User manual BROTHER MFC-4800

OWNER'S MANUAL FAX-2800 MFC-4800 ® version B If You Need to Call Customer Service Please complete the following information for future reference: Model Number: FAX-2800, MFC-4800 (Circle your model number) Serial Number*: Date of Purchase: Place of Purchase: * The serial number is on the back of the unit. Retain this Owner's Manual with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. ©1996-2001 Brother Industries, Ltd. Brother Numbers IMPORTANT For technical and operational assistance, you must call the country where you purchased the FAX/MFC. Calls must be made from within that country. Brother fax-back system (USA Only) Brother Customer Service has installed an easy-to-use fax-back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week. You can use the system to send faxes to any fax machine, not just the one from which you are calling. If you can't resolve difficulty with your FAX/MFC using this manual, call our fax-back system, and follow the voice prompts to receive faxed instructions about using the system, and an index of fax-back subjects. In USA: 1-800-521-2846 The Brother fax-back system number has been preprogrammed on One Touch key 1 (For FAX-2800) or Speed Dial #01 (For MFC-4800) 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, and go to the "Solutions" section to learn how to get the most from your Brother product. Visit us at: http://solutions.brother.com You can check here for Brother Printer Driver updates. For Customer Service In USA: 1-800-284-4329 (voice) 1-908-575-8790 (fax) 1-800-284-3238 (TTY service for the hearing-impaired) In Canada: 1-877-BROTHER (voice) 1-514-685-4898 (fax) 1-514-685-6464 (voice) (within Montreal) Dealers/Service Centers (USA Only) For the name of a Brother authorized dealer or service center, call 1-877-BROTHER. Service Centers (Canada Only) For service center addresses in Canada, call 1-877-BROTHER. BROTHER NUMBERS i Ordering Accessories and Supplies IMPORTANT For technical and operational assistance, you must call the country where you purchased the FAX/MFC. Calls must be made from within that country. For best quality results use only genuine Brother accessories, available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover or American Express credit card, you can order accessories directly from Brother. (In the USA, you can visit us online for a complete selection of Brother accessories and supplies available for purchase.) In USA: 1-888-879-3232 (voice) 1-800-947-1445 (fax) http://www.brothermall.com In Canada: 1-877-BROTHER (voice) Description Laser Fax Toner Laser Fax Drum Telephone Line Cord Telephone Handset Handset Curled Cord Paper Support and Document Support Power Protector for A/C Power and Phone Line Surges and Voltage Spikes (2 Outlets) Power Protector for A/C Power and Phone Line Surges and Voltage Spikes (8 Outlets) Owner's Manual IEEE-1284 Bi-directional Parallel Cable TN-250 DR-250 LG3077001 LE0446011 UG3543011 LE1931008 QPD120 FX 120 LE1933001 F2A046-10 Item **Multi-Function Link® Pro Suite is NOT available on floppy disks. ii ORDERING ACCESSORIES AND SUPPLIES Notice ­ Disclaimer of Warranties (For USA and Canada) BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER'S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50. Compilation and Publication Notice Under the supervision of Brother Industries Ltd., this manual has been compiled and published, covering the latest product descriptions and specifications. The contents of this manual and the specifications of this product are subject to change without notice. Brother reserves the right to make changes without notice in the specifications and materials contained herein and shall not be responsible for any damages (including consequential) caused by reliance on the materials presented, including but not limited to typographical and other errors relating to the publication. NOTICE ­ DISCLAIMER OF WARRANTIES iii BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (For USA Only) This warranty gives you certain rights and you may also have other rights that may vary from state to state. This warranty is given only to the first enduse purchaser of the accompanying product (referred to in this warranty as "this Product"). What is covered: Brother warrants to you for the Warranty Period that there are no defects in the materials, workmanship or Year 2000 compliance of this Product. The "Warranty Period" is 1 year from the date you purchased this product. The "Warranty Period" for consumable items, such as Print Heads, Toner, Drums, Ink Cartridges, Print Cartridges, Refill Ribbons, Therma PLUS Paper and Thermal Paper, etc. is 90 days from the date of purchase, or the rated life of the Consumable item, whichever is shorter. What is NOT covered: Warranty WILL BE VOID by Brother for repairs or replacements made necessary due to the following: (1) If the Product was not purchased from an authorized Brother reseller within the United States, (2) The Product has been serviced or modified by anyone other than an Authorized Service Representative of Brother, (3) The serial number has been modified, defaced or removed from this Product, (4) Non-Brother®-brand or nonBrother approved parts, supplies, power supplies or other accessories have been used with this Product, (5) Any damage caused by accident, neglect, abuse or misuse or, the recommended monthly volume has been exceeded, (6) Damages caused as a result of modification, alteration or repairs performed by anyone other than a Brother Authorized Service Representative. (7) NOT COVERED UNDER WARRANTY ARE: Consumable items, for example (including, but not limited to): ribbons, ink or toner cartridges, toner drum units, print heads, cleaning and/or instances where no defects in material or workmanship are found in the Product, etc. (8) Damage caused by improper connection and/or disconnection of the Product; failure of the operator to follow operational instructions, improper set up of the Product. What to do if you think your Product is defective: Call our Customer Service Hotline at 1-800-284-4329, or if you suspect a defect iv in materials or workmanship in this Product, you can report it to a Brother Authorized Service Center. During the Warranty Period, supply Brother's representative with a copy of your dated bill of sale showing that this Product was purchased within the United States. For the name of your Brother Authorized Service Center, call 1-800-5212846. After contacting the Brother Authorized Service Center, you may be required to deliver or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale. What Brother will do: Brother (or its Authorized Service Center) will evaluate your report of a possible defect to determine whether a defect exists, and if it does exist, Brother (or its Authorized Service Center) will repair or (at Brother's option) replace the Product with a product that performs the same functions and performs as well as the original Product. Brother reserves the right to supply refurbished or remanufactured replacement parts provided that the replacement parts conform to the manufacturer's specifications for new products. The repaired or replacement product will be returned to you at no cost. Exchange Service: When an exchange is authorized, Brother will exchange your non-working product with a refurbished or remanufactured product that conforms to the manufacturer's specifications for new products. The refurbished or remanufactured Product you receive will be covered by the balance of the limited warranty period remaining on the original Product, plus an additional thirty (30) days. You will keep the replacement Product that is sent to you and must return (or be billed up to the cost of a new product) your original non- working product, which shall become the property of Brother. You must call Brother Customer Service and if the representative cannot correct the product's malfunction over the telephone and you elect the exchange service, you must provide information pertaining to this Product and you must also provide a valid major credit card number. Your credit card will be charged up to the cost of a new Product if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the malfunctions of your original Product are not covered by the limited warranty; MFC LIMITED WARRANTY (USA) BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (For USA Only) (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 Brother Customer Service Representative will ship the exchange Product via next business day delivery courier service, with return instructions and prepaid return air bill. Follow the return instructions. You must return the original Product in the same shipping carton in which the exchanged Product was received and include a copy of proof of purchase (bill of sale). Retain your original accessory items and a copy of the return air bill, signed by the courier. Limitations: Repair or replacement as described above is your sole and exclusive (that is, your only) remedy if this Product is defective. Brother is not responsible for damage to or loss of any equipment, media, programs or data related to the use of this Product. Except for that repair or replacement, Brother shall not be liable for any direct, indirect, incidental or consequential damages or specific relief. Because some states do not allow the exclusion or limitation of consequential or incidental damages, the above limitation may not apply to you. THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED. 