Brother Mfc 795cw User Manual

							
Troubleshooting and Routine Maintenance145
B
Cannot receive a fax.
(continued)Another device or service at your location may be answering the call before your 
Brother machine answers. To test this, lower the ring delay setting:
„ If the answer mode is set to  Fax Only or Fax/Tel , reduce the ring delay to 
1 ring. (See  Ring Delay on page 47.)
„ If the answer mode is set to  Manual, reduce the number of rings programmed 
on your answering machine to 2.
„ If the answer mode is set to  Manual, DO NOT adjust the ring delay setting.
Have someone send you a test fax: „ If you received the test fax successfully, your machine is operating properly. 
Remember to reset your ring delay or answering machine setting back to your 
original setting. If receiving problems recur after resetting the ring delay, then 
a person, device, or subscriber service is answering the fax call before the 
machine has a chance to answer.
„ If you were not able to receive the fax, then another device or subscriber 
service may be interfering with your fax reception or there may be a problem 
with your fax line.
If you are using a telephone answering machine ( Manual mode) on the same line 
as the Brother machine, make sure your answering machine is set up correctly. 
(See  Connecting an external TAD (telephone answering device)  on page 66.)
1 Plug the telephone line cord directly from the wall telephone jack to your  Brother machine’s LINE jack.
2 Remove the protective cap from your Brother machine’s EXT jack, and then  plug the telephone line cord from your answering machine into the EXT jack.
3 Set your answering machine to answer within 4 rings.  If you are having problems receiving faxes or voice messages, set your 
answering machine to answer within 2 or 3 rings.
4 Record the outgoing message on your answering machine.
„Record five seconds of silence at the beginning of your outgoing 
message.
„ Limit your speaking to 20 seconds.
„ End your outgoing message with your Fax Receive Code for people 
sending manual faxes. For example: “After the beep, leave a message or 
press  l51  and  Start  to send a fax.”
5 Set your answering machine to answer calls.
6 Set your Brother machine’s Receive Mode to  Manual. (See Choose the 
correct Receive Mode  on page 44.)
Make sure your Brother machine’s Easy Receive feature is turned On. Easy 
Receive is a feature that allows you to receive a fax even if you have answered 
the call on an external or extension telephone. (See  Easy Receive on page 48.)    
If you often get transmission errors due to possible interference on the telephone 
line, try changing the Compatibility setting to  Basic(for VoIP). (See 
Telephone line interference  on page 150.)
Receiving Faxes (continued)
DifficultySuggestions
 
						

