Brother MFC 230C User Manual

							
Telephone Services and External devices35
7
Telephone services7
Your machine supports the Caller ID and 
Distinctive Ring subscriber telephone 
services that some telephone companies 
offer.
Features like Voice Mail, Call Waiting, Call 
Waiting/Caller ID, RingMaster, answering 
services, alarm systems or other custom 
features on one telephone line may affect the 
way your machine works. If you have Voice 
Mail on your telephone line, please read the 
following carefully.
Distinctive Ring7
Brother uses the term ‘Distinctive Ring’ but 
different telephone companies have other 
names for this service such as RingMaster, 
Smart Ring,  Teen Ring, Indent-A-Call, Data 
Ident-A-Call, Ident-A-Ring, SimpleBiz Fax & 
Alternate Number Ringing.
What does your telephone companys 
‘Distinctive Ring’ do?
7
Your telephone companys Distinctive Ring 
service allows you to have more than one 
number on the same telephone line. If you 
need more than one telephone number, it 
is cheaper than paying for an extra line . 
Each telephone number has its own 
distinctive ring pattern, so you will know 
which telephone number is ringing. This is 
one way you can have a separate telephone 
number for your machine.
Note
Please call your telephone company for 
availability and rates.
 
What does Brothers ‘Distinctive Ring’ 
do?
7
The Brother machine has a Distinctive Ring 
feature that allows you to use your machine to 
take full advantage of the telephone 
companys Distinctive Ring service. The new 
telephone number on your line can just 
receive faxes.
Note
You must pay for your telephone 
companys Distinctive Ring service before 
you program the machine to work with it.
 
Do you have Voice Mail?7
If you have Voice Mail on the telephone line 
that you will install your new machine on, 
there is a strong possibility that Voice Mail 
and the machine will conflict with each other 
while receiving incoming calls . However, the 
Distinctive Ring feature allows you to use 
more than one number on your line, so 
both Voice Mail and the machine can work 
together without any problems . If each one 
has a separate telephone  number, neither will 
interfere with the others operations.
If you decide to get the Distinctive Ring 
service from the telephone company, you will 
need to follow the directions on next page to 
‘register’ the new Distinctive Ring pattern 
they give you. This is so your machine can 
recognize its incoming calls.
Note
You can change or cancel the Distinctive 
Ring pattern at any time. You can switch it 
off temporarily, and turn it back on later. 
When you get a new fax number, make 
sure you reset this feature.
 
 
						

							
Chapter 7
36
Before you choose the ring pattern to 
register
7
You can only register one Distinctive Ring 
pattern with the machine. Some ring patterns 
cannot be registered. The ring patterns below 
are supported by your Brother machine. 
Register the one your telephone company 
gives you.
Note
If the ring pattern you received is not on 
this chart,  please call your telephone 
company and ask for one that is 
shown .
 
„The machine will only answer calls to its 
registered number.
„ The first two rings are silent on the 
machine. This is because the fax must 
‘listen’ to the ring pattern (to compare it to 
the pattern that was ‘registered’). (Other 
telephones on the same line will ring.)
„ If you program the machine properly, it will 
recognize the registered ring pattern of the 
‘fax number’ within 2 ring patterns and 
then answer with a fax tone. When the 
‘voice number’ is called, the machine will 
not answer.
Registering the Distinctive Ring 
pattern
7
Very Important!
After you have set the Distinctive Ring feature 
to on, the receive mode is set to  Manual 
automatically. You cannot change the receive 
mode to another mode while the Distinctive 
Ring is set to on.
aPress  Menu, 2, 0, 3 . 
0.Miscellaneous
 
3.Distinctive
bPress  a or  b to choose  Set.
Press  OK.
cPress  a or  b to choose the stored ring 
pattern you want to use.
Press  OK.
(You hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
dPress  Stop/Exit .
Distinctive Ring is now set to on.
Turning off Distinctive Ring7
aPress  Menu, 2, 0, 3 .
bPress  a or  b to choose  Off.
Press  OK.
cPress  Stop/Exit .
Note
If you turn off Distinctive Ring, the 
machine will stay in  Manual receive 
mode. You will need to set the Receive 
Mode again. (See  Choosing the Receive 
Mode on page 30.)
 
