Brother Mfc 5490cn User Manual

							
Receiving a Fax37
6
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 38.)
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 recognizing 
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 
pseudo/double-ring made by your 
machine.
(Also see  F/T Ring Time (Fax/Tel mode only)  
on page 38 and  Ring Delay on page 38.)
Manual6
Manual mode turns off all automatic 
answering functions unless you are using the 
Distinctive Ring Receive feature.
To receive a fax in manual mode lift the 
handset of an external telephone or press 
Hook. When you hear fax tones (short 
repeating beeps), press  Black Start or 
Color Start , and choose  2.Receive. You 
can also use the Easy Receive feature to 
receive faxes by lifting a handset on the same 
line as the machine.
(Also see  Easy Receive  on page 38.)
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 45.)
 
						

							
Chapter 6
38
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 keep the ring delay setting of 4 rings. 
(See  Using external and extension 
telephones  on page 48 and  Easy Receive 
on page 38.)
aPress  Menu, 2, 1, 1 .
bPress  aor b to choose how many times 
the line rings before the machine 
answers.
Press  OK.
If you choose  0, the line will not ring at 
all.
cPress  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 49.)
aPress Menu, 2, 1, 2.
bPress  aor b to choose how long the 
machine will ring to alert you that you 
have a voice call (20, 30, 40 or 70 
seconds).
Press  OK.
cPress  Stop/Exit .
Note
Even if the caller hangs up during the 
pseudo/double-ringing, the machine will 
continue to ring for the set time.
 
Easy Receive6
If Easy Receive is  On:6
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 Easy Receive is  Off:6
If you are at the machine and answer a call 
first by lifting a handset, press  Black Start or 
Color Start  then press  2 to receive.
If you answered at an extension telephone 
press  l 5  1 . (See  Using external and 
extension telephones  on page 48.)
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 fax receive code  l 5  1 . 
• If you send faxes from a computer on the  same telephone line and the machine 
intercepts them, set Easy Receive to  Off.
 
aPress  Menu, 2, 1, 3.
bPress  aor b to choose  On (or  Off ).
Press  OK.
cPress  Stop/Exit .
 
						

							
Receiving a Fax39
6
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 ( Menu, 1,  3).
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1,  5.  
Setup Receive
5.Auto Reduction
cPress  aor b to choose  On or  Off .
Press  OK.
dPress  Stop/Exit .
Receiving a fax at the end of a 
conversation6
At the end of a conversation you can ask the 
other party to send you a fax before you both 
hang up.
aAsk the other party to place the 
document in their machine and to press 
Start or Send key.
bWhen you hear the CNG tones (slowly 
repeating beeps), press  Black Start or 
Color Start .
cPress 2 to receive a fax. 
1.Send 2.Receive
dReplace the external handset.
Receiving faxes into memory 
when the paper tray is empty6
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. (See  Loading paper and other 
print media  on page 8.)
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 Paging or Fax Storage, 
you can still print a fax from the memory when 
you are at your machine. (See  Remote fax 
options (Black & White only)  on page 55.)
aPress Menu, 2, 4,  3. 
Remote Fax Opt
3.Print Fax
bPress  Black Start .
Note
When you print a fax from the memory, the 
fax data will be erased.
 
 
						

							
40
7
Voice Operations7
Tone or pulse 
(Canada only)7
If you are using an external telephone and 
have a pulse dialing service, but need to send 
tone signals (for example, for telephone 
banking), follow the instructions below.
aLift the handset of the external 
telephone.
bPress # on the control panel of your 
machine. Any digits dialed after this will 
send tone signals.
When you hang up, the machine will 
return to the pulse dialing service.
Fax/Tel mode when the power 
key is on7
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 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 
l 51 .
Fax/Tel mode when the power 
key is off7
When the  On/Off key is off you can receive 
faxes automatically if the  On/Off setting is 
Fax Receive:On . (See Power Off setting  
on page 20.) Fax/Tel mode will work in the 
following ways.
Fax/Tel mode does not work when the power 
key is off. 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 Easy 
Receive activates your machine. If the other 
party says they want to send you a fax, 
activate the machine by pressing  l51  from 
an extension telephone or press  Black Start 
if you answered at the external telephone.
Telephone Services and External 
devices
7
 
						

