Please see "User manual 3[Short-Term Confidentiality].pdf" for FCC and IC manual statements.
If you need to call Customer Service Please complete the following information for future reference: Model Number: MFC-685CW and MFC-885CW (Circle your model number) Serial Number: 1 Date of Purchase: Place of Purchase: 1 The serial number is on the back of the unit. Retain this User's Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. Register your product on-line at http://www.brother.
Brother numbers IMPORTANT For technical help, you must call the country where you bought the machine. Calls must be made from within that country. Register your product By registering your product with Brother International Corporation, you will be recorded as the original owner of the product.
Service Center Locator (USA only) For the location of a Brother authorized service center, call 1-800-284-4357. Service Center Locations (Canada only) For the location of a Brother authorized service center, call 1-877-BROTHER. Brother fax back system (USA only) Brother has installed an easy-to-use fax back system, so you can get instant answers to common technical questions and product information for all Brother products. This system is available 24 hours a day, 7 days a week.
Ordering accessories and supplies For best quality results use only genuine Brother accessories, which are available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover, or American Express credit card, you can order accessories directly from Brother. (You can visit us online for a complete selection of the Brother accessories and supplies that are available for purchase.) In USA: 1-877-552-MALL (6255) 1-800-947-1445 (fax) http://www.brothermall.
Notice - Disclaimer of Warranties (USA and Canada) BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE.
Compilation and Publication Notice Under the supervision of Brother Industries Ltd., this manual has been compiled and published, covering the latest product descriptions and specifications. The contents of this manual and the specifications of this product are subject to change without notice.
Brother® One Year Limited Warranty and Replacement Service (USA only) Who is covered: This limited warranty (“warranty”) is given only to the original end-use/retail purchaser (referred to in this warranty as “Original Purchaser”) of the accompanying product, consumables and accessories (collectively referred to in this warranty as “this Product”).
Brother® One Year Limited Warranty and Replacement Service (USA only) discretion. Brother reserves the right to supply a refurbished or remanufactured replacement Machine and/or accompanying Consumable and Accessory Items and use refurbished parts provided such replacement products conform to the manufacturer's specifications for new product/parts.
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only) Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts, Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centers, will repair this MFC/Facsimile machine free of charge if defective in material or workmanship.
Table of Contents Section I 1 General General Information 2 Using the documentation ....................................................................................... 2 Symbols and conventions used in the documentation .................................... 2 Accessing the Software User’s Guide and Network User’s Guide ........................ 2 Viewing Documentation ................................................................................... 2 Accessing Brother Support (For Windows®) ........
LCD display .........................................................................................................27 LCD Contrast .................................................................................................27 Setting the backlight brightness.....................................................................27 Setting the Dim Timer for the backlight ........................................................28 Setting the Off Timer ......................................................
6 Receiving a Fax 40 Receive modes .................................................................................................... 40 Choosing the Receive Mode .........................................................................40 Using receive modes ........................................................................................... 41 Fax only ......................................................................................................... 41 Fax/Tel............................
8 Dialing and storing numbers 57 How to Dial ..........................................................................................................57 Manual dialing ...............................................................................................57 Speed Dialing ................................................................................................57 Search ...........................................................................................................57 Fax Redial .
11 Printing Reports 80 Fax reports........................................................................................................... 80 Transmission Verification Report................................................................... 80 Fax Journal (activity report) ...........................................................................80 Reports ................................................................................................................ 81 How to print a report .......
Section IV Walk-up Photo Printing 14 PhotoCapture Center®: Printing photos from a memory card or USB Flash memory drive 94 PhotoCapture Center® Operations ......................................................................94 Printing from a memory card or USB Flash memory drive without a PC.......94 Scanning to a memory cards or USB Flash memory drive without a PC ......94 Using PhotoCapture Center ® from your computer ........................................
Section V Software 16 Software and Network features 116 Section VI Appendixes A Safety and Legal 118 Choosing a location ........................................................................................... 118 To use the machine safely................................................................................. 119 Important safety instructions........................................................................
C Menu and Features 156 On-screen programming ....................................................................................156 Menu table ...................................................................................................156 Memory storage...........................................................................................156 Mode and menu keys ........................................................................................156 Menu table ..............................
Section I General General Information Loading documents and paper General setup Security features I 2 10 21 29
1 General Information Using the documentation 1 Thank you for buying a Brother machine! Reading the documentation will help you make the most of your machine. Symbols and conventions used in the documentation The following symbols and conventions are used throughout the documentation. Bold Italics Courier New Viewing Documentation Italicized typeface emphasizes an important point or refers you to a related topic.
