Brother MFC 5460CN User Manual
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Remote fax options55 9 ePress Stop/Exit . Note • You cannot change a paging number or PIN remotely. • If you have set Paging, a backup copy will automatically be printed at the machine. • If Paging is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white. Fax Storage9 The fax storage feature lets you store your received faxes in the machine’s memory. You can retrieve stored fax messages from a fax machine at another location using the remote retrieval commands. (See Retrieving fax messages on page 59.) Your machine will automatically print a copy of the stored fax. aPress Menu, 2, 5 , 1. Remote Fax Opt 1.Fwd/Page/Store bPress a or b to choose Fax Storage . Press OK. cPress Stop/Exit . Note If Fax Storage is turned on your machine cannot receive a color fax unless the sending machine converts it to black & white.
Chapter 9 56 PC Fax Receive9 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 LCD will show the number of stored faxes received, for example: PC Fax Msg:001 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, 2, 5, 1. Remote Fax Opt 1.Fwd/Page/Store bPress a or b to choose PC Fax Receive . Press OK. cPress a or b to choose or the PC you want to receive. Press OK. dPress a or b to choose Backup Print:On or Backup Print:Off . Press OK. ePress 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 messages on page 105.) • When PC Fax Receive is turned on only black & white faxes can be received into the memory and sent to the PC. Color faxes will be received in real time and printed in color.
Remote fax options57 9 Changing Remote Fax Options 9 If received faxes are left in your machines memory when you change the remote fax options, the LCD will ask you one of the following messages: Erase All Fax? 1.Yes 2.No Print All Fax? 1.Yes 2.No „ 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 , Paging or Fax Storage ), the LCD will ask you the following message: Send Fax to PC? 1.Yes 2.No „ If you press 1, faxes in the memory will be sent to your PC before the setting changes. Faxes in the memory will be sent to your PC when the PC Fax Receive icon is active on your PC. (See PC-FAX receiving in the Software User’s Guide on the CD-ROM.) „ If you press 2, faxes in the memory will not be erased or transferred to your PC and the setting will be unchanged. Turning off Remote Fax Options 9 aPress Menu, 2, 5 , 1. Remote Fax Opt 1.Fwd/Page/Store bPress a or b to choose Off. Press OK. cPress Stop/Exit . Note The LCD will give you more options if there are received faxes still in your machine’s memory. (See Changing Remote Fax Options on page 57.)
Chapter 9 58 Remote Retrieval9 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 Code9 The remote access code lets you access the remote retrieval features when you are away from your machine. Before you use the remote access and retrieval features, you have to set up your own code. The factory default code is inactive code (--- l). aPress Menu, 2, 5, 2. Remote Fax Opt 2.Remote Access bEnter a three-digit code using numbers 0-9 , l , or #. Press OK. (The preset ‘ l’ cannot be changed.) cPress Stop/Exit . Note Do not use the same code as your fax receive code ( l 5 1 ) or telephone answer code ( # 5 1 ). (See Using external and extension telephones on page 48.) 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 stepb to restore the inactive setting (--- l) and press OK. Using your Remote Access Code9 aDial your fax number from a telephone or another fax machine using touch tone. bWhen your machine answers, enter your remote access code (3 digits followed by l). 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 reset the machine 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 about 2 minutes after it starts ringing, and then enter the remote access code within 30 seconds.
Remote fax options59 9 Retrieving fax messages9 aDial your fax number from a telephone or another fax machine using touch tone. bWhen your machine answers, enter your remote access code (3 digits followed by l). If you hear one long beep, you have messages. cWhen you hear two short beeps, press 9, 6, 2. dWait for the long beep, and then use the dial pad to enter the number (up to 20 digits) of the remote fax machine where you want your fax messages sent to, followed by # # . Note You cannot use l and # as dial numbers. However, press # if you want to create a pause. ePress 9, 0 to reset the machine when you have finished. fHang up after you hear your machine beep. Your machine will call the other fax machine, which will then print your fax messages. Note You can insert a pause in a fax number by using the # key. Changing your Fax Forwarding number9 You can change the default setting of your fax forwarding number from another telephone or fax machine using touch tone. aDial your fax number from a telephone or another fax machine using touch tone. bWhen your machine answers, enter your remote access code (3 digits followed by l) at once. If you hear one long beep, you have messages. cWhen you hear two short beeps, press 9, 5, 4. dWait for the long beep, and then use the dial pad to enter the new number (up to 20 digits) of the remote fax machine where you want your fax messages forwarded followed by # # . ePress 9, 0 to reset the machine when you have finished. fHang up after you hear your machine beep. Note You can insert a pause in a fax number by using the # key.
