User manual BROTHER FAX-1820C

USER'S GUIDE FAX-1820C MFC-3220C THIS EQUIPMENT IS DESIGNED TO WORK WITH A TWO WIRE ANALOGUE PSTN LINE FITTED WITH THE APPROPRIATE CONNECTOR. APPROVAL INFORMATION Brother advises that this product may not function correctly in a country other than where it was originally purchased, and does not offer any warranty in the event that this product is used on public telecommunication lines in another country. 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. i ii Safety precautions To use the machine safely Please refer to these instructions for later reference and before attempting any maintenance. WARNING There are high voltage electrodes inside the machine. Before you clean the machine or clear a paper jam, make sure you have unplugged the telephone line cord first and the power cord from the AC power socket. Do not handle the plug with wet hands. Doing this might cause an electrical shock. To prevent injuries, be careful not to put your fingers on the area shown in the illustrations. Because that part is extremely HOT after you use your machine. To prevent injuries, be careful not to touch the area shaded in the illustration. To prevent injuries, be careful not to touch the edge of the metallic part shown in the illustration. iii 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 socket. Never install telephone wiring during a lightning storm. Never install a telephone wall socket in a wet location. This product must be installed near a socket that is easily accessible. In case of emergencies, you must disconnect the power cord from the socket in order to shut off power completely. 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 water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet basement or near a swimming pool. 2. Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of electric shock from lightning. 3. Do not use the telephone to report a gas leak in the vicinity of the leak. SAVE THESE INSTRUCTIONS iv Choosing a location Place your machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the machine near a socket and a standard, grounded AC power outlet. Choose a location where the temperature remains between 10° and 35°C. Caution Avoid placing your machine in a high-traffic area. Avoid placing your machine on the carpet. Do not place near heaters, air conditioners, water, chemicals, or refrigerators. Do not expose the machine to direct sunlight, excessive heat, moisture, or dust. Do not connect your machine to electrical sockets controlled by wall switches or automatic timers. Disruption of power can wipe out information in the machine's memory. Do not connect your machine to electrical sockets 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. v Quick Reference Guide Sending faxes Automatic Transmission Storing numbers Storing One-Touch Dial numbers 1 Press Menu/Set, 2, 3, 1. 2 Press the One-Touch key where you want to store the number. 3 Enter a number (up to 20 digits), and then press 1 2 3 4 If it is not illuminated in green, press (Fax). Load your document. (See Load documents on page 2-1.) Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad. Press Mono Start or Menu/Set. 4 Colour Start. Receiving faxes Select Receive Mode 1 Press Menu/Set, 0,1. 2 Press or to select Fax Only, Manual, Fax/Tel or External TAD, and then press Enter a name up to 15 characters (or leave it blank), and then press 5 Menu/Set. Press Stop/Exit. Menu/Set. Storing Speed-Dial numbers 1 Press Menu/Set, 2, 3, 2. 2 Using the dial pad, enter a two-digit Speed-Dial location number, and then press Menu/Set. 3 Enter a number (up to 20 digits), and then press Menu/Set. 4 Enter a name up to 15 characters (or leave it blank), and then press 5 Menu/Set. Press Stop/Exit. vi Dialling operations One-Touch Dialling/ Speed-Dialling Making copies Single copy 1 2 3 If it is not illuminated in green, press (Fax). 1 2 3 Press (Copy) to 4 Load your document. (See Load documents on page 2-1.) 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. Press Mono Start or illuminate it in green. Load your document. (See Load documents on page 2-1.) Press Mono Start or Colour Start. Sorting multiple copies (Using the ADF) 1 2 3 Press (Copy) to Colour Start. Using Search 1 2 If it is not illuminated in green, press (Fax). 4 5 6 7 3 4 Press Search/Speed Dial, and then enter the first letter of the name you're looking for. Press or search the memory. Press Mono Start or illuminate it in green. Load your document in the ADF. Use the dial pad to enter the number of copies you want (up to 99). Press Options. Press or select Stack/Sort, and then press Menu/Set. Press or select Sort, and then press Menu/Set. Press Mono Start or Colour Start. Colour Start. vii Table of Contents 1 Introduction .......................................................................... 1-1 Using this Guide ............................................................... 1-1 Finding information ..................................................... 1-1 Symbols used in this Guide ........................................ 1-1 Control panel overview ..................................................... 1-2 Turning the machine to Power Save condition ........... 1-5 About fax machines .......................................................... 1-7 Fax tones and handshake .......................................... 1-7 ECM (Error Correction Mode)..................................... 1-8 Connecting the machine................................................... 1-9 Connecting an external telephone.............................. 1-9 Connecting an external telephone answering device (TAD) ........................................................ 1-10 Sequence ............................................................. 1-10 Connections ......................................................... 1-11 Recording outgoing message (OGM) on an external TAD ............................................... 