User manual BROTHER MFC-8420

USER'S GUIDE MFC-8420 MFC-8820D 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 MFC safely Save these instructions for later reference. WARNING There are high voltage electrodes inside the machine. Before you clean the MFC or clear a paper jam, make sure you have unplugged the power cord from the power outlet. Do not handle the plug with wet hands. Doing this might cause an electrical shock. After you use the MFC, some internal parts are extremely HOT! To prevent injuries, be careful not to put your fingers in the area shown in the illustration. To prevent injuries, be careful not to put your hands on the edge of the MFC under the document cover. To prevent injuries, be careful not to put your fingers in the area shown in the illustration. iii To prevent injuries, be careful not to put your fingers in the area shown in the illustration. WARNING When you move the MFC, grasp the side handholds that are under the scanner. Do NOT carry the MFC by holding it at the bottom. 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 socket in a wet location. Install equipment with a power cord near a socket/outlet that is easily accessible. Do not use a telephone in the vicinity of gas leak to report leak. Do not use this product near appliances that use water, in a wet basement or near a swimming pool. There may be a remote risk of electric shock from lightning. Caution Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line and on the telephone line, or unplug the lines during a lightning storm. iv Choosing a location Place your MFC on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the MFC near a telephone socket and a standard, grounded power outlet. Choose a location where the temperature remains between 10° and 32.5°C. Caution Avoid placing your MFC in a high-traffic area. Do not place near heaters, air conditioners, water, chemicals, or refrigerators. Do not expose the MFC to direct sunlight, excessive heat, moisture, or dust. Do not connect your MFC to electrical outlets controlled by wall switches or automatic timers. Disruption of power can wipe out information in the MFC's memory. Do not connect your MFC to electrical outlets on the same circuit as large appliances or other Equipment that might disrupt the power supply. Avoid interference sources, such as speakers or the base units of cordless phones. v Quick Reference Guide Sending faxes Automatic Transmission 1 If it is not illuminated in green, press (Fax). 6 2 3 4 5 Place the document face up in the ADF, or face down on the scanner glass. Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad. Press Start. If you are using the scanner glass, press 2 or Start. 7 8 Press 1 if you want to choose more settings and the LCD will return to the Setup send menu. --OR-- Press 2 to fax. Enter the fax number. Press Start. Receiving faxes Select Receive Mode 1 Press Menu, 0,1. 2 Press or to select Fax Only, Manual, Fax/Tel and External TAD and then press Set. Real Time Transmission You can send faxes in real time. 1 If it is not illuminated in green, press (Fax). Storing numbers Storing One-Touch Dial numbers 1 Press Menu, 2, 3, 1. 2 Press the One-Touch key where you want to store the number. 3 Enter a number (up to 20 digits), and then press Set. 4 Enter a name (up to 15 characters or leave it blank), and then press Set. 5 Press Stop/Exit. 2 3 4 5 Place the document face up in the ADF, or face down on the scanner glass. Press Menu, 2, 2, 5. Press or to select On, and then press Set. --OR-- For the next transmission only, press or to select Next Fax Only, and then press Set. For the next fax only, press or to select Next Fax:On, and then press Set. vi Storing Speed-Dial numbers 1 Press Menu, 2, 3, 2. 2 Enter a three-digit Speed-Dial number, and then press Set. 3 Enter a number (up to 20 digits), and then press Set. 4 Enter a name (up to 15 characters or leave it blank), and then press Set. 5 Press Stop/Exit. 3 4 Press or to search the memory. Press Start. Making copies Single copy 1 2 3 Press (Copy) to Dialling operations One-Touch Dialling / Speed-Dialling 1 If it is not illuminated in green, press (Fax). illuminate it in green. Place the document face up in the ADF, or face down on the scanner glass. Press Start. Sorting multiple copies (Using the ADF) 1 2 3 4 5 6 Press (Copy) to 2 3 4 Place the document face up in the ADF, or face down on the scanner glass. Press the One-Touch key of the number you want to call. --OR-- Press Search/Speed Dial, press #, and then press the three-digit Speed-Dial number. Press Start. illuminate it in green. Place the document face up in the ADF. Use the dial pad to enter the number of copies you want (up to 99). Press Sort. Sort icon appears on the LCD. Press Start. Using Search 1 If it is not illuminated in green, press (Fax). 2 vii Press Search/Speed Dial, and then enter the first letter of the name you're looking for. Table of Contents 1 Introduction .......................................................................... 1-1 Using this Guide ............................................................... 1-1 Finding information ..................................................... 1-1 Symbols used in this Guide ........................................ 1-1 MFC part names and operations ................................ 1-2 Control panel overview ..................................................... 1-5 Status LED indications ............................................. 1-10 About fax machines ........................................................ 1-12 Fax tones and handshake ........................................ 1-12 ECM (Error Correction Mode)................................... 1-13 Connecting the MFC....................................................... 1-14 Connecting an external telephone............................ 1-14 Connecting an external telephone answering device (TAD).................................................................... 1-15 Sequence ............................................................. 1-15 Connections ......................................................... 1-16 Recording outgoing message (OGM) on an external TAD .................................................... 1-17 Using extension telephones (For U.K. only)......... 1-18 Multi-line connections (PBX) .................................... 1-20 If you are installing the MFC to work with a PBX........................................................ 1-20 Custom features on your phone line......................... 1-20 Paper ..................................................................................... 2-1 About paper ...................................................................... 2-1 Type and size of paper ............................................... 2-1 Recommended paper ................................................. 2-1 Choosing acceptable paper.............................................. 2-2 Paper capacity of the paper trays........................... 2-3 Paper specifications for each paper tray ................ 2-4 How to load paper ...................................................... 2-5 To load paper or other media in the paper tray ...... 2-5 To load paper or other media in the manual feed tray (For MFC-8420)................................... 2-7 To load paper or other media in the multi-purpose tray (MP tray) (For MFC-8820D) ........................ 2-9 To use Automatic Duplexing for fax, copy and print operations (For MFC-8820D) ............................... 2-11 2 viii 3 On-screen programming ..................................................... 3-1 User-friendly programming ............................................... 3-1 Menu table .................................................................. 3-1 Memory Storage ......................................................... 