User manual BROTHER FAX-2440C

USER'S GUIDE FAX-2440C MFC-620CN If you need to call Customer Service Please complete the following information for future reference: Model Number: FAX-2440C and MFC-620CN (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, you will be recorded as the original owner of the product. ©1996-2004 Brother Industries, Ltd. 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, make sure you have unplugged the telephone line cord first and then the power cord from the electrical 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 hands on the edge of the machine under the scanner cover. To prevent injuries, be careful not to touch the area shaded in the illustration. When moving the machine you must lift it from the base, by placing a hand at each side of the unit as shown in the illustration. Do not carry the machine by holding the scanner cover. Most of the illustrations in this User's Guide show the FAX-2440C. iii WARNING Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall 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 an electrical socket that is easily accessible. In case of emergencies, you must disconnect the power cord from the electrical 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 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. 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 telephone socket and a standard, grounded electrical socket. 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 1 If it is not illuminated in green, press (Fax). 2 Load your document. 3 Enter the fax number using One-Touch (FAX-2440C only), Speed-Dial, Search or the dial pad. 4 Press Mono Start or Storing Speed-Dial numbers 1 For MFC-620CN, press Menu/Set, 2, 3, 1. For FAX-2440C, press Menu/Set, 2, 3, 2. 2 3 4 Colour Start. Storing numbers Storing One-Touch Dial numbers (FAX-2440C only) 1 Press Menu/Set, 2, 3, 1. 2 Press the One-Touch key where you want to store the number. To access One-Touch numbers 4 to 6, hold down Shift as you press the One-Touch key. Using the dial pad, enter a two-digit Speed-Dial location number, and then press Menu/Set. 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 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. vi Dialling operations One-Touch dialling (FAX-2440C)/Speed-Dialling 1 If it is not illuminated in green, press (Fax). 2 Load your document. 3 (FAX-2440C only) Press the One-Touch key of the number you want to call. To dial One-Touch numbers 4 to 6, 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 Mono Start or Making copies 1 2 3 Press (Copy) to illuminate it in green. Load your document. Press Mono Start or Colour Start. 4 1 2 3 4 5 Colour 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 Mono Start or 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 Power Save Setting .................................................... 1-6 Load documents ............................................................... 1-7 Using the automatic document feeder (ADF) ............. 1-7 Using the scanner glass ............................................. 1-9 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 BT's Call Minder 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 or Pulse dialling mode (Except for the Nordic Countries) ........................... 2-1 Setting the Station ID.................................................. 2-2 Setting the Phone Line Type ...................................... 2-3 PABX and TRANSFER .......................................... 2-3 General Setup .................................................................. 2-5 Setting the Mode Timer (MFC-620CN only) ............... 2-5 Setting the Mode Timer (FAX-2440C only) ................ 2-5 Setting the Paper Type............................................... 2-6 viii 2 Setting the Paper Size ................................................ 2-6 Setting the Ring Volume ............................................. 2-7 Setting the Beeper Volume......................................... 2-7 Setting the Speaker Volume ....................................... 2-8 Turning on Automatic Daylight Savings Time............. 2-9 Setting the LCD Contrast............................................ 2-9 3 Setup Send ........................................................................... 3-1 How to enter Fax mode .................................................... 3-1 How to dial ........................................................................ 3-1 Manual dialling............................................................ 3-1 One-Touch dialling (FAX-2440C only)........................ 3-2 Speed-Dialling ............................................................ 3-2 Search ........................................................................ 3-3 Fax Redial................................................................... 