Brother 7840 W User Guide

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8
8
How to dial8
You can dial in any of the following ways.
Manual dialling8
Use the dial pad to enter all the digits of the 
telephone or fax number.
 
One touch dialling8
Press the One Touch key that stores the 
number you want to call. (See Storing 
one touch dial numbers  on page 52.)
 
To dial One Touch numbers 5 to 8, hold down 
Shift as you press the One Touch key.
Speed dialling8
Press  Search/Speed Dial , and then the three 
digit Speed Dial number. (See  Storing 
speed dial numbers on page 53.)
 
Note
If the LCD shows  Not Registered  
when you enter a One Touch or a 
Speed Dial number, it means that a 
number is not stored there.
 
Search8
You can search alphabetically for names you 
have stored in the One Touch and 
Speed Dial memories. (See  Storing 
one touch dial numbers on page 52 and 
Storing speed dial numbers  on page 53.)
aPress Search/Speed Dial .
bPress b.
cPress the dial pad key for the first few  
letters of the name. (Use the chart on 
Entering text  on page 145 to help you 
enter letters.)
Press OK.
dPress  a or  b to scroll until you find the 
name you are looking for.
Press OK.
ePress  Start.
Note
• If you do not enter a letter and press  OK in 
c , all registered names  will appear. Press 
a  or b  to scroll until you find the name you 
are looking for.
Dialling and storing numbers8
Search/Speed Dial 
						

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52
• If the LCD shows  No Contact Found  
when you enter the firs t few letters of the 
name, it means that a name for the letter 
is not stored.
 
Fax redial8
If you are sending a fax automatically and the 
line is busy, the mach ine will automatically 
redial up to three times at five minute 
intervals.
If you are sending a fax manually and the line 
is busy, press  Redial/Pause, wait for the 
other fax machine to answer, and then press 
Start  to try again. If you want to make a 
second call to the last number dialled, you 
can save time by pressing  Redial/Pause and 
Start .
Redial/Pause  only works if you dialled from 
the control panel.
Storing numbers8
You can set up your machine to do the 
following types of easy  dialling: One Touch, 
Speed Dial and Groups for Broadcasting 
faxes. You can also  specify the default 
resolution for each One Touch and 
Speed Dial number. When you dial a 
quick dial number, the LCD shows the name, 
if you stored it, or the number. A scan profile 
can also be stored along with the fax number.
If you lose electrical power, the quick dial 
numbers stored in the memory will not be lost.
A scan profile is the resolution and other scan 
settings that you choose when you store a 
number.
Storing a pause8
Press  Redial/Pause  to insert a 2.8-second 
pause between numbers. You can press 
Redial/Pause  as many times as needed to 
increase the length of the pause.
Storing one touch dial 
numbers8
Your machine has 4 One Touch keys where 
you can store 8 fax or telephone numbers for 
automatic dialling. To access numbers 5 to 8, 
hold down  Shift as you press the One Touch 
key.
 
aPress  Menu, 2, 3,  1.
bPress the One Touch key where you 
want to store a number. 
						

							Dialling and storing numbers53
8
cEnter the number (up to 20 characters). 
PressOK.
dDo one of the following:
„ Enter the name using the dial pad 
(up to 15 characters). Press OK.
„ Press OK to store the number  
without a name.
eDo one of the following:
„ If you want to save a fax resolution 
along with the number, Press  a or  b 
to choose  Std, Fine,  S.Fine or 
Photo.
Press OK.
„ Press  OK if you do not want to 
change the default resolution.
fDo one of the following:
„ To store another One Touch number 
go to  b.
„ To finish storing One Touch 
numbers press  Stop/Exit.
Storing speed dial numbers8
You can store your frequently used numbers 
as Speed Dial numbers, so that when you 
dial you will only have to press a few keys 
(Search/Speed Dial , the three-digit number 
and  Start). The machine can store 200 
Speed Dial numbers (001 - 200).
aPress  Menu, 2,  3, 2 .
bUse the dial pad to enter a three-digit 
Speed Dial location  number (001-200). 
Press OK.
cEnter the number (up to 20 characters) 
Press OK
dDo one of the following:
„ Enter the name using the dial pad 
(up to 15 characters). Press OK.
„ Press OK to store the number 
without a name.
eDo one of the following:
„ If you want to save  a fax resolution 
along with the number, Press a  or b 
to choose  Std, Fine, S.Fine  or 
Photo.
Press OK.
„ Press  OK if you do not want to 
change the default resolution.
fDo one of the following:
„ To store another Speed Dial number 
go to  b.
„ To finish storing Speed Dial numbers 
press  Stop/Exit .
Note
When you do a broadcast and you have 
saved a scan profile along with the 
number, the scan profile of the 
One Touch, Speed Dial or Group number 
you chose first will be applied to the 
broadcast.
 