General Information c If the language screen appears, click your language. The CD-ROM main menu will appear. How to find Scanning instructions 1 There are several ways you can scan documents.
Chapter 1 Viewing Documentation (For Macintosh®) a How to find Scanning instructions 1 Turn on your Macintosh®. Insert the Brother CD-ROM into your CD-ROM drive. The following window will appear. 1 There are several ways you can scan documents. You can find the instructions as follows: Software User’s Guide Scanning (For Mac OS ® X 10.2.4 or greater) ControlCenter2 (For Mac OS® X 10.2.4 or greater) Network Scanning (For Mac OS® X 10.2.
General Information Accessing Brother Support (For Windows®) 1 1 You can find all the contacts you will need, such as Web support (Brother Solutions Center), Customer Service and Brother Authorized Service Centers on Brother numbers on page i and on the Brother CD-ROM. Click Brother Support on the main menu. The following screen will appear: To access our web site (www.brother.com), click Brother Home Page.
Chapter 1 Control panel overview 1 MFC-685CW 1 11 10 12 9 8 7 2 1 MFC-885CW 1 11 12 9 8 10 1 7 2 Note Most of the illustrations in this User’s Guide show the MFC-685CW. 1 Dial Pad Use these keys to dial telephone and fax numbers and as a keyboard for entering information into the machine. (Canada only) The # key lets you temporarily switch the dialing mode during a telephone call from Pulse to Tone. 2 6 Fax and telephone keys Redial/Pause Redials the last 30 numbers called.
General Information 1 7 6 3 4 5 7 6 3 3 Mode keys: Fax Lets you access Fax mode. Scan Lets you access Scan mode. Copy Lets you access Copy mode. PhotoCapture Lets you access PhotoCapture Center® mode. 4 Menu keys: Volume keys d c In Fax mode, you can press these keys to adjust the ring volume. 4 5 a Speed Dial Lets you look up and dial numbers that are stored in the memory. d or c Press to scroll backward or forward to a menu selection. Also, press to choose options.
Chapter 1 5 LCD display screen Start keys: Color Start Lets you start sending faxes or making copies in full color. Also lets you start a scanning operation (in color or black & white, depending on the scanning setting in the ControlCenter software). The LCD shows the current machine status when the machine is idle. 1 Stop/Exit 7 LCD (liquid crystal display) Displays messages on the screen to help you set up and use your machine. Also, you can adjust the angle of the LCD display by lifting it.
General Information Basic Operations 1 1 The following steps show how to change a setting in the machine. In this example the Mode Timer setting is changed from 2 minutes to 30 seconds. a b Press Menu. Press a or b to choose General Setup. General Setup FAX LAN Print Reports Machine Info. Initial Setup Menu c d Select & Press Press OK. Press a or b to choose Mode Timer.
2 Loading documents and paper Loading documents How to load documents CAUTION DO NOT pull on the document while it is feeding. 2 DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, pasted or taped. The ADF can hold up to 10 pages and feeds each sheet individually. Use standard 20 lb (80 g/m2) paper and always fan the pages before putting them in the ADF.
Loading documents and paper Using the scanner glass 2 Length: Up to 11.7 in. (297 mm) Width: Up to 8.5 in. (215.9 mm) Weight: Up to 4.4 lb (2 kg) How to load documents Note Close the document cover. CAUTION You can use the scanner glass to fax, copy or scan pages of a book or one page at a time. Document Sizes Supported c 2 If you are scanning a book or thick document, DO NOT slam the cover down or press on it.
Chapter 2 Acceptable paper and other media Handling and using media 2 The print quality can be affected by the type of paper you are using in the machine. Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat. The coated side of photo paper is shiny. Avoid touching the shiny (coated) side. Load photo paper with the shiny side facing down.
Loading documents and paper Choosing the right media 2 Paper type and size for each operation Paper Type Cut Sheet Cards Envelopes Paper Size 2 2 Usage Fax Copy Photo Capture Printer Letter 8 1/2 × 11 in. (216 × 279 mm) Yes Yes Yes Yes A4 8.3 × 11.7 in. (210 × 297 mm) Yes Yes Yes Yes Legal 8 1/2 × 14 in. (216 × 356 mm) Yes Yes – Yes Executive 7 1/4 × 10 1/2 in. (184 × 267 mm) – – – Yes JIS B5 7.2 × 10.1 in. (182 × 257 mm) – – – Yes A5 5.8 × 8.3 in.