3-3 How to Fax (B&W and Colour) ......................................... 3-4 Colour fax transmission .............................................. 3-4 Faxing from the ADF................................................... 3-4 Faxing from the scanner glass.................................... 3-5 Automatic transmission............................................... 3-6 Manual transmission................................................... 3-6 Sending a fax at the end of a conversation ................ 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 colour faxes) .............. 3-9 Real Time Transmission ........................................... 3-10 Checking job status .................................................. 3-11 Cancelling a fax in progress .....................................3-11 Cancelling a scheduled job....................................... 3-11 Advanced sending operations ........................................ 3-12 Broadcasting (Not available for colour faxes) ...........3-12 Overseas Mode ........................................................3-13 Delayed Fax (Not available for colour faxes)............ 3-14 Delayed Batch Transmission (Not available for colour faxes)............................. 3-15 Setup for Polled Transmit (Standard) (Not available for colour faxes)............................. 3-15 Setup for Polled Transmit with Secure Code (Not available for colour faxes)............................. 3-16 Memory Security....................................................... 3-17 Setting up the password ....................................... 3-18 Changing the Memory Security password............ 3-18 ix Turning Memory Security on ................................ 3-18 Turning Memory Security off ................................ 3-19 Faxing letter size documents from the scanner glass ..................................................................... 3-19 4 Setup Receive ...................................................................... 4-1 Basic receiving operations................................................ 4-1 Choosing the Receive Mode ...................................... 4-1 To select or change your Receive Mode ................ 4-2 Setting the Ring Delay................................................ 4-3 Setting Toll Saver (TAD mode)................................... 4-4 Setting the F/T Ring Time (Fax/Tel mode only).......... 4-5 Setting the Fax/Tel Announcement ............................ 4-5 Fax Detect (MFC-620CN only) ................................... 4-6 Fax Detect (FAX-2440C only) .................................... 4-7 Printing a reduced incoming fax (Auto Reduction) ..... 4-8 Receiving a fax at the end of a conversation.............. 4-8 Printing a fax from the memory .................................. 4-9 Reception into memory (Not available for colour fax reception)................... 4-9 Polling....................................................................... 4-10 Secure Polling ...................................................... 4-10 Setup for Polling Receive (Standard) ................... 4-10 Setup for Polling Receive with Secure Code........ 4-11 Setup Delayed Polling Receive ............................ 4-11 Sequential Polling................................................. 4-12 Quick-Dial numbers and dialling options .......................... 5-1 Storing numbers for easy dialling ..................................... 5-1 Storing One-Touch Dial numbers (FAX-2440C only)... 5-1 Storing Speed-Dial numbers ...................................... 5-2 Changing One-Touch (FAX-2440C only) and Speed-Dial numbers............................................... 5-3 Setting up Groups for Broadcasting (FAX-2440C only)................................................... 5-4 Setting up Groups for Broadcasting (MFC-620CN only) ................................................. 5-5 Dialling options ................................................................. 5-7 Access codes and credit card numbers (MFC-620CN only) ................................................. 5-7 Access codes and credit card numbers (FAX-2440C only)................................................... 5-8 Pause ......................................................................... 5-9 Tone or Pulse ............................................................. 5-9 x 5 Telephone (voice) operation (FAX-2440C only) ............. 5-10 How to dial ................................................................ 5-10 Making a telephone call ............................................5-10 Answering calls with the Speaker Phone..................5-11 Mute.......................................................................... 5-11 Telephone (voice) operation (MFC-620CN only)............ 