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Brother FAX-645, Owner'S Manual

The Brother FAX-645 is a reliable fax machine designed to streamline your office communication needs. Ensure smooth operation and optimal performance by downloading the comprehensive owner's manual free of charge from manualshive.com. This manual provides step-by-step instructions and invaluable insights to make the most of your Brother FAX-645.

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Changing Remote Codes................................................. 5-7

Printing a FAX in Memory (For FAX-645 only) ................ 5-8

Telephone Services .................................................................... 5-8

Caller ID (Caller IDentification) ......................................... 5-8

Advantages of Caller ID ................................................. 5-8
For Business.................................................................... 5-8
At Home.......................................................................... 5-8

How Does the Caller ID Work? .......................................... 5-9

The Caller ID Appears on the Display When Your 

Telephone Rings ........................................................... 5-9

Helpful Hints................................................................... 5-9
The Caller ID is Stored in Your Machine’s Memory ..... 5-9

Selecting a Caller ID from the Memory for Call Reply ...... 5-9

Clearing the Caller ID Stored in Memory 

(Only for FAX-685MC and MFC-960MC)................ 5-10

Printing Caller ID List .................................................. 5-10

Distinctive Ringing (Telstra™ Fax Stream Duet

 

®

 

) .......... 5-10

Set the Distinctive Ringing to ON..................................... 5-11

Polling ...................................................................................... 5-11

Secure Polling.................................................................... 5-11
Set for Polling Receive ...................................................... 5-12
Setup for Polling Receive with Secure Code .................... 5-12
Setup Delayed Polling Receive ......................................... 5-12
Sequential Polling.............................................................. 5-13
Cancelling a Scheduled Job............................................... 5-13
Setting PC Interface Mode (Only for MFC-960MC or 

With Multi-Function Link option) .................................. 5-14

 

6

 

Setup Send ....................................................................................... 6-1

 

Automatic Document Feeder (ADF).......................................... 6-1

Manual Transmission .......................................................... 6-2
Automatic Transmission...................................................... 6-2
Manual and Automatic Fax Redial...................................... 6-2
Memory Transmission......................................................... 6-2

Basic Sending Operations .......................................................... 6-3

Composing Electronic Cover Page...................................... 6-3
Cover Page for Next Fax Only ............................................ 6-4
Always Send Cover Page .................................................... 6-5
Using a Printed Cover Page................................................. 6-5
Cover Page Message............................................................ 6-6

Summary of Contents for FAX-645

Page 1: ...FAX 645 FAX 685MC MFC 960MC OWNER S MANUAL ...

Page 2: ...ber Serial Number Date of Purchase Place of Purchase The serial number is on the underside of the unit Retain this Owner s Manual with your sales receipt as a permanent record of your purchase in the event of a warranty service WARNING Failure to use only GENUINE brother supplies will damage the machine and such damages will not be covered under warranty ...

Page 3: ...Sheet 2 2 Assembly 2 3 Attach the paper wire extension 2 3 Attach the paper tray 2 3 Attach the output paper support 2 3 Loading the Paper 2 4 Acceptable Paper 2 4 Connections 2 5 Connecting the Machine 2 5 Multi Line Connections PBX 2 6 If you are installing the FAX MFC to work with a PBX 2 6 Connecting an External Telephone Answering Device TAD 2 7 Connections 2 7 Outgoing Message OGM of Externa...

Page 4: ...sic Receiving Operations 5 1 Select Answer Mode 5 1 To select or change your Answer Mode 5 2 Setting Ring Delay 5 3 Setting F T Ring Time Only for F T receiving mode 5 3 Record FAX TEL Outgoing Announcement FAX TEL OGM For FAX 685MC and MFC 960MC only 5 3 Fax Detect set ON by default 5 4 Printing a Reduced Incoming Document 5 4 Reception into Memory if 5 5 1 If the MEMORY RECEPTION switch is ON at...

Page 5: ...t 5 10 Distinctive Ringing Telstra Fax Stream Duet 5 10 Set the Distinctive Ringing to ON 5 11 Polling 5 11 Secure Polling 5 11 Set for Polling Receive 5 12 Setup for Polling Receive with Secure Code 5 12 Setup Delayed Polling Receive 5 12 Sequential Polling 5 13 Cancelling a Scheduled Job 5 13 Setting PC Interface Mode Only for MFC 960MC or With Multi Function Link option 5 14 6 Setup Send 6 1 Au...

Page 6: ... 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 One Touch Dialing 7 4 Speed Dialing 7 5 Search 7 5 Redial 7 6 Answering Calls with the Speakerphone For FAX 685MC and MFC 960MC Only 7 6 Broadcasting 7 6 Mute 7 7 Pause 7 7...

