Brother Mfc 490cw User Manual

							
Section II
FaxII
Sending a Fax30
Receiving a Fax37
Telephone and External devices48
Dialling and storing numbers59
Printing Reports66
Polling68
 
						

							
30
5
Entering Fax mode5
When you want to send a fax, or change fax 
send or receive settings, press the (Fax ) key to illuminate it in blue.
 
The LCD shows: 
Press  aor b to scroll through the  Fax key 
options. Some functions are only available 
when sending monochrome faxes.
„ Fax Resolution  (See page 34.)
„ Contrast  (See page 33.)
„ Speed Dial  (See page 59.)
„ Outgoing Call  (See page 60.)
„ Caller ID hist.  (See page 60.)
„ Broadcasting  (See page 32.)
„ Delayed Fax  (See page 35.)
„ Batch TX  (See page 35.)
„ Real Time TX  (See page 34.)
„ Polled TX  (See page 70.)
„ Polling RX  (See page 68.)
„ Overseas Mode  (See page 35.)
„ Glass ScanSize  (See page 31.)
„ Set New Default  (See page 36.)
„ Factory Reset  (See page 36.)
When the option you want is highlighted, 
press  OK.
Faxing from the ADF 5
aPress ( Fax).
bPlace the document face down in the 
ADF. (See  Using the ADF  on page 19.)
cEnter the fax number using the dial pad, 
Speed Dial or Search.
dPress Mono Start  or Colour Start .
The machine starts scanning the 
document.
Note
• To cancel, press  Stop/Exit.
• If you send a mono fax when the memory  is full it will be sent in real time.
 
Sending a Fax5
Fax Resolution Standard
Auto
AutoContrastC ontr a st
FA X Speed Dial
S
peed D ia l
Outgoing Call O utg oin g C all 
Fax    Press Start
 
						

							
Sending a Fax31
5
Faxing from the scanner glass5
You can use the scanner glass to fax pages 
of a book one at a time. The documents can 
be up to Letter or A4 size.
You cannot send colour faxes with multiple 
pages.
Note
Since you can only scan one page at a 
time, it is easier to use the ADF if you are 
sending a multiple page document.
 
aPress (Fax).
bLoad your document face down on the 
scanner glass. (See  Using the scanner 
glass  on page 19.)
cEnter the fax number using the dial pad, 
Speed Dial or Search.
dPress  Mono Start  or Colour Start .
„ If you press  Mono Start, the 
machine starts scanning the first 
page. Go to step e.
„ If you press  Colour Start , the 
machine starts sending the 
document.
eDo one of the following:
„ To send a single page, press  2 to 
choose  No (or press  Mono Start  
again).
The machine starts sending the 
document.
„ To send more than one page, 
press 1 to choose  Yes and go to 
step f.
fPlace the next page on the scanner 
glass.
Press  OK.
The machine starts scanning the page. 
(Repeat steps e and  f for each 
additional page.)
Faxing Letter size documents 
from the scanner glass5
When documents are Letter size, you need to 
set Scan Size to Letter. If you do not, the side 
portion of the faxes will be missing.
aPress ( Fax).
bPress  aor b to choose 
Glass ScanSize .
cPress dor c to choose  Letter.
Press  OK.
Note
You can save the setting you use most 
often by setting it as default. (See  Setting 
your changes as a new default  
on page 36.)
 
Colour fax transmission5
Your machine can send a colour fax to 
machines that support this feature.
Colour faxes cannot be stored in the memory. 
When you send a colour fax, the machine will 
send it in real time (even if  Real Time TX is 
set to  Off). 
Cancelling a fax in progress5
If you want to cancel a fax while the machine 
is scanning, dialling or sending, press 
Stop/Exit .
 
