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U S I N G T H E M U L T I - F U N C T I O N L I N K

®

S O F T W A R E ( F O R M F C 6 6 0 M C O N L Y )

Multi-Function Link

®

The Multi-Function Link

®

Main Menu is the application used for all fax sending and

receiving operations. It also contains an electronic Phone Book program and a Log
Manager that maintains a record of all PC fax transactions. The Main Menu can be
accessed through the Brother Multi-Function Link

®

program group.

ScanSoft

TM

PaperPort

®

Scansoft

TM

PaperPort

®

for Brother is a document management application. You will

use PaperPort

®

to view incoming faxes and scanned documents. PaperPort

®

has a

sophisticated, yet easy to use filing system that will help you organize your
documents. It allows you to combine or “stack” documents of different formats for
printing, faxing, or filing. PaperPort

®

can be accessed through the PaperPort

®

program group.

Sending a Fax from Your PC

Sending a Quick Fax

A QuickFax is a cover page only fax with a message. This option is very useful when
you want to fax a quick, short message from your PC.

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Summary of Contents for 580MC

Page 1: ...FAX 580MC MFC 660MC OWNER S MANUAL ...

Page 2: ...multi function centers Our focus is to ensure that our bundled third party software will continue to properly process date time data after January 1 2000 Brother FAX MFC and multi function centers will function properly after January 1 2000 provided that all non Brother hardware software and firmware used by our customers in connection or combination with Brother FAX MFC and bundled software accur...

Page 3: ... about using the system and an index of fax back subjects The Brother fax back system number USA only has been preprogrammed on One Touch key 1 Frequently Asked Questions FAQs You can find more information about Brother products on the World Wide Web From product specification sheets to Frequently Asked Questions FAQs it is all there Visit us at http www brother com Brother Bulletin Board Brother ...

Page 4: ...ative your Model number so you get the appropriate color Telephone Handset Tell the Brother Representative your Model number so you get the appropriate color Handset Curled Cord Tell the Brother Representative your Model number so you get the appropriate color Paper Wire Extension UF9869001 Output Paper Support LE4129001 Paper Tray LE4126001 Owner s Manual LE4171001 Surge Protection Device with Te...

Page 5: ...T 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 pr...

Page 6: ...ce Center call 1 800 521 2846 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 ...

Page 7: ...IED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE HEREBY DISCLAIMED This Limited Warranty is the only warranty that Brother is giving for this Product It is the final expression and the exclusive and only statement of Brother s obligations to you It replaces all other agreements and under standings that you may have with Brother or its representatives This Limited Warranty...

Page 8: ...r Authorized Service Center call 1 800 521 2846 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 ...

Page 9: ...PLIED INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE HEREBY DISCLAIMED This Limited Warranty is the only warranty that Brother is giving for this Product It is the final expression and the exclusive and only statement of Brother s obligations to you It replaces all other agreements and under standings that you may have with Brother or its representatives T...

Page 10: ...nt 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...

Page 11: ...output paper support 2 3 Loading the Paper 2 3 Acceptable Paper 2 4 Connections 2 4 Connecting the Machine 2 4 Special Line Considerations 2 5 Roll Over Phone Lines 2 5 Two Line Phone System 2 5 Converting Telephone Wall Outlets 2 6 Installing Brother Machine External Two Line TAD and Two Line Telephone 2 6 Multi Line Connections PBX 2 7 If you are installing the FAX MFC to work with a PBX 2 7 Cus...

Page 12: ... USA Only 4 3 Setting Beeper Volume 4 4 Choosing the Handset Volume 4 4 Setting Volume Amplify 4 5 Setting the Speaker Volume 4 5 Setting the Ring Volume 4 5 Memory Storage 4 5 5 Setup Receive 5 1 Basic Receiving Operations 5 1 Select Answer Mode 5 1 To select or change your Answer Mode 5 2 Setting Ring Delay 5 2 Setting F T Ring Time 5 3 Record FAX TEL Outgoing Announcement F T OGM 5 3 Easy Recei...

Page 13: ...ed Job 6 5 Interrupting Delayed Fax and Polled Transmit Jobs 6 5 More Advanced Features Call Brother fax back system 6 6 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 3 Setting Up Groups for Broadcasting 7 3 Dialing Options 7 4 Manual Dialing 7 4 One Touc...

Page 14: ...port 8 6 9 Message Center 9 1 Message Center Mode 9 1 Flexible Memory Settings Message Storage 9 1 Setting Up the Message Center 9 2 Setting Message Storage 9 2 Recording Message Center Outgoing Message 9 2 Listening to Outgoing Message OGM 9 3 Erasing Outgoing Message OGM 9 3 Activating Message Center Mode 9 3 Message Indicator 9 3 Playing Voice Messages 9 4 Printing a Fax Message 9 4 Backup Prin...

Page 15: ... Verification Xmit Report 11 2 Activity Report Interval 11 2 12 Important Information 12 1 Standard Telephone and FCC Notices 12 1 These notices are in effect on models sold and used in the United States only 12 1 International Energy Star Compliance Statement 12 2 Industry Canada Compliance Statement For Canada Only 12 2 Federal Communications Commission Compliance Notice For USA Only 12 2 Import...

