Brother Mfc 685cw User Manual

							
Telephone Services and External devices55
7
Connecting an external 
TAD (telephone 
answering device)
7
You may choose to connect an external 
answering device. However, when you have 
an external  TAD on the same telephone line 
as the machine, the TAD answers all calls 
and the machine ‘listens’ for fax calling (CNG) 
tones. If it hears them, the machine takes 
over the call and receives the fax. If it does 
not hear CNG tones, the machine lets the 
TAD continue playing your outgoing message 
so your caller can leave you a voice 
message.
The TAD must answer within four rings (the 
recommended setting is two rings). The 
machine cannot hear CNG tones until the 
TAD has answered the call, and with four 
rings there are only 8 to 10 seconds of CNG 
tones left for the fax ‘handshake’. Make sure 
you carefully follow the instructions in this 
guide for recording your outgoing message. 
We do not recommend using the toll saver 
feature on your external answering machine if 
it exceeds five rings.
Note
• If you do not receive all your faxes,  shorten the Ring Delay setting on your 
external TAD.
• If You Subscribe to your Telephone  companys Distinctive Ring Service:
You may connect an external TAD to a 
separate wall jack only if you subscribe to 
your telephone companys Distinctive 
Ring service, have registered the 
distinctive ring pattern on your machine, 
and use that number as a fax number. The 
recommended setting is at least four rings 
on the external TAD when you have the 
telephone companys Distinctive Ring 
Service. You cannot use the Toll Saver 
setting.
• If You Do Not Subscribe to Distinctive  Ring Service:
You must plug your TAD into the EXT. 
jack of your machine. If your TAD is 
plugged into a wall jack, both your 
machine and the TAD will try to control the 
telephone line. (See the illustration 
below.)
 
1TAD
When the TAD answers a call, the LCD 
shows  Ext. Tel in Use .
 
1
1
 
						

							
Chapter 7
56
Connections7
The external TAD must be plugged into the 
jack labeled EXT. Your machine cannot work 
properly if you plug the TAD into a wall jack 
(unless you are using Distinctive Ring).
aPlug the telephone line cord from the 
telephone wall jack into the jack labeled 
LINE.
bPlug the telephone line cord from the 
external TAD into the jack labeled EXT. 
(Make sure this cord is connected to the 
TAD at the TADs telephone line jack, 
and not its handset jack.)
cSet your external TAD to four rings or 
less. (The machines Ring Delay setting 
does not apply.)
dRecord the outgoing message on your 
external TAD.
eSet the TAD to answer calls.
fSet the Receive Mode to  Manual with 
Easy Receive turned on.
(See  Choosing the Receive Mode  
on page 42.)
Recording outgoing message 
(OGM) on an external TAD7
Timing is important in recording this 
message. The message sets up the ways to 
handle both manual and automatic fax 
reception.
aRecord 5 seconds of silence at the 
beginning of your message. (This allows 
your machine time to listen for the fax 
CNG tones of automatic transmissions 
before they stop.)
bLimit your speaking to 20 seconds.
cEnd your 20-second message by giving 
your Fax Receive Code for people 
sending manual faxes. For example: 
‘After the beep, leave a message or 
send a fax by pressing  l51  and  Start .’
Note
We recommend beginning your OGM with 
an initial 5-second silence because the 
machine cannot hear fax tones over a 
resonant or loud voice. You may try 
omitting this pause, but if your machine 
has trouble receiving, then you must re-
record the OGM to include it.
 
