Brother Mfc 685cw User Manual

							
Troubleshooting and Routine Maintenance135
B
Sending Faxes
DifficultySuggestions
Cannot send a fax. Check all line cord connections.
Make sure that the Fax   key is illuminated. (See  Entering Fax mode 
on page 34.)
Ask the other party to check that the receiving machine has paper.
Print the Transmission Verification Report and check for an error. (See  Reports 
on page 84.)
Transmission Verification Report 
says ‘Result:NG’. There is probably temporary noise or static on the line. Try sending the fax again. 
If you send a PC FAX message and get ‘Result:NG’ on the Transmission 
Verification Report, your machine may be out of memory. To gain extra memory, 
you can turn off Advanced Fax Operation (see 
Turning off Advanced Fax 
Operations  on page 79), print fax messages in memory (see  Printing a fax from 
the memory  on page 46) or cancel a Delayed Fax or Polling Job (see  Canceling a 
fax in progress  on page 35). If the problem continues, ask the telephone company 
to check your telephone line.
If you often get transmission errors due to possible interference on the telephone 
line, try changing the menu setting of Compatibility to  Basic. (See Telephone line 
interference  on page 146.)
Poor fax send quality. Try changing your resolution to  Fine or S.Fine . Make a copy to check your 
machines scanner operation. If the copy quality is not good, clean the scanner. 
(See  Cleaning the scanner  on page 149.)
Vertical black lines when sending. Black  vertical lines on faxes you send are typically caused by dirt or correction  fluid on the glass strip. Clean the glass strip. (See  Cleaning the scanner 
on page 149.)
Handling Incoming Calls
DifficultySuggestions
The machine ‘Hears’ a voice as a 
CNG Tone. If Easy Receive is set to on, your machine is more sensitive to sounds. It may 
mistakenly interpret certain voices or music on the line as a fax machine calling 
and respond with fax receiving tones. Deactivate the machine by pressing 
Stop/Exit
. Try avoiding this problem by turning Easy Receive to off. (See  Easy 
Receive  on page 45.)
Sending a fax call to the machine. If you answered on an external or extension telephone, press your Fax Receive  Code (the factory setting is l 5 1 ). When your machine answers, hang up.
Custom features on a single line. If you have Call Waiting, Call Waiting/Caller ID, Voice Mail, an alarm system or  other custom feature on a single telephone line with your machine, it may create 
a problem sending or receiving faxes.
For example: If you subscribe to Call Waiting or some other custom service and 
its signal comes through the line while your machine is sending or receiving a fax, 
the signal can temporarily interrupt or disrupt the faxes. Brothers ECM feature 
should help overcome this problem. This condition is related to the telephone 
system industry and is common to all devices that send and receive information 
on a single, shared line with custom features. If avoiding a slight interruption is 
crucial to your business, a separate telephone line with no custom features is 
recommended.
 
						

							
136
Copying Difficulties
DifficultySuggestions
Cannot make a copy. Make sure that the Copy   key is illuminated. (See  Entering Copy mode 
on page 88.)
Vertical streaks appear in copies. If you see vertical streaks on copies, clean the scanner. (See  Cleaning the 
scanner  on page 149.)
Poor copy results when using the 
ADF. Try using the scanner glass. (See 
Using the scanner glass on page 11.)
Vertical black line appear in copies. Black vertical lines on copies are typically caused by dirt or correction fluid on the  glass strip. Clean the glass strip. (See  Cleaning the scanner on page 149.)
Scanning Difficulties
DifficultySuggestions
TWAIN/WIA errors appear when 
starting to scan. Make sure the Brother TWAIN/WIA driver is chosen as the primary source. In 
PaperPort
® 11SE with OCR, click 
File, Scan  and choose the Brother TWAIN/WIA 
driver.
Poor scanning results when using 
the ADF. Try using the scanner glass. (See 
Using the scanner glass on page 11.)
Software Difficulties
DifficultySuggestions
Cannot install software or print. Run the  Repair MFL-Pro Suite program on the CD-ROM. This program will repair 
and reinstall the software.
‘Device Busy’  Make sure the machine is not showing an error message on the LCD.
Cannot print images from 
FaceFilter Studio.  To use FaceFilter Studio, you must install the FaceFilter Studio application from 
the CD-ROM supplied with your machine. To install FaceFilter Studio see the 
Quick Setup Guide
.
Also, before you start FaceFilter Studio for the first time, you must make sure your 
Brother machine is turned On, and connected to your computer. This will allow you 
to access all the functions of FaceFilter Studio.
 