Chapter 2 Paper weight, thickness and capacity 2 Paper Type Weight Thickness No. of sheets Cut Sheet Plain Paper 17 to 32 lb (64 to 120 g/m2) 0.003 to 0.006 in. (0.08 to 0.15 mm) 100 1 Inkjet Paper 17 to 53 lb (64 to 200 g/m2) 0.003 to 0.01 in. (0.08 to 0.25 mm) 20 Glossy Paper Up to 58 lb (Up to 220 g/m2) Up to 0.01 in. (Up to 0.25 mm) 20 2 Photo 4"×6" Up to 64 lb (Up to 240 g/m2) Up to 0.01 in. (Up to 0.28 mm) 20 2 Index Card Up to 32 lb (Up to 120 g/m2) Up to 0.006 in. (Up to 0.
Loading documents and paper Loading paper and other media b 2 Press and slide the paper side guides (1) and paper length guide (2) to fit the paper size. 1 Note 2 To print on Photo (4"×6") or Photo L (3.5"×5") paper, see Loading photo paper on page 18. a If the paper support flap is open, close it, and then pull the paper tray completely out of the machine. Lift the output paper tray cover (1). 2 c Fan the stack of paper well to avoid paper jams and misfeeds.
Chapter 2 Note f Close the output paper tray cover. g Slowly push the paper tray completely into the machine. h While holding the paper tray in place, pull out the paper support (1) until it clicks and unfold the paper support flap (2). When you use Legal size paper, press and hold the universal guide release button as you slide out the front of the paper tray. e Gently adjust the paper side guides to the paper with both hands. Make sure the paper side guides touch the sides of the paper.
Loading documents and paper Loading envelopes and post cards About envelopes How to load envelopes and post cards 2 2 a Before loading, press the corners and sides of the envelopes or post cards to make them as flat as possible. 2 2 Use envelopes that weigh from 20 to 25 lb (75 to 95 g/m2). Some envelopes need margin settings to be set in the application. Make sure you do a test print first.
Chapter 2 If you have problems when printing on envelopes, try the following suggestions: a b Open the envelope flap. c Adjust the size and margin in your application. Make sure the open flap is either to the side of the envelope or to the back edge of the envelope when printing. Loading photo paper 2 2 Note In Canada, the photo bypass tray is called the photo paper tray.
Loading documents and paper c Put the photo paper into the photo bypass tray and gently adjust the paper side guides to the paper. Make sure the paper side guides touch the sides of the paper. Removing small printouts from the machine 2 When the machine ejects small paper onto the output paper tray you may not be able to reach it. Make sure printing has finished, and then pull the tray completely out of the machine.
Chapter 2 Printable area 2 The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. The machine can only print in the shaded areas when the Borderless print feature is available and turned on. Cut Sheet Paper Envelopes 3 3 4 1 4 1 2 2 Top (1) Bottom (2) Left (3) Right (4) Cut Sheet 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) 0.12 in. (3 mm) Envelopes 0.47 in. (12 mm) 0.95 in.
3 General setup On/Off key 3 When the machine is idle, you can turn it on and off by pressing the On/Off key. If you have connected an external telephone or TAD, it is always available. a a 3 Press and hold down the On/Off key until the LCD shows Shutting Down. The LCD will stay on for a few seconds before going off. Turning the machine on On/Off setting 3 You can customize the machine's On/Off key. The factory setting is Fax Receive:Off.
Chapter 3 On/Off setting Receive mode Available operations Fax Rec eive:Of f — No machine operations will be available. Fax Rec Fax Only eive:On Fax/Tel Fax Receive Easy Receive (factory setting) 12 Manual 3 Mode Timer The machine has four temporary mode keys on the control panel: Fax, Scan, Copy and PhotoCapture. You can change the amount of time the machine takes after the last Scan, Copy or PhotoCapture operation before it returns to Fax mode.
General setup Paper settings Paper Type To get the best print quality, set the machine for the type of paper you are using. a b c d e Press Menu. Press a or b to choose General Setup. Press OK. Press a or b to choose Paper Type. Press d or c to choose Plain Paper, Inkjet Paper, Brother Photo, Other Photo or Transparency. Press OK. 3 3 Paper Size You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 4 × 6 in.
Chapter 3 Volume Settings Ring Volume 3 3 You can choose a range of ring volume levels, from High to Off. a b Press a or b to choose General Setup. Press OK. Press a or b to choose Volume. Press OK. d e Press a or b to choose Ring. 24 a b 3 Press d or c to choose Low, Med, High or Off. Press OK. Press Stop/Exit. Press Menu. Press a or b to choose General Setup. Press OK. c Press a or b to choose Volume. Press OK. d e Press a or b to choose Beeper. Press Menu.
