Basic User s Guide MFC-J4620DW. Version 0 USA/CAN

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1 Basic User s Guide MFC-J4620DW Version 0 USA/CAN

2 If you must contact Customer Service Please complete this information for future reference: Model Number: MFC-J4620DW Serial Number: 1 Date of Purchase: Place of Purchase: 1 The serial number is on the back of the unit. Retain this User's Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. Register your product on-line at By registering your product with Brother, you will be recorded as the original owner of the product. Your registration with Brother: may serve as confirmation of the purchase date of your product should you lose your receipt; may support an insurance claim by you in the event of product loss covered by insurance; and, will help us notify you of enhancements to your product and special offers. The most convenient and efficient way to register your new product is on-line at Brother Industries, Ltd. All rights reserved.

3 Brother numbers NOTE For technical help, you must call the country where you bought the machine. Calls must be made from within that country. Register your product By registering your product with Brother International Corporation, you will be recorded as the original owner of the product. Your registration with Brother: may serve as confirmation of the purchase date of your product should you lose your receipt; may support an insurance claim by you in the event of product loss covered by insurance; and, will help us notify you of enhancements to your product and special offers. Register 1 your new product online at 1 (USA only) You can also complete and fax the Brother Warranty Registration and Test Sheet. FAQs (frequently asked questions) The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function Center needs. Download the latest software documents and utilities, read FAQs and troubleshooting tips, and learn how to get the most from your Brother product. NOTE Check here for Brother driver updates. To keep your machine s performance up to date, check here for the latest firmware upgrade. For Customer Service In USA: In Canada: (Self-Service/ /Chat) BROTHER ( ) (assistance via fax) (test your fax-sending and fax-receiving operations) (Self-Service Videos, , Chat, Facebook and Twitter Help) i

4 Service Center Locator (USA only) For the location of a Brother authorized service center, call BROTHER ( ) or visit Service Center Locations (Canada only) For the location of a Brother authorized service center, visit Ordering accessories and supplies For best quality results use only genuine Brother accessories, which are available at most Brother retailers. If you cannot find the accessory you need and have a Visa, MasterCard, Discover, American Express credit card, or PayPal account, you can order directly from Brother. Visit us online for a complete selection of the Brother accessories and supplies that are available for purchase. NOTE In Canada only Visa and MasterCard are accepted. In USA: MALL ( ) (assistance via fax) In Canada: ii

5 Order Information Description Item Ink Cartridge Super High Yield <black> LC207BK (Prints approx. 1,200 pages) 1 Ink Cartridge Super High Yield <yellow> LC205Y (Prints approx. 1,200 pages) 1 Ink Cartridge Super High Yield <cyan> (blue) LC205C (Prints approx. 1,200 pages) 1 Ink Cartridge Super High Yield <magenta> (red) LC205M (Prints approx. 1,200 pages) 1 Ink Cartridge High Yield <black> LC203BK (Prints approx. 550 pages) 1 Ink Cartridge High Yield <yellow> LC203Y (Prints approx. 550 pages) 1 Ink Cartridge High Yield <cyan> (blue) LC203C (Prints approx. 550 pages) 1 Ink Cartridge High Yield <magenta> (red) LC203M (Prints approx. 550 pages) 1 Premium Plus Glossy Photo Paper (Ledger size / 20 sheets) BP71GLGR (Letter size / 20 sheets) BP71GLTR (4" 6" size / 20 sheets) BP71GP20 Multipurpose Paper - Plain Paper (Letter size / 500 sheets) BP60MPLTR (USA only) Plain Inkjet Paper (Ledger size / 100 sheets) BP60PLGR (USA only) Telephone Line Cord LG (USA only) Basic User s Guide LET (English for USA and Canada) LET (French for Canada) CD ROM for Windows & Mac LET For more information about the replacement supplies, visit iii

6 Notice - Disclaimer of Warranties (USA and Canada) BROTHER'S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER'S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. BROTHER'S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50. Compilation and Publication Notice Under the supervision of Brother Industries, Ltd., this product s manuals have been compiled and published, covering the latest product descriptions and specifications. The contents of the manuals and the specifications of this product are subject to change without notice. Brother reserves the right to make changes without notice in the specifications and materials contained herein and shall not be responsible for any damages (including consequential) caused by reliance on the materials presented, including but not limited to typographical and other errors relating to the publications. iv

7 You can use the following features! Mobile Connect Use Brother iprint&scan to print and scan images and files from mobile devices. Web Connect / Brother Apps Scan and upload images and files to popular web services directly from your machine. Capture and convert information directly from your machine without your computer. (See Web Connect Guide at solutions.brother.com/manuals.) Printing Scanning If your Android device supports Near Field Communication (NFC), print and scan just by touching your device to the NFC logo on the control panel. (See Mobile Print/Scan Guide for Brother iprint&scan at solutions.brother.com/manuals.) Add Shortcuts Save your most frequently-used settings as Shortcuts. (See Online User s Guide at solutions.brother.com/manuals.) v

