User manual BROTHER FAX-1940CN

USER'S GUIDE FAX-1840C FAX-1940CN MFC-3240C MFC-3340CN ® If you need to call Customer Service Please complete the following information for future reference: Model Number: FAX-1840C, FAX-1940CN, MFC-3240C and MFC-3340CN (Circle your model number) Serial Number:* Date of Purchase: Place of Purchase: * The serial number is on the back of the unit. Retain this User's Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. Register your product on-line at http://www.brother.com/registration By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother: may serve as confirmation of the purchase date of your product should you lose your receipt; may support an insurance claim by you in the event of product loss covered by insurance; and, will help us notify you of enhancements to your product and special offers. The most convenient and efficient way to register your new product is on-line at http://www.brother.com/registration ©1996-2004 Brother Industries, Ltd. Brother numbers IMPORTANT For technical help, you must call the country where you bought the machine. Calls must be made from within that country. Register your product By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother: may serve as confirmation of the purchase date of your product should you lose your receipt; may support an insurance claim by you in the event of product loss covered by insurance; and, will help us notify you of enhancements to your product and special offers. Please complete and fax the Brother Warranty Registration And Test Sheet or, for your convenience and most efficient way to register your new product, register on-line at http://www.brother.com/registration Frequently asked questions (FAQs) The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function Center needs. You can download the latest software and utilities, read FAQs and troubleshooting tips to learn how to get the most from your Brother product. http://solutions.brother.com You can check here for Brother driver updates. For Customer Service 1-800-284-4329 (voice) 1-901-379-1215 (fax) 1-800-284-3238 (TTY service for the hearing-impaired) In Canada: 1-877-BROTHER (voice) (514) 685-4898 (fax) In USA: Service Center Locator (USA only) For the location of a Brother authorized service center, call 1-800-284-4357. Service Center Locations (Canada only) For the location of a Brother authorized service center, call 1-877-BROTHER. i Brother fax back system (USA only) Brother has installed an easy-to-use fax back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week. You can use the system to receive faxed instructions and an Index of fax back subjects. In USA only: 1-800-521-2846 Ordering accessories and supplies For best quality results use only genuine Brother accessories, which are 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 the Brother accessories and supplies that are 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 Ink Cartridge Standard Ink Cartridge High Yield Ink Cartridge (blue) Ink Cartridge (red) Ink Cartridge Premium Glossy Photo Paper (Letter size / 20 sheets) Matte Inkjet Paper (Letter size / 25 sheets) Inkjet Plain Paper (Letter size / 250 sheets) Telephone Line Cord Telephone Handset (FAX-1840C and FAX-1940CN only) Handset Curled Cord (FAX-1840C and FAX-1940CN only) Power Protector for A/C Power Telephone Line Surges and Voltage Spikes (2 outlets) Power Protector for A/C Power Telephone Line Surges and Voltage Spikes (8 outlets) User's Guide Item LC41BK (Prints up to 500 pages) LC41HYBK (Prints up to 900 pages) LC41C (Prints up to 400 pages) LC41M (Prints up to 400 pages) LC41Y (Prints up to 400 pages) BP60 GLL BP60 ML BP60 PL LG3077001 LE0446011 LE6681001 QPD120 FX120 LF5686001 (English for USA and Canada) LF5710001 (French For Canada) ii Notice - Disclaimer of Warranties (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. iii Brother® One Year Limited Warranty and Replacement Service (USA only) Who is covered: · This limited warranty ("warranty") is given only to the original end-use/retail purchaser (referred to in this warranty as "Original Purchaser") of the accompanying product, consumables and accessories (collectively referred to in this warranty as "this Product"). · If you purchased a product from someone other than an authorized Brother reseller in the United States or if the product was used (including but not limited to floor models or refurbished product), prior to your purchase you are not the Original Purchaser and the product that you purchased is not covered by this warranty. What is covered: · This Product includes a Machine and Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to print heads, toner, drums, ink cartridges, print cartridges, refill ribbons, therma PLUS paper and thermal paper. · Except as otherwise provided herein, Brother warrants that the Machine and the accompanying Consumable and Accessory Items will be free from defects in materials and workmanship, when used under normal conditions. · This warranty applies only to products purchased and used in the United States. For products purchased in, but used outside, the United States, this warranty covers only warranty service within the United States (and does not include shipping outside the United States). What is the length of the Warranty Periods: · Machines: one year from the original purchase date. · Accompanying Consumable and Accessory Items: 90 days from the original purchase date or the rated life of consumable, whichever comes first. What is NOT covered: This warranty does not cover: (1) Physical damage to this Product; (2) Damage caused by improper installation, improper or abnormal use, misuse, neglect or accident (including but not limited to transporting this Product without the proper preparation and/or packaging); (3) Damage caused by another device or software used with this Product (including but not limited to damage resulting from use of non Brother®-brand parts and Consumable and Accessory Items); (4) Consumable and Accessory Items that expired in accordance with a rated life; and, (5) Problems arising from other than defects in materials or workmanship. (6) Normal Periodic Maintenance Items, such as Paper Feeding Kit, Fuser and Laser Units. This limited warranty is VOID if this Product has been altered or modified in any way (including but not limited to attempted warranty repair without authorization from Brother and/or alteration/removal of the serial number). What to do if you think your Product is eligible for warranty service: Report your issue to either our Customer Service Hotline at 1-800-284-4329 for Fax, MFC and DCP and 1-800-276-7746 for Printers, or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized Service Center(s), call 1-800-521-2846. What Brother will ask you to do: After contacting Brother or a Brother Authorized Service Center, you may be required to deliver (by hand if you prefer) or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale. You