Brother Mfc 6890cdw User Manual

							
Receiving a Fax65
6
Remote Fax commands6
Follow the commands below to access features when you are away from the machine. When you 
call the machine and enter your remote access code  (3 digits followed by  ), the system will give 
two short beeps and you must enter a remote command.
Remote commandsOperation details
95 Change the Fax Forwarding,  Paging or Fax Storage settings
1 OFF You can choose  Off after you have retrieved or erased all 
your messages.
2 Fax Forwarding One long beep means the change is accepted. If you hear  three short beeps, you cannot change because something 
has not been set up (for example, a Fax Forwarding or 
Paging number has not been registered). You can register 
your Fax Forwarding number by entering 4. (See  Changing 
your Fax Forwarding number  on page 66.) Once you have 
registered the number, Fax Forwarding will work.
3 Paging
4 Fax Forwarding number
6 Fax Storage 
96 Retrieve a fax 2 Retrieve all faxes Enter the number of a remote fax machine to receive stored  fax messages. (See Retrieving fax messages  on page 66.)
3 Erase faxes from  the memory If you hear one long beep, fax messages have been erased  from the memory.
97 Check the receiving status 1 Fax You can check whether your machine has received any  faxes. If yes, you will hear one long beep. If no, you will hear 
three short beeps.
98 Change the Receive Mode 1 External TAD If you hear one long beep, your change has been accepted.
2 Fax/Tel
3 Fax Only
90 Exit Pressing 9 0  allows you to exit remote retrieval. Wait for the 
long beep, then replace the handset.
 
						

							
Chapter 6
66
Retrieving fax messages6
You can call your machine from any touch 
tone telephone and have your fax messages 
sent to a machine. Before you use this 
feature, you have to turn on Fax Storage.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 962.
dWait for a long beep, and then use the 
dial pad to enter the number of the 
remote fax machine where you want 
your fax messages sent, followed by  ## 
(up to 20 digits).
Note
You cannot use  l and  # as dial numbers. 
However, press  # if you want to create a 
pause.
 
eHang up after you hear your machine 
beep. Your machine will call the other 
fax machine, which will then print your 
fax messages.
Changing your Fax 
Forwarding number6
You can change the default setting of your fax 
forwarding number from another touch tone 
telephone or fax machine.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  ) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 954.
dWait for the long beep, enter the new 
number (up to 20 digits) of the remote 
fax machine you want your fax 
messages forwarded to using the dial 
pad, then enter  # # .
Note
You cannot use  l and  # as dial numbers. 
However, press  # if you want to create a 
pause.
 
ePress  9 0  to stop remote access when 
you have finished.
fHang up after you hear your machine 
beep.
 
						

							
67
7
7
Voice operations7
Voice calls can be made either with an 
external telephone, by dialing manually, or by 
using Quick Dial numbers.
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:
aPick up the handset of the external 
telephone or press Hook.
bPress  # on the machine’s control panel. 
Any digits dialed after this will send tone 
signals.
When you hang up, the machine 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 .
If you are at the machine, lift the external 
telephone’s handset, and then press  Hook to 
answer.
Fax/Tel mode when the power 
key is off7
You can change the default setting of the 
On/Off  key to Fax Receive:On  so that you 
can receive faxes when the power key is off. 
(See  Power Off setting  on page 27.) Fax/Tel 
mode will work in the following way.
Fax/Tel mode does not work when the power 
key is off. The machine will not answer 
telephone or fax calls and will keep ringing. If 
you are at an external or extension 
telephone, lift the handset and talk. If you 
hear fax tones, hold the handset until Easy 
Receive activates your machine. If the other 
party says they want to send you a fax, 
activate the machine by pressing  l51 .
Telephone Services and External 
devices
7
 
						

							
Chapter 7
68
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 create 
problems with the operation of your machine. 
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.
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 69.)
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. (See  Using external and extension 
telephones  on page 77.) Unanswered fax 
and voice calls will go to your Voice Mail. (To 
set the machine in  MANUAL Mode, see 
Choose the correct Receive Mode  
on page 49.)
 
						

							
Telephone Services and External devices69
7
Distinctive Ring7
Distinctive Ring is a function 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 Smart 
Ring, Ring Master or Ident-a-Ring. 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.
Note
• You must pay for your telephone companys Distinctive Ring service before 
you program the machine to work with it.
• Please call your telephone company for  availability and rates.
 
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.
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.
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.
 
 
						

							
Chapter 7
70
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.
Registering the Distinctive Ring 
pattern
7
Very Important!
After you have set the Distinctive Ring feature 
to On, your Distinctive Ring number will 
receive faxes automatically. The receive 
mode is automatically set to  Manual and you 
cannot change it to another receive mode 
while Distinctive Ring is set to On. This 
ensures the Brother machine will only answer 
the Distinctive Ring number and not interfere 
when your main telephone number is called.
aPress  MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display 
Miscellaneous .
ePress Miscellaneous .
fPress aor b to display  Distinctive .
gPress Distinctive .
hPress Set.
iPress the stored ring pattern you want to 
use.
Press  OK.
(You will hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
jPress  Stop/Exit .
Distinctive Ring is now set to On.
Ring 
PatternRings
1 long-long 
2 short-long-short 
3 short-short-long 
4 very long (normal 
pattern) 
 
						

							
Telephone Services and External devices71
7
Turning off Distinctive Ring7
aPress MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display 
Miscellaneous .
ePress Miscellaneous .
fPress aor b to display  Distinctive .
gPress Distinctive .
hPress Off.
iPress  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  Choose the correct 
Receive Mode  on page 49.)
 
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.
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 view the list or choose one of these 
numbers to fax to, add to Speed Dial or delete 
from the history. (See  Caller ID history 
on page 80.)
„ You can see the first 18 characters of the 
number (or name).
„ The  # Unavailable  message means 
the call originated outside your Caller ID 
service area.
„ The  Private Call  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  How to print 
a report  on page 91.)
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.
 
 
						

							
Chapter 7
72
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  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display 
Miscellaneous .
ePress Miscellaneous .
fPress aor b to display  Area Code .
gPress Area Code .
hEnter your Area Code (3-digit number), 
and press OK.
iPress  Stop/Exit .
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.
 
						

							
Telephone Services and External devices73
7
•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.)
• Before you connect the external TAD,  remove the protective cap (2) from the 
EXT. jack on the machine.
 
1TAD
When the TAD answers a call, the LCD 
shows  Telephone .
 
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.
bRemove the protective cap (1) from the 
jack labeled EXT, and then plug the 
telephone line cord from the external 
TAD into the EXT. jack. (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 
External TAD . (See Choose the 
correct Receive Mode  on page 49.)
1
1
2
1
 
						

							
Chapter 7
74
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.
 
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 telephone system is nothing more 
than two separate telephone numbers on the 
same wall outlet. The two telephone numbers 
can be on separate jacks (R J11) 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  Easy Receive 
on page 53.)