8 User's Guides and where to find them Which Guide? What's in it? Where is it? Product Safety Guide Quick Setup Guide Basic User s Guide Online User s Guide Web Connect Guide AirPrint Guide Google Cloud Print Guide Mobile Print/Scan Guide for Brother iprint&scan Read this Guide first. Please read the Safety Instructions before you set up your machine. See this Guide for trademarks and legal limitations. Follow the instructions for setting up your machine, and installing the drivers and software for the operating system and connection type you are using. Learn the basic Fax, Copy, Scan and PhotoCapture Center operations and basic machine maintenance. See troubleshooting tips. This HTML (Web) guide includes the contents of the Basic User s Guide, and additional information about the machine s settings and operations, security features, troubleshooting tips, and maintenance instructions. In addition to information about the PC-Print, Scan, Copy, Fax (MFC models only), and PhotoCapture Center and Brother ControlCenter operations, useful information is included about using the machine on a network. This Guide provides useful information about accessing Internet services from the Brother machine, as well as downloading images, printing data and uploading files directly to Internet services. This Guide provides information for using AirPrint to print from OS X v10.7.x or later and your iphone, ipod touch, ipad, or other ios device to your Brother machine without installing a printer driver. This Guide provides details on how to use Google Cloud Print services for printing over the Internet. This Guide provides useful information about printing from your mobile device and scanning from your Brother machine to your mobile device when connected to a Wi-Fi network. Printed / In the box Printed / In the box Printed / In the box HTML / CD-ROM (Windows ) / Brother Solution Center 1 (Macintosh) PDF file / Brother Solutions Center 1 PDF file / Brother Solutions Center 1 PDF file / Brother Solutions Center 1 PDF file / Brother Solutions Center 1 1 Visit solutions.brother.com/manuals. vi

9 The Online User s Guide helps you get the most out of your machine. Quicker navigation! Search box Navigation index in a separate pane Comprehensive! Every topic in one guide Simplified layout! Provides step-by-step instructions Summarizes the feature at the top of the page Search Box 2 Navigation Index 3 Feature Summary 4 Step-by-Step Instructions Where can I find the Online User s Guide? (Windows ) Click (Start) > All Programs > Brother > Brother Utilities > MFC-XXXX (XXXX is your model name.) > Support > User s Guides. (Windows 8) Tap or click (Brother Utilities) > MFC-XXXX (XXXX is your model name.) > Support > User s Guides. (Macintosh or other options) Visit Brother Solutions Center: solutions.brother.com/manuals. vii

10 If you have questions or problems, please take a look at your model s FAQs. Provides several ways to search Displays related questions for additional information Receives regular updates based on customer feedback * The FAQ home page will vary depending on your model. Where can I find these FAQs? Brother Solutions Center viii

11 Table of Contents 1 General information... 1 How to use the documentation... 1 Symbols and conventions... 1 About Brother Utilities (Windows )... 1 Control panel overview " Touchscreen LCD... 4 Entering Text Loading paper... 9 Before loading paper... 9 Loading paper in the paper tray... 9 Loading paper in the manual feed slot Paper settings Set Paper Size and Type Check Paper setting Recommended print media Handling and using print media Loading documents How to load documents Using the ADF Using the scanner glass Printing from a computer How to print a document Copying How to copy Stop copying Copy options overview Paper Type Paper Size Printing and scanning with Near Field Communication (NFC) How to print with NFC How to scan with NFC PhotoCapture Center: Printing photos from a memory card or USB flash drive...25 PhotoCapture Center operations (PHOTO mode) How to print images View Photos PhotoCapture Center print settings overview Telephone services and external devices Telephone services overview Voice mail Distinctive Ring Voice over Internet Protocol (VoIP) Connecting an external telephone answering device (TAD) External and extension telephones Sending a fax How to send a fax Stop faxing How to store numbers Storing a pause Storing Address Book numbers How to set your Station ID Scanning to a computer Before scanning How to scan a document as a PDF file using ControlCenter4 (Windows ) How to scan a document as a PDF file using the Touchscreen ix

12 11 Receiving a fax...33 Receive Modes How to choose the correct Receive Mode Receive Modes overview Receive Mode settings Ring Delay F/T Ring Time (Fax/Tel mode only) A Routine maintenance How to clean and check the machine Cleaning the scanner Checking the print quality Checking the print alignment B Troubleshooting Identifying the problem Error and maintenance messages Error animations Transferring your faxes or Fax Journal report Document jam Printer jam or paper jam Troubleshooting for Wireless LAN setup Wireless LAN report If you are having difficulty with your machine Dial Tone detection Telephone Line Interference or VoIP System Machine Information Checking the serial number Checking the firmware version Reset operations overview How to reset the machine C Index...72 Supplies...75 x

13 1 General information 1 How to use the documentation 1 Thank you for buying a Brother product! Reading the documentation will help you make the most of your machine. Symbols and conventions 1 The following symbols and conventions are used throughout the documentation. Bold Italics Courier New Bold typeface identifies buttons on your computer screen. Italicized typeface emphasizes an important point or refers you to a related topic. Text in Courier New font identifies messages displayed on the machine s Touchscreen LCD. a (Windows XP, Windows Vista and Windows 7) Click (Start) > All Programs > Brother, and (Windows 8) (Brother Utilities). Tap or click (Brother Utilities) either on the Start screen or the desktop. (Windows 8.1) Move your mouse to the lower left corner of the Start screen and click (if you are using a touch-based device, swipe up from the bottom of the Start screen to bring up the Apps screen). When the Apps screen appears, tap or click (Brother Utilities). b Select your machine. 1 IMPORTANT IMPORTANT indicates a potentially hazardous situation which, if not avoided, may result in damage to property or loss of product functionality. NOTE NOTE specifies the operating environment, conditions for installation, or special conditions of use. About Brother Utilities (Windows ) 1 Brother Utilities is an application launcher that offers convenient access to all Brother applications installed on your device. c Choose the operation you want. 1

