Brother 7840 W User Guide

							Receiving a fax41
6
Receive mode settings6
Ring delay6
The ring delay sets the number of times the 
machine rings before it answers in Fax Only  
and  Fax/Tel  modes.
If you have external or extension telephones 
on the same line as the machine choose the 
maximum number of rings. (See  Operation 
from extension telephones  on page 48 and 
Fax Detect on page 41.)
aMake sure you are in Fax mode  .
bPress  Menu, 2,  1, 1 .
cPress  a or b  to choose how many times 
the line rings before the machine 
answers.
Press OK.
dPress  Stop/Exit .
F/T ring time (Fax/Tel mode 
only)6
When somebody calls your machine, you and 
your caller will hear t he normal telephone ring 
sound. The number of rings is set by the ring 
delay setting. 
If the call is a fax, then your machine will 
receive it; however, if it is a voice call the 
machine will sound the F/T ring (a fast 
double-ring) for the time you have set in the 
F/T ring time setting.  If you hear the F/T ring 
it means that you have a voice caller on the 
line.
Because the F/T ring is made by the machine, 
extension and extern al telephones will not 
ring; however, you can still answer the call on 
any telephone. (For more information see 
Using remote codes on page 50.)
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1,  2.
cPress  a or  b to choose how long the 
machine will ring to alert you that you 
have a voice call (20, 30, 40 or 70 
seconds).
Press OK.
dPress  Stop/Exit .
Fax Detect6
Turning Fax Detect  On allows the machine to 
receive fax calls automatically if you lift any 
handset on the same line as the machine.
When you see Receiving  on the LCD or 
when you hear ‘chirps’ through the handset 
you are using, just replace the handset and 
your machine will re ceive the fax. 
If this feature is set to  On, but your machine 
does not connect a fax call when you lift the 
handset of an extension or external 
telephone, press  l51  on the external or 
extension phone. (See Operation from 
extension telephones  on page 48.)
Note
• You need to turn the Remote Codes 
setting to on to use  the Remote Activation 
code  l51. (See  Using remote codes  
on page 50.)
• If you use a modem, or send faxes from a  computer, on the same line and your 
machine intercepts them, set 
Fax Detect  to Off.
 
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1,  3.
cPress  a or  b to choose  Onor Off.
Press OK.
dPress  Stop/Exit . 
						

							Chapter 6
42
Setting the print density6
You can adjust the print density to make your 
printed pages darker or lighter.
aMake sure you are in Fax mode  .
b Press  Menu, 2, 1 , 7.
cPress  a to make the print darker.
Or, press b  to make the print lighter.
Press OK.
dPress  Stop/Exit .
Additional receiving 
operations
6
Printing a reduced incoming 
fax6
If you choose  On, the machine automatically 
reduces each page of an incoming fax to fit on 
one page of A4 or Letter size paper.
The machine calculates the reduction ratio by 
using the page size of the fax and your Paper 
Size setting ( Menu, 1, 3).
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1,  5. 
cPress  a or  b to choose  On or Off.
Press OK.
dPress  Stop/Exit .
Setting the fax receive stamp6
You can set the machine  to print the received 
date and time in the top centre of each 
received fax page.
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1,  9.
cPress  a or  b to choose  On or Off.
Press OK.
dPress  Stop/Exit .
Note
Make sure you have set the current date 
and time in the machine.
  
						

							Receiving a fax43
6
Receiving faxes into memory6
As soon as the paper tray becomes empty 
during fax reception, the screen will display 
No Paper, asking you to put paper in the 
paper tray. (See  Loading paper and print 
media on page 9.) If you are unable to put 
paper in the paper  tray the following will 
happen:
If Memory Receive  is On:6
The machine will carry  on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available. 
Further incoming faxes w ill also be stored into 
memory until the memory is full. When the 
memory is full th e machine will stop 
automatically answering calls. To print the 
faxes, put fresh paper in the tray.
If Memory Receive  is Off:6
The machine will carry  on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available. The 
machine will then stop automatically 
answering calls until fresh paper is put in the 
paper tray. To print the last fax you received, 
put fresh paper in the tray.
aMake sure you are in Fax mode  .
bPress  Menu, 2,  1, 6 .
cUse  a or  b to choose  On or  Off. 
Press OK.
dPress  Stop/Exit .
Printing a fax from the 
memory6
If you are using the Fax Storage feature 
(Menu , 2,  5, 1 ), you can still print a fax from 
the memory when you are at your machine. 
See  Fax storage  on page 56.
aPress Menu, 2, 5,  3.
bPress  Start.
cPress  Stop/Exit . 
						

