Brother MFC 465CN User Manual

							
Sending a fax35
5
Overseas Mode5
If you are having difficulty sending a fax 
overseas due to possible interference on the 
telephone line, we recommend that you turn 
on the Overseas mode. After you send a fax 
using this feature, the feature will turn itself 
off.
aPress (Fax).
bLoad your document.
cPress  a or  b to choose 
Overseas Mode .
Press  OK.
dPress  a or  b to choose  On (or  Off ).
Press  OK.
Delayed Faxing 
(Black & White only)5
During the day you can store up to 50 faxes 
in the memory to be sent within 24-hours. 
These faxes will be sent at the time of day you 
enter in step e.
aPress ( Fax).
bLoad your document.
cPress  a or  b to choose  Delayed Fax .
Press  OK.
dPress  a or  b to choose  On.
Press  OK.
eEnter the time you want the fax to be 
sent (in 24-hour format).
(For example, enter 19:45 for 7:45 PM.)
Press  OK.
Note
The number of pages you can scan into 
the memory depends on the amount of 
data that is printed on each page.
 
Delayed Batch Transmission 
(Black & White only)5
Before sending the delayed faxes, your 
machine will help you economize by sorting 
all the faxes in the memory by destination and 
scheduled time. All delayed faxes that are 
scheduled to be sent at the same time to the 
same fax number  will be sent as one fax to 
save transmission time.
aPress ( Fax).
bPress  a or  b to choose  Batch TX.
Press  OK.
cPress  a or  b to choose  On.
Press  OK.
dPress  Stop/Exit .
Checking and canceling 
waiting jobs5
You can check which jobs are still waiting in 
the memory to be sent and cancel a job. (If 
there are no jobs, the LCD shows 
No Jobs Waiting .)
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress a or b to choose Remaining Jobs.
Press  OK.
Any waiting jobs appear on the LCD.
dPress  a or  b to scroll through the jobs 
and choose the job you want to cancel.
Press  OK.
eDo one of the following:
„ To cancel, press  1 to choose  Yes.
If you want to cancel another job go 
to step d.
„ To exit without canceling, press  2 to 
choose  No.
fWhen you have finished, press 
Stop/Exit .
 
						

							
Chapter 5
36
Setting your changes as the 
new default5
You can save the fax settings for 
Fax Resolution , Contrast , 
Real Time TX  and Scan Size  you use 
most often by setting them the default setting. 
These settings will st ay until you change 
them again.
aPress ( Fax).
bPress  a or  b to choose your new setting.
Press  OK.
Repeat this step for each setting you 
want to change.
cAfter changing the last setting, press  a 
or  b to choose  Set New Default .
Press  OK.
dPress  1 to choose  Yes.
ePress  Stop/Exit .
Restoring all settings to the 
factory settings5
You can restore all the settings you have 
changed to the factory settings. These 
settings will stay until you change them again.
aPress ( Fax).
bPress  a or  b to choose 
Factory Reset .
Press  OK.
cPress  1 to choose  Yes.
dPress  Stop/Exit .
Sending a fax manually5
Manual transmission lets you hear the 
dialing, ringing and fax-receiving tones while 
sending a fax.
aPress ( Fax).
bLoad your document.
cTo listen for a dial tone press  Hook or  
pick up the handset of an external 
telephone.
dDial the fax number.
eWhen you hear the fax tone, press 
Black Start  or Color Start .
If you are using the scanner glass press 
1  to send a fax.
fIf you picked up the handset of an 
external telephone, replace it.
Sending a fax at the end of a 
conversation5
At the end of a conversation you can send a 
fax to the other party before you both hang 
up.
aAsk the other party to wait for fax tones 
(beeps) and then to press the Start or 
Send key before hanging up.
bLoad your document.
cPress  Black Start  or Color Start .
„ If you are using the scanner glass, 
press  1 to send a fax.
dReplace the handset of the external 
phone.
 
						

							
Sending a fax37
5
Out of Memory message5
If you get an Out of Memory  message 
while scanning the first page of a fax, press 
Stop/Exit  to cancel the fax.
If you get an  Out of Memory  message 
while scanning a subsequent page, you will 
have the option to press  Black Start to send 
the pages scanned so far, or to press 
Stop/Exit  to cancel the operation.
Note
If you get an  Out of Memory  message 
while faxing and you do not want to delete 
your stored faxes to clear the memory, 
you can send the fax in real time. (See 
Real time transmission on page 34.)
 