5-12 How to dial ................................................................ 5-12 Making a telephone call ............................................5-12 Answering calls with the Speaker Phone..................5-12 Mute.......................................................................... 5-12 6 Remote Fax Options (Not available for colour faxes) ...... 6-1 Setting up Fax Forwarding.......................................... 6-1 Setting Fax Storage .................................................... 6-2 Setting PC Fax Receive (MFC-620CN only) .............. 6-2 Turning off Remote Fax Options................................. 6-3 Setting your Remote Access Code............................. 6-4 Remote Retrieval .............................................................. 6-5 Using your Remote Access Code............................... 6-5 Remote commands..................................................... 6-6 Retrieving fax messages ............................................ 6-8 Changing your Fax Forwarding number ..................... 6-8 TAD (Telephone Answering Device) .................................. 7-1 TAD mode......................................................................... 7-1 Setting up the TAD ..................................................... 7-1 Recording TAD Outgoing Message (FAX-2440C only)................................................... 7-2 Recording TAD Outgoing Message (MFC-620CN only) ................................................. 7-3 Listening to Outgoing Message (OGM) .................. 7-3 Erasing Outgoing Message (OGM) ........................ 7-4 Activating TAD mode .................................................. 7-4 Message indicator....................................................... 7-4 Playing voice messages ............................................. 7-5 Printing a fax message ............................................... 7-5 Erasing incoming messages....................................... 7-6 To erase voice messages individually .................... 7-6 To erase messages all at once............................... 7-6 Setting Maximum Time for incoming messages ......... 7-7 Setting Toll Saver ....................................................... 7-7 ICM Recording Monitor............................................... 7-7 Recording a conversation (FAX-2440C only) ............. 7-8 Record Fax/Tel Outgoing Announcement (F/T OGM)... 7-8 7 xi 8 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 Stop copying............................................................... 9-2 Using the Copy Options key (Temporary settings)........... 9-3 Changing the temporary copy settings ....................... 9-4 Increasing copy speed or quality ............................ 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 using the ADF ................................. 9-9 Making N in 1 copies or a poster (Page Layout).... 9-10 Changing the default copy settings ................................ 9-13 Increasing copy speed or quality .............................. 9-13 Adjusting brightness ................................................. 9-13 Adjusting contrast ..................................................... 9-13 Adjusting colour saturation ....................................... 9-14 Legal limitations.............................................................. 9-15 Walk-Up PhotoCapture CenterTM (MFC-620CN 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 ............................................. 10-9 Adjusting contrast ............................................... 10-10 Colour enhancement .......................................... 10-10 Cropping............................................................. 10-12 xii 9 10 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 11 Important information ........................................................11-1 For your safety.......................................................... 11-1 IT power system (For Norway only).......................... 11-1 LAN connection (MFC-620CN only) .........................11-1 International ENERGY STAR® Compliance Statement ... 11-1 Important safety instructions.....................................11-2 Trademarks...............................................................11-4 Troubleshooting and routine maintenance ..................... 12-1 Troubleshooting .............................................................. 12-1 Error messages ........................................................12-1 Document jams......................................................... 12-5 Document is jammed in the top of the ADF unit.....12-5 Document is jammed inside the ADF unit. ...........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 How to change LCD language................................ 