone to the machine’s
wall outlet. You can plug the telephone line
cord from the two-line telephone into the
L1+L2 jack of the triplex adapter. Or, you can
plug the two-line telephone into the TEL jack
of the two-line TAD.

3 - 4

Setup

Multi-line connections (PBX)

Most offices use a central telephone system.
While it is often relatively simple to connect
the machine to a key system or a PBX
(Private Branch Exchange), we suggest that
you contact the company that installed your
telephone system and ask them to connect
the machine for you. It is advisable to have a
separate line for the machine.

If the machine is to be connected to a
multi-line system, ask your installer to
connect the unit to the last line on the system.
This prevents the unit from being activated
each time a telephone call is received.

If you are installing the machine to work with a PBX

It is not guaranteed that the unit will

1

operate properly under all
circumstances with a PBX. Any cases of
difficulty should be reported first to the
company that handles your PBX.

Connecting an external or extension telephone

You can connect a separate telephone to
your machine as shown in the diagram below.

Connect the telephone line cord to the jack
labeled EXT. in the left of the machine.

Extension
Telephone

External
Telephone

When you are using an external phone, the
LCD shows

Telephone.

3

If all incoming calls will be answered by

2

a switchboard operator, it is
recommended that the Receive Mode
be set to
should initially be regarded as telephone
calls.

Manual. All incoming calls

Connecting an external telephone answering device (TAD)

Sequence

You may choose to connect an external
answering device. However, when you have
an external TAD on the same telephone line
as the machine, the TAD answers all calls
and the machine “listens” for fax calling
(CNG) tones. If it hears them, the machine
takes over the call and receives the fax. If it
does not hear CNG tones, the machine lets
the TAD continue playing your outgoing
message so your caller can leave you a voice
message.

3 - 5

Chapter 3

The TAD must answer within four rings (the
recommended setting is two rings). The
machine cannot hear CNG tones until the
TAD has answered the call, and with four
rings there are only 8 to 10 seconds of CNG
tones left for the fax “handshake”. Make sure
you carefully follow the instructions in this
guide for recording your outgoing message.
We do not recommend using the toll saver
feature on your external answering machine if
it exceeds five rings.

Improper Setup

Unless you are using Distinctive Ring,
do not connect a TAD elsewhere on the
same phone line.

TAD

Note

■ If you do not receive all your faxes, reduce

the Ring Delay setting on your external
TAD.

■ If You Subscribe to your Telephone

Company’s Distinctive Ring Service:

You may connect an external TAD to a
separate wall jack only if you subscribe to
your telephone company’s Distinctive
Ring service, have registered the
distinctive ring pattern on your machine,
and use that number as a fax number. The
recommended setting is at least four rings
on the external TAD when you have the
telephone company’s Distinctive Ring
Service. You cannot use the Toll Saver
setting.

■ If You Do Not Subscribe to Distinctive

Ring Service:

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

TAD

When the TAD answers a call, the LCD
shows

Telephone.

Connections

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

Plug the telephone line cord from the

1

telephone wall jack into the back of the
machine, in the jack labeled LINE.

Plug the telephone line cord from your

2

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

3 - 6

Set your external TAD to four rings or

3

less. (The machine’s Ring Delay setting
does not apply.)

Record the outgoing message on your

4

external TAD.

Set the TAD to answer calls.

5

Set the Receive Mode to

6

External TAD.

(See Receive Mode on page 6-1.)

Recording outgoing message (OGM) on an external TAD

Timing is important in recording this
message.

Setup

Ecology features

Toner Save

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

Press Menu/Set, 1, 6, 1.

1

On, print

Off.

3

Record 5 seconds of silence at the

1

beginning of your message. (This allows
your machine time to listen for the fax
CNG tones of automatic transmissions
before they stop.)

Limit your speaking to 20 seconds.

2

End your 20-second message by giving

3

your Fax Receive Code for people
sending manual faxes. For example:

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

Note

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

Ecology

1.Toner Save

Press ▲ or ▼ to select On (or Off).

2

Press Menu/Set.

Press Stop/Exit.

3

Note

We do not recommend Toner Save for
printing photo or gray scale images.

3 - 7

Chapter 3

Sleep Time

Setting the Sleep Time reduces power
consumption by turning off the fuser inside
the machine while it is idle. You can choose
how long the machine is idle (from 00 to 99
minutes) before it goes into sleep mode. The
timer is automatically reset when the machine
receives a Fax or PC data or makes a copy.
The factory setting is 30 minutes. While the
machine is in sleep mode you will see
on the LCD. If you try to print or copy in sleep
mode, there will be a short delay while the
fuser warms up to its working temperature.

Press Menu/Set, 1, 6, 2.

1

Ecology

2.Sleep Time

Use the dial pad to enter the length of

2

time the machine is idle before it goes
into sleep mode (00 to 99).

Press Menu/Set.

Press Stop/Exit.

3

Sleep

Mode Timer

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

Press Menu/Set, 1, 1.

1

General Setup

1.Mode Timer

Press ▲ or ▼ to select 0 Sec,

2

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

Press Menu/Set.

Press Stop/Exit.

3

Off, the machine stays in

Note

■ If you want to turn off sleep mode, press

(either Black or Color) and Options

Start

simultaneously in Step 2.

■ If the machine is in Sleep Mode when you

change the Sleep Time, the new setting
will take effect the next time the machine
copies, prints or is turned off and on.

3 - 8

Setup

Paper settings

Paper Type

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

Press Menu/Set, 1, 2.

1

General Setup

2.Paper Type

—OR—
If you have the optional paper tray,

Press Menu/Set, 1, 2, 1 to set the paper
type for
set the paper type for

Press ▲ or ▼ to select Thin, Plain,

2

Thick, Thicker or Recycled Paper.

Press Menu/Set.

Press Stop/Exit.

3

Tray#1 or Menu/Set, 1, 2, 2 to

Tray#2.

Paper Size

In the standard paper tray, you can use eight
sizes of paper for printing copies: Letter, A4,
Legal, B5, JISB5, Executive, Com10 and DL
and three sizes for printing faxes: Letter, A4
and Legal. The machine automatically
detects A4, Letter and Executive paper size
that is in the paper tray. However, if you load
paper that is B5 or smaller sizes in the paper
tray, you will need to change the Small Paper
setting at the same time so your machine can
print a reduced copy on the page.

Press Menu/Set, 1, 3.

1

General Setup

3.Small Paper

—OR—
If you have the optional paper tray,

press Menu/Set, 1, 3, 1 to set the paper
size for Tray#1 or Menu/Set, 1, 3, 2 to
set the paper size for

Tray#2.

3

Note

The machine ejects paper with printed
surfaces face down onto the output paper
tray in the front of the machine. When you use
transparencies or labels, remove each sheet
immediately to prevent smudging or paper
jams.

Press ▲ or ▼ to select B5, DL, Com10 or

2

JISB5.

Press Menu/Set.

Press Stop/Exit.

3

Note

If you select Tray#2 in Step 1, you can only

B5 or JISB5.

select

3 - 9

Chapter 3

Volume Settings

Ring Volume

You can turn the ring Off or you can select
the ring volume level.

Press Menu/Set, 1, 4, 1.

1

Volume

1.Ring

Press ▲ or ▼ to select Low, Med, High

2

Off.

or
Press Menu/Set.

Press Stop/Exit.

3

—OR—
You can adjust the ring volume when your

machine is idle (not being used).
In mode (Fax), press or to

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

▲

▲

Speaker Volume

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

Press Menu/Set, 1, 4, 3.

1

Volume

3.Speaker

Press ▲ or ▼ to select Low, Med, High

2

Off.

or
Press Menu/Set.

Press Stop/Exit.

3

—OR—
In Fax mode , you can adjust the

speaker volume by pressing Hook, and then
selecting a speaker volume level.

Press or to adjust the volume
level. The LCD shows the setting you are
choosing. Each key press changes the
volume to the next setting. The new setting
will remain until you change it again.

▲

▲

Beeper Volume

You can change the beeper volume. The
default setting is
the machine will beep when you press a key,
make a mistake, or after you have sent or
received a fax.

Press Menu/Set, 1, 4, 2.

1

Volume

2.Beeper

Press ▲ or ▼ to select Low, Med, High

2

Off.

or
Press Menu/Set.

Press Stop/Exit.

3

3 - 10

Med. When the beeper is on,

4

Security features

You can set up your machine with multiple
levels of security using Setting Lock and
Memory Security.

Setting Lock

Setting Lock lets you prevent unauthorized
access to the machine settings.

While Setting Lock is
operations are NOT available without a
password:

■ Date & Time

■ Station ID

■ Set Quick-Dial (One-Touch Dial,

Speed-Dial and Setup Groups)

■ Mode Timer

■ Paper Type

■ Small Paper

■ Volume

■ Auto Daylight

■ Ecology

■ LCD Contrast

■ Memory Security

On, the following

Setting up the password

Note

■ If you have already set the password, you

will not need to set it, again.

■ If you forget the Setting Lock password,

please call Brother Customer Service.
(See Brother numbers on page i.)

Press Menu/Set, 1, 8, 2.

1

Security

2.Setting Lock

Enter a four-digit number for the

2

password.
Press Menu/Set.

The LCD shows

Re-enter the password.

3

Press Menu/Set.

Press Stop/Exit.

4

Verify:

4

4 - 1

Chapter 4

Changing the Setting Lock password

Press Menu/Set, 1, 8, 2.

1

Press ▲ or ▼ to select Set Password.

2

Press Menu/Set.

Enter the registered four-digit password.

3

Press Menu/Set.

Enter a four-digit number for the new

4

password.
Press Menu/Set.

If the LCD shows Verify:, re-enter the

5

new password.
Press Menu/Set.

Press Stop/Exit.

