Brother MFC-640CW- 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 machine safely Please refer to these instructions for later reference and before attempting any maintenance. WARNING There are high voltage electrodes inside the machine. Before you clean the machine, make sure you have unplugged the telephone line cord first and th...

viii 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 jack. Never install telephone wiring during a lightning storm. Never install a telephone wall jack in a...

ix Choosing a location Place your machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the machine near a telephone wall jack and a standard, AC power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C). Caution ■ Avoid plac...

x Quick Reference Guide Sending faxes Automatic Transmission 1 If it is not illuminated in green, press ( Fax ). 2 Load your document. 3 Enter the fax number using Speed-Dial, Search or the dial pad. 4 Press Black Start or Color Start . Storing numbers Storing Speed-Dial numbers 1 Press Menu/Set , 2...

xi Dialing operations Speed-Dialing 1 If it is not illuminated in green, press ( Fax ). 2 Load your document. 3 Press Search/Speed Dial , press # , and then press the two-digit Speed-Dial number. 4 Press Black Start or Color Start . Using Search 1 If it is not illuminated in green, press ( Fax ). 2 ...

xii How to access the complete User’s Guide This User’s Guide does not contain all the information about the machine such as how to use the advanced features of the Printer and Scanner. When you are ready to learn detailed information about these operations, read the complete User’s Guide that is on...

xiii 5 Click the documentation you want to read. ■ Quick Setup Guide: Setup and Software Installation Instructions ■ User’s Guide (3 manuals): User’s Guide for Stand-alone operations, Software User’s Guide and Network User’s Guide ■ PaperPort ® Users Guide: Document Management Software How to find S...

xiv To view Documentation (For Macintosh ® ) 1 Turn on your Macintosh ® . Insert the Brother CD-ROM labeled Macintosh ® into your CD-ROM drive. The following window will appear. 2 Double-click the Documentation icon. 3 The select Language screen appears, double-click your language. 4 Click the docum...

xv How to access Brother Support (For Windows ® ) You can find all the contacts you will need, such as Web support (Brother Solutions Center), Customer Service and Brother Authorized Service Centers on page i and on the Brother CD-ROM. ■ Click Brother Support on the main menu. The following screen w...

xvi Table of Contents 1 Introduction .......................................................................... 1-1 Using this Guide ............................................................... 1-1 Finding information ..................................................... 1-1Symbols used in this G...

1 - 1 INTRODUCTION 1 Using this Guide Thank you for buying a Brother Multi-Function Center (MFC). Your machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of your machine by reading through this Guide. Finding information All the chapter ...

INTRODUCTION 1 - 2 Control panel overview 1 Message Center keys MC On/Off Lets you activate the Message Center and will blink if you have new messages. Play/Record Lets you listen to voice messages stored in memory. Also, lets you record telephone calls. Erase Lets you delete voice messages, all fax...

INTRODUCTION 1 - 4 Turning the machine on and off When the machine is idle, you can turn it on and off by pressing the On/Off key. In Off mode, no machine operations will be available. Even if you turned the machine off, it will periodically clean the print head to preserve print quality. Turning th...

INTRODUCTION 1 - 6 Load documents You can send a fax, make copies, and scan from the ADF (automatic document feeder) or from the scanner glass. Using the ADF (automatic document feeder) The ADF can hold up to 10 pages and feeds each sheet individually. Use standard (20 lb) paper and always fan the p...

1 - 7 INTRODUCTION 1 Fan the pages well. Make sure you put the documents face down, top edge first in the ADF until you feel them touch the feed roller. 2 Adjust the paper guides to fit the width of your documents. 3 Unfold the ADF Document Output Support Flap. DO NOT pull on the document while it i...

INTRODUCTION 1 - 8 Using the scanner glass You can use the scanner glass to fax pages of a book or one page at a time. Documents can be up to 8.5 in. (216 mm) wide and 11.7 in. (297 mm) long. 1 Lift the document cover. 2 Using the document guidelines on the left, center the document face down on the...

1 - 9 INTRODUCTION About paper The print quality can be affected by the type of paper you use in the machine. To get the best print quality for the settings you’ve chosen, always set the Paper Type to match the type of paper you load. You can use plain paper, inkjet paper (coated paper), glossy pape...

INTRODUCTION 1 - 10 Handling and using special paper ■ Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat. ■ The coated side of glossy paper is shiny. Avoid touching the shiny (coated) side. Load glossy paper with the shiny...

1 - 11 INTRODUCTION Paper type and size for each operation Pape r Typ e Pape r Siz e Usa g e Fa x C o p y PhotoC apture P ri n ter C u t P a p e r L ette r 8 1 /2 " x 1 1 " (2 16 x 27 9 m m ) Y es Y e s Y es Y e s A 4 8.3 " x 11 .7 " (2 10 x 29 7 m m ) Y es Y e s Y es Y e s L ega l 8...

INTRODUCTION 1 - 12 Paper weight, thickness and capacity * Up to 50 sheets for Legal size paper (20 lb) * Up to 100 sheets of 20 lb Paper capacity of the output paper tray Paper Type Weight Thickness No. of sheets Cut Paper Plain Paper 17 to 32 lb(64 to 120 g/m 2 ) 0.003" to 0.006"(0.08 to 0...