are responsible for the cost of shipping, packing product, and insurance (if you desire). You are also responsible for loss or damage to this Product in shipping. What Brother will do: If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and if you first reported the problem to Brother or an Authorized Service Center within the applicable warranty period, Brother or its Authorized Service Center will repair or replace the Machine and/or accompanying Consumable and Accessory Items at no charge to you for parts or labor. The decision as to whether to repair or replace the Machine and/or accompanying Consumable and Accessory Items is made iv Brother® One Year Limited Warranty and Replacement Service (USA only) by Brother in its sole discretion. Brother reserves the right to supply a refurbished or remanufactured replacement Machine and/or accompanying Consumable and Accessory Items and use refurbished parts provided such replacement products conform to the manufacturer's specifications for new product/parts. The repaired or replacement Machine and/or accompanying Consumable and Accessory Items will be returned to you freight prepaid or made available for you to pick up at a conveniently located Authorized Service Center. If the Machine and/or accompanying Consumable and Accessory Items are not covered by this warranty (either stage), you will be charged for shipping the Machine and/or accompanying Consumable and Accessory Items back to you and charged for any service and/or replacement parts/products at Brother's then current published rates. The foregoing are your sole (i.e., only) and exclusive remedies under this warranty. What happens when Brother elects to replace your Machine: When a replacement Machine is authorized by Brother, and you have delivered the Machine to an Authorized Service Center, the Authorized Service Center will provide you with a replacement Machine after receiving one from Brother. If you are dealing directly with Brother, Brother will send to you a replacement Machine with the understanding that you will, after receipt of the replacement Machine, supply the required proof of purchase information, together with the Machine that Brother agreed to replace. You are then expected to pack the Machine that Brother agreed to replace in the package from the replacement Machine and return it to Brother using the pre-paid freight bill supplied by Brother in accordance with the instructions provided by Brother. Since you will be in possession of two machines, Brother will require that you provide a valid major credit card number. Brother will issue a hold against the credit card account number that you provide until Brother receives your original Product and determines that your original Product is entitled to warranty coverage. Your credit card will be charged up to the cost of a new Product only if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the problems with 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). The replacement Machine you receive (even if refurbished or remanufactured) 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 Machine that is sent to you and your original Machine shall become the property of Brother. Retain your original Accessory Items and a copy of the return freight bill, signed by the courier. Limitations: 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 as described above, 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. · 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 understandings that you may have with Brother or its representatives. · This warranty gives you certain rights and you may also have other rights that may vary from state to state. · 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. Important: We recommend that you keep all original packing materials, in the event that you ship this Product. © 2003 Brother International Corporation v BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (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 machine/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 User's Guide 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 User's Guide 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. 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 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, make sure you have unplugged the telephone line cord first and then the power cord from the AC power outlet. Do not handle the plug with wet hands. Doing this might cause an electrical shock. To prevent injuries, be careful not to touch the area shaded in the illustration. When you move the machine, grasp the side handholds as shown in the illustration. When you move the machine, place a hand at each side of the unit so you are supporting the base when you lift it. (See the illustration on the right.) vii Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall jack. Never install telephone wiring during a lightning storm. Never install a telephone wall jack in a wet location. This product must be installed near an AC power outlet that is easily accessible. In case of emergencies, you must disconnect the power cord from the AC power outlet in order to shut off power completely. To reduce the risk of shock or fire, use only a No. 26 AWG or larger telecommunication line cord. Caution 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 cords during a lightning storm. 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 washing machine, in a wet basement or near a swimming pool. 2. Avoid using this product during an electrical storm. There may be a remote risk of electric shock from lightning. 3. Do not use this product to report a gas leak in the vicinity of the leak. 4. Use only the power cord provided with the machine. SAVE THESE INSTRUCTIONS viii Choosing a location Place your machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the machine near a telephone wall jack and a standard, grounded AC power outlet. Choose a location where the temperature remains between 50° and 95°F (10°-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 outlets 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 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. ix Quick Reference Guide Sending faxes Automatic Transmission 1 If it is not illuminated in green, press (Fax). 2 Load your document. 3 Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad. 4 Press Black Start or 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. Color Start. 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. To access a One-Touch number that is shown in a black square on the control panel, hold down Shift as you press the One-Touch key. 4 Enter a name up to 15 characters (or leave it blank), and then press 5 Menu/Set. Press Stop/Exit. 3 4 5 Enter a number (up to 20 digits), and then press Menu/Set. Enter a name up to 15 characters (or leave it blank), and then press Menu/Set. Press Stop/Exit. x Dialing operations One-Touch Dialing/ Speed-Dialing 1 If it is not illuminated in green, press (Fax). 