6

Turning Setting Lock on

Turning Setting Lock off

1 Press Menu/Set, 1, 8, 2.

Security

2.Setting Lock

Enter the registered four-digit password.

2

Press Menu/Set twice.

Press Stop/Exit.

3

Note

If you enter the wrong Password, the LCD
shows
stay in Setting Lock mode until the registered
password is entered.

Wrong Password. The machine will

Press Menu/Set, 1, 8, 2.

1

Security

2.Setting Lock

Press ▲ or ▼ to select On.

2

Press Menu/Set.

Enter the registered four-digit password.

3

Press Menu/Set.

Press Stop/Exit.

4

4 - 2

Security features

Memory Security

Memory Security lets you prevent
unauthorized access to the machine. You will
not be able to continue to schedule Delayed
Faxes or Polling jobs. However, any
pre-scheduled Delayed Faxes will be sent
even if you turn on Memory Security, so they
won’t be lost.

While Memory Security is on, the following
operations are available:

■ Receiving faxes into memory

(limited by memory capacity)

■ Fax Forwarding

(if Fax Forwarding was already on)

■ Paging

(if Paging was already on)

■ Remote Retrieval

(if Fax Storage was already on)

While Memory Security is on, the following
operations are NOT available:

■ Printing received faxes

■ Sending faxes

■ Copying

■ PC printing

■ Scanning

■ PC Fax Receive

Setting up the password

Note

■ If you have already set the password, you

will not need to set it, again.

■ If you forget the Memory Security

password, please call Brother Customer
Service. (See Brother numbers on page i.)

Press Menu/Set, 1, 8, 1.

1

Security

1.Mem Security

Enter a four-digit number for the

2

password.
Press Menu/Set.
The LCD shows

Re-enter the password.

3

Press Menu/Set.

Press Stop/Exit.

4

Verify:

4

Note

■ To print the faxes in memory, turn off

Memory Security.

■ You must turn off PC Fax Receive before

you can turn on Memory Security.
(See Turning off Remote Fax Options on
page 8-4.)

4 - 3

Chapter 4

Changing the Memory Security password

Press Menu/Set, 1, 8, 1.

1

Press ▲ or ▼ to select Set Password.

2

Press Menu/Set.

Enter the registered four-digit password.

3

Press Menu/Set.

Enter a four-digit number for the new

4

password.
Press Menu/Set.

If the LCD shows Verify:, re-enter the

5

new password.
Press Menu/Set.

Press Stop/Exit.

6

Turning Memory Security on

Turning Memory Security off

1 Press Menu/Set.

Enter the registered four-digit password.

2 Press Menu/Set.

Memory Security is automatically turned
off and the LCD shows the date and
time.

Note

If you enter the wrong password, the LCD
shows
The machine will stay in Secure Mode until
the registered password is entered.

Wrong Password and stays offline.

Press Menu/Set, 1, 8, 1.

1

Security

1.Mem Security

Press ▲ or ▼ to select Set Security.

2

Press Menu/Set.

Enter the registered four-digit password.

3

Press Menu/Set.
The machine goes offline and the LCD

shows

Note

If there is a power failure the data will stay in
memory for up to 60 hours.

Secure Mode.

4 - 4

Section II

5. Sending a fax

6. Receiving a fax

7. Dialing and phone options

8. Remote Fax Options (Black & White only)

9. Printing reports

10. Polling

Fax & Telephone

SECTION II FAX & TELEPHONE

5

Sending a fax

How to Fax

Entering Fax mode

Before sending faxes or changing fax send or
receiving settings, make sure (Fax) is
illuminated in blue. If it is not, press

(Fax) to enter Fax mode. The default

setting is Fax mode.

Sending a fax from the ADF

This is the easiest way to send a fax.

Sending a fax from the scanner glass

You can use the scanner glass to fax pages
of a book. The documents can be up to
Letter/A4 size. Put the document face down
on the scanner glass.

Note

■ Since you can only scan one page at a

time, it is easier to use the ADF if you are
sending a multiple page document.

■ Press Stop/Exit at anytime to cancel.

If it is not illuminated in blue, press

1

(Fax).

Place the first page on the scanner

2

glass.

Dial the fax number.

3

Press Black Start or Color Start.

■ If you press Black Start, the machine

starts scanning the first page.

■ If you press Color Start, the machine

starts sending.

If it is not illuminated in blue, press

1

(Fax).

Put the document face up in the ADF.

2

Dial the fax number.

3

Press Black Start or Color Start.

■ If you press Black Start, the machine

starts scanning the first page.

■ If you press Color Start, the machine

starts sending.

Note

If the memory is full, the document will be
sent in real time.

5 - 1

To send more than one page, press 1

4

and go to Step 5.

Next Page?

1.Yes 2.No(Send)

—OR—
To send a single page, press 2 (or press

Black Start again).
The machine starts sending the

document.

Place the next page on the scanner

5

glass.

Set Next Page
Then Press Set

Press Menu/Set.
The machine starts scanning the page.

(Repeat Steps 4 and 5 for each
additional page.)

Note

■ If the memory is full and you are faxing a

single page, it will be sent in real time.

■ You cannot send multiple pages for color

faxes.

Color fax transmission

Your machine can send a color fax to
machines that support this feature.

However, color faxes cannot be stored in the
memory. When you send a color fax, the
machine will send it in real time (even if

Time TX

is set to Off).

Note

Delayed fax and Polling Transmit features
are not available in color.

Real

Sending a fax

Canceling a fax in progress

If you want to cancel a fax, while the machine
is scanning, dialing or sending it, press

Stop/Exit.

Dual Access (Black & White only)

You can dial a number and begin scanning a
fax into memory—even when the machine is
sending from memory, receiving faxes, or
printing PC data. The LCD shows the new job
number.

Note

■ Your machine normally uses Dual Access.

However, to send a color fax, the machine
will send the document in real time (even

Real Time TX is set to Off).

if
The number of pages you can scan into
the memory will vary depending on the
data that is printed on them.

■ If you get an Out of Memory message

while scanning the first page of a fax,
press Stop/Exit to cancel scanning. If you

Out of Memory message while

get an
scanning a subsequent page, you can
press Black Start to send the pages
scanned so far, or press Stop/Exit to
cancel the operation.

5

5 - 2

Chapter 5

Sending a fax manually

Manual transmission

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

If it is not illuminated in blue, press

1

(Fax).

Load your document.

2

Pick up the handset of the external

3

phone and listen for a dial tone.

—OR—

Press Hook and listen for a dial tone. On
the external phone, dial the fax number
you want to call. If you pressed Hook,
dial using the machine dial pad.

When you hear the fax tone, press

4

Black Start or Color Start.

If you picked up the handset of an

5

external phone, replace it.

Sending a fax at the end of a conversation

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

1 Ask the other party to wait for fax tones

(beeps) and then to press Start or Send
key before hanging up.

If it is not illuminated in blue, press

2

(Fax).

Load your document.

3

Press Black Start or Color Start.

If you load the document on the scanner

4

glass, press 1 to send the fax.

Replace the external phone’s handset.

5

Out of Memory message

If you get an Out of Memory message while
scanning the first page of a fax, press

Stop/Exit to cancel the fax.

5 - 3

If you get an
scanning a subsequent page, you will have
the option to press Black Start to send the
pages scanned so far, or to press Stop/Exit
to cancel the operation.

Note

If you get an Out of Memory message while
faxing and you do not want to delete your
stored faxes to clear the memory, you can
send the fax in real time. (See Real Time
Transmission on page 5-6.)

Out of Memory message while

Sending a fax

Broadcasting (Black & White only)

Broadcasting is when the same fax message
is automatically sent to more than one fax
number. You can include Groups,
One-Touch, Speed-Dial numbers and up to
50 manually dialed numbers in the same
broadcast.

Press Menu/Set between each of the
numbers. Use Search/Speed Dial to help
you choose the numbers easily. (To set up
Group dial numbers, see Setting up Groups
for Broadcasting on page 7-5.)

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

If it is not illuminated in blue, press

1

(Fax).

Load your document.

2

Note

■ If you did not use up any of the numbers

for Groups, access codes or credit card
numbers, you can ‘broadcast’ faxes to as
many as 266 different numbers.

■ The available memory will vary depending

on the types of jobs in the memory and the
number of locations used for
broadcasting. If you broadcast to the
maximum numbers available, you will not
be able to use Dual Access and Delayed
fax.

■ Enter the long dialing sequence numbers

as you would normally, but remember that
each One-Touch and Speed-Dial number
counts as one number, so the number of
locations you can store becomes limited.
(See Access codes and credit card
numbers on page 7-6.)

■ If the memory is full, press Stop/Exit to

stop the job or if more than one page has
been scanned, press Black Start to send
the portion that is in the memory.

5

Enter a number using One-Touch,

3

Speed-Dial, a Group number, Search or
manual dialing using the dial pad.

Press Menu/Set after each number.

After you have entered all the fax

4

numbers, press Black Start.

To stop a broadcast in progress

Press Menu/Set, 2, 6.

1

The LCD will display the name, if you
stored it, or the fax number being dialed.

Press Menu/Set.

2

The LCD will display:

XXXXXXXX

1.Clear 2.Exit

Press 1 to Clear.

3

The LCD will then display the Broadcast
job number and

To cancel the Broadcast, press 1.

4

Press Stop/Exit.

5

1.Clear 2.Exit.

5 - 4

Chapter 5

Additional Sending Operations

Sending faxes using multiple settings

When you send a fax you can choose any
combination of these settings: cover page,
contrast, resolution, overseas mode, delayed
fax timer, polling transmission or real time
transmission.

If it is not illuminated in blue, press

1

(Fax).

After each setting is accepted, the LCD
will ask if you want to enter more
settings:

Other Settings

1.Yes 2.No

Press 1 to select more settings. The

2

LCD will return to the
menu.

