Brother 8CAE19 Facsimile Transceiver User Manual users manual pt1

Brother Industries, Ltd. Facsimile Transceiver users manual pt1

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USER’S GUIDE

MFC-685CW

MFC-885CW

Please see "User manual 3[Short-Term Confidentiality].pdf" for FCC and IC manual 

statements.

If you need to call Customer Service

Please complete the following information for future

reference:

Model Number: MFC-685CW and MFC-885CW (Circle

your model number)

Serial Number: 1

Date of Purchase:

Place of Purchase:

1The serial number is on the back of the unit. Retain

this User's Guide with your sales receipt as a

permanent record of your purchase, in the event of

theft, fire or warranty service.

http://www.brother.com/registration/

By registering your product with Brother, you will be recorded as the

original owner of the product. Your registration with Brother:

may serve as confirmation of the purchase date of your product

should you lose your receipt;

may support an insurance claim by you in the event of product loss

covered by insurance; and,

will help us notify you of enhancements to your product and special

offers.

The most convenient and efficient way to register your new product is on-

line at http://www.brother.com/registration/

Brother numbers

IMPORTANT

For technical help, you must call the country where you bought the machine. Calls must be

made from within that country.

By registering your product with Brother International Corporation, you will be recorded as the

original owner of the product. Your registration with Brother:

may serve as confirmation of the purchase date of your product should you lose your receipt;

may support an insurance claim by you in the event of product loss covered by insurance; and,

will help us notify you of enhancements to your product and special offers.

Please complete and fax the Brother Warranty Registration And Test Sheet or, for your

convenience and most efficient way to register your new product, register on-line at

http://www.brother.com/registration/

FAQs (frequently asked questions)

The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function

Center needs. You can download the latest software documents and utilities, read FAQs and

troubleshooting tips, and learn how to get the most from your Brother product.

http://solutions.brother.com

Note

• You can check here for Brother driver updates.

• To keep your machine performance up to date, check here for the latest firmware upgrade (for

Windows® only).

For Customer Service

In USA: 1-800-284-4329

1-901-379-1215 (fax)

1-800-284-3238 (TTY service for the hearing-impaired)

In Canada: 1-877-BROTHER

(514) 685-4898 (fax)

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-800-284-4357.

Service Center Locations (Canada only)

For the location of a Brother authorized service center, call 1-877-BROTHER.

Brother fax back system (USA only)

Brother 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 receive faxed instructions and an Index

of fax back subjects.

In USA only: 1-800-521-2846

iii

Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are 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. (You can visit

us online for a complete selection of the Brother accessories and supplies that are available for

purchase.)

In USA: 1-877-552-MALL (6255)

1-800-947-1445 (fax)

http://www.brothermall.com

In Canada: 1-877-BROTHER

http://www.brother.ca

Description Item

Ink Cartridge Standard <black> LC51BK (Prints approx. 500 pages)

Ink Cartridge <cyan> (blue) LC51C (Prints approx. 400 pages)

Ink Cartridge <magenta> (red) LC51M (Prints approx. 400 pages)

Ink Cartridge <yellow> LC51Y (Prints approx. 400 pages)

Premium Glossy Photo Paper

(Letter size / 20 sheets)

(4"×6" size / 20 sheets)

BP61GLL

BP61GLP

Matte Inkjet Paper

(Letter size / 25 sheets)

BP60ML (USA only)

Inkjet Plain Paper

(Letter size / 250 sheets)

BP60PL (USA only)

Telephone Line Cord LG3077001 (USA only)

Telephone Handset

(MFC-685CW only)

LE5803016 (USA only)

Handset Curled Cord

(MFC-685CW only)

UL8019005 (USA only)

Cordless Handset

(MFC-885CW only)

BCL-D10

Battery

(MFC-885CW only)

BCL-BT10

User's Guide LPXXXXXXX (English for USA and Canada)

LPXXXXXXX (French for Canada)

Notice - Disclaimer of Warranties

(USA and Canada)

BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS

(COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED,

INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY

AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER'S

LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS

REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF

ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE

ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS

ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY

SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION

MAY NOT APPLY TO YOU.

IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY

CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR

LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS

INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE

SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF

SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN

CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR

CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY

TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL

DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE

ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT

LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.

Compilation and Publication Notice

Under the supervision of Brother Industries Ltd., this manual has been compiled and published,

covering the latest product descriptions and specifications.

The contents of this manual and the specifications of this product are subject to change without

notice.

Brother reserves the right to make changes without notice in the specifications and materials

contained herein and shall not be responsible for any damages (including consequential) caused

by reliance on the materials presented, including but not limited to typographical and other errors

relating to the publication.

Brother® One Year Limited Warranty and Replacement Service

(USA only)

Who is covered:

This limited warranty (“warranty”) is given

only to the original end-use/retail purchaser

(referred to in this warranty as “Original

Purchaser”) of the accompanying product,

consumables and accessories (collectively

referred to in this warranty as “this

Product”).

If you purchased a product from someone

other than an authorized Brother reseller in

the United States or if the product was used

(including but not limited to floor models or

refurbished product), prior to your

purchase you are not the Original

Purchaser and the product that you

purchased is not covered by this warranty.

What is covered:

This Product includes a Machine and

Consumable and Accessory Items.

Consumable and Accessory Items include

but are not limited to print heads, toner,

drums, ink cartridges, print cartridges, refill

ribbons, therma PLUS paper, thermal

paper, and the cordless handset battery.

Except as otherwise provided herein,

Brother warrants that the Machine and the

accompanying Consumable and

Accessory Items will be free from defects in

materials and workmanship, when used

under normal conditions.

This warranty applies only to products

purchased and used in the United States.

For products purchased in, but used

outside, the United States, this warranty

covers only warranty service within the

United States (and does not include

shipping outside the United States).

What is the length of the Warranty Periods:

Machines: one year from the original

purchase date.

Accompanying Consumable and

Accessory Items: 90 days from the original

purchase date or the rated life of

consumable, whichever comes first.

What is NOT covered:

This warranty does not cover:

1 Physical damage to this Product;

2 Damage caused by improper installation,

improper or abnormal use, misuse, neglect

or accident (including but not limited to

transporting this Product without the proper

preparation and/or packaging);

3 Damage caused by another device or

software used with this Product (including

but not limited to damage resulting from

use of non Brother®-brand parts and

Consumable and Accessory Items);

4 Consumable and Accessory Items that

expired in accordance with a rated life; and,

5 Problems arising from other than defects in

materials or workmanship.

6 Normal Periodic Maintenance Items, such

as Paper Feeding Kit, Fuser and Laser

Units.

This limited warranty is VOID if this Product

has been altered or modified in any way

(including but not limited to attempted warranty

repair without authorization from Brother

and/or alteration/removal of the serial

number).

What to do if you think your Product is

eligible for warranty service:

Report your issue to either our Customer

Service Hotline at 1-800-284-4329 for Fax,

MFC and DCP and 1-800-276-7746 for

Printers, or to a Brother Authorized Service

Center within the applicable warranty

period. Supply Brother or the Brother

Authorized Service Center with a copy of your

dated bill of sale showing that this Product was

purchased within the U.S. For the name of

local Brother Authorized Service Center(s),

call 1-800-521-2846.

What Brother will ask you to do:

After contacting Brother or a Brother

Authorized Service Center, you may be

required to deliver (by hand if you prefer) or

send the Product properly packaged, freight

prepaid, to the Authorized Service Center

together with a photocopy of your bill of sale.

You are responsible for the cost of

shipping, packing product, and insurance

(if you desire). You are also responsible for

loss or damage to this Product in shipping.

What Brother will do:

If the problem reported concerning your

Machine and/or accompanying Consumable

and Accessory Items is covered by this

warranty and if you first reported the problem

to Brother or an Authorized Service Center

within the applicable warranty period, Brother

or its Authorized Service Center will repair or

replace the Machine and/or accompanying

Consumable and Accessory Items at no

charge to you for parts or labor. The decision

as to whether to repair or replace the Machine

and/or accompanying Consumable and

Accessory Items is made by Brother in its sole

vii

Brother® One Year Limited Warranty and Replacement Service

(USA only)

discretion. Brother reserves the right to supply

a refurbished or remanufactured replacement

Machine and/or accompanying Consumable

and Accessory Items and use refurbished

parts provided such replacement products

conform to the manufacturer's specifications

for new product/parts. The repaired or

replacement Machine and/or accompanying

Consumable and Accessory Items will be

returned to you freight prepaid or made

available for you to pick up at a conveniently

located Authorized Service Center.

If the Machine and/or accompanying

Consumable and Accessory Items are not

covered by this warranty (either stage), you

will be charged for shipping the Machine

and/or accompanying Consumable and

Accessory Items back to you and charged for

any service and/or replacement parts/products

at Brother's then current published rates.

The foregoing are your sole (i.e., only) and

exclusive remedies under this warranty.

What happens when Brother elects to

replace your Machine:

When a replacement Machine is authorized by

Brother, and you have delivered the Machine

to an Authorized Service Center, the

Authorized Service Center will provide you

with a replacement Machine after receiving

one from Brother. If you are dealing directly

with Brother, Brother will send to you a

replacement Machine with the understanding

that you will, after receipt of the replacement

Machine, supply the required proof of

purchase information, together with the

Machine that Brother agreed to replace. You

are then expected to pack the Machine that

Brother agreed to replace in the package from

the replacement Machine and return it to

Brother using the pre-paid freight bill supplied

by Brother in accordance with the instructions

provided by Brother. Since you will be in

possession of two machines, Brother will

require that you provide a valid major credit

card number. Brother will issue a hold against

the credit card account number that you

provide until Brother receives your original

Product and determines that your original

Product is entitled to warranty coverage. Your

credit card will be charged up to the cost of a

new Product only if: (i) you do not return your

original Product to Brother within five (5)

business days; (ii) the problems with your

original Product are not covered by the limited

warranty; (iii) the proper packaging

instructions are not followed and has caused

damage to the product; or (iv) the warranty

period on your original Product has expired or

has not been sufficiently validated with a copy

of the proof of purchase (bill of sale). The

replacement Machine you receive (even if

refurbished or remanufactured) 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 Machine that is sent to you and

your original Machine shall become the

property of Brother. Retain your original

Accessory Items and a copy of the return

freight bill, signed by the courier.

Limitations:

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 as described

above, Brother shall not be liable for any

direct, indirect, incidental or consequential

damages or specific relief. Because some

states do not allow the exclusion or limitation

of consequential or incidental damages, the

above limitation may not apply to you.

THIS WARRANTY IS GIVEN IN LIEU OF ALL

OTHER WARRANTIES, WRITTEN OR

ORAL, WHETHER EXPRESSED BY

AFFIRMATION, PROMISE, DESCRIPTION,

DRAWING, MODEL OR SAMPLE. ANY AND

ALL WARRANTIES OTHER THAN THIS

ONE, WHETHER EXPRESS OR IMPLIED,

INCLUDING IMPLIED WARRANTIES OF

MERCHANTABILITY AND FITNESS FOR A

PARTICULAR PURPOSE, ARE HEREBY

DISCLAIMED.

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

understandings that you may have with

Brother or its representatives.

This warranty gives you certain rights and

you may also have other rights that may

vary from state to state.

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.

Important:

We recommend that you keep all original

packing materials, in the event that you ship

this Product.

viii

BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE

LIMITED WARRANTY

(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 User's Guide 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

User's Guide for proper packaging.)

BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED

INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF

MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO THE

EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY WAIVED.

No oral or written information, advice or representation provided by Brother, its Authorized

Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty

or modify this warranty. This warranty states Brother's entire liability and your exclusive

remedy against Brother for any failure of the MFC/Facsimile machine to operate properly.

Neither Brother nor anyone else involved in the development, production, or delivery of this

MFC/Facsimile machine shall be liable for any indirect, incidental, special, consequential,

exemplary, or punitive damages, including lost profits, arising from the use of or inability to

use the product, even if advised by the end user/purchaser of the possibility of such damages.

Since some Provinces do not allow the above limitation of liability, such limitation may not

apply to you.

This Limited Warranty gives you specific legal rights and you may also have other rights

which vary from Providence to Providence.

Warranty Service is available at Brother Authorized Service Centers throughout

Canada. For Technical Support or for the name and location of your nearest

Authorized Service Center call 1-877-BROTHER.

Internet support: support@brother.ca or browse

Brother's Web Site: www.brother.com

Brother International Corporation (Canada) Ltd.

1 Rue Hôtel de Ville

Dollard-Des-Ormeaux, QC H9B 3H6

Table of Contents

Section I General

1 General Information 2

Using the documentation....................................................................................... 2

Symbols and conventions used in the documentation ....................................2

Accessing the Software User’s Guide and Network User’s Guide ........................2

Viewing Documentation...................................................................................2

Accessing Brother Support (For Windows®) .........................................................5

Control panel overview ..........................................................................................6

LCD display screen .........................................................................................8

Basic Operations .............................................................................................9

2 Loading documents and paper 10

Loading documents .............................................................................................10

Using the ADF ...............................................................................................10

Using the scanner glass ................................................................................11

Scannable area .............................................................................................11

Acceptable paper and other media......................................................................12

Recommended media ...................................................................................12

Handling and using media .............................................................................12

Choosing the right media...............................................................................13

Loading paper and other media...........................................................................15

Loading envelopes and post cards................................................................17

Loading photo paper......................................................................................18

Removing small printouts from the machine .................................................19

Printable area ................................................................................................20

3 General setup 21

On/Off key ...........................................................................................................21

Turning the machine off.................................................................................21

Turning the machine on.................................................................................21

On/Off setting .....................................................................................................21

Mode Timer..........................................................................................................22

Paper settings......................................................................................................23

Paper Type ....................................................................................................23

Paper Size .....................................................................................................23

Volume Settings...................................................................................................24

Ring Volume..................................................................................................24

Beeper Volume..............................................................................................24

Speaker Volume............................................................................................25

Handset Volume

(MFC-685CW only)....................................................................................25

Choosing the Handset Volume (For Volume Amplify) (MFC-685CW only) ...25

Setting Volume Amplify (MFC-685CW only) ................................................26

Automatic Daylight Savings Time........................................................................27

LCD display .........................................................................................................27

LCD Contrast.................................................................................................27

Setting the backlight brightness.....................................................................27

Setting the Dim Timer for the backlight ........................................................28

Setting the Off Timer .....................................................................................28

Setting the Wallpaper ....................................................................................28

4 Security features 29

Memory Security..................................................................................................29

Setting and changing the memory security password ...................................29

Turning the memory security on/off ...............................................................30

Section II Fax

5 Sending a fax 32

Entering Fax mode ..............................................................................................32

Faxing from the ADF ....................................................................................32

Faxing from the scanner glass ......................................................................33

Faxing A4 size documents from the scanner glass .......................................33

Color fax transmission...................................................................................33

Canceling a fax in progress...........................................................................33

Broadcasting (Black & White only) ......................................................................34

Canceling a Broadcast in progress................................................................34

Additional sending operations..............................................................................35

Sending faxes using multiple settings ...........................................................35

Contrast .........................................................................................................35

Changing fax resolution.................................................................................36

Dual access (Black & White only)..................................................................36

Real time transmission ..................................................................................36

Overseas Mode .............................................................................................37

Delayed Faxing (Black & White only) ............................................................37

Delayed Batch Transmission (Black & White only) .......................................37

Checking and canceling waiting jobs.............................................................37

Setting your changes as the new default.......................................................38

Restoring all settings to the factory settings ..................................................38

Sending a fax manually .................................................................................38

Sending a fax at the end of a conversation ...................................................38

Out of Memory message ...............................................................................39

6 Receiving a Fax 40

Receive modes....................................................................................................40

Choosing the Receive Mode .........................................................................40

Using receive modes ...........................................................................................41

Fax only.........................................................................................................41

Fax/Tel...........................................................................................................41

Manual...........................................................................................................41

Message Center ( MC) ..................................................................................41

Receive mode settings ........................................................................................42

Ring Delay.....................................................................................................42

F/T Ring Time (Fax/Tel mode only)...............................................................42

Easy Receive.................................................................................................43

Additional receiving operations............................................................................44

Printing a reduced incoming fax ....................................................................44

Receiving a fax at the end of a conversation.................................................44

Printing a fax from the memory .....................................................................44

7 Telephone Services and External devices 45

Voice operations..................................................................................................45

Making a telephone call.................................................................................45

Answering calls with the Speaker Phone .....................................................45

Hold ...............................................................................................................46

Tone or Pulse (Canada only).........................................................................46

Fax/Tel mode when the power key is on .......................................................46