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 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. Product Support: Toll-free Customer Service and technical support is available for hardware operational assistance at 1-800-284-4329. At any time, free technical support in the form of Frequently Asked Questions, troubleshooting tips and service center locator is available through our fax-back system at 1-800-521-2846 or Brother's Internet Web Site (www.brother.com). Now you can visit us on-line (www.brothermall.com), your complete source for genuine Brother Accessories and Supplies. BROTHER INTERNATIONAL CORPORATION 100 SOMERSET CORPORATE BLVD. BRIDGEWATER, NEW JERSEY 08807-0911 Please record your model and serial numbers and your date and location of Purchase below for your records. Keep this information with your proof of purchase (bill of sale) in case your Product is lost, stolen or requires service. Model # _______________________ Serial #________________________ Date of purchase: _______________ Store where purchased:___________ Location of store: ________________ Important: We recommend that you keep all originalpacking materials, in the event that you ship this product. MFC LIMITED WARRANTY (USA) v BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (For Canada Only) Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. ("Brother"), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship. This Limited Warranty does not include cleaning, consumables (including, without limitation, print cartridges, print head, toner and drum) or damage caused by accident, neglect, misuse or improper installation or operation, any damage caused from service, maintenance, modifications, or tampering by anyone other than a Brother Authorized Service Representative, or from the use of supplies or consumable items that are non-Brother products. Operation of the MFC/Facsimile machine in excess of the specifications or with the Serial Number or Rating Label removed shall be deemed abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In order to obtain warranty service, the MFC/Facsimile machine must be delivered or shipped freight prepaid by the end user/purchaser to a "Brother" Authorized Service Center, together with your Proof of Purchase in the form of a Sales Receipt. For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on applicable models) during shipping will cause severe damage to the MFC/Facsimile and will VOID the Warranty. (Refer to your Operation Manual for proper packaging.) For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your print head resulting from packing without the ink cartridges will VOID your warranty. (Refer to your Operation Manual for proper packaging.) BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED. No oral or written information, advice or representation provided by Brother, its Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother's entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly. Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Facsimile machine shall be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, arising from the use of or inability to use the product, even if advised by the end user/purchaser of the possibility of such damages. Since some Provinces do not allow the above limitation of liability, such limitation may not apply to you. This Limited Warranty gives you specific legal rights and you may also have other rights which vary from Providence to Providence. Warranty Service is available at Brother Authorized Service Centers throughout Canada. For Technical Support or for the name and location of your nearest Authorized Service Center call 1-877-BROTHER. Within Montreal, please call 685-6464. Internet support: support@brother.ca or browse Brother's Web Site: www.brother.com Brother International Corporation (Canada) Ltd. 1 Rue Hôtel de Ville Dollard-Des-Ormeaux, QC H9B 3H6 We're at your side. ® vi LIMITED WARRANTY (CANADA) Quick Reference Guide Sending Faxes Automatic Transmission 3 Press or to select ON, and then press Menu/Set--OR-- For the next transmission only, press or to select NEXT FAX ONLY, and then press Menu/Set. 1 Place the original face down in the ADF. 2 Enter the fax number using One Touch (For FAX-2800 Only), Speed Dial, Search or the dial pad. 3 Press Fax Start. Sending a Cover Page 4 For the next fax only, press or to select ON, and then press Menu/ Set. 1 Place the original face down in the ADF. 5 Press 1 to select additional settings --OR--Press 2 to fax. 2 Press Menu/Set, 2, 2, 8. 3 When NEXT FAX ONLY? appears, press Menu/Set. 6 Enter the fax number. 7 Press Fax Start. Receiving Faxes Select Receive Mode Press Receive Mode to select FAX ONLY, FAX/TEL, TAD:ANSWER MACH. or MANUAL. If you select FAX/TEL, make sure to set Ring Delay and F/T Ring Time. 4 Press or to select ON (or OFF), and then press Menu/Set. 5 Press or to select a comment, and then press Menu/Set. 6 Enter two digits to indicate the number of pages being sent, and then press Menu/Set. 7 Press 1 to select additional settings --OR--Press 2 if you are ready to fax. Manual Reception 1 Pick up the handset. 2 Press Fax Start if you hear fax tones (beeps). 8 Enter the fax number. 9 Press Fax Start. Real Time Transmission You can send faxes in real time. 3 When the LCD shows RECEIVING, replace the handset. 1 Place the original face down in the ADF. 2 Press Menu/Set, 2, 2, 6. QUICK REFERENCE GUIDE vii Storing Numbers Storing One Touch Dial Numbers (For FAX-2800 Only) Search/Speed Dial 1 Press Search/Speed Dial, then enter the first letter of the name you're looking for. 1 Press Menu/Set, 2, 3, 1. 2 Press the One Touch key where you want to store the number. 2 Press memory. or to search the 3 Enter a number (up to 20 digits), and then press Menu/Set. 3 When the name is displayed, lift the handset--OR--Press Hook. 4 Enter a name (or leave it blank), and then press Menu/Set. 4 Press Fax Start to dial. (If you pressed Hook to dial, pick up the handset when the other party answers.) 5 Press Stop/Exit. Storing Speed Dial Numbers 1 For the FAX press Menu/Set, 2, 3, 2. For the MFC, press Menu/Set, 2, 3, 1. 5 To hang up, replace the handset. Making Copies Making a Single Copy 2 Enter a two-digit Speed Dial number, and then press Menu/Set. 1 Place the original face down in the 2 ADF. Press Copy. 3 Enter a number (up to 20 digits), and then press Menu/Set. Making Multiple Copies 4 Enter a name (or leave it blank), and then press Menu/Set. 1 Place the original face down in the ADF. 5 Press Stop/Exit. Telephone Operation One Touch Dialing / Speed Dialing 2 Use the dial pad to enter the number of copies you want. 3 Press Copy. Brother fax-back system : In USA: 1-800-521-2846 1 Pick up the handset--OR--Press Hook and listen for a dial tone. 2 When you hear the dial tone, press the One Touch key of the location you want to call (FAX-2800) --OR--Press Search/Speed Dial, press #, then press the twodigit Speed Dial number. (If you pressed Hook to dial, pick up the handset when the other party answers.) Brother Global Web Site : http://www.brother.com Frequently Asked Questions (FAQs) http://solutions.brother.com Brother Accessories & Supplies: In USA: 1-888-879-3232 (voice) 1-800-947-1445 (fax) http://www.brothermall.com 3 To hang up, replace the handset. viii QUICK REFERENCE GUIDE In Canada: 1-877-BROTHER (voice) Table of Contents 1 Introduction ..................................................................................... 1-1 Using This Manual ..................................................................... 1-1 Finding Information............................................................. 1-1 Conventions Used in this Manual........................................ 1-1 Test Sheet Procedure and Product Registration (For USA Only) ...................................................................... 1-2 To Complete Your MFC-4800 Registration On-Line (For MFC-4800 Only): ................................................... 1-2 FAX-2800 Control Panel Overview........................................... 1-3 MFC-4800 Control Panel Overview .......................................... 1-5 About Fax Machines .................................................................. 1-7 Custom Features .................................................................. 1-7 Do You Have Voice Mail on the Phone Line? ............... 1-7 Why Should There Be Trouble? ..................................... 1-7 How Can You Avoid Possible Problems? ...................... 1-7 Fax Tones and Handshake................................................... 1-7 ECM (Error Correction Mode)............................................ 1-8 Assembly and Connections............................................................. 2-1 Packing List................................................................................ 2-1 Choosing a Location................................................................... 2-2 Assembly.................................................................................... 