User manual BROTHER MFC-8500

OWNER'S MANUAL MFC-8500 version C If You Need to Call Customer Service Please complete the following information for future reference: Model Number: MFC-8500 Serial Number*: ______________________________________ Date of Purchase: Place of Purchase: ______________________________________ ______________________________________ * The serial number is on the back of the unit. Retain this manual with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. © 1996­2001 Brother Industries, Ltd. Brother Numbers IMPORTANT For technical and operational assistance, you must call the country where you purchased the machine. 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. Call and follow the voice prompts to receive faxed instructions on how to use the system and your index of fax-back subjects. If you can't resolve a difficulty with your Brother machine 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 01. 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. 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 1-800-284-4357. Service Centers (Canada Only) For service center addresses in Canada, call 1-877-BROTHER. ORDERING ACCESSORIES AND SUPPLIES i Ordering Accessories and Supplies IMPORTANT For technical and operational assistance, you must call the country where you purchased the machine. 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 Document Tray and Extension Document Support IEEE 1284 Bi-directional Cable Multi-purpose Paper Cassette #2 (Option) 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 ® Item TN-430 (Able to print 3000 pages) TN-460 (Able to print 6000 pages) DR400 LG3077001 UF6857010 UF7204008 UU2069008 UU2080008 F2A046-10 LT400 QPD120 FX 120 LE1762001 **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 (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 end-use 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 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 iv 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 nonworking 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; (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). MFC LIMITED WARRANTY (USA) BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (USA Only) 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. Product Support: Toll-free Customer Service and technical support is available for hardware operational assistance at 1800-284-4329. At any time, free technical support in the form of Frequently Asked Questions, troubleshooting tips and service center locator is available through our faxback system at 1-800-521-2846 or Brother's Internet Web Site (www.brother.com). Now you can visit us on-line at (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 original packing materials, in the event that you ship this product. 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 under-standings 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. 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 6856464. 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 5 Press 1 to select additional settings --OR--Press 2 to fax. 1 Place the original face down in the ADF. 2 Enter the fax number using One Touch, Speed Dial, Search or the dial pad. 6 Enter the fax number. 7 Press Fax Start. Receiving Faxes Select Receive Mode You can select FAX/TEL, TAD, MANUAL or FAX ONLY by pressing the Mode button repeatedly until you have changed the FAX and FAX/TEL lights to the setting you want to use. If you select FAX/TEL, make sure you set Ring Delay and F/T Ring Time. 3 Press Fax Start. Sending a Cover Page 1 Place the original face down in the ADF. 2 Press Menu, 2, 2, 8. 3 When NEXT FAX ONLY? appears, press Set. 4 Press 5 Press or to select ON (or OFF), and then press Set. or to select a comment, and then press Set. Manual Reception 6 Enter two digits to indicate the number of pages being sent, and then press Set. 1 Pick up the handset. 2 Press Fax Start if you hear fax tones (beeps). 7 Press 1 to select additional settings --OR--Press 2 if you are ready to fax. 3 When the LCD shows RECEIVING, replace the handset. Brother fax-back system: In USA: 1-800-521-2846 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 In Canada: 1-877-BROTHER (voice) 8 Enter the fax number. 9 Press Fax Start. Real Time Transmission You can send faxes in real time. 1 Place the original face down in the ADF. 2 Press Menu, 2, 2, 6. 3 Press or to select ON, and then press Set--OR--For the next or to transmission only press select NEXT FAX ONLY, and then press Set. 4 For the next fax only, press or to select ON, and then press Set. QUICK REFERENCE GUIDE vii Storing Numbers Storing One Touch Dial Numbers Search/Speed Dial 1 Press Search/Speed Dial, then enter the first letter of the name you're looking for. 1 Press Menu, 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 Set. 3 When the name is displayed, lift the handset--OR--Press Hook. 4 Enter a name (or leave it blank), and then press 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 5 To hang up, replace the handset. Making Copies Making a Single Copy 1 Press Menu, 2, 3, 2. 2 Enter a two-digit Speed Dial number, and then press Set. 3 Enter a number (up to 20 digits), and then press Set. 1 Place the original face down in the ADF. 4 Enter a name (or leave it blank), and then press Set. 2 Press Copy. Sorting Multiple Copies 5 Press Stop/Exit. Telephone Operation One Touch Dialing/ Speed Dialing Pick up the handset--OR--Press Hook and listen for a dial tone. When you hear the dial tone, press the One Touch key of the location you want to call--OR--Press Search/Speed Dial, press #, and then press the two-digit Speed Dial number. (If you pressed Hook to dial, pick up the handset when the other party answers.) 1 Place the original face down in the ADF. 2 Use the dial pad to enter the number of copies you want (up to 99). 1 2 3 Press Options, press or to select OPT:STACK/SORT, and then press Set. Press or to select SORT, and then press Set. 4 Press Copy. 3 To hang up, replace the handset. viii QUICK REFERENCE GUIDE 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-8500 Registration On-Line (For USA Only) .............................................................. 1-2 MFC-8500 Control Panel Overview .......................................... 1-3 About Fax Machines .................................................................. 1-5 Custom Features .................................................................. 1-5 Do You Have Voice Mail on the Phone Line? ............... 1-5 Why Should There Be Trouble? ..................................... 1-5 How Can You Avoid Possible Problems? ...................... 1-5 Fax Tones and Handshake................................................... 1-6 ECM (Error Correction Mode)............................................ 1-6 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 Attaching the Trays ............................................................. 2-4 Connecting Paper Cassette #2 (Option) .............................. 2-4 Manual Feed Slot................................................................. 2-5 Paper........................................................................................... 