14 Chapter 1 Control panel overview 1 3.7" Touchscreen LCD and Touchpanel " Touchscreen LCD (Liquid Crystal Display) Access the menus and options you want by pressing them as they are displayed on the Touchscreen LCD. You can adjust the angle of the Touchscreen LCD and Touchpanel by lifting it. To lower this control panel, press the release button that is located behind it, as shown in the illustration. 2 Touchpanel: Back Press to go back to the previous menu level. Home Press to return to the Home screen. The default screen displays the date and time, but you can change the default Home screen. Cancel Press to cancel an operation when lit. 2

15 General information NFC (Near Field Communication) logo The NFC logo light on the right side of the control panel is on when NFC is set to On. (To turn off the NFC feature, press > All Settings > Network > NFC > Off. The NFC logo light goes off.) If your Android device supports the NFC standard, you can print and scan to your device by touching it to the NFC logo. You must download and install Brother iprint&scan to your Android device to use this feature. (See Printing and scanning with Near Field Communication (NFC) on page 24.) 4 Power On/Off Press to turn on the machine. Press and hold down to turn off the machine. The Touchscreen LCD displays Shutting Down and stays on for a few seconds before turning off. If you have connected an external telephone or TAD, it is always available. If you turn off the machine using, it still periodically cleans the print head to maintain print quality. To prolong print head life, provide better ink efficiency, and maintain print quality, keep your machine connected to the power at all times. 3

16 Chapter 1 3.7" Touchscreen LCD 1 Select from three types of screens to set the Home screen: Basic Functions screen, More screens and Shortcuts screens. When the Basic Functions screen is displayed, swipe left or right or press d or c to display the More More screens screens. Press screens. to display the Shortcut Basic Functions screen The Basic Functions screen displays the date and time and provides access to Fax, Copy and Scan modes The More screens display the date and time and provides access to additional features, such as Photo, Web, Apps and Ledger Copy Shortcuts. 6 7 Shortcut screens Create Shortcuts for frequently-used operations, such as sending a fax, making a copy, scanning and using Web Connect. (For instructions, see Online User s Guide: Save Your Favorite Settings as a Shortcut.) 4

17 General information 1 7 Modes: Demo (USA only) Press to print a list of the machine s main features, followed by a slide show on the Touchscreen. After you print from a computer, will disappear from the screen. For more information, see Web Connect Guide. appears on the Displays the available ink volume. Press to access the Ink menu. (See Settings screen on page 7.) 5 Shortcuts Press to access the Shortcuts screens. 6 Date & Time Displays the date and time that has been set in the machine. LGR Copy Shortcuts Use this preset shortcut to copy on Ledger or A3 size. When an ink cartridge is near the end of its life or having a problem, an error icon appears on the ink color. Press to access the settings. Apps Press to connect the Brother machine to the Brother Apps menu. Ink Settings Web Press to connect the Brother machine to an Internet service. Touchscreen, press it to configure your wireless settings. For more information, see Quick Setup Guide. 4 Photo Press to access Photo mode. Max (See Online User s Guide: Check the Ink Volume.) Scan Press to access Scan mode. A four-level indicator on the Ready Mode screen displays the current wireless signal strength if you are using a wireless connection. 3 Copy Press to access Copy mode. 2 Wireless Status When 1 Press to access Fax mode. To restore the icon, you must delete all the settings you have changed by performing a Machine Reset. (See How to reset the machine on page 71.) 0 Fax For more information, see Online User s Guide: Use the Ledger Copy Shortcuts. 8 Add Shortcut Create Shortcuts for frequently-used operations, such as sending a fax, copying, scanning and using Web Connect. Three Shortcuts screens are available with space for up to six Shortcuts on each screen. For more information, see Online User s Guide: Save Your Favorite Settings as a Shortcut. 5

18 Chapter 1 NOTE If a Shortcuts screen is set as the Home screen, is displayed at the bottom of the screen. Press this icon to access the Basic Functions screen. 11 Warning icon 11 9 Stored Faxes: 9 When Fax Preview is set to Off, Stored Faxes displays how many received faxes are in the machine s memory. Press Print to print the faxes. 10 New Fax(es): 10 The warning icon appears when there is an error or maintenance message. Press Detail to view the message, and then press to return to Ready mode. (See Error and maintenance messages on page 40.) NOTE This product adopts the font of ARPHIC TECHNOLOGY CO.,LTD. MascotCapsule UI Framework and MascotCapsule Tangiblet developed by HI CORPORATION are used. MascotCapsule is a registered trademark of HI CORPORATION in Japan. When Fax Preview is set to On, New Fax(es) displays how many new faxes you have received and stored in the machine s memory. Press View to view the faxes on the Touchscreen. 6