12-14 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 Telephone services.......................................................... A-1 BT Call Sign (For U.K. Only)...................................... A-1 To enable the machine to work with BT Call Sign (Only with your external phone)......................... A-1 Advanced receiving operations........................................ A-2 Operation from extension telephones........................ A-2 Fax/Tel mode in the power save condition ................ A-3 12 A xiii For Fax/Tel mode only................................................A-3 Using a cordless external handset .............................A-4 Changing the remote codes .......................................A-4 Connecting an external device to your machine...............A-5 Connecting an external telephone..............................A-5 Connecting an external telephone answering device (TAD) ..........................................................A-6 Sequence ...............................................................A-6 Connections ...........................................................A-7 Recording outgoing message (OGM) on an external TAD .................................................A-8 Using extension telephones (For U.K. only)...........A-9 Multi-line connections (PBX) ....................................A-11 If you are installing the machine to work with a PBX........................................................A-11 Custom features on your phone line.........................A-11 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 Specifications ......................................................................S-1 Product description ...........................................................S-1 General.............................................................................S-1 Print media .......................................................................S-2 Copy .................................................................................S-3 PhotoCapture CenterTM (MFC-620CN only) ......................S-4 Fax....................................................................................S-5 Scanner (MFC-620CN only) .............................................S-6 Printer ...............................................................................S-7 Interfaces..........................................................................S-8 Computer requirements ....................................................S-9 Consumable items..........................................................S-10 Network (LAN) (MFC-620CN only) .................................S-11 xiv G S Optional External Wireless Print/Scan Server (NC-2200w) (MFC-620CN only) ................................. S-12 13 14 Index ....................................................................................... I-1 Remote Retrieval Access card .......................................... R-1 xv 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 FAX-2440C MFC-620CN 1 - 2 INTRODUCTION 1 TAD keys On/Off Lets you activate the TAD (Telephone Answering Device) and will blink if you have new messages. Play/Record (FAX-2440C only) Lets you listen to voice messages stored in memory. Also, lets you record telephone calls. Play (MFC-620CN only) Lets you listen to voice messages stored in memory. Erase Lets you delete voice messages, all fax messages or all messages. 3 Ink Management Lets you clean the print head, check the print quality, and check the available ink volume. 4 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. 5 Mode keys: PhotoCapture (MFC-620CN only) Lets you access the PhotoCapture CenterTM mode. Copy Lets you access Copy mode. Fax Lets you access Fax mode. Scan (MFC-620CN only) Lets you access Scan mode. 2 Telephone keys Microphone Picks up your voice when you speak to another party using Speaker Phone. Speaker Phone Lets you speak to another party by using the machines microphone and monitor. Redial/Pause Redials the last number you called. It also inserts a pause in quick dial numbers. Mute/R Lets you place calls on hold. Also, use this 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. 6 Copy Options You can quickly and easily select temporary settings for copying. 7 Fax Resolution Adjusts the resolution when you send a fax. INTRODUCTION 1 - 3 8 Mono Start Lets you start sending faxes or make copies in black and white. Also for MFC-620CN, lets you start a scanning operation (in colour or mono, depending on the scanning setting on your PC). Colour Start Lets you start sending faxes or make copies in full colour. Also for MFC-620CN, lets you start a scanning operation (in colour or mono, depending on the scanning setting on your PC). Stop/Exit Stops an operation or exits from the menu. You can turn the machine to power save condition. 