Brother Mfc 795cw User Manual

							
Telephone Services and External devices65
7
gPress Set.
hPress 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.)
iPress  Stop/Exit .
Distinctive Ring is now set to On.
Turning off Distinctive Ring7
aPress  MENU.
bPress  aor b to display  Fax.
cPress  Fax.
dPress  aor b to display 
Miscellaneous .
ePress Miscellaneous .
fPress Distinctive .
gPress Off.
hPress  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 44.)
 
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 the 
numbers to fax to, add to Speed Dial or delete 
from the history. (See  Caller ID history 
on page 74.)
„ You can see the first 20 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 89.)
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
66
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 Area Code .
gEnter your Area Code (3-digit number) 
using the buttons on the LCD, and press 
OK.
hPress  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 devices67
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.)
 
1TAD
2 Protective Cap
When the TAD answers a call, the LCD 
shows  Ext. Tel in Use .
 
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.)
 
1 Protective Cap
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  Manual with 
Easy Receive turned on. (See  Choose 
the correct Receive Mode  on page 44.)
1
1
2
1
 
						

							
Chapter 7
68
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 page 48.)
Converting telephone wall outlets7
There are three ways to convert to an RJ11 
jack. The first two ways may require help from 
the telephone company. You can change the 
wall outlets from one RJ14 jack to two RJ11 
jacks. Or you can have an RJ11 wall outlet 
installed and slave or jump one of the 
telephone numbers to it.
 
						

							
Telephone Services and External devices69
7
The third way is the easiest: Buy a triplex 
adapter. You can plug a triplex adapter into 
an RJ14 outlet. It separates the wires into two 
separate RJ11 jacks (Line 1, Line 2) and a 
third RJ14 jack (Lines 1 and 2). If your 
machine is on Line 1, plug the machine into 
L1 of the triplex adapter. If your machine is on 
Line 2, plug it into L2 of the triple adapter.
Triplex Adapter
  7
Installing machine, external two-line 
TAD and two-line telephone
7
When you are installing an external two-line 
telephone answering device (TAD) and a 
two-line telephone, your machine must be 
isolated on one line at both the wall jack and 
at the TAD. The most common connection is 
to put the machine on Line 2, which is 
explained in the following steps. The back of 
the two-line TAD must have two telephone 
jacks: one labeled L1 or L1/L2, and the other 
labeled L2. You will need at least three 
telephone line cords, the one that came with 
your machine and two for your external two-
line TAD. You will need a fourth line cord if 
you add a two-line telephone.
aPut the two-line TAD and the two-line 
telephone next to your machine.
bPlug one end of the telephone line cord 
for your machine into the L2 jack of the 
triplex adapter. Plug the other end into 
the LINE jack on the back of the 
machine.
cPlug one end of the first telephone line 
cord for your TAD into the L1 jack of the 
triplex adapter. Plug the other end into 
the L1 or L1/L2 jack of the two-line TAD. 
dPlug one end of the second telephone 
line cord for your TAD into the L2 jack of 
the two-line TAD. Plug the other end into 
the EXT. jack on the left side of the 
machine.
 
1 Triplex Adapter
2 Two Line Telephone
3 External Two Line TAD
4 Machine
You can keep two-line telephones on other 
wall outlets as always. There are two ways to 
add a two-line telephone to the machines 
wall outlet. You can plug the telephone line 
cord from the two-line telephone into the 
L1+L2 jack of the triplex adapter. Or you can 
plug the two-line telephone into the TEL jack 
of the two-line TAD.
Multi-line connections (PBX)7
We suggest you ask the company who 
installed your PBX to connect your machine. 
If you have a multi line system we suggest 
you ask the installer to connect the unit to the 
last line on the system. This prevents the 
machine being activated each time the 
system receives telephone calls. If all 
incoming calls will be answered by a 
switchboard operator we recommend that 
you set the Receive Mode to  Manual.
We cannot guarantee that your machine will 
operate properly under all circumstances 
when connected to a PBX. Any difficulties 
with sending or receiving faxes should be 
reported first to the company who handles 
your PBX.
RJ14
RJ11
RJ14
1 2
3 4
 
						

							
Chapter 7
70
External and extension 
telephones
7
Connecting an external or 
extension telephone7
You can connect a separate telephone 
directly to your machine as shown in the 
diagram below.
Connect the telephone line cord to the jack 
labeled EXT.
Before you connect an external telephone, 
remove the protective cap (3) from the EXT. 
jack on the machine.
 
1 Extension telephone
2 External telephone
3 Protective Cap
When you are using an external or extension 
telephone, the LCD shows 
Ext. Tel in Use .
Using external and extension 
telephones7
Using extension telephones7
If you answer a fax call on an extension 
telephone, you can make your machine 
receive the fax by pressing the Fax Receive 
Code l51 .
If the machine answers a voice call and 
pseudo/double-rings for you to take over, use 
the Telephone Answer Code  #51 to take the 
call at an extension telephone. (See  F/T Ring 
Time (Fax/Tel mode only)  on page 47.)
Using an external telephone 
(connected to the EXT. jack of the 
machine)
7
If you answer a fax call at the external 
telephone connected to the EXT jack of the 
machine, you can make the machine receive 
the fax by pressing Speaker Phone followed 
by  Black Start , and then pressing  Receive.
If you answer a call and no one is on 
the line:
7
You should assume that youre receiving a 
manual fax.
Press l 51  and wait for the chirp or until the 
LCD shows  Receiving , and then hang up.
Note
You can also use the Easy Receive 
feature to make your machine 
automatically take the call. (See  Easy 
Receive  on page 48.)
 
