Brother 9970CDW All in One Printer User Manual

ADVANCED
USER’S GUIDE
MFC-9970CDW
Version 0
USA/CAN
User's Guides and where do I find it?
i
Which manual?
What's in it?
Where is it?
Safety and Legal
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 and
connection type you are using.
Printed / In the Box
Basic User's Guide
Learn the basic Fax, Copy, Scan and
Direct Print 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.
PDF file /
Documentation CD-ROM /
In the Box
Software User's Guide
Follow these instructions for Printing,
Scanning, Network Scanning, Remote
Setup, PC-Fax, and using the Brother
ControlCenter utility.
PDF file /
Documentation CD-ROM /
In the Box
Network Glossary
This Guide provides basic information
about advanced network features of
Brother machines along with explanations
about general networking and common
terms.
PDF file /
Documentation CD-ROM /
In the Box
Network User's Guide
This Guide provides useful information
about wired and wireless network settings
and security settings using the Brother
machine. You can also find supported
protocol information for your machine and
detailed troubleshooting tips.
PDF file /
Documentation CD-ROM /
In the Box
Table of Contents
1
General Setup
1
Memory storage..................................................................................................... 1
Volume settings ..................................................................................................... 1
Ring volume..................................................................................................... 1
Beeper volume ................................................................................................ 2
Speaker volume............................................................................................... 2
Automatic daylight savings time ............................................................................ 3
Ecology features.................................................................................................... 3
Toner Save ...................................................................................................... 3
Sleep mode ..................................................................................................... 4
Deep Sleep mode ............................................................................................ 4
LCD screen............................................................................................................ 5
Setting the backlight brightness....................................................................... 5
Setting the Dim Timer for the backlight ........................................................... 5
Dial Prefix .............................................................................................................. 5
Setting up the prefix number ........................................................................... 5
Changing the prefix number ............................................................................ 6
Mode Timer............................................................................................................ 6
2
Security features
7
Secure Function Lock 2.0 ...................................................................................... 7
Setting and changing the Administrator Password .......................................... 8
Setting up and changing the Public user mode ............................................... 9
Setting up and changing restricted users ........................................................ 9
Turning Secure Function Lock on/off.............................................................11
Switching Users............................................................................................. 12
Setting Lock......................................................................................................... 13
Setting up the password ................................................................................13
Changing your Setting Lock password ..........................................................14
Turning Setting Lock on/off............................................................................ 14
Restricting dialing ................................................................................................15
Dial pad restriction .........................................................................................15
One Touch restriction ....................................................................................15
Speed Dial restriction ....................................................................................15
LDAP server restriction..................................................................................16
3
Sending a fax
17
Additional sending options................................................................................... 17
Sending faxes using multiple settings ........................................................... 17
Changing a 2-sided fax layout ....................................................................... 17
Volume ..........................................................................................................18
Contrast ......................................................................................................... 18
Changing Fax Resolution .............................................................................. 18
ii
Additional sending operations..............................................................................19
Sending a fax manually .................................................................................19
Sending a fax at the end of a conversation ...................................................19
Dual access (black & white only) ...................................................................20
Broadcasting (black & white only) .................................................................20
Real Time Transmission ................................................................................22
Overseas Mode .............................................................................................22
Delayed Fax (black & white only) ..................................................................22
Delayed batch transmission (black & white only) ..........................................23
Checking and canceling waiting jobs.............................................................23
Setting your changes as the new default.......................................................24
Restoring all fax settings to the factory settings ............................................24
Electronic cover page (black & white only) ....................................................25
Polling overview ...................................................................................................27
Polled transmit (black & white only)...............................................................27
4
Receiving a fax
28
Remote Fax Options (black & white only)............................................................28
Receiving faxes into memory when the paper tray is empty .........................28
Fax Forwarding..............................................................................................28
Paging ...........................................................................................................29
Fax Storage ...................................................................................................30
PC-Fax Receive ............................................................................................31
Changing Remote Fax Options .....................................................................32
Remote retrieval ............................................................................................33
Remote fax commands..................................................................................35
Additional receiving operations ............................................................................36
Printing a reduced incoming fax ....................................................................36
Duplex (2-sided) printing for Fax mode .........................................................36
Setting the Fax Receive Stamp (black & white only) .....................................37
Receiving a fax at the end of a conversation.................................................37
Setting the Print Density ................................................................................38
Printing a fax from the memory .....................................................................38
Polling overview ...................................................................................................39
Polling receive ...............................................................................................39
5
Dialing and storing numbers
41
Telephone line services .......................................................................................41
Tone or Pulse (Canada only).........................................................................41
For Fax/Tel mode only...................................................................................41
Special line considerations ............................................................................41
Additional dialing operations ................................................................................43
Dialing access codes and credit card numbers .............................................43
Additional ways to store numbers ........................................................................44
Setting up Groups for Broadcasting ..............................................................44
Options for Setting Up Groups ......................................................................46
Changing Group numbers .............................................................................47
Deleting Group numbers ...............................................................................48
iii
6
Printing reports
49
Fax reports........................................................................................................... 49
Transmission verification report..................................................................... 49
Fax Journal.................................................................................................... 49
Reports ................................................................................................................ 50
How to print a report ...................................................................................... 50
7
Making copies
51
Copy settings .......................................................................................................51
Stop copying.................................................................................................. 51
Improving copy quality................................................................................... 51
Enlarging or reducing the image copied ........................................................52
Duplex (2-sided) Copying .............................................................................. 53
Tray selection ................................................................................................54
Adjusting Brightness and Contrast ................................................................ 54
Sorting copies using the ADF ........................................................................ 55
Making N in 1 copies (page layout) ...............................................................55
2 in 1 ID Copy ................................................................................................57
Adjusting Color (Saturation) .......................................................................... 58
Setting your changes as the new default....................................................... 58
Restoring all copy settings to the factory settings ......................................... 58
Setting your favorites ..................................................................................... 59
A
Routine maintenance
60
Cleaning and checking the machine....................................................................60
Cleaning the outside of the machine .............................................................60
Cleaning the scanner..................................................................................... 61
Cleaning the laser scanner windows .............................................................62
Cleaning the corona wires .............................................................................66
Cleaning the drum unit ..................................................................................70
Cleaning the paper pick-up rollers................................................................. 78
Calibration .....................................................................................................79
Auto Registration ........................................................................................... 80
Manual Registration.......................................................................................80
Frequency (Color Correction) ........................................................................ 81
Checking the Page Counters.........................................................................81
Checking the remaining life of parts .............................................................. 82
Replacing periodic maintenance parts................................................................. 82
Packing and shipping the machine ......................................................................83
B
Options
93
Options ................................................................................................................ 93
Optional paper tray (LT-300CL)...........................................................................94
Memory board...................................................................................................... 94
SO-DIMM Types ............................................................................................94
Installing extra memory ................................................................................. 95
iv
v
C
Glossary
D
Index
97
101
1
General Setup
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, Overseas Mode) will be lost. Also,
during a power failure the machine will retain
the date and time and programed fax timer
jobs (for example, Delayed Fax) for
approximately 60 hours. Other fax jobs in the
machine memory will not be lost.
1
1
Volume settings
Ring volume
1
1
You can choose a range of ring volume
levels, from High to Off.
a
b
Press MENU.
c
Press a or b to display Volume.
Press Volume.
d
e
f
Press Ring.
Press a or b to display
General Setup.
Press General Setup.
Press Low, Med, High or Off.
Press Stop/Exit.
1
1
Chapter 1
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.
a
b
c
d
e
f
2
1
Speaker volume
You can choose a range of speaker volume
levels, from High to Off.
a
b
Press MENU.
c
Press a or b to display Volume.
Press Volume.
d
e
f
Press Speaker.
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
Press a or b to display Volume.
Press Volume.
Press Beeper.
Press Low, Med, High or Off.
Press Stop/Exit.
Press a or b to display
General Setup.
Press General Setup.
Press Low, Med, High or Off.
Press Stop/Exit.
You can also adjust the speaker volume by
pressing
(FAX) and Volume.
1
General Setup
Automatic daylight
savings time
Ecology features
1
1
Toner Save
1
You can set the machine to change
automatically for Daylight Savings 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.
a
b
a
b
Press MENU.
Press MENU.
Press a or b to display
Initial Setup.
Press Initial Setup.
Press a or b to display
General Setup.
Press General Setup.
c
Press a or b to display Date&Time.
Press Date&Time.
c
Press a or b to display Ecology.
Press Ecology.
d
e
f
Press Auto Daylight.
d
e
f
Press Toner Save.
Press On or Off.
Press Stop/Exit.
Press On or Off.
Press Stop/Exit.
Note
We do not recommend Toner Save for
printing Photo or Gray Scale images.
3
1
Chapter 1
Sleep mode
1
The Sleep Mode 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.
The timer will restart if any operation is
carried out on the machine, such as receiving
a fax or computer data or making a copy. The
default setting is 3 minutes.
When the machine goes into Sleep mode, the
LCD back light turns off.
a
b
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
c
Press a or b to display Ecology.
Press Ecology.
d
e
Press Sleep Time.
f
Press Stop/Exit.
4
Using the dial pad on the Touchscreen,
enter the length of time the machine will
remain idle before entering sleep mode.
Press OK.
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 go into Deep Sleep mode
automatically. Deep Sleep mode uses less
power than Sleep mode. The machine will
wake up and start warming up when the
machine receives a fax or computer data, or
when you press the Touchscreen or a key on
the control panel.
When the machine is in Deep Sleep mode,
the LCD backlight is Off and the mode keys
are dimmed.
If a wireless network is enabled, the machine
will not enter Deep Sleep mode. To disable
the wireless network, see Chapter 5 in the
Network User's Guide.
If the machine has secure print data it will not
enter Deep Sleep mode.
1
General Setup
LCD screen
Setting the backlight
brightness
1
1
You can adjust the brightness of the LCD
backlight. If you are having difficulty reading
the LCD, try changing the brightness setting.
a
b
Setting up the prefix number
Press a or b to display
General Setup.
Press General Setup.
a
b
Press MENU.
c
Press a or b to display Dial Prefix.
Press Dial Prefix.
d
Do one of the following:
Press a or b to display LCD Settings.
Press LCD Settings.
d
e
f
Press Backlight.
Press Light, Med or Dark.
Press MENU.
e
f
Press a or b to display
General Setup.
Press General Setup.
c
Press a or b to display LCD Settings.
Press LCD Settings.
d
e
Press Dim Timer.
f
Press Stop/Exit.
1
Press a or b to display
Initial Setup.
Press Initial Setup.
 If you want to set the dial prefix
feature to off, press Off. Go to
step g.
1
You can set how long the LCD backlight stays
on after you go back to the Ready screen.
Press Off, 10 Secs, 20 Secs or
30 Secs.
1
 If you want to set the dial prefix
feature to on, press On. Go to
step e.
Press Stop/Exit.
Setting the Dim Timer for the
backlight
1
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.
Press MENU.
c
a
b
Dial Prefix
Press Dial Prefix.
Enter the prefix number (up to 5 digits)
by pressing the buttons on the
Touchscreen.
Press OK.
Note
• You can use the numbers and symbols 0
to 9, #, and l. (You cannot use ! with any
other numbers or symbols.)
• If your telephone system requires a time
break recall (hookflash), press ! to enter
the break.
• (Canada only) If pulse dialing mode is on,
# and l are not available to use.
g
Press Stop/Exit.
5
Chapter 1
Changing the prefix number
a
b
c
Press MENU.
Press a or b to display
Initial Setup.
Press Initial Setup.
Press a or b to display Dial Prefix.
Press Dial Prefix.
d
Press On (or Off).
You can turn off the prefix number by
pressing Off. The prefix number will
remain off until you press On.
e
f
Press Dial Prefix.
Repeat until the prefix number is
correct, and then press OK.
 To exit without making a change,
press OK.
Note
• You can use the numbers and symbols 0
to 9, #, and l. (You cannot use ! with any
other numbers or symbols.)
• If your telephone system requires a time
break recall (hookflash), press ! to enter
the break.
• (Canada only) If pulse dialing mode is on,
# and l are not available to use.
6
Mode Timer
The machine has three mode keys on the
control panel: FAX, SCAN, 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.
This setting also sets the time the machine
will change from a restricted user to the
Public mode when using Secure Function
Lock. (See Switching Users on page 12.)
Do one of the following using the buttons
on the Touchscreen.
 To change the prefix number, press
d or c to position the cursor under the
digit to be deleted and press the
Back Space button
. Then press
the correct digit.
g
1
Press Stop/Exit.
a
b
Press MENU.
c
Press a or b to display Mode Timer.
