Brother Mfc 490cw User Manual

							
Receiving a Fax39
6
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 choose the maximum number of rings.
(See  Operation from extension telephones  
on page 57 and  Fax Detect on page 40.)
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose  Ring Delay .
ePress dor c to choose how many times 
the line rings before the machine 
answers ( 2-10  for Australia,  1-10  for 
New Zealand,  0-10  for some countries).
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
When somebody calls your machine, you and 
your caller will hear the normal telephone ring 
sound. The number of rings is set by the ring 
delay setting. 
If the call is a fax, then your machine will 
receive it; however, if it is a voice call the 
machine will sound the F/T ring (a fast 
double-ring) for the time you have set in the 
F/T ring time setting. If you hear the F/T ring 
it means that you have a voice caller on the 
line.
Because the F/T ring is made by the machine, 
extension and external telephones will  not 
ring; however, you can still answer the call on 
any telephone. (For more information see 
Using remote codes  on page 58.)
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
F/T Ring Time .
ePress dor c to choose how long the 
machine will ring to alert you that you 
have a voice call (20, 30, 40 or 
70 seconds for Australia and some 
countries, 20, 30, 40 or 55 seconds for 
New Zealand).
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.
 
 
						

							
Chapter 6
40
Fax Detect6
If Fax Detect is  On:6
Fax Detect is turned  On as default.
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 Fax Detect is  Off:6
If you are at the machine and answer a fax 
call by lifting the handset, press  Mono Start 
or  Colour Start , then press 2 to receive the 
fax.
If you answered at an extension telephone, 
press  l 5 1  (l 9  1  for New Zealand). (See 
Operation from extension telephones  
on page 57.) 
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 remote activation code 
l  5  1  ( l 9  1  for New Zealand).
• If you send faxes from a computer on the  same telephone line and the machine 
intercepts them, set Fax Detect to  Off.
 
aPress  Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose  Fax Detect .
ePress dor c to choose  On (or  Off ).
Press  OK.
fPress  Stop/Exit .
Memory Receive 
(Monochrome only)
6
You can only use one Memory Receive 
operation at a time:
„ Fax Forwarding
„ Fax Storage
„ PC Fax Receive
„ Off
You can change your selection at any time. If 
received faxes are still in the machine’s 
memory when you change the Memory 
Receive operation, a message will appear on 
the LCD. (See  Changing Memory Receive 
Operations  on page 43.)
Fax Forwarding6
When you choose Fax Forward, your 
machine stores the received fax in the 
memory. The machine will then dial the fax 
number you have programmed and forward 
the fax message.
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
Memory Receive .
Press  OK.
ePress  aor b to choose  Fax Forward .
Press  OK.
fEnter the forwarding number (up to 
20 digits).
Press  OK.
 
						

							
Receiving a Fax41
6
gPress aor b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
Note
• If you choose  Backup Print:On , the 
machine will also print the fax at your 
machine so you will have a copy. This is a 
safety feature in case there is a power 
failure before the fax is forwarded or a 
problem at the receiving machine. 
• When you receive a colour fax, your  machine prints the colour fax at your 
machine but does not send the fax to the 
fax forwarding number you programmed.
 
hPress  Stop/Exit .
Fax Storage6
If you choose Fax Storage, your machine 
stores the received fax in the memory. You 
will be able to retrieve fax messages from 
another location using the remote retrieval 
commands.
If you have set Fax Storage, a backup copy 
will automatically be printed at the machine.
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
Memory Receive .
Press  OK.
ePress  aor b to choose  Fax Storage .
Press  OK.
fPress  Stop/Exit .
Note
Colour faxes cannot be stored in the 
memory. When you receive a colour fax 
your machine prints the colour fax at your 
machine.
 
PC Fax Receive6
If you turn on the PC-Fax Receive feature 
your machine will store received faxes in 
memory and send them to your PC 
automatically. You can then use your PC to 
view and store these faxes.
Even if you have turned off your PC (at night 
or on the weekend, for example), your 
machine will receive and store your faxes in 
its memory. The number of received faxes 
that are stored in the memory will appear at 
the bottom left side of the LCD.
When you start your PC and the PC-FAX 
Receiving software runs, your machine 
transfers your faxes to your PC automatically.
To transfer the received faxes to your PC you 
must have the PC-FAX Receiving software 
running on your PC. (For details, see  PC-FAX 
receiving  in the Software User’s Guide on the 
CD-ROM.)
If you choose  Backup Print:On  the 
machine will also print the fax.
aPress  Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
Memory Receive .
Press  OK.
ePress  aor b to choose 
PC Fax Receive .
Press  OK.
 
