Brother Intellifax 4100 Fax Machine Owners Manual

							SETUP RECEIVE   5 - 5
Advanced Receiving Operations
Operation from Extension Telephone or External Telephone
If you answer a fax call on an extension phone (or on an external phone in the 
EXT.  jack), you can make your machine take over by using the Fax Receive 
Code. When you press the Fax Receive Code  5 1, the machine starts to 
receive a fax. (See 
Setting Ring Delay, Page 5-2 and Easy Receive, Page 5-3.)
If the machine answers a voice call and double-rings for you to take over, use 
the Telephone Answer Code # 5 1 to take the call at an extension phone.
If you answer a call, and no one is on the line, assume you’re receiving a fax. At 
the machine’s phone, press Fax Start, then hang up.  At an extension phone, 
press  5 1, wait for fax receiving tones (chirps), then hang up.  At an external 
phone, press  5 1 and wait for the phone to be disconnected (the LCD shows 
RECEIVING) before you hang up.  (Your caller will have to press Fax Start 
to send the fax.) 
For FAX/TEL Mode Only
When the machine is in FAX/TEL mode, it will use the F/T Ring Time (double-
ringing) to alert you to pick up a voice call. If you’re at the machine, you can lift 
the handset to answer.
If you’re at an extension phone, you’ll need to lift the handset during the F/T 
Ring Time and then press # 5 1 between the 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  5 1.
Changing Remote Codes
Remote Codes might not work with some telephone systems. The preset Fax 
Receive Code is  5 1. The preset Telephone Answer Code is # 5 1.
1Press Menu, 2, 1, 4.
2Press   or   to select ON (or OFF) 
and then press Set.
3If you want to, type a new Fax Receive 
Code, and then press Set. 
4If you want to, type a new Telephone 
Answer Code, and then press Set. 
5Press Stop/Exit.
If you are always disconnected when accessing your external TAD remotely, 
try changing the Fax Receive Code from  5 1 to # # # and the Telephone 
Answer Code from # 5 1 to 9 9 9.
4.REMOTE CODE
FAX RECEIVE:*51
ENTER & SET KEY
TEL ANSWER:#51
ENTER & SET KEY 
						

							5 - 6   SETUP RECEIVE
Printing a Fax in Memory
If you have Fax Storage ON for Remote Retrieval you can still print a fax in the 
memory when you are at your machine. (See 
Setting Fax Storage, Page 9-3.)
1Press Menu, 2, 5, 4.
2Press Fax Start.
3After printing is finished, and then press 
Stop/Exit.
Memory Security (Not available for FAX-4100)
Memory Security lets you prevent unauthorized access to the machine. The 
machine will not send faxes or print received faxes without the password. You 
cannot 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 Storage is ON before you turn Memory Security ON, then Fax 
Forwarding and Remote Retrieval will continue to work.
While Memory Security is ON the following operations are available:
Receiving faxes into memory (limited by memory capacity)
Fax Forwarding (If Fax Storage was already ON)
Remote Retrieval
Setting Up the Password
1Press Menu, 2, 0, 4.
2Enter a 4-digit number for the password, and then press Set.
If you are entering the password for the first time, the LCD shows VERIFY.
3Re-enter the password, and then press Set.
Turning Memory Security ON
1Press   or   to select SET SECURITY, and then press Set.
2Enter the registered 4-digit password, and then press Set.
The machine goes OFFLINE and the LCD shows SECURE MODE.
To print the faxes in memory, turn Memory Security OFF.
4.PRINT FAX 
						

							SETUP RECEIVE   5 - 7
Turning Memory Security OFF
1Press Menu, and then enter the registered 4-digit password.
Memory Security is automatically turned off and the LCD shows the Date and 
Time.
 
Polling
Polling is the process of retrieving faxes from another fax machine.  You can 
use your machine to “poll” other machines, or you can have someone poll your 
machine. 
All parties involved in polling need to set up their fax machines to accommodate 
polling.  When someone polls your machine to receive a fax, they pay for the 
call; if you poll someone’s fax machine to receive a fax, you pay for the call.
Setting Up Polling Receive
Polling Receive is when you call another fax machine to receive a fax from it. 
(See 
Canceling a Scheduled Job, Page 5-8.)
1Press Menu, 2, 1, 7.
2Press   or   to choose ON (or OFF), 
and then press Set.
3Enter the fax number you are polling.
 