—OR—
Press 2 if you have finished choosing

settings and go to the next step.

Setup Send

Contrast

If your document is very light or very dark, you
may want to change the contrast.

Light to send a light document.

Use

Dark to send a dark document.

Use

If it is not illuminated in blue, press

1

(Fax).

Load your document.

2

Press Menu/Set, 2, 2, 1.

3

Setup Send

1.Contrast

Press ▲ or ▼ to select Auto, Light or

4

Dark.

Press Menu/Set.

Changing fax Resolution

After you load the document, you can use
Resolution to change the setting temporarily

(for this fax only). In Fax mode , press
Resolution and

you want, and then press Menu/Set.

▲ or ▼ to select the setting

5 - 5

—OR—
You can change the default setting.

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 2, 2.

2

Setup Send

2.Fax Resolution

Press ▲ or ▼ to select the resolution

3

you want.
Press Menu/Set.

Note

You can choose four different resolution
settings for black & white faxes and two for
color.

Black & White

Standard Suitable for most typed

documents.

Fine Good for small print and

transmits a little slower than
Standard resolution.

S.Fine Good for small print or

artwork and transmits slower
than Fine resolution.

Photo Use when the document has

varying shades of gray or is a
photograph. This has the
slowest transmission time.

Sending a fax

Real Time Transmission

When you are sending a fax, the machine will
scan the documents into the memory before
sending. Then, as soon as the phone line is
free, the machine will start dialing and
sending.

If the memory is full, the machine will send
the document in real time (even if

Real Time TX is set to Off).

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

Real Time TX to On for all documents or
Next Fax:On for the next fax only.

Sending in real time for all faxes

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 2, 5.

2

5

Color

Standard Suitable for most typed

documents.

Fine Use when the document is a

photograph. The
transmission time is slower
than Standard resolution.

If you select
the Color Start key to send a fax, the
machine will send the fax using the
setting.

S.Fine or Photo and then use

Fine

Setup Send

5.Real Time TX

Press ▲ or ▼ to select On (or Off).

3

Press Menu/Set.

5 - 6

Chapter 5

Sending in real time for the next fax only

If it is not illuminated in blue, press

1

(Fax).

2 Press Menu/Set, 2, 2, 5.

Setup Send

5.Real Time TX

Press ▲ or ▼ to select Next Fax:On

3

Next Fax:Off).

(or
Press Menu/Set.

Note

■ In Real Time Transmission, the automatic

redial feature does not work when using
the scanner glass.

■ If you are sending a color Fax, the

machine will send it in real time (even if

Real Time TX is set to Off).

Overseas Mode

If you are having difficulty sending a fax
overseas due to possible interference on the
phone line, we recommend that you turn on
the Overseas Mode. After you send a fax
using this feature, the feature will turn itself
off.

1 If it is not illuminated in blue, press

(Fax).

Load your document.

2

Press Menu/Set, 2, 2, 9.

3

Setup Send

9.Overseas Mode

Press ▲ or ▼ to select On (or Off).

4

Press Menu/Set.

5 - 7

Sending a fax

Delayed Faxing (Black & White only)

During the day you can store up to 50 faxes
in the memory to be sent within 24 hours.
These faxes will be sent at the time of day you
enter in Step 4.

If it is not illuminated in blue, press

1

(Fax).

Load your document.

2

Press Menu/Set, 2, 2, 3.

3

Setup Send

3.Delayed Fax

Press Menu/Set to accept the displayed

4

time.
—OR—
Enter the time you want the fax to be

sent (in 24-hour format).

Delayed Batch Transmission (Black & White only)

Before sending the delayed faxes, your
machine will help you economize by sorting
all the faxes in the memory by destination and
scheduled time. All delayed faxes that are
scheduled to be sent at the same time to the
same fax number will be sent as one fax to
save transmission time.

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 2, 4.

2

Setup Send

4.Batch TX

Press ▲ or ▼ to select On (or Off).

3

Press Menu/Set.

Press Stop/Exit.

4

5

(For example, enter 19:45 for 7:45 PM.)
Press Menu/Set.

Note

The number of pages you can scan into the
memory depends on the amount of data that
is printed on each page and the amount of
data already stored in the memory.

5 - 8

Chapter 5

Checking job status and canceling a waiting job

Check which jobs are still waiting in the
memory to be sent. (If there are no jobs, the
LCD shows
cancel a fax job that is stored and waiting in
the memory.

No Jobs Waiting.) You can

1 Press Menu/Set, 2, 6.

Fax

6.Remaining Jobs

If you have more than one job waiting,

2

▲ or ▼ to select the job you want

press
to cancel.

Press Menu/Set.
—OR—
If you only have one job waiting, go to

Step 3.

Press 1 to cancel.

3

To cancel another job waiting, go to
Step 2.

—OR—
Press 2 to exit without canceling.

Press Stop/Exit.

4

Composing the electronic Cover Page (Black & White only)

When you send a fax, you can send a cover
page with your fax message. The Cover Page
is sent to the receiving party’s machine. Your
Cover Page includes the name or number
stored in the One-Touch or Speed-Dial
memory. If you are dialing manually, the
name is not shown on the Cover Page.

The Cover Page shows your Station ID and
the number of pages you are sending. (See
Station ID on page 3-2.) If you have Cover
Page set to

7), the number of pages is not shown on the
cover page.

You can select a comment to include on your
Cover Page.

1.Comment Off

2.Please Call

3.Urgent

4.Confidential

Instead of using one of the preset comments,
you can enter two personal messages of your
own, up to 27 characters long. Use the chart
on B-15 for help entering characters.
(See Composing your own comments on
page 5-10.)

5.(User Defined)

On for all faxes (Menu/Set, 2, 2,

5 - 9

6.(User Defined)

Most of the
temporary to allow you to make changes for
each fax you send. However, when you set
up your Cover Page and Cover Page
Comments, you are changing the default
settings so they will be available while faxing.

Setup Send settings are

Note

You can send the cover page only for a black
& white fax. If you press Color Start to send
a fax, the cover page will not be sent.

Composing your own comments

You can set up two comments of your own.

1 If it is not illuminated in blue, press

(Fax).

Press Menu/Set, 2, 2, 8.

2

Setup Send

8.Coverpage Msg

Press ▲ or ▼ to choose 5 or 6 for your

3

own comment.
Press Menu/Set.

Use the dial pad to enter your

4

customized comment.
Press Menu/Set.
(See Entering Text on page B-15.)

Cover page for the next fax only

If you have not yet set your Station ID this
feature will not work. Make sure you have
programmed the Station ID before
continuing. (See Station ID on page 3-2.) If
you only want to send a Cover Page with a
particular fax, your machine will ask you to
enter the number of pages you are sending
so it can be printed on the Cover Page.

If it is not illuminated in blue, press

1

(Fax).

Sending a fax

Press ▲ or ▼ to select one of the

5

standard or your own comments.
Press Menu/Set.

Enter two digits to show the number of

6

pages you are sending.
Press Menu/Set.
(For example, press 02 for 2 pages or

enter 00 to leave the number of pages
blank. If you make a mistake, press
to back up and re-enter the number of
pages.)

Send a cover page for all faxes

If you have not yet set your Station ID this
feature will not work. Make sure you have
programmed the Station ID before
continuing. (See Station ID on page 3-2.)

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

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 2, 7.

2

Setup Send

7.Coverpg Setup

Press ▲ or ▼ to select On (or Off).

3

Press Menu/Set.

▲

5

Load your document.

2

Press Menu/Set, 2, 2, 7.

3

Setup Send

7.Coverpg Setup

Press ▲ or ▼ to select Next Fax:On

4

Next Fax:Off).

(or
Press Menu/Set.

If you selected On, press ▲ or ▼ to

4

select one of the standard or your own
comments.

Press Menu/Set.

5 - 10

Chapter 5

Using a printed cover page

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

1 If it is not illuminated in blue, press

(Fax).

Press Menu/Set, 2, 2, 7.

2

Setup Send

7.Coverpg Setup

Press ▲ or ▼ to select Print Sample.

3

Press Menu/Set.

Press Black Start or Color Start. Your

4

machine prints a copy of your cover
page.

5 - 11

Receiving a fax

6

Receive Mode

There are four different Receive Modes for your machine. You can choose the mode that best
suits your needs.

LCD How it works When to use it

Fax Only

(automatic receive)

Fax/Tel

(fax and telephone)
(with an external or

extension telephone only)

External TAD

(with an external
answering device only)

Manual

(manual receive)
(with an external or

extension telephone only)

The machine automatically
answers every call as a fax.

The machine controls the
line and automatically
answers every call. If the call
is a fax it will receive the fax.
If the call is not a fax it will
ring (pseudo/double ring) for
you to pick up the call.

The external answering
device (TAD) automatically
answers every call.

Voice messages are stored
on the external TAD. If it is a
fax call, the machine
receives the fax.

You control the phone line
and must answer every call
yourse lf unless you a re using
the Distinctive Ring feature.

For dedicated fax lines.

Use this mode if you expect to receive lots of fax messages
and few telephone calls. You cannot have an answering
machine on the same line, even if it is on a separate
telephone wall jack on the same line. You cannot use the
telephone company’s Voice Mail in this mode.

Use this mode if you have connected an answering
machine to the EXT jack of your machine.

The External TAD setting works only with an external
answering machine. Ring Delay does not work in this
setting.

Use this mode if you do not receive many fax messages,
use Distinctive Ring, or if you are using a computer on the
same line.

If you answer and hear fax tones, wait until the machine
takes over the call, then hang up. (See Easy Receive on
page 6-5.)

6

6 - 1

Chapter 6

To select or change your Receive Mode

Press Menu/Set, 0, 1.