Press Mode Timer.
d
Press 0 Sec, 30 Secs, 1 Min,
2 Mins, 5 Mins or Off.
e
Press Stop/Exit.
Press a or b to display
General Setup.
Press General Setup.
1
2
Security features
Secure Function Lock 2.0
Secure Function Lock lets you restrict Public
access to the following machine functions:
 Fax Tx
 Fax Rx
 Copy
 Scan
 USB Direct
 PC Print
 Color Print
This feature also prevents users from
changing the Default settings of the machine
by limiting access to the MENU settings.
2
2
Note
• Secure Function Lock can be set manually
at the control panel or by using Web
Based Management. We recommend
using Web Based Management to
configure this feature. For more
information, see the Network User's
Guide.
• Only administrators can set limitations
and make changes for each user.
• Polling Receive is enabled only when both
Fax Tx and Fax Rx are enabled.
• When Fax Tx is enabled, the only fax
settings you can change are Contrast,
Polled TX and Coverpage Setup in the
Fax mode key menu on the control panel.
Before using the security features you must
first enter an administrator password.
Access to restricted operations can be
enabled by creating a restricted user.
Restricted users must enter a user password
to use the machine.
Make a careful note of your password. If you
forget it, you will have to reset the password
stored in the machine. For information about
how to reset the password call Brother
Customer Service.
7
2
Chapter 2
Setting and changing the
Administrator Password
Changing the password
a
b
Press MENU.
c
Press a or b to display Security.
Press Security.
d
e
f
Press Function Lock.
g
Enter a four-digit number for the new
password by pressing the buttons on the
Touchscreen.
Press OK.
Press a or b to display
General Setup.
Press General Setup.
h
Re-enter the password when the LCD
shows Verify.
Press OK.
c
Press a or b to display Security.
Press Security.
i
Press Stop/Exit.
d
e
Press Function Lock.
f
Re-enter the password when the LCD
shows Verify.
Press OK.
g
Press Stop/Exit.
Setting up the password
The password you set in these steps is for the
administrator. This password is used to set
up users and to turn Secure Function Lock on
or off. (See Setting up and changing
restricted users on page 9 and Turning
Secure Function Lock on/off on page 11.)
Note
Make a careful note of the administrator
password. If you enter the wrong
password, the LCD will show
Wrong Password. Re-enter the correct
password. If you forget it, please call
Brother Customer Service.
a
b
8
2
2
Press MENU.
Enter a four-digit number for the
password by pressing the buttons on the
Touchscreen.
Press OK.
Press a or b to display
General Setup.
Press General Setup.
Press Set Password.
Enter the registered four-digit password
by pressing the buttons on the
Touchscreen.
Press OK.
2
Security features
Setting up and changing the
Public user mode
Public user mode restricts the functions that
are available for Public users. Public users do
not need to enter a password to access the
features made available through this setting.
You can set up one Public user.
a
b
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
c
Press a or b to display Security.
Press Security.
d
e
f
Press Function Lock.
g
h
Enter the administrator password by
pressing the buttons on the
Touchscreen.
Press OK.
Press a or b to display Public.
Press Public.
Setting up restricted users
a
b
Press MENU.
c
Press a or b to display Security.
Press Security.
d
e
f
Press Function Lock.
g
Press a or b to display User01.
Press User01.
h
Press Change.
Enter the user name by pressing the
buttons on the Touchscreen. (See
Entering text in Appendix C of the
Basic User's Guide.)
Press OK.
i
Enter a four-digit user password by
pressing the buttons on the
Touchscreen.
Press OK.
Do one of the following:
 To change the Public user settings,
pressa or b to display the setting you
want to change. Press the setting
and press Enable or Disable.
Repeat this step until you finish
changing settings.
Press Stop/Exit.
2
You can set up users with restrictions and a
password for functions that are available to
them. You can set up more advanced
restrictions, such as by page count or PC
user login name, through Web Based
Management. (For more information, see the
Network User's Guide.) You can set up to 25
restricted users with restrictions and a
password.
Press Setup ID.
 To set up the Public user, press
Enable or Disable for each
operation, as follows: Press Fax Tx.
Then press Enable or Disable.
After you have set Fax Tx, repeat
these steps for Fax Rx, Copy,
Scan, Direct Print, Print and
Color Print.
i
2
Setting up and changing
restricted users
2
2
Press a or b to display
General Setup.
Press General Setup.
Press Setup ID.
Enter the four-digit administrator
password by pressing the buttons on the
Touchscreen.
Press OK.
9
Chapter 2
j
To set up a restricted user, press
Enable or Disable for each operation,
as follows: Press Fax Tx. Then press
Enable or Disable. After you have set
Fax Tx, repeat these steps for
Fax Rx, Copy, Scan, Direct Print,
Print and Color Print.
k
Repeat steps g to j for entering each
additional user and password.
l
Press Stop/Exit.
Note
a
b
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
To change the password, enter a new
four-digit user password by pressing the
buttons on the Touchscreen.
Press OK.
j
To change a restricted user's settings,
press a or b to display the setting you
want to change. Press the setting and
then press Enable or Disable.
Repeat this step until you are finished
making changes.
k
Press Stop/Exit.
Note
You cannot use the same name as
another user's name.
Changing user name, password or
settings for restricted users
i
You cannot use the same name as
another user's name.
2
Reset existing restricted users
a
b
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
c
Press a or b to display Security.
Press Security.
c
Press a or b to display Security.
Press Security.
d
e
f
Press Function Lock.
d
e
f
Press Function Lock.
g
Press a or b to display the existing
restricted user you want to change.
Press the user name.
g
Press a or b to display the existing
restricted user you want to reset.
Press the user name.
h
Press Change.
To change the user name, enter a new
user name by pressing the buttons on
the Touchscreen. (See Entering text in
Appendix C of the Basic User's Guide.)
Press OK.
h
i
Press Reset.
j
Press Stop/Exit.
10
Press Setup ID.
Enter the four-digit administrator
password by pressing the buttons on the
Touchscreen.
Press OK.
Press Setup ID.
Enter the four-digit administrator
password by pressing the buttons on the
Touchscreen.
Press OK.
Press Yes to reset the existing restricted
user.
2
Security features
Turning Secure Function
Lock on/off
Turning Secure Function Lock off
2
a
Press User: Public or
User: xxxxx (where xxxxx is the
user’s name).
b
c
Press Lock OniOff.
d
Press Stop/Exit.
Turning Secure Function Lock on
a
b
c
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
Press a or b to display Security.
Press Security.
d
e
f
Press Function Lock.
g
Press Stop/Exit.
Press Lock OffiOn.
Enter the registered four-digit
administrator password by pressing the
buttons on the Touchscreen.
Press OK.
2
Enter the registered four-digit
administrator password by pressing the
buttons on the Touchscreen.
Press OK.
Note
If you enter the wrong password, the LCD
will show Wrong Password. Re-enter
the correct password.
11
Chapter 2
Switching Users
This setting allows you to switch between
registered restricted users or Public mode
when Secure Function Lock is turned on.
2
Changing to the Public Mode
a
Press User: xxxxx. (where xxxxx is
the user’s name.)
b
Press Go to Public.
Changing to the restricted user Mode
a
Press User: Public or
User: xxxxx (where xxxxx is the
user’s name).
Press Change User.
b
c
d
Press a or b to display your user name.
e
Press Stop/Exit.
Press your user name.
Enter the registered four-digit user
password by pressing the buttons on the
Touchscreen.
Press OK.
Note
• After a restricted user has finished using
the machine, it will return to the Public
setting within the same time as the Mode
Timer setting. (See Mode Timer
on page 6.)
• If the current ID is restricted for the
function you want to use,
Access Denied will appear on the LCD
and then the machine will ask your name.
If you are allowed to access the function
you want to use, press a or b to choose
your name and enter your four-digit
password.
• If your ID has set page limit restrictions
and already reached the maximum
number of pages, the LCD will show
Limit Exceeded when you print data.
Contact your administrator to check your
Secure Function Lock Settings.
• If your ID has set Color Print restrictions to
Disabled, the LCD will show
No Permission when you try to print
colored data. The machine prints the data
in black & white only.
12
Security features
Setting Lock
Setting Lock lets you set a password to stop
other people from accidentally changing your
machine settings.
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.
While Setting Lock is On, you cannot access
MENU and Address Book Functions.
Also, machine settings cannot be changed
through the Remote Setup utility while Setting
Lock is On.
2
Setting up the password
a
b
2
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
2
c
Press a or b to display Security.
Press Security.
d
e
Press Setting Lock.
f
Re-enter the password when the LCD
shows Verify.
Press OK.
g
Press Stop/Exit.
Enter a four-digit number for the
password by pressing the buttons on the
Touchscreen.
Press OK.
13
Chapter 2
Changing your Setting Lock
password
a
b
Press MENU.
Press a or b to display
General Setup.
Press General Setup.
c
Press a or b to display Security.
Press Security.
d
e
f
Press Setting Lock.
Press Set Password.
Enter the registered four-digit password
by pressing the buttons on the
Touchscreen.
Press OK.
g
Enter a four-digit number for the new
password by pressing the buttons on the
Touchscreen.
Press OK.
h
Re-enter the password when the LCD
shows Verify.
Press OK.
i
14
Press Stop/Exit.
Turning Setting Lock on/off
2
If you enter the wrong password when
following the instructions below, the LCD will
show Wrong Password. Re-enter the
correct password.
Turning Setting Lock on
a
b
Press MENU.
c
Press a or b to display Security.
Press Security.
d
e
f
Press Setting Lock.
g
Press Stop/Exit.
Press a or b to display
General Setup.
Press General Setup.
Press Lock OffiOn.
Enter the registered four-digit
administrator password by pressing the
buttons on the Touchscreen.
Press OK.
Turning Setting Lock off
a
b
Press Setting Lock on the LCD.
c
Press Stop/Exit.
Enter the registered four-digit
administrator password by pressing the
buttons on the Touchscreen.
Press OK.
2
Security features
Restricting dialing
2
a
b
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 Off, the machine does not
restrict the dialing method.
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.
If you choose On, the machine will restrict all
fax sending and outbound calls for that
dialing method.
Dial pad restriction
a
b
Press MENU.
c
Press a or b to display
Dial Restrict.
Press Dial Restrict.
d
e
f
One Touch restriction
Press a or b to display Fax.
Press Fax.
c
Press a or b to display
Dial Restrict.
Press Dial Restrict.
d
e
f
Press One Touch Dial.
2
Press Off, Enter # twice or On.
Press Stop/Exit.
a
b
Press MENU.
c
Press a or b to display
Dial Restrict.
Press Dial Restrict.
d
e
f
Press Speed Dial.
Press a or b to display Fax.
Press Fax.
Press Dial Pad.
Press MENU.
Speed Dial restriction
2
2
2
Press a or b to display Fax.
Press Fax.
Press Off, Enter # twice or On.
Press Stop/Exit.
Press Off, Enter # twice or On.
Press Stop/Exit.
15
Chapter 2
LDAP server restriction
a
b
Press MENU.
c
Press a or b to display
Dial Restrict.
Press Dial Restrict.
d
e
f
Press LDAP server.
Press a or b to display Fax.
Press Fax.
Press Off, Enter # twice or On.
Press Stop/Exit.
Note
• The Enter # twice setting will not work
if you use an external phone or press
Hook before entering the number. You will
not be asked to re-enter the number.
• You can not restrict dialing when you use
Redial/Pause.
• If you chose On or Enter # twice, you
cannot use the Broadcasting feature and
cannot combine quick dial numbers when
dialing.
16
2
3
Sending a fax
Additional sending
options
Sending faxes using multiple
settings
Before you send a fax, you can change any
combination of these settings: duplex fax,
contrast, resolution, overseas mode, delayed
fax timer, polling transmission, real time
transmission, broadcast, glass scan size or
cover page settings.
a
3
3
3
You need to choose the duplex scanning
format before you send a 2-sided fax. The
format you choose will depend on the layout
of your 2-sided document.
a
b
Press
c
Do one of the following:
(FAX).
Press d or c to display Duplex Fax.
Press Duplex Fax.
 If your document is flipped on the
Long edge, press
DuplexScan :LongEdge.
Long edge
Address Book
Duplex FAX
Off
c
Changing a 2-sided fax layout
Press
(FAX).
The LCD shows:
FAX
b
3
Volume
Portrait
Landscape
Med
Press d or c to display a setting you
want to change and press the setting,
then press the option you want.
