Brother MFC-8440 B- 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...

iv Brother ® One-Year Limited Warranty and Replacement Service (USA only) Who is covered: • This limited warranty (“warranty”) is given only to the original end-use/retailpurchaser (referred to in this warranty as“Original Purchaser”) of the accompanyingproduct, consumables and accessories(collectiv...

vii Safety precautions To use the MFC safely Save these instructions for later reference. WARNING There are high voltage electrodes inside the MFC. Before you clean the MFC or clear a paper jam, make sure you have unplugged the power cord from the power outlet. Do not handle the plug with wet hands....

viii ■ When you move the MFC, grasp the side handholds that are under the scanner. Do NOT carry the MFC by holding it at the bottom. ■ Use caution when installing or modifying telephone lines. Never touch telephone wires or terminals that are not insulated unless the telephone line has been disconne...

ix Choosing a location Place your MFC on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the MFC near a telephone jack and a standard, grounded power outlet. Choose a location where the temperature remains between 50°F and 95.5°F (10°-32.5°C). Caution ■ Avoid placing...

x Quick Reference Guide Sending faxes Automatic Transmission 1 If it is not illuminated in green, press ( Fax ). 2 Place the original face up in the ADF, or face down on the scanner glass. 3 Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad. 4 Press Start . 5 If you are using ...

xi Storing Speed-Dial numbers 1 Press Menu , 2 , 3 , 2 . 2 Enter a three-digit Speed-Dial number, and then press Set . 3 Enter a number (up to 20 digits), and then press Set . 4 Enter a name (or leave it blank), and then press Set . 5 Press Stop/Exit . Dialing operations One-Touch Dialing / Speed-Di...

xii Table of contents 1 Introduction .......................................................................... 1-1 Using this Guide ............................................................... 1-1 Finding information ................................................. 1-1Symbols used in this Guide...

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

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

1 - 3 INTRODUCTION MFC part names and operations ■ Front view No. Name Description 1 (MFC-8440) Manual Feed Tray (MFC-8640D, MFC-8840D and MFC-8840DN) Multi-purpose Tray (MP Tray) Load paper here. 2 Front Cover Release Button Press it to open the front cover. 3 Face-down Output Tray Support Flap wit...

INTRODUCTION 1 - 4 ■ Back view No. Name Description 12 Paper Adjustment Lever for Duplex Printing (MFC-8640D, MFC-8840D and MFC-8840DN) Use to match your paper size for duplex printing. 13 Duplex Tray (MFC-8640D, MFC-8840D and MFC-8840DN) Slide out to remove paper jammed inside the MFC. 14 AC Power ...

INTRODUCTION 1 - 6 Control panel overview MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN have similar control panel keys. 6 12 7 4 1 3 9 5 8 10 11 2

1 - 11 INTRODUCTION Status LED indications The Status LED (Light Emitting Diode) will flash and change color depending on the MFC status. The LED indications shown in the table below are used in the illustrations in this chapter. LED LED status LED is off. Green Yellow Red LED is on. Green Yellow Re...

1 - 13 INTRODUCTION 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 MFC, there is a strong possibility that Voice Mail and the MFC may conflict with each other while receiving incoming calls . Why s...

INTRODUCTION 1 - 14 Fax tones and handshake When someone is sending a fax, the MFC sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press Start and they will continue for about 60 seconds after dialing. During that time, th...

1 - 15 INTRODUCTION ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the MFC to check a fax transmission while it is in progress. If the MFC detects errors during fax transmission, if resends the pages of the fax that had an error. ECM transmissions are only possible between ...

INTRODUCTION 1 - 16 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 MFC, the TAD answers all calls and the MFC “listens” for fax calling (CNG) tones. If it hears t...

1 - 17 INTRODUCTION Do not connect a TAD elsewhere on the same phone line (unless you have the Distinctive Ring service). TAD TAD

INTRODUCTION 1 - 18 Connections The external TAD must be plugged into the back of the MFC, into the jack labeled EXT. Your MFC 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 the back of the MFC...

1 - 19 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...

INTRODUCTION 1 - 20 Converting telephone wall outlets There are three ways to convert to an RJ11 jack. The first two ways may require assistance from the telephone company. You can change the wall outlets from one RJ14 jack to two RJ11 jacks. Or, you can have an RJ11 wall outlet installed and slave ...

INTRODUCTION 1 - 22 Multi-line connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the MFC 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 connec...

2 - 1 PAPER 2 About paper Type and size of paper The MFC loads paper from the installed paper tray, manual feed tray, multi-purpose tray or optional lower tray. Recommended paper Paper Tray Type Model name Paper tray (Tray #1) MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN Manual feed tray MFC-8440 M...

PAPER 2 - 2 ■ Before you buy a large amount of paper, please test some to make sure that the paper is suitable. ■ Use paper that is made for plain-paper copying. ■ Use paper that is 20 to 24 lb (75 to 90 g/m 2 ). ■ Use neutral paper. Do not use acidic or alkaline paper. ■ Use long-grain paper. ■ Use...