Fax/Tel mode when the power key is off.......................................................47

Telephone services..............................................................................................47

Distinctive Ring..............................................................................................47

Caller ID.........................................................................................................49

Connecting an external TAD (telephone answering device)................................51

Connections...................................................................................................52

Recording outgoing message (OGM) on an external TAD............................53

Special line considerations ............................................................................53

Multi-line connections (PBX) .........................................................................54

External and extension telephones......................................................................55

Connecting an external or extension telephone ............................................55

Using external and extension telephones......................................................55

Using a non-Brother cordless external telephone (MFC-685CW only) .........55

Using remote codes.......................................................................................55

xii

8 Dialing and storing numbers 57

How to Dial ..........................................................................................................57

Manual dialing ...............................................................................................57

Speed Dialing ................................................................................................57

Search ...........................................................................................................57

Fax Redial .....................................................................................................58

Outgoing Call.................................................................................................58

Caller ID history .............................................................................................58

Storing numbers ..................................................................................................59

Storing a pause .............................................................................................59

Storing Speed Dial numbers..........................................................................59

Changing Speed Dial names or numbers......................................................61

Setting up groups for broadcasting................................................................62

Dialing Access codes and credit card numbers.............................................64

9 Message Center 65

Message Center mode ........................................................................................65

Setting up the Message Center .....................................................................65

Outgoing message (OGM) ............................................................................65

Fax/Tel OGM (Announcement) .....................................................................66

Activating Message Center mode..................................................................66

Managing your messages....................................................................................67

Message indicator .........................................................................................67

Playing voice messages ................................................................................67

Erasing incoming messages..........................................................................67

Additional Message Center operations................................................................68

Setting maximum time for incoming messages .............................................68

Setting toll saver ............................................................................................68

ICM Recording Monitor..................................................................................69

Recording a conversation (MFC-685CW only)..............................................69

10 Advanced fax operations (Black & White only) 70

Fax Forwarding....................................................................................................70

Paging..................................................................................................................71

Fax Storage .........................................................................................................72

Fax Preview .........................................................................................................72

How to preview a received fax.......................................................................72

How to preview an outgoing fax (Black & White only) ...................................74

PC Fax Receive...................................................................................................74

Changing the destination PC.........................................................................75

Turning off Advanced Fax Operations .................................................................76

Changing Advanced Fax Operations...................................................................76

Remote Retrieval .................................................................................................77

Setting a Remote Access Code.....................................................................77

Using your Remote Access Code..................................................................77

Remote Fax commands ................................................................................78

Retrieving fax messages ...............................................................................79

Changing your Fax Forwarding number ........................................................79

xiii

11 Printing Reports 80

Fax reports...........................................................................................................80

Transmission Verification Report...................................................................80

Fax Journal (activity report) ...........................................................................80

Reports ................................................................................................................81

How to print a report......................................................................................81

12 Polling 82

Polling overview...................................................................................................82

Polling receive .....................................................................................................82

Setup to receive polling .................................................................................82

Sequential polling (Black & White only).......................................................82

Polled transmit (Black & White only)....................................................................83

Set up for polled transmit...............................................................................83

Section III Copy

13 Making copies 86

How to copy.........................................................................................................86

Entering Copy mode......................................................................................86

Making a single copy .....................................................................................86

Making multiple copies ..................................................................................86

Stop copying..................................................................................................86

Copy settings.......................................................................................................87

Changing copy quality ...................................................................................87

Enlarging or reducing the image copied ........................................................87

Making N in 1 copies or a poster (page layout) ............................................88

Sorting copies using the ADF ........................................................................89

Adjusting Brightness, Contrast and Color......................................................89

Paper Options................................................................................................90

Setting your changes as the new default.......................................................91

Restoring all settings to the factory settings ..................................................91

‘Out of Memory’ message....................................................................................91

xiv

Section IV Walk-up Photo Printing

14 PhotoCapture Center®: Printing photos from a memory card or

USB Flash memory drive 94

PhotoCapture Center® Operations ......................................................................94

Printing from a memory card or USB Flash memory drive without a PC.......94

Scanning to a memory cards or USB Flash memory drive without a PC ......94

Using PhotoCapture Center® from your computer ........................................94

Using a memory card or USB Flash memory drive .......................................94

Memory cards or a USB Flash memory drive folder structure.......................95

Getting started .....................................................................................................96

Entering PhotoCapture mode ........................................................................97

Print Images.........................................................................................................97

View Photo(s) ................................................................................................97

Print Index (Thumbnails) ...............................................................................98

Print Photos ...................................................................................................98

Photo Effects .................................................................................................99

Search by Date............................................................................................101

Print All Photos............................................................................................102

Slide show ...................................................................................................102

Trimming......................................................................................................103

DPOF printing..............................................................................................103

PhotoCapture Center® print settings .................................................................104

Print Quality .................................................................................................105

Paper options ..............................................................................................105

Adjusting Brightness, Contrast and Color....................................................106

Cropping ......................................................................................................107

Borderless printing.......................................................................................107

Setting your changes as the new default.....................................................107

Restoring all settings to the factory settings ................................................107

Scan to a memory card or USB Flash memory drive ........................................108

Entering Scan mode ....................................................................................108

How to scan to a memory card or USB Flash memory drive.......................108

Understanding the Error Messages ...................................................................109

15 Printing photos from a camera 110

Printing photos directly from a PictBridge camera .............................................110

PictBridge requirements ..............................................................................110

Setting your digital camera ..........................................................................110

Printing Images............................................................................................111

DPOF printing..............................................................................................111

Printing photos directly from a digital camera (without PictBridge)....................112

Printing Images............................................................................................112

Understanding the Error Messages ...................................................................113

Section V Software

16 Software and Network features 116

Section VI Appendixes

A Safety and Legal 118

Choosing a location ...........................................................................................118

To use the machine safely.................................................................................119

Important safety instructions........................................................................123

Standard telephone and FCC Notices (These notices are in effect on

models sold and used in the United States only.) ...................................124

Federal Communications Commission (FCC) Declaration of Conformity

(USA only)...............................................................................................126

Industry Canada Compliance Statement (Canada only) .............................127

LAN connection ...........................................................................................127

Legal limitations for copying ..............................................................................128

Trademarks........................................................................................................129

B Troubleshooting and Routine Maintenance 130

Troubleshooting ................................................................................................130

If you are having difficulty with your machine ..............................................130

Error messages .................................................................................................136

Error animation ............................................................................................139

Transferring your faxes or Fax Journal report .............................................139

Document jam ............................................................................................141

Printer jam or paper jam ..............................................................................141

Dial Tone ....................................................................................................143

Telephone line interference.........................................................................144

Routine maintenance.........................................................................................144

Replacing the ink cartridges ........................................................................144

Cleaning the outside of the machine ...........................................................146

Cleaning the scanner...................................................................................147

Cleaning the machine printer platen............................................................148

Cleaning the paper pick-up roller.................................................................148

Cleaning the print head ...............................................................................149

Checking the print quality ............................................................................149

Checking the print alignment.......................................................................150

Checking the ink volume .............................................................................151

Uninstalling and installing the handset and handset cradle

(MFC-685CW only)..................................................................................151

Machine Information ..........................................................................................153

Checking the serial number.........................................................................153

Packing and shipping the machine....................................................................153

xvi

C Menu and Features 156

On-screen programming....................................................................................156

Menu table...................................................................................................156

Memory storage...........................................................................................156

Mode and menu keys ........................................................................................156

Menu table...................................................................................................157

Entering Text ...............................................................................................172

D Specifications 173

General ..............................................................................................................173

Print media.........................................................................................................175

Fax.....................................................................................................................176

Message Center ................................................................................................178

Digital Cordless Handset (MFC-885CW only) ...................................................179

Cordless handsetCordless handset (BCL-D10) ..........................................179

Battery .........................................................................................................179

Copy ..................................................................................................................180

PhotoCapture Center®.......................................................................................181

PictBridge ..........................................................................................................182

Scanner .............................................................................................................183

Printer ................................................................................................................184

Interfaces ...........................................................................................................185

Computer requirements.....................................................................................186

Consumable items.............................................................................................187

Network (LAN) ...................................................................................................188

E Glossary 189

FIndex 193

Section I

General I

General Information 2

Loading documents and paper 10

General setup 21

Security features 29

Using the

documentation 1

Thank you for buying a Brother machine!

Reading the documentation will help you

make the most of your machine.

Symbols and conventions

used in the documentation 1

The following symbols and conventions are

used throughout the documentation.

Accessing the

Software User’s Guide

and Network User’s

Guide 1

This User’s Guide does not contain all the

information about the machine such as how

to use the advanced features of the Fax,

Printer, Scanner, PC Fax and Network. When

you are ready to learn detailed information

about these operations, read the Software

User’s Guide and Network User’s Guide

that are on the CD-ROM.

Viewing Documentation 1

Viewing Documentation

(For Windows®)1

To view the documentation, from the Start

menu, point to Brother, MFC-XXXX (where

XXXX is your model name) from the

programs group, and then choose

User’s Guides in HTML format.

If you have not installed the software, you can

find the documentation by following the

instructions below:

aTurn on your PC. Insert the Brother

CD-ROM into your CD-ROM drive.

bIf the model name screen appears, click

your model name.

General Information 1

Bold Bold typeface identifies specific

keys on the machine’s control

panel.

Italics Italicized typeface emphasizes

an important point or refers you

to a related topic.

Courier

New

Text in the Courier New font

identifies messages on the

LCD of the machine.

Warnings tell you what to do to

prevent possible personal injury.

Electrical Hazard icons alert you to

possible electrical shock.

Cautions specify procedures you

must follow or avoid to prevent

possible damage to the machine or

other objects.

Notes tell you how you should

respond to a situation that may arise

or give tips about how the operation

works with other features.

Improper Setup icons alert you to

devices and operations that are not

compatible with the machine.

General Information

cIf the language screen appears, click

your language. The CD-ROM main

menu will appear.

Note

If this window does not appear, use

Windows® Explorer to run the start.exe

program from the root directory of the

Brother CD-ROM.

dClick Documentation.

eClick the documentation you want to

read.

HTML documents: Software

User’s Guide and Network User’s

Guide in HTML format.

This format is recommended for

viewing on your computer.

PDF documents: User’s Guide for

stand-alone operations, Software

User’s Guide and Network User’s

Guide in PDF format.

This format is recommended for

printing the manuals. Click to go to

the Brother Solutions Center, where

you can view or download the PDF

documents. (Internet access and

PDF Reader software are required.)

How to find Scanning instructions 1

There are several ways you can scan

documents. You can find the instructions as

follows:

Software User’s Guide

Scanning (For Windows® 2000

Professional/Windows® XP and

Windows Vista™)

ControlCenter3 (For Windows® 2000

Professional/Windows® XP and

Windows Vista™)

Network Scanning

Scansoft™ PaperPort™ 11SE with OCR

How-to-Guides

The complete ScanSoft™ PaperPort™

11SE with OCR How-to-Guides can be

viewed from the Help selection in the

ScanSoft™ PaperPort™ 11SE with OCR

application.

How to find Network setup

instructions 1

Your machine can be connected to a wireless

or wired network. You can find basic setup

instructions in the Quick Setup Guide. For

more information, or if your access point

supports SecureEasySetup™ or AOSS,

please see the Network User’s Guide.

Chapter 1

Viewing Documentation

(For Macintosh®)1

aTurn on your Macintosh®. Insert the

Brother CD-ROM into your CD-ROM

drive. The following window will appear.

bDouble-click the Documentation icon.

cDouble-click your language folder.

dDouble-click the top page file to view the

Software User's Guide and Network

User's Guide in HTML format.

eClick the documentation you want to

read:

Software User’s Guide

Network User’s Guide

How to find Scanning instructions 1

There are several ways you can scan

documents. You can find the instructions as

follows:

Software User’s Guide

Scanning (For Mac OS® X 10.2.4 or

greater)

ControlCenter2 (For Mac OS® X 10.2.4 or

greater)

Network Scanning (For Mac OS® X

10.2.4 or greater)

Presto!® PageManager® User’s Guide

The complete Presto!® PageManager®

User’s Guide can be viewed from the Help

selection in the Presto!® PageManager®

application.

How to find Network setup

instructions 1

Your machine can be connected to a wireless

or wired network. You can find basic setup

instructions in the Quick Setup Guide. For

more information, or if your access point

supports SecureEasySetup™ or AOSS,

please see the Network User’s Guide.

General Information

Accessing Brother

Support

(For Windows®)1

You can find all the contacts you will need, such

as Web support (Brother Solutions Center),

Customer Service and Brother Authorized

Service Centers on

Brother numbers on page i

and on the Brother CD-ROM.

Click Brother Support on the main menu.

The following screen will appear:



To access our web site (www.brother.com),

click

Brother Home Page

To view all Brother Numbers, including

Customer Service numbers for the USA

and Canada, click Support Information.

To access the USA Brother online

shopping mall (www.brothermall.com) for

additional product and services

information, click Brother Mall.com.

To access Canada’s Brother online

shopping mall (www.brother.ca) for

additional product and services

information, click Shop Online (Canada).

For the latest news and product support

information (http://solutions.brother.com),

click Brother Solutions Center.

To visit our web site for original/genuine

Brother Supplies

(http://www.brother.com/original/), click

Supplies Information.

To return to the main page, click Back or

If you have finished, click Exit.

Chapter 1

Control panel overview 1

MFC-685CW 1

MFC-885CW 1

Note

Most of the illustrations in this User’s Guide show the MFC-685CW.

1 Dial Pad

Use these keys to dial telephone and fax

numbers and as a keyboard for entering

information into the machine.

(Canada only) The # key lets you temporarily

switch the dialing mode during a telephone call

from Pulse to Tone.

2 Fax and telephone keys

Redial/Pause

Redials the last 30 numbers called. It also

inserts a pause when programming quick

dial numbers.

Hold (MFC-685CW)

Lets you place telephone calls on hold.

Hold/Intercom (MFC-885CW)

Lets you place telephone calls on hold.

Also, press this key to speak on the

intercom or to transfer an incoming call to

the cordless handset.

Speaker Phone

Turns the speaker phone on or off.

11 7

1 2

11 7

General Information

3 Mode keys:

 Fax

Lets you access Fax mode.

 Scan

Lets you access Scan mode.

 Copy

Lets you access Copy mode.

 PhotoCapture

Lets you access PhotoCapture Center®

mode.

4 Menu keys:

Volume keys

d c

In Fax mode, you can press these keys to

adjust the ring volume.

a Speed Dial

Lets you look up and dial numbers that are

stored in the memory.

d or c

Press to scroll backward or forward to a

menu selection.

Also, press to choose options.

a or b

Press to scroll through the menus and

options.

Menu

Access the main menu.

OK

Choose a setting.

Clear/Back

Press to cancel the current setting.

345

Chapter 1

5 Start keys:

 Color Start

Lets you start sending faxes or making

copies in full color. Also lets you start a

scanning operation (in color or black &

white, depending on the scanning setting in

the ControlCenter software).

 Black Start

Lets you start sending faxes or making

copies in black & white. Also lets you start

a scanning operation (in color or black &

white depending on the scanning setting in

the ControlCenter software).

6 Stop/Exit

Stops an operation or exits from a menu.

7 LCD (liquid crystal display)

Displays messages on the screen to help you

set up and use your machine.

Also, you can adjust the angle of the LCD

display by lifting it.

8Ink

Lets you clean the print head, check the print

quality, and check the available ink volume.

9FaxPreview

Lets you preview incoming and outgoing faxes

on the LCD.

10 Microphone

Picks up your voice when you speak to another

party using Speaker Phone.

11 On/Off

You can turn the machine on or off.

12 Message Center keys:

 Message Center

Turns the Message Center on or off. Will

also flash if you have new messages.

Play/Record (MFC-685CW)

Plays voice messages stored in the

memory. Will also let you record telephone

calls.

Play (MFC-885CW)

Plays voice messages stored in memory.

Erase

Deletes voice messages.

LCD display screen 1

The LCD shows the current machine status

when the machine is idle.

1 Wireless Status

A four level indicator shows the current

wireless signal strength if you are using a

wireless connection.

2 Memory Status

Lets you see the available memory in the

machine.

3 Ink indicator

Lets you see the available ink volume.

4 Current Receive Mode

Lets you see the current receive mode.

Fax (Fax only)

F/T (Fax/Tel)

MC (Msg Ctr)

Mnl (Manual)

5 Voice message in the machine’s memory.

Shows how many received voice messages

are in the memory.

6 Faxes in memory

Shows how many received faxes are in the

memory.

0Max

FaxFax

Mem.Mem.