						

							
Troubleshooting and Routine Maintenance137
B
PhotoCapture Center® Difficulties
DifficultySuggestions
Removable Disk does not work 
properly. 1 Have you installed the Windows
® 2000 update? If not, do the following:
1) Unplug the USB cable.
2) Install the Windows
® 2000 update using one of the following methods.
„ Install MFL-Pro Suite from the CD-ROM. (See the  Quick Setup 
Guide .)
„ Download the latest service pack from the Microsoft Web site.
3) Wait about 1 minute after you restart the PC, and then connect the USB  cable.
2 Take out the memory card and put it back in again.
3 If you have tried ‘Eject’ from within Windows
®, take out the memory card 
before you continue.
4 If an error message appears when you try to eject the memory card, it means  the card is being accessed. Wait a while and then try again.
5 If all of the above do not work, turn off your PC and machine, and then turn  them on again. (You will have to unplug the power cord of the machine to turn 
it off.)
Cannot access Removable Disk 
from Desktop icon.  Make sure that you have correctly inserted the memory card or USB Flash 
memory drive.
Network Difficulties
DifficultySuggestions
Cannot print over the Network. Make sure that your machine is powered on and is online and in Ready mode.  Print a Network Configuration list (see  Reports on page 84.) and check the current 
Network settings printed in this list. Reconnect the LAN cable to the hub to verify 
that the cabling and network connections are good. If possible, try connecting the 
machine to a different port on your hub using a different cable. If the connections 
are good, the machine shows  LAN Active for 2 seconds.
 (If you are using a wireless connection or are having Network problems, see the 
Network User’s Guide for more information.) 
The network scanning feature does 
not work. (For Windows
® users only) Firewall settings on your PC may be rejecting the 
necessary network connection. Follow the instructions below to configure the 
Firewall. If you are using a personal Firewall software, see the User’s Guide for 
your software or contact the software manufacturer.
For Windows
® XP SP2 and Windows Vista™ users, see  Firewall settings in the 
Software User’s Guide on the CD-ROM.
For Windows
® XP SP1 user’s, please visit the Brother Solutions Center.
The network PC-Fax Receive 
feature does not work.
Your computer cannot find your 
machine.

Firewall settings on you PC may be rejecting the necessary network connection. 
For detail, see the instruction above.

Re-select your machine in the DeviceSelector application located in Macintosh 
HD/Library/Printers/Brother/Utilities or from the model of ControlCenter2.
 
						

							
138
Error messagesB
As with any sophisticated office product, errors may occur. If this happens, your machine identifies 
the error and shows an error message. The most common error messages are shown below.
You can correct most errors by yourself. If you need more help, the Brother Solutions Center offers 
the latest FAQs and troubleshooting tips.
Visit us at http://solutions.brother.com
.
Error MessageCauseAction
Comm.Error Poor telephone line quality 
caused a communication error. Send the fax again or connect the machine 
to another telephone line. If the problem 
continues, call the telephone company and 
ask them to check your telephone line.
Connection Fail You tried to poll a fax machine 
that is not in Polled Waiting mode. Check the other fax machines polling 
setup.
Cover is Open. The scanner cover is not closed 
completely. Lift the scanner cover and then close it 
again.
The ink cartridge cover is not 
completely closed. Firmly close the ink cartridge cover until it 
clicks.
Data Remaining Print data is left in the machines 
memory. Re-start printing from your computer.
Print data is left in the machines 
memory. The USB cable was 
unplugged while the computer 
was sending the data to the 
machine. Press 
Stop/Exit . The machine will cancel 
the job and clear it from the memory. Try to 
print again.
Disconnected The other person or other 
persons fax machine stopped the 
call. Try to send or receive again.
Document Jam The document was not inserted or 
fed properly, or the document 
scanned from the ADF was too 
long. See 
Using ADF  on page 10.
See  Document jam  on page 143.
DR Mode in Use The machine is set to Distinctive 
Ring mode. You cannot change 
the Receive Mode from Manual to 
another mode. Set Distinctive Ring to off. (See 
Turning off 
Distinctive Ring  on page 52.)
High Temperature The print head is too warm. Allow the machine to cool down.
Hub is Unusable. A Hub or USB Flash memory 
drive with Hub has been 
connected to the USB direct 
interface. A Hub or USB Flash memory drive with 
Hub are not supported. Unplug the device 
from the USB direct interface.
Image Too Long. The proportions of your photo are 
irregular so effects could not be 
added. Choose a regularly proportioned image.
 
