Brother Manual En US\Fax\Consumer\Users Manual\UM Intelli Fax 2840 2940 MFC 7240 6915

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Advanced User’s Guide
FAX-2840
FAX-2940
MFC-7240

Not all models are available in all countries.

Version 0
USA/CAN

User’s Guides and where do I find them?
Which Guide?

What’s in it?

Where is it?

Product Safety Guide

Read this Guide first. Please read the
Safety Instructions before you set up your
machine. See this Guide for trademarks
and legal limitations.

Printed / In the Box

Quick Setup Guide

Follow the instructions for setting up your
machine and installing the drivers and
software for the operating system (MFC7240 only) and connection type you are
using.

Printed / In the Box

Basic User’s Guide

Learn the basic Fax, Copy and Scan
(MFC-7240 only) operations and how to
replace consumables. See troubleshooting
tips.

Printed / In the Box

Advanced User’s Guide

Learn more advanced operations: Fax,
Copy, security features, printing reports
and performing routine maintenance.

(For FAX-2840 and FAX-2940)
PDF file / Documentation
CD-ROM / In the Box
(For MFC-7240)
PDF file / Installer CD-ROM /
In the Box

Software User’s Guide
(MFC-7240 only)

Follow these instructions for Printing,
Scanning, Remote Setup, PC-Fax and
using the Brother ControlCenter utility.

PDF file / Installer CD-ROM /
In the Box

Download optional software from the Brother
Solutions Center (FAX-2840 and FAX-2940 users)
You can download free printer driver, scanner driver (FAX-2940 only 1) and PC-Fax Send
software (FAX-2940 only) from the Brother Solutions Center, enabling you to use your Brother Fax
machine as a printer or a scanner (FAX-2940 only 1), or send faxes from your computer (FAX2940 only). Visit us at http://solutions.brother.com/.
1

Not for Mac OS X 10.5.8 users

Table of Contents
1

General Setup

IMPORTANT NOTE...............................................................................................1
Memory Storage ....................................................................................................1
Volume settings .....................................................................................................2
Ring volume.....................................................................................................2
Beeper volume ................................................................................................2
Speaker volume...............................................................................................2
Handset volume...............................................................................................2
Choosing the Handset Volume (For Volume Amplify) .....................................3
Setting Volume Amplify ...................................................................................3
Automatic Daylight Saving Time............................................................................4
Ecology features ....................................................................................................4
Toner Save ......................................................................................................4
Sleep mode .....................................................................................................4
Deep Sleep mode ............................................................................................5
Toner Settings .......................................................................................................5
Toner Setting
(Continue mode)..........................................................................................5
Receiving faxes in Continue mode ..................................................................6
Toner End in Continue mode...........................................................................6
LCD Contrast .........................................................................................................6
Dial Prefix ..............................................................................................................7
Setting up the prefix number ...........................................................................7
Changing the prefix number ............................................................................7
Mode Timer............................................................................................................8

Security features

Security..................................................................................................................9
TX Lock
(FAX-2840 and MFC-7240) .........................................................................9
Memory Security
(FAX-2940 only) ........................................................................................10
Setting Lock ...................................................................................................11
Restricting dialing ..........................................................................................13

Sending a fax

Additional sending options...................................................................................14
Sending faxes using multiple settings ...........................................................14
Contrast .........................................................................................................14
Changing Fax Resolution ..............................................................................15
Additional sending operations..............................................................................15
Sending a fax manually .................................................................................15
Sending a fax at the end of a conversation ...................................................15
Dual access ...................................................................................................16
Broadcasting..................................................................................................16
Real Time Transmission ................................................................................17
iii

Overseas Mode ............................................................................................. 18
Delayed Fax .................................................................................................. 18
Delayed batch transmission .......................................................................... 18
Checking and canceling waiting jobs............................................................. 18
Electronic cover page .................................................................................... 19
Polling overview................................................................................................... 20
Polled transmit............................................................................................... 20

Receiving a fax

Remote Fax Options............................................................................................ 22
Fax Forwarding.............................................................................................. 22
Paging ........................................................................................................... 23
Fax Storage ................................................................................................... 23
PC-FAX Receive (For MFC-7240) (For Windows® only)............................... 23
Changing Remote Fax Options ..................................................................... 24
Remote retrieval ............................................................................................ 25
Remote fax commands.................................................................................. 27
Additional receiving operations............................................................................ 28
Printing a reduced incoming fax .................................................................... 28
Setting the Fax Receive Stamp ..................................................................... 28
Receiving a fax at the end of a conversation................................................. 28
Setting the Print Density ................................................................................ 28
Printing a fax from the memory ..................................................................... 29
Receiving faxes into memory when the paper tray is empty ......................... 29
Polling overview................................................................................................... 29
Polling receive ............................................................................................... 29
Stop polling.................................................................................................... 30

Dialing and storing numbers

Telephone line services ....................................................................................... 31
Tone or Pulse (Canada only)......................................................................... 31
For Fax/Tel mode only................................................................................... 31
Caller ID......................................................................................................... 31
Special line considerations ............................................................................ 32
Additional dialing operations................................................................................ 34
Dialing access codes and credit card numbers ............................................. 34
Additional ways to store numbers........................................................................ 34
Setting up Groups for Broadcasting .............................................................. 34
Changing Group numbers ............................................................................. 35
Deleting Group numbers ............................................................................... 36

Printing reports

Fax reports........................................................................................................... 37
Transmission verification report..................................................................... 37
Fax Journal.................................................................................................... 37
Reports ................................................................................................................ 38
How to print a report ...................................................................................... 38

Making copies

Copy settings .......................................................................................................39
Stop copying ..................................................................................................39
Using the Options key ...................................................................................40
Improving copy quality ...................................................................................42
Sorting copies using the ADF ........................................................................42
Adjusting Contrast and Brightness ................................................................42
Enlarging or reducing the image copied ........................................................43
Making N in 1 copies (page layout) ...............................................................44
Manual Duplex (two-sided) Copying..............................................................45

Routine maintenance

Cleaning the machine ..........................................................................................46
Cleaning the outside of the machine .............................................................46
Cleaning the document feed..........................................................................47
Cleaning the corona wire ...............................................................................48
Cleaning the drum unit ..................................................................................49
Cleaning the paper pick-up rollers .................................................................54
Checking the machine .........................................................................................56
Checking the Page Counters.........................................................................56
Checking the remaining life of parts ..............................................................56
Packing and shipping the machine ......................................................................56

Glossary

Index

General Setup

IMPORTANT NOTE
 Most of the illustrations in this User’s
Guide show the FAX-2940.

Memory Storage

Your menu settings are stored permanently,
and in the event of a power failure will not be
lost. Temporary settings (for example,
Contrast and Overseas Mode) will be lost.
(For FAX-2940)
During a power failure the machine will retain
the date and time and programmed fax timer
jobs (for example, Delayed Fax) for
approximately 60 hours. Other fax jobs in the
machine’s memory will not be lost.
(For FAX-2840 and MFC-7240)
During a power failure the machine will retain
the date and time for approximately 2 hours.
The fax jobs in the machine’s memory will be
lost.

Chapter 1

Volume settings
Ring volume

You can also change the ring volume through
the menu:

Volume
1.Ring

Press Stop/Exit.

Beeper volume
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.

Press Menu, 1, 3, 2.
Volume
2.Beeper

b
c

Press a or b to choose Off, Low, Med or
High.
Press OK.
Press Stop/Exit.

Press a or b to choose Off, Low, Med or
High.
Press OK.

Press Stop/Exit.

You can also adjust the speaker volume with
the control panel keys.

Press Menu, 1, 3, 1.

Press a or b to choose Off, Low, Med or
High.
Press OK.

Press Menu, 1, 3, 3.
Volume
3.Speaker

While in FAX mode press or
to adjust
the volume level. The LCD will show 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 choose a range of speaker volume
levels, from High to Off.

You can choose a ring volume level from a
range of settings, from High to Off.

Speaker volume

Press

Press Hook/Hold.

Press or .
This setting will stay until you change it
again.

Press Hook/Hold.

(FAX).

Handset volume

Press Menu, 1, 3, 4.
Volume
4.Handset

Press a or b to choose High or Low.
Press OK.

Press Stop/Exit.

Note
• You can adjust the handset volume any
time you are talking on the telephone.
There are two handset volume levels, Low
and High. The default setting is Low.

General Setup

• Press or
to adjust the volume level.
The LCD shows the setting are choosing.

Note
When you press
d or c
on the
control panel to adjust the volume, the
LCD shows the setting you are choosing.
Each key press changes the volume to the
next setting.

The new setting will remain until you
change it again.

Choosing the Handset
Volume (For Volume Amplify)
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 standard.

WARNING

It is important that you do NOT choose
Permanent unless ALL the users are
hearing-impaired. Otherwise, it may
damage the hearing of some users.

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 two volume
levels (The LCD will display -no+). When the
handset is replaced, the handset volume will
remain until you change it again.

Setting Volume Amplify
Please carefully read Choosing the Handset
Volume (For Volume Amplify) uu page 3
before you do the following steps;

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 three
volume levels (The LCD will display -non+).
When the handset is replaced, the handset
volume returns to the default setting of Low.

Press Menu, 1, 3, 5.
Volume
5.Volume Amplify

Do one of the following.
 If none of the users are hearingimpaired, press a or b to select Off,
and then press OK and go to Step
d.
 If some or all of the users are
hearing-impaired, press a or b to
select On, and then press OK.

Volume Amplify:On—Permanent
Choose Volume Amplify:On—
Permanent if all of the users are hearingimpaired. During a conversation, users can
press
d or c
on the control panel to
adjust the three volume levels (The LCD will
display -non+). When the handset is
replaced, the handset volume returns to
Permanent.

Do one of the following.
 If all the users are hearing-impaired,
press a or b to select Permanent,
and then press OK.
 If only some or all of the users are
hearing-impaired, select
Temporary, and then press OK.

Press Stop/Exit.

Chapter 1

Automatic Daylight
Saving Time

Ecology features
1

Toner Save

You can set the machine to change
automatically for Daylight Saving Time. It will
set itself forward one hour in the Spring, and
back one hour in the Fall.

You can save toner using this feature. When
you set Toner Save to On, print appears
lighter. The default setting is Off.

Press Menu, 0, 2, 2.

Press Menu, 1, 4, 1.
Ecology
1.Toner Save

Date&Time
2.Auto Daylight

Press a or b to choose On or Off.
Press OK.

Press Stop/Exit.

Note
We do not recommend Toner Save for
printing Photo or Gray Scale images.