							
146
Sending Faxes
DifficultySuggestions
Cannot send  a  fax. Check all line cord connections. Make sure the telephone line cord is plugged into  the telephone wall jack and the LINE jack of the machine.
Make sure that the Fax   key is illuminated. (See  Entering Fax mode 
on page 34.)
Ask the other party to check that the receiving machine has paper.
Print the Transmission Verification Report and check for an error. (See  Reports 
on page 89.)
Transmission Verification Report 
says ‘ RESULT :NG ’. There is probably temporary noise or static on the line. Try sending the fax again. 
If you send a PC FAX message and get ‘
Result:NG ’ on the Transmission 
Verification Report, your machine may be out of memory. To gain extra memory, 
you can turn off Memory Receive (see  Turning off Memory Receive Operations  
on page 52), print fax messages in memory (see  Printing a fax from the memory 
on page 57) or cancel a Delayed Fax or Polling Job (see  Canceling a fax in 
progress  on page 36 or  Checking and canceling waiting jobs  on page 41). If the 
problem continues, ask the telephone company to check your telephone line.
If you often get transmission errors due to possible interference on the telephone 
line, try changing the menu setting of Compatibility to  Basic(for VoIP). (See 
Telephone line interference  on page 150.)
Sent faxes are blank. Make sure you are loading the document properly. (See  Loading documents 
on page 21.)
Poor fax send quality. Try changing your resolution to  Fine or S.Fine . Make a copy to check your 
machines scanner operation. If the copy quality is not good, clean the scanner. 
(See  Cleaning the scanner  on page 165.)
Vertical  black  lines  when  sending. Black vertical lines on faxes you send are typically caused by dirt or correction fluid  on the glass strip. Clean the glass strip. (See  Cleaning the scanner on page 165.)
Handling Incoming Calls
DifficultySuggestions
The machine ‘Hears’ a voice as a 
CNG Tone. If Easy Receive is set to On, your machine is more sensitive to sounds. It may 
mistakenly interpret certain voices or music on the line as a fax machine calling 
and respond with fax receiving tones. Deactivate the machine by pressing 
Stop/Exit
. Try avoiding this problem by turning Easy Receive to Off. (See  Easy 
Receive  on page 48.)
Sending a fax call to the machine. If you answered on an external or extension telephone, press your Fax Receive  Code (the factory setting is l 5 1 ). If you answered on the external telephone 
(connected to the EXT jack), press  Start to receive the fax. When your machine 
answers, hang up.
Custom features on a single line. If you have Call Waiting, Call Waiting/Caller ID, Voice Mail, an alarm system or  other custom feature on a single telephone line with your machine, it may create 
a problem sending or receiving faxes.
For example: If you subscribe to Call Waiting or some other custom service and 
its signal comes through the line while your machine is sending or receiving a fax, 
the signal can temporarily interrupt or disrupt the faxes. Brothers ECM (Error 
Correction Mode) feature should help overcome this problem. This condition is 
related to the telephone system industry and is common to all devices that send 
and receive information on a single, shared line with custom features. If avoiding 
a slight interruption is crucial to your business, a separate telephone line with no 
custom features is recommended.
 
						

							
Troubleshooting and Routine Maintenance147
B
Copying Difficulties
DifficultySuggestions
Cannot make a copy. Make sure that the Copy   key is illuminated. (See  Entering Copy mode 
on page 94.)
Poor copy results when using the 
ADF. Try using the scanner glass. (See 
Using the scanner glass on page 21.)
Copies are blank. Make sure you are loading the document properly. (See  Loading documents 
on page 21.)
Vertical black lines or streaks 
appear in copies. Vertical black lines or streaks on copies are typically caused by dirt or correction 
fluid on the scanner. Clean the glass strip and scanner glass and the white bar and 
white plastic above them. (See 
Cleaning the scanner on page 165.)
Fit to Page does not work properly. Make sure the document is not skewed on the scanner glass. Reposition the  document and try again.
Paper feeding and copying speed 
are slower when copying from the 
ADF. Paper feeding and copying speed become slower to prevent overheating of the 
machine when you make many copies using the ADF. Let the machine cool, and 
then try again later.
Scanning Difficulties
DifficultySuggestions
TWAIN/WIA errors appear when 
starting to scan. Make sure the Brother TWAIN/WIA driver is chosen as the primary source. In 
PaperPort
® 11SE with OCR, click 
File, Scan or Get Photo  and click Select to 
choose the Brother TWAIN/WIA driver.
Poor scanning results when using 
the ADF. Try using the scanner glass. (See 
Using the scanner glass on page 21.)
OCR does not work. Try increasing the scanner resolution.
Software Difficulties
DifficultySuggestions
Cannot install software or print. Run the  Repair MFL-Pro Suite program on the CD-ROM. This program will repair 
and reinstall the software.
‘Device Busy’  Make sure the machine is not showing an error message on the LCD.
Cannot print images from 
FaceFilter Studio.  To use FaceFilter Studio, you must install the FaceFilter Studio application from 
the CD-ROM supplied with your machine. To install FaceFilter Studio see the 
Quick Setup Guide
.
Also, before you start FaceFilter Studio for the first time, you must make sure your 
Brother machine is turned On, and connected to your computer. This will allow you 
to access all the functions of FaceFilter Studio.
 
