Brother Mfc 685cw User Manual

							
Receiving a Fax45
6
Easy Receive6
If Easy Receive is  On:6
The machine receives a fax call 
automatically, even if you answer the call. 
When you see  Receiving on the LCD or 
when you hear “chirps” through the handset 
you are using, just replace the handset. Your 
machine will do the rest. 
If Easy Receive is  Semi:6
The machine will only receive a fax call 
automatically if you answered it using the 
machine’s handset, cordless handset or 
Speaker Phone. If you answered at an 
extension telephone press  l 5 1 . (See  Using 
external and extension telephones  
on page 58.)
If Easy Receive is  Off:6
If you are at the machine and answer a call 
first by lifting a handset, then press 
Black Start  or Color Start , and then press  2 
to receive.
If you answered at an extension telephone 
press  l 5 1 . (See  Using external and 
extension telephones  on page 58.) 
Note
• If this feature is set to  On, but your 
machine does not connect a fax call when 
you lift an extension or external telephone 
handset, press the fax receive code  l 5  1 . 
• If you send faxes from a computer on the  same telephone line and the machine 
intercepts them, set Easy Receive to  Off.
• (MFC-885CW) If you typically carry the  cordless handset away from the machine, 
we recommend that you turn on Easy 
Receive. If Easy Receive is turned off and 
you answer a fax call you will have to go to 
the machine and press  Black Start or 
Color Start .
 
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  Easy Receive .
ePress d or  c to choose  On, Semi  (or 
Off ).
Press  OK.
fPress  Stop/Exit .
 
						

							
Chapter 6
46
Additional receiving 
operations
6
Printing a reduced incoming fax6
If you choose  On, the machine automatically 
reduces each page of an incoming fax to fit on 
one page of A4, Letter, Legal size paper. The 
machine calculates the reduction ratio by 
using the page size of the fax and your Paper 
Size setting. (See  Paper Size on page 24.)
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 
Auto Reduction .
ePress d or  c to choose  On (or  Off ).
Press  OK.
fPress  Stop/Exit .
Receiving a fax at the end of a 
conversation 
(MFC-685CW only)6
At the end of a conversation you can ask the 
other party to fax you information  before you 
both hang up.
aAsk the other party to place the 
document in their machine and to press 
the Start or Send key.
bWhen you hear the other machines 
CNG tones (slowly repeating beeps), 
press Black Start  or Color Start .
cPress 2 to receive a fax.
dReplace the handset.
Printing a fax from the 
memory6
If you have chosen paging or fax storage, you 
can still print a fax from  the memory when you 
are at your machine. (If you have chosen Fax 
Preview see  Fax Preview on page 75.)
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  Print Fax .
Press  OK.
ePress  Black Start .
fPress Stop/Exit .
Note
When you print a fax from the memory, the 
fax data will be erased.
 
 
						

							
47
7
7
Voice operations7
Voice calls can be made either with the 
handset, the cordless handset (MFC-885CW 
only), the speaker phone, or an external 
telephone, by dialing manually, or by using 
Quick Dial numbers.
Note
If you have the MFC-885CW, please see the 
Digital Cordless Handset BCL-D10 User’s 
Guide.
 
Making a telephone call7
aDo one of the following:„  (MFC-685CW) Pick up the handset 
or press  Speaker Phone .
„  (MFC-885CW) Pick up the cordless 
handset and press 
(Talk ) or press 
Speaker Phone  on the machine.
bWhen you hear the dial tone, enter a 
number using the dial pad, Speed Dial 
or Search.
c(Speaker phone ) speak clearly toward 
the microphone  .
dTo hang up, do one of the following:
„  (MFC-685CW) Replace the handset 
or press  Speaker Phone .
„  (MFC-885CW) Press  ( Off) on 
the cordless handset or press 
Speaker Phone  on the machine.
Answering calls with the 
Speaker Phone 7
When the machine rings, instead of lifting the 
handset, press Speaker Phone  on the 
machine. Speak clearly toward the 
microphone  . To end the call, press 
Speaker Phone .
Note
If you have a bad connection, your caller 
might hear your voice echoed during the 
call. If you experience this problem, pick 
up the handset, or hang up and try the call 
again.
 