1

Initial Setup

1.Receive Mode

Press ▲ or ▼ to select Fax Only,

2

Fax/Tel, External TAD or Manual.

Press Menu/Set.

Press Stop/Exit.

3

Current Receive Mode

12/10 11:53 Fax

Fax : Fax Only
F/T : Fax/Tel
TAD : External TAD
Mnl : Manual

Fax Receive Settings

Ring Delay

The Ring Delay sets the number of times the
machine rings before it answers in

Fax/Tel mode. If you have extension

or
phones on the same line as the machine or
subscribe to the telephone company’s
Distinctive Ring service, keep the Ring Delay
setting of 4.

(See Operation from extension telephones on
page 6-6 and Easy Receive on page 6-5.)

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 1, 1.

2

Setup Receive

1.Ring Delay

Press ▲ or ▼ to select how many times

3

the line rings before the machine
answers (00 - 04).

Press Menu/Set.

Fax Only

6 - 2

(If you select 00, the line won’t ring at
all.)

Press Stop/Exit.

4

Receiving a fax

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

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

This pseudo/double-ring happens after the
initial ringing from the phone company. Only
the machine rings and no other phones on the
same line will ring with the special
pseudo/double-ring. However, you can still
answer the call on any telephone on the same
line as the machine. (See For Fax/Tel mode
only on page 6-7.)

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 1, 2.

2

Tray Use for Fax mode

If your machine does not have the optional
tray #2, this setting is not available. The
default setting of
to choose the paper from the optional Tray #2
if Tray #1 is out of paper or if incoming faxes
will fit best on the paper in Tray #2.

Press Menu/Set, 1, 0.

1

General Setup

0.Tray Use:Fax

Press ▲ or ▼ to select

2

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

Press Menu/Set.

Press Stop/Exit.

3

Auto allows your machine

6

Setup Receive

2.F/T Ring Time

Press ▲ or ▼ to select how long the

3

machine will ring to alert you that you
have a voice call (20, 30, 40 or 70
seconds).

Press Menu/Set.

Press Stop/Exit.

4

Note

Even if the caller hangs up during the
pseudo/double-ringing, the machine will
continue to ring for the set time.

6 - 3

Chapter 6

Printing a reduced incoming fax (Auto Reduction)

If you choose On, the machine automatically
reduces an incoming fax to fit on one page of
Letter, Legal or A4 size paper. The machine
calculates the reduction ratio by using the
page size of the fax and size of the paper in
your tray.

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 1, 5.

2

Setup Receive

5.Auto Reduction

Use ▲ or ▼ to select On (or Off).

3

Press Menu/Set.

Press Stop/Exit.

4

Receiving a fax at the end of a conversation

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

1 Ask the other party to place the

document in their machine and to press
Start or Send key.

When you hear the other machine’s

2

CNG tones (beeps), press Black Start
or Color Start.

Press 2 to receive the fax.

3

Replace the external phone’s handset.

4

Note

■ Turn on this setting if you receive faxes

that are split onto two pages. However, if
the document is too long the machine may
still print on two pages.

■ If left and right margins are cut off, turn on

this setting.

■ When this feature is set to On, the Letter or

Legal faxes people send to you may
appear slightly reduced even though your
machine prints them on Letter, Legal or A4
paper. This is because the machine has to
print the Station ID of the sending machine
at the top of the page.

6 - 4

Receiving a fax

Changing the remote codes

The preset Fax Receive Code is 51. The
preset Telephone Answer Code is #51. If you
want to, you can replace them with your own
codes.

1 If it is not illuminated in blue, press

(Fax).

Press Menu/Set, 2, 1, 4.

2

Setup Receive

4.Remote Codes

Press ▲ or ▼ to select On (or Off).

3

Press Menu/Set.

Enter the new Fax Receive Code.

4

Press Menu/Set.

Enter the new Telephone Answer Code.

5

Press Menu/Set.

Press Stop/Exit.

6

Note

■ If you are always disconnected when

accessing your external TAD remotely, try
changing the Fax Receive Code and
Telephone Answer Code to another
three-digit code (such as ### and 999).

■ Remote Codes might not work with some

telephone systems.

Easy Receive

When you use this feature you do not have to
press Black Start or Color Start or the Fax
Receive Code 51 when you answer a fax
call. Selecting
receive fax calls automatically, even if you lift
the handset of an extension or external
phone. When you see
LCD or when you hear ‘chirps’ through the
handset of an extension phone connected to
another telephone wall jack, just replace the
handset and your machine will do the rest.

Note

■ If this feature is set to On, but your

machine does not connect a fax call when
you lift an extension or external phone
handset, press the Fax Receive Code

51.

■ If you send faxes from a computer on the

same phone line and the machine
intercepts them, set Easy Receive to

■ Selecting Off means you’ll have to

activate the machine yourself by lifting the
handset of an external or extension
phone, and then press Black Start or
Color Start on the machine.
—OR—
by pressing 51 if you are not at your
machine. (See Operation from extension
telephones on page 6-6.)

If it is not illuminated in blue, press

1

On allows the machine to

Receiving on the

Off.

(Fax).

6

Press Menu/Set, 2, 1, 3.

2

Setup Receive

3.Easy Receive

Use ▲ or ▼ to select On (or Off).

3

Press Menu/Set.

Press Stop/Exit.

4

6 - 5

Chapter 6

Printing a fax from the memory

If you have selected Fax Storage
(Menu/Set, 2, 5, 1), you can still print a fax
from the memory when you are at your
machine. (See Fax Storage on page 8-2.)

1 Press Menu/Set, 2, 5, 3.

Remote Fax Opt

3.Print Fax

Press Black Start or Color Start.

2

Setting the Print Density

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

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 1, 6.

2

Setup Receive

6.Print Density

Press ▲ to make the print darker.

3

Operation from extension telephones

If you answer a fax call on an extension
telephone or an external telephone
connected to the EXT. jack of the machine,
you can make your machine take the call by
using the Fax Receive Code. When you
press the Fax Receive Code 51, the
machine starts to receive the fax.

If the machine answers a voice call and
pseudo/double-rings for you to take over, use
the Telephone Answer Code #51 to take the
call at an extension phone. (See F/T Ring
Time (Fax/Tel mode only) on page 6-3.)

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

■ Press 51 and wait for the chirp or until

the machine’s LCD displays
and then hang up.

You can also use the Easy Receive feature to
make your machine automatically take the
call. (See Easy Receive on page 6-5.)

Receiving,

Using a cordless external handset

—OR—
Press
Press Menu/Set.

Press Stop/Exit.

4

6 - 6

▼ to make the print lighter.

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

For Fax/Tel mode only

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

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

Using the remote codes

If you hear the fax machine double-ringing
when you are at an extension phone, you’ll
need to lift the handset and then press the
Telephone Answer Code (#51) between the
pseudo/double rings. If no one is on the line,
or if someone wants to send you a fax, send
the call back to the machine by pressing the
Fax Receive Code ( 51).

Receiving a fax

6

6 - 7

7

Dialing and phone options

How to dial

You can dial in any of the following ways.

Manual dialing

Press all of the digits of the fax number.

One-Touch Dialing

Press the One-Touch key of the location you
want to call. (See Storing One-Touch Dial
numbers on page 7-3.)

Note

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

Speed-Dialing

Press Search/Speed Dial, #, and then the
three-digit Speed-Dial number. (See Storing
Speed-Dial numbers on page 7-4.)

Three-digit number

Note

If the LCD shows Not Registered when
you enter the One-Touch or Speed-Dial
number, a number has not been stored at this
location.

7 - 1

Dialing and phone options

Search

You can search for names you have stored in
the One-Touch and Speed-Dial memories.
Press Search/Speed Dial and the menu
keys to search. (See Storing One-Touch Dial

numbers on page 7-3 and Storing Speed-Dial
numbers on page 7-4.)

To search
numerically

Fax Redial

If you are sending a fax manually and the line
is busy, press Redial/Pause, and then press
Black Start or Color Start to try again. If you
want to make a second call to the last number
dialed, you can save time by pressing

Redial/Pause and Black Start or
Color Start.

Redial/Pause only works if you dialed from

the control panel.
If you are sending a fax automatically and the

line is busy, the machine will automatically
redial one time after five minutes.

Note

In Real Time TX the automatic redial feature
does not work when using the scanner glass.

7

To search
alphabetically*

or

* To search alphabetically, you can use the
dial pad to enter the first letter of the name
you are looking for.

7 - 2

Chapter 7

Storing numbers

You can set up your machine to do following
types of easy dialing: One-Touch, Speed-Dial
and Groups for Broadcasting faxes. When
you dial a quick-dial number, the LCD shows
the number and the name, if you stored it.

Note

If you lose electrical power, the quick-dial
numbers that are in the memory will not be
lost.

Storing a Pause

Press Redial/Pause to insert a 3.5-second
pause between numbers. If you are dialing
overseas, you can press Redial/Pause as
many times as needed to increase the length
of the pause.

Storing One-Touch Dial numbers

Your machine has 8 One-Touch keys where
you can store 16 fax or phone numbers for
automatic dialing. To access numbers 9 to
16, hold down Shift as you press the
One-Touch key.

Press Menu/Set, 2, 3, 1.

1

Set Quick-Dial

1.One-Touch Dial

Press the One-Touch key where you

2

want to store a number.

Select Fax/Tel.

3

Press Menu/Set.

Enter the phone or fax number (up to 20

4

digits).
Press Menu/Set.

Use the dial pad to enter the name (up

5

to 15 characters).
Press Menu/Set.
(You can use the chart on page B-15 to

help you enter letters.)
—OR—
Press Menu/Set to store the number

without a name.

Go to Step 2 to store another

6

One-Touch number.
—OR—
Press Stop/Exit.