Page 16: ...k 14 3 Installing the Multi Function Link Software 14 4 Overview of Basic Steps 14 4 Installing the Brother Software 14 4 Viewing On Line Documentation 14 6 15 Using the Multi Function Link Software For MFC 660MC Only 15 1 Introduction 15 1 Running the Brother Software 15 1 Multi Function Link 15 2 ScanSoftTM PaperPort 15 2 Sending a Fax from Your PC 15 2 Sending a Quick Fax 15 2 Sending a Fax fro...

Page 17: ...xv Image Type 15 8 Scanning into the PaperPort Viewer 15 8 16 Multi Function Link option For FAX 580MC Only 16 1 17 Specifications S 1 18 Index I 1 19 Remote Retrieval Access Card R 1 ...

Page 18: ...mation about a specific feature or function by checking the Index at the back of this manual Also throughout this manual you ll see special symbols alerting you to important information cross references and warnings Illustrations of some screen displays also help you choose the correct key presses About FAX MFC If you re a first time FAX MFC user fax operation might seem a little mysterious You ll...

Page 19: ... mode press Stop When your FAX MFC answers in FAX TEL Mode the FAX MFC listens for CNG tones and then responds with receiving tones The fax handshake is the time in which the sending machine s CNG tones and the receiving machines chirps overlap This must be for at least 2 to 4 seconds so the machines can understand how each is sending and receiving the fax The handshake cannot begin until the call...

Page 20: ...rints a quick reference Help List 9 Mode Use to select how fax machine will handle incoming calls 8 Stop Stops a fax cancels an operation or exits from Function mode 7 One Touch Dial Keys These four keys give you instant access to previously stored phone numbers 11 Start Starts an operation such as sending a fax 14 Left Arrow Right Arrow Volume Moves the LCD cursor to the left or right Adjusts spe...

Page 21: ...s leak in the vicinity of the leak 8 For PLUGGABLE EQUIPMENT the electrical outlet should be installed near the equipment and should be easily accessible Choosing a Location Place your FAX MFC on a flat stable surface such as a desk Select a place that is free of vibration and shocks Locate the FAX MFC near a telephone jack and a standard grounded power outlet Avoid placing your machine in a high ...

Page 22: ...ada or 1 514 685 6464 from within Montreal See Ordering Accessories and Supplies on page ii for the correct item numbers Whenever you transport the FAX MFC use the packing materials that came with your machine If you do not pack the FAX MFC correctly you may void your warranty Telephone Line Cord Telephone Handset Handset Curled Cord Output Paper Support Owner s Manual Multi Function Link CD ROM C...

Page 23: ...ockets on the top edge of the machine Attach the output paper support Attach the output paper support Loading the Paper The maximum number of 20 lb sheets you can load depends on the paper size either 50 Letter or 30 Legal 1 Place paper in the paper tray Temperature 68 F 20 C Humidity 60 Paper Tray Output Paper Support Tap the stack of paper so the edges are even ...

Page 24: ...he back 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 back of the machine Connect the other end to a modular wall jack Size Letter and Legal Weight 17 lb 24 lb Thickness 0031 inches 0039 inches DO NOT use curled wrinkled folded or ripped paper or paper with staples paper clips paste or tape attached D...

Page 25: ...ass 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 FAX MFC can work in a roll over system as long as it is the last number in the sequence so the call cannot roll away Do not put the FAX MFC on any of the other numbers when the other lines are busy and a second fax call is received the fax call ...

Page 26: ...stalling 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 Brother 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...

Page 27: ...e faxes any time day or night If the FAX MFC is to be connected to a multi line system ask your installer to connect the unit to the last line on the system This prevents the unit from being activated each time a telephone call is received See Easy Receive page 5 4 If you are installing the FAX MFC to work with a PBX 1 It is not guaranteed that the unit will operate correctly under all circumstanc...

Page 28: ...he TAD continue playing your outgoing message so your caller can leave you a voice message The TAD must answer within four rings the recommended setting is two rings The FAX MFC cannot hear CNG tones until the TAD has answered the call and with four rings there are only 8 10 seconds of CNG tones left for the fax handshake Make sure you carefully follow instructions in this manual for recording you...

Page 29: ...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 FAX MFC time to listen for the fax CNG tones of automatic transmissions before they stop 2 Limit your speaking to 20 seconds 3 End your 20 second message by giving your Fax Receive Code for people sending ...

Page 30: ... Select an option by pressing Function Set when the option appears on the screen You can scroll more quickly through options by pressing When the screen displays your selection press Function Set Press to scroll backward if you passed your choice or to save key strokes Both arrow keys show all options in the opposite order Before you press Function Set after entering information in a field using t...

Page 31: ...unction Description Factory Set More Info 1 DATE TIME Enter date and time for LCD display and to print on transmissions 4 1 2 STATION ID Program name fax number and telephone number to appear on each transmitted page 4 1 3 BEEPER Adjust volume level of beeper LOW 4 4 4 VOLUME AMPLIFY For the hearing impaired you can set the volume to the VOL AMPLIFY ON setting on a permanent or temporary basis OFF...