4Press Fax Start. The LCD shows 
DIALING.
NoteIf you enter the wrong Password, the LCD shows WRONG PASSWORD and 
stays OFFLINE. The machine will stay in Secure Mode until the registered 
password is entered.
Some fax machines do not respond to the polling function.
7.POLLING RX
POLLING RX:OFF?
SELECT  & SET
ENTER FAX NO.
PRESS FAX START 
						

							5 - 8   SETUP RECEIVE
Setting Up Sequential Polling Receive
Your machine can request documents from several fax units in a single 
operation. Afterward, a Sequential Polling Report will be printed. (See 
Canceling a Scheduled Job, Page 5-8.)
1Press Menu, 2, 1, 7.
2Press   or   to select Polling ON (or 
OFF), and then press Set.
3Specify the destination fax machines you 
wish to poll using One Touch, Speed 
Dial, a Group or the dial pad. You must 
press Broadcast between each location. 
4Press Fax Start.
The LCD shows DIALING.
Your machine will poll each number or 
group member in turn for a document.
Canceling a Scheduled Job
You can cancel tasks you’ve scheduled, such as Delayed Fax or Polling 
Transmit.
1Press Menu, 2, 6.
Any waiting jobs will appear on the 
LCD. If no jobs are waiting, the LCD 
shows NO JOB WAITING.
2If you have more than two jobs waiting, use   or   to select the job you want 
to cancel, and then press Set.
—OR—
If you have only one job waiting, go to Step 3.
3Press 1 to cancel—OR—Press 2 to exit without canceling. 
To cancel another job, return to Step 2. 
4Press Stop/Exit.
You can check which jobs are waiting in memory by following Steps 1 and 2 
above.
7.POLLING RX
POLLING RX:OFF?
SELECT  & SET
ENTER FAX NO.
PRESS FAX START
6.REMAINING JOBS 
						

							SETUP SEND   6 - 1
66Setup Send
Before You Begin
Before you begin sending faxes, please be sure to read all the instructions and 
cautions listed below for placing originals in the automatic document feeder.
Using the ADF (Automatic Document Feeder)
Documents must be between 5.8 and 8.5 inches wide between 3.9 and 14.1 
inches long. Your machine can scan an image only 8.15 inches wide, regardless 
of how wide the paper is. 
Fan the pages before 
placing them in the ADF.
Make sure you insert 
documents face down, top 
edge first.
Adjust the paper guides to 
fit the width of your 
document.
The ADF (automatic 
document feeder) can hold up to 30 Pages, feeding each one individually 
through the machine. If you “Stagger” the pages, the ADF can hold up to 50 
pages. Use standard (17 lb–24 lb) paper when using the ADF. If you’re using 
heavier paper, feed each sheet individually to prevent paper jams.
Make sure documents written in ink are completely dry.
Before you send a fax press Resolution to select the resolution for the 
document you’re sending. (See 
Fax Resolution, Page 6-5.)
DO NOT use curled, wrinkled, folded or ripped paper, or paper with staples, 
paper clips, paste or tape attached. DO NOT use cardboard, newspaper or fabric.
If you send faxes from a computer on the same phone line and your Brother 
machine intercepts them, set Easy Receive to OFF. 
						

							6 - 2   SETUP SEND
Sending Faxes with Multiple Settings
When you send a fax you can choose any 
combination of these settings:  add a coverpage 
and select a comment; set the contrast or 
resolution; send using overseas mode, call 
reservation or delayed fax timer, polling 
transmission or real time transmission. After each menu selection is accepted, 
the LCD will ask if you want to enter other settings:
Press 1 if you want to select additional settings. The LCD returns to the 
SETUP SEND menu—OR—
Press 2 if you are finished choosing settings, and then go to the next step.
Manual Transmission
Manual transmission lets you hear the dial tone, ringing and fax receiving tones 
while sending a fax.
1Place the original face down in the ADF.
2Pick up the handset and listen for a dial tone—OR—
Press Hook and listen for a dial tone.
3Dial the fax number you want to call (you can enter the digits using the dial pad, 
or you can enter a One Touch or Speed Dial number or you can call from the 
Search).
(See 
One Touch Dialing, Page 7-5.)
4When you hear the fax tone, press Fax Start.
5If you’re using the handset, hang up.
Automatic Transmission
This is the easiest way to send a fax. IMPORTANT: Do not pick up the 
handset, or press Hook to listen for a dial tone.
1Place the original face down in the ADF.
2Enter the fax number using One Touch, Speed Dial, Search or the dial pad. (See 
Speed Dialing, Page 7-5.)
3Press Fax Start.
Manual and Automatic Fax Redial
If you’re sending a fax manually and the line is busy, after you disconnect the 
call press Redial/Pause to retry the number.
If you’re sending a fax automatically and the line is busy, the machine will redial 
automatically redial (up to three times at 5 minute intervals).
ACCEPTED
OTHER SETTINGS?
1.YES 2.NO 
						