2 - 3 PAPER Paper capacity of the paper trays Paper size Number of sheets Multi-purpose tray (MP tray) (MFC-8640D, MFC-8840D and MFC-8840DN) Width: 2.75 to 8.66 in. (69.8 to 220 mm) Height: 4.57 to 16.0 in. (116 to 406.4 mm) 50 sheets (20 lb or 80 g/m 2 ) Manual feed tray (MFC-8440) Width: 2.75 to 8...

PAPER 2 - 4 Paper specifications for each paper tray *1 Up to 3 envelopes *2 Up to 10 sheets Model MFC-8440 MFC-8640D, MFC-8840D and MFC-8840DN Paper types Multi-purpose tray N/A Plain paper, Bond paper, Recycled paper, Envelope *1 , Labels *2 , and Transparency *2 Manual feed tray Plain paper, Bond...

2 - 5 PAPER How to load paper To load paper or other media in the paper tray 1 Pull the paper tray completely out of the MFC. 2 While pressing the paper guide release lever, slide the adjusters to fit the paper size. Check that the guides are firmly in the slots. For Legal size paper, press the univ...

PAPER 2 - 6 3 Fan the stack of paper well to avoid paper jams and misfeeds. 4 Put paper in the paper tray. Check that the paper is flat in the tray, below the maximum paper mark, and that the paper guide is flush against the paper stack. 5 Put the paper tray firmly back in the MFC and unfold the sup...

2 - 7 PAPER To load paper or other media in the manual feed tray (For MFC-8440) 1 Open the manual feed tray. Slide the paper guides to fit the paper size. 2 Using both hands put paper in the manual feed tray until the front edge of the paper touches the paper feed roller. Hold the paper in this posi...

PAPER 2 - 8 To load paper or other media in the multi-purpose tray (MP tray) (For MFC-8640D, MFC-8840D and MFC-8840DN) 1 Open the MP tray and lower it gently. 2 Pull out and unfold the MP tray support flap. 3 When loading paper in the MP tray, make sure it touches the back of the tray. When printing...

2 - 9 PAPER 4 While pressing the paper-guide release lever, slide the paper guide to fit the paper size. You can place up to 3 envelopes or up to 50 sheets of 20 lb or 80 g/m 2 paper in the MP tray. When you put paper in the MP tray, please remember the following: ■ The side to be printed on must be...

PAPER 2 - 10 To use Automatic Duplexing for fax, copy and print operations(For MFC-8640D, MFC-8840D and MFC-8840DN) If you want to print on both sides of the paper using the Duplex feature for fax, copy or print, you will need to set the Paper Adjustment Lever to the size of paper you are using. Thi...

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

ON-SCREEN PROGRAMMING 3 - 2 Navigation keys You can access the menu mode by pressing Menu . 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 — OR — Press 4 for Printer menu — OR — Press 5 for Print Reports menu — OR — Pr...

3 - 3 ON-SCREEN PROGRAMMING Then set an option by pressing Set when that option appears on the LCD. The LCD will then show the next menu level. Press or to scroll to your next menu selection. Press Set . When you finish setting an option, the LCD shows Accepted . Use to scroll backward if you passed...

ON-SCREEN PROGRAMMING 3 - 4 To access the menu, press Menu . Main Menu Submenu Menu Selections Options Descriptions Page 1 . General Setup 1 . Mode Timer — 0 Sec 30 Secs 1 Min 2 Mins 5 Mins Off Sets how long the MFC will stay in Copy or Scan mode before returning to Fax mode. 4-5 2 . Paper Type 1 . ...

GETTING STARTED 4 - 1 4 Initial Setup Setting the Date and Time Your MFC 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 , 0 , 2 . ...

4 - 2 GETTING STARTED Setting the Station ID You should store your name or company name and fax number and telephone number to be printed on all fax pages that you send. 1 Press Menu , 0 , 3 . 2 Enter your fax number (up to 20 digits). Press Set . 3 Enter your telephone number (up to 20 digits).Pres...

4 - 4 GETTING STARTED 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 Set to select it. Setting Tone and Pulse dialing mode (For Canada only) 1 Press Menu , 0 , 4 . 2 Press or to select Pulse (or Tone ). ...

GETTING STARTED 4 - 5 General Setup Setting the Mode Timer The MFC has three temporary mode keys on the control panel: Fax, Copy and Scan. You can change the number of seconds or minutes the MFC takes after the last Copy or Scan operation before it returns to Fax mode. If you select Off, the MFC sta...

4 - 6 GETTING STARTED For MFC-8640D, MFC-8840D and MFC-8840DN 1 Press Menu , 1 , 2 , 1 to set the paper type for MP Tray . — OR — Press Menu , 1 , 2 , 2 to set the paper type for Tray #1 . — OR — If you have the optional paper tray, press Menu , 1 , 2 , 3 to set the paper type for Tray #2 . 2 Press ...