12:4512:45

1 2

General Information

Basic Operations 1

The following steps show how to change a

setting in the machine. In this example the

Mode Timer setting is changed from

2 minutes to 30 seconds.

aPress Menu.

bPress a or b to choose

General Setup.

cPress OK.

dPress a or b to choose Mode Timer.

ePress d or c to choose 30 Secs.

fPress OK.

You can see the current setting on the

LCD:

gPress Stop/Exit.

LAN

FAX

Machine Info.

Initial Setup

Print Reports

Select & Press OK

General Setup

Paper Size

Menu Select & Press OK

Mode

imer

Paper

ype

2 Mins

Plain Paper

olume

Auto Daylight

Letter

General Setup

Menu Select & Press OK

Mode

imer

Paper

ype

30 Seconds

Plain Paper

olume

Auto Daylight

Letter

Paper Size

General Setup

Menu Select & Press OK

Mode

imer

Paper

ype

30 Seconds

Plain Paper

olume

Auto Daylight

Letter

Paper Size

Loading documents 2

You can send a fax, make copies, and scan

from the ADF (automatic document feeder)

and from the scanner glass.

Using the ADF 2

The ADF can hold up to 10 pages and feeds

each sheet individually. Use standard 20 lb

(80 g/m2) paper and always fan the pages

before putting them in the ADF.

Recommended environment 2

Document Sizes Supported 2

How to load documents 2

CAUTION

DO NOT pull on the document while it is

feeding.

DO NOT use paper that is curled, wrinkled,

folded, ripped, stapled, paper clipped,

pasted or taped.

DO NOT use cardboard, newspaper or fabric.

Make sure documents written with ink are

completely dry.

aFan the pages well. Make sure you put

the documents face down, top edge

first in the ADF until the display shows

ADF Ready.

bAdjust the paper guides to fit the width of

your documents.

cUnfold the ADF Document Output

Support Flap (1).

CAUTION

DO NOT leave thick documents on the

scanner glass. If you do this, the ADF may

jam.

Loading documents and paper 2

Temperature: 68 to 86°F (20 to 30°C)

Humidity: 50% to 70%

Paper: 20 lb LTR (80 g/m2 A4)

Length: 5.8 to 14 in.

(148 to 355.6 mm)

Width: 5.8 to 8.5 in.

(148 to 215.9 mm)

Weight: 17to24lb (64to90g/m

Loading documents and paper

Using the scanner glass 2

You can use the scanner glass to fax, copy or

scan pages of a book or one page at a time.

Document Sizes Supported 2

How to load documents 2

Note

To use the scanner glass, the ADF must

be empty.

aLift the document cover.

bUsing the document guidelines on the

left, center the document face down on

the scanner glass.

cClose the document cover.

CAUTION

If you are scanning a book or thick

document, DO NOT slam the cover down or

press on it.

Scannable area 2

The scannable area depends on the settings

in the application you are using. The figures

below show the areas you cannot scan on

paper.

Length: Up to 11.7 in. (297 mm)

Width: Up to 8.5 in. (215.9 mm)

Weight: Up to 4.4 lb (2 kg)

Usage Document

Size

Top (1)

Bottom (2)

Left (3)

Right (4)

Fax Letter 0.12 in.

(3 mm)

0.16 in.

(4 mm)

A4 0.12 in.

(3 mm)

0.04 in.

(1 mm)

Copy Letter 0.12 in.

(3 mm)

0.12 in.

(3 mm)

A4 0.12 in.

(3 mm)

0.12 in.

(3 mm)

Scan Letter 0.12 in.

(3 mm)

0.12 in.

(3 mm)

A4 0.12 in.

(3 mm)

0in.

(0 mm)

Chapter 2

Acceptable paper and

other media 2

The print quality can be affected by the type

of paper you are using in the machine.

To get the best print quality for the settings

you have chosen, always set the Paper Type

to match the type of paper you load.

You can use plain paper, inkjet paper (coated

paper), glossy paper, transparencies and

envelopes.

We recommend testing various paper types

before buying large quantities.

For best results, use Brother paper.

When you print on inkjet paper (coated

paper), transparencies and photo paper,

be sure to choose the proper media in the

‘Basic’ tab of the printer driver or in the

Paper Type setting of the menu. (See

Paper Type on page 23)

When you print on Brother photo paper,

load the instruction sheet included with the

photo paper in the paper tray first, and

then put the photo paper on top of the

instruction sheet.

When you use transparencies or photo

paper, remove each sheet at once to

prevent smudging or paper jams.

Avoid touching the printed surface of the

paper immediately after printing; the

surface may not be completely dry and

may stain your fingers.

Recommended media 2

To get the best print quality, we suggest using

Brother paper. (See table below.)

We recommend using ‘3M Transparency

Film’ when you print on transparencies.

Handling and using media 2



Store paper in its original packaging, and

keep it sealed. Keep the paper flat and away

from moisture, direct sunlight and heat.

The coated side of photo paper is shiny.

Avoid touching the shiny (coated) side.

Load photo paper with the shiny side

facing down.



Avoid touching either side of transparencies

because they absorb water and perspiration

easily, and this may cause decreased

output quality. Transparencies designed for

laser printers/copiers may stain your next

document. Use only transparencies

recommended for inkjet printing.

Improper Setup

DO NOT use the following kinds of paper:

• Damaged, curled, wrinkled, or

irregularly shaped paper

1 0.08 in. (2 mm) or longer

• Extremely shiny or highly textured paper

• Paper already printed on by a printer

• Paper that cannot be arranged uniformly

when stacked

• Paper made with a short grain

Paper capacity of the output paper

tray 2

Up to 50 sheets of 20 lb Letter or 80 g/m2 A4

paper.

Transparencies or photo paper must be

picked up from the output paper tray one

page at a time to avoid smudging.

Brother paper

Paper Type Item

Letter Plain BP60PL (USA only)

Letter Glossy Photo BP61GLL

Letter Inkjet (Matte) BP60ML (USA only)

4 × 6 in. Glossy Photo BP61GLP

Loading documents and paper

Choosing the right media 2

Paper type and size for each operation 2

Paper Type Paper Size Usage

Fax Copy Photo

Capture

Printer

Cut Sheet Letter 8 1/2 × 11 in. (216 × 279 mm) Yes Yes Yes Yes

A4 8.3 × 11.7 in. (210 × 297 mm) Yes Yes Yes Yes

Legal 8 1/2 × 14 in. (216 × 356 mm) Yes Yes – Yes

Executive 7 1/4 × 10 1/2 in. (184 × 267 mm) – – – Yes

JIS B5 7.2 × 10.1 in. (182 × 257 mm) – – – Yes

A5 5.8 × 8.3 in. (148 × 210 mm) – Yes – Yes

A6 4.1 × 5.8 in. (105 × 148 mm) – – – Yes

Cards Photo 4 × 6 in. (10 × 15 cm) – Yes Yes Yes

Photo L 3 1/2 × 5 in. (89 × 127 mm) – – – Yes

Photo 2L 5 × 7 in. (13 × 18 cm) – – Yes Yes

Index Card 5 × 8 in. (127 × 203 mm) – – – Yes

Post Card

3.9 × 5.8 in. (100 × 148 mm) – – – Yes

Post Card

2 (Double)

5.8 × 7.9 in. (148 × 200 mm) – – – Yes

Envelopes C5

Envelope

6.4 × 9 in. (162 × 229 mm) – – – Yes

Envelope

4.3 × 8.7 in. (110 × 220 mm) – – – Yes

COM-10 4 1/8 × 9 1/2 in. (105 × 241 mm) – – – Yes

Monarch 3 7/8 × 7 1/2 in. (98 × 191 mm) – – – Yes

JE4

Envelope

4.1 × 9.3 in. (105 × 235 mm) – – – Yes

Transparencies

Letter 8 1/2 × 11 in. (216 × 279 mm) – Yes – Yes

A4 8.3 × 11.7 in. (210 × 297 mm) – Yes – Yes

Chapter 2

Paper weight, thickness and capacity 2

1Up to 50 sheets for Legal size paper 20 lb (80 g/m2).

Up to 100 sheets of 20 lb (80 g/m2) paper.

2For Photo 4"×6" and Photo L 3.5"×5" paper, use the photo bypass tray (in USA) or the photo paper tray (in Canada).

(See Loading photo paper on page 18.)

Paper Type Weight Thickness No. of

sheets

Cut

Sheet

Plain Paper 17 to 32 lb (64 to 120 g/m2)0.003 to 0.006 in. (0.08 to 0.15 mm) 100 1

Inkjet Paper 17 to 53 lb (64 to 200 g/m2)0.003 to 0.01 in. (0.08 to 0.25 mm) 20

Glossy Paper Up to 58 lb (Up to 220 g/m2)Up to 0.01 in. (Up to 0.25 mm) 20 2

Cards Photo 4"×6" Up to 64 lb (Up to 240 g/m2)Up to 0.01 in. (Up to 0.28 mm) 20 2

Index Card Up to 32 lb (Up to 120 g/m2)Up to 0.006 in. (Up to 0.15 mm) 30

Post Card Up to 53 lb (Up to 200 g/m2)Up to 0.01 in. (Up to 0.23 mm) 30

Envelopes 20 to 25 lb (75 to 95 g/m2)Up to 0.02 in. (Up to 0.52 mm) 10

Transparencies – – 10

Loading documents and paper

Loading paper and

other media 2

Note

To print on Photo (4"×6") or Photo L

(3.5"×5") paper, see Loading photo

paper on page 18.

aIf the paper support flap is open, close it,

and then pull the paper tray completely

out of the machine.

Lift the output paper tray cover (1).

bPress and slide the paper side guides

(1) and paper length guide (2) to fit the

paper size.

cFan the stack of paper well to avoid

paper jams and misfeeds.

Note

Always make sure that the paper is not

curled.

dGently put the paper into the paper tray

print side down and top edge first.

Check that the paper is flat in the tray.

Chapter 2

Note

When you use Legal size paper, press

and hold the universal guide release

button as you slide out the front of the

paper tray.

eGently adjust the paper side guides to

the paper with both hands.

Make sure the paper side guides touch

the sides of the paper.

Note

Be careful that you do not push the paper

in too far; it may lift at the back of the tray

and cause feed problems.

fClose the output paper tray cover.

gSlowly push the paper tray completely

into the machine.

hWhile holding the paper tray in place,

pull out the paper support (1) until it

clicks and unfold the paper support

flap (2).

Note

Do not use the paper support flap for

Legal paper.

Loading documents and paper

Loading envelopes and post

cards 2

About envelopes 2

Use envelopes that weigh from 20 to 25 lb

(75 to 95 g/m2).

Some envelopes need margin settings to

be set in the application. Make sure you

do a test print first.

CAUTION

Do not use any of the following types of

envelopes, as they will cause paper feed

problems:

• That are of a baggy construction.

• That are embossed (have raised writing

on them).

• That have clasps or staples.

• That are pre-printed on the inside.

Occasionally you may experience paper

feed problems caused by the thickness,

size and flap shape of the envelopes you

are using.

How to load envelopes and post cards2

aBefore loading, press the corners and

sides of the envelopes or post cards to

make them as flat as possible.

Note

If the envelopes or post cards are ‘double-

feeding’, put one envelope or post card in

the paper tray at a time.

bPut the envelopes or post cards into the

paper tray with the address side down

and the leading edge in first as shown in

the illustration. Slide the paper side

guides (1) and paper length guide (2) to

fit the size of the envelopes or post

cards.

Glue Double flap

Chapter 2

If you have problems when printing on

envelopes, try the following suggestions:2

aOpen the envelope flap.

bMake sure the open flap is either to the

side of the envelope or to the back edge

of the envelope when printing.

cAdjust the size and margin in your

application.

Loading photo paper 2

Note

In Canada, the photo bypass tray is

called the photo paper tray.

Use the photo bypass tray, which has been

assembled on the top of the output paper tray

cover, to print on photo 4"×6" and photo L

3.5"×5" size paper. When you use the photo

bypass tray, you do not have to take out the

paper that is in the tray beneath it.

aPress the photo bypass tray release

button with your left thumb and push the

photo bypass tray backward until it

clicks into the photo printing position.

1 Photo Bypass Tray

bPress and slide the paper side

guides (1) and paper length guide (2) to

fit the paper size.

Loading documents and paper

cPut the photo paper into the photo

bypass tray and gently adjust the paper

side guides to the paper.

Make sure the paper side guides touch

the sides of the paper.

Note

• Be careful that you do not push the paper

in too far; it may lift at the back of the tray

and cause feed problems.

• Always make sure that the paper is not

curled.

dWhen you have finished printing photos

return the photo bypass tray to the

normal printing position.

Press the photo bypass tray release

button with your left thumb and pull the

photo bypass tray forward until it clicks.

Removing small printouts

from the machine 2

When the machine ejects small paper onto

the output paper tray you may not be able to

reach it. Make sure printing has finished, and

then pull the tray completely out of the

machine.

Chapter 2

Printable area 2

The printable area depends on the settings in the application you are using. The figures below

show the unprintable areas on cut sheet paper and envelopes. The machine can only print in the

shaded areas when the Borderless print feature is available and turned on.

Note

The Borderless feature is not available for envelopes.

Cut Sheet Paper Envelopes

Top (1) Bottom (2) Left (3) Right (4)

Cut Sheet 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)

Envelopes 0.47 in. (12 mm) 0.95 in. (24 mm) 0.12 in. (3 mm) 0.12 in. (3 mm)

On/Off key 3

When the machine is idle, you can turn it on

and off by pressing the On/Off key.

Note

If you have connected an external

telephone or TAD, it is always available.

Turning the machine off 3

aPress and hold down the On/Off key

until the LCD shows Shutting Down.

The LCD will stay on for a few seconds

before going off.

Turning the machine on 3

aPress the On/Off key.

On/Off setting 3

You can customize the machine's On/Off

key. The factory setting is

Fax Receive:Off. Your machine will not

work when it is switched off, but it will clean

the print head periodically. If you turn this

setting to Fax Receive:On, you can

receive faxes or calls even when the machine

is switched off. (See On/Off key on this page.)

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose

On/Off Setting.

dPress d or c to choose

Fax Receive:On (or

Fax Receive:Off).

Press OK.

ePress Stop/Exit.

General setup 3

Chapter 3

1You cannot receive a fax with Black Start or

Color Start.

2You can receive telephone calls by lifting the handset

(MFC-685CW) or using the cordless handset

(MFC-885CW).

3When an external TAD is connected and Easy

Receive is turned on.

4Set before you switch off the machine.

Mode Timer 3

The machine has four temporary mode keys

on the control panel: Fax, Scan, Copy and

PhotoCapture. You can change the amount

of time the machine takes after the last Scan,

Copy or PhotoCapture operation before it

returns to Fax mode. If you choose Off, the

machine stays in the mode you used last.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Mode Timer.

dPress d or c to choose 0 Sec, 30 Secs,

1 Min, 2 Mins, 5 Mins or Off.

Press OK.

ePress Stop/Exit.

On/Off

setting

Receive

mode

Available operations

Fax Rec

eive:Of

(factory

setting)

— No machine

operations will be

available.

Fax Rec

eive:On

Fax Only

Fax/Tel

Manual 3

Fax Receive

Easy Receive

Delayed Fax 4

Fax Forward 4

Paging 4

Fax Storage 4

Fax Preview 4

PC Fax Receive 4

Remote Retrieval 4

MC Fax Receive

Recording Incoming

Message

Easy Receive,

Delayed Fax 4

Fax Forward 4

Paging 4

Fax Storage 4

Fax Preview 4

PC Fax Receive 4

Remote Retrieval 4

Manual Easy Receive

Delayed Fax 4

General setup

Paper settings 3

Paper Type 3

To get the best print quality, set the machine

for the type of paper you are using.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Paper Type.

dPress d or c to choose Plain Paper,

Inkjet Paper, Brother Photo,

Other Photo or Transparency.

Press OK.

ePress Stop/Exit.

Note

The machine ejects paper with printed

surfaces face up onto the paper tray in

front of the machine. When you use

transparencies or glossy paper, remove

each sheet at once to prevent smudging

or paper jams.

Paper Size 3

You can use five sizes of paper for printing

copies: Letter, Legal, A4, A5, and 4 ×6in.

(10 ×15 cm) and three sizes for printing

faxes: Letter, Legal and A4. When you

change the size of paper you load in the

machine, you will need to change the paper

size setting at the same time so your machine

can fit an incoming fax on the page.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Paper Size.

dPress d or c to choose Letter, Legal,

A4, A5 or 4"x6".

Press OK.

ePress Stop/Exit.