						

							
148
PhotoCapture Center® Difficulties
DifficultySuggestions
Removable Disk does not work 
properly. 1 Have you installed the Windows
® 2000 update? If not, do the following:
1) Unplug the USB cable.
2) Install the Windows
® 2000 update using one of the following methods.
„ Install MFL-Pro Suite from the CD-ROM. (See the  Quick Setup 
Guide .)
„ Download the latest service pack from the Microsoft Web site.
3) Wait about 1 minute after you restart the PC, and then connect the USB  cable.
2 Take out the memory card or USB Flash memory drive and put it back in  again.
3 If you have tried ‘Eject’ from within Windows
®, take out the memory card or 
USB Flash memory drive before you continue.
4 If an error message appears when you try to eject the memory card or USB  Flash memory drive, it means the card is being accessed. Wait a while and 
then try again.
5 If all of the above do not work, turn off your PC and machine, and then turn  them on again. (You will have to unplug the power cord of the machine to turn 
it off.)
Cannot access Removable Disk 
from Desktop icon.  Make sure that you have correctly inserted the memory card or USB Flash 
memory drive.
Part of my photo is missing. Make sure that Borderless printing and Cropping are turned off. (See  Borderless 
printing  on page 115 and  Cropping on page 115.)
Network Difficulties
DifficultySuggestions
Cannot print over the network. Make sure that your machine is powered on and is online and in Ready mode.  Print a Network Configuration list (see  Reports on page 89) and check the current 
Network settings printed in this list. Reconnect the LAN cable to the hub to verify 
that the cabling and network connections are good. If possible, try connecting the 
machine to a different port on your hub using a different cable. If the connections 
are good, the machine shows  LAN Active for 2 seconds.
 (If you are using a wireless connection or are having Network problems, see the 
Network User’s Guide  on the CD-ROM for more information.) 
 
						

							
Troubleshooting and Routine Maintenance149
B
The network scanning feature does 
not work.
Firewall settings on your PC may be rejecting the necessary network connection. 
Follow the instructions below to configure the Firewall. If you are using a personal 
Firewall software, see the User’s Guide for your software or contact the software 
manufacturer.
For Windows
® XP SP2 and Windows Vista® users, see  Firewall settings  in the 
Software User’s Guide  on the CD-ROM.
For Windows
® XP SP1 user’s, please visit the Brother Solutions Center: 
(http://solutions.brother.com
)

Re-select your machine in the  Device Selector application located in 
Macintosh HD/Library/Printers/Brother/Utilities/DeviceSelector  or from the 
model list in ControlCenter2.
The network PC-Fax Receive 
feature does not work. 
Firewall settings on your PC may be rejecting the necessary network connection. 
Follow the instructions below to configure the Firewall. If you are using a personal 
Firewall software, see the User’s Guide for your software or contact the software 
manufacturer.
For Windows
® XP SP2 and Windows Vista® users, see  Firewall settings  in the 
Software User’s Guide  on the CD-ROM.
For Windows
® XP SP1 user’s, please visit the Brother Solutions Center: 
(http://solutions.brother.com
)
Your computer cannot find your 
machine. 
Firewall settings on your PC may be rejecting the necessary network connection. 
For detail, see the instruction above.

Re-select your machine in the  Device Selector application located in 
Macintosh HD/Library/Printers/Brother/Utilities/DeviceSelector  or from the 
model list in ControlCenter2.
Touchscreen Difficulties
DifficultySuggestions
The dial pad does not work when 
entering numbers or characters. Use the touchscreen buttons to enter information.
Network Difficulties (continued)
DifficultySuggestions
 
						

							
150
Dial ToneB
Setting the dial tone to Detection will shorten 
the dial detect pause.
aPress MENU.
bPress  aor b to display 
Initial Setup .
cPress Initial Setup .
dPress aor b to display  Dial Tone .
ePress Dial Tone .
fPress Detection  or No Detection .
gPress Stop/Exit .
Telephone line interferenceB
If you are having problems sending or 
receiving a fax due to possible interference 
on the telephone line, we recommend that 
you adjust the Equalization for compatibility 
to reduce the modem speed for fax 
operations.
aPress MENU.
bPress  aor b to display 
Initial Setup .
cPress Initial Setup .
dPress aor b to display 
Compatibility .
ePress Compatibility .
fPress High, Normal  or 
Basic(for VoIP) .
„ Basic(for VoIP)  reduces the 
modem speed to 9,600 bps. Unless 
interference is a recurring problem 
on your telephone line, you may 
prefer to use it only when needed.
„ Normal  sets the modem speed at 
14,400 bps.
„ High  increases the modem speed to 
33,600 bps. (factory setting)
gPress  Stop/Exit .
Note
When you change the compatibility to 
Basic(for VoIP) , the ECM feature is 
only available for color fax sending.
 
