Brother 565- User Manual

iii Notice - Disclaimer of Warranties (USA and Canada) BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER’S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICUL...

vii Safety precautions To use the fax machine safely Save these instructions for later reference. WARNING WARNING ■ Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconnected at the wall ja...

viii Caution ■ Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line and on the telephone line, or unplug the lines during a lightning storm. ■ Do not use this product near appliances that use water, in a wet basement or ...

ix Quick Reference Guide Sending faxes Automatic transmission 1 Insert the original face down in the ADF (up to 10 pages). 2 Enter the fax number you want to call. 3 Press Fax Start . Receiving faxes Select Receive Mode 1 Press Receive Mode to select FAX ONLY , FAX/TEL , TAD:ANSWER MACH. or MANUAL ....

x Dialing operations One-Touch Dialing 1 Insert the original face down in the ADF. 2 Press the One-Touch key where you want to call. 3 Press Fax Start . Speed-Dialing 1 Insert the original face down in the ADF. 2 Press Search/Speed-Dial , then press # and the two-digit Speed-Dial number. 3 Press Fax...

xi Table of Contents 1 Introduction ......................................................................................1-1 Using this Guide ..........................................................................1-1 Finding information ..............................................................

INTRODUCTION 1 - 1 1 Using this Guide Thank you for buying a Brother fax machine. This fax machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of the fax machine by taking a few minutes to read this Guide. Finding information All the chap...

1 - 2 INTRODUCTION Fax Test Sheet and Product Registration (USA only) After setting your Station ID, please fill in the Test Sheet included with the fax machine and fax it to Brother’s Automated Fax Response System as your first transmission. This will check that your fax machine is working properly...

INTRODUCTION 1 - 3 Part names ■ Front view ■ Rear view No. Name Description 1 Handset Curled Cord To connect the machine and the telephone handset. 2 Telephone Handset You can call someone by using this. 3 Telephone Line Cord Connect the fax machine to a telephone wall jack. 4 Paper Wire Extension S...

1 - 4 INTRODUCTION Control panel overview 4 5 6 10 8 9 12 11 13 2 3 7 1 1 LCD (Liquid Crystal Display) Displays messages to help you set up and operate your machine. 2 Search/Speed Dial Lets you dial stored phone and fax numbers by pressing # and a two-digit number. Also, lets you look up numbers st...

INTRODUCTION 1 - 5 B One-Touch Dial Keys These four keys give you instant access to previously stored phone and fax numbers. C Navigation Keys:Menu/Set Lets you access the menu and programming mode and stores your settings in your machine. or Press to scroll forward or backward to set a menu selecti...

1 - 6 INTRODUCTION About fax machines If you’ve never used a fax machine before, it might seem a little mysterious. But you’ll soon recognize the unusual fax tones on your phone line, and be able to send and receive faxes easily. Custom features Do you have Voice Mail on the phone line? If you have ...

INTRODUCTION 1 - 7 Fax tones and handshake When someone is sending a fax, the fax machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press Fax Start and they will continue for about 60 seconds after dialing. During th...

1 - 8 INTRODUCTION Connections Connecting an external telephone Your machine is equipped with a handset that you can use as a regular phone. However you can also connect a separate telephone (or telephone answering device) directly to the fax machine. Connect the modular plug on the telephone’s line...

INTRODUCTION 1 - 9 Connecting an external telephone answering device (TAD) Sequence You may choose to connect an answering device. However, when you have an external TAD on the same telephone line as the fax machine, the TAD answers all calls and the fax machine “listens” for fax calling (CNG) tones...

1 - 10 INTRODUCTION Connections The external TAD must be plugged into the back side of the fax machine, into the jack labeled EXT. The fax machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring). 1 Plug the telephone line cord from the wall jack into...

INTRODUCTION 1 - 11 Recording outgoing message (OGM) on an external TAD Timing is important in recording this message. The message sets up the ways to handle both manual and automatic fax reception. 1 Record 5 seconds of silence at the beginning of your message. (This allows the fax machine time to ...

1 - 12 INTRODUCTION Special line considerations Roll Over phone lines A roll over phone 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 phone line in a preset o...

1 - 14 INTRODUCTION Multi-Line Connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the machine to a key system or a PBX (Private Branch Exchange), we suggest that you contact the company that installed your telephone system and ask them to co...

PAPER 2 - 1 2 About paper Handling and using plain paper ■ Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat. Paper capacity of the paper tray Paper specifications for the paper tray Paper Paper Size Number of sheets 17 lb...