						

							
Chapter 5
32
Broadcasting 
(Monochrome only)
5
Broadcasting is when the same fax message 
is automatically sent to more than one fax 
number. You can include Groups, Speed Dial 
numbers and up to 50 manually dialled 
numbers in the same broadcast.
After the broadcast is finished, a Broadcast 
Report will be printed.
aPress ( Fax).
bLoad your document.
cPress  aor b to choose  Broadcasting .
Press  OK.
dYou can add numbers to the broadcast 
in the following ways:
„
Press aorb to choose Add Number 
and enter a number using the dial pad.
Press  OK.
„ Press  aor b to choose  Speed Dial  
and  OK. Press  aor b to choose 
Alphabetical Order  or 
Numerical Order  and OK. Press 
a or b to select a number and  OK.
eAfter you have entered all the fax 
numbers by repeating step d, press 
a or b to choose  Complete.
Press  OK.
fPress  Mono Start .
Note
• If you did not use up any of the numbers 
for Groups, you can ‘broadcast’ faxes to 
as many as 250 different numbers.
•
The available memory will vary depending 
on the types of jobs in the memory and the 
number of locations used for broadcasting. 
If you broadcast to the maximum numbers 
available, you will not be able to use dual 
access and delayed fax.
• If the memory is full, press  Stop/Exit to 
stop the job. If more than one page has 
been scanned, press  Mono Start to send 
the portion that is in the memory.
 
Cancelling a Broadcast in 
progress5
aPress  Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Remaining Jobs .
Press  OK.
The LCD will show the fax number being 
dialled and the Broadcast job number.
dPress  OK.
The LCD will ask you the following 
message:
Cancel Job?  
Yes iPress 1
No iPress 2
ePress  1 to cancel the number being 
dialled.
The LCD will then show the Broadcast 
job number.
fPress  OK.
The LCD will ask you the following 
message:
Cancel Job?
Yes iPress 1  
No iPress 2  
gPress 1 to cancel the Broadcast.
hPress  Stop/Exit .
 
						

							
Sending a Fax33
5
Additional sending 
operations
5
Sending faxes using multiple 
settings5
When you send a fax you can choose any 
combination of these settings: resolution, 
contrast, scan size, overseas mode, delayed 
fax timer, polling transmission and real time 
transmission.
aPress (Fax).
The LCD shows:
 
bPress  aor b to choose a setting you 
want to change.
cPress  dor c to choose an option.
dGo back to  b to change more settings.
Note
• Most settings are temporary and the 
machine returns to its default settings after 
you send a fax. 
• You can save some of the settings you  use most often by setting them as default. 
These settings will stay until you change 
them again. (See  Setting your changes as 
a new default  on page 36.) 
 
Contrast5
If your document is very light or very dark, you 
may want to change the contrast. For most 
documents the factory setting  Auto can be 
used. It automatically chooses the suitable 
contrast for your document. 
Use  Light  when sending a light document. 
Use  Dark  when sending a dark document.
aPress ( Fax).
bPress  aor b to choose  Contrast.
cPress dor c to choose  Auto, Light  or 
Dark . 
Press  OK. 
Note
Even if you choose  Light or Dark , the 
machine will send the fax using the  Auto 
setting in any of the following conditions:
• When you send a colour fax.
• When you choose  Photo as the Fax 
Resolution.
 
Fax Resolution Standard
Auto
AutoContrastC ontr a st
FA X Speed Dial
S
peed D ia l
Outgoing Call O utg oin g C all 
Fax    Press Start
 
						

							
Chapter 5
34
Changing fax resolution5
The quality of a fax can be improved by 
changing the fax resolution.
aPress ( Fax).
bPress  aor b to choose 
Fax Resolution .
cPress dor c to choose the resolution 
you want. 
Press  OK. 
Note
You can choose four different resolution 
settings for monochrome faxes and two 
for colour.
If you choose  S.Fine or Photo  and then 
use the  Colour Start  key to send a fax, 
the machine will send the fax using the 
Fine  setting.
 
Dual access 
(Monochrome only)5
You can dial a number and start scanning the 
fax into memory—even when the machine is 
sending from memory, receiving faxes or 
printing PC data. The LCD shows the new job 
number and available memory.
The number of pages you can scan into the 
memory will vary depending on the data that 
is printed on them.
Note
If the Out of Memory  message appears 
while scanning documents, press 
Stop/Exit  to cancel or  Mono Start to send 
the scanned pages.
 
