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Brother MFC-640CW User Manual
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Brother MFC-640CW User Manual

Brother MFC-640CW User Manual

Multifunction center/facsimile machine
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MFC-640CW
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Version B

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Summary of Contents for Brother MFC-640CW

  • Page 1 MFC-640CW ® Version B...
  • Page 2 Register your product on-line at http://www.brother.com/registration/ By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother: ■...

  • Page 3: Brother Numbers

    Calls must be made from within that country. Register your product By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother: ■ may serve as confirmation of the purchase date of your product should you lose your receipt;...

  • Page 4: Ordering Accessories And Supplies

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

  • Page 5: Compilation And Publication Notice

    (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50. Compilation and Publication Notice Under the supervision of Brother Industries Ltd., this manual has been compiled and published, covering the latest product descriptions and specifications. The contents of this manual and the specifications of this product are subject to change without notice.
  • Page 6 • If you purchased a product from someone (6) Normal Periodic Maintenance Items, other than an authorized Brother reseller in such as Paper Feeding Kit, Fuser and the United States or if the product was Laser Units.
  • Page 7 • This Limited Warranty is the only warranty are then expected to pack the Machine that that Brother is giving for this Product. It is Brother agreed to replace in the package from the final expression and the exclusive and...
  • Page 8 Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother’s entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly. Neither Brother nor anyone else involved in the development, production, or delivery of...

  • Page 9: Safety Precautions

    Safety precautions To use the machine safely Please refer to these instructions for later reference and before attempting any maintenance. WARNING There are high voltage Do not handle the plug with wet electrodes inside the machine. hands. Doing this might cause Before you clean the machine, an electrical shock.
  • Page 10 WARNING ■ Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall jack. Never install telephone wiring during a lightning storm. Never install a telephone wall jack in a wet location.

  • Page 11: Choosing A Location

    Choosing a location Place your machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the machine near a telephone wall jack and a standard, AC power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C).

  • Page 12: Quick Reference Guide

    Quick Reference Guide Sending faxes Storing Speed-Dial numbers Menu/Set Press Automatic Transmission Using the dial pad, enter a If it is not illuminated in two-digit Speed-Dial green, press location number, and then Load your document. Menu/Set press Enter the fax number using Enter a number (up to 20 Speed-Dial, Search or the digits), and then press...
  • Page 13 Dialing operations Making copies Copy Speed-Dialing Press ) to illuminate it in green. If it is not illuminated in green, press Load your document. Black Start Load your document. Press Color Start Search/Speed Dial Press press #, and then press the two-digit Speed-Dial number.
  • Page 14 User’s Guide that is on the CD-ROM. ® To view Documentation (For Windows From the Start menu, select Brother, MFL Pro Suite MFC-640CW from the Programs Group, and then select User’s Guide. —OR— ® Turn on your PC. Insert the Brother CD-ROM labeled Windows into your CD-ROM drive.
  • Page 15 Click the documentation you want to read. ■ Quick Setup Guide: Setup and Software Installation Instructions ■ User’s Guide (3 manuals): User’s Guide for Stand-alone operations, Software User’s Guide and Network User’s Guide ■ ® PaperPort Users Guide: Document Management Software How to find Scanning instructions There are several ways you can scan documents.
  • Page 16 ® To view Documentation (For Macintosh ® Turn on your Macintosh . Insert the Brother CD-ROM labeled ® Macintosh into your CD-ROM drive. The following window will appear. ® (Mac OS Double-click the Documentation icon. The select Language screen appears, double-click your language.

  • Page 17: For Windows

    (For Windows You can find all the contacts you will need, such as Web support (Brother Solutions Center), Customer Service and Brother Authorized Service Centers on page i and on the Brother CD-ROM. ■ Click Brother Support on the main menu.

  • Page 18: Table Of Contents

    Table of Contents Introduction ................1-1 Using this Guide ............... 1-1 Finding information ............. 1-1 Symbols used in this Guide ........1-1 Control panel overview ............. 1-2 Turning the machine on and off ........1-4 On/Off Setting ............. 1-5 Load documents ............... 1-6 Using the ADF (automatic document feeder) .....
  • Page 19 Setting the Handset Volume........2-7 Choosing the Handset Volume (For Volume Amplify)..........2-8 Setting Volume Amplify ..........2-9 Turning on Automatic Daylight Savings Time... 2-10 Setting the LCD Contrast.......... 2-10 Setup Send ................3-1 How to enter Fax mode ............ 3-1 How to dial ................
  • Page 20 To select or change your Receive Mode ....4-2 Setting the Ring Delay ..........4-3 Setting Toll Saver (Msg Ctr mode) ......4-4 Setting the F/T Ring Time (Fax/Tel mode only)..4-5 Setting the Fax/Tel Announcement ......4-5 Easy Receive ............. 4-6 Printing a reduced incoming fax (Auto Reduction).............
  • Page 21 Message Center ..............7-1 Message Center mode ............. 7-1 Setting up the Message Center ........7-1 Recording Message Center Outgoing Message..7-2 Listening to Outgoing Message (OGM) ....7-2 Erasing Outgoing Message (OGM) ......7-3 Activating Message Center mode....... 7-3 Message indicator ............
  • Page 22 Increasing copy speed or quality ......9-13 Adjusting brightness ..........9-13 Adjusting contrast ............. 9-13 Adjusting color saturation .........9-14 Out of Memory message .......... 9-14 Legal limitations .............. 9-15 ™ Walk-Up PhotoCapture Center ........10-1 Introduction ..............10-1 ™ PhotoCapture Center requirements ....
  • Page 23 Setting up telephone services ..........A-1 Distinctive Ring............A-1 What does your telephone company’s ‘Distinctive Ring’ do? ..........A-1 What does Brother’s ‘Distinctive Ring’ do? ....A-2 Do you have Voice Mail?........A-2 Before you choose the ring pattern to register ..A-3 Registering the Distinctive Ring pattern .....A-4 Turning off the Distinctive Ring ......A-4...
  • Page 24 Using a cordless external handset......A-8 Changing the remote codes........A-8 Connecting an external device to your machine....A-9 Connecting an external telephone ......A-9 Connecting an external telephone answering device (TAD)............A-9 Sequence .............. A-9 Connections............A-11 Recording outgoing message (OGM) on an external TAD..........
  • Page 25 Computer requirements ............S-8 Consumable items ............S-9 Network (LAN) ..............S-10 Index ..................I-1 Remote Retrieval Access card .......... R-1 xxiii...

  • Page 26: Introduction

    Introduction Using this Guide Thank you for buying a Brother Multi-Function Center (MFC). Your machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your machine by reading through this Guide.

  • Page 27: Control Panel Overview

    Control panel overview Message Center keys Lets you clean the print head, check MC On/Off the print quality, and check the available ink volume. Lets you activate the Message Center and will blink if you have new Dial Pad messages. Use these keys to dial telephone Play/Record and fax numbers and as a keyboard...
  • Page 28 Fax Resolution Volume keys Adjusts the resolution when you send a fax. In fax mode, you can press these keys to adjust the volume. Black Start ▲ Search/Speed Dial Lets you start sending faxes or Lets you look up numbers that are making copies in black &...

  • Page 29: Turning The Machine On And Off

    Turning the machine on and off When the machine is idle, you can turn it on and off by pressing the On/Off key. In Off mode, no machine operations will be available. Even if you turned the machine off, it will periodically clean the print head to preserve print quality.

  • Page 30: On/Off Setting

    On/Off Setting On/Off You can customize the machine’s key. The default setting is Fax Receive:Off. Your machine will not work when it is switched Off, but it will purge the ink head periodically. If you turn this setting to Fax Receive:On, you can receive faxes or calls even when the machine is switched Off.

