Brother MFC 9320CW User Manual

							
Receiving a fax49
6
Printing a fax from the 
memory6
If you are using the Fax Storage feature 
(
Menu , 2 , 5, 1), you can still print a fax from 
the memory when you are at your machine. 
(See  Fax Storage  on page 67.)
aPress Menu, 2, 5,  3.
bPress  Start.
cPress  Stop/Exit .
Out of Paper Reception (black 
& white only)6
As soon as the paper tray becomes empty 
during fax reception, the LCD shows 
No Paper . Put some paper in the paper tray. 
(See  Loading paper and print media  
on page 11.)
The machine will carry on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available.
 
						

							
50
7
Telephone line 
services
7
Caller ID 
(For U.K. and Ireland only)7
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 will show 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 will see the number (or name) on the 
LCD.
„ The  ID Unknown  message means the 
call originated outside your Caller ID 
service area.
„ The  ID Withheld  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  Printing the 
Caller ID List  on page 51.)
Note
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.This feature 
may not be available in some countries.
 
Setting the Caller ID to On7
If you have Caller ID on your line, then this 
function should be set to  On to display the 
caller’s phone number on the LCD as the 
telephone rings.
aPress  Menu, 2, 0, 3.
bPress  a or  b to choose  On (or  Off).
Press OK.
cPress  Stop/Exit .
Viewing the 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.
bPress  a or  b to choose  Display ID .
Press OK.
The Caller ID of the last call will appear 
on the display. If no ID is stored, the 
beeper will sound and  No Caller ID 
will appear on the display.
cPress  a or  b to scroll through the Caller 
ID memory to choose the Caller ID you 
want to view, and then press OK.
The LCD will show the callers number 
and the date and time of the call.
dTo finish viewing, press  Stop/Exit.
Telephone and external devices7
 
						

							
Telephone and external devices51
7
Printing the Caller ID List7
aPress Menu, 2, 0,  3.
bPress  a or  b to choose  Print Report .
Press OK.
If no ID is stored, the beeper will sound 
and  No Caller ID  will appear on the 
LCD.
cPress  Mono Start  or Colour Start .
dAfter printing has finished, 
pressStop/Exit .
Setting the telephone line 
type7
If you are connecting the machine to a line 
that features a PBX or ISDN to send and 
receive faxes, it is necessary to change the 
Telephone Line Type accordingly by 
completing the following steps. If you are 
using a line that features a PBX, you can set 
your machine so that it always access the 
outside line (using the prefix you entered), or 
accesses the outside line when  Tel/R is 
pressed.
aPress  Menu, 0, 6.
bPress  a or  b to choose  PBX, ISDN  (or 
Normal ).
Press  OK.
cDo one of the following:
„ If you chose  ISDN or Normal , go to 
step g.
„ If you chose  PBX, press  OK and go to 
step d.
dDo one of the following:
„ If you want to change the current 
prefix number, press  1 and go to 
step e.
„ If you do not want to change the 
current prefix number, press  2 and 
go to step g.
eEnter the prefix number (up to 5 digits) 
on the dial pad.
Press  OK.
Note
• You can use the numbers 0 to 9, #,  l 
and !.
(Press  Tel/R to display “!”.)
• If you choose  On, pressing  Tel/R (the 
screen displays “!”) will let you access 
an outside line.
• If you choose  Always, you can access 
an outside line without pressing  Tel/R.
 
fPress  a or  b to choose  On or  Always .
Press OK.
gPress  Stop/Exit .
PBX and TRANSFER7
The machine is initially set to  Normal, which 
lets the machine connect to a standard PSTN 
(Public Switched Telephone Network) line. 
However, many offices use a central 
telephone system or Private Branch 
Exchange (PBX). Your machine can be 
connected to most types of PBX. The 
machine’s recall feature supports timed break 
recall only (TBR). TBR will work with most 
PBX systems allowing you to gain access to 
an outside line, or transfer calls to another 
extension. The feature works when  Tel/R is 
pressed.
 