Telephone Services and External 
devices
7
 
						

							
Chapter 7
48
Hold7
For MFC-685CW7
aPress  Hold to put a call on Hold.
You can replace the handset without 
disconnecting the call.
bPick up the machines handset or press 
Speaker Phone  to release the call from 
Hold.
Note
You can pick up an extension telephone 
and continue speaking without releasing 
the call from Hold on the machine.
 
For MFC-885CW7
aIf you answered by pressing 
Speaker Phone  on the machine, press 
Hold/Intercom  on the machine to put a 
call on Hold.
bTo release the call from Hold, press 
Speaker Phone  on the machine.
Note
You can pick up an extension telephone 
and continue speaking without releasing 
the call from Hold on the machine.
 
Tone or Pulse (Canada only)7
If you have a Pulse dialing service, but need 
to send Tone signals (for example, for 
telephone banking), follow the instructions 
below:
aDo one of the following:
„ (MFC-685CW) Pick up the handset 
or press  Speaker Phone .
„ (MFC-885CW) Pick up the cordless 
handset and press 
(Talk) or press 
Speaker Phone  on the machine.
bPress # on the machine’s control panel. 
Any digits dialed after this will send tone 
signals.
When you hang up, the ma chine will return to 
the Pulse dialing service.
Fax/Tel mode when the power 
key is on7
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 extension telephone, youll 
need to lift the handset during the F/T Ring 
Time and then press  #51 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 
l 51 .
(MFC-685CW) If you are at the machine, you 
can lift the handset or press  Speaker Phone 
to answer.
(MFC-885CW) Press  Speaker Phone on the 
machine or use the cordless handset.
 
						

							
Telephone Services and External devices49
7
Fax/Tel mode when the power 
key is off7
When the 
On/Off Key is off you can receive 
faxes automatically if the  On/Off setting is 
Fax Receive:On  (See On/Off setting  
on page 21.) 
Fax/Tel mode will work in the following ways.
When the machine is in Fax/Tel mode and 
pseudo/double-rings to tell you to pick up a 
voice call, you can only answer by picking up 
the machine’s handset or cordless handset 
and pressing  (Talk).
If you answer before the machine 
pseudo/double-rings, you can also pick up 
the call at an external or extension telephone.
Telephone services7
Your machine supports the Caller ID and 
Distinctive Ring subscriber telephone 
services that some telephone companies 
offer.
Features like Voice Mail, Call Waiting, Call 
Waiting/Caller ID, RingMaster, answering 
services, alarm systems or other custom 
features on one telephone line may affect the 
way your machine works. If you have Voice 
Mail on your telephone line, please read the 
following carefully.
Voice Mail7
If you have Voice Mail on the same telephone 
line as your Brother machine, Voice Mail and 
the Brother machine will conflict with each 
other when receiving incoming calls. 
For example, if your Voice Mail is set to 
answer after 4 rings and your Brother 
machine is set to answer after 2 rings, then 
your Brother machine will answer first. This 
will prevent callers from being able to leave a 
message in your Voice Mail.
Similarly, if your Brother machine is set to 
answer after 4 rings and your Voice Mail is set 
to answer after 2 rings, then your Voice Mail 
will answer first. This will prevent your Brother 
machine from being able to receive an 
incoming fax, since Voice Mail cannot 
transfer the incoming fax back to the Brother 
machine.
 