Chapter 3

Volume Settings 3

Ring Volume 3

You can choose a range of ring volume

levels, from High to Off.

While in Fax mode , press d or c

to adjust the volume level. The LCD shows

the current setting, and each key press will

change the volume to the next level. The

machine will keep the new setting until you

change it.You can also change the volume

through the menu, by following the

instructions below:

Setting the Ring Volume from the

menu 3

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Volume.

Press OK.

dPress a or b to choose Ring.

ePress d or c to choose Low, Med, High

or Off.

Press OK.

fPress Stop/Exit.

Beeper Volume 3

When the beeper is on, the machine will beep

when you press a key, make a mistake or

after you send or receive a fax.

You can choose a range of volume levels,

from High to Off.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Volume.

Press OK.

dPress a or b to choose Beeper.

ePress d or c to choose Low, Med, High

or Off

Press OK.

fPress Stop/Exit.

General setup

Speaker Volume 3

You can choose a range of speaker volume

levels, from High to Off.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Volume.

Press OK.

dPress a or b to choose Speaker.

ePress d or c to choose Low, Med, High

or Off.

Press OK.

fPress Stop/Exit.

You can also adjust the speaker volume by

pressing Speaker Phone.

aPress Speaker Phone.

bPress d or c.

This setting will stay until you change it

again.

cPress Speaker Phone.

Note

• You can adjust the speaker volume while

you are listening to your outgoing

message (OGM) and incoming messages

(ICM’s) by pressing d or c.

• If you turn Incoming Recording Monitor to

OFF the Speaker for screening calls will

be disabled and you won’t hear callers

leaving messages. The volume for other

operations can still be controlled using

d or c.

Handset Volume

(MFC-685CW only) 3

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Volume.

Press OK.

dPress a or b to choose Handset.

ePress d or c to choose Low or High.

Press OK.

fPress Stop/Exit.

Note

• You can adjust the handset volume any

time you are talking on the telephone.

There are two handset volume levels, Low

and High. The default setting is Low.

• Press d or c to adjust the volume

level. The LCD shows the setting you are

choosing. The new setting will remain until

you change it again.

Choosing the Handset

Volume (For Volume Amplify)

(MFC-685CW only) 3

Before you begin to use the machine, you

must decide if you need to set the handset

volume to Volume 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 d or c on

the control panel to adjust the volume to Low

or High. When the handset is replaced, the

handset volume will remain until you change

it again.

Chapter 3

Volume Amplify On -

Temporary

This setting is appropriate if some of the

users are hearing-impaired. During a

conversation, users can press d or c 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 Low.

Volume Amplify :On -

Permanent

Choose Volume Amplify On -Permanent

if all of the users are hearing-impaired. During

a conversation, users can press d or c

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.

Note

When you press d or c on the

control panel to adjust the volume, the

LCD 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 the users are

hearing-impaired. Otherwise, the default

setting of Amplify may damage the

hearing of some users.

Setting Volume Amplify

(MFC-685CW only) 3

Please carefully read Choosing the Handset

Volume (For Volume Amplify) (MFC-685CW

only) on page 25.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose Volume.

Press OK.

dPress a or b to choose

Volume Amplify.

Press OK.

eDo one of the following.

If none of the users are hearing-

impaired, press d or c to choose Off,

and then press OK and go to step g.

If some or all of the users are

hearing-impaired, press d or c to

choose On, and then press b to

choose the next option.

fDo one of the following.

If all the users are hearing-impaired,

press d or c to choose Permanent,

and then press OK.

If only some of the users are hearing-

impaired, choose Temporary, and

then press OK.

gPress Stop/Exit.

General setup

Automatic Daylight

Savings Time 3

You can set the machine to change

automatically for daylight savings time. It will

reset itself forward one hour in the Spring and

backward one hour in the Fall. Make sure you

have set the correct date and time in the

Date&Time setting.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose

Auto Daylight.

dPress d or c to choose On (or Off).

Press OK.

ePress Stop/Exit.

LCD display 3

LCD Contrast 3

You can adjust the LCD contrast for a sharper

and more vivid display. If you are having

difficulty reading the LCD, try changing the

contrast setting.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose LCD Settings.

Press OK.

dPress a or b to choose LCD Contrast.

ePress d or c to choose Light, Med or

Dark.

Press OK.

fPress Stop/Exit.

Setting the backlight

brightness 3

You can adjust the brightness of the LCD

backlight. If you are having difficulty reading

the LCD, try changing the brightness setting.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose LCD Settings.

Press OK.

dPress a or b to choose Backlight.

ePress d or c to choose Light, Med or

Dark.

Press OK.

fPress Stop/Exit.

Chapter 3

Setting the Dim Timer for the

backlight 3

You can set how long the LCD backlight stays

on after the last key press.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose LCD Settings.

Press OK.

dPress a or b to choose Dim Timer.

ePress d or c to choose 10 Secs, 20

Secs, 30 Secs or Off.

Press OK.

fPress Stop/Exit.

Setting the Off Timer 3

You can set how long the LCD stays on after the

last key press. This is a power saving feature.

The machine can print, scan and receive faxes

and voice calls when the LCD is off.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose LCD Settings.

Press OK.

dPress a or b to choose Off Timer.

ePress d or c to choose 1 Min, 2 Mins,

3 Mins, 5 Mins, 10 Mins, 30 Mins

or Off.

Press OK.

fPress Stop/Exit.

Note

When the display is off you can press any

key to turn it back on.

Setting the Wallpaper 3

You can change the wallpaper.

aPress Menu.

bPress a or b to choose

General Setup.

Press OK.

cPress a or b to choose LCD Settings.

Press OK.

dPress a or b to choose Wallpaper.

Press OK.

ePress a or b to choose a wallpaper.

Press OK.

fPress Stop/Exit.

Memory Security 4

Memory Security lets you prevent

unauthorized access to the machine. You will

not be able to continue to schedule Delayed

Faxes or Polling jobs. However, any pre-

scheduled Delayed Faxes will be sent even if

you turn on Memory Security, so they will not

be lost.

While Memory Security is On, the following

operations are available:

Receiving faxes into memory (limited by

memory capacity)

Fax Forwarding (If Fax Forwarding was

already On)

Paging (If Paging was already On)

Remote retrieval (If Fax Storage was

already On)

Cordless handset (MFC-885CW only)

• Making a call

• Receiving a call

• Viewing Caller ID (with subscriber

service)

While Memory Security is on, the following

operations are NOT available:

Printing received faxes

Sending faxes

Copying

PC printing

Scanning

PhotoCapture

PC Fax Receive

Cordless handset (MFC-885CW only)

• Intercom

• Transfer a call

• Register cordless handset

Operation from control panel

Note

• To print the faxes in memory, turn off

Memory Security.

• You must turn off PC Fax Receive before

you can turn on Memory Security. (See

Turning off Advanced Fax

Operations on page 76.)

• If you forget the Memory Security

password, please call Brother Customer

Service.

Setting and changing the

memory security password 4

Note

If you have already set the password, you

will not need to set it again.

Setting a password for the first time 4

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Mem Security.

Press OK.

ePress a or b to choose Set Password.

Press OK.

fEnter a 4-digit number for the password.

Press OK.

gWhen the LCD shows Verify:,

re-enter the password.

Press OK.

hPress Stop/Exit.

Security features 4

Chapter 4

Changing your memory security

password 4

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Mem Security.

Press OK.

ePress a or b to choose Set Password.

Press OK.

fEnter the registered 4-digit number for

the current password.

Press OK.

gEnter a 4-digit number for a new

password.

Press OK.

hWhen the LCD shows Verify:,

re-enter the new password.

Press OK.

iPress Stop/Exit.

Turning the memory security

on/off 4

Turning on the memory security lock 4

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Mem Security.

Press OK.

ePress a or b to choose Set Security.

Press OK.

fEnter the registered 4-digit password.

Press OK.

The machine goes offline and the LCD

shows Secure Mode.

Note

If there is a power failure the data will stay

in memory for approximately 24 hours.

Turning off the memory security 4

aPress Menu.

bEnter the registered 4-digit password.

Press OK.

Memory Security is automatically turned

off.

Note

If you enter the wrong password, the LCD

shows Wrong Password and stays

offline. The machine will stay in Secure

mode until the registered password is

entered.

Section II

Fax II

Sending a fax 32

Receiving a Fax 40

Telephone Services and External devices 45

Dialing and storing numbers 57

Message Center 65

Advanced fax operations (Black & White only) 70

Printing Reports 80

Polling 82

Entering Fax mode 5

When the machine is idle, the time appears

on the LCD. When you want to send a fax, or

change fax send or receive settings, press

the (Fax) key to illuminate it in green.

The LCD shows:

Press a or b to scroll through the Fax key

options. Some functions are only available

when sending black & white faxes.

Fax Resolution (See page 36.)

Contrast (See page 35.)

Speed-Dial (See page 57.)

Outgoing Call (See page 58.)

Caller ID hist. (See page 58.)

Broadcasting (See page 34.)

Delayed Fax (See page 37.)

Batch TX (See page 37.)

Real Time TX (See page 36.)

Polled TX (See page 83.)

Polling RX (See page 82.)

Overseas Mode (See page 37.)

Scan Size (See page 33.)

Set New Default (See page 38.)

Factory Reset (See page 38.)

When the option you want is highlighted,

press OK.

Faxing from the ADF 5

aPress (Fax).

bPut the document face down in the ADF.

(See Using the ADF on page 10)

cEnter the fax number using the dial pad,

Speed Dial or Search.

Note

You can preview a fax message before

sending it by pressing Fax Preview. For

details, see How to preview an outgoing

fax (Black & White only) on page 74.

dPress Black Start or Color Start.

The machine starts scanning the

document.

Note

• To cancel, press Stop/Exit.

• If the memory is full, the fax will be sent in

real time.

Sending a fax 5

Fax Resolution

FAX/TEL

Standard

Auto

Speed Dial

Outgoing Call

Contrast

Fax Start Press

Sending a fax

Faxing from the scanner

glass 5

You can use the scanner glass to fax pages

of a book one at a time. The documents can

be up to letter or A4 size.

You cannot send multiple pages for color

faxes.

Note

Since you can only scan one page at a

time, it is easier to use the ADF if you are

sending a multiple page document.

aPress (Fax).

bLoad your document face down on the

scanner glass. (See Using the scanner

glass on page 11)

cEnter the fax number using the dial pad,

Speed Dial or Search.

Note

You can preview a fax message before

sending it by pressing Fax Preview. For

details, see How to preview an outgoing

fax (Black & White only) on page 74.

dPress Black Start or Color Start.

If you press Black Start, the

machine starts scanning the first

page. Go to step e.

If you press Color Start, the

machine starts sending the

document.

eDo one of the following:

To send a single page, press 2 to

choose No (or press Black Start

again).

The machine starts sending the

document.

To send more than one page, press

1 to choose Yes and go to step f.

fPut the next page on the scanner glass.

Press OK.

The machine starts scanning the page.

(Repeat steps e and f for each

additional page.)

Note

If the memory is full and you are faxing a

single page, it will be sent in real time.

Faxing A4 size documents

from the scanner glass 5

When documents are A4 size, you need to

set Scan Size to A4. If you do not, the bottom

portion of the faxes will be missing.

aPress (Fax).

bPress a or b to choose Scan Size.

Press OK.

cPress d or c to choose A4.

Press OK.

Note

You can save the setting you use most

often by setting it as default. (See

page 38.)

Color fax transmission 5

Your machine can send a color fax to

machines that support this feature.

Color faxes cannot be stored in the memory.

When you send a color fax, the machine will

send it in real time (even if Real Time TX is

set to Off).

Canceling a fax in progress 5

If you want to cancel a fax while the machine

is scanning, dialing or sending, press

Stop/Exit.

Chapter 5

Broadcasting

(Black & White only) 5

Broadcasting is when the same fax message

is automatically sent to more than one fax

number. You can include Groups, Speed Dial

numbers and up to 50 manually dialed

numbers in the same broadcast.

After the broadcast is finished, a Broadcast

Report will be printed.

aPress (Fax).

bLoad your document.

cPress a or b to choose Broadcasting.

Press OK.

dPress a or b to choose Add Number.

Press OK.

eDo one of the following:

Enter a number using a dial pad.

Press b to choose Search and OK

to enter a number using Speed Dial

or a Group.

fAfter you have entered all the fax

numbers by repeating step e, press a

or b to choose Complete.

Press OK.

gPress Black Start.

Note

• If you did not use up any of the numbers

for Groups, you can ‘broadcast’ faxes to

as many as 210 (MFC-685CW) or 250

(MFC-885CW) different numbers.

• The available memory will vary depending

on the types of jobs in the memory and the

number of locations used for

broadcasting. If you broadcast to the

maximum numbers available, you will not

be able to use dual access and delayed

fax.

• If the memory is full, press Stop/Exit to

stop the job. If more than one page has

been scanned, press Black Start to send

the portion that is in the memory.

Canceling a Broadcast in

progress 5

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Remaining Jobs.

Press OK.

The LCD will show the fax number being

dialed and the Broadcast job number.

dPress OK.

The LCD will ask you the following

message:

Cancel Job?

Yes iPress 1

No iPress 2

ePress 1 to clear the number being

dialed.

The LCD will then show the Broadcast

job number.

fPress OK.

The LCD will ask you the following

message:

Cancel Job?

Yes iPress 1

No iPress 2

gPress 1 to cancel the Broadcast.

hPress Stop/Exit.

Sending a fax

Additional sending

operations 5

Sending faxes using multiple

settings 5

When you send a fax you can choose any

combination of these settings: resolution,

contrast, overseas mode, delayed fax timer,

polling transmission and real time

transmission.

aPress (Fax).

The LCD shows:

bPress a or b to choose a setting you

want to change.

cChoose the option you want for the

setting.

dAfter each setting is accepted, you can

continue to change more settings.

Press d or c to choose the options.

Note

• Most settings are temporary and the

machine returns to its default settings after

you send a fax.

• You can save some of the settings you

use most often by setting them as default.

These settings will stay until you change

them again. (See Setting your changes as

the new default on page 38.)

Contrast 5

If your document is very light or very dark, you

may want to change the contrast. For most

documents the factory setting Auto can be

used. It automatically chooses the suitable

contrast for your document.

Use Light when sending a light document.

Use Dark when sending a dark document.

aPress (Fax).

bPress a or b to choose Contrast.

cPress d or c to choose Auto, Light or

Dark.

Press OK.

Note

Even if you choose Light or Dark, the

machine will send the fax using the Auto

setting in any of the following conditions:

• When you send a color fax.

• When you choose Photo as the Fax

Resolution.

Fax Resolution

FAX/TEL

Standard

Auto

Speed Dial

Outgoing Call

Contrast

Fax Start Press

Chapter 5

Changing fax resolution 5

The quality of a fax can be improved by

changing the fax resolution.

aPress (Fax).

bPress a or b to choose

Fax Resolution.

cPress d or c to choose the resolution

you want.

Press OK.

Note

You can choose four different resolution

settings for black & white faxes and two for

color.

If you choose S.Fine or Photo and then

use the Color Start key to send a fax, the

machine will send the fax using the Fine

setting.

Dual access

(Black & White only) 5

You can dial a number and start scanning the

fax into memory—even when the machine is

sending from memory, receiving faxes or

printing PC data. The LCD shows the new job

number and available memory.

The number of pages you can scan into the

memory will vary depending on the data that

is printed on them.

Note

If the Out of Memory message appears

while scanning documents, press

Stop/Exit to cancel or Black Start to send

the scanned pages.

Real time transmission 5

When you are sending a fax, the machine will

scan the documents into the memory before

sending. Then, as soon as the telephone line

is free, the machine will start dialing and

sending.

If the memory is full or you are sending a color

fax, the machine will send the document in

real time (even if Real Time TX is set to

Off).

Sometimes, you may want to send an

important document immediately, without

waiting for memory transmission. You can

turn on Real Time TX.

aPress (Fax).

bPress a or b to choose Real Time TX.

cPress d or c to choose On.

Press OK.

Note

In real time transmission, the automatic

redial feature does not work when using

the scanner glass.

Black & White

Standard Suitable for most typed

documents.

Fine Good for small print and

transmits a little slower than

Standard resolution.

S.Fine Good for small print or artwork

and transmits slower than Fine

resolution.

Photo Use when the document has

varying shades of gray or is a

photograph. This has the

slowest transmission.

Color

Standard Suitable for most typed

documents.

Fine Use when the document is a

photograph. The transmission

time is slower than Standard

resolution.