 
						

							
Telephone Services and External devices57
7
Special line considerations7
Roll over telephone lines7
A roll over telephone system is a group of two 
or more separate telephone lines that pass 
incoming calls to each other if they are busy. 
The calls are usually passed down or ‘rolled 
over’ to the next available telephone line in a 
preset order.
Your machine can work in a roll over system 
as long as it is the last number in the 
sequence, so the call cannot roll away. Do not 
put the machine on any of the other numbers; 
when the other lines are busy and a second 
fax call is received, the fax call will be sent to 
a line that does not have a fax machine. Your 
machine will work best on a dedicated 
line.
Two-line telephone system7
A two-line tele phone system is  nothing more 
than two separate telephone numbers on the 
same wall outlet. The two telephone numbers 
can be on separate jacks (RJ11) or mixed into 
one jack (RJ14). Your machine must be 
plugged into an RJ11 jack. RJ11 and RJ14 
jacks may be equal in size and appearance 
and both may contain four wires (black, red, 
green, yellow). To test the type of jack, plug in 
a two-line telephone and see if it can access 
both lines. If it can, you must separate the line 
for your machine. (See page 45.)
Converting telephone wall outlets7
There are three ways to convert to an RJ11 
jack. The first two ways may require help from 
the telephone company. You can change the 
wall outlets from one RJ14 jack to two RJ11 
jacks. Or you can have an RJ11 wall outlet 
installed and slave or jump one of the 
telephone numbers to it. The third way is the easiest: Buy a triplex 
adapter. You can plug a triplex adapter into 
an RJ14 outlet. It separates the wires into two 
separate RJ11 jacks (Line 1, Line 2) and a 
third RJ14 jack (Lines 1 and 2). If your 
machine is on Line 1, plug the machine into 
L1 of the triplex adapter. If your machine is on 
Line 2, plug it into L2 of the triple adapter.
Triplex Adapter
 
7
Installing machine, external two-line 
TAD and two-line telephone
7
When you are installing an external two-line 
telephone answering device (TAD) and a 
two-line telephone, your machine must be 
isolated on one line at both the wall jack and 
at the TAD. The most common connection is 
to put the machine on Line 2, which is 
explained in the following steps. The back of 
the two-line TAD must have two telephone 
jacks: one labeled L1 or L1/L2, and the other 
labeled L2. You will need at least three 
telephone line cords, the one that came with 
your machine and two for your external two-
line TAD. You will need a fourth line cord if 
you add a two-line telephone.
aPut the two-line TAD and the two-line 
telephone next to your machine.
bPlug one end of the telephone line cord 
for your machine into the L2 jack of the 
triplex adapter. Plug the other end into 
the LINE jack on the back of the 
machine.
cPlug one end of the first telephone line 
cord for your TAD into the L1 jack of the 
triplex adapter. Plug the other end into 
the L1 or L1/L2 jack of the two-line TAD. 
RJ14
RJ11
RJ14
 
						

							
Chapter 7
58
dPlug one end of the second telephone 
line cord for your TAD into the L2 jack of 
the two-line TAD. Plug the other end into 
the EXT. jack on the left side of the 
machine.
 
1 Triplex Adapter
2 Two Line Telehone
3 External Two Line TAD
4 Machine
You can keep two-line telephones on other 
wall outlets as always. There are two ways to 
add a two-line telephone to the machines 
wall outlet. You can plug the telephone line 
cord from the two-line telephone into the 
L1+L2 jack of the triplex adapter. Or you can 
plug the two-line telephone into the TEL jack 
of the two-line TAD.
Multi-line connections (PBX)7
We suggest you ask the company who 
installed your PBX to c onnect your machine. 
If you have a multi line system we suggest 
you ask the installer to connect the unit to the 
last line on the system. This prevents the 
machine being activated each time the 
system receives tel ephone calls. If all 
incoming calls will be answered by a 
switchboard operator we recommend that 
you set the Receive Mode to  Manual.
We cannot guarantee that  your machine will 
operate properly under all circumstances 
when connected to a PBX. Any difficulties 
with sending or receiving faxes should be 
reported first to the company who handles 
your PBX.
External and extension 
telephones
7
Connecting an external or 
extension telephone7
You can connect a separate telephone (or 
telephone answering device) directly to your 
machine as shown in the diagram below.
Connect the telephone line cord to the jack 
labeled EXT.
 