1-12 Using extension telephones (For U.K. only)......... 1-13 Multi-line connections (PBX) .................................... 1-15 If you are installing the machine to work with a PBX........................................................ 1-15 Custom features on your phone line......................... 1-15 Loading documents and paper .......................................... 2-1 Load documents ............................................................... 2-1 Using the automatic document feeder (ADF) ............. 2-1 Recommended environment .................................. 2-1 About paper ..................................................................... 2-3 Handling and using special paper .............................. 2-3 Paper capacity of the paper tray ........................... 2-4 Paper specifications for the paper tray .................. 2-4 Paper capacity of the output paper support .......... 2-5 Printable area ............................................................. 2-6 How to load paper and envelopes .............................. 2-7 To load paper or other media ................................. 2-7 To load glossy paper .............................................. 2-8 To load envelopes .................................................. 2-9 2 viii 3 On-screen programming ..................................................... 3-1 User-friendly programming ............................................... 3-1 Menu table .................................................................. 3-1 Memory storage.......................................................... 3-1 Navigation keys ................................................................ 3-2 Getting started ..................................................................... 4-1 Initial Setup ....................................................................... 4-1 Setting the Date and Time .......................................... 4-1 Setting the Station ID.................................................. 4-2 Entering text ........................................................... 4-3 Inserting spaces ..................................................... 4-3 Making corrections ................................................. 4-3 Repeating letters .................................................... 4-3 Special characters and symbols ............................ 4-4 Setting Tone or Pulse dialling mode (Except for the Nordic Countries) ........................... 4-4 PABX and TRANSFER............................................... 4-5 Setting PABX.......................................................... 4-5 General Setup................................................................... 4-6 Setting the Mode Timer (MFC-3220C only)................ 4-6 Setting the Mode Timer (FAX-1820C only)................. 4-6 Setting the Paper Type ............................................... 4-7 Setting the Ring Volume ............................................. 4-8 Setting the Beeper Volume......................................... 4-8 Setting the Speaker Volume ....................................... 4-9 Setting the Clock Change ........................................... 4-9 Power Save Setting .................................................... 4-9 Setup Receive ...................................................................... 5-1 Basic receiving operations................................................ 5-1 Choosing the Receive Mode....................................... 5-1 To select or change your Receive Mode ................ 5-2 Setting the Ring Delay ............................................... 5-3 Setting the F/T Ring Time (Fax/Tel mode only).......... 5-4 Fax Detect (MFC-3220C only).................................... 5-5 Fax Detect (FAX-1820C only)..................................... 5-6 Printing a reduced incoming fax (Auto Reduction)..................................................... 5-7 Receiving a fax at the end of a conversation (FAX-1820C only)................................................... 5-7 Printing a fax from the memory................................... 5-8 4 5 ix Advanced receiving operations ........................................ 5-9 Operation from extension telephones......................... 5-9 For Fax/Tel mode only................................................ 5-9 Using a cordless external handset ........................... 5-10 Changing the remote codes ..................................... 5-10 Reception into memory (Not available for colour fax reception)................. 5-11 If the Memory Receive is On at this time.............. 5-11 If the Memory Receive is Off at this time.............. 5-11 Polling....................................................................... 5-12 Secure Polling ...................................................... 5-12 Setup for Polling Receive (Standard) ................... 5-12 Setup for Polling Receive with Secure Code........ 5-13 Setup Delayed Polling Receive ............................ 5-13 Sequential Polling..................................................... 5-14 Telephone services ........................................................ 5-15 BT Callsign (For U.K. Only) ...................................... 5-15 To enable the machine to work with BT Callsign (Only with your external phone) ....................... 5-15 6 Setup Send ........................................................................... 6-1 How to fax......................................................................... 6-1 Enter Fax mode .......................................................... 6-1 How to dial........................................................................ 6-1 Manual dialling............................................................ 6-1 One-Touch dialling .................................................... 