Brother Mfc 5890cn User Manual

							
Telephone and External devices69
7
How to Turn FaxAbility OFF or ON7
The FaxAbility function is designed to 
accommodate the FaxAbility service provided 
by Telecom. To change the setting, repeat 
steps a-f ; Step  e is where you can choose 
either  On or  Off .
Call Waiting beeps caused by incoming calls 
on your main number can affect fax 
transmissions. If you have FaxAbility Service 
but don’t have Call Waiting, you need do 
nothing at this stage. If you do have Call 
Waiting as well as FaxAbility, set the Call 
Waiting menu option to  On. See below.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Miscellaneous .
Press  OK.
dPress  a or  b to choose  Faxability .
ePress d or  c to set FaxAbility to  On 
(or  Off ).
If you have FaxAbility service, choose On .
Press  OK.
fPress  a or  b to choose  Call Waiting .
Press  d or  c to set  Call Waiting  to 
On .
If you have Call Waiting service, choose 
On  to avoid the trouble caused by Call 
Waiting.
Press  OK.
gPress  Stop/Exit .
Caller ID7
Caller ID is a telephone service that allows 
the subscriber to see a display of the caller’s 
phone number and name if available as the 
telephone rings. It is a fast way to screen your 
calls. You can respond quickly to calls you 
missed, because Caller IDs are received and 
stored in your machine memory.
Note
To get the Caller ID Service, apply for the 
Caller ID service at your local telephone 
company, if available.
 
Advantages of Caller ID7
For Business
All businesses profit from a quicker response 
to customer calls. Businesses that provide 
mail order services, money-lending services 
or provide confidential information, can 
protect themselves from false orders or 
acceptance of false identification.
At Home
Residential customers can protect 
themselves from unwanted calls.
How Does the Caller ID Work?7
The Caller ID Appears on the Display 
When Your Telephone Rings
7
As your telephone rings, the display shows 
you the caller’s phone number or name if 
available. Once you answer the call, the 
caller’s ID disappears. You will see up to the 
first 18 characters of the number and name if 
available on the display. (See  How to print a 
report  on page 86.)
Note
•If ID Unknown  appears on the display, it 
means that the call came from outside 
your caller ID service area.
1
•If  ID Withheld  appears on the display, it 
means the caller intentionally blocked the 
transmission of his/her ID.
1
1Depends on network function.
 
 
						

							
Chapter 7
70
Telephone Service for 
Some Countries
7
Distinctive Ring (For 
Singapore and Hong Kong)7
This machine feature lets you use the 
Distinctive Ring subscriber service offered by 
some telephone companies, which allows 
you to have several telephone numbers on 
one phone line. Each phone number has its 
own Distinctive Ring pattern, so you will know 
which phone number is ringing. This is one 
way you can have a separate phone number 
for your machine.
Your machine has a Distinctive Ring function, 
allowing you to dedicate one phone number 
just for receiving faxes. You will need to set 
Distinctive Ring to  On.
Note
You can switch it off temporarily, then turn 
it back on. When you get a new fax 
number, make sure you reset this 
function.
• The machine will answer only calls to  the Distinctive Ring number.
 
Registering the Distinctive Ring 
pattern
7
Very Important!
After you have set the Distinctive Ring feature 
to on, the receive mode is set to  Manual 
automatically. Unless you have a TAD or 
Voice Mail set up on the Distinctive Ring 
number,  Manual mode means you must 
answer all the calls yourself. You cannot 
change the receive mode to another mode 
while the Distinctive Ring is set to on.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Miscellaneous .
Press  OK.
dPress  a or  b to choose  Distinctive .
ePress d or  c to choose  On.
Press  OK.
fPress  Stop/Exit .
Distinctive Ring is now set to on.
Turning off Distinctive Ring7
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Miscellaneous .
Press  OK.
dPress  a or  b to choose  Distinctive .
ePress d or  c to choose  Off.
Press  OK.
fPress  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  Choose the Receive 
Mode  on page 49.)
 
