Brother MFC 260C User Manual

							
Receiving a Fax31
6
Using receive modes6
Some receive modes answer automatically 
(Fax Only  and Fax/Tel ). You may want to 
change the ring delay before using these 
modes see  Ring Delayon page 32.
Fax only6
Fax only mode will automatically answer 
every call. If the call is a fax your machine will 
receive it.
Fax/Tel6
Fax/Tel mode helps you automatically 
manage incoming calls, by recognising 
whether they are fax or voice calls and 
dealing with them in one of the following 
ways:
„ Faxes will be automatically received.
„ Voice calls will start the F/T ring to tell you 
to pick up the line. The F/T ring is a fast 
double ring made by your machine.
Also see  F/T Ring Time (Fax/Tel mode 
only) on page 32 and  Ring 
Delay on page 32.
Manual6
Manual mode turns off all automatic 
answering functions unless you are using the 
BT Call sign feature.
To receive a fax in manual mode lift the 
handset of an external telephone or press 
Tel/R. When you hear fax tones (short 
repeating beeps), press  Mono Start or 
Colour Start . You can also use the Fax 
Detect feature to receive faxes by lifting a 
handset on the same line as the machine.
Also see  Fax Detect on page 33.
External TAD6
External TAD mode lets an external 
answering device manage your incoming 
calls. Incoming calls will be dealt with in one 
of the following ways:
„ Faxes will be automatically received.
„ Voice callers can record a message on the 
external TAD.
For more information see  Connecting an 
external TAD (telephone answering 
device) on page 38.
 
						

							
Chapter 6
32
Receive mode settings6
Ring Delay6
The Ring Delay sets the number of times the 
machine rings before it answers in  Fax Only 
or  Fax/Tel  mode. If you have external or 
extension telephones on the same line as the 
machine or subscribe to the telephone 
company’s BT Call Sign service, choose the 
maximum number of rings. 
(See  Operation from extension 
telephones on page 40 and  Fax 
Detect on page 33.)
aPress Menu, 2, 1,  1.
bPress  a or  b to choose how many times 
the line rings before the machine 
answers ( 00-08  UK only).
Press  OK.
If you choose  00, the line will not ring at 
all.
Note
The  00 setting is not available in Ireland.
 
cPress  Stop/Exit .
F/T Ring Time 
(Fax/Tel mode only)6
If you set the Receive Mode to  Fax/Tel, you 
need to decide how l ong the machine will 
signal you with its special pseudo/double-ring 
when you have a voice call. If its a fax call, 
the machine receives the fax.
This pseudo/double-ring happens after the 
initial ringing from the telephone company. 
Only the machine rings and no other 
telephones on the same line will ring with the 
special pseudo/double-ring. However, you 
can still answer the call on any telephone on 
the same line as the machine. (See 
Operation from extension 
telephones on page 40.) 
aPress Menu, 2, 1, 2 .
bPress  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.
cPress  Stop/Exit .
Note
Even if the caller hangs up during the 
pseudo/double-ringing, the machine will 
continue to ring for the set time.
 
 
						

							
Receiving a Fax33
6
Fax Detect6
If Fax Detect is On:6
The machine receives a fax call 
automatically, even if you answer the call. 
When you see  Receiving on the LCD or 
when you hear ‘chirps’ through the handset 
you are using, just replace the handset. Your 
machine will do the rest. 
If Fax Detect is  Off:6
If you are at the machine and answer a fax 
call by lifting the handset, press  Mono Start 
or  Colour Start , then press 2 to receive the 
fax.
If you answered at an extension telephone, 
press  l 5  1 . (See  Operation from extension 
telephones on page 40.)
Note
• If this feature is set to  On, but your 
machine does not connect a fax call when 
you lift an extension or external telephone 
handset, press the Remote Activation 
Code  l 5  1 . At the machine, press 
Mono Start  or Colour Start . 
• If you send faxes from a computer on the  same telephone line and the machine 
intercepts them, set Fax Detect to  Off.
 
aPress  Menu, 2, 1 , 3.
bPress  a or  b to choose  On (or  Off ).
Press  OK.
cPress  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, Letter or Legal 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.  
5.Auto Reduction
cPress  a or  b to choose  On or  Off .
Press  OK.
dPress  Stop/Exit .
 
						

							
Chapter 6
34
Receiving faxes into memory6
As soon as the paper tray becomes empty 
during fax reception, the screen will display 
No Paper Fed , asking you to put paper in 
the paper tray. (See  Loading paper and other 
media on page 12.) 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 will also be stored into 
memory until the memory is full. When the 
memory is full the 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.
cPress  a or  b to choose  On or  Off . Press 
OK .
dPress  Stop/Exit .
 
