Brother MFC 9880 User Manual

MFC-9880

OWNER’S MANUAL

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

APPROVAL INFORMATION

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

i

ii

Using This Manual

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

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

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

Finding Information

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

Symbols Used In This Manual

Note or additional information.

iii

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

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

User-Friendly Programming

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

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

For complete list of the function selections, options, and settings, see

Menu and the menu number using the dial pad.

Menu Mode

, page 12.

iv

Table of Contents

Using This Manual
User-Friendly Programming

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

PREPARATION AND SIMPLE USE

Preparation and Simple Use Guide

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

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

BASIC FAX USE

Chapter 1

Chapter 2

Chapter 3

Chapter 4

Chapter 5

Setup

Initial Settings....................................................................................16

Custom Settings.................................................................................17

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

Sending a Fax

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

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

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

Receiving a Fax

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

Receiving a Fax..................................................................................30

Telephone (Voice) Operation

Making Voice Calls with an External Telephone..............................32

Printing Reports

Transmission Report and Journal Setting..........................................34

Using the Reports Key.......................................................................35

ADVANCED FAX USE

Chapter 6

Chapter 7

Advanced Sending

Advanced Operations.........................................................................36

Advanced Receiving

Operation from an External or

Extension Telephone..........................................................................44

Telephone Services............................................................................45

v

Chapter 8

Chapter 9

Polling

Polling Receive.................................................................................. 46

Polling Transmit................................................................................48

Remote Fax Options

Setting Fax Storage............................................................................49

Fax Forwarding .................................................................................49

Remote Retrieval............................................................................... 50

COPIER

Chapter 10 Making Copies

Basic Copy Operations...................................................................... 53

Temporary Copy Setting ................................................................... 55

Changing Default Settings................................................................. 60

PRINTER/SCANNER

Chapter 11 Using the machine as a Printer

Special Printing Features...................................................................62

Printing From Your PC .....................................................................62

Simultaneous Printing/Faxing...........................................................66

Printer Menu Functions.....................................................................67

Acceptable Paper............................................................................... 68

Chapter 12 Printer Driver Settings (For Windows

Using the Brother MFC-9880 Printer Driver .................................... 69

Basic Tab........................................................................................... 69

Advanced Tab.................................................................................... 72

Accessories Tab.................................................................................78

Support Tab .......................................................................................80

General Tab .......................................................................................81

Layout Tab.........................................................................................81

Paper/Quality Tab.............................................................................. 82

Advanced Options.............................................................................83

Device Settings Tab........................................................................... 84

®

Only)

vi

Chapter 13 Using the Windows

(For Windows

Brother Control Centre ......................................................................85

Using the Scan Keys with Windows PC............................................86

Using the Control Panel Keys............................................................87

Brother Control Centre Features........................................................88

Scan to File ........................................................................................91

Scan to E-mail....................................................................................92

Scan to Word Processor.....................................................................94

User Defined Button..........................................................................95

Copy...................................................................................................96

Send a Fax..........................................................................................97

Chapter 14 Using ScanSoft

ScanSoft

™

TextBridge

®

®

Only)

™

PaperPort

-Based Brother Control Centre

®

®

for Brother and

Chapter 15 Setting Up and Using PC-FAX (For Windows

Introduction......................................................................................105

MFC Remote Setup .........................................................................105

PC-FAX Sending (For Windows

PC FAX Receiving ..........................................................................116

®

Only)........................................106

Chapter 16 Using the Brother MFC with a New Power

Macintosh

Set up Your USB Equipped Apple

with Mac OS 8.5/8.5.1/8.6/9.0/9.0.4/9.1..........................................118

Using Brother Printer Driver with your Apple

Sending a Fax from your Macintosh Application............................120

Using Brother TWAIN Scanner Driver with Your Apple
Macintosh

®

G3, G4 or iMac

®

......................................................................................124

™

/iBook

®

Macintosh

™

®

G3,G4 or iMac

®

Macintosh

®

Chapter 17 For DOS User

®

Only)

®

.........118

™

MAINTENANCE

Chapter 18 Troubleshooting and Maintenance

Error Messages.................................................................................130

Document Jams and Paper Jams......................................................133

Packing and Shipping the Machine..................................................140

Regular Maintenance.......................................................................142

IMPORTANT INFORMATION

Chapter 19 Important Safety Information

Important Safety Instructions...........................................................152

vii

OPTIONAL ACCESSORIES

Chapter 20 Optional Accessories

Memory Board.................................................................................155

Optional Paper Tray ........................................................................158

Network (LAN) Board ....................................................................158

APPENDIX

Chapter 21 Specifications

Fax Specifications ...........................................................................159

Printer Specifications.......................................................................160

Computer Requirement ..................................................................161

Electrical and Environment.............................................................161

Compilation and Publication Notice ...............................................162

Trademarks...................................................................................... 162

Entering Text................................................................................... 163

About Fax Machines........................................................................164

Glossary...........................................................................................165

Index................................................................................................ 168

viii

Preparation and Simple Use Guide

Steps to prepare and use the machine simply

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

However, before you perform these steps, see Important Safety Information (page 152), and
Advice for Preparation and Simple Use Guide (page 4).

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

1 Read the Quick Setup Guide

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

2 Setting the Document

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

Using the ADF (Automatic Document Feeder)

The automatic document feeder (ADF) can hold up to 50 pages, feeding each one individually
through the machine. Use standard (75 g/m
well before placing them in the feeder.

Recommended Environment

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

DO NOT use curled, wrinkled, folded, or ripped paper, or paper with
staples, paper clips, paste or tape attached. DO NOT use cardboard,
newspaper, or fabric. (To copy or scan this kind of document, see Using
the Glass Platen, page 2.)

■ Make sure documents written with ink are completely dry.

■ Documents must be from 14.7 to 21.6 cm wide, and from 12.7 to 35.6 cm long.

1

Insert documents face up, top edge first.

2

Adjust the paper guides to fit the width of your pages.

3

Stagger the pages. Then place them in the ADF, until you feel the first page lightly touch the
feed roller.

2

) paper when using the ADF. Always fan the pages

AND SIMPLE USE

PREPARATION

Documents are
Face Up in the ADF

Document
Stopper

Preparation and Simple Use Guide

1

4

Pull up the document stopper.

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

Using the Glass Platen

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

Documents are
Face Down
on the Glass
Platen

Document
Stopper

1

Lift the document cover.

2

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

3

Close the document cover.

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

2

3 Faxing from the ADF (Automatic Document Feeder)

1

Insert the document face up in the ADF.

2

Dial the fax number, then press Fax Start.

4 Faxing from the Glass Platen

1

Place the document face down on the glass platen.

2

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

3

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

MEMORY #001 99%

NEXT:PRESS SET
DIAL:PRESS START

4

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

5

Press Fax Start to begin dialling.

5 Making a Single copy

1

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

2

Press Copy.

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

Making Copies, page 53.)

6 Multiple Copies (Using the ADF)

1

Insert the document face up in the ADF.

2

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

3

Press Copy.

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 3

Advice for Preparation and Simple Use Guide

Choosing a Location

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

Avoid placing the machine where it may be knocked. Do not place near
heaters, air conditioners, water, chemicals or refrigerators. Do not expose
the machine to direct sunlight, excessive heat, moisture or dust. Do not
connect the machine to electrical outlets controlled by wall switches or
automatic timers as disruption of power can wipe out information in the
unit’s memory. Do not connect the machine to electrical outlets on the same
circuit as large appliances or other equipment that might disrupt the power
supply. Avoid interference sources, such as speakers or the base units of
cordless phones. Ensure the airflow from the fan on the right hand side of
the machine is not impeded.

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

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

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

4

Connecting the Power Cord

• This machine must be fitted with an earthed plug.

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

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

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

• Green-and-yellow : Earth

• Blue : Neutral

• Brown : Live

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

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 5

Memory Storage

In the event of a power failure, all settings in the menus are stored permanently except for the settings
that are valid for the next fax only (e.g. contrast, overseas mode).