						

							
Troubleshooting and Routine Maintenance139
B
Image Too Small.The size of your photo is too small 
to trim. Choose a larger image.
Ink Empty One or more of the ink cartridges 
are empty. The machine will stop 
all print operations. While memory 
is available, black and white faxes 
will be stored in the memory. If a 
sending machine has a color fax, 
the machines ‘handshake’ will 
ask that the fax be sent as black 
and white. If the sending machine 
has the ability to convert it, the 
color fax will be stored in the 
memory as a black and white fax. Replace the empty ink cartridges. (See 
Replacing the ink cartridges
 on page 146.)
Low Temperature The print head is too cold. Allow the machine to warm up.
Media Error The memory card is either 
corrupted, improperly formatted, 
or there is a problem with the  
card. Put the card firmly into the slot again to 
make sure it is in the correct position. If the 
error remains, check the media drive (slot) 
of the machine by putting in another 
memory card that you know is working.
Media is Full. The memory card or USB flash 
memory drive you are using 
already contains 999 files. Your machine can only save to your 
memory card or USB flash memory drive if 
it contains less than 999 files. Try deleting 
unused files to free some space and try 
again.
Near Empty One or more of the ink cartridges 
are running out of ink. If a sending 
machine has a color fax, the 
machines ‘handshake’ will ask 
that the fax be sent as black and 
white. If the sending machine has 
the ability to convert it, the color 
fax will be received into memory 
as a black and white fax. Order a new ink cartridge. (See 
Ordering 
accessories and supplies on page iii.)
No Caller ID There is no incoming call history. 
You did not receive calls or you 
have not subscribed to the Caller 
ID service from your telephone 
company. If you want to use the Caller ID feature call 
your telephone company. (See 
Caller ID 
on page 53.) 
No Cartridge An ink cartridge is not installed 
properly. Reinstall the ink cartridge. (See 
Replacing 
the ink cartridges  on page 146.)
No File The memory card or USB Flash 
memory drive in the media drive 
does not contain a .JPG file. Put the correct memory card or USB Flash 
memory drive into the slot again.
Error MessageCauseAction
 
						

							
140
No Paper FedThe machine is out of paper or 
paper is not properly loaded in the 
paper tray. Do one of the following:
„ Refill the paper in the paper tray, and 
then press  Black Start  or Color Start .
„ Remove the paper and load it again 
and then press  Black Start or 
Color Start .
The paper is jammed in the 
machine. See 
Printer jam or paper jam  on page 143.
No Response/Busy The number you dialed does not 
answer or is busy. Verify the number and try again.
Not Registered  You tried to access a Speed Dial 
number that is not programmed. Set up the Speed Dial number. (See 
Storing Speed Dial numbers
 on page 62.)
Out of Memory The machines memory is full. Fax sending or copy operation in 
progress
Do one of the following:
„ Press  Stop/Exit  and wait until the other 
operations in progress finish and then 
try again.
„ Clear the data in the memory. To gain 
extra memory, you can turn off 
Advanced Fax Operation. (See  Turning 
off Advanced Fax Operations  
on page 79.)
„ Print the faxes that are in the memory. 
(See  Printing a fax from the memory  
on page 46.)
The memory card or USB flash 
memory drive you are using does 
not have enough free space to 
scan the documents.  Delete unused files from your memory card 
or USB Flash memory drive to make some 
free space and then try again.
Paper Jam Paper is jammed in the machine. Open the Jam Clear Cover (at the back of 
the machine) and remove the jammed 
paper. (See Printer jam or paper jam  
on page 143.)
Unable to Clean  XX
Unable to Init. XX
Unable to Print XX
Unable to Scan XX
Unable to use Phone XX
The machine has a mechanical 
problem.
— OR —
A foreign object such as a clip or 
ripped paper is in the machine. Open the scanner cover and remove any 
foreign objects inside the machine. If the 
error message continues, do one of the 
following:
„ Disconnect the machine from the 
power for several minutes, then 
reconnect it. (The machine can be 
turned off for approximately 24 hours 
without losing faxes stored in the 
memory. See  Transferring your faxes 
or Fax Journal report  on page 141.)
Error MessageCauseAction
 
						

							
Troubleshooting and Routine Maintenance141
B
Error animationB
Error animation displays step-by-step 
instructions when paper gets jammed or ink 
cartridges become empty. You can read the 
steps at your own pace by pressing c to see 
the next step and  d to go backward. If you do 
not press a key after 1 minute the animation 
starts running automatically again.
Note
You can press  d, c or  OK  to pause the 
auto-animation and go back to step-by-
step mode.
 
Transferring your faxes or Fax 
Journal reportB
If the LCD shows:
„ Unable to Clean  XX
„ Unable to Init.  XX
„ Unable to Print  XX
„ Unable to Scan  XX
„ Unable to use Phone XX
We recommend transferring your faxes to 
another fax machine or to your PC. (See 
Transferring faxes to another fax machine  
on page 142 or  Transferring faxes to your PC  
on page 142.)
You can also transfer the Fax Journal report 
to see if there are any faxes you need to 
transfer. (See  Transferring Fax Journal report 
to another fax machine  on page 142.)
Note
If there is an error message on the 
machines LCD, after the faxes have been 
transferred, disconnect the machine from 
the power source for several minutes, and 
then reconnect it.
 