 
						

							
38
6
Receive modes6
You must choose the receive mode depending on the external devices and telephone subscriber 
services you have on your line. The diagrams below will help you choose the correct mode. For 
more detailed information about the receive modes, see Using receive modeson page 39.
Choosing the Receive Mode6
If you are using a Voice Mail or Distinctive Ring subscriber service from your telephone company, 
see Voice Mail on page 44 or  Distinctive Ring on page 45.
 
To set a receive mode follow the instructions below.
aPress Menu.
bPress  a or  b to choose  Initial Setup .
Press  OK.
cPress  a or  b to choose  Receive Mode .
Press  OK.
dPress  a or  b to choose  Fax Only, Fax/Tel , External TAD  or Manual .
Press  OK.
ePress  Stop/Exit .
The LCD will display the current receive mode.
Receiving a Fax6
Do you use a Distinctive Ring subscriber service?
Ye s
Ye s
See Distinctive Ring.
Fax Only
No
Ye s No No
No
Ye s
Manual
Ye sExternal TADNoFax/Tel
Are you connecting an external telephone or external TAD
 (telephone answering device) to the machine?
Do you want the machine to 
answer fax and telephone 
calls automatically?Are you using the voice message 
function of your external TAD  
(telephone answering device)? Do you want to use the  
machine for fax only?
Do you use a Voice Mail subscriber service?See Voice Mail.
NoYe s
 
						

							
Receiving a Fax39
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 40.
Fax only6
Fax only mode will automatically answer 
every call as a fax call.
Fax/Tel6
Fax/Tel mode helps you automatically 
manage incoming calls, by recognising 
whether they are fax or voice calls and 
handling 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 
F/T pseudo/double-ring made by your 
machine.
Also see  F/T Ring Time (Fax/Tel mode 
only) on page 40 and  Ring 
Delay on page 40.
Manual6
Manual mode turns off all automatic 
answering functions unless you are using the 
Distinctive Ring feature.
To receive a fax in manual mode lift the 
handset of an external telephone or press 
Hook. When you hear fax tones (short 
repeating beeps), press  Black Start or 
Color Start . You can also use the Easy 
Receive feature to receive faxes by lifting a 
handset on the same line as the machine.
Also see  Easy Receive on page 41.
External TAD6
External TAD mode lets an external 
answering device manage your incoming 
calls. Incoming calls will be handled 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 49.
 
						

							
Chapter 6
40
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 Distinctive Ring service, keep the 
ring delay setting of 4.
(See  Using external and extension 
telephones on page 52 and  Easy 
Receive on page 41.)
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Receive .
Press  OK.
dPress  a or  b to choose  Ring Delay .
Press  OK.
ePress  a or  b to choose how many times 
the line rings before the machine 
answers ( 0-4 ).
Press  OK.
If you choose  0, the line will not ring at 
all.
fPress  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  Using 
external and extension 
telephones on page 52.)
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Receive .
Press  OK.
dPress  a or  b to choose 
F/T Ring Time .
Press  OK.
ePress  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.
fPress  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 Fax41
6
Easy Receive6
If Easy Receive 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 Easy Receive is  Off:6
If you are at the machine and answer a call 
first by lifting a handset, then press 
Black Start  or Color Start , and then press  2 
to receive.
If you answered at an extension telephone 
press  l 5 1 . (See  Using external and 
extension telephones on page 52.) 
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 fax receive code  l 5  1 . 
• If you send faxes from a computer on the  same telephone line and the machine 
intercepts them, set Easy Receive to  Off.
 
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Receive .
Press  OK.
dPress  a or  b to choose  Easy Receive .
Press  OK.
ePress  a or  b to choose  On (or  Off ).
Press  OK.
fPress  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, Legal size paper. The 
machine calculates the reduction ratio by 
using the page size of the fax and your Paper 
Size setting. (See  Paper Sizeon page 22.)
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Receive .
Press  OK.
dPress  a or  b to choose 
Auto Reduction .
Press  OK.
ePress  a or  b to choose  On (or  Off ).
Press  OK.
fPress  Stop/Exit .
 