7 - 3

Dialing and phone options

Storing Speed-Dial numbers

You can store Speed-Dial numbers, so that
when you dial you will only have to press a
few keys (Search/Speed Dial, #, the
three-digit number, and Black Start or
Color Start). The machine can store 200
Speed-Dial numbers.

Press Menu/Set, 2, 3, 2.

1

Set Quick-Dial

2.Speed-Dial

Use the dial pad to enter a three-digit

2

Speed-Dial location number.
(001 - 200)

(For example, press 005.)
Press Menu/Set.

Select Fax/Tel.

3

Press Menu/Set.

Enter the phone or fax number (up to 20

4

digits).
Press Menu/Set.

Changing One-Touch and Speed-Dial numbers

If you try to store a One-Touch or Speed-Dial
number where a number has already been
stored, the LCD will show the name that has
been stored there (or number) and will ask
you to do one of the following:

1 Press 1 to change the stored number.

—OR—
Press 2 to exit without making a change.

#005:MIKE

1.Change 2.Exit

How to change the stored number or name:

• If you want to change a character, use

• If you want to erase the whole number

▲

or to position the cursor under

▲

the character you want to change, and
then type over it.

or whole name, press Stop/Exit when
the cursor is under the first digit or
letter. The characters above and to
the right of the cursor will be deleted.

7

Use the dial pad to enter the name (up

5

to 15 characters).
Press Menu/Set.
(You can use the chart on page B-15 to

help you enter letters.)
—OR—
Press Menu/Set to store the number

without a name.

Go to Step 2 to store another

6

Speed-Dial number.
—OR—
Press Stop/Exit.

Enter a new number.

2

Press Menu/Set.

Follow the directions beginning at

3

Step 5 in Storing One-Touch Dial
numbers and Storing Speed-Dial
numbers. (See Storing One-Touch Dial

numbers on page 7-3 and Storing
Speed-Dial numbers on page 7-4.)

7 - 4

Chapter 7

Setting up Groups for Broadcasting

To include One-Touch or Speed-Dial

4

numbers in the Group, press them as
follows:

Groups, which can be stored on a One-Touch
key or a Speed-Dial location, allow you to
send the same fax message to many fax
numbers by pressing only a One-Touch key
and Black Start or Search/Speed Dial, #,
the three-digit location and Black Start.

First, you’ll need to store each fax number as
a One-Touch or Speed-Dial number. Then,
you can combine them into a Group. Each
Group uses up a One-Touch key or a
Speed-Dial location. You can have up to eight
Groups, or you can assign up to 215 numbers
to one large Group.

(See Storing One-Touch Dial numbers on
page 7-3 and Storing Speed-Dial numbers on
page 7-4.)

Press Menu/Set, 2, 3, 3.

1

Set Quick-Dial

3.Setup Groups

Decide where you wish to store the

2

Group.

For example, for One-Touch number 2,
press One-Touch key 2. The LCD
shows
009, press Search/Speed Dial, and
then 009 on the dial pad

Setup Groups
G01: 002#009

Press Menu/Set to accept the numbers

5

for this Group.

Use the dial pad and the chart on page

6

B-15 to enter a name for the Group.
Press Menu/Set.
(For example, type

Press Stop/Exit.

7

002. For Speed-Dial location

.

NEW CLIENTS).

Note

You can print a list of all One-Touch and
Speed-Dial numbers. Group numbers will be
marked in the GROUP column.

(See Printing reports on page 9-1.)
—AND—
Press a One-Touch key.
—OR—
Press Search/Speed Dial and enter the

three-digit location, and then press
Menu/Set.

(For example, press One-Touch key 2
for Group 1.)

Use the dial pad to enter the Group

3

number (1 to 8).

Setup Groups
Setup Group:G01

Press Menu/Set.
(For example, press 1 for Group 1.)

7 - 5

Dialing and phone options

Access codes and credit card numbers

Sometimes you may want to choose from
several long distance carriers when you
make a call. Rates may vary depending on
the time and destination. To take advantage
of low rates, you can store the access codes
or long-distance carriers and credit card
numbers as One-Touch and Speed-Dial
numbers. You can store these long dialing
sequences by dividing them and setting them
up on separate One-Touch and Speed Dial
numbers in any combination. You can even
include manual dialing using the dial pad.
(See Storing One-Touch Dial numbers on
page 7-3 and Storing Speed-Dial numbers on
page 7-4.)

For example, perhaps you have stored ‘555’
on One-Touch key 1 and ‘7000’ on
One-Touch key 2. If you press One-Touch
key 1, One-Touch key 2, and Black Start or
Color Start, you will dial ‘555-7000’.

To temporarily change a number, you can
substitute part of the number with manual
dialing using the dial pad.
For example, to change the number to
555-7001 you could press One-Touch key 1
and then press 7001 using the dial pad.

Tone or Pulse

If you have a Pulse dialing service, but need
to send Tone signals (for example, for
telephone banking), follow the instructions
below. If you have Touch Tone service, you
will not need this feature to send tone signals.

Lift the handset of the external phone

1

and press Hook or the machine’s
control panel.

Press # on the machine’s control panel.

2

Any digits dialed after this will send tone
signals.

Phone line services

Your machine supports the Distinctive Ring
and Caller ID subscriber telephone services
that some telephone companies offer.

Note

■ If you have Voice Mail, Call Waiting, Call

Waiting/Caller ID, RingMaster, an
answering service, an alarm system or
other custom features on your telephone
line, it may affect the way your machine
works. (See Custom features on page 1-6
and Custom features on a single line. on
page C-12.)

■ If you have Voice Mail on your phone line,

please read the following carefully.

7

Distinctive Ring

Brother uses the term ‘Distinctive Ring’ but
different telephone companies have other
names for this service such as SmartRing,
RingMaster, Teen-Ring, Indent-a-Call or
Indent-a-Ring.

What does your telephone company’s ‘Distinctive Ring’ do?

Your telephone company’s Distinctive Ring
service allows you to have more than one
number on the same phone line. If you need

more than one phone number, it is
cheaper than paying for an extra line. Each

phone number has its own distinctive ring
pattern, so you will know which phone
number is ringing. This is one way you can
have a separate phone number for your
machine.

Note

Please call your telephone company for
availability and rates.

When you hang up, the machine will
return to the Pulse dialing service.

7 - 6

Chapter 7

What does Brother’s ‘Distinctive Ring’ do?

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

Note

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

Do you have Voice Mail?

If you have Voice Mail on the phone line that
you will install your new machine on, there is

a strong possibility that Voice Mail and the
machine will conflict with each other while
receiving incoming calls. However, the

Distinctive Ring feature allows you to use
more than one number on your line, so
both Voice Mail and the machine can work
together without any problems. If eac h one

has a separate phone number, neither will
interfere with the other’s operations.

If you decide to get the Distinctive Ring
service from the telephone company, you will
need to follow the directions on next page to
‘register’ the new Distinctive Ring pattern
they give you. This is so your machine can
recognize its incoming calls.

Note

You can change or cancel the Distinctive
Ring pattern at any time. You can switch it off
temporarily, and turn it back on later. When
you get a new fax number, make sure you
reset this feature.

Before you choose the ring pattern to

register

You can only register one Distinctive Ring

pattern with the machine. Some ring patterns

cannot be registered. The ring patterns below

are supported by your Brother machine.

Register the one your telephone company

gives you.

Ring
Pattern

1 long-long

2 short-long-

3 short-short-

4 very long

Rings

short

long

(normal
pattern)

Note

If the ring pattern you received is not on this

chart, please call your telephone company

and ask for one that is shown.

■ The machine will only answer calls to its

registered number.

■ The first two rings are silent on the

machine. This is because the fax must
«listen» to the ring pattern (to compare it
to the pattern that was ‘registered’). (Other
telephones on the same line will ring.)

■ If you program the machine properly, it will

recognize the registered ring pattern of the
‘fax number’ within 2 ring patterns and
then answer with a fax tone. When the
‘voice number’ is called, the machine will
not answer.

7 - 7

Dialing and phone options

Registering the Distinctive Ring pattern

Very important!

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

1

2

3

4

Manual mode means you must

Press Menu/Set, 2, 0, 2.

Miscellaneous

2.Distinctive

Press ▲ or ▼ to select Set.
Press Menu/Set.

Press ▲ or ▼ to select the stored ring
pattern you want to use.

Press Menu/Set.
(You will hear each pattern as you scroll

through the four patterns. Make sure
you choose the pattern that the
telephone company gave you.)

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

Turning off Distinctive Ring

Press Menu/Set, 2, 0, 2.

1

Miscellaneous

2.Distinctive

Press ▲ or ▼ to select Off.

2

Press Menu/Set.

Press Stop/Exit.

3

Note

If you turn off Distinctive Ring, the machine
will stay in
need to set the Receive Mode again. (See To
select or change your Receive Mode on
page 6-2.)

Manual receive mode. You will

Caller ID

Note

The Caller ID feature lets you use the Caller
ID subscriber service offered by many local
telephone companies. This service displays
the telephone number, or name if it is
available, of your caller as the line rings.

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

■ You will see the first 16 characters of the

number (or name).

■ Out of Area display means call

originated outside your Caller ID service
area.

■ Private Call display means the caller

has intentionally blocked transmission of
information.

You can print a list of Caller ID information
received by your machine. (See Printing
Caller ID List on page 7-9.)

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

7

7 - 8

Chapter 7

Viewing Caller ID List

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

Press Menu/Set, 2, 0, 3.

1

Miscellaneous

3.Caller ID

Press ▲ or ▼ to select Display#.

2

Press Menu/Set.
The caller ID of the last call will appear

on the display. If no ID is stored, the
beeper will sound and
will appear on the display.

Press ▲ or ▼ to scroll through the Caller

3

ID memory to select the Caller ID you
want to view, and then press Menu/Set.
The LCD shows the caller’s number and
the date and time of the call.