2 - 2 PAPER How to load paper To load paper 1 Fan the stack of paper well to avoid paper jams and mis-feeds. 2 Gently insert the paper.The side to be printed on must be face down. Tap the stack of paper so the edges are even. Print Side Paper

ON-SCREEN PROGRAMMING 3 - 1 3 User-friendly programming The fax machine is designed to be easy to use with LCD on-screen programming using the navigation key. User-friendly programming helps you take full advantage of all the menu selections the fax machine has to offer. Since your programming is do...

3 - 2 ON-SCREEN PROGRAMMING Navigation keys You can access the menu mode by pressing Menu/Set . When you enter the menu, the LCD scrolls. Press 1 for Initial Setup menu — OR — Press 2 for Setup Receive menu — OR — Press 3 for Setup Send menu — OR — Press 4 for Cancel Job menu — OR — Press 5 for Inte...

INITIAL SETUP 4 - 1 4 Getting started Setting the Date and Time The fax machine displays the date and time, and if you set up the Station ID it prints on every fax you send. If there is a power failure, you may have to reset the date and time. All other settings will not be affected. 1 Press Menu/Se...

4 - 2 INITIAL SETUP Setting the Station ID You should store your name or company name and fax number to be printed on all fax pages that you send. The telephone number will appear only on cover pages and call back messages. 1 Press Menu/Set , 1 , 2 . 2 Enter your fax number (up to 20 digits). Press ...

INITIAL SETUP 4 - 3 Inserting spaces To enter a space, press once between numbers and twice between characters. Making corrections If you entered a letter incorrectly and want to change it, press to move the cursor after the last correct letter. Then press Stop/Exit . All the letters above and to th...

4 - 4 INITIAL SETUP Setting the Speaker Volume You can adjust the speaker volume. Press Hook before you can adjust the volume, then press or to adjust the volume level. The display shows the setting you are choosing. Each key press changes the volume to the next setting. The new setting will remain ...

INITIAL SETUP 4 - 5 Setting Volume Amplify 1 Press Menu/Set , 1 , 4 . 2 Press or to select VOL AMPLIFY:OFF? if none of the users are hearing-impaired and go to Step 4. — OR — If some or all of the users are hearing-impaired, select VOL AMPLIFY:ON? . Press Menu/Set . 3 Press or to select PERMANENT? i...

4 - 6 INITIAL SETUP Setting Tone and Pulse dialing mode (Canada Only) 1 Press Menu/Set , 1 , 5 . 2 Press or to select PULSE (or TONE ). Press Menu/Set . 3 Press Stop/Exit . Setting up your area code (USA only) If you must dial the area code to call within your area code, do not enter this setting. 1...

SETUP RECEIVE 5 - 1 5 Basic receiving operations Choosing the Receive Mode There are four different Receive Modes for the fax machine. You can choose the mode that best suits your needs. * In FAX/TEL mode you must set the Ring Delay and F/T Ring Time. If you have extension phones on the line, keep t...

5 - 2 SETUP RECEIVE To select or change your Receive Mode 1 Press Receive Mode . The screen displays your current selection. 2 Continue to press Receive Mode until your new selection appears. After 2 seconds, the screen returns to the date and time display, along with your new Receive Mode setting. ...

5 - 4 SETUP RECEIVE Printing a reduced incoming fax If you choose AUTO , the fax machine automatically reduces an incoming fax to fit on one page of letter or legal size paper, regardless of the paper size of the original. The fax machine calculates the reduction ratio by using the page size of the ...

SETUP RECEIVE 5 - 5 Receiving a fax at the end of a conversation At the end of a conversation you can ask the other party to fax you information before you both hang up. 1 Ask the other party to place the original in their machine and to press Start . Tell the other party to wait until the fax machi...

5 - 6 SETUP RECEIVE Using a cordless external handset If your cordless telephone is connected to the EXT. jack of the fax machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. If you let the fax machine answer first, you will have to answ...

SETUP RECEIVE 5 - 7 Polling Polling is the process of retrieving faxes from another fax machine. You can use the fax machine to ‘poll’ other machines, or you can have someone poll the fax machine. Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls ...

5 - 8 SETUP RECEIVE Telephone services The fax machine supports the Distinctive Ring telephone service that some telephone companies offer. Distinctive Ring Brother uses the term ‘Distinctive Ring’ but different telephone companies have other names for this service such as SmartRing, RingMaster, Tee...

SETUP RECEIVE 5 - 9 Before you choose the ring pattern to register You can only register one Distinctive Ring pattern with the fax machine. Some ring patterns cannot be registered. The ring patterns below are supported by the Brother fax machine. Register the one your telephone company gives you. ■ ...