2-6 Acceptable Paper ................................................................ 2-6 Paper Capacity of Paper Cassette ........................................ 2-6 Paper Specification for the Cassette .................................... 2-7 Manual Feed Slot ............................................................ 2-7 Loading Paper in Multi-purpose Paper Cassette ................. 2-8 Connections................................................................................ 2-9 Connecting the Machine...................................................... 2-9 Connecting an External Telephone ................................... 2-10 Connecting an External TAD (Telephone Answering Device) .................................... 2-10 Sequence ....................................................................... 2-10 ix 2 Connections................................................................... 2-10 Recording Outgoing Message (OGM) on External TAD ........................................................... 2-11 Special Line Considerations .............................................. 2-12 Roll Over Phone Lines.................................................. 2-12 Two-Line Phone System............................................... 2-12 Converting Telephone Wall Outlets ............................. 2-12 Installing Machine, External Two-Line TAD, and Two-Line Telephone ................................................ 2-13 Multi-Line Connections (PBX) ......................................... 2-14 If you are installing the machine to work with a PBX:.. 2-14 Custom Features on Your Phone Line............................... 2-14 Custom Features on a Signal Line ................................ 2-14 3 4 On-Screen Programming................................................................ 3-1 User-Friendly Programming....................................................... 3-1 Menu Mode ......................................................................... 3-1 Menu Selection Table.......................................................... 3-2 Initial Setup...................................................................................... 4-1 Getting Started............................................................................ 4-1 Setting Paper Size................................................................ 4-1 Turning on Cassette #2 (Option) ......................................... 4-1 Setting Cassette Usage ........................................................ 4-2 Setting Date and Time ......................................................... 4-2 Setting Station ID ................................................................ 4-3 Entering Text................................................................... 4-3 Inserting Spaces .............................................................. 4-4 Making Corrections......................................................... 4-4 Repeating Letters ............................................................ 4-4 Special Characters and Symbols .................................... 4-4 Setting the Ring Volume ..................................................... 4-5 Setting the Beeper Volume.................................................. 4-5 Setting the Speaker Volume ................................................ 4-5 Setting the Handset Volume ................................................ 4-6 Choosing the Handset Volume (For Volume Amplify) ...... 4-6 Setting Volume Amplify (For the Hearing-Impaired)......... 4-7 Memory Storage .................................................................. 4-7 Turning On Automatic Daylight Savings Time .................. 4-7 Toner Save........................................................................... 4-8 Sleep Mode .......................................................................... 4-8 x Setting Tone/Pulse Dialing Mode (For Canada Only) ........ 4-8 5 Setup Receive................................................................................... 5-1 Basic Receiving Operations ....................................................... 5-1 Selecting Receive Mode ...................................................... 5-1 Setting Ring Delay ............................................................. 5-2 Setting F/T Ring Time (For FAX/TEL Mode Only)........... 5-2 Easy Receive ....................................................................... 5-3 Printing a Reduced Incoming Document ............................ 5-3 Setting the Print Density...................................................... 5-4 Advanced Receiving Operations................................................ 5-5 Operation from Extension Telephone or External Telephone ................................................................... 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............................................. 5-7 Setting Up Sequential Polling Receive ........................... 5-7 Canceling a Scheduled Job.................................................. 5-8 Setting Multi-Function Link® Pro Mode ............................ 5-8 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...................................... 6-2 Dual Access ......................................................................... 6-3 Real Time Transmission...................................................... 6-3 Checking the Jobs Status ..................................................... 6-4 Canceling a Job While Scanning the Document ................. 6-4 Canceling Jobs 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.................................. 6-7 Cover Page for the Next Fax Only.................................. 6-7 Always Send Cover Page................................................ 6-8 xi 6 Using a Printed Cover Page ............................................ 6-8 Advanced Sending Operations ................................................... 6-9 Overseas Mode .................................................................... 6-9 Delayed Timer ..................................................................... 6-9 Delayed Fax....................................................................... 6-10 Delayed Batch Transmission ........................................ 6-10 Setting Up Polling Transmit .............................................. 6-11 7 Auto Dial Numbers and Dialing Options ...................................... 7-1 Storing Numbers for Easy Dialing ............................................. 7-1 Storing One Touch Dial Numbers ....................................... 7-1 Storing Speed Dial Numbers ............................................... 7-2 Changing One Touch 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 ............................................................. 7-5 Broadcasting ........................................................................ 7-6 Access Codes and Credit Card Numbers............................. 7-7 Pause.................................................................................... 7-7 Hold ..................................................................................... 