User manual BROTHER MFC-9420CN - Software Guide

SOFTWARE USER'S GUIDE MFC-9420CN Table of Contents Section I Windows® 1 Printing Using the Brother printer driver ...............................................................................1-1 Printing a document.................................................................................................1-1 Manual Duplex Printing ......................................................................................1-2 Simultaneous printing, scanning and faxing ............................................................1-2 Printer operation key ...............................................................................................1-2 Job Cancel .........................................................................................................1-2 Secure Print key .................................................................................................1-3 Printer Emulation Support ..................................................................................1-4 Printing the Internal Font List .............................................................................1-4 Printing the Print Configuration List....................................................................1-5 Test Print ............................................................................................................1-5 Restoring default Printer settings .......................................................................1-5 Calibration ..........................................................................................................1-6 Status Monitor .........................................................................................................1-7 Turning on the status monitor.............................................................................1-7 Monitoring and viewing the machine's status.....................................................1-7 Printer driver settings...............................................................................................1-8 Accessing the printer driver settings........................................................................1-8 Features in the Brother Native Driver ......................................................................1-9 Basic tab.............................................................................................................1-9 Advanced tab ...................................................................................................1-12 Print Quality......................................................................................................1-13 Duplex ..............................................................................................................1-14 Watermark........................................................................................................1-15 Page Setting.....................................................................................................1-16 Device Options .................................................................................................1-16 Accessories tab ................................................................................................1-20 Support tab.......................................................................................................1-21 Features in the BR-Script 3 (PostScript® 3TM language emulation) printer driver........................................................................................................1-22 Ports tab ...........................................................................................................1-22 Device Settings tab ..........................................................................................1-23 Layout tab.........................................................................................................1-24 Paper/Quality tab..............................................................................................1-24 Advanced Options ............................................................................................1-25 i 2 Scanning Scanning a document using the TWAIN driver........................................................2-1 TWAIN compliant ...............................................................................................2-1 Accessing the Scanner.......................................................................................2-2 Scanning a document into the PC......................................................................2-3 Settings in the Scanner window .........................................................................2-5 Scanning a document using the WIA driver (For Windows® XP only).....................2-8 WIA compliant ....................................................................................................2-8 Accessing the scanner .......................................................................................2-8 Scanning a document into the PC......................................................................2-9 Using the Scan key (For USB or Parallel cable users)..........................................2-12 Scan to E-mail ..................................................................................................2-12 Scan to Image ..................................................................................................2-13 Scan to OCR ....................................................................................................2-13 Scan to File ......................................................................................................2-13 Using ScanSoft® PaperPort® 9.0SE and OmniPage® OCR ..................................2-14 Viewing items ...................................................................................................2-15 Organizing your items in folders.......................................................................2-15 Quick links to other applications.......................................................................2-16 ScanSoft® OmniPage® OCR lets you convert image text into text you can edit...................................................................................................2-16 Importing items from other applications ...........................................................2-16 Exporting items in other formats.......................................................................2-17 How to Uninstall PaperPort® 9.0SE and ScanSoft® OmniPage® OCR ............2-17 3 ControlCenter2 Using ControlCenter2 ..............................................................................................3-1 Turning the AutoLoad feature off........................................................................3-2 SCAN .................................................................................................................3-2 CUSTOM SCAN.................................................................................................3-2 COPY .................................................................................................................3-3 PC-FAX ..............................................................................................................3-3 DEVICE SETTINGS ...........................................................................................3-3 SCAN.......................................................................................................................3-4 Image (example: Microsoft Paint).......................................................................3-4 OCR (Word Processing program) ......................................................................3-6 E-mail .................................................................................................................3-6 File attachments .................................................................................................3-7 File......................................................................................................................3-8 CUSTOM SCAN ......................................................................................................3-9 Customizing a user-defined button...................................................................3-10 COPY ....................................................................................................................3-13 PC-FAX .................................................................................................................3-14 Send .................................................................................................................3-14 ii Receive / View Received..................................................................................3-15 Address Book ...................................................................................................3-15 Setup ................................................................................................................3-15 DEVICE SETTINGS ..............................................................................................3-16 Remote Setup ..................................................................................................3-16 Quick-Dial.........................................................................................................3-16 Status Monitor ..................................................................................................3-16 4 Network Scanning Before using Network Scanning ..............................................................................4-1 Network License.................................................................................................4-1 Configuring Network Scanning...........................................................................4-2 Using the Scan key..................................................................................................4-4 Scan to E-mail (PC)............................................................................................4-4 Scan to E-mail (E-mail server) ...........................................................................4-5 Scan to Image ....................................................................................................4-6 Scan to OCR ......................................................................................................4-6 Scan to File ........................................................................................................4-7 5 6 Remote Setup Remote Setup..........................................................................................................5-1 Brother PC-FAX software PC-FAX sending......................................................................................................6-1 Setting up user information ................................................................................6-1 Sending setup ....................................................................................................6-2 Address Book .....................................................................................................6-3 Setting up a Cover Page ....................................................................................6-4 Entering Cover Page Information .......................................................................6-4 Speed-Dial setup .....................................................................................................6-5 Brother Address Book ........................................................................................6-5 Setting up a Member in the Address Book.........................................................6-6 Setting up a Group for Broadcasting ..................................................................6-6 Editing Member information ...............................................................................6-7 Deleting a Member or Group..............................................................................6-7 Exporting the Address Book...............................................................................6-8 Importing to the Address Book ...........................................................................6-9 Sending a file as a PC-FAX using the Facsimile style user interface...............6-10 Sending a file as a PC-FAX using the Simple style user interface...................6-11 PC-FAX receiving (including when the PC is turned off) .......................................6-12 Turn on the machine's PC-FAX Receive function ............................................6-12 Enabling PC-FAX Receiving ............................................................................6-13 iii Setting up your PC ...........................................................................................6-13 Viewing new PC-FAX messages......................................................................6-13 Section II Apple® Macintosh® 7 Printing and Faxing Setting up your USB-equipped Apple® Macintosh®.................................................7-1 Printer operation key ...............................................................................................7-2 Job Cancel .........................................................................................................7-2 Secure Print key .................................................................................................7-2 Printer Emulation Support ..................................................................................7-3 Printing the Internal Font List .............................................................................7-3 Printing the Print Configuration List....................................................................7-4 Test Print ............................................................................................................7-4 Restoring default Printer settings .......................................................................7-4 Calibration ..........................................................................................................7-5 