  • Page 31: Load Documents

    Load documents You can send a fax, make copies, and scan from the ADF (automatic document feeder) or from the scanner glass. Using the ADF (automatic document feeder) The ADF can hold up to 10 pages and feeds each sheet individually. Use standard (20 lb) paper and always fan the pages before putting them in the ADF.
  • Page 32 Fan the pages well. Make sure you put the documents face down, top edge first in the ADF until you feel them touch the feed roller. Adjust the paper guides to fit the width of your documents. Unfold the ADF Document Output Support Flap. ADF Document Output Support Flap DO NOT pull on the document while it is feeding.

  • Page 33: Using The Scanner Glass

    Using the scanner glass You can use the scanner glass to fax pages of a book or one page at a time. Documents can be up to 8.5 in. (216 mm) wide and 11.7 in. (297 mm) long. To use the scanner glass, the ADF must be empty. Lift the document cover.

  • Page 34: About Paper

    The surface may not be completely dry and may stain your fingers. Recommended Paper To get the best print quality, we suggest using Brother paper. (See table below.) We recommend using “3M Transparency Film” when you print on transparencies.

  • Page 35: Handling And Using Special Paper

    Handling and using special paper ■ Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat. ■ The coated side of glossy paper is shiny. Avoid touching the shiny (coated) side.
  • Page 36 1 - 11 INTRODUCTION...

  • Page 37: Paper Weight, Thickness And Capacity

    Paper weight, thickness and capacity Paper Type Weight Thickness No. of sheets Cut Paper Plain Paper 17 to 32 lb 0.003" to 0.006" (64 to 120 g/m (0.08 to 0.15 mm) Inkjet Paper 17 to 53 lb 0.003" to 0.01" (64 to 200 g/m (0.08 to 0.25 mm) Glossy Paper...

  • Page 38: Printable Area

    Printable area The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. Cut Sheet Paper Envelopes ■ unprintable area 1Top 2Bottom 3Left 4Right 0.12 in. 0.12 in.

  • Page 39: How To Load Paper, Envelopes And Post Cards

    How to load paper, envelopes and post cards To load paper or other media Pull the paper tray completely out of the machine and remove the output paper tray. Output Paper Tray Press and slide the paper side guide to fit the paper width. Paper Side Guide Pull out the paper support and unfold the paper support flap.
  • Page 40 Fan the stack of paper well to avoid paper jams and mis-feeds. Gently insert the paper into the paper tray print side down and the leading edge (top of the paper) in first. Check that the paper is flat in the tray and below the maximum paper mark.

  • Page 41: To Load Envelopes

    To load envelopes ■ Use envelopes that weigh from 20-25 lb (75-95 g/m ■ Some envelopes require margin settings in the application. Make sure you do a test print first. To prevent possible damage to the feeding mechanism, do not use the types of envelopes shown below.

  • Page 42: To Load Post Cards

    Insert the envelopes into the paper tray with the address side down and the leading edge (top of the envelopes) in first. Slide the paper side guide to fit the width of the envelopes. If you have problems when printing on envelopes, try the following suggestions: Open the envelope flap.

  • Page 43: About Fax Machines

    Voice Mail will stop your machine from receiving faxes. If you set Voice Mail and the Brother machine to answer after the same number of rings, there is no way of knowing which one will answer first.

  • Page 44: Fax Tones And Handshake

    Fax tones and handshake When someone is sending a fax, the machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. Black Start You’ll hear them after you dial and press Color Start and they will continue for about 60 seconds after dialing.

  • Page 45: Ecm (Error Correction Mode)

    ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the machine to check a fax transmission while it is in progress. If the machine detects errors during fax transmission, it resends the pages of the fax that had an error.

  • Page 46: Getting Started

    Getting started Initial Setup Setting the Date and Time When the machine is not in use it will display the date and time. If you set up the Station ID the date and time displayed by your machine will be printed on every fax you send. If there is a power failure, you may have to reset the date and time.

  • Page 47: Setting The Station Id

    Setting the Station ID You should store your name or company name and fax number so they print on all fax pages you send. Menu/Set Press Initial Setup 3.Station ID Enter your fax number (up to 20 digits). Menu/Set Press You cannot enter a hyphen.

  • Page 48: General Setup

    General Setup Setting the Mode Timer The machine has four temporary mode keys on the control panel: PhotoCapture, Copy, Fax and Scan. You can change the number of seconds or minutes the machine takes after the last Copy, Scan or PhotoCapture operation before it returns to Fax mode.

  • Page 49: Setting The Paper Type

    Setting the Paper Type To get the best print quality, set the machine for the type of paper you are using. Menu/Set Press General Setup 2.Paper Type Press ▲ ▼ to select Plain, Inkjet, Glossy or Transparency. Menu/Set Press Stop/Exit Press The machine ejects paper with printed surfaces face up onto the paper tray in the front of the machine.

  • Page 50: Setting The Ring Volume

    Setting the Ring Volume You can turn the ring Off or you can select the ring volume level. Menu/Set Press Volume 1.Ring Press to select ▲ ▼ Low, Med, High or Off. Menu/Set Press Stop/Exit Press —OR— You can adjust the ring volume when your machine is idle (not being used).

  • Page 51: Setting The Speaker Volume

    Setting the Speaker Volume You can adjust the speaker volume. Menu/Set Press Volume 3.Speaker Press to select ▲ ▼ Low, Med, High or Off. Menu/Set Press Stop/Exit Press —OR— In Fax mode , you can adjust the speaker volume by pressing Speaker Phone , and then selecting a speaker volume level.

  • Page 52: Setting The Handset Volume

    Setting the Handset Volume Menu/Set Press Press to select High or Low. ▼ Volume 4.Handset Menu/Set Press Stop/Exit Press —OR— You can adjust the handset volume any time you are talking on the telephone. There are two handset volume levels, Low and High.

  • Page 53: Choosing The Handset Volume (For Volume Amplify)

    Choosing the Handset Volume (For Volume Amplify) Before you begin to use the machine, you must decide if you need to set the handset volume to Volume Amplify:On for a user who is hearing-impaired. The AMPLIFY volume level complies with FCC standards.

  • Page 54: Setting Volume Amplify

    Setting Volume Amplify Please carefully read Choosing the Handset Volume on page 2-8 before you do the following steps: Menu/Set Press Volume 5.Volume Amplify If none of the users are hearing-impaired, press ▲ ▼ Menu/Set select Off, and then press and go to Step 4.

  • Page 55: Turning On Automatic Daylight Savings Time

    Turning on Automatic Daylight Savings Time You can set the machine to change automatically for Daylight Savings Time. It will reset itself forward one hour in the Spring and backward one hour in the Fall. Make sure you have set the correct day and time in the Date/Time setting.

  • Page 56: Setup Send

    Setup Send How to enter Fax mode Before sending faxes, make sure ) is illuminated in green. If not, press ) to enter Fax mode. The default setting is Fax. How to dial You can dial in any of the following different ways. Manual dialing Press all of the digits of the phone or fax number.

  • Page 57: Speed-Dialing

    Speed-Dialing Search/Speed Dial Press , and then the two digit Speed-Dial number. (See Storing Speed-Dial numbers on page 5-1.) two-digit number If the LCD shows Not Registered when you enter the Speed-Dial number, a number has not been stored for it. Search You can search for names you have stored in the Speed-Dial memories.

  • Page 58: How To Fax

    How to Fax Color fax transmission Your machine can send a color fax to machines that support this feature. However, color faxes cannot be stored in the memory. When you send a color fax, the machine will send it in real time (even if Real Time TX is set to Off).

  • Page 59: Faxing From The Scanner Glass

    Faxing from the scanner glass You can use the scanner glass to fax pages of a book or one page at a time. The documents can be up to letter size. If it is not illuminated in green, press Load your document on the scanner glass. Dial the fax number.

  • Page 60: Automatic Transmission

    Automatic transmission This is the easiest way to send a fax. Speaker Phone Do not pick up the handset or press to listen for a dial tone. If it is not illuminated in green, press Load your document. Dial the fax number you want to call. (See How to dial on page 3-1.) Black Start Color Start...