 If your document is flipped on the
Short edge, press
DuplexScan :ShortEdge.
Do one of the following:
 Repeat step b to change more
settings.
 If you are finished choosing settings,
go to the next step for sending your
fax.
Short edge
Portrait
Landscape
Note
• Most settings are temporary and the
machine returns to its default settings after
you send a fax.
d
Press Stop/Exit.
• You can save some of the settings you
use most often by setting them as the
default. These settings will stay until you
change them again. (See Setting your
changes as the new default on page 24.)
17
3
Chapter 3
Volume
3
You can adjust the speaker volume
temporarily.
a
b
Press
The quality of a fax can be improved by
changing the Fax Resolution. Resolution can
be changed for the next fax.
(FAX).
Press d or c to display Volume.
Press Volume.
c
Press
to decrease or
to
increase the speaker volume level.
d
Press OK.
Contrast
3
For most documents the default setting of
Auto will give the best results.
Auto automatically chooses the suitable
contrast for your document.
If your document is very light or very dark,
changing the contrast may improve the
quality of the fax.
Changing Fax Resolution
a
b
Press
c
Press Standard, Fine, S. Fine or
Photo.
(FAX).
Press d or c to display
Fax Resolution.
Press Fax Resolution.
Note
You can choose four different resolution
settings for black & white faxes and two for
colour.
Black & white
Standard
Suitable for most typed
documents.
Fine
Good for small print and
transmits a little slower than
Standard resolution.
Use Light to make the faxed document
darker.
S.Fine
Good for small print or artwork
and transmits slower than Fine
resolution.
a
b
Press
Photo
Use when the document has
varying shades of grey or is a
photograph. This has the
slowest transmission time.
c
Press Auto, Light or Dark.
Use Dark to make the faxed document
lighter.
(FAX).
Press d or c to display Contrast.
Press Contrast.
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.
Color
Standard
Suitable for most typed
documents.
Fine
Use when the document is a
photograph. The transmission
time is slower than Standard
resolution.
If you choose S.Fine or Photo and then
use the Color Start key to send a fax, the
machine will send the fax using the Fine
setting.
18
3
Sending a fax
Additional sending
operations
Sending a fax at the end of a
conversation
Sending a fax manually
3
Manual transmission
3
Manual transmission lets you hear the
dialing, ringing and fax-receiving tones while
sending a fax.
a
b
c
d
e
Make sure you are in Fax mode
Load your document.
Press Hook and listen for a dial tone.
Or pick up the handset of the external
telephone and listen for a dial tone.
Dial the fax number you want to call.
3
3
.
At the end of a conversation you can send a
fax to the other party before you both hang
up.
a
Ask the other party to wait for fax tones
(beeps) and then to press the Start or
Send key before hanging up.
b
c
d
Make sure you are in Fax mode
.
Load your document.
Press Black Start or Color Start.
 If you are using the scanner glass,
press Send.
e
Replace the handset of an external
telephone.
When you hear the fax tones, press
Black Start or Color Start.
 If you are using the scanner glass,
press Send.
f
Replace the handset of an external
telephone.
19
3
Chapter 3
Dual access
(black & white only)
3
Broadcasting
(black & white only)
You can dial a number, and start scanning the
fax into memory—even when the machine is
sending from memory, receiving faxes or
printing PC data. The LCD will show the new
job number.
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.
The number of pages you can scan into the
memory will vary depending on the data that
is printed on them.
You can broadcast up to 390 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.
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 Black Start to send the pages
scanned so far, or press Stop/Exit to
cancel the operation.
Before you begin the broadcast
One Touch and Speed Dial numbers must be
stored in the machine's memory before they
can be used in a broadcast. (See Storing
One Touch Dial numbers and Storing Speed
Dial numbers in Chapter 7 of the Basic User's
Guide.)
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 on page 44.)
20
3
3
Sending a fax
How to broadcast a fax
3
Note
To help you choose numbers easily, press
Address Book and then press
(Search).
Canceling a Broadcast in progress
3
While broadcasting you can cancel the fax
currently being sent or the whole broadcast
job.
a
b
PressStop/Exit.
Do one of the following:
a
b
c
Press
Press d or c to display Broadcasting.
Press Broadcasting.
 To cancel the current job, press the
button that displays the number
being dialed. Go to step d.
d
You can add numbers to the broadcast
in the following ways:
 To exit without canceling, press
Stop/Exit.
(FAX).
 To cancel the entire broadcast, press
Entire Broadcast. Go to step c.
Load your document.
 Press Manual and enter a number
by pressing the buttons on the
Touchscreen. (See How to dial in
Chapter 7 of the Basic User's
Guide.)
c
 Press Yes to confirm.
Press OK.
 Press Address Book. Press
to search by Alphabetical Order or
Numerical Order. Put a check in the
check box beside each number you
want to include in the broadcast.
Press OK.
When the LCD asks if you want to
cancel the entire broadcast, do one of
the following:
 To exit without canceling, press No
or Stop/Exit.
d
Do one of the following:
 To cancel the current job, press Yes.
 To exit without canceling, press No
or Stop/Exit.
Note
One Touch Dial numbers begin with l.
Speed Dial numbers begin with #.
e
After you have entered all the fax
numbers by repeating step d, press OK.
f
Press Black Start.
After the broadcast is finished the machine
will print a broadcast report to let you know
the results.
Note
The scan profile of the One Touch,
Speed Dial or Group number you chose
first will be applied to the broadcast.
21
3
Chapter 3
Real Time Transmission
3
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
turn on Real Time TX.
Note
• If the memory is full and you are sending a
black and white fax from the ADF, the
machine will send the document in real
time (even if Real Time TX is set to Off). If
the memory is full, faxes from the scanner
glass cannot be sent until you clear some
of the memory.
• In Real Time Transmission, the automatic
redial feature does not work when using
the scanner glass.
a
b
c
Press
d
Press On.
(FAX).
Load your document.
Press d or c to display Real Time TX.
Press Real Time TX.
Overseas Mode
If you are having difficulty sending a fax
overseas due to a bad connection, then
turning on Overseas Mode may help.
This is a temporary setting, and will only be
active for your next fax.
a
b
c
Press
d
Press On.
(FAX).
Load your document.
Press d or c to display
Overseas Mode.
Press Overseas Mode.
Delayed Fax
(black & white only)
You can store up to 50 faxes in the memory
to be sent within a twenty-four hour period.
a
b
c
Press
d
e
Press On.
(FAX).
Load your document.
Press d or c to display Delayed Fax.
Press Delayed Fax.
Enter the time you want the fax to be
sent (in 24-hour format) by pressing the
buttons on the Touchscreen. (For
example, enter 19:45 for 7:45 PM.)
Press OK.
Note
The number of pages you can scan into
the memory depends on the amount of
data printed on each page.
22
3
3
Sending a fax
Delayed batch transmission
(black & white only)
Before sending the delayed faxes, your
machine will help you economize by sorting
all the faxes in the memory by destination and
scheduled time.
All delayed faxes that are scheduled to be
sent at the same time to the same fax number
will be sent as one fax to save transmission
time.
a
b
Press MENU.
c
Press a or b to display Setup Send.
Press Setup Send.
d
e
f
Press Batch TX.
Press a or b to display Fax.
Press Fax.
3
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.
a
b
Press MENU.
c
Press a or b to display
Remaining Jobs.
Press Remaining Jobs.
Jobs that are waiting will appear on the
LCD.
d
Press a or b to scroll through the jobs
and press the job you want to cancel.
Press OK.
e
Do one of the following:
Press On or Off.
Press Stop/Exit.
3
Press a or b to display Fax.
Press Fax.
 To cancel, press Yes. If you want to
cancel another job go to step c.
 To exit without canceling, press No.
f
When you have finished canceling jobs,
press Stop/Exit.
23
3
Chapter 3
Setting your changes as the
new default
You can save the fax settings for
Fax Resolution, Contrast,
Real Time TX, Glass ScanSize and
Coverpage Setup you use most often by
setting them as the default. These settings
will stay until you change them again.
a
b
Press
Press d or c to choose the setting you
want to change, and then press the new
option.
Repeat this step for each setting you
want to change.
After changing the last setting,
press d or c to display
Set New Default.
Press Set New Default.
d
e
Press Yes.
Press Stop/Exit.
3
You can restore all the fax settings you have
changed to the factory settings. These
settings will stay until you change them again.
a
b
Press
c
d
Press Yes.
(FAX).
c
24
3
Restoring all fax settings to
the factory settings
(FAX).
After changing the last setting,
press d or c to display
Factory Reset.
Press Factory Reset.
Press Stop/Exit.
Sending a fax
Electronic cover page
(black & white only)
This feature will not work unless you have
already programmed your Station ID. (See
the Quick Setup Guide.)
You can automatically send a cover page
with every fax. Your cover page includes your
Station ID, a comment, and the name (or
number) 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.
1.Comment Off
2.Please Call
3.Urgent
Composing your own comments
3
3
You can set up two comments of your own.
a
b
Press MENU.
c
d
e
f
g
Press Setup Send.
Press a or b to display Fax.
Press Fax.
3
Press Coverpage Setting.
Press Coverpage Message.
Press 5 or 6 to store your own comment.
Enter your own comment by pressing
the buttons on the Touchscreen.
Press OK.
Use the chart for Entering text in Appendix C
of the Basic User's Guide for help entering
characters.
4.Confidential
Instead of using one of the preset comments,
you can enter two personal messages of your
own, up to 26 characters long. Use the chart
for Entering text in Appendix C of the Basic
User's Guide for help entering characters.
(See Composing your own comments
on page 25.)
5.(User Defined)
6.(User Defined)
25
Chapter 3
Send a cover page for all faxes
You can set the machine to send a cover
page whenever you send a fax.
a
b
c
d
e
26
Press
(FAX).
Press d or c to display
Coverpage Setup.
Press Coverpage Setup.
Press On (or Off).
Press a or b to choose a comment.
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 Clear to
back up and re-enter the number of
pages.
3
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.
a
b
Press MENU.
c
d
e
f
g
Press Setup Send.
Press a or b to display Fax.
Press Fax.
Press Coverpage Setting.
Press Print Sample.
Press Black Start or Color Start.
After the machine prints a copy of your
cover page, press Stop/Exit.
3
Sending a fax
Polling overview
3
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.
Polled transmit
(black & white only)
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, Fax, Remaining Jobs. (See
Checking and canceling waiting jobs
on page 23.)
3
3
Polled transmit lets you set up your machine
to wait with a document so another fax
machine can call and retrieve it.
Setup for polled transmit
a
b
c
Press
d
e
f
Press On.
3
(FAX).
Load your document.
Press d or c to display Polled TX.
Press Polled TX.
Press Black Start.
If you are using the scanner glass, the
LCD will prompt you to choose one of
the following options:
 Press Yes to scan another page.
Go to step g.
 Press No or Black Start to send the
document.
g
Place the next page on the scanner
glass and press Black Start. Repeat
steps f and g for each additional
page.
h
Your machine will automatically send
the fax.
27
4
Receiving a fax
Remote Fax Options
(black & white only)
Fax Forwarding
4
Remote Fax Options are NOT available for
color faxes.
Remote Fax Options let you receive faxes
while you are away from the machine.
You can use only one Remote Fax Option at
a time.
Receiving faxes into memory
when the paper tray is empty
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 Loading paper and print
media in Chapter 2 of the Basic User's
Guide.)
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.
4
4
The Fax Forwarding feature lets you
automatically forward your received faxes to
another machine.
a
b
Press MENU.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
d
Press a or b to display
Forward/Page/Store.
Press Forward/Page/Store.
e
f
Press Fax Forward.
Press a or b to display Fax.
Press Fax.
Do one of the followings:
 Press Manual to enter the
forwarding fax number (up to 20
characters) or E-mail address (up to
60 characters) using the buttons on
the Touchscreen. (See Entering text
in Appendix C of the Basic User's
Guide.)
Press OK.
 Press Address Book.
Press a or b to scroll until you find the
fax number or E-mail address you
want your faxes to be forward to.
Press the fax number or E-mail
address you want to use.
28
4
Receiving a fax
Note
• You can enter an E-mail address by
pressing
on the Touchscreen.
Paging
4
• You can display your stored numbers and
E-mail addresses in alphabetical order by
pressing
on the Touchscreen.
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.
• You cannot enter a forwarding number
using a One Touch key on the control
panel.
a
b
Press MENU.
Press a or b to display Fax.
Press Fax.