Status Monitor .........................................................................................................7-6 Updating the machine's status ...........................................................................7-6 Hiding or showing the window............................................................................7-6 Quitting the window ............................................................................................7-6 Web Based Management...................................................................................7-6 Color Calibration.................................................................................................7-6 Using the Brother Color Driver (Mac OS® X)...........................................................7-7 Choosing page setup options.............................................................................7-7 Specific settings .................................................................................................7-8 Basic...................................................................................................................7-9 Advanced .........................................................................................................7-11 Using the Brother Color Driver (Mac OS® 9.1 to 9.2) ............................................7-13 Using the BR-Script 3 (PostScript® 3TM language emulation) printer driver ...........7-15 For Mac OS® X users.......................................................................................7-15 For Mac OS® 9.1 to 9.2 users ..........................................................................7-17 Sending a fax ........................................................................................................7-19 For Mac OS® X users.......................................................................................7-19 Working with vCard and a Mac OS® X Address Book application ...................7-21 For Mac OS® 9.1 to 9.2 users ..........................................................................7-22 8 Scanning Scanning from a Macintosh® ...................................................................................8-1 Accessing the scanner .......................................................................................8-1 Scanning an image into your Macintosh®...........................................................8-2 Pre-Scanning an image......................................................................................8-3 Settings in the Scanner window .........................................................................8-4 iv Using Presto!® PageManager®................................................................................8-7 Features .............................................................................................................8-7 System requirements for Presto!® PageManager®.............................................8-7 Presto!® PageManager® Technical Support.......................................................8-8 Using the Scan key (For USB cable users) ...........................................................8-10 Scan to E-mail ..................................................................................................8-10 Scan to Image ..................................................................................................8-11 Scan to OCR ....................................................................................................8-11 Scan to File ......................................................................................................8-11 9 ControlCenter2 (For Mac OS® X 10.2.4 or greater) Using ControlCenter2 (For Mac OS® X 10.2.4 or greater) ......................................9-1 Turning the AutoLoad feature off........................................................................9-1 SCAN .................................................................................................................9-2 CUSTOM SCAN.................................................................................................9-2 COPY / PC-FAX .................................................................................................9-2 DEVICE SETTINGS ...........................................................................................9-3 SCAN.......................................................................................................................9-4 Image (example: Apple PreView).......................................................................9-4 OCR (Word Processing program) ......................................................................9-5 E-mail .................................................................................................................9-6 File attachments .................................................................................................9-6 File......................................................................................................................9-7 CUSTOM SCAN ......................................................................................................9-8 Scan to Image: ...................................................................................................9-9 Scan to OCR: ...................................................................................................9-10 Scan to E-mail: .................................................................................................9-11 Scan to File: .....................................................................................................9-12 COPY / PC-FAX ....................................................................................................9-13 DEVICE SETTINGS ..............................................................................................9-14 Remote Setup ..................................................................................................9-14 Quick-Dial.........................................................................................................9-14 Status Monitor ..................................................................................................9-15 10 Network Scanning (For Mac OS® X 10.2.4 or greater) Before using Network Scanning ............................................................................10-1 Configuring Network Scanning.........................................................................10-1 Registering your Macintosh® with the machine ................................................10-2 Using the Scan Key ...............................................................................................10-3 Scan to E-mail (PC)..........................................................................................10-3 Scan to E-mail (E-mail server) .........................................................................10-4 Scan to Image ..................................................................................................10-5 Scan to OCR ....................................................................................................10-5 Scan to File ......................................................................................................10-6 v 11 I MFC Remote Setup (For Mac OS® X 10.2.4 or greater) MFC Remote Setup...............................................................................................11-1 Index vi Section I ® Windows 1 2 3 4 5 6 Printing Scanning ControlCenter2 Network Scanning Remote Setup Brother PC-FAX software Windows® XP in this document represents Windows® XP Professional, Windows® XP Professional x64 Edition and Windows® XP Home Edition. Go to the Brother Solutions Center (http://solutions.brother.com) for more information on Windows® XP Professional x64 Edition support. 