						

							
Chapter 7
50
To avoid conflicts between your Brother 
machine and your voice mail service, do one 
of the following:
Get the Distinctive Ring service from your 
telephone company. Distinctive Ring is a 
feature of your Brother machine that allows a 
person with one line to receive fax and voice 
calls through two different phone numbers on 
that one line. Brother uses the term 
‘Distinctive Ring,’ but telephone companies 
market the service under a variety of names, 
such as Custom Ringing, Personalized Ring, 
Smart Ring, RingMaster, Ident-A-Ring, Ident-
A-Call, Data Ident-A-Call, Teen Ring, and 
SimpleBiz Fax & Alternate Number Ringing. 
This service establishes a second telephone 
number on the same line as your existing 
telephone number, and each number has its 
own ring pattern. Typically, the original 
number rings with the standard ring pattern 
and is used for receiving voice calls, and the 
second number rings with a different ring 
pattern and is used for receiving faxes. (See 
Distinctive Ring  on page 50.)
OR
Set your Brother machine’s Receive Mode to 
“Manual.” Manual Mode requires that you 
answer every incoming call if you want to be 
able to receive a fax. If the incoming call is a 
telephone call, then complete the call as you 
normally would. If you hear fax sending tones 
you must transfer the call to the Brother 
machine by pressing  l51  on the dial pad of 
the telephone. Unanswered fax and voice 
calls will go to your Voice Mail. (To set the 
machine in  MANUAL Mode, see  Choosing 
the Receive Mode  on page 42.)Distinctive Ring7
Brother uses the term ‘Distinctive Ring’ but 
different telephone companies have other 
names for this service such as Smart Ring, 
RingMaster, Teen Ring, Custom Ringing, 
Personalized Ring, Data Ident-A-Call, Ident-
A-Call, Ident-A-Ring or SimpleBiz Fax & 
Alternate Number Ringing.
What does your telephone companys 
‘Distinctive Ring’ do?
7
Your telephone companys Distinctive Ring 
service allows you to have more than one 
number on the same telephone line.  If you 
need more than one telephone number, it 
is cheaper than paying for an extra line . 
Each telephone number has its own 
distinctive ring pattern, so you will know 
which telephone number is ringing. This is 
one way you can have a separate telephone 
number for your machine.
Note
Please call your telephone company for 
availability and rates.
 
What does Brothers ‘Distinctive Ring’ 
do?
7
The Brother machine has a Distinctive Ring 
feature that allows you to use your machine to 
take full advantage of the telephone 
companys Distinctive Ring service. The new 
telephone number on your line can just 
receive faxes.
Note
You must pay for your telephone 
companys Distinctive Ring service before 
you program the machine to work with it.
 
 
						

							
Telephone Services and External devices51
7
Do you have Voice Mail?7
If you have Voice Mail on the telephone line 
that you will install your new machine on, 
there is a strong possibility that Voice Mail 
and the machine will conflict with each other 
while receiving incoming calls. However, the 
Distinctive Ring feature allows you to use 
more than one number on your line, so 
both Voice Mail and the machine can work 
together without any problems . If each one 
has a separate telephone  number, neither will 
interfere with the others operations.
If you decide to get the Distinctive Ring 
service from the telephone company, you will 
need to follow the directions on next page to 
‘register’ the new Distinctive Ring pattern 
they give you. This is so your machine can 
recognize its incoming calls.
Note
You can change or cancel the Distinctive 
Ring pattern at any time. You can switch it 
off temporarily, and turn it back on later. 
When you get a new fax number, make 
sure you reset this feature.
 
Before you choose the ring pattern to 
register
7
You can only register one Distinctive Ring 
pattern with the machine. Some ring patterns 
cannot be registered. The ring patterns below 
are supported by your Brother machine. 
Register the one your telephone company 
gives you.
Note
Ring Pattern #1 is often called short-short 
and is the most commonly used.
If the ring pattern you received is not on 
this chart,  please call your telephone 
company and ask for one that is 
shown .
 