Page 7: ...Indicator 9 3 What Happens When the Memory is Full 9 4 Playing Voice Messages 9 4 Printing a Fax Message 9 4 Backup Printing Option 9 5 Erasing Messages 9 5 To erase voice messages individually 9 5 To erase messages all at once 9 5 Setting Maximum Time for Incoming Messages 9 6 Setting Toll Saver 9 6 ICM Recording Monitor 9 6 Recording a Conversation 9 6 Fax Forwarding Paging 9 7 Programming a Fax...

Page 8: ...formation 12 1 Important Safety Instructions 12 1 13 Troubleshooting and Routine Maintenance 13 1 Troubleshooting 13 1 Error Messages 13 1 If You Are Having Difficulty with Your FAX MFC 13 4 Printing or Receiving Faxes 13 4 Phone Line or Connections 13 4 Sending Faxes 13 5 Handling Incoming Calls 13 5 Routine Maintenance 13 6 Cleaning the Scanner 13 6 Cleaning the Print Head 13 6 Changing the Ribb...

Page 9: ...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 10: ...EL F T Mode the FAX MFC listens for CNG tones and then responds with receiving tones This mode is best suited to conditions where you want to man the FAX MFC 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 c...

Page 11: ...o recall the operator or transfer a call to another extension when it is connected to a PABX 2 Mute Search Lets you put calls on hold Also lets you dial stored phone numbers by pressing and a two digit number Also lets you look up numbers stored in the dialing memory 6 Dial Pad Dials phone and fax numbers and can be used as a keyboard for entering information into the FAX MFC 9 Mode Use to select ...

Page 12: ... a quick reference Help List 11 Start Starts an operation such as sending a fax 13 Moves the LCD cursor to the left or right Adjusts speaker and ring volume 14 Menu Set Lets you access the function menu and programming mode Also stores a function setting into the FAX MFC 12 Resolution Sets the resolution when you send a fax or make a copy ...

Page 13: ...de line and or to recall the operator or transfer a call to another extension when it is connected to a PABX 2 Mute Search Lets you put calls on hold Also lets you dial stored phone numbers by pressing and a two digit number Also lets you look up numbers stored in the dialing memory 6 Dial Pad Dials phone and fax numbers and can be used as a keyboard for entering information into the FAX MFC Mode ...

Page 14: ...party using Speaker Phone 19 MC ON OFF Lets you activate Message Centre Also notifies you that you have voice or fax messages in the memory 14 Moves the LCD cursor to the left or right Adjusts speaker and ring volume 15 Menu Set Lets you access the function menu and programming mode Also stores a function setting into the FAX MFC 13 Resolution Sets the resolution when you send a fax or make a copy...

Page 15: ...other than a cordless type during an electrical storm There may be a remote risk of electric shock from lightning 7 Do not use the telephone to report a gas leak in the vicinity of the leak 8 For PLUGGABLE EQUIPMENT the socket outlet should be installed near the equipment and should be easily accessible Packing List Check that you have the following items Keep the packing materials for possible fu...

Page 16: ...e print cartridge frame 4 Re install cartridge 5 Close the top cover Avoid placing your machine in a high traffic area Do not place near heaters air conditioners water chemicals or refrigerators Do not expose the FAX MFC to direct sunlight excessive heat moisture or dust Do not connect your machine to electrical outlets controlled by wall switches or automatic timers Disruption of power can wipe o...

Page 17: ...xtension as shown in the illustration below Attach the paper tray Attach the paper tray Make sure the wide pins on the paper tray are inserted firmly into the pockets on the top edge of the machine Attach the output paper support Attach the output paper support Paper Wire Extension Paper Tray Output Paper Support ...

Page 18: ...per in the paper tray Acceptable Paper Temperature 20 C 68 F Humidity 60 Size A4 Weight 64gsm 90gsm 17 lb 24 lb Thickness 0 08 0 10mm DO NOT use curled wrinkled folded or ripped paper or paper with staples paper clips paste or tape attached DO NOT use cardboard newspaper or fabric Tap the stack of paper so the edges are even ...

Page 19: ...ee prong plug 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 Lightning and power surges can damage...

Page 20: ... line on the system This prevents the unit from being activated each time a telephone call is received See Fax Detect set ON by default 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 circumstances with a PBX Any cases of difficulty should be reported first to the company that handles your PBX 2 If all incoming cal...

Page 21: ...ing Delay setting does not apply 3 Record the outgoing message on your external TAD see below 4 Set the external TAD to answer calls 5 Set MESSAGE STORE Function menu 8 1 to VOICE EXT Only for FAX 685MC and MFC 960MC 6 Set the Answer Mode to TAD ANSWER MACH Only for FAX 645 On the FAX 685MC and MFC 960MC set the Answer Mode to MC MSG CTR Do not connect a TAD elsewhere on the same phone line your m...

Page 22: ...ou must inform callers that they must enter the remote activation code to send a fax Sequence of External TAD Reception When you leave your machine set in TAD mode all calls will be answered by the externally connected telephone answering device and fax calls will be received automatically provided they come from a machine which sends standard CalliNG tone CNG Incoming Call The call is picked up b...

