Brother 8CAE19 Facsimile Transceiver User Manual users manual pt1

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Document ID	807124
Application ID	v1FZ/PeIHfI5D84rPeIzXA==
Document Description	users manual pt1
Short Term Confidential	No
Permanent Confidential	No
Supercede	No
Document Type	User Manual
Display Format	Adobe Acrobat PDF - pdf
Filesize	184.91kB (2311399 bits)
Date Submitted	2007-06-24 00:00:00
Date Available	2007-09-23 00:00:00
Creation Date	2007-05-29 16:29:12
Producing Software	Acrobat Distiller 6.0.1 (Windows)
Document Lastmod	2007-05-29 17:25:29
Document Title	users manual pt1
Document Creator	FrameMaker 7.0

Please see "User manual 3[Short-Term Confidentiality].pdf" for FCC and IC manual
statements.
USER’S GUIDE
MFC-685CW
MFC-885CW
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:
The 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.
Register your product on-line at
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 online at http://www.brother.com/registration/
© 2007 Brother Industries, Ltd.
Brother numbers
IMPORTANT
For technical help, you must call the country where you bought the machine. Calls must be
made from within that country.
Register your product
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:
ii
1-800-521-2846
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 
LC51BK (Prints approx. 500 pages)
Ink Cartridge  (blue)
LC51C (Prints approx. 400 pages)
Ink Cartridge  (red)
LC51M (Prints approx. 400 pages)
Ink Cartridge 
LC51Y (Prints approx. 400 pages)
Premium Glossy Photo Paper
(Letter size / 20 sheets)
BP61GLL
(4"×6" size / 20 sheets)
BP61GLP
Matte Inkjet Paper
BP60ML (USA only)
(Letter size / 25 sheets)
Inkjet Plain Paper
BP60PL (USA only)
(Letter size / 250 sheets)
Telephone Line Cord
LG3077001 (USA only)
Telephone Handset
LE5803016 (USA only)
(MFC-685CW only)
Handset Curled Cord
UL8019005 (USA only)
(MFC-685CW only)
Cordless Handset
BCL-D10
(MFC-885CW only)
Battery
BCL-BT10
(MFC-885CW only)
User's Guide
LPXXXXXXX (English for USA and Canada)
LPXXXXXXX (French for Canada)
iii
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.
iv
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);
vi
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
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.
© 2003, 2006 Brother International Corporation
vii
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
viii
Table of Contents
Section I
General
General Information
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
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
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
ix
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
Security features
29
Memory Security..................................................................................................29
Setting and changing the memory security password ...................................29
Turning the memory security on/off ...............................................................30
Section II Fax
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
Telephone Services and External devices
45
Voice operations.................................................................................................. 45
Making a telephone call................................................................................. 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
xi
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
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
xii
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
xiii
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
xiv
Section V Software
16
Software and Network features
116
Section VI Appendixes
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
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
xv
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
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
Glossary
189
Index
193
xvi
Section I
General
General Information
Loading documents and paper
General setup
Security features
10
21
29
1
General Information
Using the
documentation
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
The following symbols and conventions are
used throughout the documentation.
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.
Accessing the
Software User’s Guide
and Network User’s
Guide
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
Viewing Documentation
(For Windows®)
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:
Turn on your PC. Insert the Brother
CD-ROM into your CD-ROM drive.
If the model name screen appears, click
your model name.
General Information
If the language screen appears, click
your language. The CD-ROM main
menu will appear.
How to find Scanning instructions
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
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.
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.
Click Documentation.
Click 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.
How to find Network setup
instructions
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.
„ 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.)
Chapter 1
Viewing Documentation
(For Macintosh®)
How to find Scanning instructions
Turn on your Macintosh®. Insert the
Brother CD-ROM into your CD-ROM
drive. The following window will appear.
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
Double-click the Documentation icon.
Double-click your language folder.
Double-click the top page file to view the
Software User's Guide and Network
User's Guide in HTML format.
Click the documentation you want to
read:
„ Software User’s Guide
„ Network 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
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®)
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
MFC-685CW
11
10
12
9 8
MFC-885CW
11
12
10
9 8
Note
Most of the illustrations in this User’s Guide show the MFC-685CW.
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.
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.
General Information
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.
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.
Chapter 1
LCD display screen
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).
„
The LCD shows the current machine status
when the machine is idle.
Stop/Exit
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.
Ink
Lets you clean the print head, check the print
quality, and check the available ink volume.
Fax Preview
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.
Fax
12:45
12 Message Center keys:
Wireless Status
A four level indicator shows the current
wireless signal strength if you are using a
wireless connection.
Max
Memory Status
Lets you see the available memory in the
machine.
Ink indicator
Lets you see the available ink volume.
Current Receive Mode
Lets you see the current receive mode.
„ Fax (Fax only)
„ F/T (Fax/Tel)
„ MC (Msg Ctr)
„ Mnl (Manual)
Voice message in the machine’s memory.
Shows how many received voice messages
are in the memory.
Faxes in memory
Shows how many received faxes are in the
memory.
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.
11 On/Off
You can turn the machine on or off.
Black Start
Stops an operation or exits from a menu.
„
Mem.
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).
General Information
Basic Operations
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.
Press Menu.
Press a or b to choose
General Setup.
General Setup
FAX
LAN
Print Reports
Machine Info.
Initial Setup
Menu
Select & Press
Press OK.
Press a or b to choose Mode Timer.
General Setup
Mode Timer
Paper Type
Paper Size
Volume
Auto Daylight
2 Mins
Plain Paper
Letter
Offf
Of
Menu
Select & Press
Volume
Auto Daylight
30 Seconds
Plain Paper
Letter
Offf
Of
Menu
Select & Press
OK
Press OK.
You can see the current setting on the
LCD:
General Setup
Mode Timer
Paper Type
Paper Size
Volume
Auto Daylight
Menu
OK
Press d or c to choose 30 Secs.
General Setup
Mode Timer
Paper Type
Paper Size
OK
30 Seconds
Plain Paper
Letter
Offf
Of
Select & Press
OK
Press Stop/Exit.
2
Loading documents and paper
Loading documents
How to load documents
CAUTION
DO NOT pull on the document while it is
feeding.
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
68 to 86° F (20 to 30° C)
Humidity:
50% to 70%
20 lb LTR (80 g/m
DO NOT use paper that is curled, wrinkled,
folded, ripped, stapled, paper clipped,
pasted or taped.
DO NOT use cardboard, newspaper or fabric.
Temperature:
Paper:
You can send a fax, make copies, and scan
from the ADF (automatic document feeder)
and from the scanner glass.
Using the ADF
„ Make sure documents written with ink are
completely dry.
Fan the pages well. Make sure you put
the documents face down, top edge
first in the ADF until the display shows
ADF Ready.
Adjust the paper guides to fit the width of
your documents.
Unfold the ADF Document Output
Support Flap (1).
A4)
Document Sizes Supported
Length:
5.8 to 14 in.
(148 to 355.6 mm)
Width:
5.8 to 8.5 in.
