Brother Mfc 790cw User Manual

							
Receiving a Fax55
6
Using Fax Preview6
When you receive a fax, you will see the pop-
up message on the LCD. (For example: 
New Fax : 02)
aPress Fax Preview .
The LCD will display the new fax list.
Note
You can also see your old fax list by 
pressing the  Old Fax tab on the LCD. 
Press the  New Fax tab to go back to your 
new fax list.
 
bPress  a or  b to display the fax number of 
the fax you want to see.
cPress the fax you want to see.
Note
• If your fax is large there may be a delay  before it is displayed on the LCD.
• The LCD will show the current page  number and total pages of the fax 
message. When your fax message is over 
99 pages the total number of pages will be 
shown as “ XX“.
 
When the fax is displayed on the LCD, 
press  More and the following buttons 
will appear on the LCD. Press the button 
you want to use to perform the 
operation.
dPress  Stop/Exit .
Button Description
Enlarge the fax.
Reduce the fax.
 or  Scroll vertically.
 or  Scroll horizontally.
Rotate the fax clockwise.
Delete the fax.
Press 
Yes to confirm.
Go back to the previous page.
Go to the next page.
Go back to the fax list.
Print the fax.
Close the preview table.
 
						

							
Chapter 6
56
How to print a fax 6
aPress  Fax Preview .
bPress the fax you want to view.
cPress More.
dPress  (Print).
„ If the fax is multiple pages, go to 
step e.
„ If the fax is a single page it will start 
printing. Go to step f.
eDo one of the following:
„ Press  Print All Pages  to print 
all pages of the fax. Go to step f.
„ Press  Print Current Only  to 
print the displayed page.
„ Press  Print From Current  to 
print the displayed page to the last 
page.
fDo one of the following:
„ To delete the fax, press  Yes.
„ To keep the fax in the memory, press 
No .
How to print all faxes in the list6
aPress  Fax Preview .
bPress More.
cPress  Print All .
dPress Stop/Exit .
How to delete all faxes in the list6
aPress Fax Preview .
bPress More.
cPress  Delete All .
Press  Yes to confirm.
Turning off Fax Preview6
aPress  Fax Preview .
bPress More.
cPress  Turn Off Fax Preview .
dPress Yes to confirm.
eIf there are faxes stored in the memory, 
do one of the following:
„ If you do not want to print the stored 
faxes, press  Continue.
Press  Yes to confirm.
„ If you want to print all the stored 
faxes, press  Print all faxes .
„ If you do not wish to turn off Fax 
Preview, press  Cancel.
Press  Stop/Exit .
 
						

							
Receiving a Fax57
6
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 Letter, Legal or A4 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 26.)
aPress MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display 
Setup Receive .
ePress Setup Receive .
fPress aor b to display 
Auto Reduction .
gPress Auto Reduction .
hPress On (or  Off ).
iPress  Stop/Exit .
Receiving a fax at the end of a 
conversation 
(MFC-790CW 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 Receive  to receive the fax.
dReplace the handset.
Receiving faxes into memory 
when paper tray is empty6
As soon as the paper tray becomes empty 
during fax reception, the LCD shows 
No Paper Fed  and begins receiving faxes 
into the machine’s memory. Put some paper 
in the paper tray. (See  Loading paper and 
other print media  on page 10.)
When a fax is in the memory, the LCD will 
show a message (for example, 
New Fax :01 ).
The machine will carry on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available.
Further incoming faxes will also be stored into 
memory until the memory is full. When the 
memory is full the machine will stop 
automatically answering calls. To print the 
faxes, put fresh paper in the tray.
 
						

							
Chapter 6
58
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. (See  Memory Receive 
(Black&White only)  on page 50.)
aPress MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  Print Fax .
ePress Black Start .
fPress Stop/Exit .
Note
When you print a fax from the memory, the 
fax data will be erased.
 
Remote Retrieval6
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.
Setting a Remote Access 
Code6
The remote access code lets you access the 
remote retrieval features when you are away 
from your machine. Before you can use the 
remote access and retrieval features, you 
have to set up your own code. The factory 
default code is inactive code (--- l).
aPress  MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display 
Remote Access .
ePress Remote Access .
fEnter a 3-digit code using numbers  0-9 , 
l , or  # using the buttons on the LCD.
Press  OK. 
(The preset ‘ l’ cannot be changed.)
Note
Do not use the same code as your Fax 
Receive Code ( l 5 1 ) or Telephone 
Answer Code ( # 5 1). (See  Using external 
and extension telephones  on page 73.)
 
gPress 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 in step f 
to restore the inactive setting (--- l) and 
press  OK.
 