Page 32: ...MFC to poll another fax machine OFF 5 7 8 MF LINK For MFC 660MC Only Fax Receive Only PC Primary PC Receive Only PC Primary 5 7 3 SETUP SEND Function Description Factory Set More Info 1 COVERPG SETUP Automatically sends a cover page you program OFF 6 6 2 COVERPAGE MSG Program customized message for fax cover page 6 6 3 CONTRAST Change lightness or darkness of a fax you are sending AUTO 6 3 4 RESOL...

Page 33: ...AUTO DIAL Function Description Factory Set More Info 1 ONE TOUCH DIAL Dial numbers stored in memory by pressing only one key 7 1 2 SPEED DIAL Dial numbers stored in memory by pressing only four keys 7 2 3 SETUP GROUPS Set up a Group number for broadcasting 7 3 7 PRINT REPORTS Function Description Factory Set More Info 1 XMIT REPORT OFF 11 1 2 ACT REPORT INTERVAL OFF 11 1 3 AUTO DIAL Print lists an...

Page 34: ...ect maximum length of incoming messages 30 seconds 9 5 5 ICM REC MONITR Adjust speaker volume for voice messages as they come in ON 9 6 6 FAX FWD PAGING Set FAX MFC to forward fax message OR to call your pager OFF 9 7 7 REMOTE ACCESS Set code for retrieving messages 159 9 9 0 TEL SERVICE Function Description Factory Set More Info 1 DISTINCTIVE Use with phone company Distinctive Ring service to reg...

Page 35: ...ction Set For example 06 5 Enter the time in 24 hour format and press Function Set For example enter 15 25 for 3 25 PM 6 Press Stop The screen now displays the date and time you set and displays it whenever the FAX MFC is in Standby mode Setting Station ID You can store your name fax number and telephone number to be printed on all fax pages 1 Press Function Set 1 2 2 Enter your fax number up to 2...

Page 36: ...keys for 0 and don t have printed letters because they are used for special characters or operations By pressing the appropriate number on the dial pad the correct number of times you can access the character you want Inserting spaces If you want to enter a blank space press twice Making corrections If you entered a letter incorrectly and want to change it press to move the cursor after the last c...

Page 37: ...no additional information can be entered To enter a space press once between numbers and twice between characters If your Station ID has already been programmed the screen prompts 1 to make a change or 2 to exit without changing NOTICE The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machin...

Page 38: ...s replaced the handset volume remain until you change it again VOLUME AMPLIFY ON TEMPORARY This setting is appropriate if some of the users are hearing impaired During a conversation users can press or on the control panel to adjust the volume to LOW HIGH or AMPLIFY When the handset is replaced the handset volume will return to the default setting of LOW VOL AMPLIFY ON PERMANENT Choose VOL AMPLIFY...

Page 39: ...Setting the Ring Volume You can adjust the ring volume when your FAX MFC is idle You can select a ring volume level or press until the ring is off Press or to adjust the volume level With each key press the FAX MFC rings so you can hear the current setting and the display shows the setting you are choosing Each key press changes the volume to the next setting The new setting will remain until you ...

Page 40: ...prints the fax If the call is not a fax it signals you with a double ring ring ring different from the phone company ringing to alert you to pick up the call If you select this setting you ll need to set the Ring Delay and F T Ring Time features on the following pages If you have extension phones on the same line as the FAX MFC set Ring Delay to 4 See For FAX TEL Mode Only page 5 6 MSG CTR The FAX...

Page 41: ...FAX MFC rings before it answers If you have extension phones on the same line as the FAX MFC keep the Ring Delay default setting of 4 See Easy Receive page 5 4 and Operation from External or Extension Telephone page 5 6 and For FAX TEL Mode Only page 5 6 1 Press Function Set 2 1 2 Press or to select Ring Delay and press Function Set 3 Press or to select how many times the line rings before the FAX...

Page 42: ...ck up and detect if it s a fax or voice call If it s a fax call the machine prints the fax If it s a voice call the machine signals you with a double ring for the length of time you selected in F T Ring Time Record FAX TEL Outgoing Announcement F T OGM This is the announcement played by your FAX MFC not an external TAD when someone calls and your machine is set to FAX TEL mode Although callers hea...

Page 43: ...ndset of an extension or external phone Selecting SEMI lets the machine receive the call only if you ve answered it at the FAX MFC Selecting OFF means you ll have to activate the FAX MFC yourself by pressing Start or by pressing 5 1 if you are not at your machine See Operation from External or Extension Telephone and For FAX TEL Mode Only page 5 6 If you ve set the feature to ON but your FAX MFC d...

Page 44: ...coming fax is letter size select 100 A4 select 93 If your paper is legal size 8 5 x 14 and the incoming fax is letter size select 100 A4 select 100 legal size select 93 Setting Paper Size You can use three sizes of paper for printing your faxes letter legal and A4 When you change the kind of paper you have loaded in the FAX MFC you will need to change the setting for paper size so your machine wil...

