Brother MFC-9420CNLT User Guide

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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.

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

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

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

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

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

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

Brother numbers

IMPORTANT

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

Register your product

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

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

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

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

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

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

FAQs (Frequently asked questions)

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

http://solutions.brother.com

Note

You can check here for Brother driver updates.

For Customer Service

In USA: 1-800-284-4329 (voice) 1-901-379-1215 (fax)

1-800-284-3238 (TTY service for the hearing-impaired) In Canada: 1-877-BROTHER (voice)

(514) 685-4898 (fax)

Service Center Locator (USA only)

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

Service Center Locations (Canada only)

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

Brother fax back system (USA only)

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

In USA only:

1-800-521-2846

Ordering accessories and supplies

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

In USA:	1-888-879-3232 (voice)
	1-800-947-1445 (fax)
	http://www.brothermall.com
In Canada:	1-877-BROTHER (voice)

Description		Item
Toner Cartridge		Black: TN-04BK (Prints approx. 10,000 pages)
		Cyan: TN-04C (Prints approx. 6,600 pages)
		Magenta: TN-04M (Prints approx. 6,600 pages)
		Yellow: TN-04Y (Prints approx. 6,600 pages)

OPC Belt		OP-4CL

Waste Toner Pack		WT-4CL

Fusing Unit		FP-4CL

Telephone Line Cord		LG3077001

IEEE-1284 Bi-directional Cable		F2A046-10

Power Protector for A/C Power Telephone		QPD120
Line Surges and Voltage Spikes (2 outlets)

Power Protector for A/C Power Telephone		FX120
Line Surges and Voltage Spikes (8 outlets)

Lower Tray Unit		LT-27CL

User's Guide		LF9339001 (English for USA and Canada)
		LF9339002 (French for Canada)

Quick Setup Guide		LF9353001 (English for USA and Canada)
		LF9353002 (French for Canada)

Notice - Disclaimer of Warranties

(USA and Canada)

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

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

Compilation and Publication Notice

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

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

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

iii

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

(USA only)

Who is covered:

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

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

What is covered:

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

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

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

What is the length of the Warranty Periods:

•Machines: one year from the original purchase date.

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

What is NOT covered:

This warranty does not cover: (1)Physical damage to this Product;

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

(3)Damage caused by another device or software used with this Product (including but not limited to damage resulting from use of non Brother®-brand parts and Consumable and Accessory Items);

(4)Consumable and Accessory Items that expired in accordance with a rated life; and,

(5)Problems arising from other than defects in materials or workmanship.

(6)Normal Periodic Maintenance Items, such as Paper Feeding Kit, Fuser and Laser Units.

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

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

Report your issue to our Customer Service Hotline at 1-800-284-4329 or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846.

What Brother will ask you to do:

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

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

(USA only)

What Brother will do:

If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and if you first reported the problem 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.

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.

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY (Canada only)

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

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

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

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

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

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

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

Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER.

Internet support: support@brother.ca or browse Brother’s Web Site: www.brother.com

Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville

Dollard-Des-Ormeaux, QC H9B 3H6

Quick Reference Guide

Sending Faxes

Automatic Transmission

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad.

4 Press Black Start or Color Start.

Storing numbers

Storing One-Touch Dial numbers

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

2Press the One-Touch key where you want to store the number.

Note

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

3Select Fax/Tel. Press Menu/Set.

4Enter the number (up to 20 digits). Press Menu/Set.

5Enter the name up to 15 characters (or leave it blank).

Press Menu/Set.

6 Press Stop/Exit.

Storing Speed-Dial numbers

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

2Using the dial pad, enter a three-digit Speed-Dial location number.

Press Menu/Set.

3Select Fax/Tel. Press Menu/Set.

4Enter the number (up to 20 digits). Press Menu/Set.

5Enter the name up to 15 characters (or leave it blank).

Press Menu/Set.

6 Press Stop/Exit.

Dialing operations

One-Touch Dialing / Speed-Dialing

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3Press the One-Touch key of the number you want to call.

Note

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

—OR—

Press Search/Speed Dial, press #. Press the three-digit Speed-Dial number.

4 Press Black Start or Color Start.

vii

Using Search

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3Press Search/Speed Dial, and then enter the first letter of the name you’re looking for.

Press

▲ or ▲ to search the memory.

Black Start or Color Start.

Making copies

Single copy

1Press (Copy) to illuminate it in blue.

2 Load your document.

3 Press Black Start or Color Start.

Sorting copies using the ADF

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Stack/Sort. Press Menu/Set.

5Press ▲ or ▼ to select Sort. Press Menu/Set.

6 Press Black Start or Color Start.

viii

Section I - General

General Information

Using this Guide ..................................................................................................	1-1
Finding information ........................................................................................	1-1
Symbols used in this Guide ...........................................................................	1-1
How to access the complete User’s Guide ..........................................................	1-2
To view Documentation (For Windows®).......................................................	1-2
To view Documentation (For Macintosh®) .....................................................	1-3
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

Loading paper and documents

Acceptable paper and other media......................................................................	2-1
Recommended paper ....................................................................................	2-1
Type and size of paper ..................................................................................	2-1
Handling and using special paper .................................................................	2-3
Printable area ......................................................................................................	2-7
Loading paper and envelopes .............................................................................	2-8
Loading documents ...........................................................................................	2-10
Using the ADF (automatic document feeder) ..............................................	2-10
Using the scanner glass ..............................................................................	2-11

Setup

Date and Time .....................................................................................................	3-1
Automatic Daylight Savings Time..................................................................	3-1
Station ID.............................................................................................................	3-2
LCD Contrast.......................................................................................................	3-3
Phone line settings ..............................................................................................	3-3
Tone and Pulse dialing mode ........................................................................	3-3
Roll over phone lines .....................................................................................	3-3
Two-line phone system..................................................................................	3-3
Converting telephone wall outlets..................................................................	3-4
Installing machine, external two-line TAD and two-line telephone ................	3-4
Multi-line connections (PBX) .........................................................................	3-5
Connecting an external or extension telephone ............................................	3-5
Connecting an external telephone answering device (TAD) .........................	3-5
Ecology features..................................................................................................	3-7
Toner Save ....................................................................................................	3-7
Sleep Time ....................................................................................................	3-8
Mode Timer..........................................................................................................	3-8


	......................................................................................................Paper settings	3-9
	Paper Type ....................................................................................................	3-9
	Paper Size .....................................................................................................	3-9
	Volume Settings.................................................................................................	3-10
	Ring Volume ................................................................................................	3-10
	Beeper Volume............................................................................................	3-10
	Speaker Volume ..........................................................................................	3-10
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

