Brother IntelliFAX 560 User Manual

FAX 560  
®
Brother Numbers  
Brother fax-back system  
Brother Customer Service has installed an easy-to-use fax-back system, so you can get  
instant answers to common technical questions and product information for all Brother  
products. This system is available 24 hours a day, 7 days a week. You can use the  
system to send faxes to any fax machine, not just the one from which you are calling.  
If you can’t resolve difficulty with your fax machine using this manual, call our  
fax-back system, and follow the voice prompts to receive faxed instructions about  
using the system, and an index of fax-back subjects.  
USA:  
1-800-521-2846  
From within Canada: 1-800-681-9838  
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:  
Brother Bulletin Board  
Brother’s Bulletin Board Numbers are  
USA:  
1-888-298-3616  
From within Canada: 1-514-685-2040  
For Customer Service  
USA:  
1-800-284-4329 (voice)  
1-908-575-8790 (fax)  
From within Canada: 1-800-853-6660 (voice)  
1-514-685-4898 (fax)  
From within Montreal: 1-514-685-6464 (voice)  
B R O T H E R N U M B E R S  
i
         
Ordering Accessories and Supplies  
For the best quality results use only genuine Brother accessories, available at most  
Brother retailers. If you cannot find the accessory you need and you have a Visa,  
MasterCard, Discover or American Express credit card, you can order accessories  
directly from Brother.  
USA:  
1-888-879-3232 (voice)  
1-800-947-1445 (fax)  
From within Canada: 1-800-668-2768 (voice)  
DESCRIPTION  
ITEM  
Thermal Print Cartridge  
PC401  
2-PK Refill Ribbon Rolls  
Telephone Line Cord  
PC402RF  
Tell the Brother Representative your Model  
number so you get the appropriate color.  
Telephone Handset  
Handset Curled Cord  
Tell the Brother Representative your Model  
number so you get the appropriate color.  
Tell the Brother Representative your Model  
number so you get the appropriate color.  
Paper Wire Extension  
Output Paper Extension  
Paper Tray  
UF9869001  
LE4129001  
LE4126001  
LE4131001  
QPD 120  
Owner’s Manual  
Surge Protection Device with Telephone  
Line Protection (2 outlets)  
Surge Protection Device with Telephone  
Line Protection (8 outlets)  
FX 120  
O R D E R I N G A C C E S S O R I E S A N D S U P P L I E S  
ii  
 
Notice – Disclaimer of Warranties  
(For USA and Canada)  
BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR  
AGENTS (COLLECTIVELY BROTHER’S LICENSOR) MAKES NO WARRANTIES,  
EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES  
OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING  
THE SOFTWARE. BROTHER’S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR  
MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE  
OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY,  
CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND  
PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF  
IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME  
PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU.  
IN NO EVENT WILL BROTHER’S LICENSOR(S) BE LIABLE TO YOU FOR ANY  
CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR  
LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS  
INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE  
SOFTWARE EVEN IF BROTHER’S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY  
OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN  
CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR  
CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT  
APPLY TO YOU. IN ANY EVENT BROTHER’S LICENSOR’S LIABILITY TO YOU FOR  
ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE  
FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE),  
PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.  
Compilation and Publication Notice  
Under the supervision of Brother Industries, Ltd., this manual has been compiled  
and published, covering the latest product descriptions and specifications.  
The contents of this manual and the specifications of this product are subject to  
change without notice.  
Brother reserves the right to make changes without notice in the specifications and  
materials contained herein and shall not be responsible for any damages (including  
consequential) caused by reliance on the materials presented, including but not  
limited to typographical and other errors relating to the publication.  
Trademarks  
The Brother logo is a registered trademark of Brother Industries, Ltd.  
Brother is a registered trademark of Brother Industries, Ltd.  
IBM, IBM PC, MWAVE and IBM Aptiva are registered trademarks of International  
Business Machines Corporation.  
ScanSoft PaperPort is a registered trademark of ScanSoft, Inc.  
Microsoft and MS-DOS are registered trademarks of Microsoft Corporation.  
Windows and Windows NT are registered trademarks of Microsoft in the U.S. and  
other countries.  
All other terms and brand and product names mentioned in this manual are  
registered trademarks of their respective companies.  
N O T I C E  
D I S C L A I M E R O F W A R R A N T I E S  
iii  
 
BROTHER 90 DAY LIMITED WARRANTY and EXCHANGE SERVICE  
(For USA Only)  
This warranty gives you certain rights  
and you may also have other rights that  
may vary from state to state.  
Product properly packaged, freight  
prepaid, to the Authorized Service  
Center together with a photocopy of  
your bill of sale.  
This warranty is given only to the first  
end-use  
purchaser  
of  
the  
What Brother will do: Brother (or its  
Authorized Service Center) will  
evaluate your report of a possible  
defect to determine whether a defect  
exists, and if it does exist, Brother (or its  
Authorized Service Center) will repair or  
(at Brother’s option) replace the  
Product with a product that performs  
the same functions and performs as  
well as the original Product. Brother  
reserves the right to supply refurbished  
or remanufactured replacement parts  
provided that the replacement parts  
accompanying product (referred to in  
this warranty as “his Product”).  
What is covered: Brother warrants to  
you for the Warranty Period that there  
are no defects in the materials,  
workmanship or Year 2000 compliance  
of this Product. The ìWarranty Period”  
is 90 days from the date you purchased  
this product. The ìWarranty Period” for  
consumable items, such as Toner,  
Drums, Ribbons, etc. is 90 days from  
the date of purchase, or the rated life of  
the Consumable item, whichever is  
shorter.  
conform  
to  
the  
manufacturer’s  
specifications for new products. The  
repaired or replacement product will be  
returned to you at no cost.  
What is NOT covered: This warranty is  
VOID -- that is, this Product has no  
warranty -- if: (1) you did not purchase  
this Product from an authorized Brother  
reseller within the United States, (2) this  
Product has been serviced, modified or  
tampered with by anyone other than an  
Authorized Service Representative of  
Brother, (3) the serial number has been  
modified, defaced or removed from this  
Product, (4) this Product has been  
abused or damaged, (5) non BrotherÆ-  
brand or non Brother approved parts,  
supplies, power supplies or other  
accessories have been used with this  
Product, or (6) this Product has been  
Exchange Service:  
When an exchange is authorized,  
Brother will exchange your non-working  
product with  
a
refurbished or  
remanufactured product that conforms  
to the manufacturer’s specifications for  
new products.  
The refurbished or  
remanufactured Product you receive  
will be covered by the balance of the  
limited warranty period remaining on  
the original Product, plus an additional  
thirty (30) days. You will keep the  
replacement Product that is sent to you  
and must return (or be billed up to the  
cost of a new product) your original  
non- working product, which shall  
become the property of Brother. You  
must call Brother Customer Service and  
if the representative cannot correct the  
transported  
without  
the  
proper  
preparation and packaging.  
What to do if you think your Product  
is defective:  
Call our Customer Service Hotline at 1-  
800-284-4329, or if you suspect a  
defect in materials or workmanship in  
this Product, you can report it to a  
Brother Authorized Service Center.  
During the Warranty Period, supply  
Brother’s representative with a copy of  
your dated bill of sale showing that this  
Product was purchased within the  
United States. For the name of your  
Brother Authorized Service Center, call  
1-800-521-2846. After contacting the  
Brother Authorized Service Center, you  
may be required to deliver or send the  
product’s  
malfunction  
over  
the  
telephone and you elect the exchange  
service, you must provide information  
pertaining to this Product and you must  
also provide a valid major credit card  
number.  
Your credit card will be  
charged up to the cost of a new Product  
if: (i) you do not return your original  
Product to Brother within five (5)  
business days; (ii) the malfunctions of  
your original Product are not covered by  
the limited warranty; (iii) the proper  
packaging instructions are not followed  
and has caused damage to the product;  
F A X L I M I T E D W A R R A N T Y  
iv  
BROTHER 90 DAY LIMITED WARRANTY and EXCHANGE SERVICE  
(For USA Only)  
or (iv) the warranty period on your  
original Product has expired or has not  
been sufficiently validated with a copy  
of the proof of purchase (bill of sale).  
This Limited Warranty (and Brother’s  
obligation to you) may not be changed  
in any way unless you and Brother sign  
the same piece of paper in which we (1)  
refer to this Product and your bill of sale  
date, (2) describe the change to this  
warranty and (3) agree to make that  
change.  
The  
Brother  
Customer  
Service  
Representative will ship the exchange  
Product via next business day delivery  
courier service, with return instructions  
and prepaid return airbill. Follow the  
return instructions. You must return the  
original Product in the same shipping  
carton in which the exchanged Product  
was received and include a copy of  
proof of purchase (bill of sale). Retain  
your original accessory items and a  
copy of the return airbill, signed by the  
courier.  
Product Support: Toll-free customer  
service and technical support is  
available for hardware operational  
assistance at 1-800-284-4329. At any  
time, free technical support in the form  
of Frequently Asked Questions,  
troubleshooting tips and service center  
locator is available through our fax-back  
system at 1-800-521-2846 or Brother’s  
Internet Web Site (www.brother.com).  
Now you can visit us on-line  
Limitations:  
Repair or replacement as described  
above is your sole and exclusive (that  
is, your only) remedy if this Product is  
defective. Brother is not responsible for  
damage to or loss of any equipment,  
media, programs or data related to the  
use of this Product. Except for that  
repair or replacement, Brother shall not  
be liable for any direct, indirect,  
incidental or consequential damages or  
specific relief. Because some states do  
not allow the exclusion or limitation of  
consequential or incidental damages,  
the above limitation may not apply to  
you.  
source for genuine Brother Accessories  
and Supplies.  
Brother International  
Corporation100 Somerset Corporate  
Blvd.Bridgewater,  
08807-0911  
New  
Jersey  
Please record your model and serial  
numbers and your date and location of  
Purchase below for your records. Keep  
this information with your proof of  
purchase (bill of sale) in case your  
Product is lost, stolen or requires  
service.  
THIS WARRANTY IS GIVEN IN LIEU  
OF ALL OTHER WARRANTIES,  
WRITTEN OR ORAL, WHETHER  
EXPRESSED BY AFFIRMATION,  
Model # _______________________  
Serial #________________________  
Date of purchase: _______________  
Store where purchased:___________  
Location of store: ________________  
PROMISE,  
DESCRIPTION,  
DRAWING, MODEL OR SAMPLE.  
ANY AND ALL WARRANTIES OTHER  
THAN  
THIS  
ONE,  
WHETHER  
Important: We recommend that you  
keep all original packing materials, in  
the event that you ship this product.  
EXPRESS OR IMPLIED, INCLUDING  
IMPLIED WARRANTIES OF  
MERCHANTABILITY AND FITNESS  
FOR A PARTICULAR PURPOSE, ARE  
HEREBY DISCLAIMED.  
This Limited Warranty is the only  
warranty that Brother is giving for this  
Product. It is the final expression and  
the exclusive and only statement of  
Brother’s obligations to you. It replaces  
all other agreements and under-  
standings that you may have with  
Brother or its representatives.  
F A X L I M I T E D W A R R A N T Y  
v
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE  
LIMITED WARRANTY  
(For Canada Only)  
Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts,  
Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service  
Centers, will repair this MFC/Facsimile machine free of charge if defective in material or  
workmanship. This Limited Warranty does not include cleaning, consumables  
(including, without limitation, print cartridges, print head, toner and drum) or damage  
caused by accident, neglect, misuse or improper installation or operation, any damage  
caused from service, maintenance, modifications, or tampering by anyone other than a  
Brother Authorized Service Representative, or from the use of supplies or consumable  
items that are non-Brother products. Operation of the MFC/Facsimile machine in excess  
of the specifications or with the Serial Number or Rating Label removed shall be deemed  
abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In  
order to obtain warranty service, the MFC/Facsimile machine must be delivered or  
shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service  
Center, together with your Proof of Purchase in the form of a Sales Receipt.  
For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on  
applicable models) during shipping will cause severe damage to the MFC/Facsimile and  
will VOID the Warranty. (Refer to your Operation Manual for proper packaging.)  
For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your  
print head resulting from packing without the ink cartridges will VOID your warranty.  
(Refer to your Operation Manual for proper packaging.)  
BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED  
INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF  
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO  
THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY  
WAIVED.  
No oral or written information, advice or representation provided by Brother, its  
Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create  
another warranty or modify this warranty. This warranty states Brother’s entire liability  
and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine  
to operate properly.  
Neither Brother nor anyone else involved in the development, production, or delivery of  
this MFC/Facsimile machine shall be liable for any indirect, incidental, special,  
consequential, exemplary, or punitive damages, including lost profits, arising from the  
use of or inability to use the product, even if advised by the end user/purchaser of the  
possibility of such damages. Since some Provinces do not allow the above limitation of  
liability, such limitation may not apply to you.  
This Limited Warranty gives you specific legal rights and you may also have other rights  
which vary from Providence to Providence.  
Warranty Service is available at Brother Authorized Service Centers throughout  
Canada. For Technical Support or for the name and location of your nearest  
Authorized Service Center call 1-800-853-6660. Within Montreal, please call 685-6464.  
Internet support: [email protected] or browse  
Brother International Corporation (Canada) Ltd.  
1 Rue Hôtel de Ville  
We’re at your side.  
Dollard-Des-Ormeaux, QC H9B 3H6  
®
vi  
1
2
Loading the Paper................................................................ 2-3  
Connecting the Machine...................................................... 2-4  
Two-Line Phone System................................................. 2-5  
If you are installing the fax machine to work with a  
PBX: ............................................................................. 2-7  
Custom Features on Your Phone Line................................. 2-7  
Connecting an External Telephone Answering Device  
(TAD)................................................................................ 2-8  
Sequence ......................................................................... 2-8  
Connections..................................................................... 2-9  
Outgoing Message (OGM) ............................................. 2-9  
Connecting an External Telephone ..................................... 2-9  
vii  
3
4
Repeating letters.............................................................. 4-3  
Special characters and symbols....................................... 4-3  
5
Printing a Reduced Incoming original................................. 5-4  
Recommended Reductions.............................................. 5-4  
Setting Paper Size................................................................ 5-4  
Advanced Receiving Operations................................................ 5-5  
Operation from External or Extension Telephone............... 5-5  
For FAX/TEL Mode Only .............................................. 5-5  
Changing Remote Codes................................................. 5-5  
To change Remote Codes ............................................... 5-5  
Printing a Fax in Memory.................................................... 5-6  
viii  
6
Contrast................................................................................ 6-3  
Resolution............................................................................ 6-4  
Advanced Sending Operations................................................... 6-4  
7
One Touch Dialing .............................................................. 7-4  
Speed Dialing ...................................................................... 7-5  
Search .................................................................................. 7-6  
Redial................................................................................... 7-6  
Broadcasting........................................................................ 7-6  
Pause.................................................................................... 7-7  
Hold..................................................................................... 7-7  
Tone/Pulse (For Canada Only)............................................ 7-7  
ix  
8
Caller ID Log .................................................................. 8-2  
Viewing the Caller ID Log.............................................. 8-3  
Returning a Call from the Log........................................ 8-3  
Registration with CallManage............................................. 8-5  
Sending a Fax Using CallManage ....................................... 8-5  
9
Making a Single Copy......................................................... 9-1  
10  
11  
Printing Reports............................................................................ 10-1  
Transmission Verification (Xmit) Report.......................... 10-2  
Standard Telephone and FCC Notices ..................................... 11-1  
These notices are in effect on models sold and used in  
the United States only. .................................................... 11-1  
International Energy Star Compliance Statement......... 11-2  
Industry Canada Compliance Statement  
(For Canada Only) ...................................................... 11-2  
Federal Communications Commission Compliance Notice  
(For USA Only) .......................................................... 11-2  
Important Safety Instructions........................................ 11-3  
x
12  
If You Are Having Difficulty with Your Fax Machine..... 12-4  
Printing or Receiving Faxes.......................................... 12-4  
Phone Line or Connections........................................... 12-5  
Handling Incoming Calls .............................................. 12-6  
Programming a Fax Forwarding Number............................R-2  
Turning On Fax Storage......................................................R-2  
Changing Remote Access Code ..........................................R-2  
Using Remote Retrieval Aceess Code .......................................R-3  
Calling for Messages.......................................................R-3  
Retrieving Memory Status List.......................................R-3  
Remote Retrieval Access Card .......................................R-3  
Retrieving Fax Messages ................................................R-4  
Changing Fax Forwarding Number ................................R-4  
xi  
1
Introduction  
Using This Manual  
Thank you for purchasing a Brother fax machine (FAX). This fax machine has been  
designed to be simple to use, with LCD screen prompts to guide you through  
functions. However, you can use your fax machine to its fullest potential by taking a  
few minutes to read this manual.  
Additionally, your fax machine has a Help Key. Press Copy/Help and then press  
Start to print a list of basic operational steps and functions.  
Finding Information  
All chapter headings and subheadings are listed in the Table of Contents. You will be  
able to find information about a specific feature or 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 Machines  
If you’re a first-time fax machine user, fax operation might seem a little mysterious.  
You’ll soon get used to the unusual fax tones on your phone line, and be able to send  
and receive faxes easily.  
1 - 1  
I N T R O D U C T I O N  
           