Page 45: ...ill have to press Start to send the fax For FAX TEL Mode Only When the FAX MFC is in FAX TEL mode it will use the F T Ring Time double ringing to alert you to a voice call If you re at the FAX MFC you can lift the handset to answer If you re at an extension phone you ll need to lift the handset during the F T Ring Time and press 5 1 between the double rings If no one is on the line or if someone w...

Page 46: ...mary PC Receive Only Fax Receive Only for routing incoming faxes 1 Press Function 2 8 2 Press or to select PC PRIMARY PC RECEIVE ONLY or FAX RECEIVE ONLY 3 Press Set when the screen displays your selection 4 Press Stop to exit Polling is the process of retrieving faxes from another fax machine You can use your FAX MFC to poll other machines or you can have someone poll your machine All parties inv...

Page 47: ...der ADF can hold up to 10 pages feeding each one individually through the FAX MFC Use standard 17 lb 24 lb paper when using the ADF if you re using heavier paper feed each sheet individually to prevent paper jams Make sure originals written with ink are completely dry DO NOT use curled wrinkled folded or ripped paper or paper with staples paper clips paste or tape attached DO NOT use cardboard new...

Page 48: ... One Touch Speed Dial Search or the dial pad See One Touch Dialing Speed Dialing and Search page 7 4 to 7 6 3 Press Start Manual and Automatic Fax Redial If you re sending a fax manually and the line is busy press Redial Pause to retry the number If you re sending a fax automatically and the line is busy the FAX MFC will redial automatically up to three times at 5 minute intervals Memory Transmiss...

Page 49: ...nd a fax OR Press Copy Help to make a copy Resolution When you have an original in the ADF you can use the Resolution key Press Resolution continuously until you see your selection on the screen Standard suitable for most typed originals Fine good for small print transmits a little slower than standard resolution Super Fine good for small print or artwork transmits slower than fine resolution Phot...

Page 50: ...t 3 7 3 Enter the time in 24 hour format that you want the fax to be sent and press Function Set For example enter 19 45 for 7 45 PM 4 Press 1 to leave the originals waiting in the ADF OR Press 2 to scan the original into memory See Interrupting Delayed Fax and Polled Transmit Jobs page 6 5 5 Press 1 to select additional settings The display returns to the SETUP SEND menu OR Press 2 if you are fin...

Page 51: ...ow even if you have the FAX MFC set to send a fax later or if you have it set to be polled However you cannot use automatic redial or the function mode 1 Press Function Set 5 2 Wait 2 seconds then remove the original that is waiting in the ADF 3 Place the original you want to send now in the ADF 4 Enter the number for the fax you want to send now 5 Press Start 6 After the transmission is finished ...

Page 52: ...s manual To receive faxed instructions please call our automated Brother fax back system at 1 800 521 2846 and enter the Document Numbers for the following scripts Polling Doc 21707 Cover Page Doc 20918 Call Reservation Doc 21708 Print Sample Call Back Message Doc 21709 Next Fax Reservation Doc 21710 Multiple Resolution Transmission Doc 21711 Glossary Doc 21712 ...

Page 53: ...Set 4 Use the dial pad to enter the name or company up to 15 characters and press Function Set You can use the chart on page 17 to help you enter letters OR To store the number without a name pressFunction Set See Details for Entering Text page 4 2 5 Press or to select the type of number and press Function Set 6 Return to Step 2 to store another One Touch number OR Press Stop to exit If you lose e...

Page 54: ...can store Speed Dial numbers when you dial by pressing only four keys There are 50 Speed Dial locations 1 Press Function Set 6 2 2 Use the dial pad to enter a two digit location 01 50 and press Function Set 3 Enter the number up to 20 digits and press Function Set 4 Use the dial pad to enter the name or company up to 15 characters and press Function Set OR Press Function Set to store the number wi...

Page 55: ...Touch or Speed Dial number Then you can combine them into a Group Each Group uses up a One Touch key Finally you can have up to four small Groups or you can assign up to 53 numbers to one large Group See Storing One Touch Dial Numbers page 7 1 Storing Speed Dial Numbers page 7 2 and Broadcasting page 7 6 1 Press Function Set 6 3 2 Select a One Touch key where you wish to store the number For examp...

Page 56: ...hone number 1 Pick up the handset OR Press Speaker Phone 2 When you hear a dial tone dial the number using the dial pad 3 You can switch from handset to Speakerphone by pressing Speaker Phone then replacing the handset You can switch from Speakerphone to handset by lifting the handset 4 To hang up replace the handset OR Press Speaker Phone One Touch Dialing 1 Pick up the handset OR Press Speaker P...

Page 57: ...ed number will be dialed in the order you entered it as soon as you press Start Make sure you selected CHAIN as the type of the number when you store it into the One Touch or Speed Dial See Storing One Touch Dial Numbers and Storing Speed Dial Numbers page 7 1 to 7 2 For example You store 555 on One Touch key 03 and 7000 on One Touch key 02 If you press One Touch 03 02 and Start you will dial 555 ...