1 Printing Using the Brother printer driver A printer driver is software that translates data from the format used by a computer into the format required by a particular printer, using a printer command language or page description language. The printer drivers are on the supplied CD-ROM. Install the drivers first by following the Quick Setup Guide. Also, the latest printer driver can be downloaded from the Brother Solutions Center at: http://solutions.brother.com 1 Windows® Printing The dedicated printer driver for Microsoft® Windows® 98/98SE/Me/2000 Professional/XP and Windows NT® workstation 4.0 are available on the CD-ROM supplied with your Brother device. You can install them easily into your Windows® system using our installer program. The driver supports our unique compression mode to enhance printing speed in Windows® applications, and allows you to set various printer settings, including economy printing mode and custom paper size. Printing a document When the machine receives data from your computer, it begins printing by picking up paper from the paper tray. The paper tray can feed many types of paper and envelopes. (See the User's Guide for information about the Paper Tray and Recommended paper.) 1 From your application, select the Print command. If any other printer drivers are installed on your computer, select Brother MFC-9420CN (XXX)* Printer as your printer driver from the Print or Print Settings menu in your software application, and then click OK to begin printing. *(Select Brother MFC-9420CN Printer if you are using a parallel cable or if you are connecting your machine via Network. Select Brother MFC-9420CN USB Printer if you are using a USB cable.) 2 3 Your computer sends the data to the machine. The LCD shows Receiving Data. When the machine finishes printing all the data, the LCD shows the machine status. Note You can select the paper size and orientation in your application software. If your application software does not support your custom paper size, select the next larger paper size. Then adjust the print area by changing the right and left margins in your application software. 1-1 Printing Manual Duplex Printing The machine prints all the even-numbered pages on one side of the paper first. Then, the Windows® driver instructs you (with a pop-up message) to reinsert the paper. Before reinserting the paper, straighten it well, or you may get a paper jam. Very thin or very thick paper is not recommended. 1 Simultaneous printing, scanning and faxing Your machine can print from your computer while sending or receiving a fax in memory, or while scanning a document into the computer. Fax sending will not be stopped during PC printing. However, when the machine is copying or receiving a fax on paper, it pauses the PC printing operation, and then continues printing when copying or fax receiving has finished. Printer operation key Job Cancel To cancel the current print job, press Job Cancel. If the LCD shows Data Remaining, you can clear the data that is left in the printer memory by pressing Job Cancel. 1-2 Printing Secure Print key Secured data is password protected. Only those people that know the password will be able to print the secured data. The machine will not print secure data until the password is entered. After the document is printed, the data will be cleared from the memory. To use this function, you need to set your password in the printer driver dialog box. (See Device Options on page 1-16 or Accessories tab on page 1-20.) 1 1 Press Secure Print. Note The LCD displays No Data ! if there is no secured data in the memory. 2 3 4 5 Press or to select the user name. Press Menu/Set. The LCD displays job selections. Press or to select the job. Press Menu/Set. The LCD prompts you to enter your four-digit password. Enter your password using the control panel. Press Menu/Set. Press or to select Print. Press Menu/Set. The machine will print the data. --OR-- If you want to delete the secured data press or to select Delete. Press Menu/Set. Note If you turn the power switch Off, the secured data saved in memory will be cleared. After you print the secured data it will be cleared from memory. 1-3 Printing Printer Emulation Support By default, the machine uses Brother Printing system for Windows® for printer operations. The machine also supports HP LaserJet (PCL 6) and the BR-Script 3 (PostScript® 3TM) printer emulation modes. If you use DOS application software, you can use the HP LaserJet (PCL 6) or BR-Script 3 (PostScript® 3TM) emulation mode for printer operations. 1 Setting the Emulation Selection Your machine will receive print commands in a printer job language or emulation. Different operating systems and applications will send the print commands in different languages. Your machine can receive print commands in a variety of emulations. This machine has an Automatic Emulation Selection setting (Auto). When the machine receives information from the PC, it automatically chooses the emulation mode. The Automatic Emulation Selection (Auto) has been set as factory default. You can change the default emulation mode manually by using the control panel. 1 2 3 Press Menu/Set, 4, 1. Press or to select Auto, HP LaserJet or BR-Script 3. Press Menu/Set. Press Stop/Exit. Note We recommend that you set the emulation setting with your application software or network server. If the setting does not work properly, select the required emulation mode manually using the control panel buttons of the machine. Printing the Internal Font List You can print a list of the machine's internal (or resident) fonts to see how each font looks before you select it. 1 2 3 Press Menu/Set, 4, 2, 1. Press Colour Start or Mono Start. The machine will print the list. Press Stop/Exit. 1-4 Printing Printing the Print Configuration List You can print a list of current printer settings. 1 2 3 Press Menu/Set, 4, 2, 2. Press Colour Start or Mono Start. The machine prints the settings. Press Stop/Exit. 1 Test Print If you are having problems with print quality, you can do a test print. 