Changing one touch and 
speed dial numbers8
If you try to store a One Touch or Speed Dial 
number over an existing number, the LCD will 
show the name or number already stored 
there. If your machine has a scheduled job or 
you have set a fax forwarding number, the 
LCD will ask you if you want to change the 
number.
aDo one of the following:
„ To change the stored number, 
press 1.
„ To exit without making a change, 
press 2.
 
#005:MIKE1.Change 2.Exit
bEnter a new number or character.
Press OK. 
						

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54
cPress  d or  c to position the cursor under 
the character you want to change, and 
then press  Clear/Back  to delete it. 
Repeat for each character you want to 
delete.
Setting up groups for 
broadcasting8
If you often want to  send the same fax 
message to many fax numbers you can set 
up a group. 
Groups are stored on a One Touch key or a 
Speed Dial number. Each group uses up a 
One Touch key or a Speed Dial location. You 
can then send the fax message to all the 
numbers stored in a group just by pressing a 
One Touch key or entering a Speed Dial 
number, and then pressing Start .
Before you can add numbers to a group, you 
need to store them as One Touch or 
Speed Dial numbers. You can have up to 8 
small groups, or you can assign up to 207 
numbers to one large group.
aPress  Menu, 2,  3, 3 .
bChoose an empty location where you 
want to store the group in one of the 
following ways:
„ Press a One Touch key.
„ Press  Search/Speed Dial  and then 
enter the three-digit Speed Dial 
location.
Press OK.
cUse the dial pad to enter a group 
number (01 to 08).
Press OK.
dTo add One Touch or Speed Dial 
numbers follow the instructions below:
„ For One Touch numbers, press the 
One Touch keys one after the other.  „
For Speed Dial numbers, press 
Search/Speed Dial, and then enter 
the three-digit Speed Dial location.
The LCD will display your chosen 
One Touch numbers with a l  and 
Speed Dial numbers with a # (for 
example  l006, #009).
ePress  OK when you have finished 
adding numbers.
fDo one of the following:
„ Enter the name using the dial pad 
(up to 15 characters). Use the chart 
on  Entering text  on page 145 to help 
you enter letters.
Press OK.
„ Press  OK to store the group without 
a name.
gDo one of the following:
„ If you want to save  a fax resolution 
along with the number, Press a  or b 
to choose  Std, Fine, S.Fine  or 
Photo.
Press OK.
„ Press  OK if you do not want to 
change the default resolution.
hDo one of the following:
„ To store another group for 
broadcasting, press  OK. Go to  b.
„ To finish storing groups for 
broadcasting, press  Stop/Exit. 
						

							Dialling and storing numbers55
8
Combining quick dial 
numbers8
You can combine more than one Quick Dial 
number when you dial. This feature may be 
useful if you need to di
al an access code for 
a cheaper rate from another long distance 
carrier.
For example, you might have stored ‘555’ on 
Speed Dial #003 and ‘7000’ on Speed Dial 
#002. You can use them both to dial 
‘555-7000’ if you pr ess the following keys:
Press  Search/Speed Dial , 003. Press 
Search/Speed Dial , 002 and Start .
Numbers can be added manually by entering 
them on the dial pad:
Press  Search/Speed Dial , 003 , 7001 (on the 
dial pad), and  Start.
This would dial ‘555–7001’. You can also add 
a pause by pressing the  Redial/Pause key.
Tone or pulse8
If you have a Pulse dialling service, but need 
to send Tone signals (for example, for 
telephone banking), fo llow the instructions 
below. If you have Touch Tone service, you 
will not need this feature  to send tone signals.
aLift the handset of the external 
telephone.
bPress # on the machine’s control panel. 
Any digits dialled after this will send tone 
signals.
When you hang up, the machine will 
return to the Pulse dialling service. 
						