(148 to 215.9 mm)
Weight:
17 to 24 lb (64 to 90 g/m2)
CAUTION
DO NOT leave thick documents on the
scanner glass. If you do this, the ADF may
jam.
10
Loading documents and paper
Using the scanner glass
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)
How to load documents
Note
Close the document cover.
CAUTION
You can use the scanner glass to fax, copy or
scan pages of a book or one page at a time.
Document Sizes Supported
If you are scanning a book or thick
document, DO NOT slam the cover down or
press on it.
Scannable area
The scannable area depends on the settings
in the application you are using. The figures
below show the areas you cannot scan on
paper.
To use the scanner glass, the ADF must
be empty.
Lift the document cover.
Using the document guidelines on the
left, center the document face down on
the scanner glass.
Usage
Document Top (1)
Size
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)
Letter
0.12 in.
(3 mm)
0.12 in.
(3 mm)
A4
0.12 in.
(3 mm)
0.12 in.
(3 mm)
Letter
0.12 in.
(3 mm)
0.12 in.
(3 mm)
A4
0.12 in.
(3 mm)
0 in.
(0 mm)
Copy
Scan
11
Chapter 2
Acceptable paper and
other media
Handling and using media
The print quality can be affected by the type
of paper you are using in the machine.
„ 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.
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.
„ 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.
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)
Improper Setup
DO NOT use the following kinds of paper:
• Damaged, curled, wrinkled, or
irregularly shaped paper
„ 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
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.
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
12
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
Up to 50 sheets of 20 lb Letter or 80 g/m 2 A4
paper.
„ Transparencies or photo paper must be
picked up from the output paper tray one
page at a time to avoid smudging.
Loading documents and paper
Choosing the right media
Paper type and size for each operation
Paper Type
Cut Sheet
Cards
Paper Size
Usage
Fax
Copy
Photo
Capture
Printer
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
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
–
–
–
Yes
Index Card 5 × 8 in. (127 × 203 mm)
Envelopes
Post Card
3.9 × 5.8 in. (100 × 148 mm)
–
–
–
Yes
Post Card
2 (Double)
5.8 × 7.9 in. (148 × 200 mm)
–
–
–
Yes
C5
Envelope
6.4 × 9 in. (162 × 229 mm)
–
–
–
Yes
DL
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
A4
8 1/2 × 11 in. (216 × 279 mm)
–
Yes
–
Yes
8.3 × 11.7 in. (210 × 297 mm)
–
Yes
–
Yes
13
Chapter 2
Paper weight, thickness and capacity
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
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
Cards
Envelopes
20 to 25 lb (75 to 95 g/m2)
Up to 0.02 in. (Up to 0.52 mm)
10
Transparencies
–
–
10
Up to 50 sheets for Legal size paper 20 lb (80 g/m2).
Up to 100 sheets of 20 lb (80 g/m2) paper.
14
For 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.)
Loading documents and paper
Loading paper and
other media
Press and slide the paper side guides
(1) and paper length guide (2) to fit the
paper size.
Note
To print on Photo (4"×6") or Photo L
(3.5"×5") paper, see Loading photo
paper on page 18.
If 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).
Fan the stack of paper well to avoid
paper jams and misfeeds.
Note
Always make sure that the paper is not
curled.
Gently put the paper into the paper tray
print side down and top edge first.
Check that the paper is flat in the tray.
15
Chapter 2
Note
Close the output paper tray cover.
Slowly push the paper tray completely
into the machine.
While holding the paper tray in place,
pull out the paper support (1) until it
clicks and unfold the paper support
flap (2).
When you use Legal size paper, press
and hold the universal guide release
button as you slide out the front of the
paper tray.
Gently 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.
Note
Do not use the paper support flap for
Legal paper.
16
Loading documents and paper
Loading envelopes and post
cards
About envelopes
How to load envelopes and post cards
Before loading, press the corners and
sides of the envelopes or post cards to
make them as flat as possible.
„ 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.
Note
If the envelopes or post cards are ‘doublefeeding’, put one envelope or post card in
the paper tray at a time.
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.
Glue
Double flap
Occasionally you may experience paper
feed problems caused by the thickness,
size and flap shape of the envelopes you
are using.
Put 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.
17
Chapter 2
If you have problems when printing on
envelopes, try the following suggestions:
Open the envelope flap.
Adjust the size and margin in your
application.
Make sure the open flap is either to the
side of the envelope or to the back edge
of the envelope when printing.
Loading photo paper
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.
Press 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.
Photo Bypass Tray
Press and slide the paper side
guides (1) and paper length guide (2) to
fit the paper size.
18
Loading documents and paper
Put 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.
Removing small printouts
from the machine
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.
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.
When 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.
19
Chapter 2
Printable area
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.
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)
Note
The Borderless feature is not available for envelopes.
20
3
General setup
On/Off key
When the machine is idle, you can turn it on
and off by pressing the On/Off key.
If you have connected an external
telephone or TAD, it is always available.
Press 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
On/Off setting
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.)
Note
Turning the machine off
Press Menu.
Press a or b to choose
On/Off Setting.
Press d or c to choose
Fax Receive:On (or
Fax Receive:Off).
Press OK.
Press Stop/Exit.
Press a or b to choose
General Setup.
Press OK.
Press the On/Off key.
21
Chapter 3
On/Off
setting
Receive
mode
Available operations
Fax Rec
eive:Of
—
No machine
operations will be
available.
Fax Rec
Fax Only
eive:On
Fax/Tel
Fax Receive
Easy Receive
(factory
setting)
12
Manual 3
Mode Timer
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.
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
Press Menu.
Press a or b to choose Mode Timer.
Press Stop/Exit.
Fax Storage 4
Fax Preview 4
PC Fax Receive 4
Remote Retrieval 4
Manual
Easy Receive
Delayed Fax 4
You cannot receive a fax with Black Start or
Color Start.
You can receive telephone calls by lifting the handset
(MFC-685CW) or using the cordless handset
(MFC-885CW).
When an external TAD is connected and Easy
Receive is turned on.
Set before you switch off the machine.
22
Press a or b to choose
General Setup.
Press OK.
Press d or c to choose 0 Sec, 30 Secs,
1 Min, 2 Mins, 5 Mins or Off.
Press OK.
General setup
Paper settings
Paper Type
To get the best print quality, set the machine
for the type of paper you are using.
Press Menu.
Press a or b to choose
General Setup.
Press OK.
Press a or b to choose Paper Type.
Press d or c to choose Plain Paper,
Inkjet Paper, Brother Photo,
Other Photo or Transparency.
Press OK.
Paper Size
You can use five sizes of paper for printing
copies: Letter, Legal, A4, A5, and 4 × 6 in.
(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.
Press Menu.
Press a or b to choose Paper Size.
Press Stop/Exit.
Press Stop/Exit.
Note
Press a or b to choose
General Setup.
Press OK.
Press d or c to choose Letter, Legal,
A4, A5 or 4"x6".
Press OK.
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.
23
Chapter 3
Volume Settings
Ring Volume
You can choose a range of ring volume
levels, from High to Off.
Press Menu.
Press a or b to choose Volume.