						

							
Chapter 6
42
fPress  aor b to choose   or the PC 
you want to receive.
Press  OK.
gPress  aor b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
hPress  Stop/Exit .
Note
• PC Fax Receive is not supported in the 
Mac OS
®.
• Before you can set up PC Fax Receive  you must install the MFL-Pro Suite 
software on your PC. Make sure your PC 
is connected and turned on. (For details 
see  PC-FAX Receiving  in the Software 
User’s Guide on the CD-ROM.)
• If you get an error message and the  machine cannot print the faxes in memory, 
you can use this setting to transfer your 
faxes to your PC. (For details, see  Error 
and Maintenance messages  
on page 129.)
• When you receive a colour fax, your  machine prints the colour fax at your 
machine but does not send the fax to your 
PC.
 
Changing the destination PC6
aPress  Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
Memory Receive .
Press  OK.
ePress  aor b to choose 
PC Fax Receive .
Press  OK.
fPress  aor b to choose  Change.
Press  OK.
gPress  aor b to choose  , or the PC 
you want to receive faxes.
Press  OK.
hPress  aor b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
iPress  Stop/Exit .
Turning off Memory Receive 
Operations6
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
Memory Receive .
Press  OK.
ePress  aor b to choose  Off.
Press  OK.
fPress  Stop/Exit .
Note
The LCD will give you more options if 
there are received faxes still in your 
machine’s memory. (See  Changing 
Memory Receive Operations  on page 43.)
 
 
						

							
Receiving a Fax43
6
Changing Memory Receive 
Operations6
If received faxes remain in your machine’s 
memory when you change the Memory 
Receive Operations, the LCD will ask you 
one of the following questions:
„ Erase All Doc?
Yes iPress 1
No iPress 2
„ Print All Fax?
Yes iPress 1
No iPress 2
• If you press  1, faxes in the memory will 
be erased or printed before the setting 
changes. If a backup copy has already 
been printed it will not be printed again.
• If you press  2, faxes in the memory will 
not be erased or printed and the setting 
will be unchanged.
If received faxes are left in the machines 
memory when you change to 
PC Fax Receive  from another option 
[ Fax Forward  or Fax Storage ], press a or 
b  to choose the PC.
The LCD will ask you the following question: „ Send Fax to PC?
Yes iPress 1
No iPress 2
• If you press  1, faxes in the memory will 
be sent to your PC before the setting 
changes. You will be asked if you want 
to turn on Backup Print. (For detail, see 
PC Fax Receive  on page 41.)
• If you press  2, faxes in the memory will 
not be erased or transferred to your PC 
and the setting will be unchanged.
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 or Legal size paper. 
The machine calculates the reduction ratio by 
using the page size of the fax and your Paper 
Size setting. (See  Paper Size on page 23.)
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose 
Auto Reduction .
ePress dor c to choose  On (or  Off ).
Press  OK.
fPress  Stop/Exit .
 
						

							
Chapter 6
44
Out of Paper Reception6
As soon as the paper tray becomes empty 
during fax reception, the screen will display 
No Paper Fed , asking you to put paper in 
the paper tray. Put some paper in the paper 
tray. (See  Loading paper and other print 
media  on page 9.)
The machine will carry on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available.
Further incoming faxes will also be stored into 
memory until the memory is full. When the 
memory is full the machine will stop 
automatically answering calls. To print the 
faxes, put fresh paper in the tray.
Printing a fax from the 
memory6
If you have chosen Fax Storage, you can still 
print a fax from the memory when you are at 
your machine.
aPress  Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Print Document .
Press  OK.
dPress  Mono Start .
ePress Stop/Exit .
Note
When you print a fax from the memory, the 
fax data will be erased.
 
Remote Retrieval6
You can call your machine from any touch 
tone telephone or fax machine, then use the 
remote access code and remote commands 
to retrieve fax messages.
Setting a Remote Access 
Code6
The remote access code lets you access the 
remote retrieval features when you are away 
from your machine. Before you can use the 
remote access and retrieval features, you 
have to set up your own code. The factory 
default code is the inactive code (--- ).
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Remote Access .
dEnter a three-digit code using numbers 
0-9 , l, or  #.
Press  OK. (The preset ‘ ’ cannot be 
changed.)
Note
Do not use the same code as your 
Remote Activation Code ( l 5  1  ( l 9  1  for 
New Zealand)) or Remote Deactivation 
Code ( # 5 1 (#9  1  for New Zealand)). 
(See Operation from extension 
telephones  on page 57.)
 
ePress Stop/Exit .
Note
You can change your code at any time by 
entering a new one. If you want to make 
your code inactive, press  Clear/Back in 
step d to restore the inactive setting (--- ) 
and press  OK.
 
