Brother Mfc 795cw User Manual

							
Receiving a Fax55
6
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.
„ Press  Print Displayed Only  to 
print the displayed page.
„ Press  Print From Displayed  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.
dPress  Stop/Exit .
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. Your faxes will 
be deleted.
„ 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 .
 
						

							
Chapter 6
56
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 24.)
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 
conversation6
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 the 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.)
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.
 
						

							
Receiving a Fax57
6
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. When a fax is 
displayed, press 
More. If you have chosen 
Fax Preview, see  Fax Preview (Black & White 
only)  on page 53.
aPress  MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display  Print Fax .
ePress Print Fax .
fPress Black Start .
gPress Stop/Exit .
Note
When you print a fax from the memory, the 
fax data will be erased. (For details about 
the Memory Receive options and the Fax 
Storage setting, see  Memory Receive 
(Black & White only)  on page 49 and Fax 
Storage  on page 50.)
 
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 the 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  # by pressing 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 70.)
 
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
 
						

							
Chapter 6
58
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 stop Remote Access 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 for about 100 seconds after 
it starts ringing, and then enter the remote 
access code within 30 seconds.
 
 
						

							
Receiving a Fax59
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  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 the messages 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 60.) 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 60.)
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
 
						

							
Chapter 6
60
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 stop Remote Access when 
you have finished.
fHang up after you hear your machine 
beep.
98 Change the Receive Mode
1 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
 
						

							
61
7
7
Voice operations7
Voice calls can be made either with the 
handset, the speaker phone, or an external 
telephone, by dialing manually, or by using 
Quick Dial numbers.
Making a telephone call7
aDo one of the following:„ Pick up the handset.
„ Press  Speaker Phone .
bWhen you hear the dial tone, enter a 
number using the dial pad or pressing 
the Speed Dial .
cIf you pressed  Speaker Phone  speak 
clearly toward the microphone .
dTo hang up, do one of the following:
„ Replace the handset.
„ Press  Speaker Phone .
Answering calls with the 
Speaker Phone7
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
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
62
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 or press 
Speaker Phone .
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 mode7
When the machine is in Fax/Tel mode, it will 
use the F/T Ring (pseudo/double-ringing) to 
alert you to pick up a voice call.
If you are at the extension telephone, youll 
need to lift the handset during the F/T Ring 
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, you can lift the 
handset or press  Speaker Phone to answer.
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:
 
						

							
Telephone Services and External devices63
7
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 63.)
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 70.) 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 44.)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.
 
						

							
Chapter 7
64
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.
 
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 aor b to display  Distinctive .
fPress Distinctive .
Ring 
PatternRings
1 long-long 
2 short-long-short 
3 short-short-long 
4 very long (normal 
pattern)