Brother MFC 440CN User Manual

							
Dialing and storing numbers65
8
Caller ID history8
This feature requires the Caller ID subscriber 
service offered by many local telephone 
companies. (See Caller IDon page 56.)
The last 30 numbers of phone calls 
(MFC-665CW and MFC-845CW only) or 
faxes you received will be stored in the Caller 
ID history. You can choose one of these 
numbers to telephone (MFC-665CW and 
MFC-845CW only), fax to, add to Speed-Dial, 
or delete from the history.
aPress ( Fax).
bPress  a or  b to choose 
Caller ID hist. .
Press  OK.
cPress  a or  b to choose the number you 
want to call.
Press  OK.
dDo one of the following:
„ (MFC-665CW and MFC-845CW 
only)
To make a phone call, press  a or  b 
to choose  Make a Phone Call .
Press  OK.
„ To send a fax, press  a or  b to 
choose  Send a Fax .
Press  OK.
„ If you want to store the number, 
press  a or  b to choose 
Add to Speed-Dial .
Press  OK.
(See  Storing Speed-Dial numbers 
from Outgoing Calls on page 66.)
„ Press  a or  b to choose  Delete.
Press  OK.
Then, confirm the Delete by 
pressing 1.
Note
• (USA only) If you redial from the Caller ID 
history outside your area code, you must 
set up your AREA CODE in advance. (See 
Setting up your area code (USA only) on 
page 56.)
• You can print the Caller ID list. (See  Printing Caller ID List on page 57.) 
 
 
						

							
Chapter 8
66
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
You can store up to 80 (MFC-440CN and 
MFC-665CW) or 100 (MFC-845CW) 2-digit 
Speed-Dial locations with a name, and each 
name can have two numbers. When you dial 
you will only have to press a few keys (For 
example:  Search/Speed Dial , the two-digit 
number, and  Black Start or Color Start ).
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Set Quick-Dial .
Press  OK.
dPress  a or  b to choose  Speed-Dial .
Press  OK.
ePress  a or  b to choose the 2-digit 
Speed-Dial location you want to store 
the number in.
Press  OK.
fDo 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 174.)
„ To store the number without a name, 
press  OK.
gEnter the fax or telephone number (up to 
20 digits).
Press  OK.
hDo one of the following:
„ Enter the second fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to store a second 
number, press  OK.
iDo one of the following:
„ To store another Speed-Dial 
number, go to step e.
„ To finish the setting, press 
Stop/Exit .
Storing Speed-Dial numbers from 
Outgoing Calls
8
You can also store Speed-Dial numbers from 
the Outgoing Call history. 
aPress Redial/Pause .
You can also choose  Outgoing Call 
by pressing  ( Fax).
bPress  a or  b to choose the name or 
number you want to store.
Press  OK.
cPress  a or  b to choose 
Add to Speed-Dial .
Press  OK.
dPress  a or  b to choose the 2-digit 
Speed-Dial location you want to store 
the number in.
Press  OK.
 
						

							
Dialing and storing numbers67
8
eDo 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 174.)
„ To store the number without a name, 
press  OK.
fPress  OK to confirm the fax or 
telephone number.
gDo one of the following: „ Enter the second fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to store a second 
number, press  OK.
hPress  Stop/Exit .
Storing Speed-Dial numbers from the 
Caller ID history
8
If you have the Caller ID subscriber service 
from your telephone company you can also 
store Speed-Dial numbers from incoming 
calls in the Caller ID History. (See  Caller 
ID on page 56.) 
aPress ( Fax).
bPress  a or  b to choose 
Caller ID hist. .
Press  OK.
cPress  a or  b to choose the number you 
want to store.
Press  OK.
dPress  a or  b to choose 
Add to Speed-Dial .
Press  OK.
ePress  a or  b to choose the 2-digit 
Speed-Dial location you want to store 
the number in.
Press  OK.
fDo 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 174.)
„ To store the number without a name, 
press  OK.
gPress  OK to confirm the fax or 
telephone number.
hDo one of the following: „ Enter the second fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to store a second 
number, press  OK.
iPress  Stop/Exit .
Changing Speed-Dial names 
or numbers8
You can change or delete a Speed-Dial 
number that has already been stored. 
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Set Quick-Dial .
Press  OK.
dPress  a or  b to choose  Speed-Dial .
Press  OK.
ePress  a or  b to choose the 2-digit 
Speed-Dial location you want to change.
Press  OK.
fDo one of the following:
„ Press  a or  b to choose  Change.
Press  OK.
„ Press  a or  b to choose  Delete.
Press  OK.
Then, confirm the Delete by 
pressing 1 and  Stop/Exit .
 