Fax Tones and Handshake  
When someone is sending a fax, the fax machine sends fax calling tones (CNG  
tones)—soft, intermittent beeps at 4-second intervals. You’ll hear them when you dial  
and press Start, and they continue for about 40 seconds after dialing. During that time,  
the sending machine must begin the “handshake” with the receiving machine. Each  
time you use automatic procedures to send a fax, you are sending CNG tones over the  
phone line. You’ll soon learn to listen for these soft beeps each time you answer a  
phone on your fax line, so you know if you are receiving a fax message.  
The receiving fax responds with fax receiving tones—loud, chirping sounds. A  
receiving fax chirps for about 40 seconds over the phone line, and the screen displays  
RECEIVE. If your fax machine is set to the FAX ONLY Mode, it will answer every  
call automatically with fax receiving tones. Even if the other party hangs up, your fax  
machine continues to send the “chirps” for about 40 seconds, and the screen continues  
to display “RECEIVE.” To cancel the receiving mode, press Stop.  
When your fax machine answers in FAX/TEL Mode, the fax machine listens for CNG  
tones and then responds with receiving tones.  
The fax “handshake” is the time in which the sending machine’s CNG tones and the  
receiving machines “chirps” overlap. This must be for at least 2 to 4 seconds, so the  
machines can understand how each is sending and receiving the fax. The handshake  
cannot begin until the call is answered, and the CNG tones only last for about 40  
seconds after the number is dialed. Therefore, it’s important for the receiving machine  
to answer the call in as few rings as possible.  
When you have an external telephone answering device (TAD) on your fax line, your  
TAD will determine the number of rings before the call is answered. Pay special  
attention to the directions in the Installation chapter for connecting a TAD to your fax  
machine.  
ECM (Error Correction Mode)  
The Error Correction Mode (ECM) is a way for the fax machine to check the integrity  
of a fax transmission while it is in progress. ECM transmissions are possible only  
between machines that both have the ECM feature. If they do, you may send and  
receive fax messages that are continuously checked for their integrity.  
Sufficient memory must be available in your fax machine for this feature to work.  
I N T R O D U C T I O N  
1 - 2  
       
FAX-560 Control Panel Overview  
1
14  
13  
2
3
4
5
12  
6
6
7
8
9
10  
11  
1
LCD (Liquid Crystal  
Display)  
Dial Pad  
Dials phone and fax  
numbers, and can be used  
as a keyboard for entering  
information into the fax  
machine.  
11 Start  
Starts an operation, such  
as sending a fax.  
Displays messages to help  
you set up and  
operate your fax machine.  
12 Resolution  
Sets the resolution when  
you send a fax or make a  
copy.  
2
3
4
Hold/Caller ID  
7
One Touch Dial Keys  
These four keys give you  
instant access to  
previously stored phone  
numbers.  
Lets you put calls on hold.  
Also, lets you view or  
print the Caller ID list.  
13 Function / Set  
Lets you access the  
function and  
Redial/Pause  
Re-dials the last number  
called. Also inserts a  
pause in autodial numbers.  
programming mode.  
Also, stores a function  
setting into the fax  
machine.  
8
9
Stop  
Stops a fax, cancels an  
operation or exits from  
Function mode.  
Search/Speed Dial  
Lets you dial stored phone  
numbers by pressing #  
and a two-digit number.  
Also lets you look up  
numbers stored in the  
dialing memory.  
14  
(Left Arrow)  
(Right Arrow)  
Volume  
Moves the LCD cursor to  
the left or right. Adjusts  
speaker, ring and handset  
volume.  
Mode  
Use to select how fax  
machine will handle  
incoming calls.  
10 Copy/Help  
5
Hook  
Lets you dial  
telephone and fax  
numbers without lifting  
the handset.  
Makes a copy. If no  
originals are in the  
ADF, it prints a quick  
reference Help List.  
1 - 3  
I N T R O D U C T I O N  
   
2
Location and Connections  
Caution  
1
2
Never install telephone wiring during a lightning storm.  
We recommend that this product be used with a surge protection device to protect the  
product against lightning storms.  
3
4
Never install a telephone jack in a wet location unless the jack is specifically designed  
for a wet location.  
Never touch telephone wires or terminals that are not insulated unless the telephone  
line has been disconnected at the network interface.  
5
6
Use caution when installing or modifying telephone lines.  
Avoid using a telephone (other than a cordless type) during an electrical storm. There  
may be a remote risk of electric shock from lightning.  
7
8
Do not use the telephone to report a gas leak in the vicinity of the leak.  
For PLUGGABLE EQUIPMENT, the socket-outlet should be installed near the  
equipment and should be easily accessible.  
Choosing a Location  
Place your fax machine on a flat, stable surface, such as a desk. Select a place that is  
free of vibration and shocks. Locate the fax machine near a telephone jack and a  
standard, grounded power outlet.  
Avoid placing your machine in a high-traffic area. Do not place near heaters, air  
conditioners, water, chemicals or refrigerators. Do not expose the fax machine 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 out information in the unit’s memory. Do not connect your machine  
to electrical outlets on the same circuit as large appliances or other equipment that  
might disrupt the power supply. Avoid interference sources, such as speakers or the  
base units of cordless phones.  
L O C A T I O N A N D C O N N E C T I O N S  
2 - 1  
     
Assembly  
Attach the paper wire extension  
Attach the paper wire extension as shown  
in the illustration below.  
Paper Wire  
Extension  
Attach the paper tray  
Attach the paper tray. Make sure the wide  
pins on the paper tray inserted firmly into  
the pockets on the top edge of the  
machine.  
Paper Tray  
Attach the output paper support  
Attach the output paper support.  
Output  
Paper  
Support  
2 - 2  
L O C A T I O N A N D C O N N E C T I O N S  
       
Loading the Paper  
The maximum number of 20 lb. sheets you can load depends on the paper size, either  
50 Letter or 30 Legal.  
Temperature:  
Humidity  
68˚F (20˚C)  
60%  
1
Place paper in the paper tray.  
Tap the stack of paper so the  
edges are even.  
Acceptable Paper  
Size:  
Letter and Legal  
17 lb. – 24 lb.  
Weight:  
Thickness: .0031 inches – .0039 inches  
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.  
L O C A T I O N A N D C O N N E C T I O N S  
2 - 3  
   
Connections  
Connecting the Machine  
Connect the handset, power cord, and telephone line.  
1
Connect the Handset.  
Connect the curled handset cord to the bottom of the handset and the back of the  
machine.  
2
3
Connect the power cord.  
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.  
WARNING  
This machine must be grounded using a three-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 this product! We recommend that you use a  
quality surge protection device on the AC power line as well as on the telephone line,  
or unplug the lines during a lightning storm.  
2 - 4  
L O C A T I O N A N D C O N N E C T I O N S  
       
Special Line Considerations  
Roll Over Phone Lines  
A roll over phone system is a group of two or more separate telephone lines that pass  
incoming calls to each other if they are busy. The calls are usually passed down or  
“rolled over” to the next available phone line in a preset order.  
Your fax machine can work in a roll over system as long as it is the last number in the  
sequence, so the call cannot roll away. Do not put the fax machine on any of the other  
numbers; when the other lines are busy and a second fax call is received, the fax call  
is transferred to a line that does not have a fax machine. Your fax machine will work  
best on a dedicated line.  
Two-Line Phone System  
A two-line phone system is nothing more than two separate phone numbers on the  
same wall outlet. The two phone numbers can be on separate jacks (RJ11) or combined  
into one jack (RJ14). Your machine must be plugged into an RJ11 jack. RJ11 and RJ14  
jacks may be equal in size and appearance and both may contain four wires (black, red,  
green, yellow). To test the type of jack, plug in a two-line phone and see if it can access  
both lines. If it can, you must separate the line for your machine.  
Converting Telephone Wall Outlets  
There are three ways to convert to an RJ11 receptacle. The first two ways may require  
assistance from the telephone company. You can change the wall outlets from one  
RJ14 jack to two RJ11 jacks. Or, you can have an RJ11 wall outlet installed and slave  
or jump one of the phone numbers to it.  
The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into  
an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and  
a third RJ14 jack (Lines 1 and 2). If your Brother machine is on Line 1, plug the  
machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of  
the triplex adapter.  
Triplex Adapter  
RJ14  
RJ11  
RJ14  
L O C A T I O N A N D C O N N E C T I O N S  
2 - 5  
           