19 General information Settings screen 1 When you press, the Touchscreen LCD displays the machine s status. This screen provides access to all the machine s settings Maintenance Press to access the Maintenance menu. Check and improve the print quality, clean the print head and check the available ink volume. You can also use the Maintenance solution menu to solve a recurring paper jam error. 2 Receive Mode Displays the current Receive Mode: Fax (Fax Only) Fax/Tel External TAD Manual 5 NOTE When the Distinctive Ring feature is turned on, the Touchscreen displays D/R. For more information, see Online User s Guide: Distinctive Ring. 3 Wi-Fi Press to set up a wireless network connection. A four-level indicator on the screen displays the current wireless signal strength if you are using a wireless connection. 4 Date & Time Displays the date and time that has been set in the machine. Press to access the Date & Time menu to adjust date and time. 5 Quiet Mode Displays the Quiet Mode setting. Press to access the Quiet Mode menu. When this menu is set to On, is displayed on the Home screen (for USA: when is not displayed), and the machine s printing noise is lowered. For more information, see Online User s Guide: Reduce the Printing Noise. 6 All Settings Press to access the Settings menu. 7 Fax Preview Displays the Fax Preview setting. Press to access the Fax Preview menu. 8 Tray Setting Press to access the Tray Setting menu. Use the Tray Setting menu to change paper size and paper type. 1 7

20 Chapter 1 Entering Text 1 When you must enter text into the machine, a keyboard appears on the Touchscreen. Press to cycle between letters, numbers and special characters. NOTE To change between lowercase or uppercase letters, press. Inserting spaces 1 To enter a space, press Space or c. NOTE The characters that are available may differ depending on your country. Making corrections 1 If you entered an incorrect character and want to change it, press d to move the cursor to highlight the incorrect character, and then press. Enter the correct character. You can also use the cursor to go back and insert characters. To erase all the characters, press repeatedly. 8

21 2 Loading paper 2 Before loading paper 2 Load only one size of paper and one type of paper in the paper tray at a time. When loading a different paper size in the tray, you must also change the paper size setting in the machine. (See Set Paper Size and Type on page 14.) If the Check Paper setting is set to On, the machine displays a message asking if you want to change the paper type and paper size when you pull the paper tray out of the machine. Change the paper size and paper type settings if needed, according to the instructions on the Touchscreen. (See Check Paper setting on page 15.) Loading paper in the paper tray 2 Paper size and loading orientation 2 The paper size determines the orientation when loading paper in the paper tray. A4 Letter Executive Paper tray Landscape orientation 2 We explain how to load paper for each tray: Paper tray See page 9. Manual feed slot See page 12. A5 A6 Photo 2L Index card Envelope Portrait orientation Photo Photo L Portrait orientation See the details in this chapter. For information about other paper sizes, see Online User s Guide: Load Paper in Paper Tray #1. 9

22 Chapter 2 When using Letter, A4 or Executive size paper: 2 d Fan the stack of paper well to avoid paper jams and misfeeds. a Pull the paper tray completely out of the machine. NOTE Always make sure the paper is not curled. b Open the output paper tray cover (1). 1 e Load paper in the paper tray with the printing surface face down. Check that the paper is flat in the tray. Landscape orientation 2 c Gently press and slide the paper guides (1) to fit the paper size. Make sure the triangular mark (2) on the paper guide (1) lines up with the mark for the paper size you are using

23 Loading paper f Gently adjust the paper guides (1) to fit the paper. Make sure the paper guides touch the sides of the paper. i Slowly push the paper tray completely into the machine. 1 2 g Check that the paper is flat in the tray and below the maximum paper mark (1). Overfilling the paper tray may cause paper jams. j Pull out the paper support (1) until it locks into place, and then unfold the paper support flap (2) k Change the paper size setting in the machine s menu, if needed. (See Set Paper Size and Type on page 14.) h Close the output paper tray cover. 11

24 Chapter 2 Loading paper in the manual feed slot 2 When using Ledger or A3 size paper: 2 a Open the manual feed slot cover. Use the manual feed slot to load special print media, one sheet at a time. The manual feed slot cannot be used for printing faxes. Paper size and loading orientation 2 The paper size determines the orientation when loading paper in the manual feed slot. Manual feed slot A4 Landscape orientation Letter Executive A3 Ledger Legal A5 A6 Photo Photo L Photo 2L Index card Envelope Portrait orientation b Slide the manual feed slot paper guides to match the width of the paper you are using. See the details in this chapter. For information about other paper sizes, see Online User s Guide: Load Paper in the Manual Feed Slot. 12

25 Loading paper c Load only one sheet of paper in the manual feed slot with the printing surface face up. Portrait orientation 2 e Using both hands, load one sheet of paper in the manual feed slot until the front edge touches the paper feed rollers. Let go of the paper when you hear the machine pull it in a short distance. The Touchscreen displays Manual Feed Slot ready. 2 d Using both hands, gently adjust the manual feed slot paper guides to fit the paper. f Pull out the paper support until it locks into place. 13

26 Chapter 2 NOTE If the data does not fit on one sheet, the Touchscreen will prompt you to load another sheet of paper. Place another sheet of paper in the manual feed slot, and then press OK on the Touchscreen. If you are using paper that is longer than Letter or A4 size or envelopes that are longer than the tray length, such as com- 10 envelopes, close the paper support flap. Paper settings 2 Set Paper Size and Type 2 Paper Type 2 To get the best print quality, set the machine for the type of paper you are using. a Press (Settings). b Press Tray Setting. c Press Paper Type. d Press Plain Paper, Inkjet Paper, Brother BP71 or Other Glossy. e Press. NOTE The machine ejects paper with the printed surface face up onto the paper tray at the front of the machine. When using glossy paper, remove each sheet at once to prevent smudging or paper jams. 14