No Caller ID

Printing Caller ID List

1 Press Menu/Set, 2, 0, 3.

Miscellaneous

3.Caller ID

Press ▲ or ▼ to select Print Report.

2

Press Menu/Set.
If no ID is stored, the beeper will sound

No Caller ID will appear on the

and
display.

Press Black Start or Color Start.

3

After printing has finished, press

4

Stop/Exit.

Press to return to the Caller ID listing.

4

—OR—
Press Stop/Exit.

▲

7 - 9

Remote Fax Options

8

Note

■ You can only use one remote fax option at

a time:
Fax Forwarding—OR—Paging—OR—
Fax Storage—OR—PC FAX Receive
—OR—Off.)

■ If you change the remote fax option and

received faxes are left in your machine’s
memory, an LCD message will appear.
(See Changing Remote Fax Options on
page 8-4.)

(Black & White only)

Fax Forwarding

When you select Fax Forward, your machine
stores the received fax in the memory. The
machine will then dial the fax number you
have programmed and forward the fax
message.

Press ▲ or ▼ to select

4

Backup Print:On
Backup Print:Off

.

Fax Forward
Backup Print:On

Press Menu/Set.

Note

■ If you select Backup Print:On, the

machine will also print the fax at your
machine so you will have a copy. This is a
safety feature in case there is a power
failure before the fax is forwarded or a
problem at the receiving machine. The
machine can store faxes up to 60 hours if
there is a power failure.

■ If Fax Forwarding is turned on your

machine can not receive a color fax unless
the sending machine converts it to black &
white.

or

.

8

Press Menu/Set, 2, 5, 1.

1

Remote Fax Opt

1.Fwd/Page/Store

Press ▲ or ▼ to select Fax Forward.

2

Press Menu/Set.
The LCD will ask you to enter the fax

number to which faxes will be
forwarded.

Enter the forwarding number (up to 20

3

digits).
Press Menu/Set.

Press Stop/Exit.

5

8 - 1

Chapter 8

Programming your

Press Stop/Exit.

5

pager number

When Paging is selected, your machine dials
the pager number you’ve programmed, and
then dials your Personal Identification
Number (PIN). This activates your pager so
you will know that you have a fax message in
the memory.

Press Menu/Set, 2, 5, 1.

1

Remote Fax Opt

1.Fwd/Page/Store

Press ▲ or ▼ to select Paging.

2

Press Menu/Set.

Enter your pager phone number

3

followed by # # (up to 20 digits).
Press Menu/Set.
Do not include the area code if it is the

same as that of your machine.
For example, press:

1 8 0 0 5 5 5 1 2 3 4 # #.

If your pager needs a PIN, enter the PIN,

4

press #, press Redial/Pause, enter your
fax number followed by ##.

Press Menu/Set.
For example, press:

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 5 6
7 8 9 # #

—OR—
If you do not need a PIN, press

Redial/Pause, enter your fax number
followed by ##.

Press Menu/Set.

Note

■ You cannot change a Paging number or

PIN remotely.

■ If you have set Paging, a backup copy of

the received fax will automatically be
printed at the machine.

■ If Paging is turned on your machine can

not receive a color fax unless the sending
machine converts it to black & white.

Fax Storage

If you select Fax Storage, your machine

stores the received fax in the memory. You

will be able to retrieve fax messages from

another location using the Remote Retrieval

commands.

Press Menu/Set, 2, 5, 1.

1

Remote Fax Opt

1.Fwd/Page/Store

Press ▲ or ▼ to select Fax Storage.

2

Press Menu/Set.

Press Stop/Exit.

3

Note

■ If you have set Fax Storage, a backup

copy will automatically be printed at the
machine.

■ If Fax Storage is turned on your machine

can not receive a color fax unless the
sending machine converts it to black &
white.

For example, press:

Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #

8 - 2

Remote Fax Options (Black & White only)

PC Fax Receive

If you turn on the PC-Fax Receive feature
your machine will store received faxes in
memory and send them to your PC
automatically. You can then use your PC to
view and store these faxes.

Even if you have turned off your PC (at night
or on the weekend, for example), your
machine will receive and store your faxes in
its memory. The LCD will show the number of
stored faxes received, for example:

PC Fax Msg:001

When you start your PC and the PC-FAX
Receiving software runs, your machine
transfers your faxes to your PC automatically.

To transfer the received faxes to your PC you
must have the PC-FAX Receiving software
running on your PC. (For details, see PC-FAX
receiving in the Software User’s Guide on the
CD-ROM.)

If you select
will also print the fax.

Press Menu/Set, 2, 5, 1.

1

Press ▲ or ▼ to select

2

PC Fax Receive.

Backup Print:On the machine

Remote Fax Opt

1.Fwd/Page/Store

Note

■ When Backup Print is off, your fax

messages are automatically erased from
your machine’s memory when they have
been successfully sent to your PC. When
Backup Print is on, your fax messages are
erased when they have been successfully
printed and sent to the PC.

■ In the event of a power failure, the

machine will store your faxes in the
memory for up to 60 hours. However, if
you select
machine will print the fax, so you will have
a copy if there is a power failure before it
is sent to the PC.

■ If you get an error message and the

machine cannot print the faxes in memory,
you can use this setting to transfer your
faxes to your PC. (For details, see Error
messages on page C-1.)

■ You cannot turn on Memory Security if

PC-Fax Receive is on.

■ PC Fax Receive is not supported in the

Mac
connected on a network.

■ When PC Fax Receive is turned on only

black & white faxes can be received into
the memory and sent to the PC. Color
faxes will be received in real time and
printed in color.

Backup Print:On, the

®

OS or when the machine is

8

Press Menu/Set.

Press ▲ or ▼ to select

3

Backup Print:On or
Backup Print:Off.

PC Fax Receive
Backup Print:On

Press Menu/Set.

Press Stop/Exit.

4

8 - 3

Chapter 8

Changing Remote Fax Options

If received faxes are left in your machine’s
memory when you change to another remote
fax option, the LCD will ask you the following
message:

Erase All Fax?

1.Yes 2.No

—OR—

Print All Fax?

1.Yes 2.No

■ If you press 1, faxes in the memory will be

erased or printed before the setting
changes. If a backup copy has already
been printed it will not be printed again.

■ If you press 2, faxes in the memory will not

be erased or printed and the setting will be
unchanged.

If received faxes are left in the machine’s
memory when you change to

PC Fax Receive from another remote fax

option (

Fax Storage), the LCD will ask you the

following message:

Fax Forward, Paging or

Turning off Remote Fax

Options

Press Menu/Set, 2, 5, 1.

1

Remote Fax Opt

1.Fwd/Page/Store

Press ▲ or ▼ to select Off.

2

Press Menu/Set.

Note

The LCD will give you options if there are

received faxes still in your machine’s

memory. (See Changing Remote Fax

Options on page 8-4.)

Press Stop/Exit.

3

Send Fax to PC?

1.Yes 2.No

■ If you press 1, faxes in the memory will be

sent to your PC before the setting
changes.

■ If you press 2, faxes in the memory will not

be erased or transferred to your PC and
the setting will be unchanged.

8 - 4

Remote Fax Options (Black & White only)

Remote Retrieval

You can call your machine from any touch
tone telephone or fax machine, then use the
Remote Access Code and remote commands
to retrieve fax messages stored in the
memory. Be sure to cut out the Remote
Retrieval Access Card on the last page and
keep it with you at all times.

Setting the Remote Access Code

The remote access code lets you access the
Remote Retrieval features when you are
away from your machine. Before you use the
remote access and retrieval features, you
have to set up your own code. The default
code is inactive code (--- ).

Press Menu/Set, 2, 5, 2.

1

Remote Fax Opt

2.Remote Access

Enter a three-digit code using numbers

2

0-9, or #.
Press Menu/Set. (The preset ‘ ’

cannot be changed.)

Note

Do not use the same code as your Fax
Receive Code ( 51) or Telephone Answer
Code (#51).
(See Operation from extension telephones on
page A-5.)

Using your Remote Access Code

Dial your fax number from a telephone

1

or another fax machine using touch
tone.

When your machine answers,

2

immediately enter your Remote Access
Code (3 digits followed by ).

The machine signals if it has received

3

fax messages:

1 long beep — Fax messages

No beeps — No messages

The machine gives two short beeps to

4

tell you to enter a command. The
machine will hang up if you wait longer
than 30 seconds to enter a command.
The machine will beep three times, if
you enter an invalid command.

Press 9 0 to reset the machine when

5

you’ve finished.

Hang up.

6

Note

If your machine is set to Manual mode and
you want to use the remote retrieval features,
you can access your machine by waiting
about 2 minutes after it starts ringing, and
then entering the Remote Access Code
within 30 seconds.

8

Press Stop/Exit.

3

Note

You can change your code at any time by
entering a new one. If you want to make your
code inactive, press Stop/Exit in Step 2 to
restore the inactive setting (--- ) and press

Menu/Set.

8 - 5

Chapter 8

Remote commands

Follow the commands below to access features when you are away from the machine. When you
call the machine and enter your Remote Access Code (3 digits followed by ), the system will
give two short beeps and you must enter a remote command.

Remote commands Operation details

95 Change the Fax Forwarding,

Paging or Fax Storage settings
1 OFF You can select

messages.

2 Fax Forwarding If you hear one long beep, the change has been accepted. If
3 Paging
4 Fax Forwarding number
6 Fax Storage

96 Retrieve a fax

2 Retrieve all faxes Enter the number of a remote fax machine to receive stored fax

3 Erase faxes from the memory If you hear one long beep, fax messages have been erased

97 Check the receiving status

1 Fax You can check whether your machine has received any faxes.

98 Change the Receive Mode

1 External TAD If you hear one long beep, your change has been accepted.
2 Fax/Tel
3 Fax Only

90 Exit Press 9 0 to exit Remote Retrieval. Wait for the long beep, then

you hear three short beeps, you cannot change it because
something has not been set up (for example, perhaps a Fax
Forwarding or Paging number had not been registered). You
can register your Fax Forwarding number by entering 4. (See
Changing the Fax Forwarding number on page 8-7.) Once you
have registered the number, Fax Forwarding will work.