Page 58: ...hone If you have a bad telephone line connection the other party might hear your voice echoed during the call Hang up and try the call again OR Pick up the handset Broadcasting Using the numbers you have stored in Groups One Touch and Speed Dial memory you can broadcast faxes automatically to a maximum of 54 different locations in a few simple steps See Setting Up Groups for Broadcasting page 7 3 ...

Page 59: ...C handset OR Press Speaker Phone to release the call from Hold Picking up an extension handset will not release the call from Hold Tone Pulse For Canada Only If you have pulse dialing service but need to send tone signals for telephone banking for example follow the directions below If you have touch tone service you do not need this feature to send tone signals 1 Lift the handset 2 Press Any digi...

Page 60: ... was assigned by the Telephone Company so your FAX MFC can recognize its incoming calls The FAX MFC will answer only calls to its registered number To have your TAD answer only the main number the FAX MFC must be in Manual Mode In FAX TEL or FAX ONLY mode the FAX MFC will answer all numbers on the phone line Registering the Distinctive Ring Pattern 1 Set the FAX MFC to MANUAL mode 2 Press Function...

Page 61: ...tion remains stored in the Caller ID memory CALL PICKUP display remains on the screen when no Caller ID information was transmitted OUT OF AREA display means the call originates outside your Caller ID service area PRIVATE CALL display means the caller has intentionally blocked transmission of information Caller ID service varies with different carriers Call your local telephone company to determin...

Page 62: ...hen you see a call you want to return immediately press Function Set 3 To begin dialing press Start 4 Begin speaking when the other party answers This feature may not be available in certain area of USA and Canada If your dialing plan does not follow the standard 1 area code 7 digit number dialing system for calling outside your area code you may experience problems returning calls automatically f...

Page 63: ...50 and press Function Set 4 Enter the caller s name and press Function Set 5 Press or to select the type of number and press Function Set 6 Return to Step 2 to store another auto dial number OR Press Stop to exit Clearing a Caller ID Stored in Memory For effective use of the memory it is recommended that you clear the Caller IDs stored in memory by pressing Erase when the display shows the number ...

Page 64: ...uires no commitment on your part Just follow the steps below to register with CallManage Inc Once registered your One Touch key 4 can be used to access the CallManage feature for any calls you choose Calls made without using the CallManage feature will be processed through your normal long distance carrier If you prefer not to activate the CallManage feature you can use One Touch key 4 to store a ...

Page 65: ...eriodically Call 1 877 622 5457 for latest rate and underlying carrier information In order to use the CallManage feature you must register for service through CallManage Inc toll free at 1 888 387 9680 Once registered the One Touch 4 button will access a long distance provider selected by CallManage Inc that offers a plan with best average domestic rates based on standard long distance plans of m...

Page 66: ...ce and fax messages remotely 2 FAX ON VOICE EXT You need an external answering machine connected to the EXT jack for this setting Fax messages are stored in the message center memory but voice messages are stored in your external answering machine Retrieve messages from the external answering machine You cannot use the Paging feature for voice messages with this setting 3 FAX ON VOICE OFF All memo...

Page 67: ...nction Set 4 Press Stop to exit Recording Message Center Outgoing Message Recording the Message Center Outgoing Message MSG CTR OGM is the second step you need to follow before you can turn on the Message Center Make sure your OGM is less than 20 seconds long 1 Press Function Set 8 3 The screen prompts you to choose an OGM 2 Press or to select MSG CTR OGM not F T OGM and press Function Set This is...

Page 68: ... Message Center Mode Press and hold until it lights and the LCD displays When light is out the Message Center is off See Setting Up the Message Center page 9 2 Message Indicator The light flashes when you have new messages or faxes waiting for your review The LCD displays the total number of voice and fax messages stored in the Message Center memory If you press the flashing to turn off the Messag...

Page 69: ...to the next message You can press and repeatedly until you reach the message you want to play 3 Press Stop to exit Printing a Fax Message Once you print a new fax message stored in memory it is erased from the memory automatically 1 Press Play Record After two seconds the FAX MFC begins to play voice messages 2 If there are fax messages in memory the LCD displays 3 To print the faxes press 1 OR Pr...

Page 70: ...s playing The screen prompts 3 Press 1 to erase the message OR Press 2 to cancel 4 Press Stop to exit To erase messages all at once 1 Press Erase 2 Press or to select erasing all voice messages VOICE all document messages FAX or all messages both voice and fax MSG and press Function Set 3 Press 1 to erase OR Press 2 to cancel 4 Press Stop to exit Setting Maximum Time for Incoming Messages Your FAX...

Page 71: ...ng a Conversation You can record a telephone conversation by pressing Play Record during the conversation Your recording can be as long as the Incoming Message Maximum Time You and the other party will hear a beep every 15 seconds while recording To stop recording press Stop You cannot record a conversation using Speaker Phone Fax Forwarding Paging When Paging is set to ON your FAX MFC dials the p...

Page 72: ...not include the area code if it is the same as that of your FAX MFC For example 1 8 0 0 5 5 5 1 2 3 4 4 If your pager requires a PIN enter the PIN press press Redial Pause enter your FAX MFC telephone number then press and press Function Set For example 1 2 3 4 5 Redial Pause 1 8 0 0 5 2 1 2 8 4 6 OR If you do not need a PIN press Redial Pause enter the telephone number of your FAX MFC then press ...