• Depending on the E-mail address you
choose, you will be asked for the File
Type. Choose TIFF or PDF and go to
step g.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
• If you choose a Group number from the
Address Book, the faxes will be forwarded
to multiple fax numbers.
d
Press a or b to display
Forward/Page/Store.
Press Forward/Page/Store.
e
f
Press Paging.
g
Press Backup Print:On or
Backup Print:Off.
IMPORTANT
If you choose Backup Print On, the
machine will also print received faxes at
your machine so you will have a copy.
This is a safety feature in case there is a
power failure before the fax is forwarded
or a problem at the receiving machine.
g
h
Press Stop/Exit.
4
Enter your cell phone number followed
by # # (up to 20 digits) by pressing the
buttons on the Touchscreen.
Press OK.
Do not include the area code if it is the
same as that of your machine.
For example, press
18005551234##.
Do one of the following:
 If you pager needs a PIN, enter the
PIN, press #, press Pause, enter
your fax number followed by ##.
Press OK. (For example, press:
1 2 3 4 5 # 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.
29
Chapter 4
h
Press Stop/Exit.
Fax Storage
Note
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 on page 34.) Your machine will
automatically print a copy of the stored fax.
• If you have set Paging, a backup copy will
automatically be printed at the machine.
• You cannot change a Paging or PIN
number remotely.
30
a
b
Press MENU.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
d
Press a or b to display
Forward/Page/Store.
Press Forward/Page/Store.
e
f
Press Fax Storage.
Press a or b to display Fax.
Press Fax.
Press Stop/Exit.
4
Receiving a fax
PC-Fax Receive
4
If you turn on the PC-Fax Receive feature
your machine will store received faxes in
memory and send them to your PC
automatically. You can then use your PC to
view and store these faxes.
Even if you have turned off your PC (at night
or on the weekend, for example), your
machine will receive and store your faxes in
its memory. The number of received faxes
that are stored in the memory will appear on
the LCD.
When you start your PC and the PC-Fax
Receiving software runs, your machine
transfers your faxes to your PC automatically.
For PC-Fax Receive to work you must have
the PC-FAX Receive software running on
your PC. (For details, see PC-FAX Receiving
in the Software User's Guide.)
If you choose Backup Print On, the machine
will also print the fax.
a
b
Press MENU.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
d
Press a or b to display
Forward/Page/Store.
Press Forward/Page/Store.
e
f
Press PC Fax Receive.
Press a or b to display Fax.
Press Fax.
The LCD gives you options that you
have set up in the PC-Fax receiving
program on your PC. If you started the
PC-FAX Receiving program on your
computer, press OK. (See PC-FAX
Receiving in the Software User's
Guide.)
g
Press a or b to choose <USB> or your
computer name if the machine is
connected to a network.
Press OK.
h
Press Backup Print:On or
Backup Print:Off.
i
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 there is a power
failure before the fax is forwarded or a
problem at the receiving machine.
Note
• Before you can set up PC-Fax Receive
you must install the MFL-Pro Suite
software on your PC. Make sure your PC
is connected and turned on. (For details
see PC-FAX Receiving in the Software
User's Guide.)
• If your machine has a problem and is
unable to print faxes in memory, you can
use this setting to transfer your faxes to a
PC. (For details, see Transferring your
faxes or Fax Journal report in Appendix B
of the Basic User's Guide.)
• PC-Fax Receive is not supported in
Mac OS.
• Even if you have turned on the PC-Fax
Receive feature, color faxes will not be
transferred to your PC. The machine
prints received color faxes.
31
4
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 one
of the following questions:
 Erase All fax?
IMPORTANT
4
If you choose Backup Print On, the
machine will also print received faxes at
your machine so you will have a copy.
This is a safety feature in case there is a
power failure before the fax is forwarded
or a problem at the receiving machine.
 Print All fax?
• If you press Yes, 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 No, faxes in the memory
will not be erased or printed and the
setting will be unchanged.
If received faxes are left in the machine’s
memory when you change to
PC Fax Receive from another remote fax
option (Fax Forward, Paging or
Fax Storage), the LCD will ask you the
following question:
 Send Fax to PC?
• If you press Yes, 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 the Software User's Guide.)
• If you press No, faxes in the memory
will not be erased or transferred to your
PC and the setting will be unchanged.
 Backup Print:On
Backup Print:Off
Press Backup Print:On or
Backup Print:Off.
32
Turning off Remote Fax Options
a
b
Press MENU.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
d
Press a or b to display
Forward/Page/Store.
Press Forward/Page/Store.
e
Press Off.
Press a or b to display Fax.
Press Fax.
Note
The LCD will give you more options if
there are received faxes still in your
machine’s memory. (See Changing
Remote Fax Options on page 32.)
4
Receiving a fax
Remote retrieval
4
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
4
Using your Remote Access Code
a
Dial your fax number from a telephone
or another fax machine using touch
tone.
b
When your machine answers,
immediately enter your Remote Access
Code (3 digits followed by l).
c
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.
a
b
Press MENU.
c
Press a or b to display
Remote Access.
Press Remote Access.
d
Enter a three-digit code using the
numbers 0 – 9, l or #.
Press OK.
e
Press Stop/Exit.
 No beeps
No messages received.
 1 long beep
Fax message received.
d
The machine gives two short beeps to
tell you to enter a command (See
Remote fax commands on page 35).
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.
e
Press 9 0 to reset the machine when you
have finished.
f
Hang up.
Press a or b to display Fax.
Press Fax.
Note
DO NOT use the same code used for your
Fax Receive Code (l51) or Telephone
Answer Code (#51). (See Using Remote
Codes in Chapter 6 of the Basic User's
Guide.)
You can change your code at any time. If you
want to make your code inactive, press
Clear and then OK in d to restore the
inactive setting – – –l.
4
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.
33
4
Chapter 4
Retrieving fax messages
a
Dial your fax number from a telephone
or another fax machine using touch
tone.
b
When your machine answers,
immediately enter your Remote Access
Code (3 digits followed by l). If you hear
one long beep, you have messages.
c
When you hear two short beeps, use the
dial pad to press 9 6 2.
d
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).
e
Hang up after you hear your machine
beep. Your machine will call the other
machine, which will then print your fax
messages.
4
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.
a
Dial your fax number from a telephone
or another fax machine using touch
tone.
b
When your machine answers,
immediately enter your Remote Access
Code (3 digits followed by l). If you hear
one long beep, you have messages.
c
When you hear two short beeps, use the
dial pad to press 9 5 4.
d
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).
e
Press 9 0 to reset the machine when you
have finished.
f
Hang up after you hear your machine
beep.
Note
You can insert a pause in a fax number by
using the # key.
Note
You can insert a pause in a fax number by
using the # key.
34
4
Receiving a fax
Remote fax commands
4
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 on page 34.) Once you have registered the
number, fax forwarding will work.
3 Paging
4 Fax Forwarding number
6 Fax Storage
96
97
Retrieve a fax
2 Retrieve all faxes
Enter the number of a remote fax machine to receive stored fax
messages. (See Retrieving fax messages on page 34.)
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
98
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.
35
4
Chapter 4
Additional receiving
operations
Printing a reduced incoming
fax
If you choose On, the machine automatically
reduces each page of an incoming fax to fit on
one page of A4, Letter, Legal or Folio size
paper.
The machine calculates the reduction ratio by
using the page size of the fax and your Paper
Size setting (MENU, General Setup,
Tray Setting, Tray Use:Fax). See
Paper Size and Type in Chapter 2 of the
Basic User's Guide.
a
b
c
Press MENU.
Press a or b to display Fax.
Press Fax.
Press a or b to display
Setup Receive.
Press Setup Receive.
d
Press a or b to display
Auto Reduction.
Press Auto Reduction.
e
f
Press On (or Off).
36
Press Stop/Exit.
Duplex (2-sided) printing for
Fax mode
4
Your machine can automatically print
received faxes onto both sides of the paper
when Duplex is set to On.
4
You can use Letter, Legal or Folio
(8.5 in. × 13 in.) size paper for this function
[16 to 28 lb (60 to 105 g/m2)]
a
b
Press MENU.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
d
Press a or b to display Duplex.
Press Duplex.
e
f
Press On (or Off).
Press a or b to display Fax.
Press Fax.
Press Stop/Exit.
Note
• When Duplex is turned on incoming faxes
will automatically be reduced to fit the size
of paper in the paper tray.
• When Duplex is set to On, the LCD
displays 1 2 (Duplex icon).
4
Receiving a fax
Setting the Fax Receive
Stamp (black & white only)
4
Receiving a fax at the end of a
conversation
You can set the machine to print the received
date and time in the top center of each
received fax page.
At the end of a conversation you can ask the
other party to send you a fax before you both
hang up.
a
b
Press MENU.
a
Ask the other party to place the
document in their machine and to press
the Start or Send key.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
b
When you hear the CNG tones (slowly
repeating beeps), press Black Start or
Color Start.
d
Press a or b to display Fax Rx Stamp.
Press Fax Rx Stamp.
c
d
Press Receive to receive a fax.
e
f
Press a or b to display Fax.
Press Fax.
4
Replace the external handset.
Press On or Off.
Press Stop/Exit.
Note
• The received time and date will not appear
when using Internet Fax.
• Make sure you have set the current date
and time in the machine. (See the
Quick Setup Guide.)
37
4
Chapter 4
Setting the Print Density
You can adjust the Print Density setting to
make your printed pages darker or lighter.
a
b
Press MENU.
c
Press a or b to display
Setup Receive.
Press Setup Receive.
Press a or b to display Fax.
Press Fax.
d
Press a or b to display
Print Density.
Press Print Density.
e
Press c to make the print darker.
Or, press d to make the print lighter.
f
38
Press Stop/Exit.
4
Printing a fax from the
memory
If you are using the Fax Storage feature
(MENU, Fax, Setup Receive,
Forward/Page/Store), you can still print a
fax from the memory when you are at your
machine. (See Fax Storage on page 30.)
a
b
Press MENU.
c
Press a or b to display Print Fax.
Press Print Fax.
d
e
Press Black Start.
Press a or b to display Fax.
Press Fax.
Press Stop/Exit.
4
Receiving a fax
Polling overview
e
 Press Manual and enter a number
by pressing the buttons on the
Touchscreen.
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
Press
c
d
Press OK.
 Press Address Book. Press
to choose Alphabetical Order or
Numerical Order. Press a or b to
select a number.
Press OK.
4
4
Note
Polling receive lets you call another fax
machine to receive a fax.
a
b
Do one of the following:
4
One Touch Dial numbers begin with l.
Speed Dial numbers begin with #.
(FAX).
f
After you have entered all the fax
numbers by repeating step e, press OK.
Press On.
g
Enter the fax number you are polling
using One Touch, Speed Dial, or the dial
pad. Press Black Start or Color Start.
Press Black Start.
The machine polls each number or
Group number in turn for a document.
Press Stop/Exit while the machine is dialing
to cancel the polling process.
Press d or c to display Polling RX.
Press Polling RX.
Sequential polling
4
Sequential polling lets you request
documents from several fax machines in one
operation. Afterwards, a Sequential Polling
Report will be printed.
To cancel all sequential polling receive jobs,
see Canceling a Sequential Polling Job
on page 39.
Canceling a Sequential Polling Job
a
b
4
PressStop/Exit.
a
b
Press
c
d
Press On.
 To cancel the entire sequential
polling job, press
Entire Seq. Poll. Go to step c.
Press d or c to display Broadcasting.
Press Broadcasting.
 To cancel the current job, press the
button that displays the number
being dialed. Go to step d.
(FAX).
Press d or c to display Polling RX.
Press Polling RX.
Do one of the following:
 To exit without canceling, press
Stop/Exit.
39
Chapter 4
c
When the LCD asks if you want to
cancel the entire sequential polling job,
do one of the following:
 Press Yes to confirm.
 To exit without canceling, press No
or Stop/Exit.
d
Do one of the following:
 To cancel the current job, press Yes.
 To exit without canceling, press No
or Stop/Exit.
40
5
Dialing and storing numbers
Telephone line
services
Tone or Pulse (Canada only)
Special line considerations
Pick up the handset of the external
telephone or press Hook.
b
Press # on the machine’s control panel.
Any digits dialed after this will send tone
signals.
When you hang up, the machine will
return to the Pulse dialing service.
For Fax/Tel mode only
5
5
Roll over telephone lines
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.
a
5
5
A roll over telephone system is a group of two
or more separate telephone lines that pass
incoming calls to each other if they are busy.
The calls are usually passed down or “rolled
over” to the next available telephone line in a
preset order.
