Brother MFC 9320CW User Manual
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Sending a fax39 5 Electronic cover page (black & white only)5 This feature will not work unless you have already programmed your Station ID. (See the Quick Setup Guide .) You can automatically send a cover page with every fax. Your cover page includes your Station ID, a comment, and the name (or number) stored in the One Touch or Speed Dial memory. By choosing Next Fax:On you can also display the number of pages on the cover page. You can choose one of the following preset comments. 1.Comment Off 2.Please Call 3.Urgent 4.Confidential Instead of using one of the preset comments, you can enter two personal messages of your own, up to 26 characters long. Use the chart on page 204 for help entering characters. (See Composing your own comments on page 39.) 5. (User Defined) 6. (User Defined) Composing your own comments5 You can set up two comments of your own. aMake sure you are in Fax mode . bPress Menu, 2, 2, 8. cPress a or b to choose 5 or 6 to store your own comment. Press OK. dEnter your own comment using the dial pad. Press OK. Use the chart on page 204 for help entering characters. Send a cover page for the next fax5 If you want to send a cover page only for the next fax, your machine will ask you to enter the number of pages you are sending so it can be printed on the cover page. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 7. dPress a or b to choose Next Fax:On (or Next Fax:Off ). Press OK. ePress a or b to choose a comment. Press OK. fEnter two digits to show the number of pages you are sending. Press OK. For example, enter 0, 2 for 2 pages or 0 ,0 to leave the number of pages blank. If you make a mistake, press d or Clear/Back to back up and re-enter the number of pages.
Chapter 5 40 Send a cover page for all faxes5 You can set the machine to send a cover page whenever you send a fax. aMake sure you are in Fax mode . bPress Menu, 2, 2, 7 . cPress a or b to choose On (or Off ). Press OK. dPress a or b to choose a comment. Press OK. Using a printed cover page5 If you want to use a printed cover page that you can write on, you can print the sample page and attach it to your fax. aMake sure you are in Fax mode . bPress Menu, 2, 2, 7 . cPress a or b to choose Print Sample . Press OK. dPress Start. eAfter the machine prints a copy of your cover page, press Stop/Exit. Contrast5 For most documents the default setting of Auto will give the best results. It automatically chooses the suitable contrast for your document. If your document is very light or dark, changing the contrast may improve the quality of the fax. Use Dark to make the faxed document lighter. Use Light to make the faxed document darker. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 1. dPress a or b to choose Auto, Light or Dark . Press OK. Note Even if you choose Light or Dark , the machine will send the fax using the Auto setting if you choose Photo as the Fax Resolution. Changing Fax Resolution5 The quality of a fax can be improved by changing the Fax Resolution. Resolution can be changed for the next fax or for all faxes. To change the Fax Resolution setting for the next fax 5 aMake sure you are in Fax mode . bLoad your document. cPress Resolution , then a or b to choose the resolution. Press OK.
Sending a fax41 5 To change the default Fax Resolution setting 5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 2. cPress a or b to choose the resolution you want. Press OK. Note You can choose four different resolution settings for black & white faxes and two for colour. If you choose S.Fine or Photo and then use the Colour Start key to send a fax, the machine will send the fax using the Fine setting. Dual access (black & white only)5 You can dial a number, and start scanning the fax into memory even when the machine is sending from memory, receiving faxes or printing PC data. The LCD will show the new job number. The number of pages you can scan into the memory will vary depending on the data that is printed on them. Note If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel scanning. If you get an Out of Memory message while scanning a subsequent page, you can press Mono Start to send the pages scanned so far, or press Stop/Exit to cancel the operation. Real Time Transmission5 When you are sending a fax, the machine will scan the document into the memory before sending it. Then, as soon as the telephone line is free, the machine will start dialling and sending. Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can set Real Time TX to On for all documents or Next Fax:On for the next fax only. Note If the memory is full and you are sending a black and white fax from the ADF, the machine will send the document in real time (even if Real Time TX is set to Off). If the memory is full, faxes from the scanner glass cannot be sent until you clear some of the memory. In Real Time Transmission, the automatic redial feature does not work when using the scanner glass. Black & white Standard Suitable for most typed documents. Fine Good for small print and transmits a little slower than Standard resolution. S.Fine Good for small print or artwork and transmits slower than Fine resolution. Photo Use when the document has varying shades of grey or is a photograph. This has the slowest transmission time. Colour Standard Suitable for most typed documents. Fine Use when the document is a photograph. The transmission time is slower than Standard resolution.
