Brother Mfc 6490cw User Manual

							
Receiving a Fax59
6
Using Fax Preview6
When you receive a fax, you will see the pop-
up message on the LCD. (For example: 
New Fax(es): 02 )
aPress Fax Preview .
You can see the new fax list.
Note
• (MFC-6490CW)  If you receive a fax containing multiple 
paper sizes (for example, a page of A4 
data and a page of A3 data), the machine 
may create and store a file for each paper 
size. The LCD may show that more than 
one fax job has been received.
• You can also see your old fax list by  pressing  l. Press  # to go back to your new 
fax list.
 
bPress  a or  b to choose the fax you want 
to see.
Press  OK.
Note
• If your fax is large there may be a delay 
before it is displayed on the LCD.
• The LCD will show the current page  number and total pages of the fax 
message. When your fax message is over 
99 pages the total number of pages will be 
shown as “ XX“.
 
cPress  Stop/Exit .
When a fax is open the control panel keys will 
perform the operations shown below.
Key Description
Enlarge the fax.
Reduce the fax.
a  or  b Scroll vertically.
d  or  c Scroll horizontally.
Rotate the fax clockwise.
Delete the fax.
Press 1 to confirm.
Go back to the previous page.
Go to the next page.
Go to the next step.
(Print, Back and Exit are 
available.) 
Go back to the fax list.
  Mono Start Print the fax.
Do one of the following:
„ Press  1 to print the whole 
message.
„ Press  2 to print only the 
displayed page.
„ Press  3 to print from the 
displayed page.
(After printing, you can choose 
to delete or re-print the fax.)
 
						

							
Chapter 6
60
How to delete all faxes in the list6
aPress  Fax Preview .
bPress aor b to choose  Delete All .
Press  OK.
Press  1 to confirm.
cPress  Stop/Exit .
How to print all faxes in the list6
aPress Fax Preview .
bPress aor b to choose  Print All .
Press  OK.
cPress  Stop/Exit .
Changing the settings to turn 
off Fax Preview6
aPress Fax Preview .
bPress aor b to choose  
Fax Preview iOff .
Press  OK.
cPress  1 to choose  Yes.
dDo one of the following:
„ If you do not want to print the stored 
faxes, press  1. The machine asks 
you to confirm the deletion of the 
stored faxes. Press  1 to confirm.
„ If you want to print all the stored 
faxes, press  2.
„ If you want to cancel the setting, 
press  3.
Press  Stop/Exit .
Remote Retrieval6
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 
Code6
The remote access code lets you access the 
remote retrieval features when you are away 
from your machine. Before you can use the 
remote access and retrieval features, you 
have to set up your own code. The factory 
default code is the inactive code (--- ).
aPress Menu.
bPress  aor b to choose  Fax.
Press  OK.
cPress  aor b to choose 
Remote Access .
dEnter a three-digit code using numbers 
0-9 , l, or  #.
Press  OK. (The preset ‘ ’ cannot be 
changed.)
Note
Do not use the same code as your 
Remote Activation Code ( l 5 1  (l 9  1  for 
New Zealand)) or Remote Deactivation 
Code ( # 5 1 (#9  1  for New Zealand)). 
(See  Operation from extension 
telephones  on page 73.)
 
ePress Stop/Exit .
Note
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 
step d to restore the inactive setting (--- ) 
and press  OK.
 
 
						

							
Receiving a Fax61
6
Using your Remote Access 
Code6
aDial your fax number from a touch tone 
telephone or another fax machine.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once.
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 stop Remote Access 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 for about 100 seconds after 
it starts ringing, and then enter the remote 
access code within 30 seconds. This 
function may not be available in some 
countries e.g. Australia.
 
 
						

							
Chapter 6
62
Remote Fax commands6
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  ), the system will give 
two short beeps and you must enter a remote command.
Remote commandsOperation details
95 Change the Fax Forwarding or Fax  Storage settings
1 OFF You can choose  Off after you have retrieved or erased all 
your messages.
2 Fax Forwarding One long beep means the change is accepted. If you hear  three short beeps, the change was not accepted because 
something has not been set up (for example, a Fax 
Forwarding number has not been registered). You can 
register your Fax Forwarding number by entering 4. (See 
Changing your Fax Forwarding number on page 63.) Once 
you have registered the number, Fax Forwarding will work.
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 63.)
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.
 