2 Load your document. 3 Press the One-Touch key of the number you want to call. To dial a One-Touch number that is shown in a black square on the control panel, hold down Shift as you press the One-Touch key. --OR-- Press Search/Speed Dial, press #, and then press the two-digit Speed-Dial number. Press Black Start or Making copies 1 2 3 Press (Copy) to illuminate it in green. Load your document. Press Black Start or Color Start. 4 1 2 3 4 5 Color Start. Using Search If it is not illuminated in green, press (Fax). Load your document. Press Search/Speed Dial, and then enter the first letter of the name you're looking for. Press or to search the memory. Press Black Start or Color Start. xi 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 on and off.................................. 1-6 On/Off Setting............................................................. 1-6 Load documents ............................................................... 1-8 Using the automatic document feeder (ADF) ............. 1-8 Recommended environment .................................. 1-8 About paper .................................................................... 1-10 Recommended Paper............................................... 1-10 Handling and using special paper ............................ 1-11 Paper type and size for each operation................ 1-12 Paper weight, thickness and capacity .................. 1-13 Paper capacity of the output paper tray .............. 1-13 Printable area ....................................................... 1-14 How to load paper, envelopes and post cards ......... 1-15 To load paper or other media ............................... 1-15 To load envelopes ................................................ 1-17 To load post cards................................................ 1-18 About fax machines ........................................................ 1-19 Custom features ....................................................... 1-19 Do you have Voice Mail on the phone line? ......... 1-19 Why should there be problems?........................... 1-19 How can you avoid possible problems? ............... 1-19 Fax tones and handshake ........................................ 1-20 ECM (Error Correction Mode)................................... 1-21 Getting started ..................................................................... 2-1 Initial Setup ....................................................................... 2-1 Setting the Date and Time.......................................... 2-1 Setting Tone and Pulse dialing mode......................... 2-1 Setting the Station ID.................................................. 2-2 General Setup .................................................................. 2-3 Setting the Mode Timer (MFC-3240C and MFC-3340CN only).................... 2-3 Setting the Mode Timer (FAX-1840C and FAX-1940CN only) ..................... 2-3 Setting the Paper Type .............................................. 2-4 Setting the Paper Size ............................................... 2-4 xii 2 Setting the Ring Volume ............................................. 2-5 Setting the Beeper Volume......................................... 2-5 Setting the Speaker Volume ....................................... 2-6 Setting the Handset Volume (FAX-1840C and FAX-1940CN only) .................... 2-7 Choosing the Handset Volume (For Volume Amplify) (FAX-1840C and FAX-1940CN only) ..................... 2-8 Setting Volume Amplify (FAX-1840C and FAX-1940CN only) ..................... 2-9 Turning on Automatic Daylight Savings Time...........2-10 Setting the LCD Contrast.......................................... 2-10 3 Setup Send ........................................................................... 3-1 How to enter Fax mode .................................................... 3-1 How to dial ........................................................................ 3-1 Manual dialing............................................................. 3-1 One-Touch dialing ...................................................... 3-2 Speed-Dialing ............................................................. 3-2 Search ........................................................................ 3-3 Fax Redial................................................................... 3-3 How to Fax (B&W and Color) ........................................... 3-4 Color fax transmission ................................................ 3-4 Faxing from the ADF................................................... 3-4 Automatic transmission............................................... 3-5 Manual transmission................................................... 3-5 Sending a fax at the end of a conversation ................ 3-6 Out of Memory message ............................................ 3-6 Basic sending operations.................................................. 3-7 Sending faxes using multiple settings......................... 3-7 Contrast ...................................................................... 3-7 Fax Resolution............................................................ 3-8 Dual Access (Not available for color faxes) ................ 3-9 Real Time Transmission ........................................... 3-10 Checking job status .................................................. 3-11 Canceling a fax in progress ...................................... 3-11 Canceling a scheduled job........................................ 3-11 Advanced sending operations ........................................ 3-12 Broadcasting (Not available for color faxes)............. 3-12 Overseas Mode ........................................................3-13 Delayed Fax (Not available for color faxes).............. 3-14 Setting up Polled Transmit (Not available for color faxes) ..............................3-15 Delayed Batch Transmission (Not available for color faxes)............................... 3-16 xiii 4 Setup Receive ...................................................................... 4-1 Basic receiving operations (FAX-1840C, MFC-3240C and MFC-3340CN only) ...... 4-1 Choosing the Receive Mode ...................................... 4-1 To select or change your Receive Mode ................ 4-2 Setting the Ring Delay................................................ 4-2 Basic receiving operations (FAX-1940CN only) ............... 4-3 Choosing the Receive Mode ...................................... 4-3 To select or change your Receive Mode ................ 4-4 Setting the Ring Delay................................................ 4-5 Setting Toll Saver (Msg Ctr mode) ............................. 4-6 Setting the F/T Ring Time (Fax/Tel mode only).......... 4-7 Setting the Fax/Tel Announcement (FAX-1940CN only) ................................................ 4-7 Easy Receive (MFC-3240C and MFC-3340CN only) ... 4-8 Easy Receive (FAX-1840C and FAX-1940CN only) ... 