							44
7
Telephone line 
services
7
Caller ID7
The Caller ID feature lets you use the Caller 
ID subscriber service offered by many local 
telephone companies. Call your telephone 
company for details. This service shows the 
telephone number, or name if it is available, 
of your caller as the line rings.
After a few rings, the LCD will show the 
telephone number of your caller (and name, if 
available). Once you answer a call, the Caller 
ID information disappears from the LCD, but 
the call information stays stored in the Caller 
ID memory.
„ You will see the number (or name) on the 
LCD.
„ The  ID Unknown  message means the 
call originated outside your Caller ID 
service area.
„ The  ID Withheld  message means the 
caller has intentionally blocked 
transmission of information.
You can print a list of the Caller ID information 
received by your machine. (See  Printing the 
Caller ID List  on page 44.)
Note
• The Caller ID service varies with different 
carriers. Call your local telephone 
company to find out about the kind of 
service available in your area.
• This feature may not be available in some  countries.
 
Setting the Caller ID to On7
If you have Caller ID on your line, then this 
function should be set to  On to display the 
caller’s phone number on the LCD as the 
telephone rings.
aPress  Menu, 2, 0,  3.
bPress  a or  b to choose  On (or Off).
Press OK.
cPress  Stop/Exit .
Viewing the Caller ID List7
Your machine stores information for the last 
thirty calls in the Caller ID list. You can view 
or print this list. When  the thirty-first call 
comes in to the mach ine, it replaces 
information about the first call.
aPress  Menu, 2, 0,  3.
bPress  a or  b to choose  Display ID .
Press OK.
The Caller ID of the  last call will appear 
on the display. If no ID is stored, the 
beeper will sound and  No Caller ID 
will appear on the display.
cPress  a or  b to scroll through the Caller 
ID memory to choose the Caller ID you 
want to view, and then press OK.
The LCD will show the callers number  
and the date and time of the call.
dTo finish viewing, press  Stop/Exit.
Printing the Caller ID List7
aPress Menu, 2, 0,  3.
bPress  a or  b to choose Print Report .
Press OK.
If no ID is stored, the beeper will sound 
and  No Caller ID  will appear on the 
LCD.
Telephone and external devices7 
						

							Telephone and external devices45
7
cPress Start.
dAfter printing has finished, 
press Stop/Exit .
Setting the telephone line 
type7
If you are connecting the machine to a line 
that features a PBX or ISDN to send and 
receive faxes, it is necessary to change the 
Telephone Line Type accordingly by 
completing the following steps. If you are 
using a line that featur es a PBX, you can set 
your machine to always gain access to an 
outside line, or not.
aPress  Menu, 0,  6.
bPress  a or  b to choose  PBX, ISDN (or 
Normal ).
Press  OK.
cDo one of the following:
„ If you chose ISDN or  Normal, go to 
g .
„ If you chose  PBX, go to d
dDo one of the following:
„ If you want to change the current 
prefix number, press  1 and go to  e.
„ If you do not want to change the 
current prefix number, press  2 and 
go to  g.
eEnter the prefix number (up to 5 digits) 
on the dial pad.
Press  OK.
Note
• You can use the numbers 0 to 9, #,  l and !.
(Press  Tel/R to display “!”.)
You cannot use ! with any other numbers 
or characters.
If your telephone system requires a timed 
break recall, press  Tel/R to enter the 
break. • If the pulse dialling mode is on, # and l
 are 
not available to use.
 
fPress  a or  b to choose  On or Always .
Press  OK.
Note
• If you choose  On, pressing Tel/R (the 
screen displays “!”.) will let you access an 
outside line.
• If you choose  Always, you can access an 
outside line without pressing Tel/R .
 
gPress Stop/Exit .
PBX and TRANSFER7
The machine is initially set to  Normal, which 
lets the machine connect to a standard PSTN 
(Public Switched Telephone Network) line. 
However, many offices use a central 
telephone system or Private Branch 
Exchange (PBX). Your machine can be 
connected to most types of PBX. The 
machine’s recall feature supports timed break 
recall only (TBR). TBR will work with most 
PBX systems allo wing you to gain access to 
an outside line, or transfer calls to another 
extension. The feature works when  Tel/R is 
pressed. 
						