6-2 Speed-Dialling ............................................................ 6-2 Search ....................................................................... 6-3 Out of Memory message ........................................ 6-3 Automatic transmission .............................................. 6-4 Manual transmission................................................... 6-4 Sending a fax at the end of a conversation (FAX-1820C only)................................................... 6-5 Basic sending operations ................................................. 6-6 Sending faxes using multiple settings ........................ 6-6 Contrast ...................................................................... 6-6 Fax Resolution............................................................ 6-7 Manual and automatic fax Redial ............................... 6-8 Colour fax transmission.............................................. 6-8 Dual Access (Not available for colour faxes).............. 6-9 Real Time Transmission............................................. 6-9 Checking job status .................................................. 6-10 x Cancelling a job while scanning, dialling and sending the document .......................................... 6-11 Cancelling a scheduled job....................................... 6-11 Advanced sending operations ........................................ 6-12 Broadcasting (Not available for Colour faxes) .......... 6-12 Overseas Mode ........................................................6-13 Delayed Fax (Not available for colour faxes)............ 6-14 Delayed Batch Transmission (Not available for colour faxes)............................. 6-15 Setup for Polled Transmit (Standard) (Not available for colour faxes)............................. 6-16 Setup for Polled Transmit with Secure Code (Not available for colour faxes)............................. 6-17 TX Lock .................................................................... 6-18 Using TX Lock .......................................................... 6-19 Setting Up the TX Lock for the First Time ............ 6-19 Changing the TX Lock Password .........................6-20 Switching TX Lock ON.......................................... 6-20 Switching OFF TX Lock........................................ 6-21 7 Quick-Dial numbers and dialling options .......................... 7-1 Storing numbers for easy dialling ..................................... 7-1 Storing One-Touch Dial numbers ............................... 7-1 Storing Speed-Dial numbers....................................... 7-2 Changing One-Touch and Speed-Dial numbers......... 7-3 Setting up Groups for Broadcasting............................ 7-4 Dialling options ................................................................. 7-6 Access codes and credit card numbers...................... 7-6 Pause ......................................................................... 7-7 Fax Redial................................................................... 7-7 Tone or Pulse ............................................................. 7-7 Telephone (voice) operation (FAX-1820C only) ............... 7-8 How to dial ........................................................................ 7-8 Making a telephone call .............................................. 7-8 Tel/R ........................................................................... 7-8 Mute (FAX-1820C only) .............................................. 7-8 Remote Fax Options ............................................................ 8-1 Fax Forwarding................................................................. 8-1 Programming a Fax Forwarding number .................... 8-1 Setting Fax Storage .......................................................... 8-2 Backup Print ............................................................... 8-2 Setting your Remote Access Code................................... 8-3 8 xi Remote Retrieval .............................................................. 8-4 Using your Remote Access Code............................... 8-4 Remote commands .................................................... 8-5 Retrieving fax messages ............................................ 8-6 Changing your Fax Forwarding number ..................... 8-6 9 Printing reports .................................................................... 9-1 Machine settings and activity............................................ 9-1 Customizing the Transmission Verification Report..... 9-1 Setting the Journal Period .......................................... 9-2 Printing reports .......................................................... 9-3 To print a report ...................................................... 9-3 Making copies .................................................................... 10-1 Using the machine as a copier ....................................... 10-1 Enter Copy mode...................................................... 10-1 Making a single copy ................................................ 10-2 Making multiple copies ............................................. 10-2 Out of Memory message .......................................... 10-3 Using the Copy keys (Temporary settings) .................... 10-4 Quality ...................................................................... 10-5 Options ..................................................................... 10-6 Enlarge/Reduce.................................................... 10-7 Paper Type ........................................................... 10-9 Paper Size .......................................................... 10-10 Brightness .......................................................... 10-11 Contrast .................................................................. 10-12 Sorting copies......................................................... 