						

							
Chapter 6
42
Receiving a fax at the end of a 
conversation6
At the end of a conversation you can ask the 
other party to fax you information  before you 
both hang up.
aAsk the other party to place the 
document in their machine and to press 
the Start or Send key.
bWhen you hear the other machines 
CNG tones (slowly repeating beeps), 
press  Black Start  or Color Start .
cPress 2 to receive a fax.
dReplace the handset of the external 
telephone.
Printing a fax from the 
memory6
If you have chosen paging or fax storage, you 
can still print a fax from the memory when you 
are at your machine.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose  Print Fax .
Press  OK.
ePress  Black Start .
Note
When you print a fax from the memory, the 
fax data will be erased.
 
 
						

							
43
7
7
Voice operations7
Voice calls can be made either with an 
external telephone, by dialing manually, or by 
using Quick Dial numbers.
Tone or Pulse (Canada only)7
If you have a Pulse dialing service, but need 
to send Tone signals (for example, for 
telephone banking), follow the instructions 
below:
aPick up the handset of an external 
telephone or press Hook.
bPress  # on the machine’s control panel. 
Any digits dialed after this will send tone 
signals.
When you hang up, the machine will return to 
the Pulse dialing service.
Fax/Tel mode when the power 
key is on7
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 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 .
Lift the external telephone’s handset, and 
then press  Hook to answer.
Fax/Tel mode when the power 
key is off7
You can change the default setting of the 
On/Off  key to Fax Receive:On  so that you 
can receive faxes when the power key is off. 
(See  On/Off setting on page 20.) Fax/Tel 
mode will work in the following way.
Fax/Tel mode does not work when the power 
key is off. 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 Easy 
Receive activates your machine. If the other 
party says they want to send you a fax, 
activate the machine by pressing  l51 .
Telephone Services and External 
devices
7
 
						

							
Chapter 7
44
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.
Voice Mail7
If you have Voice Mail on the same telephone 
line as your Brother machine, Voice Mail and 
the Brother machine will conflict with each 
other when receiving incoming calls. 
For example, if your Voice Mail is set to 
answer after 4 rings and your Brother 
machine is set to answer after 2 rings, then 
your Brother machine will answer first. This 
will prevent callers from being able to leave a 
message in your Voice Mail.
Similarly, if your Brother machine is set to 
answer after 4 rings and your Voice Mail is set 
to answer after 2 rings, then your Voice Mail 
will answer first. This will prevent your Brother 
machine from being able to receive an 
incoming fax, since Voice Mail cannot 
transfer the incoming fax back to the Brother 
machine. To avoid conflicts between your Brother 
machine and your voice mail service, do one 
of the following:
Get the Distinctive Ring service from your 
telephone company. Distinctive Ring is a 
feature of your Brother machine that allows a 
person with one line to receive fax and voice 
calls through two different phone numbers on 
that one line. Brother uses the term 
‘Distinctive Ring,’ but telephone companies 
market the service under a variety of names, 
such as Custom Ringing, Personalized Ring, 
Smart Ring, RingMaster, Ident-A-Ring, Ident-
A-Call, Data Ident-A-Call, Teen Ring, and 
SimpleBiz Fax & Alternate Number Ringing. 
This service establishes a second telephone 
number on the same line as your existing 
telephone number, and each number has its 
own ring pattern. Typically, the original 
number rings with the standard ring pattern 
and is used for receiving voice calls, and the 
second number rings with a different ring 
pattern and is used for receiving faxes. (See 
Distinctive Ring
on page 45.)
OR
Set your Brother machine’s Receive Mode to 
“Manual.” Manual Mode requires that you 
answer every incoming call if you want to be 
able to receive a fax. If the incoming call is a 
telephone call, then complete the call as you 
normally would. If you hear fax sending tones 
you must transfer the call to the Brother 
machine by pressing  l51  on the dial pad of 
the telephone. Unanswered fax and voice 
calls will go to your Voice Mail. (To set the 
machine in  MANUAL Mode, see  Choosing 
the Receive Mode on page 38.)