2-3 Installing the Drum Unit Assembly (with Toner Cartridge) .................................................... 2-3 Setting Up the FAX/MFC ................................................... 2-5 Loading Paper...................................................................... 2-7 Acceptable Paper ................................................................. 2-7 Paper Capacity of Feeder..................................................... 2-8 Connecting an External Telephone ..................................... 2-9 Connecting an External Telephone Answering Device (TAD)............................................... 2-9 Sequence ......................................................................... 2-9 Connections................................................................... 2-10 Outgoing Message (OGM) on External TAD............... 2-11 Special Line Considerations .............................................. 2-11 Roll-Over Phone Lines ................................................. 2-11 Two-Line Phone System............................................... 2-11 Converting Telephone Wall Outlets ............................. 2-12 ix 2 Installing FAX/MFC, External Two-Line TAD and Two-Line Telephone ................................................ 2-12 Multi-Line Connections (PBX) ......................................... 2-13 If You are Installing the FAX/MFC to Work with a PBX: .................................................... 2-13 Custom Features on a Your Phone Line............................ 2-14 Custom Features on a Single Line ................................ 2-14 3 On-Screen Programming................................................................ 3-1 User-Friendly Programming....................................................... 3-1 Menu Selection Table.......................................................... 3-1 Alternating Displays ............................................................ 3-1 Navigation Keys ......................................................................... 3-2 Initial Setup...................................................................................... 4-1 Getting Started............................................................................ 4-1 Setting Paper Size................................................................ 4-1 Setting Date and Time ......................................................... 4-1 Setting Station ID ................................................................ 4-2 Entering Text................................................................... 4-2 Inserting Spaces .............................................................. 4-3 Making Corrections......................................................... 4-3 Repeating Letters ............................................................ 4-3 Special Characters and Symbols ..................................... 4-3 Setting the Ring Volume ..................................................... 4-4 Setting the Beeper Volume.................................................. 4-4 Setting the Speaker Volume ................................................ 4-4 Setting the Handset Volume ................................................ 4-5 Choosing the Handset Volume (For Volume Amplify) ...... 4-5 Setting Volume Amplify ..................................................... 4-6 Memory Storage .................................................................. 4-6 Turning On Automatic Daylight Savings Time .................. 4-7 Toner Save........................................................................... 4-7 Sleep Mode .......................................................................... 4-7 Setting Tone/Pulse Dialing Mode (For Canada Only) ........ 4-7 Setup Receive................................................................................... 5-1 Basic Receiving Operations ....................................................... 5-1 Choosing the Receive Mode................................................ 5-1 To Select or Change Your Receive Mode ...................... 5-2 Setting Ring Delay .............................................................. 5-2 4 5 x Setting F/T Ring Time (For FAX/TEL Mode Only)........... 5-3 Easy Receive ....................................................................... 5-3 Printing a Reduced Incoming Fax (Auto Reduction) ............................................................ 5-4 Setting the Print Density...................................................... 5-4 Advanced Receiving Operations................................................ 5-5 Operation from Extension Telephones................................ 5-5 For FAX/TEL Mode Only .............................................. 5-5 Changing Remote Codes................................................. 5-5 Printing a Fax in Memory.................................................... 5-6 Polling.................................................................................. 5-6 Setting Up Polling Receive............................................. 5-6 Setting Up Sequential Polling Receive ........................... 5-6 Canceling a Scheduled Job.................................................. 5-7 6 Setup Send ....................................................................................... 6-1 Before You Begin....................................................................... 6-1 Using the ADF (Automatic Document Feeder)................... 6-1 Sending Faxes with Multiple Settings................................. 6-2 Manual Transmission .......................................................... 6-2 Automatic Transmission...................................................... 6-2 Manual and Automatic Fax Redial...................................... 6-3 Dual Access ......................................................................... 6-3 Real Time Transmission...................................................... 6-3 Checking Job Status ............................................................ 6-4 Canceling a Job While Scanning the Original..................... 6-4 Canceling a Job in Memory................................................. 6-4 Basic Sending Operations .......................................................... 6-5 Contrast................................................................................ 6-5 Fax Resolution..................................................................... 6-5 Composing Electronic Cover Page...................................... 6-6 Composing Your Own Comments.................................. 6-6 Cover Page For Next Fax Only....................................... 6-7 Always Send Cover Page................................................ 6-7 Using a Printed Cover Page ............................................ 6-8 Advanced Sending Operations ................................................... 6-8 Overseas Mode .................................................................... 6-8 Delayed Timer ..................................................................... 6-9 Delayed FAX....................................................................... 6-9 Delayed Batch Transmission ............................................ 6-10 Setting Up Polled Transmit ............................................... 6-10 xi 7 Auto Dial Numbers and Dialing Options ...................................... 7-1 Storing Numbers for Easy Dialing ............................................. 7-1 Storing One Touch Dial Numbers (For FAX-2800 Only) .. 7-1 Storing Speed Dial Numbers ............................................... 7-2 Changing One Touch (For FAX-2800 Only) and Speed Dial Numbers ....................................................... 7-2 Setting Up Groups for Broadcasting ................................... 7-3 Dialing Options .......................................................................... 7-4 Manual Dialing .................................................................... 7-4 Search .................................................................................. 7-4 Speed Dialing ...................................................................... 7-5 One Touch Dialing (For FAX-2800 Only).......................... 7-5 Access Codes and Credit Card Numbers............................. 7-6 Broadcasting ........................................................................ 7-7 Pause.................................................................................... 7-8 Hold ..................................................................................... 7-8 Fax Redial............................................................................ 7-8 Tone/Pulse (For Canada Only) ............................................ 7-8 Telephone Services .......................................................................... 8-1 Custom Features ......................................................................... 8-1 Distinctive Ring................................................................... 8-1 What Does Your Telephone Company's "Distinctive Ring" Do?............................................... 8-1 What Does Brother's "Distinctive Ring" Do? ................ 