3-1 Navigation keys ................................................................ 3-2 Getting started ..................................................................... 4-1 Initial Setup ....................................................................... 4-1 Setting the Date and Time .......................................... 4-1 Setting the Station ID.................................................. 4-2 Entering text ........................................................... 4-3 Inserting spaces ..................................................... 4-3 Making corrections ................................................. 4-4 Repeating letters .................................................... 4-4 Special characters and symbols ............................ 4-4 PABX and TRANSFER............................................... 4-5 Setting PABX.......................................................... 4-5 General Setup................................................................... 4-6 Setting the Mode Timer .............................................. 4-6 Setting the Paper Type ............................................... 4-7 Setting the Paper Size ................................................ 4-8 Setting the Ring Volume ............................................. 4-9 Setting the Beeper Volume......................................... 4-9 Setting the Speaker Volume .....................................4-10 Setting the Clock Change ......................................... 4-10 Toner Save ...............................................................4-10 Sleep Time................................................................ 4-11 Turning off the Scanner Lamp .................................. 4-11 Power Save .............................................................. 4-12 Setting the Tray Use for Copy mode ........................ 4-13 Setting the Tray Use for Fax mode........................... 4-14 Setting the LCD Contrast.......................................... 4-14 Initial Setup depending on Your Country ........................ 4-15 Setting Tone or Pulse dialling mode (Except for the Nordic Countries) .........................4-15 Setup Receive ...................................................................... 5-1 Basic receiving operations................................................ 5-1 Choosing the Receive Mode....................................... 5-1 To select or change your Receive Mode ................ 5-2 Setting the Ring Delay ............................................... 5-2 Setting the F/T Ring Time (Fax/Tel mode only).......... 5-3 Fax Detect .................................................................. 5-4 Printing a reduced incoming fax (Auto Reduction) ..... 5-5 4 5 ix Reception into memory............................................... 5-6 Printing a fax from the memory .................................. 5-7 Setting the Print Density ............................................. 5-7 Advanced receiving operations ........................................ 5-8 Operation from extension telephones......................... 5-8 For FAX/TEL mode only ............................................. 5-8 Using a cordless external handset ............................. 5-9 Changing the remote codes ....................................... 5-9 Polling....................................................................... 5-10 Secure Polling ...................................................... 5-10 Setup for Polling Receive (Standard) ................... 5-10 Setup for Polling Receive with Secure Code........ 5-11 Setup Delayed Polling Receive ............................ 5-11 Sequential Polling..................................................... 5-12 Setting Duplex printing for Fax mode (For MFC-8820D) ................................................. 5-13 Telephone services ........................................................ 5-14 BT Call Sign (For U.K. Only) .................................... 5-14 To enable the machine to work with BT Call Sign (Only with your external phone) ....................... 5-14 6 Setup Send ........................................................................... 6-1 How to Fax ....................................................................... 6-1 Enter Fax mode .......................................................... 6-1 Faxing from the automatic document feeder (ADF) ... 6-1 Faxing from the ADF .............................................. 6-2 Faxing from the scanner glass ................................... 6-3 Faxing legal size documents from the scanner glass. 6-5 Out of Memory message ........................................ 6-5 Manual transmission................................................... 6-5 Automatic transmission .............................................. 6-6 This is the easiest way to send a fax...................... 6-6 Sending a fax at the end of a conversation ................ 6-6 Basic sending operations ................................................. 6-7 Sending faxes using multiple settings ........................ 6-7 Contrast ...................................................................... 6-8 Fax Resolution............................................................ 6-9 Manual and automatic fax Redial ............................... 6-9 Dual Access.............................................................. 6-10 Real Time Transmission........................................... 6-11 Checking job status .................................................. 6-12 Cancelling a job while scanning the document......... 6-12 Cancelling a scheduled job....................................... 6-13 x Advanced sending operations ........................................ 6-14 Composing the electronic Cover Page ..................... 6-14 Composing your own comments .......................... 6-15 Cover page for the next fax only........................... 6-15 Send a cover page for all faxes ............................ 6-16 Using a printed cover page....................................... 6-17 Broadcasting............................................................. 6-17 Overseas Mode ........................................................6-19 Delayed Fax.............................................................. 6-20 Delayed Batch Transmission .................................... 6-21 Setup for Polled Transmit (Standard) .......................6-21 Setup for Polled Transmit with Secure Code............ 6-22 Memory Security....................................................... 6-23 Setting up the password ....................................... 6-24 Turning Memory Security on ................................ 6-24 Turning Memory Security off.....................................6-24 7 Auto Dial numbers and dialling options ............................ 7-1 Storing numbers for easy dialling ..................................... 7-1 Storing One-Touch Dial numbers ............................... 7-1 Storing Speed-Dial numbers....................................... 7-3 Changing One-Touch and Speed-Dial numbers......... 7-4 Setting up Groups for Broadcasting............................ 7-5 Dialling options ................................................................. 7-7 Search ........................................................................ 7-7 One-Touch Dialling ..................................................... 7-7 Speed-Dialling ............................................................ 7-8 Manual dialling............................................................ 7-8 Using an external telephone ....................................... 7-8 Access codes and credit card numbers...................... 7-9 Pause ....................................................................... 