Sleep mode
The Sleep Time setting can reduce power
consumption. When the machine is in Sleep
mode (Power Save mode) it acts as though it
were turned off. Receiving data or starting an
operation wakes up the machine from Sleep
mode to Ready mode.
You can choose how long the machine must
be idle before it goes into Sleep mode. When
the machine receives a fax, computer data or
makes a copy, the timer will be reset. The
default setting is 3 minutes.
While the machine is in Sleep mode the LCD
will show Sleep.

Press Menu, 1, 4, 2.
Ecology
2.Sleep Time

Enter the length of time the machine is
idle before entering Sleep mode.
Press OK.

Press Stop/Exit.

General Setup

Deep Sleep mode
If the machine is in Sleep mode and does not
receive any jobs for a certain length of time,
the machine will automatically enter Deep
Sleep mode, and the LCD will show Deep
Sleep. Deep Sleep mode uses less power
than Sleep mode. The machine will wake up
and start warming up when the machine
receives computer data or when you press a
key on the control panel.
Lifting or replacing the handset will also wake
up the machine from Deep Sleep mode.

Toner Settings

Toner Setting
(Continue mode)

You can set the machine to continue printing
after the LCD shows Replace Toner.
The machine will continue printing until the
LCD shows Toner Ended.
The default setting is Stop.

Press Menu, 1, 7.
General Setup
7.Replace Toner

Press a or b to choose Continue or
Stop.
Press OK.

Press Stop/Exit.

Note
• If you continue printing in the Continue
mode, we cannot guarantee the print
quality.
• While using Continue mode the print may
appear faint.
• After replacing the toner cartridge with a
new one, the Continue mode will go back
to the default setting (Stop).

Chapter 1

Receiving faxes in Continue
mode

LCD Contrast
1

You can change the contrast to make the
LCD look lighter or darker.

The machine can store received faxes in the
memory if you choose Continue mode when
the LCD shows Replace Toner. When
received faxes are printed in Continue mode
the LCD will ask if the print quality of the fax
is OK. If the quality is not good, choose
2.No. The machine will keep the faxes
stored in the memory so you can reprint them
after you replace the toner cartridge with a
new one. If the print quality is good, choose
1.Yes. The LCD will ask if you want to
delete the printed faxes from the memory. If
you choose not to delete them, you will be
asked again after you replace the toner
cartridge with a new one.

General Setup
5.LCD Contrast

Note
• The FAX-2840 and MFC-7240 can store
up to 400 faxes in memory and the FAX2940 can store up to 500 faxes in memory.
• (FAX-2840 and MFC-7240)
If you turn off the power switch faxes in
memory will be lost.
• The machine will keep faxes stored in
Continue mode even if you change the
Continue setting to Stop.
• If you install a new toner cartridge when
the LCD shows Toner Ended, the
machine will ask if you want to print the
stored faxes. Choose 1.Print to print
stored faxes.

Toner End in Continue mode
When the LCD shows Toner Ended the
machine will stop printing. If the memory is full
and you want to continue receiving faxes, you
must install a new toner cartridge.

Press Menu, 1, 5.

Press c to make the LCD darker. Or,
press d to make the LCD lighter.
Press OK.

Press Stop/Exit.

General Setup

Dial Prefix

The Dial Prefix setting will automatically dial a
predefined number before every fax number
you dial. For example: If your telephone
system requires a 9 to dial an outside number
use this setting to automatically dial 9 for
every fax you send.

Setting up the prefix number

(USA) Press Menu, 0, 5.
(Canada) Press Menu, 0, 6.

Enter the prefix number (up to 5 digits)
on the dial pad.
Press OK.

Note

Changing the prefix number

(USA) Press Menu, 0, 5.
(Canada) Press Menu, 0, 6.

Do one of the following:

 To change the prefix number,
press 1.
To remove the prefix number, press
Clear to delete the digits. Go to step
c.

 To exit without making a change,
press 2. Go to step d.

Enter a new prefix number using the dial
pad (up to 5 digits), press OK.

Press Stop/Exit.

• You can use the numbers 0 to 9, #, l
and !. (Press Hook/Hold to display “!”.)
You cannot use ! with any other numbers
or characters.
If your telephone system requires a timed
break recall (hookflash), press Hook/Hold
to enter the break.
• (Canada only) If the pulse dialing mode is
on, # and l are not available to use.

Press Stop/Exit.

Chapter 1

Mode Timer

The machine has two or three mode keys on
the control panel: FAX, SCAN (for MFC-7240
only) and COPY.
You can set how much time the machine
takes after the last Copy or Scan operation to
return to FAX mode. If you choose Off, the
machine will stay in the mode you used last.
MFC-7240

FAX-2840 and FAX-2940

Press Menu, 1, 1.
General Setup
1.Mode Timer

Press a or b to choose 0 Sec, 30
Secs, 1 Min, 2 Mins, 5 Mins or Off.
Press OK.

Press Stop/Exit.

Security features

Security

 PC printing (MFC-7240 only)
2

 Scanning (MFC-7240 only)

You can set up your machine with multiple
levels of security using TX Lock (for FAX2840 and MFC-7240), Memory Security (for
FAX-2940) and Setting Lock. 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
TX Lock, so they will not be lost.

TX Lock
(FAX-2840 and MFC-7240)
Note
(For FAX-2840)
You can download the printer driver from
the Brother Solutions Center at
http://solutions.brother.com/.

Note
• To print the faxes in memory, turn off TX
Lock.
• If you forget the TX Lock password,
please call Brother Customer Service.

Setting up the password

Note
2

If you have already set the password, you will
not need to set it again.

Press Menu, 1, 6, 1.
Security
1.TX Lock

Enter a four-digit number for the
password using numbers 0-9.
Press OK.

If you are entering the password for the
first time, the LCD will show Verify:.

Re-enter the password.
Press OK.

 Fax Forwarding
(if Fax Forwarding was already on)

Press Stop/Exit.

 Paging
(if Paging was already on)

Changing the TX Lock password

 Remote Retrieval
(if Fax Storage was already on)

TX Lock lets you prevent unauthorized
access to the machine.
While TX Lock is on, the following operations
are available:
 Receiving telephone calls
 Receiving faxes

 PC Fax Receive (MFC-7240 only)
(if PC Fax Receive was already on)
While TX Lock is on, the following operations
are NOT available:
 Making telephone calls
 Sending faxes

Press Menu, 1, 6, 1.
Security
1.TX Lock

Press a or b to choose Set Password.
Press OK.

Enter the registered four-digit password.
Press OK.

 Copying

Chapter 2

d
e
f

 Receiving faxes into memory (limited by
memory capacity)

Enter a four-digit number for the new
password.
Press OK.

 FAX Forwarding (if Fax Forwarding was
already on)

If the LCD shows Verify:, re-enter the
new password.
Press OK.

 Remote Retrieval (if Fax Storage was
already on)
While Memory Security is on, the following
operations are NOT available:

Press Stop/Exit.

Turning TX Lock on/off

 Sending faxes

If you enter the wrong Password, the LCD
shows Wrong Password and stays offline.
The machine will stay in TX Lock Mode until
the registered password is entered.

Turning TX Lock on

 Receiving telephone calls using the
machine’s handset
 Making telephone calls using the
machine’s handset
2

a
b

Press Menu, 1, 6, 1.

Enter the registered four-digit password.
Press OK.
The machine goes offline and the LCD
shows TX Lock Mode.

Note

Press Menu.
Enter the registered four-digit password.

Press OK.
TX Lock is automatically turned off.

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:
10

To print the faxes in memory, turn off
Memory Security.

Setting up the password
Note

Memory Security
(FAX-2940 only)

 Copying
 Operation from control panel

Press a or b to choose Set TX Lock.
Press OK.

Turning TX Lock off

 Printing received faxes

• If you have already set the password, you
will not need to set it, again.
• If you forget the Memory Security
password, please call Brother Customer
Service.

a
b

Press Menu, 1, 6, 1.

Re-enter the password when the LCD
shows Verify:.
Press OK.

Press Stop/Exit.

Enter a four-digit number for the
password using numbers 0-9.
Press OK.

Security features

Changing your memory security
password

Setting Lock

a
b

Press Menu, 1, 6, 1.

Enter the registered four-digit password.
Press OK.

Enter a four-digit number for the new
password.
Press OK.

If the LCD shows Verify:, re-enter the
new password.
Press OK.

Press a or b to choose Set Password.
Press OK.

 Fax Resolution
 Delayed Fax
 Real Time TX
2

 Polled TX
 Overseas Mode
(For MFC-7240)
Also, machine settings cannot be changed
using Remote Setup while Setting Lock is On.

a
b

Press Menu, 1, 6, 1.

Enter the registered four-digit password.
Press OK.
The machine goes offline and the LCD
shows Secure Mode.

Press a or b to choose Set Security.
Press OK.

Turning memory security off

a
b

Make a careful note of your password. If you
forget it, you will have to reset the passwords
stored in the machine. Please call your
administrator or Brother Customer Service.

 Contrast

If you enter the wrong password when
following the instructions below, the LCD will
show Wrong Password. Re-enter the
correct password.

Turning memory security on

Setting Lock lets you set a password to stop
other people from accidentally changing your
machine settings.

While Setting Lock is On, you cannot change
the settings without a password. You can only
change the following Fax transmission
settings that are in the FAX menu.

Press Stop/Exit.

Turning memory security on/off

Press Menu.
Enter the registered four-digit password.
Press OK.
Memory Security is automatically turned
off and the LCD shows the date and
time.

Chapter 2

Setting up the password

If you enter the wrong password when
following the instructions below, the LCD will
show Wrong Password. Re-enter the
correct password.

Press Menu, 1, 6, 2.
Security
2.Setting Lock

b
c
d

Enter a four-digit number for the
password using numbers 0-9.
Press OK.

Turning Setting Lock on

Press Menu, 1, 6, 2.
Security
2.Setting Lock

Re-enter your password when the LCD
shows Verify:.
Press OK.
Press Stop/Exit.

Changing your Setting Lock
password

Turning Setting Lock on/off

Press a or b to choose On.
Press OK.

Enter your four-digit password.
Press OK.

Press Stop/Exit.

Press Menu, 1, 6, 2.
Security
2.Setting Lock

Turning Setting Lock off

Press Menu, 1, 6, 2.

Press a or b to choose Set Password.
Press OK.

Enter your four-digit password.
Press OK.

Enter your four-digit password.
Press OK twice.

Enter a four-digit number for the new
password.
Press OK.

Press Stop/Exit.