Your machine can work in a roll over system
as long as it is the last number in the
sequence, so the call cannot roll away. Do not
put the machine on any of the other numbers;
when the other lines are busy and a second
fax call is received, the fax call would be
transferred to a line that does not have a fax
machine. Your machine will work best on a
dedicated line.
Two-line telephone system
5
5
5
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.
Lift the external telephone’s handset, and
then press Hook to answer.
If you are at an extension telephone, you will
need to lift the handset during the F/T Ring
Time and then press #51 between the
pseudo/double rings. If no one is on the line,
or if someone wants to send you a fax, send
the call back to the machine by pressing l51.
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.
Converting telephone wall outlets
5
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.
41
Chapter 5
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 triplex adapter.
Plug one end of the second telephone
line cord for your TAD into the L2 jack of
the two-line TAD. Plug the other end into
the EXT. jack on the left side of the
machine.
1
2
RJ14
3
RJ11
1
Triplex Adapter
RJ14
2
Two Line Telephone
Installing machine, external two-line
TAD and two-line telephone
5
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.
a
Put the two-line TAD and the two-line
telephone next to your machine.
b
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.
c
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.
42
3
External Two Line TAD
4
Machine
4
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.
Dialing and storing numbers
Additional dialing
operations
Dialing access codes and
credit card numbers
5
5
Sometimes you may want to choose from
several long distance carriers when you send
a fax. 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
One Touch and Speed Dial numbers. You
can store these long dialing sequences by
dividing them and setting them up as
separate One Touch and Speed Dial
numbers in any combination. You can even
include manual dialing using the dial pad.
See Storing numbers in Chapter 7 of the
Basic User's Guide.
5
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
Black Start or Color Start.
Numbers can be added manually by entering
them on the dial pad:
Press Address Book, #003, 7001 (on the
dial pad), and Black Start or Color Start.
This would dial ‘555–7001’. You can also add
a pause by pressing Redial/Pause.
43
Chapter 5
Additional ways to
store numbers
Setting up Groups for
Broadcasting
f
Enter the Group number by pressing the
buttons on the Touchscreen. Use the
chart for Entering text in Appendix C of
the Basic User's Guide to help you enter
numbers.
Press OK.
g
To select the telecommunication
medium and the file type, press d or c to
display
Fax/IFAX,
E-Mail Color PDF,
E-Mail Color JPEG,
E-Mail Color XPS,
E-Mail Gray PDF,
E-Mail Gray JPEG,
E-Mail Gray XPS,
E-Mail B&W PDF or
E-Mail B&W TIFF.
Press the option you want.
h
Add One Touch or Speed Dial numbers
to the Group by pressing the check box
to display a red check mark.
If you want to list the numbers in
alphabetical order, press
.
Press OK.
5
5
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 Black 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 20 small
Groups, or you can assign up to 315 numbers
to one large Group.
a
b
c
d
Press Address Book.
Press More.
Press Setup Groups.
Press Set Speed Dial or
Set One Touch Dial which you
want to store the new Group to.
Note
The machine automatically allocates an
available Speed Dial number or One
Touch Dial location to the new Group.
e
44
Enter the Group name (up to 15
characters) by pressing the buttons on
the Touchscreen. Use the chart for
Entering text in Appendix C of the
Basic User's Guide to help you enter
letters.
Press OK.
Note
• One Touch Dial numbers begin with l.
Speed Dial numbers begin with #.
• If the stored telecommunication medium
of a One Touch Dial number or a Speed
Dial number is not compatible with the
telecommunication medium selected in
step g, the One Touch Dial number or
Speed Dial number will be dimmed on the
LCD.
Dialing and storing numbers
i
To choose the fax/scan resolution for
the Group number, go to the appropriate
next step as shown in the following
table.
n
Select the PDF type from PDF, PDF/A,
Secure PDF or Signed PDF that will
be used to send E-mail.
Note
Option selected in step g
Fax/IFAX
Go to step
j
E-Mail Color PDF
E-Mail Color JPEG
k
E-Mail Color XPS
E-Mail Gray PDF
E-Mail Gray JPEG
If you choose Secure PDF, the machine
will ask you to enter a four-digit password
using numbers 0-9 before it starts
scanning.
l
o
p
Press OK to confirm.
Press Stop/Exit.
5
E-Mail Gray XPS
E-Mail B&W PDF
m
E-Mail B&W TIFF
j
Select the resolution from Standard,
Fine, S.Fine 1 or Photo and go to
step o.
1
k
S.Fine is available if the Group is constituted
by only fax numbers.
Select the resolution from 100 dpi,
200 dpi, 300 dpi or 600 dpi.
 If you chose E-Mail Color PDF,
go to step n.
 If you chose E-Mail Color JPEG
or E-Mail Color XPS, go to
step o.
l
Select the resolution from 100 dpi,
200 dpi or 300 dpi.
 If you chose E-Mail Gray PDF, go
to step n.
 If you chose E-Mail Gray JPEG or
E-Mail Gray XPS, go to step o.
m
Select the resolution from 200 dpi or
200 x 100 dpi.
 If you chose E-Mail B&W PDF, go
to step n.
 If you chose E-Mail B&W TIFF, go
to step o.
45
Chapter 5
Options for Setting Up Groups
5
The following chart shows the selections for setting up Group numbers.
When you store numbers, the LCD instructs you to choose from the options shown in the following
steps.
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Enter
Group
Location
Enter
Group
Name
Enter
Name
Select
Registration
Type
Add Stored
One Touch
and Speed
Dial Numbers
to the Group
Select Resolution
Select File
Type
One
Touch
or
Speed
Dial
(Name)
Press OK
(1 to 40) Fax/IFAX
Fax Number or
E-mail
Address
Standard, Fine,
-
E-mail
Address
100 dpi, 200 dpi,
300 dpi, 600 dpi
PDF, PDF/A,
Secure PDF,
Signed PDF
E-Mail
Color JPEG
100 dpi, 200 dpi,
300 dpi, 600 dpi
-
E-Mail
Color XPS
100 dpi, 200 dpi,
300 dpi, 600 dpi
-
E-Mail
Gray PDF
100 dpi, 200 dpi,
300 dpi
PDF, PDF/A,
Secure PDF,
Signed PDF
E-Mail
Gray JPEG
100 dpi, 200 dpi,
300 dpi
-
E-Mail
Gray XPS
100 dpi, 200 dpi,
300 dpi
-
E-Mail
B&W PDF
200 dpi,
200 x 100 dpi
PDF, PDF/A,
Secure PDF,
Signed PDF
E-Mail
B&W TIFF
200 dpi,
200 x 100 dpi
-
1
E-Mail
Color PDF
S.Fine
1,
Photo
S.Fine does not appear if you add an E-mail address in step 5.
Note
• If you choose Signed PDF, you must install a certificate to your machine using Web Based
Management. Choose Configure Signed PDF Settings from Administrator Settings in
Web Based Management. For how to install a certificate, see the Network User's Guide.
• PDF/A is a PDF file format intended for long-term archiving. This format contains all the
necessary information to be able to reproduce the document after long-term storage.
• A Signed PDF helps prevent data tampering and the impersonation of an author by including
a digital certificate within the document.
46
Dialing and storing numbers
Changing Group numbers
You can change a Group number that has
already been stored. If the Group has a fax
forwarding number, it will be dimmed on the
LCD. You cannot select the number to make
changes.
Changing a Group name
a
b
c
d
e
f
Press Address Book.
Press More.
Note
5
• How to change the stored name or
number:
If you want to change a character, press
d or c to position the cursor under the
character you want to change, and then
press
. Re-enter the character.
• How to display all options:
If the LCD displays d and c buttons, press
d or c to display all options.
g
Do one of the following:
Press Change.
 To finish changing, press OK.
Press a or b to display the Group you
want to change.
Press the Group.
 To change more details, go to
step f.
Press Name:
Number/Address:
Resolution: or
PDF Type:.
Do one of the following:
 If you chose Name:, enter the name
(up to 15 characters) by pressing the
buttons on the Touchscreen.
Press OK.
 If you chose Number/Address:,
enter the new number (up to 20
digits) or E-mail address (up to 60
digits) by pressing the buttons on the
Touchscreen.
h
 If you chose PDF Type:, press one
of the available file type options
displayed on the LCD.
The LCD will display your new setting.
Press Stop/Exit
Adding and deleting numbers in a Group
a
b
c
d
Press Address Book.
e
f
Press Add/Delete.
g
Press the check box of the number you
want to add to check it.
Press the check box of the number you
want to delete to uncheck it.
Press OK to confirm.
h
i
Press OK.
Press OK.
 If you chose Resolution:, press
one of the available resolution
options displayed on the LCD.
5
Press More.
Press Change.
Press a or b to display the Group you
want to change.
Press the Group.
Press a or b to display the number you
want to add or delete.
Press OK.
Press Stop/Exit
47
Chapter 5
Deleting Group numbers
You can delete a Group number that has
already been stored. If a Group has a
scheduled job or fax forwarding number, it will
be dimmed on the LCD. You cannot select
the number to delete it.
a
b
c
d
e
Press Address Book.
Press More.
Press Delete.
Press a or b to display the Group you
want to delete.
Press the check box of the Group you
want to delete to check it.
Press OK.
Do one of the following:
 To Delete the Group, press Yes.
 To exit without deleting the Group,
press No.
f
48
Press Stop/Exit.
5
6
Printing reports
Fax reports
e
 6, 12, 24 hours, 2 or 7 days
The machine will print the report at
the chosen time and then erase all
jobs from its memory.
If the machine's memory becomes
full with 200 jobs before the time you
chose has passed, the machine will
print the Journal early and then erase
all jobs from the memory. If you want
an extra report before it is due to
print, you can print it without erasing
the jobs from the memory.
6
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 Transmission Verification
Report in Chapter 4 of the Basic User's
Guide.)
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.
Press d or c to choose an interval
6
Some fax reports (transmission verification
and fax journal) can be printed automatically
and manually.
Transmission verification
report
6
 Every 50 Faxes
The machine will print the Journal
when the machine has stored 50
jobs.
6
f
Do one of the following:
 If you chose Every 50 Faxes
Go to step g.
 If you chose Every 6, 12, 24 hours or
2 Days
If you set the interval to Off, you can still print
the report by following the steps on the next
page.
Enter the time to start printing in
24-hour format. (For example: enter
19:45 for 7:45 PM.)
a
b
Press MENU.
Press OK.
c
Press a or b to display
Report Settings.
Press Report Settings.
d
 If you chose Every 7 Days
Press a or b to display Fax.
Press Fax.
Enter the time to start printing in
24-hour format. (For example: enter
19:45 for 7:45 PM.)
Press OK.
Press d or c to choose the day of the
week.
Press Journal Period.
g
Press Stop/Exit.
49
6
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 Help List
Prints a list of commonly used functions to
help you program your machine.
3 Tel Index List
6
How to print a report
a
b
Press MENU.
c
Press a or b to display the report you
want to print.
Press the report you want to print.
d
(Tel Index List only) Press
Numerical Order or
Alphabetical Order.
Prints a list of names and numbers stored
in the One Touch and Speed Dial memory
in numerical or alphabetical order.
 If you chose Transmission, press
Print Report.
4 Fax Journal
 If you chose Tel Index List,
press Numerical Order or
Alphabetical Order.
Prints a list of information about your last
200 incoming and outgoing faxes.
(TX: transmit.) (RX: receive.)
 If you chose other than
Transmission or
Tel Index List, go to e.
5 User Settings
Print a list of your current settings.
6 Network Config
Lists your network settings.
7 Drum Dot Print
Prints the drum dot check sheet for
troubleshooting of a dotted print problem.
8 WLAN Report
Prints the result of wireless LAN
connectivity diagnosis.
50
Press a or b to display
Print Reports.
Press Print Reports.
e
f
Press Black Start or Color Start.
Press Stop/Exit.
6
7
Making copies
Copy settings
7
7
 Auto
These settings are temporary, and 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 on page 6.)
Auto is the recommended mode for
ordinary printouts. Suitable for documents
that contain both text and photographs.
 Text
To change a setting, press
(COPY)
and then press d or c to scroll through the
copy settings. When the setting you want is
displayed, press the button.
Suitable for documents containing only
text.
 Photo
Suitable for copying photographs.
When you are finished choosing settings,
press Black Start or Color Start.
To stop copying, press Stop/Exit.
Improving copy quality
You can choose from a range of quality
settings. The default setting is Auto.
You can change the copy settings temporarily
for the next copy.
Stop copying
7
 Graph
7
Suitable for copying receipts.
7
a
b
c
d
Press
e
f
Press Auto, Text, Photo or Graph.