1 2 3 Press Menu/Set, 4, 2, 3. Press Colour Start or Mono Start. Press Stop/Exit. Note If the problem appears on the printout, see Improving the print quality in the User's Guide. Restoring default Printer settings You can return the machine's printer settings to the default settings. Fonts and macros loaded to the machine's memory will be cleared. 1 2 Press Menu/Set, 4, 3. Press 1 to restore the default settings. --OR-- Press 2 to exit without making a change. 3 Press Stop/Exit. 1-5 Printing Calibration The output density for each colour may vary depending on the temperature and humidity of the environment the machine is in. Calibration helps you to improve the colour density. 1 2 3 4 5 Press Menu/Set, 4, 4. Press 1 or to select Calibrate. Press Menu/Set. Press 1 to select Yes. Press Stop/Exit. You can reset the calibration parameters back to those set at the factory. 1 2 3 4 5 Press Menu/Set, 4, 4. Press or to select Reset. Press Menu/Set. Press 1 to select Yes. Press Stop/Exit. Note If an error message is displayed, press Stop/Exit and try again. For more information, see Troubleshooting and routine maintenance in the User's Guide. 1-6 Printing Status Monitor The Status Monitor utility is a configurable software tool that allows you to monitor the status of one or more devices, allowing you to get immediate notification of errors such as paper empty or paper jam. Turning on the status monitor 1 1 Click Brother MFC-9420CN (XXX)* Printer located in the Start/All Programs/Brother/MFL-Pro Suite MFC-9420CN/Status Monitor on your computer. The Brother Status Monitor window will appear. *(Select Brother MFC-9420CN Printer if you are using a parallel cable or if you are connecting your machine via Network. Select Brother MFC-9420CN USB Printer if you are using a USB cable.) 2 3 Right-click on the Status Monitor window and select Load Status Monitor on Startup in the menu. Right-click on the Status Monitor window and select Location, and then select the way to display the status monitor on your computer--in the taskbar, in the tasktray, in the tasktray (on Error) or on the desktop. Monitoring and viewing the machine's status The Status Monitor icon will change colour depending on the machine's status. Green icon means a normal stand-by condition. Yellow icon means a warning. Red icon means a printing error has occured. Note You can check the device status at anytime by double-clicking the icon in the tasktray or selecting the Status Monitor located in the Start/All Programs/Brother/MFL-Pro Suite MFC-9420CN on your computer. For more information about using the Status Monitor software, right click the Status Monitor icon and choose Help. 1-7 Printing Printer driver settings You can change the following printer settings when you print from your computer: *1 Paper Size Multiple Page Orientation Copies Media Type Colour/Mono Paper Source Print Quality Colour Mode Duplex Watermark*1 Scaling*1 Secure Print Toner Save Mode Quick Print Setup*1 Status Monitor*1 Administrator (For Windows 98/98SE/Me Users Only)*1 Print Setting (For Windows XP/2000/NT Users Only)*1 Print Date & Time*1 Colour Calibration*1 These settings are not available with the BR-Script 3 driver. 1 Accessing the printer driver settings 1 2 Select Print from the File menu in your application software. Select Brother MFC-9420CN (USB) Printer (If you are using a USB interface, then USB will be in the printer driver name) and click Properties or Preferences. (Document Default for Windows NT® 4.0). The Printer dialog box will appear. Note The way you access the printer driver settings depends on your operating system and software applications. 1-8 Printing Features in the Brother Native Driver Basic tab 1 1 2 3 4 1 2 3 Select the Paper Size, Multiple Page, Orientation, number of copies and Media Type. Select the Colour/Mono setting. And the Media Type setting. Select the Paper Source (First Page and Other Pages). Note To select Other Pages, you must select the optional Tray 2 in the Accessories tab. For more information, see Accessories tab on page 1-20. Auto Select allows the printer driver to select a suitable tray for Paper Size automatically. 4 Click the OK button to apply your selected settings. To return to the default settings, click the Default button, then click the OK button. 1-9 Printing Paper Size From the drop-down box select the Paper Size you are using. Multiple Page The Multiple Page selection can reduce the image size of a page allowing multiple pages to be printed on one sheet of paper or enlarging the image size for printing one page on multiple sheets of paper. 1 Ex. 4 in 1 Ex. 1 in 2 × 2 pages Border Line When printing multiple pages on one sheet with the Multiple Page feature you can select to have a solid border, dash border or no border around each page on the sheet. Orientation Orientation selects the position of how your document will be printed (Portrait or Landscape). Portrait Landscape Copies The copies selection sets the number of copies that will be printed. Collate With the Collate check box selected, one complete copy of your document will be printed and then repeated for the number of copies you selected. If the Collate check box is not selected, then each page will be printed for all the copies selected before the next page of the document is printed. Collate box checked Collate box not checked 1 - 10 Printing Media Type You can use the following types of media in your machine. For the best print quality, select the type of media that you wish to use. Plain Paper Transparencies Thin Paper Recycled Paper Thick Paper Thicker Paper 1 Note When using ordinary plain paper or recycled paper (75 to 90g/m2), select Plain Paper or Recycled Paper. When using heavier weight paper for both plain and recycled paper, envelopes or rough paper select Thick Paper or Thicker Paper. For OHP transparencies, select Transparencies. Colour/Mono You can select Full Colour, Mono, Black & Cyan, Black & Magenta, and Black & Yellow from the drop down box. Full Colour When your document contains colour and you want to print it in colour, select this mode. Mono Select this mode if your document has only black and greyscale text and/or objects. Mono mode makes the print processing speed faster than colour mode. If your document contains colour, selecting Mono mode prints your document in 256 levels of grey. Black & Cyan Select this mode when you want to print a colour document in Black and Cyan. All colours apart from Black will print in Cyan. Black & Magenta Select this mode when you want to print a colour document in Black and Magenta. All colours apart from Black will print in Magenta. Black & Yellow Select this mode when you want to print a colour document in Black and Yellow. All colours apart from Black will print in Yellow. Paper Source You can choose Auto Select, Tray 1, or Tray 2 (Option). You can specify separate trays for printing the first page and for printing from the second page onwards. 1 - 11 Printing Advanced tab 1 2 3 4 5 1 Change the tab settings by selecting one of the following icons: 1 Print Quality 2 Duplex 3 Watermark 4 Page Setting 5 Device Options Note To return to the default settings, click the Default button. 