General setup Speaker Volume You can choose a range of speaker volume levels, from High to Off. a b c d e f Press Menu. Press a or b to choose General Setup. Press OK. Press a or b to choose Volume. Press OK. Press a or b to choose Speaker. Press d or c to choose Low, Med, High or Off. Press OK. Press Stop/Exit. 3 Handset Volume (MFC-685CW only) a b Press Menu. Press a or b to choose General Setup. Press OK. c Press a or b to choose Volume. Press OK. d e Press a or b to choose Handset.
Chapter 3 Volume Amplify On Temporary This setting is appropriate if some of the users are hearing-impaired. During a conversation, users can press d or c on the control panel to adjust the volume to Low, High or Amplify. When the handset is replaced, the handset volume returns to the default setting of Low. Volume Amplify :On Permanent Choose Volume Amplify On -Permanent if all of the users are hearing-impaired.
General setup Automatic Daylight Savings Time You can set the machine to change automatically for daylight savings time. It will reset itself forward one hour in the Spring and backward one hour in the Fall. Make sure you have set the correct date and time in the Date&Time setting. a b Press Menu. Press a or b to choose General Setup. Press OK. c Press a or b to choose Auto Daylight. d Press d or c to choose On (or Off). Press OK. e Press Stop/Exit.
Chapter 3 Setting the Dim Timer for the backlight Setting the Off Timer 3 You can set how long the LCD backlight stays on after the last key press. a b 3 Press Menu. Press a or b to choose General Setup. Press OK. You can set how long the LCD stays on after the last key press. This is a power saving feature. The machine can print, scan and receive faxes and voice calls when the LCD is off. a b Press Menu. Press a or b to choose General Setup. Press OK. c Press a or b to choose LCD Settings.
4 Security features Memory Security Memory Security lets you prevent unauthorized access to the machine. You will not be able to continue to schedule Delayed Faxes or Polling jobs. However, any prescheduled Delayed Faxes will be sent even if you turn on Memory Security, so they will not be lost.
Chapter 4 Changing your memory security password a b 4 Turning the memory security on/off 4 Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Miscellaneous. Press OK. d Press a or b to choose Mem Security. Press OK. e Turning on the memory security lock a b 4 Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Miscellaneous. Press OK. Press a or b to choose Set Password. Press OK. d Press a or b to choose Mem Security. Press OK.
Section II Fax 32 Receiving a Fax 40 Telephone Services and External devices 45 Dialing and storing numbers 57 Message Center 65 Advanced fax operations (Black & White only) 70 Printing Reports 80 Polling 82 Sending a fax II
5 Sending a fax Entering Fax mode 5 5 When the option you want is highlighted, press OK. When the machine is idle, the time appears on the LCD. When you want to send a fax, or change fax send or receive settings, press Faxing from the ADF the a Press b Put the document face down in the ADF. (See Using the ADF on page 10) c Enter the fax number using the dial pad, Speed Dial or Search. (Fax) key to illuminate it in green. (Fax).
Sending a fax Faxing from the scanner glass f 5 You can use the scanner glass to fax pages of a book one at a time. The documents can be up to letter or A4 size. You cannot send multiple pages for color faxes. Put the next page on the scanner glass. Press OK. The machine starts scanning the page. (Repeat steps e and f for each additional page.) Note If the memory is full and you are faxing a single page, it will be sent in real time.
Chapter 5 Broadcasting (Black & White only) 5 • If the memory is full, press Stop/Exit to stop the job. If more than one page has been scanned, press Black Start to send the portion that is in the memory. Broadcasting is when the same fax message is automatically sent to more than one fax number. You can include Groups, Speed Dial numbers and up to 50 manually dialed numbers in the same broadcast. Canceling a Broadcast in progress After the broadcast is finished, a Broadcast Report will be printed.
Sending a fax Additional sending operations Sending faxes using multiple settings When you send a fax you can choose any combination of these settings: resolution, contrast, overseas mode, delayed fax timer, polling transmission and real time transmission. a Press (Fax). The LCD shows: Fax Resolution Standard Contrast Speed Dial Outgoing Call Auto FAX/TEL b Contrast 5 5 5 If your document is very light or very dark, you may want to change the contrast.
Chapter 5 Changing fax resolution The quality of a fax can be improved by changing the fax resolution. a Press b Press a or b to choose Fax Resolution. c (Fax). Press d or c to choose the resolution you want. Press OK. Note You can choose four different resolution settings for black & white faxes and two for color. Black & White Suitable for most typed documents. Fine Good for small print and transmits a little slower than Standard resolution. S.