27 Loading paper Paper Size 2 You can use the following sizes of paper for copies: Letter, Legal, Ledger, A4, A5, A3, Executive and Photo (4" 6")/(10 15 cm) and the following sizes for printing faxes: Letter or A4. When loading a different size of paper in the machine, you must change the paper size setting so your machine can fit an incoming fax on the page. a Press (Settings). b Press Tray Setting. c Press Paper Size. d Swipe up or down or press a or b to display the paper size options, and then press the option you want. Check Paper setting 2 If the Check Paper setting is set to On, the machine displays a message asking if you want to change the paper type and paper size setting. This message will appear each time you pull the tray out of the machine. The default setting is On. a Press (Settings). b Press All Settings. c Swipe up or down or press a or b to display General Setup. d Press General Setup. e Swipe up or down or press a or b to display Check Paper. f Press Check Paper. g Press Off (or On). 2 h Press. Recommended print media 2 To get the best print quality, we recommend using the following paper: e Press. NOTE When you copy using Ledger, Legal or A3 size paper, set the paper size option in Copy mode. Brother paper Paper Type Premium Plus Glossy Photo Ledger Letter 4" 6" Plain Inkjet Ledger Item BP71GLGR BP71GLTR BP71GP20 BP60PLGR (USA only) 15

28 Chapter 2 Handling and using print media 2 IMPORTANT DO NOT use the following kinds of paper: Damaged, curled, wrinkled, or irregularly shaped in. (2 mm) or greater curl may cause jams to occur. Extremely shiny or highly textured Paper that cannot be arranged uniformly when stacked Paper made with a short grain 16

29 3 Loading documents 3 How to load documents 3 You can send a fax, make copies, and scan from the automatic document feeder (ADF) and from the scanner glass. a Lift up and unfold the ADF document support (1). 1 3 Using the ADF 3 The ADF can hold up to 20 pages and feed each sheet individually. Use paper that is within the sizes and weights shown in the table. Always fan the pages before placing them in the ADF. Document Sizes and Weights 3 Length: Width: Paper weight: 5.8 to 14.0 in. (148 to mm) 5.8 to 8.5 in. (148 to mm) 17 to 24 lb (64 to 90 g/m 2 ) b Fan the pages well. c Adjust the paper guides (1) to fit the width of your document. 1 How to load documents 3 IMPORTANT DO NOT pull on the document while it is feeding. DO NOT use paper that is curled, wrinkled, folded, ripped, stapled, paper clipped, glued, or taped. DO NOT use cardboard, newspaper, or fabric. DO NOT leave a thick document on the scanner glass. If you do this, the ADF may jam. d Place your document face down, top edge first in the ADF underneath the guides until the Touchscreen displays ADF Ready and you feel it touch the feed rollers. Make sure documents with ink or correction fluid are completely dry. 17

30 Chapter 3 Using the scanner glass 3 Use the scanner glass to fax, copy, or scan one page at a time. Document Sizes Supported 3 b Place the document face down in the upper left corner of the scanner glass, aligned with the arrow. 1 Length: Width: Weight: Up to 11.7 in. (297 mm) Up to 8.5 in. (215.9 mm) Up to 4.4 lb (2 kg) How to load documents 3 NOTE To use the scanner glass, the ADF must be empty. a Lift the document cover. 1 Document Cover c Close the document cover. IMPORTANT If you are scanning a book or thick document, DO NOT slam or press on the document cover. 18

31 4 Printing from a computer 4 How to print a document 4 The machine can receive and print data from your computer. Before you can print from a computer, you must install the printer driver. For more information and detailed instructions on printing, see Online User s Guide: Print. 4 a Install the Brother printer driver from the Installer CD-ROM or from Brother Solutions Center. (See Quick Setup Guide.) b From your application, select the Print command. c Select the name of your machine in the Print dialog box and click Properties or Preferences, depending on the application you are using. d Select the settings you want to change in the Properties dialog box. Commonly used settings include: Media Type Print Quality Paper Size Orientation Color / Grayscale Ink Save Mode Scaling 2-sided / Booklet e Click OK. f Click Print (or OK depending on the application you are using) to begin printing. 19

32 5 Copying 5 How to copy 5 a Do one of the following to load your document: Place the document face down in the ADF. (See Using the ADF on page 17.) Place the document face down on the scanner glass. (See Using the scanner glass on page 18.) Copy options overview5 To change copy options, press Copy, and then press Options. Swipe up or down or press a or b to scroll through the copy settings. When the setting you want is displayed, press it and choose your option. When you have finished changing options, press OK. For more information about changing the following copy options, see page 21. b Press (Copy). Paper Type Paper Size The Touchscreen displays: 1 For more information about changing the following copy options, see Online User s Guide: Copy. Quality Enlarge/Reduce Page Layout 2 in 1 (ID) Stack/Sort Density 1 No. of Copies Enter the number of copies: Press - or + on the Touchscreen. Press the displayed number of copies on the Touchscreen, and then enter the number of copies you want. Press OK. c If you want more than one copy, enter the number (up to 99). Ink Save Mode Thin Paper Copy Book Copy Watermark Copy Remove Background Color 2-sided Copy d Press Black Start or Color Start. Stop copying 5 To stop copying, press. 20