4 - 8 GETTING STARTED Setting the Ring Volume You can adjust the ring volume when your MFC is idle (not being used). You can turn the ring Off or you can select the ring volume level. 1 Press Menu , 1 , 4 , 1 . 2 Press or to select ( Low , Med , High or Off ). Press Set . 3 Press Stop/Exit . — OR — ...

GETTING STARTED 4 - 9 Setting the Speaker Volume You can adjust the MFC’s one-way speaker volume. 1 Press Menu , 1 , 4 , 3 . 2 Press or to select ( Low , Med , High or Off ). Press Set . 3 Press Stop/Exit . — OR — In Fax mode, you can adjust the speaker volume by pressing Hook , and then selecting a...

4 - 10 GETTING STARTED Sleep Time Setting the Sleep Time reduces power consumption by turning off the fuser inside the MFC, while it is idle. You can choose how long the MFC is idle (from 00 to 99 minutes) before it goes into sleep mode. The timer is automatically reset when the MFC receives a Fax o...

GETTING STARTED 4 - 11 Setting the Tray Use for Copy mode MFC-8440 The default setting of Auto allows *1 your MFC to choose the optional Tray #2 when paper is out in Tray #1 or *2 when the size of the original will fit best on the paper in Tray #2. 1 Press Menu , 1 , 7 . 2 Press or to select Tray#1 ...

4 - 12 GETTING STARTED Setting the Tray Use for Fax mode If your MFC doesn’t have the optional tray #2, you can skip this setting. The default setting of Auto allows your MFC to choose the optional Tray #2 if Tray #1 is out of paper or if incoming faxes will fit best on the paper in Tray #2. 1 Press...

SETUP RECEIVE 5 - 1 5 Basic receiving operations Choosing the Receive Mode There are four different Receive Modes for your MFC. 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 the Ring...

5 - 2 SETUP RECEIVE To select or change your Receive Mode 1 Press Menu , 0 , 1 . 2 Press or to select Fax Only , Fax/Tel , External TAD or Manual . Press Set . 3 Press Stop/Exit . Setting the Ring Delay The Ring Delay sets the number of times the MFC rings before it answers in Fax Only or Fax/Tel mo...

SETUP RECEIVE 5 - 3 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 MFC will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the MFC prints the fax.) This pseudo/double-ring happe...

5 - 4 SETUP RECEIVE Easy Receive When you use this feature, you don’t have to press Start or the Fax Receive Code 51 when you answer a fax call. Selecting On allows the MFC to receive fax calls automatically, even if you lift the handset of an extension or external phone. When you see Receiving on t...

SETUP RECEIVE 5 - 5 Printing a reduced incoming fax (Auto Reduction) If you choose On , the MFC automatically reduces an incoming fax to fit on one page of letter, legal or A4 size paper, regardless of the paper size of the original. The MFC calculates the reduction ratio by using the page size of t...

5 - 6 SETUP RECEIVE Setting the Print Density You can adjust print density, making your printed pages darker or lighter. 1 If it is not illuminated in green, press ( Fax ). 2 Press Menu , 2 , 1 , 6 . 3 Press to make the print darker. — OR — Press to make the print lighter. Press Set . 4 Press Stop/E...

SETUP RECEIVE 5 - 7 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, you can make your MFC take the call by using the Fax Receive Code. When you press the Fax Receive Code 51 , the MFC sta...

5 - 8 SETUP RECEIVE Using a cordless external handset If your cordless telephone is connected to the EXT. jack of the MFC and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. If you let the MFC answer first, you will have to go to the MFC so you...

SETUP RECEIVE 5 - 9 Polling Polling is the process of retrieving faxes from another fax machine. You can use your MFC to ‘poll’ other machines, or you can have someone poll your MFC. Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls your MFC to re...

SETUP RECEIVE 5 - 11 Telephone services Your MFC 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, Teen-Ring...

5 - 12 SETUP RECEIVE Do you have Voice Mail? If you have Voice Mail on the phone line that you will install your new MFC on, there is a strong possibility that Voice Mail and the MFC will conflict with each other while receiving incoming calls . However, the Distinctive Ring feature allows you to us...

SETUP RECEIVE 5 - 13 ■ The MFC will only answer calls to its registered number. ■ The first two rings are silent on the MFC. This is because the fax must «listen» to the ring pattern (to compare it to the pattern that was ‘registered’). (Other telephones on the same line will ring.) ■ If you program...

5 - 14 SETUP RECEIVE Caller ID After a few rings, the LCD shows the telephone number of your caller (or 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 c...

SETUP RECEIVE 5 - 15 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 MFC. 1 Press Menu , 2 , 0 , 5 . 2 P...

6 - 1 SETUP SEND 6 How to Fax You can send faxes from the ADF (Automatic Document Feeder) or from the scanner glass. 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. Faxing from the automatic document...

