Brother MFC MFC-5440CN- 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 acces...

vii Safety precautions To use the MFC safely Please refer to these instructions for later reference and before attempting any maintenance. WARNING There are high voltage electrodes inside the MFC. Before you clean the MFC, make sure you have unplugged the telephone line cord first and then the power...

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 MFC on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the MFC near a telephone wall jack and a standard, grounded AC power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C). To make sure the AD...

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

xiv 8 Making copies ...................................................................... 8-1 Using the MFC as a copier ............................................... 8-1 Enter Copy mode ........................................................ 8-1Making a single copy .................................

INTRODUCTION 1 - 1 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 reading through this Guide. Finding information All the chapter headings...

1 - 2 INTRODUCTION Control panel overview MFC-5440CN MFC-5840CN 3 4 5 6 7 1 2 11 10 9 8 11 12 3 4 5 6 7 1 2 10 9 8

INTRODUCTION 1 - 5 Turning the MFC 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 MFC operations will be available. Even if you turned the MFC off, it will periodically clean the print head to preserve print quality. Turning the MFC off Pr...

1 - 6 INTRODUCTION On/Off Setting You can customize the MFC’s On/Off key. The default setting is Fax Receive:Off . Your MFC will not work when it is switched Off, but it will purge the ink head periodically. If you turn this setting to On , you can receive faxes or calls even when the MFC is switche...

INTRODUCTION 1 - 7 Load documents You can send a fax, make copies, and scan from the ADF (automatic document feeder) and from the scanner glass. Using the automatic document feeder (ADF) The ADF can hold up to 35 pages and feeds each sheet individually. Use standard (20 lb) paper and always fan the ...

1 - 8 INTRODUCTION 1 Unfold the ADF Document Support. 2 Fan the pages well and stagger them at an angle. Make sure you put the originals face up, top edge first in the ADF until you feel them touch the feed roller. 3 Adjust the paper guides to fit the width of your documents. 4 Unfold the ADF Docume...

INTRODUCTION 1 - 9 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 letter size (8.5 inches to 11 inches). 1 Lift the document cover. 2 Using the document guidelines on the left, center the document face down on the scanner gl...

1 - 10 INTRODUCTION About paper The print quality can be affected by the type of paper you use in the MFC. 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 paper, ...

INTRODUCTION 1 - 11 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...

INTRODUCTION 1 - 13 Paper weight, thickness and capacity * 1 Up to 50 sheets for Legal size paper (20 lb). * 2 Up to 100 sheets of 20 lb. * 3 Up to 250 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...

1 - 14 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.(0 in.)* 1 0.12 in.(0 in.)* 1 0.12 in.(0 in.)* 1 0.12 in.(0 i...

INTRODUCTION 1 - 15 How to load paper, envelopes and post cards To load paper or other media 1 Pull the paper tray completely out of the MFC 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 flap...

1 - 16 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 face 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 ...

INTRODUCTION 1 - 17 To load paper in paper tray#2 (MFC-5840CN only) 1 Pull the paper tray completely out of the MFC. 2 Press and slide the paper side guide and paper length guide to fit the paper width and length. You can use only plain paper sizes Letter, Legal, A4, Executive or B5 in Tray#2. Paper...

INTRODUCTION 1 - 19 5 Put the paper tray firmly back into the MFC. For Legal size paper, close the tray cover and put the paper tray firmly back into the MFC.

1 - 20 INTRODUCTION To load envelopes ■ Use envelopes that weigh from 20 to 25 lb. ■ 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 as possible. ...

INTRODUCTION 1 - 21 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...

1 - 22 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 - 23 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 Black Start or Color Start and they will continue for about 60 seconds after dialing....

1 - 24 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, it resends the pages of the fax that had an error. ECM transmissions are only possible between ...

GETTING STARTED 2 - 1 2 Initial Setup Setting the Date and Time When the MFC 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 MFC will be printed on every fax you send. If there is a power failure, you may have to reset the date and ti...

2 - 2 GETTING STARTED 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...

GETTING STARTED 2 - 3 General Setup Setting the Mode Timer The MFC has three temporary mode keys on the control panel: Fax, Scan and Copy. The PhotoCapture key (MFC-5840CN only) is also a temporary mode key. You can change the number of seconds or minutes that the MFC takes after the last Scan, Copy...

2 - 4 GETTING STARTED Setting the Paper Size You can use five sizes of paper for printing copies: Letter, Legal, A4, A5, and 4" x 6" and three sizes for printing faxes: Letter, Legal and A4. When you change the type of paper you load in the MFC, you will need to change the setting for Paper ...

GETTING STARTED 2 - 5 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 MFC is idle (not bei...