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. 9 Press to scroll backward to a menu selection. or Press to scroll through the menus and options. C Liquid Crystal Display (LCD) Displays messages on the screen to help you set up and use your machine. The LCD examples in this User's Guide are for models with a two-line display. There may be slight differences between the examples and models that have a one-line display. 0 A Power Save B 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. D One-Touch keys (FAX-2440C only) These keys give you instant access to previously stored Quick-Dial numbers. E Shift (FAX-2440C only) To access One-Touch numbers 4 to 6, hold down Shift as you press One-Touch key. 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 as normal. For farther information on receiving faxes in the power save condition, please see the table on page 1-6. 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 light will go 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 have 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 1-6.) The external telephone is always available. INTRODUCTION 1 - 5 Power Save Setting You can customize the machine's Power Save key. The default mode is Fax Receive:On, so your machine can receive faxes or calls even when the machine is in Power Save mode. If you do not want your machine to receive faxes or calls, turn this setting to Fax Receive:Off. (See Turning the machine to Power Save condition on page 1-5.) 1 2 3 4 Press Menu/Set, 1, 6. Press or to select Off (or On). Press Menu/Set. Press Stop/Exit. Receive Mode Fax Only On/Off Setting Fax Receive:On (default) Available Operations Fax Receive (automatically), Fax Detect, Delayed Fax*, Remote Fax Options*, Remote Retrieval* FAX-2440C only: You can answer calls by lifting the handset. Fax Receive (automatically), Recording of incoming messages, Fax Detect, Delayed Fax*, Remote Fax Options*, Remote Retrieval* FAX-2440C only: You can answer calls by lifting the handset. Delayed Fax*, Fax Detect: FAX-2440C only: You can answer calls by lifting the handset. No machine operations will be available. TAD:Msg Mgr Manual Fax/Tel Fax Receive:Off -- * Should be set before you switch off the machine. The external telephone is always available. 1 - 6 INTRODUCTION Load documents You can send a fax, make copies, and scan from the ADF (automatic document feeder) or from the scanner glass. Using the automatic document feeder (ADF) The ADF can hold up to 10 pages and feeds each sheet individually. Use standard (80 g/m2) paper and always fan the pages before putting them in the ADF. DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, pasted or taped. DO NOT use cardboard, newspaper or fabric. (To fax, copy or scan this kind of document, see Using the scanner glass on page 1-9.) Make sure documents written with ink are completely dry. Documents to be faxed must be from 14.8 to 21.6 cm wide and 14.8 to 35.6 cm long. INTRODUCTION 1 - 7 1 2 3 Fan the pages well. Make sure you put the documents face down, top edge first in the ADF until you feel them touch the feed roller. Adjust the paper guides to fit the width of your documents. Unfold the ADF Document Output Support Flap. ADF Document Output Support Flap DO NOT pull on the document while it is feeding. To use the ADF, the scanner glass must be empty. 1 - 8 INTRODUCTION Using the scanner glass You can use the scanner glass to fax pages of a book or one page at a time. Documents can be up to letter or A4 size (21.6 to 29.7 cm). To use the scanner glass, the ADF must be empty. 1 Lift the document cover. Place documents face down on the Scanner Glass 2 3 Using the document guidelines on the left, center the document face down on the scanner glass. Close the document cover. If the document is a book or is thick, do not slam the cover or press on it. 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.) If Brother Paper is not available in your country, we recommend testing various papers before purchasing large quantities. We recommend using "3M Transparency Film" when you print on transparencies. Brother Paper Paper Type A4 Plain A4 Glossy A4 Inkjet (Photo Matte) 1 - 10 INTRODUCTION BP60PA BP60GLA BP60MA Item 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 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 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-620CN only) Printer Paper Type Paper Size Cut Paper Letter 216 x 279 mm (8 1/2" x 11") A4 210 x 297 mm (8.3" x 11.7") 1 - 12 INTRODUCTION Legal 216 x 356 mm (8 1/2" x 14") Executive 184 x 267 mm (7 1/4" x 10 1/2") JIS B5 182 x 257 mm (7.2" x 10.1") A5 148 x 210 mm (5.8" x 8.3") A6 105 x 148 mm (4.1" x 5.8") Cards Photo 102 x 152 mm (4" x 6") Photo L 89 x 127 mm (3 1/2" x 5") Photo 2L 127 x 178 mm (5" x 7") Index Card 127 x 203 mm (5" x 8") Post Card 1 100 x 