Brother Mfc 685cw User Manual

							
Dialing and storing numbers65
8
Setting up groups for 
broadcasting8
Groups, which can be stored on a Speed Dial 
location, allow you to send the same fax 
message to many fax numbers by pressing 
only 
Speed Dial , OK , the two-digit location 
and  Black Start . First, youll need to store 
each fax number in a Speed Dial location. 
Then you can include them as numbers in the 
Group. Each Group uses up a Speed Dial 
location. You can have up to six Groups, or 
you can assign up to 158 numbers 
(MFC-685CW) or 198 numbers 
(MFC-885CW) in a large Group if you have 2 
numbers in each location.
(See  Storing Speed Dial numbers  on page 62 
and  Broadcasting (Black & White only)  
on page 36.)
aPress  Speed Dial .
bPress a or  b to choose  Setup Groups .
Press  OK.
cPress  a or  b to choose  Group1, 
Group2 , Group3 , Group4 , Group5  or 
Group6  for the Group name where you 
will store the fax numbers.
Press  OK.
dPress  a or  b to choose the 2-digit 
location where you want to add to the 
Group.
Press  OK.
ePress  a or  b to choose  Add Number .
Press  OK.
fPress  a or  b to choose 
Alphabetical Order  or 
Numerical Order .
Press  OK.
gPress  a or  b to choose the number you 
want to add.
Press  OK.
(See  Search  on page 60.)
hAfter you have finished adding numbers 
by repeating steps  e and  g, press  a or 
b  to choose  Complete.
Press  OK.
iPress  Stop/Exit .
Note
You can print a list of all the Speed Dial 
numbers. Group numbers will be marked 
in the GROUP column. (See  Reports 
on page 84.)
 
 
						

							
Chapter 8
66
Changing Group name8
aPress  Speed Dial .
bPress a or  b to choose  Setup Groups .
Press  OK.
cPress  a or  b to choose the Group name 
you want to change.
Press  OK.
dPress  a or  b to choose 
Change Group Name .
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.
 
eEnter the new name (up to 16 
characters) using the dial pad.
Press  OK.
(See  Entering Text  on page 174. For 
example, type NEW CLIENTS).
fPress  a or  b to choose  Complete.
Press  OK.
gPress  Stop/Exit .
Deleting a Group8
aPress Speed Dial .
bPress a or  b to choose  Setup Groups .
Press  OK.
cPress  a or  b to choose the Group you 
want to delete.
Press  OK.
dPress  a or  b to choose  Delete.
Press  OK.
Press  1 to confirm.
ePress  Stop/Exit .
Deleting a number from a Group8
aPress Speed Dial .
bPress a or  b to choose  Setup Groups .
Press  OK.
cPress  a or  b to choose the Group you 
want to change.
Press  OK.
dPress  a or  b to choose the number you 
want to delete.
Press  OK.
Press  1 to confirm.
ePress  a or  b to choose  Complete.
Press  OK.
fPress  Stop/Exit .
 
						

							
Dialing and storing numbers67
8
Dialing Access codes and 
credit card numbers8
Sometimes you may want to choose from 
several long distance carriers when you 
make a call. Rates may vary depending on 
the time and destination. To take advantage 
of low rates, you can store the access codes 
of long-distance carriers and credit card 
numbers as Speed Dial numbers. You can 
store these long dialing sequences by 
dividing them and setting them up as 
separate Speed Dial numbers in any 
combination. You can even include manual 
dialing using the dial pad. (See 
Storing Speed 
Dial numbers  on page 62.)
For example, you might have stored ‘555’ on 
Speed Dial: 03 and ‘7000’ on Speed Dial: 02. 
You can use them both to dial ‘555-7000’ if 
you press the following keys:
aPress  Speed Dial .
bPress a or  b to choose  Search.
Press  OK.
cEnter  03.
Note
If you stored 2 numbers in one Speed Dial 
location, you will be asked which number 
you want to send to.
 
dPress  a or  b to choose  Send a fax .
Press  OK.
ePress  a or  b to choose  Speed Dial .
Press  OK.
fPress  a or  b to choose  Search.
Press  OK.
gEnter  02.
hPress  Black Start  or Color Start .
You will dial ‘555-7000’.
To temporarily change a number, you can 
substitute part of the number with manual 
dialing using the dial pad. For example, to 
change the number to 555-7001 you could 
press  Speed Dial , choose Search, press 03 
and then press  7001 using the dial pad.
Note
If you must wait for another dial tone or 
signal at any point in the dialing sequence, 
create a pause in the number by pressing 
Redial/Pause . Each key press adds a 
3.5-second delay.
 