2 - 6 GETTING STARTED Setting the Speaker Volume You can adjust the MFC’s one-way 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 Hook , and then ...

GETTING STARTED 2 - 7 Setting the LCD Contrast You can adjust the LCD contrast for a sharper and more vivid display. If you are having difficulty reading the LCD from your position, try changing the contrast setting for improved viewing. 1 Press Menu/Set , 1 , 7 . 2 Press ▲ or ▼ to select Light or D...

2 - 8 GETTING STARTED Setting the Tray Use for Fax mode(MFC-5840CN only) The MFC uses the paper in Tray#1 first. You can change the default tray that will be used for printing received faxes. 1 Press Menu/Set , 1 , 9 . 2 Press ▲ or ▼ to select Tray#1 Only , Tray#2 Only , or Auto Select . Press Menu/...

SETUP SEND 3 - 1 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 ways. Manual dialing Press all of the digits of the phone or fax number. Set...

3 - 2 SETUP SEND 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 navigation keys to search. (See Storing Spe...

SETUP SEND 3 - 3 How to Fax (B&W and Color) Color fax transmission Your MFC 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 MFC will send it in real time (even if Real Time TX is set to Off ). Faxing ...

3 - 4 SETUP SEND 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. To cancel, press Stop/Exit . 1 If it is not illuminated in green, press ( Fax ). 2 Load your document on the scanner glass. 3 Dial the fa...

SETUP SEND 3 - 5 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 Enter the fax number using the dial pad, Speed-Dial or Search. (See How to dial on page 3-1.) 4 Press Black Start or Color Start . Manual transmi...

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

SETUP SEND 3 - 7 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...

3 - 8 SETUP SEND 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...

SETUP SEND 3 - 9 Dual Access (Not available for color faxes) You can dial a number, and begin scanning the fax into memory—even when the MFC is sending from memory or receiving faxes. The LCD shows the new job number and available memory. Your MFC normally uses Dual Access. However, to send a color ...

3 - 10 SETUP SEND Real Time Transmission When you are sending a fax, the MFC will scan the documents 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 document in real time (even if Real ...

SETUP SEND 3 - 11 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 ...

3 - 12 SETUP SEND Advanced sending operations Broadcasting (Not available for color faxes) 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/Se...

SETUP SEND 3 - 13 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 (...

3 - 14 SETUP SEND Delayed Fax (Not available for color faxes) 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 4. 1 If it is not illuminated in green, press ( Fax ). 2 Load your document. 3 Press Menu/...

SETUP SEND 3 - 15 Delayed Batch Transmission(Not available for color faxes) 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 nu...

4 - 1 SETUP RECEIVE 4 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. Setup Receive LCD How it works When to use it Fax Only (automatic receive) The MFC automatically answers every call as a...

SETUP RECEIVE 4 - 2 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 , External TAD or Manual . Press Menu/Set . 4 Press Stop/Exit . Setting the Ring Delay The Ring Delay sets the number o...

4 - 3 SETUP RECEIVE 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...

SETUP RECEIVE 4 - 4 Easy Receive When you use this feature, you don’t have to press Black Start , Color 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 ...

4 - 5 SETUP RECEIVE 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. The MFC calculates the reduction ratio by using the page size of the document and your Paper Size setting ( Menu...

SETUP RECEIVE 4 - 6 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...

5 - 1 QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 Storing numbers for easy dialing You can set up your MFC to do two 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-Dial number...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 2 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 - 4 5 Press Menu/Set to accept the Speed-Dial numbers for this Group. 6 Use the dial pad and the chart on page B-12 to enter a name for the Group. Press Menu/Set . (For example, type NEW CLIENTS). 7 Press Stop/Exit . You can print a list of all the Speed-Dial...

5 - 5 QUICK-DIAL NUMBERS AND DIALING OPTIONS 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 ...

QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 6 Tone or Pulse If you have a Pulse dialing service, but need to send Tone signals (for example, for telephone banking), follow the instructions below. If you have Touch Tone service, you will not need this feature to send tone signals. 1 Lift the handset o...

6 - 1 REMOTE FAX OPTIONS 6 Setting up Fax Forwarding When you select Fax Forward, your MFC stores the received fax in the memory. The MFC will then dial the fax number you’ve programmed and forwards the fax message. 1 Press Menu/Set , 2 , 5 , 1 . 2 Press ▲ or ▼ to select Fax Forward . Press Menu/Set...

REMOTE FAX OPTIONS 6 - 2 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/Set , 2 , 5 ...

6 - 3 REMOTE FAX OPTIONS Setting Fax Storage If you select Fax Storage, your MFC 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 select Fax Storage . Press Men...