(COPY).
Load your document.
Enter the number of copies you want.
Press d or c to display Quality.
Press Quality.
If you do not want to change additional
settings, press Black Start or
Color Start.
51
Chapter 7
Enlarging or reducing the
image copied
To enlarge or reduce the next copy follow the
instructions below:
a
b
c
d
Press
(COPY).
Load your document.
Enter the number of copies you want.
Press d or c to display
Enlarge/Reduce.
Press Enlarge/Reduce.
e
Press 100%, Enlarge, Reduce or
Custom(25-400%).
f
Do one of the following:
 If you chose Enlarge or Reduce,
press the enlargement or reduction
ratio button you want.
 If you chose Custom(25-400%),
enter an enlargement or reduction
ratio from 25% to 400%.
Press OK.
 If you chose 100%, go to step g.
100%*
104% EXEiLTR
141% A5iA4
200%
50%
70% A4iA5
78% LGLiLTR
83% LGLiA4
85% LTRiEXE
91% Full Page
94% A4iLTR
97% LTRiA4
Custom(25-400%)
52
g
7
If you do not want to change additional
settings, press Black Start or
Color Start.
Note
Page Layout Options 2 in 1 (P), 2 in 1 (L),
2 in 1 (ID), 4 in 1 (P) and 4 in 1 (L) are not
available with Enlarge/Reduce.
Making copies
If you want to use the automatic duplex copy
feature, load your document in the ADF.
If you get an Out of Memory message while
you are making duplex copies, try installing
extra memory. (See Installing extra memory
on page 95.)
You must choose a 2-sided copy layout from
the following options before you can start
duplex copying. The layout of your document
determines which 2-sided copy layout you
should choose.
7
 2sidei1side Long Edge Flip
Portrait
1
1
2
2
Landscape
11
1
2
Duplex (2-sided) Copying
2
 1sidei2side Short Edge Flip
 2sidei2side
Portrait
Portrait
1
1
1
7
1
2
2
2
2
Landscape
Landscape
1
11
2
2
11
1
2
2
 1sidei2side Long Edge Flip
 2sidei1side Short Edge Flip
Portrait
Portrait
1
1
1
2
2
1
2
Landscape
Landscape
11
1
11
2
2
2
1
2
a
b
c
Press
2
(COPY).
Load your document.
Enter the number of copies you want.
53
Chapter 7
d
Press d or c to display Duplex Copy.
Press Duplex Copy.
e
Press
2sidei2side,
1sidei2side
2sidei1side
1sidei2side
2sidei1side
Off.
f
Press
Load your document.
Press d or c to display Tray Use.
Press Tray Use.
Press MP>T1, M>T1>T2 1, T1>MP,
T1>T2>M 1, Tray#1 Only,
Tray#2 Only 1 or MP Only.
T2 and Tray#2 Only appears only if the
optional lower tray is installed.
If you do not want to change additional
settings, press Black Start or
Color Start.
Note
To change the default setting for Tray
Use, see Tray Use in copy mode in
Chapter 2 of the Basic User's Guide.
54
7
a
b
c
d
Press
e
Press d to make a darker copy or press
c to make a lighter copy.
Press OK.
f
If you do not want to change additional
settings, press Black Start or
Color Start.
7
Enter the number of copies you want.
1
f
(COPY).
7
Adjust the copy brightness to make copies
darker or lighter.
If you do not want to change additional
settings, press Black Start or
Color Start.
You can change the Tray Use only for the
next copy.
e
Brightness
LongEdgeFlip,
LongEdgeFlip,
ShortEdgeFlip,
ShortEdgeFlip,
Tray selection
a
b
c
d
Adjusting Brightness and
Contrast
(COPY).
Load your document.
Enter the number of copies you want.
Press d or c to display Brightness.
Press Brightness.
Contrast
7
Adjust the contrast to help an image look
sharper and more vivid.
a
b
c
d
Press
e
Press d to decrease the contrast or
press c to increase the contrast.
Press OK.
f
If you do not want to change additional
settings, press Black Start or
Color Start.
(COPY).
Load your document.
Enter the number of copies you want.
Press d or c to display Contrast.
Press Contrast.
Making copies
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.
a
b
c
d
Press
e
f
Press Sort.
(COPY).
Load your document in the ADF.
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. If you want to copy
both sides of an ID card onto one page, see
2 in 1 ID Copy on page 57.
Enter the number of copies you want.
Press d or c to display Stack/Sort.
Press Stack/Sort.
If you do not want to change additional
settings, press Black Start or
Color Start.
Note
Stack/Sort is active only when the
document is in the ADF.
7
IMPORTANT
• Please make sure the paper size is set to
Letter, A4, Legal or Folio.
• You cannot use the Enlarge/Reduce
setting with the N in 1 feature.
• (P) means Portrait and (L) means
Landscape.
7
a
b
c
d
Press
e
Press d or c to display Off (1 in 1),
2 in 1 (P), 2 in 1 (L),
2 in 1 (ID) 1, 4 in 1 (P) or
4 in 1 (L).
Press the button you want.
Load your document.
Enter the number of copies you want.
Press d or c to display Page Layout.
Press Page Layout.
1
f
(COPY).
For details about 2 in 1 (ID), see 2 in 1 ID
Copy on page 57.
If you do not want to change additional
settings, press Black Start or
Color Start to scan the page.
If you placed the document in the ADF,
the machine scans the pages and starts
printing.
If you are using the scanner glass, go
to step g.
g
After the machine scans the page, press
Yes to scan the next page.
55
Chapter 7
h
i
If you are copying from the scanner
glass:
Place the next page on the scanner
glass.
Press Black Start or Color Start.
Repeat steps g and h for each page of
the layout.
Insert your document face down in the
direction shown below:
 2 in 1 (P)
After all the pages have been scanned,
press No in step g to finish.
If you are copying from the ADF:
7
 2 in 1 (L)
Insert your document face up in the direction
shown below:
 2 in 1 (P)
 4 in 1 (P)
 2 in 1 (L)
 4 in 1 (L)
 4 in 1 (P)
 4 in 1 (L)
56
7
Making copies
2 in 1 ID Copy
You can copy both sides of your identification
card onto one page, keeping the original card
size.
Note
You can copy an identification card to the
extent permitted under applicable laws.
See Legal limitations for copying in the
Safety and Legal Booklet.
a
b
Press
7
h
Press Black Start or Color Start. The
machine scans the other side of the card
and prints the page.
Note
When 2 in 1 ID Copy is chosen, the
machine sets the quality to Photo and the
contrast to +2.
(COPY).
Place your identification card face down
on the left side of the scanner glass.
7
 Even if a document is placed on the
ADF, the machine scans the data
from the scanner glass.
c
d
Enter the number of copies you want.
e
Press d or c to display 2 in 1 (ID).
Press 2 in 1 (ID).
f
Press Black Start or Color Start.
After the machine scans the first side of
the card, the LCD will display Turn
over the ID card Then Press
Start.
g
Turn over your identification card and
place it on the left side of the scanner
glass.
Press d or c to display Page Layout.
Press Page Layout.
57
Chapter 7
Adjusting Color (Saturation)
7
You can change the default setting for color
saturation.
a
b
c
d
Press
e
f
Press Red, Green or Blue.
(COPY).
Load your document.
Enter the number of copies you want.
Press d or c to display Color Adjust.
Press Color Adjust.
Press d to decrease or c to increase the
color saturation.
Press OK.
g
Repeat steps e and f if you want to
adjust the next color. Press
.
h
If you do not want to change additional
settings, press Black Start or
Color Start.
Setting your changes as the
new default
7
You can save the copy settings for Quality,
Brightness, Contrast and
Color Adjust you use most often by
setting them as the default. These settings
will stay until you change them again.
a
b
Press
c
After changing the last setting, press
d or c to display Set New Default.
Press Set New Default.
d
e
Press Yes.
(COPY).
Press d or c to choose the setting you
want to change, and then press the new
option.
Repeat this step for each setting you
want to change.
Press Stop/Exit.
Restoring all copy settings to
the factory settings
7
You can restore all the copy settings you
have changed to the factory settings. These
settings will stay until you change them again.
58
a
b
Press
c
d
Press Yes.
(COPY).
After changing the last setting, press
d or c to display Factory Reset.
Press Factory Reset.
Press Stop/Exit.
Making copies
Setting your favorites
7
a
b
Press
c
d
Press Rename.
Press Store.
e
Press the location where you want to
store your setting for Favorite:1,
Favorite:2 or Favorite:3.
Enter the new name (up to 12
characters).
f
Press OK.
a
b
Press
c
Press d or c to display
Favorite Settings.
Press Favorite Settings.
f
7
After you stored your favorite setting, you can
rename it.
You can store the copy settings that you use
most often by setting them as a favorite. You
can set up to three favorites.
d
e
Rename your favorite setting
(COPY).
Choose the copy option and settings
you want to store.
(COPY).
Press d or c to display
Favorite Settings.
Press Favorite Settings.
Press the favorite setting you want to
rename.
7
Do one of the following:
 If you want to rename your setting,
press
to delete characters. Then
enter the new name (up to 12
characters). Press OK.
 If you do not want to rename your
setting, press OK.
Retrieving your favorite setting
7
When you are ready to use one of your
favorite set of settings, you can recall it.
a
b
c
Press
d
Press Black Start or Color Start.
(COPY).
Press Favorite.
Press the favorite setting you want to
retrieve.
59
A
Routine maintenance
Cleaning and checking
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. If printed pages are stained with
toner, clean the inside of the machine with a
dry, lint-free cloth.
WARNING
DO NOT use cleaning materials that
contain ammonia, alcohol, any type of
spray, or any type of flammable substance
to clean the outside or inside of the
machine. Doing this may cause a fire or
electrical shock.
See To use the product safely in the
Safety and Legal Booklet for how to clean
the machine.
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.
60
Cleaning the outside of the
machine
A
a
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.
b
Pull the paper tray completely out of the
machine.
A
A
Routine maintenance
c
Wipe the outside of the machine with a
dry, lint-free soft cloth to remove dust.
Cleaning the scanner
A
a
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.
b
Unfold the ADF document support (1)
and then open the ADF cover (2).
Clean the white bar (3) and the scanner
glass strip (4) underneath it with a soft
lint-free cloth moistened with water.
Close the ADF cover (2) and fold the
ADF document support (1).
3
2
1
4
d
Remove any paper that is in the paper
tray.
e
Wipe the inside and the outside of the
paper tray with a dry, lint-free soft cloth
to remove dust.
A
c
Lift the document cover (1).
Clean the white plastic surface (2) and
scanner glass (3) underneath it with a
soft lint-free cloth moistened with water.
1
2
f
Re-load the paper and put the paper tray
firmly back in the machine.
g
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.
3
61
d
In the ADF unit, clean the white bar (1)
and the glass strip (2) underneath it with
a soft lint-free cloth moistened with
water.
Cleaning the laser scanner
windows
a
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.
b
Press the front cover release button and
then open the front cover.
1
2
Note
In addition to cleaning the scanner glass
and glass strip with a soft lint-free cloth
moistened with water, run your finger tip
over the glass to see if you can feel
anything on it. If you feel dirt or debris,
clean the glass again concentrating on
that area. You may need to repeat the
cleaning process three or four times. To
test, make a copy after each cleaning.
e
62
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.
A
Routine maintenance
c
Hold the green handle of the drum unit.
Pull the drum unit out until it stops.
d
Turn the green lock lever (1) at the left of
the machine counterclockwise to the
release position. Holding the green
handles of the drum unit, lift the front of
the drum unit and remove it from the
machine.
1
A
63
IMPORTANT
e
Wipe the four scanner windows (1) with
a dry, lint-free cloth.
• We recommend that you place the drum
unit and/or the toner cartridge on a clean,
flat surface with a sheet of disposable
paper or cloth underneath it in case you
accidentally spill or scatter toner.
• To prevent damage to the machine from
static electricity, DO NOT touch the
electrodes shown in the illustration.
1
f
• Hold the green handles of the drum unit
when you carry it. DO NOT hold the sides
of the drum unit.
1
64
Make sure the green lock lever (1) is in
the release position as shown in the
illustration.
Routine maintenance
g
Match the guide ends (2) of the drum
unit to the c marks (1) on both sides of
the machine, then gently slide the drum
unit into the machine until it stops at the
green lock lever.
i
Push the drum unit in until it stops.
1
2
A
h
Turn the green lock lever (1) clockwise
to the lock position.
j
k
Close the front cover of 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.