33 Copying Paper Type 5 If you are copying on special paper, set the machine for the type of paper you are using to get the best print quality. a Load your document. b Press (Copy). c Enter the number of copies you want. d Press Options. e Swipe up or down or press a or b to display Paper Type. f Press Paper Type. g Press Plain Paper, Inkjet Paper, Brother BP71 or Other Glossy. h Press OK. i Press Black Start or Color Start. g Swipe up or down or press a or b to display Letter, Legal, Ledger, A4, A5, A3, Executive or 4"x6", and then press the option you want. NOTE If you select Legal, Ledger or A3, the precautions for loading paper appear. Read the information on the Touchscreen, and confirm by pressing OK. If you are using the manual feed slot, insert only one sheet of paper at a time. (See Loading paper in the manual feed slot on page 12.) h Press OK. i Press Black Start or Color Start. 5 Paper Size 5 If you are copying on paper other than Letter size, you must change the Paper Size setting. You can copy only on Letter, Legal, Ledger, A4, A5, A3, Executive, or Photo (4" 6")/(10 15 cm) paper. a Load your document. b Press (Copy). c Enter the number of copies you want. d Press Options. e Swipe up or down or press a or b to display Paper Size. f Press Paper Size. 21

34 6 Scanning to a computer 6 Before scanning 6 To use the machine as a scanner, install a scanner driver. If the machine is on a network, configure it with a TCP/IP address. Install the scanner drivers from the Installer CD-ROM. (See Quick Setup Guide.) Configure the machine with a TCP/IP address if network scanning does not work. For more information, see Online User s Guide: Configure Network Scanning for Windows. How to scan a document as a PDF file using ControlCenter4 (Windows ) 6 c If the ControlCenter4 Mode screen appears, click Advanced Mode, and then click OK. d Select your machine from the Model drop-down list at the top of the screen. e Click the Scan tab. Then click File. For more information, see Online User s Guide: Scan Using ControlCenter4 Advanced Mode (Windows ). NOTE The screens on your PC may vary depending on your model. This section is based on using Advanced Mode in ControlCenter4. ControlCenter4 is a software utility that lets you access the applications you use most often without having to manually launch specific applications. a Load your document. (See How to load documents on page 17.) b Click the (ControlCenter4) icon in the task tray, and then click Open The configuration dialog box appears. Change the default settings if needed. 22

35 Scanning to a computer 1 Select PDF (*.pdf) from the File Type drop-down list. 2 Type a file name for the document. 3 Click Folder. You can save the file to the default folder, or select your preferred folder by clicking the (Browse) button. 4 Select a scanning resolution from the Resolution drop-down list. 5 Select the document size from the Document Size drop-down list. f Click Scan. The machine starts scanning. The folder where the file is saved opens automatically. How to scan a document as a PDF file using the Touchscreen6 a Load your document. (See How to load documents on page 17.) g Press Scan Settings, and then press Set at Device. h Choose the settings for Scan Type, Resolution, File Type, Scan Size and Remove Background Color if needed. i Press OK. j Press Start. The machine starts scanning. NOTE The following scan modes are available: to OCR to File to Image to Media to to Server to FTP to Network to Web 6 b Press (Scan). WS Scan 1 (Web Services Scan) c Swipe left or right to display to File. d Press to File. is highlighted and appears in the center of the Touchscreen. 1 Windows users only. (Includes Windows Vista SP2 or later, Windows 7 and Windows 8) For more information, see Online User s Guide: Scan Using Web Services from the Brother Machine (Windows Vista SP2 or greater, Windows 7 and Windows 8). e Press OK. If the machine is connected to a network, press the PC Name. Do one of the following: To use the default settings, go to step j. To change the default settings, go to step f. f Press Options. 23

36 7 Printing and scanning with Near Field Communication (NFC) 7 How to print with NFC 7 If your Android device supports the NFC feature, you can print photos, PDF files, text files, web pages and messages from your device by touching it to the NFC logo on the right side of the control panel. How to scan with NFC 7 If your Android device supports the NFC feature, you can scan photos and documents to your device by touching it to the NFC logo on the right side of the control panel. Before you can print using the NFC feature, you must download and install Brother iprint&scan on your Android device. (For more information, see Mobile Print/Scan Guide for Brother iprint&scan: For Android Devices.) Before you can scan using the NFC feature, you must download and install Brother iprint&scan on your Android device. (For more information, see Mobile Print/Scan Guide for Brother iprint&scan: For Android Devices.) NOTE NFC allows for simplified transactions, data exchange and wireless connections between two devices that are in close range of each other. 24