Page 73: ...up If you enter an invalid command the FAX MFC beeps three times 5 Press 9 0 to reset the FAX MFC when you finish 6 Hang up Changing Remote Retrieval Access Code Enter your Remote Retrieval Access Code when the FAX MFC picks up your call so you can access features remotely The access code is preset to 159 but you can change it 1 Press Function Set 8 7 2 Enter a three digit number from 000 to 999 a...

Page 74: ...ave not been played or there is no voice message to erase This code erases all recorded messages not one at a time 94 Play and Record OGM in memory 1 Play 1 MSG CTR OGM The FAX MFC plays the selected OGM You can stop playing OGMs by pressing 9 2 F T OGM 2 Record 1 MSG CTR OGM After one long beep you can record the selected OGM You will hear the message played once You can stop recording the messag...

Page 75: ...eve a fax 1 Memory Status List Enter the number of a remote fax machine to receive a report or stored fax messages See page 9 10 2 Retrieve all faxes 3 Erase fax in the memory If you hear one long beep you can erase the fax message from the memory 97 Check the receiving status You can check whether your FAX MFC has received any FAX or VOICE messages If yes you will hear one long beep If no you wil...

Page 76: ...u hear the beep immediately enter your Remote Retrieval Access Code 1 5 9 3 When you hear two short beeps use the dial pad to press 9 5 4 4 Enter the new number of the remote fax machine where you want your fax messages forwarded then press 5 To retrieve the Memory Status List when you hear two short beeps use the dial pad to press 9 6 1 6 Use the dial pad to enter the number of the remote fax mac...

Page 77: ...r of copies Next you can choose whether multiple copies will be STACKED all copies of page 1 then all copies of page 2 etc or SORTED collated Finally you can choose an enlargement or reduction ratio To automatically reduce the copy to the paper size you have set for the paper tray select AUTO To reduce the copy by a fixed percentage choose 93 87 75 or 50 Or to enlarge the copy select 150 125 or 12...

Page 78: ...ultiple copies and get a MEMORY FULL message while you are scanning the first page press Stop to cancel the job Then make a single copy If you selected SORT and the MEMORY FULL message appears while scanning subsequent pages you can press Copy Help to copy the portion that is in memory or press Stop to cancel To restart the copy job using less memory pressCopy Help for stacked copies MULTI COPY SO...

Page 79: ... One Touch and Speed Dial memory in numerical order AUTO DIAL LIST above alphabetically Lists settings for INITIAL SETUP SETUP RECEIVE SETUP SEND PRINT REPORTS TEL SERVICE and SETUP MSG CTR Lists summary information and amount of memory in use To Print a Report 1 Press Function Set 7 2 Enter the number of the report you want to print For example press 4 to print the TEL INDEX 3 Press Start 4 Press...

Page 80: ...he report is printed with every fax you send 1 Press Function Set 7 1 2 Press or to select ON or OFF and press Function Set 3 Press Stop to exit Activity Report Interval You can set the FAX MFC to print activity reports at specific intervals 6 12 24 hours 2 4 or 7 days If you set the interval to OFF you can print the report by following the steps in the previous section 1 Press Function Set 7 2 2 ...

Page 81: ...evices you may connect to your telephone line and still have those devices ring when your telephone number is called In most but not all areas the sum of the RENs of all devices connected to one line should not exceed five 5 To be certain of the number of devices you may connect to your line as determined by the REN you should contact your local telephone company to determine the maximum REN for y...

Page 82: ...y This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause ha...

Page 83: ...st not be blocked or covered The openings should never be blocked by placing the product on a bed sofa rug or other similar surface This product should never be placed near or over a radiator or heater This product should never be placed in a built in installation unless proper ventilation is provided 7 This product should be operated from the type of power source indicated on the label If you are...

Page 84: ... Brother Numbers page i 15 Unplug this product from the wall outlet and refer servicing to a Brother Authorized Service Center under the following conditions A When the power cord is damaged or frayed B If liquid has been spilled into the product C If the product has been exposed to rain or water D If the product does not operate normally when the operating instructions are followed Adjust only th...

Page 85: ...C often identifies the problem and displays an error message The list below explains the most common error messages If you need additional help call the Brother fax back system See Brother Numbers page i The ribbon is used up and printing is not possible Replace the ribbon or the ribbon cartridge with a new one See Replacing the Print Cartridge page 13 8 The FAX MFC is out of paper or the paper is...

Page 86: ... E 2 Open the top cover by lifting the gray lever on the right side of the top cover 3 Pull the jammed printout gently from the paper tray toward the front of the machine If the printout is jammed then pull it toward the back of the machine Top Cover YES NO Printout is jammed ...

Page 87: ...machine is not in Poll Waiting mode The other party has disconnected during a fax Try calling the other party The documents were not inserted or fed properly or were too long or too short 1 Remove any paper that is not jammed from the ADF 2 Open the top cover 3 Pull the original toward the front of the machine 4 Close the cover Contact Brother Customer Service at USA 1 800 284 4329 voice From with...