REMOTE FAX OPTIONS 6 - 4 Turning off Remote Fax Options If you set the Remote Fax Options to Off and there are faxes in your MFC’s memory, the LCD will give you two options. ■ If you press 1 , all unprinted faxes will be printed and erased before the setting turns off. If a backup copy has already b...

6 - 5 REMOTE FAX OPTIONS Remote Retrieval You can call your MFC 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 with you at all times. Using yo...

REMOTE FAX OPTIONS 6 - 6 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...

6 - 7 REMOTE FAX OPTIONS Retrieving fax messages You can call your MFC from any touch tone phone and have your fax messages sent to a fax machine. 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 m...

PRINTING REPORTS 7 - 1 7 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 Report as pr...

7 - 2 PRINTING REPORTS Setting the Journal Period You can set the MFC 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 . 1...

PRINTING REPORTS 7 - 3 Printing reports Following reports are available: How to print a report 1 For MFC-5440CN, press Reports . For MFC-5840CN, 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, p...

8 - 1 MAKING COPIES 8 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 n...

MAKING COPIES 8 - 2 Making a single copy 1 Press ( Copy ) to illuminate it in green. 2 Load your document. (See Load documents on page 1-7.) 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...

8 - 3 MAKING COPIES Using the temporary Copy keys When you want to quickly change the copy settings temporarily for the next copy, use the temporary Copy keys. You can use different combinations. These settings are temporary, and the MFC returns to its default settings 60 seconds after it finishes c...

MAKING COPIES 8 - 4 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 Quality . 5 Press ▲ or ▼ to choose the...

8 - 5 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...

MAKING COPIES 8 - 6 6 Press Black Start or Color Start . Setting the paper type (MFC-5440CN only) If you are copying on special paper, be sure to select the type of paper you are using so you will get the best print quality. 1 Press ( Copy ) to illuminate it in green. 2 Load your document. 3 Use the...

8 - 7 MAKING COPIES Using the Tray Select key (MFC-5840CN only) The MFC uses the paper in Tray#1 first. You can change the tray that will be used for next copy only. 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)...

MAKING COPIES 8 - 8 Changing the temporary copy settings Use the 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 choosing ...

MAKING COPIES 8 - 10 4 Press Options and ▲ or ▼ to select Paper Size . Press Menu/Set . 5 Press ▲ or ▼ to select the size of paper you are using ( Letter , Legal , A4 , A5 or 4"(W)x 6"(H) ). Press Menu/Set . 6 Press Black Start or Color Start . Adjusting brightness You can adjust the copy br...

8 - 11 MAKING COPIES Adjusting contrast You can adjust the copy contrast to help an image look sharper and more vivid. 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 Options and ▲ or ▼ to select Contrast...

MAKING COPIES 8 - 12 Making N in 1 copies or a poster (Page Layout) You can reduce the amount of 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 feature you...

8 - 13 MAKING COPIES If you are using the scanner glass: 8 After the MFC scans the page, the LCD shows: Press 1 to scan the next page. 9 Put the next document on the scanner glass. Press Menu/Set . Repeat Steps 8 and 9 for each page of the layout. 10 After all the pages of the document have been sca...

MAKING COPIES 8 - 14 If you are copying from the ADF, insert the document face up in the direction shown below. 2 in 1 (P) 4 in 1 (P) 2 in 1 (L) (P) (L) 4 in 1 (L)

8 - 15 MAKING COPIES If you are copying from the scanner glass, place the 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 8 - 16 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...

8 - 17 MAKING COPIES Adjusting color saturation 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. Press Menu/Set . 4 Return to Step 2 to select the next color. — OR —...

MAKING COPIES 8 - 18 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...

9 - 1 WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 9 Introduction Even if your MFC is not connected to your computer, you can print photos directly from the digital camera media. Your Brother MFC includes five media drives (slots) for use with popular digital camera media: CompactFlash ® , SmartM...

WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 9 - 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 9-8.) ■ The image file extension must be .JPG (Other image file extensions .JPE...

9 - 3 WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 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...

WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 9 - 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 t...

9 - 7 WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) Paper Type & Paper Size 5 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...

9 - 9 WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 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 Pr...

WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 9 - 10 Adjusting brightness 1 Press Menu/Set , 4 , 3 . 2 Press ▲ to make a lighter print. — OR — Press ▼ to make a darker print. Press Menu/Set . 3 Press Stop/Exit . Adjusting contrast You can choose the contrast setting. More contrast will make an ima...