Installing Brother Machine, External Two-Line TAD, and Two-Line  
Telephone  
When you are installing an external two-line telephone answering device (TAD) and  
a two-line telephone, your machine must be isolated on one line at both the wall jack  
and at the TAD. The most common connection is to put the 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 at least three telephone line cords, the one that came with your machine and two  
for your external two-line TAD. You will need a fourth line cord if you add a two-line  
telephone.  
1
2
Place the two-line TAD and two-line telephone next to your Brother machine.  
Plug one end of the telephone line cord for your machine into the L2 jack of the triplex  
adapter. Plug the other end into the LINE jack on the back of the machine.  
3
4
Plug one end of the first telephone line cord for your TAD into the L1 jack of the  
triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD.  
Plug one end of the second telephone line cord for your TAD into the L2 jack of the  
two-line TAD. Plug the other end into the EXT. jack on the back of the machine.  
Triplex Adapter  
Two Line Phone  
Two Line External TAD  
Brother Machine  
You can keep two-line telephones on other wall outlets as always. There are two ways  
to add a two-line telephone to the fax machine’s wall outlet. You can plug the  
telephone line cord from the two-line telephone into the L1+L2 jack of the triplex  
adapter. Or, you can plug the two-line telephone into the TEL jack of the two-line  
TAD.  
2 - 6  
L O C A T I O N A N D C O N N E C T I O N S  
 
Multi-Line Connections (PBX)  
Most offices use a central telephone system. While it is often relatively simple to  
connect the fax machine to a key system or a PBX (Private Branch Exchange), we  
suggest that you contact the company that installed your telephone system and ask  
them to connect the fax machine for you. It is advisable to have a separate line for the  
fax machine. You can then leave the fax machine in FAX ONLY Mode to receive  
faxes any time of day or night.  
If the fax machine is to be connected to a multi-line system, ask your installer to  
connect the unit to the last line on the system. This prevents the unit from being  
activated each time a telephone call is received. (See Easy Receive, page 5-3.)  
As with all fax units, this machine must be connected to a two wire system. If your  
line has more than two wires, proper connection of the fax machine cannot be made.  
If you are installing the fax machine to work with a PBX:  
1
2
3
It is not guaranteed that the unit will operate correctly under all circumstances with a  
PBX.  
If all incoming calls will be answered by a switchboard operator, it is recommended  
that the Answer Mode be set to MANUAL. All incoming calls should initially be  
regarded as telephone calls.  
The unit may be used with either pulse or tone dialing telephone service.  
Custom Features on Your Phone Line  
To learn how custom features may affect your faxing operations, please see  
Troubleshooting and Routine Maintenance, Chapter 12.  
L O C A T I O N A N D C O N N E C T I O N S  
2 - 7  
       
Connecting an External Telephone Answering Device  
(TAD)  
Sequence  
You might choose to connect an additional answering system. When you have an  
external TAD on the same telephone line as the fax machine, the TAD answers all  
calls. The fax machine “listens” for fax calling (CNG) tones. If it hears them, the fax  
machine takes over the call and receives the fax. If it doesn’t hear CNG tones, the fax  
machine lets the TAD continue playing your outgoing message so your caller can  
leave you a voice message.  
The TAD must answer within four rings (the recommended setting is two rings). The  
fax machine 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 your outgoing  
message. We do not recommend using the toll saver feature on your external  
answering machine if it exceeds 4 rings.  
Do not connect a TAD elsewhere on the same phone line—your fax machine and  
TAD will both try to control the line.  
2 - 8  
L O C A T I O N A N D C O N N E C T I O N S  
           
Connections  
The external TAD must be plugged into the back of the fax machine, into the jack  
labeled EXT. Your fax machine cannot work properly if you plug the TAD into a wall  
jack.  
1
2
Plug the telephone line cord from the wall jack into the back of the fax machine, in the  
jack labeled LINE.  
Plug the telephone line cord from your TAD into the back of the fax machine, in the  
jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD’s  
telephone line jack (not to telephone set jack).)  
3
Set your external TAD to four rings or less. (The fax machine’s Ring Delay setting  
does not apply.)  
4
5
6
Record the outgoing message (see below).  
Set the TAD to answer calls.  
Set the Answer Mode to TAD:ANSWER MACH.  
Outgoing Message (OGM)  
Timing is important in recording this message. The message sets up the ways to handle  
both manual and automatic fax reception.  
1
Record 5 seconds of silence at the beginning of your message. (This allows your fax  
machine time to listen for the fax CNG tones of automatic transmissions before they  
stop.)  
2
3
Limit your speaking to 20 seconds.  
End your 20-second message by giving your Fax Receive Code for people sending  
manual faxes. For example:  
“After the beep, leave a message or send a fax by pressing 5 1 and Start.”  
Connecting an External Telephone  
Your fax machine is equipped with a handset that you can use as a regular phone.  
However, you can also connect a separate telephone (or telephone answering device)  
directly to your fax machine.  
Connect the modular plug on the telephone’s line cord to the jack labeled EXT. on the  
back of the fax machine.  
Whenever this phone (or TAD) is in use, the screen displays EXT. TEL IN USE, and,  
if the fax machine handset is lifted, an alarm sounds. To disconnect the call and switch  
to the fax machine, press Hook.  
L O C A T I O N A N D C O N N E C T I O N S  
2 - 9  
         
3
On-Screen Programming  
User-Friendly Programming  
We have designed your fax machine with on-screen programming and a Help key.  
User-friendly programming helps you take full advantage of all the functions your fax  
machine has to offer. (See Using This Manual, page 1-1.)  
Since your fax programming is done on the LCD, we created step-by-step on-screen  
prompts to help you program your fax machine. All you need to do is follow the  
prompts as they guide you through the function menu selections and programming  
options and settings.  
Function Mode  
You can access the function mode by pressing Function/Set. When you enter the  
function mode, your fax machine displays a list of main menu options from which you  
can choose. These options appear one after the other on the display. 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 the dial  
pad, you can correct a mistake. Use  
characters.  
to back up and then type over the incorrect  
When you finish a function, the screen displays ACCEPTED.  
If you want to exit the Function mode, press Stop.  
Alternating Displays  
When you see alternating displays, the LCD sometimes alternates between the  
currently selected option, and a help message giving brief instructions about how to  
proceed. The display you’ll probably see most often is shown below, showing you,  
when you place an original in the ADF, that you can dial a number and send a fax, or  
you can make a copy.  
FAX: NO. & START  
COPY: PRESS COPY  
3 - 1  
O N - S C R E E N P R O G R A M M I N G  
               
Function Selection Table  
If you have a basic understanding of how to program your fax machine, you can  
perform most of the programming settings without the Owner’s Manual. To help you  
understand the function selections, options, and settings that are found in your fax  
programs, use the Function Selection Table below.  
1. INITIAL SETUP  
Function  
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  
OFF  
4-4  
4-5  
4. VOLUME AMPLIFY  
For the hearing-impaired, you  
can set the volume to the VOL  
AMPLIFY:ON setting on a  
permanent or temporary basis.  
5. TONE/PULSE  
(For Canada Only)  
Selects dialing mode.  
TONE  
4-2  
6. LOCAL  
LANGUAGE  
(For Canada Only)  
Allows you to change the LCD  
Language to French.  
ENGLISH  
See French  
manual  
2. SETUP RECEIVE  
Function  
Description  
Factory Set  
More Info  
1. RING DELAY  
Number of rings before fax  
machine answers in FAX/TEL  
or FAX mode.  
04  
5-2  
2. F/T RING TIME  
3. EASY RECEIVE  
4. REMOTE CODE  
Sets the time for “double ring”  
in FAX/TEL mode.  
20  
5-3  
5-3  
5-5  
Receive fax messages without  
pressing the Start key.  
ON  
ON  
Enter code to activate or  
deactivate machine from a  
remote location.  
(
51, #51)  
5. REDUCTION  
6. PAPER  
Reduces size of image.  
AUTO  
5-4  
5-4  
Selects size of paper for fax  
receiving.  
LETTER  
OFF  
7. POLLING RX  
Sets up your fax machine to poll  
another fax machine.  
5-6  
O N - S C R E E N P R O G R A M M I N G  
3 - 2  
   
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  
3. CONTRAST  
Program customized message  
for fax cover page.  
AUTO  
6-6  
6-3  
6-6  
6-4  
Change lightness or darkness of  
a fax you are sending.  
4. RESOLUTION  
Allows you to change  
resolutions page by page.  
STANDARD  
OFF  
5. OVERSEAS MODE  
Adjusts for sometimes difficult  
overseas transmissions  
6. CALL RESERVE  
7. DELAYED FAX  
8. POLLED TX  
You can send a fax, then speak.  
Send originals later.  
OFF  
6-6  
6-4  
6-5  
Sets up your fax machine with  
an original to be retrieved by  
another fax machine.  
OFF  
9. MEMORY TX  
You can send faxes from  
memory.  
OFF  
6-3  
4. CANCEL JOB  
Function  
Description  
Factory Set  
More Info  
Cancel a delayed fax or polling  
job.  
6-5  
5. INTERRUPT  
Function  
Description  
Factory Set  
More Info  
Send a fax now, even if you  
have the machine set to send a  
fax later, or if you have it set for  
Polling.  
6-5  
6. SET 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  
7-3  
3. SETUP GROUPS  
Set up a Group number for  
broadcasting.  
3 - 3  
O N - S C R E E N P R O G R A M M I N G  
7. PRINT REPORTS  
Function  
Description  
Factory Set  
More Info  
10-1  
1. XMIT REPORT  
2. ACT.REPORT  
OFF  
INTERVAL:  
OFF  
10-1  
3. AUTO DIAL  
Print lists and reports of  
activity.  
10-1  
4. TEL. INDEX  
(Details in Chapter 10)  
10-1  
10-1  
10-1  
5. USER SETTINGS  
6. MEMORY STATUS  
8. REMOTE FAX OPT  
Function  
Description  
Factory Set  
More Info  
1. FAX FWD/PAGING  
Set fax machine to forward  
fax/message––OR––to call  
your pager.  
OFF  
R-2  
2. FAX STORAGE  
Store incoming fax in memory  
for remote retrieval.  
OFF  
R-1  
3. REMOTE ACCESS  
4. PRINT FAX  
Set code for retrieving faxes.  
159  
R-2  
5-6  
Print incoming faxes stored in  
the memory.  
0. TEL SERVICE  
Function  
Description  
Factory Set  
More Info  
1. DISTINCTIVE  
Use with phone company  
Distinctive Ring service to  
register the ring pattern with fax  
machine.  
OFF  
8-1  
2. CALLER ID  
(For USA only)  
Register your AREA CODE to  
dial from the Caller ID Log.  
4-3  
O N - S C R E E N P R O G R A M M I N G  
3 - 4  
4
Initial Setup  
Getting Started  
After you have assembled your machine using the Brother StartCard, continue the  
initial setup by programming the rest of the initial settings.  
Setting Date and Time  
Your fax machine displays the date and time, and prints it on every fax you send.  
In the event of a power failure, the fax machine maintains date and time information  
for up to two hours. All other settings remain unaffected.  
1
2
Press Function/Set, 1, 1.  
ENTER YEAR:XX  
ENTER MONTH:XX  
Enter the last two digits of the year and press  
Function/Set.  
3
Enter two digits for the month and press  
Function/Set. (For example, enter 09 for  
September, or 10 for October)  
ENTER DAY:XX  
4
5
6
Enter two digits for the day and press  
Function/Set. (For example, 06)  
ENTER TIME:XX:XX  
Enter the time in 24-hour format and press Function/Set. (For example, enter 15:25  
for 3:25 PM)  
Press Stop. The screen now displays the date and time you set, and displays it  
whenever the fax machine is in Standby mode.  
Choosing Station ID  
You can store your name, fax number, and telephone number to be printed on all fax  
pages.  
1
2
Press Function/Set, 1, 2.  
FAX:  
Enter your fax number (up to 20 digits) and press  
Function/Set.  
TEL:  
3
Enter your telephone number (up to 20 digits) and  
NAME:  
press Function/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 Function/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.  
4 - 1  
I N I T I A L S E T U P  
           
Setting Tone/Pulse Dialing Mode (For Canada Only)  
Your fax machine comes set to accommodate tone (multi-frequency) dialing service.  
If you have pulse (rotary) dialing service, you need to change the dialing mode.  
1
Press Function/Set, 1, 5.  
DIALING:TONE?  
DIALING:PULSE?  
2
3
Press  
or  
to select TONE or PULSE and  
press Function/Set.  
Press Stop to exit.  
Details for Entering Text  
When you are setting certain functions, such as the Station ID, you may need to enter  
text into the fax machine. Most keys on the dial pad have three or four letters printed  
above them. The 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.  
Press Key  
one time  
two times  
three times  
four times  
2
3
4
5
6
7
8
9
A
D
G
J
B
E
C
F
2
3
4
5
6
S
8
Z
H
K
N
Q
U
X
I
L
O
R
V
Y
M
P
T
W
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 correct letter. Then press Stop; the letters above and to the right of the  
cursor are deleted. Re-enter the correct text and/or digits. You can also back up and  
type over incorrect letters.  
I N I T I A L S E T U P  
4 - 2  
               