Sending a fax Overseas Mode 5 If you are having difficulty sending a fax overseas due to possible interference on the telephone line, we recommend that you turn on the Overseas mode. After you send a fax using this feature, the feature will turn itself off. a Press b c Load your document. d a Press b c Press a or b to choose Batch TX. Press a or b to choose Overseas Mode. Press d or c to choose On (or Off). Press OK. d Press b c d Load your document. (Fax). 5 Press d or c to choose On.
Chapter 5 Setting your changes as the new default Sending a fax manually 5 Manual transmission lets you hear the dialing, ringing and fax-receiving tones while sending a fax. You can save the fax settings for Fax Resolution, Contrast, Real Time TX and Scan Size you use most often by setting them the default setting. These settings will stay until you change them again. a Press b Press a or b to choose your new setting. Press OK. Repeat this step for each setting you want to change. (Fax).
Sending a fax Out of Memory message 5 If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel the fax. If you get an Out of Memory message while scanning a subsequent page, you will have the option to press Black Start to send the pages scanned so far, or to press Stop/Exit to cancel the operation. Note If you get an Out of Memory message while faxing and you do not want to delete your stored faxes to clear the memory, you can send the fax in real time.
6 Receiving a Fax 6 Receive modes 6 You must choose the receive mode depending on the external devices and telephone subscriber services you have on your line. The diagrams below will help you choose the correct mode. For more detailed information about the receive modes, see Using receive modes on page 41 and Receive mode settings on page 42. Choosing the Receive Mode 6 If you are using the Distinctive Ring subscriber service from your telephone company, see Distinctive Ring on page 47.
Receiving a Fax Using receive modes 6 6 Message Center ( MC) helps you automatically manage incoming calls, by recognizing whether they are fax or voice calls and handling them in one of the following ways: Some receive modes answer automatically (Fax Only and Fax/Tel). You may want to change the ring delay before using these modes. See Ring Delay on page 42. Fax only Message Center ( MC) Faxes will be automatically received. 6 Voice callers can record a message.
Chapter 6 Receive mode settings Ring Delay The Ring Delay sets the number of times the machine rings before it answers in Fax Only or Fax/Tel mode. If you have external or extension telephones on the same line as the machine or subscribe to the telephone company’s Distinctive Ring service, keep the ring delay setting of 4. (See Using external and extension telephones on page 55 and Easy Receive on page 43.) If toll saver is On, then the ring delay setting has no effect. See Setting toll saver on page 68.
Receiving a Fax Easy Receive If Easy Receive is On: 6 Press a or b to choose Fax. Press OK. c Press a or b to choose Setup Receive. Press OK. d Press a or b to choose Easy Receive. Press OK. e Press d or c to choose On, Semi (or Off). Press OK. f Press Stop/Exit. 6 The machine will only receive a fax call automatically if you answered it using the machine’s handset, cordless handset or Speaker Phone. If you answered at an extension telephone press l 5 1.
Chapter 6 Additional receiving operations Printing a reduced incoming fax Printing a fax from the memory 6 6 a b If you choose On, the machine automatically reduces each page of an incoming fax to fit on one page of A4, Letter, Legal size paper. The machine calculates the reduction ratio by using the page size of the fax and your Paper Size setting. (See Paper Size on page 23.) a b c Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Advanced Fax Operation. Press OK.
7 Telephone Services and External devices Voice operations 7 a Voice calls can be made either with the handset, the cordless handset (MFC-885CW only), the speaker phone, an extension or external telephone, by dialing manually, or by using Quick Dial numbers. Do one of the following: c When you hear the dial tone, enter a number using the dial pad, Speed Dial and Search. c If you pressed Speaker Phone, speak clearly toward the microphone 7 d (MFC-685CW) Replace the handset.
Chapter 7 Hold For MFC-685CW a Press Hold to put a call on Hold. You can replace the handset without disconnecting the call. b Pick up the machine's handset or press Speaker Phone to release the call from Hold.
Telephone Services and External devices Fax/Tel mode when the power key is off Telephone services 7 You can change the default setting of the On/Off key to Fax Receive:On so that you can receive faxes automatically when the power key is off. (See On/Off setting on page 21.) Fax/Tel mode will work in the following ways.
Chapter 7 What does Brother's ‘Distinctive Ring’ do? 7 The Brother machine has a Distinctive Ring feature that allows you to use your machine to take full advantage of the telephone company's Distinctive Ring service. The new telephone number on your line can just receive faxes. Note If you have Voice Mail on the telephone line that you will install your new machine on, there is a strong possibility that Voice Mail and the machine will conflict with each other while receiving incoming calls.