7-7 Redial................................................................................... 7-7 Tone/Pulse (For Canada Only) ............................................ 7-7 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 Clearing a Caller ID Stored in Memory.......................... 8-4 Printing Caller ID List..................................................... 8-4 Call Waiting Caller ID......................................................... 8-4 8 xii 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 Disclaimer ....................................................................... 8-6 9 Remote Fax Options........................................................................ 9-1 Fax Forwarding/Paging .............................................................. 9-1 Programming a Fax Forwarding Number............................ 9-1 Programming a Paging Number .......................................... 9-2 Setting Fax Storage .................................................................... 9-3 Backup Print ........................................................................ 9-3 Changing Remote Retrieval Access Code ................................. 9-3 Remote Retrieval........................................................................ 9-4 Using Remote Retrieval Access Code................................. 9-4 Remote Commands ............................................................. 9-5 Retrieving Fax Messages..................................................... 9-6 Changing Fax Forwarding Number..................................... 9-6 Printing Reports ............................................................................ 10-1 MFC Settings and Activity....................................................... 10-1 Customizing the Transmission Verification Report .......... 10-1 Setting the Fax Activity Report Interval ........................... 10-1 Using the Reports Key....................................................... 10-2 To Print a Report........................................................... 10-2 Making Copies............................................................................... 11-1 Using Your Machine as a Copier ............................................. 11-1 Making a Single Copy ....................................................... 11-1 Making Multiple Copies.................................................... 11-1 Out of Memory Message ................................................... 11-1 Temporary Copy Settings......................................................... 11-2 Copying Using Multiple Settings ...................................... 11-2 Using the Enlarge and Reduce Keys ................................. 11-3 Using the Options Key ...................................................... 11-4 Copy Mode (Type of Original).......................................... 11-4 xiii 10 11 Copy Contrast .................................................................... 11-4 Sorting Multiple Copies .................................................... 11-5 Special Copy Options ........................................................ 11-5 Changing Default Copy Settings.............................................. 11-6 Copy Mode (Type of Original).......................................... 11-6 Copy Contrast .................................................................... 11-6 12 For DOS Users............................................................................... 12-1 How to Use the Brother Machine with Your DOS Application Software .................................................... 12-1 What Does the Remote Printer Console Do? .................... 12-1 Remote Printer Console Main Program ........................ 12-1 Installing the Remote Printer Console............................... 12-2 Using the Remote Printer Console Main Program ............ 12-3 Remote Printer Console..................................................... 12-4 Current Printer Status Information................................ 12-4 Printer Setup Category ...................................................... 12-4 Print Setup Section........................................................ 12-4 Page Setup Section........................................................ 12-5 Font Configuration........................................................ 12-5 Other Configuration ...................................................... 12-6 Console Configuration Category .................................. 12-6 Using Brother Machine as a Printer............................................ 13-1 Special Printing Features.......................................................... 13-1 Windows® Printing ............................................................ 13-1 Popular Printer Emulation Support ................................... 13-1 Remote Printer Console Program for DOS ....................... 13-1 Bi-directional Parallel Interface......................................... 13-1 Enhanced Memory Management....................................... 13-1 Printing from Your PC ............................................................. 13-2 Multi-purpose Paper Cassette............................................ 13-2 Two-Sided Printing (Manual Duplexing).......................... 13-2 Front Output Bin................................................................ 13-3 Manual Feed Slot............................................................... 13-3 Loading One Sheet of Paper ......................................... 13-4 Loading More than One Sheet of Paper........................ 13-4 Printing on Thicker Paper and Card Stock.................... 13-5 Simultaneous Printing/Faxing .................................................. 13-6 Choosing Acceptable Paper...................................................... 13-6 Printer Operations..................................................................... 13-7 13 xiv Reset Key........................................................................... 13-7 Printing the Internal Font List ........................................... 13-7 Printing the Print Configuration List................................. 13-7 Restoring Factory Default Settings ................................... 13-7 14 Printer Driver Settings (For Windows® Only) ........................... 14-1 Using the Brother MFC-8500 Printer Driver ........................... 14-1 Features in the PCL Printer Driver (For Windows® Users Only) ......................................... 14-1 Basic Tab.................................................................................. 14-2 Paper Size .......................................................................... 14-3 Multiple Page..................................................................... 14-3 Border Line........................................................................ 14-3 Orientation......................................................................... 14-3 Copies ................................................................................ 14-3 Collate................................................................................ 14-4 Media Type........................................................................ 14-4 Advanced Tab .......................................................................... 