Multi-Line Connections (PABXs)

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

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

1

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

2

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

3

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

6

Using Extension Telephones

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

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

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

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

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

AND SIMPLE USE

PREPARATION

EXTENSION

SOCKET

INADVISABLE CONNECTION OF EXTENSION SOCKETS

EXTENSION

SOCKET

RECOMMENDED CONNECTION OF EXTENSION SOCKETS

EXTENSION

SOCKET

FAX

Fig. 1.

DISCONNECT

EXTENSION

SOCKET

Fig. 2.

MASTER
SOCKET

MASTER
SOCKET

FAX

FAX MACHINE MUST BE PLUGGED

INTO MASTER SOCKET

INCOMING

LINE

INCOMING

LINE

Preparation and Simple Use Guide 7

Connecting an External Telephone Answering Device (TAD)

Sequence

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

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

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

Connections

1

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

TAD

(Example
for the U.K.)

2

Set your external TAD to two rings or less.

3

Record the outgoing message (see next page).

4

Set the TAD to answer calls.

5

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

8

TAD

Outgoing Message (OGM) of External TAD

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

1

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

2

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

3

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

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

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

Connecting an External or Extension Telephone

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

AND SIMPLE USE

PREPARATION

(Example
for the U.K.)

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

External
Telephone

Preparation and Simple Use Guide 9

Extension
Telephone

Control Panel Overview

1

One Touch Dial Keys

1

3

2

4

These 16 keys give you access to 32
previously stored phone numbers.

Reports

2

Accesses the Reports menu so you can
select a report to print: Help, Quick Dial,
Journal, Xmit Verify, System Setup List
and Order Form.

Broadcast

3

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

Shift

4

This key is used to access the “17”
through “32” One Touch keys.

Liquid Crystal Display

5

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

Toner Empty LED

6

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

Resolution Indicator Lights

7

These LEDs show the resolution mode
you selected.

Resolution

8

Sets the resolution when you send a fax.

6

7

5

9

8

10

11 14

Programming Keys:

9

12

3

2

1

5

4

7

6

9

8

0

13

Menu

Lets you access the function and
programming mode.

(Left Arrow)

Moves the LCD cursor to the left and
displays the previous menu
option/function.

Set

Stores a function setting into the
machine.

(Right Arrow)

Moves the LCD cursor to the right and
displays the next menu option/function.

Clear

Deletes entered data or moves back one
step in function menu.

Print Key:

0

Reset

Clears data from the printer memory.

10

Scan Keys:

A

Scan to E-mail

Press this key to start scanning an
original into your E-mail application,
setting it up automatically as an
attachment.

Scan to Image

Press this key to scan a picture into your
graphics application for viewing and
editing.

Scan to OCR

Press this key to start scanning a text
document. ScanSoft
convert it to editable text and display it in
your word processor application for
further editing.

Dial Pad

B

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

Copy Keys:

C

(For the Next Copy Only)
Enlarge/Reduce

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

Contrast

Press this key to temporarily change the
contrast.

Options

You can quickly and easily select
temporary settings.

Clear Settings

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

Copy

Makes a copy.

™

TextBridge® will

Fax and Telephone Keys:

D

Search/Speed Dial

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

Receive Mode

Select how the machine will handle
incoming calls.

Redial/Pause

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

Tel/R (Telephone/Recall)

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

Stop/Exit

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

Fax Start

Starts an operation (such as Sending a
fax).

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 11

Menu Mode

After pressing Menu key the following options are available.
Then press 1 for General Setup Menu—OR—Press 2 for Fax Menu—OR—Press 3 for Copy Menu

—OR—Press 4 for Printer Menu.
When you enter the Menu Mode, the machine displays a list of Level One Menus from which you

can choose. These menu options appear one after the other on the display. Select an option by
pressing Set when the option appears on the LCD.

You can “scroll” more quickly through options by pressing . When the screen displays your
selection, press Set. (Use to scroll backward if you passed your choice or to save key strokes.
Both arrow keys show all options, in the opposite order.)

When you finish selection, the screen displays ACCEPTED.

If you want to exit the Menu Mode, press Stop/Exit.

Main Menu Submenu

1. GENERAL
SETUP

1. DATE/TIME

2. STATION ID

3. VOLUME 1. RING HIGH

4. PBX

5. CLOCK

CHANGE ——

6. TONER
SAVE

7. POWER
SAVE

Menu

Selections

——

——

2. BEEPER HIGH

3. SPEAKER HIGH

—

—

—

Options Descriptions Page

MED

LOW

OFF

LOW

OFF

MED

LOW

OFF
ON

OFF

ON

OFF

ON

OFF

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

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

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

Adjusts ring volume.

Adjusts beeper volume.

Adjusts speaker volume.

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

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

Increase life of toner
cartridge.

Power save mode.

16

16

17

17

18

18

19

19

19

12

Main Menu Submenu

1. GENERAL
SETUP
(Continued)

2. FAX 1. SETUP

8. SLEEP

MODE ——

9. TONE/PULSE

RECEIVE

2. SETUP
SEND

Menu

Selections

—

1. RING
DELAY

2. F/T RING
TIME

3. FAX
DETECT

4. REMOTE
CODE

AUTO

5.
REDUCTIONONOFF

6. MEM.
RECEIVEONOFF

7. PRINT
DENSITY

POLLING RX

8.

1. CONTRAST AUTO

FAX

2.

RESOLUTION

3. TIMER

Options Descriptions Page

TONE

PULSE
04

03

02

01
70

40

30

20

ON

OFF

ON
( 51, #51)

OFF

- + Adjusts printing to be

STANDARD
SECURE
TIMER

LIGHT
DARK

STANDARD

FINE
S.FINE
PHOTO

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

AND SIMPLE USE

PREPARATION

Set the time before the
machine drops into sleep
mode.

Select the dialling mode.

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

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

Receive fax messages
without pressing the
Fax Start key.

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

Reduces size of image.

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

lighter or darker.
You call another fax

machine to receive a fax
from it.

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

Changes the default
setting of fax resolution.

—

Set the machine to send
your documents later.

19

20

28

29

29

45

30

31

31

46

23

23

38

Preparation and Simple Use Guide 13

Main Menu Submenu

2. FAX
(Continued)

2. SETUP
SEND
(Continued)

SET

3.
QUICK-DIAL

4. REPORT
SETTING

Menu

Selections

4. BATCH TX ON

5. REAL TIME
TX

6. POLLED TX STANDARD

7. COVERPG
SETUP

COVERPAGE

8.

NOTE

9. OVERSEAS
MODE

1.

ONE-TOUCH
DIAL

SPEED-DIAL

2.

3. SETUP
GROUPS

1. XMIT
REPORTONON+IMAGE

2. JOURNAL
PERIOD

Options Descriptions Page

OFF

NEXT FAX ONLY

ON

OFF

SECURE

NEXT FAX ONLY

ON

OFF

PRINT SAMPLE

—

ON

OFF

—

—

—

OFF
OFF+IMAGE

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

OFF

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

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

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

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

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

Program a customized
message for fax cover
page.

Special setting for
international
transmissions.

Stores dial numbers in
memory so as to dial
them by pressing only
one key.

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

Set up a Group for
broadcasting.

Initial setup for
Transmission
Verification Report and
Journal period.

38

26

48

36

37

38

21

21

40

34

34

14

Main Menu Submenu

2. FAX
(Continued)

3. COPY 1.

4. PRINTER 1. PRINT

5. REMOTE
FAX OPT

6. REMAINING
JOBS

MISCELLANEOUS

0.

COPY MODE

2. CONTRAST — - + Adjusts the contrast. 61

PAPER TYPE

3.

OPTIONS

2. RESET
PRINTER

Menu

Selections

1. FAX FWD ON

2. FAX
STORAGEONOFF

3. REMOTE
ACCESS

PRINT

4.
DOCUMENT

——

1. MEM
SECURITY —

2. LOWER
TRAY

(with optional
paper tray
only)

3. DRUM LIFE

4. BT CALL
SIGN

—

—

1. INTERNAL
FONT —

CONFIGURATION

2.

——

Options Descriptions Page

OFF

159 Set code for retrieving

—

ON

OFF

—

ON

OFF

AUTO

TEXT
PHOTO

THIN

PLAIN

THICK
THICKER

—

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

Set the machine to
forward faxes.