Ring 
PatternRings
1 long-long 
2 short-long-short 
3 short-short-long 
4 very long (normal 
pattern) 
 
						

							
Telephone Services and External devices37
7
Caller ID 7
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 shows 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 can see the first 16 characters of the 
number (and name).
„ The  # Unavailable  message means 
the call originated outside your Caller ID 
service area.
„ The  Private Call  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 
Caller ID List on page 37.)
Note
Caller ID service varies with different 
carriers. Call your local telephone 
company to find out about the kind of 
service available in your area.
 
Viewing 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 machine, it replaces 
information about the first call.
aPress Menu, 2, 0 , 4.
bPress  a or  b to choose  Display#.
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 shows the callers number or 
name and the date and time of the call.
dTo finish viewing, press  Stop/Exit.
Printing Caller ID List7
aPress Menu, 2, 0 , 4.
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.
cPress  Black Start  or Color  Start .
dAfter printing has finished, press 
Stop/Exit .
 
						

							
Chapter 7
38
Connecting an external 
TAD (telephone 
answering device)
7
You may choose to connect an external 
answering device. However, when you have 
an  external  TAD on the same telephone line 
as the machine, the TAD answers all calls 
and the machine ‘listens’ for fax calling (CNG) 
tones. If it hears them, the machine takes 
over the call and receives the fax. If it does 
not hear CNG tones, the machine lets the 
TAD continue playing your outgoing message 
so your caller can leave you a voice 
message.
The TAD must answer within four rings (the 
recommended setting is two rings). The 
machine cannot hear CNG tones until the 
TAD has answered the call, and with four 
rings there are only 8 to 10 seconds of CNG 
tones left for the fax ‘handshake’. Make sure 
you carefully follow the instructions in this 
guide for recording your outgoing message. 
We do not recommend using the toll saver 
feature on your external answering machine if 
it exceeds five rings.
Note
• If you do not receive all your faxes, reduce  the Ring Delay setting on your external 
TAD.
• If You Subscribe to your Telephone  companys Distinctive Ring Service:
You may connect an external TAD to a 
separate wall jack only if you subscribe to 
your telephone companys Distinctive 
Ring service, have registered the 
distinctive ring pattern on your machine, 
and use that number as a fax number. The 
recommended setting is at least four rings 
on the external TAD when you have the 
telephone companys Distinctive Ring 
Service. You cannot use the Toll Saver 
setting. • If You Do Not Subscribe to Distinctive 
Ring Service:
You must plug your TAD into the EXT. 
jack of your machine. If your TAD is 
plugged into a wall jack, both your 
machine and the TAD will try to control the 
telephone line. (See illustration below.)
 
1TAD
When the TAD answers a call, the LCD 
shows  Telephone .
 
Connections7
The external TAD must be plugged into the 
jack labeled EXT. Your machine cannot work 
properly if you plug the TAD into a wall jack 
(unless you are using Distinctive Ring).
aPlug the telephone line cord from the 
telephone wall jack into the jack labeled 
LINE.
bPlug the telephone line cord from the 
external TAD into the jack labeled EXT. 
(Make sure this cord is connected to the 
TAD at the TADs telephone line jack, 
and not its handset jack.)
cSet your external TAD to four rings or 
less. (The machines Ring Delay setting 
does not apply.)
dRecord the outgoing message on your 
external TAD.
1
1
 
						