1 - 13 INTRODUCTION Printable area The printable area depends on the settings in the application you are using. The figures below show the unprintable areas on cut sheet paper and envelopes. 1 Top 2 Bottom 3 Left 4 Right Cut Sheet 0.12 in.(3 mm)(0 in./0 mm)* 1 0.12 in.(3 mm)(0 in./0 mm)* 1 0.12 in.(...

INTRODUCTION 1 - 14 How to load paper, envelopes and post cards To load paper or other media 1 Pull the paper tray completely out of the machine and remove the output paper tray. 2 Press and slide the paper side guide to fit the paper width. 3 Pull out the paper support and unfold the paper support ...

1 - 15 INTRODUCTION 4 Fan the stack of paper well to avoid paper jams and mis-feeds. 5 Gently insert the paper into the paper tray print side down and the leading edge (top of the paper) in first. Check that the paper is flat in the tray and below the maximum paper mark. 6 Put the output paper tray ...

INTRODUCTION 1 - 16 To load envelopes ■ Use envelopes that weigh from 20-25 lb (75-95 g/m 2 ). ■ Some envelopes require margin settings in the application. Make sure you do a test print first. How to load envelopes 1 Before loading, press the corners and sides of the envelopes to make them as flat a...

1 - 17 INTRODUCTION 2 Insert the envelopes into the paper tray with the address side down and the leading edge (top of the envelopes) in first. Slide the paper side guide to fit the width of the envelopes. If you have problems when printing on envelopes, try the following suggestions: 1 Open the env...

INTRODUCTION 1 - 18 About fax machines Custom features Do you have Voice Mail on the phone line? If you have Voice Mail on the phone line where you will install your new machine, there is a strong possibility that Voice Mail and the machine may conflict with each other while receiving incoming calls...

1 - 19 INTRODUCTION Fax tones and handshake When someone is sending a fax, the machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press Black Start or Color Start and they will continue for about 60 seconds after dial...

2 - 1 GETTING STARTED 2 Initial Setup Setting the Date and Time When the machine is not in use it will display the date and time. If you set up the Station ID the date and time displayed by your machine will be printed on every fax you send. If there is a power failure, you may have to reset the dat...

GETTING STARTED 2 - 2 Setting the Station ID You should store your name or company name and fax number so they print on all fax pages you send. 1 Press Menu/Set , 0 , 3 . 2 Enter your fax number (up to 20 digits). Press Menu/Set . 3 Use the dial pad to enter your name (up to 20 characters). (See Ent...

2 - 3 GETTING STARTED General Setup Setting the Mode Timer The machine has four temporary mode keys on the control panel: PhotoCapture, Copy, Fax and Scan. You can change the number of seconds or minutes the machine takes after the last Copy, Scan or PhotoCapture operation before it returns to Fax m...

GETTING STARTED 2 - 4 Setting the Paper Type To get the best print quality, set the machine for the type of paper you are using. 1 Press Menu/Set , 1 , 2 . 2 Press ▲ or ▼ to select Plain , Inkjet , Glossy or Transparency . Press Menu/Set . 3 Press Stop/Exit . Setting the Paper Size You can use five ...

2 - 5 GETTING STARTED Setting the Ring Volume You can turn the ring Off or you can select the ring volume level. 1 Press Menu/Set , 1 , 4 , 1 . 2 Press ▲ or ▼ to select Low , Med , High or Off . Press Menu/Set . 3 Press Stop/Exit . — OR — You can adjust the ring volume when your machine is idle (not...

GETTING STARTED 2 - 6 Setting the Speaker Volume You can adjust the speaker volume. 1 Press Menu/Set , 1 , 4 , 3 . 2 Press ▲ or ▼ to select Low , Med , High or Off . Press Menu/Set . 3 Press Stop/Exit . — OR — In Fax mode , you can adjust the speaker volume by pressing Speaker Phone , and then selec...

2 - 7 GETTING STARTED Setting the Handset Volume 1 Press Menu/Set , 1 , 4 , 4 . 2 Press ▼ to select High or Low . Press Menu/Set . 3 Press Stop/Exit . — OR — You can adjust the handset volume any time you are talking on the telephone. There are two handset volume levels, Low and High . The default s...

GETTING STARTED 2 - 8 Choosing the Handset Volume (For Volume Amplify) Before you begin to use the machine, you must decide if you need to set the handset volume to Volume Amplify:On for a user who is hearing-impaired. The AMPLIFY volume level complies with FCC standards. Volume Amplify:Off This def...

2 - 9 GETTING STARTED Setting Volume Amplify Please carefully read Choosing the Handset Volume on page 2-8 before you do the following steps: 1 Press Menu/Set , 1 , 4 , 5 . 2 If none of the users are hearing-impaired, press ▲ or ▼ to select Off , and then press Menu/Set and go to Step 4. — OR — If s...

GETTING STARTED 2 - 10 Turning on Automatic Daylight Savings Time You can set the machine to change automatically for Daylight Savings Time. It will reset itself forward one hour in the Spring and backward one hour in the Fall. Make sure you have set the correct day and time in the Date/Time setting...

3 - 1 SETUP SEND 3 How to enter Fax mode Before sending faxes, make sure ( Fax ) is illuminated in green. If not, press ( Fax ) to enter Fax mode. The default setting is Fax. How to dial You can dial in any of the following different ways. Manual dialing Press all of the digits of the phone or fax n...

SETUP SEND 3 - 2 Speed-Dialing Press Search/Speed Dial , # , and then the two digit Speed-Dial number. (See Storing Speed-Dial numbers on page 5-1.) Search You can search for names you have stored in the Speed-Dial memories. Press Search/Speed Dial and the menu keys to search. (See Storing Speed-Dia...