4-9 Printing a reduced incoming fax (Auto Reduction).... 4-10 Receiving a fax at the end of a conversation............ 4-10 Printing a fax from the memory ................................ 4-10 Polling ...................................................................... 4-11 Setting up Polling Receive ................................... 4-11 Setting up Sequential Polling Receive ................. 4-11 Quick-Dial numbers and dialing options ........................... 5-1 Storing numbers for easy dialing ...................................... 5-1 Storing One-Touch Dial numbers ............................... 5-1 Storing Speed-Dial numbers ...................................... 5-2 Changing One-Touch and Speed-Dial numbers ........ 5-3 Setting up Groups for Broadcasting ........................... 5-4 Dialing options .................................................................. 5-6 Access codes and credit card numbers...................... 5-6 Pause ......................................................................... 5-6 Tone or Pulse ............................................................. 5-7 Telephone (voice) operations (FAX-1840C and FAX-1940CN only) ............................ 5-8 How to dial.................................................................. 5-8 Making a telephone call.............................................. 5-8 Answering calls with the Speaker Phone (FAX-1940CN only) ................................................ 5-9 Hold (FAX-1840C and FAX-1940CN only) ................. 5-9 5 xiv 6 Remote Fax Options (Not available for color faxes) ......... 6-1 Setting up Fax Forwarding.......................................... 6-1 Programming your pager number............................... 6-2 Setting Fax Storage .................................................... 6-3 Setting PC Fax Receive (MFC-3340CN only) ............ 6-3 Turning off Remote Fax Options................................. 6-4 Setting your Remote Access Code............................. 6-5 Remote Retrieval .............................................................. 6-6 Using your Remote Access Code............................... 6-6 Remote commands..................................................... 6-7 Retrieving fax messages .......................................... 6-10 Changing your Fax Forwarding number ................... 6-10 Message Center (FAX-1940CN only) .................................. 7-1 Message Center mode ..................................................... 7-1 Setting up the Message Center .................................. 7-1 Recording Message Center Outgoing Message......... 7-2 Listening to Outgoing Message (OGM) .................. 7-3 Erasing Outgoing Message (OGM) ........................ 7-3 Activating Message Center mode............................... 7-3 Message indicator....................................................... 7-4 Playing voice messages ............................................. 7-4 Printing a fax message ............................................... 7-5 Erasing incoming messages....................................... 7-5 To erase voice messages individually .................... 7-5 To erase messages all at once............................... 7-6 Setting Maximum Time for incoming messages ......... 7-6 Setting Toll Saver ....................................................... 7-6 ICM Recording Monitor............................................... 7-7 Recording a conversation .......................................... 7-7 Record Fax/Tel Outgoing Announcement (F/T OGM) ... 7-7 Printing reports .................................................................... 8-1 Fax settings and activity ................................................... 8-1 Customizing the Transmission Verification Report ..... 8-1 Setting the Journal Period .......................................... 8-2 Printing reports ........................................................... 8-3 How to print a report ............................................... 8-3 Making copies ...................................................................... 9-1 Using the machine as a copier ......................................... 9-1 Enter Copy mode........................................................ 9-1 Making a single copy .................................................. 9-2 Making multiple copies ............................................... 9-2 7 8 9 xv Stop copying............................................................... 9-2 Using the temporary Copy keys (Temporary settings) ..... 9-3 Increasing copy speed or quality ............................ 9-4 Changing the temporary copy settings ....................... 9-5 Enlarging or reducing the image copied ................. 9-6 Setting paper type .................................................. 9-7 Setting paper size................................................... 9-8 Adjusting brightness ............................................... 9-8 Adjusting contrast ................................................... 9-9 Sorting copies (FAX-1940CN and MFC-3340CN only).............. 9-9 Making N in 1 copies or a poster (Page Layout).... 9-10 Changing the default copy settings ................................ 9-12 Increasing copy speed or quality .............................. 9-12 Adjusting brightness ................................................. 9-12 Adjusting contrast ..................................................... 9-12 Adjusting color saturation ......................................... 9-13 Out of Memory message .......................................... 9-13 Legal limitations.............................................................. 9-14 10 Walk-Up PhotoCapture CenterTM (MFC-3340CN only) ..... 10-1 Introduction ..................................................................... 10-1 PhotoCapture CenterTM requirements.................. 10-2 Getting started ................................................................ 10-3 Printing the Index (Thumbnails)...................................... 10-5 Printing images............................................................... 10-6 DPOF printing........................................................... 10-8 Changing the default settings ................................... 10-9 Increasing print speed or quality .......................... 10-9 Setting the paper & size ....................................... 10-9 Adjusting brightness ........................................... 10-10 Adjusting contrast ............................................... 10-10 Color enhancement (True2Life®)........................ 10-10 Cropping............................................................. 10-12 Borderless .......................................................... 10-12 Understanding the Error Messages........................ 10-13 Using PhotoCapture CenterTM from your PC................. 10-14 Using PhotoCapture CenterTM for scanning documents ................................................................. 