14-5 Print Quality ...................................................................... 14-5 Resolution ..................................................................... 14-5 Toner Save .................................................................... 14-5 Print Setting (For Windows® 95/98/98SE/Me Users Only) .......... 14-6 Duplex Printing ................................................................. 14-6 Manual Duplex.............................................................. 14-6 Binding Offset............................................................... 14-6 Watermark ......................................................................... 14-7 Print Watermark............................................................ 14-7 In background ............................................................... 14-7 Watermark Text ............................................................ 14-8 Watermark Bitmap........................................................ 14-8 Position ......................................................................... 14-8 Page Setting ....................................................................... 14-9 Device Options ................................................................ 14-10 Quick Print Setup ............................................................ 14-11 Administrator (For Windows® 95/98/98SE/Me Users Only)............. 14-11 Print Date & Time ........................................................... 14-12 Accessories Tab...................................................................... 14-13 Paper Source Setting........................................................ 14-13 Default Source ................................................................. 14-13 xv Available Options ............................................................ 14-13 Support ................................................................................... 14-14 Brother Solutions Center ................................................. 14-14 Web Update ..................................................................... 14-14 Check Setting................................................................... 14-14 Features in the Printer Driver (For Windows® 2000)............. 14-15 General Tab ..................................................................... 14-15 Printing Preferences .................................................... 14-15 Layout Tab....................................................................... 14-16 *1 Orientation ............................................................. 14-16 *2 Pages Per Sheet ...................................................... 14-17 Paper/Quality Tab............................................................ 14-17 *1 Paper Source .......................................................... 14-17 *2 Media ..................................................................... 14-18 Advanced Options....................................................... 14-18 *1 Paper /Output ......................................................... 14-18 *2 Graphic................................................................... 14-19 *3 Document Options ................................................. 14-19 Device Settings Tab......................................................... 14-20 Installable Options ...................................................... 14-20 15 Using the Windows®-Based Brother MFL-Pro Control Center .. 15-1 Brother Control Center............................................................. 15-1 AutoLoad the Brother Control Center ............................... 15-1 How to Turn Off AutoLoad............................................... 15-2 Using the Scan Keys................................................................. 15-2 Using the Control Panel Keys .................................................. 15-2 Scan Image ........................................................................ 15-3 Scan/OCR .......................................................................... 15-3 Scan to E-mail ................................................................... 15-3 Brother Control Center Features .............................................. 15-4 Auto Configuration............................................................ 15-4 Scanning Operations.......................................................... 15-4 Copy Operations ................................................................ 15-5 PC Fax Operation .............................................................. 15-5 Scanner Settings for Scan, Copy and PC Fax Buttons ...... 15-5 Global Settings .................................................................. 15-5 Setting Up the Scanner Configurations ............................. 15-6 To Access the Scanner Configuration Screen: .................. 15-6 Perform an Operation from the Control Center Screen..... 15-6 Scan to File............................................................................... 15-7 xvi Scanner Settings ................................................................ 15-7 Destination Folder ............................................................. 15-8 Scan to E-mail .......................................................................... 15-8 Scanner Settings ................................................................ 15-9 E-mail Application ............................................................ 15-9 File Attachments................................................................ 15-9 Conversion Options ......................................................... 15-10 Format ......................................................................... 15-10 Show QuickSend Menu .............................................. 15-10 QuickSend List............................................................ 15-10 Scan to Word Processor ......................................................... 15-11 Scanner Settings .............................................................. 15-11 Word Processor ............................................................... 15-12 User-Defined Button .............................................................. 15-13 Scanner Settings .............................................................. 15-13 Target Application........................................................... 15-13 Copy ....................................................................................... 15-14 Scanner Settings .............................................................. 15-14 Copy Settings................................................................... 15-14 Send a Fax .............................................................................. 15-15 Scanner Settings .............................................................. 15-15 Fax Settings ..................................................................... 15-15 16 Using ScanSoftTM PaperPort® for Brother and ScanSoftTM TextBridge®................................................................................... 16-1 Using ScanSoftTM PaperPort® and TextBridge®....................... 