 
						

							
Receiving a Fax45
6
Using your Remote Access 
Code6
aDial your fax number from a touch tone 
telephone or another fax machine.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once.
cThe machine signals if it has received 
messages:
„ 1 long beep — Fax messages
„ No beeps — No messages
dWhen the machine gives two short 
beeps, enter a command.
The machine will hang up if you wait 
longer than 30 seconds to enter a 
command. 
The machine will beep three times if you 
enter an invalid command.
ePress  9 0  to stop Remote Access when 
you have finished.
fHang up.
Note
If your machine is set to  Manual mode 
and you want to use the remote retrieval 
features, wait for about 100 seconds after 
it starts ringing, and then enter the remote 
access code within 30 seconds. This 
function may not be available in some 
countries e.g. Australia.
 
 
						

							
Chapter 6
46
Remote Fax commands6
Follow the commands below to access features when you are away from the machine. When you 
call the machine and enter your remote access code  (3 digits followed by  ), the system will give 
two short beeps and you must enter a remote command.
Remote commandsOperation details
95 Change the Fax Forwarding or Fax  Storage settings
1 OFF You can choose  Off after you have retrieved or erased all 
your messages.
2 Fax Forwarding One long beep means the change is accepted. If you hear  three short beeps, the change was not accepted because 
something has not been set up (for example, a Fax 
Forwarding number has not been registered). You can 
register your Fax Forwarding number by entering 4. (See 
Changing your Fax Forwarding number on page 47.) Once 
you have registered the number, Fax Forwarding will work.
4 Fax Forwarding number
6 Fax Storage
96 Retrieve a fax 2 Retrieve all faxes Enter the number of a remote fax machine to receive stored  fax messages. (See Retrieving fax messages  on page 47.)
3 Erase faxes from the memory If you hear one long beep, fax messages have been erased  from the memory.
97 Check the receiving status 1 Fax You can check whether your machine has received any  faxes. If yes, you will hear one long beep. If no, you will hear 
three short beeps.
98 Change the Receive Mode 1 External TAD If you hear one long beep, your change has been accepted.
2 Fax/Tel
3 Fax Only
90 Exit Pressing 9 0  allows you to exit remote retrieval. Wait for the 
long beep, then replace the handset.
 
						

							
Receiving a Fax47
6
Retrieving fax messages6
You can call your machine from any touch 
tone telephone and have your fax messages 
sent to a machine. Before you use this 
feature, you have to turn on Fax Storage.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press962.
dWait for the long beep, enter the number 
(up to 20 digits) of the remote fax 
machine you want your fax messages 
sent to using the dial pad, then enter  # # .
Note
You cannot use  l and # as dial numbers. 
However, press  # if you want to create a 
pause.
 
eHang up after you hear your machine 
beep. Your machine will call the other 
fax machine, which will then print your 
fax messages.
Changing your Fax 
Forwarding number6
You can change the default setting of your fax 
forwarding number from another touch tone 
telephone or fax machine.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 954.
dWait for the long beep, enter the new 
number (up to 20 digits) of the remote 
fax machine you want your fax 
messages forwarded to using the dial 
pad, then enter  # # .
Note
You cannot use  l and # as dial numbers. 
However, press  # if you want to create a 
pause.
 
ePress  9 0  when you have finished.
fHang up after you hear your machine 
beep.
 
						

							
48
7
Voice operations7
Voice calls can be made either with an 
extension or external telephone, by dialling 
manually, or by using Quick Dial numbers.
Tone or Pulse (Not Available 
for New Zealand)7
If you have a Pulse dialling service, but need 
to send Tone signals (for example, for 
telephone banking), follow the instructions 
below:
aPick up the handset of the external 
telephone.
bPress # on the machine’s control panel. 
Any digits dialled after this will send tone 
signals.
When you hang up, the machine will return to 
the Pulse dialling service.
Fax/Tel mode 7
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 external telephone, lift the 
handset of the external telephone, and then 
press  Hook to answer.
If you are at an extension telephone, youll 
need to lift the handset during the F/T Ring 
Time and then press  #51 (#9  1  for New 
Zealand) 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  l51  (l 9  1  for New 
Zealand).
Fax/Tel mode in Power Save 
condition7
When the machine is in Power Save mode 
you can receive faxes if the Power Save 
setting is  Fax Receive:On . (See Power 
Save setting  on page 21.)
Fax/Tel mode does not work in the Power 
Save condition. 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 Fax 
Detect activates your machine. If the other 
party says they want to send you a fax, 
activate the machine by pressing  l51  (l 9  1  
for New Zealand).
Telephone and External devices7