Brother MFC-J4625DW User Manual

Basic User’s Guide

MFC-J4620DW

MFC-J4625DW

Version 0

UK

If you must contact Customer Service

Please complete this information for future reference:

Model Number: MFC-J4620DW and MFC-J4625DW (Circle your model number)

Serial Number: 1

Date of Purchase:

Place of Purchase:

1The serial number is on the back of the unit. Retain this User's Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service.

Register your product on-line at

http://www.brother.com/registration

© 2014 Brother Industries, Ltd. All rights reserved.

You can use the following features!

Mobile Connect

Use Brother iPrint&Scan to print and scan images and files from mobile devices.

Web Connect / Brother Apps

Scan and upload images and files to popular web services directly from your machine. Capture and convert information directly from your machine without your computer.

(See Web Connect Guide at solutions.brother.com/manuals.)

Printing Scanning

If your Android™ device supports Near Field Communication (NFC), print and scan just by touching your device to the NFC logo on the control panel.

(See Mobile Print/Scan Guide for Brother iPrint&Scan at solutions.brother.com/manuals.)

Add Shortcuts

Save your most frequently-used settings as Shortcuts.

(See Online User’s Guide at solutions.brother.com/manuals.)

i

User's Guides and where to find them

Which Guide?	What's in it?	Where is it?
Product Safety Guide	Read this Guide first. Please read the Safety	Printed / In the box
	Instructions before you set up your machine. See
	this Guide for trademarks and legal limitations.
Quick Setup Guide	Follow the instructions for setting up your machine,	Printed / In the box
	and installing the drivers and software for the
	operating system and connection type you are
	using.
Basic User’s Guide	Learn the basic Fax, Copy, Scan and PhotoCapture	Printed / In the box
	Center operations and basic machine maintenance.
	See troubleshooting tips.
Online User’s Guide	This HTML (Web) guide includes the contents of the	HTML / CD-ROM
	Basic User’s Guide, and additional information	(Windows®) /
	about the machine’s settings and operations,	Brother Solution
	security features, troubleshooting tips, and	Center 1 (Macintosh)
	maintenance instructions.
	In addition to information about the PC-Print, Scan,
	Copy, Fax (MFC models only), and PhotoCapture
	Center and Brother ControlCenter operations, useful
	information is included about using the machine on
	a network.
Web Connect Guide	This Guide provides useful information about	PDF file / Brother
	accessing Internet services from the Brother	Solutions Center 1
	machine, as well as downloading images, printing
	data and uploading files directly to Internet services.
AirPrint Guide	This Guide provides information for using AirPrint to	PDF file / Brother
	print from OS X v10.7.x or later and your iPhone,	Solutions Center 1
	iPod touch, iPad, or other iOS device to your Brother
	machine without installing a printer driver.
Google Cloud Print	This Guide provides details on how to use Google	PDF file / Brother
Guide	Cloud Print™ services for printing over the Internet.	Solutions Center 1
Mobile Print/Scan Guide	This Guide provides useful information about	PDF file / Brother
for Brother iPrint&Scan	printing from your mobile device and scanning from	Solutions Center 1
	your Brother machine to your mobile device when
	connected to a Wi-Fi® network.

1 Visit solutions.brother.com/manuals.

ii

The Online User’s Guide helps you get the most out of your machine.

Quicker navigation!

•Search box

•Navigation index in a separate pane

Comprehensive!

•All topics in one guide

Simplified layout!

•Provides step-by-step instructions

•Summarizes the feature at the top of the page

1

2

3

4

1Search Box

2Navigation Index

3Feature Summary

4Step-by-Step Instructions

Where can I find the Online User’s Guide?

(Windows®)
Click	(Start) > All Programs > Brother > Brother Utilities > MFC-XXXX (Where XXXX is
your model name.) > Support > User’s Guides.
(Windows® 8)
Tap or click		(Brother Utilities) > MFC-XXXX (Where XXXX is your model name.) > Support

> User’s Guides.

(Macintosh or other options)

Visit Brother Solutions Center: solutions.brother.com/manuals.

iii

If you have questions or problems, please take a look at your model’s FAQs.

Provides several ways to search

Displays related questions for additional information

Receives regular updates based on customer feedback

*The FAQ home page will vary depending on your model.

Where can I find these FAQs?