SETUP SEND 6 - 2 Faxing from the ADF 1 If it is not illuminated in green, press ( Fax ). Pull out the ADF Document Support Extension. 2 Unfold the ADF Document Output Support Flap. 3 Fan the pages well and stagger them at an angle. Make sure you put the originals face up, top edge first in the ADF u...

SETUP SEND 6 - 4 Faxing legal size originals from the scanner glass When originals are legal size, you need to set the Glass Fax Size to Legal . If you do not, the bottom portion of the faxes will be missing. 1 If it is not illuminated in green, press ( Fax ). 2 Press Menu , 2 , 2 , 0 . 3 Press or t...

6 - 5 SETUP SEND Automatic transmission This is the easiest way to send a fax. 1 If it is not illuminated in green, press ( Fax ). Place the original face up in the ADF, or face down on the scanner glass. 2 Enter the fax number using the dial pad, One-Touch, Speed-Dial or Search.(See One-Touch Diali...

SETUP SEND 6 - 6 Basic sending operations Sending faxes using multiple settings When you send a fax you can choose any combination of these settings: cover page, contrast, resolution, overseas mode, delayed fax timer, polling transmission or real time transmission. After each setting is accepted, th...

SETUP SEND 6 - 8 Manual and automatic fax Redial If you are sending a fax manually and the line is busy, press Redial/Pause , and then press 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 Start . Redial/Pause only works...

6 - 9 SETUP SEND Dual Access You can dial a number, and begin scanning the fax into memory—even when the MFC is receiving, sending or printing a fax from memory. The LCD shows the new job number. 1 If it is not illuminated in green, press ( Fax ). Place the original face up in the ADF, or face down ...

SETUP SEND 6 - 10 Real Time Transmission When you are sending a fax, the MFC will scan the originals into the memory before sending. Then, as soon as the phone line is free, the MFC will start dialing and sending. If the memory becomes full, the MFC will send the original in real time (even if Real ...

6 - 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 , 2 , 6 . 2 If you have more than one job waiting, press or to scroll through the list. 3 Press Stop/Exit . Canceling a job while sc...

SETUP SEND 6 - 12 Advanced sending operations Composing the electronic Cover Page The Cover Page is created at the receiving machine. Your Cover Page includes the name stored in the One-Touch or Speed-Dial memory. If you’re dialing manually, the name is left blank. The Cover Page shows your Station ...

6 - 13 SETUP SEND Composing your own comments You can set up two comments of your own. 1 If it is not illuminated in green, press ( Fax ). 2 Press Menu , 2 , 2 , 8 . 3 Press or to choose 5 or 6 for your own comment.Press Set . 4 Use the dial pad to enter your customized comment. Press Set . (See Ent...

6 - 15 SETUP SEND Send a cover page for all faxes This feature does not work without the Station ID. Please be sure it has been set before continuing. (See Setting the Station ID on page 4-2.) You can set the MFC to send a cover page whenever you send a fax. The number of pages in your fax is not in...

SETUP SEND 6 - 16 Broadcasting Broadcasting is when the same fax message is automatically sent to more than one fax number. Using the Set key, you can include Groups, One-Touch, Speed-Dial numbers and up to 50 manually dialed numbers. If you did not use up any of the numbers for Groups, access codes...

6 - 17 SETUP SEND 4 Enter the next number.(Example: Speed-Dial number) 5 When the LCD displays the fax number of the other party, press Set . 6 Enter another fax number.(Example: Manual dialing using the dial pad.) 7 Press Start . If you are using the scanner glass, go to Step 8. 8 To send a single ...

SETUP SEND 6 - 18 Overseas Mode If you are having difficulty sending a fax overseas due to possible interference on the phone line, we recommend that you turn on the Overseas Mode. After you send a fax using this feature, the feature will turn itself off. 1 If it is not illuminated in green, press (...

6 - 19 SETUP SEND Delayed Fax During the day you can store up to 50 faxes in the memory to be sent within 24 hours. These faxes will be sent at the time of day you enter in Step 3. Press Set to accept it, or enter another time for the faxes to be sent. 1 If it is not illuminated in green, press ( Fa...

SETUP SEND 6 - 20 Delayed Batch Transmission Before sending the delayed faxes, your MFC will help you economize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to...

6 - 21 SETUP SEND Setting up Polled Transmission Polled Transmission is when you set up your MFC to wait with a paper original so another fax machine can call and retrieve it. 1 If it is not illuminated in green, press ( Fax ). Place the original that is going to be retrieved face up in the ADF, or ...

SETUP SEND 6 - 22 Memory Security Memory Security lets you prevent unauthorized access to the MFC. You will not be able to continue to schedule Delayed Faxes or Polling jobs. However, any pre-scheduled Delayed Faxes will be sent when you turn Memory Security On , so they won't be lost. If Fax Storag...

6 - 23 SETUP SEND Turning Memory Security on 1 Press Menu , 2 , 0 , 1 . 2 Press or to select Set Security . Press Set . 3 Enter the registered 4-digit password. Press Set . The MFC goes offline and the LCD shows Secure Mode . Turning Memory Security off 1 Press Menu . Enter the registered 4-digit pa...

AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 1 7 Storing numbers for easy dialing You can set up your MFC to do three types of easy dialing: One-Touch, Speed-Dial and Groups for Broadcasting faxes. Storing One-Touch Dial numbers Your MFC has 20 One-Touch keys where you can store 40 fax or phone numbers...

AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 3 3 Press or to select Fax/Tel . Press Set . 4 Enter the phone or fax number (up to 20 digits). Press Set . 5 Use the dial pad to enter the name (up to 15 characters).Press Set . (You can use the chart on page 4-3 to help you enter letters.)— OR — Press Set ...

7 - 4 AUTO DIAL NUMBERS AND DIALING OPTIONS Setting up Groups for Broadcasting Groups, which can be stored on a One-Touch key or a Speed-Dial location, allow you to send the same fax message to many fax numbers by pressing only a One-Touch key and Start or Search/Speed Dial , # , the three-digit loc...

AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 5 7 Press Stop/Exit . Dialing options Search You can search for names you have stored in the One-Touch and Speed-Dial memory. (See Storing One-Touch Dial numbers on page 7-1 and see Storing Speed-Dial numbers on page 7-2.) 1 If it is not illuminated in green...

7 - 6 AUTO DIAL NUMBERS AND DIALING OPTIONS Speed-Dialing 1 If it is not illuminated in green, press ( Fax ). Place the original face up in the ADF, or face down on the scanner glass. 2 Press Search/Speed Dial , # , and then the three-digit Speed-Dial number. (See Storing Speed-Dial numbers on page ...

AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 7 Access codes and credit card numbers Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes or long-dis...

7 - 8 AUTO 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 (Canada only) If you have a Pulse dialing service, but...

REMOTE FAX OPTIONS 8 - 1 8 Fax Forwarding/Paging Programming a Fax Forwarding number When Fax Forwarding is set to On , your MFC stores the received fax in the memory. Then it dials the fax number you’ve programmed and forwards the fax message. 1 Press Menu , 2 , 5 , 1 . 2 Press or to select Fax For...

8 - 2 REMOTE FAX OPTIONS Programming your pager number When Paging is selected, your MFC 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 fax message in the memory. 1 Press Menu , 2 , 5 , 1 ...

REMOTE FAX OPTIONS 8 - 3 Setting Fax Storage If you set Fax Storage to ON, you will be able to retrieve fax messages from another location using Fax Forwarding, Paging, or Remote Retrieval operations. The LCD will show when you have a fax stored in memory. 1 Press Menu , 2 , 5 , 2 . The LCD will ask...

8 - 4 REMOTE FAX OPTIONS Setting your Remote Access Code The remote access code lets you access the Remote Retrieval features when you are away from your MFC. Before you use the remote access and retrieval features, you have to set up your own code. The default code is inactive code (--- ). 1 Press ...

REMOTE FAX OPTIONS 8 - 5 Remote Retrieval You can call your MFC from any telephone or fax machine using touch tone, 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 with you at all times. Us...

8 - 6 REMOTE FAX OPTIONS Remote commands Follow the commands below to access features when you are away from the MFC. When you call the MFC 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 commands Operation d...

REMOTE FAX OPTIONS 8 - 7 Retrieving fax messages 1 Dial your fax number. 2 When your MFC 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 the lon...

9 - 1 PRINTING REPORTS 9 MFC settings and activity You need to set up the Transmission Verification Report and Activity Report Interval in the menu table. Press Menu , 2 , 4 , 1 . — OR — Press Menu , 2 , 4 , 2 . Customizing the Transmission Verification Report You can use the Transmission Report as ...

PRINTING REPORTS 9 - 2 Setting the Fax Activity Report Interval You can set the MFC to print activity reports 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 ...

9 - 3 PRINTING REPORTS Printing reports Five reports are available: To print a report 1 Press Menu , 5 . 2 Press or to select the report you want. Press Set . — OR — Enter the number of the report you want to print. For example, press 1 to print the Help List. 3 Press Start . 1.Help List Prints the ...

MAKING COPIES 10 - 1 10 Using the MFC as a copier You can use your MFC 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 change the...

10 - 2 MAKING COPIES Temporary copy settings You can improve your copies by using the Temporary Copy Keys: Enlarge/Reduce , Contrast , Quality , Tray Select , Sort and N in 1 (For MFC-8440) or Duplex/N in 1 (For MFC-8640D, MFC-8840D and MFC-8840DN). These settings are temporary , and the MFC returns...

MAKING COPIES 10 - 3 Making a single copy from the ADF 1 Press ( Copy ) to illuminate it in green. Place the original face up in the ADF. 2 Press Start . Do NOT pull on the original while copying is in progress. Making multiple copies from the ADF 1 Press ( Copy ) to illuminate it in green. Insert t...

10 - 4 MAKING COPIES Single or multiple copies using the scanner glass You can make multiple copies using the scanner glass. Multiple copies will be stacked (all copies of page 1, then all copies of page 2, and so on). Use the Temporary Copy keys to choose more settings. (See Using the copy keys (Te...