 
						

							
Telephone and External devices71
7
Caller ID (For Singapore and 
Hong Kong)7
The Caller ID feature of this machine lets you 
use the Caller ID subscriber service offered 
by many local phone companies. Call your 
telephone company for details. This service 
provides you, by means of the screen display, 
the telephone number (or name) of your 
caller as the line rings.
After a few rings, the screen displays the 
telephone number of your caller (or name, if 
available). Once you answer the call, the 
Caller ID information disappears from the 
screen, but the call information remains 
stored in the Caller ID memory.
„ You will see the first 18 characters of the 
number or name.
„ ID Unknown  display means call 
originates outside your Caller ID service 
area.
„ ID Withheld  display means the caller 
has intentionally blocked transmission of 
information.
Note
You can print a list of Caller ID information 
received by your machine. (See  How to 
print a report  on page 86.)
Caller ID service varies with different 
carriers. Call your local phone company to 
determine the kind of service available in 
your area.
 
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 two 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, shorten 
the Ring Delay setting on your external TAD.
 
 
1TAD
When the TAD answers a call, the LCD 
shows  Telephone .
1
1
(Example for Australia)
 
						

							
Chapter 7
72
Improper Setup 
DO NOT connect a TAD elsewhere on the 
same telephone line.
 
Connections7
The external TAD must be connected as 
shown in the previous illustration.
aSet your external TAD to one or two 
rings. (The machines Ring Delay setting 
does not apply.)
bRecord the outgoing message on your 
external TAD.
cSet the TAD to answer calls.
dSet the Receive Mode to 
External TAD . (See Choose the 
Receive Mode  on page 49.)
Recording 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.
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.
 
Multi-line connections (PABX)7
Most offices use a central telephone system.
Brother recommends that all our machines be 
connected to a discreet (dedicated) line. 
Although a particular PABX may appear to 
work with a particular model of fax machine, 
we cannot guarantee that the unit will operate 
correctly.
While it is often relatively simple to connect a 
fax machine to a PABX, (Private Automatic 
Branch Exchange), we suggest that you 
contact the company that installed your 
telephone system and ask them to connect 
the fax machine for you.
Brother does not recommend the use of a 
PABX line. PABX limitations in general can 
cause some functions of the fax machine not 
to work correctly.
 
						

							
Telephone and External devices73
7
External and extension 
telephones
7
Connecting an external or 
extension telephone7
You can connect a separate telephone to 
your machine as shown in the diagram below.
 
1 Extension telephone
2 External telephone
When you are using an external or extension 
telephone, the LCD shows Telephone.
Operation from extension 
telephones7
If you answer a fax call on an extension or an 
external telephone, you can make your 
machine take the call by using the Remote 
Activation Code. When you press the Remote 
Activation Code  l51  (l  9  1  for New Zealand), 
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 Remote Deactivation Code  # 5  1  (#9  1  for 
New Zealand) to take the call at an extension 
telephone. (See  F/T Ring Time (Fax/Tel 
mode only)  on page 51.)
If you answer a call and no one is on 
the line:
7
You should assume that youre receiving a 
manual fax.
Press l51  (l 9  1  for New Zealand) and wait 
for the chirp or until the LCD shows 
Receiving , and then hang up.
Note
You can also use the Fax Detect feature to 
make your machine automatically take the 
call. (See Fax Detect  on page 52.)
 
Using a cordless external 
telephone7
If your cordless telephone is connected to the 
telephone line cord (See  External and 
extension telephones  on page 73) 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
Remote Activation code7
If you answer a fax call on an extension 
telephone, you can tell your machine to 
receive it by dialling the Remote Activation 
Code  l 5  1  ( l 9  1  for New Zealand). Wait for 
the chirping sounds then replace the handset. 
(See  Fax Detect  on page 52.) Your caller will 
have to press  Start to send the fax.
If you answer a fax call at the external 
telephone, you can make the machine 
receive the fax by pressing  Mono Start and 
choose  Receive .
1
2
(Example for Australia)
 
						

