Brother Mfc 490cw User Manual

							
Troubleshooting and Routine Maintenance129
B
Error and Maintenance messagesB
As with any sophisticated office product, errors may occur and consumable items may need to be 
replaced. If this happens, your machine identifies the error and shows an error message. The 
most common error and maintenance messages are shown below.
You can correct most errors and routine maintenance by yourself. If you need more help, the 
Brother Solutions Center offers the latest FAQs and troubleshooting tips.
Visit us at http://solutions.brother.com
.
Error MessageCauseAction
B&W Print Only One or more of the colour ink 
cartridges is empty.
While this message appears on 
the LCD, each operation works in 
the following way:
„ Printing
If you click  Greyscale in the 
Advanced tab of the printer 
driver you can use the 
machine as a monochrome 
printer for approximately four 
weeks depending on the 
number of pages you print.
„ Copying
If the paper type is set to 
Plain Paper  or 
Inkjet Paper  you can 
make copies in monochrome.
„ Faxing
If the paper type is set to 
Plain Paper , 
Inkjet Paper  or 
Transparency  the machine 
will receive and print the faxes 
in monochrome.
If a sending machine has a 
colour fax, the machine’s 
‘handshake’ will ask that the 
fax be sent as monochrome. 
If the paper type is set to 
Other Glossy  or 
Brother BP71 , the machine will 
stop all print operations. If you 
unplug the machine, or take out 
the empty ink cartridge, you 
cannot use the machine until you 
change to a new ink cartridge. Replace the empty ink cartridges. (See 
Replacing the ink cartridges
 on page 139.)
 
						

							
130
Cannot DetectYou installed a new ink cartridge 
too quickly and the machine did 
not detect it. Take out the new ink cartridge and 
re-install it slowly until it clicks.
If you are using non Brother 
Original ink the machine may not 
detect the ink cartridge. Replace the cartridge with a Brother 
Original ink cartridge. If the error message 
remains, contact your Brother dealer.
An ink cartridge is not installed 
correctly. Take out the new ink cartridge and 
re-install it slowly until it clicks. (See 
Replacing the ink cartridges
 on page 139.)
Cannot Print One or more of the ink cartridges 
are empty. The machine will stop 
all print operations. While memory 
is available, monochrome faxes 
will be stored in the memory. If a 
sending machine has a colour fax, 
the machines 
‘handshake’ will 
ask that the fax be sent as 
monochrome. Replace the empty ink cartridges. (See 
Replacing the ink cartridges
 on page 139.)
Comm.Error Poor telephone line quality 
caused a communication error. If the problem continues, call the telephone 
company and ask them to check your 
telephone line.
Connection Fail You tried to poll a fax machine 
that is not in Polled Waiting mode. Check the other fax machines polling 
setup.
Cover is Open The scanner cover is not closed 
completely. Lift the scanner cover and then close it 
again.
The ink cartridge cover is not 
completely closed. Firmly close the ink cartridge cover until it 
clicks.
Data Remaining Print data is left in the machines 
memory. Press 
Stop/Exit . The machine will cancel 
the job and clear it from the memory. Try to 
print again.
Disconnected The other person or other 
persons fax machine stopped the 
call. Try to send or receive again.
Document Jam The document was not inserted or 
fed correctly, or the document 
scanned from the ADF was too 
long. See 
Using the ADF  on page 19.
See  Document jam  on page 135.
High Temperature The print head is too warm. Allow the machine to cool down.
Hub is Unusable. A Hub or USB Flash memory 
drive with Hub has been 
connected to the USB direct 
interface. A Hub or USB Flash memory drive with 
Hub are not supported. Unplug the device 
from the USB direct interface.
Image Too Long. The proportions of your photo are 
irregular so effects could not be 
added. Choose a regularly proportioned image.
Image Too Small. The size of your photo is too small 
to trim. Choose a larger image.
Error MessageCauseAction
 
						