Press OK.
Press a or b to choose Beeper.
Press Stop/Exit.
Press Menu.
Press a or b to choose
General Setup.
Press OK.
Press a or b to choose Volume.
Press OK.
Press a or b to choose Ring.
Press Stop/Exit.
24
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.
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
Beeper Volume
Press d or c to choose Low, Med, High
or Off.
Press OK.
Press a or b to choose
General Setup.
Press OK.
Press d or c to choose Low, Med, High
or Off
Press OK.
General setup
Speaker Volume
You can choose a range of speaker volume
levels, from High to Off.
Press Menu.
Press a or b to choose
General Setup.
Press OK.
Press a or b to choose Volume.
Press OK.
Press a or b to choose Speaker.
Press d or c to choose Low, Med, High
or Off.
Press OK.
Press Stop/Exit.
Handset Volume
(MFC-685CW only)
Press Menu.
Press a or b to choose
General Setup.
Press OK.
Press a or b to choose Volume.
Press OK.
Press a or b to choose Handset.
Press Stop/Exit.
Press d or c to choose Low or High.
Press OK.
Note
Press Speaker Phone.
• 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
This setting will stay until you change it
again.
• 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.
Press Speaker Phone.
You can also adjust the speaker volume by
pressing 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
Choosing the Handset
Volume (For Volume Amplify)
(MFC-685CW only)
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.
25
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
Setting Volume Amplify
(MFC-685CW only)
Please carefully read Choosing the Handset
Volume (For Volume Amplify) (MFC-685CW
only) on page 25.
Press Menu.
Press a or b to choose Volume.
Press OK.
Press a or b to choose
Volume Amplify.
Press OK.
Do one of the following.
„ 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.
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.
Do 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 hearingimpaired, choose Temporary, and
then press OK.
26
Press a or b to choose
General Setup.
Press OK.
„ If none of the users are hearingimpaired, press d or c to choose Off,
and then press OK and go to step g.
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
Press Stop/Exit.
General setup
Automatic Daylight
Savings Time
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.
Press Menu.
Press a or b to choose
General Setup.
Press OK.
Press a or b to choose
Auto Daylight.
Press d or c to choose On (or Off).
Press OK.
Press Stop/Exit.
LCD display
LCD Contrast
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.
Press Menu.
Press a or b to choose LCD Settings.
Press OK.
Press a or b to choose LCD Contrast.
Press Stop/Exit.
Press a or b to choose
General Setup.
Press OK.
Press d or c to choose Light, Med or
Dark.
Press OK.
Setting the backlight
brightness
You can adjust the brightness of the LCD
backlight. If you are having difficulty reading
the LCD, try changing the brightness setting.
Press Menu.
Press a or b to choose LCD Settings.
Press OK.
Press a or b to choose Backlight.
Press Stop/Exit.
Press a or b to choose
General Setup.
Press OK.
Press d or c to choose Light, Med or
Dark.
Press OK.
27
Chapter 3
Setting the Dim Timer for the
backlight
Setting the Off Timer
You can set how long the LCD backlight stays
on after the last key press.
Press Menu.
Press a or b to choose
General Setup.
Press OK.
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.
Press Menu.
Press a or b to choose
General Setup.
Press OK.
Press a or b to choose LCD Settings.
Press OK.
Press a or b to choose LCD Settings.
Press OK.
Press a or b to choose Dim Timer.
Press a or b to choose Off Timer.
Press Stop/Exit.
Press Stop/Exit.
Press d or c to choose 10 Secs, 20
Secs, 30 Secs or Off.
Press OK.
Press d or c to choose 1 Min, 2 Mins,
3 Mins, 5 Mins, 10 Mins, 30 Mins
or Off.
Press OK.
Note
When the display is off you can press any
key to turn it back on.
Setting the Wallpaper
You can change the wallpaper.
28
Press Menu.
Press a or b to choose LCD Settings.
Press OK.
Press a or b to choose Wallpaper.
Press OK.
Press a or b to choose a wallpaper.
Press OK.
Press Stop/Exit.
Press a or b to choose
General Setup.
Press OK.
4
Security features
Memory Security
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 prescheduled 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)
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
„ Paging (If Paging was already On)
„ Remote retrieval (If Fax Storage was
already On)
Note
If you have already set the password, you
will not need to set it again.
„ Cordless handset (MFC-885CW only)
• Making a call
Setting a password for the first time
• Receiving a call
Press Menu.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose Mem Security.
Press OK.
Press a or b to choose Set Password.
Press OK.
Enter a 4-digit number for the password.
Press OK.
When the LCD shows Verify:,
re-enter the password.
Press OK.
Press Stop/Exit.
• 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
Press a or b to choose Fax.
Press OK.
29
Chapter 4
Changing your memory security
password
Turning the memory security
on/off
Press Menu.
Press a or b to choose Fax.
Press OK.
Turning on the memory security lock
Press Menu.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose Mem Security.
Press OK.
Press a or b to choose Set Password.
Press OK.
Press a or b to choose Mem Security.
Press OK.
Enter the registered 4-digit number for
the current password.
Press OK.
Press a or b to choose Set Security.
Press OK.
Enter a 4-digit number for a new
password.
Press OK.
Enter the registered 4-digit password.
Press OK.
The machine goes offline and the LCD
shows Secure Mode.
When the LCD shows Verify:,
re-enter the new password.
Press OK.
Press a or b to choose Fax.
Press OK.
Note
If there is a power failure the data will stay
in memory for approximately 24 hours.
Press Stop/Exit.
Turning off the memory security
Press Menu.
Enter 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.
30
Section II
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
Sending a fax
II
5
Sending a fax
Entering Fax mode
When the option you want is highlighted,
press OK.
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
Faxing from the ADF
the
Press
Put the document face down in the ADF.
(See Using the ADF on page 10)
Enter the fax number using the dial pad,
Speed Dial or Search.
(Fax) key to illuminate it in green.
(Fax).
Note
The LCD shows:
Fax Resolution
Standard
Contrast
Speed Dial
Outgoing Call
Auto
FAX/TEL
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.
Fax Start Press
Press a or b to scroll through the Fax key
options. Some functions are only available
when sending black & white faxes.
Press Black Start or Color Start.
The machine starts scanning the
document.
Note
„ Fax Resolution (See page 36.)
• To cancel, press Stop/Exit.
„ Contrast (See page 35.)
• If the memory is full, the fax will be sent in
real time.
„ 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.)
32
Sending a fax
Faxing from the scanner
glass
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.
Press
Load your document face down on the
scanner glass. (See Using the scanner
glass on page 11)
Enter the fax number using the dial pad,
Speed Dial or Search.
(Fax).
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.
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
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.
Press
Press a or b to choose Scan Size.
Press OK.
Press d or c to choose A4.
Press OK.
(Fax).
Note
You can save the setting you use most
often by setting it as default. (See
page 38.)
Press 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.
Put the next page on the scanner glass.
Press OK.
The machine starts scanning the page.
(Repeat steps e and f for each
additional page.)
Do 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.