Page 88: ...with static or interference on the phone line If the copy looks bad call Brother Customer Service at 1 800 284 4329 USA 1 800 853 6660 from within Canada or 1 514 685 6464 from within Montreal Vertical Black Lines When Receiving The sender s scanner may be dirty Ask the sender to make a copy to see if the problem is with the sending machine Try receiving from another fax machine If the problem con...

Page 89: ...ent ten seconds after the Call Waiting Signal and speaking may interfere with it When you hear the Call Waiting signal ask the other party to hold while you answer the call Then stop speaking until you see the Caller ID on the LCD Sending Faxes Poor Transmitting Quality Try changing your resolution to FINE or SUPERFINE See Resolution page 6 3 Make a copy to verify the FAX MFC s scanner operation D...

Page 90: ...lem continues call the Telephone Company to check your phone line Custom Features on a Single Line If you have Call Waiting Caller ID Call Waiting Caller ID Ring Master Voice Mail an answering machine alarm system or any other custom feature on a single phone line with your FAX MFC it may create a problem sending or receiving fax data Example 1 If you are having a telephone conversation and a fax ...

Page 91: ...and the glass strip under the bar with isopropyl alcohol on a lint free cloth Be careful not to bend the spring plate or drop anything into the FAX MFC Cleaning the Print Head Before cleaning unplug the power cord for safety To clean the FAX MFC print head wipe the print head with a lint free cloth that is dry or lightly moistened with isopropyl alcohol Glass Strip White Bar Print Head ...

Page 92: ...e page 13 2 2 Remove the print cartridge containing the used ribbon and set it down 3 Install the new print cartridge by first inserting the recessed and placing the cartridge into its four holders 4 Press down on both sides of the top cover to close it securely You can save money by purchasing the 2 PK Refill Ribbon Rolls PC402RF Installation instructions will be included If you handle the print ...

Page 93: ...r CD ROM Multi Function Link Cable and PC I F Box Warranty Upgrade and Licensing Materials PC Configuration Requirements Your PC must meet or exceed the following minimum system configuration requirements for you to install and use Multi Function Link CPU 80486 66 or higher RAM 8MB or greater for Windows 3 1 x 8MB or greater for Windows 95 16MB recommended 16MB or greater for Windows NT Workstatio...

Page 94: ...he computer is turned off and unplugged from the electrical power before you connect the Multi Function Link cable 3 Connect the RJ 8 connector of the Multi Function Link Cable to the back of your Brother MFC in the jack labeled PC I F 4 Connect the 25 pin male RS 232 connector of the Multi Function Link Cable to your PC in the available female serial communications port Use the 9 pin adapter if y...

Page 95: ...ocumentation you must first install the Acrobat Reader software from the CD ROM by clicking on the Install Acrobat Reader button Product Support This is a page of all Brother support numbers Brother Web Link Brother WEB Link connects you to the Internet Brother Home Page on the World Wide Web You can find more information about Brother products from product specifications sheets to Frequently Aske...

Page 96: ...2 After you insert the Brother CD ROM you must type the appropriate command for your version of Windows if needed If you are using Windows 3 1x from the Program Manager Click File then Run then type x SETUP EXE x is the drive letter for your CD ROM drive This will start the Software Installation program If you are using Windows 95 98 or Windows NT Workstation Version 4 0 the Software Installation ...

Page 97: ...Link Software A window appears listing the options If you are using Windows 98 the OS detected is shown as Windows 95 3 Click on Install Multi Function Link Software and follow the prompts on the screen The last step will be to restart Windows If you are using Windows NT 3 51 or earlier the following error message will appear on the screen If you are using Windows NT Workstation 4 0 and you are no...

Page 98: ...n the Install Acrobat Reader button and follow the instructions on the screen After the Acrobat Reader is installed click on the View Multi Function Link Documentation button When the Table of Contents appears select a chapter by clicking on it Since the Multi Function Link manual is in On line Documentation only you may wish to print a copy by selecting Print from the File pull down menu ...

Page 99: ...ed using the Multi function Link software Detailed installation and setup instructions are in the On Line Documentation section of the Brother CD ROM that is included with your MFC Be sure to check the online ReadMe file for last minute important information that was not included in the On Line Documentation Running the Brother Software The software included with your MFC consists of two parts the...

Page 100: ... program group ScanSoftTM PaperPort ScansoftTM PaperPort for Brother is a document management application You will use PaperPort to view incoming faxes and scanned documents PaperPort has a sophisticated yet easy to use filing system that will help you organize your documents It allows you to combine or stack documents of different formats for printing faxing or filing PaperPort can be accessed th...

Page 101: ...ckFax screen will appear 2 Enter the Fax number Name and Company information in these fields on the screen OR Select the Open Phone Book button to choose someone from your phone book 3 Complete the Subject and QuickFax note fields 4 Click the Send Fax button Sending a Fax from the Main Menu You can send a fax from the Main Menu and attach multiple files The attachments can even be in a different f...