9 - 11 WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 3 Press ▲ or ▼ to select White Balance , Sharpness or Color Density . Press Menu/Set . 4 Press ▲ or ▼ to adjust the degree of the setting. Press Menu/Set . 5 Press Stop/Exit . ■ White Balance This setting adjusts the hue of the white areas of an...

WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 9 - 12 Cropping If your photo is too long or wide to fit the available space on your selected layout, part of the image will be automatically cropped. The default setting is On . If you want to print the whole image, turn this setting to Off . 1 Press ...

9 - 13 WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 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, th...

WALK-UP PHOTOCAPTURE CENTER ™ (MFC-5840CN ONLY) 9 - 14 Using PhotoCapture Center ™ from your PC You can access the media card that is in the media drive (slot) of the MFC from your PC. (See Using the PhotoCapture Center ™ from your PC on page 6-1 in Software User’s Guide on the CD-ROM or Using the P...

10 - 1 IMPORTANT INFORMATION 10 Standard telephone and FCC NoticesThese notices are in effect on models sold and used in the United States only. When programming emergency numbers or making test calls to emergency numbers: ■ Remain on the line and briefly explain to the dispatcher the reason for the...

IMPORTANT INFORMATION 10 - 4 Important Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user’s authority to operate the equipment. Industry Canada Compliance Statement (Canada only) This Class B digital apparatus complies with Canadian ICES-003. Cet appareil...

10 - 5 IMPORTANT INFORMATION International E NERGY S TAR ® Compliance Statement The purpose of the International E NERGY S TAR ® Program is to promote the development and popularization of energy-efficient office equipment. As an E NERGY S TAR ® Partner, Brother Industries, Ltd. has determined that ...

IMPORTANT INFORMATION 10 - 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 Unplug this product from the wall outlet before cleaning. Do not use liquid or aerosol cleaners. Use a damp cl...

10 - 7 IMPORTANT INFORMATION 12 Do not place anything in front of the MFC that will block received faxes. Do not place anything in the path of received faxes. 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, si...

IMPORTANT INFORMATION 10 - 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. © 2004 Brother Industries, Ltd. All rights ...

11 - 1 TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 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...

11 - 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 ...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 6 Printer jam or paper jam Remove the jammed paper depending on where it is jammed in the MFC. Paper is jammed inside the paper tray 1 Pull the paper tray out of the MFC. 2 Pull out the jammed paper to remove it. Paper Tray Jammed paper

11 - 7 TROUBLESHOOTING AND ROUTINE MAINTENANCE Paper is jammed inside the MFC 1 Remove the Jam Clear Cover. Pull the jammed paper out of the MFC. 2 Re-insert the Jam Clear Cover. 3 If you can not pull out the jammed paper, lift the scanner cover from the right-hand side of the MFC until it locks sec...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 8 4 Remove the jammed paper. 5 Lift the scanner cover to release the lock. Gently push the scanner cover support down and close the scanner cover. If the paper is jammed underneath the print head, disconnect the MFC from the power source so you can move t...

11 - 9 TROUBLESHOOTING AND ROUTINE MAINTENANCE If you are having difficulty with your MFC If you think there is a problem with your MFC, check the chart below and follow the troubleshooting tips. The Brother Solutions Center offers the latest FAQs and troubleshooting tips. Visit us at http://solutio...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 14 Compatibility If you are having difficulty sending or receiving a fax due to possible interference on the phone line, we recommend that you adjust the Equalization for compatibility. The MFC adjusts the modem speed for fax operations. 1 Press Menu/Set ...

11 - 15 TROUBLESHOOTING AND ROUTINE MAINTENANCE How to improve print quality Cleaning the print head To ensure good print quality, the MFC 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 line ...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 16 Checking the print quality If faded or streaked colors and text appear 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 11 - 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 ...

11 - 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 11 - 20 Packing and shipping the MFC Whenever you transport the MFC, use the packing materials that came with your MFC. If you do not pack the MFC properly, you could void your warranty. Caution It is important to allow the MFC to ‘park’ the print head after a...

11 - 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 MFC from the telephone wall jack and remove the telephone line cord from MFC. 5 Unplug the MFC from the AC power outlet. ...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 22 8 Pack the printed materials in the original carton as shown below. Do not pack the used ink cartridges in the carton. 9 Close the carton. If you are returning your machine to Brother as part of the Exchange Service, pack only the MFC. Keep all separat...

11 - 23 TROUBLESHOOTING AND ROUTINE MAINTENANCE Routine maintenance Cleaning the scanner Unplug the MFC and 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 ...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 24 Cleaning the MFC printer platen ■ Be careful not to touch the paper feed star wheels or encoder film. ■ Be sure to unplug the MFC from the AC power outlet before cleaning the printer platen. ■ If ink is scattered on or around the printer platen be sure...