7-10 Tone or Pulse ........................................................... 7-10 Remote Fax Options ............................................................ 8-1 Fax Forwarding................................................................. 8-1 Programming a Fax Forwarding number .................... 8-1 Setting Fax Storage .......................................................... 8-2 Setting your Remote Access Code................................... 8-3 Remote retrieval ............................................................... 8-4 Using your Remote Access Code............................... 8-4 Remote commands..................................................... 8-5 Retrieving fax messages ............................................ 8-6 Changing your Fax Forwarding number ..................... 8-6 8 xi 9 Printing reports .................................................................... 9-1 MFC settings and activity ................................................. 9-1 Customizing the Transmission Verification Report..... 9-1 Setting the Journal Period .......................................... 9-2 Printing reports ........................................................... 9-3 To print a report ...................................................... 9-3 Making copies .................................................................... 10-1 Using the MFC as a copier ............................................. 10-1 Enter Copy mode...................................................... 10-1 Temporary copy settings ...................................... 10-2 Making a single copy from the ADF.......................... 10-3 Making multiple copies from the ADF....................... 10-3 Single or multiple copies using the scanner glass.... 10-4 Out of Memory message .......................................... 10-5 Using the Copy keys (Temporary settings) .................... 10-6 Enlarge/Reduce........................................................ 10-7 Quality (type of document) ....................................... 10-9 Sorting copies using the ADF ................................... 10-9 Contrast .................................................................. 10-10 Tray Select ............................................................. 10-11 Duplex/N in 1 .......................................................... 10-12 Duplex/N in 1 copy ................................................. 10-14 N in 1 copy ......................................................... 10-14 Poster ................................................................. 10-16 Duplex (1 in 1) (For MFC-8820D)....................... 10-17 Duplex (2 in 1) and Duplex (4 in 1) (For MFC-8820D) ........................................... 10-19 Changing the default copy settings .............................. 10-20 Quality .................................................................... 10-20 Contrast .................................................................. 10-20 Using the MFC as a printer ............................................... 11-1 Using the Brother MFC-8420, MFC-8820D printer driver ................................................................ 11-1 How to print your document............................................ 11-2 Simultaneous printing and faxing ................................... 11-3 Two-sided printing (Duplex Printing) ........................ 11-3 Automatic Duplex Printing (For MFC-8820D)....... 11-3 Manual Duplex Printing ........................................ 11-4 Face-down output tray.............................................. 11-5 Printing on plain paper.............................................. 11-5 The manual feed tray (For MFC-8420)................. 11-5 The MP tray (For MFC-8820D) ............................ 11-6 xii 10 11 Printing on thicker paper and card stock ..................11-8 The manual feed tray (For MFC-8420)................. 11-8 The multi-purpose tray (MP tray) (For MFC-8820D) ........................................... 11-10 Printing on envelopes ............................................. 11-12 Printer operation keys................................................... 11-17 Job Cancel.............................................................. 11-17 Secure key.............................................................. 11-17 Setting the Emulation Selection.............................. 11-18 Printing the Internal Font List.................................. 11-19 Printing the Print Configuration List ........................ 11-19 Restoring factory default settings ........................... 11-19 12 Printer driver settings ........................................................12-1 Printer driver settings...................................................... 12-1 How to access the printer driver settings........................ 12-1 Features in the Brother Native Driver ............................. 12-2 Basic tab ................................................................... 12-2 Paper Size ............................................................ 12-3 Multiple Page........................................................12-3 Orientation ............................................................ 12-3 Copies .................................................................. 12-4 Media Type........................................................... 12-4 Advanced tab............................................................ 12-5 Print Quality .......................................................... 12-5 Duplex Printing ..................................................... 12-6 Watermark ............................................................ 12-8 Page Setting ....................................................... 12-10 Device Options ................................................... 12-11 Secure Print ............................................................ 12-11 Accessories tab .................................................. 12-14 Support tab ......................................................... 12-16 Features in the PS printer driver (For Windows®).........12-17 Ports tab ................................................................. 12-18 Device Settings tab.................................................12-19 Layout tab............................................................... 12-20 Booklet (For MFC-8820D) (For Wondows® 2000/XP) .............................. 12-20 Paper/Quality tab .................................................... 12-21 Advanced Options .................................................. 12-22 xiii 13 How to scan using Windows® ........................................... 13-1 Scanning a document .................................................... 13-1 TWAIN compliant...................................................... 13-1 How to access the Scanner...................................... 13-2 Scanning a document into the PC ............................ 13-3 Scanning a whole page ........................................ 13-3 Pre-Scanning to crop a portion you want to scan .. 13-4 Settings in the Scanner window ............................... 13-6 Image Type .......................................................... 13-6 Resolution ............................................................ 13-6 Scan Type ............................................................ 13-7 Brightness ............................................................ 13-7 Contrast ................................................................ 13-7 Document Size ..................................................... 13-8 Scanning a document (For Windows® XP only) ........... 13-10 WIA compliant ........................................................ 13-10 How to access the scanner .................................... 