Color fax transmission
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
If you want to cancel a fax while the machine
is scanning, dialing or sending, press
Stop/Exit.
33
Chapter 5
Broadcasting
(Black & White only)
• 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.
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.
Canceling a Broadcast in
progress
After the broadcast is finished, a Broadcast
Report will be printed.
Press Menu.
Press a or b to choose
Remaining Jobs.
Press OK.
The LCD will show the fax number being
dialed and the Broadcast job number.
„ Press b to choose Search and OK
to enter a number using Speed Dial
or a Group.
Press OK.
The LCD will ask you the following
message:
Cancel Job?
Yes i Press 1
No
i Press 2
After you have entered all the fax
numbers by repeating step e, press a
or b to choose Complete.
Press OK.
Press 1 to clear the number being
dialed.
The LCD will then show the Broadcast
job number.
Press OK.
The LCD will ask you the following
message:
Cancel Job?
Yes i Press 1
No
i Press 2
Press 1 to cancel the Broadcast.
Press
Load your document.
Press a or b to choose Add Number.
Press OK.
Do one of the following:
(Fax).
Press a or b to choose Broadcasting.
Press OK.
„ Enter a number using a dial pad.
Press 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.
34
Press a or b to choose Fax.
Press OK.
Press Stop/Exit.
Sending a fax
Additional sending
operations
Sending faxes using multiple
settings
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.
Press
(Fax).
The LCD shows:
Fax Resolution
Standard
Contrast
Speed Dial
Outgoing Call
Auto
FAX/TEL
Contrast
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.
Press
Press a or b to choose Contrast.
(Fax).
Press d or c to choose Auto, Light or
Dark.
Press OK.
Note
Fax Start Press
Press a or b to choose a setting you
want to change.
Choose the option you want for the
setting.
After each setting is accepted, you can
continue to change more settings.
Press d or c to choose the options.
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.
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.)
35
Chapter 5
Changing fax resolution
The quality of a fax can be improved by
changing the fax resolution.
Press
Press a or b to choose
Fax Resolution.
(Fax).
Press 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.
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.
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.
36
Dual access
(Black & White only)
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
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.
Press
Press a or b to choose Real Time TX.
(Fax).
Press 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.
Sending a fax
Overseas Mode
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.
Press
Load your document.
Delayed Batch Transmission
(Black & White only)
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.
(Fax).
Press
Press a or b to choose
Overseas Mode.
Press a or b to choose Batch TX.
Press d or c to choose On (or Off).
Press OK.
Press Stop/Exit.
Delayed Faxing
(Black & White only)
(Fax).
Press d or c to choose On.
Press OK.
Checking and canceling
waiting jobs
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.
Press
Load your document.
Enter the time you want the fax to be
sent (in 24-hour format).
(For example, enter 19:45 for 7:45 PM.)
Press OK.
(Fax).
Press a or b to choose Delayed Fax.
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.)
Press Menu.
Press a or b to choose
Remaining Jobs.
Press OK.
Any waiting jobs appear on the LCD.
Press a or b to scroll through the jobs
and choose the job you want to cancel.
Press OK.
Do one of the following:
Press d or c to choose On.
Press OK.
Press a or b to choose Fax.
Press OK.
„ To cancel, press 1 to choose Yes.
Note
If you want to cancel another job go
to step d.
The number of pages you can scan into
the memory depends on the amount of
data that is printed on each page.
„ To exit without canceling, press 2 to
choose No.
When you have finished, press
Stop/Exit.
37
Chapter 5
Setting your changes as the
new default
Sending a fax manually
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.
Press
Press a or b to choose your new setting.
Press OK.
Repeat this step for each setting you
want to change.
(Fax).
After changing the last setting, press a
or b to choose Set New Default.
Press OK.
Press 1 to choose Yes.
Restoring all settings to the
factory settings
You can restore all the settings you have
changed to the factory settings. These
settings will stay until you change them again.
Press
Press a or b to choose
Factory Reset.
Press OK.
(Fax).
Manual transmission lets you hear the
dialing, ringing and fax-receiving tones while
sending a fax.
Press
Load your document.
To 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
Dial the fax number.
Replace the handset.
on the cordless
When you hear the fax tone, press
Black Start or Color Start.
If you are using the scanner glass press
1 to send a fax.
Sending a fax at the end of a
conversation
At the end of a conversation you can send a
fax to the other party before you both hang
up.
Ask the other party to wait for fax tones
(beeps) and then to press the Start or
Send key before hanging up.
Load your document.
Press 1 to choose Yes.
Press Stop/Exit.
(Fax).
press
handset.
Press Stop/Exit.
Press Black Start or Color Start.
„ If you are using the scanner glass,
press 1 to send a fax.
38
Replace the handset.
Sending a fax
Out of Memory message
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.)
39
6
Receiving a Fax
Receive modes
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
If you are using the Distinctive Ring subscriber service from your telephone company, see
Distinctive Ring on page 47.
Are you using the built-in Message Center?
Yes
See Message Center.
No
Do you use a Distinctive Ring subscriber service?
Yes
See Distinctive Ring.
No
Are you connecting an external telephone or external TAD (telephone
answering device) to the machine?
No
Yes
Are you using the voice message
function of your external TAD
(telephone answering device)?
Do you want the machine to
answer fax and telephone
calls automatically?
No
No
Manual
Yes
Do you want to use the
machine for fax only?
Yes
No
Yes
Fax Only
Fax/Tel
Manual*
* We recommend you set Easy Receive to On.
To set a receive mode follow the instructions below.
Press Menu.
Press a or b to choose Initial Setup.
Press OK.
Press a or b to choose Receive Mode.
Press d or c to choose Fax Only, Fax/Tel, or Manual.
Press OK.
Press Stop/Exit.
The LCD will display the current receive mode.
40
Receiving a Fax
Using receive modes
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:
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
Message Center ( MC)
„ Faxes will be automatically received.
„ Voice callers can record a message.
Fax only mode will automatically answer
every call. If the call is a fax your machine will
receive it.
Fax/Tel
To set up the Message Center mode see
page 65.
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:
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.)
„ 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
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.
41
Chapter 6
Receive mode settings
Ring Delay
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.
Press Menu.
Press a or b to choose
Setup Receive.
Press OK.
Press a or b to choose Ring Delay.
Press OK.
Press a or b to choose Ring Delay
again.
Press 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.
42
Press a or b to choose Fax.
Press OK.
Press Stop/Exit.
F/T Ring Time
(Fax/Tel mode only)
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.)
Press Menu.
Press a or b to choose
Setup Receive.
Press OK.
Press a or b to choose
F/T Ring Time.
Press 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.
Press Stop/Exit.
Press a or b to choose Fax.
Press OK.
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
If Easy Receive is On:
Press a or b to choose
Setup Receive.
Press OK.
Press a or b to choose Easy Receive.
Press OK.
Press d or c to choose On, Semi (or
Off).
Press OK.
Press Stop/Exit.
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:
Press Menu.
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:
Press a or b to choose Fax.
Press OK.
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.
43
Chapter 6
Additional receiving
operations
Printing a reduced incoming
fax
Printing a fax from the
memory
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.)