Re-enter your new password when the
LCD shows Verify:.
Press OK.

Press Stop/Exit.

Security
2.Setting Lock

Security features

Restricting dialing

This feature is to prevent users from sending
a fax or call to a wrong number by mistake.
You can set the machine to restrict dialing by
using the dial pad, One Touch and Speed
Dial.

If you choose Enter # twice, the machine
will prompt you to re-enter the number, and
then if you re-enter the same number
correctly, the machine will start dialing. If you
re-enter the wrong number, the LCD will
show an error message.

Press Stop/Exit.

One Touch restriction

Press a or b to choose Off, Enter #
twice or On.
Press OK.

Press Stop/Exit.

• You can not restrict dialing when you use
Redial/Pause.
2

Dial Restrict.
1.Dial Pad
Press a or b to choose Off, Enter #
twice or On.
Press OK.

Note

Press Menu, 2, 6, 1.

Press Menu, 2, 6, 3.

• The Enter # twice setting will not work
if you lift a machine’s handset or press
Hook/Hold before entering the number.
You will not be asked to re-enter the
number.

If you choose On, the machine will restrict all
fax sending and outbound calls for that
dialing method.

Dial Restrict.
3.Speed Dial

If you choose Off, the machine does not
restrict the dialing method.

Dial pad restriction

Speed Dial restriction

• If you chose On or Enter # twice, you
cannot use the Broadcasting feature and
cannot combine quick dial numbers when
dialing.

Press Menu, 2, 6, 2.
Dial Restrict.
2.One Touch Dial

Press a or b to choose Off, Enter #
twice or On.
Press OK.

Press Stop/Exit.

Sending a fax

Additional sending
options
Sending faxes using multiple
settings

Contrast
3

Before you send a fax, you can change any
combination of these settings: contrast,
resolution, overseas mode, delayed fax timer,
polling transmission, real time transmission
or cover page settings.

Make sure you are in FAX mode
.
After each setting is accepted, the LCD
asks if you want to enter more settings:
Other Settings
1.Yes 2.No

Do one of the following:
 To choose more settings, press 1.
The LCD returns to the Setup Send
menu so you can choose another
setting.
 If you have finished choosing
settings, press 2 and go to the next
step for sending your fax.

For most documents the default setting of
Auto will give the best results.
It automatically chooses the suitable contrast
for your document.
If your document is very light or dark,
changing the contrast may improve the
quality of the fax.
Use Dark to make the faxed document
lighter.
Use Light to make the faxed document
darker.

Make sure you are in FAX mode

b
c

Load your document.

Press Menu, 2, 2, 1.
Setup Send
1.Contrast

Press a or b to choose Auto, Light or
Dark.
Press OK.

Note
Even if you choose Light or Dark, the
machine will send the fax using the Auto
setting if you choose Photo as the Fax
Resolution.

Sending a fax

Changing Fax Resolution

The quality of a fax can be improved by
changing the Fax Resolution. Resolution can
be changed for the next fax or for all faxes.

To change the Fax Resolution setting
for the next fax

Make sure you are in FAX mode

b
c

Load your document.

Make sure you are in FAX mode

Press Menu, 2, 2, 2.
Setup Send
2.Fax Resolution

Press a or b to choose the resolution
you want.
Press OK.

Note
You can choose four different resolution
settings.
fax resolution
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. Photo has the
slowest transmission time.

Sending a fax manually
3

Press Resolution, then a or b to
choose the resolution.
Press OK.

To change the default Fax Resolution
setting

Additional sending
operations

Manual transmission

Manual transmission lets you hear the
dialing, ringing and fax-receiving tones while
sending a fax.

Make sure you are in FAX mode

b
c

Load your document.

d
e

Dial the fax number you want to call.

Press Hook/Hold, or replace the
machine’s handset.

Press Hook/Hold or pick up the handset
of the machine and listen for a dial tone.

When you hear the fax tone, press
Start.

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.

Make sure you are in FAX mode

c
d
e

Load your document.

Press Start.
Replace the machine’s handset.

Chapter 3

Dual access

Use (Address Book) to help you
choose numbers easily.

The number of pages you can scan into the
memory will vary depending on the data that
is printed on them.

Note
If you get an Out of Memory message
while scanning the first page of a fax,
press Stop/Exit to cancel scanning. If you
get an Out of Memory message while
scanning a subsequent page, you can
press Start to send the pages scanned so
far, or press Stop/Exit to cancel the
operation.

You can broadcast up to 272 different
numbers. This will depend on how many
Groups, access codes or credit card numbers
you have stored, and on how many delayed
or stored faxes in memory.

One Touch and Speed Dial numbers must be
stored in the machine’s memory before they
can be used in a broadcast. (See Basic
User’s Guide: Storing One Touch Dial
numbers and Storing Speed Dial numbers.)
Group numbers must also be stored in the
machine’s memory before they can be used
in a broadcast. Group numbers include many
stored One Touch Dial and Speed Dial
numbers for easier dialing. (See Setting up
Groups for Broadcasting uu page 34.)
16

Make sure you are in FAX mode

b
c

Load your document.

Repeat step c until you have entered
all the fax numbers you want to
broadcast to.

Press Start.

Enter a number.
Press OK.
You can use either a One Touch,
Speed Dial, a Group number, or a
number manually entered using the dial
pad. (See Basic User’s Guide: How to
dial.)

After the broadcast is finished the machine
will print a Broadcast Report to let you know
the results.

Broadcasting lets you send the same fax
message to more than one fax number. You
can include Groups, One Touch, Speed Dial
numbers and up to 50 manually dialed
numbers in the same broadcast.

Before you begin the broadcast

Note

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 will show the new
job number.

Broadcasting

How to broadcast a fax

Sending a fax

Canceling a Broadcast in progress
While broadcasting you can cancel the fax
currently being sent or the whole broadcast
job.

Press Menu, 2, 7.
The LCD will display the Broadcast job
number followed by the fax number
being dialed (for example, #001
123456789) and the broadcast job
number (for example,
Broadcast#001).

Real Time Transmission
When you are sending a fax, the machine will
scan the documents into the memory before
sending it. Then, as soon as the telephone
line is free, the machine will start dialing and
sending.
Sometimes, you may want to send an
important document immediately, without
waiting for memory transmission. You can set
Real Time TX to On for all documents or
Next Fax:On for the next fax only.

Fax
7.Remaining Jobs

Press a or b to choose one of the
following:
 Choose the fax number being dialed,
and press OK.
 Choose the broadcast job number,
and press OK.

Press 1 to cancel the fax number or
Broadcast job number you chose in step
b, or press 2 to exit without canceling.
 If you chose to only cancel the fax
currently being sent in step b, the
LCD will ask you if you want to
cancel the broadcast job. Press 1 to
clear the whole broadcast job or 2 to
exit.

Press Stop/Exit.

Note
• If the memory is full, the machine will send
the document in real time (even if
Real Time TX is set to Off).
• Next Fax:On or Next Fax:Off can be
selected only if a document is loaded.

Sending in real time for all faxes

Make sure you are in FAX mode

Press Menu, 2, 2, 5.

Setup Send
5.Real Time TX

Press a or b to choose On.
Press OK.

Sending in real time for the next fax
only

Make sure you are in FAX mode

Press Menu, 2, 2, 5.

Setup Send
5.Real Time TX

Press a or b to choose Next Fax:On.
Press OK.

Chapter 3

Overseas Mode

If you are having difficulty sending a fax
overseas due to a bad connection, then
turning on Overseas Mode may help.

Make sure you are in FAX mode

b
c

Load your document.

Press Menu, 2, 2, 9.
Setup Send
9.Overseas Mode

You can store up to 50 faxes in the memory
to be sent within a twenty four hour period.

Make sure you are in FAX mode

b
c

Load your document.
Press Menu, 2, 2, 3.
Setup Send
3.Delayed Fax

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.
Press 1 to choose 1.Doc to leave the
paper document waiting in the ADF or
press 2 to choose 2.Memory to scan
the document into the memory.

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.

Make sure you are in FAX mode

Press Menu, 2, 2, 4.

Press a or b to choose On or Off.
Press OK.

Press Stop/Exit.

Checking and canceling
waiting jobs
Check which jobs are still waiting in the
memory to be sent. If there are no jobs, the
LCD will show No Jobs Waiting. You can
cancel a fax job that is stored and waiting in
the memory.

Press Menu, 2, 7.
The number of jobs still to be sent will be
displayed.

Press a or b to scroll through the waiting
jobs and press the job you want to
cancel. Press OK.

Do one of the following:
 To cancel the job, press 1.
 To exit without canceling, press 2.

Note
The number of pages you can scan into
the memory depends on the amount of
data printed on each page.

Setup Send
4.Batch TX

Press a or b to choose On or Off.
Press OK.

Delayed Fax

Before sending the delayed faxes, your
machine will help you economize by sorting
all the faxes in the memory by destination and
scheduled time.

This is a temporary setting, and will only be
active for your next fax.

Delayed batch transmission

When you have finished, press
Stop/Exit.

Sending a fax

Electronic cover page
This feature will not work unless you have
already programmed your Station ID. (See
Quick Setup Guide: Set your Station ID.)
You can automatically send a cover page
with every fax. Your cover page includes your
Station ID, a comment, and the name stored
in the One Touch or Speed Dial memory.
By choosing Next Fax:On you can also
display the number of pages on the cover
page.
You can choose one of the following preset
comments.

Composing your own comments

You can set up two comments of your own.

Make sure you are in FAX mode

Press Menu, 2, 2, 8.

Setup Send
8.Coverpage Msg

Press a or b to choose 5. or 6. to store
your own comment.
Press OK.

Enter your own comment using the dial
pad. See Basic User’s Guide: Entering
text.
Press OK.

1.Comment Off
2.Please Call
3.Urgent

Send a cover page for the next fax

4.Confidential

If you want to send a cover page only for the
next fax, your machine will ask you to enter
the number of pages you are sending so it
can be printed on the cover page.

Instead of using one of the preset comments,
you can enter two personal messages of your
own, up to 27 characters long. See Basic
User’s Guide: Entering text.
(See Composing your own comments
uu page 19.)
5.(User Defined)
6.(User Defined)

Make sure you are in FAX mode

b
c

Load your document.

Press Menu, 2, 2, 7.
Setup Send
7.Coverpg Setup

Note
Next Fax:On or Next Fax:Off can be
selected only if a document is loaded.

Press a or b to choose Next Fax:On
(or Next Fax:Off).
Press OK.

Press a or b to choose a comment.
Press OK.