10-13 N in 1 copy (Page Layout) ...................................... 10-14 Changing the default copy settings .............................. 10-16 Copy Quality ........................................................... 10-16 Brightness............................................................... 10-16 Contrast .................................................................. 10-16 Colour Adjustment .................................................. 10-17 Legal limitations............................................................ 10-18 Important information ....................................................... 11-1 For your safety.......................................................... 11-1 IT power system (For Norway only).......................... 11-1 International ENERGY STAR® Compliance Statement ............................................................. 11-1 Important safety instructions........................................... 11-2 Trademarks .............................................................. 11-4 xii 10 11 12 Troubleshooting and routine maintenance ..................... 12-1 Troubleshooting ............................................................. 12-1 Error messages ........................................................12-1 Document jam........................................................... 12-4 Document is jammed inside the front of the control panel. .............................................. 12-4 Document is jammed inside the back of the control panel. .............................................. 12-4 Printer jam or paper jam ........................................... 12-5 Paper is jammed inside the front of the machine.....12-5 Paper is jammed in the paper tray........................12-5 Paper is jammed inside the paper tray ................. 12-6 Paper is jammed inside the machine.................... 12-7 If you are having difficulty with your machine ...........12-8 How to improve print quality ......................................... 12-11 Cleaning the print head........................................... 12-11 Print Quality Check .................................................12-11 Checking the ink volume...............................................12-14 Packing and shipping the machine ......................... 12-15 Routine maintenance.............................................. 12-18 Cleaning the scanner..........................................12-18 Cleaning the machine printer platen................... 12-19 Replacing the ink cartridges ...................................12-20 Glossary ............................................................................... G-1 Specifications ...................................................................... S-1 Product description .......................................................... S-1 General ............................................................................ S-1 Print media....................................................................... S-3 Copy ................................................................................ S-3 Fax................................................................................... S-4 Scanner (MFC-3220C only)............................................. S-5 Printer .............................................................................. S-6 Interfaces ......................................................................... S-7 Computer requirements ................................................... S-7 Consumable items ........................................................... S-8 Index ....................................................................................... I-1 Remote Retrieval Access card .......................................... R-1 G S 13 14 xiii 1 Introduction Using this Guide Thank you for buying a Brother Multi-Function Center (MFC). Your machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your machine by viewing through this Guide. Finding information All the 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 at the back of this Guide. Symbols used in this Guide Throughout this Guide you'll see special symbols alerting you to important warnings, notes and actions. To make things clearer and to help you press the correct keys, we used special fonts and added some of the messages that will appear in the LCD. Bold Italics Bold typeface identifies specific keys on the machine control panel. Italicized typeface emphasizes an important point or refers you to a related topic. Courier New Courier New type face identifies the messages on the LCD of the machine. Warnings inform you what to do to avoid possible personal injury. Cautions specify procedures you must follow or avoid to prevent possible damage to the machine. Notes tell you how you should respond to a situation that may arise or give tips about how the current operation works with other features. Improper Setup alerts you to devices and operations that are not compatible with the machine. INTRODUCTION 1 - 1 Control panel overview MFC-3220C 12 11 10 9 8 1 2 3 4 5 6 7 FAX-1820C 12 11 10 9 8 1 2 3 4 5 6 7 1 - 2 INTRODUCTION 1 One-Touch keys These 5 keys give you instant access to 10 previously stored dial numbers. 2 Shift (MFC-3220C only) To access memory locations 6 through to 10 in the One-Touch keys hold down the Shift key. 2 Shift (FAX-1820C only) To access memory locations 6 through 10 in the One-Touch keys or Report Menu in the Ink/Reports key, or lets you place telephone calls on hold, hold down the Shift key. Tel/Mute/R (FAX-1820C only) Lets you place telephone calls on hold. Also, This key is used to have a telephone conversation having picked up the external handset in F/T pseudo-ringing etc. Also, use this key pressing with Shift key to gain access to an outside line and/or to recall the operator or transfer a call to another extension when it is connected to a PABX. Fax Resolution Sets the resolution when you send a fax. 5 Dial Pad Use these keys to dial telephone and fax numbers and as a keyboard for entering information into the machine. The # key lets you temporarily switch the dialling mode during a telephone call from Pulse to Tone. 3 Copy keys (Temporary settings): Options You can quickly and easily select temporary settings for copying. Quality Use this key to temporarily change the quality for Copying. 