1
65
Cleaning the corona wires
If you have print quality problems, clean the
four corona wires as follows:
a
66
Press the front cover release button and
then open the front cover.
A
b
Hold the green handle of the drum unit.
Pull the drum unit out until it stops.
Routine maintenance
c
Hold the handle of the toner cartridge
and slightly push it toward the machine
to unlock it. Then pull it out of the drum
unit. Repeat this for all the toner
cartridges.
d
Push to release the latches of the
corona wire cover (1), and then open the
cover.
1
A
67
e
Clean the corona wires inside the drum
unit by gently sliding the green tabs from
left to right and right to left several times.
1
Note
• Be sure to return the tab to the home
position (a) (1). If you do not, printed
pages may have a vertical stripe.
• We recommend that you clean the corona
wire for each color. If you want to clean
only the corona wire of the color that
caused the print quality problem, see the
illustration below to identify the position of
each of the corona wires.
C
c
M
m
Y
y
K
k
C: Corona wire for Cyan
M: Corona wire for Magenta
Y: Corona wire for Yellow
K: Corona wire for Black
c: Cyan toner position label
m: Magenta toner position label
y: Yellow toner position label
k: Black toner position label
The corona wires for black, yellow and
magenta are located under the next toner
cartridge. For example, when you clean
the corona wire for black, you need to
remove the yellow toner cartridge to
access the corona wire for black.
68
Routine maintenance
f
Close the corona wire cover.
h
Hold the handle of the toner cartridge
and slide the toner cartridge into the
drum unit, then slightly pull it toward you
until you hear it click into place. Make
sure that you match the toner cartridge
color to the same color label on the drum
unit. Repeat this for all the toner
cartridges.
A
C
g
Repeat steps d to f to clean each of
three remaining corona wires.
M
Y
K
C - Cyan
M - Magenta
Y - Yellow
K - Black
69
i
Push the drum unit in until it stops.
Cleaning the drum unit
If your printout has colored dots or other
repeating marks at 3.7 in. (94 mm) intervals,
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.
j
70
Close the front cover of the machine.
a
Make sure that the machine is in the
Ready mode.
b
c
Press MENU.
d
Press a or b to display
Drum Dot Print.
Press Drum Dot Print.
e
The machine will display
Press Start. Press Black Start or
Color Start.
f
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.
Press a or b to display
Print Reports.
Press Print Reports.
A
Routine maintenance
g
Press the front cover release button and
then open the front cover.
h
Hold the green handle of the drum unit.
Pull the drum unit out until it stops.
A
71
i
Turn the green lock lever (1) at the left of
the machine counterclockwise to the
release position. Holding the green
handles of the drum unit, lift the front of
the drum unit and remove it from the
machine.
1
IMPORTANT
• We recommend that you place the drum
unit on a clean, flat surface with a sheet of
disposable paper or cloth underneath it in
case you accidentally spill or scatter toner.
• To prevent damage to the machine from
static electricity, DO NOT touch the
electrodes shown in the illustration.
• Hold the green handles of the drum unit
when you carry it. DO NOT hold the sides
of the drum unit.
72
Routine maintenance
j
Hold the handle of the toner cartridge
and slightly push it to unlock it. Then pull
it out of the drum unit. Repeat this for all
the toner cartridges.
• To prevent damage to the machine from
static electricity, DO NOT touch the
electrodes shown in the illustration.
IMPORTANT
• We recommend that you place the toner
cartridges 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.
A
• To avoid print quality problems, DO NOT
touch the shaded parts shown in the
illustrations.
73
k
Turn the drum unit over by holding the
green handles. Make sure that the drum
unit gears (1) are on the left hand side.
1
l
Read following information from the
drum dot check sheet.
 Dot color:
The color of printed dots is the color
of the drum you should clean.
 Dot location:
The sheet has eight numbered
columns. The number of the column
with the printed dots in it is used to
find the dot position on the drum.
74
m
Confirm suspected area of the
appropriate color drum by using the
numbers beside the drum which relate
to the column numbers.
Routine maintenance
n
Turn the drum unit gear toward you by
hand while looking at the surface of the
suspected area.
o
When you have found the mark on the
drum that matches the drum dot check
sheet, wipe the surface of the drum
gently with a cotton swab until the mark
on the surface comes off.
IMPORTANT
• The drum is photosensitive so DO NOT
touch it with your fingers.
• DO NOT clean the surface of the
photosensitive drum with a sharp object.
• DO NOT use a scrubbing or wiping motion
because this might damage the drum.
p
Turn the drum unit over by holding the
green handles.
75
A
q
Hold the handle of the toner cartridge
and slide the toner cartridge into the
drum unit, then slightly pull it toward you
until you hear it click into place. Make
sure that you match the toner cartridge
color to the same color label on the drum
unit. Repeat this for all the toner
cartridges.
r
Make sure the green lock lever (1) is in
the release position as shown in the
illustration.
1
C
s
M
Y
K
Match the guide ends (2) of the drum
unit to the c marks (1) on both sides of
the machine, then gently slide the drum
unit into the machine until it stops at the
green lock lever.
1
2
C - Cyan
M - Magenta
Y - Yellow
K - Black
76
Routine maintenance
t
Turn the green lock lever (1) clockwise
to the lock position.
w
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.
1
u
Push the drum unit in until it stops.
A
v
Close the front cover of the machine.
77
Cleaning the paper pick-up
rollers
c
A
If you have paper feed problems, clean the
pick-up rollers as follows:
a
Turn off the machine’s power switch.
Unplug the power cord from the AC
power outlet.
b
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.
1
d
Wipe the two pick-up rollers (1) inside of
the machine to remove dust.
1
e
f
78
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.
Routine maintenance
Calibration
The output density for each color may vary
depending on the environment the machine is
in, such as temperature and humidity.
Calibration helps you to improve the color
density.
a
b
Press MENU.
Press a or b to display Printer.
Press Printer.
c
Press a or b to display Calibration.
Press Calibration.
d
e
Press Calibrate.
f
g
The machine will display Completed.
The machine will display Calibrate?.
Press Yes to confirm.
Press Stop/Exit.
You can reset the calibration parameters
back to those set at the factory.
a
b
A
Note
• If an error message is displayed, press
Black Start or Color Start and try again.
(For more information, see
Error and maintenance messages in
Appendix B of the Basic User's Guide.)
• If you print using the Windows® printer
driver, the driver will get the calibration
data automatically if both
Use Calibration Data and
Get Device Data Automatically are on.
(The default settings are on. See
Advanced tab in the Software User's
Guide.)
• If you print using the Macintosh printer
driver, you need to perform the calibration
using the Status Monitor. After turning
the Status Monitor on, choose Color
Calibration from the Control menu. (See
Status Monitor in the Software User's
Guide. When the Status Monitor is open,
choose Control / Color Calibration from
the menu bar.)
Press MENU.
Press a or b to display Printer.
Press Printer.
c
Press a or b to display Calibration.
Press Calibration.
d
e
Press Reset.
f
g
The machine will display Completed.
The machine will display Reset?.
Press Yes to confirm.
Press Stop/Exit.
79
A
Auto Registration
Registration
A
A
If solid areas of color or images have cyan,
magenta or yellow fringes, you can use the
auto-registration feature to correct the
problem.
a
b
Press a or b to display Printer.
Press Printer.
Press a or b to display Auto Regist..
Press Auto Regist..
d
The machine will display
Registration?.
Press Yes.
80
If color still appears incorrectly after autoregistration, you will need to perform manual
registration.
a
b
Press MENU.
c
Press a or b to display
Manual Regist..
Press Manual Regist..
d
e
f
Press Print Chart.
g
Starting at 1 Magenta Left on the
chart, check which colored bar has the
most uniform print density and enter its
number into the machine using d and c
on the LCD.
Repeat for 2 Cyan Left,
3 Yellow Left, 4, 5, 6 to 9.
h
Press OK if you finished entering the
numbers.
i
Press Stop/Exit.
Press MENU.
c
e
f
Manual Registration
The machine will display Completed.
Press Stop/Exit.
Press a or b to display Printer.
Press Printer.
Press Mono Start or Color Start.
When the machine has finished printing
the registration chart, press
Set Regist. to correct the color
manually.
A
Routine maintenance
Frequency (Color Correction)
You can set how often the color correction
(Color Calibration and Auto Registration)
occurs. The default setting is Normal. The
color correction process consumes some
amount of the toner.
a
b
Press MENU.
Press a or b to display Printer.
Press Printer.
c
Press a or b to display Frequency.
Press Frequency.
d
e
Press Normal, Low or Off.
A
Checking the Page Counters
A
You can see the machine’s Page Counters
for copies, printed pages, reports and lists,
faxes or a summary total.
a
b
Press MENU.
c
Press Page Counter.
The LCD shows number of pages for
Total, Fax/List, Copy or Print.
d
Press Total, Fax/List, Copy or
Print to see the page counters for
Color and Black & White.
e
Do one of the following:
Press Stop/Exit.
Press a or b to display
Machine Info..
Press Machine Info..
 To see the other options, press
.
A
 To exit, press Stop/Exit.
81
Checking the remaining life of
parts
You can see the machine’s parts life on the
LCD.
a
b
Press MENU.
c
d
Press Parts life.
e
Press a or b to display
Machine Info..
Press Machine Info..
Press a or b to see the approximate
remaining parts life of the Drum,
Belt unit, Fuser, Laser,
PF Kit MP, PF Kit 1 and
PF Kit 2.
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.
82
A
Replacing periodic
maintenance parts
The periodic maintenance parts will need to
be replaced regularly to maintain the print
quality. The parts listed below will have to be
replaced after printing approximately 50,000
pages 1 for PF Kit MP and 100,000 pages 1
for PF Kit 1, PF Kit 2, Fuser and Laser.
Please call Brother Customer Service when
the following messages appear on the LCD.
1
Letter or A4 size single-sided pages.
LCD message
Description
Replace Parts
Fuser Unit
Replace the fuser unit.
Replace Parts
Laser Unit
Replace the laser unit.
Replace Parts
PF Kit 1
Replace the paper feeding
kit for the paper tray.
Replace Parts
PF Kit 2
Replace the paper feeding
kit for the lower tray
(option).
Replace Parts
PF Kit MP
Replace the paper feeding
kit for the multi-purpose
tray.
A
Routine maintenance
Packing and shipping
the machine
Note
• 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.
A
WARNING
This machine is heavy and weighs
approximately 62.8 lb (28.5 kg). To prevent
possible injuries at least two people should
lift the machine. Be careful not to pinch your
fingers when you put the machine down.
• 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
cartridges, and printed materials to use
with your ‘Exchange’ machine.
Make sure that you have the following parts
for repacking:
1
3
2
If you use a Lower Tray, carry it separately
from your machine.
IMPORTANT
When shipping the machine, the waste
toner box must be removed from the
machine and put in a plastic bag, and then
sealed. Failure to remove it and put it in a
plastic bag before shipping may cause
severe damage to the machine and may
void the warranty.
A
1
Plastic bag for the waste toner box
2
Orange packing materials for locking the
internal parts (4 pieces)
3
A piece of paper (Letter or A4) to protect the
belt unit (Please supply this yourself)
83
a
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.
b
Press the front cover release button and
then open the front cover.
84
c
Hold the green handle of the drum unit.
Pull the drum unit out until it stops.
Routine maintenance
d
Turn the green lock lever (1) at the left of
the machine counterclockwise to the
release position. Holding the green
handles of the drum unit, lift the front of
the drum unit and remove it from the
machine.
1
IMPORTANT
• Hold the green handles of the drum unit
when you carry it. DO NOT hold the sides
of the drum unit.
• We recommend that you place the drum
unit on a clean, flat surface with a piece of
disposable paper underneath it in case
you accidentally spill or scatter toner.
• Handle the toner cartridge and the waste
toner box carefully. If toner scatters on
your hands or clothes, immediately wipe
or wash it off with cold water.
• To prevent damage to the machine from
static electricity, DO NOT touch the
electrodes shown in the illustration.
A
85
e
Hold the green handle of the belt unit
with both hands and lift the belt unit up,
then pull it out.
f
Remove the two pieces of orange
packing material and discard them.
Note
This step is only necessary when you are
replacing the waste toner box for the first
time, and is not required for the
replacement waste toner box. The orange
packing pieces are installed at the factory
to protect your machine during shipment
from the factory.
86
Routine maintenance
g
Remove the waste toner box from the
machine using the green handle, and
then put it in a plastic bag and seal the
bag completely.
h
Put the belt unit back into the machine.
Make sure the belt unit is level and fits
firmly into place.