8-1 Do You Have Voice Mail?.............................................. 8-2 Before You Choose the Ring Pattern to Register ........... 8-2 VERY IMPORTANT .......................................................... 8-3 Registering the Distinctive Ring Pattern......................... 8-3 Caller ID .............................................................................. 8-3 Viewing Caller ID List.................................................... 8-4 Printing Caller ID List..................................................... 8-4 Call Waiting Caller ID......................................................... 8-4 CallManage (For USA Only) ..................................................... 8-5 Registration with CallManage - Requires Changing Your Carrier Selection .................................................... 8-5 Sending a Fax Using CallManage (For Domestic and International Long Distance Calls Only!)..................................................................... 8-6 Placing a Long Distance Telephone Call Using CallManage ........ 8-6 Customer Support ................................................................ 8-6 8 xii Disclaimer ....................................................................... 8-6 9 Remote Fax Options........................................................................ 9-1 Fax Forwarding/Paging .............................................................. 9-1 Programming a Fax Forwarding Number............................ 9-1 Programming Paging Number............................................. 9-1 Setting Fax Storage .................................................................... 9-2 Backup Print ........................................................................ 9-2 Changing Remote Retrieval Access Code ................................. 9-3 Remote Retrieval........................................................................ 9-3 Using Remote Retrieval Access Code................................. 9-3 Remote Commands ............................................................. 9-4 Retrieving Fax Messages..................................................... 9-5 Changing Fax Forwarding Number..................................... 9-5 Printing Reports ............................................................................ 10-1 FAX/MFC Settings and Activity.............................................. 10-1 Customizing the Transmission Verification Report .......... 10-1 Setting the Fax Activity Report Interval ........................... 10-2 Using the Reports Key....................................................... 10-2 To Print a Report........................................................... 10-3 Making Copies............................................................................... 11-1 Using the FAX/MFC as a Copier............................................. 11-1 Making a Single Copy ....................................................... 11-1 Making Multiple Copies.................................................... 11-1 Out of Memory Message ................................................... 11-2 Temporary Copy Settings......................................................... 11-2 Copying Using Multiple Settings ...................................... 11-2 Using Enlarge/Reduce Key ............................................... 11-3 Using the Options Key ...................................................... 11-4 Copy Mode (Type of Original).......................................... 11-4 Copy Contrast.................................................................... 11-4 Special Copy Options ........................................................ 11-5 2 in 1 ............................................................................. 11-5 4 in 1 ............................................................................ 11-5 Changing Default Copy Settings.............................................. 11-6 Copy Mode (Type of Original).......................................... 11-6 Copy Contrast.................................................................... 11-6 10 11 xiii 12 Using Brother Machine as a Printer............................................ 12-1 Special Printing Features.......................................................... 12-1 Windows® Printing............................................................ 12-1 Bi-directional Parallel Interface......................................... 12-1 Printing from Your PC ............................................................. 12-1 Multi-purpose Sheet Feeder .............................................. 12-1 Two-Sided Printing (Manual Duplex)............................... 12-2 Loading Envelopes in Multi-purpose Sheet Feeder .......... 12-3 Paper Tray ......................................................................... 12-3 Simultaneous Printing/Faxing .................................................. 12-3 Choosing Acceptable Paper...................................................... 12-4 Printer Operations..................................................................... 12-4 Reset Key........................................................................... 12-4 Printer Driver Settings (For Windows® Only) ........................... 13-1 Using the Brother MFC-4800 Printer Driver ........................... 13-1 Features in the PCL Printer Driver (For Windows® Users Only)......................................... 13-1 Basic Tab.................................................................................. 13-2 Paper Size .......................................................................... 13-3 Multiple Page..................................................................... 13-3 Border Line........................................................................ 13-3 Orientation ......................................................................... 13-3 Copies ................................................................................ 13-3 Collate................................................................................ 13-4 Media Type........................................................................ 13-4 Advanced Tab........................................................................... 13-5 Print Quality (*1)............................................................... 13-5 Resolution ..................................................................... 13-5 Toner Save .................................................................... 13-5 Print Setting (For Windows® 95/98/98SE/Me Users Only) .......... 13-6 Duplex Printing (*2).......................................................... 13-6 Manual Duplex.............................................................. 13-6 Binding Offset............................................................... 13-6 Watermark (*3) ................................................................. 13-7 Print Watermark............................................................ 13-7 In background ............................................................... 13-7 Watermark Text ............................................................ 13-8 Watermark Bitmap........................................................ 13-8 Position ......................................................................... 13-8 13 xiv Page Setting (*4) ............................................................... 13-9 Device Options (*5) ........................................................ 13-10 Quick Print Setup ............................................................ 13-11 Administrator (For Windows® 95/98/98SE/Me Users Only) ............ 13-11 Print Date & Time ........................................................... 13-12 Support ................................................................................... 13-13 Brother Solutions Center ................................................. 13-13 Web Update ..................................................................... 13-13 Check Setting................................................................... 13-13 Features in the Printer Driver (For Windows® 2000) ............ 13-14 General Tab ..................................................................... 13-14 Printing Preferences .................................................... 13-14 Layout Tab....................................................................... 13-15 *1 Orientation ............................................................. 13-15 *2 Pages Per Sheet ...................................................... 13-16 Paper/Quality Tab............................................................ 13-16 *1 Paper Source .......................................................... 13-16 *2 Media ..................................................................... 13-17 Advanced Options....................................................... 13-17 *1 Paper /Output ......................................................... 13-17 *2 Graphic................................................................... 13-18 *3 Document Options ................................................. 13-18 Device Settings Tab (Not Available) .............................. 13-19 14 Using the Windows®-Based Brother MFL-Pro Control Center (For Windows® Only) ................................................................... 