148 mm (3.9" x 5.8") Post Card 2 (Double) 148 x 200 mm (5.8" x 7.9") Envelopes C5 Envelope 162 x 229 mm (6.4" x 9") DL Envelope 110 x 220 mm (4.3" x 8.7") COM-10 105 x 241 mm (4 1/8" x 9 1/2") Monarch 98 x 191 mm (3 7/8" x 7 1/2") JE4 Envelope 105 x 235 mm (4.1" x 9.3") Transparencies Letter 216 x 279 mm (8 1/2" x 11") A4 210 x 297 mm (8.3" x 11.7") 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 64 to 120 (17 to 32 lb) g/m2 Thickness 0.08 to 0.15 mm (0.003" to 0.006") 0.08 to 0.25 mm (0.003" to 0.01") Up to 0.25 mm (Up to 0.01") Up to 0.28 mm (Up to 0.01") Up to 0.15 mm (Up to 0.006") Up to 0.23 mm (Up to 0.01") Up to 0.52 mm (Up to 0.02") - No. of sheets 100* 20 20 20 30 30 10 10 64 to 200 g/m2 (17 to 53 lb) Up to 220 g/m2 (Up to 58 lb) Up to 240 g/m2 (Up to 64 lb) Up to 120 g/m2 (Up to 32 lb) Up to 200 g/m2 (Up to 53 lb) 75 to 95 g/m2 (20 to 25 lb) - * Up to 50 sheets for Legal size paper (80 g/m2). * Up to 100 sheets of 80 g/m2. Paper capacity of the output paper tray Output Paper Tray Up to 25 sheets of 80 g/m2 (A4) 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 1Top Cut Sheet Envelopes 3 mm (0 mm)*1 12 mm 2Bottom 3 mm (0 mm)*1 24 mm 3Left 3 mm (0 mm)*1 3 mm 4Right 3 mm (0 mm)*1 3 mm *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 g/m2 up to 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 BT's Call Minder on the phone line? If you have Call Minder on the phone line where you will install your new machine, there is a strong possibility that Call Minder and the machine may conflict with each other while receiving incoming calls. Why should there be problems? Since both the machine and Call Minder 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 your Call Minder is set to answer after two rings and your machine is set to answer after four, Call Minder will stop your machine from receiving faxes. If you set Call Minder 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 Call Minder 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 Call Minder choose an alternative service, which is called "BT Call Sign", and they are very satisfied with it. (See BT Call Sign (For U.K. Only) on page A-1.) Another way to avoid possible problems is to replace Call Minder 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-6.) 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 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 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 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. 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. 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 or Pulse dialling mode (Except for the Nordic Countries) 1 2 3 Press Menu/Set, 0, 4. Press or to select Pulse (or Tone). Press Menu/Set. Press Stop/Exit. 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. It is important that you enter the fax number in the internationally standardized format, i.e. in accordance with the following strict sequence: The "+" (plus) character (by pressing key) Your Country Code (e.g. "44" for the United Kingdom, "41" for Switzerland) Your local area code minus any leading "0" ("9" in Spain) A space Your number on the local exchange, using spaces to aid readability as appropriate. As an example, if the machine is installed in the United Kingdom and the same line is to be used for both fax and voice calls, and your national telephone number is 0161 444 5555, then you must set the fax and telephone number parts of your station ID as: +44 161 444 5555. 1 2 Press Menu/Set, 0, 3. Enter your fax number (up to 20 digits). Press Menu/Set. You cannot enter a hyphen in the fax number. To enter a space press once between numbers. 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. GETTING STARTED 2 - 2 Setting the Phone Line Type If you are connecting the machine to a line that features a PABX (PBX), ADSL or ISDN to send and receive faxes, it is also necessary to change the Phone Line Type accordingly by completing the following steps. 1 2 3 Press Menu/Set, 0, 5. Press or to select PBX, ADSL, ISDN (or Normal). Press Menu/Set. Press Stop/Exit. PABX and TRANSFER The machine is initially set to be connected with PSTN (Public Switched Telephone Network) lines. However, many offices use a central telephone system or Private Automatic Branch Exchange (PABX). Your machine can be connected to most types of PABX. The machine's recall feature supports timed break recall only (TBR). TBR will work with most PABX systems allowing you to gain access to an outside line, or transfer calls to another extension. The feature works when the Mute/R key is pressed. (For MFC-620CN) You can program a Mute/R keypress as part of a number stored in a Speed-Dial location. When programming the Speed-Dial number (Menu/Set 2-3-1) press Mute/R first (the screen displays "!"), then enter the telephone number. If you do this, you do not need to press Mute/R each time before you dial using a Speed-Dial location. (See Storing numbers for easy dialling on page 5-1.) 