1 - 12 Printing Print Quality Print Quality You can select the following print quality settings: 1 Normal 600 x 600 dpi. Recommended mode for ordinary printouts. Good print quality with reasonable printing speed. Fine 2400 dpi class. The finest print mode. Use this mode to print precise images such as photographs. Since the print data is much larger than in normal mode, processing time, data transfer time and printing time will be longer. Note The print speed will change depending on what print quality setting you choose. Higher print quality takes longer to print, while lower print quality takes less time to print. Colour Mode You can change the Colour Matching mode as follows: Match Monitor The colour of all elements in the document are adjusted to match the monitor colour. Vivid/Text The colour of all elements are adjusted to become vivid colour. Suitable for Graphics and Text. Auto The printer driver automatically selects the Colour Mode type. Improve Grey Colour You can improve the image quality of shaded areas by ticking the Improve Grey Colour check box. Enhance Black Printing If a black graphic cannot be printed correctly, choose this setting. 1 - 13 Printing Duplex The printer driver supports manual duplex printing. Manual Duplex Check the Manual Duplex box. In this mode, the machine prints all the even numbered pages first. Then the printer driver stops and shows the instructions required to re-install the paper. When you click OK the odd numbered pages are printed. Duplex Type You can select Duplex Type. There are six types of duplex directions available for each orientation. Flip on Left Edge Flip on Right Edge 1 Flip on Top Edge Flip on Bottom Edge Flip on Top Edge (No Reverse) Flip on Bottom Edge (No Reverse) Binding Offset Check the Binding Offset option, you can specify the offset value of the binding side in inches or millimeters (0 - 8 inches) [0 - 203.2 mm]. 1 - 14 Printing Watermark You can place a logo or text into your document as a Watermark. You can select one of the preset Watermarks, or you can use a bitmap file or text file that you have created. Check Use Watermark, and then select the watermark you want to use. 1 Transparent Check Transparent to print the watermarked image in the background of your document. If this feature is not checked then the Watermark will be printed on top of your document. In Outline Text (Windows® 2000/XP/Windows NT® 4.0) Check In Outline Text if you only want to print an outline of the Watermark. Print Watermark The Print Watermark feature offers the following print choices: On all pages On first page only From second page Custom Watermark Setting You can change the Watermark's size and position on the page by selecting the Watermark, and clicking the Edit button. If you want to add a new Watermark, click the New button, and then select Text or Bitmap in the Watermark Style. Title You can select the CONFIDENTIAL, COPY or DRAFT as the standard title or enter a title you like in the field. Watermark Text Enter your Watermark text into the Text Box, and then select the Font, Size, Colour (Red / Green / Blue) and Style. Watermark Bitmap Enter the file name and location of your bitmap image in the File box, or Browse for the file location. You can also set the scaling size of the image. Position Use this setting if you want to control the position of the Watermark on the page. 1 - 15 Printing Page Setting Scaling You can change the print size of your document with the Scaling feature. Check Off if you want to print the document as it appears on your screen. Check Fit to Paper Size if your document has an unusual size, or if you have only the standard size paper. Check Free if you want to change the size. 1 You can also use the Mirror Print or Reverse Print feature for your page setting. Device Options You can set the following Printer Function modes in this tab: Secure Print Toner Save Mode Quick Print Setup Status Monitor Administrator (For Windows® 98/98SE/Me Users Only) Print Setting (For Windows® XP/2000/NT® Users Only) Print Date & Time Colour Calibration Secure Print Secure documents are documents that are password protected when they are sent to the machine. Only the people who know the password will be able to print them. Since the documents are secured at the machine, you must enter the password using the control panel of the machine to print them. To send a secured document: 1 2 Select Secure Print from Printer Function and check Secure Print. Enter your password, user name and job name and click OK. 1 - 16 Printing 3 You must print the secured documents from the control panel of the machine. (See Secure Print key on page 1-3.) You need to use the control panel of the machine to delete a secured document. (See Secure Print key on page 1-3.) To delete a secured document: 1 Toner Save Mode You can conserve toner using this feature. When you set Toner Save Mode to On, print appears lighter. The default setting is Off. Note We do not recommend Toner Save Mode for printing photo or grey scale images. Quick Print Setup The Quick Print Setup feature allows you to quickly select driver settings. To view settings, simply click your mouse button on the task tray icon. This feature can be set to On or Off from the Device Options. Status Monitor This reports the machine status (any error that may happen with the machine) when printing. The default setting for the Status Monitor is off. If you would like to turn the Status Monitor on, go to the Advanced tab, select Device options and then select Status Monitor. 1 - 17 Printing Administrator (For Windows® 98/98SE/Me Users Only) The Administrator selection permits the Copy, Scaling, Colour/Mono and Watermark features to be locked and password protected. 1 Note Record your password and keep it in a safe place for future reference. If you forget your password these settings can not be accessed. Print setting (For Windows® XP/2000/NT® Users Only) Improve pattern printing Select the Improve pattern printing option if printed fills and patterns are different from the patterns and fills you see on your computer. Print Date & Time When enabled the Print Date & Time feature, it will print the date and time on your document from your computer's system clock. 1 - 18 Printing Click the Setting button to change the Date/Time Format, Position and Font. To include a background with the Date and Time, select Opaque. When Opaque is selected, you can set the Colour of the Date and Time background by changing the percentage. 1 Note The Date and Time in the selection box shows the format that will be printed. The actual Date and Time printed on your document is automatically retrieved from the settings of your computer. Colour Calibration The output density of each colour may vary depending on the temperature and humidity of the environment the machine is in. This setting helps you to improve colour density by letting the printer driver use the colour calibration data stored in your machine. Get device data If you click this button, the printer driver will attempt to get the colour calibration data from your machine. Use calibration data If the driver successfully gets the calibration data, the driver will automatically check this box. Remove the check mark if you do not want to use the data. 1 - 19 Printing Accessories tab When you install option units, you can add them and select the settings for them in the Accessories tab as follows. 