 
						

							
Troubleshooting and Routine Maintenance151
B
Error and Maintenance messagesB
As with any sophisticated office product, errors may occur and consumable items may need to be 
replaced. If this happens, your machine identifies the problem and shows an error message. The 
most common error and maintenance messages are shown below.
You can correct most errors and clear routine maintenance messages by yourself. If you need 
more help, the Brother Solutions Center offers the latest FAQs and troubleshooting tips.
Visit us at http://solutions.brother.com
.
Error MessageCauseAction
B&W Print Only One or more of the color ink 
cartridges have reached the end 
of their life.
You can use the machine in black 
& white mode for approximately 
four weeks depending on the 
number of pages you print.
While this message appears on 
the LCD, each operation works in 
the following way:
„ Printing
If you click  Grayscale in the 
Advanced  tab of the printer 
driver you can use the 
machine as a black & white 
printer.
„ Copying
If the paper type is set to 
Plain Paper  or 
Inkjet Paper  you can 
make copies in black & white.
„ Faxing
If the paper type is set to 
Plain Paper  or 
Inkjet Paper  the machine 
will receive and print the faxes 
in black & white. If a sending 
machine has a color fax, the 
machine’s handshake will ask 
that the fax be sent as black & 
white.
If the paper type is set to 
Other Glossy  or 
Brother BP71 , the machine will 
stop all print operations. If you 
unplug the machine, or take out 
the ink cartridge, you cannot use 
the machine until you change to a 
new ink cartridge. Replace the ink cartridges. (See 
Replacing 
the ink cartridges  on page 162.)
 
						

							
152
Cannot DetectYou installed a new ink cartridge 
too quickly and the machine did 
not detect it. Take out the new ink cartridge and 
re-install it slowly until it clicks.
If you are not using genuine 
Brother Innobella™ ink the 
machine may not detect the ink 
cartridge. Use a new Genuine Brother Innobella™ 
Ink Cartridge. If the error is not cleared, call 
Brother Customer Service.
An ink cartridge is not installed 
properly. Take out the new ink cartridge and re-
install it slowly until it clicks.
Cannot Print One or more of the ink cartridges 
have reached the end of their life. 
The machine will stop all print 
operations. While memory is 
available, black & white faxes will 
be stored in the memory. If a 
sending machine has a color fax, 
the machines ‘handshake’ will 
ask that the fax be sent as black & 
white. If the sending machine has 
the ability to convert it, the color 
fax will be stored in the memory 
as a black & white fax. Replace the ink cartridges. (See 
Replacing 
the ink cartridges  on page 162.)
Comm.Error Poor telephone line quality 
caused a communication error. Send the fax again or connect the machine 
to another telephone line. If the problem 
continues, call the telephone company and 
ask them to check your telephone line.
Connection Fail You tried to poll a fax machine 
that is not in Polled Waiting mode. Check the other fax machines polling 
setup.
Cover is Open. The scanner cover is not closed 
completely. Lift the scanner cover and then close it 
again.
The ink cartridge cover is not 
completely closed. Firmly close the ink cartridge cover until it 
clicks.
Data Remaining Print data is left in the machines 
memory. Press 
Stop/Exit . The machine will cancel 
the job and clear it from the memory. Try to 
print again.
Disconnected The other person or other 
persons fax machine stopped the 
call. Try to send or receive again.
Document Jam The document was not inserted or 
fed properly, or the document 
scanned from the ADF was too 
long. See 
Using the ADF  on page 21.
See  Document jam  on page 159.
High Temperature The print head is too warm. Allow the machine to cool down.
Hub is Unusable. A Hub or USB Flash memory 
drive with Hub has been 
connected to the USB direct 
interface. A Hub or USB Flash memory drive with 
Hub are not supported. Unplug the device 
from the USB direct interface.
Error MessageCauseAction
 