Page 23: ... phone However you can also connect a separate telephone to your machine as shown below Whenever this external phone or TAD is in use the screen displays EXT TEL IN USE and if the fax handset is lifted an alarm sounds To disconnect the call on the external phone and switch to the fax press Hook or Speaker Phone External Telephone Extension Telephone ...

Page 24: ...pressing Menu Set when the option appears on the screen The display will scroll the options within that menu You can scroll more quickly through options by pressing When the screen displays your selection press Menu 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 Menu Set after entering informatio...

Page 25: ...each transmitted page 4 2 4 BEEPER Adjust the volume level of the beeps when you press a key an error occurs or a document is sent or received LOW 4 4 5 PBX Turn on if PABX Private Automatic Branch Exchange is connected to your machine OFF 4 4 2 SETUP RECEIVE Function Description Factory Set More Info 1 RING DELAY Number of rings before the machine answers in F T FAX or MC Message Centre mode RING...

Page 26: ... sample coverpage OFF 6 4 6 5 2 COVERPAGE NOTE Program customized message for fax cover page 6 6 3 CONTRAST Change lightness or darkness of a fax you are sending AUTO 6 6 4 RESOLUTION Allows you to change resolutions page by page STANDARD 6 9 5 OVERSEAS MODE Adjusts for sometimes difficult overseas transmissions OFF 6 7 6 CALL RESERVE You can send a fax then speak or print a sample call back messa...

Page 27: ... GROUPS Set up a Group number for broadcasting 7 3 7 PRINT REPORTS Function Description Factory Set More Info 1 TRANSMIT REPOR OFF 11 1 11 2 2 JOURNAL JOURNAL OFF 11 1 11 2 3 QUICK DIAL Print lists and reports of activity Details in chapter 11 11 1 4 TEL INDEX 11 1 5 SYSTEM SETUP 11 1 6 MEMORY STATUS 11 1 8 REMOTE FAX OPT FAX 645 Only Function Description Factory Set More Info 1 FAX FWD Set your F...

Page 28: ...TR OGM 5 3 9 8 4 ICM MAX TIME Select maximum length of incoming messages 30 seconds 9 6 5 ICM REC MONITR Select ON or OFF 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 9 8 7 REMOTE ACCESS Set code for retrieving messages 159 9 9 0 TEL SERVICE Function Description Factory Set More Info 1 CALLER ID View and dial back or pr...

Page 29: ... you send In the event of a power failure the FAX MFC maintains date and time information for up to 48 hours All other settings remain unaffected 1 Press Menu Set 1 2 2 Enter the last two digits of the year and press Menu Set 3 Enter two digits for the month and press Menu Set For example enter 09 for September or 10 for October 4 Enter two digits for the day and press Menu Set For example 06 5 En...

Page 30: ...ress Menu Set 3 Enter your telephone number up to 20 digits and press Menu Set If your telephone number and fax number are the same enter the same number again The screen displays your entry 4 Use the dial pad to enter your name up to 20 characters and press Menu Set You can use the chart on next page to help you enter letters 5 Press Stop The screen returns to the date and time Details for Enteri...

Page 31: ...er assigned to the same key as the previous character press to move the cursor to the right Special characters and symbols Press or 0 repeatedly to move the cursor under the special character or symbol you want then press to select it Press for space Press for _ Press 0 for Ä Ë Ö Ü À Ç È É 0 The telephone number you enter is used only for Call Back Message and Cover Page features If you do not ent...

Page 32: ...tem set PBX ON If not set OFF 1 Press Menu Set 1 5 The screen displays 2 Press or to select ON or OFF 3 Press Menu Set when the screen displays your selection 4 Press Stop to exit You can transfer a call to another extension by pressing Recall If your FAX MFC is connected to a PABX you may need to insert an additional number prefix e g 9 and a pause not press Recall before each fax or telephone nu...

Page 33: ...etting 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 change it again Memory Storage In the event of a power failure all settings in the INITIAL SETUP SETUP RECEIVE SET QUICK DIAL REMOTE FAX OPT and SETUP MSG CTR plus the COVERPG SETUP and COVERPAGE MSG from SETUP SEND functions are stored permanently Y...

Page 34: ... ll need to set the Ring Delay and F T Ring Time features on the following pages See For F T FAX TEL Mode Only page 5 6 This mode is not recommended if extensions are in use TAD For FAX 645 only This is the only setting in which you can use an external answering machine Your telephone answering device is connected to your FAX and answers every call Once the TAD answers the FAX listens for fax tone...

Page 35: ...y shows 2 Continue to press Mode until your new selection appears After 2 seconds the screen returns to the date and time display along with your new Answer Mode setting If you re changing Answer Mode while in another operation the screen returns to the current operation display MSG CTR For FAX 685MC and MFC 960MC only SIX IN ONE 09 06 15 25 FAX 09 06 15 25 FAX Current Answer Mode 645 685 For FAX ...

