Brother Mfc 7225n User Manual

							
Chapter 5
5 - 2
Storing Speed-Dial numbers
You can store Speed-Dial numbers, so that 
when you dial you will only have to press a 
few keys ( Search/Speed Dial , #, the 
three-digit number, and  Start). The machine 
can store 200 Speed-Dial numbers.
1Press  Menu/Set , 2,  3, 2.
2Use the dial pad to enter a three-digit 
Speed-Dial location number. (001 - 200) 
(For example, press  005.)
Press  Menu/Set .
3Enter the phone or fax number (up to 20 
digits).
Press Menu/Set .
4Use the dial pad to enter the name (up 
to 15 characters). 
Press Menu/Set .
(You can use the chart on page B-10 to 
help you enter letters.)
— OR —
Press  Menu/Set  to store the number 
without a name.
5Go to Step 2 to store another 
Speed-Dial number. 
— OR —
Press  Stop/Exit .
Changing One-Touch / 
Speed-Dial numbers
If you try to store a One-Touch or Speed-Dial 
number where a number has already been 
stored, the LCD will show the name that has 
been stored there (or number) and will ask 
you to do one of the following: 
1
Press 1 to change the stored number.
— OR —
Press  2 to exit without making a change.
How to change the stored number or name:  If you want to change a character, use  or   to position the cursor under 
the character you want to change, and 
then type over it.
 If you want to erase the whole number  or whole name, press  Stop/Exit when 
the cursor is under the first digit or 
letter. The characters above and to 
the right of the cursor will be deleted.
2Enter a new number.
Press  Menu/Set .
3Follow the directions beginning at Step 
4 in Storing One-Touch Dial numbers 
and Storing Speed-Dial numbers. 
(See 
Storing One-Touch numbers  on 
page 5-1 and  Storing Speed-Dial 
numbers  on this page.)
2.Speed-Dial#005:MIKE
1.Change  2.Exit
▲▲
 
						

							
Quick-Dial numbers and dialling options5 - 3
5
Setting up Groups for 
Broadcasting
Groups, which can be stored on a One-Touch 
key or a Speed-Dial location, allow you to 
send the same fax message to many fax 
numbers by pressing only a One-Touch key 
and 
Start  or Search/Speed Dial , # , the 
three-digit location and  Start. First, you’ll 
need to store each fax number as a 
One-Touch or Speed-Dial number. Then, you 
can combine them into a Group. Each Group 
uses up a One-Touch key or a Speed-Dial 
location. You can have up to eight Groups, or 
you can assign up to 219 (FAX-2820 and 
FAX-2920) and 209 (MFC-7225N) numbers 
to one large Group. 
(See  Storing One-Touch numbers  on page 
5-1 and  Storing Speed-Dial numbers  on page 
5-2.)
1Press  Menu/Set , 2, 3, 3.
2Decide where you wish to store the 
Group.
— AND —
Press a One-Touch key.
— OR —
Press  Search/Speed Dial  and enter the 
three digit location, and then press 
Menu/Set .
(For example, press One-Touch key  2, 
or press  Search/Speed Dial 0 4 5  for 
Speed-Dial location 045.)
3Use the dial pad to enter the Group 
number (1 to 8).
Press  Menu/Set .
(For example, press  1 for Group 1.)
4To include One-Touch or Speed-Dial 
numbers in the Group, press them as 
follows:
For example, for One-Touch number 4, 
press One-Touch key  4. The LCD 
shows 
004. For Speed-Dial location 
009, press  Search/Speed Dial , and 
then  0 0 9 on the dial pad.
5Press  Menu/Set  to accept the numbers 
for this Group.
6Use the dial pad and the chart on page 
B-10 to enter a name for the Group.
Press  Menu/Set .
(For example, type 
NEW CLIENTS).
7Press  Stop/Exit .
Note
You can print a list of all One-Touch and 
Speed-Dial numbers. Group numbers will be 
marked in the GROUP column. 
(See Printing reports  on page 7-2.)3.Setup Groups
Setup Group:G01
G01: 004#009
 
						