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

faxes.
Print incoming faxes

stored in the memory.
Check which jobs are in

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

Prohibits most functions
except receiving faxes
into memory.

Turn ON if you use the
optional paper tray, and
chose which tray you
want to use for receiving
faxes or copying.

You can check the
remaining drum life on
the screen.

Use with BT Call Sign.

Selects the Copy
resolution for your type
of document.

Identify the type of
paper in the paper tray.

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

Printer settings and
status are listed here.

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

49

49

50

31

41

41

20

149

45

61

61

67

67

67

AND SIMPLE USE

PREPARATION

Preparation and Simple Use Guide 15

1

Setup

Initial Settings

Setting the Date and Time

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

All other settings remain unaffected.

1

Press Menu, 1, 1.

2

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

3

Enter two digits for the month and press Set.

4

Enter two digits for the day and press Set.

5

Enter the time in 24 hour format and press Set.

6

Press Stop/Exit.

Setting the Station ID

You can store your name, fax number and telephone number in this setting. The name and fax
number will be printed on the fax cover pages and all fax pages that you send. (The telephone
number will be printed only on your cover pages.) (See Electronic Cover Page, page 36.)

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

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

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

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

- A space

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

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

1

Press Menu, 1, 2.

2

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

3

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

4

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

twice.

5

Press Set.

6

Press Stop/Exit.

16 Chapter 1

■ When you enter your name, see Entering Text, page 163.

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

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

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

characters.

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

Custom Settings

Volume Settings

Ring Volume

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

1

Press Menu, 1, 3, 1.

2

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

3

Press Set when the screen displays your selection.

4

Press Stop/Exit.

Beeper Volume

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

1

Press Menu, 1, 3, 2.

2

Press or to select your setting.

3

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

4

Press Stop/Exit.

BASIC FAX USE

Setup 17

Speaker Volume

You can set the volume of the machine speaker.

1

Press Menu, 1, 3, 3.

2

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

3

Press Set when the screen displays your selection.

4

Press Stop/Exit.

PABX and TRANSFER

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

Setting PABX

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

1

Press Menu, 1, 4.

2

Press or to select ON (or OFF).

3

Press Set when the screen displays your selection.

4

Press Stop/Exit.

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

18 Chapter 1

Setting the Clock Change

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

1

Press Menu, 1, 5. The screen displays

2

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

3

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

TO SUMMER TIME ?
SELECT { } & SET

Toner Save

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

1

Press Menu, 1, 6.

2

Press or to select ON (or OFF).

3

Press Set.

4

Press Stop/Exit.

Power Save

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

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

1

Press Menu, 1, 7.

2

Press or to select ON (or OFF).

3

Press Set when the screen displays your selection.

4

Press Stop/Exit.

BASIC FAX USE

Sleep Mode

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

1

Press Menu, 1, 8.

2

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

3

Press Set.

4

Press Stop/Exit.

Setup 19

Turning Off the Scanner Lamp

The scanner lamp stays on for 16 hours before switching off to preserve the life of the lamp. You
can turn off the scanner lamp manually if you wish by pressing the or keys simultaneously.
The scanner lamp will remain turned off until the next time you use the scanning feature.

Turning off the scanner lamp will also reduce the power consumption.

Please note that turning the lamp off regularly will reduce the lamps life. Some
people prefer to turn the lamp off as they leave the office, or late at night at home.
This is not necessary during normal day to day use.

Setting the Dialling Mode (Tone/Pulse)

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

1

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

2

Use or to select the dialling mode.

3

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

4

Press Stop/Exit.

Lower Tray (With Optional Paper Tray Only)

You can set the machine to recognize the optional lower tray. When Lower Tray is set to ON, you
can set which tray you want to use for faxes or for copies. For Printer setting, see Paper Source, page

71.

1

After setting up the optional paper tray, press Menu, 2, 0, 2.

2

Press or to turn ON (or OFF) the optional paper tray.

3

Press Set.
When the optional LOWER TRAY is set to ON, you can set the tray usage.
The default setting of AUTO allows the machine to choose the lower tray if paper is out in the upper

tray. Choose UPPER or LOWER if you want to keep special paper in the other tray and control
when it is used.

4

To set tray usage for faxes, press or to select FOR FAX, and then press Set.

—OR—

To set tray usage for copies, press or to select FOR COPY, and then press Set.

5

Press or to select AUTO, UPPER or LOWER and press Set.

6

Press Stop/Exit.

20 Chapter 1

Storing Numbers for Easy Dialling

You can set up the machine to do three types of easy dialling: One Touch, Speed Dial and Groups
for Broadcasting of faxes. (See Broadcasting, page 39.)

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

Storing One Touch Dial Numbers

You can store 32 fax/phone numbers that you can dial by pressing one key. You can also store names
with these numbers. When you press a One Touch key, the screen displays the name or number as
the call is dialled. (See One Touch Dialling, page 24.)

One Touch Dial keys are not the dial pad keys. They are the 16 keys (numbers
1-32) on the left side of the panel. One Touch Dial Numbers 17-32 are accessed
by holding down Shift while you press the appropriate One Touch Dial key.

1

Press Menu, 2, 3, 1.

2

Press the One Touch Dial key where you want to store a number. The screen displays the
location you selected.

3

Enter a number (up to 20 digits), and press Set. The screen prompts you to enter a name for this
number.

4

Use the dial pad to enter the name (up to 15 characters). (See Entering Text, page 163.)—OR—
Go to Step 5 to store the number without a name.

5

Press Set. Return to Step 2 to store another One Touch dial number—OR—Press Stop/Exit.

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

BASIC FAX USE

Storing Speed Dial Numbers

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

1

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

2

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

3

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

4

Use the dial pad to enter the name (up to 15 characters). (See Entering Text, page 163.)—OR—
Go to Step 5 to store the number without a name.

5

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

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

Setup 21

Changing One Touch and Speed Dial Numbers

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

1

Press Menu, 2, 3, 1 and press the One Touch Dial key where you want to change the number.

—OR—

Press Menu, 2, 3, 2 and use the dial pad to enter a two-digit location (00-99), and press Set.

2

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

3

Enter a new number.

◆ If you want to erase the number, press Clear when the cursor is below the first digit of the
number.

◆ If you want to change a digit, use or to position the cursor under the digit you want
to change, then enter the new digit—OR—Press Clear to delete all characters above and to
the right of the cursor.

4

Follow the directions in Storing One Touch Dial or Speed Dial Numbers.

You can print a list of all stored numbers. (See Using the Reports Key, page 35.)

22 Chapter 1

2

Sending a Fax

Scanning Adjustment

Contrast

If your document is very light or very dark, you might want to set the contrast accordingly. Use
LIGHT to send a light document. Use DARK to send a dark document. After sending the document
the contrast setting is set to AUTO (suitable for most documents) automatically.

1

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

2

Press Menu, 2, 2, 1.

3

Use or to select AUTO, LIGHT, or DARK.

4

When the screen displays your selection, press Set.

5

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

6

Enter a fax number and press Fax Start.

Fax Resolution

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

—OR—

You can change the default setting.

1

Press Menu, 2, 2, 2.

2

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

3

Press Stop/Exit.

BASIC FAX USE

STANDARD: Suitable for most typed documents. (Fine and S.Fine lights are OFF)
FINE: Good for small print; transmits a little slower than Standard resolution.

(Only the Fine light is ON)

S.FINE: Good for small print or artwork; transmits slower than Fine resolution.

(Only the S.Fine light is ON)

PHOTO: Use when document has varying shades of grey; slow transmission time.

(Both Fine and S.Fine lights are ON)

Sending a Fax 23

Dialling a Number

One Touch Dialling

1

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

2

Press the One Touch key of the location you want to call.

3

Press Fax Start.

If you try to use a One Touch or Speed Dial location with no number stored in it,
you hear a warning sound, and screen displays NOT ASSIGNED. The display
returns to normal after 2 seconds.

Speed Dialling

1

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

2

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

3

Press Fax Start.

Search

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

1

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

2

Press Search/Speed Dial.

3

To search for numbers alphabetically by name, enter the first letter of the name by using the dial
pad, and then press or .