MAKING COPIES 10 - 5 Out of Memory message If the Out Of Memory message appears, press Stop/Exit to cancel or Start to copy scanned pages. You will need to clear some jobs from the memory before you can continue. When you get an Out Of Memory message, you may be able to make copies if you first prin...

10 - 6 MAKING COPIES Using the copy keys(Temporary settings) When you want to change the settings only for the next copy, use the Temporary Copy Keys. You can use different combinations. The large LCD shows your current Copy mode settings. Temporary Copy keys Duplex N in 1 Example of Copy mode LCD E...

MAKING COPIES 10 - 9 Sorting copies using the ADF If you want to sort multiple copies, use the ADF. Pages will be printed in the order 123, 123, 123, and so on. 1 Press ( Copy ) to illuminate it in green. Place the original face up in the ADF. 2 Use the dial pad to enter the number of copies you wan...

10 - 10 MAKING COPIES Tray Select You can change the tray use only for the next copy. 1 Press ( Copy ) to illuminate it in green. Place the original face up in the ADF, or face down on the scanner glass. 2 Use the dial pad to enter the number of copies you want (up to 99). 3 Press Tray Select . 4 Pr...

MAKING COPIES 10 - 11 Duplex/N in 1 ‘Duplex’ prints on both sides of the paper. Temporary key Level 1 Level 2 Option original Finished Layout Press Duplex/N in 1 (MFC-8640D/8840D/8840DN) N in 1 (MFC-8440) N in 1 — 2 in 1 (P) 2 in 1 (L) 4 in 1 (P) 4 in 1 (L) Duplex(1 in 1) (MFC-8640D/8840D/8840DN) Po...

10 - 12 MAKING COPIES Duplex/N in 1 copy N in 1 copy You can save paper by copying either two or four pages onto one page. Please make sure paper size is set to A4 , Letter or Legal . 1 Press ( Copy ) to illuminate it in green. Place the original face up in the ADF, or face down on the scanner glass...

MAKING COPIES 10 - 13 Poster You can make a poster size copy of a photograph. You must use the scanner glass. 1 Place the original face down on the scanner glass. 2 Press Duplex/N in 1 and or to select Poster . Press Set . 3 Press Start . The MFC starts scanning the original and prints the pages for...

10 - 14 MAKING COPIES Duplex (1 in 1)(For MFC-8640D, MFC-8840D and MFC-8840DN) Make a double-sided copy from a single-sided original 1 Press ( Copy ) to illuminate it in green. Place the original face up in the ADF, or face down the scanner glass. 2 Use the dial pad to enter the number of copies you...

MAKING COPIES 10 - 15 Make a double-sided copy from a double-sided original 1 Press ( Copy ) to illuminate it in green. Place the original face up in the ADF. 2 Press Duplex/N in 1 and or to select Duplex(1 in 1) . Press Set . 3 Press or to select Portrait2 or Landscape1 . Press Set . 4 Press or to ...

MAKING COPIES 10 - 17 Changing the default copy settings You can adjust the copy settings that are shown in the chart. These settings will stay until you change them again. Quality 1 Press Menu , 3 , 1 . 2 Press or to select Text , Photo or Auto . Press Set . 3 Press Stop/Exit . Contrast You can cha...

11 - 1 IMPORTANT INFORMATION 11 Standard telephone and FCC Notices These notices are in effect on models sold and used only in the United States. When programming emergency numbers or making test calls to emergency numbers: ■ Remain on the line and briefly explain to the dispatcher the reason for th...

11 - 3 IMPORTANT INFORMATION WARNING This MFC has been certified to comply with FCC standards, which are applied to the USA only. A grounded plug should be plugged into a grounded AC outlet after checking the rating of the local power supply for the MFC to operate properly and safely. Federal Commun...

IMPORTANT INFORMATION 11 - 4 ■ Call the dealer or an experienced radio/TV technician for help. Important Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user’s authority to operate the equipment. Important – about the interface cable A shielded interface ca...

11 - 5 IMPORTANT INFORMATION Since radiation emitted inside the equipment is completely confined within protective housings and external covers, the laser beam cannot escape from the MFC during any phase of user operation. FDA regulations U.S. Food and Drug Administration (FDA) has implemented regul...

IMPORTANT INFORMATION 11 - 6 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 Switch off before cleaning. Do not use liquid or aerosol cleaners. Use a damp cloth for cleaning. 5 Do not use...

11 - 7 IMPORTANT INFORMATION 13 Wait until pages have exited the MFC before picking them up. 14 Never push objects of any kind into this product through cabinet slots, since they may touch dangerous voltage points or short out parts resulting in the risk of fire or electric shock. Never spill liquid...

IMPORTANT INFORMATION 11 - 8 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. © Copyright 2004 Brother Industries, Ltd. A...