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9
Remote fax options let you receive faxes 
while you are away from the machine.
You can use  only one remote fax option at a 
time.
Fax forwarding9
The fax forwarding feature lets you 
automatically forward your received faxes to 
another machine. If you choose Backup Print 
On, the machine will al so print the fax.
aPress Menu, 2,  5, 1 .
bPress  a or  b to choose  Fax Forward .
Press OK.
The LCD will ask you to enter the fax 
number you want your faxes to be 
forwarded to.
cEnter the forwarding number (up to 20 
digits).
Press OK.
dPress  a or  b to choose  On or Off.
Press  OK.
 
Backup Print
On
ePress  Stop/Exit .
Note
If you choose Backup Print On, the 
machine will also print the fax at your 
machine so you will have a copy. This is a 
safety feature in case there is a power 
failure before the fax is forwarded or a 
problem at the rece iving machine. The 
MFC-7840W can store faxes to up to 4 
days if there is a power failure. The faxes 
stored in the MFC-7320 or MFC-7440N 
memory will be deleted.
 
Fax storage9
The fax storage feature lets you store your 
received faxes in the machine’s memory. You 
can retrieve stored fa x messages from a fax 
machine at another location using the remote 
retrieval commands, see  Retrieving fax 
messages  on page 60. Your machine will 
automatically print a copy of the stored fax.
aPress  Menu, 2, 5,  1
bPress  a or  b to choose  Fax Storage .
Press OK.
cPress  Stop/Exit .
Remote fax options 9 
						

							Remote fax options57
9
PC fax receive9
If you turn on the PC Fax Receive feature 
your machine will store received faxes in 
memory and send them to your PC 
automatically. You can then use your PC to 
view and store these faxes.
Even if you have turned off your PC (at night 
or on the weekend, for example), your 
machine will receive and  store your faxes in 
its memory. The LCD will show the number of 
stored faxes received, for example: 
PC Fax Msg:001  
When you start your PC and the PC Fax 
Receiving software runs, your machine 
transfers your faxes to  your PC automatically.
To transfer the received  faxes to your PC you 
must have the PC-FAX Receiving software 
running on your PC. (For details, see  PC-FAX 
receiving  in the Software User’s Guide on the 
CD-ROM.) 
aPress  Menu, 2,  5, 1 .
bPress  a or  b to choose 
PC Fax Receive .
Press OK.
cPress  a or  b to choose   or your 
computer name if the machine is 
connected to a network* (* MFC-7440N 
and MFC-7840W only).
 
Selectabor OK

Press OK.
dPress  a or  b to choose  On or Off. 
Backup Print
Off
Press OK.
ePress  Stop/Exit .
Note
• Before you can set up PC Fax Receive 
you must install the MFL-Pro Suite 
software on your PC.  Make sure your PC 
is connected and turned on. (For details 
see  PC-FAX Receiving  in the Software 
User’s Guide on the CD-ROM.)
• If your machine has a problem and is  unable to print faxes in memory, you can 
use this setting to tran sfer your faxes to a 
PC. (For details, see Error and 
maintenance messages  on page 103.)
• If you choose Back up Print On, the 
machine will also prin t the fax at your 
machine so you will have a copy. This is a 
safety feature in case there is a power 
failure before the fax is forwarded or a 
problem at the receiving machine. The 
MFC-7840W can store faxes to up to 4 
days if there is a power failure. The faxes 
stored in the MFC-7320 or MFC-7440N 
memory will be deleted.
• PC Fax Receive is not supported in Mac  OS. (See  PC Fax receiving  in the 
Software User’s Guide on the CD-ROM) 
  
						

							Chapter 9
58
Changing remote fax 
options
9
If received faxes are left in your machine’s 
memory when you change to another remote 
fax option, the LCD will  ask you the following 
message:
 
Erase All Doc?
1.Yes 2.No
                             or
 
Print All Fax?
1.Yes 2.No
„ If you press  1, faxes in the memory will be 
erased or printed before the setting 
changes. If a backup copy has already 
been printed it will not be printed again.
„ If you press 2, faxes in the memory will not 
be erased or printed and the setting will be 
unchanged.
If received faxes are le ft in the machine’s 
memory when you change to 
PC Fax Receive  from another remote fax 
option ( Fax Forward  or Fax Storage ), 
the LCD will ask you the following message:
 