Receiving a fax

Receive Mode......................................................................................................	6-1
Fax Receive Settings...........................................................................................	6-2
Ring Delay .....................................................................................................	6-2
F/T Ring Time (Fax/Tel mode only)...............................................................	6-3
Tray Use for Fax mode..................................................................................	6-3
Printing a reduced incoming fax (Auto Reduction) ........................................	6-4
Receiving a fax at the end of a conversation.................................................	6-4
Changing the remote codes ..........................................................................	6-5
Easy Receive.................................................................................................	6-5
Printing a fax from the memory .....................................................................	6-6
Setting the Print Density ................................................................................	6-6
Operation from extension telephones............................................................	6-6
Using a cordless external handset ................................................................	6-6
For Fax/Tel mode only...................................................................................	6-7

Dialing and phone options

How to dial...........................................................................................................	7-1
Manual dialing ...............................................................................................	7-1
One-Touch Dialing.........................................................................................	7-1
Speed-Dialing ................................................................................................	7-1
Search ...........................................................................................................	7-2
Fax Redial .....................................................................................................	7-2
Storing numbers ..................................................................................................	7-3
Storing a Pause .............................................................................................	7-3
Storing One-Touch Dial numbers ..................................................................	7-3
Storing Speed-Dial numbers .........................................................................	7-4
Changing One-Touch and Speed-Dial numbers ...........................................	7-4
Setting up Groups for Broadcasting ..............................................................	7-5
Access codes and credit card numbers.........................................................	7-6
Tone or Pulse ................................................................................................	7-6
Phone line services..............................................................................................	7-6
Distinctive Ring..............................................................................................	7-6
Caller ID.........................................................................................................	7-8

Remote Fax Options (Black & White only)

Fax Forwarding....................................................................................................	8-1
Programming your pager number........................................................................	8-2
Fax Storage .........................................................................................................	8-2
PC Fax Receive...................................................................................................	8-3
Changing Remote Fax Options ...........................................................................	8-4
Turning off Remote Fax Options ...................................................................	8-4
Remote Retrieval.................................................................................................	8-5
Setting the Remote Access Code..................................................................	8-5
Using your Remote Access Code..................................................................	8-5
Remote commands..............................................................................................	8-6
Retrieving fax messages ...............................................................................	8-7
Changing the Fax Forwarding number ..........................................................	8-7

Printing reports

Fax reports...........................................................................................................	9-1
Transmission Verification Report...................................................................	9-1
Fax Journal (Activity report)...........................................................................	9-1
Additional reports.................................................................................................	9-2

Polling

Polling Operation ...............................................................................................	10-1
Polling Receive ..................................................................................................	10-1
Set up to receive polling ..............................................................................	10-1
Sequential Polling ........................................................................................	10-1
Polled Transmit..................................................................................................	10-2
Setup for Polled Transmit (Black & White only)...........................................	10-2

Section III - Copy

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	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

xii

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

Menu and Features

On-screen programming	..................................................................................... B-1
Menu table....................................................................................................	B-1
Memory storage............................................................................................	B-1
Menu keys ..........................................................................................................	B-2
Menu Table.........................................................................................................	B-3
Copy options key ..............................................................................................	B-14
Entering Text ....................................................................................................	B-15

Troubleshooting and routine maintenance

Troubleshooting..................................................................................................	C-1
Error messages ............................................................................................	C-1
Document jams.............................................................................................	C-6
Paper jams ...................................................................................................	C-7
Paper Jam A1 / Paper Jam A2 .....................................................................	C-8
Paper Jam B.................................................................................................	C-9
Paper Jam C...............................................................................................	C-10
If you are having difficulty with your machine .............................................	C-11
Improving the print quality ..........................................................................	C-16
Setting Dial Tone Detection........................................................................	C-20
Compatibility ...............................................................................................	C-20
Routine maintenance........................................................................................	C-20
Cleaning the outside of the machine ..........................................................	C-21
Cleaning the scanner glass ........................................................................	C-22
Cleaning to prevent paper jams..................................................................	C-22
Cleaning the laser glass .............................................................................	C-24
Replacing the consumable items......................................................................	C-26
Toner cartridges .........................................................................................	C-28
Waste toner pack........................................................................................	C-31
OPC belt cartridge ......................................................................................	C-33
Fusing unit ..................................................................................................	C-35
Replacing the transfer belt cleaner.............................................................	C-37
Replacing the transfer roller .......................................................................	C-39
Machine Information .........................................................................................	C-40
Checking the Serial Numbers.....................................................................	C-40
Checking the Page Counters......................................................................	C-40
Checking remaining life of parts .................................................................	C-40
Packing and shipping the machine ...................................................................	C-41

xiii

F G H

Optional accessories

Optional accessories ..........................................................................................	D-1
Lower tray unit (LT-27CL).............................................................................	D-1
SO-DIMM (Memory) .....................................................................................	D-3
Installing additional memory .........................................................................	D-4

Specifications

Product description .............................................................................................	E-1
General ...............................................................................................................	E-1
Print media..........................................................................................................	E-2
Fax......................................................................................................................	E-3
Copier .................................................................................................................	E-4
Scanner ..............................................................................................................	E-5
Printer .................................................................................................................	E-6
Interfaces ............................................................................................................	E-6
Computer requirements ......................................................................................	E-7
Consumable items ..............................................................................................	E-8
Replacement Parts .............................................................................................	E-8
Network (LAN) ....................................................................................................	E-9

Glossary

Index

Remote Retrieval Access Card

xiv

Section I

General

1.General Information

2.Loading paper and documents

3.Setup

4.Security features

SECTION I GENERAL

1 General Information

Using this Guide

Finding information

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

Symbols used in this Guide

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

Bold			Bold typeface identifies specific keys on the machine’s control panel.
Italics			Italicized typeface emphasizes an important point or refers you to a related topic.
Courier			Courier type face identifies the messages on the LCD of the machine.
			Warnings tell you what to do to prevent possible personal injury.
			Electrical Hazard icons alert you to a possible electrical shock.
			Hot Surface icons warn you not to touch machine parts that are hot.
			Cautions specify procedures you must follow or avoid to prevent possible

			damage to the machine or other objects.
			Improper Setup icons alerts you to devices and operations that are not
			compatible with the machine.
			Notes tell you how you should respond to a situation that may arise or give tips
			about how the operation works with other features.

1 - 1

Chapter 1

How to access the complete User’s Guide

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

To view Documentation (For Windows®)

From the Start menu, select Brother, MFL Pro Suite MFC-9420CN from the Programs Group and then select User’s Guide.

—OR—

1Turn on your PC. Insert the Brother CD-ROM labeled Windows® into your CD-ROM drive.

2If the model name screen appears, click your model name.

3If the language screen appears, click your language.

The CD-ROM main menu will appear.

1 - 2

Note

If this window does not appear, use Windows® Explorer to run the setup.exe program from the root directory of the Brother CD-ROM.

4 Click Documentation.

5Click the documentation you want to read.

•Quick Setup Guide: Setup and Software Installation Instructions

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

•PaperPort® User’s Guide: Document 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

■Instructions for scanning directly from ScanSoft® PaperPort®

To view Documentation (For Macintosh®)

1Turn on your Macintosh®. Insert the Brother CD-ROM labeled Macintosh® into your CD-ROM drive. The following window will appear.