Repeating letters  
If you need to enter a character assigned to the same key as the previous character,  
press  
to move the cursor to the right.  
Special characters and symbols  
Press repeatedly for (space) ! “ # $ % & ’ ( ) + , - . /  
*
Press # repeatedly for : ; < = > ? @ [ ] ^ _  
Press Ø repeatedly for É À È Ê Î Ç Ë Ö 0  
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 machine unless such messages clearly contain, in a  
margin at the top or bottom of each transmitted page, or on the first page  
of the transmission, the date and time it is sent and an identification of the  
business or other entity or other individual sending the message and the  
telephone number of the sending machines or such business, other entity  
or individual.  
In order to program this information into your fax machine, you should  
complete the steps described on page 4-1.  
The telephone number you enter is used only for Call Back Message and Cover  
Page features.  
If you do not enter a fax number, 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.  
Setting Up Your Area Code (For USA Only)  
You must set up your area code in Caller ID.  
1
2
Press Function/Set, 0, 2.  
AREA CODE:000  
Use the dial pad to enter your area code and press  
Function/Set.  
AREA CODE:908  
3
Press Stop to exit.  
4 - 3  
I N I T I A L S E T U P  
         
Setting Beeper Volume  
You can set the beeper to LOW, HIGH or OFF. The default setting isLOW. When the  
beeper is set to LOW or HIGH, the fax machine beeps every time you press a key or  
make an error, and at the end of fax sending or receiving.  
1
2
3
Press Function/Set, 1, 3.  
Press  
or  
to select your setting and press Function/Set.  
Press Stop to exit.  
Choosing the Handset Volume  
Before you begin to use the fax machine, you must decide if you need to set the  
handset volume to AMPLIFY:ON for a user who is hearing-impaired. The AMPLIFY  
volume level complies with FCC standards.  
VOLUME AMPLIFY: OFF  
This default setting is appropriate if none of the users are hearing-impaired. During a  
conversation, users can press  
or  
on the control panel to adjust the volume.  
When the handset is 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  
returns to the default setting of LOW.  
VOL AMPLIFY:ON–PERMANENT  
Choose VOL AMPLIFY:ON–PERMANENT if all 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 returns to the default setting of AMPLIFY.  
When you press  
or  
on the control panel to adjust the volume, the display  
shows the setting you are choosing. Each key press changes the volume to the next  
setting.  
WARNING  
It is important that you do not choose PERMANENT unless all users are  
hearing-impaired. Otherwise, the default setting of AMPLIFY may damage the  
hearing of some users.  
I N I T I A L S E T U P  
4 - 4  
       
Setting Volume Amplify  
Please carefully read “Setting the Handset Volume” before you do the following steps:  
Press Function/Set, 1, 4.  
1
2
Press  
or  
to select VOL  
VOL AMPLIFY:OFF?  
SELECT <- -> & SET  
AMPLIFY:OFF? if none of the users are  
hearing-impaired and go to Step 4—OR—If  
some or all of the users are hearing-impaired,  
select VOL AMPLIFY:ON?  
3
Press  
or  
to select PERMANENT? if  
PERMANENT?  
all the users are hearing-impaired—OR—  
Select TEMPORARY? if only some of the  
users are hearing-impaired..  
SELECT <- -> & SET  
4
5
Press Function/Set.  
Press Stop to exit.  
Setting the Speaker Volume  
You can adjust the speaker volume when your fax machine is onhook (after you  
pressed Hook), by selecting a speaker volume level.  
Press  
or  
to adjust the volume level. 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.  
Setting the Ring Volume  
You can adjust the ring volume when your fax machine 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 machine  
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 change it again.  
Memory Storage  
In the event of a power failure, all settings in the INITIAL SETUP, SETUP RECEIVE,  
SET AUTO DIAL and REMOTE FAX OPT plus the COVERPG SETUP and  
COVERPAGE MSG (from SETUP SEND) functions are stored permanently. You  
may have to reset the date and time.  
4 - 5  
I N I T I A L S E T U P  
               
5
Basic Receiving Operations  
Select Answer Mode  
begin receiving the fax, then hang up. You can use this mode with Distinctive Ringing.  
(See Distinctive Ring, page 8-1.)  
FAX ONLY—The fax machine automatically answers every call as a fax call. You  
cannot receive a voice call, but you can dial out and make a voice call.  
FAX/TEL—The fax machine automatically answers every call. If the call is a fax, it  
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 machine,  
set Ring Delay to 4. (See For FAX/TEL Mode Only, page 5-5.)  
TAD—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 tones. If it detects fax tones, it prints  
the fax.  
The TAD setting works only with an external telephone answering device (TAD); it  
does not work with telephone company voice mail. Ring Delay and F/T Ring Time  
do not work in this setting.  
09/06 15:25 FAX  
Current Answer Mode  
S E T U P R E C E I V E  
5 - 1  
               
To select or change your Answer Mode  
1
2
Press Mode. The screen displays your current selection.  
FAX ONLY  
FAX/TEL  
TAD:ANSWER MACH.  
MANUAL  
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.  
Setting Ring Delay  
The Ring Delay setting determines the number of times the fax machine rings before  
it answers. If you have extension phones on the same line as the fax machine, keep  
the Ring Delay default setting of 4. (See Easy Receive, page 5-3 and Operation from  
External or Extension Telephone, page 5-5 and For FAX/TEL Mode Only, page 5-5.)  
1
2
Press Function/Set, 2, 1.  
Press  
or  
to select how many times the line rings before the fax machine  
answers (00 – 04) and press Function/Set. If you select 00, the line doesn’t ring at  
all.  
3
Press Stop to exit.  
5 - 2  
S E T U P R E C E I V E  
       
Setting F/T Ring Time  
You need to determine how long the fax machine will notify you with its special  
double ring when you have a voice call. This ringing happens after the initial ringing  
from the phone company. Only the fax machine rings, for 20, 30, 40 or 70 seconds;  
no other phones on the same line ring the special double ring. However, you can  
answer the call on any phone on the same line as the fax machine.  
1
2
Press Function/Set, 2, 2.  
Press  
or  
to select how long the fax machine  
RING TIME:20 SEC  
will ring to alert you that you have a voice call and  
press Function/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 machine pick 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.  
Even if the caller hangs up during the double ringing, the fax machine continues for  
the set time.  
When you use this feature, you don’t have to press Start when you answer a fax call  
and hear calling beeps. Just hold the handset and wait a few seconds. When you see  
RECEIVE on the fax screen or when you hear “chirps” through the handset of an  
extension phone connected to another wall jack, just replace the handset, and your  
machine does the rest. Selecting ON allows the fax machine to receive fax calls  
automatically, even if you lift the handset of an extension or external phone. Selecting  
SEMI lets the machine receive the call only if you’ve answered it at the fax machine.  
Selecting OFF means you’ll have to activate the fax machine 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 5-5.)  
If you’ve set the feature to ON, but your fax machine 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 machine, lift the handset and press Start.  
1
2
3
Press Function/Set, 2, 3.  
Press  
or  
to select ON, SEMI or OFF and press Function/Set.  
Press Stop to exit.  
S E T U P R E C E I V E  
5 - 3  
       
Printing a Reduced Incoming original  
You can always reduce the size of an incoming fax to a fixed percentage, regardless  
of the size of the paper (up to legal) in your fax machine. If you choose AUTO, your  
machine chooses the level of reduction for you.  
1
2
3
Press Function/Set, 2, 5.  
5.REDUCTION  
Press  
or  
to select the reduction ratio you want (AUTO, 93%, 87% or 75%)  
and press Function/Set. Choose 100% if you don't want a reduction.  
Press Stop to exit.  
Recommended Reductions  
If your paper is letter size (8.5" x 11"), and the incoming fax is  
letter size, select 93%  
A4, select 87%  
legal size, select 75%.  
If your paper is A4 (8.2" x 11.6"), and the incoming 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 machine, you will need to  
change the setting for paper size, so your machine will know how to fit the incoming  
fax on the page. You can also select the level of page reduction to fit on the paper in  
your machine.  
1
2
Press Function/Set, 2, 6.  
6.PAPER  
Press  
or  
to select LETTER, LEGAL or  
CHANGE REDUCTION  
1.YES 2.NO  
A4 and press Function/Set.  
3
4
5
Press 1 if you want to change the reduction  
setting—OR—Press 2 to go to Step 5.  
Press  
or  
to select AUTO, 100%, 93%, 87% or 75% and press  
Function/Set.  
Press Stop to exit.  
5 - 4  
S E T U P R E C E I V E  
           
Operation from External or Extension Telephone  
If you answer a fax call on an extension phone or on an external phone in the EXT.  
jack, you can make your fax machine take over by using the Fax Receive Code. When  
you press the Fax Receive Code 5 1, the fax machine starts to receive a fax. (See  
Easy Receive, page 5-3.)  
If the fax machine answers a voice call and double-rings for you to take over, use the  
Telephone Answer Code # 5 1 to take the call at an extension phone. (See  
Setting F/T Ring Time, page 5-3.)  
If you answer a call, and no one is on the line, assume you’re receiving a fax. At the  
fax machine phone, press Start, then hang up. At an extension phone, press 5 1,  
wait for fax receiving tones (chirps), then hang up. At an external phone, press  
5 1 and wait for the phone to be disconnected (the screen displays RECEIVE)  
before you hang up. (Your caller will have to press Start to send the fax.)  
For FAX/TEL Mode Only  
When the fax machine 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 machine, 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  
wants to send you a fax, send the call back to the fax machine by pressing 5 1.  
Changing Remote Codes  
Remote Codes might not work with some telephone systems. The preset Fax Receive  
Code is 5 1. The preset Telephone Answer Code is # 5 1.  
If you are always disconnected when accessing your external TAD remotely, try  
changing the Fax Receive Code from 5 1 to # # # and the Telephone Answer Code  
from # 5 1 to 9 9 9.  
To change Remote Codes  
1
2
Press Function/Set, 2, 4.  
Press or to select ON (or OFF) and press  
Function/Set.  
REMOTE ACT.:ON?  
3
4
5
If you want to, enter a new Fax Receive Code, then  
press Function/Set.  
*
FAX RECEIVE: 51  
If you want to, enter a new Telephone Answer  
Code, then press Function/Set.  
TEL ANSWER:#51  
Press Stop to exit.  
S E T U P R E C E I V E  
5 - 5  
                     
Printing a Fax in Memory  
If you have Fax Storage ON for remote retrieval, you can still print a fax in the  
memory when you are at your machine:  
1
2
3
Press Function/Set, 8, 4.  
Press Start.  
Press Stop.  
(See Turning On Fax Storage, page R-2.)  
Polling  
Polling is the process of retrieving faxes from another fax machine. You can use your  
fax machine to “poll” other machines, or you can have someone poll your machine.  
All parties involved in polling need to set up their fax machines to accommodate  
polling. When someone polls your machine to receive a fax, they pay for the call; if  
you poll someone’s fax machine to receive a fax, you pay for the call.  
(See Canceling a Scheduled Job, page 6-5.)  
For details about the Polling function, our fax-back system 1-800-521-2846 (USA),  
1-800-681-9838 (From within Canada) and request Document #: 20918.  
Some fax machines do not respond to the polling function.  
5 - 6  
S E T U P R E C E I V E  
         
6
Setup Send  
Automatic Document Feeder (ADF)  
originals must be between 5.8 and 8.5 inches wide, and 5.9 and 23.7 inches long. Your  
fax machine can only scan an image 8.2 inches wide, regardless of how wide the paper  
is.  
Make sure you place the original face down, top edge first.  
Adjust the paper guides to fit the width of your original.  
Paper Guides  
The automatic document feeder (ADF) can hold up to 10 pages, feeding each one  
individually through the fax machine. 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.  
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.  
Make sure originals written with ink are completely dry.  
You must press Resolution (before you send the fax) to select the resolution for the  
type of original you’re sending. (See Resolution, page 6-4.)  
S E T U P S E N D  
6 - 1  
     
Manual Transmission  
Manual transmission lets you hear the dial tone, ringing and fax receiving tones before  
sending the fax.  
1
2
Place the original face down in the ADF.  
Pick up the handset and listen for a dial tone  
OR—press Hook and listen for a dial tone.  
3
Enter the fax number you want to call. (You can enter the digits using the dial pad, or  
you can enter a One Touch or Speed Dial number or you can call using  
Search/Speed Dial.) (See One Touch Dialing, page 7-4 and Search, page 7-6.)  
4
5
When you hear the fax tone, press Start.  
If you’re using the handset, hang up.  
Automatic Transmission  
This is the easiest way to send a fax.  
IMPORTANT: Do not pick up the handset, or press Hook.  
1
2
Place the original face down in the ADF.  
Enter the fax number using One Touch, Speed Dial, Search or the dial pad. (See One  
Touch Dialing, Speed Dialing and Search, page 7-4 to 7-6.)  
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 machine will redial  
automatically up to three times at 5 minute intervals.  
6 - 2  
S E T U P S E N D  
           