10-14 Important information ....................................................... 11-1 Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only.............................. 11-1 xvi 11 Federal Communications Commission (FCC) Declaration of Conformity (USA only)................... 11-3 Important .............................................................. 11-4 Industry Canada Compliance Statement (Canada only) ....................................................... 11-4 For your safety.......................................................... 11-4 LAN connection (FAX-1940CN and MFC-3340CN only) ................ 11-4 International ENERGY STAR® Compliance Statement ... 11-5 Important safety instructions.....................................11-6 Trademarks...............................................................11-8 12 Troubleshooting and routine maintenance ..................... 12-1 Troubleshooting ............................................................. 12-1 Error messages ........................................................12-1 Document Jam.......................................................... 12-5 Document is jammed inside the front of the machine. ..................................................... 12-5 Printer jam or paper jam ........................................... 12-6 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 ...........12-9 Compatibility ........................................................... 12-14 How to improve print quality ......................................... 12-15 Cleaning the print head........................................... 12-15 Checking the print quality ....................................... 12-16 Checking the printing alignment ............................. 12-18 Checking the ink volume...............................................12-19 Packing and shipping the machine ......................... 12-20 Routine maintenance.................................................... 12-23 Cleaning the Scanner ......................................... 12-23 Cleaning the machine Printer Platen ...................... 12-24 Replacing the ink cartridges ...................................12-25 Appendix A .......................................................................... A-1 Setting up telephone services.......................................... A-1 Distinctive Ring .......................................................... A-1 What does your telephone company's `Distinctive Ring' do? ......................................... A-1 What does Brother's `Distinctive Ring' do?............ A-2 Do you have Voice Mail?....................................... A-2 Before you choose the ring pattern to register ...... A-3 Registering the Distinctive Ring pattern..................... A-4 Turning off the Distinctive Ring.............................. A-4 A xvii Caller ID............................................................................A-5 Viewing Caller ID List .................................................A-6 Printing Caller ID List..................................................A-6 Advanced receiving operations ........................................A-7 Operation from extension telephones.........................A-7 Fax/Tel mode when power key is On .........................A-8 Fax/Tel mode when power key is Off .........................A-8 Using a cordless external handset .............................A-9 Changing the remote codes .......................................A-9 Connecting an external device to your machine.............A-10 Connecting an external telephone............................A-10 Connecting an external telephone answering device (TAD) ........................................................A-11 Sequence .............................................................A-11 Connections .........................................................A-12 Recording outgoing message (OGM) on an external TAD ...............................................A-13 Special line considerations .......................................A-14 Roll over phone lines............................................A-14 Two-line phone system ........................................A-14 Converting telephone wall outlets ........................A-15 Installing machine, external two-line TAD and two-line telephone ............................................A-16 Multi-line connections (PBX) ....................................A-17 If you are installing the machine to work with a PBX........................................................A-17 Custom features on your phone line.........................A-17 B Appendix B .......................................................................... B-1 On-screen programming...................................................B-1 Menu table..................................................................B-1 Memory storage..........................................................B-1 Navigation keys ................................................................B-2 Entering Text ............................................................B-12 Inserting spaces ...................................................B-12 Making corrections ...............................................B-12 Repeating letters ..................................................B-12 Special characters and symbols...........................B-13 Glossary .............................................................................. G-1 G xviii S Specifications ...................................................................... S-1 Product description .......................................................... S-1 General ............................................................................ S-1 Print media....................................................................... S-3 Copy ................................................................................ S-3 PhotoCapture CenterTM (MFC-3340CN only) ................... S-4 Fax................................................................................... S-5 Scanner (MFC-3240C and MFC-3340CN only)............... S-6 Printer .............................................................................. S-7 Interfaces ........................................................................ S-8 Computer requirements ................................................... S-8 Consumable items ........................................................... S-9 Network (LAN) (FAX-1940CN and MFC-3340CN only) ...................... S-10 Optional External Wireless Print/Scan Server (NC-2200w) (MFC-3240C and MFC-3340CN only).... S-11 Index ....................................................................................... I-1 Remote Retrieval Access card (FAX-1940CN only) ......... R-1 Remote Retrieval Access card (FAX-1840C, MFC-3240C and MFC-3340CN only) ............ R-3 13 14 15 xix 1 Introduction Using this Guide Thank you for buying a Brother fax machine or Multi-Function Center (MFC). Your machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your machine by reading through this Guide. 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 will 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-3240C 1 2 3 456 7 8 9 12 11 10 MFC-3340CN 1 2 3 456 7 8 9 14 12 11 10 1 - 2 INTRODUCTION FAX-1840C 1 2 3 456 7 8 9 12 11 10 FAX-1940CN 1 2 3 456 7 8 9 13 12 11 10 INTRODUCTION 1 - 3 1 One-Touch keys These keys give you instant access to previously stored Quick-Dial numbers. Shift To access a One-Touch number in a black square on the control panel, hold down this key as you press the One-Touch key. Hook (MFC-3240C and MFC-3340CN only) Press before dialing if you want to make sure a fax machine will answer, and then press Black Start or Color Start. Speaker Phone (FAX-1940CN only) Lets you speak to another party without lifting the handset. --OR-- Press before dialing if you want to make sure a fax machine answers, and then press Black Start or Color Start. Redial/Pause Redials the last number you called. It also inserts a pause in quick-dial numbers. Fax Resolution Adjusts the resolution when you send a fax. Microphone (FAX-1940CN only) Picks up your voice when you speak to another party using Speaker Phone. 2 Ink (MFC-3240C and MFC-3340CN only) Lets you clean the print head, check the print quality, and check the available ink volume. Ink/Reports (FAX-1840C and FAX-1940CN only) Lets you clean the print head, check the print quality, and check the available ink volume. --OR-- Lets you access the Reports menu if pressed while holding it down with the shift key. 3 Copy keys Options You can quickly and easily select temporary settings for copying. Quality Use this key for temporary copy settings. 5 Mode keys: Fax Lets you access Fax mode. Scan (MFC-3240C and MFC-3340CN only) Lets you access Scan mode. Copy Lets you access Copy mode. 4 Fax and telephone keys Hook/Hold (FAX-1840C only) Press before dialing if you want to make sure a fax machine will answer, and then press Black Start or Color Start. --OR-- Lets you place telephone calls on hold. 6 Liquid Crystal Display (LCD) Displays messages on the screen to help you set up and use your machine. 1 - 4 INTRODUCTION 7 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 dialing mode during a telephone call from Pulse to Tone. 0 Color Start Lets you start sending faxes or making copies in full color. Also for MFC-3240C and MFC-3340CN, lets you start a scanning operation (in color or mono, depending on the scanning setting on your PC). 8 Navigation keys: Menu/Set The same key is used for Menu and Set operations. Lets you access the Menu to program and store your settings in the machine. You can press these keys to adjust the volume. Search/Speed Dial A Black Start Lets you start sending faxes or making copies in black and white. Also for MFC-3240C and MFC-3340CN, lets you start a scanning operation (in color or mono, depending on the scanning setting on your PC). B Stop/Exit Stops an operation or exits from the menu. Lets you look up numbers that are stored in the dialing memory. It also lets you dial stored numbers by pressing # and a two-digit number. C Message Center keys (FAX-1940CN only) MC On/Off Lets you activate the Message Center and will blink if you have new messages. Play/Record Lets you listen to voice messages stored in memory. Also, lets you record telephone calls. Erase Lets you delete voice messages, all fax messages or all messages. Press to scroll backward to a menu selection. or Press to scroll through the menus and options. Hold (FAX-1940CN only) Lets you place telephone calls on hold. 9 On/Off You can turn the machine on or off. Also, you can set the On/Off Setting so the machine can still receive faxes when it is turned off. D PhotoCapture (MFC-3340CN only) Lets you access the PhotoCapture CenterTM mode. INTRODUCTION 1 - 5 Turning the machine on and off When the machine is idle, you can turn it on and off by pressing the On/Off key. In Off mode, no machine operations will be available. Even if you turned the machine off, it will periodically clean the print head to preserve print quality. Turning the machine off Press and hold down the On/Off key until the LCD shows: The LCD light will go off. Shutting Down Turning the machine on Press and hold down the On/Off key Please Wait until the LCD shows: The LCD will show the date and time (Fax mode). Even in Off mode, you can receive fax and telephone calls by customizing the On/Off key as explained below. If you have connected an external telephone or TAD, it is always available. On/Off Setting You can customize the machine's On/Off key. The default setting is Fax Receive:Off. Your machine will not work when it is switched Off, but it will purge the ink head periodically. If you turn this setting to Fax Receive:On, you can receive faxes or calls even when the machine is switched Off. 1 2 3 4 Press Menu/Set, 1, 6. Press or to select On (or Off). Press Menu/Set. Press Stop/Exit. 6.On/Off Setting 1 - 6 INTRODUCTION On/Off Setting Fax Receive:Off (default) Fax Receive:On Receive Mode -- Fax Only External TAD (Except FAX-1940CN) Available Operations No machine operations will be available. Fax Receive (automatically), Easy Receive, Delayed Fax*1, Remote Fax Options*1, Remote Retrieval*1 (FAX-1840C and FAX-1940CN only) You can receive telephone calls by lifting the handset. Fax Receive (automatically), Recording of incoming messages, Fax Detect, Delayed Fax*1, Remote Fax Options*1, Remote Retrieval*1 You can receive telephone calls by lifting the handset. Delayed Fax*1, Easy Receive (FAX-1840C and FAX-1940CN only) You can receive telephone calls by lifting the handset. MC:Msg. Ctr. (FAX-1940CN only) Manual Fax/Tel*2 *1 Should be set before you switch off the machine. *2 (MFC-3240C and MFC-3340CN only) You can not receive a fax automatically even if you have set the receive mode to Fax/Tel. The external telephone is always available. INTRODUCTION 1 - 7 Load documents You can send a fax, make copies, and scan from the ADF (automatic document feeder). Using the automatic document feeder (ADF) The ADF can hold up to 20 pages and feeds each sheet individually. Use standard 20 lb (80 g/m2) paper and always fan the pages before putting them in the ADF. Recommended environment Temperature: Humidity: Paper: 68° - 86° F (20° - 30° C) 50% - 70% 20 lb LTR (80 g/m2 A4) DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, pasted or taped. DO NOT use cardboard, newspaper or fabric. Make sure documents written with ink are completely dry. Documents to be faxed must be from 3.5 to 8.5 inches (8.9 to 21.6 cm) wide and 5 to 14 inches (12.7 to 35.6 cm) long. 1 - 8 INTRODUCTION 1 2 Fan the pages well. Open the document support (1) and the document tray (2), then pull out the extension (3). 