Brother Mfc 685cw User Manual

							
Sending a fax35
5
Faxing from the scanner glass5
You can use the scanner glass to fax pages 
of a book one at a time. The documents can 
be up to letter or A4 size.
You cannot send multiple pages for color 
faxes.
Note
Since you can only scan one page at a 
time, it is easier to use the ADF if you are 
sending a multiple page document.
 
aPress (Fax).
bLoad your document face down on the 
scanner glass. (See  Using the scanner 
glass on page 11)
cEnter the fax number using the dial pad, 
Speed Dial or Search.
Note
You can preview a fax message before 
sending it by pressing  Fax Preview. (See 
How to preview an outgoing fax (Black & 
White only) on page 77.)
 
dPress Black Start  or Color Start .
„ If you press  Black Start, the 
machine starts scanning the first 
page. Go to step e.
„ If you press  Color Start, the 
machine starts sending the 
document.
eDo one of the following:
„ To send a single page, press  2 to 
choose  No (or press  Black Start  
again).
The machine starts sending the 
document.
„ To send more than one page, press 
1 to choose  Yes and go to step f.
fPut the next page on the scanner glass.
Press  OK.
The machine starts scanning the page. 
(Repeat steps e and  f for each 
additional page.)
Faxing A4 size documents 
from the scanner glass5
When documents are A4 size, you need to 
set Scan Size to A4. If you do not, the bottom 
portion of the faxes will be missing.
aPress ( Fax).
bPress  a or  b to choose  Scan Size .
Press  OK.
cPress  d or  c to choose  A4.
Press  OK.
Note
You can save the setting you use most 
often by setting it as default. (See 
page 40.)
 
Color fax transmission5
Your machine can send a color fax to 
machines that support this feature.
Color faxes cannot be stored in the memory. 
When you send a color fax, the machine will 
send it in real time (even if  Real Time TX is 
set to  Off). 
Canceling a fax in progress5
If you want to cancel a fax while the machine 
is scanning, dialing or sending, press 
Stop/Exit .
 
						

							
Chapter 5
36
Broadcasting 
(Black & White only)
5
Broadcasting is when the same fax message 
is automatically sent to more than one fax 
number. You can include Groups, Speed Dial 
numbers and up to 50 manually dialed 
numbers in the same broadcast.
After the broadcast is finished, a Broadcast 
Report will be printed.
aPress ( Fax).
bLoad your document.
cPress  a or  b to choose  Broadcasting .
Press  OK.
dDo one of the following:
„ Press  a or  b to choose  Add Number  
and enter a number using a dial pad. 
Press  OK.
„ Press  a or  b to choose  Speed Dial  
and  OK. Press  a or  b to choose 
Alphabetical Order  or 
Numerical Order  and OK. Press 
a  or  b to select a number and  OK.
eAfter you have entered all the fax 
numbers by repeating step  d, press  a 
or  b to choose  Complete.
Press  OK.
fPress  Black Start .
Note
• If you did not use up any of the numbers 
for Groups, you can ‘broadcast’ faxes to 
as many as 210 (MFC-685CW) or 250 
(MFC-885CW) different numbers.
• The available memory  will vary depending 
on the types of jobs in the memory and the 
number of locations used for broadcasting. 
If you broadcast to the maximum numbers 
available, you will no t be able to use dual 
access and delayed fax.
• If the memory is full, press  Stop/Exit to 
stop the job. If more than one page has 
been scanned, press  Black Start to send 
the portion that is in the memory.
 
Canceling a Broadcast in 
progress5
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Remaining Jobs .
Press  OK.
The LCD will show the fax number being 
dialed and the Broadcast job number.
dPress  OK.
The LCD will ask you the following 
message:
Cancel Job?  
Yes iPress 1
No iPress 2
ePress  1 to clear the number being 
dialed.
The LCD will then show the Broadcast 
job number.
fPress  OK.
The LCD will ask you the following 
message:
Cancel Job?
Yes iPress 1
No iPress 2
gPress  1 to cancel the Broadcast.
hPress  Stop/Exit .
 