37 8 PhotoCapture Center: Printing photos from a memory card or USB flash drive 8 PhotoCapture Center operations (PHOTO mode) 8 Even if your machine is not connected to your computer, you can print photos directly from digital camera media or a USB flash drive. How to print images 8 View Photos 8 You can preview your photos on the Touchscreen before you print them. If your photos are large files, there may be a delay before each photo appears. IMPORTANT DO NOT insert more than one media card in the machine at the same time. Doing this may damage the machine. a Open the media slot cover. e Press View Photos. Press OK. f Do one of the following: To choose the photos you want to print, or to print multiple copies of an image, go to step g. To print all the photos, press Print All. Press Yes to confirm. Go to step j. g Swipe left or right or press d or c to display the photo you want to print, and then press it. h Enter the number of copies: Press - or + on the Touchscreen. Press the number of copies to display the dial pad on the Touchscreen, and then use it to enter the number of copies. Press OK. Press OK. i Repeat steps g and h until you have selected all the photos you want to print. j Press OK. k Read and confirm the displayed list of options. 8 b Put the memory card or USB flash drive in the correct slot. c Press Photo. d Swipe left or right to display View Photos. 25

38 Chapter 8 l Press Print Settings to change the paper type and paper size. Swipe up or down or press a or b to display Paper Type and press it, and then press the option you want. Swipe up or down or press a or b to display Paper Size and press it, and then press the option you want. Change other print settings if needed. When finished, press OK. m Press Start. n Wait until the message on the Touchscreen disappears after printing, and then remove the memory card or USB flash drive from the media slot. PhotoCapture Center print settings overview8 The Print Settings you change are temporary for your current printout. The machine returns to its default settings after printing is complete. NOTE You can save the print settings you use most often by setting them as the default. (See Online User s Guide: Set Your Changes as the New Defaults for Photos.) 26

39 9 Telephone services and external devices 9 Telephone services overview 9 NOTE Important information and setup instructions for the telephone services are in the Online User s Guide. To download the Online User s Guide, visit at solutions.brother.com/manuals and go to your model s Manual page. Your machine supports the Caller ID and Distinctive Ring subscriber telephone services that some telephone companies offer. Features like VoIP, Voice Mail, Call Waiting, Call Waiting/Caller ID, RingMaster, answering services, alarm systems or other custom features on one telephone line may create problems with the operation of your machine. If you have Voice Mail on your telephone line, please read the following carefully. Voice mail 9 If you have voice mail service and your Brother machine on the same line, they will conflict with one another when receiving incoming calls. If you want the Brother machine to share a single line with your voice mail, you must either put the Brother machine in Manual mode or subscribe to your telephone company s Distinctive Ring service. For more information and setup instructions: (See How to choose the correct Receive Mode on page 33.) (See Distinctive Ring on page 27.) (See Online User s Guide: Voice Mail.) Distinctive Ring 9 Distinctive Ring is a telephone-company service that allows you to have two different phone numbers on a single line. Each telephone number has its own ring pattern. You can program your Brother machine to automatically receive faxes on one of the two numbers. For more information and setup instructions: (See Online User s Guide: Distinctive Ring.) (See Online User s Guide: Register the Distinctive Ring Pattern.) (See Online User s Guide: Turn off Distinctive Ring.) Voice over Internet Protocol (VoIP) 9 VoIP is a phone system that uses an Internet connection instead of a traditional telephone line. Telephone providers frequently bundle VoIP with Internet and cable services. Your Brother machine may not work with some VoIP systems. For more information and setup instructions: (See Online User s Guide: Voice Over Internet Protocol (VoIP/Telephone Line Interference).) (See Telephone Line Interference or VoIP System on page 69.) 9 27

40 Chapter 9 Connecting an external telephone answering device (TAD) 9 Your Brother machine can automatically receive faxes when it shares a line with an external TAD. To receive faxes successfully, you must connect the TAD to the jack labeled EXT. on the Brother machine and set the machine s Receive Mode to External TAD. When you record the outgoing message on your external TAD, we recommend recording 5 seconds of silence at the beginning of message, and limiting your speaking to 20 seconds. For more information and setup instructions: (See Online User s Guide: External TAD (Telephone Answering Device).) (See Online User s Guide: Connect an External TAD.) (See Online User s Guide: Record an Outgoing Message (OGM) on the External TAD.) External and extension telephones 9 You can connect a separate telephone to the jack labeled EXT. on the Brother machine. If you answer an incoming fax on the telephone, you can make the machine receive it by pressing l 51, or by pressing Fax Start, and then choosing Receive. If you answer an incoming fax on an extension telephone that shares the line with the Brother machine, you can transfer the fax to the machine by pressing l 51. (See Online User s Guide: External and Extension Telephones.) 28

41 10 Sending a fax 10 How to send a fax 10 a Do one of the following: Place the document face down in the ADF. (See Using the ADF on page 17.) Place your document face down on the scanner glass. (See Using the scanner glass on page 18.) NOTE To send faxes with multiple pages, use the ADF. If you send a black and white fax from the ADF when the memory is full, it will be sent in real time. You can use the scanner glass to fax pages of a book one at a time. The document can be up to Letter or A4 size. b Do one of the following: When Fax Preview is set to Off, press (Fax). When Fax Preview is set to On, press (Fax) and then (Sending Faxes). The Touchscreen displays: c To change the fax-sending settings, press Options. Swipe up or down or press a or b to scroll through the fax settings. When the setting you want is displayed, press it and choose your new option. When finished changing options, press OK. For more advanced fax-sending operations and settings, see Online User s Guide: Send a Fax and Fax Reports. Fax Resolution Contrast Glass Scan Size Color Fax Transmission Preview Outgoing Fax Faxing at the end of a call Broadcasting Real Time Transmission Overseas Mode Delayed Fax Batch Transmission Canceling Waiting Jobs Set New Default Factory Reset Polled Transmit Transmission Verification Report 10 29