						

							
35
7
7
Voice Operations7
Tone or pulse7
If you are using an external telephone and 
have a pulse dialling 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.
aLift the handset of the external 
telephone.
bPress  # on the control panel of your 
machine. Any digits dialled after this will 
send tone signals.
When you hang up, the machine will 
return to the pulse dialling service.
Fax/Tel mode 7
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.
If you are at an external telephone, lift the 
handset of the external telephone, and then 
press  Tel/R to answer.
If you are at an extension telephone, youll 
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 
l 51 .
Fax/Tel mode in Power Save 
mode7
When the machine is in Power Save mode 
you can receive faxes if the Power Save 
setting is  Fax Receive:On . (See Power 
Save setting on page 17.)
Fax/Tel mode does not work in power save 
mode. The machine will not answer 
telephone or fax calls and will keep ringing. If 
you are at an external or extension 
telephone, lift the handset and talk. If you 
hear fax tones, hold the handset until Fax 
Detect activates your machine. If the other 
party says they want to send you a fax, 
activate the machine by pressing  l51 .
Telephone and External devices7
 
						

							
Chapter 7
36
Telephone services7
Setting the telephone Line 
Type7
If you are connecting the machine to a line 
that features PBX or ISDN to s end and 
receive faxes, it is necessary to change the 
Telephone Line Type accordingly by 
completing the following steps.
aPress  Menu, 0, 6. 
0.Initial Setup
 
6.Phone Line Set
bPress  a or  b to choose  PBX, ISDN  (or 
Normal ). Press  OK.
cPress  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 allowing you to gain access to 
an outside line, or transfer calls to another 
extension. The feature works when  Tel/R is 
pressed.
Note
You can program a  Tel/R key press as 
part of a number stored in a Speed Dial 
location. When programming the 
Speed Dial number press  Tel/R first (the 
screen displays “!”) then enter the 
telephone number. If you do this, you do 
not need to press  Tel/R each time before 
you dial using a Speed Dial location. (See 
Storing Speed Dial numbers on page 45.) 
However, if PBX is not chosen in the 
Telephone Line Type setting, you cannot 
use the Speed Dial number that  Tel/R 
press is programmed into.
 
BT Call Sign (For U.K. only)7
This machine feature lets you use the BT Call 
Sign subscriber service which allows you to 
have at least two separate telephone 
numbers on one telephone line. Each 
telephone number has its own distinctive 
ringing pattern, so you know which telephone 
number is ringing. This is one way you can 
have a separate telephone number for your 
machine.
Your machine has a BT Call Sign compatible 
distictive ringing functions, allowing you to 
dedicate a second telephone number (on the 
same telephone line) just for receiving faxes.
Note
• You can switch BT Call Sign off  temporarily, then turn it back on. When 
you get a new fax number, make sure you 
reset this function. This machine will 
automatically answer incoming calls that 
use your new fax 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. 
 
 
						

							
Telephone and External devices37
7
To enable the machine to work with BT 
Call Sign (With your external 
telephone only)
7
aPress Menu, 2, 0 , 3. 
0.Miscellaneous
 
3.BT Call Sign
bPress  a or  b to choose  On (or  Off ).
Press  OK.
cPress  Stop/Exit .
Note
If you turn off  BT Call Sign , the receive 
mode stays in  Manual. You will need to 
set receive mode again. (See  Choosing 
the Receive Mode on page 30)
 
Caller ID (For U.K. and Ireland 
only)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 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 38.)
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.
 
 
						

							
Chapter 7
38
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,  4.
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 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 the 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  Mono Start  or Colour Start .
dAfter printing has finished, press 
Stop/Exit.
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, cut the 
Ring Delay setting on your external TAD.
 
 
1TAD
When the TAD answers a call, the LCD shows 
Telephone .
1
1
 
						

							
Telephone and External devices39
7
Improper Setup 
DO NOT connect a TAD elsewhere on the same 
telephone line. 
 
Connections7
The external TAD must be connected as 
shown in the previous illustration.
aSet your external TAD to one or two 
rings. (The machines 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 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.
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.
 
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 t hat 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.
Note
Make sure the Telephone Line Type is set 
to PBX. (See  Setting the telephone Line 
Type on page 36.)
 
 
						

							
Chapter 7
40
External and extension 
telephones
7
Connecting an external or 
extension telephone7
You can connect a separate telephone as 
shown in the diagram below.
 
1 Extension telephone
2 External telephone
When you are using an external telephone, 
the LCD shows  Telephone.
Operation from extension 
telephones7
If you answer a fax call on an extension or an 
external telephone plugged 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 the machine answers a voice call and 
pseudo/double-rings for you to take over, use 
the Remote Deactivation Code  #51 to take 
the 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 Fax Detect feature to 
make your machine automatically take the 
call. (See Fax Detect on page 33)
 
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