Send Fax to PC?
1.Yes 2.No
„ If you press  1, faxes in the memory will be 
sent to your PC before the setting 
changes.
„ If you press 2, faxes in the memory will not 
be erased or transferred to your PC and 
the setting will be unchanged.
Note
If you choose Back up Print On, the 
machine will also print the fax at your 
machine so you will have a copy. This is a 
safety feature in case there is a power 
failure before the fax is forwarded or a 
problem at the receiving machine. The 
MFC-7840W can store faxes to up to 4 
days if there is a power failure. The faxes 
stored in the MFC-7320 or MFC-7440N 
memory will be deleted.
 
Turning off remote fax 
options9
aPress  Menu, 2, 5,  1.
bPress  a or  b to choose  Off.
Press OK.
Note
The LCD will give you options if there are 
received faxes still in your machine’s 
memory. (See  Changing remote fax 
options  on page 58.)
 
cPress Stop/Exit . 
						

							Remote fax options59
9
Remote retrieval9
The remote retrieval feature lets you retrieve 
your stored fax messages when you are not 
at the machine. You can call your machine 
from any touch tone phone or fax machine, 
then use the Remote Access Code to retrieve 
your messages.
Setting a remo te access code9
The remote access code  lets you access the 
remote retrieval features when you are away 
from your machine. Before you use the 
remote access and retr ieval features, you 
have to set up your own code. The default 
code is an inactive code: – – – l.
aPress  Menu, 2,  5, 2 .
bEnter a three-digit code using the 
numbers  0 –  9, l  or  #.
Press OK.
cPress  Stop/Exit .
Note
Do not use the same code used for your 
Remote Activation code (l 51) or Remote 
Deactivation code ( #51). (See Changing 
the remote codes  on page 50.)
 
You can change your code at any time. If you 
want to make your code inactive, press 
Clear/Back and OK in b to restore the 
default setting – – – l.
Using your remote access 
code9
aDial your fax number from a telephone 
or another fax machine using touch 
tone.
bWhen your machine answers, 
immediately enter your remote access 
code. 
cThe machine signals if it has received 
messages:
„ No beeps
No messages received.
„ 1 long beep
Fax message received.
dThe machine gives two short beeps to 
tell you to enter a command. The 
machine will hang up if you wait longer 
than 30 seconds before entering a 
command. If you enter an invalid 
command the machine will beep three 
times.
ePress  9 0  to reset the machine when you 
have finished.
fHang up.
Note
If your machine is set to  Manual mode, 
you can still access the remote retrieval 
features. Dial the fax number as normal 
and let the machine ring. After 2 minutes 
you will hear a long beep to tell you to 
enter the remote ac cess code. You will 
then have 30 seconds to enter the code.
  
						

							Chapter 9
60
Retrieving fax messages9
aDial your fax number from a telephone 
or another fax machine using touch 
tone.
bWhen your machine answers, 
immediately enter your remote access 
code (3 digits followed by  l). If you hear 
one long beep, you have messages.
cWhen you hear two short beeps, use the 
dial pad to press  9 6 2.
dWait for a long beep, and then use the 
dial pad to enter the number of the 
remote fax machine where you want 
your fax messages sent to, followed by 
## (up to 20 digits).
eHang up after you hear your machine 
beep. Your machine will call the other 
machine, which will th en print your fax 
messages.
Note
You can insert a pause in a fax number by 
using the # key.
 
Changing the fax forwarding 
number9
You can change the default setting of your fax 
forwarding number from another telephone or 
fax machine using touch tone.
aDial your fax number from a telephone 
or another fax machine using touch 
tone.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  l). If you hear one long 
beep, you have messages.
cWhen you hear two short beeps, use the 
dial pad to press  9 5 4.
dWait for a long beep, and then use the 
dial pad to enter the new number of the 
remote fax machine where you want 
your fax messages forwarded, followed 
by ## (up to 20 digits).
ePress  9 0 to reset the machine when you 
have finished.
fHang up after you hear your machine 
beep.
Note
You can insert a pause in a fax number by 
using the # key.