1 1 3 2 1 2 3 Available Options You can manually add or remove additional driver options and settings for use with the optional accessories you can add to your machine. Paper Source Setting This feature recognizes the paper size in each paper tray. Auto Detect The Auto Detect function tries to find any installed optional accessories and then shows those accessories in the printer driver. When you click the Auto Detect button, options that are installed on the machine will be listed. You can manually add or remove options. Note Auto Detect function may not be available under certain printer conditions. 1 - 20 Printing Support tab The Support tab provides driver version and setting information. In addition there are links to the Brother Solutions Center and the Driver Update Web sites. Click the Support tab to display the following screen: 1 Brother Solutions Center The Brother Solutions Center is a Web site offering information about your Brother product including FAQs (Frequently Asked Questions), User's Guides, Driver Updates and Tips for using your machine. Web Update Web Update checks the Brother web site for updated drivers, and automatically downloads and updates the printer driver on your computer. Print Settings You can print a list of current printer settings. Check Setting The Check Setting selection displays a list of your current driver settings. 1 - 21 Printing Features in the BR-Script 3 (PostScript® 3TM language emulation) printer driver In addition to the Brother Native driver, Brother also includes a BR-Script 3 (PostScript® 3TM language emulation) printer driver which supports Windows® 98/98SE/Me/2000 Professional/XP and Windows NT® 4.0. To install the PS driver If you have already installed the printer driver following the instruction in the Quick Setup Guide, insert the CD-ROM into the CD-ROM drive on your PC and click Install MFL-Pro Suite and follow the on-screen instructions. When the Select Components screen appears, check PS Printer Driver, and then continue following the on-screen instructions. If you have not previously installed the driver and software, insert the CD-ROM into the CD-ROM drive on your PC and click Install MFL-Pro Suite and follow the on-screen instructions. When the Setup Type screen appears, select Custom and check the PS Printer Driver. Then continue following the on-screen instructions. Note You can download the latest driver by accessing the Brother Solutions Center at http://solutions.brother.com 1 Ports tab Select the port your machine is connected to or the path to the network machine you are using. 1 - 22 Printing Device Settings tab Select the options you installed by selecting Installable Options. 1 1 - 23 Printing Layout tab If you are using Windows NT® 4.0, Windows® 2000 or XP, you can access the Layout tab by clicking Printing Preferences... in the General tab of the Brother MFC-9420CN BR-Script3 Properties screen. The Layout tab enables you to change various layout settings such as Orientation, Page Order and Pages Per Sheet. 1 Paper/Quality tab If you are using Windows NT® 4.0, Windows® 2000 or XP, you can access the Paper/Quality tab by clicking Printing Preferences... in the General tab of the Brother MFC-9420CN BR-Script3 Properties screen. Select the Paper Source and Color. 1 - 24 Printing Advanced Options If you are using Windows NT® 4.0, Windows® 2000 or XP, you can access the Brother MFC-9420CN BR-Script3 Advanced Options tab by clicking the Advanced... button in the Layout tab or the Paper/Quality tab. 1 2 1 1 2 Select the Paper Size and Copy Count. Set the Image Color Management, Scaling and TrueType Font settings. 3 You can change the following settings by selecting the setting in the Printer Features list: Media Type Job Spooling PASSWORD Job Name Print Quality Toner Save Color/Mono Gamma Correction Color Mode Improve Gray Color Enhance Black Printing Halftone Screen Lock BR-Script Level 3 1 - 25 2 Scanning The scanning operations and drivers will be different depending on your operating system. The machine uses a TWAIN compliant driver for scanning documents from your applications. For Windows® XP 2 Two scanner drivers are installed. A TWAIN compliant scanner driver (see Scanning a document using the TWAIN driver on page 2-1) and a Windows Imaging Acquisition (WIA) driver (see Scanning a document using the WIA driver (For Windows® XP only) on page 2-8). Windows® XP users can select either one of the two when you scan documents. Note For ScanSoft®, PaperPort® 9.0SE and OmniPage® OCR, see Using ScanSoft® PaperPort® 9.0SE and OmniPage® OCR on page 2-14. Scanning a document using the TWAIN driver TWAIN compliant The Brother MFL-Pro Suite software includes a TWAIN compliant scanner driver. TWAIN drivers meet the standard universal protocol for communicating between scanners and software applications. This means that not only you can scan images directly into the PaperPort® 9.0SE viewer that Brother included with your machine, but you can also scan images directly into hundreds of other software applications that support TWAIN scanning. These applications include popular programs like Adobe® PhotoShop®, Adobe® PageMaker®, CorelDraw® and many more. 2-1 Scanning Accessing the Scanner 1 Open the software application (ScanSoft® PaperPort® 9.0SE) to scan a document. Note The instructions for scanning in this guide are relevant for ScanSoft® PaperPort® 9.0SE. If you are scanning into another software application, the steps may vary. 2 2 3 Click File, then Scan. Or select the Scan button.The Scan panel appears in the left side of the screen. Choose the scanner you are using from the Scanner drop-down list box. Note If the machine is connected via: Parallel cable use Brother MFC-9420CN USB cable use Brother MFC-9420CN USB LAN cable use Brother MFC-9420CN LAN If you are using Windows® XP, select TW-Brother MFC-9420CN, not WIA-Brother MFC-9420CN. 4 Click Scan. The Scanner Setup dialog box will appear: 2-2 Scanning Scanning a document into the PC You can scan a whole page --OR-- scan a portion of the page after pre-scanning the document. 2 Scanning a whole page 1 2 Place the document face up in the ADF, or face down on the scanner glass. Adjust the following settings, if required, in the Scanner window: · · · · · · Scan (Image Type) (1) Resolution (2) Scan Type (3) Brightness (4) Contrast (5) Document Size (6) 1 2 3 4 5 6 3 Click the Start button in the scanner window. When scanning is completed, click Cancel to return to the PaperPort® 9.0SE window. Note After you select a document size, you can adjust the scanning area further by clicking the left mouse button and dragging it. This is required when you want to crop an image when scanning. (See Settings in the Scanner window on page 2-5.) 