(Mac OS® X)

2 Double-click the Documentation icon.

3The select Language screen appears, double-click your language.

4Click the documentation you want to read.

•Quick Setup Guide: Setup and Software Installation Instructions

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

General Information

How to find Scanning instructions

There are several ways you can scan

documents. You can find the instructions as 1 follows:

Software User's Guide:

■Scanning in Chapter 8

(For Mac OS® 9.1 - 9.2/Mac OS® X 10.2.4 or greater)

■ControlCenter2 (For Mac OS® X 10.2.4 or greater) in Chapter 9

■Network Scanning (For Mac OS® X 10.2.4 or greater) in Chapter 10

Presto!® PageManager® User's Guide

■Instructions for scanning directly from Presto!® PageManager®

1 - 3

Chapter 1

Control panel overview

03/01 15:25 Fax

Sleep

		5 Menu keys:


1	One-Touch Keys
	These 8 keys give you instant access to 16	Menu/Set
	previously stored numbers.	Menu/Set
	previously stored numbers.	The same key is used for Menu and Set
	Shift	The same key is used for Menu and Set
2	Shift	operations.
	To access One-Touch numbers 9 to 16, hold	Lets you access the Menu to program and
	down Shift as you press the One-Touch key.	store your settings in the machine.
3	Copy keys (Temporary settings):	Volume keys

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.

4Mode keys:

Fax

Lets you access Fax mode.

Scan

Lets you access Scan mode.

Copy

Lets you access Copy mode.

▲ ▲

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

General Information

03/01 15:25 Fax

Sleep

6Dial Pad

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

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

7Black Start

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

Color Start

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

8Stop/Exit

Stops an operation or exits from the menu.

9Secure Print

Lets you print secured print data saved in the machine’s memory if you enter the four-digit

password. (For details about using this feature, for Windows® see Chapter 1 in the

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

@Liquid Crystal Display (LCD)

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

AFax 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.

BPrint 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

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. To cancel receiving, press Stop/Exit.

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.

General Information

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 - 7

2 Loading paper and documents

Acceptable paper and other media

Type and size of paper

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

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/m2) into the optional lower tray unit. It may cause paper jams.

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/m2) or up 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/m2). 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:

Tray and optional unit	Name


Standard paper tray	Tray 1

Optional lower tray	Tray 2

2 - 1

Loading paper and documents

Paper capacity of the paper trays

		Standard Paper Tray	Optional lower tray
		(Tray 1)	(Tray 2)

Paper size		A4, Letter, Legal, B5 (JIS/ISO),	A4, Letter, B5 (JIS/ISO),	2
		Executive, A5, COM10, DL,	Executive	2
		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	Up to 530 sheets
		(20 lb or 80 g/m2)	(20 lb or 80 g/m2)
	Thick/Thicker	Up to 40 sheets	Up to 1.76 in. (44 mm)
	paper	(44 lb or 165 g/m2)	loading height
	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*	N/A
		condition.

* H/H = High temperature/High humidity

Recommended paper specifications

The following paper specifications are suitable for this machine.

Basis weight (lb (g/m2))	16-24 (75-90)
Thickness (µm)	80-110

Roughness (sec.)	Higher than 20

Stiffness (cm3/100)	90-150
Grain direction	Long grain

Volume resistivity (ohm)	10e9-10e11
Surface resistivity (ohm-cm)	10e10-10e12
Filler	CaCO3 (Neutral)
Ash content (wt%)	Below 23

Brightness (%)	Higher than 80

Opacity (%)	Higher than 85

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.

2 - 3

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.

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.

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

Loading paper and documents

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.

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

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.

Transparencies and labels can be fed from Tray 1 only.

Loading paper and documents

Types of labels and transparencies to avoid

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

shape.

CAUTION

■Avoid feeding labels with the carrier sheet exposed because your machine will be damaged.

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

2 - 6

Chapter 2

Printable area

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

Portrait

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)

2 - 7

Landscape

2		4
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.

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.

Loading paper and documents

To load paper or other media in the paper tray

1 Pull the paper tray completely out of the machine.

2Place the tray on a flat table and lift the front tray cover.

2 - 8

Chapter 2

3Squeeze the snap lock on the end of the 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.

5Put the paper in the tray with the recommended print side face up.

PAPER
LABEL	ENVELOPE
TRANSPARENCY	CARDSTOCK

ABC

4Fan the stack of paper well to avoid paper jams and mis-feeds.

6 Lower the front tray cover.

ABC

7Put the paper tray firmly back in the machine and unfold the output paper tray support flap before you use the machine.

Output paper tray support flap

2 - 9

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 paper and documents

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/m2) paper and always fan the pages before putting them in the ADF.

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.

■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

1Fan the pages well. Make sure you put the documents face up, top edge first in the ADF until you feel them touch the feed roller.

2Adjust the paper guides to fit the width of your documents.

3Unfold the ADF document output support flap.

CAUTION

DO NOT pull on the document while it is feeding.

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.

1 Lift the document cover.

2Using the document guidelines on the left, center the document face down on the scanner glass.

Place documents Face Down on the scanner glass.

3 Close the document cover.

CAUTION

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

2 - 11

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.

1 Press Menu/Set, 0, 2.

Initial Setup 2.Date/Time

2Enter the last two digits of the year. Press Menu/Set.

3Enter two digits for the month. Press Menu/Set.

(For example, enter 09 for September, or 10 for October.)

4Enter two digits for the day. Press Menu/Set.

(For example, enter 06 for 6th.)

5Enter the time in 24-Hour format. Press Menu/Set.

(For example, enter 15:25 for 3:25 P.M.)

6Press Stop/Exit.

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 Sleep. (See Sleep Time on page 3-8.)

Automatic Daylight Savings

Time

You can set the machine to change

automatically for Daylight Savings Time. It 3 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.

1 Press Menu/Set, 1, 5.

General Setup 5.Auto Daylight

2Press ▲ or ▼ to select On (or Off). Press Menu/Set.

3 Press Stop/Exit.

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.

1 Press Menu/Set, 0, 3.

Initial Setup 3.Station ID

2Enter your fax number (up to 20 digits). Press Menu/Set.

3Enter your telephone number (up to 20 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.)

4Use the dial pad to enter your name (up to 20 characters).

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

5 Press Stop/Exit.

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.

3 - 2

LCD Contrast

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

1 Press Menu/Set, 1, 7.

General Setup 7.LCD Contrast

2Press ▲ to increase the contrast.

—OR—

Press ▼ to decrease the contrast. Press Menu/Set.

3 Press Stop/Exit.

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.

1 Press Menu/Set, 0, 4.

Initial Setup 4.Tone/Pulse

2Press ▲ or ▼ to select Pulse (or Tone). Press Menu/Set.

3 Press Stop/Exit.

Setup

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 - 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

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.

1Place the two-line TAD and the two-line telephone next to your machine.

2Plug one end of the telephone line cord 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.