Page 36: ...on any phone in a separate wall jack on the same line as the FAX MFC 1 Press Menu Set 2 2 2 Press or to select how long the FAX MFC will ring to alert you that you have a voice call and press Menu Set 3 Press Stop to exit Now when a call comes in and the machine is set to FAX TEL Mode all phones on this line will ring the number of times you selected in Ring Delay You can let the FAX MFC pick up a...

Page 37: ...our machine See Operation from External or Extension Telephone and For F T FAX TEL Mode Only page 5 6 If you ve set the feature to ON but your FAX MFC doesn t automatically connect a fax call when you lift an external or extension phone handset press the Fax Receive code 5 1 At the FAX MFC lift the handset and press Start 1 Press Menu Set 2 3 2 Press or to select ON SEMI or OFF and press Menu Set ...

Page 38: ...F at this time The current fax reception will continue with the remaining page s being stored in memory subject to available memory Subsequent incoming fax calls will not be automatically answererd until fresh paper is put in the paper cassette The last fax received will be printed as soon as fresh paper is put in the cassette 1 Press Menu Set 2 6 The screen displays 2 Use or to select ON or OFF 3...

Page 39: ...he FAX MFC is in F T mode it will use the F T Ring Time F T pseudo ring to alert you to a voice call If you re at the FAX MFC you can lift the handset to answer the call 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 F T pseudo ring If no one is on the line or if someone wants to send you a fax send the call back to the FAX MFC by...

Page 40: ... to enter a new Remote Deactivation Code then press Menu Set 5 If you want to enter a new Activation Voice Code then press Menu Set 6 Press Stop to exit Don t hang up the call from the cordless phone until the voice call has been transferred to the FAX MFC You will know when this is because you will no longer be able to hear or talk to the caller via the cordless phone If you do not wait until thi...

Page 41: ...sed because Caller IDs are received and stored in your machine s memory In addition to the standard Caller ID features you can select a Caller ID and have your machine dial the number for you Advantages of Caller ID For Business All businesses profit from a quicker response to customer calls Businesses that provide mail order services money lending services or provide confidential information can ...

Page 42: ...g with the time and date of reception The 31st call will cause the oldest ID to be erased The Caller ID information stored in the memory can be used for the following Selecting a Caller ID from the Memory for Call Reply You can scroll through the Caller IDs on the display and select one for your machine to dial Printing the Caller ID List You can review calls you received by checking the Caller ID...

Page 43: ... that you should clear the Caller ID stored into memory by pressing Erase when the display shows the number Printing Caller ID List 1 Press Menu Set 0 1 2 Press or to select PRINT REPORT 3 Press Menu Set 4 Press Start Distinctive Ringing Telstra Fax Stream Duet Your machine has a Distinctive Ringing function allowing you to dedicate one phone number just for receiving faxes This machine feature le...

Page 44: ...MFC Your four digit ID number must be entered on the FAX MFC that polls for your documents To have your TAD answer only the main number the machine must be in Manual Mode In FAX TEL mode or FAX ONLY the machine will answer all numbers on the phone line Polling is the process of retrieving faxes from another FAX MFC You can use your FAX MFC to poll other machines or you can have someone poll your m...

Page 45: ...number This is the same as the security code of the FAX MFC you are polling 5 Press Menu Set The screen prompts you to enter the fax number you want to poll and then to press Start 6 Press Start Setup Delayed Polling Receive You can set your machine to begin polling Receive at a later time 1 Press Menu Set 2 7 The screen displays 2 Press or to choose TIMER 3 Press Menu Set 4 The screen prompts you...

Page 46: ...er and press Menu Set If you selected SECURE enter a four digit number and press Set 5 Specify the destination FAX MFCs which you wish to poll by using One Touch Speed Dial or a Group 6 Press Start Your FAX MFC will poll each number or group member in turn for an document Cancelling a Scheduled Job You can cancel tasks you ve scheduled such as Delayed Fax Delayed Polling Receive or Polling Transmi...

Page 47: ...our PC See the Multi function Link Manual After completing the setup for Multi Function Link you can select PC INTERFACE Mode PC PRIMARY PC RECEIVE ONLY FAX RECEIVE ONLY for routing incoming faxes 1 Press Menu Set 2 8 2 Press or to select PC PRIMARY PC RECEIVE ONLY or FAX RECEIVE ONLY 3 Press Menu Set when the screen displays your selection 4 Press Stop to exit 8 PC INTERFACE ...

Page 48: ...ages feeding each one individually through the FAX MFC Use standard 64 gsm 90 gsm 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 Press Resolution before you send the fax to select the resolution for the document you re sending See Resolution page 6 6 DO NOT use curled wrinkled folded ...