14-1 Brother MFL-Pro Control Center............................................. 14-1 AutoLoad the Brother Control Center............................... 14-2 How to Turn Off AutoLoad............................................... 14-2 Using the Scan Keys ................................................................ 14-2 Using the Control Panel Keys .................................................. 14-3 Scan Image ........................................................................ 14-3 Scan/OCR .......................................................................... 14-3 Scan to E-mail ................................................................... 14-3 Brother Control Center Features .............................................. 14-4 Auto Configuration............................................................ 14-4 Scanning Operations.......................................................... 14-4 Copy Operations................................................................ 14-5 PC Fax Operation .............................................................. 14-5 Scanner Settings for Scan, Copy and PC Fax Buttons ...... 14-5 xv Global Settings .................................................................. 14-5 Setting Up the Scanner Configurations ............................. 14-6 To access the Scanner Configurations Screen................... 14-6 Perform an Operation from the Control Center Screen..... 14-6 Scan to File............................................................................... 14-7 Scanner Settings ................................................................ 14-7 Destination Folder ............................................................. 14-8 Scan to E-mail .......................................................................... 14-8 Scanner Settings ................................................................ 14-9 E-mail Application ............................................................ 14-9 File Attachments................................................................ 14-9 Conversion Options ......................................................... 14-10 Format ......................................................................... 14-10 Show QuickSend Menu .............................................. 14-10 QuickSend List............................................................ 14-10 Scan to Word Processor ......................................................... 14-11 Scanner Settings .............................................................. 14-11 Word Processor ............................................................... 14-12 User-Defined Button .............................................................. 14-13 Scanner Settings .............................................................. 14-13 Target Application........................................................... 14-13 Copy ....................................................................................... 14-14 Scanner Settings .............................................................. 14-14 Copy Settings................................................................... 14-14 Send a Fax .............................................................................. 14-15 Scanner Settings .............................................................. 14-15 FAX Settings ................................................................... 14-16 15 Scanner and Using ScanSoftTM PaperPort® and TextBridge® OCR.......................................................................... 15-1 Using ScanSoftTM PaperPort® and TextBridge® ...................... 15-1 Viewing Items ................................................................... 15-2 Organizing Your Items in Folders ..................................... 15-2 Links to Many Other Applications .................................... 15-3 Using ScanSoftTM TextBridge® OCR (Converting Image Text to Text You Can Edit) ........... 15-3 Importing Items from Other Applications ......................... 15-3 Exporting Items in Other Formats ..................................... 15-4 Exporting an Image File................................................ 15-4 Accessing the Scanner ....................................................... 15-4 xvi Scanning a Document into Your PC.................................. 15-5 Settings in the Scanner Window ........................................ 15-5 Image ............................................................................. 15-5 Contrast ......................................................................... 15-6 Custom .......................................................................... 15-6 PreScanning an Image ....................................................... 15-7 16 Setting Up and Using PC FAX (For Windows® Only)............... 16-1 Introduction............................................................................... 16-1 Brother Resource Manager ................................................ 16-1 MFC Remote Setup .................................................................. 16-2 PC FAX Sending (For Windows® Only).................................. 16-3 Setting Up User Information.............................................. 16-3 Setting Up Sending ............................................................ 16-4 Outside line access............................................................. 16-4 Include header.................................................................... 16-4 Address Book file .............................................................. 16-4 User interface ..................................................................... 16-5 Simple Style .................................................................. 16-5 Facsimile Style .............................................................. 16-5 Setting Up Speed Dial .............................................................. 16-6 The Address Book ............................................................. 16-7 Setting Up a Member in the Address Book ....................... 16-8 Setting Up a Group for Broadcasting ................................ 16-9 Editing Member Information ............................................. 16-9 Deleting a Member or Group........................................... 16-10 Exporting the Address Book............................................ 16-10 Importing to the Address Book........................................ 16-11 Setting Up a Cover Page .................................................. 16-12 To ................................................................................ 16-13 From ............................................................................ 16-13 Comment ..................................................................... 16-13 Select Cover Page Form .............................................. 16-13 Import BMP file .......................................................... 16-13 Count Cover Page........................................................ 16-13 Sending a File as a PC-FAX Using the Facsimile Style.. 16-14 Redial .......................................................................... 16-15 Sending a File as a PC-FAX Using the Simple Style ...... 16-15 Using Automatic E-Mail Printing ................................................ 17-1 For Windows® 95, 98, 98SE, Me Only .................................... 17-1 xvii 17 Main Features .................................................................... 17-1 To Access the On-Line Documentation........................ 17-1 To Install Automatic E-mail Printing (Optional Application).............................................. 17-1 18 Using the Brother MFC with a New Power Macintosh® G3, G4 or iMacTM/iBook ............................................................... 18-1 Set up Your USB Equipped Apple® Macintosh® G3,G4, iMacTM or iBook with Mac OS 8.5/8.51/8.6/9.0/9.0.4/9.1........................................ 18-1 Using Brother Printer Driver with Your Apple® Macintosh®.. 18-1 Sending a Fax from Your Macintosh® Application ................. 18-3 Setting Up Your Address Book ......................................... 18-5 Adding a New Member................................................. 18-5 Adding a New Group .................................................... 18-6 Using Brother TWAIN Scanner Driver with Your Apple® Macintosh® ..................................................... 18-7 Accessing the Scanner ....................................................... 18-8 Scanning an Image into Your Macintosh G3, G4 or iMac ..... 18-8 Settings in the Scanner Window........................................ 18-9 Image............................................................................. 18-9 Scanning Area ............................................................... 18-9 Business Card Size...................................................... 18-10 Miscellaneous.............................................................. 18-10 Contrast ....................................................................... 18-10 PreScanning an Image ..................................................... 