16-1 Viewing Items in ScanSoftTM PaperPort® for Brother ...... 16-2 Organizing Your Items in Folders..................................... 16-2 Links to Many Other Applications .................................... 16-3 Using ScanSoftTM TextBridge® OCR (Converting Image Text to Text You Can Edit) ........... 16-3 Importing Items from Other Applications......................... 16-3 Exporting Items in Other Formats..................................... 16-4 Exporting an Image File................................................ 16-4 Accessing the Scanner....................................................... 16-4 Scanning a Document into Your PC ................................. 16-5 Settings in the Scanner Window........................................ 16-5 Image............................................................................. 16-5 Contrast ......................................................................... 16-6 Custom .......................................................................... 16-6 PreScanning an Image ....................................................... 16-7 xvii 17 Setting Up and Using PC FAX (For Windows® Only)............... 17-1 Introduction .............................................................................. 17-1 Brother Resource Manager................................................ 17-1 MFC Remote Setup .................................................................. 17-2 PC FAX Sending (For Windows® Only).................................. 17-3 Setting Up User Information ............................................. 17-3 Setting Up Sending............................................................ 17-4 Outside line access ............................................................ 17-4 Include header ................................................................... 17-4 Address Book file .............................................................. 17-4 User interface..................................................................... 17-5 Simple Style .................................................................. 17-5 Facsimile Style.............................................................. 17-5 Setting Up Speed Dial .............................................................. 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............................................. 17-9 Deleting a Member or Group .......................................... 17-10 Exporting the Address Book ........................................... 17-10 Importing to the Address Book ....................................... 17-11 Setting Up Cover Page .................................................... 17-12 To ................................................................................ 17-13 From ............................................................................ 17-13 Comment..................................................................... 17-13 Select Cover Page Form.............................................. 17-13 Import BMP file .......................................................... 17-13 Count Cover Page ....................................................... 17-13 Sending a File as a PC-FAX Using the Simple Style...... 17-14 Sending a File as a PC-FAX Using the Facsimile Style . 17-15 Setting Up PC FAX Receiving............................................... 17-16 Setting Up Your MFC ..................................................... 17-16 Running PC FAX Receiving ........................................... 17-16 Setting Up Your PC......................................................... 17-17 Viewing New PC FAX Messages ................................... 17-17 Using Automatic E-Mail Printing................................................ 18-1 For Windows® 95, 98, 98SE, Me Only .................................... 18-1 Main Features .................................................................... 18-1 To Access the On-Line Documentation........................ 18-1 To Install Automatic E-mail Printing (Optional Application):18-1 18 xviii 19 Using the Brother MFC with a New Power Macintosh® G3, G4 or iMacTM/iBook ............................................................... 19-1 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 ... 19-1 Using Brother Printer Driver with Your Apple® Macintosh® .. 19-1 Sending a Fax from Your Macintosh® Application ................. 19-3 Setting Up Your Address Book......................................... 19-5 Adding a New Member................................................. 19-5 Adding a New Group .................................................... 19-6 Using Brother TWAIN Scanner Driver with Your Apple® Macintosh® ............................................................................ 19-7 Accessing the Scanner....................................................... 19-8 Scanning a Document into Your Macintosh G3, G4 or iMac .............................................................................. 19-8 Settings in the Scanner Window........................................ 19-9 Image............................................................................. 19-9 Scanning Area............................................................... 19-9 Business Card Size...................................................... 19-10 Miscellaneous ............................................................. 19-10 Contrast ....................................................................... 19-10 PreScanning an Image ..................................................... 19-11 Optional Accessories ..................................................................... 20-1 Paper Cassette #2 (Option)....................................................... 20-1 Important Information ................................................................. 21-1 Standard Telephone and FCC Notices ..................................... 21-1 Laser Safety .................................................................. 21-2 FDA Regulations .......................................................... 21-2 Manufactured ................................................................ 21-2 Important--About the Interface Cable ......................... 21-3 Federal Communications Commission (FCC) Declaration of Conformity (For USA Only)................. 21-3 Important....................................................................... 21-4 Industry Canada Compliance Statement (For Canada Only).................................................... 21-4 Warranty ....................................................................... 21-4 International ENERGY STAR® Compliance Statement .................................................................. 21-4 Important Safety Instructions ................................................... 21-4 Trademarks............................................................................... 21-6 xix 20 21 22 Troubleshooting and Routine Maintenance ............................... 22-1 Troubleshooting........................................................................ 22-1 Error Messages .................................................................. 