							
Chapter 5
5 - 4
Dialling options
Access codes and credit card 
numbers
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 
or long-distance carriers and credit card 
numbers as One-Touch and Speed-Dial 
numbers. You can store these long dialling 
sequences by dividing them and setting them 
up on separate One-Touch and Speed Dial 
numbers in any combination. You can even 
include manual dialling using the dial pad. 
(See  Storing One-Touch numbers  on page 
5-1 and  Storing Speed-Dial numbers  on page 
5-2.)
For example, perhaps you have stored ‘555’ 
on One-Touch key  1 and ‘7000’ on 
One-Touch key  2. If you press One-Touch 
key  1, One-Touch key  2, and  Start, you will 
dial ‘555-7000’.
To temporarily change a number, you can 
substitute part of the number with manual 
dialling using the dial pad.
For example, to change the number to 
555-7001 you could press One-Touch key  1 
and then press  7001 using the dial pad.
Pause
Press  Redial/Pause  to insert a 3.5-second 
pause between numbers. If you are dialling 
overseas, you can press  Redial/Pause as 
many times as needed to increase the length 
of the pause.
Tone or Pulse 
If you have a Pulse dialling service, but need 
to send Tone signals (for example, for 
telephone banking), follow the instructions 
below. If you have Touch Tone service, you 
will not need this feature to send tone signals.
1Lift the handset of the external phone.
2Press  # on the control panel of your 
machine. Any digits dialled after this will 
send tone signals.
When you hang up, the machine will 
return to the Pulse dialling service.
 
						

							
6 - 1
6
6
Setting Remote Fax 
Options
Note
■You can only use one remote fax option at 
a time: 
Fax Forwarding—OR—Fax Storage—
OR—PC FAX Receive*—OR—Off.
*MFC-7225N only
■If you change the remote fax options and 
received faxes are left in your machine’s 
memory, an LCD message will appear. 
(See Changing Remote Fax Options  on 
page 6-3.)
Setting up Fax Forwarding
When you select Fax Forward, your machine 
stores the received fax in the memory. The 
machine will then dial the fax number you’ve 
programmed and forward the fax message.
1Press  Menu/Set , 2, 5, 1.
2Press ▲ or ▼ to select Fax Forward.
Press  Menu/Set .
The LCD will ask you to enter the fax 
number to which faxes will be 
forwarded.
3Enter the forwarding number (up to 20 
digits).
Press  Menu/Set .
4Press ▲ or ▼ to select 
Backup Print:On or 
Backup Print:Off.
.
Press Menu/Set .
Note
If you select Backup Print:On, the 
machine will also print the fax at your 
machine so you will have a copy. This is a 
safety feature in case there is a power failure 
before the fax is forwarded or a problem at 
the receiving machine. The FAX-2920 and 
MFC-7225N can store faxes up to 4 days if 
there is a power failure. The faxes stored in 
the FAX-2820 memory will be deleted.
5Press  Stop/Exit .
Setting Fax Storage
If you select Fax Storage, your machine 
stores the received fax in the memory. You 
will be able to retrieve fax messages from 
another location using the Remote Retrieval 
commands.
1Press Menu/Set , 2 , 5, 1.
2Press ▲ or ▼ to select Fax Storage.
Press  Menu/Set .
3Press Stop/Exit .
Note
If you have set Fax Storage, a backup copy 
will automatically be printed at the machine.
Remote Fax Options 
1.Forward/Store
Backup Print:On
1.Forward/Store
 
						