3 4 Put the documents face down, top edge first in the ADF until you feel them touch the feed roller (4). Adjust the paper guides to fit the width of your documents (5). Documents are Face Down in the ADF. Paper Guides DO NOT pull on the document while it is feeding. INTRODUCTION 1 - 9 About paper The print quality can be affected by the type 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 of the printer driver or in the Paper Type setting of the menu (Menu/Set, 1, 2). When you print on Brother glossy paper, load the instruction sheet included with the glossy paper in the paper tray first, and then place the glossy paper on the instruction sheet. When you use transparencies or glossy paper, remove each sheet immediately to prevent smudging or paper jams. Avoid touching the printed surface of the paper immediately after printing; the surface may not be completely dry and may stain your fingers. Recommended Paper To get the best print quality, we suggest using Brother paper. (See table below.) We recommend using "3M Transparency Film" when you print on transparencies. Brother Paper Paper Type Letter Plain Letter Glossy Letter Inkjet (Photo Matte) BP60PL BP60GLL BP60ML Item 1 - 10 INTRODUCTION 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 down. 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. Do not use paper: that are damaged, curled, wrinkled, or irregularly shaped 0.08 in. or longer 0.08 in. 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 INTRODUCTION 1 - 11 Paper type and size for each operation Usage Fax Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Copy PhotoCapture (MFC-3340CN only) Printer Paper Type Paper Size Cut Paper Letter 8 1/2" x 11" (216 x 279 mm) A4 8.3" x 11.7" (210 x 297 mm) 1 - 12 INTRODUCTION Legal 8 1/2" x 14" (216 x 356 mm) Executive 7 1/4" x 10 1/2" (184 x 267 mm) JIS B5 7.2" x 10.1" (182 x 257 mm) A5 5.8" x 8.3" (148 x 210 mm) A6 4.1" x 5.8" (105 x 148 mm) Cards Photo 4" x 6" (102 x 152 mm) Photo L 3 1/2" x 5" (89 x 127 mm) Photo 2L 5" x 7" (127 x 178 mm) Index Card 5" x 8" (127 x 203 mm) Post Card 1 3.9" x 5.8" (100 x 148 mm) Post Card 2 (Double) 5.8" x 7.9" (148 x 200 mm) Envelopes C5 Envelope 6.4" x 9" (162 x 229 mm) DL Envelope 4.3" x 8.7" (110 x 220 mm) COM-10 4 1/8" x 9 1/2" (105 x 241 mm) Monarch 3 7/8" x 7 1/2" (98 x 191 mm) JE4 Envelope 4.1" x 9.3" (105 x 235 mm) Transparencies Letter 8 1/2" x 11" (216 x 279 mm) A4 8.3" x 11.7" (210 x 297 mm) Paper weight, thickness and capacity Paper Type Cut Paper Plain Paper Inkjet Paper Glossy Paper Cards Photo Card Index Card Post Card Envelopes Transparencies Weight 17 to 32 lb (64 to 120 g/m2) 17 to 53 lb (64 to 200 g/m2) Up to 58 lb (Up to 220 g/m2) Up to 64 lb (Up to 240 g/m2) Up to 32 lb (Up to 120 g/m2) Up to 53 lb (Up to 200 g/m2) 20 to 25 lb (75 to 95 g/m2) - Thickness 0.003" to 0.006" (0.08 to 0.15 mm) 0.003" to 0.01" (0.08 to 0.25 mm) Up to 0.01" (Up to 0.25 mm) Up to 0.01" (Up to 0.28 mm) Up to 0.006" (Up to 0.15 mm) Up to 0.01" (Up to 0.23 mm) Up to 0.02" (Up to 0.52 mm) - No. of sheets 100* 20 20 20 30 30 10 10 * Up to 50 sheets for Legal size paper (20 lb). * Up to 100 sheets of 20 lb. Paper capacity of the output paper tray Output Paper Tray Up to 50 sheets of 20 lb (Letter) Transparencies or glossy paper must be picked up from the output paper tray one page at a time to avoid smudging. Legal paper cannot be stacked on the output paper tray. INTRODUCTION 1 - 13 Printable area The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. Cut Sheet Paper Envelopes 3 1 4 1 3 4 2 unprintable area 2 3Left 0.12 in. (0 in.)*1 0.12 in. 4Right 0.12 in. (0 in.)*1 0.12 in. 1Top Cut Sheet Envelopes , 2Bottom 0.12 in. (0 in.)*1 0.94 in. 0.12 in. (0 in.)*1 0.47 in. *1 When you set the Borderless feature to On. 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. 1 - 14 INTRODUCTION How to load paper, envelopes and post cards To load paper or other media 1 Pull the paper tray completely out of the machine and remove the output paper tray. 2 Press and slide the paper side guide to fit the paper width. Paper Side Guide 3 Pull out the paper support and unfold the paper support flap. Paper Support Paper Support Flap Use the paper support flap for Letter, Legal and A4. INTRODUCTION 1 - 15 4 Fan the stack of paper well to avoid paper jams and mis-feeds. 5 Gently insert the paper into the paper tray print side down and the leading edge (top of the paper) in first. Check that the paper is flat in the tray and below the maximum paper mark. Maximum Paper Mark Make sure the paper side guides touch the sides of the paper. Be careful that you do not push the paper in too far; it may lift at the back of the tray and cause feed problems. 6 Put the output paper tray back on and push the paper tray firmly back into the machine. 1 - 16 INTRODUCTION To load envelopes Use envelopes that weigh from 75-95 g/m2. Some envelopes require margin settings in the application. Make sure you do a test print first. To prevent possible damage to the feeding mechanism, do not use the types of envelopes shown below. 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 Rounded flap Double flap Triangular flap Glue How 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. INTRODUCTION 1 - 17 2 Insert the envelopes into the paper tray with the address side down and the leading edge (top of the envelopes) in first. Slide the paper side guide to fit the width of the envelopes. If you have problems when printing on envelopes, try the following suggestions: 1 Open the envelope flap. 2 Make sure the open flap is either to the side of the envelope or to the back edge of the envelope when printing. 3 Adjust the size and margin in your application. To load post cards 1 Raise the paper stop and insert the post cards into the paper tray. Slide the paper side guide to fit the width of the post cards. 1 - 18 INTRODUCTION About fax machines Custom features Do you have Voice Mail on the phone line? If you have Voice Mail on the phone line where you will install your new machine, there is a strong possibility that Voice Mail and the machine may conflict with each other while receiving incoming calls. Why should there be problems? Since both the machine and Voice Mail will pick up the call, after the number of rings you have set, each of them has the ability to keep the other from receiving calls. For example, if Voice Mail is set to answer after two rings and your machine is set to answer after four, Voice Mail will stop your machine from receiving faxes. If you set Voice Mail and the Brother machine to answer after the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the machine 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, is to get a second phone number on your present phone line. Many people with Voice Mail choose an alternative service, which is called "Distinctive Ring", and they are very satisfied with it. (See Distinctive Ring on page A-1.) Another way to avoid possible problems is to replace Voice Mail with an answering machine. Your Brother machine is designed to work with an answering machine or TAD (telephone answering device). (See Connecting an external telephone answering device (TAD) on page A-11.) INTRODUCTION 1 - 19 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 Black Start or Color Start and they will continue for about 60 seconds after dialing. 