							
Telephone Services and External devices39
7
eSet the TAD to answer calls.
fSet the Receive Mode to 
External TAD. (See Choosing the 
Receive Mode on page 30.)
Recording an outgoing 
message (OGM) on an 
external TAD7
Timing is important in recording this 
message. The message sets up the ways to 
handle both manual and automatic fax 
reception.
aRecord 5 seconds of silence at the 
beginning of your message. (This allows 
your machine time to listen for the fax 
CNG tones of automatic transmissions 
before they stop.)
bLimit your speaking to 20 seconds.
cEnd your 20-second message by giving 
your Fax Receive Code for people 
sending manual faxes. For example: 
‘After the beep, leave a message or 
send a fax by pressing  l51  and Start.’
Note
We recommend beginning your OGM with 
an initial 5-second silence because the 
machine cannot hear fax tones over a 
resonant or loud voice. You may try 
omitting this pause, but if your machine 
has trouble receiving, then you must 
re-record the OGM to include it.
 
Special line considerations7
Roll over telephone lines7
A roll over telephone 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 telephone line in a 
preset order. Your machine can work in a roll over system 
as long as it is the last number in the 
sequence, so the call cannot roll away. Do not 
put the machine on any of the other numbers; 
when the other lines are busy and a second 
fax call is received, the fax call will be sent to 
a line that does not have a fax machine. 
Your 
machine will work best on a dedicated 
line.
Two-line telephone system7
A two-line tel ephone system is  nothing more 
than two separate telephone numbers on the 
same wall outlet. The two telephone numbers 
can be on separate jacks (RJ11) or mixed into 
one jack (RJ14). Your machine must be 
plugged into an RJ11 jack. RJ11 and RJ14 
jacks may be equal in size and appearance 
and both may contain four wires (black, red, 
green, yellow). To test the type of jack, plug in 
a two-line telephone and see if it can access 
both lines. If it can, you must separate the line 
for your machine. (See  Easy 
Receive on page 32.)
Converting telephone wall outlets7
There are three ways to convert to an RJ11 
jack. The first two ways may require help 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 jump one of the 
telephone numbers to it.
The third way is the easiest: Buy a triplex 
adapter. You can plug a triplex adapter into 
an RJ14 outlet. It separates the wires into two 
separate RJ11 jacks (Line 1, Line 2) and a 
third RJ14 jack (Lines 1 and 2). If your 
machine is on Line 1, plug the machine into 
L1 of the triplex adapter. If your machine is on 
Line 2, plug it into L2 of the triple adapter.
 
						

							
Chapter 7
40
Triplex Adapter  7
Installing machine, external two-line 
TAD and two-line telephone
7
When you are installing an external two-line 
telephone answering device (TAD) and a 
two-line telephone, your machine must be 
isolated on one line at both the wall jack and 
at the TAD. The most common connection is 
to put the machine on Line 2, which is 
explained in the following steps. The back of 
the two-line TAD must have two telephone 
jacks: one labeled L1 or L1/L2, and the other 
labeled L2. You will need at least three 
telephone line cords, the one that came with 
your machine and two for your external 
two-line TAD. You will need a fourth line cord 
if you add a two-line telephone.
aPut the two-line TAD and the two-line 
telephone next to your machine.
bPlug one end of the telephone line cord 
for your machine into the L2 jack of the 
triplex adapter. Plug the other end into 
the LINE jack on the back of the 
machine.
cPlug one end of the first telephone line 
cord for your TAD into the L1 jack of the 
triplex adapter. Plug the other end into 
the L1 or L1/L2 jack of the two-line TAD. 
dPlug one end of the second telephone 
line cord for your TAD into the L2 jack of 
the two-line TAD. Plug the other end into 
the EXT. jack on the left side of the 
machine.
 
1 Triplex Adapter
2 Two Line Telephone
3 External Two Line TAD
4 Machine
You can keep two-line telephones on other 
wall outlets as always. There are two ways to 
add a two-line telephone to the machines 
wall outlet. You can plug the telephone line 
cord from the two-line telephone into the 
L1+L2 jack of the triplex adapter. Or you can 
plug the two-line telephone into the TEL jack 
of the two-line TAD.
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 that 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.
RJ14
RJ11
RJ14
1 2
3 4
 
						

							
Telephone Services and External devices41
7
External and extension 
telephones
7
Connecting an external or 
extension telephone7
You can connect a separate telephone 
directly to your machine as shown in the 
diagram below.
Connect the telephone line cord to the jack 
labeled EXT.
 
