User manual BROTHER MFC-9700 - VERSION B

OWNER'S MANUAL MFC-9700 version B If You Need to Call Customer Service Please complete the following information for future reference: Model Number: Serial Number*: Date of Purchase: Place of Purchase: * The serial number is on the back of the unit. Retain this manual with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. MFC-9700 ©1996-2001 Brother Industries, Ltd. Brother Numbers IMPORTANT For technical and operational assistance, you must call the country where you purchased the MFC. Calls must be made from within that country. Brother fax-back system Brother Customer Service 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 send faxes to any MFC, not just the one from which you are calling. Call and follow the voice prompts to receive faxed instructions on how to use the system and your index of fax-back subjects. If you can't resolve a difficulty with your Brother MFC using this manual, call our fax-back system, and follow the voice prompts to receive faxed instructions about using the system and an index of fax-back subjects. In USA: 1-800-521-2846 The Brother fax-back system number (USA only) has been preprogrammed on One Touch key 01. Frequently Asked Questions (FAQs) The Brother Solutions Center is our one-step resource for all your Fax Machine/Multifunction Center needs. You can download the latest software and utilities, read FAQs and troubleshooting tips, and go to the `Solutions' section to learn how to get the most from your Brother product. http://solutions.brother.com You can check here for Brother Printer Driver updates. For Customer Service In USA: 1-800-284-4329 (voice) 1-908-575-8790 (fax) 1-800-284-3238 (TTY service for the hearing-impaired) In Canada: 1-877-BROTHER (voice) 1-514-685-4898 (fax) 1-514-685-6464 (voice) In Montreal Dealers/Service Centers (USA Only) For the name of a Brother authorized dealer or service center, call 1-800-284-4357. Service Centers (Canada Only) For service center address in Canada, call 1-877-BROTHER. BROTHER NUMBERS i Ordering Accessories and Supplies IMPORTANT For technical and operational assistance, you must call the country where you purchased the MFC. Calls must be made from within that country. For best quality results use only genuine Brother accessories, available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover or American Express credit card, you can order accessories directly from Brother. (In the USA, you can visit us online for a complete selection of Brother accessories and supplies available for purchase.) In USA: 1-888-879-3232 (voice) 1-800-947-1445 (fax) http://www.brothermall.com In Canada: 1-877-BROTHER (voice) Description Laser Fax Toner Laser Fax Drum Telephone Line Cord IEEE-1284 Bi-directional Cable Power Protector for A/C Power, Phone Line Surges and Voltage Spikes (2 outlets) Power Protector for A/C Power, Phone Line Surges and Voltage Spikes (8 outlets) Item TN-430 (Able to print 3000 pages) TN-460 (Able to print 6000 pages) DR-400 LG3077001 F2A046-10 QPD120 FX120 Paper Cassette #2 (Option) Network (LAN) Board (Option) Brother Print/Fax Server (10/100 BaseTX Ethernet Network) Owner's Manual LT-400 NC-8100h LE7056001 ii ORDERING ACCESSORIES AND SUPPLIES Notice ­ Disclaimer of Warranties (For USA and Canada) BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER'S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50. Compilation and Publication Notice Under the supervision of Brother Industries Ltd., this manual has been compiled and published, covering the latest product descriptions and specifications. The contents of this manual and the specifications of this product are subject to change without notice. Brother reserves the right to make changes without notice in the specifications and materials contained herein and shall not be responsible for any damages (including consequential) caused by reliance on the materials presented, including but not limited to typographical and other errors relating to the publication. NOTICE ­ DISCLAIMER OF WARRANTIES iii BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (USA Only) This warranty gives you certain rights and you may also have other rights that may vary from state to state. This warranty is given only to the first enduse purchaser of the accompanying product (referred to in this warranty as "this Product"). What is covered: Brother warrants to you for the Warranty Period that there are no defects in the materials, workmanship or Year 2000 compliance of this Product. The "Warranty Period" is 1 year from the date you purchased this product. The "Warranty Period" for consumable items, such as Print Heads, Toner, Drums, Ink Cartridges, Print Cartridges, Refill Ribbons, Therma PLUS Paper and Thermal Paper, etc. is 90 days from the date of purchase, or the rated life of the Consumable item, whichever is shorter. What is NOT covered: Warranty WILL BE VOID by Brother for repairs or replacements made necessary due to the following: (1) If the Product was not purchased from an authorized Brother reseller within the United States, (2) The Product has been serviced or modified by anyone other than an Authorized Service Representative of Brother, (3) The serial number has been modified, defaced or removed from this Product, (4) NonBrother®-brand or non-Brother approved parts, supplies, power supplies or other accessories have been used with this Product, (5) Any damage caused by accident, neglect, abuse or misuse or, the recommended monthly volume has been exceeded, (6) Damages caused as a result of modification, alteration or repairs performed by anyone other than a Brother Authorized Service Representative. (7) NOT COVERED UNDER WARRANTY ARE: Consumable items, for example (including, but not limited to): ribbons, ink or toner cartridges, toner drum units, print heads, cleaning and/or instances where no defects in material or workmanship are found in the Product, etc. (8) Damage caused by improper connection and/or disconnection of the Product; failure of the operator to follow operational instructions, improper set up of the Product. What to do if you think your Product is defective: Call our Customer Service Hotline at 1-800-284-4329, or if you suspect a defect in materials or workmanship in this Product, you can report it to a Brother Authorized Service Center. During the Warranty Period, supply Brother's iv representative with a copy of your dated bill of sale showing that this Product was purchased within the United States. For the name of your Brother Authorized Service Center, call 1-800-521-2846. After contacting the Brother Authorized Service Center, you may be required to deliver or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale. What Brother will do: Brother (or its Authorized Service Center) will evaluate your report of a possible defect to determine whether a defect exists, and if it does exist, Brother (or its Authorized Service Center) will repair or (at Brother's option) replace the Product with a product that performs the same functions and performs as well as the original Product. Brother reserves the right to supply refurbished or remanufactured replacement parts provided that the replacement parts conform to the manufacturer's specifications for new products. The repaired or replacement product will be returned to you at no cost. Exchange Service: When an exchange is authorized, Brother will exchange your nonworking product with a refurbished or remanufactured product that conforms to the manufacturer's specifications for new products. The refurbished or remanufactured Product you receive will be covered by the balance of the limited warranty period remaining on the original Product, plus an additional thirty (30) days. You will keep the replacement Product that is sent to you and must return (or be billed up to the cost of a new product) your original nonworking product, which shall become the property of Brother. You must call Brother Customer Service and if the representative cannot correct the product's malfunction over the telephone and you elect the exchange service, you must provide information pertaining to this Product and you must also provide a valid major credit card number. Your credit card will be charged up to the cost of a new Product if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the malfunctions of your original Product are not covered by the limited warranty; (iii) the proper packaging instructions are not followed and has caused damage to the product; or (iv) the warranty period on your original Product has expired or has not been sufficiently validated with a copy of the proof of purchase (bill of sale). MFC LIMITED WARRANTY (USA) BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (USA Only) The Brother Customer Service Representative will ship the exchange Product via next business day delivery courier service, with return instructions and prepaid return air bill. Follow the return instructions. You must return the original Product in the same shipping carton in which the exchanged Product was received and include a copy of proof of purchase (bill of sale). Retain your original accessory items and a copy of the return air bill, signed by the courier. Limitations: Repair or replacement as described above is your sole and exclusive (that is, your only) remedy if this Product is defective. Brother is not responsible for damage to or loss of any equipment, media, programs or data related to the use of this Product. Except for that repair or replacement, Brother shall not be liable for any direct, indirect, incidental or consequential damages or specific relief. Because some states do not allow the exclusion or limitation of consequential or incidental damages, the above limitation may not apply to you. THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED. Product Support: Toll-free Customer Service and technical support is available for hardware operational assistance at 1800-284-4329. At any time, free technical support in the form of Frequently Asked Questions, troubleshooting tips and service center locator is available through our faxback system at 1-800-521-2846 or Brother's Internet Web Site (www.brother.com). Now you can visit us on-line at (www.brothermall.com), your complete source for genuine Brother Accessories and Supplies. BROTHER INTERNATIONAL CORPORATION 100 SOMERSET CORPORATE BLVD. BRIDGEWATER, NEW JERSEY 08807-0911 Please record your model and serial numbers and your date and location of Purchase below for your records. Keep this information with your proof of purchase (bill of sale) in case your Product is lost, stolen or requires service. Model # ___________________________ Serial # ___________________________ Date of purchase: ___________________ Store where purchased: ______________ Location of store:____________________ Important: We recommend that you keep all original packing materials, in the event that you ship this product. This Limited Warranty is the only warranty that Brother is giving for this Product. It is the final expression and the exclusive and only statement of Brother's obligations to you. It replaces all other agreements and under-standings that you may have with Brother or its representatives. This Limited Warranty (and Brother's obligation to you) may not be changed in any way unless you and Brother sign the same piece of paper in which we (1) refer to this Product and your bill of sale date, (2) describe the change to this warranty and (3) agree to make that change. MFC LIMITED WARRANTY (USA) v BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (For Canada Only) Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. ("Brother"), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship. This Limited Warranty does not include cleaning, consumables (including, without limitation, print cartridges, print head, toner and drum) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or from the use of supplies or consumable items that are non-Brother products. Operation of the MFC/Facsimile machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Facsimile machine must be delivered or shipped freight prepaid by the end user/purchaser to a "Brother" Authorized Service Center, together with your Proof of Purchase in the form of a Sales Receipt. For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your Operation Manual for proper packaging.) For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your print head resulting from packing without the ink cartridges will VOID your warranty. (Refer to your Operation Manual for proper packaging.) BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED. No oral or written information, advice or representation provided by Brother, its Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother's entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly. Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Facsimile machine shall be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, arising from the use of or inability to use the product, even if advised by the end user/purchaser of the possibility of such damages. Since some Provinces do not allow the above limitation of liability, such limitation may not apply to you. This Limited Warranty gives you specific legal rights and you may also have other rights which vary from Providence to Providence. Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER. Within Montreal, please call (514) 685-6464. Internet support: support@brother.ca or browse Brother's Web Site: www.brother.com Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville Dollard-Des-Ormeaux, QC H9B 3H6 vi LIMITED WARRANTY (CANADA) Quick Reference Guide Sending Faxes Automatic Transmission 3 Press 1 Place the original face up in the ADF, or face down on the scanner glass. or to select ON (or OFF), and then press Set--OR-- For the next transmission only, press or to select NEXT FAX ONLY, and then press Set. 2 Enter the fax number using One Touch, Speed Dial, Search or the dial pad. 4 For the next fax only, press or to select ON (or OFF), and then press Set. 3 Press Fax Start. 1 Sending a Cover Page Place the original face up in the ADF, or face down on the scanner glass. 5 Press 1 to select additional settings --OR--Press 2 to fax. 6 Enter the fax number. 7 Press Fax Start. Receiving Faxes Select Receive Mode There are three Receive modes: FAX ONLY, EXT. TEL /TAD and MANUAL. Press Receive Mode until the LCD shows your selection. After two seconds the LCD returns to the Data and Time prompt and shows the new Receive mode. Brother fax-back system : In USA: 1-800-521-2846 Brother Global Web Site : http://www.brother.com Frequently Asked Questions (FAQs) and Product Support: http://solutions.brother.com Brother Accessories & Supplies : In USA: 1-888-879-3232 (voice) 1-800-947-1445 (fax) http://www.brothermall.com 2 Press Menu, 2, 2, 8. 3 When NEXT FAX ONLY appears, press Set. 4 Press 5 Press or to select ON (or OFF), and then press Set. or to select a comment, and then press Set. number of pages being sent, and then press Set. 6 Enter two digits to indicate the 7 Press 1 to select additional settings --OR--Press 2 if you are ready to fax. 8 Enter the fax number. 9 Press Fax Start. Real Time Transmission You can send faxes in real time. In Canada: 1-877-BROTHER (voice) 1 Place the original face up in the ADF, or face down on the scanner glass. 2 Press Menu, 2, 2, 6. QUICK REFERENCE GUIDE vii Storing Numbers Search/Speed Dial 1 2 3 4 5 Storing One Touch Dial Numbers Press Menu, 2, 3, 1. Press the One Touch key where you want to store the number. Enter a number (up to 20 digits), and then press Set. Enter a name (or leave it blank), and then press Set. Press Stop/Exit. Storing Speed Dial Numbers Press Menu, 2, 3, 2. and then press Set. 1 Place the original face up in the ADF, or face down on the scanner glass. 2 Press Search/Speed Dial, and then enter the first letter of the name you're looking for. 3 Press memory. or to search the 4 Press Fax Start, when the LCD shows the name you want to call. Making Copies Single Copy 1 2 Enter a two-digit Speed Dial number, 3 Enter a number (up to 20 digits), and then press Set. 1 Place the original face up in the ADF, or face down on the scanner glass. 2 Press Copy. Sorting Multiple Copies (Using the ADF) 4 Enter a name (or leave it blank) , and then press Set. 5 Press Stop/Exit. Dialing Operations One Touch Dialing / Speed Dialing 1 Place the original face up in the ADF. 2 Use the dial pad to enter the number of copies you want (up to 99). 1 Place the original face up in the ADF, or face down on the scanner glass. 3 Press Options, press 4 Press 2 Press the One Touch key of the number you want to call--OR-- Press Search/Speed Dial, press #, and then press the two-digit Speed Dial number. or to select OPT: STACK/SORT, and then press Set. or to select SORT, and then press Set. 5 Press Copy. 3 Press Fax Start. viii Q U I C K R E F E R E N C E G U I D E Table of Contents 1 Introduction ..................................................................................... 1-1 Using This Manual ..................................................................... 1-1 Finding Information............................................................. 1-1 Conventions Used in this Manual........................................ 1-1 Test Sheet Procedure and Product Registration (For USA Only) ....1-2 To Complete Your MFC-9700 Registration On-Line (For USA Only) .............................................................. 1-2 MFC-9700 Control Panel Overview .......................................... 1-3 About Your Machines ................................................................ 1-5 Custom Features .................................................................. 1-5 Do You Have Voice Mail on the Phone Line? ............... 1-5 Why Should There Be Trouble? ..................................... 1-5 How Can You Avoid Possible Problems? ...................... 1-5 Fax Tones and Handshake................................................... 1-5 ECM (Error Correction Mode)............................................ 1-6 Assembly and Connections............................................................. 2-1 Packing List................................................................................ 2-1 Choosing a Location................................................................... 2-2 Important Safety Instructions .............................................. 2-3 Release the Scanner Lock.................................................... 2-3 Assembly.................................................................................... 2-4 Installing the Drum Unit Assembly (with Toner Cartridge) ....2-4 Paper........................................................................................... 2-5 Acceptable Paper ................................................................ 2-5 Paper Capacity of Paper Cassette ........................................ 2-5 Paper Specification for the Cassette .................................... 2-5 Manual Feed Slot................................................................. 2-6 Loading Paper in the Paper Cassette ................................... 2-6 Manual Feed Slot................................................................. 2-7 Connecting the MFC .................................................................. 2-8 Connections................................................................................ 2-9 Connecting an External Telephone ..................................... 