Sending a fax

Overseas Mode 5

If you are having difficulty sending a fax

overseas due to possible interference on the

telephone line, we recommend that you turn

on the Overseas mode. After you send a fax

using this feature, the feature will turn itself

off.

aPress (Fax).

bLoad your document.

cPress a or b to choose

Overseas Mode.

dPress d or c to choose On (or Off).

Press OK.

Delayed Faxing

(Black & White only) 5

During the day you can store up to 50 faxes

in the memory to be sent within 24-hours.

These faxes will be sent at the time of day you

enter in step e.

aPress (Fax).

bLoad your document.

cPress a or b to choose Delayed Fax.

dPress d or c to choose On.

Press OK.

eEnter the time you want the fax to be

sent (in 24-hour format).

(For example, enter 19:45 for 7:45 PM.)

Press OK.

Note

The number of pages you can scan into

the memory depends on the amount of

data that is printed on each page.

Delayed Batch Transmission

(Black & White only) 5

Before sending the delayed faxes, your machine

will help you economize by sorting all the faxes

in the memory by destination and scheduled

time. All delayed faxes that are scheduled to be

sent at the same time to the same fax number

will be sent as one fax to save transmission time.

aPress (Fax).

bPress a or b to choose Batch TX.

cPress d or c to choose On.

Press OK.

dPress Stop/Exit.

Checking and canceling

waiting jobs 5

You can check which jobs are still waiting in

the memory to be sent and cancel a job. (If

there are no jobs, the LCD shows

No Jobs Waiting.)

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Remaining Jobs.

Press OK.

Any waiting jobs appear on the LCD.

dPress a or b to scroll through the jobs

and choose the job you want to cancel.

Press OK.

eDo one of the following:

To cancel, press 1 to choose Yes.

If you want to cancel another job go

to step d.

To exit without canceling, press 2 to

choose No.

fWhen you have finished, press

Stop/Exit.

Chapter 5

Setting your changes as the

new default 5

You can save the fax settings for

Fax Resolution, Contrast,

Real Time TX and Scan Size you use

most often by setting them the default setting.

These settings will stay until you change

them again.

aPress (Fax).

bPress a or b to choose your new setting.

Press OK.

Repeat this step for each setting you

want to change.

cAfter changing the last setting, press a

or b to choose Set New Default.

Press OK.

dPress 1 to choose Yes.

ePress Stop/Exit.

Restoring all settings to the

factory settings 5

You can restore all the settings you have

changed to the factory settings. These

settings will stay until you change them again.

aPress (Fax).

bPress a or b to choose

Factory Reset.

Press OK.

cPress 1 to choose Yes.

dPress Stop/Exit.

Sending a fax manually 5

Manual transmission lets you hear the

dialing, ringing and fax-receiving tones while

sending a fax.

aPress (Fax).

bLoad your document.

cTo listen for a dial tone do one of the

following:

(MFC-685CW)Press

Speaker Phone or pick up the

handset.

(MFC-885CW) Press

Speaker Phone on the machine or

press on the cordless

handset.

dDial the fax number.

eWhen you hear the fax tone, press

Black Start or Color Start.

If you are using the scanner glass press

1 to send a fax.

fReplace the handset.

Sending a fax at the end of a

conversation 5

At the end of a conversation you can send a

fax to the other party before you both hang

up.

aAsk the other party to wait for fax tones

(beeps) and then to press the Start or

Send key before hanging up.

bLoad your document.

cPress Black Start or Color Start.

If you are using the scanner glass,

press 1 to send a fax.

dReplace the handset.

Sending a fax

Out of Memory message 5

If you get an Out of Memory message

while scanning the first page of a fax, press

Stop/Exit to cancel the fax.

If you get an Out of Memory message

while scanning a subsequent page, you will

have the option to press Black Start to send

the pages scanned so far, or to press

Stop/Exit to cancel the operation.

Note

If you get an Out of Memory message

while faxing and you do not want to delete

your stored faxes to clear the memory,

you can send the fax in real time. (See

Real time transmission on page 36.)

Receive modes 6

You must choose the receive mode depending on the external devices and telephone subscriber

services you have on your line. The diagrams below will help you choose the correct mode. For

more detailed information about the receive modes, see Using receive modes on page 41 and

Receive mode settings on page 42.

Choosing the Receive Mode 6

If you are using the Distinctive Ring subscriber service from your telephone company, see

Distinctive Ring on page 47.

To set a receive mode follow the instructions below.

aPress Menu.

bPress a or b to choose Initial Setup.

Press OK.

cPress a or b to choose Receive Mode.

dPress d or c to choose Fax Only, Fax/Tel, or Manual.

Press OK.

ePress Stop/Exit.

The LCD will display the current receive mode.

Receiving a Fax 6

Do you use a Distinctive Ring subscriber service?

Yes

See Distinctive Ring.

Fax Only

Yes

Manual

Yes

Fax/Tel

Are you connecting an external telephone or external TAD (telephone

answering device) to the machine?

Do you want the machine to

answer fax and telephone

calls automatically?

Are you using the voice message

function of your external TAD

(telephone answering device)?

Do you want to use the

machine for fax only?

Are you using the built-in Message Center?

See Message Center.

Yes

Manual*

* We recommend you set Easy Receive to On.

Receiving a Fax

Using receive modes 6

Some receive modes answer automatically

(Fax Only and Fax/Tel). You may want to

change the ring delay before using these

modes. See Ring Delay on page 42.

Fax only 6

Fax only mode will automatically answer

every call. If the call is a fax your machine will

receive it.

Fax/Tel 6

Fax/Tel mode helps you automatically

manage incoming calls, by recognising

whether they are fax or voice calls and

handling them in one of the following ways:

Faxes will be automatically received.

Voice calls will start the F/T ring to tell you

to pick up the line. The F/T ring is a fast

double ring made by your machine.

Also see F/T Ring Time (Fax/Tel mode

only) on page 42 and Ring

Delay on page 42.

Manual 6

Manual mode turns off all automatic

answering functions unless you are using the

Distinctive Ring feature or you are using an

external TAD.

To receive a fax in manual mode press

Black Start or Color Start lift the handset of

the machine or an external telephone. When

you hear fax tones (short repeating beeps).

You can also use the Easy Receive feature to

receive faxes by lifting a handset on the same

line as the machine.

Also see Easy Receive on page 43.

Message Center ( MC)6

Message Center ( MC) helps you

automatically manage incoming calls, by

recognizing whether they are fax or voice

calls and handling them in one of the

following ways:

Faxes will be automatically received.

Voice callers can record a message.

To set up the Message Center mode see

page 65.

If Message Center Mode is On, it

will override your receive mode

setting. The screen shows MC.

If Message Center Mode is Off, the

receive mode returns to your

original setting. (See Message

Center mode on page 65.)

Chapter 6

Receive mode settings 6

Ring Delay 6

The Ring Delay sets the number of times the

machine rings before it answers in Fax Only

or Fax/Tel mode. If you have external or

extension telephones on the same line as the

machine or subscribe to the telephone

company’s Distinctive Ring service, keep the

ring delay setting of 4.

(See Using external and extension

telephones on page 55 and Easy

Receive on page 43.)

If toll saver is On, then the ring delay setting

has no effect. See Setting toll

saver on page 68.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Receive.

Press OK.

dPress a or b to choose Ring Delay.

Press OK.

ePress a or b to choose Ring Delay

again.

fPress d or c to choose how many times

the line rings before the machine

answers (0-4).

Press OK.

If you choose 0, the line will not ring at

all.

gPress Stop/Exit.

F/T Ring Time

(Fax/Tel mode only) 6

If you set the Receive Mode to Fax/Tel, you

need to decide how long the machine will

signal you with its special pseudo/double-ring

when you have a voice call. If it's a fax call,

the machine receives the fax.

This pseudo/double-ring happens after the

initial ringing from the telephone company.

Only the machine rings and no other

telephones on the same line will ring with the

special pseudo/double-ring. However, you

can still answer the call on any telephone on

the same line as the machine. (See Using

external and extension

telephones on page 55.)

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Receive.

Press OK.

dPress a or b to choose

F/T Ring Time.

ePress d or c to choose how long the

machine will ring to alert you that you

have a voice call (20, 30, 40 or 70

seconds).

Press OK.

fPress Stop/Exit.

Note

Even if the caller hangs up during the

pseudo/double-ringing, the machine will

continue to ring for the set time.

Receiving a Fax

Easy Receive 6

If Easy Receive is On:6

The machine receives a fax call

automatically, even if you answer the call.

When you see Receiving on the LCD or

when you hear “chirps” through the handset

you are using, just replace the handset. Your

machine will do the rest.

If Easy Receive is Semi:6

The machine will only receive a fax call

automatically if you answered it using the

machine’s handset, cordless handset or

Speaker Phone. If you answered at an

extension telephone press l 5 1. (See Using

external and extension

telephones on page 55.)

If Easy Receive is Off:6

If you are at the machine and answer a call

first by lifting a handset, then press

Black Start or Color Start, and then press 2

to receive.

If you answered at an extension telephone

press l 5 1. (See Using external and

extension telephones on page 55.)

Note

• If this feature is set to On, but your

machine does not connect a fax call when

you lift an extension or external telephone

handset, press the fax receive code l 5 1.

• If you send faxes from a computer on the

same telephone line and the machine

intercepts them, set Easy Receive to Off.

• (MFC-885CW) If you typically carry the

cordless handset away from the machine,

we recommend that you turn on Easy

Receive. If Easy Receive is turned off and

you answer a fax call you will have to go to

the machine and press Black Start or

Color Start.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Receive.

Press OK.

dPress a or b to choose Easy Receive.

Press OK.

ePress d or c to choose On, Semi (or

Off).

Press OK.

fPress Stop/Exit.

Chapter 6

Additional receiving

operations 6

Printing a reduced incoming

fax 6

If you choose On, the machine automatically

reduces each page of an incoming fax to fit on

one page of A4, Letter, Legal size paper. The

machine calculates the reduction ratio by

using the page size of the fax and your Paper

Size setting. (See Paper Size on page 23.)

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Receive.

Press OK.

dPress a or b to choose

Auto Reduction.

ePress d or c to choose On (or Off).

Press OK.

fPress Stop/Exit.

Receiving a fax at the end of a

conversation 6

At the end of a conversation you can ask the

other party to fax you information before you

both hang up.

aAsk the other party to place the

document in their machine and to press

the Start or Send key.

bWhen you hear the other machine's

CNG tones (slowly repeating beeps),

press Black Start or Color Start.

cPress 2 to receive a fax.

dReplace the handset.

Printing a fax from the

memory 6

If you have chosen paging or fax storage, you

can still print a fax from the memory when you

are at your machine. (If you have chosen Fax

Preview see Fax Preview on page 72.)

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose Print Fax.

Press OK.

ePress Black Start.

Note

When you print a fax from the memory, the

fax data will be erased.

Voice operations 7

Voice calls can be made either with the

handset, the cordless handset (MFC-885CW

only), the speaker phone, an extension or

external telephone, by dialing manually, or by

using Quick Dial numbers.

Note

If you have the MFC-885CW, please see the

Digital Cordless Handset BCL-D10 User’s

Guide.

Making a telephone call 7

aDo one of the following:

 (MFC-685CW) Pick up the handset

or press Speaker Phone.

 (MFC-885CW) Pick up the cordless

handset and press

(Talk) or press

Speaker Phone on the machine.

bWhen you hear the dial tone, enter a

number using the dial pad, Speed Dial

or Search.

c(Speaker phone) speak clearly toward

the microphone .

dTo hang up, do one of the following:

 (MFC-685CW) Replace the handset

or press Speaker Phone.

 (MFC-885CW) Press (Off) on

the cordless handset or press

Speaker Phone on the machine.

Making a telephone call 7

aTo start a voice call, do one of the

following:

(MFC-685CW) Pick up the handset.

Press Speaker Phone.

bWhen you hear the dial tone, enter a

number using the dial pad, Speed Dial

and Search.

cIf you pressed Speaker Phone, speak

clearly toward the microphone .

dTo hang up, do one of the following:

(MFC-685CW) Replace the handset.

Press Speaker Phone.

Answering calls with the

Speaker Phone 7

When the machine rings, instead of lifting the

handset, press Speaker Phone on the

machine. Speak clearly toward the

microphone . To end the call, press

Speaker Phone.

Note

If you have a bad connection, your caller

might hear your voice echoed during the

call. If you experience this problem, pick

up the handset, or hang up and try the call

again.

Telephone Services and External

devices 7

Chapter 7

Hold 7

For MFC-685CW 7

aPress Hold to put a call on Hold.

You can replace the handset without

disconnecting the call.

bPick up the machine's handset or press

Speaker Phone to release the call from

Hold.

Note

You can pick up an extension telephone

and continue speaking without releasing

the call from Hold on the machine.

For MFC-885CW 7

aIf you answered by pressing

Speaker Phone on the machine, press

Hold/Intercom on the machine to put a

call on Hold.

bTo release the call from Hold, press

Speaker Phone on the machine.

Note

You can pick up an extension telephone

and continue speaking without releasing

the call from Hold on the machine.

Tone or Pulse (Canada only) 7

If you have a Pulse dialing service, but need

to send Tone signals (for example, for

telephone banking), follow the instructions

below:

aDo one of the following:

(MFC-685CW) Pick up the handset

or press Speaker Phone.

(MFC-885CW) Pick up the cordless

handset and press

(Talk) or press

Speaker Phone on the machine.

bPress # on the machine’s control panel.

Any digits dialed after this will send tone

signals.

When you hang up, the machine will return to

the Pulse dialing service.

Fax/Tel mode when the power

key is on 7

When the machine is in Fax/Tel mode, it will

use the F/T Ring Time (pseudo/double-

ringing) to alert you to pick up a voice call.

If you are at an extension telephone, you'll

need to lift the handset during the F/T Ring

Time and then press #51 between the

pseudo/double rings. If no one is on the line,

or if someone wants to send you a fax, send

the call back to the machine by pressing

l51.

(MFC-685CW) If you are at the machine, you

can lift the handset or press Speaker Phone

to answer.

(MFC-885CW) Press Speaker Phone on the

machine or use the cordless handset.

Telephone Services and External devices

Fax/Tel mode when the power

key is off 7

You can change the default setting of the

On/Off key to Fax Receive:On so that you

can receive faxes automatically when the

power key is off. (See On/Off

setting on page 21.) Fax/Tel mode will work

in the following ways.

When the machine is in Fax/Tel mode and

pseudo/double-rings to tell you to pick up a

voice call, you can only answer by picking up

the machine’s handset or cordless handset

and pressing (Talk).

If you answer before the machine

pseudo/double-rings, you can also pick up

the call at an external or extension telephone.

Telephone services 7

Your machine supports the Caller ID and

Distinctive Ring subscriber telephone

services that some telephone companies

offer.

Features like Voice Mail, Call Waiting, Call

Waiting/Caller ID, RingMaster, answering

services, alarm systems or other custom

features on one telephone line may affect the

way your machine works. If you have Voice

Mail on your telephone line, please read the

following carefully.

Distinctive Ring 7

Brother uses the term ‘Distinctive Ring’ but

different telephone companies have other

names for this service such as SmartRing,

RingMaster, Teen-Ring, Indent-a-Call or

Indent-a-Ring.

What does your telephone company's

‘Distinctive Ring’ do? 7

Your telephone company's Distinctive Ring

service allows you to have more than one

number on the same telephone line. If you

need more than one telephone number, it

is cheaper than paying for an extra line.

Each telephone number has its own

distinctive ring pattern, so you will know

which telephone number is ringing. This is

one way you can have a separate telephone

number for your machine.

Note

Please call your telephone company for

availability and rates.

Chapter 7

What does Brother's ‘Distinctive Ring’

do? 7

The Brother machine has a Distinctive Ring

feature that allows you to use your machine to

take full advantage of the telephone

company's Distinctive Ring service. The new

telephone number on your line can just

receive faxes.

Note

You must pay for your telephone

company's Distinctive Ring service before

you program the machine to work with it.

Do you have Voice Mail? 7

If you have Voice Mail on the telephone line

that you will install your new machine on,

there is a strong possibility that Voice Mail

and the machine will conflict with each other

while receiving incoming calls. However, the

Distinctive Ring feature allows you to use

more than one number on your line, so

both Voice Mail and the machine can work

together without any problems. If each one

has a separate telephone number, neither will

interfere with the other's operations.

If you decide to get the Distinctive Ring

service from the telephone company, you will

need to follow the directions on next page to

‘register’ the new Distinctive Ring pattern

they give you. This is so your machine can

recognize its incoming calls.

Note

You can change or cancel the Distinctive

Ring pattern at any time. You can switch it

off temporarily, and turn it back on later.