						

							
Receiving a Fax63
6
Retrieving fax messages6
You can call your machine from any touch 
tone telephone and have your fax messages 
sent to a machine. Before you use this 
feature, you have to turn on Fax Storage.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press962.
dWait for the long beep, enter the number 
(up to 20 digits) of the remote fax 
machine you want your fax messages 
sent to using the dial pad, then enter  # # .
Note
You cannot use  l and # as dial numbers. 
However, press  # if you want to create a 
pause.
 
eHang up after you hear your machine 
beep. Your machine will call the other 
fax machine, which will then print your 
fax messages.
Changing your Fax 
Forwarding number6
You can change the default setting of your fax 
forwarding number from another touch tone 
telephone or fax machine.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 954.
dWait for the long beep, enter the new 
number (up to 20 digits) of the remote 
fax machine you want your fax 
messages forwarded to using the dial 
pad, then enter  # # .
Note
You cannot use  l and # as dial numbers. 
However, press  # if you want to create a 
pause.
 
ePress  9 0  when you have finished.
fHang up after you hear your machine 
beep.
 
						

							
64
7
Voice operations7
Voice calls can be made either with an 
extension or external telephone, by dialling 
manually, or by using Quick Dial numbers.
Tone or Pulse (Not Available 
for New Zealand)7
If you have a Pulse dialling service, but need 
to send Tone signals (for example, for 
telephone banking), follow the instructions 
below:
aPick up the handset of the external 
telephone.
bPress # on the machine’s control panel. 
Any digits dialled after this will send tone 
signals.
When you hang up, the machine will return to 
the Pulse dialling service.
Fax/Tel mode 7
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 (#9  1  for New 
Zealand) 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  l51  (l  9  1  for New 
Zealand).
Fax/Tel mode in Power Save 
condition7
When the machine is in Power Save mode 
you can receive faxes if the Power Save 
setting is  Fax Receive:On . (See Power 
Save setting  on page 25.)
Fax/Tel mode does not work in the Power 
Save condition. 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 Fax 
Detect activates your machine. If the other 
party says they want to send you a fax, 
activate the machine by pressing  l51 
( l  9  1  for New Zealand).
Telephone and External devices7
 
						

							
Telephone and External devices65
7
Telephone Service for 
Australia
7
Telstra® FaxStream® Duet® 
(Distinctive Ring)7
Telstra® FaxStream® Duet® is an enhanced 
Public Switched Telephone Service (PSTS) 
offered by Telstra
® that allows you to have an 
additional number on one phone line, with its 
own distinctive ring pattern. Telstra
® 
FaxStream
® Duet® is a call handling feature 
that helps users distinguish voice and 
facsimile calls. With FaxStream
® Duet®, 
incoming calls to a fax number are 
announced by a different, distinctive ring 
signal. Only one call can be answered (or 
made) at any one time and while this call is in 
progress, incoming calls to either number will 
be presented with a busy tone.
Your machine has a Distinctive Ring function, 
allowing you to dedicate one phone number 
just for receiving faxes.
Note
After you have set the Distinctive Ring 
feature to  On, the receive mode is set to 
Manual  automatically. Your Distinctive 
Ring Number does not allow Voice 
calls - only Faxes. You can not change the 
receive mode from  Manual mode while 
the Distinctive Ring is set to on.
 
What is the Advantage of using 
Telstra
® FaxStream® Duet® Function?7
Using Telstra® FaxStream® Duet® is the 
most efficient way to receive both fax and 
telephone calls on the same line. When the 
voice call comes in, all phones (extension 
and external) and the fax machine will ring to 
alert you to pick it up. If a fax call comes in, 
the fax machine will answer automatically 
without ringing, whereas the extension and 
external phones will ring twice with a 
distinctive ring pattern. It is also a more 
efficient way of operating a Fax machine with 
an extension phone as you do not have to use 
the remote activation codes. It gives you two 
independent numbers without the higher cost 
of a second line.
 
						

							
Chapter 7
66
How does Telstra® FaxStream® Duet® 
Work?
7
Incoming calls to the voice number, will have 
the standard ring pattern of long, long tone, 
followed by a pause, repeated, while the new 
fax number will have a different ring pattern of 
three short bursts of ring, repeated at regular 
intervals.
When FaxStream
® Duet® is On and you 
receive a voice call all extension and external 
phones will ring with a standard ring pattern. 
The fax machine will ring on the third ring with 
a standard ring pattern. All external and the 
extension phones will continue to ring, until 
you or a telephone answering device can 
answer the voice number.
When FaxStream
® Duet® is On and you 
receive a fax call on the Duet
® number the 
Fax machine will answer and automatically 
receive the fax message without ringing. On 
the other hand, all extension and external 
phones will ring twice with a distinctive ring 
pattern. Do not answer the phone as you are 
receiving a fax message.
 
