Brother MFC 9120CN User Manual

							
Telephone and external devices59
7
Connections7
The external TAD must be connected as 
shown in the illustration below.
 
1TAD
2 Protective Cap
aSet your external TAD to one or two 
rings. (The machine’s Ring Delay 
setting does not apply.)
bRecord the outgoing message on your 
external TAD.
cSet the TAD to answer calls.
dSet the Receive Mode to 
External TAD. (See Choosing the 
receive mode  on page 46.)
Recording an outgoing 
message (OGM)7
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 Remote Activation code for people 
sending manual faxes. For example: 
“After the beep, leave a message or 
press l51  (l91 for New Zealand) and 
Start  to send a fax.”
Note
• You need to turn the Remote Codes 
setting to on to use the Fax Activation 
Code  l51 ( l91 for New Zealand). (See 
Using Remote Codes  on page 61.)
• 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 
faxes, then you should re-record the OGM 
to include it.
 
Multi-line connections (PABX)7
Most offices use a central telephone system. 
Brother recommends that all our Fax/MFC 
machines be connected to a discreet 
(dedicated) line. Although a particular PABX 
may appear to work with a particular model of 
fax machine, we cannot guarantee that the 
unit will operate correctly.
While it is often relatively simple to connect a 
fax machine to a PABX (Private Automatic 
Branch Exchange), we suggest that you 
contact the company that installed your 
telephone system and ask them to connect 
the fax machine for you.
Brother does not recommend the use of a 
PABX line. PABX limitatio ns in general can 
cause some functions of the fax machine not 
to work correctly.
1
1
(Example for Australia)
2
 
						

							
Chapter 7
60
External and extension 
telephones
7
Note
You need to turn the Remote Codes 
setting to on to use the Remote Activation 
Code  l51 ( l91 for New Zealand) and 
Remote Deactivation Code #51 (#91 for 
New Zealand). (See  Using Remote Codes  
on page 61.)
 
Operation from external or 
extension telephones 7
If you answer a fax call on an extension 
telephone, or an external telephone that is 
correctly connected to the machine through 
the T-piece connection, you can make your 
machine take the call by using the Remote 
Activation code. When you press the Remote 
Activation code  l51  (l91 for New Zealand) 
the machine starts to receive the fax.
If you answer a call and no one is on 
the line:
7
You should assume that you’re receiving a 
manual fax.
Press  l51  (l 91 for New Zealand) and wait for 
the chirp or until the LCD shows  Receiving, 
and then hang up.
Note
You can also use the Fax Detect feature to 
make your machine take the call. (See 
Fax Detect  on page 49.)
 
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 are at an extension telephone, you will 
need to lift the handset during the F/T Ring 
Time and then press  #51 (#91 for New 
Zealand) 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  (l91 for New 
Zealand).
Connecting an external or 
extension telephone7
You can connect a separate telephone 
directly to your machine as shown in the 
diagram below.
 
1 Extension telephone
2 External telephone
3 Protective Cap
When you are using an external telephone, 
the LCD shows  Telephone.
1
2
(Example for Australia)
3
 
						

							
Telephone and external devices61
7
Using a non-Brother cordless 
external handset7
If your non-Brother cordless telephone is 
connected to the telephone line cord (see 
page 60) 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.
Note
• If you are always disconnected when  accessing your external TAD remotely, try 
changing the Remote Activation Code and 
Remote Deactivation Code to another 
three-digit code using the numbers 
0-9, l,#.
• Remote Codes might not work with some  telephone systems.
• Not all brands of cordless telephones are  compatible for use with your machine.
 
Using Remote Codes7
Remote Activation Code7
If you answer a fax call on an external or 
extension telephone, you can tell your 
machine to receive it by pressing the Remote 
Activation Code  l51  (l91 for New Zealand). 
Wait for the chirping sounds then replace the 
handset. (See  Fax Detect on page 49.) Your 
caller will have to press start to send the fax.
If you answer a fax call at the external 
telephone, you can make the machine 
receive the fax by pressing  Start.
Remote Deactivation 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 telephone 
you can turn the F/T ring off by pressing  #51 
( # 91 for New Zealand) (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 external telephone by 
pressing  Hook.
Turning on the Remote Codes7
You need to turn the Remote Codes setting to 
on to use the Remote Activation Code and 
Remote Deactivation Code.
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1,  4.
cPress  a or  b to choose  On.
Press  OK.
dIf you do not want to change the Remote 
Activation Code, press  OK.
eIf you do not want to change the Remote 
Deactivation Code, press  OK.
fPress  Stop/Exit .
 