1 Extension telephone
2 External telephone
When you are using an external or extension 
telephone, the LCD shows 
Ext. Tel in Use .
Using external and extension 
telephones7
If you answer a fax call on an extension or an 
external telephone connected to the EXT. 
jack of the machine, you can make your 
machine take the call by using the Fax 
Receive Code. When you press the Fax 
Receive Code l51 , the machine starts to 
receive the fax.
If the machine answers a voice call and 
pseudo/double-rings for you to take over, use 
the Telephone Answer Code  #51 to take the 
call at an extension telephone. (See  F/T Ring 
Time (Fax/Tel mode only)  on page 44.)
1
2
3 4
1
2
 
						

							
Telephone Services and External devices59
7
If you answer a call and no one is on 
the line:
7
You should assume that youre receiving a 
manual fax.
Press l51  and wait for the chirp or until the 
LCD shows  Receiving , and then hang up.
Note
You can also use the Easy Receive 
feature to make your machine 
automatically take the call. (See  Easy 
Receive  on page 45.)
 
Using a non-Brother cordless 
external telephone 
(MFC-685CW only)7
If your non-Brother cordless telephone is 
connected to the EXT. jack of the machine 
and you typically carry the cordless handset 
elsewhere, it is easier to answer calls during 
the Ring Delay. 
If you let the machine answer first, you will 
have to go to the machine so you can press 
Speaker Phone  to send the call to the 
cordless handset.
Using remote codes7
Fax Receive code7
If you answer a fax call on an extension or 
external telephone, you can tell your machine 
to receive it by dialing the Fax Receive Code 
l 51 . Wait for the chirping sounds then 
replace the handset. See  Easy Receive 
on page 45. Your caller will have to press 
Start  to send the fax.
Telephone Answer code7
If you receive a voice call and the machine is 
in F/T mode, it will start to sound the F/T 
(double) ring after the initial ring delay. If you 
pick up the call on an extension telephone 
you can turn the F/T ring off by pressing  #51 
(make sure you press this  between the rings).
Changing the remote codes7
The preset Fax Receive Code is  l51 . The 
preset Telephone Answer Code is  #51. If 
you want to, you can replace them with your 
own codes.
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  Remote Codes .
ePress d or  c to choose  On.
Press  OK.
fEnter the new Fax Receive Code.
Press  OK.
gPress  a or  b to choose  Tel Answer:  
and enter the new Telephone Answer 
Code.
Press  OK.
hPress  Stop/Exit .
Note
• If you are always disconnected when 
accessing your external TAD remotely, try 
changing the Fax Receive Code and 
Telephone Answer Code to another three-
digit code (such as  ### and  999).
• Remote Codes might not work with some  telephone systems.
 
 
						

							
60
8
How to Dial8
Manual dialing8
Press all of the digits of the fax or telephone 
number.
 
Speed Dialing8
aPress Speed Dial . 
You can also choose  Speed Dial by 
pressing ( Fax).
bPress  a or  b to choose  Search.
Press  OK.
cPress the two-digit Speed Dial number. 
(See  Storing Speed Dial numbers  
on page 62.)
dIf you have two numbers in the location, 
press  a or  b to choose the number you 
want to call.
Press  OK.
Note
If the LCD shows Not Registered when 
you enter a Speed Dial number, a number 
has not been stored at this location.
 
Search8
You can search for names you have stored in 
the Speed Dial memory. 
aPress  Speed Dial .
bPress a or  b to choose  Search.
Press  OK.
You can also choose  Speed Dial by 
pressing ( Fax).
cPress  a or  b to choose 
Alphabetical Order  or 
Numerical Order .
Press  OK.
Note
• Press  l to make the LCD font size larger.
• Press  # to make the LCD font size smaller.
 
dIf you chose  Alphabetical Order  in 
step c, use the dial pad to enter the first 
letter of the name, and then press  a or  b 
to choose the name and number you 
want to call.
Press  OK.
Dialing and storing numbers8
 
						