							Chapter 7
46
BT call sign (U.K. only)7
The BT Call Sign subscriber service is a way 
to have a separate number for your machine, 
it allows you to have at least two separate 
telephone numbers on one phone line. Each 
phone number has its own distinctive ringing 
pattern.
You can set up your machine so that it only 
responds to the second number.
When you set the BT Call Sign feature to ON, 
the receive mode is set to Manual  
automatically.  Manual mode will not respond 
to incoming telephone calls, since the 
number you use for telephone calls will use 
the normal ring pattern. If you turn the feature 
off, your receive mode will remain on 
Manual .
To enable the machine to work with BT 
Call Sign
7
This feature will only work with your external 
phone.
aPress Menu, 2,  0, 2 .
The screen displays the current setting.
bPress  a or  b to choose  On or Off.
Press OK.
cPress  Stop/Exit .
Connecting an external 
TAD 
7
You can connect an external Telephone 
Answering Device (TAD) to the same line as 
your machine. When the TAD answers a call, 
your machine will “listen” for the CNG (fax 
calling) tones sent by  a sending fax machine. 
If it hears them it will take over the call and 
receive the fax. If it  does not hear them, it will 
let your TAD take a voice message and the 
display will show  Telephone.
The external TAD must answer within four 
rings (we recommend you set it to two rings). 
This is because your machine cannot hear 
the CNG tones until the external TAD has 
picked up the call. T he sending machine will 
send CNG tones for only eight to ten seconds 
longer. We do not recommend using the toll 
saver feature on your external TAD if it needs 
more than four rings to activate it.
Note
If you have problems receiving faxes, 
reduce the ring delay setting on your 
external TAD.
 
Connections7
The external TAD must be connected as 
shown in the illustration below.
 
1TAD
1
1 
						

							Telephone and external devices47
7
aSet your external TAD to one or two 
rings. (The machine’s Ring Delay 
setting does not apply.)
bRecord the outgoing message on your 
external TAD.
cSet the TAD to answer calls.
dSet the Receive Mode to 
External TAD. (See Receive modes  
on page 39.)
Recording an outgoing 
message (OGM)7
aRecord 5 seconds of  silence at the 
beginning of your message. This allows 
your machine time to  listen for fax tones.
bLimit your speaking to 20 seconds.
cEnd your 20-second message by giving 
your Remote Activation code for people 
sending manual faxes. For example: 
“After the beep, leave a message or 
send a fax by pressing  l51  and Start.”
Note
• You need to turn the Remote Codes 
setting to on to use the Remote Activation 
code  l51. (See Using remote codes  
on page 50.)
• We recommend beginning your OGM with  an initial 5 second silence because the 
machine cannot hear fax tones over a loud 
voice. You may try leaving out this pause, 
but if your machine has trouble receiving, 
then you should re-record the OGM to 
include it.
 
Multi-line connections (PBX)7
We suggest you ask the company who 
installed your PBX to connect your machine. 
If you have a multi line system we suggest 
you ask the installer to connect the unit to the 
last line on the system. This prevents the 
machine being activated each time the 
system receives telephone calls. If all 
incoming calls will be answered by a 
switchboard operator we recommend that 
you set the Receive Mode to  Manual.
We cannot guarantee th at your machine will 
operate properly under all circumstances 
when connected to a PBX. Any difficulties 
with sending or receiving faxes should be 
reported first to the company who handles 
your PBX. 
						

							Chapter 7
48
External and extension 
telephones
7
Note
You need to turn the Remote Codes 
setting to on to use the Remote Activation 
code  l51 and Remote Deactivation code 
#51. (See Using remote codes 
on page 50.)
 
Operation from extension 
telephones7
If you answer a fax call on an extension 
telephone, or an external telephone that is 
correctly connected to  the machine into the 
correct socket on the machine, you can make 
your machine take the call by using the 
Remote Activation code. When you press the 
Remote Activation code  l51  the machine 
starts to receive the fax. 
If you answer a call and no one is on 
the line:
7
You should assume that you’re receiving a 
manual fax.
Press  l51  and wait for the chirp or until the 
machine’s LCD shows  Receiving, and then 
hang up.
Note
You can also use the Fax Detect feature to 
make your machine tact ically take the call. 
(See  Fax Detect  on page 41.)
 