22-1 Document Jam ................................................................... 22-4 Paper Jam........................................................................... 22-4 Paper is Jammed in the Multi-purpose Paper Cassette . 22-5 Paper is Jammed near the Drum Unit ........................... 22-5 Paper is Jammed in the Fuser Unit................................ 22-5 If You Are Having Difficulty with Your Machine............ 22-6 Packing and Shipping the Machine ........................................ 22-13 Routine Maintenance.............................................................. 22-16 Cleaning the Document Scanner ..................................... 22-16 Cleaning the Printer ......................................................... 22-16 Cleaning the Drum Unit .................................................. 22-17 Replacing the Toner Cartridge ........................................ 22-18 Toner Empty Indicator ................................................ 22-18 Replacing the Drum Unit................................................. 22-21 Checking the Drum Life .................................................. 22-22 Glossary........................................................................................... G-1 Specifications ................................................................................... S-1 Product Description ............................................................. S-1 Fax ....................................................................................... S-1 Printer ......................................................................................... S-2 Computer Requirement ....................................................... S-3 Electrical and Environment ................................................. S-3 Parallel Interface Specifications .......................................... S-4 USB (Universal Serial Bus) Interface Specifications.......... S-4 Resident Fonts ..................................................................... S-4 Symbol Sets/Character Sets ............................................ S-5 Index ..................................................................................................I-1 Remote Retrieval Access Card ............................................R-1 23 24 25 xx 1 1Introduction Using This Manual Thank you for purchasing a Brother fax machine or multi-function center. This machine has been designed to be simple to use, with LCD screen prompts to guide you through programming your machine. However, you can use your machine to its fullest potential by taking a few minutes to read this manual. Additionally, your machine has a Reports Key. Press Reports, 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 of the LCD messages. boldface italics bubble dot Bold typeface identifies a specific key on the machine 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 machine. 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 machine. 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 machine. 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 machine and then fax it to Brother's Automated Fax Response System as your first transmission. This will verify that your machine is properly installed. To receive a response, you must set up your Station ID. (See Setting Station ID, Page 4-3.) When this document is received, a confirmation sheet and Product Registration form will be sent back to your machine. Please fill out the form and return it to complete your registration. In USA: 1-877-268-9575 (fax) To Complete Your MFC-8500 Registration On-Line (For USA Only) 1 Insert the MFL Pro CD-ROM into your CD-ROM drive. 2 Click On-Line Registration to register your product on-line from the main menu. 1-2 INTRODUCTION MFC-8500 Control Panel Overview 3 2 1 17 4 5 16 15 14 6 7 8 9 10 11 12 13 1Toner Empty Icon The Toner icon flashes on and off when toner is low, so you'll know to order another toner cartridge. You will be able to print until the indicator stays on. 4Print Key: Reset Clears data from the printer memory. 5Scan Keys: Scan Image Press this key to scan a color picture into your graphics application for viewing and editing. Scan/OCR Press this key to start scanning a text document. ScanSoft 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. 2Liquid Crystal Display (LCD) Displays messages to help you set up and operate your machine. 3Programming Keys: Menu Lets you access the Menu and Programming mode. Set Stores a function setting into the machine. (Left Arrow) (Right Arrow) Moves the LCD cursor to the left and right through options or text. Clear Deletes entered data or backs up one step in function procedure. 6One Touch Dial Keys These 8 keys give you instant access to previously stored phone numbers. INTRODUCTION 1-3 7Shift This key is used to access the "09" through "16" One Touch numbers. DCopy Keys: Options You can quickly and easily select temporary settings (for the next copy only). Enlarge Lets you enlarge copies depending upon the ratio you select. Reduce Lets you reduce copies depending upon the ratio you select. Copy Makes a copy. 8Telephone Keys: Hook Lets you dial telephone and fax numbers without lifting the handset. Hold Lets you place calls on hold. Redial/Pause Re-dials the last number called. Also inserts a pause in autodial numbers. 9Reports Accesses the Reports menu so you can select reports to print: Help List, Auto Dial, Fax Activity, Transmission Verification, and User Settings. ESearch/Speed Dial Lets you look up numbers stored in the dialing memory. Also lets you dial stored phone numbers by pressing a # and a two-digit number. 0Dial Pad Use to dial phone and fax numbers and can be used as a keyboard for entering information into the machine. (For Canada only) The # key lets you switch the dialing type during a telephone call from PULSE to TONE. FBroadcast You can use this key whenever you want to send faxes to many different locations (maximum of 166 locations) at once. AVolume High/Low Keys Lets you adjust speaker, ring and handset volume. GFax Keys/LEDs: Resolution Indicator Lights These LEDs show the resolution mode you selected. Receive Mode Indicator Lights These LEDs show the receive mode you selected. Resolution Sets the resolution when you send a fax. Mode Select how the machine will handle incoming calls. BStop/Exit Stops a fax, cancels an operation or exits from function mode. CFax Start Starts an operation (such as sending a fax). 1-4 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 machine, there is a strong possibility that Voice Mail and the fax machine will conflict with each other while receiving incoming calls. Why Should There Be Trouble? Since both fax machines and Voice Mail 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 machine is set to answer after four, your Voice Mail will keep your fax machine from receiving faxes. If you set Voice Mail and the Brother machine 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 machine can pass the call back to the other after the call has been answered. How Can You Avoid Possible Problems? A very good way to avoid problems like the one mentioned 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 machine is designed to work in tandem with an answering machine or TAD (telephone answering device). (See Connecting an External TAD (Telephone Answering Device), Page 2-10.) INTRODUCTION 1-5 Fax Tones and Handshake When someone is sending a fax, the machine sends fax calling tones (CNG tones)--soft, intermittent beeps at 4-second intervals. You'll hear them when 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. 