Telephone Services and External devices a b Press Menu. Caller ID Press a or b to choose Fax. Press OK. The Caller ID feature lets you use the Caller ID subscriber service offered by many local telephone companies. Call your telephone company for details. This service shows the telephone number, or name if it is available, of your caller as the line rings. c Press a or b to choose Miscellaneous. Press OK. d Press a or b to choose Distinctive. Press OK. e Press a or b to choose Set. Press OK.
Chapter 7 Setting up your area code (USA only) 7 Your machine will automatically dial "1" plus the area code for any number that does not originate in your area code. The machine can identify local calls from your area code by entering your area code in the Area Code setting. With this setting, calls returned from the caller ID history to your area code will be dialed using only 7-digits. If you must dial the area code to call within your area code, do not enter this setting.
Telephone Services and External devices Printing Caller ID List a b 7 Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Miscellaneous. Press OK. d Press a or b to choose Caller ID. Press OK. e 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. f g Press Black Start or Color Start. After printing has finished, press Stop/Exit.
Chapter 7 • If You Do Not Subscribe to Distinctive Ring Service: You must plug your TAD into the EXT. jack of your machine. If your TAD is plugged into a wall jack, both your machine and the TAD will try to control the telephone line. (See the illustration below.) Connections The external TAD must be plugged into the jack labeled EXT. Your machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring).
Telephone Services and External devices Recording outgoing message (OGM) on an external TAD Special line considerations 7 Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception. a b c Record 5 seconds of silence at the beginning of your message. (This allows your machine time to listen for the fax CNG tones of automatic transmissions before they stop.) Limit your speaking to 20 seconds.
Chapter 7 d The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your machine is on Line 1, plug the machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of the triple adapter. Triplex Adapter Plug one end of the second telephone line cord for your TAD into the L2 jack of the two-line TAD.
Telephone Services and External devices External and extension telephones Connecting an external or extension telephone If you answer a call and no one is on the line: 7 7 7 You should assume that you're receiving a manual fax. Press l 5 1 and wait for the chirp or until the LCD shows Receiving, and then hang up. Note You can connect a separate telephone (or telephone answering device) directly to your machine as shown in the diagram below.
Chapter 7 Telephone Answer code 7 If you receive a voice call and the machine is in F/T mode, it will start to sound the F/T (double) ring after the initial ring delay. If you pick up the call on an extension telephone you can turn the F/T ring off by pressing # 5 1 (make sure you press this between the rings). Changing the remote codes 7 The preset Fax Receive Code is l 5 1. The preset Telephone Answer Code is # 5 1. If you want to, you can replace them with your own codes. a b Press Menu.
8 Dialing and storing numbers How to Dial Manual dialing 8 8 Search Press Speed Dial. Press a or b to choose Search. Press OK. You can also choose Speed Dial by pressing c 8 Press Speed Dial. Press a or b to choose Alphabetical Order or Numerical Order. Press OK. • Press l to make the LCD font size larger. • Press # to make the LCD font size smaller. d You can also choose Speed-Dial by pressing (Fax).
Chapter 8 Fax Redial 8 c To make a telephone call, press a or b to choose Make a phone call. If you are sending a fax manually and the line is busy, press Redial/Pause, and then press Black Start or Color Start to try again. If you want to make a second call to a number you recently dialed, you can press Redial/Pause and choose one of the last 30 numbers from the Outgoing Call List. Press OK. To send a fax, press a or b to choose Send a fax. Press OK.
Dialing and storing numbers d Do one of the following: To make a telephone call, press a or b to choose Make a phone call. Press OK. To send a fax, press a or b to choose Send a fax. Storing numbers 8 You can set up your machine to do the following types of easy dialing: Speed Dial and Groups for broadcasting faxes. When you dial a Quick Dial number, the LCD shows the name, if you stored it, or the number. Press OK. If you want to store the number, press a or b to choose Add to Speed Dial.
Chapter 8 d Do one of the following: Enter the name (up to 16 characters) using the dial pad. Press OK. (To help you enter letters, see Entering Text on page 172.) To store the number without a name, press OK. e Enter the fax or telephone number (up to 20 digits). Press OK. f Do one of the following: Enter the second fax or telephone number (up to 20 digits). Storing Speed Dial numbers from Outgoing Calls You can also store Speed Dial numbers from the Outgoing Call history.