4

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

Chain Dialling

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

For example:
You can store “555” on One Touch Dial key 01 and “7000” on One Touch Dial key 02. If you press

One Touch 01, 02 and Fax Start, you can dial “555 7000”. To temporarily change a number, you
can substitute part of the number with manual dialling using the dial pad. So, if you platen go to One
Touch 01 and press 7001 using the dial pad, you can dial “555 7001”.

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

24 Chapter 2

Manual and Automatic Fax Redial

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

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

Pause

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

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

Sending Operation

Automatic Transmission

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

1

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

2

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

3

Press Fax Start.

Manual Transmission (With an External Telephone)

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

1

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

2

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

3

Enter the fax number you want to call. (You can dial the number by using One Touch, Speed
Dial, Search or dial pad.) (See Dialling a Number, page 24.)

4

When you hear the fax tone, press Fax Start.—OR—If you are using the glass platen, go to
Step 5.

5

Press 1, and replace the handset of the external telephone.

BASIC FAX USE

Manual transmission does not use memory.

Sending a Fax 25

Dual Access

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

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

Stop/Exit to cancel the operation.

1

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

2

Enter the fax number.

3

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

Real Time Transmission

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

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

1

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

2

Press Menu, 2, 2, 5.

3

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

4

Press Set.

5

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

6

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

7

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

26 Chapter 2

3

Receiving a Fax

Receive Mode Settings

Select Receive Mode

There are four different receive modes for the machine. You may choose the mode
that best suits your needs by pressing the Receive Mode button repeatedly until
the screen displays the setting you want to use.
You will need to connect an external telephone to select Fax/Tel (F/T) or Manual
Mode or an external TAD to select TAD Mode.

Receive Mode For

1. FAX ONLY Use this function if you want to receive fax messages only (no
telephone calls). The machine should be connected on its own
line. The machine automatically answers every call as a fax
call. You cannot receive a voice call, but, if you have
connected an External telephone, you can still dial out and
make voice calls. (This setting is recommended if the machine
is on its own dedicated line.)

2. FAX/TEL (F/T)

(with an External Telephone)

3. TAD:ANSWER MACH.

(with an External Answering
Machine)

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

4. MANUAL

(with an External Telephone)

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

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

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

BASIC FAX USE

Receiving a Fax 27

To select or change your Receive Mode

1

Press Receive Mode. The screen displays your
current selection.

2

Press the key again and the next selection appears.
After 2 seconds, the screen returns to the date and time
display, along with your new Receive Mode setting.

If you are changing the Receive Mode while in another operation, the screen
returns to that operation.

09/06 15:25 FAX
100% AUTO

Current Receive Mode

100% AUTO

100% AUTO

TAD:ANSWER MACH.
100% AUTO

100% AUTO

FAX:

FAX ONLY

F/T:

FAX/TEL

TAD:

EXTERNAL ANSWERING MACHINE

MAN:

MANUAL

FAX ONLY

FAX/TEL

MANUAL

Setting the Ring Delay

The Ring Delay setting determines the number of times the machine rings before it answers in FAX
ONLY or FAX/TEL mode. (See Operation from an External or Extension Telephone, page 44 and
For Fax/Tel Mode Only, page 44.)

1

Press Menu, 2, 1, 1.

2

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

3

Press Set when the screen displays your selection.

4

Press Stop/Exit.

28 Chapter 3

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

You need to determine how long the machine will notify you with its special F/T pseudo-ring when
you have a voice call. This ringing happens after the initial ringing from the phone company. Only
the machine rings, for 20, 30, 40 or 70 seconds; no other phones on the same line ring the special
F/T pseudo-ring. However, you can answer the call on any extension phone (in a separate wall
socket) on the same line as the machine. (See Operation from an External or Extension Telephone,
page 44.)

1

Press Menu, 2, 1, 2.

2

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

3

Press Stop/Exit.

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

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

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

Fax Detect (with an External or Extension Telephone)

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

5 1 at the external or extension telephone. (You have to set Remote Activation to ON in Menu, 2,
1, 4 to use 5 1.) (See Operation from an External or Extension Telephone, page 44.)

In case Fax Detect does not work, because of a poor phone line connection, just press the Activation
Code 5 1 at the external or extension telephone.

1

Press Menu, 2, 1, 3.

2

Use or to select ON or OFF and press Set.

3

Press Stop/Exit.

BASIC FAX USE

Receiving a Fax 29

Receiving a Fax

Printing a Reduced Incoming Document (Auto Reduction)

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

1

Press Menu, 2, 1, 5. The screen displays

2

Use or to select ON (or OFF).

3

Press Set when the screen displays your selection.

4

Press Stop/Exit.

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

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

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

5.AUTO REDUCTION

30 Chapter 3

Setting the Print Density

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

1

Press Menu, 2, 1, 7.

2

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

3

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

4

Press Stop/Exit.

Reception into Memory

As soon as the paper tray becomes empty during fax reception, the screen will display “CHECK
PAPER”; please put some paper in the paper tray.

If the MEMORY RECEPTION switch is ON at this time…

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

If the MEMORY RECEPTION switch is OFF at this time…

The current fax reception will continue, with the remaining page(s) being stored in memory, subject
to available memory. Subsequent incoming fax calls will not be automatically answered until fresh
paper is put in the paper tray. To print the last fax received, put paper in the paper tray.

1

Press Menu, 2, 1, 6.

2

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

3

Press Stop/Exit.

BASIC FAX USE

Printing a Fax from Memory

If you have fax storage ON for remote retrieval or fax forwarding, you can still print a fax from the
machine’s memory when you are at the machine: (See Setting Fax Storage, page 49.)

1

Press Menu, 2, 5, 4.

2

Press Fax Start.

3

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

Receiving a Fax 31

4

Telephone (Voice) Operation

Making Voice Calls with an External Telephone

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

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

Manual Dialling with an External Telephone

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

1

Pick up the external telephone’s handset.

2

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

3

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

Search

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

1

Pick up the external telephone’s handset.

2

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

3

Press or to search the names that are displayed alphabetically.

4

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

5

When the call is over, hang up.

One Touch Dialling

1

Pick up the external telephone’s handset.

2

When you hear a dial tone, press the One Touch Dial key of the location you want to call. To
use One Touch Dial numbers 17-32, hold down Shift and press the apropriate One Touch Dial
key.

3

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

If you try to use a One Touch or Speed Dial location with no number stored in it,
you hear a warning sound, and screen displays NOT ASSIGNED. The display
returns to normal after 2 seconds.

32 Chapter 4

Speed Dialling

1

Pick up the external telephone’s handset.

2

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

3

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

Tone/Pulse

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

1

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

2

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

3

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

Fax/Tel (F/T) Mode

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

Tel/R Key

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

BASIC FAX USE

Telephone (Voice) Operation 33

5

Printing Reports

Transmission Report and Journal Setting

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

Press Menu, 2, 4, 1.

—OR—

Press Menu, 2, 4, 2.

Customizing the Transmission Verification (Xmit) Report

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

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

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

1

Press Menu, 2, 4, 1.

2

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

3

Press Set.

4

Press Stop/Exit.

1.XMIT REPORT

2.JOURNAL PERIOD

Setting the Journal Period

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

1

Press Menu, 2, 4, 2.

2

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

3

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

4

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

5

Press Stop/Exit.

34 Chapter 5

Using the Reports Key

Six lists are available.

1.HELP

Lists basic operational steps and functions.

2.QUICK-DIAL

3.JOURNAL

4.XMIT VERIFY

5.SYSTEM SETUP

6.ORDER FORM

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

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

Prints a Transmission Verification Report for your last
transmission.

Lists settings for GENERAL SETUP, SETUP RECEIVE,

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

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

To Print a Report

1

Press Reports.

2

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

—OR—

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

BASIC FAX USE

Printing Reports 35

6

Advanced Sending

Advanced Operations

Electronic Cover Page

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

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

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

As well as using one of the comments shown on the right,
you can also enter up to two customized messages, each 27
characters long. (See Composing Your Own Comments,
page 37.)

Cover Page for Next Fax Only

Make sure Station ID is set up. (See Setting the Station ID, page 16.) This feature does not work
without the Station ID.

