Brother MFC 465CN User Manual
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Telephone Services and External devices45 7 Distinctive Ring7 Brother uses the term ‘Distinctive Ring’ but different telephone companies have other names for this service such as Smart Ring, RingMaster, Teen Ring, Custom Ringing, Personalized Ring, Data Ident-A-Call, Ident- A-Call, Ident-A-Ring or 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. 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. Ring PatternRings 1 long-long 2 short-long-short 3 short-short-long 4 very long (normal pattern)
Chapter 7 46 Note Ring Pattern #1 is often called short-short and is the most commonly used. 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 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. bPress a or b to choose Fax. Press OK. cPress a or b to choose Miscellaneous . Press OK. dPress a or b to choose Distinctive . Press OK. ePress a or b to choose Set. Press OK. fPress 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.) gPress Stop/Exit . Distinctive Ring is now set to on. Turning off Distinctive Ring7 aPress Menu. bPress a or b to choose Fax. Press OK. cPress a or b to choose Miscellaneous . Press OK. dPress a or b to choose Distinctive . Press OK. ePress a or b to choose Off. Press OK. fPress 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 38.)
Telephone Services and External devices47 7 Caller ID7 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 15 characters of the number (or name). „ The Unavailable message means the call originated outside your Caller ID service area. „ The PrivateCall 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 48.) Note • This feature may not be available in certain areas of the USA and Canada. • 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. Setting up your area code (USA only)7 When returning calls from the caller ID history your machine will automatically dial 1 plus the area code for all calls. If your local dialing plan requires that the “1” not be used for calls within your area code enter your area code in this setting. With the area code setting, calls returned from the caller ID history to your area code will be dialed using 10 digits (area code + 7-digit number). If your dialing plan does not follow the standard 1 + area code + 7-digit number dialing system for calling outside your area code, you may experience problems returning calls automatically from the caller ID history. If this is not the procedure followed by your dialing plan, you will not be able to return calls automatically. aPress Menu. bPress a or b to choose Fax. Press OK. cPress a or b to choose Miscellaneous . Press OK. dPress a or b to choose Caller ID . Press OK. ePress a or b to choose Area Code . Press OK. fUse the dial pad to enter your area code. Press OK. gPress Stop/Exit .
Chapter 7 48 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. bPress a or b to choose Fax. Press OK. cPress a or b to choose Miscellaneous . Press OK. dPress a or b to choose Caller ID . Press OK. ePress a or b to choose Display#. Press OK. The Caller ID list will appear on the display. If no ID is stored, the beeper will sound and No Caller ID will appear on the display. fPress a or b to scroll through the Caller ID memory to view the Caller ID information. The LCD shows the callers number or name and the date and time of the call. gTo finish viewing, press Stop/Exit. Note You can also view the Caller ID list by pressing ( Fax). (See Caller ID history on page 55.) Printing the Caller ID List7 aPress Menu. bPress a or b to choose Fax. Press OK. cPress a or b to choose Miscellaneous . Press OK. dPress a or b to choose Caller ID . Press OK. ePress 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. fPress Black Start or Color Start . gAfter printing has finished, press Stop/Exit.
Telephone Services and External devices49 7 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, shorten 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 the illustration below.) 1TAD When the TAD answers a call, the LCD shows Telephone . 1 1
Chapter 7 50 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. eSet the TAD to answer calls. fSet the Receive Mode to External TAD . (See Choosing the Receive Mode on page 38.) Recording 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 syst em 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 page 41.)
Telephone Services and External devices51 7 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. 1 2 3 4
Chapter 7 52 Multi-line connections (PBX)7 We suggest you ask the company who installed your PBX to c onnect 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 tel ephone 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 or telephone answering device 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 or extension 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 # 5 1 to take the call at an extension telephone. (See F/T Ring Time (Fax/Tel mode only) on page 40.) 1 2
Telephone Services and External devices53 7 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 41.) 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 or external telephone, you can tell your machine to receive it by dialing the Fax Receive Code l 5 1 . Wait for the chirping sounds then replace the handset. See Easy Receive on page 41. 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 (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 # 5 1 (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. 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 Remote Codes . Press OK. ePress a or b to choose On (or Off ). Press OK. fEnter the new Fax Receive Code. Press OK. gEnter the new Telephone Answer Code. Press OK. hPress 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.
54 8 How to Dial8 Manual dialing8 Press all of the digits of the fax or telephone number. Speed Dialing8 aPress Speed Dial . 8 You can also choose Speed Dial by pressing ( Fax). bPress a or b to choose Search. Press OK. cPress the two-digit Speed Dial number. (See Storing Speed Dial numbers on page 56.) dIf you have two numbers in the location, press a or b to choose the number you want to call. Press OK. Note If the LCD shows Not Registered when you enter or search 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 . You can also choose Speed Dial by pressing ( Fax). bPress a or b to choose Search. Press OK. cPress a or b to choose Alphabetical Order or Numerical Order . Press OK. Note • Press l to make the LCD font size larger. •Press # to make the LCD font size smaller. dIf you chose Alphabetical Order in step c, use the dial pad to enter the first letter of the name, and then press a or b to choose the name and number you want to call. Press OK. Dialing and storing numbers8