Real time transmission5
When you are sending a fax, the machine will 
scan the documents into the memory before 
sending. Then, as soon as the telephone line 
is free, the machine will start dialling and 
sending.
If the memory is full or you are sending a 
colour fax, the machine will send the 
document in real time (even if 
Real Time TX  is set to Off).
Sometimes, you may want to send an 
important document immediately, without 
waiting for memory transmission. You can 
turn on  Real Time TX .
aPress (Fax).
bPress  aor b to choose  Real Time TX .
cPress dor c to choose  On (or  Off ).
Press  OK.
Note
In real time transmission, the automatic 
redial feature does not work when using 
the scanner glass.
 
Monochrome
Standard Suitable for most typed 
documents.
Fine Good for small print and 
transmits a little slower than 
Standard resolution.
S.Fine Good for small print or artwork 
and transmits slower than Fine 
resolution.
Photo Use when the document has 
varying shades of grey or is a 
photograph. This has the 
slowest transmission.
Colour
StandardSuitable for most typed 
documents.
Fine Use when the document is a 
photograph. The transmission 
time is slower than Standard 
resolution.
 
						

							
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  aor b to choose 
Overseas Mode .
dPress dor c to choose  On (or  Off ).
Press  OK.
Delayed Faxing 
(Monochrome 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  aor b to choose  Delayed Fax .
dPress dor c 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 
(Monochrome 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  aor b to choose  Batch TX.
cPress dor c to choose  On.
Press  OK.
dPress  Stop/Exit .
Checking and cancelling 
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  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Remaining Jobs .
Press  OK.
Any waiting jobs appear on the LCD.
dPress  aor 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 cancelling, press  2 to 
choose  No.
fWhen you have finished, press 
Stop/Exit .
 
						

							
Chapter 5
36
Setting your changes as a 
new default5
You can save the fax settings for 
Fax Resolution , Contrast , 
Glass ScanSize  and Real Time TX  you 
use most often by setting them as default. 
These settings will stay until you change 
them again.
aPress ( Fax).
bPress  aor b to choose the menu option 
that you want to change. Press  dor c to 
choose your new option.
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  aor 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 
dialling, ringing and fax-receiving tones while 
sending a fax.
aPress ( Fax).
bLoad your document.
cTo listen for a dial tone pick up the 
handset of an external telephone.
dDial the fax number.
eWhen you hear the fax tone, press 
Mono Start  or Colour Start .
If you are using the scanner glass 
press 1 on the machine to send a fax.
fReplace the handset.
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  Mono 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.)
 
 
						

							
37
6
6
Receive modes6
You must choose a receive mode depending on the external devices and telephone services you 
have on your line.
Choose the Receive Mode6
By default, your machine will automatically receive any faxes that are sent to it. The diagram below 
will help you choose the correct mode.
For more detailed information on the receive modes, see Using receive modes on page 38.
 
To set a receive mode follow the instructions below.
aPress Menu.
bPress  aor b to choose  Initial Setup .
Press  OK.
cPress  aor b to choose  Receive Mode .
dPress dor c 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 want to use the telephone features of your machine (if available\
) or 
an external telephone or external telephone answering device connected o\
n the 
same line as the machine?
Ye s
Fax Only
No
No
No
Manual
Ye s
External TAD Fax/Tel
Are you using the voice message function of 
an external telephone answering device?
Do you want the machine to answer fax and 
telephone calls automatically?
 
Ye s
 
						

							
Chapter 6
38
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 Delay on page 39.)
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 
dealing with 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 
double ring made by your machine.
(See  F/T Ring Time (Fax/Tel mode only)  
on page 39 and  Ring Delay on page 39.)
Manual6
To receive a fax in manual mode lift the 
handset of an external telephone. When you 
hear fax tones (short repeating beeps), press 
Mono Start  or Colour Start . You can also 
use the Fax Detect feature to receive faxes by 
lifting a handset on the same line as the 
machine.
(See  Fax Detect  on page 40.)
External TAD6
External TAD mode lets an external 
answering device manage your incoming 
calls. Incoming calls will be dealt with 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 55.)
Note
• When Changing your Receive Mode, if the  message appears  DR Mode in Use , 
please go to page 50 to turn Distinctive 
Ring Off. Then return to change your 
receive mode.
• Do not turn off Distinctive Ring if you are  subscribed to FaxStream
® Duet®.