							
Chapter 6
6 - 2
PC Fax Receive 
(MFC-7225N only)
If you turn on the PC Fax Receive feature 
your machine will store your received fax in 
memory and send them to your PC 
automatically. You can then use your PC to 
view and store these faxes.
Even if you have turned off your PC (at night 
or at the weekend, for example), your 
machine will receive and store your faxes in 
its memory. The LCD will show the number of 
stored faxes received, for example: 
PC Fax Msg:001
When you start your PC and the PC Fax 
Receiving software runs, your machine 
transfers your faxed to your PC automatically.
To transfer the received faxes to your PC you 
must have the PC Fax Receiving software 
running on your PC. (For details, see 
Running PC-FAX Receiving  in the Software 
User’s Guide on the CD-ROM.)
If you select 
Backup Print:On the machine 
will also print the fax
1Press  Menu/Set , 2,  5, 1.
2Press ▲ or ▼ to select 
PC Fax Receive.
Press  Menu/Set .
3Press ▲ or ▼ to select 
Backup Print:On or 
Backup Print:Off.
Press  Menu/Set .
4Press Stop/Exit .
Note
■When Backup Print is  off, your fax 
messages are automatically erased from 
your machine’s memory when they have 
been successfully sent your PC. When 
Backup Print is  on, your fax messages are 
erased when they have been successfully 
printed and sent to the PC.
■In the event of a power failure, the 
MFC-7225N will store your faxes in 
memory for up to 4 days. However, if you 
select 
Backup Print:On, the machine 
will print each fax, so you will have a copy 
if there is a power failure before it is sent 
to the PC.
■If you get an error message and the 
machine cannot print the faxes in memory, 
you can use this setting to transfer your 
faxes to your PC. (For details, see  Error 
messages  on page 11-1.)
■You cannot turn on PC Fax Receive if 
Memory Security is on.
1.Forward/Store
Backup Print:On
 
						

							
Remote Fax Options6 - 3
6
Turning off Remote Fax 
Options
1Press 
Menu/Set , 2, 5, 1.
2Press ▲ or ▼ to select Off.
Press  Menu/Set .
3Press Stop/Exit .
Note
If you set the remote fax options to Off and 
received faxes are left in your machine’s 
memory, further LCD messages appear after 
Step 2. (See  Changing Remote Fax Options .)
Changing Remote Fax 
Options
If received faxes are left in your machine’s 
memory when you change the remote fax 
option the LCD will ask you the following 
question:
—OR —
■If you press  1, faxes in the memory will be 
erased or printed before the setting 
changes. 
■If you press  2, faxes in the memory will not 
be erased or printed and the setting will be 
unchanged. If a backup copy has already 
been prited it will not be printed again.
(For MFC-7225N only)
If received faxes are left in the machine’s 
memory when you change  to 
PC Fax Receive from another remote fax 
option (
Fax Forward or Fax Storage), the 
LCD will ask you the following message:
■If you press  1, and Backup Print is set 
to 
On, faxes in the memory will be erased 
before the setting changes. If you press  1 
and Backup print is set to 
Off, faxes in the 
memory will be sent to your PC before the 
setting changes.
■If you press  2, faxes in the memory will not 
be erased or transferred to your PC and 
the setting will be unchanged.
1.Forward/Store
Erase All Doc?
1.Yes 2.No
Print All Fax?
1.Yes 2.No
Send Fax to PC?
1.Yes 2.No
 
						

							
Chapter 6
6 - 4
Setting your Remote Access 
Code
The remote access code lets you access the 
Remote Retrieval features when you are 
away from your machine. Before you use the 
remote access and retrieval features, you 
have to set up your own code. The default 
code is inactive code (--- ).
1Press  Menu/Set , 2,  5, 2.
2Enter a three-digit code using numbers 
0-9 ,  or #.
Press  Menu/Set . (The preset ‘ ’ 
cannot be changed.)
Note
Do not use the same code as your Fax 
Receive Code ( 51) or Telephone Answer 
Code ( #51). 
(See  Operation from extension telephones  on 
page A-2.)
3Press  Stop/Exit .
Note
You can change your code at any time by 
entering a new one. If you want to make your 
code inactive, press  Stop/Exit in Step 2 to 
restore the inactive setting (--- ) and press 
Menu/Set .
Remote Retrieval
You can call your machine from any touch 
tone telephone or fax machine, then use the 
Remote Access Code and remote commands 
to retrieve fax messages. Be sure to cut out 
the Remote Retrieval Access Card on the last 
page and keep it with you at all times.
Using your Remote Access 
Code
1Dial your fax number from a telephone 
or another fax machine using touch 
tone.
2When your machine answers, 
immediately enter your Remote Access 
Code (3 digits followed by  ).
3The machine signals if it has received 
fax messages:
1 long beep — Fax messages
No beeps — No messages
4The machine gives two short beeps to 
tell you to enter a command. The 
machine will hang up if you wait longer 
than 30 seconds to enter a command. 
The machine will beep three times, if 
you enter an invalid command.
5Press 9 0  to reset the machine when 
you’ve finished.
6Hang up.
Note
If your machine is set to Manual mode and 
you want to use the remote retrieval features, 
you can access your machine by waiting 
about 2 minutes after it starts ringing, and 
then entering the Remote Access Code 
within 30 seconds.
2.Remote Access
 