6 Stop/Exit Stops an operation or exits from the menu. 4 Fax and telephone keys: Redial/Pause Redials the last number you called. It also inserts a pause in auto dial numbers. Tel/R (MFC-3220C only) This key is used to have a telephone conversation having picked up the external handset in F/T pseudo-ringing etc. Also, use this key to recall the operator or transfer a call to another extension when it is connected to a PABX. 7 Mono Start Lets you start sending faxes or making copies in black and white. Also for MFC-3220C, lets you start a scanning operation. (Colour or mono, depending on the scanning setting on your PC) INTRODUCTION 1 - 3 Colour Start Lets you start sending faxes or making copies in full colour. Also for MFC-3220C, lets you start a scanning operation. (Colour or mono, depending on the scanning setting on your PC) 0 Mode keys: Fax Lets you access Fax mode. Copy Lets you access Copy mode. Scan (MFC-3220C only) Lets you access Scan mode. 8 Power Save You can turn the machine to power save condition. 9 Navigation keys: Menu/Set Lets you access the Menu to program and store your settings in the machine. When using the speaker or during ringing in fax mode, you can press these keys to adjust the volume. Search/Speed Dial Lets you look up numbers that are stored in the dialling memory. It also lets you dial stored numbers by pressing # and a two-digit number. Press to scroll backward to a menu selection. or Press to scroll through the menus and options. Also, you can use these keys to do a numerical search for the names of stored numbers in fax mode. A Liquid Crystal Display (LCD) Displays messages on the screen to help you to set up and use your machine. B Ink/Reports (FAX-1820C only) Lets you clean the print heads, replace an ink cartridge and check the available ink volume. --OR-- Lets you access the Reports menu by pressing it with the Shift key. Ink (MFC-3220C only) Lets you clean the print heads, replace an ink cartridge and check the available ink volume. 1 - 4 INTRODUCTION Turning the machine to Power Save condition When the machine is idle, you can turn it to Power Save condition by pressing the Power Save key. In Power Save mode, the machine will receive telephone calls, and also receive faxes in Fax Only, Fax/Tel or External TAD mode. The delayed faxes that have been set up will be sent. You can even retrieve faxes using Remote Retrieval if you are away from your machine. If you want to do other operations, you must turn the machine back on. Turning the machine to Power Save condition Press and hold down the Power Save Shutting Down key until the LCD shows: The LCD will turn off. Turning the machine to Power Save condition off Press and hold down the Power Save Please Wait key until the LCD shows: The LCD will show the date and time (Fax mode). Even if you turned the machine off, it will periodically clean the print head to preserve print quality. If you unplug the AC power cord, no machine operations will be available. You can turn the machine Off by customizing the Power Save key as shown next page. In this Off mode, no machine operation will be available. (See Power Save Setting on page 4-9.) The external telephone is always available. INTRODUCTION 1 - 5 P. Save Setting Fax Receive:On (default) Receive Mode Fax Only Fax/Tel (FAX-1820C only) External TAD Available Operations Telephone call Receive, Fax Receive, Fax Detect, Delayed Fax, Remote Fax Option, Remote Retrieval: You cannot receive fax with Mono Start or Colour Start. Delayed Fax and Remote Fax Option should be set before you switch off the machine. Manual Telephone call Receive, Delayed Fax, Fax Detect: Fax/Tel* (MFC-3220C only) You cannot receive fax with Mono Start or Colour Start. Delayed Fax should be set before you switch off machine. *You cannot receive a fax automatically even if you have set the receive mode to Fax/Tel. Fax Receive:Off -- No machine operations will be available. 1 - 6 INTRODUCTION About fax machines Fax tones and handshake When someone is sending a fax, the machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You'll hear them after you dial and press Mono Start or Colour Start and they will continue for about 60 seconds after dialling During that time, the sending machine must begin the "handshake" or connection 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 quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message. The receiving fax responds with fax receiving tones, which are loud, chirping sounds. A receiving fax chirps for about 40 seconds over the phone line, and the LCD shows Receiving. If your machine is set to the Fax Only mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, your machine will continue to send the "chirps" for about 40 seconds, and the LCD continues to show Receiving. To cancel receiving, press Stop/Exit. The fax `handshake' is the time in which the sending machine's CNG tones and the receiving machine's "chirps" overlap. This must be for at least 2 to 4 seconds, so both machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialled. So it is important for the receiving machine 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 decide the number of rings before the call is answered. Pay special attention to the directions for connecting a TAD in this chapter. (See Connecting an external telephone answering device (TAD) on page 1-10.) INTRODUCTION 1 - 7 ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the