Brother MFC 9420CN User Manual

							Chapter 2
2 - 7
Printable area
The edges of the paper that cannot be printed 
on are shown below.
PortraitLandscape
Note
We recommend that you do not print within 
0.6 in. (15 mm) of the edges of envelopes.
For all available paper sizes
1 0.17 in. (4.2 mm)
2 0.17 in. (4.2 mm)
3 0.17 in. (4.2 mm)
4 0.17 in. (4.2 mm)
1
2
34
For all available paper sizes
1 0.17 in. (4.2 mm)
2 0.17 in. (4.2 mm)
3 0.17 in. (4.2 mm)
4 0.17 in. (4.2 mm)
1
2
34
 
						

							Loading paper and documents
2 - 8
2
Loading paper and 
envelopes
The machine can feed paper from the 
standard paper tray or optional lower tray.
When you put paper into the paper tray, note 
the following:
■The machine detects standard paper 
sizes in the paper trays. If you load small 
size paper or envelopes, you will need to 
manually set the paper size in the Small 
Paper setting. (See Paper Size on 
page 3-9.)
■If your application software supports 
paper size selection on the print menu, 
you can select it through the software. If 
your application software does not 
support it, you can set the paper size in 
the printer driver or by using the control 
panel buttons.
■Before using paper that has holes in it, 
such as organizer sheets, you must ‘fan’ 
the stack to avoid paper jams and 
misfeeds.
To load paper or other media in the 
paper tray
1Pull the paper tray completely out of the 
machine.
2Place the tray on a flat table and lift the 
front tray cover.
 
						

							Chapter 2
2 - 9
3Squeeze the snap lock on the end of the 
front paper guide. Slide the front paper 
guide to the position for the size of paper 
you are using. Release the snap lock. 
Squeeze and slide the left hand side 
paper guide to the paper size you are 
using, and release it.
4Fan the stack of paper well to avoid 
paper jams and mis-feeds.
5Put the paper in the tray with the 
recommended print side face up.
6Lower the front tray cover.
7Put the paper tray firmly back in the 
machine and unfold the output paper 
tray support flap before you use the 
machine.
A
B
C
PAPERLABEL
ENVELOPETRANSPARENCYCARDSTOCK
AB
C
Output paper 
tray support flap
 
						

							Loading paper and documents
2 - 10
2
Note
When you put paper in the paper tray, please 
remember the following:
■Check that the paper is flat in the tray and 
below the maximum paper mark, and that 
the paper guides are touching the sides of 
the paper stack.
■The side to be printed on must be face up.
Printing on envelopes
Adjust the paper length and width guides to fit 
the envelopes that are going to be used.
You can load envelopes into the standard 
paper tray only.
Loading documents
You can send a fax, make copies, and scan 
from the ADF (automatic document feeder) 
and from the scanner glass.
Using the ADF (automatic 
document feeder)
The ADF can hold up to 35 pages and feeds 
each sheet individually. Use standard 20 lb 
(80 g/m
2) paper and always fan the pages 
before putting them in the ADF.
■Make sure documents written with ink are 
completely dry.
■Documents to be faxed must be from 
5.8 to 8.5 in. (147.3 to 215.9 mm) wide 
and 5.8 to 14 in. (147.3 to 356 mm) long.
CAUTION
■DO NOT leave thick documents on the 
scanner glass. If you do this, the ADF 
may jam.
■DO NOT use paper that is curled, 
wrinkled, folded, ripped, stapled, 
paper-clipped, pasted or taped.
■DO NOT use cardboard, newspaper or 
fabric.
 
						

							Chapter 2
2 - 11
1Fan the pages well. Make sure you put 
the documents face up, top edge first 
in the ADF until you feel them touch the 
feed roller.
2Adjust the paper guides to fit the width of 
your documents.
3Unfold the ADF document output 
support flap.
Using the scanner glass
You can use the scanner glass to fax, copy or 
scan pages of a book or one page at a time. 
Documents can be up to 8.5 in. (215.9 mm) 
wide and 11 in. (297 mm) long.
Note
To use the scanner glass, the ADF must be 
empty.
1Lift the document cover.
2Using the document guidelines on the 
left, center the document face down on 
the scanner glass.
3Close the document cover.
CAUTION
DO NOT pull on the document while it is 
feeding.
CAUTION
If the document is a book or is thick, do not 
slam the cover or press on it.
Place documents Face Down on 
the scanner glass.
 