3Plug 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.

4Plug one end of the second telephone line cord for your TAD into the L2 jack of the two-line TAD. Plug the other end into the EXT. jack on the left side of the machine.

Triplex Adapter

Two Line Phone

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

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

1It is not guaranteed that the unit will operate properly under all circumstances with a PBX. Any cases of difficulty should be reported first to the company that handles your PBX.

2If all incoming calls will be answered by a switchboard operator, it is recommended that the Receive Mode be set to Manual. All incoming calls should initially be regarded as telephone calls.

Setup

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.

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.

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.)

Improper Setup

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

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).

1Plug the telephone line cord from the telephone wall jack into the back of the machine, in the jack labeled LINE.

2Plug the telephone line cord from your 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.)

3Set your external TAD to four rings or less. (The machine’s Ring Delay setting does not apply.)

4Record the outgoing message on your external TAD.

3 - 6

5 Set the TAD to answer calls.

6Set the Receive Mode to

External TAD.

(See Receive Mode on page 6-1.)

Recording outgoing message (OGM) on an external TAD

Timing is important in recording this message.

1Record 5 seconds of silence at the beginning of your message. (This allows your machine time to listen for the fax CNG tones of automatic transmissions before they stop.)

2 Limit your speaking to 20 seconds.

3End your 20-second message by giving your Fax Receive Code for people sending manual faxes. For example:

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

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.

Setup

Ecology features

Toner Save

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

1 Press Menu/Set, 1, 6, 1.

Ecology 1.Toner Save

2Press ▲ or ▼ to select On (or Off). Press Menu/Set.

3 Press Stop/Exit.

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 Sleep on the LCD. If you try to print or copy in sleep mode, there will be a short delay while the fuser warms up to its working temperature.

1 Press Menu/Set, 1, 6, 2.

Ecology 2.Sleep Time

2Use the dial pad to enter the length of time the machine is idle before it goes into sleep mode (00 to 99).

Press Menu/Set.

3 Press Stop/Exit.

Note

■If you want to turn off sleep mode, press

Start (either Black or Color) and Options 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

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 Off, the machine stays in the mode you used last.

1 Press Menu/Set, 1, 1.

General Setup 1.Mode Timer

2Press ▲ or ▼ to select 0 Sec,

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

Press Menu/Set.

3 Press Stop/Exit.

Paper settings

Paper Type

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

1 Press Menu/Set, 1, 2.

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 Tray#1 or Menu/Set, 1, 2, 2 to set the paper type for Tray#2.

2Press ▲ or ▼ to select Thin, Plain,

Thick, Thicker or Recycled Paper. Press Menu/Set.

3 Press Stop/Exit.

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.

Setup

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 3 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.

1 Press Menu/Set, 1, 3.

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.

2Press ▲ or ▼ to select B5, DL, Com10 or

JISB5.

Press Menu/Set.

3 Press Stop/Exit.

Note

If you select Tray#2 in Step 1, you can only select B5 or JISB5.

3 - 9

Chapter 3

Volume Settings

Ring Volume

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

1 Press Menu/Set, 1, 4, 1.

Volume 1.Ring

2Press ▲ or ▼ to select Low, Med, High or Off.

Press Menu/Set.

3 Press Stop/Exit.

—OR—

You can adjust the ring volume when your machine is idle (not being used).

mode (Fax), press

▲ or

▲

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.

Beeper Volume

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

1 Press Menu/Set, 1, 4, 2.

Volume 2.Beeper

2Press ▲ or ▼ to select Low, Med, High or Off.

Press Menu/Set.

3 Press Stop/Exit.

Speaker Volume

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

1 Press Menu/Set, 1, 4, 3.

Volume 3.Speaker

2Press ▲ or ▼ to select Low, Med, High or Off.

Press Menu/Set.

3 Press Stop/Exit.

—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.

3 - 10

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 On, the following 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

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.	4
	(See Brother numbers on page i.)	4
	(See Brother numbers on page i.)

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

Security 2.Setting Lock

2Enter a four-digit number for the password.

Press Menu/Set.

The LCD shows Verify:

3Re-enter the password. Press Menu/Set.

4 Press Stop/Exit.

4 - 1

Chapter 4

Changing the Setting Lock password

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

2Press ▲ or ▼ to select Set Password. Press Menu/Set.

3Enter the registered four-digit password. Press Menu/Set.

4Enter a four-digit number for the new password.

Press Menu/Set.

5If the LCD shows Verify:, re-enter the new password.

Press Menu/Set.

6 Press Stop/Exit.

Turning Setting Lock on

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

Security 2.Setting Lock

2Press ▲ or ▼ to select On. Press Menu/Set.

3Enter the registered four-digit password. Press Menu/Set.

4 Press Stop/Exit.

4 - 2

Turning Setting Lock off

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

Security 2.Setting Lock

2Enter the registered four-digit password. Press Menu/Set twice.

3 Press Stop/Exit.

Note

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

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

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.)

Security features

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.)

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

Security

1.Mem Security

2Enter a four-digit number for the password.

Press Menu/Set.

The LCD shows Verify:

3Re-enter the password. Press Menu/Set.

4 Press Stop/Exit.

4 - 3

Chapter 4

Changing the Memory

Security password

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

2Press ▲ or ▼ to select Set Password. Press Menu/Set.

3Enter the registered four-digit password. Press Menu/Set.

4Enter a four-digit number for the new password.

Press Menu/Set.

5If the LCD shows Verify:, re-enter the new password.

Press Menu/Set.

6 Press Stop/Exit.

Turning Memory Security on

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

Security

1.Mem Security

2Press ▲ or ▼ to select Set Security. Press Menu/Set.

3Enter the registered four-digit password. Press Menu/Set.

The machine goes offline and the LCD shows Secure Mode.

Note

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

Turning Memory Security off

1Press Menu/Set.

Enter the registered four-digit password.

2Press 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 Wrong Password and stays offline. The machine will stay in Secure Mode until the registered password is entered.

4 - 4

Section II

Fax & Telephone

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

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.

1If it is not illuminated in blue, press

(Fax).

2 Put the document face up in the ADF.

3 Dial the fax number.

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

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.

1If it is not illuminated in blue, press

(Fax).

2Place the first page on the scanner glass.

3 Dial the fax number.

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.

4To send more than one page, press 1 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.

5Place the next page on the scanner 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 Real Time TX is set to Off).

Note

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

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 5 number.

Note

■Your machine normally uses Dual Access. However, to send a color fax, the machine will send the document in real time (even if Real Time TX is set to Off).

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 get an Out of Memory message while 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 - 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.

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3Pick up the handset of the external 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.

4When you hear the fax tone, press

Black Start or Color Start.

5If you picked up the handset of an external phone, replace it.

5 - 3

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.

1Ask the other party to wait for fax tones (beeps) and then to press Start or Send key before hanging up.

2If it is not illuminated in blue, press

(Fax).

3Load your document.

Press Black Start or Color Start.