							
Troubleshooting and Routine Maintenance131
B
Ink lowOne or more of the ink cartridges 
are running out of ink. If a sending 
machine has a colour fax to send, 
your machine’s ‘handshake’ will 
ask that the fax be sent as 
monochrome. If the sending 
machine has the ability to convert 
it, the colour fax will be printed at 
your machine as a monochrome 
fax. Order a new ink cartridge.
You can continue printing until the LCD 
shows 
Cannot Print . (See Replacing 
the ink cartridges  on page 139.)
Low Temperature The print head is too cold. Allow the machine to warm up.
Media Error The memory card is either 
corrupted, incorrectly formatted, 
or there is a problem with the 
memory card. Put the card firmly into the slot again to 
make sure it is in the correct position. If the 
error remains, check the media drive (slot) 
of the machine by putting in another 
memory card that you know is working.
Media is Full. The memory card or USB flash 
memory drive you are using 
already contains 999 files. Your machine can only save to your 
memory card or USB flash memory drive if 
it contains less than 999 files. Try deleting 
unused files to free some space and try 
again.
No Caller ID There is no incoming call history. 
You did not receive calls or you 
have not subscribed to the Caller 
ID service from your telephone 
company. If you want to use the Caller ID feature call 
your telephone company. (See 
Caller ID 
on page 51.) (See  Caller ID on page 53.) 
(See  Caller ID (For Singapore and Hong 
Kong)  on page 55.) 
No Cartridge An ink cartridge is not installed 
correctly. Take out the new ink cartridge and 
re-install it slowly until it clicks. (See 
Replacing the ink cartridges
 on page 139.)
No File The memory card or USB Flash 
memory drive in the media drive 
does not contain a .JPG file. Put the correct memory card or USB Flash 
memory drive into the slot again.
Error MessageCauseAction
 
						

							
132
No Paper FedThe machine is out of paper, 
paper is not correctly loaded in the 
paper tray.  Do one of the following:
„ Refill the paper in the paper tray, and 
then press  Mono Start  or 
Colour Start .
„ Remove the paper and load it again 
and then press  Mono Start or 
Colour Start  (See Loading paper and 
other print media  on page 9.)
The Jam Clear Cover is not 
closed correctly. Check that the Jam Clear Cover is closed 
evenly at both ends. (See 
Printer jam or 
paper jam  on page 136.)
The paper is jammed in the 
machine. See 
Printer jam or paper jam  on page 136.
No Response/Busy The number you dialled does not 
answer or is busy. Verify the number and try again.
Not Registered You tried to access a Speed Dial 
number that is not programmed. Set up the Speed Dial number. (See 
Storing Speed Dial numbers
 on page 61.)
Out of Memory The machines memory is full. Fax sending or copy operation in 
progress
Do one of the following:
„ Press  Stop/Exit  and wait until the other 
operations in progress finish and then 
try again.
„ Clear the data in the memory. To gain 
extra memory, you can turn off Memory 
Receive. (See  Turning off Memory 
Receive Operations  on page 42.)
„ Print the faxes that are in the memory. 
(See  Printing a fax from the memory  
on page 44.)
The memory card or USB flash 
memory drive you are using does 
not have enough free space to 
scan the documents. Delete unused files from your memory card 
or USB Flash memory drive to make some 
free space and then try again.
Paper Jam Paper is jammed in the machine. Open the Jam Clear Cover (at the back of 
the machine) and remove the jammed 
paper. (See Printer jam or paper jam  
on page 136.)
Make sure the paper length guide is 
adjusted  to the correct paper size. Do not 
extend the paper tray when you load A5 or 
smaller size paper.
Error MessageCauseAction
 
						