Memory Transmission  
This feature allows your machine to scan a fax into its memory and send it as soon as  
the scan is complete. This way, you don’t have to wait for the entire fax to be  
transmitted before you retrieve your original.  
1
2
3
Place the original face down in the ADF.  
Press Function/Set, 3, 9.  
9.MEMORY TX  
To change the default setting, press  
or  
MEMORY TX:ON?  
to select ON (or OFF) and press Function/Set.  
Go to Step 5—OR—For the next fax  
SELECT <- -> & SET  
transmission only, press  
or  
to select  
NEXT FAX ONLY and press Function/Set.  
4
5
For the next fax only, press or to select ON (or OFF) and press Function/Set.  
Press 1 to select additional settings. The display returns to the SETUP SEND menu  
OR—Press 2 if you are finished choosing settings and go to Step 6.  
6
Enter fax number and press Start.  
If you get a MEMORY FULL message while scanning the first page of a fax, press  
Stop to cancel the scan. If you get a MEMORY FULL message while scanning in a  
subsequent page, you’ll have the option to press Start to transmit the pages scanned  
so far, or to press Stop to cancel the operation. In this case, send the fax by the  
Manual Transmission.  
Depending on your typical faxes, MEMORY FULL errors can occur frequently. If  
this happens, change the Memory Transmission setting back to OFF.  
Basic Sending Operations  
Contrast  
If your original is very light or very dark, you might want to set the contrast  
accordingly. Use S.LIGHT to send a very light original. Use S.DARK to send a very  
dark original.  
1
2
3
4
Place the original face down in the ADF.  
Press Function/Set, 3, 3.  
Press  
or  
to select AUTO, S.LIGHT or S.DARK and press Function/Set.  
Press 2 if you are 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.  
S E T U P S E N D  
6 - 3  
         
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.  
Photo—use when original has varying shades of gray; slowest transmission time.  
Advanced Sending Operations  
Overseas Mode  
If you have difficulty sending a fax overseas, use the Overseas mode.  
After you send a fax using this feature, the feature turns itself off.  
1
2
3
Place the original face down in the ADF.  
Press Function/Set, 3, 5.  
5.OVERSEAS MODE  
Press  
or  
to select ON (or OFF) and press  
Function/Set.  
4
Press 1 if you want to select additional settings. The display returns to the Setup Send  
menu—OR—Press 2 if you are finished choosing settings and go to Step 5.  
5
6
Enter the fax number you’re calling.  
Press Start.  
Delayed FAX  
You can use this function to send a fax up to 24 hours later.  
Place the original face down in the ADF.  
Press Function/Set, 3, 7.  
1
2
3
Enter the time you want the fax to be sent, in 24-hour format and pressFunction/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.  
1.DOC 2.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 finished choosing settings and go to Step 6.  
6 - 4  
S E T U P S E N D  
                     
6
7
Enter the fax number.  
ENTER FAX NO.  
PRESS START KEY  
Press Start. The machine will wait to send the  
fax at the time you set up.  
Setting Up for Polled Transmit  
Polled Transmit is when you set up your fax machine to wait with an original so  
another fax machine can retrieve it.  
For more information call our fax-back system at 1-800-521-2846 (USA), 1-800-681-  
9838 (from within Canada) and request Document #: 21707.  
Canceling a Scheduled Job  
You can cancel tasks you’ve scheduled, such as Delayed Fax or Polling Transmit.  
1
2
Press Function/Set, 4. Any waiting jobs  
4.CANCEL JOB  
appear on the display. If there are no jobs  
waiting, the screen displays NO JOB  
WAITING.  
If you have more than two jobs waiting, press  
cancel and press Function/Set.  
OR—  
or  
to select the job you want to  
If you have only one job waiting, go to Step 3.  
3
4
Press 1 to cancel—OR—Press 2 to exit without canceling.  
Press Stop to exit.  
Interrupting Delayed Fax and Polled Transmit Jobs  
You can send a fax or make a copy now, even if you have the fax machine 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
2
Press Function/Set, 5.  
Wait 2 seconds, then remove the original that is  
waiting in the ADF.  
INSERT ORIGINAL  
3
Place the original you want to send now in the  
ADF.  
4
5
6
7
Enter the number for the fax you want to send now.  
Press Start.  
After the transmission is finished, return the first original to the ADF.  
Press Function/Set, 5 to restore the Delayed Fax and/or Polling.  
If you have set up a Delayed Fax or Polled Transmit job in memory, you don’t have  
to interrupt it to send a fax or make a copy.  
S E T U P S E N D  
6 - 5  
           
If you have set up a Delayed Fax or Polled Transmit job, the machine will send an  
original without storing it in memory.  
More Advanced Features  
(Call Brother fax-back system)  
Your machine has additional advanced features and functions that are not included in  
this 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)  
6 - 6  
S E T U P S E N D  
     
Auto Dial Numbers  
7
and Dialing Options  
Storing Numbers for Easy Dialing  
One Touch, Speed Dial, and Groups for Broadcasting of faxes.  
If you lose electrical power, auto dial numbers in memory will not be lost.  
Storing One Touch Dial Numbers  
You can store four fax/phone numbers that you can dial by pressing one key (and  
Start). You also can store names with these numbers. When you press a One Touch  
dial location, the screen displays the name or number as the call is dialed. (See One  
Touch Dialing, page 7-4.)  
One Touch keys are not the dial pad keys. They are the four keys (numbers 1–4)  
located in the middle of the control panel.  
1
2
Press Function/Set, 6, 1.  
Press the One Touch key where you want to store a number.  
(One Touch key 1 is pre-programmed for Brother fax-back system, USA only. You  
3
Enter a number (up to 20 digits) and press  
Function/Set.  
NAME:  
If you want to enter a pause in the dialing sequence (to wait for an “outside line,” for  
example), press Redial/Pause as you’re entering digits. Pressing Redial/Pause  
enters a 3.5-second pause when the number is dialed, and a dash appears on the  
screen.  
4
5
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, press Function/Set. (See Details for Entering  
Text, page 4-2.)  
Press  
or  
to select the type of number and press Function/Set.  
FAX  
TEL  
a fax only number  
a telephone (voice) number  
FAX/TEL both a fax and telephone (voice) number  
CHAIN a number (usually an access code) for chain dialing.  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
7 - 1  
         
6
Press to Step 2 to store another One Touch number—OR—Press Stop to exit.  
When you dial an AUTO DIAL number, the screen displays the name you’ve stored,  
or, if you haven’t stored a name, the number you’ve stored.  
If you must wait for another dial tone at any point in the dialing sequence, store a  
pause at that place in the number by pressing Redial/Pause. Each key press adds a  
3.5 second pause.  
You can use chain dialing to store long dialing sequences. For example, to store 9 1  
201 555 1234 987 65 4321, divide the number into two parts. Store the first part as a  
Chain type number (this tells the system that the dialing sequence is not complete).  
CHAIN—9 1 201 555 1234  
The last part of the One Touch number must be stored as any of the other following  
three types.  
FAX or FAX/TEL or TEL—987 65 4321  
Now, when you dial, just press the two keys (one after the other, in order) where  
you’ve stored the two parts of the number.  
Storing Speed Dial Numbers  
are 50 Speed Dial locations.  
1
2
Press Function/Set, 6, 2.  
SPEED-DIAL? #  
Use the dial pad to enter a two-digit location  
(01–50) and press Function/Set.  
#05:  
ENTER & SET  
3
4
Enter the number (up to 20 digits) and press  
Function/Set.  
NAME:  
Use the dial pad to enter the name or company (up to 15 characters) and press  
Function/SetOR—Press Function/Set to store the number without a name.  
(See Details for Entering Text, page 4-2.)  
5
Press  
or  
to select the type of number and press Function/Set.  
FAX  
TEL  
a fax only number  
a telephone (voice) number  
FAX/TEL both a fax and telephone (voice) number  
CHAIN a number (usually an access code) for chain dialing.  
6
Return to Step 2 to store another Speed Dial number—OR—Press Stop to exit.  
7 - 2  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
     
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. EXIT.  
1
2
Press 1 to change the number stored, or press 2 to exit without making a change.  
Enter a new number.  
If you want to erase the whole number, press Stop when the cursor is to the left  
of the digits. The letters above and to the right of the cursor are deleted.  
If you want to change a digit, use  
or  
to position the cursor under the  
digit you want to change, then type over it.  
3
Follow the directions from Step 3 in Storing One Touch Numbers or Storing Speed  
Dial Numbers.  
Setting Up Groups for Broadcasting  
Groups allow you to send the same fax message to many fax numbers by pressing only  
one One Touch key (Broadcasting). First, you’ll need to store each fax number as a One  
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
2
Press Function/Set, 6, 3.  
SELECT ONE-TOUCH  
Select a One Touch key where you wish to store  
the number. (For example, press One Touch key 2 to store a Group.)  
3
4
Use the dial pad to identify the Group with a  
number and press Function/Set. (For  
example, press 1 for Group 1.)  
SETUP GROUP:GO  
ENTER & SET  
To include One Touch or Speed Dial numbers  
in the Group, enter them as if you were dialing.  
G01:*O3#O9  
For example, for One Touch key 3, press One  
Touch key 3. For Speed Dial location 09, press Search/Speed Dial, then press 0, 9  
on the dial pad. The LCD shows 03, #09.  
5
6
Press Function/Set to accept the numbers for  
this group.  
NAME:  
ENTER & SET  
Use the dial pad to enter a name for the group  
and press Function/Set. (For example, NEW CLIENTS) (See Details for Entering  
Text, page 4-2.)  
7
Press Stop to exit.  
You can print a list of all One Touch and Speed Dial numbers. See Printing Reports,  
Chapter 10.  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
7 - 3  
       
Dialing Options  
You can use your fax machine to make voice telephone calls, by dialing manually, or  
by using Search, One Touch or Speed Dial memory. You can use the handset to make  
and receive calls.  
When you dial an auto dial number, the screen displays the name you’ve stored, or, if  
you have’nt stored a name, the fax number you’ve stored.  
Manual Dialing  
Manual dialing is simply pressing all of the digits of the phone number.  
1
2
3
Pick up the handset—OR—Press Hook.  
When you hear a dial tone, dial the call using the dial pad.  
If you pressed Hook to dial the call, pick up the handset 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.)  
4
To hang up, replace the handset.  
One Touch Dialing  
1
2
3
Pick up the handset—OR—Press Hook. (See Storing One Touch Dial Numbers, page 7-1.)  
When you hear a dial tone, press the One Touch key of the location you want to call.  
If you pressed Hook to dial the call, pick up the handset when the other party answers.  
(The speaker works only one way; the other party won’t be able to hear you unless you  
pickup the handset.)  
4
To hang up a voice call, replace the handset.  
If you try to use a One Touch location with no number stored in it, you hear a warning  
sound, and screen displays NOT REGISTERED. The display returns to normal after  
2 seconds.  
If you are sending a fax, press Start after pressing the One Touch key. If you picked  
up the handset, press Start when the receiving fax machine answers with fax tones.  
7 - 4  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
           
Speed Dialing  
1
2
Pick up the handset—OR—Press Hook. (See Storing Speed Dial Numbers, page 7-2.)  
When you hear a dial tone, press Search/Speed Dial, press #, then press the two-  
digit Speed Dial number.  
3
4
If you pressed Hook to dial the call, pick up the handset when the other party answers.  
(The speaker works only one way; the other party won’t be able to hear you unless you  
pickup the handset.)  
To hang up a voice call, replace the handset.  
If you are sending a fax, press Start after entering the Speed Dial number. If you  
picked up the handset, press Start when the receiving fax machine answers with fax  
tones.  
Dialing Access Codes and Credit Card Numbers  
Sometimes you may want to choose from among several long distance carriers when  
advantage of low rates, you can store the access codes or long-distance carriers as One  
Touch and Speed Dial numbers. You can store these long dialing sequences by  
dividing them and setting them up separately in any combination. You can even  
include manual dialing using the dial pad. The combined 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.)  
The CallManage access code can save you money on long distance calls (for details,  
see CallManage, page 8-5). (For USA Only)  
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 “555-7000”. To temporarily change a  
number, you can substitute part of the number with manual dialing using the dial pad.  
For example, to change the number to 555-7001 you can press One Touch 03 and  
press 7, 0, 0, 1 using the dial pad.  
Pause after dialing Speed Dial numbers for the name to be displayed before you enter  
the next portion of the dialing sequence.  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
7 - 5  
     
Search  
You can search for names you have stored in One Touch and Speed Dial memories.  
Names are shown alphabetically. (See Storing One Touch Dial Numbers, page 7-1 and  
Storing Speed Dial Numbers, page 7-2.)  
1
2
3
Press Search/Speed Dial, then enter the first letter of the name you’re looking for.  
Press  
or  
to search the memory.  
When the screen displays the name you want to call, pick up the handset for a voice  
call.  
4
5
Press Start to begin dialing.  
If you pressed Hook to dial the call, pick up the handset when the other party answers.  
(The speaker works only one way; the other party won’t be able to hear you unless you  
pickup the handset.)  
6
When the call is over, hang up to cancel the call.  
Redial  
If the last number you dialed was busy, press Redial/Pause for easy dialing.  
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.) 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
2
3
Place the original face down in the ADF.  
Press Function/Set, 3, 9 to select ON or NEXT FAX ONLY and press Function/Set.  
Enter the One Touch and Speed Dial numbers (one after the other) or a Group Number  
you have stored.  
4
Press Start. The fax machine stores the original in memory, then transmits it to all  
the numbers you entered. If the line is busy, your machine will redial automatically  
up to three times at 5 minutes intervals.  
Press Stop during transmission to cancel the current fax broadcast.  
7 - 6  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
         