11 - 25 TROUBLESHOOTING AND ROUTINE MAINTENANCE Replacing the ink cartridges Your MFC is equipped with an ink dot counter. The ink dot counter automatically monitors the level of ink in each of the four cartridges. When the MFC detects an ink cartridge is running out of ink, the MFC will notify you ...

TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 26 4 Remove the cartridge covers. 5 Each color has its own correct position. Keep the ink cartridge in an upright position when you insert it into slot. Press down on the ink cartridge until the hook snaps over it. 6 Lift the scanner cover to release the ...

11 - 27 TROUBLESHOOTING AND ROUTINE MAINTENANCE 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...

A - 1 APPENDIX A A Setting up telephone services Your MFC supports the Distinctive Ring and Caller ID 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 such ...

APPENDIX A A - 2 What does Brother’s ‘Distinctive Ring’ do? The Brother MFC has a Distinctive Ring feature that allows you to use your MFC 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 Mail? If ...

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

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 MFC. 1 Press Menu/Set , 2 , 0 , 3 . 2 P...

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 MFC, you can make your MFC take the call by using the Fax Receive Code. When you press the Fax Receive Code 51 , the...

APPENDIX A A - 8 Using a cordless external handset If your cordless telephone is connected to the EXT. jack on 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 ca...

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

APPENDIX A A - 10 Connecting an external telephone answering device (TAD) Sequence You may choose to connect an additional 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 i...

A - 11 APPENDIX A When you are using a TAD, the LCD shows Telephone . If You Do Not Subscribe to Distinctive Ring Service: You must plug your TAD into the EXT. jack of your MFC. If your TAD is plugged into a wall jack, both your MFC and the TAD will try to control the phone line. (See illustration b...

APPENDIX A A - 12 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 telephone wall jack into the back of...

A - 13 APPENDIX A 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 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 or...

APPENDIX A A - 16 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 connect ...

B - 1 APPENDIX B B On-screen 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, we have creat...

APPENDIX B B - 2 Navigation 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 pres...

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 MFC. 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 character...

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 pressing Hook or picking up the handset of an external phone. Autom...

S - 1 SPECIFICATIONS S Product description General Specifications Memory Capacity 16 MB Automatic Document Feeder (ADF) Up to 35 pages Temperature: 68°F - 86°F (20 °C - 30 °C) Humidity: 50% - 70% Paper: 20 lb Letter size Paper Tray 100 Sheets (20 lb) Paper Tray#2 (MFC-5840CN only) 250 Sheets (20 lb)...

S - 3 SPECIFICATIONS Print media Paper Input Paper Tray ■ Paper type:Plain paper, inkjet paper (coated paper), glossy paper* 2 , transparencies* 1 * 2 and envelopes ■ Paper size:Letter, Legal* 3 , Executive, A4, A5, A6, JIS_B5, envelopes (commercial No.10, DL, C5, Monarch, JE4), Photo card, Index ca...

S - 7 SPECIFICATIONS Scanner Memory Transmission Up to 200* 1 /170* 2 pages (MFC-5440CN) Up to 480* 1 /400* 2 pages (MFC-5840CN) Out of Paper Reception Up to 200* 1 /170* 2 pages (MFC-5440CN) Up to 480* 1 /400* 2 pages (MFC-5840CN) *1 “Pages” refers to the “Brother Standard Chart No. 1” (a typical b...

S - 9 SPECIFICATIONS Computer requirements Minimum System Requirements Computer Platform & Operating System Version Processor Minimum Speed Minimum RAM Recommended RAM Available Hard Disk Space for Drivers Windows ® * 1 Operating System 98, 98SE Pentium II or equivalent 32 MB 64 MB 90 MB Me 2000...

SPECIFICATIONS S - 10 Consumable items Ink The MFC uses individual Black, Yellow, Cyan and Magenta ink cartridges that are separate from the print head assembly. Service Life of Ink Cartridge Standard Black - Approximately 500 pages at 5% coverage High Yield Black - Approximately 900 pages at 5% cov...

INDEX I - 5 Group dial changing ........................ 5-2setting up Groups for Broadcasting ................ 5-3 Search .............................. 3-2Speed-Dial changing ........................ 5-2setting up ....................... 5-1using .............................. 3-2 R Receive Mode ....

I - 6 INDEX Troubleshooting ................ 11-1 checking ink volume .... 11-19document jam ................ 11-5error messages on LCD ... 11-1if you are having difficulty copying ..................... 11-12incoming calls ........... 11-12Network ..................... 11-13phone line .................

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. ...