4If you load the document on the scanner glass, press 1 to send the fax.

5 Replace the external phone’s handset.

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.

If you get an Out of Memory message while 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.)

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.

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3Enter a number using One-Touch, Speed-Dial, a Group number, Search or manual dialing using the dial pad.

Press Menu/Set after each number.

4After you have entered all the fax numbers, press Black Start.

Sending a fax

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.

To stop a broadcast in progress

1Press Menu/Set, 2, 6.

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

2Press Menu/Set. The LCD will display:

XXXXXXXX 1.Clear 2.Exit

3 Press 1 to Clear.

The LCD will then display the Broadcast job number and 1.Clear 2.Exit.

4 To cancel the Broadcast, press 1.

5 Press Stop/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.

1If it is not illuminated in blue, press

(Fax).

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

Other Settings 1.Yes 2.No

2Press 1 to select more settings. The LCD will return to the Setup Send menu.

—OR—

Press 2 if you have finished choosing settings and go to the next step.

5 - 5

Contrast

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

Use Light to send a light document.

Use Dark to send a dark document.

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

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

Setup Send 1.Contrast

4Press ▲ or ▼ to select Auto, Light or

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 ▲ or ▼ to select the setting you want, and then press Menu/Set.

—OR—

You can change the default setting.

1If it is not illuminated in blue, press

(Fax).

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

Setup Send

2.Fax Resolution

3Press ▲ or ▼ to select the resolution 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.
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 S.Fine or Photo and then use the Color Start key to send a fax, the machine will send the fax using the Fine setting.

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 5 Real Time TX to On for all documents or

Next Fax:On for the next fax only.

Sending in real time for all faxes

1If it is not illuminated in blue, press

(Fax).

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

Setup Send 5.Real Time TX

3Press ▲ or ▼ to select On (or Off). Press Menu/Set.

5 - 6

Chapter 5

Sending in real time for the next fax only

1If it is not illuminated in blue, press

(Fax).

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

Setup Send 5.Real Time TX

3Press ▲ or ▼ to select Next Fax:On

(or Next Fax:Off). 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).

5 - 7

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.

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3 Press Menu/Set, 2, 2, 9.

Setup Send 9.Overseas Mode

4Press ▲ or ▼ to select On (or Off). Press Menu/Set.

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.

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

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

Setup Send 3.Delayed Fax

4Press Menu/Set to accept the displayed time.

—OR—

Enter the time you want the fax to be sent (in 24-hour format).

(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.

Sending a fax

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.

1 If it is not illuminated in blue, press
(Fax).	5
2 Press Menu/Set, 2, 2, 4.

Setup Send 4.Batch TX

3Press ▲ or ▼ to select On (or Off). Press Menu/Set.

4 Press Stop/Exit.

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 No Jobs Waiting.) You can cancel a fax job that is stored and waiting in the memory.

1 Press Menu/Set, 2, 6.

Fax

6.Remaining Jobs

2If you have more than one job waiting, press ▲ or ▼ to select the job you want to cancel.

Press Menu/Set.

—OR—

If you only have one job waiting, go to Step 3.

3Press 1 to cancel.

To cancel another job waiting, go to Step 2.

—OR—

Press 2 to exit without canceling.

4 Press Stop/Exit.

5 - 9

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

6.(User Defined)

Most of the Setup Send settings are 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.

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.

1If it is not illuminated in blue, press

(Fax).

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

Setup Send 8.Coverpage Msg

3Press ▲ or ▼ to choose 5 or 6 for your own comment.

Press Menu/Set.

4Use the dial pad to enter your 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.

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3 Press Menu/Set, 2, 2, 7.

Setup Send 7.Coverpg Setup

4Press ▲ or ▼ to select Next Fax:On

(or Next Fax:Off). Press Menu/Set.

Sending a fax

5Press ▲ or ▼ to select one of the standard or your own comments.

Press Menu/Set.

6Enter two digits to show the number of 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.

1 If it is not illuminated in blue, press

(Fax).

2 Press Menu/Set, 2, 2, 7.

Setup Send 7.Coverpg Setup

3Press ▲ or ▼ to select On (or Off). Press Menu/Set.

4If you selected On, press ▲ or ▼ to 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.

If it is not illuminated in blue, press

(Fax).

Press Menu/Set, 2, 2, 7.

Setup Send 7.Coverpg Setup

3Press ▲ or ▼ to select Print Sample. Press Menu/Set.

4Press Black Start or Color Start. Your machine prints a copy of your cover page.

5 - 11

6 Receiving a fax

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	The machine automatically	For dedicated fax lines.
(automatic receive)	answers every call as a fax.

Fax/Tel	The machine controls the	Use this mode if you expect to receive lots of fax messages
(fax and telephone)	line and automatically	and few telephone calls. You cannot have an answering
(with an external or	answers every call. If the call	machine on the same line, even if it is on a separate
(with an external or	is a fax it will receive the fax.	telephone wall jack on the same line. You cannot use the
extension telephone only)	is a fax it will receive the fax.	telephone wall jack on the same line. You cannot use the
extension telephone only)	If the call is not a fax it will	telephone company’s Voice Mail in this mode.
	If the call is not a fax it will	telephone company’s Voice Mail in this mode.
	ring (pseudo/double ring) for		6
	you to pick up the call.		6

External TAD	The external answering	Use this mode if you have connected an answering
(with an external	device (TAD) automatically	machine to the EXT jack of your machine.
answering device only)	answers every call.	The External TAD setting works only with an external
	Voice messages are stored	answering machine. Ring Delay does not work in this
	on the external TAD. If it is a	setting.
	fax call, the machine
	receives the fax.

Manual	You control the phone line	Use this mode if you do not receive many fax messages,
(manual receive)	and must answer every call	use Distinctive Ring, or if you are using a computer on the
(with an external or	yourself unless you are using	same line.
(with an external or	the Distinctive Ring feature.	If you answer and hear fax tones, wait until the machine
extension telephone only)	the Distinctive Ring feature.	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 - 1

Chapter 6

To select or change your Receive

Mode

1 Press Menu/Set, 0, 1.

Initial Setup 1.Receive Mode

2Press ▲ or ▼ to select Fax Only,

Fax/Tel, External TAD or Manual. Press Menu/Set.

3 Press Stop/Exit.

Current Receive Mode

12/10 11:53 Fax

Fax : Fax Only

F/T : Fax/Tel

TAD : External TAD

Mnl : Manual

6 - 2

Fax Receive Settings

Ring Delay

The Ring Delay sets the number of times the machine rings before it answers in Fax Only or Fax/Tel mode. If you have extension 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.)

1If it is not illuminated in blue, press

(Fax).

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

Setup Receive 1.Ring Delay

3Press ▲ or ▼ to select how many times the line rings before the machine answers (00 - 04).

Press Menu/Set.

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

4 Press Stop/Exit.

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.)

1If it is not illuminated in blue, press

(Fax).