Pause  
Press Redial/Pause to insert a pause between numbers. Each key press adds a 3.5  
second delay.  
Hold  
1
2
3
Press Hold/Caller ID to put a call on Hold.  
You can put down the handset without disconnecting the call.  
Pick up the fax machine handset 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
2
3
Lift the handset.  
Press #. Any digits dialed after this send tone signals.  
When you hang up, the fax machine returns to pulse dialing service.  
A U T O D I A L N U M B E R S A N D D I A L I N G O P T I O N S  
7 - 7  
           
8
Telephone Services  
Custom Features  
Your fax machine supports the Distinctive Ring and Caller ID telephone services  
offered by some telephone companies.  
If you have Call Waiting, Ring Master, Voice Mail, an answering service or an alarm  
system or other custom feature on your telephone line, it may create a problem in the  
operation of your fax machine.  
Distinctive Ring  
This fax machine feature lets you use the Distinctive Ring subscriber service offered  
by some telephone companies, which allows you to have several telephone numbers  
on one phone line. Each phone number has its own Distinctive Ring pattern, so you  
know which phone number is ringing. This is one way you can have a separate phone  
number for your fax machine.  
Your fax machine has a Distinctive Ring function, allowing you to dedicate one phone  
number just for receiving faxes. You’ll need to follow the directions below to  
“register” the new Distinctive Ring pattern, that was assigned by the Telephone  
Company, so your fax machine can recognize its incoming calls.  
You can change or cancel the Distinctive Ring pattern at any time. You can switch it  
off temporarily, then turn it back on. When you get a new fax number, make sure you  
reset this function.  
You can register only one Distinctive Ring pattern with the fax machine. Some  
ringing patterns cannot be registered.  
The fax machine will answer only calls to its registered number.  
To have your TAD answer only the main number, the fax machine must be in Manual  
Mode.  
In FAX/TEL or FAX ONLY mode, the fax machine will answer all numbers on the  
phone line.  
Registering the Distinctive Ring Pattern  
1
2
3
Set the fax machine to MANUAL mode.  
Press Function/Set, 0, 1.  
Press  
or  
to select DISTINCTIVE:SET? and press Function/Set.  
8 - 1  
T E L E P H O N E S E R V I C E S  
         
4
Press  
or  
to select the prestored ring pattern you want to assign and press  
Function/Set. (You will hear each pattern as you scroll through the four patterns.)  
Be sure to choose the pattern assigned by the Telephone Company.  
Ring  
Rings  
Pattern  
1
2
3
4
long - long  
short - long - short  
short - short - long  
very long (normal pattern)  
5
Press Stop to exit.  
Caller ID  
The Caller ID feature of this fax machine lets you use the Caller ID subscriber service  
offered by many local telephone companies. After at least two rings, the screen  
displays the telephone number of your caller (or up to 16 characters of the name, if  
available). Once you pick up the handset, the Caller ID information disappears from  
the screen, but the call information 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  
determine the kind of service available in your area.  
Caller ID Log  
Your fax machine stores up to 30 of the last Caller IDs received into the fax machine’s  
memory in the Caller ID Log. When the thirty-first call comes in, information about  
the first call is erased. You can print the report or scroll through Caller ID information  
to review those calls made to your fax machine.  
T E L E P H O N E S E R V I C E S  
8 - 2  
       
Printing the Caller ID Log  
Press Hold/Caller ID.  
1
2
CALLER ID LOG  
PRINTING  
To print the Caller ID Log, press Start.  
Viewing the Caller ID Log  
1
2
3
Press Hold/Caller ID.  
CALLER ID LOG  
PRESS START KEY  
SELECT <- -> & SET  
After 2 seconds, press  
through the Caller ID Log.  
or  
to scroll  
01)MARY HENDERSON  
02)TOM HENDERSON  
03)ABC COMPANY  
When you want to see more detailed  
number and date and time call was received)  
press Function/Set.  
03)ABC COMPANY  
03)9087772837  
03)02/01 12:00  
DIAL:PRESS START  
4
To continue viewing the Caller ID Log (Step  
2), press  
or  
.
OR—  
To exit the Caller ID Log, press Stop.  
Returning a Call from the Log  
You can scroll through the Caller ID Log and select a call to return automatically. (See  
page 8-2)  
You must set up your AREA CODE in advance. (USA only)  
1
2
Press Hold/Caller ID.  
CALLER ID LOG  
PRESS START KEY  
SELECT <- -> & SET  
Press  
or  
to scroll through the Caller  
01)MARY HENDERSON  
01)9082438436  
ID Log and when you see a call you want to  
return immediately, press Function/Set.  
01)02/01 12:00  
DIAL:PRESS START  
3
4
To begin dialing, press Start.  
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 from the Caller ID Log. Your fax machine will  
automatically dial “1” plus the area code for any number that does not originate in  
your area code. If this is not the procedure followed by your dialing plan you will not  
be able to return calls automatically.  
8 - 3  
T E L E P H O N E S E R V I C E S  
         
Registering a Caller ID Number  
You can set up a caller in the Caller ID Log as a One Touch or Speed Dial number.  
1
Press Hold/Caller ID.  
CALLER ID LOG  
PRESS START KEY  
SELECT <- -> & SET  
2
3
After 2 seconds, press  
through the Log and when you see a caller  
you want to register, press Function/Set.  
or  
to scroll  
03)ABC COMPANY  
03)9087772837  
03)02/01 12:00  
DIAL:PRESS START  
To register the caller as a One Touch  
number, press the One Touch key where you  
want the number to be stored.  
OR—  
To register the caller as a Speed Dial number,  
press Search/Speed Dial and use the dial  
pad to press the two-digit location code (01–  
50), and press Function/Set.  
NAME:  
ENTER & SET  
If the LCD shows REGISTERED, the auto dial location already has a number.  
4
5
Enter the caller’s name and press Function/Set.  
Press  
or  
to select the type of number and press Function/Set:  
FAX  
TEL  
A fax number  
A telephone (voice) number  
FAX/TEL  
CHAIN  
Both a fax and telephone number  
A number, usually an access code, for chain dialing  
6
Return to Step 2 to store another auto dial number—OR—  
Press Stop to exit.  
Call Waiting Caller ID  
The Call Waiting Caller ID feature lets you use the Call Waiting Caller ID service  
offered by many local telephone companies. This feature displays the telephone  
number (or name, if available) of Call Waiting callers on your fax machine’s screen.  
1
To answer a Call Waiting signal while you’re talking on the phone, ask the other party  
if you can put them on Hold to catch the other call. The screen displays the Caller ID.  
2
3
Press Search/Speed Dial to switch to the second call.  
To switch back to the first call, press Search/Speed Dial again.  
Either caller can hang up at any time. However, if you hang up you will disconnect  
both callers.  
T E L E P H O N E S E R V I C E S  
8 - 4  
     
CallManage (For USA Only)  
This Brother fax machine provides convenient, “One-Touch” access to a long distance  
plan that provides best average long distance rates*. Once registered, fax or phone  
calls made using the CallManage feature will access a long distance carrier selected  
by CallManage, Inc., that offers a plan with best average domestic rates based on  
standard long distance plans of major carriers within the United States. This may  
result in significant savings, depending on your current long distance carrier and  
calling patterns.  
Trying the CallManage feature requires 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 number of your own choosing.  
Registration with CallManage  
Before using the CallManage feature, you must register for this service with  
CallManage Inc.:  
1
2
Pick up the fax handset.  
Press One Touch 4.  
(Your machine will automatically dial the pre-stored toll free registration number for  
CallManage, Inc. or you may directly dial 1-888-387-9680.)  
3
4
A CallManage Customer Service Representative will ask you a number of simple  
questions required to set up your account (such as name, address, phone number, etc.  
for billing purposes). There are no sign-up fees, monthly service charges or connection  
fees for the CallManage feature. You will receive a separate itemized bill each month  
After registering, the Representative will explain how to reprogram your One Touch  
key 4 for CallManage dialing.  
Sending a Fax Using CallManage  
Place the original face down in the ADF.  
Press One Touch 4.  
1
2
3
Dial the complete long distance or international fax number as usual, using One Touch,  
Speed Dial, Search or the dial pad. (See One Touch Dialing, Speed Dialing and Search,  
page 7-4 to 7-6.)  
4
Press Start.  
8 - 5  
T E L E P H O N E S E R V I C E S  
       
Placing a Telephone Call Using CallManage  
You must dial the number and wait to hear the other party answer before you pick up  
the handset to speak.  
1
2
Press One Touch 4.  
Dial the complete long distance or international number as usual, using One Touch,  
Speed Dial, Search or the dial pad. (See One Touch Dialing, Speed Dialing and  
Search, page 7-4 to 7-6.)  
3
4
Press Start.  
Pick up the handset when you hear the other party through the fax machine’s one-way  
speaker.  
Customer Support  
If you have questions or want more information*, call CallManage at1-877-622-5457.  
Percent savings and comparisons based on standard rate plans of major carriers with  
tariffs in effect as of January 2000. Long distance savings will depend upon the  
customer’s current carrier for long distance service and his or her calling patterns.  
Rates updated periodically. Call 1-877-622-5457for 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 major carriers within the United States. Using the CallManage feature after  
registering will result in your receiving a long distance telephone bill from  
CallManage, Inc. Without proper registration, calls made using the One Touch 4  
button may not be connected or may default to a standard rate plan offered by the  
underlying carrier and charges for such calls will appear either on the customer’s local  
telephone bill as the underlying carrier’s service or on a direct bill from the  
underlying carrier. The One Touch 4 button should not be used if the customer wishes  
to use his or her existing primary or dial around carrier for long distance service.  
Brother International, Corp. is not responsible for long distance service or customer  
billing. Subject to service availability. All applications are subject to credit approvals.  
DO NOT USE THE ONE TOUCH 4 BUTTON TO DIAL 911 – IT WILL NOT  
ACCESS EMERGENCY SERVICES.  
CallManage is a trademark of CallManage, Inc.  
T E L E P H O N E S E R V I C E S  
8 - 6  
 
9
Making Copies  
Copy Functions  
To make a single copy that is not reduced, enlarged or sorted, you only have to press  
one key. The default resolution for a single copy is Super Fine. Set the resolution to  
PHOTO for photographs. Remember, your machine cannot scan anything closer than  
one-eighth inch from the edge of the paper.  
Making a Single Copy  
1
2
Place the original face down in the ADF.  
Press Copy/Help twice.  
To cancel, press Stop.  
Do NOT pull on the paper while copying is in progress.  
Copy Options: Single or Multiple Copies,  
Reduce/Enlarge, Sort/Stack  
You can choose additional copy options. First, you can select the 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%, 125% or  
120%. To copy a document at its original size, select 100%.  
1
2
Place the original face down in the ADF.  
FAX:NO.& START  
COPY:PRESS COPY  
Press Copy/Help.  
NO.OF COPIES:01  
THEN COPY OR SET  
3
Enter the number of copies you want (1-99) and  
press Function/Set.  
For example, press 9 for nine copies.  
NO.OF COPIES:09  
STACK P.01 FNE  
To start copying now, press Copy/Help.  
If you would like to select additional copy  
options, like SORT, ENLARGE or  
REDUCE, press Function/Set.  
MULTI COPY:STACK  
THEN COPY OR SET  
9 - 1  
M A K I N G C O P I E S  
       
4
5
Press  
or  
to select SORT.  
For example, select SORT.  
MULTI COPY:SORT  
SORT P.01 FNE  
To start copying now without enlarging or  
reducing, press Copy/Help.  
To reduce or enlarge the image, press  
Function/Set.  
ELG/RDC:100% ?  
THEN COPY OR SET  
Press  
reduction ratio.  
or  
to select an enlargement or  
ELG/RDC:100% ?  
ELG/RDC:120% ?  
ELG/RDC: 93% ?  
ELG/RDC: 75% ?  
SORT P.01 FNE  
For example, 75 %.  
Press Copy/Help.  
6
If you are making 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, pressCopy/Help  
for stacked copies.  
M A K I N G C O P I E S  
9 - 2  
10 Printing Reports  
Fax Machine Settings and Activity  
You can print the following lists and reports:  
Choose to print a Transmission Verification  
Report after all faxes you send.  
1.XMIT REPORT  
2.ACT.REPORT  
Activity Report lists information about the last 30  
incoming and outgoing faxes. TX means  
Transmit; RX means Receive.  
Lists names and numbers stored in One Touch and  
Speed Dial memory, in numerical order.  
3.AUTO DIAL  
AUTO DIAL list (above), alphabetically.  
4.TEL.INDEX  
Lists settings for INITIAL SETUP, SETUP  
RECEIVE, SETUP SEND, PRINT REPORTS,  
REMOTE FAX OPT and TEL SERVICE.  
5.USER SETTINGS  
Lists summary information and amount of  
occupied memory.  
6.MEMORY STATUS  
To Print a Report  
1
2
Press Function/Set, 7.  
Enter the number of the report you want to print. For example, press 4 to print the  
TEL-INDEX.  
For the Activity Report , also press  
or  
to select PRINT REPORT?.  
3
4
Press Start.  
Press Stop to exit.  
10 - 1  
P R I N T I N G R E P O R T S  
                     