Brother Solutions Center

http://support.brother.com

iv

Table of Contents

1	General information............	1
	How to use the documentation .......	1
	Symbols and conventions............	1
	About Brother Utilities
	(Windows®) ....................................	1
	Control panel overview ...................	2
	3.7"(93.4 mm) Touchscreen
	LCD..............................................	4
	Entering Text ...............................	8
2	Loading paper .....................	9
	Before loading paper.......................	9
	Loading paper in the paper tray ......	9
	Loading paper in the manual
	feed slot ........................................	11
	Paper settings ...............................	14
	Set Paper Size and Type...........	14
	Check Paper setting......................	15
	Recommended print media........	15
	Handling and using print
	media .........................................	15
3	Loading documents..........	16
	How to load documents ................	16
	Using the ADF ...........................	16
	Using the scanner glass ............	17
4	Printing from a
	computer............................	18
	How to print a document...............	18
5	Copying..............................	19
	How to copy ..................................	19
	Stop copying ..............................	19
	Copy options overview..................	19
	Paper Type ................................	20
	Paper Size .................................	20

6 Scanning to a computer ... 21

Before scanning............................	21
How to scan a document as a
PDF file using ControlCenter4
(Windows®)...................................	21
How to scan a document as a
PDF file using the Touchscreen....	22

7Printing and scanning with Near Field Communication

	(NFC) ..................................	23
	How to print with NFC...................	23
	How to scan with NFC ..................	23
8	Printing photos from a
	memory card or USB flash
	drive....................................	24
	PhotoCapture Center operations
	(PHOTO mode).............................	24
	How to print images ......................	24
	View Photos...............................	24
	PhotoCapture Center print settings
	overview........................................	25
9	Telephone services and
	external devices ................	26
	Telephone services overview .......	26
	Voicemail ...................................	26
	Voice over Internet Protocol
	(VoIP) ........................................	26
	Connecting an external telephone
	answering device (TAD) ............	26
	External and extension
	telephones .................................	26
10	Sending a fax.....................	27
	How to send a fax .........................	27
	Stop faxing.................................	28
	How to store numbers...................	28
	Storing a pause..........................	28
	Storing Address Book
	numbers.....................................	28
	How to set your Station ID ............	29

v

11	Receiving a fax ..................	30
	Receive Modes .............................	30
	Choose the Receive Mode............	30
	Using Receive Modes................	31
	Receive Mode settings..................	32
	Ring Delay .................................	32
	F/T Ring Time
	(Fax/Tel mode only)...................	32
A	Routine maintenance ........	33
	How to clean and check the
	machine ........................................	33
	Cleaning the scanner glass........	33
	Checking the print quality...........	33
	Checking the print alignment .....	35
B	Troubleshooting ................	36
	Identifying the problem..................	36
	Error and maintenance
	messages......................................	36
	Error animations.........................	46
	Transferring your faxes or Fax
	Journal report.............................	46
	Document jam ...........................	47
	Printer jam or paper jam ............	48
	Troubleshooting for Wireless
	LAN setup .....................................	54
	Wireless LAN report...................	54
	If you are having difficulty with
	your machine ................................	55
	Dial Tone detection....................	65
	Telephone Line Interference or
	VoIP System ..............................	65
	Machine Information .....................	66
	Checking the serial number .......	66
	Checking the firmware
	version .......................................	66
	Reset operations overview.........	66
	How to reset the machine ..........	67
C	Index ...................................	68
	Supplies .............................	71

vi

1 General information

How to use the documentation

Thank you for buying a Brother product! Reading the documentation will help you make the most of your machine.

Symbols and conventions

The following symbols and conventions are used throughout the documentation.

Bold	Bold typeface identifies
	buttons on your computer
	screen.
Italics	Italicized typeface emphasizes
	an important point or refers
	you to a related topic.
Courier	Text in the Courier New font
New	identifies messages displayed
	on the machine’s Touchscreen
	LCD.

IMPORTANT

IMPORTANT indicates a potentially hazardous situation which, if not avoided, may result in damage to property or loss of product functionality.

NOTE

NOTE specifies the operating environment, conditions for installation, or special conditions of use.

About Brother Utilities (Windows®)

Brother Utilities is an application launcher that offers convenient access to all Brother applications installed on your device.

a (Windows® XP, Windows Vista®,			1
Windows® 7, Windows Server® 2003,
Windows Server® 2008 and
Windows Server® 2008 R2)
Click	(Start) > All Programs >
Brother, and		(Brother Utilities).
(Windows® 8 and
Windows Server® 2012)
Tap or click		(Brother Utilities)

either on the Start screen or the desktop.