machine to check a fax transmission while it is in progress. If the machine detects errors during fax transmission, it resends the pages of the fax that had an error. ECM transmissions are only possible between fax machines that both have this feature. If they do, you may send and receive fax messages that are continuously being checked by the machine. Your machine must have enough memory for this feature to work. 1 - 8 INTRODUCTION Connecting the machine Connecting an external telephone If your machine does not have a handset, you can connect a separate telephone (or telephone answering device) directly to your machine as shown in the diagram below. Extension Telephone (MFC-3220C) (Example for the U.K.) External Telephone When this phone (or TAD) is in use, the LCD shows Telephone. INTRODUCTION 1 - 9 Connecting an external telephone answering device (TAD) Sequence You may choose to connect an answering device. However, when you have an external TAD on the same telephone line as the machine, the TAD answers all calls and the machine "listens" for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it doesn't hear CNG tones, the machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message. The TAD must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax "handshake". Make sure you carefully follow the instructions in this guide for recording your outgoing message. 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, reduce the Ring Delay setting on your external TAD. 1 - 10 INTRODUCTION Unless you are using Distinctive Ring, do not connect a TAD elsewhere on the same phone line. TAD (MFC-3220C) TAD (Example for the U.K.) When the TAD is in use, the LCD shows Telephone. Connections The external TAD must be connected as shown above. 1 Set your external TAD to one or two rings. (The machine's Ring Delay setting does not apply.) 2 Record the outgoing message on your external TAD. 3 Set the TAD to answer calls. 4 Set the Receive Mode to External TAD. (See Choosing the Receive Mode on page 5-1.) INTRODUCTION 1 - 11 Recording outgoing message (OGM) on an 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 machine time to listen for the fax CNG tones of automatic transmissions before they stop.) 2 Limit your speaking to 20 seconds. 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 51 and Start." We recommend beginning your OGM with an initial 5-second silence because the machine cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your machine has trouble receiving, then you must re-record the OGM to include it. 1 - 12 INTRODUCTION Using extension telephones (For U.K. only) It may be that your premises are already wired with parallel extension telephones, or you intend to add extension telephones to your line, in addition to your machine. While the simplest arrangement is straightforward parallel connection, there are some reasons as to why this arrangement will cause unsatisfactory service, the most obvious of which is inadvertent interruption of a facsimile transmission by someone picking up an extension telephone in order to make an outgoing call. Additionally, fax receive code may not operate reliably in such a simple configuration. This machine may also be set to make a delayed transmission (i.e. a transmission at a pre-set time). This pre-set job may coincide with someone picking up an extension handset. Such problems can easily be eliminated however, if you arrange modification of your extension wiring circuit, such that extension devices are connected "downstream" of your machine, in a master/slave configuration (see fig. 2 on next page). In such a configuration, this machine can always detect whether a telephone is in use, thus it will not attempt to seize the line during that time. This is known as "telephone off-hook detection." The inadvisable configuration is shown in figure 1 on next page, and the recommended master/slave configuration is shown in figure 2. This new connection configuration can be arranged by contacting BT, Kingston upon Hull Telecommunications, your PABX maintainer or a qualified telephone installation company as appropriate. Simply explained, the extension telephone circuit should be terminated on a normal modular plug (BT 431A style), which in turn should be inserted into the modular socket of the white "T"-shaped connector provided as part of the line cord assembly. INTRODUCTION 1 - 13 EXTENSION SOCKET EXTENSION SOCKET MASTER SOCKET INCOMING LINE FAX INADVISABLE CONNECTION OF EXTENSION SOCKETS Fig. 1. DISCONNECT EXTENSION SOCKET EXTENSION SOCKET MASTER SOCKET INCOMING LINE FAX FAX MACHINE MUST BE PLUGGED INTO MASTER SOCKET RECOMMENDED CONNECTION OF EXTENSION SOCKETS Fig. 2. These phones are now connected as external devices as per page 1-9, because they are connected to the fax machine via the T-connector. 1 - 14 INTRODUCTION Multi-line connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the machine to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the machine for you. It is advisable to have a separate line for the machine. You can then leave the Receive Mode set to Fax Only to receive faxes any time of the day or night. If the machine 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. If you are installing the machine to work with a PBX 1 2 It is not guaranteed that the unit will operate properly under all circumstances with a PBX. Any cases of difficulty should be reported first to the company that handles your PBX. 