13-10 Scanning a document into the PC .......................... 13-11 Scanning a document using the ADF ................. 13-11 Pre-Scanning to crop a portion you want to scan using the scanner glass ......................... 13-13 Brother Scanner Utility ....................................... 13-15 Using the scan key (For USB or Parallel interface cable users) ............................................................... 13-16 Scan to E-mail ........................................................ 13-17 Scan to Image ........................................................ 13-17 Scan to OCR .......................................................... 13-18 Scan to File............................................................. 13-18 Using ScanSoft® PaperPort® and TextBridge® OCR.... 13-19 Viewing items ......................................................... 13-20 Organizing your items in folders ............................. 13-21 Quick links to other applications ............................. 13-21 ScanSoft® TextBridge® OCR lets you convert image text into text you can edit ......................... 13-22 You can Import items from other applications ........ 13-23 You can Export items in other formats ................... 13-23 Exporting an image file ....................................... 13-23 How to Uninstall PaperPort® and ScanSoft® TextBridge® ........................................................ 13-24 xiv 14 Using the Brother Control Center .................................... 14-1 Brother MFL-Pro Control Center............................... 14-1 AutoLoad the Brother Control Center .......................14-2 How to turn off AutoLoad .......................................... 14-2 Brother Control Center features...................................... 14-3 Auto Configuration .................................................... 14-3 Scan key operations .................................................14-4 Copy operations........................................................14-4 PC-Fax operation...................................................... 14-4 Scanner settings for Scan, Copy and PC-Fax buttons.................................................................. 14-5 Global settings.......................................................... 14-5 Setting up the scanner configurations ...................... 14-6 Perform an operation from the Control Center screen................................................................... 14-7 Scan to File..................................................................... 14-8 To access Scan to File Configurations screen ......... 14-8 Scanner settings....................................................... 14-8 Destination folder...................................................... 14-9 Scan to E-mail .............................................................. 14-10 To access Scan to E-mail Configurations screen ... 14-10 Scanner settings..................................................... 14-10 E-mail application ................................................... 14-11 Send to Options ......................................................14-11 Scan to OCR (Word Processor) ...................................14-12 To access Scan to OCR Configurations screen ..... 14-12 Scanner settings..................................................... 14-12 Word Processor ......................................................14-13 Scan to Image............................................................... 14-14 To access Scan to Image Configurations screen ... 14-14 Scanner Settings .................................................... 14-15 Target Application................................................... 14-15 Copy ............................................................................. 14-16 To access the Copy Configurations screen ............ 14-16 Scanner settings..................................................... 14-17 Number of copies.................................................... 14-17 Send a fax..................................................................... 14-18 To access the Send a fax Configurations screen ... 14-18 Scanner settings..................................................... 14-18 PC-FAX Settings..................................................... 14-19 xv 15 Using the Windows®-Based Brother SmartUI Control Center 15-1 Brother SmartUI Control Center ..................................... 15-1 AutoLoad the Brother Control Center ....................... 15-2 How to turn off Auto Load......................................... 15-2 Brother Control Center features ..................................... 15-3 Auto Configuration.................................................... 15-4 Hardware Section: Changing the Scan to button configuration ................................................................ 15-5 Scan to E-mail .......................................................... 15-6 Scan to File............................................................... 15-7 Scan to Image .......................................................... 15-8 Scan to OCR .......................................................... 15-10 Software Section .......................................................... 15-12 Scan ....................................................................... 15-13 Copy ....................................................................... 15-13 Fax.......................................................................... 15-14 Custom ................................................................... 15-14 Scan to File................................................................... 15-15 Scan to E-mail .............................................................. 15-17 File attachments ..................................................... 15-19 Scanner settings..................................................... 15-20 Scan to OCR (Word Processing program) ................... 15-21 Scan to Graphics application (example: Microsoft Paint)......................................... 15-23 Copy ....................................................................... 15-25 Fax setting (PC-Fax using the Brother Fax Driver) ...... 15-27 FAX settings ........................................................... 15-28 Custom: User-defined buttons...................................... 15-29 Customizing a user-defined button......................... 15-29 1. Select the Scan Action ................................... 15-29 2. Select Configuration for the Scan Type.......... 15-30 3. Select Scan Settings. ..................................... 15-34 Using MFC Remote Setup ................................................. 16-1 MFC Remote Setup........................................................ 16-1 Using Brother PC-FAX software ....................................... 17-1 PC-FAX sending............................................................. 17-1 Setting up user information....................................... 17-2 Sending setup........................................................... 17-3 Outside line access .................................................. 17-4 Include header.......................................................... 17-4 Address Book file...................................................... 17-4 xvi 16 17 User interface ........................................................... 17-5 Simple style .......................................................... 17-5 Facsimile style ...................................................... 17-5 Speed-Dial setup ............................................................ 17-6 The Address Book .................................................... 17-7 Setting up a Member in the Address Book ............... 