						

							3 - 1
3
3
Date and Time
When the machine is not in use it will display 
the date and time. If you set up the Station ID 
the date and time displayed by your machine 
will be printed on every fax you send. If there 
is a power failure, you may have to reset the 
date and time. No other settings will be 
affected.
1Press Menu/Set, 0, 2.
2Enter the last two digits of the year.
Press Menu/Set.
3Enter two digits for the month.
Press Menu/Set.
(For example, enter 09 for September, 
or 10 for October.)
4Enter two digits for the day.
Press Menu/Set.
(For example, enter 06 for 6th.)
5Enter the time in 24-Hour format.
Press Menu/Set.
(For example, enter 15:25 for 3:25 P.M.)
6Press Stop/Exit.
The LCD now shows the date and time 
whenever the machine is idle and in Fax 
mode.
When the machine is in Sleep mode, the 
LCD shows 
Sleep. (See Sleep Time on 
page 3-8.)
Automatic Daylight Savings 
Time
You can set the machine to change 
automatically for Daylight Savings Time. It 
will reset itself forward one hour in the Spring 
and backward one hour in the Fall. Make sure 
you have set the correct date and time in the 
Date/Time setting.
1Press Menu/Set, 1, 5.
2Press ▲ or ▼ to select On (or Off).
Press Menu/Set.
3Press Stop/Exit.
Setup
Initial Setup
2.Date/TimeGeneral Setup
5.Auto Daylight
 
						

							Chapter 3
3 - 2
Station ID
You should store your name or company 
name and fax number so they print on all fax 
pages you send.
1Press Menu/Set, 0, 3.
2Enter your fax number (up to 20 digits).
Press Menu/Set.
3Enter your telephone number (up to 20 
digits).
Press Menu/Set.
(If the telephone number and fax 
number are the same, enter the same 
number again.)
Note
■You cannot enter a hyphen in the number. 
To enter a space press   once between 
numbers.
■The telephone number you enter is only 
used for Cover Page features. (See 
Composing the electronic Cover Page 
(Black & White only) on page 5-9.)
4Use the dial pad to enter your name (up 
to 20 characters). 
(See Entering Text on page B-15).
Press Menu/Set.
5Press Stop/Exit.
Note
If the Station ID has already been 
programmed, the LCD will ask you to press 1 
to make a change or 2 to exit without 
changing.
Initial Setup
3.Station ID
▲
NOTICE (For USA)
The Telephone Consumer Protection Act of 
1991 makes it unlawful for any person to 
use a computer or electronic device to send 
any message via a telephone fax machine 
unless such messages clearly contain, in a 
margin at the top or bottom of each 
transmitted page, or on the first page of the 
transmission, the date and time it is sent 
and an identification of the business or 
other entity or other individual sending the 
message and the telephone number of the 
sending machine or such business, other 
entity or individual.
To program this information into your 
machine, see Date and Time on page 3-1 
and Station ID on page 3-2.
 
						

							Setup
3 - 3
3
LCD Contrast
You can change the contrast to help the LCD 
look lighter or darker.
1Press Menu/Set, 1, 7.
2Press ▲ to increase the contrast.
—OR—
Press 
▼ to decrease the contrast.
Press Menu/Set.
3Press Stop/Exit.
Phone line settings
Tone and Pulse dialing mode
Your machine comes set for Tone dialing 
service. If you have Pulse dialing service 
(rotary), you need to change the dialing 
mode.
1Press Menu/Set, 0, 4.
2Press ▲ or ▼ to select Pulse (or Tone).
Press Menu/Set.
3Press Stop/Exit.
Roll over phone lines
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.
Two-line phone system
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 6-5.)
General Setup
7.LCD Contrast
Initial Setup
4.Tone/Pulse
 
						

							Chapter 3
3 - 4
Converting telephone wall 
outlets
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
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.
1Place the two-line TAD and the two-line 
telephone next to your machine.
2Plug 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.
3Plug 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. 
4Plug 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.
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.
RJ14
RJ11
RJ14
Triplex AdapterTriplex Adapter
Two Line Phone
External Two Line TAD machine
 
						

							Setup
3 - 5
3
Multi-line connections (PBX)
Most offices use a central telephone system. 
While it is often relatively simple to connect 
the machine to a key system or a PBX 
(Private Branch Exchange), we suggest that 
you contact the company that installed your 
telephone system and ask them to connect 
the machine for you. It is advisable to have a 
separate line for the machine.
If the machine is to be connected to a 
multi-line system, ask your installer to 
connect the unit to the last line on the system. 
This prevents the unit from being activated 
each time a telephone call is received.
If you are installing the machine to 
work with a PBX
1It is not guaranteed that the unit will 
operate properly under all 
circumstances with a PBX. Any cases of 
difficulty should be reported first to the 
company that handles your PBX.
2If all incoming calls will be answered by 
a switchboard operator, it is 
recommended that the Receive Mode 
be set to 
Manual. All incoming calls 
should initially be regarded as telephone 
calls.
Connecting an external or 
extension telephone
You can connect a separate telephone to 
your machine as shown in the diagram below.
Connect the telephone line cord to the jack 
labeled EXT. in the left of the machine.
When you are using an external phone, the 
LCD shows 
Telephone.
Connecting an external 
telephone answering device 
(TAD)
Sequence
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.
Extension 
Telephone
External 
Telephone