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. Custom features on your phone line If you have Voice Mail, Call Waiting, Call Waiting/Caller ID, 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 machine. (See Custom features on a single line. on page 12-9.) INTRODUCTION 1 - 15 2 Loading documents and paper Load documents You can send a fax copy and scan from the ADF (automatic document feeder). Using the automatic document feeder (ADF) Documents must be between 8.9 and 21.6 cm wide and 12.7 and 35.6 cm long. Make sure you place documents face down, top edge first. Adjust the paper guides to fit the width of your document. Recommended environment Temperature: Humidity: Paper: 20° C - 30° C 50% - 70% 80 g/m2 A4 Paper Guides Documents are Face Down in the ADF 2 - 1 LOADING DOCUMENTS AND PAPER The automatic document feeder (ADF) can hold up to 20 pages, feeding each one individually through the machine. Use standard (80 g/m2) paper when using the ADF. Fan the paper, and then stagger the pages in the ADF as shown: Approx.10 mm Depth DO NOT use curled, wrinkled, folded, or ripped paper, or paper with staples, paper clips, paste or tape attached. DO NOT use cardboard, newspaper or fabric. Make sure documents written with ink are completely dry. DO NOT pull on the document while it is in progress. LOADING DOCUMENTS AND PAPER 2 - 2 About paper The print quality of your document can be affected by the kind of paper you use in the machine. To get the best print quality for the settings you've chosen, always set the Paper Type to match the type of paper you load. You can use plain paper, inkjet paper (coated paper), glossy paper, transparencies and envelopes. We recommend testing various paper types before purchasing large quantities. For best results, use the recommended paper. When you print on inkjet paper (coated paper), transparencies and glossy paper, be sure to select the proper media in the "Basic" tab in the printer driver or in the Paper Type setting in the menu (Menu/Set, 1, 2). Also avoid stacking by removing each page after it exits the machine to avoid smudging. Handling and using special paper Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat. The coated side of glossy paper is shiny. Avoid touching the shiny (coated) side. Load glossy paper with the shiny side facing up toward you. Avoid touching either side of transparencies, because they absorb water and perspiration easily, and this may cause decreased output quality. Transparencies designed for laser printers/copiers may stain your next document. Use only transparencies recommended for inkjet printing. 2 - 3 LOADING DOCUMENTS AND PAPER Paper capacity of the paper tray Paper Type Plain Paper (Cut Sheet) Inkjet Paper Glossy Paper Transparencies Envelopes Photo Card Paper Size Number of sheets Letter, Executive, 100 of 80 g/m2 A4, A5, A6, B5 (JIS) up to 10 mm Legal Letter Letter, A4 Letter, A4 DL, COM-10, C5, Monarch, JE4 50 of 80 g/m2 20 20 10 10 102 mm X 152 mm, 30 L (89 mm X 127 mm), 2L (127 x 178 mm) 127 mm x 203 mm 30 Index Card * You can copy only on A4, A5 and Photo Card (102 mm X 152 mm) paper. * You can receive faxes only on A4 paper. Paper specifications for the paper tray Cut Sheet Paper Plain Paper: 64 to 120 g/m2 Weight Inkjet Paper: 64 to 200 g/m2 Glossy Paper: Up to 220 g/m2 Index card: Up to 120 g/m2 Thickness Plain Paper: 0.08 to 0.15 mm Inkjet Paper: 0.08 to 0.25 mm Glossy Paper: Up to 0.25 mm Envelopes: Up to 0.52 mm Photo Card: Up to 0.42 mm Index card: Up to 0.15 mm LOADING DOCUMENTS AND PAPER 2 - 4 Paper capacity of the output paper support Output Paper Support Up to 50 sheets of 80 g/m2 (A4) Transparencies and glossy paper must be picked up from the output paper support one page at a time to avoid smudging. Legal cannot be stacked on the output paper support. Do not use paper or envelopes: that are damaged, curled, wrinkled, or irregularly shaped 2 mm or longer 2 mm or longer that are extremely shiny or highly textured that were previously printed by a printer that cannot be arranged uniformly when stacked that are made with a short grain Do not use envelopes: that are of a baggy construction that are embossed (have raised writing on them) that have clasps on them that are not sharply creased that are preprinted on the inside 2 - 5 LOADING DOCUMENTS AND PAPER Printable area The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. Cut Sheet Paper 3 1 4 1 Envelopes 3 4 2 2 unprintable area Paper Cut Sheet Paper Size A4 Fax Printer Copy A5 A6, JIS_B5, Exective Letter, Legal Printer Copy Printer 1Top 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 2Bottom 3Left 12 mm 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm 4Right 3 mm 3 mm 3 mm 3 mm 3 mm 3 mm Printer Printer Copy Printer Printer Printer 3 mm 3 mm 3 mm 3 mm 3 mm 10 mm 3 mm 3 mm 3 mm 3 mm 3 mm 20 mm 6 mm 3 mm 3 mm 3 mm 3 mm 3 mm 6 mm 3 mm 3 mm 3 mm 3 mm 3 mm Photo Card 102 mm x 152 mm L, 2L Index Card 127 mm x 203 mm Envelopes DL, C5, COM10, Monarch, JE4 , Printable area depends on the Printer driver settings. The figures above are approximate and the printable area may vary depending on the type of cut sheet paper you are using. LOADING DOCUMENTS AND PAPER 2 - 6 How to load paper and envelopes To load paper or other media 1 Fan the stack of paper well to avoid paper jams and mis-feeds. 2 Unfold the paper support, and press and slide the paper guide to fit the paper width. Paper Support Paper Guide 2 - 7 LOADING DOCUMENTS AND PAPER 3 Gently insert the paper. Make sure the print side is towards you and the paper is below the maximum paper mark. Maximum Paper Mark Print Side Paper To load glossy paper 1 2 Fan the stack of glossy paper well. Put a sheet of plain paper in the paper tray first, and then put the stack of glossy paper on top of it. If the glossy sheets are `double-feeding', put one sheet in the paper tray at a time. LOADING DOCUMENTS AND PAPER 2 - 8 To load envelopes 1 Before loading, press the corners and sides of the envelopes to make them as flat as possible. If the envelopes are `double-feeding', put one envelope in the paper tray at a time. 2 Press and slide the paper guide to fit the width of the envelopes. Insert them into the paper tray with the address side toward you and pointed in the direction below. Maximum Paper Mark Print Side 2 - 9 LOADING DOCUMENTS AND PAPER 3 On-screen