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 machine is set to the FAX mode, it will answer every call automatically with fax receiving tones. Even if the other party hangs up, your machine continues to send the "chirps" for about 60 seconds, and the screen continues to display RECEIVING. To cancel the receiving mode, press Stop/Exit. When your machine answers in FAX/TEL mode, the machine 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 machine's "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. 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 in the Assembly and Connections chapter for connecting a TAD to your machine. ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the 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 machine for this feature to work. 1-6 INTRODUCTION 2 2Assembly and Connections Packing List Make sure you have the following items: Power Cord Telephone Handset Drum Unit Assembly (With free Standard Toner Cartridge ­ up to 3,000 pages) Handset Curled Cord Document Support Telephone Wire Cord Document Tray with Extension Owner's Manual Multi-purpose Paper Cassette Quick Setup Guide CD-ROM Note If an item is missing, call Brother Customer Service at 1-800-284-4329 (In USA), 1-877-BROTHER (In Canada) or 1-514-685-6464 (In Montreal). Ordering Accessories and Supplies, on Page ii for the correct item numbers. Whenever you transport the machine, use the packing materials that came with your machine. If you do not pack the machine properly, you may void your warranty. ASSEMBLY AND CONNECTIONS 2-1 Choosing a Location Place your machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the machine near a telephone jack and a standard, grounded power outlet. Avoid placing your machine in a high-traffic area. Do not place near heaters, air conditioners, water, chemicals or refrigerators. Do not expose the machine to direct sunlight, excessive heat, moisture or dust. Make sure nothing blocks the flow of air from the fan on the sides of the machine. Do not connect your machine 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 machine to electrical outlets on the same circuit as large appliances or other equipment that might disrupt the power supply. Avoid interference sources, such as speakers or the base units of cordless phones. 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. 2 Open the front cover of the machine. 3 Insert the drum unit assembly into the machine. 4 Close the front cover. ASSEMBLY AND CONNECTIONS 2-3 Attaching the Trays 1 Attach the Document Support and Document Tray with Extension. Unfold the extension, which holds documents in place. Document Support Document Tray with Extension 2 Unfold the Front Output Bin Extension, which holds printed pages in place. Front Output Bin Extension Connecting Paper Cassette #2 (Option) 1 Carefully pick up the machine and then place it on top of Paper Cassette #2. 2-4 ASSEMBLY AND CONNECTIONS 2 Plug the modular cable from Cassette #2 into the modular jack on the Brother machine. To select which cassette will be used for printing, See Setting Cassette Usage, Page 4-2. If you move the machine after connecting Cassette #2, be sure to carefully lift Cassette #2 with the machine because they are not attached. Manual Feed Slot The manual feed slot is above the multi-purpose paper cassette. Load paper or envelopes one at a time. You do not have to remove paper from the paper cassette. To print or copy on labels, transparencies, card stock or thicker paper: Manual Feed Slot ASSEMBLY AND CONNECTIONS 2-5 Paper Acceptable Paper Paper Type Multi-purpose cut sheetß Paper Cassette #1 & #2: Manual Feed Slot: cut sheet envelopes post cards labels and transparencies We Recommend: Cut sheet: Labels: Transparencies: Paper Size Letter, Legal, A4, A5, ISO B5, Executive A6 (for Cassette #1 only) 2.75­8.5 × 4.57­14 inches (70­216 × 116­356 mm) Letter, Legal, A4, A5, B5 (JIS/ISO), Executive, A6, 2.75­8.5 × 4.57­14 inches (70­216 × 116­356 mm) COM-10, Monarch, C5, DL 2.75­8.5 × 4.57­14 inches (70­216 × 116­356 mm) 2.75­8.5 × 4.57­14 inches (70­216 × 116­356 mm) Xerox 4200DP 20 lb, Champion Paper One 20 lb, Hammermill Laser Paper 24 lb Avery laser label #5160 3M CG3300 for laser printers or equivalent Paper Capacity of Paper Cassette Multi-purpose Paper Cassette: Front Output Bin: Max. paper height is 1.06 inches (27 mm) (use the guides) or approx. 250 sheets of 20 lb. (75 g/m2) Letter/A4 paper, 10 transparencies. Approx. 150 sheets of 20 lb. (75 g/m2) Letter/A4 paper 2-6 ASSEMBLY AND CONNECTIONS Paper Specification for the Cassette Cut Sheet Basis Weight: Caliper: Moisture Content: 16 to 28 lb. (60 to 105 g/m2) 0.003 to 0.005 inches. (0.08 to 0.13 mm) 4% to 6% by weight Manual Feed Slot Cut Sheet Basis Weight: Caliper: Moisture Content: 16 to 43 lb. (60 to 161 g/m2) 0.003 to 0.008 inches. (0.08 to 0.2 mm) 4% to 6% by weight Envelopes 20 to 24 lb. (75 to 90 g/m2) 0.003 to 0.005 inches. (0.084 to 0.14 mm) 4% to 6% by weight Fax messages can be received on only Letter, Legal and A4 size paper. If you use legal or A4, change the Paper Size setting: (Menu, 1, 1.) ASSEMBLY AND CONNECTIONS 2-7 Loading Paper in Multi-purpose Paper Cassette 1 Pull the paper cassette completely out of the machine. 2 Slide the paper width and length adjusters for the paper size you want. 3 Fan the paper well. Load paper in the paper cassette. Press down on the paper to flatten it in all four corners, keeping the paper level below the guide. The cassette can hold up to 250 sheets of 20 lb (75g/m2) paper. Maximum Paper Height Guide 4 Slide the paper cassette into the machine until it locks into place. 2-8 ASSEMBLY AND CONNECTIONS Connections Connecting the Machine Connect the handset, power cord, and telephone line. 1 Connecting the Handset Connect the curled handset cord to the bottom of the handset and the left side of the machine. 