  • Page 61: Sending A Fax At The End Of A Conversation

    Sending a fax at the end of a conversation At the end of a conversation you can send a fax to the other party before you both hang up. Ask the other party to wait for fax tones (beeps) and then to press Start or Send key before hanging up.

  • Page 62: Basic Sending Operations

    Basic sending operations Sending faxes using multiple settings When you send a fax you can choose any combination of these settings: contrast, resolution, overseas mode, delayed fax timer, polling transmission or real time transmission. If it is not illuminated in green, press After each setting is accepted, the LCD will ask if you want to enter more settings: Press...

  • Page 63: Fax Resolution

    Fax Resolution Fax Resolution You can use the key to change the setting temporarily (for this fax only). In Fax mode , press Fax Resolution ▲ ▼ to select the setting you want, and then Menu/Set press —OR— You can change the default setting: If it is not illuminated in green, press Load your document.

  • Page 64: Dual Access (Black & White Only)

    Dual Access (Black & White only) You can dial a number, and begin scanning the fax into memory— even when the machine is sending from memory or receiving faxes. The LCD shows the new job number and available memory. Your machine normally uses Dual Access. However, to send a color fax, the machine will send the document in real time (even if Real Time TX is Off).

  • Page 65: Real Time Transmission

    Real Time Transmission When you are sending a fax, the machine will scan the documents into the memory before sending. Then, as soon as the phone line is free, the machine will start dialing and sending. If the memory is full, the machine will send the document in real time (even if Real Time TX is set to Off).

  • Page 66: Checking Job Status

    Checking job status Check which jobs are still waiting in the memory to be sent. (If there are no jobs, the LCD shows No Jobs Waiting.) Menu/Set Press 6.Remaining Jobs If you have more than one job waiting, press to scroll ▲...

  • Page 67: Advanced Sending Operations

    Advanced sending operations Broadcasting (Black & White only) Broadcasting is when the same fax message is automatically sent to more than one fax number. You can include Groups, Speed-Dial numbers and up to 50 manually dialed numbers in the same broadcast.

  • Page 68: To Stop A Broadcast In Progress

    ■ If you did not use up any of the numbers for Groups, access codes or credit card numbers, you can ‘broadcast’ faxes to as many as 130 different numbers. ■ The available memory will vary depending on the types of jobs in the memory and the number of locations used for broadcasting.

  • Page 69: Delayed Fax (Black & White Only)

    Delayed Fax (Black & White only) During the day you can store up to 50 faxes in the memory to be sent within 24 hours. These faxes will be sent at the time of day you enter in Step 4. If it is not illuminated in green, press Load your document.

  • Page 70: Delayed Batch Transmission (Black & White Only)

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

  • Page 71: Setup Receive

    Setup Receive Basic receiving operations Choosing the Receive Mode There are four different Receive Modes for your machine. You can choose the mode that best suits your needs. (See Message Center mode on page 7-1 to set up the MC:Msg Ctr mode.) How it works When to use it The machine...

  • Page 72: To Select Or Change Your Receive Mode

    To select or change your Receive Mode If it is not illuminated in green, press Menu/Set Press Initial Setup 1.Receive Mode Press to select Fax Only, ▲ ▼ Fax/Tel, or Manual. Menu/Set Press Stop/Exit Press Current Receive Mode Fax : Fax Only F/T : Fax/Tel Mnl : Manual MC : Msg Ctr...

  • Page 73: Setting The Ring Delay

    Setting the Ring Delay The Ring Delay sets the number of times the machine rings before it answers in Fax Only, Fax/Tel and MC:Msg Ctr modes. If you have extension phones on the same line as the machine or subscribe to the telephone company’s Distinctive Ring service, keep the Ring Delay setting of 4.

  • Page 74: Setting Toll Saver (Msg Ctr Mode)

    Setting Toll Saver (Msg Ctr mode) When you set the toll saver feature, the machine answers after four rings if you do not have voice or fax messages and after two rings if you do have voice or fax messages. This way, when you call the machine for remote retrieval and let it ring three times, you know you have no messages and can hang up to avoid a toll charge.

  • Page 75: Setting The F/T Ring Time (Fax/Tel Mode Only)

    Setting the F/T Ring Time (Fax/Tel mode only) If you set the Receive Mode to Fax/Tel, you’ll need to decide how long the machine will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the machine prints the fax.) This pseudo/double-ring happens after the initial ringing from the phone company.

  • Page 76: Easy Receive

    Easy Receive Black Start When you use this feature, you don’t have to press Color Start , or the Fax Receive Code when you answer a fax call and hear calling beeps. Just hold the handset and wait a few seconds.

  • Page 77: Printing A Reduced Incoming Fax (Auto Reduction)

    Printing a reduced incoming fax (Auto Reduction) If you choose On, the machine automatically reduces an incoming fax to fit on one page of Letter, Legal or A4 size paper. The machine calculates the reduction ratio by using the page size of the document Menu/Set and your Paper Size setting ( If it is not illuminated in green, press...

  • Page 78: Polling

    Polling Polling is the process of retrieving faxes from another fax machine. You can use your machine to ‘poll’ other machines, or you can have someone poll your machine. Everyone who is involved in Polling needs to set up their fax machines for Polling.

  • Page 79: Quick-Dial Numbers And Dialing Options

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

  • Page 80: Changing Speed-Dial Numbers

    Changing Speed-Dial numbers If you try to store a Speed-Dial number where a number has already been stored, the LCD will show the name that has been stored there (or number) and will ask you to do one of the following: Press to change the stored 05:Mike...

  • Page 81: Setting Up Groups For Broadcasting

    Setting up Groups for Broadcasting Groups allow you to send the same fax message to many fax Search/Speed Dial numbers by pressing only a few keys ( , the Black Start two-digit number, and ). First, you’ll need to store each fax number as a Speed-Dial number.
  • Page 82 Use the dial pad and the chart on page B-12 to enter a name for the Group. Menu/Set Press (For example, type NEW CLIENTS). Stop/Exit Press You can print a list of all the Speed-Dial numbers. Group numbers will be marked in the GROUP column. (See Printing reports on page 8-3.) 5 - 4 QUICK-DIAL NUMBERS AND DIALING OPTIONS...

  • Page 83: Dialing Options

    Dialing options For information on how to dial, see How to dial on page 3-1. Access codes and credit card numbers Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination.

  • Page 84: Pause

    Pause Redial/Pause Press to insert a 3.5-second pause between Redial/Pause numbers. If you are dialing overseas, you can press as many times as needed to increase the length of the pause. Tone or Pulse If you have a Pulse dialing service, but need to send Tone signals (for example, for telephone banking), follow the instructions below.

  • Page 85: Telephone (Voice) Operations

    Telephone (voice) operations You can use the machine to make voice telephone calls by dialing manually or by using Search or Speed-Dial memory. You can use the Speaker Phone handset or to make and receive calls. When you dial a Quick-Dial number, the LCD shows the name you’ve stored, or if you haven’t stored a name, the fax number you’ve stored.

  • Page 86: Answering Calls With The Speaker Phone

    Answering calls with the Speaker Phone When the machine rings, instead of lifting the handset, press Speaker Phone . Speak clearly, toward the microphone . To end Speaker Phone the call, press If you have a bad telephone line connection, the other party might hear your voice echoed during the call.

  • Page 87: Remote Fax Options (Black & White Only)

    Remote Fax Options (Black & White only) You can only use one remote fax option at a time: Fax Forwarding—OR—Paging—OR—Fax Storage—OR— PC FAX Receive—OR—Off. Menu/Set You can change your selection at any time ( (See Turning off Remote Fax Options on page 6-5.) Setting up Fax Forwarding When you select Fax Forward, your machine stores the received fax in the memory.