When you get a new fax number, make

sure you reset this feature.

Before you choose the ring pattern to

You can only register one Distinctive Ring

pattern with the machine. Some ring patterns

cannot be registered. The ring patterns below

are supported by your Brother machine.

gives you.

Note

If the ring pattern you received is not on

this chart, please call your telephone

company and ask for one that is

shown.

The machine will only answer calls to its

registered number.

The first two rings are silent on the

machine. This is because the fax must

‘listen’ to the ring pattern (to compare it to

the pattern that was ‘registered’). (Other

telephones on the same line will ring.)

If you program the machine properly, it will

recognize the registered ring pattern of the

‘fax number’ within 2 ring patterns and

then answer with a fax tone. When the

‘voice number’ is called, the machine will

not answer.

Registering the Distinctive Ring

pattern 7

After you have set the Distinctive Ring feature

to on, the receive mode is set to Manual

automatically. You cannot change the receive

mode to another mode while the Distinctive

Ring is set to on.

Ring

Pattern

Rings

1 long-long

2 short-long-short

3 short-short-long

4 very long (normal

pattern)

Telephone Services and External devices

aPress Menu.

bPress a or b to choose Fax.

Press OK.

Press

to choose

Miscellaneous

Press OK.

dPress a or b to choose Distinctive.

Press OK.

ePress a or b to choose Set.

Press OK.

fPress a or b to choose the stored ring

pattern you want to use.

Press OK.

(You hear each pattern as you scroll

through the four patterns. Make sure

you choose the pattern that the

telephone company gave you.)

gPress Stop/Exit.

Distinctive Ring is now set to on.

Turning off Distinctive Ring 7

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Distinctive.

Press OK.

ePress a or b to choose Off.

Press OK.

fPress Stop/Exit.

Note

If you turn off Distinctive Ring, the

machine will stay in Manual receive

mode. You will need to set the Receive

Mode again. (See Choosing the Receive

Mode on page 40.)

Caller ID 7

The Caller ID feature lets you use the Caller

ID subscriber service offered by many local

telephone companies. Call your telephone

company for details. This service shows the

telephone number, or name if it is available,

of your caller as the line rings.

You can use a number in the Caller ID History

to make a phone call, send a fax, add it to

Speed Dial, or delete it from the history. (See

Caller ID history on page 58.)

After a few rings, the LCD shows the

telephone number of your caller (and name, if

available). Once you answer a call, the Caller

ID information disappears from the LCD, but

the call information stays stored in the Caller

ID memory.

You can see the first 15 characters of the

number (or name).

The # Unavailable message means

the call originated outside your Caller ID

service area.

The Private Call message means the

caller has intentionally blocked

transmission of information.

You can print a list of the Caller ID information

received by your machine. (See Printing

Caller ID List on page 51.)

Note

• This feature may not be available in

certain areas of the USA and Canada.

• Caller ID service varies with different

carriers. Call your local telephone

company to find out about the kind of

service available in your area.

Chapter 7

Setting up your area code (USA only) 7

Your machine will automatically dial "1" plus

the area code for any number that does not

originate in your area code. The machine can

identify local calls from your area code by

entering your area code in the Area Code

setting. With this setting, calls returned from

the caller ID history to your area code will be

dialed using only 7-digits. If you must dial the

area code to call within your area code, do not

enter this setting. 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 history. If this is not the

procedure followed by your dialing plan, you

will not be able to return calls automatically.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Caller ID.

Press OK.

ePress a or b to choose Area Code.

fUse the dial pad to enter your area code.

Press OK.

gPress Stop/Exit.

Viewing Caller ID List 7

Your machine stores information for the last

thirty calls in the Caller ID list. You can view

or print this list. When the thirty-first call

comes in to the machine, it replaces

information about the first call.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Caller ID.

Press OK.

ePress a or b to choose Display#.

Press OK.

The Caller ID list will appear on the

display. If no ID is stored, the beeper will

sound and No Caller ID will appear

on the display.

fPress a or b to scroll through the Caller

ID memory to view the Caller ID

information.

The LCD shows the caller's number or

name and the date and time of the call.

gTo finish viewing, press Stop/Exit.

Note

You can also view the Caller ID list by

pressing (Fax). (See Caller ID

history on page 58.)

Telephone Services and External devices

Printing Caller ID List 7

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Miscellaneous.

Press OK.

dPress a or b to choose Caller ID.

Press OK.

ePress a or b to choose Print Report.

Press OK.

If no ID is stored, the beeper will sound

and No Caller ID will appear on the

LCD.

fPress Black Start or Color Start.

gAfter printing has finished, press

Stop/Exit.

Connecting an external

TAD (telephone

answering device) 7

You may choose to connect an external

answering device. However, when you have

an external TAD on the same telephone line

as the machine, the TAD answers all calls

and the machine ‘listens’ for fax calling (CNG)

tones. If it hears them, the machine takes

over the call and receives the fax. If it does

not hear CNG tones, the machine lets the

TAD continue playing your outgoing message

so your caller can leave you a voice

message.

The TAD must answer within four rings (the

recommended setting is two rings). The

machine cannot hear CNG tones until the

TAD has answered the call, and with four

rings there are only 8 to 10 seconds of CNG

tones left for the fax ‘handshake’. Make sure

you carefully follow the instructions in this

guide for recording your outgoing message.

We do not recommend using the toll saver

feature on your external answering machine if

it exceeds five rings.

Note

• If you do not receive all your faxes,

shorten the Ring Delay setting on your

external TAD.

• If You Subscribe to your Telephone

company's Distinctive Ring Service:

You may connect an external TAD to a

separate wall jack only if you subscribe to

your telephone company's Distinctive

Ring service, have registered the

distinctive ring pattern on your machine,

and use that number as a fax number. The

recommended setting is at least four rings

on the external TAD when you have the

telephone company's Distinctive Ring

Service. You cannot use the Toll Saver

setting.

Chapter 7

• If You Do Not Subscribe to Distinctive

Ring Service:

You must plug your TAD into the EXT.

jack of your machine. If your TAD is

plugged into a wall jack, both your

machine and the TAD will try to control the

telephone line. (See the illustration

below.)

1TAD

When the TAD answers a call, the LCD

shows Ext. Tel in Use.

Connections 7

The external TAD must be plugged into the

jack labeled EXT. Your machine cannot work

properly if you plug the TAD into a wall jack

(unless you are using Distinctive Ring).

aPlug the telephone line cord from the

telephone wall jack into the jack labeled

LINE.

bPlug the telephone line cord from the

external TAD into the jack labeled EXT.

(Make sure this cord is connected to the

TAD at the TAD's telephone line jack,

and not its handset jack.)

cSet your external TAD to four rings or

less. (The machine's Ring Delay setting

does not apply.)

dRecord the outgoing message on your

external TAD.

eSet the TAD to answer calls.

fSet the Receive Mode to Manual with

Easy Receive turned on.

(See Choosing the Receive

Mode on page 40.)

Telephone Services and External devices

Recording outgoing message

(OGM) on an external TAD 7

Timing is important in recording this

message. The message sets up the ways to

handle both manual and automatic fax

reception.

aRecord 5 seconds of silence at the

beginning of your message. (This allows

your machine time to listen for the fax

CNG tones of automatic transmissions

before they stop.)

bLimit your speaking to 20 seconds.

cEnd 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 l51 and Start.’

Note

We recommend beginning your OGM with

an initial 5-second silence because the

machine cannot hear fax tones over a

resonant or loud voice. You may try

omitting this pause, but if your machine

has trouble receiving, then you must re-

record the OGM to include it.

Special line considerations 7

Roll over telephone lines 7

A roll over telephone 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 telephone line in a

preset order.

Your machine can work in a roll over system

as long as it is the last number in the

sequence, so the call cannot roll away. Do not

put the machine on any of the other numbers;

when the other lines are busy and a second

fax call is received, the fax call will be sent to

a line that does not have a fax machine. Your

machine will work best on a dedicated

line.

Two-line telephone system 7

A two-line telephone system is nothing more

than two separate telephone numbers on the

same wall outlet. The two telephone numbers

can be on separate jacks (RJ11) or mixed 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 telephone and see if it can access

both lines. If it can, you must separate the line

for your machine. (See page 43.)

Converting telephone wall outlets 7

There are three ways to convert to an RJ11

jack. The first two ways may require help 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

telephone numbers to it.

Chapter 7

The third way is the easiest: Buy a triplex

adapter. You can plug a triplex adapter into

an RJ14 outlet. It separates the wires into two

separate RJ11 jacks (Line 1, Line 2) and a

third RJ14 jack (Lines 1 and 2). If your

machine is on Line 1, plug the machine into

L1 of the triplex adapter. If your machine is on

Line 2, plug it into L2 of the triple adapter.

Triplex Adapter 7

Installing machine, external two-line

TAD and two-line telephone 7

When you are installing an external two-line

telephone answering device (TAD) and a

two-line telephone, your machine must be

isolated on one line at both the wall jack and

at the TAD. The most common connection is

to put the machine on Line 2, which is

explained 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.

aPut the two-line TAD and the two-line

telephone next to your machine.

bPlug 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.

cPlug 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.

dPlug one end of the second telephone

line cord for your TAD into the L2 jack of

the two-line TAD. Plug the other end into

the EXT. jack on the left side of the

machine.

1 Triplex Adapter

2 Two Line Telehone

3 External Two Line TAD

4 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 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.

Multi-line connections (PBX) 7

We suggest you ask the company who

installed your PBX to connect your machine.

If you have a multi line system we suggest

you ask the installer to connect the unit to the

last line on the system. This prevents the

machine being activated each time the

system receives telephone calls. If all

incoming calls will be answered by a

switchboard operator we recommend that

you set the Receive Mode to Manual.

We cannot guarantee that your machine will

operate properly under all circumstances

when connected to a PBX. Any difficulties

with sending or receiving faxes should be

reported first to the company who handles

your PBX.

RJ14

RJ11

RJ14

Telephone Services and External devices

External and extension

telephones 7

Connecting an external or

extension telephone 7

You can connect a separate telephone (or

telephone answering device) directly to your

machine as shown in the diagram below.

Connect the telephone line cord to the jack

labeled EXT.

1 Extension telephone

2 External telephone

When you are using an external or extension

telephone, the LCD shows

Ext. Tel in Use.

Using external and extension

telephones 7

If you answer a fax call on an extension or an

external telephone connected to the EXT.

jack of the machine, you can make your

machine take the call by using the Fax

Receive Code. When you press the Fax

Receive Code l51, the machine starts to

receive the fax.

If the machine answers a voice call and

pseudo/double-rings for you to take over, use

the Telephone Answer Code #51 to take the

call at an extension telephone. (See F/T Ring

Time (Fax/Tel mode only) on page 42.)

If you answer a call and no one is on

the line: 7

You should assume that you're receiving a

manual fax.

Press l51 and wait for the chirp or until the

LCD shows Receiving, and then hang up.

Note

You can also use the Easy Receive

feature to make your machine

automatically take the call. (See Easy

Receive on page 43.)

Using a non-Brother cordless

external telephone

(MFC-685CW only) 7

If your non-Brother cordless telephone is

connected to the EXT. jack of the machine

and you typically carry the cordless handset

elsewhere, it is easier to answer calls during

the Ring Delay.

If you let the machine answer first, you will

have to go to the machine so you can press

Hook or Speaker Phone to send the call to

the cordless handset.

Using remote codes 7

Fax Receive code 7

If you answer a fax call on an extension or

external telephone, you can tell your machine

to receive it by dialing the Fax Receive Code

l51. Wait for the chirping sounds then

replace the handset. See Easy

Receive on page 43. Your caller will have to

press Start to send the fax.

Chapter 7

Telephone Answer code 7

If you receive a voice call and the machine is

in F/T mode, it will start to sound the F/T

(double) ring after the initial ring delay. If you

pick up the call on an extension telephone

you can turn the F/T ring off by pressing #51

(make sure you press this between the rings).

Changing the remote codes 7

The preset Fax Receive Code is l51. The

preset Telephone Answer Code is #51. If

you want to, you can replace them with your

own codes.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Receive.

Press OK.

dPress a or b to choose Remote Codes.

Press OK.

ePress d or c to choose On.

Press OK.

fEnter the new Fax Receive Code.

Press OK.

gEnter the new Telephone Answer Code.

Press OK.

hPress Stop/Exit.

Note

• If you are always disconnected when

accessing your external TAD remotely, try

changing the Fax Receive Code and

Telephone Answer Code to another three-

digit code (such as ### and 999).

• Remote Codes might not work with some

telephone systems.

How to Dial 8

Manual dialing 8

Press all of the digits of the fax or telephone

number.

Speed Dialing 8

aPress Speed Dial.

You can also choose Speed-Dial by

pressing (Fax).

bPress a or b to choose Search.

Press OK.

cPress the two-digit Speed Dial number.

(See Storing Speed Dial

numbers on page 59.)

dIf you have two numbers in the location,

press a or b to choose the number you

want to call.

Press OK.

Note

If the LCD shows

Not Registered

when

you enter a Speed Dial number, a number

has not been stored at this location.

Search 8

You can search for names you have stored in

the Speed Dial memory.

aPress Speed Dial.

bPress a or b to choose Search.

Press OK.

You can also choose Speed Dial by

pressing (Fax).

cPress a or b to choose

Alphabetical Order or

Numerical Order.

Press OK.

Note

• Press l to make the LCD font size larger.

• Press # to make the LCD font size smaller.

dIf you chose Alphabetical Order in

step c, use the dial pad to enter the first

letter of the name, and then press a or b

to choose the name and number you

want to call.

Press OK.

Dialing and storing numbers 8

Chapter 8

Fax Redial 8

If you are sending a fax manually and the line

is busy, press Redial/Pause, and then press

Black Start or Color Start to try again. If you

want to make a second call to a number you

recently dialed, you can press Redial/Pause

and choose one of the last 30 numbers from

the Outgoing Call List.

Redial/Pause only works if you dialed from

the control panel. If you are sending a fax

automatically and the line is busy, the

machine will automatically redial once after

five minutes.

aPress Redial/Pause.

bPress a or b to choose the number you

want to redial.

Press OK.

cPress a or b to choose Send a fax.

Press OK.

dPress Black Start or Color Start.

Note

In Real Time Transmission the automatic

redial feature does not work when using

the scanner glass.

Outgoing Call 8

The last 30 numbers you telephoned or sent

a fax to will be stored in the outgoing call

history. You can choose one of these

numbers to telephone, fax to, add to

Speed Dial, or delete from the history.

aPress Redial/Pause.

You can also choose Outgoing Call

by pressing (Fax).

bPress a or b to choose the number you

want to call.

Press OK.

cDo one of the following:

To make a telephone call, press a or

b to choose Make a phone call.

Press OK.

To send a fax, press a or b to choose

Send a fax.

Press OK.

If you want to store the number,

press a or b to choose

Add to Speed Dial.

Press OK.

(See Storing Speed Dial numbers

from Outgoing Calls on page 60.)

Press a or b to choose Delete.

Press OK.

Press 1 to confirm.

dPress Stop/Exit.

Caller ID history 8

This feature requires the Caller ID subscriber

service offered by many local telephone

companies. (See Caller ID on page 49.)

The last 30 numbers of telephone calls or

faxes you received will be stored in the Caller

ID history. You can choose one of these

numbers to telephone, fax to, add to

Speed-Dial, or delete from the history.

aPress (Fax).

bPress a or b to choose

Caller ID hist..

Press OK.

cPress a or b to choose the number you

want to call.

Press OK.

Dialing and storing numbers

dDo one of the following:

To make a telephone call, press a or

b to choose Make a phone call.

Press OK.

To send a fax, press a or b to choose

Send a fax.

Press OK.

If you want to store the number,

press a or b to choose

Add to Speed Dial.

Press OK.

(See Storing Speed Dial numbers

from Outgoing Calls on page 60.)

Press a or b to choose Delete.

Press OK.

Then, press 1 to confirm.

Note

• (USA only) If you redial from the Caller ID

history outside your area code, you must

set up your AREA CODE in advance. (See

Setting up your area code (USA

only) on page 50.)

• You can print the Caller ID list. (See

Printing Caller ID List on page 51.)

Storing numbers 8

You can set up your machine to do the

following types of easy dialing: Speed Dial

and Groups for broadcasting faxes. When

you dial a Quick Dial number, the LCD shows

the name, if you stored it, or the number.

Note

If you lose electrical power, the Quick-Dial

numbers that are in the memory will not be

lost.