For Fax/Tel mode only7
When the machine is in  Fax/Tel mode, it will 
use the F/T Ring Time (pseudo/double-
ringing) to alert you to pick up a voice call.
Lift the external telephone’s handset, and 
then press Tel/R  to answer.
If you are at an extens ion telephone, you will 
need to lift the handset during the F/T Ring 
Time and then press  #51 between the 
pseudo/double rings. If no one is on the line, 
or if someone wants to send you a fax, send 
the call back to the machine by pressing  l51.
Connecting an external or 
extension telephone7
You can connect a separate telephone 
directly to your machine as shown in the 
diagram below.
 
1 Extension telephone
2 External telephone
When you are using an external telephone, 
the LCD shows  Telephone.
21 
						

							Telephone and external devices49
7
Using extension telephones (U.K. 
only)
7
Your premises may already be wired with 
parallel extension telephones (those 
connected to sockets in other rooms in the 
building), or perhaps you intend to add 
extension telephones to your line. While the 
simplest arrangement is a parallel 
connection, there are some reasons why this 
arrangement may cause problems.
The most common problem, is someone 
picking up an extension telephone while the 
machine is trying to send a fax.
Such problems can easily be eliminated, if 
you arrange modification of your extension 
wiring circuit, such that extension devices are 
connected “downstream” of your machine, in 
a master/slave configuration (see  figure 2). In 
such a configuration, this machine can 
always detect whether a  telephone is in use, 
so it will not attempt to seize the line during 
that time. This is k nown as “telephone off-
hook detection”.
The inadvisable configuration is shown in 
figure 1, and the recommended master/slave 
configuration is shown in  figure 2.
This new connection configuration can be 
arranged by contacting BT, Kingston upon 
Hull Telecommunications, your PBX 
maintainer or a qualified telephone 
installation company as appropriate. Simply 
explained, the extension telephone circuit 
should be terminated on a normal modular 
plug (BT 431A style), which in turn should be 
inserted into the modula r socket of the white 
“T”-shaped connector provided as part of the 
line cord assembly. Figure 1:
 
7
1 Extension socket
2 Master socket
3 Incoming line
Figure 2: Recommended connection of 
extension sockets
 7
1 Extension socket
2 Master socket
3 Incoming line
These phones are now connected as external 
devices as shown on page 48, because they 
are connected to the fax machine via the T-
connector.
FAX
12 3
1
FAX
12
3
1 
						

							Chapter 7
50
Using a non-Brother cordless 
external handset7
If your non-Brother cordless telephone is 
connected to the telephone line cord (see 
page 48) and you typically carry the cordless 
handset elsewhere, it is easier to answer 
calls during the Ring Delay. 
If you let the machine answer first, you will 
have to go to the machine so you can press 
Tel/R  to transfer the  call to the cordless 
handset.
Using remote codes7
Remote Activation code7
If you answer a fax call on an extension or 
external telephone, you can tell your machine 
to receive it by pressing the Remote 
Activation code  l51 . Wait for the chirping 
sounds then replace the handset. (See  Fax 
Detect on page 41.) Your caller will have to 
press start to send the fax.
Remote Deactivation code7
If you receive a voice call and the machine is 
in F/T mode, it will st art to sound the F/T 
(double-ring) after the initial ring delay. If you 
pick up the call on an extension telephone 
you can turn the F/T ring off by pressing  #51 
(make sure you press this  between the rings).
Turning on the remote codes7
You need to turn the Remote Codes setting to 
on to use the Remote Activation code and 
Remote Deactivation code.
aMake sure you are in Fax mode  .
bPress  Menu 2 , 1,  4.
cPress  a or  b to choose  On.
dIf you do not want to change the Remote 
Activation code, press  OK.
eIf you do not want to  change the Remote 
Deactivation code, press  OK.
fPress  Stop/Exit .
Changing the remote codes7
The preset Remote Activation code is  l51 . 
The preset Remote Deactivation code is  #51. 
If you are always disconnected when 
accessing your external TAD, try changing 
the three-digit remote codes, for example  ### 
and  555.
aMake sure you are in Fax mode  .
bPress  Menu 2 , 1 , 4.
cPress  a or  b to choose  On (or Off).
Press OK.
dIf you chose  On in c, enter the new 
Remote Activation code.
Press OK.
eEnter the new Remote Deactivation 
code.
Press OK.
fPress  Stop/Exit .