Enter two digits to show the number of
pages you are sending.
Press OK.
For example, enter 0, 2 for 2 pages or
0, 0 to leave the number of pages blank.
If you make a mistake, press d or Clear
to back up and re-enter the number of
pages.

Chapter 3

Send a cover page for all faxes

You can set the machine to send a cover
page whenever you send a fax.

Make sure you are in FAX mode

Press Menu, 2, 2, 7.

Setup Send
7.Coverpg Setup

Polling overview

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.

Press a or b to choose On (or Off).
Press OK.

Polled transmit

Press a or b to choose a comment.
Press OK.

Polled transmit lets you set up your machine
to wait with a document so another fax
machine can call and retrieve it.

Using a printed cover page

If you want to use a printed cover page that
you can write on, you can print the sample
page and attach it to your fax.

Make sure you are in FAX mode

Press Menu, 2, 2, 7.

Setup Send
7.Coverpg Setup

Press a or b to choose Print Sample.
Press OK.

d
e

Press Start.
After the machine prints a copy of your
cover page, press Stop/Exit.

Setup for polled transmit

Make sure you are in FAX mode

b
c

Load your document.

Press Menu, 2, 2, 6.
Setup Send
6.Polled TX

Press a or b to choose On (or Off).
Press OK.

Press 1 to choose 1.Doc to leave the
paper document waiting in the ADF or
press 2 to choose 2.Memory to scan
the document into the memory.

Note
• If you choose Doc, the document remains
in the ADF until your machine is polled. If
you must use your machine before the
polled transmission occurs, you must first
cancel this job.
• If you choose Memory, the document will
be stored and can be retrieved from any
other fax machine until you delete the fax
in memory by using the Canceling a Job
menu setting. (See Checking and
canceling waiting jobs uu page 18.)

Sending a fax

Press 2 to choose 2.No if you do not
want to enter more settings when the
LCD asks you the following message:
Other Settings
1.Yes 2.No

Press Start.

Note
The document will be stored and can be
retrieved from any other fax machine until
you delete the fax from memory.
To delete the fax from memory, press
Menu, 2, 7. (See Checking and canceling
waiting jobs uu page 18.)

Receiving a fax

Remote Fax Options

You can use only one Remote Fax Option at
a time.

The Fax Forwarding feature lets you
automatically forward your received faxes to
another machine.

Press Menu, 2, 5, 1.
Remote Fax Opt
1.Fwd/Page/Store

Press a or b to choose Fax Forward.
Press OK.
The LCD will ask you to enter the fax
number you want your faxes to be
forwarded to.

Enter the forwarding number using the
dial pad (up to 20 digits), a One Touch
key or (Address Book) and the
three-digit location.
Press OK.

Note
If you store a Group on a One Touch key
or a Speed Dial location, the faxes will be
forwarded to multiple fax numbers.

Press a or b to choose On or Off.
Press OK.
Backup Print
On

Press Stop/Exit.

Remote Fax Options let you receive faxes
while you are away from the machine.

Fax Forwarding

(FAX-2840 and MFC-7240)
The faxes stored in the machine’s memory
will be deleted.

Receiving a fax

Paging
When Paging is chosen, the machine dials
the cell phone or pager number you
programmed. This activates your cell phone
or pager so you will know that you have a fax
message in the machine’s memory.

Press Menu, 2, 5, 1.
Remote Fax Opt
1.Fwd/Page/Store

Press a or b to choose Paging.
Press OK.

Enter your cell phone or pager 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:
 If your pager needs a PIN, enter the
PIN, press #, press Redial/Pause,
enter your fax number followed by ##
(up to 20 digits). Press OK. (For
example, press:
1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5
5 6 7 8 9 # #)
 If you do not need a PIN, press OK.
 If you are programming a cell phone
number, press OK.

Press Stop/Exit.

Note
• If you have set Paging, a backup copy will
automatically be printed at the machine.
• You cannot change a Paging or PIN
number remotely.

Fax Storage

The Fax Storage feature lets you store your
received faxes in the machine’s memory. You
can retrieve stored fax messages from a fax
machine at another location using the remote
retrieval commands. (See Retrieving fax
messages uu page 26.) Your machine will
automatically print a copy of the stored fax.

Press Menu, 2, 5, 1.

Remote Fax Opt
1.Fwd/Page/Store

Press a or b to choose Fax Storage.
Press OK.

Press Stop/Exit.

Note
If your received faxes are not printing,
make sure Fax Storage is turned off. (See
Turning off Remote Fax Options
uu page 24.)

PC-FAX Receive (For MFC7240) (For Windows® only)

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.
To transfer the received faxes to your PC you
must have the PC-FAX Receiving software
running on your PC. (For details about using
PC-FAX Receive, see Software User’s
Guide.)
You can turn on the PC-Fax Receive with
your machine by pressing Menu 2, 5, 1 and
choose PC Fax Receive. (For more
information about turning on PC Fax Receive,
see Basic User’s Guide.)

Chapter 4

Changing Remote Fax
Options
If received faxes are left in your machine’s
memory when you change to another
Remote Fax Option, the LCD will ask you the
following message:
Erase All Fax?
1.Yes 2.No
or

Print All Fax?
1.Yes 2.No
 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.
(For MFC-7240)
If received faxes are left in the machine’s
memory when you change to PC Fax
Receive from another remote fax option
(Fax Forward, Paging or Fax
Storage), the LCD will ask you the
following question:
Send Fax to PC?
1.Yes 2.No
 If you press 1, faxes in the memory will be
sent to your PC before the setting
changes. Faxes in the memory will be sent
to your PC when the PC-Fax Receive icon
is active on your PC. (See Software User’s
Guide.)
 If you press 2, faxes in the memory will not
be erased or transferred to your PC and
the setting will be unchanged.
The LCD will show the following option:
Backup Print
On
Press a or b to choose On or Off.
24

Press OK.
4

Press Stop/Exit.

Important
If you choose Backup Print On, the
machine will also print the fax at your
machine so you will have a copy. This is a
safety feature in case if there is a power
failure before the fax is forwarded or a
problem at the receiving machine.
(FAX-2840 and MFC-7240)
If there is a power failure, the faxes stored
in the machine’s memory will be deleted.

Turning off Remote Fax Options

Press Menu, 2, 5, 1.
Remote Fax Opt
1.Fwd/Page/Store

Press a or b to choose Off.
Press OK.

Note
The LCD will give you options if there are
received faxes still in your machine’s
memory. (See Changing Remote Fax
Options uu page 24.)

Press Stop/Exit.

Receiving a fax

Remote retrieval

The remote retrieval feature lets you retrieve
your stored fax messages when you are not
at the machine. You can call your machine
from any touch tone telephone or fax
machine, then use the Remote Access Code
to retrieve your messages.

Setting a Remote Access Code

Using your Remote Access Code

Dial your fax number from a telephone
or another fax machine using touch
tone.

When your machine answers,
immediately enter your Remote Access
Code (3 digits followed by l).

The machine signals if it has received
messages:

The Remote Access Code feature lets you
access the remote retrieval features when
you are away from your machine. Before you
use the remote access and retrieval features,
you have to set up your own code. The
default code is an inactive code: – – –l.

Press Menu, 2, 5, 2.

 No beeps
No messages received.
 1 long beep
Fax message received.

The machine gives two short beeps to
tell you to enter a command (See
Remote fax commands uu page 27).
The machine will hang up if you wait
longer than 30 seconds before entering
a command. If you enter an invalid
command the machine will beep three
times.

Press 9 0 to reset the machine when you
have finished.

Hang up.

Remote Fax Opt
2.Remote Access

Enter a three-digit code using the
numbers 0 – 9, l or #.
Press OK.

Press Stop/Exit.

Note
DO NOT use the same code used for your
Fax Receive Code (l51) or Telephone
Answer Code (#51). (See Basic User’s
Guide: Using Remote Codes.)
You can change your code at any time. If you
want to make your code inactive, press Clear
and then OK in b to restore the inactive
setting – – –l.

Note
If your machine is set to Manual mode,
you can still access the remote retrieval
features. Dial the fax number as normal
and let the machine ring. After
100 seconds you will hear a long beep to
tell you to enter the remote access code.
You will then have 30 seconds to enter the
code.

Chapter 4

Retrieving fax messages

Dial your fax number from a telephone
or another fax machine using touch
tone.

When your machine answers,
immediately enter your Remote Access
Code (3 digits followed by l). If you hear
one long beep, you have messages.

When you hear two short beeps, use the
dial pad to press 9 6 2.

Wait for a long beep, and then use the
dial pad to enter the number of the
remote fax machine where you want
your fax messages sent, followed by ##
(up to 20 digits).

Hang up after you hear your machine
beep. Your machine will call the other
machine, which will then print your fax
messages.

Changing the Fax Forwarding number

You can change the default setting of your fax
forwarding number from another telephone or
fax machine using touch tone.

Dial your fax number from a telephone
or another fax machine using touch
tone.

When your machine answers, enter
your Remote Access Code (3 digits
followed by l). If you hear one long
beep, you have messages.

When you hear two short beeps, use the
dial pad to press 9 5 4.

Wait for a long beep, and then use the
dial pad to enter the new number of the
remote fax machine where you want
your fax messages forwarded followed
by ## (up to 20 digits).

Press 9 0 to reset the machine when you
have finished.

Hang up after you hear your machine
beep.

Note
You can insert a pause in a fax number by
using the # key.

Receiving a fax

Remote fax commands

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
95

Change the fax forwarding,
paging or fax storage settings
1 OFF

You can choose Off after you have retrieved or erased all your
messages.

2 Fax Forwarding

One long beep means the change is accepted. If you hear three
short beeps, you cannot make the 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 the Fax
Forwarding number uu page 26.) Once you have registered
the number, fax forwarding will work.

3 Paging
4 Fax Forwarding number
6 Fax Storage

Retrieve a fax
2 Retrieve all faxes

Enter the number of a remote fax machine to receive stored fax
messages. (See Retrieving fax messages uu page 26.)

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

Operation details

You can check whether your machine has received any faxes.
If yes, you will hear one long beep. If no, you will hear three
short beeps.

Change the Receive Mode
1 External TAD

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

2 Fax/Tel
3 Fax Only
90

Exit

Press 9 0 to exit remote retrieval. Wait for the long beep, then
replace the handset.

Chapter 4

Additional receiving
operations

Make sure you have set the current date
and time in the machine. (See Quick
Setup Guide.)
4

Receiving a fax at the end of a
conversation

If you choose On, the machine automatically
reduces each page of an incoming fax to fit on
one page of Letter, A4, Legal or Folio size
paper.