Page 49: ...fax number using One Touch Speed Dial Search or the dial pad See One Touch Dialing Speed Dialing and Search page 7 4 to 7 5 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 twice at 2 minute intervals Memory...

Page 50: ...s that allow you to make adjustments for each original you send However so that you can set up your cover page and cover page comments in advance the Cover Page Setup and Cover Page Message functions will change their default settings You can select a comment to include on your cover page Instead of using one of the comments above you can enter up to two customized messages each 27 characters long...

Page 51: ...Menu Set 6 Press or to view the comment selections 7 Press Menu Set when the screen displays your selection 8 Enter two digits to indicate the number of pages your are sending Enter 0 0 to leave the number of pages blank If you make a mistake press to back up and reenter the number of pages 9 Press Menu Set The screen displays 10 Press 1 if you want to select additional settings The display return...

Page 52: ...n select your custom comment 5 Press Menu Set when the screen displays your selection The screen displays 6 Press 1 if you want to select additional settings The display returns to the Setup Send menu OR Press 2 to exit if you are finished choosing settings Using a Printed Cover Page If you prefer using a printed cover page that you can write on you can print the sample page and attach it to your ...

Page 53: ...nu Set 3 3 3 Press or to select AUTO LIGHT or DARK and press Menu Set 4 Press 2 if you have finished choosing settings and go to Step 5 OR Press 1 if you want to select additional settings The display returns to the Setup Send menu 5 Enter a fax number and press Start to send a fax OR Press Copy Help to make a copy Resolution Standard suitable for most typed originals Fine good for small print tra...

Page 54: ...he other party picks up the handset your FAX MFC will ring Lift the handset to speak If you set Call Reservation and Call Back message to ON your FAX MFC leaves a message if the other party does not answer 1 Place the original in the ADF 2 Press Menu Set 3 6 The screen displays the current setting for Call Reservation 3 Press or to select ON or OFF 4 If you set Call Reservation to ON press Menu Se...

Page 55: ... 24 hour format and press Menu 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 Timer and Polling Transmit Jobs page 6 11 5 Press 1 to select additional settings The display returns to the SETUP SEND menu OR Press 2 if you have finished choosing settings and go to Step 6 6 Enter the fax number 7...

Page 56: ...u re sending a fax with photos and letters or some pages with small print and others with normal print Resolution settings return to STANDARD after the fax is sent See Resolution page 6 6 1 Insert the originals in the feeder then press Menu Set 3 4 2 Use or to select resolution for page 1 then press Menu Set 3 Repeat Step 2 for subsequent pages 4 Press Stop when you re finished The screen displays...

Page 57: ...ransmit with Secure Code When you set POLLED SECURE to on anyone who polls your machine must enter the polling ID number 1 Place document in feeder 2 Press Menu Set 3 8 The screen displays 3 Press or to choose SECURE 4 Press Menu Set 5 Enter a four digit number and press Menu Set 6 Press 1 to select DOC if you want your machine to scan the printed document at the time it is polled OR Press 2 to se...

Page 58: ...hat are waiting in the feeder 3 Place the document you want to send now in the feeder 4 Enter the number for the fax you want to send now 5 Press Start 6 After the transmission is finished return the first document to the feeder 7 Press Menu Set 5 to restore the timer If you have set up a Timer or Polling Transmit job in memory you don t have to interrupt it to send a fax or make a copy If you hav...

Page 59: ...ss the One Touch key where you want to store a number The screen displays the location you selected 3 Enter a number up to 20 digits and press Menu Set 4 Use the dial pad to enter the name or company up to 15 characters and press Menu Set You can use the chart on page 17 to help you enter letters OR To store the number without a name press Menu Set See Details for Entering Text page 4 2 5 Press or...

Page 60: ...peed Dial number OR Press Stop to exit Changing One Touch and Speed Dial Numbers If you try to store a One Touch or Speed Dial number in a location where a number is already stored the screen displays the current name stored there then prompts you to either 1 CHANGE OR 2 QUIT 1 Press 1 to change the number stored or press 2 to exit without making a change 2 Enter a new number If you want to erase ...

Page 61: ...a One Touch key where you wish to store the number For example press One Touch key 2 to store a Group 3 Use the dial pad to identify the Group with a number and press Menu Set For example press 1 for Group 1 4 To include One Touch or Speed Dial numbers in the Group enter them as if you were dialing For example for One Touch key 3 press One Touch key 3 For Speed Dial location 09 press Mute Search t...

Page 62: ...when the other party answers The speaker works only one way the other party won t be able to hear you unless you pick up the handset On the FAX 685MC and MFC 960MC 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 Dialin...

Page 63: ... memories Names are shown alphabetically See Storing One Touch Dial Numbers page 7 1 and Storing Speed Dial Numbers page 7 2 1 Press Search Speed Dial then enter the first letter of the name you re looking for 2 Press or to search the memory 3 When the screen displays the name you want to call pick up the handset or press Hook or Speaker Phone for a voice call 4 Press Start to begin dialing 5 If y...