2-9 Connecting an External TAD (Telephone Answering Device) ...................................... 2-9 Sequence ......................................................................... 2-9 Connections..................................................................... 2-9 TABLE OF CONTENTS 2 ix Recording Outgoing Message (OGM) on External TAD ... 2-10 Special Line Considerations .............................................. 2-11 Roll Over Phone Lines.................................................. 2-11 Two-Line Phone System............................................... 2-11 Converting Telephone Wall Outlets ............................. 2-11 Installing MFC, External Two-Line TAD, and Two-Line Telephone ................................................ 2-12 Multi-Line Connections (PBX) ......................................... 2-13 If You are Installing the MFC to Work with a PBX:.... 2-13 Custom Features on Your Phone Line............................... 2-13 3 On-Screen Programming................................................................ 3-1 User-Friendly Programming....................................................... 3-1 Alternating Displays ............................................................ 3-1 Menu Mode ......................................................................... 3-1 Menu Selection Table.......................................................... 3-2 Initial Setup...................................................................................... 4-1 Getting Started............................................................................ 4-1 Setting Paper Size ............................................................... 4-1 Turning on Cassette #2 (Option) ......................................... 4-1 Setting Cassette Usage ........................................................ 4-2 Setting Date and Time ......................................................... 4-2 Setting Station ID ................................................................ 4-3 Entering Text................................................................... 4-4 Inserting Spaces .............................................................. 4-4 Making Corrections......................................................... 4-4 Repeating Letters ............................................................ 4-4 Special Characters and Symbols ................................... 4-4 Setting the Ring Volume ..................................................... 4-5 Setting the Beeper Volume.................................................. 4-5 Setting the Speaker Volume ................................................ 4-5 Memory Storage .................................................................. 4-5 Turning On Automatic Daylight Savings Time .................. 4-5 Toner Save........................................................................... 4-6 Sleep Mode .......................................................................... 4-6 Setting Tone/Pulse Dialing Mode (For Canada Only) ........ 4-6 Setup Receive................................................................................... 5-1 Receive Mode Settings............................................................... 5-1 Select Your Receive Mode .................................................. 5-1 4 5 x To Select or Change Your Receive Mode ...................... 5-2 Setting Ring Delay .............................................................. 5-2 Easy Receive ....................................................................... 5-3 Printing a Reduced Incoming Document (Auto Reduction) ............................................................ 5-3 Setting the Print Density...................................................... 5-4 Advanced Receiving Operations................................................ 5-4 Operation from Extension Telephone ................................. 5-4 Changing the Fax Receive Code..................................... 5-4 Printing a Fax in Memory.................................................... 5-5 Polling.................................................................................. 5-5 Setting Up Polling Receive............................................. 5-5 Setting Up Sequential Polling Receive ........................... 5-6 Canceling a Scheduled Job.................................................. 5-6 PC-FAX Receive Mode....................................................... 5-6 6 Setup Send ....................................................................................... 6-1 Before You Begin....................................................................... 6-1 Sending Faxes Using Multiple Settings .............................. 6-1 Faxing from the ADF (Automatic Document Feeder) ........ 6-1 Faxing from the Scanner Glass............................................ 6-3 Manual Transmission .......................................................... 6-4 Automatic Transmission...................................................... 6-4 Manual and Automatic Fax Redial...................................... 6-4 Dual Access ......................................................................... 6-4 Real Time Transmission...................................................... 6-5 Checking the Jobs Status ..................................................... 6-5 Canceling a Job While Scanning the Original..................... 6-5 Canceling a Job in Memory................................................. 6-6 Basic Sending Operations .......................................................... 6-6 Contrast................................................................................ 6-6 Fax Resolution..................................................................... 6-7 Composing Electronic Cover Page...................................... 6-7 Composing Your Own Comments.................................. 6-8 Cover Page for the Next Fax Only.................................. 6-8 Always Send Cover Page................................................ 6-9 Using a Printed Cover Page ............................................ 6-9 Advanced Sending Operations ................................................. 6-10 Overseas Mode .................................................................. 6-10 Delayed Timer ................................................................... 6-10 Delayed Fax....................................................................... 6-10 TABLE OF CONTENTS xi Delayed Batch Transmission ........................................ 6-11 Setting Up for Polling Transmit ........................................ 6-11 7 Auto Dial Numbers and Dialing Options ...................................... 7-1 Storing Numbers for Easy Dialing ............................................. 7-1 Storing One Touch Dial Numbers ....................................... 7-1 Storing Speed Dial Numbers ............................................... 7-2 Changing One Touch and Speed Dial Numbers.................. 7-2 Setting Up Groups for Broadcasting ................................... 7-2 Dialing Options .......................................................................... 7-3 Search .................................................................................. 7-3 Speed Dialing ...................................................................... 7-4 One Touch Dialing .............................................................. 7-4 Access Codes and Credit Card Numbers............................. 7-4 Broadcasting ........................................................................ 7-5 Pause.................................................................................... 7-6 Fax Redial............................................................................ 7-6 Tone/Pulse (For Canada Only) ............................................ 7-6 Telephone Services .......................................................................... 8-1 Custom Feature........................................................................... 8-1 Distinctive Ring................................................................... 8-1 What Does Your Telephone Company's "Distinctive Ring" Do?............................................... 8-1 What Does Brother's "Distinctive Ring" Do? ................ 8-1 Do You Have Voice Mail?.............................................. 8-2 Before You Choose the Ring Pattern to Register ........... 8-2 Very Important .................................................................... 8-3 Registering the Distinctive Ring Pattern......................... 8-3 Caller ID .............................................................................. 8-3 Viewing Caller ID List.................................................... 8-4 Clearing a Caller ID Stored in Memory.......................... 8-4 Printing Caller ID List..................................................... 8-4 Remote Fax Options........................................................................ 9-1 Fax Forwarding/Paging .............................................................. 9-1 Programming a Fax Forwarding Number............................ 9-1 Programming Your Pager Number...................................... 9-1 Setting Fax Storage .................................................................... 9-2 Backup Print ........................................................................ 9-2 Changing Remote Retrieval Access Code.................................. 9-3 8 9 xii Remote Retrieval ................................................................. 9-3 Using Remote Retrieval Access Code................................. 9-3 Remote Commands ............................................................. 