Press Menu, 2, 1, 5.

Press a or b to choose On or Off.
Press OK.

Press Stop/Exit.

Ask the other party to place the
document in their machine and to press
the Start or Send key.

When you hear the CNG tones (slowly
repeating beeps), press Start.

Replace the machine’s handset.

Setup Receive
5.Auto Reduction

Setting the Print Density

Make sure you are in FAX mode

You can set the machine to print the received
date and time in the top center of each
received fax page.

Press Menu, 2, 1, 6.

Make sure you are in FAX mode

Press Menu, 2, 1, 8.

Press c to make the print darker.
Or, press d to make the print lighter.
Press OK.

Press Stop/Exit.

Press a or b to choose On or Off.
Press OK.

You can adjust the Print Density setting to
make your printed pages darker or lighter.

Setting the Fax Receive
Stamp

Setup Receive
8.Fax Rx Stamp

At the end of a conversation you can ask the
other party to send you a fax before you both
hang up.

The machine calculates the reduction ratio by
using the page size of the fax and your Paper
Size setting (Menu, 1, 2, 2).
Make sure you are in FAX mode

Note

Printing a reduced incoming
fax

Press Stop/Exit.

Setup Receive
6.Print Density

Receiving a fax

Printing a fax from the
memory

Polling overview

If you are using the Fax Storage feature
(Menu, 2, 5, 1), you can still print a fax from
the memory when you are at your machine.
(See Fax Storage uu page 23.)

Press Menu, 2, 5, 3.
Remote Fax Opt
3.Print Fax

b
c

Polling receive

Press Start.

As soon as the paper tray becomes empty
during fax reception, the LCD shows No
Paper and begins receiving faxes into the
machine’s memory. Put some paper in the
paper tray. (See Basic User’s Guide: Loading
paper and print media.)
The machine will carry on receiving the fax,
with the remaining pages being stored in
memory, if enough memory is available.
Incoming faxes will continue to be stored in
the memory until the memory becomes full or
paper is loaded in the paper tray. When the
memory is full the machine will stop
automatically answering calls. To print the
faxes, put fresh paper in the tray and press
Start.

Polling receive lets you call another fax
machine to receive a fax.

Press Stop/Exit.

Receiving faxes into memory
when the paper tray is empty

Make sure you are in FAX mode

Press Menu, 2, 1, 7.

Setup Receive
7.Polling RX

Enter the fax number you are polling.
Press Start.
The LCD will show Dialing.

Sequential polling

Sequential polling lets you request
documents from several fax machines in one
operation. Afterwards, a Sequential Polling
Report will be printed.

Make sure you are in FAX mode

Press Menu, 2, 1, 7.

Setup Receive
7.Polling RX

Specify the fax machines you want to
poll by using One Touch, Speed Dial,
Search, a Group or the dial pad. You
must press OK between each location.
Press OK.

Press Start.
The machine polls each number or
Group number in turn for a document.

Chapter 4

Stop polling
To cancel the polling process, press
Stop/Exit while the machine is dialing.
To cancel all sequential polling receive jobs,
press Menu, 2, 7. (See Checking and
canceling waiting jobs uu page 18.)

Dialing and storing numbers

Telephone line
services
Tone or Pulse (Canada only)

Caller ID
5

If you have a Pulse dialing service, but need
to send Tone signals (for example, for
telephone banking), follow the instructions
below. If you have Touch Tone service, you
will not need this feature to send tone signals.

Pick up the machine’s handset or press
Hook/Hold.

Press # on the machine’s control panel.
Any digits dialed after this will send tone
signals.
When you are finished with the call, the
machine will return to the Pulse dialing
service.

For Fax/Tel mode only
When the machine is in Fax/Tel mode, it will
use the F/T Ring Time
(pseudo/double-ringing) to alert you to pick
up a voice call.
If you are at the machine, you can lift the
machine’s handset to answer.
If you are at an extension telephone, you will
need to lift the handset of the extension
telephone during the F/T Ring Time and then
press #51 on the extension telephone
between the pseudo/double rings to turn the
F/T ring off. If no one is on the line, or if
someone wants to send you a fax, send the
call back to the machine by pressing l51.

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.
After a few rings, the LCD will show 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 will see the first 16 characters of the
number (or name).
 The # Unavailable message means
the call originated outside your Caller ID
service area.

 The Private Call message means the
caller has intentionally blocked
transmission of information.
You can print a list of the Caller ID information
received by your machine.

Note
• This feature may not be available in
certain areas of the USA and Canada.
• Caller ID service varies with different
carriers. Call your local telephone
company to find out about the kind of
service available in your area.

Chapter 5

Viewing the Caller ID List

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.

Roll over telephone lines

Miscellaneous
3.Caller ID
Press a or b to choose Display#.
Press OK.
The Caller ID of the last call will appear
on the display.
If no ID is stored, the beeper will sound
and No Caller ID will appear on the
display, go to step d.

Press a or b to scroll through the Caller
ID memory to choose the Caller ID you
want to view, and then press OK.
The LCD will show the caller’s number
and the date and time of the call.

d
a

Two-line telephone system

Press Menu, 2, 0, 3.
Miscellaneous
3.Caller ID

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, go to step d.

c
d

Press Start.

After printing has finished, press
Stop/Exit.

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 would be
transferred to a line that does not have a fax
machine. Your machine will work best on a
dedicated line.

To finish viewing, press Stop/Exit.

Printing the Caller ID List

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.

Press Menu, 2, 0, 3.

Special line considerations

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 combined
into one jack (RJ14). Your machine must be
plugged into an RJ11 jack. RJ11 and RJ14
jacks may be equal in size and appearance
and both may contain four wires (black, red,
green, yellow). To test the type of jack, plug in
a two-line telephone and see if it can access
both lines. If it can, you must separate the line
for your machine.

Dialing and storing numbers

Converting telephone wall outlets

There are three ways to convert to an RJ11
jack. The first two ways may require
assistance from the telephone company. You
can change the wall outlets from one RJ14
jack to two RJ11 jacks. Or, you can have an
RJ11 wall outlet installed and slave or jump
one of the telephone numbers to it.
The third way is the easiest: Buy a triplex
adapter. You can plug a triplex adapter into
an RJ14 outlet. It separates the wires into two
separate RJ11 jacks (Line 1, Line 2) and a
third RJ14 jack (Lines 1 and 2). If your
machine is on Line 1, plug the machine into
L1 of the triplex adapter. If your machine is on
Line 2, plug it into L2 of the triplex adapter.

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.

Plug one end of the first telephone line
cord for your TAD into the L1 jack of the
triplex adapter. Plug the other end into
the L1 or L1/L2 jack of the two-line TAD.

Plug one end of the second telephone
line cord for your TAD into the L2 jack of
the two-line TAD. Plug the other end into
the EXT. jack on the back side of the
machine.

RJ14

RJ11

RJ14

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
two-line TAD. You will need a fourth line cord
if you add a two-line telephone.

Triplex Adapter

Two Line Telephone

External Two Line TAD

Machine

You can keep two-line telephones on other
wall outlets as always. There are two ways to
add a two-line telephone to the machine’s
wall outlet. You can plug the telephone line
cord from the two-line telephone into the
L1+L2 jack of the triplex adapter. Or, you can
plug the two-line telephone into the TEL jack
of the two-line TAD.

Place the two-line TAD and the two-line
telephone next to your machine.

Chapter 5

Additional dialing
operations
Dialing access codes and
credit card numbers
You can combine more than one Quick Dial
number when you dial. This feature may be
useful if you need to dial an access code for
a cheaper rate from another long distance
carrier.
For example, you might have stored ‘555’ on
Speed Dial #003 and ‘7000’ on Speed Dial
#002. You can use them both to dial
‘555-7000’ if you press the following keys:
Press

(Address Book) 003.

Press

(Address Book) 002 and Start.

Numbers can be added manually by entering
them on the dial pad:
Press
(Address Book) 003, 7001 (on the
dial pad), and Start.
This would dial ‘555–7001’. You can also add
a pause by pressing Redial/Pause key.

Additional ways to
store numbers
Setting up Groups for
Broadcasting
If you often want to send the same fax
message to many fax numbers you can set
up a Group.
Groups are stored on a One Touch key or a
Speed Dial number. Each Group uses up a
One Touch key or a Speed Dial location. You
can then send the fax message to all the
numbers stored in a Group just by pressing a
One Touch key or entering a Speed Dial
number, and then pressing Start.
Before you can add numbers to a Group, you
need to store them as One Touch or Speed
Dial numbers. You can have up to 8 small
Groups, or you can assign up to 221 numbers
to one large Group.

Press Menu, 2, 3, 3.
Address Book
3.Setup Groups

Choose the One Touch key or Speed
Dial location where you want to store the
Group.
 Press a One Touch key.
 Press
(Address Book) and then
enter the three-digit Speed Dial
location.
Press OK.

Use the dial pad to enter a Group
number (1 to 8).
Press OK.

Dialing and storing numbers

To add One Touch or Speed Dial
numbers follow the instructions below:
 For One Touch numbers, press the
One Touch keys one after the other.
 For Speed Dial numbers, press
(Address Book) and then enter the
three-digit Speed Dial location.
The LCD will display your chosen One
Touch numbers with a l and Speed Dial
numbers with a # (for example l006,
#009).

Press OK when you have finished
adding numbers.

Do one of the following:

Changing Group numbers
If you try to change a Group number, the LCD
will show the name or number already stored
there.

a
b

Do one of the following:
 To store another Group for
broadcasting, go to step b.
 To finish storing Groups for
broadcasting, press Stop/Exit.

Choose the One Touch key or Speed
Dial number where the Group number is
stored.
Do one of the following:
 Press the One Touch key.
 Press
(Address Book) and then
enter the three-digit Speed Dial
number.
Press OK.

Press OK.

Press Menu, 2, 3, 3.
Address Book
3.Setup Groups

 Enter the name using the dial pad
(up to 15 characters). See Basic
User’s Guide: Entering text.
 Press OK to store the Group without
a name.

Note
If the Group number you are trying to
change has been set to a fax forwarding
number, the LCD will ask you if you want
to change the name or number.

Do one of the following:
 To change the stored Group
information, press 1. Go to step d.
 To exit without making a change,
press Stop/Exit.
G01:*001*002#001
1.Change 2.Clear

Chapter 5

Add or delete One Touch and Speed
Dial numbers by following the
instructions below:
 To add One Touch numbers, press
d or c to position the cursor just after
the last number. Then press the One
Touch key of the number you want to
add.
 To add Speed Dial numbers, press
d or c to position the cursor just after
the last number. Then press

Deleting Group numbers
If you try to delete a Group number, the LCD
will show the stored Group name or number.

