Brother MFC 5460CN User Manual

							
Telephone Services and External devices45
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, reduce  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 
phone line. (See t he illustration below.)
• 
1TAD
When the TAD answers a call, the LCD 
shows Telephone .
 
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.
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Chapter 7
46
eSet the TAD to answer calls.
fSet the Receive Mode to 
External TAD . (See Choosing the 
Receive Mode on page 37.)
Recording an 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 phone lines7
A roll over phone 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 phone 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 phone system7
A two-line phone system is nothing more than 
two separate phone numbers on the same wall 
outlet. The two phone 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 phone and 
see if it can access both lines. If it can, you 
must separate the line for your machine. (See 
Easy Receive on page 39.)
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 phone 
numbers to it.
 
						

							
Telephone Services and External devices47
7
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 Phone
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.
Multi-line connections (PBX)7
We suggest you ask the company who 
installed your PBX to connect 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 telephone 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 t hat 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.
RJ14
RJ11
RJ14
1 2
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Chapter 7
48
External and extension 
phones
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 phone, 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  #51 to take the 
call at an extension phone. (See  F/T Ring 
Time (Fax/Tel mode only) on page 39.)
If you answer a call and no 
one is on the line:7
You should assume that youre receiving a 
manual fax.
Press l51  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 39.)
 
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  l51 . 
Wait for the chirping sounds then replace the 
handset. (See  Easy Receiveon page 39.) 
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 phone you 
can turn the F/T ring off by pressing  #51 
(make sure you press this  between the rings).
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Telephone Services and External devices49
7
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, 2, 1 , 4. 
Setup Receive
4.Remote Codes
bPress  a or  b to choose  On (or  Off ).
Press  OK.
cEnter the new Fax Receive Code.
Press  OK.
dEnter the new Telephone Answer Code.
Press  OK.
ePress  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.
 
 
						

							
50
8
How to Dial8
Manual dialing8
Press all of the digits of the fax number.
 
Speed-Dialing8
aPress Search/Speed Dial , the # 
(pound) key, and then the two digit 
Speed-Dial number. 
Note
If the LCD shows  Not Registered  
when you enter 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 memories. 
Press  Search/Speed Dial  and the menu 
keys to search numerically or alphabetically.
 
 
1 To search numerically.
2 To search alphabetically, you can use the 
dial pad to enter the first letter of the name 
you are looking for.
Dialing and storing numbers8
 
Two-digit number
1
2
 
						

							
Dialing and storing numbers51
8
Fax Redial8
If you are sending a fax manually and the line 
is busy, press Redial/Pause, and then press 
Black Start  or Color Start  to try again. If you 
want to make a second call to the last number 
dialed, you can save time by pressing 
Redial/Pause  and Black Start  or 
Color Start . 
Redial/Pause  only works if you dialed from 
the control panel.
If you are sending a fax automatically and the 
line is busy, the machine will automatically 
redial one time after five minutes.
Note
In Real Time Transmission the automatic 
redial feature does not work when using 
the scanner glass.
 
Storing numbers8
You can set up your machine to do the 
following types of easy dialing: Speed-Dial 
and Groups for broadcasting faxes. When 
you dial a Quick-Dial number, the LCD shows 
the name, if you stored it, or the number.
Note
If you lose electrical power, the Quick-Dial 
numbers that are in the memory will not be 
lost.
 
Storing a pause8
Press  Redial/Pause  to put a 3.5-second 
pause between numbers. If you are dialing 
overseas, you can press  Redial/Pause as 
many times as needed to increase the length 
of the pause.
Storing Speed-Dial numbers8
You can store up to 100 Speed-Dial locations 
with a name. When you dial you will only have 
to press a few keys (For example: 
Search/Speed Dial , #  the two-digit number, 
and  Black Start  or Color Start ).
aPress Menu, 2, 3 , 1.
bUse the dial pad to enter a 2-digit 
Speed-Dial location number (00-99).
Press  OK.
cEnter the fax or telephone number (up to 
20 digits).
Press  OK.
dDo one of the following:
„ Enter the name (up to 16 characters) 
using the dial pad. 
Press  OK. (To help you enter letters, 
see  Entering Text on page 132.)
„ To store the number without a name, 
press  OK.
eDo one of the following:
„ To store another Speed-Dial 
number, go to step b.
„ To finish the setting, press 
Stop/Exit .
 
						

							
Chapter 8
52
Changing Speed-Dial 
numbers8
If you try to store a Speed-Dial number where 
a number has already been stored, the LCD 
will show the name or number that has been 
stored there, and  will ask you to do one of the 
following: 
„ Press  1 to change the stored number.
 