2-3 Scanning Pre-Scanning to crop a portion you want to scan The PreScan button is used to preview an image for cropping any unwanted areas from the image. When you are satisfied with the preview, click the Start button in the scanner window to scan the image. 1 2 3 Place the document face up in the ADF, or face down on the scanner glass. Select the settings for Scan (Image Type), Resolution, Scan Type, Brightness, Contrast and Document Size, as needed. In the Scanner Setup dialog box, click the PreScan button. The entire document will be scanned into the PC and will appear in the Scanning Area. To select the portion you want to scan, click and hold the left mouse button, then drag the mouse pointer over the area. Scanning area 2 4 Scanning area Note If you enlarge the image using size. button, you can then use the button to restore the image to its former 5 Put the document back into the ADF. Note If you loaded your document onto the scanner glass in step 1, please skip this step. 6 7 Click Start. This time only the selected area of the document will appear in the PaperPort® 9.0SE window (or your software application window). In the PaperPort® 9.0SE window, use the options available to refine the image. 2-4 Scanning Settings in the Scanner window Scan (Image Type) Select the image type of output from Photo, Web or Text. Resolution and Scan Type will be altered for each default setting. The default settings are: Image Type Photo Web Text Select for scanning photo images. Select for attaching the scanned image to web pages. Select for scanning text documents. Resolution 300 x 300 dpi 100 x 100 dpi 200 x 200 dpi Scan Type 24-bit colour 24-bit colour Black & White 2 Resolution You can change the scanning resolution from the Resolution drop down list. Higher resolutions take more memory and transfer time, but can achieve a finer scanned image. The following list shows the resolution you can choose. 100 x 100 dpi 150 x 150 dpi 200 x 200 dpi 300 x 300 dpi 400 x 400 dpi 600 x 600 dpi 1200 x 1200 dpi 2400 x 2400 dpi 4800 x 4800 dpi 9600 x 9600 dpi 2-5 Scanning Scan Type Black & White: Set the Scan Type to Black & White for text or line art. Grey Scale: Colours: Set the Scan Type to Grey (Error Diffusion) or True Grey for photographic images. Set either: 256 Colour, which scans up to 256 colours, or 24 bit Colour which scans up to 16.8 million colours. Although using 24 bit Colour creates an image with the most accurate colours, the image file will be approximately three times larger than a file created with 256 Colour. 2 Brightness Adjust the setting (-50 to 50) to obtain the best image. The default value is 0, representing an `average'. You can set the level by dragging the slide bar to the right or left to lighten or darken the image. You can also type a value in the box for the setting. If the scanned image is too light, set a lower brightness value and scan the document again. If the image is too dark, set a higher brightness value and scan the document again. Note The Brightness setting is only available when Black & White or Grey (Error Diffusion) or True Grey is selected. Contrast You can increase or decrease the contrast level by moving the slide bar to the left or right. An increase emphasizes dark and light areas of the image, while a decrease reveals more detail in grey areas. You can also type a value in the box for the setting. Note The Contrast setting is only adjustable when you have selected one of the grey scale settings. It is not available when Black & White and Colour settings are selected as the Scan Type. When scanning photographs or other images for use in a word processor or other graphics application, you should try different settings for the contrast and resolution modes to see which best suits your needs. 2-6 Scanning Document Size Set the size to one of the following: A4 210 x 297 mm JIS B5 182 x 257 mm Letter 8 1/2 x 11 in Legal 8 1/2 x 14 in A5 148 x 210 mm Executive 7 1/4 x 10 1/2 in Business Card Photo 4 x 6 in Index Card 5 x 8 in Photo L 89 x 127 mm Photo 2L 127 x 178 mm Postcard 1 100 x 148 mm Postcard 2 148 x 200 mm Custom (User adjustable from 0.35 x 0.35 in. to 8.5 x 14 in or 8.9 x 8.9 mm to 215.9 x 355.6 mm.) 2 To scan business cards, select the business card size, and then place the business card face down at the center of the scanner glass. If you selected Custom as the size, the Custom Document Size dialog box will appear. Type the Name, Width and Height for the document. You can choose "mm" or "inch" as the unit for Width and Height. Note You can see the actual paper size you selected on the screen. Width: shows the width of scanning area Height: shows the height of scanning area Data Size: shows the approximate data size calculated in a Bitmap format. The size will be different for other file formats such as JPEG. 2-7 Scanning Scanning a document using the WIA driver (For Windows® XP only) WIA compliant Windows® XP uses Windows® Image Acquisition (WIA) for scanning images from the machine. You can scan images directly into the PaperPort® 9.0SE viewer that Brother included with your machine or you can scan images directly into any other software application that supports WIA or TWAIN scanning. 2 Accessing the scanner 1 Open your software application to scan the document. Note The instructions for scanning in this Guide are for when you use ScanSoft® PaperPort® 9.0SE. The steps for scanning from another application may vary. 2 3 Select Scan from the File drop-down menu or select the Scan button. The Scan panel appears on the left of the screen. Select WIA-Brother MFC-9420CN from the Scanner drop-down list box. Note If the machine is connected via: Parallel cable use WIA-Brother MFC-9420CN USB cable use WIA-Brother MFC-9420CN USB LAN cable use WIA-Brother MFC-9420CN LAN If you choose TW-Brother MFC-9420CN, the machine will scan using the TWAIN driver. 4 Click Scan. The Scan dialog box will appear: 2-8 Scanning Scanning a document into the PC There are two ways in which you can scan a whole page. You can either use the ADF (automatic document feeder) or the Flatbed scanner glass. 2 If you would like to scan and then crop a portion of the page after pre-scanning the document, you will need to use the scanner glass (Flatbed). (See Pre-Scanning to crop a portion you want to scan using the scanner glass on page 2-10.) Scanning a document using the ADF 1 2 3 4 Place the document face up in the ADF. Select the Document Feeder from the Paper source drop-down list box (1). Select the picture type (2). Select the Page size from the drop-down list box (4). 2 1 3 4 5 If you require advanced settings, click Adjust the quality of the scanned picture (3). You can select Brightness, Contrast, Resolution and Picture Type from the Advanced Properties. Click the OK button after you choose your settings. Note You can select a resolution of up to 1200 dpi. For resolutions greater than 1200 dpi, use the Brother Scanner Utility. (See Brother Scanner Utility on page 2-11.) 6 To start scanning your document, click the Scan button in the Scan dialog box.