  • Page 88: Programming Your Pager Number

    Programming your pager number When Paging is selected, your machine dials the pager number you’ve programmed, and then dials your Personal Identification Number (PIN). This activates your pager so you will know that you have a voice or fax message in the memory. Menu/Set Press Remote Fax Opt...

  • Page 89: Setting Fax Storage

    Setting Fax Storage If you select Fax Storage, your machine stores the received fax in the memory. You will be able to retrieve fax messages from another location using the Remote Retrieval commands. Menu/Set Press Remote Fax Opt 1.Fwd/Page/Store Press to select ▲...

  • Page 90: Changing Your Pc

    Before you can set up PC Fax Receive you must install the MFL-Pro Suite software on your PC. Make sure your PC is connected and turned on. (For details See Brother PC-FAX software on page 6-1 in Software User’s Guide on the CD-ROM.)

  • Page 91: Turning Off Remote Fax Options

    Turning off Remote Fax Options Menu/Set Press Press ▲ ▼ to select Off. Menu/Set Press The LCD will give you options if there are received faxes still in your on page 6-5 machine’s memory. (See Changing Remote Fax Options Stop/Exit Press Changing Remote Fax Options If received faxes are left in your machine’s memory when you change to...

  • Page 92: Setting Your Remote Access Code

    Setting your Remote Access Code The remote access code lets you access the Remote Retrieval features when you are away from your machine. Before you use the remote access and retrieval features, you have to set up your own code. The default code is inactive code (--- Menu/Set Press Remote Fax Opt...

  • Page 93: Remote Retrieval

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

  • Page 94: Remote Commands

    Remote commands Follow the commands below to access features when you are away from the machine. When you call the machine and enter your Remote Access Code (3 digits followed by ), the system will give two short beeps and you must enter a remote command. Remote commands Operation details Playing Voice Messages...
  • Page 95 Remote commands Operation details Change the Fax Forwarding, Paging or Fax Storage settings 1 OFF You can select Off after you have retrieved or erased all your messages. 2 Fax Forwarding If you hear one long beep, the change has been accepted.

  • Page 96: Retrieving Fax Messages

    Retrieving fax messages You can call your machine from any touch tone telephone or fax machine and have your fax messages sent to a fax machine. Dial your fax number. When your machine answers, immediately enter your Remote Access Code (3 digits followed by ).

  • Page 97: Message Center

    Message Center Message Center mode The Messages Center feature will store up to 99 incoming voice or fax messages. Messages are stored in the order in which they are received. Voice messages can be up to 3 minutes in length, and can also be picked up remotely (see Using your Remote Access Code on page 6-7).

  • Page 98: Recording Message Center Outgoing Message

    Recording Message Center Outgoing Message Recording the Message Center Outgoing Message (Msg Ctr OGM) is the first step you need to follow before you can turn on the Message Center. Make sure your OGM is less than 20 seconds long. Menu/Set Press The LCD prompts you to choose an...

  • Page 99: Erasing Outgoing Message (Ogm)

    Erasing Outgoing Message (OGM) Menu/Set Press Setup Msg Ctr 1.OGM Press to select Msg Ctr OGM ▲ ▼ (or F/T OGM). Menu/Set Press Press to select Erase OGM. ▲ ▼ Menu/Set Press Press to erase the OGM. —OR— Press to exit without erasing. Stop/Exit Press Activating Message Center mode...

  • Page 100: Playing Voice Messages

    Playing voice messages Follow the steps below to listen to voice messages: Play/Record Press Adjust the Volume by pressing All messages are played in the order they were recorded. The LCD shows the number of the current message, and the total number of messages.

  • Page 101: Erasing Incoming Messages

    Erasing incoming messages You can erase voice messages individually, or all at once. To erase voice messages individually Play/Record Press The machine sounds a two-second beep and begins message playback. Each message is preceded by one long beep, and followed by two short beeps. To erase a specific message, press Erase this Msg.? Erase...

  • Page 102: Setting Maximum Time For Incoming Messages

    Setting Maximum Time for incoming messages Your machine comes set to receive voice messages up to 30 seconds long. You can change this setting to 60, 120 or 180 seconds. Menu/Set Press Setup Msg Ctr 2.ICM Max.Time Press to select the maximum ▲...

  • Page 103: Record Fax/Tel Outgoing Announcement (F/T Ogm)

    Record Fax/Tel Outgoing Announcement (F/T OGM) This is the announcement played by your Brother machine (not an external TAD) when someone calls and your machine is set to Fax/Tel receive mode. Although callers hear your announcement, they cannot leave a message. By choosing F/T OGM (not Msg Ctr OGM) you can record the announcement using the same steps as for the Message Center outgoing message.

  • Page 104: Printing Reports

    Printing reports Fax settings and activity You need to set up the Transmission Verification Report and Journal Period in the menu table. Menu/Set Press Report Setting 1.Transmission —OR— Menu/Set Press Report Setting 2.Journal Period Customizing the Transmission Verification Report You can use the Transmission Verification Report as proof that you sent a fax.

  • Page 105: Setting The Journal Period

    Setting the Journal Period You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you can print the report by following the steps on the next page. The default setting is Every 50 Faxes.

  • Page 106: Printing Reports

    Printing reports Following reports are available: Prints a Transmission Verification Report for your 1.Transmission last transmission. Prints the Help List so you can see at-a-glance 2.Help List how to quickly program your machine. Lists names and numbers stored in the 3.Quick-Dial Speed-Dial memory, in numerical order.

  • Page 107: Making Copies

    Making copies Using the machine as a copier You can use your machine as a copier, making up to 99 copies at a time. Enter Copy mode Copy Before making copies, make sure that ) is illuminated Copy in green. If it is not, press ) to enter Copy mode.

  • Page 108: Making A Single Copy

    Making a single copy Copy Press ) to illuminate it in green. Load your document. (See Load documents on page 1-6.) Black Start Color Start Press Stop/Exit To stop copying, press Making multiple copies Copy Press ) to illuminate it in green. Load your document.

  • Page 109: Using The Copy Options Key

    Using the Copy Options key When you want to quickly change the copy settings temporarily for Copy Options the next copy, use the key. You can use different combinations. Copy Options key These settings are temporary, and the machine returns to its default settings 60 seconds after it finishes copying.

  • Page 110: Changing The Temporary Copy Settings

    Changing the temporary copy settings Copy Options Use the key to quickly set the following copy settings temporarily for the next copy. Press Menu Selections Options Factory Page Setting select select Quality Fast/Normal/Best Normal Enlarge/Reduce 50%/69%/78%/83%/ 100% 93%/97%/100%/ 104%/142%/186%/ 198%/200%/ Custom(25-400%) Paper Type Plain/...

  • Page 111: Increasing Copy Speed Or Quality

    Increasing copy speed or quality You can select the copy quality. The default setting is Normal. Recommended mode for ordinary printouts. Good Normal copy quality with adequate copy speed. Fast copy speed and lowest ink consumption. Use Fast FAST to save time (document to be proof-read, large documents or many copies).

  • Page 112: Enlarging Or Reducing The Image Copied

    Enlarging or reducing the image copied You can select the following enlargement or reduction ratios. Custom(25-400%) allows you to enter a ratio from 25% to 400%. Press Copy Options Custom(25-400%) 200% → 198% 4"x6" → 186% 4"x6" → 142% A5 to select →...

  • Page 113: Setting Paper Type

    Black Start Color Start Press Page layout options are not available with Enlarge/Reduce. Setting paper type If you are copying on special paper, be sure to select the type of paper you are using so you will get the best print quality. Copy Press ) to illuminate it in green.

  • Page 114: Setting Paper Size

    Setting paper size If copying on paper other than Letter size, you will need to change the paper size setting. You can copy only on Letter, Legal, A4, A5 or Photo Card (4"(W) x 6"(H)) paper. Copy Press ) to illuminate it in green. Load your document.