18-11 Important Information ................................................................. 19-1 Standard Telephone and FCC Notices ..................................... 19-1 Laser Safety................................................................... 19-2 FDA Regulations........................................................... 19-2 Federal Communications Commission (FCC) Declaration of Conformity (For USA Only)................. 19-3 Important....................................................................... 19-3 Industry Canada Compliance Statement ....................... 19-4 Important--About the Interface Cable (For MFC-4800 Only) .............................................. 19-4 Warranty........................................................................ 19-4 International ENERGY STAR® Compliance Statement.............................................. 19-4 Important Safety Instructions ................................................... 19-5 19 xviii Trademarks............................................................................... 19-7 20 Troubleshooting and Routine Maintenance ............................... 20-1 Troubleshooting ....................................................................... 20-1 Error Messages .................................................................. 20-1 Document Jam ................................................................... 20-5 Paper Jam........................................................................... 20-5 Paper is Jammed in the Multi-purpose Sheet Feeder.... 20-6 Paper is Jammed near the Drum Unit or in the Fuser Unit ....................................................... 20-6 If You Are Having Difficulty with Your FAX/MFC ........ 20-7 Packing and Shipping the FAX/MFC .................................... 20-14 Routine Maintenance.............................................................. 20-16 Cleaning the Document Scanner ..................................... 20-16 Cleaning the Printer......................................................... 20-17 Cleaning the Drum Unit .................................................. 20-18 Replacing the Toner Cartridge ........................................ 20-19 Replacing the Drum Unit................................................. 20-23 Glossary........................................................................................... G-1 Specifications ................................................................................... S-1 Product Description ............................................................. S-1 Fax ....................................................................................... S-1 Printer (For MFC-4800 Only) ............................................. S-2 Computer Requirements (For MFC-4800 Only)................. S-3 Electrical and Environment ................................................. S-3 Parallel Interface.................................................................. S-4 USB (Universal Serial Bus) Interface ................................. S-4 Index ..................................................................................................I-1 Remote Retrieval Access Card...................................................... R-1 21 22 23 24 xix xx 1 1Introduction Using This Manual Thank you for purchasing a Brother fax machine or multi-function center (FAX/ MFC). This FAX/MFC has been designed to be simple to use, with LCD screen prompts to guide you through programming your MFC. However, you can use your FAX/MFC to its fullest potential by taking a few minutes to read this manual. Additionally, your FAX/MFC has a Reports key. Press Reports and 1 to print a list of basic step instructions and explanations. Finding Information All chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index in the back of this manual. Conventions Used in this Manual Throughout this manual you'll see special symbols alerting you to important information, warnings, and actions to perform. For clarification, and to help you choose the correct key presses, we've added illustrations of some LCD messages. boldface italics bubble dot Bold typeface identifies a specific key on the FAX/MFC control panel. Italics typeface emphasize an important point, or refer you to related topic. Bubble Dot typeface identifies the messages on the LCD of the FAX/MFC. Warnings detail precautions you must take to avoid possible personal injury. Cautions specify procedures you must follow or avoid to prevent possible damage to the FAX/MFC. Note Notes tell you the proper response for a situation that may occur. FYI tips provide details about how the current operation interacts with other features. Improper Setup alerts you to devices and procedures that are not compatible with the FAX/MFC. INTRODUCTION 1-1 Test Sheet Procedure and Product Registration (For USA Only) After programming your Station ID, please fill out the TEST SHEET included with your FAX/MFC, and then fax it to Brother's Automated Fax Response System as your first transmission. This will verify that your MFC is properly installed. To get a response, you must have set up your Station ID. (See Setting Station ID, page 4-2 in the Owner's Manual.) In USA 1-877-268-9575 When your TEST SHEET is received, a Confirmation Sheet and Product Registration form will be sent back to your MFC. Please fill out the form and return it to complete your registration. To Complete Your MFC-4800 Registration On-Line (For MFC-4800 Only): 1 Insert the MFL Pro Suite CD-ROM into your CD-ROM drive. 2 Click On-Line Registration to register your product from the main menu. 1-2 INTRODUCTION FAX-2800 Control Panel Overview 2 1 12 11 3 4 5 6 7 8 9 10 1Liquid Crystal Display (LCD) The LCD displays messages to help you set up and operate your FAX. 6Reports Accesses the Reports menu so you can select a report to print: Help List, Auto Dial, Fax Activity, Transmission Verification and User Settings. 2Shift Accesses the second number stored on each One Touch key (5-8). 7Dial Pad Use to dial phone and fax numbers and as a keyboard for entering information into the FAX. (For Canada Only): The # key lets you switch the dialing type during a telephone call from PULSE to TONE. 3One Touch Keys: These 4 keys give you instant access to 8 previously stored auto dial numbers. 4Copy Keys: Enlarge/Reduce Lets you reduce or enlarge copies depending upon the ratio you select. Options You can quickly and easily select temporary settings (for the next copy only). Copy Makes a copy. 8Hook/Hold Lets you dial telephone and fax numbers without lifting the handset. --OR-- Lets you place telephone calls on hold. 9Search/Speed Dial Lets you look up numbers stored in the dialing memory. Also lets you dial stored phone numbers by pressing # and a two-digit number. 5Redial/Pause Redials the last number called. Also inserts a pause in auto dial numbers. INTRODUCTION 1-3 0Fax Keys: Receive Mode Use to select how the FAX will handle incoming calls. Fax Resolution Sets the resolution when you send a fax. Fax Start Starts an operation, such as sending a fax. BStop/Exit Stops a fax, cancels an operation, or exits from Menu mode. ANavigation Keys: Menu/Set Lets you access the Menu and Programming mode and stores your settings in the FAX. or Press to scroll forward or backward to set a menu selection. Also, you can use these keys to do an alphabetical search for the names of stored numbers. or Volume Press to scroll through the menus and options. When using the speaker, ring or handset, you can press these keys to adjust the volume. 1-4 INTRODUCTION MFC-4800 Control Panel Overview 2 1 13 12 3 4 5 6 7 8 9 10 11 1Liquid Crystal Display (LCD) The LCD displays messages to help you set up and operate your MFC. 4Print Key: Reset Clears data from the printer memory. 2Reports Accesses the Reports menu so you can select a report to print: Help List, Auto Dial, Fax Activity, Transmission Verification and User Settings. 5Copy Keys: Enlarge/Reduce Lets you reduce or enlarge copies depending upon the ratio you select. Options You can quickly and easily select temporary settings (for the next copy only). Copy Makes a copy. 3Scan Keys: Scan Image Press this key to scan a picture or image into your graphics application for viewing and editing. Scan/OCR Press this key to start scanning a text document. ScanSoftTM TextBridge® will convert it to editable text and display it in your word processor application for further editing. Scan to E-mail Press this key to start scanning an original into your E-mail application, setting it up automatically as an attachment. 6Redial/Pause Redials the last number called. Also inserts a pause in auto dial numbers. 7Hook Lets you dial telephone and fax numbers without lifting the handset. INTRODUCTION 1-5 8Dial Pad Use to dial phone and fax numbers and as a keyboard for entering information into the MFC. (For Canada Only): The # key lets you switch the dialing type during a telephone call from PULSE to TONE. BNavigation Keys: Menu/Set Lets you access the Menu and Programming mode and stores your setting in the MFC. or Press to scroll forward or backward to set a menu selection. Also, you can use these keys to do an alphabetical search for the names of stored numbers. 