Brother MFC 295CN User Manual

							Telephone Services and External devices
47
7 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 telephone 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 39.)
 
						

							Chapter 7
48
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.
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.
RJ14
RJ11
RJ14
1
2
3
4
 
						

							Telephone Services and External devices
49
7
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.
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.
Before you connect the external telephone, 
remove the protective cap (3) from the EXT. 
jack on the machine.
 
1 Extension telephone
2 External telephone
3 Protective Cap
When you are using a telephone on the same 
phone line, the LCD shows Telephone.
3
1
2
 
						

							Chapter 7
50
Using external and extension 
telephones7
Using extension telephones:7
If you answer a fax call at an extension 
telephone, you can make your machine 
receive the fax by pressing the Fax Receive 
Code l51. 
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at an extension telephone by 
pressing the Telephone Answer Code #51. 
(See F/T Ring Time (Fax/Tel mode only) 
on page 38.)
Using an external telephone 
(connected to the EXT. jack of the 
machine):
7
If you answer a fax call at the external 
telephone connected to the EXT jack of the 
machine, you can make the machine receive 
the fax by pressing Black Start, and 
choosing 2.Receive.
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at the external telephone by 
pressing Hook.
If you answer a call and no one is on 
the line:
7
You should assume that youre receiving a 
manual fax.
Press l51 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 39.)
 
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.
Using remote codes7
Fax Receive Code7
If you answer a fax call on an extension 
telephone, you can tell your machine to 
receive it by dialing the Fax Receive Code 
l51. Wait for the chirping sounds then 
replace the handset. (See Easy Receive 
on page 39.)
If you answer a fax call at the external 
telephone connected to the EXT jack of the 
machine, you can make the machine receive 
the fax by pressing Black Start, and 
choosing 2.Receive.
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 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).
If the machine answers a voice call and 
pseudo/double rings for you to take over, you 
can take the call at the external telephone 
connected to the EXT jack of the machine by 
pressing Hook.
 
						

							Telephone Services and External devices
51
7
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 aorb 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.
 
 
						

							52
8
How to Dial8
Manual dialing8
Press all of the digits of the fax or telephone 
number.
 
Speed Dialing8
aPress (Speed Dial).
 
bPress OK and the # (pound) key, and 
then the two digit Speed Dial number 
using the dial pad.
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 memory.
aPress (Speed Dial).
bPress aorb to choose Search.
Press OK.
cDo one of the following:
„To search numerically, press aorb 
to choose the number, and then 
press OK.
„To search alphabetically, enter the 
first letter of the name using the dial 
pad, then press dorc to choose the 
name, and then press OK.
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 you are 
using the scanner glass.
 
Dialing and storing numbers8
 
						

							Dialing and storing numbers
53
8
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.
 
Storing a pause8
Press Redial/Pause to put a 3.5-second 
pause between numbers. If you are dialing 
overseas, you can press Redial/Pause as 
many times as needed to increase the length 
of the pause.
Storing Speed Dial numbers8
Names and numbers can be stored in 
two-digit Speed Dial locations. You can store 
up to 40 different Speed Dial numbers. When 
you dial you will only have to press a few keys 
(for example:  (Speed Dial), OK, #, the 
2-digit number, and Black Start or 
Color Start).
aPress (Speed Dial) and aorb to 
choose Set Speed Dial.
Press OK.
bUse the dial pad to enter a 2-digit 
Speed Dial location number (01-40).
Press OK.
cEnter the fax or telephone number 
(up to 20 digits).
Press OK.
dDo one of the following:
„Enter the name (up to 16 characters) 
using the dial pad.
Press OK. (To help you enter letters, 
see Entering Text on page 144.)
„To store the number without a name, 
press OK.
eDo one of the following:
„To store another Speed Dial 
number, go to stepb.
„If you are finished storing numbers, 
press Stop/Exit.
Changing Speed Dial 
numbers8
If you try to store a Speed Dial number where 
a number has already been stored, the LCD 
will show the name or number that has been 
stored there, and will ask you to do one of the 
following: 
 
#05:MIKE
 
1.Change 2.Exit
„Press 1 to change the stored number.
„Press 2 to exit without making a change.
If you chose 1, you will be able to change the 
stored number and name, or enter a new one. 
Follow the instructions below:
aEnter a new number. Press OK.
bEnter a new name. Press OK.
„To change a character, use dorc to 
position the cursor under the character 
you want to change, then press 
Clear/Back. Re-enter the character.
„To finish the setting, press Stop/Exit.
 
						

							Chapter 8
54
Setting up groups for 
broadcasting8
If you regularly want to send the same fax 
message to many fax numbers you can set 
up a Group. Groups are stored on a 
Speed Dial number. Each group uses up a 
Speed Dial location. You can then send the 
fax message to all the numbers stored in a 
group just by entering a Speed Dial number, 
and then pressing Black Start.
Before you can add numbers to a Group, you 
need to store them as Speed Dial numbers. 
You can have up to six small Groups, or you 
can assign up to 39 numbers to one large 
Group.
aPress (Speed Dial) and aorb to 
choose Setup Groups.
Press OK.
bUse the dial pad to enter the two-digit 
Speed Dial number where you want to 
store Group.
Press OK.
cUse the dial pad to enter a Group 
number (1 to 6).
Press OK.
 