„The machine will only answer calls to its 
registered number.
„ The first two rings are silent on the 
machine. This is because the fax must 
‘listen’ to the ring pattern (to compare it to 
the pattern that was ‘registered’). (Other 
telephones on the same line will ring.)
„ If you program the machine properly, it will 
recognize the registered ring pattern of the 
‘fax number’ within 2 ring patterns and 
then answer with a fax tone. When the 
‘voice number’ is called, the machine will 
not answer.
Ring 
PatternRings
1 long-long 
2 short-long-short 
3 short-short-long 
4 very long (normal 
pattern) 
 
						

							
Chapter 7
52
Registering the Distinctive Ring 
pattern
7
After you have set the Distinctive Ring feature 
to on, the receive mode is set to  Manual 
automatically. 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 .
Press  OK.
ePress  a or  b to choose  Set.
Press  OK.
fPress  a or  b to choose the stored ring 
pattern you want to use.
Press  OK.
(You hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
gPress  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 .
Press  OK.
ePress  a or  b 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  Choosing the Receive 
Mode  on page 42.)
 
 
						

							
Telephone Services and External devices53
7
Caller ID7
The Caller ID feature lets you use the Caller 
ID subscriber service offered by many local 
telephone companies. Call your telephone 
company for details. This service shows the 
telephone number, or name if it is available, 
of your caller as the line rings.
You can use a number in the Caller ID History 
to make a phone call, send a fax, add it to 
Speed Dial, or delete it from the history. (See 
Caller ID history on page 61.)
After a few rings, the LCD shows the 
telephone number of your caller (and name, if 
available). Once you answer a call, the Caller 
ID information disappears from the LCD, but 
the call information stays stored in the Caller 
ID memory. „ You can see the first 16 characters of the 
number (or name).
„ The  Unavailable  message means the 
call originated outside your Caller ID 
service area.
„ The  PrivateCall  message means the 
caller has intentionally blocked 
transmission of information.
You can print a list of the Caller ID information 
received by your machine. (See  Printing the 
Caller ID List  on page 54.)
Note
• This feature may not be available in 
certain areas of the USA and Canada.
• The Caller ID service varies with different  carriers. Call your local telephone 
company to find out about the kind of 
service available in your area.
 
Setting up your area code (USA only)7
When returning calls from the caller ID history 
your machine will automatically dial 1 plus 
the area code for all calls. If your local dialing 
plan requires that the “1”  not be used for calls 
within your area code enter your area code in 
this setting. With the area code setting, calls 
returned from the caller ID history to your 
area code will be dialed using 10 digits (area 
code + 7-digit number). If your dialing plan 
does not follow the standard 1 + area code + 
7-digit number dialing system for calling 
outside your area code, you may experience 
problems returning calls automatically from 
the caller ID history. If this is not the 
procedure followed by your dialing plan, you 
will not be able to return calls automatically.
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  Caller ID .
Press  OK.
ePress  a or  b to choose  Area Code .
fUse the dial pad to enter your area code.
Press OK.
gPress  Stop/Exit .
 
						

							
Chapter 7
54
Viewing the Caller ID List7
Your machine stores information for the last 
thirty calls in the Caller ID list. You can view 
or print this list. When the thirty-first call 
comes in to the machine, it replaces 
information about the first call.
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  Caller ID .
Press  OK.
ePress  a or  b to choose  Display#.
Press  OK.
The Caller ID list will appear on the 
display. If no ID is  stored, the beeper will 
sound and  No Caller ID  will appear 
on the display.
fPress  a or  b to scroll through the Caller 
ID memory to view the Caller ID 
information. 
The LCD shows the callers number or 
name and the date and time of the call.
gTo finish viewing, press  Stop/Exit.
Note
You can also view the Caller ID list by 
pressing  ( Fax). (See  Caller ID 
history  on page 61.)
 
Printing the Caller ID List7
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  Caller ID .
Press  OK.
ePress  a or  b to choose  Print Report .
Press  OK.
If no ID is stored , the beeper will sound 
and  No Caller ID  will appear on the 
LCD.
fPress  Black Start  or Color Start .
gAfter printing has finished, press 
Stop/Exit.