9-4 Retrieving Fax Messages..................................................... 9-5 Changing Fax Forwarding Number..................................... 9-5 10 Printing Reports ............................................................................ 10-1 MFC Settings and Activity....................................................... 10-1 Customizing the Transmission Verification Report .......... 10-1 Setting the Fax Activity Report Interval ........................... 10-1 Using the Reports Key....................................................... 10-2 Making Copies............................................................................... 11-1 Basic Copy Operations............................................................. 11-1 Making a Single Copy (Using the ADF)........................... 11-1 Making Multiple Copies (Using the ADF)........................ 11-1 Single or Multiple Copies (Using the Scanner Glass)....... 11-2 Out of Memory Message ................................................... 11-2 Temporary Copy Settings......................................................... 11-3 Copying Using Multiple Settings ...................................... 11-3 Using Enlarge/Reduce Key ............................................... 11-3 Copy Contrast.................................................................... 11-4 Using the Options Key ...................................................... 11-5 Copy Mode (Type of Original).......................................... 11-5 Sorting Multiple Copies (Using the ADF) ........................ 11-5 Special Copy Options (Using the ADF)............................ 11-6 Special Copy Options (Using the Scanner Glass) ............. 11-6 2 in 1 ............................................................................. 11-6 4 in 1 ............................................................................ 11-6 Poster............................................................................. 11-7 Paper Type......................................................................... 11-8 Changing Default Copy Settings.............................................. 11-8 Copy Mode (Type of Original).......................................... 11-9 Copy Contrast.................................................................... 11-9 Paper Type......................................................................... 11-9 For DOS Users............................................................................... 12-1 How to Use the Brother MFC with Your DOS Application Software .................................................... 12-1 What Does the Remote Printer Console Do? .................... 12-1 TABLE OF CONTENTS 11 12 xiii Remote Printer Console Main Program ........................ 12-1 Installing the Remote Printer Console............................... 12-2 Using the Remote Printer Console Main Program ............ 12-3 Remote Printer Console..................................................... 12-4 Current Printer Status Information................................ 12-4 Printer Setup Category ...................................................... 12-4 Print Setup Section........................................................ 12-4 Page Setup Section........................................................ 12-5 Font Configuration........................................................ 12-5 Other Configuration ...................................................... 12-6 Console Configuration Category .................................. 12-6 13 Using the Brother MFC as a Printer ........................................... 13-1 Special Printing Features.......................................................... 13-1 Windows® Printing............................................................ 13-1 Popular Printer Emulation Support ................................... 13-1 Remote Printer Console Program for DOS ....................... 13-1 Bi-directional Parallel Interface......................................... 13-1 Enhanced Memory Management....................................... 13-1 Printing From Your PC ............................................................ 13-2 Multi-purpose Paper Cassette............................................ 13-2 Two-Sided Printing (Manual Duplexing).......................... 13-2 Front Output Bin................................................................ 13-3 Manual Feed Slot............................................................... 13-3 Loading One Sheet of Paper ......................................... 13-4 Loading More than One Sheet of Paper........................ 13-4 Printing on Thicker Paper and Card Stock.................... 13-5 Simultaneous Printing/Faxing .................................................. 13-6 Choosing Acceptable Paper...................................................... 13-6 Printer Operation Keys............................................................. 13-7 Reset Key........................................................................... 13-7 Printing the Internal Font List ........................................... 13-7 Printing the Print Configuration List ................................. 13-7 Restoring Factory Default Settings ................................... 13-7 Printer Driver Settings (For Windows® Only) ........................... 14-1 Using the Brother MFC-9700 Printer Driver ........................... 14-1 Features in the Printer Driver (For Windows® 95/98/Me and Windows® NT 4.0 Users) ............................................. 14-1 Basic Tab.................................................................................. 14-2 Paper Size .......................................................................... 14-3 14 xiv Multiple Page..................................................................... 14-3 Border Line........................................................................ 14-3 Orientation......................................................................... 14-3 Copies ................................................................................ 14-3 Collate................................................................................ 14-4 Media Type........................................................................ 14-4 Advanced Tab .......................................................................... 14-5 Print Quality (*1)............................................................... 14-5 Resolution ..................................................................... 14-5 Toner Save .................................................................... 14-5 Print Setting (For Windows® 95/98/98SE/Me Users Only).......... 14-6 Duplex Printing (*2).......................................................... 14-6 Manual Duplex.............................................................. 14-6 Binding Offset............................................................... 14-6 Watermark (*3) ................................................................. 14-7 Print Watermark............................................................ 14-7 In background ............................................................... 14-7 Watermark Text ............................................................ 14-8 Watermark Bitmap........................................................ 14-8 Position ......................................................................... 14-8 Page Setting (*4) ............................................................... 14-9 Device Options (*5) ........................................................ 14-10 Quick Print Setup ............................................................ 14-11 Administrator (For Windows® 95/98/98SE/Me Users Only) ............ 14-11 Print Date & Time ........................................................... 14-12 Accessories Tab...................................................................... 14-13 Paper Source Setting........................................................ 14-13 Default Source ................................................................. 14-13 Available Options............................................................ 14-13 Support ................................................................................... 14-14 Brother Solutions Center ................................................. 14-14 Web Update ..................................................................... 14-14 Check Setting................................................................... 14-14 Features in the Printer Driver (For Windows® 2000) ............ 14-15 General Tab ..................................................................... 14-15 Printing Preferences .................................................... 14-15 Layout Tab....................................................................... 14-16 *1 Orientation ............................................................. 14-16 *2 Pages Per Sheet ...................................................... 14-17 TABLE OF CONTENTS xv Paper/Quality Tab............................................................ 14-17 *1 Paper Source .......................................................... 14-17 *2 Media ..................................................................... 14-18 Advanced Options....................................................... 14-18 *1 Paper /Output ......................................................... 14-18 *2 Graphic................................................................... 14-19 *3 Document Options ................................................. 14-19 Device Settings Tab......................................................... 14-20 Installable Options ...................................................... 