Brother Mfc 5490cn User Manual

							
Section II
FaxII
Sending a Fax28
Receiving a Fax35
Telephone Services and External devices40
Dialing and storing numbers50
Remote fax options (Black & White only)55
Printing Reports62
Polling64
 
						

							
28
5
Entering Fax mode5
Press (Fax) to enter Fax mode.
While the machine is faxing, the LCD will 
show the new job number and the memory 
available.The number of pages you can scan 
into the memory will vary depending on the 
data that is printed on them.
Faxing from the ADF5
aMake sure you are in Fax mode  .
bPlace the document face up in the ADF.
(See  Using the ADF  on page 17.)
cEnter the fax number using the dial pad, 
One Touch, Speed Dial or Search.
dPress Black Start  or Color Start .
The machine starts scanning the 
document.
Note
• To cancel, press  Stop/Exit.
• If you send a black & white fax when the  memory is full it will be sent in real time.
 
Faxing from the scanner 
glass5
You can use the scanner glass to fax pages 
of a book one at a time. The document can be 
up to Letter or A4 size.
You cannot send color 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.
 
aMake sure you are in Fax mode  .
bLoad your document on the scanner 
glass.
cEnter the fax number using the dial pad, 
One Touch, Speed Dial or Search.
dPress  Black Start  or Color Start .
„ If you press  Black Start, the 
machine starts scanning the first 
page. Go to step e.
„ If you press  Color Start, the 
machine starts sending the 
document.
eDo one of the following:
„ To send a single page, press  2 to 
choose  No (or press  Black 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 step e and step f for each 
additional page.)
Sending a Fax5
 
						

							
Sending a Fax29
5
Faxing A4 size documents 
from the scanner glass5
When documents are A4 size, you need to 
set scan size to A4. If you do not, the bottom 
portion of the faxes will be missing.
aMake sure you are in Fax mode  .
bPress 
Menu, 2, 2,  0.
cPress  aor b to choose  A4.
Press  OK.
dPress  Stop/Exit.
Color fax transmission5
Your machine can send a color fax to 
machines that support this feature.
Color faxes cannot be stored in the memory. 
When you send a color fax, the machine will 
send it in real time (even if  Real Time TX is 
set to  Off). 
Canceling a fax in progress5
If you want to cancel a fax while the machine 
is scanning, dialing or sending, press 
Stop/Exit .
Broadcasting (Black & 
White 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 dialed 
numbers in the same broadcast. 
After the broadcast is finished, a Broadcast 
Report will be printed.
aMake sure you are in Fax mode  .
bLoad your document.
cEnter a number. 
Press OK.
You can use either One Touch, 
Speed Dial, a Group or a manually 
entered number using a dial pad.
dRepeat  c until you have entered all the 
fax numbers to be included in the 
broadcast.
ePress  Black Start .
Note
• If you have not used up any of the 
numbers for Groups, you can ‘broadcast’ 
faxes to as many as 156 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.
• If the memory is full, press  Stop/Exit to 
stop the job. If more than one page has 
been scanned, press  Black Start to send 
the portion that is in the memory.
 
 
						

							
Chapter 5
30
Canceling a Broadcast in 
progress5
aPress  Menu, 2, 5.
The LCD will show the Broadcast job 
number followed by the fax number (or 
name) being dialed (for example, 
#001 0123456789).
bPress  OK.
The LCD will show the following 
messages:
 
#001 0123456789
1.Clear 2.Exit
cPress  1 to cancel the fax number being 
dialed. The LCD will then show the 
following messages:
 
Broadcast#001
1.Clear 2.Exit
dPress  1 to cancel the Broadcast.
ePress  Stop/Exit .
Additional sending 
operations
5
Sending faxes using multiple 
settings5
When you send a fax you can choose any 
combination of these settings: resolution, 
contrast, overseas mode, delayed fax timer, 
polling transmission, real time transmission 
and scan size.
aMake sure you are in Fax mode  .
bLoad your document.
cChoose a setting you want to change in 
the Setup Send menu ( Menu, 2, 2).
Press  OK.
dChoose the option you want for the 
setting.
Press  OK.
eDo one of the following: 
Other Settings
1.Yes 2.No
„ Press  1 to change another setting.
„ Press  2 when you have finished 
choosing your settings.
fSend the fax as normal.
 