Page 64: ...rs 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 To Broadcast you must set MEMORY TX to either ON or NEXT FAX ONLY After the Broadcast is completed a Broadcast Report will be printed automatically to let you know the results 1 Place the orig...

Page 65: ...g the dial pad or Quick Dial keys 2 The number you are dialling or the name you have stored for One Touch or Speed Dial is displayed on the LCD 3 Press Start 4 Pick up the handset when you hear the other end from the monitor speaker If you press Hook before lifting the handset the call will be disconnected Only for FAX 645 On the FAX 685MC and MFC 960MC you can now speak to the party at the other ...

Page 66: ...forwarding number up to 20 digits 5 Press Menu Set 6 Press Stop to exit Setting Fax Storage If you set Fax Storage to ON you will be able to retrieve fax messages from another location using Fax Forwarding or Remote Retrieval functions The screen will indicate when you have a fax stored in memory See Remote Retrieval page 8 2 1 Press Menu Set 8 2 2 Press or to select ON or OFF and press Menu Set 3...

Page 67: ...Code page 8 2 Using Remote Retrieval Access Code 1 Dial your fax number from a FAX MFC using touch tone 2 When your FAX MFC answers and beeps immediately enter your Remote Retrieval Access Code 1 5 9 3 The FAX MFC signals the kinds of messages received 1 long beep Fax message s No long beeps No messages 4 The FAX MFC then prompts you with two short beeps to enter a command If you wait longer than ...

Page 68: ...XFWD ON mode Then retrieve a Memory Status List by entering 961 see p 8 4 to make sure that the Fax Forwarding number you registered is correct in the List 2 Fax Forwarding 4 FAX FWD No 6 Fax Storage ON You can set FAX STORAGE to ON or OFF 7 Fax Storage OFF 96 Retrieve a fax 1 Memory Status List Enter the number of a remote FAX MFC to receive the Memory Status List or stored fax message s See p 8 ...

Page 69: ...beep hang up and wait Your FAX MFC calls the remote FAX MFC The remote FAX MFC prints the Memory Status List Retrieving Fax Messages 1 Dial your fax number 2 When you hear the beep immediately enter your Remote Retrieval Access Code 1 5 9 3 As soon as you hear two short beeps use the dial pad to press 9 6 2 4 Using the dial pad enter the number of the remote FAX MFC where you want your fax message...

Page 70: ...ieve 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 MFC up to 20 digits and then press 7 After you hear your FAX MFC beep hang up and wait Your FAX MFC calls the remote FAX MFC The remote FAX MFC prints the Memory Status List showing the new forwarding number 8 Check the forwarding number If the forwardi...

Page 71: ...g features and retrieve voice and fax messages remotely 2 DOC ON VOICE EXT You need an external answering machine connected to the EXT jack for this setting Fax messages are stored in the message centre 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 ...

Page 72: ...XT and press Menu Set 4 Press Stop to exit Recording Message Centre Outgoing Message Recording the Message Centre Outgoing Message MSG CTR OGM is the second step you need to follow before you can turn on the Message Centre Make sure your OGM is less than 20 seconds long 1 Press Menu 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 Menu Set This...

Page 73: ...Activating Message Centre Mode Press and hold until it lights and the screen displays When light is out the Message Centre is off See Setting Up the Message Centre page 9 2 Message Indicator The light flashes when you have new messages or faxes waiting for your review The LCD screen displays the total number of voice and fax messages stored in the Message Centre memory If you press the flashing to...

Page 74: ...u 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 Press 2 to exit without printing If the memory becomes full when you have set you...

Page 75: ...s individually or all at once To erase voice messages individually 1 Press Play Record The FAX MFC sounds a two second beep and begins message playback Each message is preceded by one long beep and followed by two short beeps 2 To erase a specific message press Erase immediately after the two short beeps or while the message is playing The screen prompts 3 Press 1 to erase the message OR Press 2 t...

Page 76: ...to select the TOLL SAVER or RING DELAY and press Menu Set 3 Press or to select ON and press Menu Set 4 Press Stop to exit ICM Recording Monitor This feature lets you turn the speaker volume for voice messages ON or OFF When you turn the monitor OFF you will not hear messages as they come in 1 Press Menu Set 8 5 2 Use or to select OFF or ON and press Menu Set 3 Press Stop to exit Recording a Conver...

Page 77: ...set to ON your FAX MFC dials the FAX MFC phone number you ve programmed and forwards any faxes you ve received Programming a Fax Forwarding Number 1 Press Menu Set 8 6 2 Press or until the LCD displays FAX FORWARD and press Menu Set 3 Enter the number of the FAX MFC where faxes will be forwarded up to 20 digits and press Menu Set 4 Press Stop to exit You can not use Paging and Fax Forwarding at th...