  • Page 115: Sorting Copies Using The Adf

    Sorting copies using the ADF You can sort multiple copies. Pages will be stacked in the order 321, 321, 321, and so on. Copy Press ) to illuminate it in green. Load your document. Use the dial pad to enter the number of copies you want (up to 99).

  • Page 116: Making N In 1 Copies Or A Poster

    Making N in 1 copies or a poster (Page Layout) You can reduce the number of pages for copies by using the N in 1 copy feature. This allows you to copy two or four pages on one page, which allows you to save paper. It is also possible to create a poster. When you use the Poster feature your machine divides your document into sections, then enlarges the sections so you can assemble them into a poster.
  • Page 117 If you are using the scanner glass: After the machine scans the page, Next Page? the LCD shows: 1.Yes 2.No Press to scan the next page. Put the next document on the Set Next Page scanner glass. Then Press Set Menu/Set Press Repeat Steps 8 and 9 for each page of the layout.
  • Page 118 Place document face down in the direction shown below. 2 in 1 (P) 2 in 1 (L) 4 in 1 (P) 4 in 1 (L) Poster (3X3) You can make a poster size copy of a photograph. 9 - 12 MAKING COPIES...

  • Page 119: Changing The Default Copy Settings

    Changing the default copy settings You can save the copy settings you use most often by setting them as default. These settings will remain until you change them again. Increasing copy speed or quality Menu/Set Press Copy 1.Quality Press to select Normal, Best ▲...

  • Page 120: Adjusting Color Saturation

    Adjusting color saturation Color saturation can only be changed through the default setting. Menu/Set Press Copy 4.Color Adjust Press to select Red, Green or ▲ ▼ Blue. Menu/Set Press Press ▲ to increase the color saturation. —OR— Press ▼ to decrease the color saturation. Menu/Set Press Return to Step 2 to select the next color.

  • Page 121: Legal Limitations

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

  • Page 122: Walk-Up Photocapture Center

    Walk-Up PhotoCapture ™ Center Introduction Even if your machine is not connected to your computer, you can print photos directly from your digital camera media. Your Brother machine includes five media drives (slots) for use with popular digital ® ® ®...

  • Page 123: Photocapture Center ™ Requirements

    ™ PhotoCapture Center requirements To avoid error conditions, please remember: ■ The DPOF file on the media card must be in a valid format. (See DPOF printing on page 10-8.) ■ The image file extension must be .JPG (Other image file extensions .JPEG, .TIF, .GIF and so on will not be recognized).

  • Page 124: Getting Started

    Getting started Firmly insert the card into the appropriate slot. ™ ® SecureDigital CompactFlash ™ MultiMediaCard ® ™ Memory Stick xD-Picture Card ™ Memory Stick Pro ® SmartMedia PhotoCapture key lights: ■ PhotoCapture light is ON, the media card is inserted properly. ■...
  • Page 125 The steps below give a brief outline of the Direct Printing feature. Please see the remaining pages of this chapter for more detailed instructions. Insert the media card firmly into the media drive (slot). When you insert your media card C.Flash Active into the proper slot, the LCD shows.

  • Page 126: Printing The Index (Thumbnails)

    Printing the Index (Thumbnails) ™ The PhotoCapture Center assigns numbers for images (such as No.1, No.2, No.3, and so on). It does not recognize any other numbers or file names that your digital camera or PC have used to identify the pictures. You can print a thumbnail page (Index page with 6 or 5 images per line).

  • Page 127: Printing Images

    Printing images Before you can print an individual image, you have to know the image number. Print the index first. (See Printing the Index (Thumbnails) on page 10-5.) Make sure you have inserted the media card. PhotoCapture Press ). (See page 10-3.) Press to choose Print Images.
  • Page 128 Paper Type & Paper Size Press to select the type of paper you are using, ▲ ▼ Letter Glossy, 4"x 6" Glossy, 5"x 7" Glossy, A4 Glossy, Letter Plain, A4 Plain, Letter Inkjet, A4 Inkjet or 4"x 6" Inkjet. Menu/Set Press If you selected Letter or A4, go to Step 7.

  • Page 129: Dpof Printing

    DPOF printing DPOF stands for Digital Print Order Format. Major Digital Camera manufacturers (Canon Inc., Eastman Kodak Company, Fuji Photo Film Co. Ltd., Matsushita Electric Industrial Co. Ltd. and Sony Corporation.) created this standard to make it easier to print images from a digital camera. If your digital camera supports DPOF printing, you will be able to select on the Digital Camera display the images and number of copies you want to print.

  • Page 130: Changing The Default Settings

    Changing the default settings ™ You can save the PhotoCapture Center settings you use most often by setting them as default. These settings will remain until you change them again. Increasing print speed or quality Menu/Set Press PhotoCapture 1.Print Quality Press to select Normal or ▲...

  • Page 131: Adjusting Contrast

    Adjusting contrast You can choose the contrast setting. More contrast will make an image look sharper and more vivid. Menu/Set Press PhotoCapture 4.Contrast Press to increase the contrast. ▲ —OR— Press to decrease the contrast. ▼ Menu/Set Press Stop/Exit Press ®...

  • Page 132: Cropping

    ■ Sharpness This setting enhances the detail of an image. It is similar to adjusting the fine focus on a camera. If the image is not in true focus and you cannot see the fine details of the picture, then adjust the sharpness. ■...

  • Page 133: Scan To Card

    Scan to Card You can scan black and white and color documents into a media card. Black and white documents will be stored in PDF (*.PDF) or TIFF file formats (*.TIF). Color documents may be stored in PDF (*.PDF) or JPEG (*.JPG) file formats. The default setting is Color 150 dpi and the default file format is PDF.

  • Page 134: Changing The Default Quality

    Press to select the quality you want. ▲ ▼ Menu/Set To change the file type, press and go to Step 6. —OR— Black Start Color Start To start scanning, press Press to select the file type you want. ▲ ▼ Black Start Color Start Press...

  • Page 135: Understanding The Error Messages

    Understanding the Error Messages Once you are familiar with the types of errors that can occur while ™ you’re using the PhotoCapture Center , you can easily identify and troubleshoot any difficulties. When an error message appears on the LCD, the machine will beep to get your attention.

  • Page 136: From Your Computer

    Software and Network features The User’s Guide on the CD-ROM includes the Software User’s Guide for features available when connected to a computer (for example, Printing and Scanning). ■ Printing ® (For Windows , see Chapter 1 in the Software User’s Guide on the CD-ROM.) ®...

  • Page 137: Important Information

    Important information Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only This equipment is hearing-aid compatible. When programming emergency numbers or making test calls to emergency numbers: ■ Remain on the line and briefly explain to the dispatcher the reason for the call before hanging up.
  • Page 138 If you have questions about what will disable alarm equipment, call your telephone company or a qualified installer. If you are not able to solve a problem with your machine, call Brother Customer Service. (See Brother numbers on page i.) WARNING...

  • Page 139: Federal Communications Commission (Fcc) Declaration Of Conformity (Usa Only)

    ■ Call the dealer or an experienced radio/TV technician for help. Important Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user’s authority to operate the equipment. IMPORTANT INFORMATION 12 - 3...

  • Page 140: Industry Canada Compliance Statement (Canada Only)

    The purpose of the International E Program is to NERGY promote the development and popularization of energy-efficient office equipment. TAR ® As an E Partner, Brother Industries, Ltd. has determined NERGY TAR ® that this product meets the E guidelines for energy NERGY efficiency.

  • Page 141: Important Safety Instructions

    Important safety instructions Read all of these instructions. Save them for later reference. Follow all warnings and instructions marked on the product. Unplug this product from the wall outlet before cleaning. Do not use liquid or aerosol cleaners. Use a damp cloth for cleaning. Do not use this product near water.
  • Page 142 Refer all servicing to a Brother Authorized Service Center. For the location of your nearest Brother Authorized Service Center, please call In USA: 1-800-284-4357 or In Canada: 1-877-BROTHER.