 
						

							
68
9
Message Center mode9
The Message Center feature will store up to 
99 incoming messages. Messages are stored 
in the order in which they are received.
Voice messages can be up to 3 minutes in 
length, and can also be picked up remotely 
(see Using your Remote Access Code  
on page 80). The number of messages you 
can store will depend on how much memory 
is being used by other features (for example, 
delayed and stored faxes).
In the event of a power failure your machine 
will retain messages that are in the memory 
for approximately 24 hours.
Setting up the Message 
Center9
Recording the Message Center outgoing 
message ( Msg Ctr OGM ) is the first step you 
need to follow before you can use the 
Message Center. 
To enter Message Center mode, follow the 
steps below:
aRecord your Message Center OGM 
( Msg Ctr OGM ).
bPress   to activate the Message 
Center. 
Outgoing message (OGM)9
Recording your OGM9
You can record the following two different 
types of OGM:
„ Msg Ctr OGM
This message will be played when a call is 
received. The caller will be able to leave a 
voice or fax message.
„ F/T OGM
This message is played when a call is 
received and your machine is set to 
Fax/Tel mode. The caller will not be able 
to leave a message. See  Fax/Tel OGM 
(Announcement)  on page 69.
Your OGM must be less than 20 seconds 
long.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  OGM.
Press  OK.
The LCD prompts you to choose an 
OGM.
ePress  a or  b to choose either 
Msg Ctr OGM  or F/T OGM , then press 
OK .
Note
If callers tell you they cannot leave a 
message on your machine, make sure you 
have chosen  Msg Ctr OGM  (not 
F/T OGM ).
 
Message Center9
 
						

							
Message Center69
9
fPress a or  b to choose  Record OGM .
Press  OK.
gRecord your message, using one of the 
options below:
„ (MFC-685CW only)
Pickup the handset, record your 
message, and replace the handset 
when finished.
„ (MFC-885CW only)
Speak clearly toward the 
microphone   to record your 
message. Press  Stop/Exit when 
finished.
The Message Center will play your 
OGM back to you.
hPress  Stop/Exit .
Listening to your OGM9
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  OGM.
Press  OK.
ePress  a or  b to choose  Msg Ctr OGM  or 
F/T OGM .
Press  OK.
fPress  a or  b to choose  Playing OGM .
Press  OK.
Adjust the volume by pressing Volume 
d or  c .
gPress  Stop/Exit .
Erasing your OGM9
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  OGM.
Press  OK.
ePress  a or  b to choose either 
Msg Ctr OGM  or F/T OGM .
Press  OK.
fPress  a or  b to choose  Erase OGM . 
Press  OK.
gDo one of the following:
„ Press  1 to erase the OGM. 
„ Press  2 to exit without erasing.
hPress  Stop/Exit .
Fax/Tel OGM (Announcement)9
If your machine is set to Fax/Tel receive mode 
this message will be played by your Brother 
machine to a caller. Unlike the TAD OGM, the 
caller will not  be able to leave a message.
To record your Fax/Tel OGM follow the 
instructions on  Outgoing message (OGM)  
on page 68 and choose  F/T OGM (not 
Msg Ctr OGM ).
If you need to review the steps for setting up 
the Fax/Tel receive mode, see  Receive 
modes  on page 42.
Activating Message Center 
mode9
When the   light glows, Message Center 
mode is active. Press   to enter MC mode.
 
						

							
Chapter 9
70
Managing your 
messages
9
Message indicator9
The   light flashes if there are any new 
messages waiting for you.
The LCD displays the total number of voice 
and fax messages stored in the Message 
Center memory.
Fax messages are only stored when Fax 
Storage or Fax Preview is turned on. See 
Advanced fax operations (Black & White 
only)  on page 73.
Playing voice messages9
All messages are played in the order they 
were recorded. The LCD shows the number 
of the current message, the total number of 
messages, and the time and date the 
message was recorded.
Follow the steps below to listen to your voice 
messages:
aPress  Play/Record  or Play . 
The following commands are available 
when playing messages:
bPress  Stop/Exit .
Erasing incoming messages9
To erase voice messages individually9
aPress Play/Record  or Play .
The machine will sound a two second 
beep and begins message playback. 
Each message is preceded by one long 
beep, and followed by two short beeps.
bTo erase a specific message, press 
Erase  immediately after the two short 
beeps, or while the message is playing.
cDo one of the following:
„ Press  1 to erase the message.
„ Press  2 to cancel.
dPress  Stop/Exit .
To erase all of your messages9
aPress Erase. 
The LCD displays the following:
„ Erase All Voice?
Yes iPress 1
No iPress 2
bDo one of the following:
„ Press  1 to erase all of your voice 
messages.
„ Press  2 to cancel.
l    (RWD) Repeats a message.
#  (FWD) Skips to the next message.
 or  Adjusts the volume.
 