1
2
3
 
						

							
Telephone Services and External devices71
7
Using a non-Brother cordless 
external telephone 7
If your non-Brother cordless telephone is 
connected to the EXT. jack of the machine 
and you typically carry the cordless handset 
elsewhere, it is easier to answer calls during 
the Ring Delay.
If you let the machine answer first, you will 
have to go to the machine so you can press 
Speaker Phone
 to send the call to the 
cordless handset.
Using remote codes7
Fax Receive code7
If you answer a fax call on an extension or 
external telephone, you can tell your machine 
to receive it by dialing the Fax Receive Code 
l  5  1 . Wait for the chirping sounds then 
replace the handset. (See  Easy Receive 
on page 48.)
If you answer a fax call at the machine’s 
handset, you can make the machine receive 
the fax by pressing  Black Start and choosing 
Receive .
If you answer a fax call at an external 
telephone connected to the EXT. jack of the 
machine, you can make the machine receive 
the fax by pressing  Speaker Phone, followed 
by  Black Start , and then pressing  Receive.
Telephone Answer Code7
If you receive a voice call and the machine is 
in Fax/Tel mode, it will start to sound the F/T 
Ring (a fast pseudo/double-ring) after the 
initial ring delay. If you pick up the call on an 
extension telephone you can turn the F/T 
Ring off by pressing  #51 (make sure you 
press this  between the rings).
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at the machines handset by 
pressing  Speaker Phone .
Changing the remote codes7
The preset Fax Receive Code is  l 5  1 . The 
preset Telephone Answer Code is  # 5  1 . If 
you want to, you can replace them with your 
own codes.
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  Remote Codes .
gPress Remote Codes .
hPress On (or  Off ).
iDo one of the following:
„ If you want to change the Fax 
Receive Code, enter the new code.
Press  OK, go to step j.
„ If you do not want to change the Fax 
Receive Code, press  OK, go to 
step j.
 
						

							
Chapter 7
72
jDo one of the following: „ If you want to change the Telephone 
Answer Code, enter the new code.
Press  OK, go to step k.
„ If you do not want to change the 
Telephone Answer Code, press  OK, 
go to step k.
kPress  Stop/Exit .
Note
• If you are always disconnected when 
accessing your external TAD remotely, try 
changing the Fax Receive Code and 
Telephone Answer Code to another 
3-digit code (such as  # #  #  and  9 9  9 ).
• Remote Codes might not work with some  telephone systems.
 
 
						

							
73
8
8
How to Dial8
Manual dialing8
Press all of the digits of the fax or telephone 
number using the dial pad.
 
Speed Dialing8
aPress Speed Dial .
bPress the number you want to call. You 
can also choose the number by 
alphabetical order by pressing   on 
LCD.
cDo one of the following:
„ Press  Send a fax  and go to 
step d.
„ Press  Make a phone call . The 
machine will start dialing.
dPress  Black Start  or Color Start .
Note
If the LCD shows  Not Registered  
when you enter or search a Speed Dial 
number, a number has not been stored at 
this location.
 
Fax Redial8
If you are sending a fax manually and the line 
is busy, press  Redial, and then press 
Black Start  or Color Start  to try again. If you 
want to make a second call to a number you 
recently dialed, you can press  Redial and 
choose one of the last 30 numbers from the 
Outgoing Call List. 
Redial  only works if you dialed from the 
control panel.  If you are sending a fax 
automatically  and the line is busy, the 
machine will automatically redial once after 
five minutes.
aPress  Redial .
bPress the number you want to redial.
cPress Send a fax .
dPress Black Start  or Color Start .
Note
In Real Time Transmission the automatic 
redial feature does not work when you are 
using the scanner glass.
 
Dialing and storing numbers8
# 01
 
						

							
Chapter 8
74
Outgoing Call 8
The last 30 numbers you called or sent a fax 
to will be stored in the outgoing call history. 
You can choose one of these numbers to 
telephone, to fax to, add to Speed Dial or 
delete from the history.
aPress  Redial .
You can also press  Call History.
bPress Outgoing Call  tab.
cPress the number you want.
dDo one of the following:
„ To make a telephone call, press 
Make a phone call .
„ To send a fax, press  Send a fax.
Press  Black Start  or Color Start .
„ If you want to store the number, 
press  More and then press 
Add to Speed Dial .
(See  Storing Speed Dial numbers 
from Outgoing Calls  on page 76.)
„ If you want to delete the number from 
the Outgoing Call history list, press 
More  and then press  Delete.
Press  Yes to confirm.
ePress  Stop/Exit .
Caller ID history8
This feature requires the Caller ID subscriber 
service offered by many local telephone 
companies. (See  Caller ID on page 65.)
The number, or name if available, from the 
last 30 faxes and telephone calls you 
received will be stored in the Caller ID history. 
You can view the list or choose one of these 
numbers to telephone, to fax to, add to 
Speed Dial or delete from the history. When 
the thirty-first call comes in to the machine, it 
replaces information about the first call.
aPress  Call History .
bPress Caller ID hist .
cPress the number or the name you want 
to call.
dDo one of the following:
„ To make a telephone call, press 
Make a phone call .
„ To send a fax, press  Send a fax.
Press  Black Start  or Color Start .
„ If you want to store the number, 
press  More and then press 
Add to Speed Dial .
(See  Storing Speed Dial numbers 
from the Caller ID history  
on page 76.)
„ If you want to delete the number from 
the Caller ID history list, press  More 
and then press  Delete.
Press  Yes to confirm.
ePress  Stop/Exit .
Note
• (USA only) If you redial from the Caller ID 
history outside your area code, you must 
set up your AREA CODE in advance. 
(See  Setting up your area code (USA 
only)  on page 66.)
• You can print the Caller ID List. (See  How to print a report  on page 89.)