						

							
Chapter 8
68
Note
How to change the stored name or 
number:
If you want to change a character, press  d 
or  c to position the cursor under the 
character you want to change, and then 
press  Clear/Back . Re-enter the 
character.
 
gDo one of the following: „ Enter the name (up to 16 characters) 
using the dial pad.
Press  OK.
(See  Entering Text on page 174.)
„ If you do not want to change the 
name, press  OK.
hDo one of the following:
„ Enter the new fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to change the 
number, press  OK.
iDo one of the following:
„ Enter the second new fax or 
telephone number (up to 20 digits).
Press  OK.
„ If you do not want to change the 
number, press  OK.
jPress  Stop/Exit .
Setting up groups for 
broadcasting8
Groups, which can be stored on a Speed-Dial 
location, allow you to send the same fax 
message to many fax numbers by pressing 
only Search/Speed Dial , the two-digit 
location and  Black Start. First, youll need to 
store each fax number in a Speed-Dial 
location. Then you can include them as 
numbers in the Group. Each Group uses up a 
Speed-Dial location. You can have up to six 
Groups, or you can assign up to 158 numbers 
(MFC-440CN and MFC-665CW) or 198 
numbers (MFC-845CW) in large Group if you 
have 2 numbers in each location.
(See  Storing Speed-Dial numbers on 
page 66 and  Broadcasting (Black & White 
only) on page 40.)
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Set Quick-Dial .
Press  OK.
dPress  a or  b to choose 
Setup Groups .
Press  OK.
ePress  a or  b to choose  GROUP 1, 
GROUP 2 , GROUP 3 , GROUP 4 , 
GROUP 5  or GROUP 6  for the Group 
name where you will store the fax 
numbers.
Press  OK.
fPress  a or  b to choose the 2-digit 
location where you want to add to the 
Group.
Press  OK.
gPress  a or  b to choose  Add Number .
Press  OK.
 
						

							
Dialing and storing numbers69
8
hPress a or  b to choose the number you 
want to add.
Press  OK.
(See  Search on page 63.)
iAfter you have finished adding numbers 
by repeating steps  g and  h, press  a or 
b  to choose  Complete.
Press  OK.
jPress  Stop/Exit .
Note
You can print a list of all the Speed-Dial 
numbers. Group numbers will be marked 
in the GROUP column. (See  Reportson 
page 88.)
 
Changing Group name8
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Set Quick-Dial .
Press  OK.
dPress  a or  b to choose 
Setup Groups .
Press  OK.
ePress  a or  b to choose the Group 
name you want to change.
Press  OK.
fPress  a or  b to choose 
Change Group name .
Press  OK.
Note
How to change the stored name or 
number:
If you want to change a character, press  d 
or  c to position the cursor under the 
character you want to change, and then 
press  Clear/Back . Re-enter the 
character.
 
gEnter the new name (up to 16 
characters) using the dial pad.
Press  OK.
(See  Entering Text on page 174. For 
example, type NEW CLIENTS).
hPress  a or  b to choose  Complete.
Press  OK.
iPress  Stop/Exit .
Deleting a Group8
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Set Quick-Dial .
Press  OK.
dPress  a or  b to choose 
Setup Groups .
Press  OK.
ePress  a or  b to choose the Group you 
want to delete.
Press  OK.
fPress  a or  b to choose  Delete.
Press  OK.
Then, confirm the Delete by pressing  1.
gPress  a or  b to choose  Complete.
Press  OK.
hPress  Stop/Exit .
 
						

							
Chapter 8
70
Deleting a number from a Group8
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Set Quick-Dial .
Press  OK.
dPress  a or  b to choose 
Setup Groups .
Press  OK.
ePress  a or  b to choose the Group you 
want to change.
Press  OK.
fPress  a or  b to choose the number you 
want to delete.
Press  OK.
Then, confirm the Delete by pressing  1.
gPress  a or  b to choose  Complete.
Press  OK.
hPress  Stop/Exit .
Dialing Access codes and 
credit card numbers8
Sometimes you may want to choose from 
several long distance carriers when you 
make a call. 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 66.)
For example, you have stored ‘555’ on 
Speed-Dial: 03 and ‘7000’ on Speed-Dial: 02.
aPress  Search/Speed Dial .
bEnter 03.
Note
If you stored 2 numbers in one Speed-Dial 
location, you will be asked which number 
you want to send to.
 
cPress  a or  b to choose  Speed-Dial .
Press  OK.
dEnter  02.
ePress  Black Start  or Color Start .
You will dial ‘555-7000’.
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  Search/Speed Dial , 03  and then press 
7001  using the dial pad.
Note
If you must wait for another dial tone or 
signal at any point in the dialing sequence, 
create a pause in the number by pressing 
Redial/Pause . Each key press adds a 
3.5-second delay.
 