17-8 Setting up a Group for Broadcasting ........................ 17-9 Editing Member information.................................... 17-10 Deleting a Member or Group .................................. 17-10 Exporting the Address Book ...................................17-10 Importing to the Address Book ............................... 17-12 Setting up a Cover Page......................................... 17-14 You can enter information in each field .................. 17-15 Sending a file as a PC-FAX using the Facsimile style .................................................... 17-16 Redial ................................................................. 17-17 Sending a file as a PC-FAX using the Simple style ........................................................ 17-17 Setting up PC-FAX receiving (Windows® 95/98/98SE/Me/2000 Professional and Windows NT® WS 4.0 only) ....................................... 17-19 Running PC-FAX Receiving ...................................17-19 Setting up your PC.................................................. 17-19 Viewing new PC-FAX messages ............................17-20 Receiving a fax into the PC (Windows® XP only)................................................... 17-21 How to receive a fax automatically ......................... 17-21 How to view the received faxes .............................. 17-26 18 Using your MFC with a Macintosh® .................................. 18-1 Setting up your USB-equipped Apple® Macintosh® ....... 18-1 Using the Brother printer driver with your Apple® Macintosh® (Mac OS® 8.6 - 9.2) .................................. 18-2 Using the Brother Printer Driver with Your Apple® Macintosh® (Mac OS® X)............................................. 18-4 Choosing page setup options ................................... 18-4 Specific settings........................................................18-5 Using the PS driver with your Apple® Macintosh® .......... 18-6 For Mac OS® 8.6 to 9.2 Users .................................. 18-7 For Mac OS® X users ............................................. 18-11 Sending a fax from your Macintosh® application .......... 18-14 For Mac OS® 8.6 - 9.2 users .................................. 18-14 xvii For Mac OS® X users ............................................. 18-16 Drag a vCard from the Mac OS® X Address Book application ...................................................... 18-18 Using the Brother TWAIN scanner driver with your Macintosh® ................................................................ 18-20 Accessing the scanner ........................................... 18-20 Scanning an image into your Macintosh® ............... 18-21 Scanning a whole page ...................................... 18-21 Pre-Scanning an image .......................................... 18-22 Settings in the Scanner window ............................. 18-23 Image ................................................................. 18-23 Scanning Area.................................................... 18-25 Business Card Size ............................................ 18-25 Adjusting the Image............................................ 18-26 Using Presto!® PageManager® ..................................... 18-27 Highlights................................................................ 18-27 System requirements.............................................. 18-28 Technical Support................................................... 18-28 MFC Remote Setup (Mac OS® X) ................................ 18-30 19 Network Scanning ............................................................. 19-1 Registering your PC with the MFC ........................... 19-1 Using the Scan key......................................................... 19-5 Scan to E-mail (PC).................................................. 19-5 Scan to E-mail (E-mail server).................................. 19-6 Scan to Image .......................................................... 19-8 Scan to OCR ............................................................ 19-9 Scan to File............................................................. 19-10 Brother Network PC-FAX software .................................. 20-1 Enable Network PC-FAX .......................................... 20-1 Sending setup ...................................................... 20-2 Extra options in Address Book ............................. 20-3 Installing Network PC-FAX ....................................... 20-4 Windows® 95/98/98SE and Me users .................. 20-4 Using the Brother Network PC-FAX software........... 20-6 Quick Tips: ........................................................... 20-6 Sending a Network PC-FAX from your Macintosh® application ............................................................ 20-7 For Mac OS 8.6 - 9.2 users .................................. 20-7 For Mac OS X users ............................................. 20-7 20 xviii 21 Important information ........................................................21-1 IEC 60825 Specification ........................................... 21-1 Laser Diode .......................................................... 21-1 Caution ................................................................. 21-1 For your safety.......................................................... 21-2 Disconnect device..................................................... 21-2 IT power system (For Norway only)...................... 21-2 LAN connection .................................................... 21-2 International ENERGY STAR® Compliance Statement ............................................................. 21-2 Important safety instructions........................................... 21-3 Trademarks..................................................................... 21-5 Troubleshooting and routine maintenance ..................... 22-1 Troubleshooting ............................................................. 22-1 Error messages ........................................................22-1 Document jams......................................................... 22-5 Document is jammed in the top of the ADF unit. .. 22-5 Document is jammed inside the ADF unit. ...........22-5 Paper jams................................................................ 22-6 Paper is jammed in the duplex tray (For MFC-8820D) ........................................... 22-10 If you are having difficulty with your MFC ............... 22-12 Improving the print quality....................................... 22-17 Packing and shipping the MFC..................................... 22-21 Routine maintenance.................................................... 22-24 Cleaning the scanner.............................................. 22-24 Cleaning the printer ................................................ 22-25 Cleaning the drum unit............................................ 22-26 Replacing the toner cartridge.................................. 22-27 How to replace the toner cartridge.......................... 22-27 Replacing the drum unit..........................................22-32 Checking the drum life ............................................ 22-35 Page Counter ......................................................... 22-35 22 xix 23 Optional accessories ......................................................... 23-1 Memory board ................................................................ 23-1 Installing the optional memory board........................ 23-2 Network (LAN) board...................................................... 23-5 Before starting installation ........................................ 23-6 Step 1: Hardware installation.................................... 23-6 Step 2: Connecting the NC-9100h to an Unshielded Twisted Pair 10BASE-T or 100BASE-TX Ethernet Network.................................................. 