Transmission Verification (Xmit) Report  
You can use the Xmit Report as proof that you sent a fax. This report lists the name  
or fax number of the receiving party, the time and date of transmission, and if the  
transmission was successful.  
When the feature is OFF, the report is printed automatically only if there’s an error  
during transmission. If the report indicates NG, send the original again. If the report  
indicates you should check the readability of certain pages, resend those pages.  
When the feature is ON, the report is printed with every fax you send.  
1
2
3
Press Function/Set, 7, 1.  
Press  
or  
to select ON (or OFF) and press Function/Set.  
Press Stop to exit.  
Activity Report Interval  
You can set the fax machine 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
2
Press Function/Set, 7, 2.  
Press  
INTERVAL?  
and press Function/Set.  
Press or to choose your setting and press Function/Set. If you choose 7  
or  
to display:  
3
4
5
days, the screen prompts you to choose a day at which to begin the 7-day countdown.  
Enter the time to begin printing, in 24-hour format and press Function/Set.  
(For example, enter 19:45 for 7:45 PM)  
Press Stop to exit.  
P R I N T I N G R E P O R T S  
10 - 2  
       
11 Important Information  
Standard Telephone and FCC Notices  
These notices are in effect on models sold and used in  
the United States only.  
This equipment is hearing aid and volume control compatible.  
When programming emergency numbers and/or making test calls to emergency numbers:  
Before you hang up, briefly explain to the dispatcher the reason for the call.  
Perform such activities in the off-peak hours, such as early morning or late evening.  
This equipment complies with Part 68 of FCC Rules. On the rear panel of this  
equipment is a label that contains, among other information, the FCC Registration  
Number and Ringer Equivalence Number (REN) for this equipment. You must, upon  
request, provide this information to your telephone company.  
You may safely connect this equipment to the telephone line by means of a standard  
modular jack, USOC RJ11C.  
An FCC compliant telephone cord with a modular plug is provided with this  
equipment. This equipment is designed to be connected to the telephone line or  
premise’s wiring using a compatible modular jack that is Part 68 compliant. See the  
Installation section of this manual for details.  
The REN is useful to determine the quantity of devices 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 your calling area. If your fax damages  
the telephone line, the telephone company may discontinue your service temporarily.  
If possible, they will notify you in advance. But if advance notice is not practical, you  
will be notified as soon as possible. You will be informed of your right to file a  
complaint with the FCC.  
Your telephone company may make changes to its facilities, equipment, operations or  
procedures that could affect the proper functioning of your equipment. If they do, you  
will be notified in advance to give you an opportunity to maintain uninterrupted  
telephone service.  
If you experience trouble with this fax machine, please contact a Brother Authorized  
Service Center for information on obtaining service or repair. The telephone company  
may ask that you disconnect this equipment from the line until the problem has been  
corrected or until you are sure that the equipment is not malfunctioning.  
If you are not able to solve a problem with your fax machine, contact Brother  
Customer Service. (See Brother Numbers, page i.)  
11 - 1  
I M P O R T A N T I N F O R M A T I O N  
     
International Energy Star Compliance Statement  
The purpose of the International Energy Star Program is to promote the development  
and popularization of energy-efficient office equipment, which includes computers,  
monitors, printers, facsimile receivers and copy machines world-wide. As an  
International Energy Star partner, Brother Industries, Ltd. has decided that this  
product meets the guideline of the program.  
Industry Canada Compliance Statement (For Canada Only)  
This Class B digital apparatus meets all requirements of the Canadian Interference-  
Causing Equipment Regulations.  
Cet appareil numérique de la classe B respecte toutes les exigences du Règlement sur  
la matériel brouilleur du Canada.  
Federal Communications Commission Compliance Notice  
(For USA Only)  
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 harmful interference  
to radio communications. However, there is no guarantee that interference will not  
occur in a particular installation. If this equipment does cause harmful interference to  
radio or television reception, which can be determined by turning the equipment off  
and on, the user is encouraged to try to correct the interference by one or more of the  
following measures:  
Reorient or relocate the receiving antenna.  
Increase the separation between the fax equipment and the receiver.  
Connect the fax equipment on a separate circuit.  
Consult the dealer or an experienced radio/TV technician for help.  
WARNING  
For protection against the risk of electrical shock, always disconnect all cables from  
the wall outlet before servicing, modifying or installing the equipment.  
This equipment may not be used on coin service lines provided by the telephone  
company or connected to party lines.  
Brother cannot accept any financial or other responsibilities that may be the result of  
your use of this information, including direct, special or consequential damages.  
There are no warranties extended or granted by this document.  
I M P O R T A N T I N F O R M A T I O N  
11 - 2  
       
Important Safety Instructions  
1
2
3
4
Read all of these instructions.  
Save them for later reference.  
Follow all warnings and instructions marked on the product.  
Unplug this product from the wall outlet before cleaning. Do not use liquid or aerosol cleaners.  
Use a damp cloth for cleaning.  
5
6
Do not use this product near water.  
Do not place this product on an unstable cart, stand, or table. The product may fall, causing  
serious damage to the product.  
7
Slots and openings in the cabinet and the back or bottom are provided for ventilation; to ensure  
reliable operation of the product and to protect it from overheating, these openings must 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.  
8
9
This product should be operated from the 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.  
This product is equipped with a 3-wire grounding type plug, a plug having a third (grounding)  
pin. This plug will fit into only a grounding-type power outlet. This is a safety feature. If you are  
unable to insert the plug into the outlet, contact your electrician to replace your obsolete outlet.  
Do not defeat the purpose of the grounding-type plug.  
10 Do not allow anything to rest on the power cord. Do not place this product where people can walk  
on the cord.  
11 If an extension cord is used with this product, make sure that the total ampere ratings on the  
products plugged into the extension cord do not exceed the extension cord ampere rating. Also,  
(USA only).  
12 Do not place anything in front of the fax machine that will block the exit-path of sent documents,  
originals and received faxes.  
13 Do not touch an original during printing.  
14 Never push objects of any kind into this product through cabinet slots, because they may touch  
dangerous voltage points or short out parts resulting in a risk of fire or electric shock. Never spill  
liquid of any kind on the product.  
15 Do not attempt to service this product yourself, as opening or removing covers may expose you  
to dangerous voltage points and/or other risks, and may void your warranty. Refer all servicing  
to a Brother Authorized Service Center. A list of Brother Authorized Service Centers has been  
included for your convenience, or you may contact the Brother Customer Service for your  
nearest Brother Authorized Service Center. (See Brother Numbers, page i.)  
16 Unplug this product from the wall outlet and refer servicing to a Brother Authorized Service  
Center under the following conditions:  
A
B
C
D
When the power cord is damaged or frayed.  
If liquid has been spilled into the product.  
If the product has been exposed to rain or water.  
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 result in damage and will often require extensive work  
by a qualified technician to restore the product to normal operation.  
E
F
If the product has been dropped or the cabinet has been damaged.  
If the product exhibits a distinct change in performance, indicating a need for service.  
17 To protect your product against power surges, we recommend the use of a power protection  
device (Surge Protector).  
11 - 3  
I M P O R T A N T I N F O R M A T I O N  
   
Troubleshooting and  
Routine Maintenance  
12  
Troubleshooting  
If you can’t resolve a difficulty with your fax machine using this manual, please see  
page i for Brother Numbers to call for assistance.  
Error Messages  
You may occasionally encounter a difficulty with your fax machine or telephone line.  
If this happens, your fax machine 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  
CHANGE CARTRIDGE  
possible. Replace the ribbon or the ribbon  
cartridge with a new one. (See Replacing the  
Print Cartridge, page 12-8.)  
The fax machine is out of paper, or the paper  
is not properly loaded. After you load paper,  
press Start.  
CHECK PAPER  
PRESS START KEY  
The paper is jammed in the fax machine.  
CHECK PAPER  
1
Remove any paper that is not jammed.  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
12 - 1  
           
2
Open the top cover by lifting  
the gray lever on the right side  
of the top cover.  
Top Cover  
3
Pull the jammed paper gently from the paper tray toward the front of the machine. If  
the paper is jammed under the rollers, then pull it toward the back of the machine.  
YES!  
NO!  
12 - 2  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
 
4
5
6
7
Remove the print cartridge and turn the spool to tighten the ribbon.  
Install the cartridge. (See Replacing the Print Cartridge, page 12-8)  
Close the top cover.  
Load the paper.  
A poor quality phone line resulted in a  
communications error. Try the call again.  
COMM.ERROR  
You have requested a polling call from another  
party, but the other fax machine is not in Poll  
Waiting mode.  
CONNECTION FAIL  
The other party has disconnected during a fax. Try  
calling the other party.  
DISCONNECTED  
The documents were not inserted or fed properly,  
or were too long or too short.  
DOCUMENT JAM  
1
2
3
4
Remove any paper that is not jammed from the ADF.  
Open the top cover.  
Pull the document toward the front of the machine.  
Close the cover and press Stop.  
MACHINE ERROR XX  
PRESS STOP KEY  
Contact Brother Customer Service at  
USA:  
1-800-284-4329 (voice)  
From within Canada: 1-800-853-6660 (voice)  
From within Montreal: 1-514-685-6464 (voice)  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
12 - 3  
       
The number you called does not answer or is busy.  
You may also have reached a number not  
connected to a fax. Check the number and call  
again.  
NO RESPONSE/BUSY  
NOT REGISTERED  
You’ve tried accessing a One Touch or Speed Dial  
location with no number assigned to it. See  
pages 7-1 to 7-2 for information about storing One  
Touch or Speed Dial numbers.  
The print head has overheated. Unplug the fax  
machine and wait 30 minutes for it to cool.  
PRINTER FAULT  
TOP COVER OPEN  
The top cover is not closed completely.  
If You Are Having Difficulty with Your Fax Machine  
If you think there is a problem with your fax machine, make a copy first. If the copy  
looks good, the problem is probably not your fax machine. Check the difficulties  
below and follow the troubleshooting tips.  
Printing or Receiving Faxes  
Condensed Print and Horizontal Streaks;  
Top and Bottom of Sentences Cut Off  
If your copy looks good, you probably had a bad connection, 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 continues, 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).  
12 - 4  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
       
Phone Line or Connections  
Make sure the fax machine is in the correct receiving mode for your setup  
(either FAX, FAX/TEL or TAD). Check for dial tone. If possible, call your fax  
machine to hear it answer. If there is still no answer, check the telephone line  
cord connection. (See Connecting the Machine, page 2-4 and Connect the  
telephone line.) Connect a standard telephone handset to the fax machine  
telephone jack. If there is no ringing when you call your fax machine, call your  
Telephone Company to check the line.  
Telephone Answering Device (TAD) Does Not Answer When Called  
Connect the telephone line cord from your TAD to the back of the fax machine,  
in the jack labeled EXT. Make sure the TAD is set to answer calls. (See  
Connecting an External Telephone Answering Device (TAD), page 2-8.)  
No Dial Tone on the Handset  
Press HookOR—Lift the handset. If you don’t hear a dial tone, check  
telephone line cord connections at the fax machine and wall jack. Check that the  
handset is connected to the fax machine’s handset jack. Test the wall jack with  
another single line telephone. If there is no dial tone at the wall outlet, call your  
Telephone Company.  
The Caller ID does not display after the Call Waiting Signal  
The Caller ID signal is sent 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 6-4.)  
Make a copy to verify the fax machine’s scanner operation.  
Dialing Does Not Work  
Check all line cord connections, and make sure the curled handset cord is not in  
the EXT jack.  
Check power cord connection.  
Send a manual fax by pressing HookOR—Lifting the handset, and dialing  
the number. Wait to hear fax receiving tones before pressing Start.  
Vertical Black Lines When Sending  
Use your fax machine to make a copy. If the copy shows the 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 12-7.)  
.
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
12 - 5  
   