							
Chapter 7
74
Remote Deactivation 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 telephone 
you can turn the F/T ring off by pressing  # 5  1  
( #9  1  for New Zealand) (make sure you press 
this  between  the rings).
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at the external telephone by 
pressing  Hook.
Changing the remote codes7
If you want to use Remote Activation, you 
have to turn on the remote codes. The preset 
Remote Activation Code is  l51  (l 9  1  for 
New Zealand). The preset Remote 
Deactivation Code is  #51 (#9  1  for New 
Zealand). If you want to, you can replace 
them with your own codes.
aPress  Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Setup Receive .
Press  OK.
dPress  aor b to choose  Remote Codes .
ePress dor   cto choose  On (or  Off ).
Press  OK.
fEnter the new Remote Activation Code.
Press  OK.
gPress  aor b to choose  Deact.Code:  
and enter the new Remote Deactivation 
Code.
Press  OK.
hPress  Stop/Exit .
Note
• If you are always disconnected when 
accessing your external TAD remotely, try 
changing the Remote Activation Code and 
Remote Deactivation Code to another 
three-digit code using the numbers  0-9 , l , 
# .
• Remote Codes might not work with some  telephone systems.
 
 
						

							
75
8
8
How to Dial8
Manual dialling8
Press all of the digits of the fax or telephone 
number.
 
One Touch Dialling8
Your machine has 3 One Touch keys where 
you can store 6 fax or telephone numbers for 
automatic dialling. 
 
Press the One Touch key that stores the 
number you want to call. (See Storing 
One Touch Dial numbers  on page 77.) To 
access numbers 4 to 6, hold down  Shift as 
you press the One Touch key.
Speed Dialling8
aPress ( Phone Book ). 
You can also choose  Phone Book by 
pressing ( Fax).
bPress  aor b to choose  Search.
Press  OK.
cPress the two-digit Speed Dial number. 
(See  Storing Speed Dial numbers  
on page 79.)
dIf you have two numbers in the location, 
press  aor b to choose the number you 
want to call.
Press  OK.
Note
If the LCD shows  Not Registered  
when you enter or search a One Touch or 
Speed Dial number, a number has not 
been stored at this location.
 
Dialling and storing numbers8
 
						

							
Chapter 8
76
Search8
You can search for names you have stored in 
the One Touch and Speed Dial memory. 
aPress ( Phone Book ).
You can also choose  Phone Book by 
pressing ( Fax).
bPress  aor b to choose  Search.
Press  OK.
cPress  aor b to choose 
Alphabetical Order  or 
Numerical Order .
Press  OK.
Note
• Press  l to make the LCD font size larger.
•Press  # to make the LCD font size smaller.
 
dIf you chose  Alphabetical Order  in 
step c, use the dial pad to enter the first 
letter of the name, and then press  aor b 
to choose the name and number you 
want to call.
Press  OK.
Fax Redial8
If you are sending a fax manually and the line 
is busy, press  Redial/Pause, and then press 
Mono Start  or Colour Start  to try again. If 
you want to make a second call to a number 
you recently dialled, you can press 
Redial/Pause  and choose one of the last 
30 numbers from the Outgoing Call List. 
Redial/Pause  only works if you dialled from 
the control panel.  If you are sending a fax 
automatically  and the line is busy, the 
machine will automatically redial up to three 
times at five minute intervals.
aPress  Redial/Pause .
bPress aor b to choose the number you 
want to redial.
Press  OK.
cPress  aor b to choose  Send a fax .
Press  OK.
dPress  Mono Start  or Colour Start .
Note
In Real Time Transmission the automatic 
redial feature does not work when using 
the scanner glass.
 
Outgoing Call history8
The last 30 numbers you sent a fax to will be 
stored in the outgoing call history. You can 
choose one of these numbers to fax to, add to 
One Touch or Speed Dial, or delete from the 
history.
aPress Redial/Pause .
You can also choose  Outgoing Call 
by pressing  ( Fax).
bPress  aor b to choose the number you 
want.
Press  OK.
cDo one of the following:
„ To send a fax, press  aor b to choose 
Send a fax .
Press  OK.
Press  Mono Start  or Colour Start .
„ If you want to store the number, 
press  aor b to choose 
Add To Phone Book .
Press  OK.
(See  Storing One Touch numbers 
from Outgoing Calls  on page 78 or 
Storing Speed Dial numbers from 
Outgoing Calls  on page 80.)
„ Press  aor b to choose  Delete.
Press  OK.
Press  1 to confirm.
dPress  Stop/Exit .
 