23-9 LED ...................................................................... 23-9 TEST SWITCH ................................................... 23-10 Paper Tray #2......................................................... 23-11 Glossary .............................................................................. G-1 Specifications ......................................................................S-1 Product description ...........................................................S-1 General.............................................................................S-1 Print media .......................................................................S-2 Copy .................................................................................S-2 Fax....................................................................................S-3 Scanner ............................................................................S-4 Printer ...............................................................................S-5 Interfaces..........................................................................S-5 Computer requirements ....................................................S-6 Consumable items............................................................S-7 Network (LAN) board (NC-9100h) ....................................S-8 Index ...................................................................................... I-1 Remote Retrieval Access card .......................................... R-1 G S 24 25 xx 1 Introduction Using this Guide Thank you for buying a Brother Multi-Function Center (MFC). Your MFC-8420, MFC-8820D is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your MFC by taking a few minutes to read this Guide. Finding information All the chapter headings and subheadings are listed in the Table of Contents. You will be able to find information about a specific feature or operation by checking the Index at the back of this Guide. Symbols used in this Guide Throughout this Guide you'll see special symbols alerting you to important warnings, notes and actions. To make things clearer and to help you press the correct keys, we used special fonts and added some of the messages that will appear in the LCD. Bold Italics Bold typeface identifies specific keys on the MFC control panel. Italicized typeface emphasizes an important point or refers you to a related topic. Courier New Courier New typeface identifies the messages on the LCD of the MFC. Warnings inform you what to do to avoid possible personal injury or damage to the MFC. 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 MFC. INTRODUCTION 1 - 1 MFC part names and operations Front view 5 Automatic Document Feeder (ADF) 4 Control Panel 7 ADF Document Output Support Flap 8 Document Cover 6 ADF Document Support Extension 3 Face-down Output Tray Support Flap with Extension 2 Front Cover Release Button 1 (MFC-8420) Manual Feed Tray (MFC-8820D) Multi-purpose Tray (MP Tray) 9 Power Switch 10 Front Cover 11 Paper Tray (Tray #1) No. Name 1 (MFC-8420) Manual Feed Tray (MFC-8820D) Multi-purpose Tray (MP Tray) Front Cover Release Button Face-down Output Tray Support Flap with Extension (Support Flap) Control Panel Automatic Document Feeder (ADF) ADF Document Support Extension ADF Document Output Support Flap Document Cover Power Switch Front Cover Paper Tray (Tray #1) Description Load paper here. 2 3 4 5 6 7 8 9 10 11 Press it to open the front cover. Unfold it to prevent the printed paper from sliding off the MFC. Use the keys and display to control the MFC. Use the ADF unit for multiple page documents. Place the document here to use the ADF unit. Unfold to prevent the scanned pages from sliding off the MFC. Open to place the document on the scanner glass. Switch it on or off. Open to install a toner cartridge or drum unit. Load paper here. 1 - 2 INTRODUCTION Back view 16 ADF Cover 15 Face-up Output Tray (Back Output Tray) 14 AC Power Connector 13 Duplex Tray (MFC-8820D) 12 Paper Adjustment Lever for Duplex Printing (MFC-8820D) 17 Telephone Line Jack/Socket 18 USB Interface Connector 19 Parallel Interface Connector 20 External Telephone Line Jack/Socket No. Name 12 Paper Adjustment Lever for Duplex Printing (MFC-8820D) Duplex Tray (MFC-8820D) AC Power Connector Face-up Output Tray (Back Output Tray) ADF Cover Telephone Line Jack/Socket USB Interface Connector Parallel Interface Connector External Telephone Line Jack/Socket (Not for the UK) Description Use to match your paper size for duplex printing. Slide out to remove paper jammed inside the MFC. Connect the AC Power Connector here. Open it when thicker paper is placed in the MP tray or Manual feed tray. Open to remove paper jammed inside the ADF unit. Plug the line cord supplied with the machine here. Connect the USB Cable here. Connect the Parallel Cable here. Plug in the modular plug on the external telephone line here. 13 14 15 16 17 18 19 20 INTRODUCTION 1 - 3 Inside view (Document cover open) 24 Document Cover 25 White Film 23 Scanner Lock Lever 22 Glass Strip 21 Document Guidelines 26 Scanner Glass No. Name 21 22 23 24 25 26 Document Guidelines Glass Strip Scanner Lock Lever Document Cover White Film Scanner Glass Description Use to center the document on the scanner glass. This is used to scan documents when using the ADF. Use to lock/unlock the scanner when relocating the MFC. Open to place the document on the scanner glass. Clean it for good quality copying and scanning. Place the document to be scanned here. 1 - 4 INTRODUCTION Control panel overview MFC-8420 and MFC-8820D have similar control panel keys. INTRODUCTION 1 - 5 1 2 3 4 5 7 1 Shift To access memory locations 21 through 40 in the One-Touch keys hold down the Shift key. 6 6 Mode keys: Fax Lets you access Fax mode. Copy Lets you access Copy mode. Scan Lets you access Scan mode. 2 One-Touch keys These 20 keys give you instant access to 40 previously stored dial numbers. 3 Print keys: Secure Lets you print out data saved in memory by entering your four-digit password. Job Cancel Clears data from the printer memory. 4 Status LED (Light-Emitting Diode) The LED will flash and change color depending on the MFC status. 5 5-Line Liquid Crystal Display (LCD) Displays messages on the screen to help you to set up and use your MFC. 1 - 6 INTRODUCTION 7 Fax and telephone keys: Tel/R This key is used to have a telephone conversation having picked up the external handset in F/T pseudo-ringing etc. Also, use this key to 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. Resolution Sets the resolution when you send a fax. 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 three-digit number. Redial/Pause Redials the last number you called. It also inserts a pause in auto dial numbers. INTRODUCTION 1 - 7 5 8 9 10 11 6 8 Navigation keys: Menu Lets you access the Menu to program. Set Lets you store your settings in the MFC. Clear/Back Deletes entered data or lets you exit the menu by pressing repeatedly. or Press to scroll forward or backward to a menu selection. When using the speaker or ring, you can press these keys to adjust the volume in fax mode. or Press to scroll through the menus and options. Also, you can use these keys to do a numeral search for the names of stored numbers in fax mode. 12 9 Copy keys (Temporary settings): Enlarge/Reduce Lets you reduce or enlarge copies depending upon the ratio you select. Contrast Lets you make a copy that is lighter or darker than the document. Quality Lets you select the copy quality for your type of document. Tray Select You can select which tray you would like to use for the next copy. Sort Lets you sort multiple copies using the ADF. N in 1 (For MFC-8420) N in 1 lets you copy 2 or 4 pages onto one page. Duplex/N in 1 (For MFC-8820D) You