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.)
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose Fax.
Press OK.
Press Menu.
Press a or b to choose Fax.
Press OK.
Press a or b to choose Print Fax.
Press OK.
Press a or b to choose
Setup Receive.
Press OK.
Press Black Start.
Press a or b to choose
Auto Reduction.
Press d or c to choose On (or Off).
Press OK.
Press Stop/Exit.
Receiving a fax at the end of a
conversation
At the end of a conversation you can ask the
other party to fax you information before you
both hang up.
Ask the other party to place the
document in their machine and to press
the Start or Send key.
When you hear the other machine's
CNG tones (slowly repeating beeps),
press Black Start or Color Start.
Press 2 to receive a fax.
44
Replace the handset.
Note
When you print a fax from the memory, the
fax data will be erased.
7
Telephone Services and External
devices
Voice operations
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.
Do one of the following:
When you hear the dial tone, enter a
number using the dial pad, Speed Dial
and Search.
If you pressed Speaker Phone, speak
clearly toward the microphone
„ (MFC-685CW) Replace the handset.
„ (MFC-885CW) Pick up the cordless
handset and press
Answering calls with the
Speaker Phone
When you hear the dial tone, enter a
number using the dial pad, Speed Dial
or Search.
(Speaker phone) speak clearly toward
To hang up, do one of the following:
„ (MFC-685CW) Replace the handset
or press Speaker Phone.
To hang up, do one of the following:
„ Press Speaker Phone.
the microphone
„ (MFC-685CW) Pick up the handset
or press Speaker Phone.
(Talk) or press
Speaker Phone on the machine.
To start a voice call, do one of the
following:
„ Press Speaker Phone.
If you have the MFC-885CW, please see the
Digital Cordless Handset BCL-D10 User’s
Guide.
„ (MFC-685CW) Pick up the handset.
Note
Making a telephone call
Making a telephone call
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.
„ (MFC-885CW) Press
(Off) on
the cordless handset or press
Speaker Phone on the machine.
45
Chapter 7
Hold
For MFC-685CW
Press Hold to put a call on Hold.
You can replace the handset without
disconnecting the call.
Pick up the machine's handset or press
Speaker Phone to release the call from
Hold.
Tone or Pulse (Canada only)
If you have a Pulse dialing service, but need
to send Tone signals (for example, for
telephone banking), follow the instructions
below:
„ (MFC-885CW) Pick up the cordless
handset and press
You can pick up an extension telephone
and continue speaking without releasing
the call from Hold on the machine.
If you answered by pressing
Speaker Phone on the machine, press
Hold/Intercom on the machine to put a
call on Hold.
To 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.
Do one of the following:
„ (MFC-685CW) Pick up the handset
or press Speaker Phone.
Note
For MFC-885CW
(Talk) or press
Speaker Phone on the machine.
Press # 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
When the machine is in Fax/Tel mode, it will
use the F/T Ring Time (pseudo/doubleringing) 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 # 5 1 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
l 5 1.
(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.
46
Telephone Services and External devices
Fax/Tel mode when the power
key is off
Telephone services
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.
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
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?
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.
47
Chapter 7
What does Brother's ‘Distinctive Ring’
do?
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
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.
Ring
Pattern
Rings
long-long
short-long-short
short-short-long
very long (normal
pattern)
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
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.
48
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.
Register the one your telephone company
gives you.
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?
Before you choose the ring pattern to
register
Telephone Services and External devices
Press Menu.
Caller ID
Press a or b to choose Fax.
Press OK.
Press a or b to choose Miscellaneous.
Press OK.
Press a or b to choose Distinctive.
Press OK.
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.
Press a or b to choose Set.
Press OK.
Press 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.)
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).
Press Stop/Exit.
Distinctive Ring is now set to on.
Turning off Distinctive Ring
Press Menu.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose Fax.
Press OK.
Press a or b to choose Distinctive.
Press OK.
Press a or b to choose Off.
Press OK.
Press Stop/Exit.
„ 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.
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.)
49
Chapter 7
Setting up your area code (USA only)
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.
Press Menu.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose Caller ID.
Press OK.
Press a or b to choose Area Code.
50
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.
Press Menu.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose Caller ID.
Press OK.
Press 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.
Press 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.
To finish viewing, press Stop/Exit.
Press a or b to choose Fax.
Press OK.
Viewing Caller ID List
Use the dial pad to enter your area code.
Press OK.
Press Stop/Exit.
Press a or b to choose Fax.
Press OK.
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
Press Menu.
Press a or b to choose
Miscellaneous.
Press OK.
Press a or b to choose Caller ID.
Press OK.
Press 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.
Press a or b to choose Fax.
Press OK.
Press Black Start or Color Start.
After printing has finished, press
Stop/Exit.
Connecting an external
TAD (telephone
answering device)
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.
51
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.)
Connections
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).
Plug the telephone line cord from the
telephone wall jack into the jack labeled
LINE.
Plug 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.)
Set your external TAD to four rings or
less. (The machine's Ring Delay setting
does not apply.)
Record the outgoing message on your
external TAD.
Set the TAD to answer calls.
TAD
When the TAD answers a call, the LCD
shows Ext. Tel in Use.
52
Set 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
Special line considerations
Timing is important in recording this
message. The message sets up the ways to
handle both manual and automatic fax
reception.
Record 5 seconds of silence at the
beginning of your message. (This allows
your machine time to listen for the fax
CNG tones of automatic transmissions
before they stop.)
Limit your speaking to 20 seconds.
End your 20-second message by giving
your Fax Receive Code for people
sending manual faxes. For example:
‘After the beep, leave a message or
send a fax by pressing l 5 1 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 rerecord the OGM to include it.
Roll over telephone lines
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
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
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.
53
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
Plug one end of the second telephone
line cord for your TAD into the L2 jack of
the two-line TAD. Plug the other end into
the EXT. jack on the left side of the
machine.
RJ14
Triplex Adapter
RJ11
Two Line Telehone
RJ14
External Two Line TAD
Machine
Installing machine, external two-line
TAD and two-line telephone
When you are installing an external two-line
telephone answering device (TAD) and a
two-line telephone, your machine must be
isolated on one line at both the wall jack and
at the TAD. The most common connection is
to put the machine on Line 2, which is
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 twoline TAD. You will need a fourth line cord if
you add a two-line telephone.
Put the two-line TAD and the two-line
telephone next to your machine.
Plug one end of the telephone line cord
for your machine into the L2 jack of the
triplex adapter. Plug the other end into
the LINE jack on the back of the
machine.
54
Plug one end of the first telephone line
cord for your TAD into the L1 jack of the
triplex adapter. Plug the other end into
the L1 or L1/L2 jack of the two-line TAD.
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)
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.
Telephone Services and External devices
External and extension
telephones
Connecting an external or
extension telephone
If you answer a call and no one is on
the line:
You should assume that you're receiving a
manual fax.
Press l 5 1 and wait for the chirp or until the
LCD shows Receiving, and then hang up.
Note
You can connect a separate telephone (or
telephone answering device) directly to your
machine as shown in the diagram below.