  • Page 143: Trademarks

    Trademarks The Brother logo is a registered trademark of Brother Industries, Ltd. Brother is a registered trademark of Brother Industries, Ltd. Multi-Function Link is a registered trademark of Brother International Corporation. © 2005 Brother Industries, Ltd. All rights reserved. Windows and Microsoft are registered trademarks of Microsoft in the U.S.

  • Page 144: Troubleshooting And Routine Maintenance

    The most common error messages are shown below. You can correct most problems by yourself. If you need additional help, the Brother Solutions Center offers latest FAQs and troubleshooting tips. Visit us at http://solutions.brother.com.
  • Page 145 ERROR MESSAGES ERROR CAUSE ACTION MESSAGE The document was not inserted or See Using the ADF (automatic document Document Jam fed properly or the document fed feeder) on page 1-6. from the ADF was too long. The document is jammed in the See Document jams on page 13-5.
  • Page 146 ERROR MESSAGES ERROR CAUSE ACTION MESSAGE The machine is out of paper. Add paper, and then press Black Start or No Paper Fed Color Start. The paper is jammed in the See Printer jam or paper jam on page 13-6. machine.
  • Page 147 ERROR MESSAGES ERROR CAUSE ACTION MESSAGE The machine has a mechanical Open the scanner cover and remove any Unable to problem. foreign obstacles from inside the machine. If Change the error message continues, disconnect the —OR— machine from the power for several minutes A foreign obstacle, such as a clip Unable to then reconnect it.

  • Page 148: Document Jams

    Document jams If the document is jammed, follow the steps below. Document is jammed in the top of the ADF unit Take out any paper from the ADF that is not jammed. Open the ADF cover. Pull the jammed document out to the right or left. Close the ADF cover.

  • Page 149: Printer Jam Or Paper Jam

    Printer jam or paper jam Remove the jammed paper depending on where it is jammed in the machine. Paper is jammed inside the paper tray Pull the paper tray out of the machine. Paper Tray Pull out the jammed paper to remove it. Jammed paper Reset the machine by lifting the scanner cover from the right hand side of the machine, and then close it.

  • Page 150: Paper Is Jammed Inside The Machine

    Paper is jammed inside the machine Remove the jam clear cover. Pull the jammed paper out of the machine. Jam Clear Cover Close the jam clear cover. Lift the scanner cover from the right-hand side of the machine until it locks securely into the open position. Remove any jammed paper from inside the machine.
  • Page 151 Close the scanner cover by lifting it to release the lock. Gently push the scanner cover support down and close the scanner cover. TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 8...

  • Page 152: If You Are Having Difficulty With Your Machine

    If you are having difficulty with your machine If you think there is a problem with your machine, check the chart below and follow the troubleshooting tips. The Brother Solutions Center offers the latest FAQs and troubleshooting tips. Visit us at http://solutions.brother.com.
  • Page 153 DIFFICULTY SUGGESTIONS Printing (Continued) Smudged stain at the top Make sure the paper is not too thick or not curled. (See About paper on center of the printed page. page 1-9.) Printing appears dirty or ink Make sure you are using the proper types of paper. (See About paper seems to run.
  • Page 154 DIFFICULTY SUGGESTIONS Printing Received Faxes (Continued) Received color fax prints only Replace the color ink cartridges that are empty or nearly empty, and in black and white. then ask the other person to send the color fax again. (See Replacing the ink cartridges on page 13-26.) Check that Fax Storage is set to OFF.
  • Page 155 Try using the scanner glass. (See Using the scanner glass on page 1-8.) the ADF Scanning Difficulties TWAIN/WIA errors appear Make sure the Brother TWAIN/WIA driver is selected as the primary ® while scanning. source. In PaperPort , click Scan in the File menu and select the Brother TWAIN/WIA driver.
  • Page 156 DIFFICULTY SUGGESTIONS ™ PhotoCapture Center Difficulties ® Removable Disk does not a) Have you installed the Windows 2000 update? work properly. If not, do the following: 1. Disconnect the USB cable. ® 2. Install the Windows 2000 update. Please see the Quick Setup Guide.

  • Page 157: Setting Dial Tone

    Setting Dial Tone Setting the dial tone to Detection will shorten the dial detect pause. Menu/Set Press Press to select Detection (or No Detection). ▲ ▼ Menu/Set Press Stop/Exit Press Compatibility If you are having difficulty sending or receiving a fax due to possible interference on the phone line, we recommend that you adjust the Equalization for compatibility with your phone line.

  • Page 158: How To Improve Print Quality

    If you clean the print head at least five times and the print has not improved, call Brother Customer Service (see Brother numbers on page i). 13 - 15 TROUBLESHOOTING AND ROUTINE MAINTENANCE...

  • Page 159: Checking The Print Quality

    Checking the print quality If faded or streaked colors and text appears on your output, some of the nozzles may be clogged. You can check this by printing the Print Quality Check Sheet and looking at the nozzle check pattern. Press Press to select Test Print.
  • Page 160 Quality Check Sheet. If the problem still exists, repeat the cleaning and test print procedures at least five times for the new ink cartridge. If ink is still missing, call Brother Customer Service (see Brother numbers on page i). Caution Do NOT touch the print head.

  • Page 161: Checking The Printing Alignment

    Checking the printing alignment You should rarely need to adjust the printing alignment however, if after transporting the machine your printed text becomes blurred or images become faded then adjustment may need to be made. Press Press to select Test Print. ▲...

  • Page 162: Checking The Ink Volume

    Checking the ink volume You can check the ink that is left in the cartridge. Press Press to select Ink Volume. ▲ ▼ Menu/Set Press Press to select the color you ▲ ▼ Ink Volume want to check. Bk:- The LCD shows the ink volume. Stop/Exit Press You can check the ink volume from your computer.

  • Page 163: Packing And Shipping The Machine

    Packing and shipping the machine Whenever you transport the machine, use the packing materials that came with your machine. If you do not pack the machine properly, you could void your warranty. Caution It is important to allow the machine to ‘park’ the print head after a print job.
  • Page 164 If your machine has a handset, remove it and the handset curled cord. If you are packing the machine for the Brother Exchange Service, keep these items and return only the machine. Wrap the machine in the bag and place it in the original carton with the original packing material.
  • Page 165 (handset, cords and CD) in the original carton as shown below. Do not pack the used ink cartridges in the carton. If you are returning your machine to Brother as part of the Exchange Service, pack only the machine. Keep all separate parts and printed materials to use with your “Exchange”...

  • Page 166: Routine Maintenance

    Routine maintenance Cleaning the scanner Lift the document cover. Clean the scanner glass with isopropyl alcohol on a soft lint-free cloth. Document Cover Clean the white bar and the glass strip under the film with isopropyl alcohol on a lint-free cloth. White Bar Glass Strip 13 - 23 TROUBLESHOOTING AND ROUTINE MAINTENANCE...

  • Page 167: Cleaning The Machine Printer Platen

    Cleaning the machine printer platen ■ Be careful not to touch the paper feed star wheels or encoder film. ■ Be sure to unplug the machine from the AC power outlet before cleaning the printer platen. ■ If ink is scattered on or around the printer platen be sure to wipe it off with a soft, dry, lint-free cloth.

  • Page 168: Cleaning The Paper Pick-Up Roller

    Cleaning the Paper Pick-up Roller Unplug the machine from the AC power outlet and remove the Jam Clear Cover. Clean the Paper Pick-up Roller with isopropyl alcohol on a Q-tip (cotton swab). Re-insert the Jam Clear Cover. Re-connect the power cord. 13 - 25 TROUBLESHOOTING AND ROUTINE MAINTENANCE...