						

							
Sending a Fax31
5
Contrast5
If your document is very light or very dark, you 
may want to change the contrast. 
Use Light  when sending a light document.
Use  Dark  when sending a dark document.
aMake sure you are in Fax mode  .
bLoad your document.
cPress  Menu, 2, 2,  1.
dPress  aor b 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 color fax.
• When you choose  Photo as the Fax 
Resolution.
 
Changing fax resolution5
The quality of a fax can be improved by 
changing the fax resolution. Resolution can 
be changed for the next fax  or for all faxes.
To change the fax resolution for the 
next  fax
5
aMake sure you are in Fax mode  .
bLoad your document.
cPress  Resolution  then a or  b to choose 
the resolution.
Press  OK.
To change the default fax resolution5
aMake sure you are in Fax mode  .
bPress  Menu, 2, 2,  2.
cPress  aor b to choose the resolution 
you want.
Press  OK. 
Note
You can choose four different resolution 
settings for black & white faxes and two for 
color.
If you choose  S.Fine or Photo  and then 
use the  Color Start  key to send a fax, the 
machine will send the fax using the  Fine 
setting.
 
Black & White 
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 gray or is a 
photograph. This has the 
slowest transmission.
Color
StandardSuitable for most typed 
documents.
Fine Use when the document is a 
photograph. The transmission 
time is slower than Standard 
resolution.
 
						

							
Chapter 5
32
Dual access 
(Black & White 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 a document, press 
Stop/Exit  to cancel or  Black Start to send 
the scanned pages.
 
Real time transmission5
When you are sending a fax, the machine will 
scan the document into the memory before 
sending. Then, as soon as the telephone line 
is free, the machine will start dialing and 
sending.
If the memory is full and you are sending a 
black & white fax from the ADF, the machine 
will send the document in real time (even if 
Real Time TX  is set to Off). Color faxes 
and faxes from the scanner glass cannot be 
sent until you clear some of the memory.
Sometimes, you may want to send an 
important document immediately, without 
waiting for memory transmission. You can set 
Real Time TX  to On for all documents or 
Next Fax Only  for the next fax only.
Note
In Real Time Transmission, the automatic 
redial feature does not work when using 
the scanner glass.
 
Sending in real time for all faxes5
aMake sure you are in Fax mode  .
bPress Menu, 2, 2, 5. 
Setup Send
5.Real Time TX
cPress  aor b to choose  On (or  Off ).
Press  OK.
Sending in real time for the next fax 
only
5
aMake sure you are in Fax mode  .
bPress  Menu, 2, 2, 5.
cPress  aor b to choose 
Next Fax Only . Press OK.
dPress  aor b to choose  On (or  Off ).
Press  OK.
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.
aMake sure you are in Fax mode  .
bLoad your document.
cPress  Menu, 2, 2, 7.
dPress  aor b to choose  On (or  Off ).
Press  OK.
 
						

							
Sending a Fax33
5
Delayed Faxing 
(Black & White 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
d.
aMake sure you are in Fax mode  .
bLoad your document.
cPress  Menu, 2, 2,  3. 
Setup Send
3.Delayed Fax
dDo one of the following:
„ Press  OK to accept the displayed 
time.
„ Enter 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 
(Black & White 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.
aMake sure you are in Fax mode  .
bPress  Menu, 2, 2,  4.
cPress  aor b to choose  On.
Press  OK.
dPress  Stop/Exit .
Checking and canceling 
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, 2, 5.
Any waiting jobs appear on the LCD.
bPress  aor b to scroll through the jobs 
and choose the job you want to cancel. 
Press  OK.
cDo one of the following:
„ Press  1 to cancel it.
„ Press  2 to exit without canceling.
dWhen you have finished, press 
Stop/Exit .
 