3 - 3 SETUP SEND How to Fax Color fax transmission Your machine can send a color fax to machines that support this feature. However, color faxes cannot be stored in the memory. When you send a color fax, the machine will send it in real time (even if Real Time TX is set to Off ). Faxing from the ADF...

SETUP SEND 3 - 4 Faxing from the scanner glass You can use the scanner glass to fax pages of a book or one page at a time. The documents can be up to letter size. 1 If it is not illuminated in green, press ( Fax ). 2 Load your document on the scanner glass. 3 Dial the fax number. Press Black Start o...

3 - 5 SETUP SEND Automatic transmission This is the easiest way to send a fax. 1 If it is not illuminated in green, press ( Fax ). 2 Load your document. 3 Dial the fax number you want to call. (See How to dial on page 3-1.) 4 Press Black Start or Color Start . Manual transmission Manual transmission...

SETUP SEND 3 - 6 Sending a fax at the end of a conversation At the end of a conversation you can send a fax to the other party before you both hang up. 1 Ask the other party to wait for fax tones (beeps) and then to press Start or Send key before hanging up. 2 If it is not illuminated in green, pres...

3 - 7 SETUP SEND 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 real time transmission. 1 If it is not illuminated in green, press ( F...

SETUP SEND 3 - 8 Fax Resolution You can use the Fax Resolution key to change the setting temporarily (for this fax only). In Fax mode , press Fax Resolution and ▲ or ▼ to select the setting you want, and then press Menu/Set . — OR — You can change the default setting: 1 If it is not illuminated in g...

3 - 9 SETUP SEND Dual Access (Black & White only) You can dial a number, and begin scanning the fax into memory—even when the machine is sending from memory or receiving faxes. The LCD shows the new job number and available memory. Your machine normally uses Dual Access. However, to send a color...

SETUP SEND 3 - 10 Real Time Transmission When you are sending a fax, the machine will scan the documents into the memory before sending. Then, as soon as the phone line is free, the machine will start dialing and sending. If the memory is full, the machine will send the document in real time (even i...

3 - 11 SETUP SEND Checking job status Check which jobs are still waiting in the memory to be sent. (If there are no jobs, the LCD shows No Jobs Waiting .) 1 Press Menu/Set , 2 , 6 . 2 If you have more than one job waiting, press ▲ or ▼ to scroll through the list. 3 Press Stop/Exit . Canceling a fax ...

SETUP SEND 3 - 12 Advanced sending operations Broadcasting (Black & White only) Broadcasting is when the same fax message is automatically sent to more than one fax number. You can include Groups, Speed-Dial numbers and up to 50 manually dialed numbers in the same broadcast. Press Menu/Set betwe...

3 - 13 SETUP SEND To Stop a Broadcast In Progress 1 Press Menu/Set , 2 , 6 . The LCD will display the fax number being dialed. 2 Press Menu/Set . The LCD will display: 3 Press 1 to Clear. The LCD will then display the Broadcast job number and 1.Clear 2.Exit. 4 To cancel the Broadcast, press 1 . 5 Pr...

3 - 15 SETUP SEND 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 numb...

SETUP RECEIVE 4 - 1 4 Basic receiving operations Choosing the Receive Mode There are four different Receive Modes for your machine. You can choose the mode that best suits your needs. (See Message Center mode on page 7-1 to set up the MC:Msg Ctr mode.) Setup Receive LCD How it works When to use it F...

4 - 2 SETUP RECEIVE To select or change your Receive Mode 1 If it is not illuminated in green, press ( Fax ). 2 Press Menu/Set , 0 , 1 . 3 Press ▲ or ▼ to select Fax Only , Fax/Tel , or Manual . Press Menu/Set . 4 Press Stop/Exit . Initial Setup1.Receive Mode Current Receive Mode Fax : Fax Only F/T ...

SETUP RECEIVE 4 - 3 Setting the Ring Delay The Ring Delay sets the number of times the machine rings before it answers in Fax Only , Fax/Tel and MC:Msg Ctr modes. If you have extension phones on the same line as the machine or subscribe to the telephone company’s Distinctive Ring service, keep the R...

4 - 4 SETUP RECEIVE Setting Toll Saver (Msg Ctr mode) When you set the toll saver feature, the machine answers after four rings if you do not have voice or fax messages and after two rings if you do have voice or fax messages. This way, when you call the machine for remote retrieval and let it ring ...

SETUP RECEIVE 4 - 5 Setting the F/T Ring Time (Fax/Tel mode only) If you set the Receive Mode to Fax/Tel, you’ll need to decide how long the machine will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the machine prints the fax.) This pseudo/double-ri...

4 - 6 SETUP RECEIVE Easy Receive When you use this feature, you don’t have to press Black Start , Color Start , or the Fax Receive Code 5 1 when you answer a fax call and hear calling beeps. Just hold the handset and wait a few seconds. Selecting On allows the machine to receive fax calls automatica...

SETUP RECEIVE 4 - 7 Printing a reduced incoming fax (Auto Reduction) If you choose On , the machine automatically reduces an incoming fax to fit on one page of Letter, Legal or A4 size paper. The machine calculates the reduction ratio by using the page size of the document and your Paper Size settin...