							
Troubleshooting and Routine Maintenance133
B
Unable to Clean XX The machine has a mechanical 
problem.
—OR—
A foreign object such as a clip or 
ripped paper is in the machine. Open the scanner cover and remove any 
foreign objects inside the machine. If the 
error message continues, see 
Transferring 
your faxes or Fax Journal report  
on page 134 before disconnecting the 
machine so you will not lose any important 
messages. 
Then, disconnect the machine from the 
power source for several minutes and then 
reconnect it.
Unable to Init. XX The machine has a mechanical 
problem.
—OR—
A foreign object such as a clip or 
ripped paper is in the machine. Open the scanner cover and remove any 
foreign objects inside the machine. If the 
error message continues, see 
Transferring 
your faxes or Fax Journal report  
on page 134 before disconnecting the 
machine so you will not lose any important 
messages. 
Then, disconnect the machine from the 
power source for several minutes and then 
reconnect it.
Unable to Print XX The machine has a mechanical 
problem.
—OR—
A foreign object such as a clip or 
ripped paper is in the machine. Open the scanner cover and remove any 
foreign objects inside the machine. If the 
error message continues, see 
Transferring 
your faxes or Fax Journal report  
on page 134 before disconnecting the 
machine so you will not lose any important 
messages. 
Then, disconnect the machine from the 
power source for several minutes and then 
reconnect it.
Unable to Scan XX The machine has a mechanical 
problem.
—OR—
A foreign object such as a clip or 
ripped paper is in the machine. Open the scanner cover and remove any 
foreign objects inside the machine. If the 
error message continues, see 
Transferring 
your faxes or Fax Journal report  
on page 134 before disconnecting the 
machine so you will not lose any important 
messages. 
Then, disconnect the machine from the 
power source for several minutes and then 
reconnect it.
Unusable Device
Disconnect device from
front connector & turn
machine off & then on
A broken device has been 
connected to the USB direct 
interface. Unplug the device from the USB direct 
interface, then press 
Power Save to turn 
the machine off and then on again.
Error MessageCauseAction
 
						

							
134
Error animations displayB
Error animations display step-by-step 
instructions when paper gets jammed. You 
can read the steps at your own pace by 
pressing c to see the next step and  d to go 
backward. If you do not press a key after 
1 minute the animation starts running 
automatically again.
Note
You can press  d, c or  OK  to pause the 
auto-animation and go back to step-by-
step mode.
 
Transferring your faxes or Fax 
Journal reportB
If the LCD shows:
„ Unable to Clean  XX
„ Unable to Init.  XX
„ Unable to Print  XX
„ Unable to Scan  XX
We recommend transferring your faxes to 
another fax machine or to your PC. (See 
Transferring faxes to another fax machine  
on page 134 or  Transferring faxes to your PC  
on page 135.)
You can also transfer the Fax Journal report 
to see if there are any faxes you need to 
transfer. (See  Transferring Fax Journal report 
to another fax machine  on page 135.)
Note
If there is an error message on the 
machines LCD, after the faxes have been 
transferred, disconnect the machine from 
the power source for several minutes, and 
then reconnect it.
 
Transferring faxes to another fax 
machine
B
If you have not set up your Station ID, you 
cannot enter fax transfer mode. (See  Enter 
personal information (Station ID)  in the Quick 
Setup Guide.)
aPress  Stop/Exit  to interrupt the error 
temporarily.
bPress  Menu.
cPress  aor b to choose  Service.
Press  OK.
dPress aorb to choose 
Data Transfer.
Press  OK.
ePress  aor b to choose  Fax Transfer .
Press  OK.
fDo one of the following:
„ If the LCD shows  No Data, there 
are no faxes left in the machines 
memory.
Press  Stop/Exit .
„ Enter the fax number to which faxes 
will be forwarded. 
gPress  Mono Start .
Unusable Device
Please Disconnect
USB Device. A USB device or USB Flash 
memory drive that is not 
supported has been connected to 
the USB direct interface.
For more information, visit us at 
http://solutions.brother.com
. Unplug the device from the USB direct 
interface.
Wrong Paper Size Paper is not the correct size. Check that the machine’s Paper Size 
setting matches the size of paper in the 
tray. (See Paper Size  on page 23.)
Error MessageCauseAction
 
						