9Hold Lets you place telephone calls on hold. 0Search/Speed Dial Lets you look up numbers stored in the dialing memory. Also lets you dial stored phone numbers by pressing # and a two-digit number. AFax Keys: Receive Mode Use to select how the MFC will handle incoming calls. Fax Resolution Set the resolution when you send a fax. Fax Start Starts an operation, such as sending a fax. or Volume Press to scroll through the menus and options. When using the speaker, ring or handset, you can press these keys to adjust the volume. CStop/Exit Stops a fax, cancels an operation, or exits from Menu mode. 1-6 INTRODUCTION About Fax Machines If you're a first-time fax machine user, fax operation might seem a little mysterious. Soon, you'll recognize the unusual fax tones on your phone line, and be able to send and receive faxes easily. Custom Features Do You Have Voice Mail on the Phone Line? If you have Voice Mail on the phone line on which you will install your new FAX/MFC, there is a strong possibility that Voice Mail and the FAX/MFC will conflict with each other while receiving incoming calls. Why Should There Be Trouble? Since both FAX/MFC and Voice Mail will pick up the line at the number of rings you have set, each of them has the ability to keep the other from receiving calls. For example, if your Voice Mail is set to answer after two rings and your FAX/MFC is set to answer after four, your Voice Mail will keep your FAX/ MFC from receiving faxes. If you set Voice Mail and the Brother FAX/MFC to answer at the same number of rings, there is no way of knowing which one will answer first. It is important to remember that neither Voice Mail nor the FAX/MFC can pass the call back to the other after the call has been answered. How Can You Avoid Possible Problems? A very good way to avoid problems like the one mentioned previously is to get a second phone number on your present phone line. Many people with Voice Mail opt for this choice, which is called "Distinctive Ring", and they are very satisfied with it. For details about this type of custom service, please see Distinctive Ring, page 8-1. Another way to avoid possible problem is to replace your Voice Mail with an answering machine. Your Brother FAX/MFC is designed to work in tandem with an answering machine or TAD (telephone answering device). (See Connecting an External Telephone Answering Device (TAD), page 2-9.) Fax Tones and Handshake When someone is sending a fax, the FAX/MFC sends fax calling tones (CNG tones) -- soft, intermittent beeps at 4-second intervals. You'll hear them after you dial and press Fax Start; they continue for about 60 seconds after dialing. During that time, the sending machine must begin the "handshake" with the receiving machine. Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You'll soon learn to listen for these soft beeps each time you answer a phone on your fax line, so you can know if you are receiving a fax message. INTRODUCTION 1-7 The receiving fax responds with fax receiving tones--loud, chirping sounds. A receiving fax chirps for about 60 seconds over the phone line, and the LCD shows RECEIVING. If your FAX/MFC is set to the FAX mode, it will answer every call automatically with fax receiving tones. Even if the other party hangs up, your FAX/MFC continues to send the "chirps" for about 40 seconds, and the LCD continues to display RECEIVING. To cancel the receiving mode, press Stop/Exit. When your FAX/MFC answers in FAX/TEL mode, it listens for CNG tones and then responds with receiving tones. The fax "handshake" is the time in which the sending machine's CNG tones and the receiving machines "chirps" overlap. This must be for at least 2 to 4 seconds, so the 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. Therefore, it's important for the receiving machine to answer the call in as few rings as possible. Note When you have an external telephone answering device (TAD) on your fax line, your TAD will determine the number of rings before the call is answered. Pay special attention to the directions for connecting a TAD to your FAX/MFC in Chapter 2, Assembly and Connections. ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the fax machine to check the integrity of a fax transmission while it is in progress. ECM transmissions are possible only between machines that both have the ECM feature. If they do, you may send and receive fax messages that are continuously checked for their integrity. Sufficient memory must be available in your FAX/MFC for this feature to work. 1-8 INTRODUCTION 2 Telephone Wire Cord 2Assembly and Connections Packing List Make sure you have the following items: Document Support Paper Support Handset Curled Cord Telephone Handset Owner's Manual Test Sheet (For USA Only) CD-ROM (For MFC 4800 Only) Brother Quick Setup Guide Drum Unit Assembly (With free Starter Toner Cartridge) Note If an item is missing, call Brother Customer Service at 1-800-284-4329 (in USA), 1-800-853-6660 (in Canada) or 1-514-685-6464 (in Montreal). See Ordering Accessories and Supplies on page ii for the correct item numbers. Whenever you transport the FAX/MFC, use the packing materials that came with FAX/MFC. If you do not pack the FAX/MFC properly, you may void your warranty. ASSEMBLY AND CONNECTIONS 2-1 Choosing a Location Place your FAX/MFC on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the FAX/MFC near a telephone jack and a standard, grounded power outlet. Make sure nothing blocks the flow of air from the fan on the right side of the FAX/MFC. Avoid placing your FAX/MFC in a high-traffic area. Do not place near heaters, air conditioners, water, chemicals, or refrigerators. Do not expose the FAX/ MFC to direct sunlight, excessive heat, moisture, or dust. Make sure nothing blocks the flow of air from the fan on the right side of the FAX/MFC. Do not connect your FAX/MFC to electrical outlets controlled by wall switches or automatic timers. Disruption of power can wipe out information in the unit's memory. Do not connect your FAX/MFC to electrical outlets on the same circuit as large appliances or other equipment that might disrupt the power supply. Avoid interference sources, such as speakers or the base units of cordless phones. NO ! NO ! NO ! WARNING I Never install telephone wiring during a lightning storm. I We recommend that this product be used with a surge protection device to protect the product against lightning storms. I Never install a telephone jack in a wet location unless the jack is specifically designed for a wet location. I Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the network interface. I Use caution when installing or modifying telephone lines. I Avoid using a telephone (other than a cordless type) during an electrical storm. There may be a remote risk of electric shock from lightning. I Do not use the telephone to report a gas leak in the vicinity of the leak. I For PLUGGABLE EQUIPMENT, the socket-outlet should be installed near the equipment and should be easily accessible. I To reduce the risk of shock or fire, use only a No. 26 AWG or larger telecommunications line cord. 2-2 ASSEMBLY AND CONNECTIONS Assembly Installing the Drum Unit Assembly (with Toner Cartridge) 1 Unpack the drum unit assembly, including the toner cartridge, and gently rock it from side to side five or six times to distribute the toner evenly inside the cartridge. To prevent damage to the drum, do NOT expose it to light for longer than a few minutes. Do NOT remove the starter sheet--this will be ejected while the FAX/MFC is warming up. Starter Sheet ASSEMBLY AND CONNECTIONS 2-3 2 Open the top cover of the FAX/MFC. 3 Holding the drum unit by its handles, insert it into the FAX/MFC. 4 Close the top cover. 2-4 ASSEMBLY AND CONNECTIONS Setting Up the FAX/MFC Follow the instructions below to connect the handset, power cord, and telephone line. EXT LIN . E 1 Connect the Handset. Connect the curled handset cord to the bottom of the handset and the left side of the FAX/MFC. 2 Connect the power cord. WARNING I This FAX/MFC must be grounded using a three-prong plug. I Since the FAX/MFC is grounded through the power outlet, you can protect yourself from potentially hazardous electrical conditions on the telephone network by keeping the power to your FAX/MFC on when you connect it to a telephone line. Similarly, you can protect yourself when you want to move your FAX/MFC, by disconnecting the telephone line first and then the power cord. I Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line as well as on the telephone line, or unplug the lines during a lightning storm. I Do not touch the rollers at the paper exit. 3 Connect the telephone line. Connect one end of the telephone line cord to the jack labeled LINE on the left side of the FAX/MFC. Connect the other end to a modular wall jack. ASSEMBLY AND CONNECTIONS 2-5 4 Attach the plastic document and paper supports to the multi-purpose sheet feeder. 