42 Chapter 10 d Enter the fax number. Using the dial pad on the Touchscreen Using Address Book Using (Address Book) (Call History) Redial Outgoing Call Caller ID history NOTE To preview a fax message before sending it, set Preview to On. (See Online User s Guide: Preview an Outgoing Fax.) If your network supports the LDAP protocol you can search for fax numbers and addresses on your server. For more information, see Online User s Guide: Perform an LDAP Search Using the Control Panel. f When the Touchscreen displays Next Page?, do one of the following: To send a single page, press No. The machine sends the document. To send more than one page, press Yes and go to step g. g Place the next page on the scanner glass. Press OK. The machine scans the page. (Repeat steps f and g for each additional page.) Stop faxing 10 To stop faxing, press. e Press Fax Start. Faxing from the ADF 10 The machine scans and sends the document. Faxing from the scanner glass 10 If you select Black in the Color Setting (default setting), the machine starts scanning the first page. Go to step f. If you select Color in the Color Setting, the Touchscreen asks if you want to send a color fax. Press Yes (Color fax) to confirm. The machine dials and sends the page. 30

43 Sending a fax How to store numbers 10 Store fax and telephone numbers in your machine s Address Book or create Groups of fax recipients so you can broadcast a fax to many people at once. NOTE Even if you lose electrical power, numbers stored in your Address Book will not be lost. Storing a pause 10 When storing Address Book numbers, you can insert one or more 3.5-second pauses by pressing Pause on the Touchscreen. Storing Address Book numbers 10 NOTE If you downloaded Internet Fax (I-Fax): To store an address to use with Internet Fax (I-Fax) or Scan to server, press and enter the address, and then press OK. i To store a second fax or telephone number, press Address 2. Enter the fax or telephone number (up to 20 digits) using the Touchscreen. Press OK. j Press OK to confirm. k Do one of the following: To store another Address Book number, repeat steps c to j. When finished, press. Your Address Book can hold up to 100 entries, each with up to two numbers. a Press b Press (Fax). (Address Book). 10 c Press Edit. d Press Add New Address. e Press Name. f Enter the name (up to 16 characters) using the Touchscreen. Press OK. (See Entering Text on page 8.) g Press Address 1. h Enter the first fax or telephone number (up to 20 digits) using the Touchscreen. Press OK. 31

44 Chapter 10 How to set your Station ID 10 Set your machine s Station ID so that the date and time appear on each fax you send. If you are not using this machine for faxing, a Station ID is not required. a Press (Settings). b Press All Settings. c Swipe up or down or press a or b to display Initial Setup. Press Initial Setup. NOTE (USA only) The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to use a computer or electronic device to send any message via a telephone fax machine unless such messages clearly contain, in a margin at the top or bottom of each transmitted page, or on the first page of the transmission, the date and time it is sent and an identification of the business or other entity or other individual sending the message and the telephone number of the sending machines or such business, other entity or individual. d Press Station ID. e Press Fax. f Enter your fax number (up to 20 digits) using the Touchscreen. Press OK. g Press Name. h Enter your name (up to 20 characters) using the Touchscreen. Press OK. (See Entering Text on page 8.) i Press. 32

45 11 Receiving a fax 11 Receive Modes 11 How to choose the correct Receive Mode 11 The correct Receive Mode is determined by the external devices and telephone subscriber services (such as Voice Mail and Distinctive Ring) you will be using on the same line as the Brother machine. Will you be using a Distinctive Ring number for receiving faxes? Brother uses the term Distinctive Ring but different telephone companies may have other names for this service, such as Custom Ringing, RingMaster, Personalized Ring, Teen Ring, Ident-A-Ring, Ident-A-Call, Data Ident-A-Call, Smart Ring and SimpleBiz Fax & Alternate Number Ringing. (See Online User s Guide: Distinctive Ring.) Will you be using Voice Mail on the same telephone line as your Brother machine? If you have Voice Mail on the same telephone line as your Brother machine, there is a strong possibility that Voice Mail and the Brother machine will conflict with each other when receiving incoming calls. (See Online User s Guide: Voice Mail.) Will you be using a Telephone Answering Device on the same telephone line as your Brother machine? Your external telephone answering device (TAD) will automatically answer every call. Voice messages are stored on the external TAD and fax messages are printed. Choose External TAD as your Receive Mode. (See Online User s Guide: External TAD (Telephone Answering Device).) Will you be using your Brother machine on a dedicated fax line? Your machine automatically answers every call as a fax. Choose Fax Only as your Receive Mode. (See Fax Only on page 34.) 11 Will you be using your Brother machine on the same line as your telephone? Do you want to receive voice calls and faxes automatically? Fax/Tel mode is used when sharing the Brother machine and your telephone on the same line. Choose Fax/Tel as your Receive Mode. (See Fax/Tel on page 34.) Important Note: You cannot receive voice messages on either Voice Mail or an answering machine with Fax/Tel mode. Do you expect to receive very few faxes? Choose Manual as your Receive Mode. You control the telephone line and must answer every call yourself. (See Manual on page 35.) 33

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