14-20 15 Using the Windows®-Based Brother MFL-Pro Control Center... 15-1 Brother Control Center............................................................. 15-1 AutoLoad the Brother Control Center ............................... 15-1 How to Turn Off AutoLoad............................................... 15-2 Using the Scan Keys................................................................. 15-2 Using the Control Panel Keys .................................................. 15-2 Scan Image ........................................................................ 15-3 Scan/OCR .......................................................................... 15-3 Scan to E-mail ................................................................... 15-3 Brother Control Center Features .............................................. 15-4 Auto Configuration............................................................ 15-4 Scanning Operations.......................................................... 15-4 Copy Operations ................................................................ 15-5 PC Fax Operation .............................................................. 15-5 Scanner Settings for Scan, Copy and PC Fax Buttons ...... 15-5 Global Settings .................................................................. 15-5 Setting Up the Scanner Configurations ............................. 15-6 To Access the Scanner Configuration Screen: .................. 15-6 Perform an Operation from the Control Center Screen..... 15-6 Scan to File............................................................................... 15-7 Scanner Settings ................................................................ 15-7 Destination Folder ............................................................. 15-8 Scan to E-mail .......................................................................... 15-8 Scanner Settings ................................................................ 15-9 E-mail Application ............................................................ 15-9 File Attachments................................................................ 15-9 Conversion Options ......................................................... 15-10 Format ......................................................................... 15-10 Show QuickSend Menu .............................................. 15-10 QuickSend List............................................................ 15-10 Scan to Word Processor ......................................................... 15-11 xvi Scanner Settings .............................................................. 15-11 Word Processor ............................................................... 15-12 User-Defined Button .............................................................. 15-13 Scanner Settings .............................................................. 15-13 Target Application........................................................... 15-13 Copy ....................................................................................... 15-14 Scanner Settings .............................................................. 15-14 Copy Settings................................................................... 15-14 Send a Fax .............................................................................. 15-15 Scanner Settings .............................................................. 15-15 Fax Settings ..................................................................... 15-15 16 Using ScanSoftTM PaperPort® for Brother and ScanSoftTM TextBridge® (For Windows® Only)......................... 16-1 Using ScanSoftTM PaperPort® and TextBridge® ...................... 16-1 Viewing Items in ScanSoftTM PaperPort® for Brother ...... 16-2 Organizing Your Items in Folders..................................... 16-2 Links to Many Other Applications .................................... 16-3 Using ScanSoftTM TextBridge® OCR (Converting Image Text to Text You Can Edit) ........... 16-3 Importing Items from Other Applications......................... 16-3 Exporting Items in Other Formats..................................... 16-4 Exporting an Image File................................................ 16-4 Accessing the Scanner....................................................... 16-4 Scanning an Image into Your PC ...................................... 16-5 Settings in the Scanner Window........................................ 16-5 Image............................................................................. 16-5 Contrast ......................................................................... 16-6 Custom .......................................................................... 16-6 PreScanning an Image ....................................................... 16-7 Setting Up and Using PC-FAX (For Windows® Only) .............. 17-1 Introduction .............................................................................. 17-1 Brother Resource Manager................................................ 17-1 MFC Remote Setup.................................................................. 17-2 PC FAX Sending (For Windows® Only) ................................. 17-3 Setting Up User Information ............................................. 17-3 Setting Up Sending............................................................ 17-4 Outside Line Access .......................................................... 17-4 Include Header................................................................... 17-4 TABLE OF CONTENTS 17 xvii Address Book File ............................................................. 17-4 Internet PC-FAX ............................................................... 17-4 User interface..................................................................... 17-5 Simple Style .................................................................. 17-5 Facsimile Style.............................................................. 17-5 Setting Up Speed Dial .............................................................. 17-6 The Address Book ............................................................. 17-7 Setting Up a Member in the Address Book....................... 17-8 Setting Up a Group for Broadcasting ................................ 17-9 Editing Member Information............................................. 17-9 Deleting a Member or Group .......................................... 17-10 Exporting the Address Book ........................................... 17-10 Importing to the Address Book ....................................... 17-11 Setting Up Cover Page .................................................... 17-12 To ................................................................................ 17-13 From ............................................................................ 17-13 Comment..................................................................... 17-13 Select Cover Page Form.............................................. 17-13 Import BMP file .......................................................... 17-13 Count Cover Page ....................................................... 17-13 Sending a File as a PC-FAX Using the Simple Style...... 17-14 Sending a File as a PC-FAX Using the Facsimile Style.... 17-15 Redial .......................................................................... 17-16 Setting Up PC-FAX Receiving (For Windows® Only).......... 17-16 Setting Up Your MFC ..................................................... 17-16 Running PC-FAX Receiving ........................................... 17-16 Setting Up Your PC......................................................... 17-17 Viewing New PC-FAX Messages ................................... 17-17 18 Using Automatic E-Mail Printing................................................ 18-1 For Windows® 95, 98, 98SE, Me Only .................................... 18-1 Main Features .................................................................... 18-1 To Access the On-Line Documentation........................ 18-1 To Install Automatic E-mail Printing (Optional Application): ............................................ 18-1 Using the Brother MFC with a New Power Macintosh® G3, G4 or iMacTM/iBook ............................................................... 19-1 Set up Your USB Equipped Apple® Macintosh® G3,G4, iMacTM or iBook with Mac OS 8.5/8.51/8.6/9.0/9.0.4/9.1........................................ 19-1 19 xviii Using Brother Printer Driver with Your Apple® Macintosh®.. 19-1 Sending a Fax from Your Macintosh® Application ................. 19-3 Setting Up Your Address Book......................................... 19-5 Adding a New Member................................................. 19-5 Adding a New Group .................................................... 19-6 Using Brother TWAIN Scanner Driver with Your Apple® Macintosh®............................................................... 19-7 Accessing the Scanner....................................................... 19-8 Scanning a Document into Your Macintosh G3, G4 or iMac ............................................................. 19-8 Settings in the Scanner Window........................................ 19-9 Image............................................................................. 19-9 Scanning Area............................................................... 19-9 Business Card Size...................................................... 19-10 Miscellaneous ............................................................. 19-10 Contrast ....................................................................... 19-10 PreScanning an Image ..................................................... 19-11 20 21 Optional Accessories ..................................................................... 