Dialing and storing numbers Storing Speed Dial numbers from the Caller ID history If you have the Caller ID subscriber service from your telephone company you can also store Speed Dial numbers from incoming calls in the Caller ID History. (See Caller ID on page 49.) a Press b Press a or b to choose Caller ID hist.. Press OK. c d e f (Fax). Press a or b to choose the number you want to store. Press OK. Press a or b to choose Add to Speed Dial. Press OK. i Press a or b to choose Complete. Press OK.
Chapter 8 f Do one of the following: c Press a or b to choose Group 1, Group 2, Group 3, Group 4, Group 5 or Group 6 for the Group name where you will store the fax numbers. Press OK. d Press a or b to choose the 2-digit location where you want to add to the Group. Press OK. e Press a or b to choose Add Number. Press OK. f Press a or b to choose the number you want to add. Press OK. (See Search on page 57.
Dialing and storing numbers Changing Group name a b 8 Press Speed Dial. Press a or b to choose Setup Groups. Press OK. Deleting a Group a b Press Speed Dial. Press a or b to choose Setup Groups. Press OK. c Press a or b to choose the Group name you want to change. Press OK. c Press a or b to choose the Group you want to delete. Press OK. d Press a or b to choose Change Group Name. Press OK. d Press a or b to choose Delete. Press OK. Press 1 to confirm. e Press a or b to choose Complete.
Chapter 8 Dialing Access codes and credit card numbers Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes of long-distance carriers and credit card numbers as Speed Dial numbers. You can store these long dialing sequences by dividing them and setting them up as separate Speed Dial numbers in any combination.
9 Message Center Message Center mode 9 The Message Center feature will store up to 99 incoming messages. Messages are stored in the order in which they are received. Outgoing message (OGM) 9 Recording your OGM 9 You can record the following two different types of OGM: Voice messages can be up to 3 minutes in length, and can also be picked up remotely (see Using your Remote Access Code on page 77).
Chapter 9 f Press a or b to choose Record OGM. Press OK. g Record your message, using one of the options below: Erasing your OGM a b (MFC-685CW only) Pickup the handset, record your message, and replace the handset when finished. (MFC-885CW only) The Message Center will play your OGM back to you. h Press Stop/Exit. Listening to your OGM a b c Press a or b to choose Fax. Press OK. Press a or b to choose Setup Msg Ctr. Press OK. d Press a or b to choose OGM. Press OK.
Message Center Managing your messages Erasing incoming messages 9 To erase voice messages individually Message indicator 9 a Press Play/Record or Play. The machine will sound a two second beep and begins message playback. Each message is preceded by one long beep, and followed by two short beeps. The LCD displays the total number of voice and fax messages stored in the Message Center memory. b Fax messages are only stored when Fax Storage or Fax Preview is turned on.
Chapter 9 Additional Message Center operations Setting maximum time for incoming messages Setting toll saver 9 9 Your machine’s default setting will save incoming messages up to 30 seconds long. To change this setting follow the steps below: a b c d e f 68 Press Menu. Press a or b to choose Fax. Press OK. Press a or b to choose Setup Msg Ctr. Press OK.
Message Center ICM Recording Monitor 9 This feature lets you turn the speaker volume for voice messages On or Off. When you turn the monitor Off, you will not hear messages as they come in. a b Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Setup Msg Ctr. Press OK. d Press a or b to choose ICM Rec.Monitr. e Use d or c to choose Off or On. Press OK. f Press Stop/Exit.
10 Advanced fax operations (Black & White only) g You can only use one advanced fax operation at a time: Fax Forwarding Paging Note Fax Storage Fax Preview PC Fax Receive Off You can change your selection at any time. If received faxes are still in the machine’s memory when you change the advanced fax operations, an LCD question will appear. (See Changing Advanced Fax Operations on page 76.) Fax Forwarding When you choose Fax Forward, your machine stores the received fax in the memory.
Advanced fax operations (Black & White only) Paging If you do not need a PIN, press: 10 When you choose Paging, your machine dials the pager number you have programmed, and then dials your PIN (Personal identification Number). This activates your pager so you will know that you have a fax message in the memory. If you have set Paging, a backup copy of the received fax will automatically be printed at the machine. a b Press Menu. Press a or b to choose Fax. Press OK.
Chapter 10 Fax Storage If you choose Fax Storage, your machine stores the received fax in the memory. You will be able to retrieve fax messages from another location using the remote retrieval commands. If you have set Fax Storage, a backup copy will automatically be printed at the machine. a b Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Advanced Fax Operation. Press OK. d Press a or b to choose Fwd/Page/Store. Press OK. e Press a or b to choose Fax Storage. Press OK.