Storing a pause 8

Press Redial/Pause to put a 3.5-second

pause between numbers. If you are dialing

overseas, you can press Redial/Pause as

many times as needed to increase the length

of the pause.

Storing Speed Dial numbers 8

You can store up to 80 (MFC-685CW) or 100

(MFC-885CW) 2-digit Speed Dial locations

with a name, and each name can have two

numbers. When you dial you will only have to

press a few keys (For example: Speed Dial,

the two-digit number, and Black Start or

Color Start).

aPress Speed Dial.

bPress a or b to choose

Set Speed Dial.

Press OK.

cPress a or b to choose the 2-digit

Speed-Dial location you want to store

the number in.

Press OK.

Chapter 8

dDo one of the following:

Enter the name (up to 16 characters)

using the dial pad.

Press OK.

(To help you enter letters, see

Entering Text on page 172.)

To store the number without a name,

press OK.

eEnter the fax or telephone number (up to

20 digits).

Press OK.

fDo one of the following:

Enter the second fax or telephone

number (up to 20 digits).

Press OK.

If you do not want to store a second

number, press OK.

gDo one of the following:

To store another Speed Dial

number, go to step c.

To finish the setting, press a or b to

choose Complete.

Press OK.

hPress Stop/Exit.

Storing Speed Dial numbers from

Outgoing Calls 8

You can also store Speed Dial numbers from

the Outgoing Call history.

aPress Redial/Pause.

You can also choose Outgoing Call

by pressing (Fax).

bPress a or b to choose the name or

number you want to store.

Press OK.

cPress a or b to choose

Add to Speed Dial.

Press OK.

dPress a or b to choose the 2-digit

Speed-Dial location you want to store

the number in.

Press OK.

eDo one of the following:

Enter the name (up to 16 characters)

using the dial pad.

Press OK.

(To help you enter letters, see

Entering Text on page 172.)

To store the number without a name,

press OK.

fPress OK to confirm the fax or

telephone number.

gDo one of the following:

Enter the second fax or telephone

number (up to 20 digits).

Press OK.

If you do not want to store a second

number, press OK.

hPress a or b to choose Complete.

Press OK.

iPress Stop/Exit.

Dialing and storing numbers

Storing Speed Dial numbers from the

Caller ID history 8

If you have the Caller ID subscriber service

from your telephone company you can also

store Speed Dial numbers from incoming

calls in the Caller ID History. (See Caller

ID on page 49.)

aPress (Fax).

bPress a or b to choose

Caller ID hist..

Press OK.

cPress a or b to choose the number you

want to store.

Press OK.

dPress a or b to choose

Add to Speed Dial.

Press OK.

ePress a or b to choose the 2-digit

Speed-Dial location you want to store

the number in.

Press OK.

fDo one of the following:

Enter the name (up to 16 characters)

using the dial pad.

Press OK.

(To help you enter letters, see

Entering Text on page 172.)

To store the number without a name,

press OK.

gPress OK to confirm the fax or

telephone number.

hDo one of the following:

Enter the second fax or telephone

number (up to 20 digits).

Press OK.

If you do not want to store a second

number, press OK.

iPress a or b to choose Complete.

Press OK.

jPress Stop/Exit.

Changing Speed Dial names

or numbers 8

You can change or delete a Speed-Dial

number that has already been stored.

aPress Speed Dial.

bPress a or b to choose

Set Speed Dial.

Press OK.

cPress a or b to choose the 2-digit

Speed-Dial location you want to change.

Press OK.

dDo one of the following:

Press a or b to choose Change.

Press OK.

Press a or b to choose Delete.

Press OK.

Press 1 to confirm and press

Stop/Exit

Note

How to change the stored name or

number:

If you want to change a character, press d

or c to position the cursor under the

character you want to change, and then

press Clear/Back. Re-enter the

character.

eDo one of the following:

Enter the name (up to 16 characters)

using the dial pad.

Press OK.

(See Entering Text on page 172.)

If you do not want to change the

name, press OK.

Chapter 8

fDo one of the following:

Enter the new fax or telephone

number (up to 20 digits).

Press OK.

If you do not want to change the

number, press OK.

gDo one of the following:

Enter the second new fax or

telephone number (up to 20 digits).

Press OK.

If you do not want to change the

number, press OK.

hPress a or b to choose Complete.

Press OK.

iPress Stop/Exit.

Setting up groups for

broadcasting 8

Groups, which can be stored on a Speed-Dial

location, allow you to send the same fax

message to many fax numbers by pressing

only Speed Dial, the two-digit location and

Black Start. First, you'll need to store each

fax number in a Speed Dial location. Then

you can include them as numbers in the

Group. Each Group uses up a Speed Dial

location. You can have up to six Groups, or

you can assign up to 158 numbers

(MFC-685CW) or 198 numbers

(MFC-885CW) in large Group if you have 2

numbers in each location.

(See Storing Speed Dial

numbers on page 59 and Broadcasting

(Black & White only) on page 34.)

aPress Speed Dial.

bPress a or b to choose Setup Groups.

Press OK.

cPress a or b to choose Group 1, Group

2, Group 3, Group 4, Group 5 or

Group 6 for the Group name where you

will store the fax numbers.

Press OK.

dPress a or b to choose the 2-digit

location where you want to add to the

Group.

Press OK.

ePress a or b to choose Add Number.

Press OK.

fPress a or b to choose the number you

want to add.

Press OK.

(See Search on page 57.)

gAfter you have finished adding numbers

by repeating steps e and f, press a or

b to choose Complete.

Press OK.

hPress Stop/Exit.

Note

You can print a list of all the Speed Dial

numbers. Group numbers will be marked

in the GROUP column. (See

Reports on page 81.)

Dialing and storing numbers

Changing Group name 8

aPress Speed Dial.

bPress a or b to choose Setup Groups.

Press OK.

cPress a or b to choose the Group name

you want to change.

Press OK.

dPress a or b to choose

Change Group Name.

Press OK.

Note

How to change the stored name or

number:

If you want to change a character, press d

or c to position the cursor under the

character you want to change, and then

press Clear/Back. Re-enter the

character.

eEnter the new name (up to 16

characters) using the dial pad.

Press OK.

(See Entering Text on page 172. For

example, type NEW CLIENTS).

fPress a or b to choose Complete.

Press OK.

gPress Stop/Exit.

Deleting a Group 8

aPress Speed Dial.

bPress a or b to choose Setup Groups.

Press OK.

cPress a or b to choose the Group you

want to delete.

Press OK.

dPress a or b to choose Delete.

Press OK.

Press 1 to confirm.

ePress a or b to choose Complete.

Press OK.

fPress Stop/Exit.

Deleting a number from a Group 8

aPress Speed Dial.

bPress a or b to choose Setup Groups.

Press OK.

cPress a or b to choose the Group you

want to change.

Press OK.

dPress a or b to choose the number you

want to delete.

Press OK.

Press 1 to confirm.

ePress a or b to choose Complete.

Press OK.

fPress Stop/Exit.

Chapter 8

Dialing Access codes and

credit card numbers 8

Sometimes you may want to choose from

several long distance carriers when you

make a call. Rates may vary depending on

the time and destination. To take advantage

of low rates, you can store the access codes

of long-distance carriers and credit card

numbers as Speed Dial numbers. You can

store these long dialing sequences by

dividing them and setting them up as

separate Speed Dial numbers in any

combination. You can even include manual

dialing using the dial pad. (See Storing

Speed Dial numbers on page 59.)

For example, you might have stored ‘555’ on

Speed Dial: 03 and ‘7000’ on Speed Dial: 02.

You can use them both to dial ‘555-7000’ if

you press the following keys:

aPress Speed Dial.

bPress a or b to choose Search.

Press OK.

cEnter 03.

Note

If you stored 2 numbers in one Speed Dial

location, you will be asked which number

you want to send to.

dPress a or b to choose Speed-Dial.

Press OK.

ePress a or b to choose Search.

Press OK.

fEnter 02.

gPress Black Start or Color 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 could

press Speed Dial, choose Search, press 03

and then press 7001 using the dial pad.

Note

If you must wait for another dial tone or

signal at any point in the dialing sequence,

create a pause in the number by pressing

Redial/Pause. Each key press adds a

3.5-second delay.

Message Center mode 9

The Message Center feature will store up to

99 incoming messages. Messages are stored

in the order in which they are received.

Voice messages can be up to 3 minutes in

length, and can also be picked up remotely

(see Using your Remote Access

Code on page 77). The number of messages

you can store will depend on how much

memory is being used by other features (for

example, delayed and stored faxes).

In the event of a power failure your machine

will retain messages that are in the memory

for approximately 24 hours.

Setting up the Message

Center 9

Recording the Message Center outgoing

message (Msg Ctr OGM) is the first step you

need to follow before you can use the

Message Center.

To enter Message Center mode, follow the

steps below:

aRecord your Message Center OGM.

bPress to activate the Message

Center.

Outgoing message (OGM) 9

Recording your OGM 9

You can record the following two different

types of OGM:

Msg Ctr OGM

This message will be played when a call is

received. The caller will be able to leave a

voice or fax message.

F/T OGM

This message is played when a call is

received and your machine is set to

Fax/Tel mode. The caller will not be able

to leave a message. See Fax/Tel OGM

(Announcement) on page 66.

Your OGM must be less than 20 seconds

long.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Msg Ctr.

Press OK.

dPress a or b to choose OGM.

Press OK.

The LCD prompts you to choose an

OGM.

ePress a or b to choose either

Msg Ctr OGM or F/T OGM, then press

OK.

Note

If callers tell you they cannot leave a

message on your machine, make sure you

have chosen Msg Ctr OGM (not

F/T OGM).

Message Center 9

Chapter 9

fPress a or b to choose Record OGM.

Press OK.

gRecord your message, using one of the

options below:

(MFC-685CW only)

Pickup the handset, record your

message, and replace the handset

when finished.

(MFC-885CW only)

Speak clearly toward the

microphone to record your

message. Press Stop/Exit when

finished.

The Message Center will play your

OGM back to you.

hPress Stop/Exit.

Listening to your OGM 9

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Msg Ctr.

Press OK.

dPress a or b to choose OGM.

Press OK.

ePress a or b to choose Msg Ctr OGM or

F/T OGM.

Press OK.

fPress a or b to choose Playing OGM.

Press OK.

Adjust the volume by pressing Volume

d or c.

gPress Stop/Exit.

Erasing your OGM 9

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Msg Ctr.

Press OK.

dPress a or b to choose OGM.

Press OK.

ePress a or b to choose either

Msg Ctr OGM or F/T OGM.

Press OK.

fPress a or b to choose Erase OGM.

Press OK.

gDo one of the following:

Press 1 to erase the OGM.

Press 2 to exit without erasing.

hPress Stop/Exit.

Fax/Tel OGM (Announcement)9

If your machine is set to Fax/Tel receive mode

this message will be played by your Brother

machine to a caller. Unlike the TAD OGM, the

caller will not be able to leave a message.

To record your Fax/Tel OGM follow the

instructions on Outgoing message

(OGM) on page 65 and choose F/T OGM

(not Msg Ctr OGM).

If you need to review the steps for setting up

the Fax/Tel receive mode, see Receive

modes on page 40.

Activating Message Center

mode 9

When the light glows, Message Center

mode is active. Press to enter MC mode.

Message Center

Managing your

messages 9

Message indicator 9

The light flashes if you have any new

messages waiting for you.

The LCD displays the total number of voice

and fax messages stored in the Message

Center memory.

Fax messages are only stored when Fax

Storage or Fax Preview is turned on. See

Advanced fax operations (Black & White

only) on page 70.

Playing voice messages 9

All messages are played in the order they

were recorded. The LCD shows the number

of the current message, the total number of

messages, and the time and date the

message was recorded.

Follow the steps below to listen to your voice

messages:

aPress Play/Record or Play.

The following commands are available

when playing messages:

bPress Stop/Exit.

Erasing incoming messages 9

To erase voice messages individually9

aPress Play/Record or Play.

The machine will sound a two second

beep and begins message playback.

Each message is preceded by one long

beep, and followed by two short beeps.

bTo erase a specific message, press

Erase immediately after the two short

beeps, or while the message is playing.

cDo one of the following:

Press 1 to erase the message.

Press 2 to cancel.

dPress Stop/Exit.

To erase all of your messages 9

aPress Erase.

The LCD displays the following:

Erase All Voice?

Yes iPress 1

No iPress 2

bDo one of the following:

Press 1 to erase all of your voice

messages.

Press 2 to cancel.

cPress Stop/Exit.

l (RWD) Repeats a message.

# (FWD) Skips to the next message.

or Adjusts the volume.

Chapter 9

Additional Message

Center operations 9

Setting maximum time for

incoming messages 9

Your machine’s default setting will save

incoming messages up to 30 seconds long.

To change this setting follow the steps below:

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Msg Ctr.

Press OK.

dPress a or b to choose ICM Max.Time.

ePress d or c to choose the maximum

time setting for incoming messages (30,

60, 120 or 180 seconds).

Press OK.

fPress Stop/Exit.

Setting toll saver 9

When the toll saver feature is on, the machine

will answer after two rings if you do have

voice or fax messages, and after four rings if

you do not have any messages.

This way, when you call your machine for

remote retrieval, if it rings three times, you

have no messages and can hang up to avoid

a toll charge.

The toll saver feature is only available when

Message Center mode is on. When toll saver

is On, it overrides your ring delay setting.

If you are using Distinctive Ring, do not use

the Toll Saver feature.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Receive.

Press OK.

dPress a or b to choose Ring Delay.

Press OK.

ePress a or b to choose Toll Saver.

fPress d or c to choose On (or Off).

Press OK.

gPress Stop/Exit.

Message Center

ICM Recording Monitor 9

This feature lets you turn the speaker volume

for voice messages On or Off. When you turn

the monitor Off, you will not hear messages

as they come in.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Setup Msg Ctr.

Press OK.

dPress a or b to choose

ICM Rec.Monitr.

eUse d or c to choose Off or On.

Press OK.

fPress Stop/Exit.

Recording a conversation

(MFC-685CW only) 9

If you are using the handset, you can record

a telephone conversation by pressing

Play/Record during the conversation. Your

recording can be as long as the incoming

message maximum time (up to 3 minutes).

The other party will hear an intermittent

beeping while recording. To stop recording,

press Stop/Exit.

You can only use one advanced fax

operation at a time:

Fax Forwarding

Paging

Fax Storage

Fax Preview

PC Fax Receive

Off

You can change your selection at any time. If

received faxes are still in the machine’s

memory when you change the advanced fax

operations, an LCD question will appear.

(See Changing Advanced Fax

Operations on page 76.)

Fax Forwarding 10

When you choose Fax Forward, your

machine stores the received fax in the

memory. The machine will then dial the fax

number you have programmed and forward

the fax message.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose Fax Forward.

Press OK.

fEnter the forwarding number (up to 20

digits).

Press OK.

gPress a or b to choose

Backup Print:On or

Backup Print:Off.

Press OK.

Note

• If you choose Backup Print:On, the

machine will also print the fax at your

machine so you will have a copy. This is

the safety feature in case there is a power

failure before the fax is forwarded or a

problem at the receiving machine.

• The machine can store faxes

approximately 24 hours if there is a power

failure.

• When Fax Forwarding is turned on your

machine will only receive black & white

faxes into memory. Color faxes will not be

received, unless the sending machine

converts them to black & white before

sending.

hPress Stop/Exit.

Advanced fax operations

(Black & White only) 10

Advanced fax operations (Black & White only)

Paging 10

When you choose Paging, your machine

dials the pager number you have

programmed, and then dials your PIN

(Personal identification Number). This

activates your pager so you will know that you

have a fax message in the memory.

If you have set Paging, a backup copy of the

received fax will automatically be printed at

the machine.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose Paging.

Press OK.

fEnter your pager phone number

followed by # # (up to 20 digits).

Press OK.

Do not include the area code if it is the

same as that of your machine.

For example, press:

1 8 0 0 5 5 5 1 2 3 4 # #.

gDo one of the following:

If your pager needs a PIN, enter the

PIN, press #, press Redial/Pause,

and then enter your fax number

followed by # #.

Press OK.

For example, press:

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5

5 6 7 8 9 # #

If you do not need a PIN, press:

Redial/Pause, and then enter your

fax number followed by # #. Press

OK.

For example, press:

Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #

hPress Stop/Exit.

Note

• You cannot change a paging number or

PIN remotely.

• If Paging is turned on your machine

cannot receive a color fax unless the

sending machine converts it to black &

white.

• If you want to be paged for voice

messages, make sure you pressed MC

on/off key to turn the Message Center on.