						

							
Sending a fax37
5
Additional sending 
operations
5
Sending faxes using multiple 
settings5
When you send a fax you can choose any 
combination of these settings: resolution, 
contrast, overseas mode, delayed fax timer, 
polling transmissi on and real time 
transmission.
aPress ( Fax).
The LCD shows:
 
bPress  a or  b to choose a setting you 
want to change.
cPress  d or  c to choose an option.
dGo back to  b to change more settings.
Note
• Most settings are temporary and the 
machine returns to its default settings after 
you send a fax. 
• You can save some of the settings you  use most often by setting them as default. 
These settings will stay until you change 
them again. (See  Setting your changes as 
the new default on page 40.) 
 
Contrast5
If your document is very light or very dark, you 
may want to change the contrast. For most 
documents the factory setting  Auto can be 
used. It automatically chooses the suitable 
contrast for your document.
Use Light when sending a light document.
Use Dark when sending a dark document.
aPress ( Fax).
bPress  a or  b to choose  Contrast.
cPress d or  c to choose  Auto, Light  or 
Dark . 
Press  OK. 
Note
Even if you choose  Light or Dark , the 
machine will send the fax using the  Auto 
setting in any of the following conditions:
• When you send a color fax.
• When you choose  Photo as the Fax 
Resolution.
 
Fax Resolution
FAX/TELStandard
Auto
Speed Dial
Outgoing Call Contrast
Fax Start Press
 
						

							
Chapter 5
38
Changing fax resolution5
The quality of a fax can be improved by 
changing the fax resolution.
aPress ( Fax).
bPress  a or  b to choose 
Fax Resolution .
cPress d or  c to choose the resolution 
you want. 
Press  OK. 
Note
You can choose four different resolution 
settings for black & white faxes and two for 
color.
If you choose  S.Fine or Photo  and then 
use the  Color Start  key to send a fax, the 
machine will send the fax using the  Fine 
setting.
 
Dual access 
(Black & White only)5
You can dial a number and start scanning the 
fax into memory—even when the machine is 
sending from memory, receiving faxes or 
printing PC data. The LCD shows the new job 
number and available memory.
The number of pages you can scan into the 
memory will vary depending on the data that 
is printed on them.
Note
If the  Out of Memory  message appears 
while scanning documents, press 
Stop/Exit  to cancel or  Black Start to send 
the scanned pages.
 
Real time transmission5
When you are sending a fax, the machine will 
scan the documents into the memory before 
sending. Then, as soon as the telephone line 
is free, the machine will start dialing and 
sending.
If the memory is full or you are sending a color 
fax, the machine will send the document in 
real time (even if  Real Time TX is set to 
Off ).
Sometimes, you may want to send an 
important document immediately, without 
waiting for memory transmission. You can 
turn on  Real Time TX .
aPress (Fax).
bPress  a or  b to choose  Real Time TX .
cPress d or  c to choose  On.
Press  OK.
Note
In real time transmission, the automatic 
redial feature does not work when using 
the scanner glass.
 
Black & White 
Standard Suitable for most typed 
documents.
Fine Good for small print and 
transmits a little slower than 
Standard resolution.
S.Fine Good for small print or artwork 
and transmits slower than Fine 
resolution.
Photo Use when the document has 
varying shades of gray or is a 
photograph. This has the 
slowest transmission.
Color
StandardSuitable for most typed 
documents.
Fine Use when the document is a 
photograph. The transmission 
time is slower than Standard 
resolution.
 