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

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 4 Original jams Based upon where the original is jammed, follow the appropriate set of instructions to remove it. Original is jammed in the top of the ADF unit. 1 Take out any paper from the ADF that is not jammed. 2 Lift the ADF cover. 3 Pull the jammed ...

12 - 5 TROUBLESHOOTING AND ROUTINE MAINTENANCE Original is jammed inside the ADF unit. 1 Take out any paper from the ADF that is not jammed. 2 Lift the document cover. 3 Pull the jammed original out to the right. 4 Close the document cover. 5 Press Stop/Exit . — OR — 1 Take the ADF support out of th...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 6 Paper jams To clear paper jams, please follow the steps in this section. WARNING After you have just used the MFC, some parts inside the MFC are extremely hot. When you open the front cover or back output tray of the MFC, never touch the shaded parts sh...

12 - 9 TROUBLESHOOTING AND ROUTINE MAINTENANCE WARNING After you have just used the MFC, some internal parts of the MFC are extremely HOT! Wait for the MFC to cool down before you touch the internal parts of the MFC. 6 Open the jam clear cover (fuser cover). Pull the jammed paper out of the fuser un...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 10 8 Push the lock lever down and take the toner cartridge out of the drum unit assembly. Take out the jammed paper if there is any inside the drum unit. 9 Put the drum unit assembly back in the MFC. 10 Put the paper tray in the MFC. 11 Close the front co...

12 - 11 TROUBLESHOOTING AND ROUTINE MAINTENANCE Paper is jammed in the duplex tray (For MFC-8640D, MFC-8840D and MFC-8840DN) 1 Pull the duplex tray and paper tray out of the MFC. 2 Pull the jammed paper out of the MFC. 3 Put the duplex tray and paper tray back into the MFC.

12 - 13 TROUBLESHOOTING AND ROUTINE MAINTENANCE If you are having difficulty with your MFC If you think there is a problem with the way your faxes look, make a copy first . If the copy looks good, the problem is probably not your MFC. Check the chart below and follow the troubleshooting tips. DIFFIC...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 18 Improving the print quality This section provides information on the following topics: Examples of poor print quality Recommendation Faint Check the printer’s environment. Conditions such as humidity, high temperatures, and so on may cause this print f...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 22 Packing and shipping the MFC Whenever you transport the MFC, use the packing materials that came with your machine. If you do not pack the MFC correctly, you may void your warranty. 1 Turn the MFC power switch off. 2 Unplug the MFC from the telephone w...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 24 10 Pack the drum unit and toner cartridge assembly, telephone line cord, AC cord and printed materials in the original carton as shown below: 11 Close the carton and tape it shut. If you are returning the MFC to Brother as part of the Exchange Service,...

12 - 25 TROUBLESHOOTING AND ROUTINE MAINTENANCE Routine maintenance Cleaning the scanner Turn the MFC power switch off and lift the document cover. Clean the scanner glass and glass strip with dry cloth and the white film with isopropyl alcohol on a lint free cloth. If the screen still displays a sc...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 26 Cleaning the printer Caution ■ Do not use isopropyl alcohol to remove dirt from the control panel. It may crack the panel. ■ Do not use isopropyl alcohol to clean the laser scanner window. ■ Do not touch the scanner window with your finger. ■ The drum ...

12 - 27 TROUBLESHOOTING AND ROUTINE MAINTENANCE Cleaning the drum unit We recommend placing the drum unit and toner cartridge assembly on a cloth or large disposable paper to avoid spilling and scattering toner. 1 Clean the primary corona wire inside the drum unit by gently sliding the blue tab from...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 28 Replacing the toner cartridge The MFC can print up to 6,700 pages using a high yield toner cartridge. When the toner cartridge is running low, the LCD shows Toner Low . The MFC is supplied with a standard toner cartridge that must be replaced after app...

12 - 29 TROUBLESHOOTING AND ROUTINE MAINTENANCE How to replace the toner cartridge WARNING Just after you use the MFC, some internal parts of the machine will be extremely HOT! So, never touch the shaded parts shown in the illustration. 1 Open the front cover and pull out the drum unit. Caution ■ Pl...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 32 5 Remove the protective cover. 6 Insert the new toner cartridge in the drum unit until it clicks into place. If you put it in properly, the lock lever will lift automatically. 7 Clean the primary corona wire inside the drum unit by gently sliding the b...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 34 Replacing the drum unit The MFC uses a drum unit to create print images on paper. If the LCD shows Change Drum Soon , the drum unit is near the end of its life and it is time to purchase a new one. Even if the LCD shows Change Drum Soon , you may be ab...

12 - 35 TROUBLESHOOTING AND ROUTINE MAINTENANCE Follow these steps to replace the drum unit: 1 Press the cover release button and then open the front cover. 2 Remove the old drum unit and toner cartridge assembly. Place it on a drop cloth or disposable paper to avoid scattering toner. Caution To pre...