						

							
Message Center71
9
Additional Message 
Center operations
9
Setting maximum time for 
incoming messages9
Your machine’s default setting will save 
incoming messages up to 30 seconds long. 
To change this setting follow the steps below:
aPress Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose  ICM Max.Time .
ePress d or  c to choose the maximum 
time setting for incoming messages ( 30, 
60 , 120  or 180  seconds).
Press  OK.
fPress  Stop/Exit .
Setting toll saver9
When the toll saver feature is on, the machine 
will answer after two rings if you do have 
voice or fax messages, and after four rings if 
you do not have any messages. 
This way, when you call your machine for 
remote retrieval, if it rings three times, you 
have no messages and can hang up to avoid 
a toll charge.
The toll saver feature is only available when 
Message Center  mode is on. When toll saver 
is On , it overrides your ring delay setting.
If you are using Distinctive Ring, do not use 
the Toll Saver feature.
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  Toll Saver .
fPress d or  c to choose  On (or  Off ). 
Press  OK.
gPress  Stop/Exit .
 
						

							
Chapter 9
72
ICM Recording Monitor9
This feature lets you turn the speaker volume 
for voice messages  On or  Off . When you turn 
the monitor  Off, you will not hear messages 
as they come in.
aPress  Menu.
bPress  a or  b to choose  Fax.
Press  OK.
cPress  a or  b to choose 
Setup Msg Ctr .
Press  OK.
dPress  a or  b to choose 
ICM Rec.Monitr .
eUse d or  c to choose  Off or On.
Press  OK.
fPress  Stop/Exit .
Recording a conversation 
(MFC-685CW only)9
If you are using the handset, you can record 
a telephone conversation by pressing 
Play/Record  during the conversation. Your 
recording can be as long as the incoming 
message maximum time (up to 3 minutes). 
The other party will hear an intermittent 
beeping while recording. To stop recording, 
press  Stop/Exit .
 
						

							
73
10
10
You can only use one advanced fax 
operation at a time:„ Fax Forwarding
„ Paging
„ Fax Storage
„ Fax Preview
„ PC Fax Receive
„ Off
You can change your selection at any time. If 
received faxes are still in the machine’s 
memory when you change the advanced fax 
operations, an LCD question will appear. 
(See  Changing Advanced Fax Operations  
on page 79.)
Fax Forwarding10
When you choose Fax Forward, your 
machine stores the received fax in the 
memory. The machine will then dial the fax 
number you have programmed and forward 
the fax message.
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 Forward .
Press  OK.
fEnter the forwarding number (up to 20 
digits).
Press  OK.
gPress  a or  b to choose 
Backup Print:On  or 
Backup Print:Off .
Press  OK.
Note
• If you choose  Backup Print:On , the 
machine will also print the fax at your 
machine so you will have a copy. This is 
the safety feature in case there is a power 
failure before the fax is forwarded or a 
problem at the receiving machine.
• The machine can store faxes  approximately 24 hours if there is a power 
failure.
• When Fax Forwarding is turned on your  machine will only receive black & white 
faxes into memory. Color faxes will not be 
received, unless the sending machine 
converts them to black & white before 
sending. 
 
hPress  Stop/Exit .
Advanced fax operations 
(Black & White only)
10
 
						

							
Chapter 10
74
Paging10
When you choose Paging, your machine 
dials the pager number you have 
programmed, and then dials your PIN 
(Personal identification Number). This 
activates your pager so you will know that you 
have a fax message in the memory.
If you have set Paging, a backup copy of the 
received fax 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  Paging.
Press  OK.
fEnter your pager phone number 
followed by # # (up to 20 digits).
Press  OK.
Do not include the area code if it is the 
same as that of your machine. 
For example, press:
1  8  0  0  5  5 5 1 2 3 4 # # .
gDo one of the following:
„ If your pager needs a PIN, enter the 
PIN, press  #, press  Redial/Pause , 
and then enter your fax number 
followed by  # # .
Press  OK.
For example, press:
1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 
5 6 7 8 9 # #
„ If you do not need a PIN, press:
Redial/Pause , and then enter your 
fax number followed by  # # . Press 
OK .
For example, press:
Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #
hPress  Stop/Exit .
Note
• You cannot change a paging number or 
PIN remotely. 
• If Paging is turned on your machine  cannot receive a color fax unless the 
sending machine converts it to black & 
white.
• If you want to be paged for voice  messages, make sure you pressed MC 
on/off key to turn the Message Center on.