4 - 8 SETUP RECEIVE Polling Polling is the process of retrieving faxes from another fax machine. You can use your machine to ‘poll’ other machines, or you can have someone poll your machine. Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls your m...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 1 5 Storing numbers for easy dialing You can set up your machine to do following types of easy dialing: Speed-Dial and Groups for Broadcasting faxes. When you dial a quick-dial number, the LCD shows the name, if you stored it, or the number. Storing Speed-D...

5 - 2 QUICK-DIAL NUMBERS AND DIALING OPTIONS Changing Speed-Dial numbers If you try to store a Speed-Dial number where a number has already been stored, the LCD will show the name that has been stored there (or number) and will ask you to do one of the following: 1 Press 1 to change the stored numbe...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 5 Dialing options Access codes and credit card numbers Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access ...

5 - 6 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. Tone or Pulse If you have a Pulse dialing service, but need to send...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 7 Telephone (voice) operations You can use the machine to make voice telephone calls by dialing manually or by using Search or Speed-Dial memory. You can use the handset or Speaker Phone to make and receive calls. When you dial a Quick-Dial number, the LCD ...

5 - 8 QUICK-DIAL NUMBERS AND DIALING OPTIONS Answering calls with the Speaker Phone When the machine rings, instead of lifting the handset, press Speaker Phone . Speak clearly, toward the microphone . To end the call, press Speaker Phone . If you have a bad telephone line connection, the other party...

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 1 6 Setting up Fax Forwarding When you select Fax Forward, your machine stores the received fax in the memory. The machine will then dial the fax number you’ve programmed and forward the fax message. 1 Press Menu/Set , 2 , 5 , 1 . 2 Press ▲ or ▼ to sel...

6 - 2 REMOTE FAX OPTIONS (BLACK & WHITE ONLY) Programming your pager number When Paging is selected, your machine dials the pager number you’ve programmed, and then dials your Personal Identification Number (PIN). This activates your pager so you will know that you have a voice or fax message in...

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 3 Setting Fax Storage If you select Fax Storage, your machine stores the received fax in the memory. You will be able to retrieve fax messages from another location using the Remote Retrieval commands. 1 Press Menu/Set , 2 , 5 , 1 . 2 Press ▲ or ▼ to s...

6 - 4 REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 4 Press ▲ or ▼ to select Backup Print:On or Backup Print:Off Press Menu/Set . 5 Press Stop/Exit . Changing your PC 1 Press Menu/Set , 2 , 5 , 1 . 2 Press ▲ or ▼ to select PC Fax Receive . Press Menu/Set . 3 To change your PC, press 1 . 4 Press ▲ or ▼...

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 5 Turning off Remote Fax Options 1 Press Menu/Set , 2 , 5 , 1 . 2 Press ▲ or ▼ to select Off . Press Menu/Set . 3 Press Stop/Exit . Changing Remote Fax Options If received faxes are left in your machine’s memory when you change to another remote fax op...

6 - 6 REMOTE FAX OPTIONS (BLACK & WHITE ONLY) Setting your Remote Access Code The remote access code 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 i...

REMOTE FAX OPTIONS (BLACK & WHITE ONLY) 6 - 7 Remote Retrieval You can call your machine from any touch tone telephone or fax machine, then use the Remote Access Code and remote commands to retrieve fax messages. Be sure to cut out the Remote Retrieval Access Card on the last page and keep it wi...

6 - 8 REMOTE FAX OPTIONS (BLACK & WHITE ONLY) Remote commands Follow the commands below to access features when you are away from the machine. When you call the machine and enter your Remote Access Code (3 digits followed by ), the system will give two short beeps and you must enter a remote com...

MESSAGE CENTER 7 - 1 7 Message Center mode The Messages Center feature will store up to 99 incoming voice or fax messages. Messages are stored in the order in which they are received. Voice messages can be up to 3 minutes in length, and can also be picked up remotely (see Using your Remote Access Co...

7 - 2 MESSAGE CENTER Recording Message Center Outgoing Message Recording the Message Center Outgoing Message ( Msg Ctr OGM ) is the first step you need to follow before you can turn on the Message Center. Make sure your OGM is less than 20 seconds long. 1 Press Menu/Set , 2 , 7 , 1 . The LCD prompts...

MESSAGE CENTER 7 - 3 Erasing Outgoing Message (OGM) 1 Press Menu/Set , 2 , 7 , 1 . 2 Press ▲ or ▼ to select Msg Ctr OGM (or F/T OGM ). Press Menu/Set . 3 Press ▲ or ▼ to select Erase OGM . Press Menu/Set . 4 Press 1 to erase the OGM. — OR — Press 2 to exit without erasing. 5 Press Stop/Exit . Activa...

7 - 4 MESSAGE CENTER Playing voice messages Follow the steps below to listen to voice messages: 1 Press Play/Record . Adjust the Volume by pressing or . All messages are played in the order they were recorded. The LCD shows the number of the current message, and the total number of messages. If Call...

MESSAGE CENTER 7 - 5 Erasing incoming messages You can erase voice messages individually, or all at once. To erase voice messages individually 1 Press Play/Record . The machine sounds a two-second beep and begins message playback. Each message is preceded by one long beep, and followed by two short ...

7 - 6 MESSAGE CENTER Setting Maximum Time for incoming messages Your machine comes set to receive voice messages up to 30 seconds long. You can change this setting to 60, 120 or 180 seconds. 1 Press Menu/Set , 2 , 7 , 2 . 2 Press ▲ or ▼ to select the maximum time setting for incoming messages (30, 6...