Chapter 5 42 Sending in real time for all faxes5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 5 . cPress a or b to choose On. Press OK. Sending in real time for the next fax only 5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 5 . cPress a or b to choose Next Fax:On . Press OK. Not sending in real time for the next fax only 5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 5 . cPress a or b to choose Next Fax:Off . Press OK. Overseas Mode5 If you are having difficulty sending a fax overseas due to a bad connection, then turning on Overseas Mode may help. This is a temporary setting, and will only be active for your next fax. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 9 . dPress a or b to choose On or Off . Press OK. Delayed Fax (black & white only)5 You can store up to 50 faxes in the memory to be sent within a twenty four hour period. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 3. dEnter the time you want the fax to be sent (in 24-hour format). (For example, enter 19:45 for 7:45 PM) Press OK. Note The number of pages you can scan into the memory depends on the amount of data printed on each page. Delayed batch transmission (black & white only)5 Before sending the delayed faxes, your machine will help you economize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to save transmission time. aMake sure you are in Fax mode . bPress Menu, 2, 2, 4. cPress a or b to choose On or Off . Press OK. dPress Stop/Exit .
Sending a fax43 5 Checking and cancelling waiting jobs5 Check which jobs are still waiting in the memory to be sent. If there are no jobs, the LCD will show No Jobs Waiting . You can cancel a fax job that is stored and waiting in the memory. aPress Menu, 2, 7. The number of jobs still to be sent will be displayed. bDo one of the following: „ Press a or b to scroll though the waiting jobs, press OK to choose a job, and then press 1 to cancel it. „ Press 2 to exit without cancelling. cWhen you have finished, press Stop/Exit . Sending a fax manually5 Manual transmission5 Manual transmission lets you hear the dialling, ringing and fax-receiving tones while sending a fax. aMake sure you are in Fax mode . bLoad your document. cPick up the handset of an external telephone and listen for a dial tone. dDial the fax number you want to call. eWhen you hear the fax tone, press Mono Start or Colour Start . „ If you are using the scanner glass, press 1 to send a fax. fReplace the handset of an external telephone. Out of memory message5 If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel the fax. If you get an Out of Memory message while scanning a subsequent page, you will have the option to press Mono Start to send the pages scanned so far, or to press Stop/Exit to cancel the operation. Note If you get an Out of Memory message while faxing and you do not want to delete your stored faxes to clear the memory, you can send the fax in real time. (See Real Time Transmission on page 41.)
44 6 Receive modes6 You must choose a receive mode depending on the external devices and telephone services you have on your line. The diagrams below will help you choose the correct mode. (For more detailed information about the receive modes, see Using receive modes on page 45.) Choosing the receive mode6 To set the receive mode follow the instructions below. aPress Menu, 0, 1. bPress a or b to choose the receive mode. Press OK. cPress Stop/Exit . The LCD will display the current receive mode. Receiving a fax6 Do you want to use the telephone features of your machine (if available\ ) or an external telephone or external telephone answering device connected o\ n the same line as the machine? Ye s Fax Only No No No Manual Ye s External TAD Fax/Tel Are you using the voice message function of an external telephone answering device? Do you want the machine to answer fax and telephone calls automatically? Ye s
Receiving a fax45 6 Using receive modes6 Some receive modes answer automatically (Fax Only and Fax/Tel ). You may want to change the Ring Delay before using these modes. (See Ring Delay on page 46.) Fax Only6 Fax Only mode will automatically answer every call as a fax. Fax/Tel6 Fax/Tel mode helps you automatically manage incoming calls, by recognising whether they are fax or voice calls and dealing with them in one of the following ways: „ Faxes will be automatically received. „ Voice calls will start the F/T ring to tell you to pick up the line. The F/T ring is a fast double ring made by your machine. (Also see F/T Ring Time (Fax/Tel mode only) on page 46 and Ring Delay on page 46.) Manual6 Manual mode turns off all automatic answering functions unless you are using the BT Call Sign 1 feature. 1BT Call Sign is for U.K. only. To receive a fax in Manual mode lift the handset of the external telephone. When you hear fax tones (short repeating beeps), press Mono Start , and then press 2 to receive a fax. You can also use the Fax Detect feature to receive faxes by lifting a handset on the same line as the machine. (Also see Fax Detect on page 47.) External TAD6 External TAD mode lets an external answering device manage your incoming calls. Incoming calls will be dealt with in the following ways: „ Faxes will be automatically received. „ Voice callers can record a message on the external TAD. (For more information see Connecting an external TAD on page 52.)