  • Page 169: Replacing The Ink Cartridges

    Replacing the ink cartridges Your machine is equipped with an ink dot counter. The ink dot counter automatically monitors the level of ink in each of the 4 cartridges. When the machine detects an ink cartridge is running out of ink, the machine will notify you with a message on the LCD. The LCD will inform you which ink cartridge is low or needs replacing.
  • Page 170 Remove the protective yellow caps. Protective Yellow Cap DO NOT TOUCH Do not touch the area shown in the illustration above. If the Protective yellow cap comes off when you open the bag the cartridge will not be damaged. Each color has its own correct position. Keep the ink cartridge in an upright position when you insert it into slot.
  • Page 171 If you replaced an ink cartridge while Near Empty was displayed on the LCD, the LCD may ask you to verify that it was a brand new one. Example: Did You Change Blck? 1.Yes 2.No. For each new cartridge you installed, press on the dial pad to automatically reset the ink dot counter for that color.
  • Page 172 Do not dismantle or tamper with the ink cartridge; this can cause the ink to leak out of the cartridge. ■ Brother strongly recommends that you do not refill the ink cartridges provided with your machine. We also strongly recommend that you continue to use only Genuine Brother Brand replacement ink cartridges.

  • Page 173: Uninstalling The Handset And The Handset Cradle

    Uninstalling the handset and the handset cradle If you do not use the handset and the handset cradle, you can remove them. Uninstalling the handset and handset cradle Unplug the curled handset cord from the machine. Pull the knob to the left and hold it in position as you push the cradle to the back of the machine.

  • Page 174: A Appendix A

    If you have Voice Mail on your phone line, please read the following carefully. Distinctive Ring Brother uses the term ‘Distinctive Ring’ but different telephone companies have other names for this service such as SmartRing, RingMaster, Teen-Ring, Indent-a-Call or Indent-a-Ring.

  • Page 175: What Does Brother's 'Distinctive Ring' Do

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

  • Page 176: Before You Choose The Ring Pattern To Register

    Before you choose the ring pattern to register You can only register one Distinctive Ring pattern with the machine. Some ring patterns cannot be registered. The ring patterns below are supported by your Brother machine. Register the one your telephone company gives you. Ring...

  • Page 177: Registering The Distinctive Ring Pattern

    Registering the Distinctive Ring pattern Very important! After you have set the Distinctive Ring feature to ON, the receive mode is set to Manual automatically. Unless you have a TAD or Voice Mail set up on the Distinctive Ring number, Manual mode means you must answer all the calls yourself.

  • Page 178: Caller Id

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

  • Page 179: Viewing Caller Id List

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

  • Page 180: Advanced Receiving Operations

    Advanced receiving operations Operation from extension telephones If you answer a fax call on an extension telephone, or an external telephone in the EXT. jack of the machine, you can make your machine take the call by using the Fax Receive Code. When you press the Fax Receive Code , the machine starts to receive a fax.

  • Page 181: Using A Cordless External Handset

    Using a cordless external handset If your cordless telephone is connected to the EXT. jack on the machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. Changing the remote codes Remote activation lets you send commands to your machine from an extension or external phone.

  • Page 182: Connecting An External Device To Your Machine

    Connecting an external device to your machine Connecting an external telephone You can connect a separate telephone (or telephone answering device) directly to your machine as shown in the diagram below. Connect the telephone line cord to the jack labeled EXT. in the left of the machine.
  • Page 183 The TAD must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax “handshake”. Make sure you carefully follow the instructions in this guide for recording your outgoing message.

  • Page 184: Connections

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

  • Page 185: Special Line Considerations

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

  • Page 186: Installing Machine, External Two-Line Tad And Two-Line Telephone

    Installing machine, external two-line TAD and two-line telephone When you are installing an external two-line telephone answering device (TAD) and a two-line telephone, your machine must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the machine on Line 2, which is explained in the following steps.

  • Page 187: Multi-Line Connections (Pbx

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

  • Page 188: B Appendix B

    Appendix B On-screen programming Your machine is designed to be easy to use with LCD on-screen programming using the menu keys. User-friendly programming helps you take full advantage of all the menu selections your machine has to offer. Since your programming is done on the LCD, we have created step-by-step on-screen instructions to help you program your machine.

  • Page 189: Menu Keys

    Menu keys Access the menu Go to the next menu level Accept an option Scroll through the current menu level Go back to the previous menu level Exit the menu Menu/Set You can access the menu mode by pressing When you enter the menu, the LCD scrolls. Press for General Setup menu ▲▼...
  • Page 190 accept exit Select & Set Select & Set Main Menu Submenu Menu Options Descriptions Page Selections — Sets the time to 1.General 1.Mode Timer 5 Mins return to Fax mode. Setup 2 Mins 1 Min 30 Secs 0 Sec — Sets the type of 2.Paper Type Plain...
  • Page 191 Main Menu Submenu Menu Options Descriptions Page Selections — Changes for Daylight 2-10 1.General 5.Auto Savings Time Setup Daylight automatically. (Continued) — Customizes the 6.On/Off On/Off key to receive Setting Receive:On faxes even in OFF mode. Receive:Off — Adjust the contrast of 2-10 7.LCD Light...
  • Page 192 Main Menu Submenu Menu Options Descriptions Page Selections Changes the 2.Fax 2.Setup Send 1.Contrast Auto lightness or darkness (Continued) (In Fax mode Light of faxes you send. only) Dark Sets the default 2.Fax Standard resolution for Resolution Fine outgoing faxes. S.Fine Photo —...
  • Page 193 Main Menu Submenu Menu Options Descriptions Page Selections Sets the machine to forward 2.Fax 5.Remote Fax 1.Fwd/Page/ fax messages, to call your Store (Continued) Fax Forward pager, to store incoming Paging faxes in the memory (so you Fax Storage can retrieve them while you PC Fax Receive are away from your machine), or to send faxes...
  • Page 194 Main Menu Submenu Menu Options Descriptions Page Selections Selects the Copy 9-13 3.Copy 1.Quality Best resolution for your Normal type of document. Fast — Adjusts the 9-13 2.Brightness brightness. — Adjusts the contrast 9-13 3.Contrast for copies. Adjusts the amount 9-14 4.Color 1.Red...
  • Page 195 Main Menu Submenu Menu Options Descriptions Page Selections — Adjusts the contrast. 10-10 4.PhotoCapture 4.Contrast (Continued) Adjusts the hue of the 10-10 5.True2Life 1.White white areas. Balance Enhances the detail 2.Sharpness of the image. Adjusts the total 3.Color amount of color in the Density image.
  • Page 196 Main Menu Submenu Menu Options Descriptions Page Selections You can choose the 5.LAN 1.TCP/IP 1.BOOT Auto BOOT method that Network (Wired) Method Static best suits you needs. User’s RARP Guide BOOTP on the DHCP CD-ROM [000-255]. Enter the IP address. 2.IP Address [000-255].
  • Page 197 Main Menu Submenu Menu Options Descriptions Page Selections [000-255]. Enter the Gateway 5.LAN 2.TCP/IP 4.Gateway address. Network (WLAN) (Continued) [000-255]. User’s (Continued) [000-255]. Guide [000-255] on the CD-ROM Enter the Node name. 5.Node Name BRW_XXXXXX You can choose the WINS 6.WINS Auto configuration mode.
  • Page 198 Main Menu Submenu Menu Options Descriptions Page Selections — — You can print these 6.Print 1.Transmission lists and reports. Reports — — 2.Help List — — 3.Quick-Dial — — 4.Fax Journal — — 5.User Settings — — 6.Network Config — You can choose the 0.Initial 1.Receive...

  • Page 199: Entering Text

    Entering Text When you are setting certain menu selections, such as the Station ID, you may need to type text into the machine. Most number keys have three or four letters printed above them. The keys for do not have printed letters because they are used for special characters.

  • Page 200: Special Characters And Symbols

    Special characters and symbols Press , and then press to move the cursor under Menu/Set the special character or symbol you want. Then press select it. Press (space) ! " # $ % & ’ ( ) + , - . / Press : ;...