MESSAGE CENTER 7 - 7 Record Fax/Tel Outgoing Announcement (F/T OGM) This is the announcement played by your Brother machine (not an external TAD) when someone calls and your machine is set to Fax/Tel receive mode. Although callers hear your announcement, they cannot leave a message. By choosing F/T ...

8 - 1 PRINTING REPORTS 8 Fax settings and activity You need to set up the Transmission Verification Report and Journal Period in the menu table. Press Menu/Set , 2 , 4 , 1 . — OR — Press Menu/Set , 2 , 4 , 2 . Customizing the Transmission Verification Report You can use the Transmission Verification...

PRINTING REPORTS 8 - 2 Setting the Journal Period You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off , you can print the report by following the steps on the next page.The default setting is Every 50 Faxes...

8 - 3 PRINTING REPORTS Printing reports Following reports are available: How to print a report 1 Press Menu/Set , 6 . 2 Press ▲ or ▼ to select the report you want. Press Menu/Set . — OR — Enter the number of the report you want to print. For example, press 2 to print the Help List. 3 Press Black Sta...

MAKING COPIES 9 - 1 9 Using the machine as a copier You can use your machine as a copier, making up to 99 copies at a time. Enter Copy mode Before making copies, make sure that ( Copy ) is illuminated in green. If it is not, press ( Copy ) to enter Copy mode. The default setting is Fax. You can chan...

9 - 2 MAKING COPIES Making a single copy 1 Press ( Copy ) to illuminate it in green. 2 Load your document. (See Load documents on page 1-6.) 3 Press Black Start or Color Start . Making multiple copies 1 Press ( Copy ) to illuminate it in green. 2 Load your document. 3 Use the dial pad to enter the n...

MAKING COPIES 9 - 3 Using the Copy Options key When you want to quickly change the copy settings temporarily for the next copy, use the Copy Options key. You can use different combinations. These settings are temporary, and the machine returns to its default settings 60 seconds after it finishes cop...

9 - 4 MAKING COPIES Changing the temporary copy settings Use the Copy Options key to quickly set the following copy settings temporarily for the next copy. After you choose your settings by pressing Menu/Set , the LCD shows Set temporarily . Press Black Start or Color Start if you ’ re finished choo...

MAKING COPIES 9 - 5 Increasing copy speed or quality You can select the copy quality. The default setting is Normal . 1 Press ( Copy ) to illuminate it in green. 2 Load your document. 3 Use the dial pad to enter the number of copies you want (up to 99). 4 Press Copy Options and ▲ or ▼ to select Qual...

9 - 6 MAKING COPIES Enlarging or reducing the image copied You can select the following enlargement or reduction ratios. Custom(25-400%) allows you to enter a ratio from 25% to 400%. 1 Press ( Copy ) to illuminate it in green. 2 Load your document. 3 Use the dial pad to enter the number of copies yo...

9 - 8 MAKING COPIES Setting paper size If copying on paper other than Letter size, you will need to change the paper size setting. 1 Press ( Copy ) to illuminate it in green. 2 Load your document. 3 Use the dial pad to enter the number of copies you want (up to 99). 4 Press Copy Options and ▲ or ▼ t...

MAKING COPIES 9 - 9 Sorting copies using the ADF You can sort multiple copies. Pages will be stacked in the order 321, 321, 321, and so on. 1 Press ( Copy ) to illuminate it in green. 2 Load your document. 3 Use the dial pad to enter the number of copies you want (up to 99). 4 Press Copy Options and...

9 - 10 MAKING COPIES Making N in 1 copies or a poster (Page Layout) You can reduce the number of pages for copies by using the N in 1 copy feature. This allows you to copy two or four pages on one page, which allows you to save paper. It is also possible to create a poster. When you use the Poster f...

MAKING COPIES 9 - 11 If you are using the scanner glass: 7 After the machine scans the page, the LCD shows: Press 1 to scan the next page. 8 Put the next document on the scanner glass. Press Menu/Set . Repeat Steps 8 and 9 for each page of the layout. 9 After all the pages of the document have been ...

9 - 12 MAKING COPIES Place document face down in the direction shown below. 2 in 1 (P) 4 in 1 (P) Poster (3X3) You can make a poster size copy of a photograph. 2 in 1 (L) 4 in 1 (L)

MAKING COPIES 9 - 13 Changing the default copy settings You can save the copy settings you use most often by setting them as default. These settings will remain until you change them again. Increasing copy speed or quality 1 Press Menu/Set , 3 , 1 . 2 Press ▲ or ▼ to select Normal , Best or Fast . P...

9 - 14 MAKING COPIES Adjusting color saturation Color saturation can only be changed through the default setting. 1 Press Menu/Set , 3 , 4 . 2 Press ▲ or ▼ to select Red , Green or Blue . Press Menu/Set . 3 Press ▲ to increase the color saturation. — OR — Press ▼ to decrease the color saturation. Pr...

MAKING COPIES 9 - 15 Legal limitations Color reproductions of certain documents are illegal and may result in either criminal or civil liability. This memorandum is intended to be a guide rather than a complete listing of every possible prohibition. In case of doubt, we suggest that you check with c...

10 - 1 WALK-UP PHOTOCAPTURE CENTER ™ 10 Introduction Even if your machine is not connected to your computer, you can print photos directly from your digital camera media. Your Brother machine includes five media drives (slots) for use with popular digital camera media: CompactFlash ® , SmartMedia ® ...