						

							
Remote Fax Options6 - 5
6
Remote commands
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 commands Operation details
95 Change the Fax Forwarding or Fax Storage settings
1 OFF You can select 
Off after you have retrieved or erased all your 
messages.
2 Fax Forwarding If you hear one long beep, the change has been accepted. If  you hear three short beeps, you cannot change it because the 
conditions have not been met (for example, registering a fax 
forwarding number). You can register your Fax Forwarding 
number by entering 4. (See Changing your Fax Forwarding 
number  on page 6-6.) Once you have registered the number, 
Fax Forwarding will work.
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 
message(s). (See page 6-6.)
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 Press 9 0  to exit Remote Retrieval. Wait for the long beep, then 
replace the handset.
 
						

							
Chapter 6
6 - 6
Retrieving fax messages
You can call your machine from any touch 
tone phone and have your fax messages sent 
to a fax machine.
1Dial your fax number.
2When your machine answers, 
immediately enter your Remote Access 
Code (3 digits followed by  ). If you 
hear one long beep, you have 
messages.
3As soon as you hear two short beeps, 
use the dial pad to press  9 6  2 .
4Wait for the long beep, and then use the 
dial pad to enter the number of the 
remote fax machine where you want 
your fax messages sent to followed by 
##  (up to 20 digits).
Note
You cannot use   and  # as dial numbers. 
However, press  # if you want to store a 
pause.
5Press  9 0  to reset the machine when 
you’ve finished.
6Hang 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 number
You can change the default setting of your fax 
forwarding number from another telephone or 
fax machine using touch tone.
1Dial your fax number.
2When your machine answers, 
immediately enter your Remote Access 
Code (3 digits followed by  ). If you 
hear one long beep, you have 
messages.
3When you hear two short beeps, use the 
dial pad to press  9 5  4 .
4Wait for the long beep, and then use the 
dial pad to enter the new number of the 
remote fax machine where you want 
your fax messages forwarded followed 
by  ## (up to 20 digits).
Note
You cannot use   and  # as dial numbers. 
However, press  # if you want to store a 
pause.
5Press  9 0  to reset the machine when 
you’ve finished.
6Hang up after you hear your machine 
beep.
 
						

							
7 - 1
7
7
Fax settings and 
activity
You need to set up the Transmission 
Verification Report and Journal Period in the 
menu table.
Press Menu/Set , 2, 4 , 1.
— OR —
Press  Menu/Set , 2, 4 , 2.
Customizing the 
Transmission Verification 
Report
You can use the Transmission Report as 
proof that you sent a fax. This report lists the 
time and date of transmission and whether 
the transmission was successful (OK). If you 
select 
On or On+Image, the report will print 
for every fax you send.
If you send a lot of faxes to the same place, 
you may need more than the job numbers to 
know which faxes you must send again. 
Selecting 
On+Image or Off+Image will print 
a section of the fax’s first page on the report 
to help you remember.
Note
When the Verification Report is turned Off or 
Off+Image, the Report will only print if there 
is a transmission error, with ERROR in the 
RESULT column.
1Press  Menu/Set , 2 , 4, 1.
2Press ▲ or ▼ to select On, On+Image, 
Off or Off+Image.
Press  Menu/Set .
3Press Stop/Exit .
Printing reports
1.XMIT Report
2.Journal Period
1.XMIT Report