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 will 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 dialed. 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. 1 - 20 INTRODUCTION 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. INTRODUCTION 1 - 21 2 Getting started Initial Setup Setting the Date and Time When the machine is not in use it will display the date and time. If you set up the Station ID the date and time displayed by your machine will be printed on every fax you send. If there is a power failure, you may have to reset the date and time. No other settings will be affected. 1 2 3 4 5 6 Press Menu/Set, 0, 2. 2.Date/Time Enter the last two digits of the year. Press Menu/Set. Enter two digits for the month. Press Menu/Set. (For example, enter 09 for September, or 10 for October.) Enter two digits for the day. Press Menu/Set. (For example, enter 06 for 6th.) Enter the time in 24-Hour format. Press Menu/Set. (For example, enter 15:25 for 3:25 P.M.) Press Stop/Exit. The LCD now shows the date and time whenever the machine is in Fax mode. Setting Tone and Pulse dialing mode 1 2 3 Press Menu/Set, 0, 4. Press or to select Pulse (or Tone). Press Menu/Set. Press Stop/Exit. 4.Tone/Pulse 2 - 1 GETTING STARTED Setting the Station ID You should store your name or company name and fax number so they print on all fax pages you send. 1 2 Press Menu/Set, 0, 3. Enter your fax number (up to 20 digits). Press Menu/Set. 3.Station ID You cannot enter a hyphen. To enter a space press between numbers. once 3 4 Use the dial pad to enter your name (up to 20 characters). (See Entering Text on page B-12.) Press Menu/Set. Press Stop/Exit. If the Station ID has already been programmed, the LCD will ask you to press 1 to make a change or 2 to exit without changing. NOTICE (For USA) The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machine unless such messages clearly contain, in a margin at the top or bottom of each transmitted page, or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machines or such business, other entity or individual. To program this information into your machine, see Setting the Date and Time on page 2-1 and Setting the Station ID on page 2-2. GETTING STARTED 2 - 2 General Setup Setting the Mode Timer (MFC-3240C and MFC-3340CN only) The machine has four temporary mode keys on the control panel: PhotoCapture (MFC-3340CN only), Fax, Scan and Copy. You can change the number of seconds or minutes the machine takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode. If you select Off, the machine stays in the mode you used last. 1 2 3 Press Menu/Set, 1, 1. 1.Mode Timer Press or to select 0 Sec, 30 Secs, 1 Min, 2 Mins, 5 Mins or Off. Press Menu/Set. Press Stop/Exit. Setting the Mode Timer (FAX-1840C and FAX-1940CN only) The machine has two temporary mode keys on the control panel: Fax and Copy. You can change the number of seconds or minutes the machine takes after the last Copy operation before it returns to Fax mode. If you select Off, the machine stays in the mode you used last. 1 2 3 4 Press Menu/Set, 1, 1. 1.Mode Timer Press or to select 0 Sec, 30 Secs, 1 Min, 2 Mins, 5 Mins or Off. Press Menu/Set. Press Stop/Exit. 2 - 3 GETTING STARTED Setting the Paper Type To get the best print quality, set the machine for the type of paper you are using. 1 2 3 Press Menu/Set, 1, 2. 2.Paper Type Press or to select Plain, Inkjet, Glossy or Transprncy. Press Menu/Set. Press Stop/Exit. The machine ejects paper with printed surfaces face up onto the paper tray in the front of the machine. When you use transparencies or glossy paper, remove each sheet immediately to prevent smudging or paper jams. Setting the Paper Size You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 4" x 6" and three sizes for printing faxes: Letter, Legal and A4. When you change the type of paper you load in the machine, you will need to change the setting for Paper Size at the same time so your machine can fit an incoming fax on the page. 1 2 3 Press Menu/Set, 1, 3. Press or to select Letter, Legal, A4, A5 or 4"x6". Press Menu/Set. Press Stop/Exit. 3.Paper Size GETTING STARTED 2 - 4 Setting the Ring Volume You can turn the ring Ring Volume:Off or you can select the ring volume level. Press Menu/Set, 1, 4, 1. 1.Ring Press or to select Low, Med, High or Off. Press Menu/Set. 3 Press Stop/Exit. --OR-- You can adjust the ring volume when your machine is idle (not being used). In Fax mode , press or to adjust the volume level. Every time you press these keys, the machine will ring so you can hear the active setting as the LCD shows it. The volume changes with each key press. The new setting will stay until you change it again. 1 2 Setting the Beeper Volume You can change the beeper volume. The default (factory) setting is Beeper:Low. When the beeper is on, the machine will beep when you press a key, make a mistake or after you send or receive a fax. 1 2 3 Press Menu/Set, 1, 4, 2. Press or to select your option. (Low, Med, High or Off) Press Menu/Set. Press Stop/Exit. 2.Beeper 2 - 5 GETTING STARTED Setting the Speaker Volume You can adjust the speaker volume. 1 2 3 Press Menu/Set, 1, 4, 3. 3.Speaker Press or to select Low, Med, High or Off. Press Menu/Set. Press Stop/Exit. --OR-- Press Hook, and then adjust the speaker volume by pressing or . The LCD shows the setting you are choosing. Each key press changes the volume to the next setting. The new setting will remain until you change it again. FAX-1940CN only When (Fax) is illuminated you can also change the speaker volume in the following ways: Press Speaker Phone, and then adjust the speaker volume by pressing or . The LCD shows the setting you are choosing. Each key press changes the volume to the next setting. The new setting will remain until you change it again. --OR-- You can adjust the speaker volume while you are listening to your OGM (Outgoing Message) and ICMs (Incoming Messages) by pressing or . If you turn Incoming Recording Monitor to OFF (Menu/Set, 2, 7, 3) the Speaker for screening calls will be disabled and you won't hear callers leaving messages. The volume for other operations can still be controlled using or . GETTING STARTED 2 - 6 Setting the Handset Volume (FAX-1840C and FAX-1940CN only) 1 2 3 Press Menu/Set, 1, 4, 4. 4.Handset Press to select High or Low. Press Menu/Set. Press Stop/Exit. --OR-- You can adjust the handset volume any time you are talking on the telephone. There are two handset volume levels, Low and High. The default setting is Low. Press or to adjust the volume level. The LCD shows the setting you are choosing. The new setting will remain until you change it again. 2 - 7 GETTING STARTED Choosing the Handset Volume (For Volume Amplify) (FAX-1840C and FAX-1940CN only)