WALK-UP PHOTOCAPTURE CENTER ™ 10 - 2 PhotoCapture Center ™ requirements To avoid error conditions, please remember: ■ The DPOF file on the media card must be in a valid format. (See DPOF printing on page 10-8.) ■ The image file extension must be .JPG (Other image file extensions .JPEG, .TIF, .GIF an...

10 - 3 WALK-UP PHOTOCAPTURE CENTER ™ Getting started Firmly insert the card into the appropriate slot. PhotoCapture key lights: ■ PhotoCapture light is ON, the media card is inserted properly. ■ PhotoCapture light is OFF, the media card is not properly inserted. ■ PhotoCapture light is BLINKING, the...

WALK-UP PHOTOCAPTURE CENTER ™ 10 - 4 The steps below give a brief outline of the Direct Printing feature. Please see the remaining pages of this chapter for more detailed instructions. 1 Insert the media card firmly into the media drive (slot). When you insert your media card into the proper slot, t...

10 - 5 WALK-UP PHOTOCAPTURE CENTER ™ Printing the Index (Thumbnails) The PhotoCapture Center ™ assigns numbers for images (such as No.1, No.2, No.3, and so on). It does not recognize any other numbers or file names that your digital camera or PC have used to identify the pictures. You can print a th...

10 - 7 WALK-UP PHOTOCAPTURE CENTER ™ Paper Type & Paper Size 6 Press ▲ or ▼ to select the type of paper you are using, Letter Glossy , 4"x 6" Glossy , 5"x 7" Glossy , A4 Glossy , Letter Plain , A4 Plain , Letter Inkjet , A4 Inkjet or 4"x 6" Inkjet . Press Menu/Set . If yo...

10 - 9 WALK-UP PHOTOCAPTURE CENTER ™ Changing the default settings You can save the PhotoCapture Center ™ settings you use most often by setting them as default. These settings will remain until you change them again. Increasing print speed or quality 1 Press Menu/Set , 4 , 1 . 2 Press ▲ or ▼ to sel...

WALK-UP PHOTOCAPTURE CENTER ™ 10 - 10 Adjusting contrast You can choose the contrast setting. More contrast will make an image look sharper and more vivid. 1 Press Menu/Set , 4 , 4 . 2 Press ▲ to increase the contrast. — OR — Press ▼ to decrease the contrast. Press Menu/Set . 3 Press Stop/Exit . Col...

10 - 11 WALK-UP PHOTOCAPTURE CENTER ™ ■ Sharpness This setting enhances the detail of an image. It is similar to adjusting the fine focus on a camera. If the image is not in true focus and you cannot see the fine details of the picture, then adjust the sharpness. ■ Color Density This setting adjusts...

WALK-UP PHOTOCAPTURE CENTER ™ 10 - 12 Scan to Card You can scan black and white and color documents into a media card. Black and white documents will be stored in PDF (*.PDF) or TIFF file formats (*.TIF). Color documents may be stored in PDF (*.PDF) or JPEG (*.JPG) file formats. The default setting ...

10 - 13 WALK-UP PHOTOCAPTURE CENTER ™ 5 Press ▲ or ▼ to select the quality you want. To change the file type, press Menu/Set and go to Step 6. — OR — To start scanning, press Black Start or Color Start . 6 Press ▲ or ▼ to select the file type you want. Press Black Start or Color Start start scanning...

WALK-UP PHOTOCAPTURE CENTER ™ 10 - 14 Understanding the Error Messages Once you are familiar with the types of errors that can occur while you’re using the PhotoCapture Center ™ , you can easily identify and troubleshoot any difficulties. When an error message appears on the LCD, the machine will be...

11 - 1 SOFTWARE AND NETWORK FEATURES 11 The User’s Guide on the CD-ROM includes the Software User’s Guide for features available when connected to a computer (for example, Printing and Scanning). ■ Printing (For Windows ® , see Chapter 1 in the Software User’s Guide on the CD-ROM.)(For Macintosh ® ,...

IMPORTANT INFORMATION 12 - 1 12 Standard telephone and FCC NoticesThese 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 exp...

IMPORTANT INFORMATION 12 - 3 WARNING This machine has been certified to comply with FCC standards, which are applied to the USA only. Federal Communications Commission (FCC) Declaration of Conformity (USA only) declares, that the productsProduct Name: MFC-640CWcomply with Part 15 of the FCC Rules. O...

12 - 4 IMPORTANT INFORMATION Industry Canada Compliance Statement (Canada only) This Class B digital apparatus complies with Canadian ICES-003. Cet appareil numérique de la classe B est conforme à la norme NMB-003 du Canada. LAN connection Caution Do not connect this product to a LAN connection that...

IMPORTANT INFORMATION 12 - 5 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...

IMPORTANT INFORMATION 12 - 7 Trademarks The Brother logo is a registered trademark of Brother Industries, Ltd. Brother is a registered trademark of Brother Industries, Ltd. Multi-Function Link is a registered trademark of Brother International Corporation. © 2005 Brother Industries, Ltd. All rights ...

13 - 1 TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 Troubleshooting Error messages As with any sophisticated office product, errors may occur. If this happens, your machine identifies the problem and displays an error message. The most common error messages are shown below. You can correct most proble...