							
Dialing and storing numbers61
8
Fax Redial8
If you are sending a fax manually and the line 
is busy, press Redial/Pause, and then press 
Black Start  or Color Start  to try again. If you 
want to make a second call to a number you 
recently dialed, you can press  Redial/Pause 
and choose one of the last 30 numbers from 
the Outgoing Call List. 
Redial/Pause  only works if you dialed from 
the control panel.  If you are sending a fax 
automatically  and the line is busy, the 
machine will automatically redial once after 
five minutes.
aPress  Redial/Pause .
bPress a or  b to choose the number you 
want to redial.
Press  OK.
cPress  a or  b to choose  Send a fax .
Press  OK.
dPress  Black Start  or Color Start .
Note
In Real Time Transmission the automatic 
redial feature does not work when using 
the scanner glass.
 
Outgoing Call8
The last 30 numbers you telephoned or sent 
a fax to will be stored in the outgoing call 
history. You can choose one of these 
numbers to telephone, fax to, add to 
Speed Dial, or delete from the history.
aPress Redial/Pause .
You can also choose  Outgoing Call 
by pressing  ( Fax).
bPress  a or  b to choose the number you 
want to call.
Press  OK.
cDo one of the following:
„ To make a telephone call, press  a or 
b  to choose  Make a phone call .
Press  OK.
„ To send a fax, press  a or  b to choose 
Send a fax .
Press  OK.
Press  Black Start  or Color Start .
„ If you want to store the number, 
press  a or  b to choose 
Add to Speed Dial .
Press  OK.
(See  Storing Speed Dial numbers 
from Outgoing Calls  on page 63.)
„ Press  a or  b to choose  Delete.
Press  OK.
Press  1 to confirm.
dPress  Stop/Exit .
Caller ID history8
This feature requires the Caller ID subscriber 
service offered by many local telephone 
companies. (See  Caller ID on page 53.)
The last 30 numbers of telephone calls or 
faxes you received will be stored in the Caller 
ID history. You can choose one of these 
numbers to telephone, fax to, add to Speed 
Dial, or delete from the history.
aPress ( Fax).
bPress  a or  b to choose 
Caller ID hist. .
Press  OK.
cPress  a or  b to choose the number you 
want to call.
Press  OK.
 
						

							
Chapter 8
62
dDo one of the following: „ To make a telephone call, press  a or 
b  to choose  Make a phone call .
Press  OK.
„ To send a fax, press  a or  b to choose 
Send a fax .
Press  OK.
Press  Black Start  or Color Start .
„ If you want to store the number, 
press  a or  b to choose 
Add to Speed Dial .
Press  OK.
(See  Storing Speed Dial numbers 
from Outgoing Calls  on page 63.)
„ Press  a or  b to choose  Delete.
Press  OK.
Then, press  1 to confirm.
Press  Stop/Exit .
Note
• (USA only) If you redial from the Caller ID 
history outside your area code, you must 
set up your AREA CODE in advance. (See 
Setting up your area code (USA only)  
on page 53.)
• You can print the Caller ID list. (See  Printing the Caller ID List  on page 54.) 
 
Storing numbers8
You can set up your machine to do the 
following types of easy dialing: Speed Dial 
and Groups for broadcasting faxes. When 
you dial a Quick Dial number, the LCD shows 
the name, if you stored it, or the number.
Note
If you lose electrical power, the Quick Dial 
numbers that are in the memory will not be 
lost.
 
Storing a pause8
Press Redial/Pause  to put a 3.5-second 
pause between numbers. If you are dialing 
overseas, you can press  Redial/Pause as 
many times as needed to increase the length 
of the pause.
Storing Speed Dial numbers8
You can store up to 80 (MFC-685CW) or 100 
(MFC-885CW) 2-digit Speed Dial locations 
with a name, and each name can have two 
numbers. When you dial you will only have to 
press a few keys (For example:  Speed Dial, 
OK , the two-digit number, and  Black Start or 
Color Start ).
aPress Speed Dial .
bPress a or  b to choose 
Set Speed Dial .
Press  OK.
cPress  a or  b to choose the 2-digit Speed 
Dial location you want to store the 
number in.
Press  OK.
 