You can also use the Easy Receive
feature to make your machine
automatically take the call. (See Easy
Receive on page 43.)
Connect the telephone line cord to the jack
labeled EXT.
Using a non-Brother cordless
external telephone
(MFC-685CW only)
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.
Extension telephone
External telephone
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.
When you are using an external or extension
telephone, the LCD shows
Ext. Tel in Use.
Using external and extension
telephones
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 l 5 1, the machine starts to
receive the fax.
Using remote codes
Fax Receive code
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
l 5 1. 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.
If the machine answers a voice call and
pseudo/double-rings for you to take over, use
the Telephone Answer Code # 5 1 to take the
call at an extension telephone. (See F/T Ring
Time (Fax/Tel mode only) on page 42.)
55
Chapter 7
Telephone Answer code
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 # 5 1
(make sure you press this between the rings).
Changing the remote codes
The preset Fax Receive Code is l 5 1. The
preset Telephone Answer Code is # 5 1. If
you want to, you can replace them with your
own codes.
Press Menu.
Press a or b to choose
Setup Receive.
Press OK.
Press a or b to choose Remote Codes.
Press OK.
Press d or c to choose On.
Press OK.
Enter the new Fax Receive Code.
Press OK.
Enter the new Telephone Answer Code.
Press OK.
Press Stop/Exit.
Press a or b to choose Fax.
Press OK.
Note
• If you are always disconnected when
accessing your external TAD remotely, try
changing the Fax Receive Code and
Telephone Answer Code to another threedigit code (such as # # # and 9 9 9).
• Remote Codes might not work with some
telephone systems.
56
8
Dialing and storing numbers
How to Dial
Manual dialing
Search
Press Speed Dial.
Press a or b to choose Search.
Press OK.
You can also choose Speed Dial by
pressing
Press Speed Dial.
Press a or b to choose
Alphabetical Order or
Numerical Order.
Press OK.
• Press l to make the LCD font size larger.
• Press # to make the LCD font size smaller.
You can also choose Speed-Dial by
pressing
(Fax).
Note
Speed Dialing
You can search for names you have stored in
the Speed Dial memory.
Press all of the digits of the fax or telephone
number.
If 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.
(Fax).
Press a or b to choose Search.
Press OK.
Press the two-digit Speed Dial number.
(See Storing Speed Dial
numbers on page 59.)
If 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.
57
Chapter 8
Fax Redial
„ To make a telephone call, press a or
b to choose Make a phone call.
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.
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.
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.
Press OK.
(See Storing Speed Dial numbers
from Outgoing Calls on page 60.)
Press Redial/Pause.
„ Press a or b to choose Delete.
Press a or b to choose the number you
want to redial.
Press OK.
Press a or b to choose Send a fax.
Press OK.
Press Black Start or Color Start.
Press OK.
Press 1 to confirm.
This feature requires the Caller ID subscriber
service offered by many local telephone
companies. (See Caller ID on page 49.)
In Real Time Transmission the automatic
redial feature does not work when using
the scanner glass.
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.
Press Redial/Pause.
You can also choose Outgoing Call
by pressing
58
(Fax).
Press a or b to choose the number you
want to call.
Press OK.
Press Stop/Exit.
Caller ID history
Note
Outgoing Call
Do one of the following:
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.
Press
Press a or b to choose
Caller ID hist..
Press OK.
Press a or b to choose the number you
want to call.
Press OK.
(Fax).
Dialing and storing numbers
Do 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.
Storing numbers
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.
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.)
Note
If you lose electrical power, the Quick-Dial
numbers that are in the memory will not be
lost.
Storing a pause
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
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).
Press Speed Dial.
Press a or b to choose the 2-digit
Speed-Dial location you want to store
the number in.
Press OK.
Press a or b to choose
Set Speed Dial.
Press OK.
59
Chapter 8
Do 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.
Enter the fax or telephone number (up to
20 digits).
Press OK.
Do one of the following:
„ Enter the second fax or telephone
number (up to 20 digits).
Storing Speed Dial numbers from
Outgoing Calls
You can also store Speed Dial numbers from
the Outgoing Call history.
by pressing
Press a or b to choose the name or
number you want to store.
Press OK.
Press a or b to choose
Add to Speed Dial.
Press OK.
Press a or b to choose the 2-digit
Speed-Dial location you want to store
the number in.
Press OK.
Do one of the following:
„ If you do not want to store a second
number, press OK.
Do one of the following:
„ Enter the name (up to 16 characters)
using the dial pad.
„ To store another Speed Dial
number, go to step c.
Press OK.
„ To finish the setting, press a or b to
choose Complete.
(To help you enter letters, see
Entering Text on page 172.)
Press OK.
(Fax).
Press OK.
Press Redial/Pause.
You can also choose Outgoing Call
„ To store the number without a name,
press OK.
Press Stop/Exit.
Press OK to confirm the fax or
telephone number.
Do 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.
60
Press a or b to choose Complete.
Press OK.
Press Stop/Exit.
Dialing and storing numbers
Press a or b to choose Complete.
Press OK.
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.)
Press Stop/Exit.
Press
You can change or delete a Speed-Dial
number that has already been stored.
Press a or b to choose
Caller ID hist..
Press OK.
Storing Speed Dial numbers from the
Caller ID history
(Fax).
Press a or b to choose the number you
want to store.
Press OK.
Press a or b to choose
Add to Speed Dial.
Press OK.
Changing Speed Dial names
or numbers
Press Speed Dial.
Press a or b to choose the 2-digit
Speed-Dial location you want to change.
Press OK.
Do one of the following:
Press a or b to choose the 2-digit
Speed-Dial location you want to store
the number in.
Press OK.
„ Press a or b to choose Delete.
Press OK.
Press 1 to confirm and press
Stop/Exit
Press OK.
Press OK to confirm the fax or
telephone number.
Do 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.
Press OK.
„ Enter the name (up to 16 characters)
using the dial pad.
„ To store the number without a name,
press OK.
Press a or b to choose
Set Speed Dial.
Press OK.
„ Press a or b to choose Change.
Do one of the following:
(To help you enter letters, see
Entering Text on page 172.)
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.
Do 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.
61
Chapter 8
Do one of the following:
Press 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.
Press a or b to choose the 2-digit
location where you want to add to the
Group.
Press OK.
Press a or b to choose Add Number.
Press OK.
Press a or b to choose the number you
want to add.
Press OK.
(See Search on page 57.)
After you have finished adding numbers
by repeating steps e and f, press a or
b to choose Complete.
Press OK.
Press Stop/Exit.
„ Enter the new fax or telephone
number (up to 20 digits).
Press OK.
„ If you do not want to change the
number, press OK.
Do 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.
Press a or b to choose Complete.
Press OK.
Press Stop/Exit.
Setting up groups for
broadcasting
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.)
62
Press Speed Dial.
Press a or b to choose Setup Groups.
Press OK.
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
Press Speed Dial.
Deleting a Group
Press Speed Dial.
Press a or b to choose the Group name
you want to change.
Press OK.
Press a or b to choose the Group you
want to delete.