Unusable Device
Disconnect device
from front connect
or & turn machine
off&thenon A broken device has been 
connected to the USB direct 
interface.
Unplug the device from the USB direct 
interface, then press 
On/Off to turn the 
machine off and then on again.
Unusable Device
Please Disconnect
USB Device. A USB device or USB Flash 
memory drive that is not 
supported has been connected to 
the USB direct interface.
For more information, visit us at 
http://solutions.brother.com.  Unplug the device from the USB direct 
interface.
Wrong Paper Size Paper is not the correct size. Load the correct size of paper (Letter, 
Legal or A4), and then press Black Start 
or  Color Start .
Error MessageCauseAction
 
						

							
142
Transferring faxes to another fax 
machine
B
If you have not set up your Station ID, you 
cannot enter fax transfer mode. (See Setting 
your station ID in the Quick Setup Guide.)
aPress Stop/Exit  to interrupt the error 
temporarily.
bPress  Menu.
cPress  a or  b to choose  Service.
Press  OK.
dPress  a or  b to choose 
Data Transfer .
Press  OK.
ePress  a or  b to choose  Fax Transfer .
Press  OK.
fDo one of the following:
„ If the LCD shows  No Data, there 
are no faxes left in the machines 
memory.
Press  Stop/Exit .
„ Enter the fax number to which faxes 
will be fo rwarded. 
gPress Black Start .
Transferring faxes to your PC B
You can transfer the faxes from your 
machines memory to your PC. 
aPress Stop/Exit  to interrupt the error 
temporarily.
bMake sure you have installed  MFL-Pro 
Suite  on your PC, and then turn on  PC 
FAX Receiving  on the PC. (For details 
see  PC- FAX receiving  for Windows
® in 
the Software User’s Guide on the 
CD-ROM.)
cMake sure you have set PC Fax 
Receive on the machine. (See  PC Fax 
Receive  on page 77.)
If faxes are in the machine’s memory 
when you set up PC Fax Receive, the 
LCD will ask if you want to transfer the 
faxes to your PC.
dDo one of the following:
„ To transfer all faxes to your PC, 
press  1. You will be asked if you want 
a backup print.
„ To exit and leave the faxes in the 
memory, press  2.
ePress  Stop/Exit .
Transferring Fax Journal report to 
another fax machine
B
If you have not set up your Station ID, you 
cannot enter fax transfer mode. (See Setting 
your station ID in the Quick Setup Guide.)
aPress Stop/Exit  to interrupt the error 
temporarily.
bPress  Menu.
cPress  a or  b to choose  Service.
Press  OK.
dPress  a or  b to choose 
Data Transfer .
Press  OK.
ePress  a or  b to choose 
Report Trans. .
Press  OK.
fEnter the fax number to which Fax 
Journal report will be forwarded.
gPress  Black Start .
 
						

							
Troubleshooting and Routine Maintenance143
B
Document jam B
Documents can jam in the ADF unit if they are 
not inserted or fed properly, or if they are too 
long. Follow the steps below to clear a 
document jam.
Document is jammed in the top of the 
ADF unit
B
aTake out any paper from the ADF that is 
not jammed.
bOpen the ADF cover.
cPull the jammed document up and to the 
left.
 
dClose the ADF cover.
ePress Stop/Exit .
Note
To avoid document jams close the ADF 
cover properly by pressing it down in the 
middle.
 
Document is jammed inside the ADF 
unit
B
aTake out any paper from the ADF that is 
not jammed.
bLift the document cover.
cPull the jammed document out to the 
left.
 
dClose the document cover.
ePress Stop/Exit .
Printer jam or paper jamB
Take out the jammed paper depending on 
where it is jammed in the machine. 
aPull the paper tray (1) out of the 
machine.
 
1
 
						

							
144
bPull out the jammed paper (1). 
cReset the machine by lifting the scanner 
cover from the front of the machine and 
then closing it.„ If you cannot remove the jammed 
paper from the front of the machine, 
or the error me ssage still appears on 
the LCD after you have removed the 
jammed paper, please go to the next 
step.
dRemove the Jam Clear Cover (1) from 
the back of the machine. Pull the 
jammed paper out of the machine.
 
CAUTION 
DO NOT place the jam clear cover face 
down as shown in the illustration. Doing this 
may damage the cover and cause paper 
jams.
 
 
 
ePut the Jam Clear Cover back on.
Make sure the cover is set properly.
 
1
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