						

							
Chapter 7
52
BT Call Sign (U.K. only)7
The BT Call Sign subscriber service is a way 
to have a separate number for your machine, 
it allows you to have at least two separate 
telephone numbers on one phone line. Each 
phone number has its own distinctive ringing 
pattern.
You can set up your machine so that it only 
responds to the second number.
When you set the BT Call Sign feature to ON, 
the receive mode is set to  Manual 
automatically.  Manual mode will not respond 
to incoming telephone calls, since the 
number you use for telephone calls will use 
the normal ring pattern. If you turn the feature 
off, your receive mode will remain on 
Manual .
To enable the machine to work with BT 
Call Sign
7
This feature will only work with your external 
phone.
aPress Menu, 2, 0, 2 .
The screen displays the current setting.
bPress  a or  b to choose  On or  Off .
Press OK.
cPress  Stop/Exit .
Connecting an external 
TAD 
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.
Note
If you have problems receiving faxes, 
reduce the ring delay setting on your 
external TAD.
 
 
						

							
Telephone and external devices53
7
Connections7
The external TAD must be connected as 
shown in the illustration below.
 
1TAD
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 44.)
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  and  Start  to send a fax.”
Note
• You need to turn the Remote Codes 
setting to on to use the Fax Activation 
Code  l51. (See  Using Remote Codes  
on page 56.)
• 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.
 
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.
1
1
 
						

							
Chapter 7
54
External and extension 
telephones
7
Note
You need to turn the Remote Codes 
setting to on to use the Remote Activation 
Code  l51 and Remote Deactivation Code 
#51. (See  Using Remote Codes  
on page 56.)
 
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  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  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 tactically take the call. (See 
Fax Detect on page 47.)
 
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  Tel/R 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 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 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
When you are using an external telephone, 
the LCD shows  Telephone.
1
2
 
						

							
Telephone and external devices55
7
Using extension telephones (U.K. 
only)
7
Your premises may already be wired with 
parallel extension telephones (those 
connected to sockets in other rooms in the 
building), or perhaps you intend to add 
extension telephones to your line. While the 
simplest arrangement is a parallel 
connection, there are some reasons why this 
arrangement may cause problems.
The most common problem, is someone 
picking up an extension telephone while the 
machine is trying to send a fax.
Such problems can easily be eliminated, if 
you arrange modification of your extension 
wiring circuit, such that extension devices are 
connected “downstream” of your machine, in 
a master/slave configuration (see figure 2). In 
such a configuration, this machine can 
always detect whether a telephone is in use, 
so it will not attempt to seize the line during 
that time. This is known as “telephone 
off-hook detection”.
The inadvisable configuration is shown in 
figure 1, and the recommended master/slave 
configuration is shown in  figure 2.
This new connection configuration can be 
arranged by contacting BT, Kingston upon 
Hull Telecommunications, your PBX 
maintainer or a qualified telephone 
installation company as appropriate. Simply 
explained, the extension telephone circuit 
should be terminated on a normal modular 
plug (BT 431A style), which in turn should be 
inserted into the modular socket of the white 
“T”-shaped connector provided as part of the 
line cord assembly. Figure 1:
 
7
1 Extension socket
2 Master socket
3 Incoming line
Figure 2: Recommended connection of 
extension sockets
 7
1 Extension socket
2 Master socket
3 Incoming line
These phones are now connected as external 
devices  as shown on page 54, because they 
are connected to the fax machine via the 
T-connector.
Using a non-Brother cordless 
external handset7
If your non-Brother cordless telephone is 
connected to the telephone line cord (see 
page 54) 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 
Tel/R  to transfer the call to the cordless 
handset.
FA X
12 3
1
FA X
12
3
1
 
						

							
Chapter 7
56
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 . Wait for the chirping 
sounds then replace the handset. (See  Fax 
Detect  on page 47.) 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 
(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  Tel/R.
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 .
Changing the Remote Codes7
The preset Remote Activation Code is  l51 . 
The preset Remote Deactivation Code is  #51. 
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 .
 
						

							
57
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 59.)
 
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 60.)
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 59 and  Storing Speed Dial 
numbers  on page 60.)
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 204 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
58
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.
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, 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 2.8-second 
pause between numbers. You can press 
Redial/Pause  as many times as needed to 
increase the length of the pause.