						

							
Chapter 7
62
Changing the Remote Codes7
The preset Remote Activation Code is  l51  
( l 91 for New Zealand). The preset Remote 
Deactivation Code is  #51 (# 91 for New 
Zealand). If you are always disconnected 
when accessing your External TAD, try 
changing the three-digit remote codes, for 
example  ### and 555.
aMake sure you are in Fax mode  .
bPress  Menu, 2, 1, 4 .
cPress  a or  b to choose  On or  Off .
Press OK.
dIf you chose  On in step c, enter the new 
Remote Activation Code.
Press OK.
eEnter the new Remote Deactivation 
Code.
Press OK.
fPress  Stop/Exit .
 
						

							
63
8
8
How to dial8
You can dial in any of the following ways.
Manual dialling8
Use the dial pad to enter all the digits of the 
telephone or fax number.
 
One touch Dialling8
Press the One Touch key that stores the 
number you want to call. (See Storing 
One Touch Dial numbers  on page 65.)
 
To dial One Touch numbers 5 to 8, hold down 
Shift as you press the One Touch key.
Speed dialling8
Press ( Address Book ) and then the three 
digit Speed Dial number. (See  Storing Speed 
Dial numbers  on page 66.)
Note
If the LCD shows  Register Now?  when 
you enter a One Touch or a Speed Dial 
number, it means that a number is not 
stored there.
 
Search8
You can search alphabetically for names you 
have stored in the One Touch and Speed Dial 
memories. (See  Storing One Touch Dial 
numbers  on page 65 and  Storing Speed Dial 
numbers  on page 66.)
aPress ( Address Book ) twice.
bPress the dial pad key for the first few 
letters of the name. (Use the chart on 
Entering text on page 213 to help you 
enter letters.)
Press  OK.
cPress  a or  b to scroll until you find the 
name you are looking for.
Press  OK.
Dialling and storing numbers8
 
Three-digit number
 
						

							
Chapter 8
64
dPress  Mono Start  or Colour Start .
Note
• If you do not enter a letter and press  OK in 
step b, all registered names will appear. 
Press  a or  b to scroll until you find the 
name you are looking for.
• If the LCD shows  No Contact Found  
when you enter the first few letters of the 
name, it means that a name for the letter 
is not stored.
 
Fax redial8
If you are sending a fax automatically and the 
line is busy, the machine will automatically 
redial up to three times at five minute 
intervals.
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 
Mono Start  or Colour Start  to try again. If 
you want to make a second call to the last 
number dialled, you can save time by 
pressing  Redial/Pause  and Mono Start  or 
Colour Start .
Redial/Pause  only works if you dialled from 
the control panel.
Storing numbers8
You can set up your machine to do the 
following types of easy dialling: One Touch, 
Speed Dial and Groups for Broadcasting 
faxes. You can also specify the default 
resolution for each One Touch and Speed 
Dial number. When you dial a quick dial 
number, the LCD shows the name, if you 
stored it, or the number. A scan profile can 
also be stored along with the fax number.
If you lose electrical power, the quick dial 
numbers stored in the memory will not be lost 
because they are stored permanently.
A scan profile is the resolution and other scan 
settings that you choose when you store a 
number. For example, you will be asked to 
select Standard (Std), Fine, or Photo if you 
have selected the I-FAX option. Or, you will 
be asked to select B&W 200 dpi, 
B&W 200  × 100 dpi, Gray 100 dpi, 
Gray 200 dpi, Gray 300 dpi, Color 100 dpi, 
Color 200 dpi, Color 300 dpi or Color 600 dpi 
if you selected the E-Mail option. (I-FAX, 
Fax/Tel and E-mail options are available as a 
download.)
Storing a pause8
Press  Redial/Pause  to insert a 3.5-second 
pause between numbers. You can press 
Redial/Pause  as many times as needed to 
increase the length of the pause.
 