12 - 37 TROUBLESHOOTING AND ROUTINE MAINTENANCE Checking the drum life You can see the percentage of the drum’s life that remains available. 1 Press Menu , 2 , 0 , 2 . 2 For five seconds, the LCD shows the available percentage of drum life. Page Counter You can see number of total pages, copy pages,...

OPTIONAL ACCESSORIES 13 - 1 13 Memory board The memory board is installed on the main controller board inside the MFC. When you add the optional memory board, it increases the performance for both copier and printer operations. Optional accessories Model Name Optional Memory MFC-8440 (32 MB Standard...

13 - 2 OPTIONAL ACCESSORIES Installing the optional memory board WARNING ■ DO NOT touch the surface of the main board within 15 minutes after turning off the power. ■ Before installing the optional memory board, make sure there are no faxes in the memory. 1 Disconnect the telephone line cord, turn t...

OPTIONAL ACCESSORIES 13 - 3 WARNING DIMM boards can be damaged by even a small amount of static electricity. Do not touch the memory chips or the board surface. Wear an antistatic wrist strap when you install or remove the board. If you do not have an antistatic wrist strap, frequently touch the bar...

OPTIONAL ACCESSORIES 13 - 5 Before starting installation Be careful when handling the NC-9100h. There are many delicate electronic components that are susceptible to damage from static electricity. To avoid such damage, use the following precautions when handling the board. ■ Leave the NC-9100h in i...

13 - 6 OPTIONAL ACCESSORIES WARNING Turn the MFC power switch off, before installing (or removing) the NC-9100h board. 2 Remove the side cover. Loosen the two screws, and then remove the metal shield plate. 3 Loosen the two screws, and then remove the metal cover plate. Cover Plate

13 - 8 OPTIONAL ACCESSORIES Step 2: Connecting the NC-9100h to an Unshielded Twisted Pair 10BASE-T or 100BASE-TX Ethernet Network To connect the NC-9100h to a 10BASE-T or 100BASE-TX Network, you must have an Unshielded Twist Pair Cable. One side of the cable must be connected to a free port on your ...

OPTIONAL ACCESSORIES 13 - 9 Active LED is yellow: The Active LED will blink if the print server is receiving or transmitting data. TEST SWITCH Short push: Prints the network configuration page. Long push (more than 5 seconds): Reset the network configuration back to the factory default settings. Pap...

G - 1 GLOSSARY G ADF (Automatic Document Feeder) The original can be placed in the ADF and scanned one page at a time automatically. Auto Dial List A listing of names and numbers stored in One-Touch and Speed-Dial memory, in numerical order. Automatic fax transmission Sending a fax without picking u...

GLOSSARY G - 6 Transmission The process of sending faxes over the phone lines from your MFC to the receiving fax machine. Transmission Verification Report A listing for each transmission, that shows its date, time and number. True Type fonts The fonts that are used in the Windows ® operating systems...

S - 1 SPECIFICATIONS S Product description The MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN are 5 in 1 Multi-Function Centers: Printer, Copier, Color Scanner, Fax, and PC-FAX (via your PC). The MFC-8640D and MFC-8840D include Duplex Printing. The MFC-8840DN includes Duplex Printing and Network capa...

SPECIFICATIONS S - 2 Print media Copy General (continued) Temperature Operating: Storage: 50 - 90.5 °F (10 - 32.5 °C ) 32 - 104 °F (0 - 40 °C ) Humidity Operating: Storage: 20 to 80% (without condensation) 10 to 90% (without condensation) Paper Input Paper Tray ■ Paper type: Plain paper, recycled pa...

SPECIFICATIONS S - 4 Scanner Color/Monochrome Color/Monochrome TWAIN Compliant Yes (Windows ® 98/98SE/Me/2000 Professional and Windows NT ® Workstation Version 4.0) Mac OS ® 8.6 - 9.2/Mac OS ® X 10.2.1 or greater WIA Compliant Yes (Windows ® XP) Resolution Up to 9,600 × 9,600 dpi (interpolated)* Up ...

SPECIFICATIONS S - 6 Computer requirements Minimum System Requirements Computer Platform & Operating System Version Processor Minimum Speed Minimum RAM Recommended RAM Available Hard Disk Space for Drivers for Applications* 2 Windows ® * 1 Operating System 98, 98SE Pentium II or equivalent 32 MB...

S - 7 SPECIFICATIONS Consumable items Toner Cartridge Life Expectancy TN-540: Standard Toner Cartridge - Up to 3,500*pagesTN-570: High Yield Toner Cartridge - Up to 6,700* pages * (when printing letter size or A4 paper at 5% print coverage) Toner life expectancy will vary depending upon the type of ...

INDEX I - 1 Index A access codes, storing and dialing ................................ 7-7 accessories and supplies ........iiADF (Automatic Document Feeder) ............................. 6-1 ADF cover ......................... 12-4automatic fax receive ........................ 5-1fax redial ..........

REMOTE RETRIEVAL ACCESS CARD R - 1 Remote Retrieval Access card If you plan to receive fax messages while away from your MFC, 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 your walle...

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. ...