Brother Mfc 685cw User Manual

							
Advanced fax operations (Black & White only)75
10
Fax Storage10
If you choose Fax Storage, your machine 
stores the received fax in the memory. You 
will be able to retrieve fax messages from 
another location using the remote retrieval 
commands.
If you have set Fax Storage, a backup copy 
will automatically be printed at the machine.
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose 
Fwd/Page/Store .
Press  OK.
ePress  a or  b to choose  Fax Storage .
Press  OK.
fPress  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.
 
Fax Preview10
How to preview a received fax10
If you choose Fax Preview you can view 
received faxes on the LCD by pressing the 
Fax Preview  key. When the machine is in 
Ready mode, a popup message will appear 
on the LCD to alert you of new faxes. You can 
continue all operations.
Setting Fax Preview10
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose 
Fwd/Page/Store .
Press  OK.
ePress  a or  b to choose  Fax Preview .
Press  OK.
fPress  Stop/Exit .
Note
When Fax Preview is turned on your 
machine can only print the color faxes it 
receives. It cannot store them in memory.
 
Using a fax preview 10
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
You can also see your old fax list by pressing 
l. Press # to go back to your new fax list.
 
 
						

							
Chapter 10
76
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.
How to delete all faxes in the list10
aPress  Fax Preview .
bPress a or  b to choose  Delete All .
Press  OK.
Then, confirm the Delete by pressing  1.
How to print all faxes in the list10
aPress  Fax Preview .
bPress a or  b to choose  Print All .
Press  OK.
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.
Black Start Print the fax.
Press 
1 to print the whole 
message or  2 to print the current 
page only.
(After printing, you can choose 
to delete or keep the fax.)
 
						

							
Advanced fax operations (Black & White only)77
10
How to preview an outgoing fax10
You can preview a fax message before you 
send it. You must set the Real Time 
Transmission and Polling RX to off before 
you use this feature.
aPress (Fax).
bLoad the document.
cEnter the fax number using the dial pad 
or Speed Dial.
dPress  Fax Preview .
The machine starts scanning the 
document and the outgoing fax appears 
on the LCD. When the fax is open the 
control panel keys will perform the 
operations shown below.
Note
If you preview a color fax before it is sent, 
you will only be able to send it in black & 
white. To send a color fax do not press the 
Fax Preview  key.
 
ePress Black Start .
Note
The fax message in the memory will be 
sent and then erased when you press 
Black Start.
 
PC Fax Receive10
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 number of received faxes 
that are stored in the memory will appear at 
the bottom left side of the LCD.
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.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose 
Fwd/Page/Store .
Press  OK.
ePress  a or  b to choose 
PC Fax Receive .
Press  OK.
fPress  a or  b to choose   or the PC 
you want to receive.
Press  OK.
gPress  a or  b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
Key Description
Enlarge the fax.
Reduce the fax.
a  or  b Scroll vertically.
d  or  c Scroll horizontally.
Rotate the fax clockwise.
Go back to the previous page.
Go to the next page.
 
						

							
Chapter 10
78
hPress  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 you 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.)
• In the event of a power failure, the  machine will store your faxes in the 
memory for approximately 24 hours. 
However, if you choose 
Backup Print:On  the machine will print 
the fax, so you will have a copy if there is 
a power failure before it is sent to the PC.
• 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 138.)
• 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.
 
Changing the destination PC10
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose 
Fwd/Page/Store .
Press  OK.
ePress  a or  b to choose 
PC Fax Receive .
Press  OK.
fPress  a or  b to choose  Change.
Press  OK.
gPress  a or  b to choose   or the PC 
you want to receive.
Press  OK.
hPress  a or  b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
iPress  Stop/Exit .
 
						

							
Advanced fax operations (Black & White only)79
10
Turning off Advanced 
Fax Operations
10
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose 
Fwd/Page/Store .
Press  OK.
ePress  a or  b to choose  Off.
Press  OK.
fPress  Stop/Exit .
Note
The LCD will give you more options if 
there are received faxes still in your 
machine’s memory. (See  Changing 
Advanced Fax Operations  on page 79.)
 
Changing Advanced 
Fax Operations
10
If received faxes are left in your machines 
memory when you change the Advanced Fax 
Operations, the LCD will ask you one of the 
following questions:
„ Erase All Fax?
Yes iPress 1
No iPress 2
„ Print All Fax?
Yes iPress 1
No iPress 2
• 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 , Fax Storage  or 
Fax Preview ], press a or  b to choose the 
PC.
The LCD will ask you the following message:
„ Send Fax to PC?
Yes iPress 1
No iPress 2
• If you press  1, faxes in the memory will 
be sent to your PC before the setting 
changes. You will be asked if you want 
to turn on Backup Print. (For detail, see 
PC Fax Receive  on page 77.)
• If you press  2, faxes in the memory will 
not be erased or transferred to your PC 
and the setting will be unchanged.
 