Address Book
3.Setup Groups

(Address Book) and enter the
three-digit Speed Dial location of the
number you want to add.

Edit the name as follows:
 To edit the name, press d or c to
position the cursor under the
character you want to change. Then
press Clear to delete it, and enter the
correct character using the dial pad.

 Press
(Address Book) and then
enter the three-digit Speed Dial
number.
Press OK.

Note
If the One Touch or Speed Dial number
you are trying to delete has been set to a
fax forwarding number, the LCD will ask
you if you want to change the name or
number.

When you have finished editing,
press OK.

Press Stop/Exit.

Choose the One Touch key or Speed
Dial number where the Group is stored.
Do one of the following:
 Press the One Touch key.

 To delete One Touch or Speed Dial
numbers, press d or c to position the
cursor under the number you want to
delete, and then press Clear.
Press OK.

Press Menu, 2, 3, 3.

To delete the Group, press 2.
G01:*001*002#001
1.Change 2.Clear

Do one of the following:
 To delete the Group, press 1.
 To exit without deleting the Group,
press 2.
Erase This Data?
1.Yes 2.No

Press Stop/Exit.

Printing reports

Fax reports

You can use the Transmission Verification
Report as proof that you sent a fax. (For
details about how to set up the type of report
you want, see Basic User’s Guide:
Transmission Verification Report.)

Fax Journal

You can set the machine to print a fax journal
(activity report) at specific intervals (every
50 faxes, 6, 12 or 24 hours, 2 or 7 days). The
default setting is Every 50 Faxes, this
means that your machine will print the journal
when the machine has stored 50 jobs.

Some fax reports (transmission verification
and fax journal) can be printed automatically
and manually.

Transmission verification
report

If you set the interval to Off, you can still print
the report by following the steps on the next
page.

Press Menu, 2, 4, 2.

Report Setting
2.Journal Period

Press a or b to choose an interval.
Press OK.
If you choose 7 days, you will be asked
to choose a day when you want the
7 day countdown to begin.
If you choose Every 50 Faxes, the
LCD shows Accepted. Then go to
step d.

Enter the time to begin printing, in
24 hour format.
For example: enter 19:45 for 7:45 PM.
Press OK.

Press Stop/Exit.

If you choose 6, 12, 24 hours, 2 or 7 days, the
machine will print the report at the selected
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 memory.
If you want an extra report before it is due to
print, you can print it manually without erasing
the jobs from memory.

Chapter 6

Reports

The following reports are available:
1 Transmission
Displays the Transmission Verification
Report for your last outgoing 200 faxes
and prints the last report.
2 Tel Index List
Prints a list of names and numbers stored
in the One Touch and Speed Dial memory
in numerical or alphabetical order.
3 Fax Journal
Prints a list of information about your last
200 incoming and outgoing faxes.
(TX: transmit.) (RX: receive.)
4 User Settings
Print a list of your current settings.

How to print a report

a
b

Press Menu, 4.
Do one of the following:
 Press a or b to choose the report you
want.
Press OK.
 Enter the number of the report you
want to print. For example, press 2 to
print the Tel Index List.

c
d

Press Start.
Press Stop/Exit.

Making copies

Copy settings

When you want to quickly change the copy
settings temporarily for the next copy, use the
Options key. You can use different
combinations of settings.

The machine returns to its default settings
one minute after copying, unless you have
set the Mode Timer to 30 seconds or less.
(See Mode Timer uu page 8.)

To change a setting, press the temporary
Options key.
When you are finished choosing settings,
press Start.

Stop copying

To stop copying, press Stop/Exit.

Chapter 7

Using the Options key

Make sure you are in COPY mode. Use the Options key to quickly set the following copy settings
only for the next copy.
Press

Menu selections

Options

Press a or b, then press OK

Press a, b, d or c, then press OK

Quality

Auto*

Page

Text
Photo
Graph
Stack/Sort

Stack*

Brightness

-onnnn+

Sort
43

-nonnn+
-nnonn+*
-nnnon+
-nnnno+
Contrast

-onnnn+
-nonnn+
-nnonn+*
-nnnon+
-nnnno+

Making copies

Enlarge/Reduce

100%*

97% LTRiA4
94% A4iLTR
91% Full Page
85% LTRiEXE
83% LGLiA4
78% LGLiLTR
70% A4iA5
50%
Custom(25-400%)
Auto
200%
141% A5iA4
104% EXEiLTR
Page Layout

Off(1 in 1)*

2 in 1 (P)
2 in 1 (L)
4 in 1 (P)
4 in 1 (L)
The factory settings are shown in Bold with an asterisk.

Chapter 7

Improving copy quality

You can choose from a range of quality
settings. The default setting is Auto.

Sorting copies using the ADF
You can sort multiple copies. Pages will be
stacked in the order 1 2 3, 1 2 3, 1 2 3, and so
on.

 Auto
Auto is the recommended mode for
ordinary printouts. Suitable for documents
that contain both text and photographs.
 Text
Suitable for documents containing mainly
text.
 Photo

Make sure you are in COPY mode

b
c

Load your document in the ADF.

Press Options.
Press a or b to choose Stack/Sort.
Press OK.

Press a or b to choose Sort.
Press OK.

Press Start.

Suitable for copying photographs.
 Graph
Suitable for copying receipts.
To temporarily change the quality setting,
follow the steps below:

Make sure you are in COPY mode

b
c

Load your document.

Use the dial pad to enter the number of
copies (up to 99).
Press Options.
Press a or b to choose Quality.
Press OK.

Press a or b to choose Auto, Text,
Photo or Graph.
Press OK.

Press Start.

To change the default setting, follow the
steps below:

Press Menu, 3, 1.
Copy
1.Quality

Press a or b to choose the copy quality.
Press OK.

Press Stop/Exit.

Use the dial pad to enter the number of
copies (up to 99).

Adjusting Contrast and
Brightness

Contrast

Adjust the contrast to help an image look
sharper and more vivid.
To temporarily change the contrast setting,
follow the steps below:

Make sure you are in COPY mode

b
c

Load your document.

Press Options.
Press a or b to choose Contrast.
Press OK.

Press d or c to increase or decrease the
contrast.
Press OK.

Press Start.

Use the dial pad to enter the number of
copies (up to 99).

Making copies

Enlarging or reducing the
image copied

To change the default setting follow the steps
below:

Press Menu, 3, 3.

You can choose the enlargement or reduction
ratios.

Copy
3.Contrast

b
c

Custom(25-400%) allows you to enter a
ratio from 25% to 400%.

Press Stop/Exit.

To enlarge or reduce the next copy follow the
instructions below:

Brightness

Adjust the copy brightness to make copies
darker or lighter.
To temporarily change the copy brightness
setting, follow the steps below:
Make sure you are in COPY mode

b
c

Load your document.

Use the dial pad to enter the number of
copies (up to 99).

Press Options.
Press a or b to choose Brightness.
Press OK.

Press c to make a lighter copy or press
d to make a darker copy.
Press OK.

Auto sets the machine to calculate the
reduction ratio that best fits the size of paper.

Press d or c to increase or decrease the
contrast.
Press OK.

Make sure you are in COPY mode

b
c

Load your document.

Press Options.
Press a or b to choose
Enlarge/Reduce.
Press OK.

Do one of the following:
 Press a or b to choose the
enlargement or reduction ratio you
want.
Press OK.
 Press a or b to choose
Custom(25-400%).
Press OK.

Press Start.

Use the dial pad to enter an
enlargement or reduction ratio from
25% to 400%. (For example, press
5 3 to enter 53%.)

Press Menu, 3, 2.
Copy
2.Brightness

b
c

Press c to make a lighter copy or press
d to make a darker copy.
Press OK.
Press Stop/Exit.

Use the dial pad to enter the number of
copies (up to 99).

To change the default setting follow the steps
below:

Press OK.

Press Start.

Note
Page Layout Options 2 in 1 (P), 2 in 1 (L),
4 in 1 (P) and 4 in 1 (L) are not available
with Enlarge/Reduce.

Chapter 7

Making N in 1 copies
(page layout)

You can reduce the amount of paper used
when copying by using the N in 1 copy
feature. This allows you to copy two or four
pages onto one page.

Press Start to scan the page.

Insert your document face down in the
direction shown below:
 2 in 1 (P)

Important
• Please make sure the paper size is set to
Letter, A4, Legal or Folio.

 2 in 1 (L)

• (P) means Portrait and (L) means
Landscape.
• You cannot use the Enlarge/Reduce
setting with the N in 1 feature.

 4 in 1 (P)

Make sure you are in COPY mode

b
c

Load your document.

Press Options.
Press a or b to choose Page Layout.
Press OK.

Press a or b to choose 2 in 1 (P),
2 in 1 (L), 4 in 1 (P),
4 in 1 (L) or Off(1 in 1).
Press OK.

Use the dial pad to enter the number of
copies (up to 99).

 4 in 1 (L)

Making copies

Manual Duplex (two-sided)
Copying

Note

Place the first page of the document in
the ADF. (See Basic User’s Guide: How
to load documents.)

Load a sheet of paper into the manual
feed slot. (See Basic User’s Guide:
Loading paper in the manual feed slot.)

d
e

Press Start to copy the first page.

Turn over the printed paper and load it
into the manual feed slot again to copy
onto the other side.

After the machine scans the first page,
place the second document in the ADF.

Press Start to copy the other side.

Document

Paper

 If your document is flipped on the Short edge

Document

Make sure you are in COPY mode

 If your document is flipped on the Long edge

If you want to copy on both sides of the paper
you can do it manually by using the manual
feed slot.

Place the document in the ADF and load
paper into the manual feed slot in the
direction shown below:

Paper

Routine maintenance

Cleaning the machine
Clean the outside and inside of the machine
regularly with a dry, lint-free cloth. When you
replace the toner cartridge or the drum unit,
make sure that you clean the inside of the
machine.

Cleaning the outside of the
machine

WARNING
DO NOT use flammable substances, any
type of spray, or an organic solvent/liquid
containing alcohol or ammonia to clean the
inside or outside of the machine. Doing so
could cause a fire. Instead, use only a dry,
lint-free cloth. (See Product Safety Guide:
To use the product safely.)

Be careful not to inhale toner.

Important
Use neutral detergents. Cleaning with
volatile liquids such as thinner or benzine
will damage the surface of the machine.