20-1 Paper Cassette #2 (Option)....................................................... 20-1 Network (LAN) Board (Option) .............................................. 20-1 Troubleshooting and Routine Maintenance ............................... 21-1 Troubleshooting ....................................................................... 21-1 Error Messages .................................................................. 21-1 Original Jams and Paper Jams.................................................. 21-3 Original is Jammed in the top of the ADF Unit ................ 21-3 Original is Jammed inside the ADF Unit .......................... 21-3 Paper Jam........................................................................... 21-4 Paper is Jammed in the Paper Cassette ......................... 21-4 Paper is Jammed near the Drum Unit ........................... 21-5 Paper is Jammed in the Fuser Unit ............................... 21-5 If You Are Having Difficulty with Your MFC ................. 21-6 Packing and Shipping the MFC ............................................. 21-13 Lock the Scanner Lock.................................................... 21-13 Routine Maintenance.............................................................. 21-16 Cleaning the Scanner....................................................... 21-16 Cleaning the Printer......................................................... 21-17 Cleaning the Drum Unit .................................................. 21-18 Replacing the Toner Cartridge ........................................ 21-18 How to Replace the Toner Cartridge............................... 21-19 TABLE OF CONTENTS xix Replacing the Drum Unit................................................. 21-21 Checking the Drum Life .................................................. 21-22 22 Important Information ................................................................. 22-1 Standard Telephone and FCC Notices ..................................... 22-1 Laser Safety ....................................................................... 22-2 FDA Regulations........................................................... 22-2 Federal Communications Commission (FCC) Declaration of Conformity (For USA Only)......................................... 22-3 Important....................................................................... 22-4 Industry Canada Compliance Statement (For Canada Only) ........................................................ 22-4 Important ­ About the Interface Cable .............................. 22-4 Warranty ............................................................................ 22-4 International ENERGY STAR® Compliance Statement... 22-4 Important Safety Instructions ................................................... 22-5 Trademarks............................................................................... 22-7 Glossary........................................................................................... G-1 Specifications ................................................................................... S-1 Product Description.................................................................... S-1 Fax .............................................................................................. S-1 Printer ......................................................................................... S-2 Computer Requirements ...................................................... S-3 Parallel Interface.................................................................. S-4 USB (Universal Serial Bus) Interface ................................. S-4 Resident Fonts ..................................................................... S-5 Symbol Sets/Character Sets ............................................ S-5 Index ..................................................................................................I-1 Remote Retrieval Access Card...................................................... R-1 23 24 25 26 xx 1 1Introduction Using This Manual Thank you for purchasing a Brother Multi-Function Center (MFC). This MFC has been designed to be simple to use, with LCD screen prompts to guide you through programming your MFC. However, you can use your MFC to its fullest potential by taking a few minutes to read this manual. Additionally, your MFC has a Reports key. Press Reports, 1 to print a list of basic step instructions and explanations. Finding Information All chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index in the back of this manual. Conventions Used in this Manual Throughout this manual you'll see special symbols alerting you to important information, warnings, and actions to perform. For clarification, and to help you choose the correct key presses, we've added illustrations of some of the LCD messages. boldface italics bubble dot Bold typeface identifies a specific key on the MFC control panel. Italics typeface emphasize an important point, or refer you to related topic. Bubble Dot typeface identifies the messages on the LCD of the MFC. Warnings detail precautions you must take to avoid possible personal injury. Cautions specify procedures you must follow or avoid to prevent possible damage to the MFC. Note Notes tell you the proper response for a situation that may occur. FYI tips provide details about how the current operation interacts with other features. Improper Setup alerts you to devices and procedures that are not compatible with the MFC. INTRODUCTION 1-1 Test Sheet Procedure and Product Registration (For USA Only) After programming your Station ID, please fill out the TEST SHEET included with your MFC, and then fax it to Brother's Automated Fax Response System as your first transmission. This will verify that your MFC is properly installed. To receive a response, you must set up your Station ID. (See Setting Station ID, page 4-3.) When this document is received, a confirmation sheet and Product Registration form will be sent back to your MFC. Please fill out the form and return to complete your registration. In USA: 1-877-268-9575 (fax) To Complete Your MFC-9700 Registration On-Line (For USA Only) 1 Insert the MFL Pro CD-ROM into your CD-ROM drive. 2 Click On-Line Registration to register your product on-line from the main menu. 1-2 INTRODUCTION MFC-9700 Control Panel Overview 6 5 4 3 2 1 12 11 10 7 8 9 1LCD (Liquid Crystal Display) The LCD displays messages to help you set up and operate your MFC. 6One Touch Keys These 4 keys give you instant access to 8 previously stored auto dial numbers. 2Stop/Exit Stops a fax, cancels an operation, or exits from menu mode. 7Fax Start Starts an operation, such as sending a fax. 3Dial Pad Dials phone and fax numbers, and can be used as a keyboard for entering information into the MFC. (For Canada only): The # key lets you switch the dialing type during a telephone call from PULSE to TONE. 8Fax Resolution Sets the resolution when you send a fax. 9Programming Keys: Menu Lets you access the menu and programing mode. (Left Arrow) (Right Arrow) Moves the LCD cursor through text and options. Set Stores a menu setting in the MFC. Also used for sending one fax to multiple numbers. (For details, see Broadcasting, page 7-5.) 4Receive and Dialing Keys: Receive mode Use to select how the MFC will handle incoming calls. Redial / Pause Redials the last number that was called. Also inserts a pause in auto dial numbers. Search/Speed Dial Lets you look up numbers stored in the dialing memory. Also lets you dial stored phone numbers by pressing a # plus a two-digit number. 0Copy Keys (Temporary Settings): Enlarge/Reduce Lets you reduce or enlarge copies depending upon the ratio you select. Contrast Lets you make a copy that is lighter or darker than the original. 5Shift To access memory locations 5 through 8 in the One Touch keys hold down the Shift key. INTRODUCTION 1-3 Options You can quickly and easily change your temporary settings for each copy. Copy Makes a copy. AScanner Keys: Scan to E-mail Press this key to start scanning an original into your E-mail application, setting it up automatically as an attachment. Scan Image Press this key to scan a color picture into your graphics application for viewing and editing. Scan/OCR Press this key to start scanning a text document. ScanSoftTM TextBridge® will convert it to editable text and display it in your word processor application for further editing. BPrinter Keys: Reset Clears data from the printer memory. Reports Access the Reports menu so you can select reports to print: Help List, Auto Dial, Fax Activity, Transmission Verification and User Settings. 1-4 INTRODUCTION About Your Machines If you're a first-time MFC user, fax operation might seem a little mysterious. Soon, you'll recognize the unusual fax tones on your phone line, and be able to send and receive faxes easily. Custom Features Do You Have Voice Mail on the Phone Line? If you have Voice Mail on the phone line on which you will install your new MFC, there is a strong possibility that Voice Mail and the MFC will conflict with each other while receiving incoming calls. Why Should There Be Trouble? Since both machines and Voice Mail pick up the line at the number of rings you have set, each of them has the ability to keep the other from receiving calls. For example, if your Voice Mail is set to answer after two rings and your MFC is set to answer after four, your Voice Mail will keep your MFC from receiving faxes. If you set Voice Mail and the Brother MFC to answer at the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the MFC can pass the call back to the other after the call has been answered. How Can You Avoid Possible Problems? A very good way to avoid problems like the one mentioned previously is to get a second phone number on your present phone line. Many people with Voice Mail opt for this choice, which is called "Distinctive Ring", and they are very satisfied with it. For details about this type of custom service, please See Distinctive Ring, page 8-1. Another way to avoid possible problem is to replace your Voice Mail with an answering MFC. Your Brother MFC is designed to work in tandem with an answering MFC or TAD (telephone answering device). (See Connecting an External TAD (Telephone Answering Device), page 2-9.) Fax Tones and Handshake When someone is sending a fax, the MFC sends fax calling tones (CNG tones)--soft, intermittent beeps at 4-second intervals. You'll hear them after you dial and press Fax Start; they continue for about 60 seconds after dialing. During that time, the sending MFC must begin the "handshake" with the receiving machine. Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You'll soon learn to listen for these soft beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message. INTRODUCTION 1-5 The receiving fax responds with fax receiving tones--loud, chirping sounds. A receiving fax chirps for about 60 seconds over the phone line, and the LCD shows RECEIVING. If your MFC is set to the FAX mode, it will answer every call automatically with fax receiving tones. Even if the other party hangs up, your MFC continues to send the "chirps" for about 60 seconds, and the screen continues to show RECEIVING. The fax "handshake" is the time in which the sending machine's CNG tones and the receiving machines "chirps" overlap. This must be for at least 2 to 4 seconds, so the fax machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones last for only about 60 seconds after the number is dialed. Therefore, it's important for the receiving MFC to answer the call in as few rings as possible. When you have an external telephone answering device (TAD) on your fax line, your TAD will determine the number of rings before the call is answered. Pay special attention to the directions for connecting a TAD to your MFC in Chapter 2, Assembly and Connections. ECM (Error Correction Mode) ECM is a way for the MFC to check the integrity of a fax transmission while it is in progress. ECM transmissions are possible only between machines that both have the ECM feature. If they do, you may send and receive fax messages that are continuously checked for their integrity. Sufficient memory must be available in your MFC for this feature to work. 1-6 INTRODUCTION 2 CD-ROM Telephone Line Cord 2Assembly and Connections Packing List Make sure you have the following items: Bi-directional Parallel Cable Drum Unit Assembly (With free Standard Toner Cartridge ­ up to 3,000 pages) Filter Core For USB Cable Power Cord Cable Tie Paper Cassette Software License Agreement Owner's Manual Quick Setup Guide Accessory Order Form Test Sheet (For USA only) Note If an item is missing, call Brother Customer Service at 1-800-284-4329 (in USA), 1-877-BROTHER (in Canada) or 1-514-685-6464 (in Montreal). See Ordering Accessories and Supplies, page ii for the correct item numbers. Whenever you transport the MFC, use the packing materials that came with your MFC. If you do not pack the MFC correctly, you may void your warranty. ASSEMBLY AND CONNECTIONS 2-1 Choosing a Location Place your MFC on a flat stable surface, such as a desk. Select a place that is free of vibration and shocks. Place the MFC near a telephone jack and a standard, grounded power outlet. Choose a location where the temperature remains between 50°F and 90.5°F (10°­32.5°C). Avoid placing your MFC in a high-traffic area. Do not place near heaters, air conditioners, water, chemicals, or refrigerators. Do not expose the MFC to direct sunlight, excessive heat, moisture, or dust. Do not connect your MFC to electrical outlets controlled by wall switches or automatic timers. Disruption of power can wipe out information in the MFC's memory. Do not connect your MFC to electrical outlets on the same circuit as large appliances or other equipment that might disrupt the power supply. Avoid interference sources, such as speakers or the base units of cordless phones. NO ! WARNING NO ! NO ! I 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 jack in a wet location unless the jack is specifically designed for a wet location. I Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line and on the telephone line, or unplug the lines during a lightning storm. I For PLUG CABLE EQUIPMENT, the socket-outlet should be installed near the equipment and should be easily accessible. I To reduce the risk of shock or fire, use only a No. 26 AWG or larger telecommunication line cord. 2-2 ASSEMBLY AND CONNECTIONS Important Safety Instructions When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons, including the following: 1 Do not use this product near appliances that use water, in a wet basement or near a swimming pool. 2 Avoid using a telephone during an electrical storm. There may be a remote risk of electric shock from lightning. Release the Scanner Lock Push the blue Scanner Lock Lever up to unlock the scanner. This lever is located on the rear left underside of the scanner cover. Scanner Lock Lever Lock Unlock Caution If the message CHECK SCAN LOCK appears on the LCD, unlock the scanner immediately, and then press Stop/Exit. ASSEMBLY AND CONNECTIONS 2-3 Assembly Installing the Drum Unit Assembly (with Toner Cartridge) 1 Unpack the drum unit assembly including the toner cartridge, and gently rock it from side to side five or six times to distribute the toner evenly inside the cartridge. To prevent damage to the drum, do not expose it to light for longer than a few minutes. 2 Open the front cover of the MFC. 3 Insert the drum unit assembly into the MFC. 4 Close the front cover. 2-4 ASSEMBLY AND CONNECTIONS Paper Acceptable Paper Paper Type Paper Cassette #1: cut sheet Paper Size Letter, Legal, A4, A5, ISO B5, Executive, A6 Letter, Legal, A4, A5, B5 (JIS/ISO), Executive, A6, 2.75­8.5 × 4.57­14 inches (70­216 × 116­356 mm) COM-10, Monarch, C5, DL -- Letter, A4 Manual Feed Slot: cut sheet envelopes post cards labels and transparencies We Recommend: Cut sheet: Xerox 4200DP 20 lb, Champion Paper One 20 lb, Hammermill Laser Paper 24 lb Labels: Avery laser label #5160 Transparencies: 3M CG3300 for laser printers or equivalent Paper Capacity of Paper Cassette Paper Cassette #1: Max. paper height is 1.06 inches (27 mm) (use the guides) or approx. 250 sheets of 20 lb. (75 g/m2) Letter/A4 paper, 10 transparencies. Approx. 150 sheets of 20 lb. (75 g/m2) Letter/A4 paper Front Output Bin: Paper Specification for the Cassette Cut Sheet Basis Weight: Caliper: Moisture Content: 16 to 28 lb. (60 to 105 g/m2) 0.003 to 0.005 inches. (0.08 to 0.13 mm) 4% to 6% by weight ASSEMBLY AND CONNECTIONS 2-5 Manual Feed Slot Cut Sheet Basis Weight: Caliper: Moisture Content: 16 to 43 lb. (60 to 161 g/m2) 0.003 to 0.008 inches. (0.08 to 0.2 mm) 4% to 6% by weight Envelopes 20 to 24 lb. (75 to 90 g/m2) 0.003 to 0.005 inches. (0.084 to 0.14 mm) 4% to 6% by weight Fax messages can be received on Letter, Legal and A4 size paper. If you use legal or A4, change the Paper Size setting: (Menu, 1, 1) Loading Paper in the Paper Cassette 1 Pull the paper cassette completely out of the MFC. 2 Slide the paper width and length adjusters to the position for the paper size you are using. 2-6 ASSEMBLY AND CONNECTIONS 3 Fan the paper well. Load paper in the paper cassette. Press down on the paper to flatten it in all four corners, keeping the paper level below the guide. The cassette can hold up to 250 sheets of 20 lb (75g/m2) paper. Maximum Paper Height Guide 4 Slide the paper cassette into the MFC until it locks into place. Manual Feed Slot Use the manual feed slot to print or copy on envelopes, labels, transparencies, card stock or thicker paper: The manual feed slot is above the paper cassette. Load paper or envelopes one at a time. You do not have to remove paper from the paper cassette. You do not have to choose Manual Feed in the Setup dialog box of your printer driver. Insert the sheet of paper for Portrait (vertical) or Landscape (horizontal), with the side you wish to print on face up in the manual feed slot. 1 Align the paper at the center of the manual feed slot and insert the paper into the manual feed slot until the front edge of the paper touches the paper feed roller. 