							SETUP SEND   6 - 3
Dual Access
You can scan up to 50 documents into the fax memory, even while the machine 
is receiving or sending another fax (from memory). You can set temporary 
settings for each fax you’re scanning, except Timer and Polling.
If you try to scan and store a 51st fax, the machine will send it immediately, 
without storing it in memory.
1Place the original face down in the ADF.
2Enter the fax number.
3Press Fax Start. As the machine scans the original, the LCD shows the job 
number (#XXX) of the fax and how much memory is available. Then the 
machine starts dialing.  You can immediately repeat Steps 1 to 3 for the next fax.
Real Time Transmission
When you are sending a fax, the machine will scan originals into memory before 
sending. Then, as soon as the phone line is free, the machine will start dialing and 
sending the fax. If memory becomes full, the machine will send the document in real 
time (even if 
REAL TIME TX is set to OFF).
Sometimes you may want to send an important document immediately, without 
waiting for memory transmission. You can set 
REAL TIME TX to ON.
1Place the original face down in the ADF.
2Press Menu, 2, 2, 6.
3To change the default setting, and then 
press
  or   to select ON (or OFF) and 
then press Set. Go to Step 5—OR—For 
the next fax transmission only, press
  or   to select NEXT FAX ONLY, 
and then press Set.
4For the next fax only, press  or   to select ON (or OFF), and then press Set.
5Press 1 if you want to select additional settings. The LCD returns to the SETUP SEND 
menu—OR—Press 
2 if you are finished choosing settings, and then go to Step 6.
6Enter fax number and then press Fax Start.
If you get a OUT OF MEMORY message while scanning the first page of a 
fax, press Stop/Exit to cancel scanning.  If you get a OUT OF MEMORY 
message while scanning in a subsequent page, you’ll have the option to press 
Fax Start to transmit the pages scanned so far, or to press Stop/Exit to cancel 
the operation.
Your machine normally operates in Dual Access mode.  However, you can 
override Dual Access by using Real Time Transmission.
The number of documents you can scan into memory varies with the data they 
contain.
6.REAL TIME TX 
						

							6 - 4   SETUP SEND
Checking the Jobs Status
Check which jobs are still waiting in memory to be sent. (If no jobs are waiting, 
the LCD shows NO JOB WAITING.) (
Canceling Jobs in Memory on this page.)
1Press Menu, 2, 6.
2If you have multiple jobs waiting, use   or   to scroll through the list.
3Press Stop/Exit.
Canceling a Job While Scanning the Original
You can cancel a job while you are scanning it into memory by pressing 
Stop/Exit.  Eject the document by pressing Stop/Exit again.
Canceling Jobs in Memory
You can cancel tasks you’ve scheduled, such as Delayed Fax, Polling Receive, 
Polling Transmit or faxes in memory waiting to be sent. 
1Press Menu, 2, 6.
Any waiting jobs appear on the display.
If no jobs are waiting, the LCD shows 
NO JOB WAITING.
2If you have more than two jobs waiting, 
use   or   to select the job you want 
to cancel, and then press Set. 
—OR—
If you have only one job waiting, go to 
Step 3.
3Press 1 to cancel—OR—Press 2 to exit 
without canceling. To cancel another job, 
return to Step 2.
4Press Stop/Exit.
6.REMAINING JOBS
#002 SALES REPOR
1.CLEAR 2.EXIT 
						

							SETUP SEND   6 - 5
Basic Sending Operations
Contrast
If your document is very light or very dark, you might want to set the contrast. 
Use S.LIGHT to send a very light document. Use S.DARK to send a very dark 
document.
1Place the original face down in the ADF.
2Press Menu, 2, 2, 1.
3Use   or   to select AUTO, S.LIGHT or S.DARK, and then press Set.
4Press 1 if you want to select additional settings. The LCD returns to the 
SETUP SEND menu—OR—Press 2 if you are finished choosing settings, and 
go to Step 5. 
5Enter a fax number, and then press Fax Start to send a fax.
Fax Resolution
When you have an original in the ADF, you can use the Resolution key to 
temporarily change the setting. Press Resolution repeatedly until the LCD 
shows the setting you want.
 —OR—
You can change the default setting.
1Press Menu, 2, 2, 2.
2Press   or   to select the resolution 
you want, and then press Set.
3Press Stop/Exit.
STANDARD—Suitable for most typed documents.
FINE—Good for small print; transmits a little slower than Standard resolution. 
S. FINE—Good for small print or artwork; transmits slower than Fine 
resolution.
PHOTO—Use when original has varying shades of gray; slowest transmission 
time.
1.CONTRAST
2.FAX RESOLUTION 
						

							6 - 6   SETUP SEND
Composing Electronic Cover Page
The cover page is generated at the receiving party’s 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. (See 
One Touch Dialing, Page 7-5 and 
Speed Dialing, Page 7-5.)
The cover page indicates your Station ID, and the number of pages you’re 
sending. If you have Cover Page Setup set to ON, the number of pages remains 
blank. (Menu, 2, 2, 8.) (See 
Setting Station ID, Page 4-3.) 
You can select a comment to include on your cover page.
Instead of using one of the comments above, you can enter up to two customized 
messages, each 27 characters long. Use the chart on Page 4-4 to help enter 
characters. (See 
Composing Your Own Comments, Page 6-7.)
Most of the SETUP SEND menu selections are temporary settings that allow 
you to make adjustments for each document you send. However, so you can set 
up your cover page and cover page comments in advance, the Cover Page Setup 
and Cover Page Message menu selections change the default settings.
1.COMMENT OFF
2.PLEASE CALL
3.URGENT
4.CONFIDENTIAL
5.(USER DEFINED)
6.(USER DEFINED)