programming User-friendly programming Your machine is designed to be easy to use with LCD on-screen programming using the navigation keys. User-friendly programming helps you take full advantage of all the menu selections your machine has to offer. Since your programming is done on the LCD, we have created step-by-step on-screen instructions to help you program your machine. All you need to do is follow the instructions as they guide you through the menu selections and programming options. Menu table You can probably program your machine without the User's Guide if you use the Menu table that begins on page 3-3. These pages will help you understand the menu selections and options that are found in the machine's programs. You can program your machine by pressing Menu/Set, followed by the menu numbers. For example to set Fax Resolution to Fine: Press Menu/Set, 2, 2, 2 and or to select Fine. Press Menu/Set. Memory storage If there is a power failure, you will not lose your menu settings because they are stored permanently. Temporary settings (such as Contrast, Overseas Mode, and so on) will be lost. You may also have to reset the date and time. ON-SCREEN PROGRAMMING 3 - 1 Navigation keys * Access the menu * Go to the next menu level * Accept an option * Scroll through the current menu level * Go back to the previous menu level * Exit the menu You can access the menu mode by pressing Menu/Set. When you enter the menu, the LCD scrolls. Press 1 for General Setup menu 1.General Setup --OR-- Press 2 for Fax menu 2.Fax --OR-- Press 3 for Copy menu 3.Copy Press 0 for Initial Setup .... 0.Initial Setup You can scroll more quickly through each menu level by pressing the arrow for the direction you want: or . Then set an option by pressing Menu/Set when that option appears on the LCD. The LCD will then show the next menu level. Press or to scroll to your next menu selection. Press Menu/Set. When you finish setting an option, the LCD shows Accepted. Use to scroll backward if you passed your choices or want to save keystrokes. 3 - 2 ON-SCREEN PROGRAMMING Press the Menu numbers. (ex. Press 1, 2 for Paper Type) --OR-- Select & Set Main Menu 1.General Setup Submenu 1.Mode Timer Menu Selections -- Select & Set Options 5 Mins 2 Mins 1 Min 30 Secs (MFC-3220C only) 0 Sec (FAX-1820C only) Off Plain Inkjet Glossy (4-Color or 3-Color) Transprncy High Med Low Off High Med Low Off High Med Low Off to accept Descriptions Sets the time to return to Fax mode. to exit Page 4-6 2.Paper Type -- Sets the type of paper in the paper tray. 4-7 3.Volume 1.Ring Adjusts the ring volume. 4-8 2.Beeper Adjusts the volume level of the beeper. 4-8 3.Speaker Adjusts the speaker volume. 4-9 The factory settings are shown in Bold. ON-SCREEN PROGRAMMING 3 - 3 Press the Menu numbers. (ex. Press 1, 2 for Paper Type) --OR-- Select & Set Main Menu 1.General Setup (Continued) Submenu 4.Clock Change Menu Selections -- Select & Set Options To Summer Time To Winter Time to accept Descriptions Adjusts the machine's clock by one hour for summer/winter time. Customizes the Power Save key not to receive fax in Standby mode. Sets the number of rings before the machine answers in Fax or Fax/Tel mode. Sets the pseudo/double-ring time in Fax/Tel mode. Receives fax messages without pressing the Start key. to exit Page 4-9 5.P.Save setting -- Fax Receive: On Off 01-04 (02) (UK only) 00-05 (02) (Nordic countries only) 70 Sec 40 Sec 30 Sec 20 Sec On Semi (FAX-1820 only) Off On ( 51, #51) Off 4-9 2.Fax 1.Setup Receive (In Fax mode only) 1.Ring Delay 5-3 2.F/T Ring Time 5-4 3.Fax Detect 5-5 4.Remote Code You can answer all calls at an extension or external phone and use codes to turn the machine on or off. You can personalize these codes. Reduces the size of incoming faxes. 5-10 5.Auto Reduction On Off 5-7 The factory settings are shown in Bold. 3 - 4 ON-SCREEN PROGRAMMING Press the Menu numbers. (ex. Press 1, 2 for Paper Type) --OR-- Select & Set Main Menu 2.Fax (Continued) Submenu 1.Setup Receive (In Fax mode only) (Continued) Menu Selections 6.Memory Receive Select & Set Options On Off to accept Descriptions Automatically stores any incoming faxes in its memory if it runs out of paper. Sets up your machine to poll another fax machine. Changes the lightness or darkness of faxes you send. Sets the default resolution for outgoing faxes. to exit Page 5-11 7.Polling RX Standard Secure Timer Auto Light Dark Standard Fine S.Fine Photo -- 5-12 2.Setup Send (In Fax mode only) 1.Contrast 6-6 2.Fax Resolution 6-7 3.Delayed Fax Set the time of day in 24 hour format that the delayed faxes will be sent. Combines delayed faxes to the same fax number at the same time of day into one transmission. You can send a fax without using the memory. Sets up the document on your machine to be retrieved by another fax machine. 6-14 4.Batch TX On Off 6-15 5.Real Time TX Off On Next Fax Only Standard Secure 6-9 6.Polled TX 6-16 The factory settings are shown in Bold. ON-SCREEN PROGRAMMING 3 - 5 Press the Menu numbers. (ex. Press 1, 2 for Paper Type) --OR-- Select & Set Main Menu 2.Fax (Continued) Submenu 2.Setup Send (In Fax mode only) (Continued) 3.Set Quick-Dial Menu Selections 7.Overseas Mode Select & Set Options On Off to accept Descriptions Adjusts for overseas transmissions, which can sometimes cause problems. Stores One-Touch Dial numbers, so you can dial by pressing one key (and Start). to exit Page 6-13 1.One-Touch Dial 7-1 2.Speed-Dial -- Stores Speed-Dial numbers, so you can dial by pressing only a few keys (and Start). Sets up a Group number for Broadcasting. Initial setup for Transmission Verification Report and Fax Journal. 7-2 3.Setup Groups 4.Report Setting 1.XMIT Report -- 7-4 On On+Image Off Off+Image Every 7 Days Every 2 Days Every 24 Hours Every 12 Hours Every 6 Hours Every 50 Faxes Journal:Off On Off 9-1 2.Journal Period 9-2 5.Remote Fax Opt 1.Fax Forward Sets the machine to forward fax messages.