Brother MFC 8460N User Manual

							Phone services and external devices
47
7
Distinctive Ring7
Brother uses the term ‘Distinctive Ring’ but 
different telephone companies have other 
names for this service such as SmartRing, 
RingMaster, Teen-Ring, Indent-a-Call or 
Indent-a-Ring.
What does your telephone company’s 
‘Distinctive Ring’ do?
7
Your telephone company’s Distinctive Ring 
service allows you to have more than one 
number on the same phone line. If you need 
more than one phone number, it is 
cheaper than paying for an extra line. Each 
phone number has its own distinctive ring 
pattern, so you will know which phone 
number is ringing. This is one way you can 
have a separate phone number for your 
machine.
Note
Please call your telephone company for 
availability and rates.
 
What does Brother’s ‘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 
company’s Distinctive Ring service. The new 
phone number on your line can just receive 
faxes.
Note
You must pay for your telephone 
company’s Distinctive Ring service before 
you program the machine to work with it.
 
Do you have Voice Mail?7
If you have Voice Mail on the phone 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 phone number, neither will 
interfere with the other’s operations.
If you decide to get the Distinctive Ring 
service from the telephone company, you will 
need to follow the directions below 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.
Ring 
PatternRings
1 long-long 
2 short-long-short 
3 short-short-long 
4 very long 
(normal pattern) 
 
						

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48
Note
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 
 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
Very important!
7
After you have set the Distinctive Ring feature 
to ON, the receive mode is set to Manual 
automatically. Unless you have a TAD or 
Voice Mail set up on the Distinctive Ring 
number, Manual mode means you must 
answer all the calls yourself. You can not 
change the receive mode to another mode 
while the Distinctive Ring is set to on.
aPress Menu, 2, 0, 2. 
20.Miscellaneous
2.Distinctive
aOff
bSet
Select ab & OK
bPress a or b to select Set.
cPressOK.
dPress a or b to select the stored ring 
pattern you want to use. PressOK.
e(You will hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
fPress Stop/Exit. Distinctive Ring is now 
set to on.
Turning off Distinctive Ring7
aPress Menu, 2, 0, 2. 
20.Miscellaneous
2.Distinctive
aOff
bSet
Select ab & OK
bPress a or b to select Off. PressOK.
cPress 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 40.)
 
Caller ID7
Caller ID is a subscriber service offered by 
many telephone companies. Call your 
telephone company for specific details. Your 
machine can display the telephone number or 
name of your caller, if it is available, as the 
line rings. When you pick up the handset, the 
LCD will stop displaying this information. 
Your machine will store it in the Caller ID 
memory.
During a call Caller ID may display one of the 
messages below:
„Out of area
This message means that the call came 
from outside your Caller ID area.
„Private Call
The caller has blocked their Caller ID.
 
						

							Phone services and external devices
49
7
Viewing Caller ID List7
Your machine stores information for the last 
thirty calls in the Caller ID list. You can view 
or print this list. When the thirty-first call 
comes in to the machine, it replaces 
information about the first call. 
aPress Menu, 2, 0, 3. 
20.Miscellaneous
3.Caller ID
aDisplay#bPrint Report
Select 
ab & OK
bPress a or b to select Display#. 
PressOK.
cPress a or b to scroll through the Caller 
ID memory to select the Caller ID you 
want to view. PressOK. The LCD 
shows the caller’s number, the date, and 
time of the call.
dPress d to return to the Caller ID listing, 
or press Stop/Exit.
Printing Caller ID List7
aPress Menu, 2, 0, 3. 
20.Miscellaneous
3.Caller ID
aDisplay#
bPrint Report
Select ab & OK
bPress a or b to select Print Report. 
PressOK.
cPress Start.
dWhen the printing has finished, press 
Stop/Exit.
Connecting an external 
TAD (telephone 
answering device)
7
You can connect an external Telephone 
Answering Device (TAD) to the same line as 
your machine. When the TAD answers a call, 
your machine will “listen” for the CNG (fax 
calling) tones sent by a sending fax machine. 
If it hears them it will take over the call and 
receive the fax. If it does not hear them, it will 
let your TAD take a voice message and the 
display will show Telephone.
The external TAD must answer within four 
rings (we recommend you set it to two rings). 
This is because your machine cannot hear 
the CNG tones until the external TAD has 
picked up the call. The sending machine will 
send CNG tones for only eight to ten seconds 
longer. We do not recommend using the toll 
saver feature on your external TAD if it needs 
more than four rings to activate it.
Unless you are using Distinctive Ring, the 
TAD must be connected to the EXT jack of 
the machine.
 
1TAD
Note
If you have problems receiving faxes, 
reduce the ring delay setting on your 
external TAD.
 
1
1
 
						

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50
Connections7
The external TAD must be plugged into the 
back of the machine, 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 back of the 
machine, in the jack labeled LINE.
bPlug the telephone line cord from your 
external TAD into the back of the 
machine, in the jack labeled EXT. (Make 
sure this cord is connected to the TAD at 
the TAD’s telephone line jack, and not 
its handset jack.)
cSet your external TAD to four rings or 
less. (The machine’s 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 
External TAD. (See Choose the 
correct Receive Mode on page 40.)
Recording an outgoing 
message7
aRecord 5 seconds of silence at the 
beginning of your message. This allows 
your machine time to listen for fax tones.
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 loud 
voice. You may try leaving out this pause, 
but if your machine has trouble receiving, 
then you should re-record the OGM to 
include it.
 