						

							
Chapter 10
80
Remote Retrieval10
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 
Code10
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 inactive code (--- l).
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Advanced Fax Operation .
Press  OK.
dPress  a or  b to choose 
Remote Access .
eEnter a three-digit code using numbers 
0-9 , l, or  #.
Press  OK. (The preset ‘ l’ cannot be 
changed.)
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 58.)
 
fPress 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 e to restore the inactive setting (--- l) 
and press  OK.
 
Using your Remote Access 
Code10
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  l) at once.
cThe machine signals if it has received 
messages:
„ 1 long beep — Fax messages
„ 2 long beeps — Voice messages
„ 3 long beeps — Fax & Voice 
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.
 
 
						

							
Advanced fax operations (Black & White only)81
10
Remote Fax commands10
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
91 Playing Voice messages After one long beep, the machine plays the ICM.
1 Repeat or Skip Backward Press  1 while listening to an ICM to repeat it. If you press  1 
before a message, you will hear the previous message.
2 Skip Forward While playing the ICM, you can skip to the next message.
9 STOP Playing Stop Playing the ICM. 
93 Erase all ICM If you hear one long beep, the erase is accepted. If you hear 
three short beeps, you cannot erase it because all voice 
messages have not been played, or there are no voice 
messages to erase.
*This code erases all recorded messages, not one at a time.
94 Play and Record OGM in Memory
1  Play 1  Msg  Ctr  OGM  The machine plays the selected OGM. You can stop playing  the OGM by pressing 9.
2 F/T OGM
2  Record 1  Msg  Ctr  OGM After one long beep, you can record the selected OGM. You  will hear the message played once. You can stop recording 
the message by pressing 9.
2 F/T OGM
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 One long beep means the change is accepted. If you hear  three short beeps, you cannot change it because something 
has not been set up (for example, a Fax Forwarding or 
Paging number has not been registered). You can register 
your Fax Forwarding number by entering 4. (See  Changing 
your Fax Forwarding number  on page 82.) Once you have 
registered the number, Fax Forwarding will work.
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 82.)
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 or voice messages. If yes, you will hear one long 
beep. If no, you will hear three short beeps.
2 Voice
 
						

							
Chapter 10
82
Retrieving fax messages10
You can call your machine from any touch 
tone telephone and have your fax messages 
sent to a fax 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  l) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, press 
962 .
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 out 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 number10
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  l) 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
Do not 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.
98 Change the Receive Mode
1  Msg Ctr 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.
Remote commandsOperation details
 
						

							
83
11
11
Fax reports11
You need to set up the Transmission 
Verification Report and Journal Period using 
the Menu  keys.
Transmission Verification 
Report11
You can use the Transmission Verification 
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 Transmission 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.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Report Setting .
Press  OK.
dPress  a or  b to choose  Transmission .
ePress d or  c to choose  On, On+Image , 
Off  or Off+Image .
Press  OK.
fPress  Stop/Exit .
Fax Journal (activity report)11
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 on 
How to print a report on page 84. 
The factory setting is 
Every 50 Faxes.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress a or b to choose Report Setting.
Press  OK.
dPress a or b to choose Journal Period.
ePress  d or  c 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.
fEnter the time to start printing in 24-hour 
format.
Press  OK.
(For example: enter 19:45 for 7:45 PM.)
gPress  Stop/Exit .
Printing Reports11
 
						

							
Chapter 11
84
Reports11
The following reports are available:  „ Transmission
Prints a Transmission Verification Report 
for your last transmission.
„ Help List
A help list about how to quickly program 
your machine.
„ Quick Dial
Lists names and numbers stored in the 
Speed Dial memory, in alphabetical or 
numerical order.
„ Fax Journal
Lists information about the last incoming 
and outgoing faxes. (TX: Transmit.) 
(RX: Receive.)
„ User Settings
Lists your settings.
„ Network Config
Lists your Network settings.
How to print a report11
aPress  Menu.
bPress  a or  b to choose 
Print Reports .
Press  OK.
cPress  a or  b to choose the report you 
want.
Press  OK.
dPress  Black Start .
ePress Stop/Exit .