						

							
Chapter 5
34
Sending a fax manually5
Manual transmission lets you hear the 
dialing, ringing and fax-receiving tones while 
sending a fax.
aMake sure you are in Fax mode  .
bLoad your document.
cPick up the handset of an external 
telephone or press  Hook and listen for a 
dial tone.
dDial the fax number you want to call.
eWhen you hear the fax tone, press 
Black Start  or Color Start .
„ If you load the document on the 
scanner glass, press  1 to send the 
fax.
 
1.Send 2.Receive
fIf you picked up the handset of an 
external telephone replace it. 
Sending a fax at the end of a 
conversation5
At the end of a conversation you can send a 
fax to the other party before you both hang 
up.
aAsk the other party to wait for fax tones 
(beeps) and then to press the Start or 
Send key before hanging up.
bMake sure you are in Fax mode  . 
cLoad your document.
dPress  Black Start  or Color Start .
„ If you load the document on the 
scanner glass, press  1 to send the 
fax.
 
1.Send 2.Receive
eReplace the handset of an external 
telephone.
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  Black Start or 
Color 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 32.)
 
 
						

							
35
6
6
Receive modes6
Choosing the correct Receive Mode6
The diagram below will help you choose the correct mode. For more detailed information on the 
receive modes see Using receive modes  on page 37 and Receive mode settings  on page 38.
If you are using the Distinctive Ring subscriber service see  Voice Mail on page 41 or  Distinctive 
Ring  on page 42. 
Receiving a Fax6
Will you be using a Distinctive Ring number for receiving faxes?  
Brother uses the term Distinctive Ring but different telephone companies may have other names for this 
service such as Custom Ringing, RingMaster, Personalized Ring, Teen Ring, Ident-A-Ring, Ident-A-Call, 
Data Ident-A-Call, Smart Ring and SimpleBiz Fax & Alternate Number Ringing. See  Distinctive Ring 
on page 42 for instructions on setting up your machine using this feature.
Will you be using Voice Mail on the same telephone line as your Brother machine?  
If you have Voice Mail on the same telephone line as your Brother machine, there is a strong possibility 
that Voice Mail and the Brother machine will conflict with each other when receiving incoming calls. See 
Voice Mail  on page 41 for instructions on setting up your machine using this service.
Will you be using a Telephone Answering Device on the same telephone line as your Brother 
machine?  
Your external telephone answering device (TAD) will automatically answer every call. Voice messages are 
stored on the external TAD and fax messages are printed. Choose  External TAD as your receive mode. 
See  External TAD  on page 37.
Will you be using your Brother machine on a dedicated fax line?  
Your machine automatically answers every call as a fax. Choose  Fax Only as your receive mode. See 
Fax only  on page 37.
Will you be using your Brother machine on the same line as your telephone?  
Do you want to receive voice calls and faxes automatically?
The  Fax/Tel  receive mode is used when sharing the Brother machine and your telephone on the 
same line. Choose  Fax/Tel as your receive mode. See  Fax/Tel on page 37. 
Important Note:  You cannot receive voice messages on either Voice Mail or an answering machine 
with the  Fax/Tel  mode.
Do you expect to receive very few faxes?  
Choose  Manual as your receive mode. You control the telephone line and must answer every call 
yourself. See  Manual on page 37.
 
						

							
Chapter 6
36
To set the receive mode follow the instructions below:6
aPress  Menu, 0, 1.
bPress  aor b to choose  Fax Only, Fax/Tel , External TAD  or Manual .
Press  OK.
cPress  Stop/Exit .
The LCD will display the current receive mode.
 
1 Current receive mode
Fax : Fax Only
2 Fax resolution
12/10 11:53  Fax
12/10 11:53  Fax
Res:Standard
1
2