Chapter 6 46 Receive Mode settings6 Ring Delay6 The Ring Delay setting sets the number of times the machine rings before it answers in Fax Only and Fax/Tel modes. If you have external or extension telephones on the same line as the machine, choose the maximum number of rings. (See Operation from external or extension telephones on page 54 and Fax Detect on page 47.) aMake sure you are in Fax mode . bPress Menu, 2, 1, 1 . c Press a or b to choose how many times the line rings before the machine answers. Press OK. dPress Stop/Exit . F/T Ring Time (Fax/Tel mode only)6 When somebody calls your machine, you and your caller will hear the normal telephone ring sound. The number of rings is set by the Ring Delay setting. If the call is a fax, then your machine will receive it; however, if it is a voice call the machine will sound the F/T ring (a fast double-ring) for the time you have set in the F/T Ring Time setting. If you hear the F/T ring it means that you have a voice caller on the line. Because the F/T ring is made by the machine, extension and external telephones will not ring; however, you can still answer the call on any telephone. (For more information see Using Remote Codes on page 56.) aMake sure you are in Fax mode . bPress Menu, 2, 1, 2. cPress a or b to choose how long the machine will ring to alert you that you have a voice call (20, 30, 40 or 70 seconds). Press OK. dPress Stop/Exit .
Receiving a fax47 6 Fax Detect6 If Fax Detect is On:6 The machine can receive a fax automatically, even if you answer the call. When you see Receiving on the LCD or hear a click on the phone line through the handset you are using, just replace the handset. Your machine will do the rest. If Fax Detect is Off:6 If you are at the machine and answer a fax call first by lifting the external handset, then press Mono Start or Colour Start , and then press 2 to receive. If you answered at an extension telephone press l51 . (See Operation from external or extension telephones on page 54.) Note • If this feature is set to On, but your machine does not connect a fax call when you lift an external or extension telephone handset, press the remote activation code l 51 . • If you send faxes from a computer on the same telephone line and the machine intercepts them, set Fax Detect to Off. aMake sure you are in Fax mode . bPress Menu, 2, 1, 3. cPress a or b to choose Onor Off . Press OK. dPress Stop/Exit . Setting the Print Density6 You can adjust the Print Density setting to make your printed pages darker or lighter. aMake sure you are in Fax mode . b Press Menu, 2, 1, 7. cPress a to make the print darker. Or, press b to make the print lighter. Press OK. dPress Stop/Exit .
Chapter 6 48 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 A4, Letter, Legal or Folio size paper. The machine calculates the reduction ratio by using the page size of the fax and your Paper Size setting ( Menu, 1, 2 , 2). aMake sure you are in Fax mode . bPress Menu, 2, 1, 5 . cPress a or b to choose On or Off . Press OK. dPress Stop/Exit . Setting the Fax Receive Stamp (black & white only)6 You can set the machine to print the received date and time in the top centre of each received fax page. aMake sure you are in Fax mode . bPress Menu, 2, 1, 9 . cPress a or b to choose On or Off . Press OK. dPress Stop/Exit . Note • The received time and date will not appear when using Internet Fax. • Make sure you have set the current date and time in the machine. (See the Quick Setup Guide.) Receiving faxes into memory (black & white only)6 As soon as the paper tray becomes empty during fax reception, the screen will display No Paper , asking you to put paper in the paper tray. (See Loading paper and print media on page 11.) If you are unable to put paper in the paper tray the following will happen: If Memory Receive is On:6 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 and press Mono Start or Colour Start . If Memory Receive is Off :6 The machine will carry on receiving the fax, with the remaining pages being stored in memory, if enough memory is available. The machine will then stop automatically answering calls until fresh paper is put in the paper tray. To print the last fax you received, put fresh paper in the tray and press Mono Start or Colour Start . aMake sure you are in Fax mode . bPress Menu, 2, 1, 6. cUse a or b to choose On or Off . Press OK. dPress Stop/Exit .