can choose Duplex to copy on both sides of the paper or N in 1 to copy 2 or 4 pages onto one page. 1 - 8 INTRODUCTION 0 Dial Pad Use these keys to dial telephone and fax numbers and as a keyboard for entering information into the MFC. The # key lets you temporarily switch the dialling mode during a telephone call from Pulse to Tone. A Stop/Exit Stops a fax, copy and scan operation or exits from the menu. B Start Lets you start sending faxes, making copies or scanning. INTRODUCTION 1 - 9 Status LED indications The Status LED (Light Emitting Diode) will flash and change color depending on the MFC status. The LED indications shown in the table below are used in the illustrations in this chapter. LED LED status LED is off. LED is on. Green Yellow Red LED is blinking. Green Yellow Red LED MFC status Sleep Mode Warming Up Description The power switch is off or the MFC is in Sleep mode or Power save mode. The MFC is warming up for printing. Green Ready Green Receiving Data Yellow Data Remaining in Memory Yellow The MFC is either receiving data from the computer, processing data in memory or printing data. Print data remains in the MFC memory. The MFC is ready to print. 1 - 10 INTRODUCTION LED MFC status Service error Description Follow the steps below. 1. Turn off the power switch. 2. Wait a few seconds, and then turn it back on and try to print again. If you cannot clear the error and see the same service call indication after turning the MFC back on, call your dealer or Brother authorized service center. The cover is open. Close the cover. (See Error messages on page 22-1.) Replace the toner cartridge with a new one. (See Replacing the toner cartridge on page 22-27.) Put paper in the tray or clear the paper jam. Check the LCD message. (See Troubleshooting and routine maintenance on page 22-1.) Check that the scanner lock lever is released. (See Scanner Lock Lever on page 1-4.) Check the LCD message. (See Troubleshooting and routine maintenance on page 22-1.) Memory is full. (See Error messages on page 22-1.) Red Cover open Toner empty Paper error Red Scan lock Others Out of memory When the power switch is off or the MFC is in Sleep mode, the LED is off. INTRODUCTION 1 - 11 About fax machines Fax tones and handshake When someone is sending a fax, the MFC sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You'll hear them after you dial and press Start and they will continue for about 60 seconds after dialling. During that time, the sending machine must begin the "handshake", or connection, with the receiving machine. Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line. You'll soon learn to listen for these quiet beeps each time you answer a phone on your fax line, so you will know if you are receiving a fax message. The receiving fax responds with fax receiving tones, which are loud, chirping sounds. A receiving fax chirps for about 40 seconds over the phone line, and the LCD shows Receiving. If your MFC is set to the Fax Only mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, your MFC 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 machines "chirps" overlap. This must be for at least 2 to 4 seconds, so both machines can understand how each is sending and receiving the fax. The handshake cannot begin until the call is answered, and the CNG tones only last for about 60 seconds after the number is dialled. So it is important for the receiving machine to answer the call in as few rings as possible. When you have an external Telephone Answering Device (TAD) on your fax line, your TAD will decide the number of rings before the call is answered. Pay special attention to the directions for connecting a TAD in this chapter. (See Connecting an external telephone answering device (TAD) on page 1-15.) 1 - 12 INTRODUCTION ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the MFC to check a fax transmission while it is in progress. If the MFC 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 MFC. Your MFC must have enough memory for this feature to work. INTRODUCTION 1 - 13 Connecting the MFC Connecting an external telephone Although your MFC does not have a handset, you can connect a separate telephone (or telephone answering device) directly to your MFC as shown in the diagram below. Extension Telephone External Telephone (Example for the U.K.) Whenever this phone (or TAD) is in use, the LCD shows Telephone. 1 - 14 INTRODUCTION Connecting an external telephone answering device (TAD) Sequence You may choose to connect an answering device. However, when you have an external TAD on the same telephone line as the MFC, the TAD answers all calls and the MFC "listens" for fax calling (CNG) tones. If it hears them, the MFC takes over the call and receives the fax. If it doesn't hear CNG tones, the MFC lets the TAD continue playing your outgoing message so your caller can leave you a voice message. The TAD must answer within four rings (the recommended setting is two rings). The MFC cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax "handshake". Make sure you carefully follow the instructions in this guide for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds five rings. If you do not receive all your faxes, reduce the Ring Delay setting on your external TAD. INTRODUCTION 1 - 15 Do not connect a TAD elsewhere on the same phone line. TAD TAD (Example for the U.K.) Connections 1 2 3 4 5 6 Plug the telephone line cord from the wall socket into the back of the MFC, in the socket labelled LINE. Plug the telephone line cord from your external TAD into the correct socket on the machine. (Make sure this cord is connected to the TAD at the TAD's telephone line socket, and not its telephone socket.) Set your external TAD to one or two rings. (The MFC's Ring Delay setting does not apply.) Record the outgoing message on your external TAD. Set the TAD to answer calls. Set the Receive Mode to External TAD. (See Choosing the Receive Mode on page 5-1.) 1 - 16 INTRODUCTION Recording outgoing message (OGM) on an external TAD Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception. 1 Record 5 seconds of silence at the beginning of your message. (This allows your 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 Remote Activation Code for people sending manual faxes. For example: "After the beep, leave a message or send a fax by pressing 51 and Start." We recommend beginning your OGM with an initial 5-second silence because the MFC cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your MFC has trouble receiving, then you must re-record the OGM to include it. INTRODUCTION 1 - 17 Using extension telephones (For U.K. only) It may be that your premises are already wired with parallel extension telephones, or you intend to add extension telephones to your line, in addition to your machine. While the simplest arrangement is straightforward parallel connection, there are some reasons as to why this arrangement will cause unsatisfactory service, the most obvious of which is inadvertent interruption of a facsimile transmission by someone picking up an extension telephone in order to make an outgoing call. Additionally, remote activation may not operate reliably in such a simple configuration. This machine may also be set to make a delayed transmission (i.e. a transmission at a pre-set time). This pre-set job may coincide with someone picking up an extension handset. Such problems can easily be eliminated however, if you arrange modification of your extension wiring circuit, such that extension devices are connected "downstream" of your machine, in a master/slave configuration. In such a configuration, this machine can always detect whether a telephone is in use, thus it will not attempt to seize the line during that time. This is known as "telephone off-hook detection." The inadvisable configuration is shown in figure 1 below, and the recommended master/slave configuration is shown in figure 2. This new connection configuration can be arranged by contacting BT, Kingston upon Hull Telecommunications, your PABX maintainer or a qualified telephone installation company as appropriate. Simply explained, the extension telephone circuit should be terminated on a normal modular plug (BT 431A style), which in turn should be inserted into the modular socket of the white "T"-shaped connector provided as part of the line cord assembly. 