Chapter 10

Fax Storage 10

If you choose Fax Storage, your machine

stores the received fax in the memory. You

will be able to retrieve fax messages from

another location using the remote retrieval

commands.

If you have set Fax Storage, a backup copy

will automatically be printed at the machine.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose Fax Storage.

Press OK.

fPress Stop/Exit.

Note

If Fax Storage is turned on your machine

cannot receive a color fax unless the

sending machine converts it to black &

white.

Fax Preview 10

How to preview a received fax10

If you choose Fax Preview you can view

received faxes on the LCD by pressing the

Fax Preview key. When the machine is in

Ready mode, a popup message will appear

on the LCD to alert you of new faxes. You can

continue all operations.

Setting Fax Preview 10

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose Fax Preview.

Press OK.

fPress Stop/Exit.

Note

When Fax Preview is turned on your

machine can only print the color faxes it

receives. It cannot store them in memory.

Using a fax preview 10

When you receive a fax, you will see the pop-

up message on the LCD. (For example:

New Fax(es): 02)

aPress Fax Preview.

You can see the new fax list.

Note

You can also see your old fax list by pressing

. Press

to go back to your new fax list.

Advanced fax operations (Black & White only)

bPress a or b to choose the fax you want

to see.

Press OK.

Note

• If your fax is large there may be a delay

before it is displayed on the LCD.

• The LCD will show the current page

number and total pages of the fax

message. When your fax message is over

99 pages the total number of pages will be

shown as “XX“.

cPress Stop/Exit.

When a fax is open the control panel keys will

perform the operations shown below.

How to delete all faxes in the list 10

aPress Fax Preview.

bPress a or b to choose Delete All.

Press OK.

Then, confirm the Delete by pressing 1.

How to print all faxes in the list 10

aPress Fax Preview.

bPress a or b to choose Print All.

Press OK.

Key Description

Enlarge the fax.

Reduce the fax.

a or bScroll vertically.

d or cScroll horizontally.

Rotate the fax clockwise.

Delete the fax.

Press 1 to confirm.

Go back to the previous page.

Go to the next page.

Go to the next step.

(Print, Back and Exit are

available.)

Go back to the fax list.

Black Start

Print the fax.

Press 1 to print the whole

message or 2 to print the current

page only.

After printing, you can choose to

delete or keep the fax.)

Chapter 10

How to preview an outgoing

fax (Black & White only) 10

You can preview a fax message before you

send it. You must set the Real Time

Transmission and Polling RX to off before

you use this feature.

aPress (Fax).

bLoad the document.

cEnter the fax number using the dial pad

or Speed Dial.

dPress Fax Preview.

The machine starts scanning the

document and the outgoing fax appears

on the LCD. When the fax is open the

control panel keys will perform the

operations shown below.

ePress Black Start.

Note

The fax message in the memory will be

erased when you press Black Start.

PC Fax Receive 10

If you turn on the PC-Fax Receive feature

your machine will store received faxes in

memory and send them to your PC

automatically. You can then use your PC to

view and store these faxes.

Even if you have turned off your PC (at night

or on the weekend, for example), your

machine will receive and store your faxes in

its memory. The number of received faxes

that are stored in the memory will appear at

the bottom left side of the LCD.

When you start your PC and the PC-FAX

Receiving software runs, your machine

transfers your faxes to your PC automatically.

To transfer the received faxes to your PC you

must have the PC-FAX Receiving software

running on your PC. (For details, see PC-FAX

receiving in the Software User’s Guide on the

CD-ROM.)

If you choose Backup Print:On the

machine will also print the fax.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose

PC Fax Receive.

Press OK.

fPress a or b to choose <USB> or the PC

you want to receive.

Press OK.

gPress a or b to choose

Backup Print:On or

Backup Print:Off.

Press OK.

Key Description

Enlarge the fax.

Reduce the fax.

a or bScroll vertically.

d or cScroll horizontally.

Rotate the fax clockwise.

Delete the fax.

Press 1 to confirm.

Go back to the previous page.

Go to the next page.

Advanced fax operations (Black & White only)

hPress Stop/Exit.

Note

• PC Fax Receive is not supported in the

Mac OS®.

• Before you can set up PC Fax Receive

you must install the MFL-Pro Suite

software on you PC. Make sure your PC is

connected and turned on. (For details see

PC-FAX Receiving in the Software User’s

Guide on the CD-ROM.)

• In the event of a power failure, the

machine will store your faxes in the

memory for approximately 24 hours.

However, if you choose

Backup Print:On the machine will print

the fax, so you will have a copy if there is

a power failure before it is sent to the PC.

• If you get an error message and the

machine cannot print the faxes in memory,

you can use this setting to transfer your

faxes to your PC. (For details, see Error

messages on page 136.)

• When PC Fax Receive is turned on only

black & white faxes can be received into

the memory and sent to the PC. Color

faxes will be received in real time and

printed in color.

Changing the destination PC 10

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose

PC Fax Receive.

Press OK.

fPress a or b to choose Change.

Press OK.

gPress a or b to choose <USB> or the PC

you want to receive.

Press OK.

hPress a or b to choose

Backup Print:On or

Backup Print:Off.

Press OK.

iPress Stop/Exit.

Chapter 10

Turning off Advanced

Fax Operations 10

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Fwd/Page/Store.

Press OK.

ePress a or b to choose Off.

Press OK.

fPress Stop/Exit.

Note

The LCD will give you more options if

there are received faxes still in your

machine’s memory. (See Changing

Advanced Fax Operations on page 76.)

Changing Advanced

Fax Operations 10

If received faxes are left in your machine's

memory when you change the Advanced Fax

Operations, the LCD will ask you one of the

following questions:

Erase All Fax?

Yes iPress 1

No iPress 2

Print All Fax?

Yes iPress 1

No iPress 2

• If you press 1, faxes in the memory will

be erased or printed before the setting

changes. If a backup copy has already

been printed it will not be printed again.

• If you press 2, faxes in the memory will

not be erased or printed and the setting

will be unchanged.

If received faxes are left in the machine's

memory when you change to

PC Fax Receive from another option

[Fax Forward, Paging, Fax Storage or

Fax Preview], press a or b to choose the

PC.

The LCD will ask you the following message:

Send Fax to PC?

Yes iPress 1

No iPress 2

• If you press 1, faxes in the memory will

be sent to your PC before the setting

changes. You will be asked if you want

to turn on Backup Print. (For detail, see

PC Fax Receive on page 74.)

• If you press 2, faxes in the memory will

not be erased or transferred to your PC

and the setting will be unchanged.

Advanced fax operations (Black & White only)

Remote Retrieval 10

You can call your machine from any touch

tone telephone or fax machine, then use the

remote access code and remote commands

to retrieve fax messages.

Setting a Remote Access

Code 10

The remote access code lets you access the

remote retrieval features when you are away

from your machine. Before you can use the

remote access and retrieval features, you

have to set up your own code. The factory

default code is inactive code (---l).

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Advanced Fax Operation.

Press OK.

dPress a or b to choose

Remote Access.

eEnter a three-digit code using numbers

0-9, l, or #.

Press OK. (The preset ‘l’ cannot be

changed.)

Note

Do not use the same code as your Fax

Receive Code (l 5 1) or Telephone

Answer Code (# 5 1). (See Using external

and extension telephones on page 55.)

fPress Stop/Exit.

Note

You can change your code at any time by

entering a new one. If you want to make

your code inactive, press Clear/Back in

step e to restore the inactive setting (---l)

and press OK.

Using your Remote Access

Code 10

aDial your fax number from a touch tone

telephone or another fax machine.

bWhen your machine answers, enter

your remote access code (3 digits

followed by l) at once.

cThe machine signals if it has received

messages:

1 long beep — Fax messages

2 long beeps — Voice messages

3 long beeps — Fax & Voice

messages

No beeps — No messages

dWhen the machine gives two short

beeps, enter a command.

The machine will hang up if you wait

longer than 30 seconds to enter a

command.

The machine will beep three times if you

enter an invalid command.

ePress 9 0 to reset the machine when you

have finished.

fHang up.

Note

If your machine is set to Manual mode

and you want to use the remote retrieval

features, wait about 2 minutes after it

starts ringing, and then enter the remote

access code within 30 seconds.

Chapter 10

Remote Fax commands 10

Follow the commands below to access features when you are away from the machine. When you

call the machine and enter your remote access code (3 digits followed by l), the system will give

two short beeps and you must enter a remote command.

Remote commands Operation details

91 Playing Voice messages After one long beep, the machine plays the ICM.

1 Repeat or Skip Backward Press 1 while listening to an ICM to repeat it. If you press 1

before a message, you will hear the previous message.

2 Skip Forward While playing the ICM, you can skip to the next message.

9 STOP Playing Stop Playing the ICM.

93 Erase all ICM If you hear one long beep, the erase is accepted. If you hear

three short beeps, you cannot erase because all voice

messages have not been played, or there are no voice

message to erase.

*This code erases all recorded messages, not one at a time.

94 Play and Record OGM in Memory

1 Play 1 Msg Ctr OGM The machine plays the selected OGM. You can stop playing

OGMs by pressing 9.

2 F/T OGM

2 Record 1 Msg Ctr OGM After one long beep, you can record the selected OGM. You

will hear the message played once. You can stop recording

the message by pressing 9.

2 F/T OGM

95 Change the Fax Forwarding,

Paging or Fax Storage settings

1 OFF You can choose Off after you have retrieved or erased all

your messages.

2 Fax Forwarding One long beep means the change is accepted. If you hear

three short beeps, you cannot change because something

has not been set up (for example, a Fax Forwarding or

Paging number has not been registered). You can register

your Fax Forwarding number by entering 4. (See Changing

your Fax Forwarding number on page 79.) Once you have

registered the number, Fax Forwarding will work.

3 Paging

4 Fax Forwarding number

6 Fax Storage

96 Retrieve a fax

2 Retrieve all faxes Enter the number of a remote fax machine to receive stored

fax messages. (See Retrieving fax messages on page 79.)

3 Erase faxes from the memory If you hear one long beep, fax messages have been erased

from the memory.

97 Check the receiving status

1 Fax You can check whether your machine has received any

faxes or voice messages. If yes, you will hear one long

beep. If no, you will hear three short beeps.

2 Voice

Advanced fax operations (Black & White only)

Retrieving fax messages 10

You can call your machine from any touch

tone telephone and have your fax messages

sent to a machine. Before you use this

feature, you have to turn on Fax Storage.

aDial your fax number.

bWhen your machine answers, enter

your remote access code (3 digits

followed by l) at once. If you hear one

long beep, you have messages.

cWhen you hear two short beeps, press

962.

dWait for the long beep, enter the number

(up to 20 digits) of the remote fax

machine you want your fax messages

sent to using the dial pad, then enter # #.

Note

You cannot use l and # as dial numbers.

However, press # if you want to create a

pause.

eHang up after you hear your machine

beep. Your machine will call the other

fax machine, which will then print your

fax messages.

Changing your Fax

Forwarding number 10

You can change the default setting of your fax

forwarding number from another touch tone

telephone or fax machine.

aDial your fax number.

bWhen your machine answers, enter

your remote access code (3 digits

followed by l) at once. If you hear one

long beep, you have messages.

cWhen you hear two short beeps, press

954.

dWait for the long beep, enter the new

number (up to 20 digits) of the remote

fax machine you want your fax

messages forwarded to using the dial

pad, then enter # #.

Note

You cannot use l and # as dial numbers.

However, press # if you want to create a

pause.

ePress 9 0 to reset the machine when you

have finished.

fHang up after you hear your machine

beep.

98 Change the Receive Mode

1 Msg Ctr If you hear one long beep, your change has been accepted.

2 Fax/Tel

3 Fax Only

90 Exit Pressing 9 0 allows you to exit remote retrieval. Wait for the

long beep, then replace the handset.

Remote commands Operation details

Fax reports 11

You need to set up the Transmission

Verification Report and Journal Period using

the Menu keys.

Transmission Verification

Report 11

You can use the Transmission Verification

Report as proof that you sent a fax. This

report lists the time and date of transmission

and whether the transmission was successful

(OK). If you choose On or On+Image, the

report will print for every fax you send.

If you send a lot of faxes to the same place,

you may need more than the job numbers to

know which faxes you must send again.

Choosing On+Image or Off+Image will print

a section of the fax's first page on the report

to help you remember.

When the Transmission Verification Report is

turned Off or Off+Image, the Report will

only print if there is a transmission error, with

NG in the RESULT column.

aPress Menu.

bPress a or b to choose Fax.

Press OK.

cPress a or b to choose

Report Setting.

Press OK.

dPress a or b to choose Transmission.

ePress d or c to choose On, On+Image,

Off or Off+Image.

Press OK.

fPress Stop/Exit.

Fax Journal (activity report) 11

You can set the machine to print a journal at

specific intervals (every 50 faxes, 6, 12 or 24

hours, 2 or 7 days). If you set the interval to

Off

, you can still print the report by following

the steps on

How to print a report on page 81

The factory setting is

Every 50 Faxes

aPress Menu.

bPress a or b to choose Fax.

Press OK.

Press

to choose

Report Setting

Press OK.

Press

to choose

Journal Period

ePress d or c to choose an interval.

Press OK.

(If you choose 7 days, the LCD will ask

you to choose the first day for the 7-day

countdown.)

6, 12, 24 hours, 2 or 7 days

The machine will print the report at

the chosen time and then erase all

jobs from its memory. If the

machine's memory becomes full with

200 jobs before the time you chose

has passed, the machine will print

the Journal early and then erase all

jobs from the memory. If you want an

extra report before it is due to print,

you can print it without erasing the

jobs from the memory.

Every 50 Faxes

The machine will print the Journal

when the machine has stored 50 jobs.

fEnter the time to start printing in 24-hour

format.

Press OK.

(For example: enter 19:45 for 7:45 PM.)

gPress Stop/Exit.

Printing Reports 11

Printing Reports

Reports 11

The following reports are available:

Transmission

Prints a Transmission Verification Report

for your last transmission.

Help List

A help list about how to quickly program

your machine.

Quick-Dial

Lists names and numbers stored in the

Speed Dial memory, in alphabetical or

numerical order.

Fax Journal

Lists information about the last incoming

and outgoing faxes. (TX: Transmit.)

(RX: Receive.)

User Settings

Lists your settings.

Network Config

Lists your Network settings.

How to print a report 11

aPress Menu.

bPress a or b to choose

Print Reports.

Press OK.

cPress a or b to choose the report you

want.

Press OK.

dPress Black Start.

ePress Stop/Exit.

Polling overview 12

Polling lets you set up your machine so other

people can receive faxes from you, but they

pay for the call. It also lets you call somebody

else’s fax machine and receive a fax from it,

so you pay for the call. The polling feature

needs to be set up on both machines for this

to work. Not all fax machines support polling.

Polling receive 12

Polling receive lets you call another fax

machine to receive a fax.

Setup to receive polling 12

aPress (Fax).

bPress a or b to choose Polling RX.

cPress d or c to choose On (or Off).

Press OK.

dEnter the fax number you are polling.

ePress Black Start or Color Start.

The LCD shows Dialing.

Sequential polling

(Black & White only) 12

Sequential polling lets you request

documents from several fax machines in one

operation. Afterwards, a Sequential Polling

Report will be printed.

aPress (Fax).

bPress a or b to choose Polling RX.

cPress d or c to choose On (or Off).

Press OK.

dPress a or b to choose Broadcasting.

Press OK.

ePress a or b to choose Add Number.

Press OK.

fEnter a number using Speed Dial, a

Group, or the dial pad.

Press OK.

gRepeat steps e and f for all the fax

numbers you want to poll, and then

press a or b to choose Complete.

Press OK.

hPress Black Start.

The machine polls each number or

Group number in turn for a document.

Press Stop/Exit while the machine is dialing

to cancel the polling process.

To cancel all sequential polling receive jobs,

see Checking and canceling waiting

jobs on page 37.

Polling 12

Polling

Polled transmit

(Black & White only) 12

Polled transmit lets you set up your machine

to wait with a document so another fax

machine can call and retrieve it.

The document will be stored and can be

retrieved by any other fax machine until you

delete it from the memory. (See Checking

and canceling waiting jobs on page 37.)

Set up for polled transmit 12

aPress (Fax).

bLoad your document.

cPress a or b to choose Polled TX.

dPress d or c to choose On (or Off).

Press OK.

ePress a or b to choose any settings you

want to change.

Press OK.

After each setting is accepted, you can

continue to change more settings.

fPress Black Start.

Chapter 12

Brother 8CAE19 Facsimile Transceiver User Manual users manual pt1

Brother Industries, Ltd. Facsimile Transceiver users manual pt1

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