2 - 3 GETTING STARTED (For FAX-2440C) You can program a Mute/R keypress as part of a number stored in a One-Touch or Speed-Dial location. When programming the One-Touch or Speed-Dial number (Menu/Set 2-3-1 or 2-3-2) press Mute/R first (the screen displays "!"), then enter the telephone number. If you do this, you do not need to press Mute/R each time before you dial using a One-Touch or Speed-Dial location. (See Storing numbers for easy dialling on page 5-1.) GETTING STARTED 2 - 4 General Setup Setting the Mode Timer (MFC-620CN only) The machine has four temporary mode keys on the control panel: PhotoCapture, Copy, Fax and Scan. You can change the number of seconds or minutes the machine takes after the last Copy, Scan or PhotoCapture operation before it returns to Fax mode. If you select Off, the machine stays in the mode you used last. 1 2 3 Press Menu/Set, 1, 1. 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-2440C 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. Press or to select 0 Sec, 30 Secs, 1 Min, 2 Mins, 5 Mins or Off. Press Menu/Set. Press Stop/Exit. 2 - 5 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. Press or to select Plain, Inkjet, Glossy or Transparency. 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 10 x 15 cm 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 10x15cm. Press Menu/Set. Press Stop/Exit. GETTING STARTED 2 - 6 Setting the Ring Volume You can turn the ring Off or you can select the ring volume level. Press Menu/Set, 1, 4, 1. 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 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 - 7 GETTING STARTED Setting the Speaker Volume You can adjust the speaker volume. Press Menu/Set, 1, 4, 3. Press or to select Low, Med, High or Off. Press Menu/Set. 3 Press Stop/Exit. --OR-- In Fax mode , you can adjust the speaker volume by pressing Speaker Phone, and then selecting a speaker volume level. Press or to adjust the volume level. 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. You can adjust the speaker volume while you are listening to your OGM (Outgoing Message) and ICMs (Incoming Messages). 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 . 1 2 GETTING STARTED 2 - 8 Turning on Automatic Daylight Savings Time You can set the machine to change automatically for Daylight Savings Time. It will reset itself forward one hour in the Spring and backward one hour in the Autumn. Make sure you have set the correct day and time in the Date/Time setting. 1 2 3 Press Menu/Set, 1, 5. Press or to select On (or Off). Press Menu/Set. Press Stop/Exit. Setting the LCD Contrast You can adjust the LCD contrast for a sharper and more vivid display. If you are having difficulty reading the LCD from your position, try changing the contrast setting for improved viewing. 1 2 3 Press Menu/Set, 1, 7. Press or to select Light or Dark. Press Menu/Set. Press Stop/Exit. 2 - 9 GETTING STARTED 3 Setup Send How to enter Fax mode Before sending faxes, make sure green. If not, press setting is Fax. (Fax) is illuminated in (Fax) to enter Fax mode. The default How to dial You can dial in any of the following different ways. Manual dialling Press all of the digits of the phone or fax number. SETUP SEND 3 - 1 One-Touch dialling (FAX-2440C only) Press the One-Touch Key of the location you want to call. (See Storing One-Touch Dial numbers (FAX-2440C only) on page 5-1.) To dial One-Touch numbers 4 to 6, hold down Shift as you press the One-Touch Key. Speed-Dialling Press Search/Speed Dial, #, and then the two digit Speed-Dial number. (See Storing Speed-Dial numbers on page 5-2.) two-digit number If the LCD shows Not Registered when you enter the Speed-Dial number, a number has not been stored for it. 3 - 2 SETUP SEND Search You can search for names you have stored in the One-Touch (FAX-2440C only) and Speed-Dial memories. Press Search/Speed Dial and the navigation keys to search. (See Storing One-Touch Dial numbers (FAX-2440C only) on page 5-1 and Storing Speed-Dial numbers on page 5-2.) To search numerically or To search alphabetically* * To search alphabetically, you can use the dial pad to enter the first letter of the name you are looking for. Fax Redial If you are sending a fax manually and the line is busy, press Redial/Pause, and then press Mono Start or Colour Start to try again. If you want to make a second call to the last number dialled, you can save time by pressing Redial/Pause and Mono Start or Colour Start. Redial/Pause only works if you dialled from the control panel. If you are sending a fax automatically and the line is busy, the machine will automatically redial up to three times at five minute intervals. SETUP SEND 3 - 3