Turn off the machine’s power switch.
Unplug the telephone line cord first,
disconnect all cables, and then unplug
the power cord from the AC power
outlet.

Note
(For FAX-2840 and MFC-7240)
To prevent you from losing any important
messages, see Basic User’s Guide:
Transferring your faxes or Fax Journal
report.

Pull the paper tray completely out of the
machine.

Routine maintenance

Wipe the outside of the machine with a
dry, lint-free soft cloth to remove dust.

Cleaning the document feed

Turn off the machine’s power switch.
Unplug the telephone line cord first,
disconnect all cables, and then unplug
the power cord from the AC power
outlet.

Note
(For FAX-2840 and MFC-7240)
To prevent you from losing any important
messages, see Basic User’s Guide:
Transferring your faxes or Fax Journal
report.

b
d
e

Remove any paper that is in the paper
tray.

Lift the control panel cover (1). Carefully
remove dirt from the document feed (2)
with a soft lint-free cloth.

Wipe the inside and the outside of the
paper tray with a dry, lint-free soft cloth
to remove dust.

Re-load the paper and put the paper tray
firmly back in the machine.

Plug the machine’s power cord back into
the AC power outlet first, connect all
cables, and then plug in the telephone
line cord. Turn on the machine’s power
switch.

Close the control panel cover.

Cleaning the corona wire

If you have print quality problems, clean the
corona wire as follows:

Open the front cover, and leave the
machine turned on for 10 minutes for the
internal fan to cool the internal parts of
the machine that are extremely hot.

b
WARNING

Slowly take out the drum unit and toner
cartridge assembly.

HOT SURFACE
After you have just used the machine, some
internal parts of the machine will be
extremely hot. Wait for the machine to cool
down before you touch the internal parts of
the machine.

Important
• We recommend that you place the drum
unit and toner cartridge assembly on a
clean, flat surface with a sheet of
disposable paper or cloth underneath it in
case you accidentally spill or scatter toner.
• Handle the toner cartridge carefully. If
toner scatters on your hands or clothes,
immediately wipe or wash it off with cold
water.

Routine maintenance

• To prevent damage to the machine
caused by static electricity, DO NOT touch
the electrodes shown in the illustration.

Put the drum unit and toner cartridge
assembly back into the machine. Close
the front cover.

Clean the corona wire inside the drum
unit by gently sliding the green tab from
left to right and right to left several times.

Cleaning the drum unit

If you have print quality problems, the drum
may have foreign material, such as glue from
a label stuck on the drum surface. Follow the
steps below to solve the problem.
1

a
b

Prepare blank A4 or Letter size paper.

Open the back cover (face-up output
tray).

Make sure the machine is in Ready
mode.

Note
Be sure to return the tab to the home
position (a) (1). If you do not, printed
pages may have a vertical stripe.

Open the manual feed slot cover.

Press Clear and Menu at the same
time. The Drum Cleaning message
will appear on the LCD.

Using both hands, slide the manual feed
paper guides to the width of the paper
that you are going to use.

Using both hands, put one piece of A4 or
Letter size paper in the manual feed slot
until the top edge of the paper touches
the paper feed roller. When you feel the
machine pull in the paper, let go. The
machine will start the Drum Cleaning
process.

Note
• The machine makes a mechanical noise
during the Drum Cleaning process
because the machine rotates the OPC
drum in reverse. This noise is not due to a
malfunction of the machine.
• DO NOT put more than one sheet of paper
in the manual feed slot at any one time, as
it may cause a jam.
• If the paper in the manual feed slot is other
than A4 or Letter size, the machine will
stop the Drum Cleaning process and eject
the paper.
• Make sure that the paper is straight and in
the proper position in the manual feed slot.
If it is not, it may not be fed properly,
resulting in a skewed printout or a paper
jam.
• DO NOT close the back cover (face-up
output tray) during the Drum Cleaning
process. The machine will stop the Drum
Cleaning process and it may cause a
paper jam.

Routine maintenance

• (For MFC-7240)
If the machine receives a print job before
you put the sheet of paper in the manual
feed slot, the machine will finish the Drum
Cleaning process first, and then print the
print job.

When the machine has finished
cleaning, the machine returns to Ready
mode.

Repeat steps e to h two more times
using a new blank sheet of paper each
time. Upon completion please discard
the used paper.

Close the back cover (face-up output
tray) and the manual feed slot cover.

WARNING
HOT SURFACE
After you have just used the machine, some
internal parts of the machine will be
extremely hot. Wait for the machine to cool
down before you touch the internal parts of
the machine.

If the problem is not solved yet, follow the
steps below:

Open the front cover, and leave the
machine turned on for 10 minutes for the
internal fan to cool the internal parts of
the machine that are extremely hot.

After the machine has cooled down, turn
off the machine’s power switch.

Note
(For FAX-2840 and MFC-7240)
To prevent you from losing any important
messages, see Basic User’s Guide:
Transferring your faxes or Fax Journal
report.

Slowly take out the drum unit and toner
cartridge assembly.

Push down the green lock lever and take
the toner cartridge out of the drum unit.

Important
• We recommend that you put the drum unit
and toner cartridge assembly on a clean,
flat surface with a sheet of disposable
paper or cloth underneath it in case you
accidentally spill or scatter toner.
• Handle the toner cartridge carefully. If
toner scatters on your hands or clothes,
immediately wipe or wash it off with cold
water.
• To prevent damage to the machine
caused by static electricity, DO NOT touch
the electrodes shown in the illustration.

Important
To avoid print quality problems, DO NOT
touch the shaded parts shown in the
illustrations.

Routine maintenance

Put the print sample in front of the drum
unit, and find the exact position of the
poor print.

Turn the drum unit gear by hand while
looking at the surface of the OPC
drum (1).

When you have found the mark on the
drum that matches the print sample,
wipe the surface of the OPC drum with a
dry cotton swab until the dust or glue on
the surface comes off.

Important
DO NOT clean the surface of the
photosensitive drum with a sharp object.

Put the toner cartridge back into the
drum unit until you hear it lock into place.
If you put the cartridge in properly, the
green lock lever will lift automatically.

Put the drum unit and toner cartridge
assembly back in the machine.

Close the front cover.

Cleaning the paper pick-up
rollers
If you have paper feed problems, clean the
pick-up rollers as follows:

Turn off the machine’s power switch.
Unplug the power cord from the AC
power outlet.

Note
(For FAX-2840 and MFC-7240)
To prevent you from losing important
messages, see Basic User’s Guide:
Transferring your faxes or Fax Journal
report.

Routine maintenance

Pull the paper tray completely out of the
machine.

Tightly wring out a lint-free cloth soaked
in lukewarm water, and then wipe the
separator pad (1) of the paper tray with
it to remove dust.

Wipe the two pick-up rollers (1) inside of
the machine to remove dust.

e
f

Put the paper tray back in the machine.
Plug the machine’s power cord back into
the AC power outlet. Turn on the
machine’s power switch.

Checking the machine
Checking the Page Counters

Note

You can see the machine’s Page Counters
for copies, printed pages, reports and lists,
faxes or a summary total.

• If for any reason you must ship your
machine, carefully repack the machine in
the original packaging to avoid any
damage during transit. The machine
should be adequately insured with the
carrier.

Press Menu, 5, 2.
Machine Info.
2.Page Counter

Press a or b to see Total, Fax/List,
Copy or Print.

Press Stop/Exit.

Checking the remaining life of
parts

Packing and shipping
the machine

• If you are returning your machine to
Brother as part of the Exchange Service,
pack only the machine. Keep all separate
parts, including the drum unit, the toner
cartridge, and printed materials to use with
your ‘Exchange’ machine.
A

Turn off the machine’s power switch.
Disconnect all the cables, and then
unplug the power cord from the AC
power outlet. Remove the ADF
Document Output Support. Leave the
machine turned off for at least 10
minutes to cool down.

b
c

Open the front cover.

You can see the machine’s parts life on the
LCD.

Press Menu, 5, 3.
Machine Info.
3.Drum Life

Press Stop/Exit.

Note
The life check will be accurate only if you
have reset the part counter when you
installed a new part. It will not be accurate
if that part’s life counter was reset during
the life of the used part.

Remove the drum unit and toner
cartridge assembly. Leave the toner
cartridge installed in the drum unit.

Routine maintenance

Put the protective material (1) in the
machine with the “REMOVE” text to the
left, as shown in the illustration.

Put the machine into the bag it originally
came in.

(1)

Put the drum unit and toner cartridge
assembly back into the machine.

Put the elastic band over the handle of
the drum unit, as shown in the
illustration.

Close the front cover.
Remove the handset and handset
curled cord.

Pack the AC power cord and printed
materials in the original carton as shown
below:

LEFT

RIGHT

FRONT

j
58

Close the carton and tape it shut.

Glossary

This is a comprehensive list of features and terms that appear in Brother manuals. Availability of
these features depends on the model you purchased.
ADF (automatic document feeder)
The document can be placed in the ADF
and scanned one page at a time
automatically.
Address Book
Use this key to store pre-programmed
Speed Dial numbers for easy dialing.
Auto Reduction
Reduces the size of incoming faxes.
Automatic fax transmission
Sending a fax without picking up the
machine’s handset or pressing
Hook/Hold.
Automatic Redial
A feature that enables your machine to
redial the last fax number after five
minutes, if the fax did not go through
because the line was busy.
Backup Print
Your machine prints a copy of every fax
that is received and stored in memory.
This is a safety feature so you will not lose
messages during a power failure.
Batch Transmission
As a cost saving feature, all delayed faxes
to the same fax number will be sent as one
transmission.
Beeper Volume
Volume setting for the beep when you
press a key or make an error.
Broadcasting
The ability to send the same fax message
to more than one location.
Cancel Job
Cancels a programmed print job and
clears the machine’s memory.

CNG tones
The special tones (beeps) sent by fax
machines during automatic transmission
to tell the receiving machine that a fax
machine is calling.
Coding method
Method of coding the information
contained in the document. All fax
machines must use a minimum standard
of Modified Huffman (MH). Your machine
is capable of greater compression
methods, Modified Read (MR), Modified
Modified Read (MMR) and JBIG (FAX2840 and FAX-2940), if the receiving
machine has the same capability.
Communication error (or Comm. Error)
An error during fax sending or receiving,
usually caused by line noise or static.
Compatibility group
The ability of one fax unit to communicate
with another. Compatibility is assured
between ITU-T Groups.
Contrast
Setting to compensate for dark or light
documents, by making faxes or copies of
dark documents lighter and light
documents darker.
Delayed Fax
Sends your fax at a specified later time
that day.
Distinctive Ring
A subscriber service purchased from the
telephone company that gives you
another telephone number on an existing
telephone line. The Brother machine uses
the new number to simulate a dedicated
fax line.