5 - 10 SETUP RECEIVE Registering the Distinctive Ring pattern Very important After you have set the Distinctive Ring feature to ON , the receive mode is set to MANUAL automatically. Unless you have a TAD or Voice Mail set up on the Distinctive Ring number, MANUAL mode means you must answer all the c...

SETUP RECEIVE 5 - 11 Caller ID The Caller ID feature of your machine lets you use the Caller ID subscriber service offered by many local telephone companies. After at least two rings, the LCD shows the telephone number of your caller (or up to 16 characters of the name, if available). Once you pick ...

5 - 12 SETUP RECEIVE Returning a call from the Log You can scroll through the Caller ID Log and select a call to return automatically. (See page 5-11.) (For USA Only) You must set up your AREA CODE in advance. (See Setting up your area code (USA only) on page 4-6.) 1 Press Hold/Caller ID . 2 Press o...

SETUP RECEIVE 5 - 13 5 Press or to select the type of number, and then press Menu/Set : 6 Return to Step 2 to store another quick-dial number. — OR — Press Stop/Exit . Call Waiting/Caller ID The Call Waiting/Caller ID feature lets you use the Call Waiting/Caller ID service offered by many local tele...

6 - 1 SETUP SEND 6 How to dial There are four ways to dial. Manual dialing Press all of the digits of the phone or fax number. One-Touch dialing Press the One-Touch key of the location you want to call. Speed-dialing Press Search/Speed Dial , # , and then the two digit Speed-Dial number. (See Storin...

SETUP SEND 6 - 2 How to fax Automatic transmission This is the easiest way to send a fax. IMPORTANT: Do not pick up the handset or press Hook . 1 Insert the original face down, top edge first in the Automatic Document Feeder (ADF). 2 Adjust the paper guides to fit the width of your original. 3 Enter...

6 - 3 SETUP SEND Out of memory message If you get an OUT OF MEMORY message while scanning the first page of a fax, press Stop/Exit to cancel the scan. If you get an OUT OF MEMORY message while scanning a subsequent page, you will have the option to press Fax Start to send the pages scanned so far, o...

SETUP SEND 6 - 4 Basic sending operations Sending faxes using multiple settings When you send a fax you can choose any combination of these settings: contrast, resolution, overseas mode, delayed fax timer, polling transmission or memory transmission. After each setting is accepted, the LCD will ask ...

6 - 5 SETUP SEND Fax resolution When you have an original in the ADF you can use the Resolution key to change the setting temporarily (for this fax only). Press Resolution repeatedly until the LCD shows the setting you want. Multiple Resolution Transmission Use this feature to select separate resolu...

SETUP SEND 6 - 6 Manual and automatic fax redial If you are sending a fax manually and the line is busy, press Redial/Pause , and then press Fax Start to try again. If you want to make a second call to the last number dialed, you can save time by pressing Redial/Pause and Fax Start . Redial/Pause on...

6 - 7 SETUP SEND Advanced sending operations Electronic Cover Page The cover page is sent to the receiving party’s machine. Your cover page includes the name stored in the One-Touch or Speed-Dial memory, if you have used a quick-dial number to make the call. The cover page indicates the fax is from ...

6 - 9 SETUP SEND Using a printed Cover Page If you prefer using a printed cover page that you can write on, you can print the sample page and attach it to your fax. 1 Press Menu/Set , 3 , 1 . 2 Press or to select PRINT SAMPLE , and press Menu/Set . Composing your own comments 1 Press Menu/Set , 3 , ...

SETUP SEND 6 - 10 Broadcasting Using the numbers you have stored in Groups, One-Touch and Speed-Dial memory, you can “Broadcast” faxes automatically to a maximum of 104 different locations in a few simple steps. After the Broadcast is completed, a Broadcast Report will be printed automatically to le...

6 - 11 SETUP SEND Call Reservation You can send a fax and let the other party know that you want to speak to him after the fax transmission is completed. The other fax machine will ring as if it were receiving a telephone call; if the other party picks up the handset, your machine will ring. Lift th...

SETUP SEND 6 - 12 Delayed Fax Depending on the size of the data, you can use this menu setting to send up to 3 faxes at later times within the next 24 hours. 1 Insert the original face down in the ADF. 2 Press Menu/Set , 3 , 7 . 3 Enter the time you want the fax to be sent (in 24-hour format). Press...

6 - 13 SETUP SEND 5 Press 1 if you want to choose more settings and the LCD will return to the SETUP SEND menu. — OR — Press 2 if you have finished choosing settings, and go to step 5. 6 Press Fax Start . The LCD displays POLLED WAITING . Memory Transmission This feature allows the fax machine to sc...