						

							
Sending a fax39
5
Overseas Mode5
If you are having difficulty sending a fax 
overseas due to possible interference on the 
telephone line, we recommend that you turn 
on the Overseas mode. After you send a fax 
using this feature, the feature will turn itself 
off.
aPress (Fax).
bLoad your document.
cPress  a or  b to choose 
Overseas Mode .
dPress d or  c to choose  On (or  Off ).
Press  OK.
Delayed Faxing 
(Black & White only)5
During the day you can store up to 50 faxes 
in the memory to be sent within 24-hours. 
These faxes will be sent at the time of day you 
enter in step e.
aPress ( Fax).
bLoad your document.
cPress  a or  b to choose  Delayed Fax .
dPress d or  c to choose  On.
Press  OK.
eEnter the time you want the fax to be 
sent (in 24-hour format).
(For example, enter 19:45 for 7:45 PM.)
Press  OK.
Note
The number of pages you can scan into 
the memory depends on the amount of 
data that is printed on each page.
 
Delayed Batch Transmission 
(Black & White only)5
Before sending the delayed faxes, your machine 
will help you economize by sorting all the faxes 
in the memory by destination and scheduled 
time. All delayed faxes that are scheduled to be 
sent at the same time to the same fax number 
will be sent as one fax to save transmission time.
aPress ( Fax).
bPress  a or  b to choose  Batch TX.
cPress d or  c to choose  On.
Press  OK.
dPress  Stop/Exit .
Checking and canceling 
waiting jobs5
You can check which jobs are still waiting in 
the memory to be sent and cancel a job. (If 
there are no jobs, the LCD shows 
No Jobs Waiting .)
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Remaining Jobs .
Press  OK.
Any waiting jobs appear on the LCD.
dPress  a or  b to scroll through the jobs 
and choose the job you want to cancel.
Press  OK.
eDo one of the following:
„ To cancel, press  1 to choose  Yes.
If you want to cancel another job go 
to step d.
„ To exit without canceling, press  2 to 
choose  No.
fWhen you have finished, press 
Stop/Exit .
 
						

							
Chapter 5
40
Setting your changes as the 
new default5
You can save the fax settings for 
Fax Resolution , Contrast , 
Real Time TX  and Scan Size  you use 
most often by setting them as default. These 
settings will stay until you change them again.
aPress ( Fax).
bPress  a or  b to choose your new setting.
Press  OK.
Repeat this step for each setting you 
want to change.
cAfter changing the last setting, press  a 
or  b to choose  Set New Default .
Press  OK.
dPress  1 to choose  Yes.
ePress  Stop/Exit .
Restoring all settings to the 
factory settings5
You can restore all the settings you have 
changed to the factory settings. These 
settings will stay until you change them again.
aPress ( Fax).
bPress  a or  b to choose 
Factory Reset .
Press  OK.
cPress  1 to choose  Yes.
dPress  Stop/Exit .
Sending a fax manually5
Manual transmission lets you hear the 
dialing, ringing and fax-receiving tones while 
sending a fax.
aPress ( Fax).
bLoad your document.
cTo listen for a dial tone do one of the 
following:
„ (MFC-685CW)Press 
Speaker Phone  or pick up the 
handset.
„ (MFC-885CW) Press 
Speaker Phone  on the machine.
dDial the fax number.
eWhen you hear the fax tone, press 
Black Start or Color Start .
If you are using the scanner glass press 
1  to send a fax.
fReplace the handset.
Sending a fax at the end of a 
conversation5
At the end of a conversation you can send a 
fax to the other party before you both hang 
up.
aAsk the other party to wait for fax tones 
(beeps) and then to press the Start or 
Send key before hanging up.
bLoad your document.
cPress  Black Start  or Color Start .
„ If you are using the scanner glass, 
press  1 to send a fax.
dReplace the handset.
 
						

							
Sending a fax41
5
Out of Memory message5
If you get an Out of Memory  message 
while scanning the first page of a fax, press 
Stop/Exit  to cancel the fax.
If you get an  Out of Memory  message 
while scanning a subsequent page, you will 
have the option to press  Black Start to send 
the pages scanned so far, or to press 
Stop/Exit  to cancel the operation.
Note
If you get an  Out of Memory  message 
while faxing and you do not want to delete 
your stored faxes to clear the memory, 
you can send the fax in real time. (See 
Real time transmission on page 38.)
 