						

							
Dialling and storing numbers65
8
Storing One Touch Dial 
numbers8
Your machine has 4 One Touch keys where 
you can store 8 fax or telephone numbers for 
automatic dialling. To access numbers 5 to 8, 
hold down 
Shift as you press the One Touch 
key.
 
aPress the One Touch key where you 
want to store the number.
If a number is not stored there, the LCD 
shows  Register Now? .
Press  1 to choose  Yes.
bEnter the phone or fax number (up to 
20 characters).
Press  OK.
cChoose one of the following:
„ Enter the name using the dial pad 
(up to 15 characters). Use the chart 
on  Entering text  on page 213 to help 
you enter letters.
Press  OK.
„ Press  OK to store the number 
without a name.
dIf you want to save a fax resolution along 
with the number, choose one of the 
following:
„ To store the fax resolution, press  a or 
b  to select  Std, Fine , S.Fine  or 
Photo .
Press  OK.
„ Press  OK if you don’t want to change 
the default resolution.
If you downloaded I-FAX, Fax/Tel and 
E-mail options
aPress the One Touch key where you 
want to store the number.
If a number is not stored there, the LCD 
shows  Register Now? .
Press  1 to choose  Yes.
bPress  a or  b to select  Fax/Tel , E-Mail  
or  IFAX .
Press  OK.
cChoose one of the following:
„ Enter the telephone or fax number 
(up to 20 characters) if you selected 
Fax/Tel .
Press  OK.
„ Enter the E-mail address (up to 
60 characters) if you selected 
E-Mail  or IFAX . Use the chart on 
Entering text  on page 213 to help 
you enter letters.
Press  OK.
Note
If you selected  E-Mail and save the 
E-mail address, you can only use the 
E-mail address when you are in Scan 
mode. If you selected  IFAX and save the 
E-mail address, you can only use the 
E-mail address when you are in Fax 
mode.
 
 
						

							
Chapter 8
66
dChoose one of the following: „ Enter the name using the dial pad 
(up to 15 characters).
Press  OK.
„ Press  OK to store the number or 
E-mail address without a name.
eIf you want to save a fax/scan resolution 
along with the number, choose one of 
the following:
„ If you selected  Fax/Tel in stepb, 
press  a or  b to select  Std, Fine , 
S.Fine  or Photo .
Press  OK.
„ If you selected  E-Mail in stepb, 
press  a or  b to select  Color100dpi , 
Color200dpi , Color300dpi , 
Color600dpi , Gray100dpi , 
Gray200dpi , Gray300dpi , 
B&W200dpi  or B&W200x100 .
Press  OK and then go to step f.
„ If you selected  IFAX in step b, 
press  a or  b to select  Std, Fine  or 
Photo .
Press  OK.
„ Press  OK if you dont want to change 
the default resolution.
fIf you selected Black & White in step e, 
select the file format (TIFF, PDF or 
Secure PDF (SPDF)) that will be used to 
send to your PC. If you selected Gray or 
Color in step e, select the file format 
(PDF, Secure PDF (SPDF), JPEG, or 
XPS) that will be used to send to your PC.
Press  OK.
Note
• When you do a broadcast and you have 
saved a scan profile along with the 
number, the scan profile of the 
One Touch, Speed Dial or Group number 
you chose first will be applied to the 
broadcast.
• You can also store the number by  pressing  Menu, 2, 3, 1 .
 
Storing Speed Dial numbers8
You can store your frequently used numbers 
as Speed Dial numbers, so that when you dial 
you will only have to press a few keys 
(( Address Book ), the three-digit number 
and  Mono Start  or Colour Start ). The 
machine can store 200 Speed Dial numbers 
(001 - 200).
aPress ( Address Book ) and enter a 
three-digit Speed Dial location number 
(001-200).
If a number is not stored there, the LCD 
shows  Register Now? .
Press  1 to choose  Yes.
bEnter the phone or fax number (up to 
20 characters).
Press  OK.
cChoose one of the following:
„ Enter the name using the dial pad 
(up to 15 characters). Use the chart 
on  Entering text  on page 213 to help 
you enter letters.
Press  OK.
„ Press  OK to store the number 
without a name.
dIf you want to save a fax resolution along 
with the number, choose one of the 
following:
„ To store the fax resolution, press  a or 
b  to select  Std, Fine , S.Fine  or 
Photo .
Press  OK.
„ Press  OK if you don’t want to change 
the default resolution.
 