13 - 5 TROUBLESHOOTING AND ROUTINE MAINTENANCE Document jams If the document is jammed, follow the steps below. Document is jammed in the top of the ADF unit 1 Take out any paper from the ADF that is not jammed. 2 Open the ADF cover. 3 Pull the jammed document out to the right or left. 4 Close the A...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 6 Printer jam or paper jam Remove the jammed paper depending on where it is jammed in the machine. Paper is jammed inside the paper tray 1 Pull the paper tray out of the machine. 2 Pull out the jammed paper to remove it. 3 Reset the machine by lifting the...

13 - 7 TROUBLESHOOTING AND ROUTINE MAINTENANCE Paper is jammed inside the machine 1 Remove the jam clear cover. Pull the jammed paper out of the machine. 2 Close the jam clear cover. 3 Lift the scanner cover from the right-hand side of the machine until it locks securely into the open position. Remo...

13 - 9 TROUBLESHOOTING AND ROUTINE MAINTENANCE If you are having difficulty with your machine If you think there is a problem with your machine, check the chart below and follow the troubleshooting tips. The Brother Solutions Center offers the latest FAQs and troubleshooting tips. Visit us at http:/...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 14 Setting Dial Tone Setting the dial tone to Detection will shorten the dial detect pause. 1 Press Menu/Set , 0 , 5 . 2 Press ▲ or ▼ to select Detection (or No Detection ). Press Menu/Set . 3 Press Stop/Exit . Compatibility If you are having difficulty s...

13 - 15 TROUBLESHOOTING AND ROUTINE MAINTENANCE How to improve print quality Cleaning the print head To ensure good print quality, the machine will regularly clean the print head. You can start the cleaning process manually if needed. Clean the print head and ink cartridges if you get a horizontal l...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 16 Checking the print quality If faded or streaked colors and text appears on your output, some of the nozzles may be clogged. You can check this by printing the Print Quality Check Sheet and looking at the nozzle check pattern. 1 Press Ink . 2 Press ▲ or...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 18 Checking the printing alignment You should rarely need to adjust the printing alignment however, if after transporting the machine your printed text becomes blurred or images become faded then adjustment may need to be made. 1 Press Ink . 2 Press ▲ or ...

13 - 19 TROUBLESHOOTING AND ROUTINE MAINTENANCE Checking the ink volume You can check the ink that is left in the cartridge. 1 Press Ink . 2 Press ▲ or ▼ to select Ink Volume . Press Menu/Set . 3 Press ▲ or ▼ to select the color you want to check. The LCD shows the ink volume. 4 Press Stop/Exit . Yo...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 20 Packing and shipping the machine Whenever you transport the machine, use the packing materials that came with your machine. If you do not pack the machine properly, you could void your warranty. Caution It is important to allow the machine to ‘park’ th...

13 - 21 TROUBLESHOOTING AND ROUTINE MAINTENANCE 3 Lift the scanner cover to release the lock. Gently push the scanner cover support down and close the scanner cover. 4 Unplug the machine from the telephone wall jack and remove the telephone line cord from machine. 5 Unplug the machine from the AC po...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 22 9 Pack the machine, the printed materials and additional parts (handset, cords and CD) in the original carton as shown below. Do not pack the used ink cartridges in the carton. 10 Close the carton. If you are returning your machine to Brother as part o...

13 - 23 TROUBLESHOOTING AND ROUTINE MAINTENANCE Routine maintenance Cleaning the scanner Lift the document cover. Clean the scanner glass with isopropyl alcohol on a soft lint-free cloth. Clean the white bar and the glass strip under the film with isopropyl alcohol on a lint-free cloth. Document Cov...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 24 Cleaning the machine printer platen ■ Be careful not to touch the paper feed star wheels or encoder film. ■ Be sure to unplug the machine from the AC power outlet before cleaning the printer platen. ■ If ink is scattered on or around the printer platen...

13 - 25 TROUBLESHOOTING AND ROUTINE MAINTENANCE Cleaning the Paper Pick-up Roller 1 Unplug the machine from the AC power outlet and remove the Jam Clear Cover. 2 Clean the Paper Pick-up Roller with isopropyl alcohol on a Q-tip (cotton swab). 3 Re-insert the Jam Clear Cover. 4 Re-connect the power co...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 26 Replacing the ink cartridges Your machine is equipped with an ink dot counter. The ink dot counter automatically monitors the level of ink in each of the 4 cartridges. When the machine detects an ink cartridge is running out of ink, the machine will no...

13 - 27 TROUBLESHOOTING AND ROUTINE MAINTENANCE 4 Remove the protective yellow caps. 5 Each color has its own correct position. Keep the ink cartridge in an upright position when you insert it into slot. Press down firmly on the ink cartridge until the hook snaps over it. 6 Lift the scanner cover to...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 28 7 If you replaced an ink cartridge while Near Empty was displayed on the LCD, the LCD may ask you to verify that it was a brand new one. Example: Did You Change Blck? 1.Yes 2.No . For each new cartridge you installed, press 1 on the dial pad to automat...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 13 - 30 Uninstalling the handset and the handset cradle If you do not use the handset and the handset cradle, you can remove them. Uninstalling the handset and handset cradle 1 Unplug the curled handset cord from the machine. 2 Pull the knob to the left and ho...

A - 1 APPENDIX A A Setting up telephone services Your machine supports the Caller ID and Distinctive Ring subscriber telephone services that some telephone companies offer. Distinctive Ring Brother uses the term ‘Distinctive Ring’ but different telephone companies have other names for this service s...