Advanced fax operations (Black & White only) b Press a or b to choose the fax you want to see. Press OK. Note How to delete all faxes in the list a b • If your fax is large there may be a delay before it is displayed on the LCD. • The LCD will show the current page number and total pages of the fax message. When your fax message is over 99 pages the total number of pages will be shown as “XX“. c Press Fax Preview. Press a or b to choose Delete All. Press OK. Then, confirm the Delete by pressing 1.
Chapter 10 How to preview an outgoing fax (Black & White only) You can preview a fax message before you send it. You must set the Real Time Transmission and Polling RX to off before you use this feature. a Press b c Load the document. d Press Fax Preview. The machine starts scanning the document and the outgoing fax appears on the LCD. When the fax is open the control panel keys will perform the operations shown below. (Fax). Enter the fax number using the dial pad or Speed Dial.
Advanced fax operations (Black & White only) h Press Stop/Exit. Changing the destination PC Note a b • PC Fax Receive is not supported in the Mac OS®. • Before you can set up PC Fax Receive you must install the MFL-Pro Suite software on you PC. Make sure your PC is connected and turned on. (For details see PC-FAX Receiving in the Software User’s Guide on the CD-ROM.) Press Menu. Press a or b to choose Fax. Press OK. c Press a or b to choose Advanced Fax Operation. Press OK.
Chapter 10 Turning off Advanced Fax Operations a b c d Press Menu. Press a or b to choose Fax. Press OK. 10 Changing Advanced Fax Operations If received faxes are left in your machine's memory when you change the Advanced Fax Operations, the LCD will ask you one of the following questions: Press a or b to choose Advanced Fax Operation. Press OK. Erase All Fax? Press a or b to choose Fwd/Page/Store. Press OK. Print All Fax? e Press a or b to choose Off. Press OK. f Press Stop/Exit.
Advanced fax operations (Black & White only) Remote Retrieval 10 You can call your machine from any touch tone telephone or fax machine, then use the remote access code and remote commands to retrieve fax messages. Setting a Remote Access Code Press a or b to choose Fax. Press OK. Press a or b to choose Advanced Fax Operation. Press OK. d Press a or b to choose Remote Access. e Enter a three-digit code using numbers 0-9, l, or #. Press OK. (The preset ‘l’ cannot be changed.
Chapter 10 Remote Fax commands 10 Follow the commands below to access features when you are away from the machine. When you call the machine and enter your remote access code (3 digits followed by l), the system will give two short beeps and you must enter a remote command. Remote commands Operation details 91 Playing Voice messages After one long beep, the machine plays the ICM. 1 Repeat or Skip Backward Press 1 while listening to an ICM to repeat it.
Advanced fax operations (Black & White only) Remote commands 98 Operation details Change the Receive Mode 1 Msg Ctr If you hear one long beep, your change has been accepted. 2 Fax/Tel 3 Fax Only 90 Exit Pressing 9 0 allows you to exit remote retrieval. Wait for the long beep, then replace the handset. Retrieving fax messages 10 You can call your machine from any touch tone telephone and have your fax messages sent to a machine. Before you use this feature, you have to turn on Fax Storage.
11 Printing Reports Fax reports 11 Fax Journal (activity report) 11 You can use the Transmission Verification Report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (OK). If you choose On or On+Image, the report will print for every fax you send. If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again.
Printing Reports Reports 11 The following reports are available: Transmission Prints a Transmission Verification Report for your last transmission. Help List A help list about how to quickly program your machine. Quick-Dial Lists names and numbers stored in the Speed Dial memory, in alphabetical or numerical order. Fax Journal Lists information about the last incoming and outgoing faxes. (TX: Transmit.) (RX: Receive.) User Settings Lists your settings.
12 Polling Polling overview 12 12 Polling lets you set up your machine so other people can receive faxes from you, but they pay for the call. It also lets you call somebody else’s fax machine and receive a fax from it, so you pay for the call. The polling feature needs to be set up on both machines for this to work. Not all fax machines support polling. Polling receive 12 Polling receive lets you call another fax machine to receive a fax.
Polling Polled transmit (Black & White only) 12 Polled transmit lets you set up your machine to wait with a document so another fax machine can call and retrieve it. The document will be stored and can be retrieved by any other fax machine until you delete it from the memory. (See Checking and canceling waiting jobs on page 37.) Set up for polled transmit a Press b c d Load your document. 12 (Fax). Press a or b to choose Polled TX. Press d or c to choose On (or Off). Press OK.
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