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

1

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

2

Press Menu, 2, 2, 7.

3

Press Set when the screen displays NEXT FAX ONLY.

4

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

5

Press or to view the comment selections.

6

Press Set when the screen displays your selection.

7

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

8

Press Set. The screen prompts you to continue.

9

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

10

Enter the fax number and then press Fax Start.

1.NOTE OFF
SELECT { } & SET

2.PLEASE CALL
SELECT { } & SET

3.URGENT
SELECT { } & SET

4.CONFIDENTIAL
SELECT { } & SET

36 Chapter 6

Always Send Cover Page

Make sure Station ID is set up. (See Setting the Station ID, page 16.) This feature does not work
without the Station ID.

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

1

Press Menu, 2, 2, 7.

2

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

3

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

4

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

5

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

6

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

Using a Printed Cover Page

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

1

Press Menu, 2, 2, 7.

2

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

3

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

4

Press Stop/Exit.

ADVANCED FAX USE

Composing Your Own Comments

1

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

2

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

3

Use the dial pad to enter your customized comment (up to 27 characters.) (See Entering Text,
page 163.)

4

Press Set. The screen prompts you to continue.

5

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

Advanced Sending 37

Overseas Mode

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

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

1

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

2

Press Menu, 2, 2, 9.

3

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

4

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

5

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

Delayed Transmission (Timer)

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

1

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

2

Press Menu, 2, 2, 3.

3

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

4

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

5

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

Delayed Batch Transmission

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

1

Press Menu, 2, 2, 4.

2

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

3

Press Stop/Exit.

38 Chapter 6

Broadcasting

Broadcasting is automatically sending the same fax message to multiple fax numbers. Using the
Broadcast key, you can include up to 32 One Touch locations, up to 100 Speed Dial locations, and
up to 50 manually dialled numbers (maximum of 182 locations if you did not use up any locations
for Groups, access codes or credit card numbers). However, available memory will vary with the
types of jobs in memory and numbers of locations used for broadcasting. If you broadcast to more
than the maximum locations available, you will not be able to setup transmissions using dual access
and the timer.

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

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

1

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

2

Enter a number using One Touch, Speed Dial, Search, Group number or the dial pad. (See
Setting Up Groups for Broadcasting, page 40.)

Example: Group number

3

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

4

Enter the next number.
Example: Speed Dial

5

Press Broadcast.

6

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

7

Press Fax Start.

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

ADVANCED FAX USE

■ To stop the broadcasting in progress, press Stop/Exit. The display asks if you

want to cancel all locations or just the location that is being sent to.

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

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

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

Advanced Sending 39

Setting Up Groups for Broadcasting

Groups allow you to send the same fax message to many fax numbers by pressing only one One
Touch key. (This is called Broadcasting.) First, you will need to store each fax number as a One
Touch or Speed Dial number. (See Storing One Touch Dial Numbers, page 21. Also see Storing
Speed Dial Numbers, page 21.) Then, you can combine them into a Group. Each Group uses up a
One Touch or Speed Dial key. Finally, you can have up to 6 small Groups, or you can assign up to
131 numbers to one large Group.

1

Press Menu, 2, 3, 3.

2

Select a One Touch or Speed Dial key where you wish
to store the number. (For example, press One Touch
key 02 to use as a Group.).

3

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

4

To include One Touch or Speed Dial numbers in the
Group, enter them as if you were dialling. For example,
for One Touch Dial key 05, press One Touch Dial key

05. For Speed Dial location 09, press
Search/Speed Dial, then press 0, 9 on the dial pad.

The LCD shows 05, #09.

5

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

6

Use the dial pad to enter a name for the group (up to 15 characters) (for example, NEW
CLIENTS) and press Set. (See Entering Text, page 163.)

7

Press Stop/Exit.

PRESS SPEED-DIAL
OR ONE-TOUCH KEY

SETUP GROUP:GO
ENTER & SET KEY

G01:*05#09_
ENTER & SET KEY

You can print a list of all One Touch and Speed Dial numbers. Group numbers will
be marked in the column of “GROUP”. (See Printing Reports, page 34.)

Cancelling a Job While Scanning the Document

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

40 Chapter 6

Checking and Cancelling a Scheduled Job in Memory

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

1

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

WAITING.

2

If you have more than one job waiting, use or to select the job you want to cancel. Press

Set when the screen displays your selection—OR—If you have only one job waiting, go to Step 3.

3

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

4

Press Stop/Exit.

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

Memory Security

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

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

■ Scheduled Delayed Transmission*

■ Polling*

■ Fax Forwarding*

■ Remote Retrieval

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

Using Memory Security

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

Setting Up Memory Security for the First Time

1

Press Menu, 2, 0, 1.

2

Enter a 4-digit number as a password.

3

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

4

Re-enter the password and press Set.

5

Press or to choose SET SECURITY.

6

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

NEW PASSWD:XXXX
ENTER & SET KEY

VERIFY:XXXX
ENTER & SET KEY

PASSWORD:XXXX
ENTER & SET KEY

ADVANCED FAX USE

Advanced Sending 41

7

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

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

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

date & time). You must then switch ON Memory Security again. (See Switching
Memory Security ON, page 42.)

Changing the Memory Security Password

1

Press Menu, 2, 0, 1.

2

Press or to choose SET PASSWORD.

3

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

4

Enter the current password.

5

Press Set.

6

Enter a 4-digit number as a new password.

7

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

8

Enter the new password again and press Set.

9

Press Stop/Exit.

OLD PASSWD:XXXX
ENTER & SET KEY

NEW PASSWD:XXXX
ENTER & SET KEY

VERIFY:XXXX
ENTER & SET KEY

Switching Memory Security ON

1

Press Menu, 2, 0, 1.

2

Press or to choose SET SECURITY.

3

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

4

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

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

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

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

PASSWORD:XXXX
ENTER & SET KEY

42 Chapter 6

Switching OFF Memory Security

1

When Memory Security is switched ON, press Menu.

2

Enter a 4-digit password and press Set.

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

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

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

PASSWORD:XXXX
ENTER & SET KEY

ADVANCED FAX USE

Advanced Sending 43

7

Advanced Receiving

Operation from an External or Extension Telephone

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

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

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

If the machine answers a voice call and F/T pseudo-rings for you to take over, use the Deactivation
Code # 5 1 to take the call at an extension phone. (You have to set Remote Activation to ON in
Menu, 2, 1, 4 to use 5 1 or # 5 1.)

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

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

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

◆ # 5 1—From an extension phone, # 5 1 can stop the machine receiving. This is effective in
F/T and Fax Detect modes.

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

For Fax/Tel Mode Only

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

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

44 Chapter 7

Switching ON Remote Activation and Changing Remote Codes

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

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

To switch Remote Activation ON and change Remote Codes

1

Press Menu, 2, 1, 4.

2

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

3

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

4

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

5

Press Stop/Exit.

Telephone Services

BT Call Sign (For U.K. Only)

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

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

ADVANCED FAX USE

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

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

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

To enable the machine to work with BT Call Sign

1

Set the machine to MANUAL mode by pressing Receive Mode.

2

Press Menu, 2, 0, 4. The screen displays the current setting of this feature.

3

Press or to select ON (or OFF).

4

Press Set.

5

Press Stop/Exit.

Advanced Receiving 45

8

Polling

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

All parties involved in polling need to set up their machines to accommodate polling. When someone
polls the machine to receive a fax, they pay for the call; if you poll someone’s fax machine to receive
a fax, you pay for the call. (See Polling Transmit, page 48.)

Some machines do not respond to the polling function.

Secure Polling

Secure Polling is a way to keep your documents and others’ from falling into the wrong hands while
the fax machines are set up for polling. You can use Secure Polling only with another Brother fax
machine. Anyone who polls to receive a fax must enter the polling secure code.

Polling Receive

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

Setup for Polling Receive (Standard)

1

Press Menu, 2, 1, 8.

2

Press or to choose STANDARD, and press Set.

3

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

The screen displays DIALING #XXX.

ENTER FAX NO.
PRESS FAX START

Setup for Polling Receive with Secure Code

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

1

Press Menu, 2, 1, 8.