						

							
Dialling and storing numbers67
8
If you downloaded I-FAX, Fax/Tel and 
E-mail options
aPress (Address Book ) and enter a 
three-digit Speed Dial location number 
(001-200).
If a number is not stored there, the LCD 
shows  Register Now? .
Press  1 to choose  Yes.
bPress  a or  b to select  Fax/Tel , E-Mail  
or  IFAX .
Press  OK.
cChoose one of the following:
„ Enter the telephone or fax number 
(up to 20 characters) if you selected 
Fax/Tel .
Press  OK.
„ Enter the E-mail address (up to 
60 characters) if you selected 
E-Mail  or IFAX . Use the chart on 
Entering text  on page 213 to help 
you enter letters.
Press  OK.
Note
If you selected  E-Mail and save the 
E-mail address, you can only use the 
E-mail address when you are in Scan 
mode. If you selected  IFAX and save the 
E-mail address, you can only use the 
E-mail address when you are in Fax 
mode.
 
dChoose one of the following:
„ Enter the name using the dial pad 
(up to 15 characters).
Press  OK.
„ Press  OK to store the number or 
E-mail address without a name.
eIf you want to save a fax/scan resolution 
along with the number, choose one of 
the following:
„ If you selected  Fax/Tel in stepb, 
press  a or  b to select  Std, Fine , 
S.Fine  or Photo .
Press  OK.
„ If you selected  E-Mail in stepb, 
press  a or  b to select  Color100dpi , 
Color200dpi , Color300dpi , 
Color600dpi , Gray100dpi , 
Gray200dpi , Gray300dpi , 
B&W200dpi  or B&W200x100 .
Press  OK and then go to step f.
„ If you selected  IFAX in step b, 
press  a or  b to select  Std, Fine  or 
Photo .
Press  OK.
„ Press  OK if you dont want to change 
the default resolution.
fIf you selected Black & White in step e, 
select the file format (TIFF, PDF or 
Secure PDF (SPDF)) that will be used to 
send to your PC. If you selected Gray or 
Color in step e, select the file format 
(PDF, Secure PDF (SPDF), JPEG, or 
XPS) that will be used to send to your 
PC.
Press  OK.
Note
• When you do a broadcast and you have 
saved a scan profile along with the 
number, the scan profile of the 
One Touch, Speed Dial or Group number 
you chose first will be applied to the 
broadcast.
• You can also store the number by  pressing  Menu, 2, 3,  2.
 
 
						

							
Chapter 8
68
Changing One Touch and 
Speed Dial numbers8
If you try to store a One Touch or Speed Dial 
number over an existing number, the LCD will 
show the name or number already stored 
there. If your machine has a scheduled job or 
you have set a fax forwarding number, the 
LCD will ask you if you want to change the 
number.
aDo one of the following: „ To change a stored One Touch 
number, press  Menu, 2, 3,  1.
Press  OK.
 
OneTouchDial
Select One Touch
Choose the One Touch number you 
want to change. „ To change a stored Speed Dial 
number, press  Menu, 2, 3,  2.
Press  OK.
 
Speed Dial
Speed Dial? #
Choose the Speed Dial number you 
want to change, then press  OK.
bDo one of the following:
„ To change the stored number, press 
1.
„ To exit without making a change, 
press  2.
 
#005:MIKE
1.Change 2.Exit
cEnter a new number or character.
Press  OK.
dPress  d or  c to position the cursor under 
the character you want to change, and 
then press  Clear/Back  to delete it. 
Repeat for each character you want to 
delete.
eIf you want to save a fax resolution along 
with the number, choose one of the 
options below:
„ To store the fax resolution, press  a or 
b  to select  Std, Fine , S.Fine  or 
Photo .
Press  OK.
„ Press  OK if you don’t want to change 
the default resolution.
fPress  Stop/Exit .
If you downloaded I-FAX, Fax/Tel and 
E-mail options
aDo one of the following: „ To change a stored One Touch 
number, press  Menu, 2, 3,  1.
Press  OK.
 
One Touch Dial
Select One Touch
Choose the One Touch number you 
want to change.
„ To change a stored Speed Dial 
number, press  Menu, 2, 3,  2.
Press  OK.
 
Speed Dial
Speed Dial? #
Choose the Speed Dial number you 
want to change then press  OK.
bDo one of the following:
„ To change the stored number, 
press 1.
„ To exit without making a change, 
press  2.
 
#005:MIKE
1.Change 2.Exit
cPress  a or  b to select  Fax/Tel , E-Mail  
or  IFAX .
Press  OK.