You can select
messages.

message(s). (See page 8-7.)

from the memory.

If yes, you will hear one long beep. If no, you will hear three
short beeps.

replace the handset.

after you have retrieved or erased all your

Off

after you have retrieved or erased all your

Off

8 - 6

Remote Fax Options (Black & White only)

Retrieving fax messages

You can call your machine from any touch
tone telephone or fax machine and have your
fax messages sent to a fax machine.

Dial your fax number.

1
2 When your machine answers,

immediately enter your Remote Access
Code (3 digits followed by ). If you
hear one long beep, you have
messages.

When you hear two short beeps, use the

3

dial pad to press 9 6 2.

Wait for the long beep, and then use the

4

dial pad to enter the number of the
remote fax machine where you want
your fax messages sent followed by ##
(up to 20 digits).

Note

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

Press 9 0 to reset the machine when

5

you’ve finished.

Hang up after you hear your machine

6

beep. Your machine will call the other
fax machine, which will then print your
fax messages.

Changing the Fax Forwarding number

You can change the default setting of your fax
forwarding number from another telephone or
fax machine using touch tone.

1 Dial your fax number.

When your machine answers,

2

immediately enter your Remote Access
Code (3 digits followed by ). If you
hear one long beep, you have
messages.

When you hear two short beeps, use the

3

dial pad to press 9 5 4.

Wait for the long beep, and then use the

4

dial pad to enter the new number of the
remote fax machine where you want
your fax messages forwarded followed
by ## (up to 20 digits).

Note

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

Press 9 0 to reset the machine when

5

you’ve finished.

Hang up after you hear your machine

6

beep.

8

8 - 7

9

Printing reports

Fax reports

Fax reports (Transmission Verification and
Fax Journal) can be printed automatically and
manually.

Transmission Verification Report

You can use the Transmission Verification
Report as proof that you sent a fax. This
report lists the time and date of transmission
and whether the transmission was successful
(OK). If you select
report will print for every fax you send.

If you send a lot of faxes to the same place,
you may need more than the job numbers to
know which faxes you must send again.
Selecting
a section of the fax’s first page on the report
to help you remember.

When the Transmission Verification Report is
turned
only print if there is a transmission error, with
NG in the RESULT column.

1

2

3

On+Image or Off+Image will print

Note

Off or Off+Image, the Report will

Press Menu/Set, 2, 4, 1.

Report Setting

1.Transmission

Press ▲ or ▼ to select On, On+Image,

Off or Off+Image.

Press Menu/Set.

Press Stop/Exit.

On or On+Image, the

Fax Journal (Activity report)

You can set the machine to print a journal at

specific intervals (every 50 faxes, 6, 12 or 24

hours, 2 or 7 days). If you set the interval to

, you can print the report by following the

Off

steps on Additional reports.

The default setting is

Press Menu/Set, 2, 4, 2.

1

Report Setting

2.Journal Period

Press ▲ or ▼ to choose an interval.

2

Press Menu/Set.
(If you choose 7 days, the LCD will ask

you to choose a day on which to begin
the 7-day countdown.)

Enter the time to begin printing in

3

24-hour format.
Press Menu/Set.
(For example: enter 19:45 for 7:45 PM.)

Press Stop/Exit.

4

Note

■ If you select 6, 12, 24 hours, 2 or 7 days,

the machine will print the report at the
selected time and then erase all jobs from
its memory. If the machine’s memory
becomes full with 200 jobs before the time
you selected has passed, the machine will
print the Journal early and then erase all
jobs from memory. If you want an extra
report before it is due to print, you can
print it without erasing the jobs from
memory.

■ If you select Every 50 Faxes, the

machine will print the Journal when the
machine has stored 50 jobs.

Every 50 Faxes.

9 - 1

Additional reports

Following reports are available:

1.Transmission

Prints a Transmission Verification
Report for your last transmission.

2.Help List

Prints the Help List so you can see
at-a-glance how to quickly program your
machine.

3.Quick-Dial

Lists names and numbers stored in the
One-Touch and Speed-Dial memory, in
numerical order.

4.Fax Journal

Lists information about the last incoming
and outgoing faxes.
(TX means Transmit.)
(RX means Receive.)

5.User Settings

Lists your settings.

6.Network Config

Lists your Network settings.

Printing reports

9

How to print a report

Press Menu/Set, 5.

1

Press ▲ or ▼ to select the report you

2

want.
Press Menu/Set.
—OR—
Enter the number of the report you want

to print.
For example, press 2 to print the Help

List.

Press Black Start or Color Start.

3

9 - 2

10

Polling

Polling Operation

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

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

Note

Some fax machines do not respond to the
Polling feature.

Polling Receive

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

Sequential Polling

Your machine can ask for faxes from several

fax units in a single operation (Sequential

Polling Receive). Afterwards, a Sequential

Polling Report will be printed.

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 1, 7.

2

Setup Receive

7.Polling RX

Enter the fax machines you want to poll

3

using One-Touch, Speed-Dial, a Group
or the dial pad. You must press
Menu/Set between each fax number.

Press Black Start or Color Start. Your

4

machine will poll each number or Group
number in turn to receive a fax.

Set up to receive polling

If it is not illuminated in blue, press

1

(Fax).

Press Menu/Set, 2, 1, 7.

2

Setup Receive

7.Polling RX

Enter the fax number you are polling.

3

Press Black Start or Color Start.

4

The LCD shows

10 - 1

Dialing.

To stop a sequential polling in

progress

Press Menu/Set, 2, 6.

1

The LCD will display the name, if you
stored it, or the fax number being dialed.

Press Menu/Set.

2

The LCD will display:

XXXXXXXX

1.Clear 2.Exit

Press 1 to Clear.

3

The LCD will then display the sequential
polling job number and

2.Exit

To cancel the sequential polling,

4

press 1.

Press Stop/Exit.

5

.

1.Clear

Polled Transmit

Polled Transmit is when you set up your
machine to wait with a document so another
fax machine can call and retrieve it.

Setup for Polled Transmit (Black & White only)

If it is not illuminated in blue, press

1

(Fax).

Load your document.

2

Press Menu/Set, 2, 2, 6.

3

Setup Send

6.Polled TX

Polling

Press ▲ or ▼ to select On (or Off).

4

Press Menu/Set.

The LCD shows:

5

Other Settings

1.Yes 2.No

Press 2 and press Black Start.

6

Note

The document will be stored and can be
retrieved from any other fax machine until you
delete the fax from memory by using the
Canceling a Job menu setting. (See

Checking job status and canceling a waiting
job on page 5-9.)

10

10 - 2

Section III

11. Making copies

Copy

SECTION III COPY

‘

11

Making copies

How to copy

You can use your machine as a copier,
making up to 99 copies at a time.

Entering Copy mode

Before making copies, make sure that

(Copy) is illuminated in blue. If it is not,

press (Copy) to enter Copy mode. The
default setting is Fax mode. You can change

the number of seconds or minutes that the
machine stays in Copy mode. (See Mode
Timer on page 3-8.)

Printable Area

The printable area of your machine begins at
approximately 0.12 in. (3 mm) from both
sides and 0.16 in. (4 mm) from the top or
bottom of the paper.

0.12" (3 mm)

0.16" (4 mm)

Unprintable
area

Making a single copy

Press (Copy) to illuminate it in

1

blue.

Load your document.

2

(See Loading documents on
page 2-10.)

The LCD shows the default copy setting

Stack Copies:01
100% Auto

Stack/Sort No. of Copies

Copy Ratio



Quality

Contrast

Press Black Start or Color Start.

3

Note

To stop copying, press Stop/Exit.

11

11 - 1

Chapter 11

Making multiple copies

1 Press (Copy) to illuminate it in

blue.

Load your document.

2

Press Black Start or Color Start.

6

■ If both trays are using paper that is the

same size, Auto will allow your machine to
take paper from Tray #2 if Tray #1 is out of
paper.

Use the dial pad to enter the number of

3

copies you want (up to 99).

4 Press Black Start or Color Start.

Note

To sort the copies, press Options and ▲ or ▼
to select
using the ADF on page 11-7.)

Tray Use for Copy mode

If your machine does not have the optional
Tray#2, this setting is not available. You can
change the tray that will be used for next copy
only. Normally, the machine uses the paper in
Tray#1 first.

1

2
3

Stack/Sort. (See Sorting copies

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).

To change the default setting follow the

instructions below:

Auto allows your machine to choose the

paper from the optional Tray#2 when paper is

out in Tray#1

document will fit best on the paper in Tray#2.

Press Menu/Set, 1, 9.

1

General Setup

9.Tray Use:Copy

Press ▲ or ▼ to select Tray#1 Only,

2

Tray#2 Only or Auto.

Press Menu/Set.

Press Stop/Exit.

3

Note

1

Copies will automatically be printed from
Tray#2 only if the Paper in Tray#1 was the
same size.

1

or when the size of the

Cancel copying

Press Options and ▲ or ▼ to select

4

Tray Select.

Press ▲ or ▼ to select Auto, #1(xxx)

5

#2(xxx).

or
Press Menu/Set.

The ‘xxx’ is the paper size detected by the
tray or the small size you set in the

Menu/Set, 1, 3.

11 - 2

To stop copying, press Stop/Exit.

Copy options

Making copies

Use the dial pad to enter the number of

3

copies you want (up to 99).