APPENDIX A A - 2 What does Brother’s ‘Distinctive Ring’ do? The Brother machine has a Distinctive Ring feature that allows you to use your machine to take full advantage of the telephone company’s Distinctive Ring service. The new phone number on your line can just receive faxes. Do you have Voice M...

A - 3 APPENDIX A Before you choose the ring pattern to register You can only register one Distinctive Ring pattern with the machine. Some ring patterns cannot be registered. The ring patterns below are supported by your Brother machine. Register the one your telephone company gives you. ■ The machin...

APPENDIX A A - 4 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 calls...

A - 5 APPENDIX A Caller ID After a few rings, the LCD shows the telephone number of your caller (and name, if available). Once you pick up the handset, the Caller ID information disappears from the LCD, but the call information remains stored in the Caller ID memory. ■ You will see the first 16 char...

APPENDIX A A - 6 Viewing Caller ID List Caller ID memory stores information for up to thirty calls. When the thirty-first call comes in, information about the first call is erased. You can scroll through Caller ID information to review those calls made to your machine. 1 Press Menu/Set , 2 , 0 , 3 ....

A - 7 APPENDIX A Advanced receiving operations Operation from extension telephones If you answer a fax call on an extension telephone, or an external telephone in the EXT. jack of the machine, you can make your machine take the call by using the Fax Receive Code. When you press the Fax Receive Code ...

APPENDIX A A - 8 Using a cordless external handset If your cordless telephone is connected to the EXT. jack on the machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. Changing the remote codes Remote activation lets you send commands to...

A - 9 APPENDIX A Connecting an external device to your machine Connecting an external telephone You can connect a separate telephone (or telephone answering device) directly to your machine as shown in the diagram below. Connect the telephone line cord to the jack labeled EXT. in the left of the mac...

APPENDIX A A - 10 The TAD must answer within four rings (the recommended setting is two rings). The machine cannot hear CNG tones until the TAD has answered the call, and with four rings there are only 8 to 10 seconds of CNG tones left for the fax “handshake”. Make sure you carefully follow the inst...

A - 11 APPENDIX A Connections The external TAD must be plugged into the back of the machine, into the jack labeled EXT. Your machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring). 1 Plug the telephone line cord from the telephone wall jack into the...

APPENDIX A A - 12 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 ord...

APPENDIX A A - 14 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 conn...

B - 1 APPENDIX B B On-screen programming Your machine is designed to be easy to use with LCD on-screen programming using the menu keys. User-friendly programming helps you take full advantage of all the menu selections your machine has to offer. Since your programming is done on the LCD, we have cre...

APPENDIX B B - 2 Menu keys You can access the menu mode by pressing Menu/Set . When you enter the menu, the LCD scrolls. Press 1 for General Setup menu — OR — Press 2 for Fax menu — OR — Press 3 for Copy menu Press 0 for Initial Setup You can scroll more quickly through each menu level by pressing t...

APPENDIX B B - 12 Entering Text When you are setting certain menu selections, such as the Station ID, you may need to type text into the machine. Most number keys have three or four letters printed above them. The keys for 0 , # and do not have printed letters because they are used for special chara...

B - 13 APPENDIX B Special characters and symbols Press , # or 0 , and then press or to move the cursor under the special character or symbol you want. Then press Menu/Set to select it. Press for (space) ! " # $ % & ’ ( ) + , - . / Press # for : ; < = > ? @ [ ] ^ _ Press 0 for É À È Ê Î...

GLOSSARY G - 1 G 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 or pressing Speaker Phone . Automatic Redial...

S - 1 SPECIFICATIONS S Product description General Specifications Memory Capacity 16 MB Automatic Document Feeder (ADF) Up to 10 pages Paper Tray 100 Sheets [20 lb (80g/m 2 )] Printer Type Ink Jet Print Method Piezo with 74 × 5 nozzles LCD (Liquid Crystal Display) 16 characters × 2 lines, Back light...

SPECIFICATIONS S - 2 Print media Weight 13.4 lb (6.1 kg) Noise Operating: 42.5 to 51 dB* * It depends on printing conditions Temperature Operating: Best Print Quality: 50°F - 95°F (10°C - 35°C) 68°F - 91°F (20°C - 33°C) Humidity Operating: Best Print Quality: 20 to 80% (without condensation) 20 to 8...

SPECIFICATIONS S - 6 Scanner Memory Transmission Up to 480 1 /400 2 pages Out of Paper Reception Up to 480 1 /400 2 pages 1 “Pages” refers to the “Brother Standard Chart No. 1” (a typical business letter, Standard resolution, MMR code). Specifications and printed materials are subject to change with...

S - 7 SPECIFICATIONS Printer Interfaces Printer Driver Windows ® 98/98SE/Me/2000 Professional and XP driver supporting Brother Native Compression mode and bi-directional capability Brother Ink Driver For Mac OS ® 9.1-9.2/Mac OS ® X 10.2.4 or greater Resolution Up to 1200 x 6000 dots per inch (dpi) 1...

S - 9 SPECIFICATIONS Consumable items Ink The machine uses individual Black, Yellow, Cyan and Magenta ink cartridges that are separate from the print head assembly. Service Life of Ink Cartridge Black - Approximately 500 pages at 5% coverage Yellow, Cyan and Magenta - Approximately 400 pages at 5% c...

R - 1 REMOTE RETRIEVAL ACCESS CARD Remote Retrieval Access card If you plan to retrieve voice or fax messages while away from your 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 ...

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. ...