Page 102: ... information in these fields OR Select the Open Phone Book button to choose someone from your phone book 3 Complete the Subject and Cover page note fields 4 Click on the Attachments button to add any file s you want to send with it 5 Click the Send Fax button Sending a Fax from a Windows Application You can send a fax directly from any Windows application using the following steps 1 Create the doc...

Page 103: ... page check box to include a cover page 6 Select the Send Fax button Receiving Faxes into the PC To receive faxes into your PC through the MFC you must first connect your MFC to your computer Then you can load the software Before You Begin Use the following checklists for the MFC and PC to make sure you have properly set up the MFC and PC to work together Checklist for the MFC The default setting ...

Page 104: ...re the MFC is connected to the PC 6 Keep the PC and the Multi function Link Main Menu running at all times Viewing Received Faxes Faxes that are received into the PC will appear in the InBox of the Log Manager To access the Log Manager from the Main Menu click the Log Manager button OR From the Start pull down menu select Mail Log 1 In the Log Manager select the Fax folder 2 Then select the InBox ...

Page 105: ...choose the Brother Multi function Link as your scanner driver select it under the Select scanner or Select source option in your software Scanning Options When you scan using the Brother Multi function Link Scanner driver a scanning options dialog box will appear Set the following options based on each document to be scanned then click the SCAN button to start scanning Resolution You can choose on...

Page 106: ...set the contrast to Dark Image Type If you are scanning text or black and white line art choose Text as the image type If you re scanning a photo or detailed picture with many different colors choose Photo as the image type Scanning into the PaperPort Viewer To scan into the PaperPort viewer that was provided with your MFC run the PaperPort viewer program and then select the SCAN button on the top...

Page 107: ... a multifunction center by enabling you to use your fax machine as a printer and a scanner and to use it to fax messages from Windows applications in your computer Multi function Link is available at most Brother retailers If you cannot find it you can order Multi function Link directly from Brother The item number is PCI 1 Installation instructions will be included with PCI 1 However it is import...

Page 108: ...ay LCD 16 characters Polling Types Standard Sequential Contrast Control Automatic Super Light Super Dark manual setting Resolution Horizontal 203 dot inch 8 dot mm Vertical Standard 98 line inch 3 85 line mm Fine Photo 196 line inch 7 7 line mm Superfine Photo copy 392 line inch 15 4 line mm Memory Capacity 512 KB up to 25 pages One Touch Dial 4 Speed Dial 50 stations Automatic Redial 3 times at 5...

Page 109: ... 4 Connect Telephone Line 2 4 CONNECTION FAIL 13 3 Contrast 6 3 Control Panel 1 3 COPY Enlarging 10 1 COPY Multiple 10 1 COPY Reducing 10 1 COPY Sorted 10 1 COPY Stacked 10 1 Corrections Entering Text 4 2 Customer Service i D Date and Time 4 1 Delayed Fax 6 4 Dialing Mode 4 2 Dialing Options 7 4 Disclaimer Warranties iii DISCONNECTED 13 3 Distinctive Ring 8 1 DOCUMENT JAM 13 3 Documents Size 6 1 E...

Page 110: ...o Resolution 6 3 Polled Transmit 6 5 Polling Receive 5 7 Power Consumption S 1 Print a fax in memory 9 4 Print Caller ID Log 8 3 Print Report 11 1 Print Head Cleaning 13 7 PRINTER FAULT 13 4 Pulse For Canada Only 4 2 R Redial Automatic 6 2 Redial Manual 6 2 Reduction Printing 5 5 Reduction Recommended Size 5 5 Resolution 6 3 Ring Delay 5 2 Ring Volume 4 5 Roll Over Phone Lines 2 5 S Safety Instruc...

Page 111: ...ne 4 2 Tone Send Signals 7 7 TOP COVER OPEN 13 4 Transmission Verification Xmit Report 11 2 Troubleshooting 13 1 Two Line Phone System 2 5 U USER SETTINGS REPORT 11 1 V Verification Xmit Report 11 1 Volume Amplify 4 5 ...

Page 112: ...I 4 I N D E X ...

Page 113: ...p Press to stop Changing Remote Retrieval Access Code Press Enter a three digit number from 000 to 999 The cannot be changed Press Press to exit Remote Commands Listen to Voice Messages Press then to Repeat a message press Skip to next message press Stop playing the message press Record a Memo Press Wait for the beep then speak then to Stop recording Press Change Paging Fax Forwarding Setting Pres...

Page 114: ...ss Fax Telephone F T press Fax Only press Exit Remote Retrieval Press M ESSAGE C ENTER R EMOTE R ETRIEVAL A CCESS C ARD Using Remote Access Code Dial your fax number from a fax machine using touch tone When your fax machine answers immediately enter your Remote Retrieval Access Code 159 Your FAX MFC signals the kinds of messages received 1 long beep Fax message s 2 long beeps Voice message s 3 lon...

Page 115: ...DA H9B 3H6 Visit us on the World Wide Web http www brother com These machines are made for use in the USA or CANADA only We can not recommend using them overseas because it may violate the Telecommunications Regulations of that country and the power requirements of your fax machine may not be compatible with the power available in foreign countries Using USA or CANADA models overseas is at your ow...

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