2 Connect the power cord. 3 Connect the telephone line. Connect one end of the telephone line cord to the jack labeled LINE on the left side of the machine. Connect the other end to a modular wall jack. WARNING I This machine must be grounded using a three-prong plug. I Since the machine is grounded through the power outlet, you can protect yourself from potentially hazardous electrical conditions on the telephone line by keeping the power to your machine on when you connect it to a telephone line. When you want to move your machine, protect yourself 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. ASSEMBLY AND CONNECTIONS 2-9 Connecting an External Telephone Your machine 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 machine. Connect the modular plug on the telephone's line cord to the jack labeled EXT. on the left side of the machine. Whenever this phone (or TAD) is in use, the LCD shows EXT. TEL IN USE, and, if the machine handset is lifted, an alarm sounds. To disconnect the call on the external phone and switch to the machine, press Hook. Connecting an External TAD (Telephone Answering Device) Sequence You might choose to connect an answering system. When you have an external TAD on the same telephone line as the machine, the TAD answers all calls. The machine "listens" for fax calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it doesn't hear CNG tones, the machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message. The TAD must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8­10 seconds of CNG tones left for the fax "handshake." Make sure you carefully follow the instructions in this manual for recording your outgoing message. We do not recommend using the toll saver feature on your external answering machine if it exceeds 4 rings. Connections The external TAD must be plugged into the left side of the machine in the jack labeled EXT. Your machine cannot work properly if you plug the TAD into a wall jack. 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 2-11.) 2 - 10 ASSEMBLY AND CONNECTIONS Do not connect a TAD elsewhere on the same phone line. 1 Plug the telephone line cord from the wall jack into the left side of the machine in the jack labeled LINE. 2 Plug the telephone line cord from your TAD into the left side of the machine 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 machine's Ring Delay setting does not apply). 4 Record the outgoing message. (See below.) 5 Set the Receive Mode to TAD by pressing Mode until both FAX and FAX/TEL lights are on. Recording Outgoing Message (OGM) on External TAD Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception. 1 Record 5 seconds of silence at the beginning of your message. (This allows your machine time to listen for the fax CNG tones of automatic transmissions before they stop.) 2 Limit your speaking to 20 seconds. (See Easy Receive, Page 5-3.) 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 5 1 and Start." We recommend beginning your OGM with an initial 5-second silence because the machine cannot hear fax tones over a resonant or loud voice. You may try omitting this pause, but if your machine has trouble receiving, then you must rerecord the OGM to include it. ASSEMBLY AND CONNECTIONS 2 - 11 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 to 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 machine 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 machine on any of the other numbers; when the other lines are busy and a second fax call is received, the fax call would be transferred to a line that does not have a fax machine. Your machine 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 machine 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 machine. Converting Telephone Wall Outlets There are three ways to convert to an RJ11 receptacle. 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 machine is on Line 1, plug the machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of the triplex adapter. Triplex Adapter RJ14 RJ11 RJ14 2 - 12 ASSEMBLY AND CONNECTIONS Installing Machine, 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 machine must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the machine on Line 2, which is our assumption in the following steps. The back of the two-line TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2. You will need at least three telephone line cords, the one that came with your machine 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 machine. 2 Plug one end of the telephone line cord for your fax machine into the L2 jack of the triplex adapter. Plug the other end into the LINE jack on the left side of the machine. 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. 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 machine. Triplex Adapter Two Line Phone Two Line External TAD FAX/MFC You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the machine'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. ASSEMBLY AND CONNECTIONS 2 - 13 Multi-Line Connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the machine to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to connect the machine for you. It is advisable to have a separate line for the machine. You can then leave the machine in FAX mode to receive faxes any time of day or night. If the machine is to be connected to a multi-line system, ask your installer to connect the unit to the last line on the system. This prevents the unit from being activated each time a telephone call is received. 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 machine cannot be made. If you are installing the machine 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 recommended that the Receive Mode be set to MANUAL. All incoming calls should initially be regarded as telephone calls. 3 The machine may be used with either pulse or tone dialing telephone service. Custom Features on Your Phone Line To learn how custom features may affect your faxing operations, please see Important Information chapter, Page 21-1. Custom Features on a Signal Line If you have Voice Mail, Call Waiting, RingMaster, an answering service, or an alarm system custom feature on one phone line, it may create a problem with the operation of your fax machine. (See I have difficulty with custom features on a single line, Page 22-8) 2 - 14 ASSEMBLY AND CONNECTIONS 3 3On-Screen Programming User-Friendly Programming We have designed your machine with on-screen programming and a Reports key. User-friendly programming helps you take full advantage of all the menu selections your machine has to offer. (See Using This Manual, Page 1-1.) Since your fax programming is done on the LCD, we created step-by-step onscreen prompts to help you program your machine. All you need to do is follow the prompts as they guide you through the menu selections and programming options. Menu Mode You can access the Menu by pressing Menu. The LCD shows: Then Press 1 for General Setup--OR-- Press 2 for Fax Operations--OR-- Press 3 for Copy Operations--OR-- Press 4 for Printer Operations. 1.GENERAL SETUP 2.FAX 3.COPY 4.PRINTER You can scroll more quickly by pressing see all options, in the opposite order.) . (Use to scroll backward and Before you press Set after entering information in a field using the dial pad, you can correct a mistake. Use to back up and then type over the incorrect characters. When you finish a function, the LCD shows ACCEPTED. If you want to exit the Menu Mode, and then press Stop/Exit. ON-SCREEN PROGRAMMING 3-1 Menu Selection Table You can probably perform most of these programming operations without the Owner's Manual. To help you understand the menu selections and options that are found in the machine programs, use the Menu Selection Table below. Main Menu 1. GENERAL SETUP Submenu 1. PAPER SIZE Menu Selections Options LETTER Descriptions Selects size of paper for received faxes. Page -- 2. DATE/TIME LEGAL A4 4-1 -- 3. STATION ID -- Enter date and time for the LCD display and heading on fax transmissions. Program your name, fax number and telephone number to appear on each transmitted page. Adjusts ring volume. 4-2