2

Press or to choose SECURE, and press Set.

3

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

4

Press Set.

5

Enter the fax number you are polling.

6

Press Fax Start.

46 Chapter 8

ENTER FAX NO.
PRESS FAX START

Setup Delayed Polling Receive

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

1

Press Menu, 2, 1, 8.

2

Press or to choose TIMER, and press Set.

3

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

4

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

5

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

6

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

entered.

You can set up only one Delayed Polling.

ENTER FAX NO.
PRESS FAX START

Sequential Polling

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

1

Press Menu, 2, 1, 8.

2

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

3

If you selected STANDARD, go to Step 4.

• If you selected SECURE, enter a four-digit number and press Set, and then go to Step 4.

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

press Set, and then go to Step 4.

4

Specify the destination fax machines (up to 182), which you wish to poll by using One Touch,
Speed Dial, Search, a Group or the dial pad. You must press Broadcast between each location.

5

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

ADVANCED FAX USE

Polling 47

Polling Transmit

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

The document will be stored and can be retrieved from any other fax machine until
you delete the fax in memory by using the Cancelling a Job function. (See
Checking and Cancelling a Scheduled Job in Memory, page 41.)

Setup for Polling Transmit (Standard)

1

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

2

Press Menu, 2, 2, 6.

3

Press or to choose STANDARD, and press Set.

4

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

5

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

Setup for Polling Transmit with Secure Code

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

1

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

2

Press Menu, 2, 2, 6.

3

Press or to choose SECURE, and then press Set.

4

Enter a four-digit number, and press Set.

5

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

6

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

48 Chapter 8

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

9

Remote Fax Options

Setting Fax Storage

Memory Receive must be switched to ON for Faxes to be received into memory. (See Reception into
Memory, page 31.)

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

1

Press Menu, 2, 5, 2.

2

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

3

Press Stop/Exit.

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

Backup Print

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

Fax Forwarding

ADVANCED FAX USE

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

Programming a Fax Forwarding Number

When Fax Forwarding and Fax Storage are set to ON, the machine stores the received fax in
memory, then dials the fax machine phone number you’ve programmed, and forwards the fax
message. You can change a Fax Forwarding number remotely. (See Changing the Fax Forwarding
Number, page 52.)

1

Press Menu, 2, 5, 1.

2

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

3

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

4

Press Stop/Exit.

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

Remote Fax Options 49

Changing the Remote Access Code

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

1

Press Menu, 2, 5, 3.

2

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

Deactivation Code.

3

Press Stop/Exit.

Remote Retrieval

Using Your Remote Access Code

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

1

Dial your fax number from a touch tone phone.

2

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

3

The machine signals the kinds of messages received:

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

4

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

5

Press 9 0 to reset the machine when you finish.

6

Hang up.

50 Chapter 9

Remote Commands

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

Change Fax Forwarding Setting

Press 9 5

then to

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

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

Retrieve or Erase a Fax

Press 9 6

then to

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

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

Check the Receiving Status

Press 9 7

then Press 1.

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

ADVANCED FAX USE

Change Receive Mode

Press 9 8

then for

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

Exit Remote Operation

Press 9 0

Remote Fax Options 51

Retrieving Fax Messages

1

Dial the machine’s number.

2

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

3

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

4

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

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

5

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

machine prints your fax messages.

Changing the Fax Forwarding Number

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

1

Dial the machine’s number.

2

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

3

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

4

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

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

5

After you hear the machine beep, hang up.

52 Chapter 9

10

Making Copies

Basic Copy Operations

Using the Machine as a Copier

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

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

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

(4 mm)

Non-scannable
area

COPIER

(4 mm)

Making a Single Copy

1

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

2

Press Copy.

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

Making Copies 53

Making Multiple Copies (Using the ADF)

1

Insert the document face up in the ADF.

2

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

3

Press Copy.

To sort the copies, use Options key. (See Sorting Multiple Copies (Using ADF),
page 57.)

Making Multiple Copies (Using the Glass Platen)

1

Lift the Document Cover.

Document
Cover

Documents are
Face Down

Glass
Platen

2

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

3

Close the Document Cover.

4

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

5

Press Copy.

Out of Memory Message

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

OUT OF MEMORY
QUIT:PRESS STOP

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

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

To gain extra memory, you can turn off Fax Storage—OR—Print fax messages in
memory. (See Setting Fax Storage, page 49.)

54 Chapter 10

Temporary Copy Setting

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

Copying Using Multiple Settings

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

■ Press or if you want to select additional
settings.

—OR—

Press Copy if you are finished choosing settings.

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

PRESS COPY OR
100% AUTO

{} FOR NEXT OPT.
100% AUTO

COPIER

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

No of Copies

Stack or
Sort

Copy Mode
(Type of Original)

Copy Contrast

Copy Ratio
or
Special Copy Option

Making Copies 55

Making Enlarged or Reduced Copies

1

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

2

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

3

Press Enlarge/Reduce.

4

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

—OR—

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

—OR—

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

5

Press Set.

6

Press Copy—OR—Press or for additional settings.

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

to select MANUAL and use the dial pad to enter an enlargement or

Copy Contrast

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

1

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

2

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

3

Press Contrast.

4

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

5

Press Copy—OR—Press or for additional settings.

– +
SELECT { } & SET

56 Chapter 10

Using the Options Key

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

Press Options Menu Selections Options Factory Setting

NO. OF COPIES NO. OF COPIES:XX 01
COPY MODE AUTO/TEXT/PHOTO AUTO
STACK/SORT STACK/SORT STACK
SPECIAL 2 IN 1/4 IN 1/POSTER/

OFF

PAPER TYPE THIN/PLAIN/THICK/

THICKER/
TRANSPARENCY

OFF

PLAIN

Copy Mode

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

1

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

2

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

3

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

4

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

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

5

Press Copy—OR—Press or for additional settings.

COPIER

Sorting Multiple Copies (Using ADF)

1

Insert the document face up in the ADF.

2

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

3

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

4

Press or to select SORT, and then press Set.

5

Press Copy—OR—Press or for additional settings.

Making Copies 57

Special Copy Options (Using the ADF)

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

1

Insert the document face up in the ADF.

2

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

3

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

4

Press or to select 2 IN 1, 4 IN 1 or OFF, and then press Set.

5

Press Copy—OR—Press or for additional settings.

Special Copy Options (Using the Glass Platen)

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

1

Insert the document face down on the glass platen.

2

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

3

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

4

Press or to select 2 IN 1, 4 IN 1, POSTER or OFF, and then press Set.

5

Press Copy.

2 in 1

If you selected 2 IN 1 or 4 IN 1 in
Step 4, place the next document on
the glass platen, and then press Set.
After all document have been
scanned, press Copy.

1

2

NEXT:PRESS SET
END:PRESS COPY

1

2

58 Chapter 10

4 in 1

1

2

1

2

3

Poster

You can create a poster size copy of a photograph.

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

4

3

4

COPIER

Making Copies 59

Paper Type

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

2

THIN (60-69 g/m
PLAIN (70-95 g/m
THICK (96-120 g/m
THICKER (121-161 g/m
TRANSPARENCY For transparency (OHP)

1

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

2

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

3

Press Copy—OR—Press or for additional settings.

) For thin paper

2

) For ordinary plain paper

2

) For heavy weight paper or rough paper

2

) For heavier weight paper, rough paper or bond paper

Changing Default Settings

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

By pressing a number, you can adjust copy settings as shown in the following chart. Press or
to move through the selections for each setting. Press Set to save your selection. Press Stop/Exit
—OR—Press to select the next setting you want to change.

Press Menu, and 3.

1.COPY MODE

AUTO

TEXT

PHOTO

60 Chapter 10

2.CONTRAST

3.PAPER TYPE

– +

THIN

PLAIN

THICK

THICKER

is default

Copy Mode (Type of Original)

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

1

Press Menu, 3, 1.

2

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

3

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

Copy Contrast

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

1

Press Menu, 3, 2.

2

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

3

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

Paper Type

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

2

THIN (60-69 g/m
PLAIN (70-95 g/m
THICK (96-120 g/m
THICKER (121-161 g/m

1

Press Menu, 3, 3.