Press OK.
Press a or b to choose
Change Group Name.
Press OK.
Press a or b to choose Delete.
Press OK.
Press 1 to confirm.
Note
Press a or b to choose Complete.
Press OK.
Press Stop/Exit.
Press a or b to choose Setup Groups.
Press OK.
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.
Enter the new name (up to 16
characters) using the dial pad.
Press OK.
(See Entering Text on page 172. For
example, type NEW CLIENTS).
Press a or b to choose Complete.
Press OK.
Press Stop/Exit.
Press a or b to choose Setup Groups.
Press OK.
Deleting a number from a Group
Press Speed Dial.
Press a or b to choose the Group you
want to change.
Press OK.
Press a or b to choose the number you
want to delete.
Press OK.
Press 1 to confirm.
Press a or b to choose Complete.
Press OK.
Press Stop/Exit.
Press a or b to choose Setup Groups.
Press OK.
63
Chapter 8
Dialing Access codes and
credit card numbers
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:
Press Speed Dial.
Press a or b to choose Search.
Press OK.
Enter 03.
Note
If you stored 2 numbers in one Speed Dial
location, you will be asked which number
you want to send to.
Press a or b to choose Speed-Dial.
Press OK.
Press a or b to choose Search.
Press OK.
Enter 02.
Press 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.
64
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.
9
Message Center
Message Center mode
The Message Center feature will store up to
99 incoming messages. Messages are stored
in the order in which they are received.
Outgoing message (OGM)
Recording your OGM
You can record the following two different
types of OGM:
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).
„ 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.
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
Your OGM must be less than 20 seconds
long.
Recording the Message Center outgoing
message (Msg Ctr OGM) is the first step you
need to follow before you can use the
Message Center.
Press Menu.
To enter Message Center mode, follow the
steps below:
Press a or b to choose
Setup Msg Ctr.
Press OK.
Press a or b to choose OGM.
Press OK.
The LCD prompts you to choose an
OGM.
Press a or b to choose either
Msg Ctr OGM or F/T OGM, then press
OK.
Record your Message Center OGM.
Press
Center.
to activate the Message
Press a or b to choose Fax.
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).
65
Chapter 9
Press a or b to choose Record OGM.
Press OK.
Record your message, using one of the
options below:
Erasing your OGM
Press Menu.
Press a or b to choose
Setup Msg Ctr.
Press OK.
Press a or b to choose OGM.
Press OK.
Press a or b to choose either
Msg Ctr OGM or F/T OGM.
Press OK.
Press a or b to choose Erase OGM.
Press OK.
Do one of the following:
„ (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.
Press Stop/Exit.
Listening to your OGM
Press Menu.
Press a or b to choose
Setup Msg Ctr.
Press OK.
Press a or b to choose Fax.
Press OK.
Press a or b to choose Fax.
Press OK.
„ Press 1 to erase the OGM.
„ Press 2 to exit without erasing.
Press Stop/Exit.
Fax/Tel OGM (Announcement)
Press a or b to choose OGM.
Press OK.
Press a or b to choose Msg Ctr OGM or
F/T OGM.
Press OK.
Press a or b to choose Playing OGM.
Press OK.
Adjust the volume by pressing Volume
d or c
Press Stop/Exit.
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
When the
light glows, Message Center
mode is active. Press
66
to enter MC mode.
Message Center
Managing your
messages
Message indicator
Erasing incoming messages
To erase voice messages individually
The LCD displays the total number of voice
and fax messages stored in the Message
Center memory.
Press 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.
Fax messages are only stored when Fax
Storage or Fax Preview is turned on. See
Advanced fax operations (Black & White
only) on page 70.
To erase a specific message, press
Erase immediately after the two short
beeps, or while the message is playing.
Do one of the following:
The
light flashes if you have any new
messages waiting for you.
Playing voice messages
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.
Press Play/Record or Play.
The following commands are available
when playing messages:
or
„ Press 2 to cancel.
Press Stop/Exit.
To erase all of your messages
Press Erase.
The LCD displays the following:
„ Erase All Voice?
Yes
i Press 1
No
i Press 2
Do one of the following:
(RWD)
Repeats a message.
„ Press 1 to erase all of your voice
messages.
(FWD)
Skips to the next message.
„ Press 2 to cancel.
Adjusts the volume.
„ Press 1 to erase the message.
Follow the steps below to listen to your voice
messages:
Press Stop/Exit.
Press Stop/Exit.
67
Chapter 9
Additional Message
Center operations
Setting maximum time for
incoming messages
Setting toll saver
Your machine’s default setting will save
incoming messages up to 30 seconds long.
To change this setting follow the steps below:
Press Menu.
Press a or b to choose
Setup Msg Ctr.
Press OK.
68
Press a or b to choose Fax.
Press OK.
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.
Press Menu.
Press a or b to choose
Setup Receive.
Press OK.
Press a or b to choose Ring Delay.
Press OK.
Press a or b to choose Toll Saver.
Press Stop/Exit.
Press a or b to choose ICM Max.Time.
Press d or c to choose the maximum
time setting for incoming messages (30,
60, 120 or 180 seconds).
Press OK.
Press Stop/Exit.
Press a or b to choose Fax.
Press OK.
Press d or c to choose On (or Off).
Press OK.
Message Center
ICM Recording Monitor
This feature lets you turn the speaker volume
for voice messages On or Off. When you turn
the monitor Off, you will not hear messages
as they come in.
Press Menu.
Press a or b to choose
Setup Msg Ctr.
Press OK.
Press a or b to choose
ICM Rec.Monitr.
Use d or c to choose Off or On.
Press OK.
Press Stop/Exit.
Press a or b to choose Fax.
Press OK.
Recording a conversation
(MFC-685CW only)
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.
69
10
Advanced fax operations
(Black & White only)
You can only use one advanced fax
operation at a time:
„ Fax Forwarding
„ Paging
Note
„ 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
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.
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose
Fwd/Page/Store.
Press OK.
Press a or b to choose Fax Forward.
Press OK.
Enter the forwarding number (up to 20
digits).
Press OK.
70
Press a or b to choose Fax.
Press OK.
Press a or b to choose
Backup Print:On or
Backup Print:Off.
Press OK.
10
• 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.
Press Stop/Exit.
10
Advanced fax operations (Black & White only)
Paging
„ If you do not need a PIN, press:
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.
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose
Fwd/Page/Store.
Press OK.
Press a or b to choose Paging.
Press OK.
Enter 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 # #.
Do one of the following:
Press a or b to choose Fax.
Press OK.
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 # #
Press 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.
10
„ 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
56789##
71
Chapter 10
Fax Storage
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.
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose
Fwd/Page/Store.
Press OK.
Press a or b to choose Fax Storage.
Press OK.
Press Stop/Exit.
Press a or b to choose Fax.
Press OK.
10
Fax Preview
How to preview a received fax
10
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
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose
Fwd/Page/Store.
Press OK.
Press a or b to choose Fax Preview.
Press OK.
Press 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.
10
10
Press a or b to choose Fax.
Press OK.