Clear
 
						

							
Receiving a Fax59
6
Using your Remote Access 
Code6
aDial your fax number from a touch tone 
telephone or another fax machine.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by 
l) at once.
cThe machine signals if it has received 
messages:
„ 1 long beep — Fax messages
„ 2 long beeps — Voice messages
„ 3 long beeps — Fax & Voice 
messages
„ No beeps — No messages
dWhen the machine gives two short 
beeps, 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.
ePress  9 0  to reset the machine when you 
have finished.
fHang up.
Note
If your machine is set to  Manual mode 
and you want to use the remote retrieval 
features, wait about 100 seconds after it 
starts ringing, and then enter the remote 
access code within 30 seconds.
 
 
						

							
Chapter 6
60
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  l), the system will give 
two short beeps and you must enter a remote command.
Remote commandsOperation details
91 Playing Voice messages After one long beep, the machine plays the ICM.
1 Repeat or Skip Backward Press  1 while listening to an ICM to repeat it. If you press  1 
before a message, you will hear the previous message.
2 Skip Forward While playing the ICM, you can skip to the next message.
9 STOP Playing Stop Playing the ICM. 
93 Erase all ICM If you hear one long beep, the erase is accepted. If you hear 
three short beeps, you cannot erase it because all voice 
messages have not been played, or there are no voice 
messages to erase.
*This code erases all recorded messages, not one at a time.
94 Play and Record OGM in Memory
1  Play 1  Msg  Ctr  OGM  The machine plays the selected OGM. You can stop playing  the OGM by pressing 9.
2 F/T OGM
2  Record 1  Msg  Ctr  OGM After one long beep, you can record the selected OGM. You  will hear the message played once. You can stop recording 
the message by pressing 9.
2 F/T OGM
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 it 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 62.) 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 62.)
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 or voice messages. If yes, you will hear one long 
beep. If no, you will hear three short beeps.
2 Voice
 
						

							
Receiving a Fax61
6
98 Change the Receive Mode1 Msg Ctr 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.
Remote commandsOperation details
 
						

							
Chapter 6
62
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  l) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 962.
dWait for the long beep, enter the number 
(up to 20 digits) of the remote fax 
machine you want your fax messages 
sent 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.
 
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  l) 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  90 to reset the machine when 
you have finished.
fHang up after you hear your machine 
beep.
 
						

							
63
7
7
Voice operations7
Voice calls can be made either with the 
handset (MFC-790CW), the cordless handset 
(MFC-990CW), the speaker phone, or an 
external telephone, by dialing manually, or by 
using Quick Dial numbers.
Note
If you have the MFC-990CW, please see the 
Digital Cordless Handset BCL-D60 User’s 
Guide.
 
Making a telephone call7
aDo one of the following:„  (MFC-790CW) Pick up the handset 
or press  Speaker Phone .
„  (MFC-990CW) 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 or pressing 
the Speed Dial .
c(Speaker phone ) speak clearly toward 
the microphone .
dTo hang up, do one of the following:
„  (MFC-790CW) Replace the handset 
or press  Speaker Phone .
„  (MFC-990CW) 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.
 
Hold7
For MFC-790CW7
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.
 
Telephone Services and External 
devices
7
 
						

							
Chapter 7
64
For MFC-990CW7
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-790CW) Pick up the handset 
or press  Speaker Phone .
„ (MFC-990CW) 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 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 .
(MFC-790CW) If you are at the machine, you 
can lift the handset or press  Speaker Phone 
to answer.
(MFC-990CW) Press  Speaker Phone on the 
machine or use the cordless handset.
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 Power Off setting  
on page 23.) 
Fax/Tel mode will work in the following ways.
(MFC-790CW) 
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.
If you answer before the machine 
pseudo/double-rings, you can also pick up 
the call at an external or extension telephone.
(MFC-990CW) 
Set  Ring Tone  to On to hear the rings when 
you receive a call. (See  Power Off setting 
on page 23.)
When the machine is in Fax/Tel mode and 
rings, you can only answer at an external or 
extension telephone.