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

Setup Receive 2.F/T Ring Time

3Press ▲ or ▼ to select how long the machine will ring to alert you that you have a voice call (20, 30, 40 or 70 seconds).

Press Menu/Set.

4 Press Stop/Exit.

Note

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

Receiving a fax

Tray Use for Fax mode

If your machine does not have the optional tray #2, this setting is not available. The default setting of Auto allows your machine 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.

1 Press Menu/Set, 1, 0.

General Setup 0.Tray Use:Fax

2Press ▲ or ▼ to select

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

Press Menu/Set.

3 Press Stop/Exit.

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.

1If it is not illuminated in blue, press

(Fax).

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

Setup Receive 5.Auto Reduction

3Use ▲ or ▼ to select On (or Off). Press Menu/Set.

4 Press Stop/Exit.

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 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.

1Ask the other party to place the document in their machine and to press Start or Send key.

2When you hear the other machine’s CNG tones (beeps), press Black Start or Color Start.

3 Press 2 to receive the fax.

4 Replace the external phone’s handset.

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.

1If it is not illuminated in blue, press

(Fax).

2 Press Menu/Set, 2, 1, 4.

Setup Receive 4.Remote Codes

3Press ▲ or ▼ to select On (or Off). Press Menu/Set.

4Enter the new Fax Receive Code. Press Menu/Set.

5Enter the new Telephone Answer Code. Press Menu/Set.

6 Press Stop/Exit.

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 9 9 9).

■Remote Codes might not work with some telephone systems.

Receiving a fax

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 On allows the machine to receive fax calls automatically, even if you lift the handset of an extension or external phone. When you see Receiving on the LCD or when you hear ‘chirps’ through the handset of an extension phone connected to another telephone wall jack, just replace the handset and your machine will do the rest.

Note

■ If this feature is set to On, but your	6
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 Off.

■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.)

1If it is not illuminated in blue, press

(Fax).

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

Setup Receive 3.Easy Receive

3Use ▲ or ▼ to select On (or Off). Press Menu/Set.

4 Press Stop/Exit.

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

2 Press Black Start or Color Start.

Setting the Print Density

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

1If it is not illuminated in blue, press

(Fax).

2 Press Menu/Set, 2, 1, 6.

Setup Receive 6.Print Density

3Press ▲ to make the print darker.

—OR—

Press ▼ to make the print lighter. Press Menu/Set.

4 Press Stop/Exit.

6 - 6

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 Receiving, 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.)

Using a cordless external handset

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 - 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

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

To search alphabetically*

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

Dialing and phone options

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 - 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.

7 - 3

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.

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

Set Quick-Dial 1.One-Touch Dial

2Press the One-Touch key where you want to store a number.

3Select Fax/Tel. Press Menu/Set.

4Enter the phone or fax number (up to 20 digits).

Press Menu/Set.

5Use the dial pad to enter the name (up 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.

6Go to Step 2 to store another One-Touch number.

—OR—

Press Stop/Exit.

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.

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

Set Quick-Dial 2.Speed-Dial

2Use the dial pad to enter a three-digit Speed-Dial location number.

(001 - 200)

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

3Select Fax/Tel. Press Menu/Set.

4Enter the phone or fax number (up to 20 digits).

Press Menu/Set.

5Use the dial pad to enter the name (up 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.

6Go to Step 2 to store another Speed-Dial number.

—OR—

Press Stop/Exit.

Dialing and phone options

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:

1Press 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 ▲ or ▲ to position the cursor under the character you want to change, and then type over it.

•If you want to erase the whole number 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.

2Enter a new number. Press Menu/Set.

3Follow the directions beginning at 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

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.)

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

Set Quick-Dial 3.Setup Groups

2Decide where you wish to store the Group.

—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.)

3Use the dial pad to enter the Group number (1 to 8).

Setup Groups

Setup Group:G01

Press Menu/Set.

(For example, press 1 for Group 1.)

7 - 5

4To include One-Touch or Speed-Dial numbers in the Group, press them as follows:

For example, for One-Touch number 2, press One-Touch key 2. The LCD shows 002. For Speed-Dial location 009, press Search/Speed Dial, and then 009 on the dial pad.

Setup Groups

G01:002#009

5Press Menu/Set to accept the numbers for this Group.

6Use the dial pad and the chart on page B-15 to enter a name for the Group.

Press Menu/Set.

(For example, type NEW CLIENTS).

7 Press Stop/Exit.

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.)

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.

1Lift the handset of the external phone and press Hook or the machine’s control panel.

2Press # on the machine’s control panel. Any digits dialed after this will send tone signals.

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

Dialing and phone options

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.

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.

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

If you decide to get the Distinctive Ring service from the telephone company, you will need to follow the directions 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.

7 - 7

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 Rings

Pattern

1long-long

2short-long-

short

short-short-

long

very 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.

Registering the Distinctive Ring pattern

Very important!

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

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

Miscellaneous 2.Distinctive

2Press ▲ or ▼ to select Set. Press Menu/Set.

3Press ▲ 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.)

4Press Stop/Exit. Distinctive Ring is now set to on.

Turning off Distinctive Ring

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

Miscellaneous 2.Distinctive

2Press ▲ or ▼ to select Off. Press Menu/Set.

3 Press Stop/Exit.

Dialing and phone options

Note

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

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 - 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.

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

Miscellaneous 3.Caller ID

2Press ▲ or ▼ to select Display#. 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 No Caller ID will appear on the display.

3Press ▲ or ▼ to scroll through the Caller 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.

4 Press

▲ to return to the Caller ID listing.

—OR—

Press Stop/Exit.

Printing Caller ID List

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

Miscellaneous 3.Caller ID

2Press ▲ or ▼ to select Print Report. Press Menu/Set.

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

3 Press Black Start or Color Start.

4After printing has finished, press

Stop/Exit.

7 - 9


	8		Remote Fax Options
	8		(Black & White only)
			(Black & White only)

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.)

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.

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

Remote Fax Opt 1.Fwd/Page/Store

2Press ▲ or ▼ to select Fax Forward. Press Menu/Set.

The LCD will ask you to enter the fax number to which faxes will be forwarded.

3Enter the forwarding number (up to 20 digits).

Press Menu/Set.

4Press ▲ or ▼ to select

Backup Print:On or

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	8
	the sending machine converts it to black &	8
	the sending machine converts it to black &
	white.

	5 Press Stop/Exit.

8 - 1

Chapter 8

Programming your 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.

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

Remote Fax Opt 1.Fwd/Page/Store

2Press ▲ or ▼ to select Paging. Press Menu/Set.

3Enter your pager phone number 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 # #.

4If your pager needs a PIN, enter the PIN, 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.

For example, press:

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

5 Press Stop/Exit.

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.

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

Remote Fax Opt 1.Fwd/Page/Store

2Press ▲ or ▼ to select Fax Storage. Press Menu/Set.

3 Press Stop/Exit.

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.

8 - 2

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 Backup Print:On the machine will also print the fax.