							
Troubleshooting and Routine Maintenance135
B
Transferring faxes to your PC B
You can transfer the faxes from your 
machines memory to your PC. 
aPress Stop/Exit  to interrupt the error 
temporarily.
bMake sure you have installed  MFL-Pro 
Suite  on your PC, and then turn on  PC 
FAX Receiving  on the PC. (For details 
see  PC- FAX receiving  for Windows
® in 
the Software User’s Guide on the 
CD-ROM.)
cMake sure you have set PC Fax 
Receive on the machine. (See  PC Fax 
Receive  on page 41.)
If faxes are in the machine’s memory 
when you set up PC Fax Receive, the 
LCD will ask if you want to transfer the 
faxes to your PC.
dDo one of the following:
„ To transfer all faxes to your PC, 
press  1. You will be asked if you want 
a backup print.
„ To exit and leave the faxes in the 
memory, press  2.
ePress  Stop/Exit .
Transferring Fax Journal report to 
another fax machine
B
If you have not set up your Station ID, you 
cannot enter fax transfer mode. (See  Enter 
personal information (Station ID)  in the Quick 
Setup Guide.)
aPress  Stop/Exit  to interrupt the error 
temporarily.
bPress  Menu.
cPress  aor b to choose  Service.
Press  OK.
dPress  aor b to choose 
Data Transfer .
Press  OK.
ePress  aor b to choose  Report Trans .
Press  OK.
fEnter the fax number to which the Fax 
Journal report will be forwarded.
gPress  Mono Start .
Document jam B
Documents can jam in the ADF unit if they are 
not inserted or fed properly, or if they are too 
long. Follow the steps below to clear a 
document jam.
Document is jammed in the top of the 
ADF unit
B
aTake out any paper from the ADF that is 
not jammed.
bOpen the ADF cover.
cPull the jammed document out to the 
left.
 
dClose the ADF cover.
ePress Stop/Exit .
Note
To avoid document jams close the ADF 
cover correctly by pushing it gently in the 
middle.
 
 
						

							
136
Document is jammed inside the ADF 
unit
B
aTake out any paper from the ADF that is 
not jammed.
bLift the document cover.
cPull the jammed document out to the 
left.
 
dClose the document cover.
ePress Stop/Exit .
Printer jam or paper jamB
Take out the jammed paper depending on 
where it is jammed in the machine.
aPull the paper tray (1) out of the 
machine.
 
bPull out the jammed paper (1) and press 
Stop/Exit .
 
cReset the machine by lifting the scanner 
cover from the front of the machine and 
then closing it.
„ If you cannot remove the jammed 
paper from the front of the machine, 
or the error message still appears on 
the LCD after you have removed the 
jammed paper, please go to the next 
step.
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Troubleshooting and Routine Maintenance137
B
dOpen the Jam Clear Cover (1) at the 
back of the machine. Pull the jammed 
paper out of the machine.
 
 
eClose the Jam Clear Cover.
Make sure the cover is closed properly.
 
fLift the scanner cover (1) from the front 
side of the machine until it locks 
securely into the open position. Make 
sure that there is no jammed paper left 
in the corners of the machine.
 
CAUTION 
Before you unplug the machine from the 
power source, you can transfer your faxes 
that are stored in the memory to your PC or 
another fax machine so you will not lose 
any important messages. (See Transferring 
your faxes or Fax Journal report  
on page 134.)
 
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1
 
						

							
138
Note
• If the paper is jammed under the print head, unplug the machine from the power 
source, and then move the print head to 
take out the paper.
• If the print head is at the right corner as  shown in the illustration, you cannot move 
the print head. Press  Stop/Exit until the 
print head moves to the middle. Then 
unplug the machine from the power 
source, and take out the paper.
 
• If ink gets on your skin or clothing  immediately wash it off with soap or 
detergent.
 
gLift the scanner cover to release the 
lock (1). Gently push the scanner cover 
support down (2) and close the scanner 
cover (3) using both hands.
 
hPush the paper tray firmly back into the 
machine.
Note
Make sure you pull out the paper support 
until it clicks.
 
 
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