SETUP SEND 6 - 14 Interrupting Delayed Fax and Polled Transmit jobs You can send a fax or make a copy now, even if you have your machine set to send a fax later, or if you have it set to be polled. However, you cannot use automatic redial or the Menu mode. 1 Press Menu/Set , 5 . 2 Wait 2 seconds, th...

7 - 1 QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 Storing numbers for easy dialing You can set up the fax machine to do three types of easy dialing: One-Touch, Speed-Dial and Groups for Broadcasting faxes. Storing One-Touch Dial numbers You can store four fax/phone numbers that you can dial by pressing...

7 - 3 QUICK-DIAL NUMBERS AND DIALING OPTIONS Changing One-Touch and Speed-Dial numbers If you try to store a One-Touch or Speed-Dial number where a number is already stored, the LCD will show the name stored there (or number) and will ask you to do one of the following: 1 Press 1 to change the store...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 4 Setting up Groups for Broadcasting Groups allow you to send the same fax message to many fax numbers by pressing only one One-Touch key (Broadcasting). First , you’ll need to store each fax number as a One-Touch or Speed-Dial number. Then , you can combin...

7 - 5 QUICK-DIAL NUMBERS AND DIALING OPTIONS Dialing options You can use the fax machine to make voice telephone calls by dialing manually or by using Search, One-Touch or Speed-Dial memory. You can use the handset to make and receive calls. When you dial a quick-dial number, the LCD shows the name ...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 6 Speed-Dialing 1 Pick up the handset. — OR — Press Hook . 2 When you hear a dial tone, press Search/Speed Dial , press # , and then press the two-digit Speed-Dial number. 3 If you pressed Hook to dial the call, pick up the handset when the other party answ...

7 - 7 QUICK-DIAL NUMBERS AND DIALING OPTIONS Pause Press Redial/Pause to insert a 3.5-second pause between numbers. If you are dialing overseas, you can press Redial/Pause as many times as needed to increase the length of the pause. Hold 1 Press Hold/Caller ID to put a call on Hold. 2 You can replac...

REMOTE FAX OPTIONS 8 - 1 8 Fax Forwarding/Paging Programming a Fax Forwarding number When Fax Forwarding is set to ON , the fax machine stores received faxes in the memory. Then it dials the fax number you’ve programmed and forwards the fax message. 1 Press Menu/Set , 8 , 1 . 2 Press or until the LC...

8 - 2 REMOTE FAX OPTIONS 4 If your pager needs a PIN, enter the PIN, press # , press Redial/Pause , enter your fax number followed by # # . Press Menu/Set . (For example, press 1 2 3 4 5 # Redial/Pause 1 8 0 0 5 2 1 2 8 4 6 # # ) — OR — If you do not need a PIN, press Redial/Pause , enter the fax nu...

REMOTE FAX OPTIONS 8 - 3 Setting your remote access code The remote access code lets you access the Remote Retrieval features when you are away from the fax machine. Before you use the remote access and retrieval features, you have to set up your own code. The default code is inactive code (--- ). 1...

8 - 4 REMOTE FAX OPTIONS Remote commands Follow the commands below to access features when you are away from the fax machine. When you call the fax machine and enter your Remote Access Code (3 digits followed by ), the system will give two short beeps and you must enter a remote command. Remote comm...

REMOTE FAX OPTIONS 8 - 5 Retrieving fax messages 1 Dial your fax number. 2 When the fax machine answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages. 3 As soon as you hear two short beeps, use the dial pad to press 962 . 4 Wait for ...

9 - 1 PRINTING REPORTS 9 FAX settings and activity You need to set up the Transmission Verification Report and Journal Period in the menu table. Press Menu/Set , 7 , 1 . — OR — Press Menu/Set , 7 , 2 . Customizing the Transmission Verification Report You can use the Transmission Report as proof that...

10 - 1 MAKING COPIES 10 Using the fax machine as a copier You can use this fax machine as a copier. Always make sure you have paper in the paper tray before making copies. Copy operations To make a single copy that is not reduced, enlarged or sorted, you only have to press one key. Remember, your ma...

MAKING COPIES 10 - 2 Copy options: Single or Multiple copies, Sort/Stack, Reduce/Enlarge You can choose additional copy options. First, you can select the number of copies. Next, you can choose whether multiple copies will be STACKED (all copies of page 1, then all copies of page 2, etc.) or SORTED ...