							
Telephone Services and External devices41
7
Telephone services7
Your machine supports the Caller ID and 
Distinctive Ring subscriber telephone 
services that some telephone companies 
offer.
Features like Voice Mail, Call Waiting, Call 
Waiting/Caller ID, RingMaster, answering 
services, alarm systems or other custom 
features on one telephone line may affect the 
way your machine works. If you have Voice 
Mail on your telephone line, please read the 
following carefully.
Voice Mail7
If you have Voice Mail on the same telephone 
line as your Brother machine, Voice Mail and 
the Brother machine will conflict with each 
other when receiving incoming calls. 
For example, if your Voice Mail is set to 
answer after 4 rings and your Brother 
machine is set to answer after 2 rings, then 
your Brother machine will answer first. This 
will prevent callers from being able to leave a 
message in your Voice Mail.
Similarly, if your Brother machine is set to 
answer after 4 rings and your Voice Mail is set 
to answer after 2 rings, then your Voice Mail 
will answer first. This will prevent your Brother 
machine from being able to receive an 
incoming fax, since Voice Mail cannot 
transfer the incoming fax back to the Brother 
machine.
To avoid conflicts between your Brother 
machine and your voice mail service, do one 
of the following: Get the Distinctive Ring service from your 
telephone company. Distinctive Ring is a 
feature of your Brother machine that allows a 
person with one line to receive fax and voice 
calls through two different phone numbers on 
that one line. Brother uses the term 
‘Distinctive Ring,’ but telephone companies 
market the service under a variety of names, 
such as Custom Ringing, Personalized Ring, 
Smart Ring, RingMaster, Ident-A-Ring, Ident-
A-Call, Data Ident-A-Call, Teen Ring, and 
SimpleBiz Fax & Alternate Number Ringing. 
This service establishes a second telephone 
number on the same line as your existing 
telephone number, and each number has its 
own ring pattern. Typically, the original 
number rings with the standard ring pattern 
and is used for receiving voice calls, and the 
second number rings with a different ring 
pattern and is used for receiving faxes. (See 
Distinctive Ring
 on page 42.)
OR
Set your Brother machine’s Receive Mode to 
“Manual.” Manual Mode requires that you 
answer every incoming call if you want to be 
able to receive a fax. If the incoming call is a 
telephone call, then complete the call as you 
normally would. If you hear fax sending tones 
you must transfer the call to the Brother 
machine. (See  Using external and extension 
telephones  on page 48.) Unanswered fax 
and voice calls will go to your Voice Mail. (To 
set the machine in  MANUAL Mode, see 
Choosing the correct Receive Mode  
on page 35.)
 
						

							
Chapter 7
42
Distinctive Ring7
Distinctive Ring is a function of your Brother 
machine that allows a person with one line to 
receive fax and voice calls through two 
different phone numbers on that one line. 
Brother uses the term “Distinctive Ring,” but 
telephone companies market the service 
under a variety of names, such as Smart 
Ring, Ring Master or Ident-a-Ring. This 
service establishes a second telephone 
number on the same line as your existing 
telephone number, and each number has its 
own ring pattern. Typically, the original 
number rings with the standard ring pattern 
and is used for receiving voice calls, and the 
second number rings with a different ring 
pattern and is used for receiving faxes.
Note
• You must pay for your telephone  companys Distinctive Ring service before 
you program the machine to work with it.
• Please call your telephone company for  availability and rates.
 
What does your telephone companys 
‘Distinctive Ring’ do?
7
Your telephone companys Distinctive Ring 
service allows you to have more than one 
number on the same telephone line.  If you 
need more than one telephone number, it 
is cheaper than paying for an extra line . 
Each telephone number has its own 
distinctive ring pattern, so you will know 
which telephone number is ringing. This is 
one way you can have a separate telephone 
number for your machine.
What does Brothers ‘Distinctive Ring’ 
do?
7
The Brother machine has a Distinctive Ring 
feature that allows you to use your machine to 
take full advantage of the telephone 
companys Distinctive Ring service. The new 
telephone number on your line can just 
receive faxes.
Do you have Voice Mail?7
If you have Voice Mail on the telephone line 
that you will install your new machine on, 
there is a strong possibility that Voice Mail 
and the machine will conflict with each other 
while receiving incoming calls . However, the 
Distinctive Ring feature allows you to use 
more than one number on your line, so 
both Voice Mail and the machine can work 
together without any problems . If each one 
has a separate telephone number, neither will 
interfere with the others operations.
If you decide to get the Distinctive Ring 
service from the telephone company, you will 
need to follow the directions on next page to 
‘register’ the new Distinctive Ring pattern 
they give you. This is so your machine can 
recognize its incoming calls.
Note
You can change or cancel the Distinctive 
Ring pattern at any time. You can switch it 
off temporarily, and turn it back on later. 
When you get a new fax number, make 
sure you reset this feature.
 
 
						

							
Telephone Services and External devices43
7
Before you choose the ring pattern to 
register
7
You can only register one Distinctive Ring 
pattern with the machine. Some ring patterns 
cannot be registered. The ring patterns below 
are supported by your Brother machine. 
Register the one your telephone company 
gives you.
Note
Ring Pattern #1 is often called short-short 
and is the most commonly used. 
If the ring pattern you received is not on 
this chart, please call your telephone 
company and ask for one that is 
shown .
 