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. Your Distinctive Ring Number 
does not allow Voice calls - only Faxes. 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.)
 
All extension phones ring 
twice, fax machine is silent.
Fax machine 
automatically 
receives and prints 
fax message 
without  ringing.Fax machine 
begins ringing 
on third ring.
Registered 
Duet (Fax) 
Number Main number 
(Voice Number)
You answer the call 
at an external phone 
or an extension 
phone or at the  
machines handset.Telephone Answering
Device (TAD)
answers the call.
Incoming Call
(either Voice or Fax)
Flowchart Sequence of Incoming call
 
						

							
Telephone and External devices67
7
Caller ID7
Caller ID is a telephone service that allows 
the subscriber to see a display of the caller’s 
phone number or name 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 the 
name has stored in the One-Touch and 
Speed-Dial. Once you answer the call, the 
caller’s ID disappears. You will see up to the 
first 18 characters of the number on the 
display.
Note
•If ID Unknown  appears on the display, it 
means that the call came from outside 
your caller ID service area or a public 
phone.
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.
 
The Caller ID is Stored in Your 
Machine Memory7
The machine can store a maximum of the last 
30 incoming caller IDs in the memory, along 
with the time and date of reception. The 31st 
call will cause the oldest ID to be erased.
The Caller ID information stored in the 
memory can be used for the following.
„ Printing the Caller ID List.
You can review calls you received by 
checking the Caller IDs in memory. This 
report will list the Date, Time, Phone 
Number (Caller ID) name, and type of Call 
(Comment) if available. (See  How to print 
a report  on page 86.)
 
						

							
Chapter 7
68
Telephone Service for 
New Zealand
7
FaxAbility7
FaxAbility is a service offered by Telecom 
that allows you to have an additional number 
on one phone line, with its own distinctive ring 
pattern. This way, when you get an incoming 
call, you can identify the number being called 
by its ring.
How Will the Fax Machine Treat All 
Other Numbers?
7
FaxAbility mode ensures that the machine 
will answer calls to the FaxAbility (secondary) 
number. When a call comes in to your main 
number, all the phones will ring. You can set 
an external answering device (TAD) to 
answer calls on the other number(s). 
(See the chart in the following page.)
What is the Advantage of Using the 
FaxAbility Function?
7
Using FaxAbility is the most efficient way to 
receive both fax and telephone calls on the 
same line. It is much easier for your callers 
who dial manually. The fax machine will 
answer with receiving tones so they will not 
have to press an activation code. And the 
people who call to talk on your main number 
will not have to talk to your fax machine. 
Basically, it gives you two independent 
numbers without the higher cost of a second 
line.
How Does FaxAbility Work?7
Your telephone number will have the standard 
ring pattern of long, long tone, while the new 
number will have a ring pattern of long, silence, 
long, etc. When FaxAbility is On, you will not 
hear the first ring of all incoming calls on the fax 
machine. Extension phones will ring as usual. If 
the fax machine recognizes the ring pattern, all 
ringing will stop and the fax machine will answer 
and automatically receive the fax message. 
Otherwise, you will hear the extension phones 
and the fax machine continue to ring. The fax 
machine always listens to the ring pattern 
before it answers, so do not pick up the phone 
during that time. You will quickly learn to 
recognize the ring pattern for faxes, so you will 
not be tempted to answer that number. Either 
you or a telephone answering device can 
answer the main number(s).
 
Note
After you have set the FaxAbility feature to 
On , the receive mode is set to  Manual 
automatically. Unless you have a TAD or 
Voice Mail set up on the FaxAbility 
number, Manual mode means you must 
answer all the call yourself. You can not 
change the receive mode to the other 
mode while the FaxAbility is set to on.
 
All extension phones ring 
twice, fax machine is silent.
Fax machine 
automatically 
receives and prints 
fax message 
without  ringing.Fax machine 
begins ringing 
on third ring.
Registered 
Duet (Fax) 
Number Main number 
(Voice Number)
You answer the call 
at an external phone 
or an extension 
phone or at the  
machines handset.Telephone Answering
Device (TAD)
answers the call.
Incoming Call
(either Voice or Fax)
Flowchart Sequence of Incoming call