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 popup message on the LCD. (For example:
New Fax(es): 02)
Press Fax Preview.
You can see the new fax list.
Note
You can also see your old fax list by pressing
l. Press # to go back to your new fax list.
72
Advanced fax operations (Black & White only)
Press a or b to choose the fax you want
to see.
Press OK.
Note
How to delete all faxes in the list
• 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“.
Press Fax Preview.
Press 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
10
Press Fax Preview.
Press a or b to choose Print All.
Press OK.
Press Stop/Exit.
When a fax is open the control panel keys will
perform the operations shown below.
Key
Description
Enlarge the fax.
Reduce the fax.
a or b
Scroll vertically.
d or c
Scroll horizontally.
Rotate the fax clockwise.
Delete the fax.
10
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.
Print the fax.
Black Start
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.)
73
Chapter 10
How to preview an outgoing
fax (Black & White only)
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.
Press
Load the document.
Press 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.
(Fax).
Enter the fax number using the dial pad
or Speed Dial.
Key
Description
Enlarge the fax.
Reduce the fax.
a or b
Scroll vertically.
d or c
Scroll horizontally.
Rotate the fax clockwise.
Delete the fax.
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.
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose
Fwd/Page/Store.
Press OK.
Press a or b to choose
PC Fax Receive.
Press OK.
Press a or b to choose  or the PC
you want to receive.
Press OK.
Press a or b to choose
Backup Print:On or
Backup Print:Off.
Press OK.
Press 1 to confirm.
Go back to the previous page.
Go to the next page.
Press Black Start.
Note
The fax message in the memory will be
erased when you press Black Start.
74
10
Press a or b to choose Fax.
Press OK.
Advanced fax operations (Black & White only)
Press Stop/Exit.
Note
Changing the destination PC
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
• 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.
Press a or b to choose
Fwd/Page/Store.
Press OK.
Press a or b to choose
PC Fax Receive.
Press OK.
• 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.)
Press a or b to choose Change.
Press OK.
Press a or b to choose  or the PC
you want to receive.
Press OK.
Press a or b to choose
Backup Print:On or
Backup Print:Off.
Press OK.
• 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.)
• 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.
10
Press a or b to choose Fax.
Press OK.
10
Press Stop/Exit.
75
Chapter 10
Turning off Advanced
Fax Operations
10
Changing Advanced
Fax Operations
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
„ Erase All Fax?
Press a or b to choose
Fwd/Page/Store.
Press OK.
„ Print All Fax?
Press a or b to choose Fax.
Press OK.
Press a or b to choose Off.
Press OK.
Press 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.)
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:
Yes
i Press 1
No
i Press 2
Yes
i Press 1
No
i Press 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
i Press 1
No
i Press 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.
76
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
Press Menu.
Press a or b to choose
Advanced Fax Operation.
Press OK.
Press a or b to choose
Remote Access.
Press a or b to choose Fax.
Press OK.
Enter 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.)
10
Dial your fax number from a touch tone
telephone or another fax machine.
When your machine answers, enter
your remote access code (3 digits
followed by l) at once.
The machine signals if it has received
messages:
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).
Using your Remote Access
Code
„ 1 long beep — Fax messages
„ 2 long beeps — Voice messages
„ 3 long beeps — Fax & Voice
messages
„ No beeps — No messages
When 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.
Press 9 0 to reset the machine when you
have finished.
Hang 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.
Press 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.
77
10
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.
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.
93
*This code erases all recorded messages, not one at a time.
94
Play and Record OGM in Memory
1 Play
1 Msg Ctr OGM
2 F/T OGM
2 Record
1 Msg Ctr OGM
2 F/T OGM
95
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.
4 Fax Forwarding number
6 Fax Storage
97
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.
Check the receiving status
1 Fax
2 Voice
78
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.
Change the Fax Forwarding,
Paging or Fax Storage settings
3 Paging
96
The machine plays the selected OGM. You can stop playing
OGMs by pressing 9.
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.
Advanced fax operations (Black & White only)
Remote commands
98
Operation details
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.
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.
Dial your fax number.
Changing your Fax
Forwarding number
You can change the default setting of your fax
forwarding number from another touch tone
telephone or fax machine.
Dial your fax number.
When you hear two short beeps, press
9 6 2.
When you hear two short beeps, press
9 5 4.
Wait 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 # #.
Wait 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 # #.
When your machine answers, enter
your remote access code (3 digits
followed by l) at once. If you hear one
long beep, you have messages.
Note
You cannot use l and # as dial numbers.
However, press # if you want to create a
pause.
10
Hang up after you hear your machine
beep. Your machine will call the other
fax machine, which will then print your
fax messages.
When your machine answers, enter
your remote access code (3 digits
followed by l) at once. If you hear one
long beep, you have messages.
Note
You cannot use l and # as dial numbers.
However, press # if you want to create a
pause.
Press 9 0 to reset the machine when you
have finished.
Hang up after you hear your machine
beep.
79
10
11
Printing Reports
Fax reports
11
Fax Journal (activity 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.
Press Menu.
Press a or b to choose Report Setting.
Press OK.
Press a or b to choose Journal Period.
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.
Press Menu.
Press a or b to choose
Report Setting.
Press OK.
Press a or b to choose Transmission.
80
Press a or b to choose Fax.
Press OK.
Press 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.
Press a or b to choose Fax.
Press OK.
Press d or c to choose On, On+Image,
Off or Off+Image.
Press OK.
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.
You need to set up the Transmission
Verification Report and Journal Period using
the Menu keys.
Transmission Verification
Report
11
„ Every 50 Faxes
The machine will print the Journal
when the machine has stored 50 jobs.
Enter the time to start printing in 24-hour
format.
Press OK.
(For example: enter 19:45 for 7:45 PM.)
Press Stop/Exit.
Press Stop/Exit.
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
11
Press Menu.
Press a or b to choose
Print Reports.
Press OK.
Press a or b to choose the report you
want.
Press OK.
Press Black Start.
Press Stop/Exit.
81
12
Polling
Polling overview
12
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
Press
Press a or b to choose Polling RX.
Sequential polling
(Black & White only)
Sequential polling lets you request
documents from several fax machines in one
operation. Afterwards, a Sequential Polling
Report will be printed.
Press
Press a or b to choose Polling RX.
Press a or b to choose Broadcasting.
Press OK.
Press a or b to choose Add Number.
Press OK.
Enter a number using Speed Dial, a
Group, or the dial pad.
Press OK.
Repeat steps e and f for all the fax
numbers you want to poll, and then
press a or b to choose Complete.
Press OK.
Press Black Start.
The machine polls each number or
Group number in turn for a document.
Enter the fax number you are polling.
Press Black Start or Color Start.
The LCD shows Dialing.
(Fax).
Press d or c to choose On (or Off).
Press OK.
12
(Fax).
Press d or c to choose On (or Off).
Press OK.
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.
82
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
Press
Load your document.
Press 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.
Press Black Start.
12
(Fax).
Press a or b to choose Polled TX.
Press d or c to choose On (or Off).
Press OK.
12
83
Chapter 12
84

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