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

Remote Fax Opt 1.Fwd/Page/Store

2Press ▲ or ▼ to select

PC Fax Receive. Press Menu/Set.

3Press ▲ or ▼ to select

Backup Print:On or Backup Print:Off.

PC Fax Receive

Backup Print:On

Press Menu/Set.

4 Press Stop/Exit.

Remote Fax Options (Black & White only)

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 Backup Print:On, the 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	8
	PC-Fax Receive is on.	8
	PC-Fax Receive is on.

■PC Fax Receive is not supported in the Mac® OS or when the machine is 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.

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 Forward, Paging or

Fax Storage), the LCD will ask you the following message:

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

Turning off Remote Fax Options

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

Remote Fax Opt 1.Fwd/Page/Store

2Press ▲ or ▼ to select Off. 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.)

3 Press Stop/Exit.

Hang up.

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 (--- ).

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

Remote Fax Opt 2.Remote Access

2Enter a three-digit code using numbers 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.)

3 Press Stop/Exit.

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.

Remote Fax Options (Black & White only)

Using your Remote Access Code

1Dial your fax number from a telephone or another fax machine using touch tone.

2When your machine answers,

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

3The machine signals if it has received fax messages:

1 long beep — Fax messages No beeps — No messages

4The machine gives two short beeps to 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.

5Press 9 0 to reset the machine when you’ve finished.

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 - 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 Off after you have retrieved or erased all your
		messages.

	2 Fax Forwarding	If you hear one long beep, the change has been accepted. If
		you hear three short beeps, you cannot change it because
	3 Paging	you hear three short beeps, you cannot change it because
	3 Paging	something has not been set up (for example, perhaps a Fax

	4 Fax Forwarding number
	4 Fax Forwarding number	Forwarding or Paging number had not been registered). You
		Forwarding or Paging number had not been registered). You
	6 Fax Storage	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 Off after you have retrieved or erased all your
		messages.

96	Retrieve a fax

	2 Retrieve all faxes	Enter the number of a remote fax machine to receive stored fax
		message(s). (See page 8-7.)

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

97	Check the receiving status

	1 Fax	You can check whether your machine has received any faxes.
		If yes, you will hear one long beep. If no, you will hear three
		short beeps.

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
		replace the handset.

8 - 6

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.

1 Dial your fax number.

2When your machine answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

3When you hear two short beeps, use the dial pad to press 9 6 2.

4Wait for the long beep, and then use the 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.

5Press 9 0 to reset the machine when you’ve finished.

6Hang up after you hear your machine beep. Your machine will call the other fax machine, which will then print your fax messages.

Remote Fax Options (Black & White only)

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.

2When your machine answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages.

3When you hear two short beeps, use the dial pad to press 9 5 4.

4Wait for the long beep, and then use the dial pad to enter the new number of the remote fax machine where you want

your fax messages forwarded followed	8
by ## (up to 20 digits).

Note

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

5Press 9 0 to reset the machine when you’ve finished.

6Hang up after you hear your machine beep.

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 On or On+Image, the 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 On+Image or Off+Image will print a section of the fax’s first page on the report to help you remember.

Note

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

1 Press Menu/Set, 2, 4, 1.

Report Setting 1.Transmission

2Press ▲ or ▼ to select On, On+Image,

Off or Off+Image. Press Menu/Set.

3 Press Stop/Exit.

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 Off, you can print the report by following the steps on Additional reports.

The default setting is Every 50 Faxes.

1 Press Menu/Set, 2, 4, 2.

Report Setting 2.Journal Period

2Press ▲ or ▼ to choose an interval. 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.)

3Enter the time to begin printing in 24-hour format.

Press Menu/Set.

(For example: enter 19:45 for 7:45 PM.)

4 Press Stop/Exit.

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.

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.

How to print a report

1 Press Menu/Set, 5.

2Press ▲ or ▼ to select the report you want.

Press Menu/Set.

—OR—

Enter the number of the report you want to print.

For example, press 2 to print the Help List.

3 Press Black Start or Color Start.

Printing reports

9 - 2

Press Menu/Set, 2, 1, 7.

Setup Receive 7.Polling RX

Enter the fax number you are polling.

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.

Set up to receive polling

1If it is not illuminated in blue, press

(Fax).

4Press Black Start or Color Start. The LCD shows Dialing.

10 - 1

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.

1If it is not illuminated in blue, press

(Fax).

2 Press Menu/Set, 2, 1, 7.

Setup Receive 7.Polling RX

3Enter the fax machines you want to poll using One-Touch, Speed-Dial, a Group or the dial pad. You must press Menu/Set between each fax number.

4Press Black Start or Color Start. Your machine will poll each number or Group number in turn to receive a fax.

To stop a sequential polling in progress

1Press Menu/Set, 2, 6.

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

2Press Menu/Set. The LCD will display:

XXXXXXXX 1.Clear 2.Exit

3Press 1 to Clear.

The LCD will then display the sequential polling job number and 1.Clear 2.Exit.

4To cancel the sequential polling, press 1.

5 Press Stop/Exit.

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)

1If it is not illuminated in blue, press

(Fax).

2 Load your document.

3 Press Menu/Set, 2, 2, 6.

Setup Send 6.Polled TX

4Press ▲ or ▼ to select On (or Off). Press Menu/Set.

5 The LCD shows:

Other Settings 1.Yes 2.No

6 Press 2 and press Black Start.

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.)

Polling

10 - 2

Section III

Copy

11. Making copies

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)

Unprintable area

0.16" (4 mm)

The LCD shows the default copy setting

Stack	Copies:01
100%	Auto
Stack/Sort	No. of Copies
Copy Ratio	Quality
	Contrast

Making a single copy

1Press (Copy) to illuminate it in blue.

2Load your document.

(See Loading documents on page 2-10.)

3 Press Black Start or Color Start.

Note

To stop copying, press Stop/Exit.

11 - 1

Chapter 11

Making multiple copies

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4 Press Black Start or Color Start.

Note

To sort the copies, press Options and ▲ or ▼ to select Stack/Sort. (See Sorting copies 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.

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Tray Select.

5Press ▲ or ▼ to select Auto, #1(xxx) or #2(xxx).

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.

6 Press Black Start or Color Start.

■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.

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#11 or when the size of the document will fit best on the paper in Tray#2.

1 Press Menu/Set, 1, 9.

General Setup 9.Tray Use:Copy

2Press ▲ or ▼ to select Tray#1 Only,

Tray#2 Only or Auto. Press Menu/Set.

3 Press Stop/Exit.

Note

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

Cancel copying

To stop copying, press Stop/Exit.

11 - 2

Copy options

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

You can select the copy quality. The default setting is Auto.

Auto Suitable for documents that contain both text and photographs.

Text Suitable for documents containing only text.

Photo Suitable for copying photographs.

1Press (Copy) to illuminate it in blue.

2 Load your document.

Making copies

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Quality. Press Menu/Set.

5Press ▲ or ▼ to select the copy quality you want (Auto, Text or Photo).