(Windows® 8.1 and

Windows Server® 2012 R2) Move your mouse to the lower left

corner of the Start screen and click

(if you are using a touch-based device, swipe up from the bottom of the Start screen to bring up the Apps screen). When the Apps screen appears, tap or

click (Brother Utilities). b Select your machine.

c Choose the operation you want.

1

Chapter 1

Control panel overview

The MFC-J4620DW and MFC-J4625DW have the same 3.7"(93.4 mm) Touchscreen LCD and Touchpanel.

1

NOTE

Most of the illustrations in this User’s Guide show the MFC-J4620DW.

13.7"(93.4 mm) Touchscreen LCD (Liquid Crystal Display)

Access the menus and options you want by pressing them as they are displayed on the Touchscreen LCD.

You can adjust the angle of the Touchscreen LCD and Touchpanel by lifting it. To lower this control panel, press the release button that is located behind it, as shown in the illustration.

2

General information

1

2		3				4

2 Touchpanel:							You must download and install Brother
				Back			iPrint&Scan to your Android™ device to use
							this feature.
		Press to go back to the previous menu
							(See Printing and scanning with Near Field
		level.
							Communication (NFC) on page 23.)
				Home		4	Power On/Off
		Press to return to the Home screen. By
		default it displays the date and time, but					Press	to turn the machine on.
		you can change the default settings.
				Cancel			Press and hold down		to turn the machine
		Press to cancel an operation when lit.					off. The Touchscreen LCD displays
3			NFC (Near Field Communication) logo				Shutting Down and stays on for a few
							seconds before turning off.
The NFC logo light on the right side of the
							If you have connected an external telephone or
control panel is on when NFC is set to On.
							TAD, it is always available for use.
(To turn off the NFC feature, press					>		If you turn the machine off using			, it still

All Settings > Network > NFC > Off. The NFC logo light goes off.)

If your Android™ device supports the NFC standard, you can print and scan to your device by touching it to the NFC logo.

periodically cleans the print head to maintain print quality. To prolong the life of the print head, provide better ink efficiency, and maintain print quality, keep your machine connected to the power at all times.

3

Chapter 1

3.7"(93.4 mm) Touchscreen LCD

Select from three types of screens to set the Home screen: Basic Functions screen, More screens and Shortcuts screens. When the Basic Functions screen is displayed, swipe left or right or press d or c to display the More

screens. Press to display the Shortcut screens.

Basic Functions screen

1 2 3

4

5

6

The Basic Functions screen displays the date and time and provides access to the Fax, Copy and Scan modes.

More screens

1 2 3

4

5

6

1 2 3

4

5

6

The More screens display the date and time and provides access to additional features, such as Photo, Web, Apps and A3 Copy Shortcuts.

Shortcut screens

1 2 3

7

You can save certain settings as a Shortcut so you can quickly send a fax, copy, scan and use Web Connect services. (See Online User’s Guide.)

4

1Wireless Status

A four-level indicator on the Ready Mode screen displays the current wireless signal strength when using a wireless connection.

0

Max

When appears on the

Touchscreen, press it to configure your wireless settings. For more information, see Quick Setup Guide.

2 Ink

Displays the available ink volume. Press to access the Ink menu.

When the ink cartridge is near the end of its life or having a problem, an error icon is displayed on the ink colour.

(See Online User’s Guide.)

3 Settings

Press to access the settings. (See Settings screen on page 7.)

4 Shortcuts

Press to access the Shortcuts screens.

5Date & Time

Displays the date and time that has been set in the machine.

6Modes:

 Fax

Press to access Fax mode.

 Copy

Press to access Copy mode.

 Scan

Press to access Scan mode.

General information

	Photo
	Press to access Photo mode.	1

 Web

Press to connect the Brother machine to an Internet service.

For details, see Web Connect Guide.

 Apps

Press to connect the Brother machine to the Brother Apps menu.

 A3 Copy Shortcuts

Use this preset shortcut to copy on A3 or Ledger size.

(See Online User’s Guide.)

7 Add Shortcut

Create Shortcuts for frequently-used operations, such as sending a fax, copying, scanning and using Web Connect.

Three Shortcuts screens are available with space for up to six Shortcuts on each screen.

For more information, see Online User’s Guide.

NOTE

When one of the Shortcuts screens is set as the Home screen, press

, displayed at the bottom of

the screen to access the Basic Functions screen.

5

Chapter 1

8 Stored Faxes:

8

When Fax Preview is set to Off,

Stored Faxes displays how many received faxes are in the machine’s memory.

Press Print to print the faxes. 9 New Fax(es):

9

When Fax Preview is set to On,

New Fax(es) displays how many new faxes you have received and stored in the machine’s memory.