Special line considerations7
Roll over phone lines7
A roll over phone 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 phone 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 would be 
transferred to a line that does not have a fax 
machine. Your machine will work best on a 
dedicated line.
 
						

							Phone services and external devices
51
7
Two-line phone system7
A two-line phone system is nothing more than 
two separate phone numbers on the same 
wall outlet. The two phone numbers can be 
on separate jacks (RJ11) or combined 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 phone and see if it can 
access both lines. If it can, you must separate 
the line for your machine. (See Easy Receive 
on page 42.)
Converting telephone wall outlets7
There are three ways to convert to an RJ11 
jack. The first two ways may require 
assistance 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 phone numbers to it.
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.
 
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.
Place the two-line TAD and the two-line 
telephone next to your machine.
Plug 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.
Plug 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. 
Plug 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 Phone
3 External Two Line TAD
4 Machine
RJ14
RJ11
RJ14
1
2
34
 
						

							Chapter 7
52
You can keep two-line telephones on other 
wall outlets as always. There are two ways to 
add a two-line telephone to the machine’s 
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.
External and extension 
phones
7
Operation from extension 
telephones7
If you answer a fax call on an extension 
telephone, or an external telephone 
connected to the EXT. jack of the machine, 
you can make your machine take the call by 
using the Fax Receive Code. When you 
press the Fax Receive Code l51. the 
machine starts to receive the fax. (See Easy 
Receive on page 42.)
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 phone. (See F/T Ring 
Time on page 42.)
If you answer a call and no one is on 
the line:
7
You should assume that you’re receiving a 
manual fax.
aPress l51 and wait for the chirp or until 
the machine’s LCD shows Receiving, 
and then hang up.
 
						

							Phone services and external devices
53
7
For Fax/Tel mode only7
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.
Lift the external telephone’s handset, and 
then press Hook to answer.
If you’re at an extension phone, you will 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 l51.
Connecting an external phone7
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.
 
1 Extension telephone
2 External telephone
When you are using an external telephone, 
the LCD shows Telephone.
Using a cordless external 
handset7
If your cordless telephone is connected to the 
EXT. jack of the machine (see page 53) 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 
Hook to transfer 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 
l51. Wait for the chirping sounds then 
replace the handset. See Easy Receive on 
page 42.
Telephone Answer Code7
If you receive a voice call and the machine is 
in F/T mode, it will start to sound the F/T 
(double) ring after the initial ring delay. If you 
pick up the call on an extension phone you 
can turn the F/T ring off by pressing #51 
(make sure you press this between the rings).
1
2
 
						

							Chapter 7
54
Changing the remote codes7
The preset fax receive code is l51. The 
preset telephone answer code is #51. If you 
are always disconnected when accessing 
your external TAD, try changing the 
three-digit remote codes, for example ### 
and 999.
aMake sure you are in Fax mode  .
bPress Menu 2, 1, 4. 
21.Setup Receive
4.Remote Codes
aOn
bOff
Select 
ab & OK
cPress a or b to select On or Off. 
PressOK.
dIf you selected On in c, enter the new 
Fax Receive Code. PressOK.
eEnter the new Telephone Answer Code. 
PressOK.
fPress Stop/Exit.
 
						

							55
8
8
How to Dial8
Manual dialing8
Use the dial pad to enter all the digits of the 
telephone number.
One-Touch dialing8
Press the One-Touch key that stores the 
number you want to call. 
 
To dial One-Touch numbers 21 to 40, hold 
down Shift as you press the One-Touch key.
Speed-Dialing8
Hold down Shift as you press 
Search/Speed Dial and then enter the 
three-digit Speed-Dial number. 
 
Three-digit number
Note
If the LCD shows Not Registered 
when you enter a One-Touch or a 
Speed-Dial number, it means that a 
number is not stored there.
 
Dialing and storing numbers8
 
						

							Chapter 8
56
Search8
You can search alphabetically for names you 
have stored in the One-Touch and 
Speed-Dial memories. 
aPress Search/Speed Dial.
bPress the dial pad key for the first letter 
of the name.
(Use the chart on Entering Text on page 
157 to help you enter letters.)
Press OK.
cPress a or b to scroll until you find the 
name you are looking for.
PressOK.
Note
You can press Resolution to change 
the displayed resolution.
 
dPress Start. 
LDAP Search
(MFC-8860DN and 
MFC-8870DW only)8
If the machine is connected to your LDAP 
server, you can search for information such 
as fax numbers and E-mail addresses from 
your server. (For details about how to set up 
LDAP see the Network User’s Guide on the 
CD-ROM.)
Fax redial8
If you are sending a fax manually and the line 
is busy, press Redial/Pause, wait for the 
other fax machine to answer, and then press 
Start to try again. If you want to make a 
second call to the last number dialed, you can 
save time by pressing Redial/Pause and 
Start.
Redial/Pause 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 one time after five minutes.