						

							
Dialing and storing numbers63
8
dDo one of the following:„ Enter the name (up to 16 characters) 
using the dial pad.
Press  OK.
 (To help you enter letters, see 
Entering Text  on page 174.)
„ To store the number without a name, 
press  OK.
eEnter the fax or telephone number (up to 
20 digits).
Press  OK.
fDo one of the following:
„ Enter the second fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to store a second 
number, press  OK.
gPress  a or  b to  choose  Complete.
Press  OK.
To store another Speed Dial number, go 
to step c.
hPress  Stop/Exit .
Storing Speed Dial numbers from 
Outgoing Calls
8
You can also store Speed Dial numbers from 
the Outgoing Call history. 
aPress Redial/Pause .
You can also choose  Outgoing Call 
by pressing  ( Fax).
bPress  a or  b to choose the name or 
number you want to store.
Press  OK.
cPress  a or  b to choose 
Add to Speed Dial .
Press  OK.
dPress  a or  b to choose the 2-digit Speed 
Dial location you want to store the 
number in.
Press  OK.
eDo one of the following:
„ Enter the name (up to 16 characters) 
using the dial pad.
Press  OK.
(To help you enter letters, see 
Entering Text  on page 174.)
„ To store the number without a name, 
press  OK.
fPress  OK to confirm the fax or 
telephone number.
gDo one of the following:
„ Enter the second fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to store a second 
number, press  OK.
hPress  a or  b to  choose  Complete.
Press  OK.
iPress  Stop/Exit .
Storing Speed Dial numbers from the 
Caller ID history
8
If you have the Caller ID subscriber service 
from your telephone company you can also 
store Speed Dial numbers from incoming 
calls in the Caller ID History. (See  Caller ID 
on page 53.) 
aPress ( Fax).
bPress  a or  b to choose 
Caller ID hist. .
Press  OK.
cPress  a or  b to choose the number you 
want to store.
Press  OK.
 
						

							
Chapter 8
64
dPress  a or  b to choose 
Add to Speed Dial .
Press  OK.
ePress  a or  b to choose the 2-digit Speed 
Dial location you want to store the 
number in.
Press  OK.
fDo one of the following:
„ Enter the name (up to 16 characters) 
using the dial pad.
Press  OK.
(To help you enter letters, see 
Entering Text  on page 174.)
„ To store the number without a name, 
press  OK.
gPress  OK to confirm the fax or 
telephone number.
hDo one of the following:
„ Enter the second fax or telephone 
number (up to 20 digits).
Press  OK.
„ If you do not want to store a second 
number, press  OK.
iPress  a or  b to  choose  Complete.
Press  OK.
jPress  Stop/Exit .
Changing Speed Dial names 
or numbers8
You can change or delete a Speed Dial 
number that has already been stored. 
aPress Speed Dial .
bPress a or  b to choose 
Set Speed Dial .
Press  OK.
cPress  a or  b to choose the 2-digit Speed 
Dial location you want to change.
Press  OK.
dDo one of the following:
„ Press  a or  b to choose  Change.
Press  OK.
„ Press  a or  b to choose  Delete.
Press  OK.
Press  1 to confirm.
Go to step  h.
ePress  a or  b to choose  Name, 
Fax/Tel1:  or Fax/Tel2: .
Press  OK.
fDo one of the following:
„ If you chose  Name, enter the new 
name (up to 16 characters) using the 
dial pad.
Press  OK.
(See  Entering Text  on page 174.)
„ If you chose  Fax/Tel1: or 
Fax/Tel2: , enter the new number.
Press  OK.
Note
How to change the stored name or 
number:
If you want to change a character, press  d 
or  c to position the cursor under the 
character you want to change, and then 
press  Clear/Back . Re-enter the 
character.
 
gDo one of the following:
„ Repeat step  e to  f if you want to 
make more changes.
„ If you have finished making changes, 
press  a or  b to choose  Complete.
Press  OK.
hPress  Stop/Exit .