Dual Access
Your machine can scan outgoing faxes or
scheduled jobs into memory at the same
time it is sending a fax or receiving or
printing an incoming fax.

Fax/Tel
You can receive faxes and telephone
calls. Do not use this mode if you are
using a telephone answering device
(TAD).

Easy Receive
Enables your machine to respond to CNG
tones if you interrupt a fax call by
answering it.

Fine resolution
Resolution is 203  196 dpi. It is used for
small print and graphs.

ECM (Error Correction Mode)
Detects errors during fax transmission
and resends the pages of the fax that had
an error.
Extension telephone
A telephone on the fax number that is
plugged into a separate telephone wall
jack.
External telephone
A telephone that is plugged into the EXT
jack of your machine.
F/T Ring Time
The length of time that the Brother
machine pseudo/double-rings (when the
Receive Mode setting is Fax/Tel) to notify
you to pick up a voice call that it answered.
Fax Forwarding
Sends a fax received into the memory to
another pre-programmed fax number.
Fax Journal
Lists information about the last
200 incoming and outgoing faxes. TX
means Transmit. RX means Receive.
Fax Receive Code
Press this code (l51) when you answer a
fax call on an extension or external
telephone.
Fax Storage
You can store faxes in the memory.
Fax tones
The signals sent by sending and receiving
fax machines while communicating
information.

Gray Scale
The shades of gray available for copying
and faxing photographs.
Group number
A combination of One Touch and
Speed Dial numbers that are stored on a
One Touch key or in a Speed Dial location
for Broadcasting.
Handset Volume
Volume setting for the handset.
Journal Period
The pre-programmed time period
between automatically printed Fax
Journal Reports. You can print the Fax
Journal on demand without interrupting
the cycle.
LCD (liquid crystal display)
The display screen on the machine that
shows interactive messages during
On-Screen Programming and shows the
date and time when the machine is idle.
Manual fax
A manual fax is when you press
Hook/Hold to hear the receiving fax
machine answer before you press Start to
begin transmission.
Menu mode
Programming mode for changing your
machine’s settings.
OCR (optical character recognition)
Nuance™ PaperPort™ 12SE or Presto!
PageManager software application
converts an image of text to text you can
edit.

Glossary

One Touch
Keys on the machine’s control panel
where you can store numbers for easy
dialing. You can store a second number
on each key if you press Shift and the
One Touch key together.
Out of Paper Reception
Receives faxes into the machine’s
memory when the machine is out of paper.
Overseas Mode
Makes temporary changes to the fax
tones to accommodate noise and static on
overseas telephone lines.
Paging
This feature enables your machine to call
your pager when a fax is received into its
memory.
Pause
Allows you to place a 3.5 second delay in
the dialing sequence while you are dialing
using the dial pad or while you are storing
One Touch and Speed Dial numbers.
Press Redial/Pause as many times as
needed for longer pauses.

Remote Retrieval Access
The ability to access your machine
remotely from a touch tone telephone.
Resolution
The number of vertical and horizontal lines
per inch.
Ring Delay
The number of rings before the machine
answers in Fax Only and Fax/Tel
modes.
Ring Volume
Volume setting for the machine’s ring.
Scanning
The process of sending an electronic
image of a paper document into your
computer.
Speed Dial
A pre-programmed number for easy
dialing.
Station ID
The stored information that appears on
the top of faxed pages. It includes the
sender’s name and fax number.

Polling
The process of a fax machine calling
another fax machine to retrieve waiting fax
messages.

TAD (telephone answering device)
You can connect an external device or
answering machine to the EXT. jack of
your machine.

Pulse (Canada only)
A form of rotary dialing on a telephone
line.

Telephone Answer Code
(Fax/Tel mode only)
When the machine answers a voice call, it
pseudo/double-rings. You can pick up at
an extension telephone by pressing this
code (#51).

Real Time Transmission
When memory is full, you can send faxes
in real time.
Remaining Jobs
You can check which programmed fax
jobs are waiting in the memory and cancel
the jobs individually.
Remote Access Code
Your own four-digit code (– – –l) that
allows you to call and access your
machine from a remote location.

Tel Index List
A listing of names and numbers stored in
One Touch and Speed Dial memory, in
numerical order.
Temporary settings
You can choose certain options for each
fax transmission and copy without
changing the default settings.

Tone
A form of dialing on the telephone line
used for Touch Tone telephones.
Transmission
The process of sending faxes over the
telephone lines from your machine to the
receiving fax machine.
Transmission Verification Report
A report for each transmission, that shows
its date, time and number.
User Settings List
A printed report that shows the current
settings of the machine.
Volume Amplify
Volume setting for the handset for a user
who is hearing-impaired.

Index

Apple Macintosh
See Software User's Guide.

Daylight Saving Time ................................ 4
Deep Sleep mode ...................................... 5
Delayed batch transmission .................... 18
Dialing
access codes and credit card numbers 34
dial prefix ................................................ 7
Groups (broadcasting) ......................... 16
restricting dialing .................................. 13
Drum unit
checking (remaining life) ...................... 56
cleaning ................................................ 49
Dual access ............................................. 16
Duplex Copy ............................................ 45

B
Broadcasting ............................................16
canceling ...............................................17
setting up Groups for ............................34

C
Canceling
broadcast in process .............................17
fax jobs in memory ................................18
fax storage ............................................23
jobs awaiting redial ...............................18
remote fax options ................................24
Cleaning
corona wire ...........................................48
drum unit ...............................................49
Connecting
two-line external TAD or telephone ......33
ControlCenter2 (for Macintosh)
See Software User's Guide.
ControlCenter4 (for Windows®)
See Software User's Guide.
Copy
brightness .............................................43
contrast .................................................42
enlarging or reducing ............................43
key ........................................................39
Manual Duplex (two-sided) ...................45
N in 1 (page layout) ..............................44
Options key ...........................................40
quality ...................................................42
sort ........................................................42
temporary settings ................................39
Cover page ..............................................19
custom comments .................................19
for all faxes ...........................................20
for next fax only ....................................19
printed form ...........................................20

E
Enlarge/Reduce copies ........................... 43

F
Fax forwarding
changing remotely .......................... 26, 27
programming a number ........................ 22
Fax storage ............................................. 23
printing from memory ........................... 29
turning off ............................................. 24
turning on ............................................. 23
Fax, stand-alone
receiving
at end of conversation ....................... 28
Continue Mode .................................... 6
fax forwarding .................................... 27
fax receive stamp .............................. 28
into memory (fax storage) ................. 23
paging ............................................... 23
polling receive ................................... 29
reducing to fit on paper ..................... 28
retrieving from a remote site ....... 26, 27
sending ................................................. 14
at end of conversation ....................... 15
broadcasting ...................................... 16
canceling from memory ..................... 18
contrast ............................................. 14
delayed batch .................................... 18
delayed fax ........................................ 18
63

from memory (dual access) ...............16
manual ...............................................15
overseas ............................................18
polled transmit ....................................20
real time transmission ........................17
resolution ...........................................15
Fax/Tel mode
receiving faxes ......................................31

G
Groups for broadcasting ..........................34

H
Hook/Hold key ..........................................31

J
Jacks
convert to RJ11 jack
triplex adapter ............................. 32, 33

L
LCD (liquid crystal display)
contrast ...................................................6

M
Machine information
checking remaining life of parts ............56
page counts ..........................................56
Macintosh
See Software User's Guide.
Maintenance, routine ...............................46
checking the remaining life of parts ......56
Manual
transmission ..........................................15
Memory
storage ....................................................1
Memory Security ......................................10

N
N in 1 (page layout) ..................................44
Nuance™ PaperPort™ 12SE
See Software User's Guide and Help in the
PaperPort™ 12SE application to access
How-to-Guides.
64

P
Page layout (N in 1) ................................. 44
Paging ..................................................... 23
programming your cell number ............. 23
programming your pager number ......... 22
PC-Fax
See Software User's Guide.
Polling
polled transmit ...................................... 20
polling receive ...................................... 29
Power failure ............................................. 1
Presto! PageManager
See Software User's Guide. See also Help
in the Presto! PageManager application.
Print
fax from memory .................................. 29
reports .................................................. 38
Printing
See Software User's Guide.

Q
Quality
copying ........................................... 40, 42
Quick dial
access codes and credit card numbers 34
broadcasting ......................................... 16
using Groups ..................................... 16
Group dial
setting up Groups for broadcasting ... 34

R
Redial/Pause key .................................... 34
Reducing
copies ................................................... 43
incoming faxes ..................................... 28
Remote fax code
setting up or changing .......................... 25
using ..................................................... 25
Remote retrieval ...................................... 25
access code ......................................... 25
commands ............................................ 27
getting your faxes ................................. 26
Remote setup
See Software User's Guide.
Reports .............................................. 37, 38
Fax Journal ..................................... 37, 38

journal period .....................................37
how to print ...........................................38
Tel Index List ........................................38
Transmission Verification ......................37
User Settings ........................................38
Resolution
fax (standard, fine, superfine, photo) ....15
setting for next fax ................................15
Resolution key .........................................15

S
Safety Instructions ...................................... i
Scanning
See Software User's Guide.
Security
restricting dialing ...................................13
Setting Lock ..........................................11
TX Lock ...................................................9
Sleep mode ................................................4
Sort ..........................................................42

T
TAD (telephone answering device),
external
with two-line jack ...................................33
Telephone line
converting wall outlets ..........................32
roll over lines .........................................32
two-line telephone system ............. 32, 33
Temporary copy settings ..........................39
Toner Save ................................................4
Toner Setting (Continue Mode) ..................5
Two-line telephone system ............... 32, 33
TX Lock ......................................................9

V
Volume, setting
beeper .....................................................2
handset ...................................................2
ring ..........................................................2
speaker ...................................................2

W
Warranties are in the box
Windows®
See Software User's Guide.
65

Brother International Corporation
100 Somerset Corporate Boulevard
P.O. Box 6911
Bridgewater, NJ 08807-0911 USA
Brother International Corporation (Canada) Ltd.
1 rue Hôtel de Ville,
Dollard-des-Ormeaux, QC, Canada H9B 3H6

Visit us on the World Wide Web
http://www.brother.com/

These machines are approved for use in the country of purchase only. Local Brother companies
or their dealers will only support machines purchased in their own countries.

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