IMPORTANT
A
Handle the waste toner box carefully. If
toner scatters on your hands or clothes,
immediately wipe or wash it off with cold
water.
87
i
Install orange packing materials to the
drum unit as follows:
 To secure the toner cartridges, install
the matching orange packing strips
(1) (marked L and R) to the drum unit
on the left and right sides, as shown
in the illustration.
 Attach the orange packing strip (2) to
the left side of the drum unit, as
shown in the illustration.
 Slide the small orange packing
material (3) onto the metal shaft on
the right side of the drum unit, as
shown in the illustration.
2
1L
1R
3
88
Routine maintenance
j
Put a piece of paper (Letter or A4) on the
belt unit to prevent damage to the belt
unit.
l
Match the guide ends (2) of the drum
unit to the c marks (1) on both sides of
the machine, then gently slide the drum
unit into the machine until it stops at the
green lock lever.
1
2
k
Make sure the green lock lever (1) is in
the release position as shown in the
illustration.
A
m
Turn the green lock lever (1) clockwise
to the lock position.
1
1
89
n
Push the drum unit in until it stops.
p
Put the Styrofoam piece (2) into the
lower carton (1). Then put the waste
toner box in the Styrofoam piece.
FRONT
2
1
q
o
Wrap the machine with a plastic bag.
Put the machine on the Styrofoam piece
(1).
Close the front cover of the machine.
1
FRONT
90
Routine maintenance
r
Put the Styrofoam piece (2) into the
back side of Styrofoam piece (1) as
shown in the illustration.
s
2
Place the upper carton (1) over the
machine and the lower carton (2). Align
the joint holes of the upper carton with
the joint holes of the lower carton.
Secure the upper carton to the lower
carton using the four plastic joints (3) as
shown in the illustration.
1
3
1
3
A
2
3
91
t
Put the two Styrofoam pieces (1) into the
carton matching the right of the machine
to the "RIGHT" mark on one of the
Styrofoam pieces, and the left of the
machine to the "LEFT" mark on the
other Styrofoam piece. Put the AC
power cord and printed materials in the
original carton as shown in the
illustration.
LEFT
RIGHT
1
1
Note
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, toner
cartridges, and printed materials to use
with your ‘Exchange’ machine.
u
92
Close the carton and tape it shut.
B
Options
B
Options
B
This machine has the following optional accessories. You can increase the capabilities of the
machine with these items.
Lower tray unit
SO-DIMM memory
LT-300CL
B
93
Optional paper tray
(LT-300CL)
An optional lower tray can be installed, and it
can hold up to 500 sheets of 20 lb (80 g/m2)
paper.
When an optional tray is installed, the
machine can hold up to 800 sheets of plain
paper.
Memory board
B
B
MFC-9970CDW has 256 MB of standard
memory. The machine has one slot for
optional memory expansion. You can
increase the memory up to maximum of
512 MB by installing one SO-DIMM (Small
Outline Dual In-line Memory Module).
SO-DIMM Types
B
You can install the following SO-DIMMs:
 128 MB Kingston KTH-LJ2015/128
 256 MB Kingston KTH-LJ2015/256
 128 MB Transcend TS128MHP422A
 256 MB Transcend TS256MHP423A
For setup, see the Instructions that we have
supplied with the lower tray unit.
Note
• For more information, visit the Kingston
Technology Web site at
http://www.kingston.com/.
• For more information, visit the Transcend
Web site at http://www.transcend.com.tw/.
In general, the SO-DIMM must have the
following specifications:
Type: 144-pin and 16-bit output
CAS latency: 4
Clock frequency: 267 MHz (533 Mb/S/Pin) or
more
Capacity: 64, 128 or 256 MB
Height: 30.0 mm (1.18 in.)
DRAM type: DDR2 SDRAM
Note
• There might be some SO-DIMMs that will
not work with the machine.
• For more information, call the dealer you
bought the machine from or Brother
Customer Service.
94
Options
Installing extra memory
a
Turn off the machine’s power switch.
Unplug the telephone line cord.
b
Disconnect the interface cable from the
machine, and then unplug the power
cord from the AC power outlet.
B
e
Hold the SO-DIMM by the edges and
align the notches in the SO-DIMM with
the protrusions in the slot. Insert the
SO-DIMM diagonally (1), then tilt it
toward the interface board until it clicks
into place (2).
1
2
Note
Be sure to turn off the machine’s power
switch before you install or remove the
SO-DIMM.
c
2
Remove the plastic (1) and then
metal (2) SO-DIMM covers.
1
f
Put the metal (2) and then the plastic (1)
SO-DIMM covers back on.
1
d
Unpack the SO-DIMM and hold it by its
edges.
2
IMPORTANT
To prevent damage to the machine from
static electricity, DO NOT touch the
memory chips or the board surface.
g
Plug the machine’s power cord back into
the AC power outlet first, and then
connect the interface cable.
95
B
h
Plug in the telephone line cord. Turn on
the machine’s power switch.
Note
To make sure that you have installed the
SO-DIMM properly, you can print the user
settings page that shows the current
memory size. (See How to print a report
on page 50.)
96
C
Glossary
C
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.
Auto Reduction
Reduces the size of incoming faxes.
Automatic fax transmission
Sending a fax without picking up the
handset of the external telephone or
pressing Hook.
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, 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.
97
C
Easy Receive
Enables your machine to respond to CNG
tones if you interrupt a fax call by
answering it.
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.
Fax/Tel
You can receive faxes and telephone
calls. Do not use this mode if you are
using a telephone answering device
(TAD).
98
Fine resolution
Resolution is 203 × 196 dpi. It is used for
small print and graphs.
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 an
One Touch key or in a Speed Dial location
for Broadcasting.
Help List
A printout of the complete Menu table that
you can use to program your machine
when you do not have the User’s Guides
with you.
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
When you lift the handset of your external
telephone or press Hook so you can hear
the receiving fax machine answer before
you press Black Start or Color Start to
begin transmission.
Menu mode
Programming mode for changing your
machine’s settings.
OCR (optical character recognition)
ScanSoft™ PaperPort™ 12SE with OCR
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 21-40 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.
Polling
The process of a fax machine calling
another fax machine to retrieve waiting fax
messages.
Pulse (Canada only)
A form of rotary dialing on a telephone
line.
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.
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.
Search
An electronic, alphabetical listing of stored
One Touch, Speed Dial, Group numbers
and LDAP.
Speed Dial
A pre-programmed number for easy
dialing. Press Address Book, then enter
the three-digit Speed Dial location and
press Black Start or Color Start to begin
the dialing process.
Station ID
The stored information that appears on
the top of faxed pages. It includes the
sender’s name and fax number.
TAD (telephone answering device)
You can connect an external device or
answering machine to the EXT. jack of
your machine.
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).
Tel Index List
A listing of names and numbers stored in
One Touch and Speed Dial memory, in
numerical order.
99
C
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.
100
D
Index
A
D
Apple Macintosh
See Software User’s Guide.
Daylight Savings Time ............................... 3
Deep Sleep mode ...................................... 4
Delayed batch transmission .................... 23
Dialing
access codes and credit card
numbers ............................................... 43
dial prefix ................................................ 5
groups (broadcasting) .......................... 20
restricting dialing .................................. 15
Drum unit
checking (remaining life) ...................... 82
cleaning .......................................... 66, 70
Dual access ............................................. 20
Duplex copy ............................................. 53
B
Broadcasting ............................................20
canceling ...............................................21
setting up groups for .............................44
C
Canceling
broadcast in process .............................21
fax jobs in memory ................................23
fax storage ............................................30
jobs awaiting redial ...............................23
remote fax options ................................32
Cleaning
corona wires .........................................66
drum unit ...............................................70
laser scanner windows .........................62
scanner .................................................61
Connecting
two-line external TAD or telephone ......42
ControlCenter2 (for Macintosh)
See Software User’s Guide.
ControlCenter4 (for Windows®)
See Software User’s Guide.
Copy
2 in 1 ID Copy .......................................57
brightness .............................................54
contrast .................................................54
enlarge/reduce ......................................52
key ........................................................51
N in 1 (page layout) ..............................55
quality ...................................................51
sort (ADF only) ......................................55
temporary settings ................................51
using ADF ...................................... 55, 56
using scanner glass ....................... 55, 56
Cover page ..............................................25
custom comments .................................25
for all faxes ...........................................26
printed form ...........................................26
E
Enlarge/Reduce ....................................... 52
F
Fax codes
changing ............................................... 33
remote access code ............................. 33
Fax forwarding
changing remotely .......................... 34, 35
programming a number ........................ 28
Fax storage ............................................. 30
printing from memory ........................... 38
turning off ............................................. 32
turning on ............................................. 30
Fax, stand-alone
receiving
at end of conversation ....................... 37
fax forwarding .............................. 28, 35
fax receive stamp .............................. 37
into memory (fax storage) ................. 30
paging ............................................... 29
polling receive ................................... 39
reducing to fit on paper ..................... 36
retrieving from a remote site ....... 34, 35
to your PC ......................................... 31
sending ................................................. 17
at end of conversation ....................... 19
broadcasting ...................................... 20
101
D
canceling from memory ......................23
contrast ..............................................18
delayed batch .....................................23
delayed fax .........................................22
from memory (dual access) ...............20
manual ...............................................19
overseas ............................................22
polled transmit ....................................27
real time transmission ........................22
resolution ...........................................18
Fax/Tel mode
receiving faxes ......................................41
G
Groups for broadcasting ..........................44
H
HELP ........................................................50
Help List ................................................50
Hook key ..................................................41
J
Jacks
convert to RJ11 jack
triplex adapter ....................................41
L
LCD (liquid crystal display)
backlight brightness ................................5
Help List ................................................50
M
Machine information
checking remaining life of parts ............82
page counts ..........................................81
Macintosh
See Software User’s Guide.
Maintenance, routine ...............................60
checking the remaining life of parts ......82
Manual
transmission ..........................................19
Memory
adding DIMM (option) ...........................94
installing .............................................95
storage ....................................................1
102
N
N in 1 (page layout) ................................. 55
Network
faxing
See Software User’s Guide.
printing
See Network User’s Guide.
scanning
See Software User’s Guide.
P
Page layout (N in 1) ................................. 55
Paging ..................................................... 29
programming your cell number ............. 29
programming your pager number ......... 29
PaperPort™ 12SE with OCR
See Software User’s Guide and Help in the
PaperPort™ 12SE application to access
How-to-Guides.
PC-Fax
See Software User’s Guide.
Polling
polled transmit ...................................... 27
polling receive ...................................... 39
Power failure ............................................. 1
Presto! PageManager
See Software User’s Guide. See also Help
in the Presto! PageManager application.
Print
fax from memory .................................. 38
reports .................................................. 50
Printing
See Software User’s Guide.
Q
Quality
copying ................................................. 51
Quick dial
access codes and credit card
numbers ............................................... 43
broadcasting ......................................... 20
using groups ...................................... 20
group dial
setting up groups for broadcasting .... 44
R
T
Redial/Pause key .............................. 43, 99
Reducing
copies ...................................................52
incoming faxes ......................................36
Remote retrieval .......................................33
access code ..........................................33
commands ............................................35
getting your faxes .................................34
Remote setup
See Software User’s Guide.
Reports ............................................. 49, 50
Fax Journal .................................... 49, 50
journal period .....................................49
Help List ................................................50
how to print ...........................................50
Network Configuration ..........................50
Tel Index List ........................................50
Transmission Verification ......................49
User Settings ........................................50
Resolution
fax (standard, fine, superfine, photo) ....18
setting for next fax ................................18
Restricted users .........................................9
TAD (telephone answering device),
external .................................................... 42
with two-line jack .................................. 42
Telephone line
converting wall outlets .......................... 41
roll over lines ........................................ 41
two-line telephone system .................... 41
Temporary copy settings ......................... 51
Timer for mode keys .................................. 6
Toner Save ................................................ 3
Two-line telephone system ...................... 41
S
V
Volume, setting
beeper .................................................... 2
ring ......................................................... 1
speaker .................................................. 2
W
Windows®
See Software User’s Guide.
Wireless Network
See Quick Setup Guide and Network
User’s Guide.
Scanning
See Software User’s Guide.
Security
restricting dialing ...................................15
Secure function lock
administrator password ........................8
Public user mode ................................. 9
restricted users ....................................9
Setting lock ...........................................13
Sleep mode ................................................4
Sort ..........................................................55
D
103
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/
This machine is approved for use in the country of purchase only. Local Brother companies or their
dealers will only support machines purchased in their own countries.