#05:Mike
1.Change 2.Exit
„ Press  2 to exit without making a change.
If you chose  1, you will be able to change the 
stored number and name, or enter a new one. 
Follow the instructions below:
aEnter a new number. Press  OK.
bEnter a new name. Press  OK.
To change a character, use  d or  c to position 
the cursor under the character you want to 
change, then press  Clear/Back.
Re-enter the character.
Setting up groups for 
broadcasting8
If you regularly want to send the same fax 
message to many fax numbers you can set 
up a Group. Groups are stored on a 
Speed-Dial number. Each group uses up a 
Speed-Dial location. You can then send the 
fax message to all the numbers stored in a 
group just by entering a Speed-Dial number, 
and then pressing  Black Start.
Before you can add numbers to a Group, you 
need to store them as Speed-Dial numbers. 
You can have up to six small Groups, or you 
can assign up to 99 numbers to one large 
Group.
aPress  Menu, 2, 3, 2 . 
Set Quick-Dial
2.Setup Groups
bUse the dial pad to enter the two-digit 
Speed-Dial number where you want to 
store the Group.
Press  OK.
cUse the dial pad to enter a Group 
number (1 to 6).
Press  OK.
 
Setup Groups
Setup Group:G0_
dTo add Speed-Dial numbers follow the 
instructions below:
For example, for Speed-Dial numbers 
05 and 09.
Press  Search/Speed Dial , 05 , 
Search/Speed Dial , 09 .
The LCD shows:  #05 #09.
 
Setup Groups
G01: #05 #09
ePress OK when you have finished 
adding numbers.
fUse the dial pad to enter a name for the 
Group.
Press  OK.
 
						

							
Dialing and storing numbers53
8
gPress Stop/Exit .
Note
You can easily print a list of all your 
Speed-Dial numbers. Numbers that are 
part of a group will be marked in the 
GROUP column. (See  How to print a 
report on page 62.)
 
Dialing Access codes and 
credit card numbers8
You can combine more than one Quick-Dial 
number when you dial. This feature may be 
useful if you need to dial an access code for 
a cheaper rate long distance carrier.
For example, you might have stored ‘555’ on 
Speed-Dial #03 and ‘7000’ on Speed-Dial 
#02. You can use them both to dial ‘555-7000’ 
if you press the following keys:
Search/Speed Dial , #03 , 
Search/Speed Dial , #02 , and  Black Start  or 
Color Start .
Numbers can be added manually by entering 
them on the dial pad:
Search/Speed Dial , #03 , 7, 0,  0, 1 (on the 
dial pad), and  Black Start or Color  Start .
This would dial ‘555–7001’. You can also add 
a pause by pressing the  Redial/Pause key.
 
						

							
54
9
Remote fax options ARE NOT available for 
color  fax.
You can use  only one  fax option at a time.
Fax Forwarding9
The fax forwarding feature lets you 
automatically forward your received faxes to 
another machine. If you choose 
Backup Print:On  the machine will also 
print the fax (this is a safety feature in case 
there is a power failure).
aPress  Menu, 2, 5,  1. 
Remote Fax Opt
1.Fwd/Page/Store
bPress  a or  b to choose  Fax Forward .
Press  OK.
The LCD will ask you to enter the fax 
number you want your faxes to be 
forwarded to.
cEnter the forwarding number (up to 20 
digits).
Press  OK.
dPress  a or  b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
Note
When Fax Forwarding is turned on your 
machine will only receive black & white 
faxes into memory. Color faxes will not be 
received, unless the sending machine 
converts them to black & white before 
sending. 
 
ePress  Stop/Exit .
Paging9
When you choose Paging, your machine 
dials the pager number you have 
programmed, and then dials your Personal 
identification Number (PIN). This activates 
your pager so you will know that you have a 
fax message in the memory.
aPress Menu, 2, 5, 1 . 
Remote Fax Opt
1.Fwd/Page/Store
bPress  a or  b to choose  Paging.
Press  OK.
cEnter your pager phone number 
followed by  # #  (up to 20 digits).
Press  OK.
Do not include the area code if it is the 
same as that of your machine. 
For example, press:
1  8  0  0  5  5  5  1  2  3  4  #  # .
dDo one of the following:
„ If your pager needs a PIN, enter the 
PIN, press  #, press  Redial/Pause , 
and then enter your fax number 
followed by  # # .
Press  OK.
For example, press:
1  2  3  4  5  #  Redial/Pause  1  8  0  0  5  5  
5  6  7  8  9  #  # .
„ If you do not need a PIN, press:
Redial/Pause , and then enter your 
fax number followed by  # # .
Press  OK.
For example, press:
Redial/Pause  1  8  0  0  5  5  5  6  7  8  9  #  #
 Remote fax options9