Press View to view the faxes on the Touchscreen.

10 Warning icon

10

The warning icon appears when there

is an error or maintenance message; press Detail to view it, and then press

to return to Ready mode.

(See Error and maintenance messages on page 36.)

NOTE

•This product adopts the font of ARPHIC TECHNOLOGY CO.,LTD.

•MascotCapsule UI Framework and MascotCapsule Tangiblet developed by HI CORPORATION are used. MascotCapsule is a registered trademark of HI CORPORATION in Japan.

6

Settings screen

When you press , the Touchscreen LCD displays the machine’s status.

This screen provides access to all the machine’s settings.

1 2 3 4

5

8

7

6

1Maintenance

Press to access the Maintenance menu.

Check and improve the print quality, clean the print head and check the available ink volume. You can also use the Maintenance solution menu to solve a recurring paper jam error.

2Receive Mode

Displays the current Receive Mode:

Fax (Fax Only)

Fax/Tel

External TAD

Manual

3Wi-Fi

Press to set up a wireless network connection.

A four-level indicator

on the screen

displays the current wireless signal strength if you are using a wireless connection.

General information
4 Date & Time
Displays the date and time that has been	1
set in the machine.

Press to access the Date & Time menu.

5Quiet Mode

Displays the Quiet Mode setting. Press to access the Quiet Mode menu.

When this menu is set to On, is

displayed on the Home screen. The machine’s printing noise has been reduced.

For more information, see Online User’s Guide.

6All Settings

Press to access the Settings menu.

7Fax Preview

Displays the Fax Preview setting.

Press to access the Fax Preview menu.

8Tray Setting

Press to access the Tray Setting menu to change the paper size and paper type.

7

Chapter 1

Entering Text

When you must enter text into the machine, a keyboard appears on the Touchscreen.

Press to cycle between letters, numbers and special characters.

NOTE

To change between lowercase or uppercase, press .

Inserting spaces

To enter a space, press Space or you can press c to move the cursor.

NOTE

The characters that are available may differ depending on your country.

Making corrections

If you entered an incorrect character and want to change it, press d to move the cursor to highlight the incorrect character, and then

press . Enter the correct character. You can also use the cursor to go back and insert characters.

To erase all the characters, press repeatedly.

8

2 Loading paper

Before loading paper	Loading paper in the
Load only one size of paper and one type of	paper tray	2
paper in the paper tray at a time.

When loading a different paper size in the tray, you must also change the paper size setting in the machine. (See Set Paper Size and Type on page 14.)

If the Check Paper setting is set to On, the machine displays a message asking if you want to change the paper type and paper size when you pull the paper tray out of the machine. Change the paper size and paper type settings if needed, according to the instructions on the Touchscreen. (See Check Paper setting on page 15.)

We explain how to load paper for each tray: Paper tray . . . . . . . . . . . . . . . . See page 9. Manual feed slot . . . . . . . . . . . . See page 11.

Paper size and loading orientation

The paper size determines the orientation when loading paper in the paper tray.

	Paper tray
A4	Landscape orientation
Letter
Executive

A5	Portrait orientation
A6
Photo 2L
Index card
Envelope
Photo	Portrait orientation
Photo L

See the details in this chapter.

For information about other paper sizes, see Online User’s Guide.

9

Chapter 2

When using A4, Letter or Executive size paper:

a Pull the paper tray completely out of the machine.

d Fan the stack of paper well to avoid paper jams and misfeeds.

b Open the output paper tray cover (1).

1

NOTE

Always make sure the paper is not curled.

e Load paper in the paper tray with the printing surface face down.

Check that the paper is flat in the tray.

Landscape orientation

c Gently press and slide the paper guides (1) to fit the paper size.

Make sure the triangular mark (2) on the paper guide (1) lines up with the mark for the paper size you are using.

1

2

f Gently adjust the paper guides (1) to fit the paper.

Make sure the paper guides touch the sides of the paper.

1

10

g Check that the paper is flat in the tray and below the maximum paper

mark (1).

Overfilling the paper tray may cause paper jams.

1

h Close the output paper tray cover.

i Slowly push the paper tray completely into the machine.

j Pull out the paper support (1) until it locks into place, and then unfold the paper support flap (2).

2

1

Loading paper

k Change the paper size setting in the machine’s menu, if needed.

(See Set Paper Size and Type on page 14.)

Loading paper in the	2
manual feed slot

Use the manual feed slot to load special print media, one sheet at a time.

The manual feed slot cannot be used for printing faxes.