Press Menu/Set.

6 Press Black Start or Color Start.

To change the default setting follow the instructions below:

1 Press Menu/Set, 3, 1.

Copy 1.Quality

2Press ▲ or ▼ to select Auto, Text or

Photo.

Press Menu/Set.

3 Press Stop/Exit.

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	100%
Enlarge/Reduce	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

1Press (Copy) to illuminate it in blue.

2 Load your document.

3 Press Enlarge/Reduce.

4Press ▲ or ▼ to select the enlargement or reduction ratio you want.

Press Menu/Set.

—OR—

Use the dial pad to enter an enlargement or reduction ratio from 25% to 400%.

Press Menu/Set.

(For example, press 5 3 to enter 53%.)

5Press Black Start or Color Start.

—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.

11 - 4

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.

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Page Layout. Press Menu/Set.

5 Press ▲ or ▼ to select 2 in 1 (P),

2 in 1 (L), 4 in 1 (P),

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

Press Menu/Set.

6Press Black Start or Color Start to scan the document.

If you are making a poster or placed the document in the ADF, the machine scans the document and starts printing.

Making copies

If you are using the scanner glass:

7After the machine scans the page, the LCD shows:

Next Page? 1.Yes 2.No

Press 1 to scan the next page.

8Place the next page on the scanner glass. The LCD shows:

Set Next Page

Then Press Set

Press Menu/Set.

9Repeat Steps 7and 8for each page of the layout.

0After all the pages of the document have been scanned, press 2 in Step 7 to end.

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)

2 in 1 (L)

4 in 1 (P)

4 in 1 (L)

Poster(3 x 3)

You can make a poster size copy of a photograph.

11 - 6

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.

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Stack/Sort. Press Menu/Set.

5Press ▲ or ▼ to select Sort. Press Menu/Set.

6Press Black Start or Color Start.

—OR—

Press the Options key for more settings.

Making copies

Adjusting Brightness,

Contrast and Color

Brightness

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

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Brightness. Press Menu/Set.

5Press ▲ to make a lighter copy.

—OR—

Press ▼ to make a darker copy. Press Menu/Set.

6 Press Black Start or Color Start.

To change the default setting follow the instructions below:

1 Press Menu/Set, 3, 2.

Copy 2.Brightness

2Press ▲ to make a lighter copy.

—OR—

Press ▼ to make a darker copy. Press Menu/Set.

3 Press Stop/Exit.

11 - 7

Chapter 11

Contrast

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

1Press (Copy) to illuminate it in blue.

2 Load your document.

3Use the dial pad to enter the number of copies you want (up to 99).

4Press Options and ▲ or ▼ to select

Contrast. Press Menu/Set.

5Press ▲ to increase the contrast.

—OR—

Press ▼ to decrease the contrast. Press Menu/Set.

6 Press Black Start or Color Start.

To change the default setting follow the instructions below:

1 Press Menu/Set, 3, 3.

Copy 3.Contrast

2Press ▲ to increase the contrast.

—OR—

Press ▼ to decrease the contrast. Press Menu/Set.

3 Press Stop/Exit.

11 - 8

Color saturation

You can only change the default setting for Color saturation.

1 Press Menu/Set, 3, 4.

Copy

4.Color Adjust

2Press ▲ or ▼ to select 1.Red,

2.Green or 3.Blue. Press Menu/Set.

3Press ▲ to increase the color saturation.

—OR—

Press ▼ to decrease the color saturation.

Press Menu/Set.

4Return to Step 2 to select the next color.

—OR—

Press Stop/Exit.

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 Out of Memory message while 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 Out of Memory message, you may be able to make copies if you first print incoming faxes in the memory to restore the memory to 100%.

Making copies

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.

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®, see Chapter 1 in the Software User’s Guide on the CD-ROM.) (For Macintosh®, see Chapter 7 in the Software User’s Guide on the CD-ROM.)

■Scanning

(For Windows®, see Chapter 2 in the Software User’s Guide on the CD-ROM.) (For Macintosh®, see Chapter 8 in the Software User’s Guide on the CD-ROM.)

■ControlCenter2

(For Windows®, see Chapter 3 in the Software User’s Guide on the CD-ROM.) (For Macintosh®, see Chapter 9 in the Software User’s Guide on the CD-ROM.)

■Remote Setup

(For Windows®, see Chapter 5 in the Software User’s Guide on the CD-ROM.) (For Macintosh®, see Chapter 11 in the Software User’s Guide on the CD-ROM.)

■Brother PC-FAX software

(For Windows®, see Chapter 6 in the Software User’s Guide on the CD-ROM.) (For Macintosh®, see Chapter 7 in the Software User’s Guide on the CD-ROM.)

■Network Scanning

(For Windows®, see Chapter 4 in the Software User’s Guide on the CD-ROM.) (For Macintosh®, see Chapter 10 in the Software User’s Guide on the CD-ROM.)

■Network Printing

(For Windows®, see Chapter 4 in the Network User’s Guide on the CD-ROM.) (For Macintosh®, 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

Appendixes

A.Important information

B.Menu and Features

C.Troubleshooting and routine maintenance

D.Optional accessories

E.Specifications

F.Glossary

Brother MFC-9420CNLT User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Brother numbers

Register your product

FAQs (Frequently asked questions)

For Customer Service

Brother fax back system (USA only)

Ordering accessories and supplies

Compilation and Publication Notice

Quick Reference Guide

Sending Faxes

Storing numbers

Dialing operations

Making copies

Table of Contents

SECTION I GENERAL

1 General Information

Using this Guide

Finding information

Symbols used in this Guide

How to access the complete User’s Guide

To view Documentation (For Windows®)

How to find Scanning instructions

To view Documentation (For Macintosh®)

How to find Scanning instructions

Control panel overview

About fax machines

Custom features

Do you have Voice Mail on the phone line?

Why should there be problems?

How can you avoid possible problems?

Fax tones and handshake

ECM (Error Correction Mode)

2 Loading paper and documents

Acceptable paper and other media

Type and size of paper

Recommended paper

Standard paper tray

Optional lower tray (LT-27CL)

Paper capacity of the paper trays

Recommended paper specifications

Handling and using special paper

Envelopes

Labels and transparencies

Printable area

Portrait

Landscape

Loading paper and envelopes

To load paper or other media in the paper tray

Loading documents

Using the ADF (automatic document feeder)

Using the scanner glass

3 Setup

Date and Time

Station ID

LCD Contrast

Phone line settings

Tone and Pulse dialing mode

Roll over phone lines

Two-line phone system

Converting telephone wall outlets

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

Multi-line connections (PBX)

If you are installing the machine to work with a PBX

Connecting an external or extension telephone

Connecting an external telephone answering device (TAD)

Sequence

Connections

Recording outgoing message (OGM) on an external TAD

Ecology features

Toner Save

Sleep Time

Mode Timer

Paper settings

Paper Type

Paper Size

Volume Settings

Ring Volume