1 - 18 INTRODUCTION EXTENSION SOCKET EXTENSION SOCKET MASTER SOCKET INCOMING LINE FAX INADVISABLE CONNECTION OF EXTENSION SOCKETS Fig. 1. DISCONNECT EXTENSION SOCKET EXTENSION SOCKET MASTER SOCKET INCOMING LINE FAX FAX MACHINE MUST BE PLUGGED INTO MASTER SOCKET RECOMMENDED CONNECTION OF EXTENSION SOCKETS Fig. 2. INTRODUCTION 1 - 19 Multi-line connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the MFC to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the MFC for you. It is advisable to have a separate line for the MFC. You can then leave the Receive Mode set to Fax Only to receive faxes any time of the day or night. If the MFC is to be connected to a multi-line system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received. If you are installing the MFC to work with a PBX 1 2 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. If all incoming calls will be answered by a switchboard operator, it is recommended that the Receive Mode be set to Manual. All incoming calls should initially be regarded as telephone calls. Custom features on your phone line If you have Voice Mail, Call Waiting, RingMaster, an answering service, an alarm system or other custom feature on one phone line it may create a problem with the operation of your MFC. (See Custom features on a single line. on page 22-13.) 1 - 20 INTRODUCTION 2 Paper About paper Type and size of paper The MFC loads paper from the installed paper tray, manual feed tray, multi-purpose tray or optional lower tray. Tray Type Paper tray (Tray #1) Manual feed tray Multi-purpose tray (MP tray) Optional lower tray (Tray #2) Model name MFC-8420 and MFC-8820D MFC-8420 MFC-8820D Option for MFC-8420 and MFC-8820D Recommended paper Plain Paper: Xerox Premier 80 g/m2 Xerox Business 80 g/m2 Mode DATACOPY 80 g/m2 IGEPA X-Press 80 g/m2 Xerox Recycled Supreme 3M CG 3300 Avery laser label L7163 Recycled paper: Transparency: Labels: Before you buy a large amount of paper, please test some to make sure that the paper is suitable. Use paper that is made for plain-paper copying. Use paper that is 75 to 90 g/m2. Use neutral paper. Do not use acidic or alkaline paper. Use long-grain paper. Use paper with a moisture content of approximately 5%. PAPER 2 - 1 Caution Do not use ink jet paper. It may cause a paper jam and damage your MFC. The output quality depends on the paper type and paper brand. Visit us at http://solutions.brother.com and check the latest recommendations for paper that can be used with the MFC-8420 and MFC-8820D. Choosing acceptable paper We recommend that you test paper (especially special sizes and types of paper) on the MFC before purchasing large quantities. Avoid feeding label sheets that are partly used or your MFC will be damaged. Avoid using coated paper, such as vinyl coated paper. Avoid using preprinted or highly textured paper, or paper with an embossed letterhead. For optimum printing, use a recommended type of paper, especially for plain paper and transparencies. For more information on paper specifications, call your nearest authorized sales representative or the place where you purchased your MFC. Use label or transparencies that are designed for use in laser printers. For the best print quality, we recommend using long-grained paper. If you are using special paper and the paper has problems feeding from the paper tray, try again using the manual feed tray or Multi-purpose tray. You can use recycled paper in this MFC. 2 - 2 PAPER Paper capacity of the paper trays Paper size Multi-purpose tray (MP tray) (MFC-8820D) Manual feed tray (MFC-8420) Paper tray (Tray #1) Width: 69.8 to 220 mm Height: 116 to 406.4 mm Width: 69.8 to 220 mm Height: 116 to 406.4 mm A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5, A6, B6 (ISO) Number of sheets 50 sheets (80 g/m2) Single sheet 250 sheets (80 g/m2) Optional lower tray (Tray #2) Duplex printing A4, Letter, Legal, B5 (ISO), 250 sheets B5 (JIS), Executive, A5, B6 (ISO) (80 g/m2) A4, Letter, Legal -- PAPER 2 - 3 Paper specifications for each paper tray Model Paper types Multipurpose tray Manual feed tray N/A MFC-8420 MFC-8820D Plain paper, Bond paper, Recycled paper, Envelope*1, Labels*2, and Transparency*2 N/A Plain paper, Bond paper, Recycled paper, Envelope, Labels, and Transparency Paper tray Optional Lower tray Paper weights Multipurpose tray Manual feed tray Paper tray Optional Lower tray Paper sizes Multipurpose tray Manual feed tray Paper tray Optional Lower Tray *1 Up to 3 envelopes *2 Up to 10 sheets Plain paper, Recycled paper, and Transparency*2 Plain paper, Recycled paper, and Transparency*2 N/A 60 to 161 g/m2 60 to 161 g/m2 60 to 105 g/m2 60 to 105 g/m2 N/A N/A Width: 69.8 to 220 mm Height: 116 to 406.4 mm N/A Width: 69.8 to 220 mm Height: 116 to 406.4 mm A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5, A6, B6 (ISO) A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5, B6 (ISO) When printing transparencies, remove each one from the face-down output tray after it exits the MFC. 2 - 4 PAPER How to load paper To load paper or other media in the paper tray 1 Pull the paper tray completely out of the MFC. 2 While pressing the paper guide release lever, slide the adjusters to fit the paper size. Check that the guides are firmly in the slots. For Legal size paper, press the universal guide release button and pull out the back of the paper tray. Universal Guide Release Button PAPER 2 - 5 3 4 Fan the stack of paper well to avoid paper jams and misfeeds. Put paper in the paper tray. Check that the paper is flat in the tray, below the maximum paper mark, and that the paper guide is flush against the paper stack. Up to here. 5 Put the paper tray firmly back in the MFC and unfold the support flap before you use the MFC. Support Flap with Extension When you put paper in the paper tray, please remember the following: The side to be printed on must be face down. Put the leading edge (top of the paper) in first and push it gently into the tray. To copy or receive faxes on Legal size paper, unfold the support flap extension, too. 2 - 6 PAPER To load paper or other media in the manual feed tray (For MFC-8420) When printing envelopes and labels you should only use the manual feed tray. 1 Open the manual feed tray. Slide the paper guides to fit the paper size. 2 Using both hands put paper in the manual feed tray until the front edge of the paper touches the paper feed roller. Hold the paper in this position until the MFC automatically feeds the paper in for a short distance, and then let go of the paper. PAPER 2 - 7 When you put paper in the manual feed, please remember the following: The side to be printed on must be face up. Put the leading edge (top of the paper) in first and push it gently into the tray. Make sure that the paper is straight and in the proper position on the manual feed tray. If it is not, the paper may not be fed properly, resulting in a skewed printout or a paper jam. Do not put more than one sheet of paper or envelope in the manual feed tray at any one time, or it may cause a jam. 2 - 8 PAPER To load paper or other media in the multi-purpose tray (MP tray) (For MFC-8820D) When printing envelopes and labels you should only use the multi-purpose tray. 1 Open the MP tray and lower it gently. 2 Pull out and unfold the MP tray support flap. MP tray support flap PAPER 2 - 9