„The machine will only answer calls to its 
registered number.
„ The first two rings are silent on the 
machine. This is because the fax must 
‘listen’ to the ring pattern (to compare it to 
the pattern that was ‘registered’). (Other 
telephones on the same line will ring.)
„ If you program the machine properly, it will 
recognize the registered ring pattern of the 
‘fax number’ within 2 ring patterns and 
then answer with a fax tone. When the 
‘voice number’ is called, the machine will 
not answer.
Registering the Distinctive Ring 
pattern
7
Very Important!
After you have set the Distinctive Ring feature 
to On, your Distinctive Ring number will 
receive faxes automatically. The receive 
mode is set to  Manual and you cannot 
change it to another mode while Distinctive 
Ring is set to On. This ensures the Brother 
machine will only answer the Distinctive Ring 
number and not interfere when your main 
telephone number is called.
aPress  Menu, 2, 0,  3. 
Miscellaneous
3.Distinctive
bPress  aor b to choose  Set.
Press  OK.
cPress  aor b to choose the stored ring 
pattern you want to use.
Press  OK.
(You hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
dPress  Stop/Exit .
Distinctive Ring is now set to On.
Turning off Distinctive Ring7
aPress  Menu, 2, 0,  3.
bPress  aor b to choose  Off.
Press  OK.
cPress  Stop/Exit .
Note
If you turn off Distinctive Ring, the 
machine will stay in  Manual receive 
mode. You will need to set the Receive 
Mode again. (See  Choosing the correct 
Receive Mode  on page 35.)
 
Ring 
PatternRings
1 long-long 
2 short-long-short 
3 short-short-long 
4 very long (normal 
pattern) 
 
						

							
Chapter 7
44
Caller ID7
The Caller ID feature lets you use the Caller 
ID subscriber service offered by many local 
telephone companies. Call your telephone 
company for details. This service shows the 
telephone number, or name if it is available, 
of your caller as the line rings.
After a few rings, the LCD shows the 
telephone number of your caller (and name, if 
available). Once you answer a call, the Caller 
ID information disappears from the LCD, but 
the call information stays stored in the Caller 
ID memory. „ You can see the first 16 characters of the 
number (and name).
„ The  # Unavailable  message means 
the call originated outside your Caller ID 
service area.
„ The  Private Call  message means the 
caller has intentionally blocked 
transmission of information.
You can print a list of the Caller ID information 
received by your machine. (See  Printing 
Caller ID List  on page 44.)
Note
The Caller ID service varies with different 
carriers. Call your local telephone 
company to find out about the kind of 
service available in your area.
 
Viewing the Caller ID List7
Your machine stores information for the last 
thirty calls in the Caller ID list. You can view 
or print this list. When the thirty-first call 
comes in to the machine, it replaces 
information about the first call.
aPress Menu, 2, 0, 4.
bPress  aor b to choose  Display#.
Press  OK.
The Caller ID of the last call will appear 
on the LCD display. If no ID is stored, 
the beeper will sound and 
No Caller ID  will appear on the LCD 
display.
cPress  aor b to scroll through the Caller 
ID memory to choose the Caller ID you 
want to view, and then press  OK. 
The LCD shows the callers number and 
the date and time of the call.
dTo finish viewing, press  Stop/Exit.
Printing Caller ID List7
aPress Menu, 2, 0, 4.
bPress  aor b to choose  Print Report .
Press  OK.
If no ID is stored, the beeper will sound 
and  No Caller ID  will appear on the 
LCD.
cPress  Black Start  or Color Start .
dAfter printing has finished, press 
Stop/Exit.
 
						

							
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 
telephone line. (See illustration below.) 
Before you connect the external TAD, 
remove the protective cap (2) from the 
EXT. jack on the machine.
 
1TAD
When the TAD answers a call, the LCD 
shows  Telephone .
 
1
1
2
 
						

							
Chapter 7
46
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.
bRemove the protective cap (1) from the 
jack labeled EXT, and then plug the 
telephone line cord from the external 
TAD into the EXT. jack. (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.
eSet the TAD to answer calls.
fSet the Receive Mode to 
External TAD . (See Choosing the 
correct Receive Mode  on page 35.)
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 telephone lines7
A roll over telephone 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 telephone 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 telephone system7
A two-line telephone system is nothing more 
than two separate telephone numbers on the 
same wall outlet. The two telephone numbers 
can be on separate jacks (R J11) 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 telephone and see if it can access 
both lines. If it can, you must separate the line 
for your machine. (See  Easy Receive 
on page 38.)
1