						

							
Troubleshooting and Routine Maintenance153
B
Image Too Long.The proportions of your photo are 
irregular so effects could not be 
added. Choose a regularly proportioned image.
Image Too Small. The size of your photo is too small 
to trim. Choose a larger image.
Ink low One or more of the ink cartridges 
are near the end of their life. If a 
sending machine has a color fax 
to send, your machine’s 
‘handshake’ will ask that the fax 
be sent as black & white. If the 
sending machine has the ability to 
convert it, the color fax will be 
printed at your machine as a black 
& white fax. Order a new ink cartridge. You can 
continue printing until the LCD shows 
Cannot Print
. (See Ordering 
accessories and supplies  on page ii and 
Replacing the ink cartridges  on page 162.)
Low Temperature The print head is too cold. Allow the machine to warm up.
Media Error The memory card is either 
corrupted, improperly formatted, 
or there is a problem with the 
card. Put the card firmly into the slot again to 
make sure it is in the correct position. If the 
error remains, check the media drive (slot) 
of the machine by putting in another 
memory card that you know is working.
Media is Full. The memory card or USB Flash 
memory drive you are using 
already contains 999 files. Your machine can only save to your 
memory card or USB Flash memory drive 
if it contains less than 999 files. Try 
deleting unused files to free some space 
and try again.
No Caller ID There is no incoming call history. 
You did not receive calls or you 
have not subscribed to the Caller 
ID service from your telephone 
company. If you want to use the Caller ID feature call 
your telephone company. (See 
Caller ID 
on page 65.) 
No Cartridge An ink cartridge is not installed 
properly. Take out the new ink cartridge and 
re-install it slowly until it clicks. (See 
Replacing the ink cartridges
 on page 162.)
No File The memory card or USB Flash 
memory drive in the media drive 
does not contain a .JPG file. Put the correct memory card or USB Flash 
memory drive into the slot again.
Error MessageCauseAction
 
						

							
154
No Paper FedThe Photo Bypass Tray is in the 
Photo printing position. Verify that the Photo Bypass Tray is in the 
Normal
 printing position. (See step d and 
the Important note in  Loading photo paper 
on page 14.)
The machine is out of paper or 
paper is not properly loaded in the 
paper tray. Do one of the following:
„ Refill the paper in the paper tray, and 
then press  Black Start  or Color Start .
„ Remove the paper and load it again 
and then press  Black Start or 
Color Start . (See Loading paper and 
other print media  on page 10.)
The paper is jammed in the 
machine. Remove the jammed paper by following 
the steps in 
Printer jam or paper jam  
on page 160.
The Jam Clear Cover is not 
closed properly. Check that the Jam Clear Cover is closed 
evenly at both ends. (See 
Printer jam or 
paper jam  on page 160.)
No Response/Busy The number you dialed does not 
answer or is busy. Verify the number and try again.
Not Registered You tried to access a Speed Dial 
number that is not programmed. Set up the Speed Dial number. (See 
Storing Speed Dial numbers
 on page 75.)
Out of Memory The machines memory is full. Fax sending or copy operation in 
progress
Do one of the following:
„ Press  Stop/Exit  and wait until the other 
operations in progress finish and then 
try again.
„ Clear the data in the memory. To gain 
extra memory, you can turn off Memory 
Receive. (See  Turning off Memory 
Receive Operations  on page 52.)
„ Print the faxes that are in the memory. 
(See  Printing a fax from the memory  
on page 57.)
The memory card or USB Flash 
memory drive you are using does 
not have enough free space to 
scan the document. Delete unused files from your memory card 
or USB Flash memory drive to make some 
free space and then try again.
Error MessageCauseAction