2

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

3

Press Stop/Exit.

) For thin paper or transparency

2

) For ordinary plain paper

2

) For heavy weight paper or rough paper

2

) For heavier weight paper, rough paper or bond paper

COPIER

Making Copies 61

11

Using the machine as a Printer

Special Printing Features

Windows® Printing

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

®

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

®

system using our installer program (see Quick Setup

Enhanced Memory Management

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

Printing From Your PC

Paper Tray

The machine’s paper tray can feed plain paper and transparencies. When the machine receives data
from your computer, it begins the print process by loading paper from the paper tray.

■ Select the print command from your PC.
Your PC sends a print command and data to the machine. The screen displays the date and time, and

RECEIVING DATA. If there are more pages, the machine begins to print the next page
automatically.

®

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

If your application software does not support your custom paper size, select the next larger paper
size. Then adjust the print area by changing the right and left margins in your application software.
(See Acceptable Paper, page 68.)

When you use labels, envelopes, card stock or thicker paper, be sure to use
the manual feed slot.

62 Chapter 11

Two-Sided Printing (Manual Duplexing)

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

The machine prints all the even-numbered pages on one side of the paper first. Then, the Windows
driver instructs you (with a pop-up message) to reinsert the paper. Before reinserting the paper,
straighten it well, or you may get a paper jam. Very thin or very thick paper is not recommended.

Please ensure that after making the first print of your “DUPLEX PRINT JOB” the
printed sheet gose into the paper tray face-up. Please note the correct orientation,
as in the diagram.

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

®

PRINTER/SCANNER

Manual Feed Slot

The machine has a manual feed slot above the paper tray. You can load envelopes and special print
media one at a time into this slot. You do not have to remove paper from the paper tray. (See
Acceptable Paper, page 68.)

Use the manual feed slot to print or copy on labels, envelopes, card stock or thicker paper. (See
Printing on Thicker Paper and Card Stock, page 65.)

If you use labels and envelopes, they must be of a type suitable for use with a laser
printer. If you use incorrect types it is possible to damage or contaminate the drum
surface and cause printing problems.

Using the machine as a Printer 63

Loading One Sheet of Paper

You do not have to choose manual feed in the Setup dialog box of your printer driver. Insert the sheet
of paper for Portrait (vertical) or Landscape (horizontal), with the side you wish to print on face up
in the manual feed slot.

1

Align the paper at the centre of the manual feed slot, and be sure to insert the paper into the
manual feed slot until the front edge of the paper touches the paper feed roller.

2

Adjust the paper guide of the manual feed slot to the width of the paper you’re using.

Manual
Feed
Slot

Loading more than One Sheet of Paper

1

Open the Setup dialog box of the Windows® printer driver and select Manual Feed in the Paper
Source section. Follow Steps 1 and 2 above to load the first page. The machine starts printing
automatically.

2

After the first page is printed, the screen displays:
Insert the next sheet of paper to resume printing.

3

Repeat Steps 1 and 2 until you have finished printing.

MANUAL FEED
INSERT PAPER

64 Chapter 11

If you do not select manual paper feed, and insert a page in the manual feed slot,
the machine will load the first page from the manual feed slot and subsequent
pages from the paper tray.

Printing on Thicker Paper and Card Stock

When the rear cover is lifted up, the machine has a straight paper path from the manual feed slot to
the rear of the printer. Use this paper feed and output method when you want to print on envelopes,
thicker paper or card stock.

1

Select manual feed mode in the printer driver.

2

Send the print data as usual.

3

Lift up the rear cover of the machine.

4

Adjust the manual feed paper guides to the width of the paper you are using.

5

Insert a single sheet of paper into the manual feed slot until the front edge touches the paper feed
rollers. Let go of the paper as the machine pulls it into position.

6

After the machine ejects the printed page, return to Step 5 to insert the next sheet of paper. The
machine will wait until you insert the next sheet of paper. Repeat Steps 5 and 6 for each page to
be printed.

7

When you have finished printing, close the rear cover of the machine.

PRINTER/SCANNER

To prevent the possibility of transparencies smudging as they stack in the output
bin, remove each transparency after it exits.

Using the machine as a Printer 65

Face Down Output Bin

The machine ejects paper with printed surfaces face down into the output bin in the front of the
machine. Pull out the output bin extension to support the printed pages.

To prevent the possibility of transparencies smudging as they stack in the output
bin, remove each transparency after it exits.

Reset Key

Press this key to clear data from the memory.

Simultaneous Printing/Faxing

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

66 Chapter 11

Printer Menu Functions

Printing the Internal Font List

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

1

Press Menu, 4, 1, 1.

2

Press Fax Start. The machine prints the list.

3

Press Stop/Exit.

Printing the Print Configuration List

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

1

Press Menu, 4, 1, 2.

2

Press Fax Start. The machine prints the settings.

3

Press Stop/Exit.

Restoring Factory Default Settings

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

1

Press Menu, 4, 2. The screen displays

1.RESET 2.QUIT

2

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

3

Press Stop/Exit.

Using the machine as a Printer 67

PRINTER/SCANNER

Acceptable Paper

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

Paper Type Paper Size

Upper Tray & Lower
Tray

Manual Feed Slot: Cut sheet A4, Letter, Legal, B5(ISO), A5, A6, Executive,

Paper Capacity

Paper Tray: Up to 27 mm (1.06 inches) in height (up to the mark) Approx.

Output Tray (in front of the
machine):

Paper Specification for the Paper Tray

Basis Weight 16 to 28 lb (60 to 105 g/m
Caliper 0.08 to 0.13 mm (0.003 to 0.005 inches)
Moisture Content 4% to 6% by weight
Smoothness 100 to 250 (Sheffield)

Manual Feed Slot:

Basis Weight 16 to 43 lb

Caliper 0.08 to 0.2 mm

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

Recommended paper types:

Plain Paper: Xerox Premire 80
Transparency: 3M CG3300 for laser printers or equivalent
Label: Avery laser label L7163

Cut sheet A4, Letter, Legal, B5 (ISO), A5, A6 (for Upper Tray

Only), Executive

Custom size

70-216 x 116-356 mm (2.75-8.5 x 4.57-14 inches)
Envelopes DL, C5, COM-10, Monarch
Post Card —
Labels and

Transparencies

250 sheets of 75 g/m
Approx. 150 sheets of 75 g/m

Cut Sheet

Cut Sheet Envelope

(60 to 161 g/m

(0.003 to 0.008 inches)

2

)

A4, Letter

2

2

(20 lb), or 10 transparencies

2

(20 lb) A4/Letter paper

)

20 to 24 lb
(75 to 90 g/m2)

0.084 to 0.14 mm
(0.003 to 0.005 inches)

68 Chapter 11

12

Printer Driver Settings

(For Windows® Only)

Using the Brother MFC-9880 Printer Driver

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

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

Features in the Printer Driver (For Windows® 95/98/Me and Windows® NT 4.0 Users)

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

For more detailed information, please see the on-line Help in the printer driver.
You can also change settings by clicking the illustration on the left side of the tab screen.

®

Operating System.

Basic Tab

1

2

3

PRINTER/SCANNER

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

2. Select number of Copies and Media Type.

3. Select Paper Source, First Page and Other Pages.

Printer Driver Settings (For Windows® Only) 69

Paper Size

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

Multiple Page

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

Ex. 4 in 1

Ex. 1 in 2x2 pages

Border Line

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

Orientation

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

Portrait

Landscape

Copies

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

Collate

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

70 Chapter 12

Collate box checked

Collate box not checked

Media Type

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

Plain Paper
Thin Paper
Thick Paper
Thicker Paper
Bond Paper
Transparencies

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

Paper Source

First Page

The First Page selection sets the source of where the 1st page of your document will feed paper.

Auto Select Will feed the 1st page from the first tray available that has the paper

size set to match your document setting. (See Accessories Tab, page

78.)

Tray1 Feeds the 1st page from Tray1.
Tray2 (Option) Feeds the 1st page from the optional Tray2.
Manual Feeds the 1st page from the Manual Feed Slot.

If you choose Tray1, Tray2 or Manual the tray you select will be highlighted on the driver screen.