11 - 1 IMPORTANT INFORMATION 11 Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only. This equipment is hearing-aid compatible.When programming emergency numbers or making test calls to emergency numbers: ■ Remain on the line and briefly ex...

IMPORTANT INFORMATION 11 - 2 The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the operation of the equipment. If this happens the telephone company will provide advance notice in order for you to make necessary modifications to maintain ...

11 - 3 IMPORTANT INFORMATION declares, that the products Product Name: FAX-565 comply with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interfer...

IMPORTANT INFORMATION 11 - 4 Important safety instructions 1 Read all of these instructions. 2 Save them for later reference. 3 Follow all warnings and instructions marked on the product. 4 Unplug this product from the wall outlet before cleaning. Do not use liquid or aerosol cleaners. Use a damp cl...

11 - 5 IMPORTANT INFORMATION 16 Unplug this product from the wall outlet and refer servicing to Authorized Service Personnel under the following conditions: ■ When the power cord is damaged or frayed. ■ If liquid has been spilled into the product. ■ If the product has been exposed to rain or water. ...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 1 12 Troubleshooting Error messages As with any sophisticated office product, errors may occur. If this happens, the fax machine identifies the problem and displays an error message. The most common error messages are shown below. You can correct most pro...

12 - 2 TROUBLESHOOTING AND ROUTINE MAINTENANCE Printer Jam or Paper Jam Original Jam The originals were not inserted or fed properly, or were too long. 1 Remove any paper that is not jammed from the ADF. 2 Open the top cover by lifting the lever on the right side of the top cover. 3 Pull the origina...

12 - 4 TROUBLESHOOTING AND ROUTINE MAINTENANCE If you are having difficulty with the fax machine If you think there is a problem with your fax machine or the way your faxes look, make a copy first . If the copy looks good, the problem is probably not the fax machine. Check the chart below and follow...

12 - 6 TROUBLESHOOTING AND ROUTINE MAINTENANCE How to improve print quality Cleaning the print head Clean the print head when you want to improve the print quality and also as part of your routine maintenance. 1 Unplug the power cord for safety. 2 Open the top cover by lifting the lever on the right...

12 - 8 TROUBLESHOOTING AND ROUTINE MAINTENANCE Packing and shipping the fax machine Whenever you transport the fax machine, use the packing materials that came with your fax machine. If you do not pack the fax machine properly, you may void your warranty. 1 Unplug the fax machine from the AC power o...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 9 Routine maintenance Cleaning the scanner 1 Unplug the power cord for safety. 2 Open the top cover by lifting the lever on the right side of the top cover. 3 Clean the white bar and the glass strip under the bar with isopropyl alcohol on a lint-free clot...

G - 1 GLOSSARY G Automatic Document Feeder (ADF) Refers to the number of pages that can be placed in the document feeder and fed one at a time automatically. Automatic fax transmission Sending a fax without picking up the handset or pressing Hook . Auto Reduction Reduces size of incoming faxes. Back...

SPECIFICATIONS S - 1 S General Copy Specifications Type Desktop facsimile transceiver Memory Capacity 512 KB Paper Tray 17 lb: Up to 50 pages 23.4 lb: Up to 30 pages Printer Type Line Thermal with Ribbon LCD (Liquid Crystal Display) 16 characters x 1 Line Operating Environment 50-95 °F (10-35 °C) Be...

S - 2 SPECIFICATIONS Fax * “Pages” refers to the ITU-T Test Chart #1 (in Out of Paper Reception in ECM mode). Specifications and printed materials are subject to change without prior notice. Compatibility ITU-T Group 3 Coding System Modified Huffman (MH) Modem Speed 9600/7200/4800/2400 bps Automatic...

INDEX I - 1 Index The items in all upper case represent LCD messages. A Access codes, storing and dialing ... 7-6Accessories and supplies .................. iiADF (automatic document feeder) .. 6-2Answering machine (TAD) ...... 1-9, 5-1Automatic dialing ......................................... 7-5f...

REMOTE RETRIEVAL ACCESS CARD R - 1 Remote Retrieval Access Card If you plan to receive fax messages while away from the fax machine, carrying the Remote Retrieval Access Card printed below will serve as a convenient reminder of the retrieval procedures. Simply cut out the card and fold it to fit you...

EQUIPMENT ATTACHMENT LIMITATIONS (Canada only) NOTICE This product meets the applicable Industry Canada technical specifications. NOTICE The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be connected to a telephone interface. The termination on an interface m...

These machines are made for use in the USA and CANADA only. We cannot recommend using them overseas because it may violate the Telecommunications Regulations of that country and the power requirements of your multi-function center may not be compatible with the power available in foreign countries. ...