						

							
Dialling and storing numbers77
8
Caller ID history8
This feature requires the Caller ID subscriber 
service offered by many local telephone 
companies. (See Caller ID on page 67.) 
(See  Caller ID  on page 69.) (See  Caller ID 
(For Singapore and Hong Kong)  on page 71.)
The number, or name if available, from the 
last 30 faxes and telephone calls you 
received will be stored in the Caller ID history. 
You can view the list or choose one of these 
numbers to fax to, add to One Touch or 
Speed Dial, or delete from the history. When 
the thirty-first call comes in to the machine, it 
replaces information about the first call.
aPress ( Fax).
bPress  aor b to choose 
Caller ID hist .
Press  OK.
cPress  aor b to choose the number you 
want.
Press  OK.
dDo one of the following:
„ To send a fax, press  aor b to choose 
Send a fax .
Press  OK.
Press  Mono Start  or Colour Start .
„ If you want to store the number, 
press  aor b to choose 
Add To Phone Book .
Press  OK.
(See  Storing Speed Dial numbers 
from Outgoing Calls  on page 80.)
„ Press  aor b to choose  Delete.
Press  OK.
Press  1 to confirm.
ePress  Stop/Exit .
Note
You can print the Caller ID list. 
(See How to print a report  on page 86.) 
 
Storing numbers8
You can set up your machine to do the 
following types of easy dialling: One Touch, 
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 dialling 
overseas, you can press  Redial/Pause as 
many times as needed to increase the length 
of the pause.
Storing One Touch Dial 
numbers8
Your machine has 3 One Touch keys where 
you can store 6 fax or telephone numbers for 
automatic dialling. To access numbers 4 to 6 
hold down  Shift as you press the One Touch 
key.
aPress the One Touch key where you 
want to store the number.
Press  1 to choose  Yes.
Note
You can also store one Touch Dial 
numbers pressing  ( Phone Book).
Press  aor b to choose 
Set One Touch Dial . 
Press  OK.
Press  a or b to choose the location where 
you want to store the number in. 
Press  OK.
 
 
						

							
Chapter 8
78
bDo 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 206.)
„ To store the number without a name, 
press  OK.
cEnter the fax or telephone number (up to 
20 digits).
Press  OK.
Note
(MFC-6490CW only) 
If you want to store an E-mail address to 
use with Internet fax or Scan to E-mail 
server, press  a to choose  Dial Type , 
and then press  dor c to change the option 
to  E-Address . Press b to choose 
FAX/TEL/MAIL  and then enter the E-mail 
address. (See  Entering Text 
on page 206.)
 
dPress  aor b to choose  Complete.
Press  OK.
ePress  Stop/Exit .
Storing One Touch numbers from 
Outgoing Calls
8
You can store One Touch numbers from the 
Outgoing Call history. 
aPress Redial/Pause .
You can also choose  Outgoing Call 
by pressing  ( Fax).
bPress  aor b to choose the name or 
number you want to store.
Press  OK.
cPress  aor b to choose 
Add To Phone Book .
Press  OK.
dPress  aor b to choose the One Touch 
Dial number where you want to store the 
number.
Press  OK.
Note
One Touch Dial numbers begin with   (for 
example,  l 0  2 ).
 
eDo one of the following:
„ Enter the name using the dial pad 
(up to 16 characters).
Press  OK.
(To help you enter letters, see 
Entering Text  on page 206.)
„ To store the number without a name, 
press  OK.
fPress  OK to confirm the fax or 
telephone number.
gPress  aor b to choose  Complete.
Press  OK.
hPress  Stop/Exit .
Storing One Touch numbers from the 
Caller ID history
8
If you have the Caller ID subscriber service 
from your telephone company you can also 
store One Touch numbers from incoming 
calls in the Caller ID History. (See  Caller ID 
on page 67.) (See  Caller ID on page 69.) 
(See  Caller ID (For Singapore and Hong 
Kong)  on page 71.)
aPress ( Fax).
bPress  aor b to choose 
Caller ID hist .
Press  OK.
cPress  aor b to choose the number you 
want to store.
Press  OK.
dPress  aor b to choose 
Add To Phone Book .
Press  OK.