 
						

							
42
6
Receive modes6
You must choose the receive mode depending on the external devices and telephone subscriber 
services you have on your line. The diagrams below will help you choose the correct mode. For 
more detailed information about the receive modes, see Using receive modes on page 43 and 
Receive mode settings  on page 44.
Choosing the Receive Mode6
If you are using Distinctive Ring subscriber service from your telephone company, see  Voice Mail 
on page 49 or  Distinctive Ring  on page 50.
 
To set a receive mode follow the instructions below.
aPress Menu.
bPress  a or  b to choose  Initial Setup .
Press  OK.
cPress  a or  b to choose  Receive Mode .
dPress d or  c to choose  Fax Only, Fax/Tel , or Manual .
Press  OK.
ePress  Stop/Exit .
The LCD will display the current receive mode.
Receiving a Fax6
Do you use a Distinctive Ring subscriber service?
Ye s
Ye s
See Distinctive Ring.
Fax Only
No
Ye s No No
No
Ye s
Manual
Ye s No
Fax/Tel
Are you connecting an external telephone or external TAD (telephone 
answering device) to the machine?
Do you want the machine to 
answer fax and telephone 
calls automatically?Are you using the voice message 
function of your external TAD  
(telephone answering device)?
Do you want to use the  
machine for fax only?
Do you use a Voice Mail subscriber service?See Voice Mail.
NoYe s
Are you using the built-in Message Center?See Message Center.
No Ye s
Manual
* 
* We recommend you set  Easy Receive to  On.
 
						

							
Receiving a Fax43
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 44.
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 recognising 
whether they are fax or voice calls and 
handling 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 
double ring made by your machine.
Also see  F/T Ring Time (Fax/Tel mode only)  
on page 44 and  Ring Delay on page 44.
Manual6
Manual mode turns off all automatic 
answering functions unless you are using the 
Distinctive Ring feature or you are using an 
external TAD.
To receive a fax in manual mode  lift the 
handset of the machine or an external 
telephone. When you hear fax tones (short 
repeating beeps), press  Black Start or 
Color Start . 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 45.
Message Center ( MC)6
Message Center ( MC) helps you automatically 
manage incoming calls, by recognizing 
whether they are fax or voice calls and 
handling them in one of the following ways:
„ Faxes will be automatically received.
„ Voice callers can record a message.
To set up the Message Center mode see 
page 68.
If Message Center Mode is On, it 
will override your receive mode 
setting. The screen shows  MC.
If Message Center Mode is Off, the 
receive mode returns to your 
original setting. (See  Message 
Center mode  on page 68.)
 
						

							
Chapter 6
44
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 or subscribe to the telephone 
company’s Distinctive Ring service, keep the 
ring delay setting of 4.
(See  Using external and extension 
telephones  on page 58 and  Easy Receive 
on page 45.)
If toll saver is  On, then the ring delay setting 
has no effect. See  Setting toll saver 
on page 71.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Receive .
Press  OK.
dPress  a or  b to choose  Ring Delay .
Press  OK.
ePress  a or  b to choose  Ring Delay  
again.
fPress  d or  c to choose how many times 
the line rings before the machine 
answers ( 0-4 ).
Press  OK.
If you choose  0, the line will not ring at 
all.
gPress  Stop/Exit .
F/T Ring Time 
(Fax/Tel mode only)6
If you set the Receive Mode to  Fax/Tel, you 
need to decide how l ong the machine will 
signal you with its special pseudo/double-ring 
when you have a voice call. If its a fax call, 
the machine receives the fax.
This pseudo/double-ring happens after the 
initial ringing from the telephone company. 
Only the machine rings and no other 
telephones on the same line will ring with the 
special pseudo/double-ring. However, you 
can still answer the call on any telephone on 
the same line as the machine. (See  Using 
external and extension telephones  
on page 58.)
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Receive .
Press  OK.
dPress  a or  b to choose 
F/T Ring Time .
ePress d or  c 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.
fPress  Stop/Exit .
Note
Even if the caller hangs up during the 
pseudo/double-ringing, the machine will 
continue to ring for the set time.