Chapter 9 60 Remote fax commands9 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 l), the system will give two short beeps and you must enter a remote command. Remote commandsOperation details 95 Change the Fax Forwarding, Paging or Fax Storage settings 1 OFF You can choose Off after you have retrieved or erased all your messages. 2 Fax Forwarding If you hear one long beep, the change has been accepted. If you hear three short beeps, you cannot change it because something has not been set up (for example, registering a Fax Forwarding number). You can register your Fax Forwarding number by entering 4. (See Changing your Fax Forwarding number on page 59.) 3 Paging 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 59.) 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.
61 10 10 Fax reports10 You need to set up the Transmission Verification Report and Journal Period using the Menu keys. Transmission Verification Report10 You can use the Transmission Report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (OK). If you choose On or On+Image , the report will print for every fax you send. If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again. Choosing On+Image or Off+Image will print a section of the faxs first page on the report to help you remember. When the Verification Report is turned Off or Off+Image , the Report will only print if there is a transmission error, with NG in the RESULT column. aPress Menu, 2, 4 , 1. bPress a or b to choose Off+Image , On , On+Image or Off . Press OK. cPress Stop/Exit . Fax Journal (activity report)10 You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you can still print the report by following the steps in the How to print a report on page 62. The default setting is Every 50 Faxes . aPress Menu, 2, 4 , 2. bPress a or b to choose an interval. Press OK. (If you choose 7 days, the LCD will ask you to choose the first day for the 7-day countdown.) „ 6, 12, 24 hours, 2 or 7 days The machine will print the report at the chosen time and then erase all jobs from its memory. If the machines memory becomes full with 200 jobs before the time you chose has passed, the machine will print the Journal early and then erase all jobs from the memory. If you want an extra report before it is due to print, you can print it without erasing the jobs from the memory. „ Every 50 Faxes The machine will print the Journal when the machine has stored 50 jobs. cEnter the time to start printing in 24-hour format. Press OK. (For example: enter 19:45 for 7:45 PM.) dPress Stop/Exit . Printing Reports10
Chapter 10 62 Reports10 The following reports are available: How to print a report10 aPress Menu, 6. bChoose one of the options below: „ Press a or b to choose the report you want. Press OK. „ Enter the number of the report you want to print. For example, press 2 to print the help list. cPress Black Start . 1.Transmission Prints a Transmission Verification Report for your last transmission. 2.Help List A help list about how to quickly program your machine. 3.Quick-Dial Lists names and numbers stored in the Speed-Dial memory, in numerical order. 4.Fax Journal Lists information about the last incoming and outgoing faxes. (TX: Transmit.) (RX: Receive.) 5.User Settings Lists your settings. 6.Network Config Prints a list of your current Network settings.
63 11 11 Polling overview11 Polling lets you set up your machine so other people can receive faxes from you, but they pay for the call. It also lets you call somebody else’s fax machine and receive a fax from it, so you pay for the call. The polling feature needs to be set up on both machines for this to work. Not all fax machines support polling. Polling receive11 Polling receive lets you call another fax machine to receive a fax. Setup to receive polling11 aMake sure you are in Fax mode . bPress Menu, 2, 1 , 6. Setup Receive 6.Polling RX cEnter the fax number you are polling. dPress Black Start or Color Start . The LCD shows Dialing. Sequential polling11 The machine can request documents from several fax machines in one operation. Afterwards, a Sequential Polling Report will be printed. aMake sure you are in Fax mode . bPress Menu, 2, 1 , 6. Setup Receive 6.Polling RX cSpecify the fax machines you want to poll by using Speed-Dial, Search, a Group or the dial pad. You must press OK between each location. dPress Black Start or Color Start . The machine polls each number or Group number in turn for a document. Press Stop/Exit while the machine is dialing to cancel the polling process. To cancel all sequential polling receive jobs, see Checking and canceling waiting jobs on page 35. Polling11
Chapter 11 64 Polled transmit (Black & White only) 11 Polled Transmit is when you set up your machine to wait with a document so another fax machine can call and retrieve it. Set up for polled transmit11 aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 6. Setup Send 6.Polled TX dPress a or b to choose On (or Off ). Press OK. eThe LCD shows: Other Settings 1.Yes 2.No fPress 2 and press Black Start . Note The document will be stored and can be retrieved by any other fax machine until you delete it from the memory. (See Checking and canceling waiting jobs on page 35.)