Page 78: ... and press Menu Set Then pick up the handset to record a message 4 Replace the handset Your OGM is played 5 Press Stop Programming the Paging Number 1 Press Menu Set 8 6 2 Press or until the screen displays 3 Press Menu Set The screen prompts you to enter your pager number 4 Entert your paging number up to 20 digits This is the telephone number which your machine must call 5 Press Menu Set 6 Press...

Page 79: ... 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 Menu Set 8 7 2 Enter a three digit number from 000 to 999 and press Menu Set The cannot be changed 3 Press Stop to exit If your FAX MFC is set to MA...

Page 80: ...ou can skip to the next message 9 STOP Playing Stop playing the ICM 92 Record Memo After one long beep you can record a memo To stop recording press 9 93 Erase all ICM If you hear one long beep the erase is accepted If you hear three short beeps you cannot erase because all voice messages have not been played or there is no voice message to erase This code erases all recorded messages not one at a...

Page 81: ...Fax Forwarding 3 Paging 4 FAX FWD NO 96 Retrieve a fax 1 Memory Status List Enter the number of a remote FAX MFC to receive a report or stored fax messages See page 9 12 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 Document or VOICE messages If...

Page 82: ...AX MFC calls the remote FAX MFC The remote FAX MFC prints the Memory Status List Retrieving Fax Messages 1 Dial your fax from a remote telephone or FAX MFC using touch tone 2 When you hear the beep immediately enter your Remote Retrieval Access Code 1 5 9 3 As soon as you hear two short beeps use the dial pad to press 9 6 2 4 Using the dial pad enter the number of the remote FAX MFC up to 20 digit...

Page 83: ...MFC prints the Memory Status List showing the new forwarding number 8 Check the forwarding number If the forwarding number is not correct return to Step 1 to reset it You can not use or as dial numbers However if you want to store a pause press Also if your FAX MFC is connected to a PABX you can press first before the FAX MFC s number The works as well as Recall key There are some FAX MFCs which h...

Page 84: ...he number 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 1...

Page 85: ... multiple 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 press Copy Help for stacked copies MULTI COPY...

Page 86: ...umerical order Quick dial list above alphabetically Lists settings for INITIAL SETUP SETUP RECEIVE SETUP SEND PRINT REPORTS TEL SERVICE REMOTE FAX OPT for FAX 645 only and SETUP MSG CTR for FAX 685MC and MFC 960MC only Lists summary information and amount of memory in use To Print a Report 1 Press Menu Set 7 2 Enter the number see list above of the report you want to print For example press 4 to p...

Page 87: ... report is printed with every fax you send 1 Press Menu Set 7 1 2 Press or to select ON or OFF and press Menu Set 3 Press Stop to exit Journal Period You can set the FAX MFC to print Journal at specific intervals 1 3 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 Menu Set 7 2 2 Press or to display 3 Press M...

Page 88: ...type of power source indicated on the label If you are not sure of the type of power available consult with your dealer or local power company 9 This product is equipped with a 3 wire earthed plug This plug will fit into only an earthed socket This is a safety feature If you are unable to insert the plug into the outlet contact your electrician to replace your obsolete socket Do not defeat the pur...

Page 89: ...ified Service Personnel 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 those controls that are covered by the operating instructions Improper adjustment of other controls may r...

Page 90: ...fies the problem and displays an error message The list below explains the most common error messages The ribbon is used up and printing is not possible Replace the ribbon or the ribbon cartridge with a new one See Changing the Ribbon page 13 7 The FAX MFC is out of paper or the paper is not properly loaded After you load paper press Start key The paper is jammed in the FAX MFC 1 Remove any paper ...

Page 91: ... 2 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 92: ... from another party but the other FAX MFC 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 the shop where you purchased...

Page 93: ... connection with static or interference on the phone line 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 MFC Phone Line or Connections FAX MFC Does Not Answer When Called Make sure the FAX MFC is in the correct receiving mode for your setup either FAX F T FAX TEL TA...

Page 94: ...he same problem the scanner area is dirty Lift the top cover and check the original path Clean the scanner s white tape and the glass strip under the tape using isopropyl alcohol and a lint free cloth See page 13 6 Handling Incoming Calls F T pseudo ring in FAX TEL Mode The FAX MFC knows the incoming call is not a fax so it is signaling you to answer the telephone call Pick up the FAX MFC handset ...

Page 95: ...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 96: ...t after you have used the machine the print head is extremely HOT Changing the Ribbon 1 Open the top cover by lifting the gray lever on the right side of the top cover 2 Remove the print cartridge containing the used ribbon and set it upside down with the blue gear in the upper left corner ...