2 Adjust the paper guides to the width of the paper. Manual Feed Slot ASSEMBLY AND CONNECTIONS 2-7 Connecting the MFC 1 Connect the power cord. 2 Connect the telephone line cord. Connect one end of the telephone line cord to the line jack on the MFC and the other end to a modular wall jack. Power Cord Telephone Line Cord WARNING = I The MFC must be grounded using a 3-prong plug. I Since the MFC is grounded through the power outlet, protect yourself from potentially hazardous electrical conditions on the telephone line by keeping the power to your MFC on when you connect it to a telephone line. When you want to move your MFC, protect yourself by disconnecting the telephone line first, and then the power cord. I Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line as well as on the telephone line, or unplug the lines during a lightning storm. I Do not touch the rollers at the paper exit. 2-8 ASSEMBLY AND CONNECTIONS Connections Connecting an External Telephone Although your MFC does not have a handset, you can connect a separate telephone (or telephone answering device) directly to the MFC. Connect the modular plug on the telephone's line cord to the jack labeled EXT. on the left side of the MFC. Whenever this phone (or TAD) is in use, the LCD shows TELEPHONE. Connecting an External TAD (Telephone Answering Device) Sequence You might choose to connect an answering system. However, when you have an external TAD on the same telephone line as the MFC, the TAD answers all calls. The MFC "listens" for fax calling (CNG) tones. If it hears them, the MFC takes over the call and receives the fax. If it doesn't hear CNG tones, the MFC lets the TAD continue playing your outgoing message so your caller can leave you a voice message. The TAD must answer within five rings (the recommended setting is two rings). The MFC cannot hear CNG tones until the TAD has answered the call, and with five rings there are only 8­10 seconds of CNG tones left for the fax "handshake." Make sure you carefully follow the instructions in this manual for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds five rings. If you do not receive all your faxes, you must reset the setting on your external TAD to four rings. Connections The external TAD must be plugged into the left side of the MFC in the jack labeled EXT. Your MFC cannot work properly if you plug the TAD into a wall jack. If You Subscribe to your Telephone Company's Distinctive Ring Service: You may connect an external TAD to a separate wall jack only if you subscribe to your telephone company's Distinctive Ring service, have registered the distinctive ring pattern on your MFC, use that number as a fax number and have set your MFC's Receive mode to MANUAL. The recommended setting is three or four rings on the external TAD when you have the telephone company's Distinctive Ring service. If You Do NOT Subscribe to Distinctive Ring Service: You must plug your TAD into the EXT. jack of your MFC. If your TAD is plugged into a wall jack, both your MFC and the TAD will try to control the phone line. (See illustration on page 2-10.) ASSEMBLY AND CONNECTIONS 2-9 Do not connect a TAD elsewhere on the same phone line. illustration 1 Plug the telephone line cord from the wall jack into the left side of the MFC, in the jack labeled LINE. 2 Plug the telephone line cord from your TAD into the left side of the MFC, in the jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD's telephone line jack, and not its telephone set jack.) 3 Set your external TAD to four rings or less. (The MFC's Ring Delay setting does not apply). 4 Record the outgoing message. (See below.) 5 Set the Receive mode to EXT.TEL/TAD (page 5-1). Recording Outgoing Message (OGM) on External TAD Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception. 1 Record 5 seconds of silence at the beginning of your message. (This allows your MFC time to listen for the fax CNG tones of automatic transmissions before they stop.) 2 Limit your speaking to 20 seconds. (See Easy Receive, page 5-3.) 3 End your 20-second message by giving your Fax Receive Code for people sending manual faxes. For example: "After the beep, leave a message or send a fax by pressing 5 1 and Start." We recommend beginning your OGM with an initial 5-second silence because the MFC cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your MFC has trouble receiving, then you must rerecord the OGM to include it. 2 - 10 ASSEMBLY AND CONNECTIONS 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. Your MFC can work in a roll over system as long as it is the last number in the sequence, so the call cannot roll away. Do not put the MFC on any of the other numbers; when the other lines are busy and a second fax call is received, the fax call would be transferred to a line that does not have a fax machine. Your MFC will work best on a dedicated line. Two-Line Phone System A two-line phone system is nothing more than two separate phone numbers on the same wall outlet. The two phone numbers can be on separate jacks (RJ11) or combined into one jack (RJ14). Your MFC must be plugged into an RJ11 jack. RJ11 and RJ14 jacks may be equal in size and appearance and both may contain four wires (black, red, green, yellow). To test the type of jack, plug in a two-line phone and see if it can access both lines. If it can, you must separate the line for your MFC. Converting Telephone Wall Outlets There are three ways to convert to an RJ11 receptacle. The first two ways may require assistance from the telephone company. You can change the wall outlets from one RJ14 jack to two RJ11 jacks. Or, you can have an RJ11 wall outlet installed and slave or jump one of the phone numbers to it. The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your MFC is on Line 1, plug the MFC into L1 of the triplex adapter. If your MFC is on Line 2, plug it into L2 of the triplex adapter. Triplex Adapter RJ14 RJ11 RJ14 ASSEMBLY AND CONNECTIONS 2 - 11 Installing MFC, 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 MFC must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the MFC on Line 2, which is our assumption in the following steps. The back of the twoline TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2. You will need at least three telephone line cords, the one that came with your MFC and two for your external two-line TAD. You will need a fourth line cord if you add a two-line telephone. 1 Place the two-line TAD and the two-line telephone next to your MFC. 2 Plug one end of the telephone line cord for your MFC into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the left side of the MFC. 3 Plug one end of the first telephone line cord for your TAD into the L1 jack of the triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD. 4 Plug one end of the second telephone line cord for your TAD into the L2 jack of the two-line TAD. Plug the other end into the EXT. jack on the left side of the MFC. Triplex Adapter Two Line Phone Two Line External TAD MFC You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the MFC's wall outlet. You can plug the telephone line cord from the two-line telephone into the L1+L2 jack of the triplex adapter. Or, you can plug the two-line telephone into the TEL jack of the two-line TAD. 2 - 12 ASSEMBLY AND CONNECTIONS Multi-Line Connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the MFC 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 MFC for you. It is advisable to have a separate line for the MFC. You can then leave the MFC in FAX mode to receive faxes any time of day or night. If the MFC is to be connected to a multi-line system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received. As with all fax units, this MFC must be connected to a two wire system. If your line has more than two wires, proper connection of the MFC cannot be made. If You are Installing the MFC to Work with a PBX: 1 It is not guaranteed that the unit will operate correctly under all circumstances with a PBX. Any cases of difficulty should be reported first to the company that handles your PBX. 2 If all incoming calls will be answered by a switchboard operator, it is recommended that the Receive mode be set to MANUAL. All incoming calls should initially be regarded as telephone calls. 3 The MFC may be used with either pulse or tone dialing telephone service. Custom Features on Your Phone Line If you have Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, an answering service, an alarm system, or other custom feature on one phone line, it may create a problem with the operation of your MFC. (See I have difficulty with custom features on a single line, page 21-7.) ASSEMBLY AND CONNECTIONS 2 - 13 3 3On-Screen Programming User-Friendly Programming We have designed your Multi-Function Center with on-screen programming and a Reports key. User-friendly programming helps you take full advantage of all the menu selections your MFC has to offer. Since your programming is done on the LCD, we created step-by-step on-screen prompts to help you program your MFC. All you need to do is follow the prompts as they guide you through the menu selections and programming options. Additionally, you can program settings more quickly by pressing Menu and the menu numbers using the dial pad. Alternating Displays Sometimes, the LCD alternates between the active setting and a help message giving brief instructions about how to proceed. The LCD you'll probably see most often is shown below. When you place an original in the ADF, it appears to tell you that you can dial a number and send a fax, or you can make a copy. FAX: NO. & START COPY: NO. & COPY Menu Mode You can access the Menu mode by pressing Menu. The LCD shows: Then Press 1 for General Setup--OR-- Press 2 for Fax Operations--OR-- Press 3 for Copy Operations--OR-- Press 4 for Print Operations--OR-- 1.GENERAL SETUP 2.FAX 3.COPY 2.FAX 4.PRINTER When you enter Menu mode, your MFC scrolls a list of Main menu options from which you can choose. These menu options appear one after the other on the LCD. Select a menu by pressing Set when that option appears on the LCD. The LCD will scroll the options within that next menu. You can scroll more quickly through options by pressing . Use to scroll backward if you passed your choice or to see options in the opposite order. When the LCD shows your selection, press Set. When you finish a setting, the LCD shows ACCEPTED. If you want to exit the Menu mode, press Stop/Exit. 3-1 ON-SCREEN PROGRAMMING Menu Selection Table You can probably perform most of these programming settings without the Owner's Manual. To help you understand the menu selections, options and settings that are found in the MFC programs, use the Menu Selection Table below. Main Menu 1. GENERAL SETUP Submenu 1. PAPER SIZE Menu Selections Options LETTER Descriptions Selects size of paper for received faxes. Page -- LEGAL A4 4-1 2. DATE/TIME -- -- Enter date and time for the LCD display and heading on fax transmissions. Program your name, fax number and telephone number to appear on each transmitted page. Adjusts ring volume. 4-2 3. STATION ID -- -- 4-3 4. VOLUME 1. RING OFF LOW MED HIGH OFF LOW HIGH 4-5 2. BEEPER Adjusts beeper volume. 4-5 3. SPEAKER OFF LOW MED HIGH