5 Pull out the paper tray and the extension. (For legal paper) 6 If your paper size is Letter or A4, unfold the paper stopper by pulling it toward you. (For A4 or letter paper) 2-6 ASSEMBLY AND CONNECTIONS Loading Paper 1 Adjust the guides to the position for the paper size you are using. Press and slide 2 Fan the paper well. Push down the paper lever. Load the paper (with the lever down). Make sure the print side is toward the fax machine and the paper level is stacked below the paper mark. The feeder can hold up to 200 sheets of paper, or up to 10 envelopes. Load the paper with the lever down Acceptable Paper The FAX/MFC can handle paper that has the following specifications. But please note that you can receive fax messages only on Letter, Legal and A4 paper. If you use legal or A4, change the Paper Size setting: (Menu/Set, 1, 1.) Paper Type Cut sheet Paper Size Letter, A4, Legal, B5, A5, Executive, Custom size 2.75-8.5 × 5-14 inches (70-216 × 127-356 mm) DL, C5, COM-10, Monarch 2.75-8.5 × 5-11 inches (70-216 × 127-279 mm) Day-Timer® J, K, L, M 2.75-8.5 × 5-11 inches (70-216 × 127-279 mm) 2.75-8.5 × 5-14 inches (70-216 × 127-356 mm) ASSEMBLY AND CONNECTIONS Envelopes Post Card Organizer Labels and Transparencies 2-7 Paper Capacity of Feeder Multi-purpose Sheet Feeder: Up to 0.87 inch (22 mm) in height (up to the mark) Approx. 200 sheets of 20 lb. (75 g/m2) or 50 sheets of 42 lb. (158 g/m2) Letter/A4 paper, or 10 envelopes Output Tray: Approx. 50 sheets of 20 lb. (75 g/m2) Letter/A4 paper Cut Sheet Basis Weight 16 to 42 lb. (60 to 158 g/m2) ±0.03 to ±0.08 in. (0.08 to 0.2 mm) 4% to 6% by weight 100 to 250 (Sheffield) Envelopes 20 to 24 lb. (75 to 90 g/m2) single thickness 0.0033 to 0.0058 in. (0.084 to 0.14 mm) single thickness 4% to 6% by weight 100 to 250 (Sheffield) Caliper Moisture Content Smoothness Note Recommended Paper Types: Cut sheet: Xerox 4200 Label: Avery laser label or equivalent Transparency: 3M CG3300 for laser printers or equivalent 2-8 ASSEMBLY AND CONNECTIONS Connecting an External Telephone Your FAX/MFC is equipped with a handset that you can use as a regular phone. However, you can also connect a separate telephone (or telephone answering device) directly to your FAX/MFC. Connect the modular plug on the telephone's line cord to the jack labeled EXT. on the back side of the FAX/MFC. Whenever this phone (or TAD) is in use, the LCD shows EXT. TEL IN USE, and, if the fax handset is lifted, an alarm sounds. To disconnect the call on the external phone and switch to the fax, press Hook. Connecting an External Telephone Answering Device (TAD) Sequence You may choose to connect an answering system. However, when you have an external TAD on the same telephone line as the FAX/MFC, the TAD answers all calls. The FAX/MFC "listens" for fax calling (CNG) tones. If it hears them, the FAX/MFC takes over the call and receives the fax. If it doesn't hear CNG tones, the FAX/MFC lets the TAD continue playing your outgoing message so your caller can leave you a voice message. The TAD must answer within four rings (the recommended setting is two rings). The FAX/MFC cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8­10 seconds of CNG tones left for the fax "handshake." Make sure you carefully follow instructions in this manual for recording your outgoing message. Do not use a "toll-saver" ring setting on the TAD. If You Subscribe to your Telephone Company's Distinctive Ring Service: You may connect an external TAD to a separate wall jack only if you subscribe to your telephone company's Distinctive Ring service, have registered the distinctive ring pattern on your machine, use that number as a fax number and set your machine's Receive mode to MANUAL. The recommended setting is three or four rings on the external TAD when you have the telephone company's Distinctive Ring service. If You Do Not Subscribe to Distinctive Ring Service: You must plug your TAD into the EXT. jack of your Brother machine. If your TAD is plugged into a wall jack, both your machine and the TAD will try to control the phone line. (See illustration on page 2-10.) ASSEMBLY AND CONNECTIONS 2-9 Do not connect a TAD elsewhere on the same phone line (unless you have the Distinctive Ring service). NO ! TAD YES ! EXT LIN TAD . E Connections The external TAD must be plugged into the left side of the FAX/MFC, into the jack labeled EXT. Your FAX/MFC cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring). 1 Plug the telephone line cord from the wall jack into the left side of the FAX/ MFC, in the jack labeled LINE. 2 Plug the telephone line cord from your external TAD into the left side of the FAX/MFC, in the jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD's telephone line jack, and not its telephone set jack.) 3 Set your external TAD to four rings or less. (The FAX/MFC's Ring Delay setting does not apply.) 4 Record the outgoing message on your external TAD (see next page). 5 Set the TAD to answer calls. 6 Set the Receive Mode to TAD:ANSWER MACH. (See Choosing the Receive Mode, page 5-1.) 2 - 10 ASSEMBLY AND CONNECTIONS Outgoing Message (OGM) on External TAD Timing is important in recording this message. 1 Record 5 seconds of silence at the beginning of your message. (This allows your FAX/MFC time to listen for the fax CNG tones of automatic transmissions before they stop.) 2 Limit your speaking to 20 seconds. 3 End your 20-second message by giving your Fax Receive Code for people sending manual faxes. For example: "After the beep, leave a message or send a fax by pressing 51 and Start." Special Line Considerations Roll-Over Phone Lines A roll-over phone system is a group of two or more separate telephone lines that pass incoming calls each other if they are busy. The calls are usually passed down or "rolled over" to the next available phone line in a preset order. Your FAX/MFC can work in a roll-over system as long as it is the last number in the sequence, so the call cannot roll away. Do not put the FAX/MFC on any of the other numbers; when the other lines are busy and a second fax call would be received, the fax call is transferred to a line that does not have a fax machine. Your FAX/MFC will work best on a dedicated line. Two-Line Phone System A two-line phone system is nothing more than two separate phone numbers on the same wall outlet. The two phone numbers can be on separate jacks (RJ11) or combined into one jack (RJ14). Your FAX/MFC must be plugged into an RJ11 jack. RJ11 and RJ14 jacks may be equal in size and appearance and both may contain four wires (black, red, green, yellow). To test the type of jack, plug in a two-line phone and see if it can access both lines. If it can, you must separate the line for your FAX/MFC. (See Easy Receive, page 5-3.) ASSEMBLY AND CONNECTIONS 2 - 11 Converting Telephone Wall Outlets There are three ways to convert to an RJ11 jack. The first two ways may require assistance from the telephone company. You can change the wall outlets from one RJ14 jack to two RJ11 jacks. Or, you can have an RJ11 wall outlet installed and slave or jump one of the phone numbers to it. The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your FAX/MFC is on Line 1, plug the FAX/MFC into L1 of the triplex adapter. If your FAX/MFC is on Line 2, plug it into L2 of the triplex adapter. Triplex Adapter RJ14 RJ11 RJ14 Installing FAX/MFC, External Two-Line TAD and Two-Line Telephone When you are installing an external two-line telephone answering device (TAD) and a two-line telephone, your FAX/MFC must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the FAX/MFC on Line 2. The two-line TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2, which is explained in the following Steps. You will need at least three telephone line cords, the one that came with your FAX/MFC and two for your external two-line TAD. You will need a fourth line cord if you add a two-line telephone. 1 Place the two-line TAD and the two-line telephone next to your FAX/MFC. 2 Plug one end of the telephone line cord for your FAX/MFC into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the left side of the FAX/MFC. 3 Plug one end of the first telephone line cord for your TAD into the L1 jack of the triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD. 2 - 12 ASSEMBLY AND CONNECTIONS 4 Plug one end of the second telephone line cord for your TAD into the L2 jack of the two-line TAD. Plug the other end into the EXT.jack on the left side of the FAX/MFC. Triplex Adapter Two Line Phone External Two Line TAD Fax Machine You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the FAX/MFC's wall outlet. You can plug the telephone line cord from the two-line telephone into the L1+L2 jack of the triplex adapter. Or, you can plug the two-line telephone into the TEL jack of the two-line TAD. Multi-Line Connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the machine to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the FAX/MFC for you. It is advisable to have a separate line for the FAX/MFC. You can then leave the FAX/MFC in FAX mode to receive faxes any time of day or night. If the FAX/MFC is to be connected to a multi-line system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received. As with all fax units, this machine must be connected to a two wire system. If your line has more than two wires, proper connection of the FAX/MFC cannot be made. If You are Installing the FAX/MFC to Work with a PBX: 1 It is not guaranteed that the unit will operate correctly under all circumstances with a PBX. Any cases of difficulty should be reported first to the company that handles your PBX. 2 If all incoming calls will be answered by a switchboard operator, it is