Paper size and loading orientation

The paper size determines the orientation when loading paper in the manual feed slot.

	Manual feed slot
A4	Landscape orientation
Letter
Executive

A3	Portrait orientation
Ledger
Legal
A5
A6
Photo
Photo L
Photo 2L
Index card
Envelope

See the details in this chapter.

For information about other paper sizes, see Online User’s Guide.

11

Chapter 2

When using A3 or Ledger size paper: a Open the manual feed slot cover.

b Slide the manual feed slot paper guides to fit the paper width that you are using.

c Load only one sheet of paper in the manual feed slot with the printing surface face up.

Portrait orientation

d Using both hands, gently adjust the manual feed slot paper guides to fit the paper.

12

e Using both hands, load one sheet of paper in the manual feed slot until the front edge touches the paper feed rollers. Let go of the paper when you hear the machine pull it in a short distance. The Touchscreen displays

Manual Feed Slot ready.

f Pull out the paper support until it locks into place.

Loading paper

NOTE

•If the data does not fit on one sheet, the Touchscreen will prompt you to load

another sheet of paper. Place another

sheet of paper in the manual feed slot, and 2 then press OK on the Touchscreen.

•If you are using paper that is longer than A4 or Letter size or envelopes that are longer than the tray length, close the paper support flap.

13

Chapter 2

Paper settings

Set Paper Size and Type

Paper Type

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

a Press (Settings).

b Press Tray Setting.

c Press Paper Type.

d Press Plain Paper, Inkjet Paper,

Brother BP71 or Other Glossy.

e Press .

NOTE

The machine ejects paper with the printed surface face up onto the paper tray at the front of the machine. When using glossy paper, remove each sheet at once to prevent smudging or paper jams.

Paper Size

You can use the following sizes of paper for copies: A4, A5, A3, Photo (10 15 cm), Ledger, Letter and Legal and the following sizes for printing faxes: A4 or Letter. When loading a different size of paper in the machine, you must change the paper size setting so your machine can fit an incoming fax on the page.

a Press (Settings).

b Press Tray Setting.

c Press Paper Size.

d Swipe up or down or press a or b to display the paper size options, and then press the option you want.

e Press .

NOTE

When you copy using A3, Legal or Ledger size paper, set the paper size option in Copy mode.

14

Check Paper setting

If the Check Paper setting is set to On, the machine displays a message asking if you want to change the paper type and paper size setting. This message will appear each time you pull the tray out of the machine. The default setting is On.

a Press (Settings).

b Press All Settings.

c Swipe up or down or press a or b to display General Setup.

d Press General Setup.

e Swipe up or down or press a or b to display Check Paper.

f Press Check Paper. g Press Off (or On).

h Press .

Recommended print media

To get the best print quality, we recommend using the Brother paper in the table.

If Brother paper is not available in your country, we recommend testing various papers before purchasing large quantities.

Brother paper

Paper Type		Item
A3	Plain	BP60PA3
A3 Glossy Photo		BP71GA3
A3	Inkjet (Matte)	BP60MA3
A4	Plain	BP60PA
A4 Glossy Photo		BP71GA4
A4	Inkjet (Matte)	BP60MA
10 15 cm Glossy		BP71GP
Photo

Loading paper

Handling and using print media

IMPORTANT	2
DO NOT use the following kinds of paper:

•Damaged, curled, wrinkled, or irregularly shaped paper

1

1

12 mm or greater curl may cause jams to occur.

•Extremely shiny or highly textured paper

•Paper that cannot be arranged uniformly when stacked

•Short grain paper

15

3 Loading documents

How to load documents

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

Using the ADF

The ADF can hold up to 20 pages and feed each sheet individually. Use paper that is within the sizes and weights shown in the table. Always fan the edges of the pages before placing them in the ADF.

Document Sizes and Weights

Length:	148 to 355.6 mm
Width:	148 to 215.9 mm
Paper weight:	64 to 90 g/m2

How to load documents

IMPORTANT

•DO NOT pull on the document while it is feeding.

•DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, glued or taped.

•DO NOT use cardboard, newspaper or fabric.

•DO NOT leave thick documents on the scanner glass. If you do this, the ADF may jam.

Make sure documents written with ink or modified with correction fluid are completely dry.

a Lift up and unfold the ADF document support (1).

1

b Fan the pages well.

c Adjust the paper guides (1) to fit the width of your documents.

1

d Place your documents face down, top edge first in the ADF underneath the guides until you feel them touch the feed rollers.

The Touchscreen displays ADF Ready.

16