  • Page 201: Glossary

    Glossary ADF (automatic document feeder) The document can be placed in the ADF and scanned one page at a time automatically. Auto Reduction Reduces the size of incoming faxes. Automatic fax transmission Sending a fax without picking up the Speaker Phone handset or pressing Automatic Redial A feature that enables your machine to redial the last fax number after five minutes if the fax did not go through...
  • Page 202 External phone A telephone that is plugged into the EXT jack of your machine. F/T Ring Time The length of time that the Brother machine rings (when the Receive Mode setting is Fax/Tel) to notify you to pick up a voice call that it answered.
  • Page 203 Fax Journal Lists information about the last 200 incoming and outgoing faxes. TX means Transmit. RX means Receive. Fax Receive Code Press this code ( ) when you answer a fax call on an extension or external phone. Fax Storage You can store faxes in memory. Fax tones The signals sent by sending and receiving fax machines while communicating information.
  • Page 204 Out of Paper Reception Receives faxes into the machine’s memory when the machine is out of paper. Overseas Mode Makes temporary changes to the fax tones to accommodate noise and static on overseas phone lines. Paging This feature enables your machine to call your pager when a fax is received into its memory.
  • Page 205 Scanning The process of sending an electronic image of a paper document into your computer. Scan to Card You can scan a black and white or color document into a Media Card. Black and white images will be in TIFF or PDF file format and color images may be in PDF or JPEG file format.

  • Page 206: Specifications

    Specifications Product description General Memory Capacity 16 MB Automatic Document Up to 10 pages Feeder (ADF) Paper Tray 100 Sheets [20 lb (80g/m Printer Type Ink Jet Piezo with 74 × 5 nozzles Print Method 16 characters × 2 lines, Back light LCD (Liquid Crystal Display) Power Source...

  • Page 207: Print Media

    Weight 13.4 lb (6.1 kg) Noise Operating: 42.5 to 51 dB* * It depends on printing conditions Temperature Operating: 50°F - 95°F (10°C - 35°C) Best Print Quality: 68°F - 91°F (20°C - 33°C) Humidity Operating: 20 to 80% (without condensation) Best Print Quality: 20 to 80% (without condensation)

  • Page 208: Copy

    Color Up to 11 pages/minute (Letter paper) Does not include the time it takes to feed the paper. Based on Brother standard pattern. (Fast mode/Stack Copy) Copy speeds vary with the complexity of the document. Multiple Copies Stacks/Sorts up to 99 pages...

  • Page 209: Photocapture Center

    ™ PhotoCapture Center ® Available Media CompactFlash (Type I only) ™ (Microdrive is not compatible) (Compact I/O card such as Compact LAN card and Compact Modem card are not supported.) ® SmartMedia (3.3V) (Not available for use with ID) ® Memory Stick ™...

  • Page 210: Fax

    Compatibility ITU-T Group 3 Coding System MH/MR/MMR/JPEG Modem Speed Automatic Fallback 14400 bps Document Size ADF Width: 5.8" to 8.5" (147 mm to 216 mm) ADF Height: 5.8" to 14" (147 mm to 356 mm) Scanner Glass Width: Max. 8.5 in. (Max. 216 mm) Scanner Glass Height: Max.

  • Page 211: Scanner

    /400 pages “Pages” refers to the “Brother Standard Chart No. 1” (a typical business letter, Standard resolution, MMR code). Specifications and printed materials are subject to change without prior notice. "Pages" refers to the "ITU-T Test Chart #1" (a typical business letter, Standard resolution, MMR code).

  • Page 212: Printer

    Printer ® Printer Driver Windows 98/98SE/Me/2000 Professional and XP driver supporting Brother Native Compression mode and bi-directional capability Brother Ink Driver ® ® For Mac OS 9.1-9.2/Mac OS X 10.2.4 or greater Resolution Up to 1200 x 6000 dots per inch (dpi)
  • Page 213 SPECIFICATIONS S - 8...

  • Page 214: Consumable Items

    Consumable items The machine uses individual Black, Yellow, Cyan and Magenta ink cartridges that are separate from the print head assembly. Service Life of Ink Black - Approximately 500 pages at 5% coverage Cartridge Yellow, Cyan and Magenta - Approximately 400 pages at 5% coverage The above figures are based upon the following assumptions:...

  • Page 215: Network (Lan)

    BRAdmin Professional is not supported in Mac ® ■ ® BRAdmin Light is available for Mac OS 10.2.4 or greater users. For more information, please visit the Brother Solutions Center (http://solutions.brother.com) ■ Network Scanning and Remote Setup are ® available for Mac OS X 10.2.4 or greater.

  • Page 216: Computer Requirements

    ..... 9-14 Brother contrast ......9-13 accessories and supplies ..ii default settings ....9-13 Brother numbers ....i Enlarge/Reduce ..9-4, 9-6 Customer Service ....i enter Copy mode ..... 9-1 fax back system ....ii keys ........9-3 Frequently asked questions multiple ......
  • Page 217 Copy Options key (copying) Out of Memory ....13-3 Brightness ......9-8 while scanning a Paper Size ......9-8 document ....9-14 Paper Type ....... 9-7 Unable to Change ...13-4 Cordless phone ....A-8 Extension telephone, Credit card numbers ... 5-5 using ......... A-7 Custom telephone features on a External telephone, single line ....
  • Page 218 sending ......3-1 using menu keys ...B-2 at end of conversation .. 3-6 Menu Table ....B-1, B-3 automatic ...... 3-5 Hold ........5-8 Broadcasting ....3-12 canceling from memory ..... 3-11 Ink cartridges color fax ......3-3 checking ink volume ..13-19 compatibility ....
  • Page 219 erasing messages .... 7-5 Type ........2-4 ® playing voice messages ... 7-4 PaperPort printing faxes from See Software User’s Guide on memory ......7-4 the CD-ROM. recording a conversation .. 7-6 Phone line recording Fax/Tel connections ....A-11 announcement difficulties ......13-11 (F/T OGM) ......
  • Page 220 resolution ......S-7 Reports ....... 8-1 specifications ....S-7 Caller ID List ....A-6 See Software User’s Guide on Fax Journal ...... 8-3 the CD-ROM. Journal Period ....8-2 Programming your Help List ......8-3 machine ....B-1, B-2 how to print ...... 8-3 Network Configuration ..
  • Page 221 TAD (telephone answering Unable to Clean ....13-4 device), external Unable to Init.....13-4 ......4-1, A-9, A-13 Unable to Print ....13-4 connecting ....A-9, A-11 Unable to Scan ....13-4 receive mode ....4-1 recording OGM ....A-11 with two-line jack ....A-13 Volume, setting ....2-5 Temporary copy settings ..

  • Page 222: Remote Retrieval Access Card

    Remote Retrieval Access card If you plan to retrieve voice or fax messages while away from your machine, carrying the Remote Retrieval Access Card printed below will serve as a convenient reminder of the retrieval procedures. Simply cut out the card and fold it to fit in your wallet or organizer. Keeping it handy will help you derive the full benefit of your machine’s Paging, Fax Forwarding, and Remote Retrieval features.
  • Page 223 R - 2...
  • Page 224 EQUIPMENT ATTACHMENT LIMITATIONS (Canada only) NOTICE This product meets the applicable Industry Canada technical specifications. NOTICE The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be connected to a telephone interface. The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the RENs of all the devices does not exceed five.
  • Page 225 ® Brother International Corporation 100 Somerset Corporate Boulevard P.O. Box 6911 Bridgewater, NJ 08807–0911 USA Brother International Corporation (Canada) Ltd. 1 rue Hôtel de Ville, Dollard-des-Ormeaux, QC, Canada H9B 3H6 Visit us on the World Wide Web http://www.brother.com These machines are made for use in the USA and Canada only. We cannot recommend...

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