Handling Incoming Calls  
Double Ring in FAX/TEL Mode  
The fax machine knows the incoming call is not a fax so it is signaling you to  
answer the telephone call. Pick up the fax machine handset or answer from an  
setting is #51). (See For FAX/TEL Mode Only, page 5-5.)  
Transferring a Call to the Fax Machine  
If you have answered the fax machine handset, press Start, and hang up  
immediately.  
If you answered at an extension phone, press your three-digit Fax Receive Code  
(the factory setting is 51). When your fax machine answers, hang up.  
Fax Machine “Hears” Voice as CNG Tone  
If your fax machine is set to Easy Receive ON, and it answers voice calls by  
trying to receive a fax, try turning Easy Receive to OFF. (See Easy Receive,  
page 5-3.)  
Transmission Verification Report Prints “Result: NG”  
There is probably temporary noise or static on the phone line. Try sending the  
fax again. If the problem 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 machine, it may create a problem sending or  
receiving fax data.  
Example #1:  
If you are having a telephone conversation and a fax communication  
signal comes through on your Call Waiting Caller ID feature, you can  
verify that the second call is a fax by switching to it. You have the option  
to receive the fax call, by asking the first caller to hang up to clear the line.  
Example #2:  
If you are sending or receiving a fax message while a Call Waiting Caller  
ID (or other custom feature) signal comes through on the line, the signal  
can temporarily interrupt or disrupt the fax data. Brother’s ECM feature  
should help overcome this problem. This condition is related to the  
telephone system industry, and is common to all devices that send and  
receive information on a single, shared line with custom features. If  
avoiding a slight interruption is crucial to your business, a separate line  
with no custom features is recommended.  
12 - 6  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
 
Routine Maintenance  
Cleaning the Scanner  
Before cleaning, unplug the power cord for safety. Clean the white bar 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 machine.  
White Bar  
Glass Strip  
Cleaning the Print Head  
Before cleaning, unplug the power cord for safety. To clean the fax machine print  
head, wipe the print head with a lint-free cloth that is dry or lightly moistened with  
isopropyl alcohol.  
Print Head  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
12 - 7  
           
WARNING  
Just after you have used the machine, the print head is extremely HOT!  
Replacing the Print Cartridge  
Open the top cover by lifting the gray lever on the right side. (See page12-2)  
Remove the print cartridge  
containing the used ribbon and set it  
down.  
1
2
Gray Lever  
3
Install the new print cartridge, by  
inserting the recessed first  
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 cartridge (frame)  
carefully, you can reuse it until it breaks.  
12 - 8  
T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E  
   
Specifications  
Type  
Desktop facsimile transceiver  
Compatibility  
Coding System  
Modem Speed  
original Input Width  
ITU-T Group 3  
Modified Huffman (MH)  
9600/7200/4800/2400; Automatic Fallback  
5.8 inches to 8.5 inches (148 mm to 216 mm)  
Scanning/Printing Width 8.2 inches (208 mm)  
Paper Tray  
Printer Type  
Gray Scale  
Display  
Letter: 50 Sheets; Legal: 30 Sheets  
Line Thermal with Ribbon  
64 levels (Dithered)  
LCD, 16 characters  
Polling Types  
Contrast Control  
Resolution  
Standard, Sequential  
Automatic/Super Light/Super Dark (manual setting)  
• 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  
One Touch Dial  
Speed Dial  
512 KB (up to 25 pages*)  
4
50 stations  
Automatic Redial  
Speaker Type  
3 times at 5 minute intervals  
Monitor  
Auto Answer  
0, 1, 2, 3 or 4 rings  
Communication Source  
Operating Environment  
Power Source  
Public switched telephone network  
41 - 95° F  
120V AC 50/60Hz (U.S.A., Canadian Version Only)  
Standby: under 5 watts — Peak: under 170 watts  
13.1 x 11.9 x 11.1 (inches)/ 334 x 301 x 281 (mm)  
7.5 lb / 3.4 kg  
Power Consumption  
Dimensions  
Weight  
* “Pages” refers to the ITU-T #1 chart (in Out of Paper Reception in ECM mode).  
Specifications are subject to change without prior notice.  
S P E C I F I C A T I O N S  
S - 1  
     
A
Answering Machine ..............................2-8  
AUTO DIAL REPORT ......................10-1  
D
Date and Time .......................................4-1  
Delayed FAX ........................................6-4  
DOCUMENT JAM .............................12-3  
B
E
C
Call Waiting Caller ID ..........................8-4  
F
FAX ONLY Mode ................................5-1  
Fax Receive Code .................................5-5  
Fax Tones and Handshake ....................1-2  
fax-back system ........................................i  
Fine (Resolution) ..................................6-4  
Frequently Asked Questions (FAQs) ........i  
Function Mode ......................................3-1  
Function Selection Table ......................3-2  
Connect (External Telephone Answering  
Device) ..............................................2-8  
Connect (External Telephone) ..............2-9  
Connect (Power Cord) ..........................2-4  
Connect (Telephone Line) ....................2-4  
CONNECTION FAIL ........................12-3  
Contrast .................................................6-3  
Control Panel ........................................1-3  
Corrections (Entering Text) ..................4-2  
G
Gray Scale ............................................ S-1  
I - 1  
I N D E X  
 
Print Head (Cleaning) .........................12-7  
H
Handset Volume ...................................4-4  
R
I
Redial (Automatic) ...............................6-2  
M
Maintenance (Routine) .......................12-7  
Multi-Line Connections ........................2-7  
S
Special characters .................................4-3  
Super Fine (Resolution) ........................6-4  
O
P
Paper Size .............................................5-4  
Pause .....................................................7-7  
PBX ......................................................2-7  
Photo (Resolution) ................................6-4  
Polled Transmit .....................................6-5  
Polling (Receive) ..................................5-6  
Power Consumption .............................S-1  
Print (a Fax in Memory) .......................5-6  
Print (Caller ID Log) ............................8-3  
T
TAD ......................................................2-8  
TAD (Mode) .........................................5-1  
TEL.INDEX REPORT .......................10-1  
Telephone Answer Code .......................5-5  
Telephone Numbers ..............................7-1  
Tone ......................................................4-2  
I N D E X  
I - 2  
Tone (Send Signals) ..............................7-7  
TOP COVER OPEN ...........................12-4  
TRANSMISSION VERIFICATION  
Troubleshooting ..................................12-1  
Two-Line Phone System .......................2-5  
U
USER SETTINGS REPORT ..............10-1  
V
VERIFICATION (XMIT) REPORT ..10-1  
Volume Amplify ...................................4-5  
W
WARNING .........................................11-2  
I - 3  
I N D E X  
Remote Fax Options  
Setting Up Fax Storage  
You cannot use Paging and Fax Forwarding at the same time.  
You cannot use Paging and Fax Forwarding when Fax Storage is set to OFF.  
(See Turning On Fax Storage, page R-2.)  
Programming Paging Number  
When Paging is selected, your fax machine dials the pager number you’ve  
programmed, and dials your Personal Identification Number (PIN) when connected,  
to activate your pager and let you know you have a fax message in the memory.  
1
2
Press Function/Set, 8, 1.  
Press  
or  
until the screen displays  
PAGING?  
and press Function/Set.  
PAG#:  
ENTER & SET  
3
4
Enter your pager phone number (up to 20 digits) followed by # # and press  
Function/Set. Do not include the area code if it is the same as that of your fax  
machine. For example,  
1 8 0 0 5 5 5 1 2 3 4 # #.  
If your pager requires a PIN, enter the PIN, press #, press Redial/Pause, enter your  
fax 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 your fax number, then press # #  
and press Function/Set. For example,  
Redial/Pause 1 8 0 0 5 2 1 2 8 4 6 # #.  
5
Press Stop to exit.  
You cannot change a Paging number or PIN remotely.  
R E M O T E F A X O P T I O N S  
R - 1  
       
Programming a Fax Forwarding Number  
When Fax Forwarding is set to ON, your fax machine stores the received fax in  
memory, then dials the fax machine phone number you’ve programmed, and forwards  
the fax message.  
1
2
Press Function/Set, 8, 1.  
Press  
or  
until the screen displays  
FWD#:  
FAX FORWARD? and press Function/Set.  
ENTER & SET  
3
4
Enter the number of the fax machine where faxes  
will be forwarded (up to 20 digits) and press Function/Set.  
Press Stop to exit.  
Turning On Fax Storage  
If you set Fax Storage to ON, you will be able to retrieve fax messages from another  
location, using Fax Forwarding, Paging, or Remote Retrieval functions. The screen  
will indicate when you have a fax stored in memory.  
1
Press Function/Set, 8, 2.  
SELECT  
& SET  
2
3
Press  
or  
to select ON (or OFF) and press Function/Set.  
Press Stop to exit.  
If there are faxes in memory when you turn the  
Fax Storage OFF, the screens prompts you to  
ERASE ALL FAX?  
If you press 1, all fax data is erased and Fax Storage is turned off. If you press 2, data  
is not erased, and Fax Storage remains on. (See Printing a Fax in Memory, page 5-6.)  
Changing Remote Access Code  
Enter your Remote Access Code when the fax machine picks up your call, so you can  
access features remotely. The access code is preset to 1 5 9 , but you can change  
this.  
1
2
Press Function/Set, 8, 3. (See Operation from External or Extension Telephone,  
page 5-5)  
Enter a three-digit number from 000 to 999. The “ ” cannot be changed.  
Do not use the same digits that appear in your Fax Receive or Telephone Answer  
Code.  
3
4
Press Function/Set.  
Press Stop to exit.  
R - 2  
R E M O T E F A X O P T I O N S  
           
Using Remote Retrieval Aceess Code  
Calling for Messages  
Remote Retrieval Access Card  
You can call your FAX from any touch tone phone (or  
remote Group 3 fax machine) and use a Remote Access  
Code and other button presses to retrieve fax messages.  
If you plan to receive fax messages  
while away from your machine,  
carrying the Remote Retrieval Access  
Card printed below will serve as a  
convenient reminder of the retrieval  
procedures. Simply cut out the card  
and fold it to fit your wallet or  
organizer. Keeping it handy will help  
you derive the full benefit of your  
machine’s forwarding, paging and  
remote retrieval features.  
1
2
Dial your fax number from a touch tone phone.  
When your fax machine answers, immediately  
enter your Remote Access Code (1 5 9 ).  
3
The fax machine signals the kinds of messages  
received:  
1 long beep — Fax message(s)  
No beeps — No messages  
4
The fax machine then prompts you with two short  
beeps to enter a command. If you wait longer than  
30 seconds to enter a command, the machine hangs  
up. If you enter an invalid command, the machine  
beeps three times.  
5
6
Press 9 0 to reset the fax machine when you finish.  
Hang up.  
If your fax machine is set to MANUAL  
mode, you can access your machine by  
waiting about 2 minutes, then entering  
the Remote Access Code within 30  
seconds.  
ADR  
C
CSE  
A
Retrieving Memory Status List  
You can retrieve the Memory Status List from a remote  
fax machine to see if you have any fax messages.  
1
2
Dial your fax number.  
TIREVAL  
R
When your machine answers, immediately enter  
your Remote Access Code (1 5 9 ).  
3
4
When you hear two short beeps, use the dial pad to  
press 9 6 1.  
MTOE  
R
Using the dial pad, enter the number (up to 20  
digits) of the remote fax machine where you want  
the Memory Status List forwarded, and then press #  
#.  
Fold  
Fold  
You cannot use and # as dial  
numbers. However, if you want to store  
a pause, press #.  
5
After you hear your fax machine beep, hang up and  
wait.  
Your fax machine calls the remote fax machine.  
The remote fax machine prints the Memory Status  
List.  
R E M O T E F A X O P T I O N S  
R - 3  
       
Retrieving Fax Messages  
1
2
Dial your fax number.  
When your machine answers,  
immediately enter your Remote Access  
Code (1 5 9 ).  
3
4
As soon as you hear two short beeps, use  
the dial pad to press 9 6 2.  
Using the dial pad, enter the number (up  
to 20 digits) of the remote fax machine  
where you want your fax messages  
forwarded, and then press # #.  
You cannot use and # as dial  
numbers. However, if you want to store  
a pause, press #.  
5
After you hear your fax machine beep,  
hang up and wait.  
Your fax machine calls the remote fax  
machine. The remote fax machine prints  
your fax messages.  
Changing Fax Forwarding Number  
You can change the default setting of your fax  
forwarding number from a remote fax  
machine.  
1
2
Dial your fax number.  
When your machine answers,  
immediately enter your Remote Access  
Code (1 5 9 ).  
3
4
When you hear two short beeps, use the  
dial pad to press 9 5 4.  
Enter the new number of the remote fax  
machine where you want your fax  
messages forwarded, and then press # #.  
Fold  
Fold  
You cannot use and # as dial  
numbers. However, if you want to store  
a pause, press #.  
5
6
7
To retrieve the Memory Status List, when  
you hear two short beeps, use the dial pad  
to press 9 6 1.  
Use the dial pad to enter the number of the  
remote fax machine (up to 20 digits), and  
then press # #.  
After you hear your fax machine beep,  
hang up and wait.  
Your fax machine calls the remote fax  
machine. The remote fax machine prints  
the Memory Status List showing the new  
forwarding number.  
8
Check the forwarding number.  
If the forwarding number is incorrect,  
return to Step 1 to reset it.  
R - 4  
R E M O T E F A X O P T I O N S  
   
®
Brother International Corporation  
100 Somerset Corporate Boulevard  
P.O. Box 6911  
Bridgewater, NJ 08807-0911 USA  
Brother International Corporation (Canada) Ltd.  
1 rue Hôtel de Ville,  
Dollard-des-Ormeaux, QC, CANADA H9B 3H6  
Visit us on the World Wide Web  
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 own risk  
and will void your warranty.  
LE4131001  
Printed in Malaysia  

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