Page 97: ...ve the blue gear b Lift out the lower roll 4 Slide the white elastic off the new refill rolls and set them down with the full roll in the lower position The ribbon s shiny side is facing down 5 Remove the white gear and spools from the ends of the used cardboard cores Then insert them into the same positions in the new cores Cartridge Used Ribbon White Gear Blue Gear White Spool White Gear New Rib...

Page 98: ...ue gear of the cartridge and insert the rolls into the cartridge holders 7 Turn the upper right white spool clockwise to tighten the ribbon as shown 8 Turn the cartridge over and re install it into the machine Insert the recessed first and place the cartridge into its four holders White Spool Blue Gear Shiny side is face down ...

Page 99: ...N A N C E 13 10 9 Press down on both sides of the top cover to close it securely You can save money by purchasing the Refill Ribbon Rolls Installation instructions will be included If you handle the print cartridge frame carefully you can reuse it until it breaks ...

Page 100: ...tion Centre by enabling you to use your FAX 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 dealers and retailers Installation instructions will be included with the Multi Function Link package However it is important that you hook up your FAX to your computer before you install the software ...

Page 101: ... with Ribbon Gray Scale 64 levels Dithered Display LCD 16 characters Polling Types Standard Secure Sequential Delayed Contrast Control Automatic Light Dark manual setting Resolution Horizontal 8 dot mm Vertical Standard 3 85 line mm Fine Photo 7 7 line mm Superfine Photo copy 15 4 line mm Memory Capacity 512 KB up to 20 pages One Touch Dial 4 Speed Dial 50 stations Automatic Redial twice at 2 minu...

Page 102: ...olling CNG tones The special tones beeps sent by FAX MFCs during automatic transmission to tell the receiving machine that they are from a FAX MFC communication error or Comm Error An error during fax sending or receiving usually caused by line noise or static Contrast Setting to compensate for dark or light originals by lightening dark originals or darkening light originals Cover Page Prints a pa...

Page 103: ...not have to leave them at the FAX MFC memory usage Instructs the FAX MFC how to allocate the memory Next Fax Reservation Accepts the next original in the original feeder for transmission while the FAX MFC is still receiving OGM Out Going Message The message callers hear when you call your external answering machine One Touch Keys on the FAX MFC control panel where you can store numbers for easy di...

Page 104: ...st transmission Station ID The stored information that appears on the top of faxed pages It includes the sender s name and fax number super fine resolution 392 x 203 dpi Best for very small print and line art Tel Index An electronic alphabetical listing of stored One Touch Speed Dial and Group numbers thermal transfer A printing process in which heat transfers carbon ink from a ribbon to a plain p...

Page 105: ...tacked 10 1 Corrections Entering Text 4 3 D Date and Time 4 1 Delayed FAX 6 8 Dialing Options 7 4 DISCONNECTED 13 3 DOCUMENT JAM 13 3 Documents Size 6 1 E Easy Receive 5 4 ECM Error Correction Mode 1 2 Entering Text 4 2 Erasing Messages 9 5 External Telephone 2 9 External Telephone Answering Device 2 7 F F T FAX TEL Mode 5 1 F T Ring Time 5 3 Fax Forwarding 8 1 9 7 FAX ONLY Mode 5 1 Fax Receive Co...

Page 106: ...9 4 Polled Transmit 6 11 Polling Receive 5 11 Power Consumption S 1 Print Report 11 1 Print Head Cleaning 13 6 PRINTER FAULT 13 4 R Recording a Conversation 9 6 Redial Automatic 6 2 Redial Manual 6 2 Reduction Printing 5 4 Remote Codes Changing 5 7 Remote Commands 8 3 9 10 Remote Retrieval 8 2 9 9 Remote Retrieval Access Code 8 2 9 9 Resolution 6 6 Ring Delay 5 3 Ring Volume 4 5 S Scanner Cleaning...

Page 107: ...I N D E X I 3 U USER SETTINGS REPORT 11 1 V Verification Xmit Report 11 1 ...

Page 108: ...I 4 I N D E X ...

Page 109: ...ter the beep Your machine signals the kinds of messages received 1 long beeps Fax message s No beeps no messages After 2 short beeps enter a command Press 9 0 to reset your machine when you finish Hang up REMOTE CONTOROL ACCESS CARD Check Receiving Status Press 9 7 then for Fax message press 1 Voice message press 2 1 long beeps received messages 3 short beeps no messages Change Answer Mode Press 9...

Page 110: ... 9 1 then to Repeat a message press 1 Skip to next message press 2 Stop playing the message press 9 Record a Memo Press 9 2 Wait for the beep then speak then to Stop recording press 9 Erase All Messages Press 9 3 If you hear three beeps all messages have not yet been heard and the messages will not be erased Play Record Outgoing Message Press 9 4 then to Play Message Centre OGM press 1 1 Play F T ...

Page 111: ...RL LE42490061 Printed in Malaysia This machine is approved for use in the country of purchase only local Brother companies or their dealers will only support fax machines purchased in their own countries ...

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