When you want to quickly change the copy
settings temporarily for the next copy, use the
Copy Options keys. You can use different
combinations.

Copy Options keys

Note

■ These settings are temporary, and the

machine returns to its default settings 60
seconds after copying, unless you have
set the Mode Timer to 30 seconds or less.
(See Mode Timer on page 3-8.)

■ You can save some of the copy settings

you use most often by setting them as
default.

Increasing copy quality

Press Options and ▲ or ▼ to select

4

Quality.

Press Menu/Set.

Press ▲ or ▼ to select the copy quality

5

you want (
Press Menu/Set.

Press Black Start or Color Start.

6

To change the default setting follow the
instructions below:

Press Menu/Set, 3, 1.

1

Copy

1.Quality

Press ▲ or ▼ to select Auto, Text or

2

Photo.

Press Menu/Set.

Press Stop/Exit.

3

Auto, Text or Photo).

You can select the copy quality. The default
setting is

Auto Suitable for documents that

Text Suitable for documents

Photo Suitable for copying

1

2

Auto.

contain both text and
photographs.

containing only text.

photographs.

Press (Copy) to illuminate it in
blue.

Load your document.

11

11 - 3

Chapter 11

Enlarging or reducing the image copied

You can select the following enlargement or
reduction ratios.

Custom(25-400%) allows you to enter a

ratio from 25% to 400%.

Press

Enlarge/Reduce

100%

104% EXE→ LTR

141% A5→ A4

200%

Custom(25-400%)

50%

70%

78% LGL→ LTR

83% LGL→ A4

85% LTR→ EXE

91% Full Page

94% A4→ LTR

97% LTR→ A4

Press Black Start or Color Start.

5

—OR—
Press the Options key for more

settings.

Note

■ Page Layout Options 2 in 1 (P),

2 in 1 (L), 4 in 1 (P),
4 in 1 (L) or Poster(3 x 3) are not

available with Enlarge/Reduce.

■ After you choose your settings by pressing

Menu/Set, the LCD shows

Set temporarily.

Press (Copy) to illuminate it in

1

blue.

Load your document.

2

Press Enlarge/Reduce.

3

Press ▲ or ▼ to select the enlargement

4

or reduction ratio you want.
Press Menu/Set.
—OR—
Use the dial pad to enter an

enlargement or reduction ratio from

400%.

to
Press Menu/Set.
(For example, press 5 3 to enter

11 - 4

25%

53%.)

Making copies

Making N in 1 copies or a poster (page layout)

You can reduce the amount of copies by
using the N in 1 copy feature. This allows you
to copy two or four pages onto one page,
allowing you to save paper. It is also possible
to create a poster. When you use the Poster
feature your machine divides your document
into sections, then enlarges the sections so
you can assemble them into a poster. If you
want to print a poster, use the scanner glass.

Note

■ Please make sure paper size is set to

Letter, Legal or A4.

■ You can use N in 1 copy and poster

feature with 100% copy size only.

■ (P) means Portrait and (L) means

Landscape.

■ For Poster copies, you cannot make more

than one copy.

If you are using the scanner glass:

After the machine scans the page, the

7

LCD shows:

Next Page?

1.Yes 2.No

Press 1 to scan the next page.

Place the next page on the scanner

8

glass. The LCD shows:

Set Next Page
Then Press Set

Press Menu/Set.

Repeat Steps 7 and 8 for each page of

9

the layout.

After all the pages of the document have

0

been scanned, press 2 in Step 7 to
end.

Press (Copy) to illuminate it in

1

blue.

Load your document.

2

Use the dial pad to enter the number of

3

copies you want (up to 99).

Press Options and ▲ or ▼ to select

4

Page Layout.

Press Menu/Set.

Press ▲ or ▼ to select 2 in 1 (P),

5

2 in 1 (L), 4 in 1 (P),
4 in 1 (L), Poster(3 x 3) or
Off(1 in 1).

Press Menu/Set.

Press Black Start or Color Start to

6

scan the document.
If you are making a poster or placed the

document in the ADF, the machine
scans the document and starts printing.

11

11 - 5

Chapter 11

When using the ADF, insert document
face up in the direction shown below.

2 in 1 (P)

2 in 1 (L)

4 in 1 (P)

4 in 1 (L)

When using the scanner glass, place
document face down in the direction
shown below.

2 in 1 (P)

Poster(3 x 3)

You can make a poster size copy of a
photograph.

2 in 1 (L)

4 in 1 (P)

4 in 1 (L)

11 - 6

Making copies

Sorting copies using the ADF

You can sort multiple copies. Pages will be
stacked in the order (1 2 3), (1 2 3)
and so on.

Press (Copy) to illuminate it in

1

blue.

2 Load your document.

Use the dial pad to enter the number of

3

copies you want (up to 99).

Press Options and ▲ or ▼ to select

4

Stack/Sort.

Press Menu/Set.

Press ▲ or ▼ to select Sort.

5

Press Menu/Set.

Press Black Start or Color Start.

6

—OR—
Press the Options key for more

settings.

Adjusting Brightness, Contrast and Color

Brightness

You can adjust the copy brightness to make
copies darker or lighter.

1 Press (Copy) to illuminate it in

blue.

Load your document.

2

Use the dial pad to enter the number of

3

copies you want (up to 99).

Press Options and ▲ or ▼ to select

4

Brightness.

Press Menu/Set.

Press ▲ to make a lighter copy.

5

—OR—

▼ to make a darker copy.

Press
Press Menu/Set.

Press Black Start or Color Start.

6

To change the default setting follow the
instructions below:

Press Menu/Set, 3, 2.

1

Copy

2.Brightness

Press ▲ to make a lighter copy.

2

—OR—

▼ to make a darker copy.

Press
Press Menu/Set.

Press Stop/Exit.

3

11 - 7

11

Chapter 11

Contrast

You can adjust copy contrast to make copies
with more or less contrast.

Press (Copy) to illuminate it in

1

blue.

2 Load your document.

Use the dial pad to enter the number of

3

copies you want (up to 99).

Press Options and ▲ or ▼ to select

4

Contrast.

Press Menu/Set.

Press ▲ to increase the contrast.

5

—OR—

▼ to decrease the contrast.

Press
Press Menu/Set.

Press Black Start or Color Start.

6

Color saturation

You can only change the default setting for
Color saturation.

Press Menu/Set, 3, 4.

1

Copy

4.Color Adjust

Press ▲ or ▼ to select

2

2.Green

Press Menu/Set.

Press ▲ to increase the color saturation.

3

—OR—
Press

saturation.
Press Menu/Set.

Return to Step 2 to select the next

4

color.
—OR—

or

3.Blue

▼ to decrease the color

1.Red

.

,

To change the default setting follow the
instructions below:

Press Menu/Set, 3, 3.

1

Copy

3.Contrast

Press ▲ to increase the contrast.

2

—OR—

▼ to decrease the contrast.

Press
Press Menu/Set.

Press Stop/Exit.

3

Press Stop/Exit.

11 - 8

Making copies

Out of Memory message

If the memory becomes full while you are
making copies, the LCD message will guide
you through the next step.

If you get an
scanning a subsequent page, you will have
the option to press Black Start or Color Start
to copy the pages scanned so far, or to press

Stop/Exit to cancel the operation.

Note

To gain extra memory, you can turn off Fax
Storage.
(See Turning off Remote Fax Options on
page 8-4.)

—OR—
Print the faxes that are in the memory.

(See Printing a fax from the memory on
page 6-6.)

When you get an
you may be able to make copies if you first
print incoming faxes in the memory to restore
the memory to 100%.

Out of Memory message while

Out of Memory message,

Legal limitations

Color reproductions of certain documents are
illegal and may result in either criminal or civil
liability. This memorandum is intended to be
a guide rather than a complete listing of every
possible prohibition. In case of doubt, we
suggest that you check with counsel as to any
particular questionable documents.

The following documents issued by the
United States/Canadian Government or any
of its Agencies may not be copied:

■ Money

■ Bonds or other certificates of

indebtedness

■ Certificates of Deposit

■ Internal Revenue Stamps (canceled or

uncanceled)

■ Selective Service or draft papers

■ Passports

■ United States/Canadian Postage Stamps

(canceled or uncanceled)

■ Food Stamps

■ Immigration Papers

■ Checks or drafts drawn by Governmental

agencies

■ Identifying badges or insignias

Copyrighted works cannot be copied.
Sections of a copyrighted work can be copied
for ‘fair use.’ Multiple copies would indicate
improper use.

Works of art should be considered the
equivalent of copyrighted works.

11

Licenses and Certificates of Title to motor
vehicles may not be copied under certain
state/provincial laws.

11 - 9

Section IV

Software and Network Features

The User’s Guide on the CD-ROM includes the Software and Network User’s Guides
for features available when connected to a computer (for example, Printing and
Scanning).

Printing

■

(For Windows
(For Macintosh

Scanning

■

(For Windows
(For Macintosh

ControlCenter2

■

(For Windows
(For Macintosh

Remote Setup

■

(For Windows
(For Macintosh

Brother PC-FAX software

■

(For Windows
(For Macintosh

Network Scanning

■

(For Windows
(For Macintosh

Network Printing

■

(For Windows
(For Macintosh

®

, see Chapter 1 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 7 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 2 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 8 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 3 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 9 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 5 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 11 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 6 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 7 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 4 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 10 in the Software User’s Guide on the CD-ROM.)

®

, see Chapter 4 in the Network User’s Guide on the CD-ROM.)

®

, see Chapter 6 in the Network User’s Guide on the CD-ROM.)

Note

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

SECTION IV SOFTWARE AND NETWORK FEATURES

Section V

A. Important information

B. Menu and Features

C. Troubleshooting and routine maintenance

D. Optional accessories

E. Specifications

F. Glossary

Appendixes

SECTION V APPENDIXES