 
						

							
71
9
9
Message Center mode9
The Message Center feature will store up to 
99 incoming messages. Messages are stored 
in the order in which they are received.
Voice messages can be up to 3 minutes in 
length, and can also be picked up remotely 
(see Using your Remote Access 
Code on page 83). The number of messages 
you can store will depend on how much 
memory is being used by other features (for 
example, delayed and stored faxes).
Setting up the Message 
Center9
Recording the Message Center outgoing 
message ( Msg Ctr OGM ) is the first step you 
need to follow before you can use the 
Message Center. 
To enter Message Center mode, follow the 
steps below:
aRecord your Message Center OGM.
bPress   to activate the Message 
Center. 
Outgoing message (OGM)9
Recording your OGM9
You can record the following two different 
types of OGM:
„ Msg Ctr OGM
This message will be played when a call is 
received. The caller will be able to leave a 
voice or fax message. „
F/T OGM
This message is played when a call is 
received and your machine is set to 
Fax/Tel mode. The caller will not be able 
to leave a message. See  Fax/Tel OGM 
(Announcement) on page 72.
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  OGM.
Press  OK.
The LCD prompts you to choose an 
OGM.
ePress  a or  b to choose either 
Msg Ctr OGM  or F/T OGM , then press 
OK .
Note
If callers tell you they cannot leave a 
message on your machine, make sure you 
have chosen  Msg Ctr OGM  (not F/T 
OGM ).
 
fPress  a or  b to choose  Record OGM .
Press  OK.
gRecord your message, using one of the 
options below:
„ (MFC-665CW only)
Pickup the handset, record your 
message, and replace the handset 
when finished.
„ (MFC-845CW only)
Speak clearly toward the 
microphone   to record your 
message. Press  Stop/Exit when 
finished.
Message Center (MFC-665CW 
and MFC-845CW only)
9
 
						

							
Chapter 9
72
The Message Center will play your 
OGM back to you.
hPress  Stop/Exit .
Listening to your OGM9
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  OGM.
Press  OK.
ePress  a or  b to choose  Msg Ctr OGM  
or  F/T OGM .
Press  OK.
fPress  a or  b to choose  Playing OGM .
Press  OK.
Adjust the volume by pressing Volume 
d or  c .
gPress  Stop/Exit .
Erasing your OGM9
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  OGM.
Press  OK.
ePress  a or  b to choose either 
Msg Ctr OGM  or F/T OGM .
Press  OK.
fPress  a or  b to choose  Erase OGM . 
Press  OK.
gDo one of the following:
„ Press  1 to erase the OGM. 
„ Press  2 to exit without erasing.
hPress  Stop/Exit .
Fax/Tel OGM 
(Announcement)9
If your machine is set to Fax/Tel receive 
mode this message will  be played by your 
Brother machine to a caller. Unlike the Msg 
Ctr OGM, the caller  will not be able to leave a 
message.
To record your Fax/Tel OGM follow the 
instructions on  Outgoing message 
(OGM) on page 71 and choose  F/T OGM (not 
Msg Ctr OGM ).
If you need to review the steps for setting up 
the Fax/Tel receive mode, see  Receive 
modes on page 46.
Activating Message Center 
mode9
When the   light glows, Message Center 
mode is active. Press   to enter MC mode.
 
						

							
Message Center (MFC-665CW and MFC-845CW only)73
9
Managing your 
messages
9
Message indicator9
The   light flashes if you have any new 
messages waiting for you.
The LCD displays the total number of voice 
and fax messages stored in the Message 
Center memory.
Fax messages are only stored when Fax 
Storage or Fax Preview is turned on. See 
Advanced fax operations (Black & White 
only)on page 76.
Playing voice messages9
All messages are played in the order they 
were recorded. The LCD shows the number 
of the current message, the total number of 
messages, and the time and date the 
message was recorded.
Follow the steps below to listen to your voice 
messages:
aPress  Play/Record  or Play .
The following commands are available 
when playing messages:
bPress  Stop/Exit .
Erasing incoming messages9
To erase voice messages individually9
aPress Play/Record  or Play . 
The machine will sound a two second 
beep and begins message playback. 
Each message is preceded by one long 
beep, and followed by two short beeps.
bTo erase a specific message, press 
Erase  immediately after the two short 
beeps, or while the message is playing.
cDo one of the following: „ Press  1 to erase the message.
„ Press  2 to cancel.
dPress  Stop/Exit .
l  (RWD) Repeats a message.
#  (FWD) Skips to the next message.
 or  Adjusts the volume.
 
						

							
Chapter 9
74
To erase all of your messages9
aPress  Erase. 
The LCD displays the following: „ Erase All Voice?
Yes iPress  1
No iPress  2
bDo one of the following:
„ Press  1 to erase all of your voice 
messages.
„ Press  2 to cancel.
cPress  Stop/Exit .
Additional Message 
Center operations
9
Setting maximum time for 
incoming messages9
Your machine’s default setting will save 
incoming messages up to 30 seconds long. 
To change this setting follow the steps below:
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  ICM Max. 
Time .
Press  OK.
ePress  a or  b to choose the maximum 
time setting for incoming messages ( 30, 
60 , 120  or 180  seconds).
Press  OK.
fPress  Stop/Exit .
Setting toll saver9
When the toll saver feature is on, the machine 
will answer after two rings if you do have 
voice or fax messages, and after four rings if 
you do not have any messages. 
This way, when you call your machine for 
remote retrieval, if it rings three times, you 
have no messages and can hang up to avoid 
a toll charge.
The toll saver feature is only available when 
Message Center mode is on. When toll saver 
is On , it overrides your ring delay setting.
If you are using Distinctive Ring, do not use 
the Toll Saver feature.