Setup Group:G0_
dTo add Speed Dial numbers follow the 
instructions below:
For example, for Speed Dial numbers 
05 and 09. Press  (Speed Dial), 05, 
(Speed Dial), 09.
The LCD shows: #05#09.
 
G01:#05#09
ePress OK when you have finished 
adding numbers.
fUse the dial pad to enter a name for the 
Group.
Press OK.
Note
You can easily print a list of all your 
Speed Dial numbers. Numbers that are 
part of a group will be marked in the 
GROUP column. (See How to print a 
report on page 56.)
 
Dialing access codes and 
credit card numbers8
Sometimes you may want to choose from 
several long distance carriers when you send 
a fax. Rates may vary depending on the time 
and destination. To take advantage of low 
rates, you can store the access codes of long-
distance carriers and credit card numbers as 
Speed Dial numbers. You can store these 
long dialing sequences by dividing them and 
setting them up as separate Speed Dial 
numbers in any combination. You can even 
include manual dialing using the dial pad. 
(See Storing Speed Dial numbers 
on page 53.)
For example, you might have stored ‘555’ on 
Speed Dial #03 and ‘7000’ on Speed Dial 
#02. You can use them both to dial ‘555-7000’ 
if you press the following keys:
(Speed Dial), OK, #03, (Speed Dial), 
#02, and Black Start.
To temporarily change a number, you can 
substitute part of the number with manual 
dialing using the dial pad. For example, to 
change the number to 555-7001 you could 
press the following keys:
(Speed Dial), OK, #03, 7, 0, 0, 1 (on the 
dial pad), and Black Start.
You can also add a pause by pressing the 
Redial/Pause key.
 
						

							55
9
9
Fax reports9
You need to set up the Transmission 
Verification Report and Journal Period using 
the Menu key.
Transmission Verification 
Report9
You can use the Transmission Verification 
Report as proof that you sent a fax. This 
report lists the sender’s name or fax number, 
the time and date of transmission, duration of 
transmission, number of pages sent, and 
whether or not the transmission was 
successful.
There are several settings available for the 
Transmission Verification Report:
„On:  
Prints a report after every fax you send.
„On+Image:  
Prints a report after every fax you send. A 
portion of the fax’s first page appears on 
the report.
„Off:  
Prints a report only if your fax is 
unsuccessful due to a transmission error. 
Off is the default setting.
„Off+Image:  
Prints a report only if your fax is 
unsuccessful due to a transmission error. 
A portion of the fax’s first page appears on 
the report.
aPress Menu, 2, 3, 1.
bPress aorb to choose Off+Image, On, 
On+Image or Off.
Press OK.
cPress Stop/Exit.
Note
• If you choose On+Image or Off+Image, 
the image will only appear on the 
Transmission Verification Report if Real 
Time Transmission is set to Off. (See Real 
Time Transmission on page 32.)
• If your transmission is successful, OK will 
appear next to RESULT on the 
Transmission Verification Report. If 
transmission is not successful, NG will 
appear next to RESULT.
 
Printing Reports9
 
						

							Chapter 9
56
Fax Journal (activity report)9
You can set the machine to print a journal at 
specific intervals (every 50 faxes, 6, 12 or 
24 hours, 2 or 7 days). If you set the interval 
to Off, you can still print the report by 
following the steps in How to print a report 
on page 56. The default setting is 
Every 50 Faxes.
aPress Menu, 2, 3, 2.
bPress aorb to choose an interval.
Press OK.
(If you choose 7 days, the LCD will ask 
you to choose the first day for the 7-day 
countdown.)
If you choose Every 50 Faxes, go to 
stepd.
„6, 12, 24 hours, 2 or 7 days
The machine will print the report at 
the chosen time and then erase all 
jobs from its memory. If the 
machines memory becomes full with 
200 jobs before the time you chose 
has passed, the machine will print 
the Journal early and then erase all 
jobs from the memory. If you want an 
extra report before it is due to print, 
you can print it without erasing the 
jobs from the memory.
„Every 50 Faxes
The machine will print the Journal 
when the machine has stored 
50 jobs.
cEnter the time to start printing in 24-hour 
format.
Press OK.
(For example: enter 19:45 for 7:45 PM.)
dPress Stop/Exit.
Reports9
The following reports are available: 
1.Transmission
Prints a Transmission Verification Report for 
your last transmission.
2.Help List
A help list showing how to program your 
machine.
3.Quick Dial
Lists names and numbers stored in the 
Speed Dial memory, in numerical order.
4.Fax Journal
Lists information about the last incoming and 
outgoing faxes. 
(TX: Transmit.) (RX: Receive.)
5.User Settings
Lists your settings.
6.Network Config
Lists your Network settings.
How to print a report9
aPress Menu, 6.
bDo one of the following:
„Press aorb to choose the report you 
want. Press OK.
„Enter the number of the report you 
want to print. For example, press 2 to 
print the help list.
cPress Black Start.
dPress Stop/Exit.