Other Pages

Feeds the remaining pages of your document from the selected source.

Same as First page

Tray1
Tray2 (Option)

Manual

Printer Driver Settings (For Windows® Only) 71

PRINTER/SCANNER

Advanced Tab

1 2 3 4 5

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

1. Print Quality

2. Duplex Printing

3. Watermark

4. Page Setting

5. Device Option

72 Chapter 12

Print Quality

Resolution

You can change the resolution as follows:

◆ 300 dpi

◆ 600 dpi

Toner Save

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

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

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

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

Duplex Printing

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

Manual Duplex

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

Binding Offset

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

Printer Driver Settings (For Windows® Only) 73

PRINTER/SCANNER

Watermark

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

Print Watermark

The Print Watermark feature offers printing choices of:

On all pages
On first page only
From second page
Custom

In background

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

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

Watermark Text

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

74 Chapter 12

Watermark Bitmap

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

Position

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

Page Setting

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

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

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

3. Check the Free box if you want to reduce or enlarge the output.

You can also use the Mirror Print or Reverse Print feature for your page setting.

Printer Driver Settings (For Windows® Only) 75

PRINTER/SCANNER

Device Options

Set one of the following Printer Functions:

• Quick Print Setup

• Administrator (For Windows

• Print Date & Time

®

95/98/98SE/Me Users Only)

Quick Print Setup

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

76 Chapter 12

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

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

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

Printer Driver Settings (For Windows® Only) 77

PRINTER/SCANNER

Print Date & Time

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

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

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

Accessories Tab

The Accessories Tab includes the settings for configuring the printer driver for what size paper is
being used for each paper source. This tab also installs any additional options into the driver settings.

Paper Source Setting

To configure the paper size for each paper source, highlight the source from the Paper Source
Setting list. Select the Paper Size from the pull-down box and click Update. (The Paper Source
Setting is used when selecting Auto Select in the Basic Tab.)

78 Chapter 12

Default Source

The Default Source allows you to choose which paper source will be used when the paper size of
the document being sent does not match the Paper Source Settings.

Available Options

In order to access the optional 2nd paper tray the option must be installed in the driver. Highlight the
model number from the Available Options list and click Add. The optional tray will then be listed
in the Installed box, Paper Source Setting list and the screen illustration will display the 2nd tray.

Printer Driver Settings (For Windows® Only) 79

PRINTER/SCANNER

Support Tab

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

Brother Solutions Center

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

Web Update

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

Check Setting

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

80 Chapter 12

Features in the Printer Driver (For Windows® 2000)

The Windows® 2000 printer driver utilizes Microsoft’s uni-driver architecture. The following
section describes the driver features and selections available for Windows

®

2000.

General Tab

Printing Preferences

In the General tab, click the Printing Preferences... button to access the Layout tab.

Layout Tab

Orientation

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

Portrait

Printer Driver Settings (For Windows® Only) 81

Landscape

PRINTER/SCANNER

Pages Per Sheet

You can select 1, 2, 4, 6, 9 or 16 pages to be printed on one sheet of paper. The image of each page
will be reduced as needed to fit on the paper.

2 in 1

4 in 1

Paper/Quality Tab

Tray Selection

Paper Source

Possible paper sources are: Automatically Select, Auto, Upper Paper Tray, Lower Paper Tray
(optional paper tray) and Manual Feed Slot.

■ When Automatically Select is chosen the machine automatically will choose the tray with the
appropriate size of paper.

The paper size for each paper source must be set in the Device Settings tab for
the Automatically Select feature to work properly.

■ The Auto option is for machines that can automatically detect the size of paper that is loaded in
the paper source; Auto is not active for the machine.

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Media

For the best print quality, select the type of media you are using:

■ Regular

■ Thick Paper

■ Thicker Paper

■ Transparency

When using ordinary plain paper, select Regular. When using heavier weight paper, envelopes, or
rough paper, select Thick Paper or Thicker Paper. For OHP transparencies, select Transparency.

Advanced Options

Click the Advanced... button in the Paper/Quality tab to access the screen below:

Paper/Output

Paper Size—Select the paper size of the document you are printing. This size should be the same as
the paper size that is set in your application software.

Copy Count—Type the number of copies you want.

Graphic

Print Quality—You can change the resolution as follows:

600 x 600 dots per inch
300 x 300 dots per inch

Document Options

Advanced Printing Features—You can Enable or Disable Advanced Printing Features from this
selection. If you disable it, Page Order, Pages Per Sheet, Copy and Collate will be disabled.

Halftoning—This selection is for changing the dither pattern to achieve the best print results when
printing graphics. The choices are as follows:

Auto Select
Super Cell
Dither 6 x 6
Dither 8 x 8

Printer Driver Settings (For Windows® Only) 83

PRINTER/SCANNER

Device Settings Tab

Form To Tray Assignment

This selection assigns the paper size to each paper source. For auto paper selection (Automatically
Select) to work properly, the paper size set for each source must match the actual size of paper

loaded.
The available options are:

A4
A5
B5 (JIS)
Executive
Legal
Letter

Installable Options

Printer Memory—If you installed optional memory into the machine, you must select the correct
size of total memory in the machine for the driver to access the additional memory.

Lower Paper Tray—If an optional lower tray is installed, this selection must be set to ON to enable
access to the lower tray.

84 Chapter 12

13

Using the Windows

®

-Based Brother Control Centre

Brother Control Centre

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

If you want to scan the document from the glass platen, please use Scan keys on the control panel
(see Using the Control Panel Keys, page 87) or TWAIN driver (see Scanning a Document into your
PC, page 101).

The Brother Control Centre provides three categories of functions:

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

2. Copy functions.

3. PC-Faxing using the Brother PC-FAX Software.

(For Windows

®

Only)

AutoLoad the Brother Control Centre

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

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

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

Using the Windows®-Based Brother Control Centre (For Windows® Only) 85

PRINTER/SCANNER

How to Turn Off AutoLoad

1

Left click the Control Centre icon and click Show.

2

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

appear:

3

Uncheck the AutoLoad Pop-Up option.

Using the Scan Keys with Windows PC

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

™

iMac

/iBook™, page 118.)

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

86 Chapter 13

®

G3, G4 or

Using the Control Panel Keys

Before you can use the Scan keys on the control panel, you must have connected the machine to your
Windows
When you are ready to use the Scan keys, make sure the Brother Control Centre application is
running on your PC.

Scan to E-mail

You can scan either black and white or colour documents into your E-mail application as a file
attachment. The default setting is black and white but this can easily be changed through the Brother
Control Centre. (See Scan to E-mail, page 92.)

1
2
3

Scan to Image

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

1
2
3

Scan to OCR

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

1
2
3

®

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

Insert the document face up in the ADF, or face down on the glass platen.
Press Scan to E-mail.
The machine will scan the document, create a file attachment, and launch your E-mail

application, displaying the new message waiting to be addressed.

Insert the document face up in the ADF, or face down on the glass platen.
Press Scan to Image.
The machine will scan the document and send a image to your graphics application.

Insert the document face up in the ADF, or face down on the glass platen.
Press Scan to OCR.
The machine will scan the document perform OCR in ScanSoft™ TextBridge®, and then display

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

PRINTER/SCANNER

Using the Windows®-Based Brother Control Centre (For Windows® Only) 87

Brother Control Centre Features

Auto Configuration

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

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

Scanning Operations

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

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

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

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

88 Chapter 13

Copy Operations

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

®

printer driver

PC-FAX Operation

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

Scanner Settings

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

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

Global Settings

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

Using the Windows®-Based Brother Control Centre (For Windows® Only) 89

PRINTER/SCANNER

Setting Up the Scanner Configurations

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

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

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

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

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

To access the Scanner Configurations screen:

1

Insert the document face up in the ADF.

2

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

3

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

Perform an Operation from the Brother Control Centre Screen

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

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

If you want to scan the document from the glass platen, please use the Scan keys
on the control panel. (See Using the Control Panel Keys, page 87.)

90 Chapter 13

Scan to File

Scanner Setting

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

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

Destination Folder

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

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

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

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

PRINTER/SCANNER

Using the Windows®-Based Brother Control Centre (For Windows® Only) 91