1 Extension telephone
2 External telephone
When you are using an external telephone, 
the LCD shows Telephone.
Using external and extension 
telephones7
If you answer a fax call on an extension or an 
external telephone connected to the EXT. 
jack of the machine, you can make your 
machine take the call by using the Fax 
Receive Code. When you press the Fax 
Receive Code  l51 , the machine starts to 
receive the fax.
If the machine answers a voice call and 
pseudo/double-rings for you to take over, use 
the Telephone Answer Code  #51 to  t a k e  th e  
call at an extension telephone. (See  F/T Ring 
Time (Fax/Tel mode only) on page 32.)
If you answer a call and no one is on 
the line:
7
You should assume that youre receiving a 
manual fax.
Press l 51  and wait for the chirp or until the 
LCD shows  Receiving , and then hang up.
Note
You can also use the Easy Receive 
feature to make your machine 
automatically take the call. (See  Easy 
Receive on page 32.)
 
Using a non-Brother cordless 
external telephone7
If your non-brother cordless telephone is 
connected to the EXT. jack of the machine 
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 
Hook to send the call to the cordless handset.
1
2
 
						

							
Chapter 7
42
Using remote codes7
Fax Receive Code7
If you answer a fax call on an extension or 
external telephone, you can tell your machine 
to receive it by dialing the Fax Receive Code 
l 51 . Wait for the chirping sounds then 
replace the handset. See  Easy 
Receive on page 32. Your caller will have to 
press  Start to send the fax.
Telephone Answer Code7
If you receive a voice call and the machine is 
in F/T mode, it will start to sound the F/T 
pseudo/double-ring 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).
Changing the remote codes7
The preset Fax Receive Code is  l51 . The 
preset Telephone Answer Code is  #51. If 
you want to, you can replace them with your 
own codes.
aPress  Menu, 2, 1, 4 . 
1.Setup Receive
 
4.Remote Codes
bPress  a or  b to choose  On (or  Off ).
Press  OK.
cEnter the new Fax Receive Code.
Press  OK.
dEnter the new Telephone Answer Code.
Press  OK.
ePress  Stop/Exit .
Note
• If you are always disconnected when 
accessing your external TAD remotely, try 
changing the Fax Receive Code and 
Telephone Answer Code to another 
three-digit code (such as  ### and  999).
• Remote Codes might not work with some  telephone systems.
 
 
						

							
43
8
8
How to Dial8
Manual dialing8
Press all of the digits of the fax number.
 
Speed Dialing8
aPress Speed Dial . 
bPress OK and the  # (pound) key, and 
then the two digit Speed Dial number.
Note
If the LCD shows  Not Registered  
when you enter a Speed Dial number, a 
number has not been stored at this 
location.
 
Search8
You can search for names you have stored in 
the Speed Dial memories. 
Press  Speed Dial . Press OK and the menu 
keys to search numerically, or use the dial 
pad to search alphabetically.
 
 
1 To search numerically.
2 To search alphabetically, you can use the 
dial pad to enter the first letter of the name 
you are looking for.
Dialing and storing numbers8
 
1
2
 
						

							
Chapter 8
44
Fax Redial8
If you are sending a fax manually and the line 
is busy, press  Redial/Pause, and then press 
Black Start  or Color Start  to try again. If you 
want to make a second call to the last number 
dialed, you can save time by pressing 
Redial/Pause  and Black Start  or 
Color Start . 
Redial/Pause  only works if you dialed from 
the control panel.
If you are sending a fax automatically and the 
line is busy, the machine will automatically 
redial one time after five minutes.
Note
In Real Time Transmission the automatic 
redial feature does not work when using 
the scanner glass.
 
Storing numbers8
You can set up your machine to do the 
following 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.
Note
If you lose electrical power, the Quick Dial 
numbers that are in the memory will not be 
lost.