Brother MFC 9420CN User Manual

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5
How to Fax
Entering Fax mode
Before sending faxes or changing fax send or 
receiving settings, make sure  (Fax) is 
illuminated in blue. If it is not, press 
(Fax) to enter Fax mode. The default 
setting is Fax mode.
Sending a fax from the ADF
This is the easiest way to send a fax.
1If it is not illuminated in blue, press 
(Fax).
2Put the document face up in the ADF.
3Dial the fax number.
Press Black Start or Color Start. 
■If you press Black Start, the machine 
starts scanning the first page.
■If you press Color Start, the machine 
starts sending.
Note
If the memory is full, the document will be 
sent in real time.
Sending a fax from the 
scanner glass
You can use the scanner glass to fax pages 
of a book. The documents can be up to 
Letter/A4 size. Put the document face down 
on the scanner glass.
Note
■Since you can only scan one page at a 
time, it is easier to use the ADF if you are 
sending a multiple page document.
■Press Stop/Exit at anytime to cancel.
1If it is not illuminated in blue, press 
(Fax).
2Place the first page on the scanner 
glass.
3Dial the fax number.
Press Black Start or Color Start.
■If you press Black Start, the machine 
starts scanning the first page.
■If you press Color Start, the machine 
starts sending.
4To send more than one page, press 1 
and go to Step5.
—OR—
To send a single page, press 2 (or press 
Black Start again).
The machine starts sending the 
document.
Sending a fax
Next Page?
1.Yes 2.No(Send)
 
						

							Sending a fax
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5
5Place the next page on the scanner 
glass.
Press Menu/Set.
The machine starts scanning the page. 
(Repeat Steps4 and 5 for each 
additional page.)
Note
■If the memory is full and you are faxing a 
single page, it will be sent in real time.
■You cannot send multiple pages for color 
faxes.
Color fax transmission
Your machine can send a color fax to 
machines that support this feature.
However, color faxes cannot be stored in the 
memory. When you send a color fax, the 
machine will send it in real time (even if 
Real 
Time TX
 is set to Off). 
Note
Delayed fax and Polling Transmit features 
are not available in color. 
Canceling a fax in progress
If you want to cancel a fax, while the machine 
is scanning, dialing or sending it, press 
Stop/Exit.
Dual Access 
(Black & White only)
You can dial a number and begin scanning a 
fax into memory—even when the machine is 
sending from memory, receiving faxes, or 
printing PC data. The LCD shows the new job 
number.
Note
■Your machine normally uses Dual Access. 
However, to send a color fax, the machine 
will send the document in real time (even 
if 
Real Time TX is set to Off). 
The number of pages you can scan into 
the memory will vary depending on the 
data that is printed on them.
■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 Black Start to send the pages 
scanned so far, or press Stop/Exit to 
cancel the operation.
Set Next Page
Then Press Set
 
						

							Chapter 5
5 - 3
Sending a fax manually
Manual transmission
Manual transmission lets you hear the 
dialing, ringing and fax-receiving tones while 
sending a fax.
1If it is not illuminated in blue, press  (Fax ).
2Load your document.
3Pick up the handset of the external 
phone and listen for a dial tone.
—OR —
Press  Hook and listen for a dial tone. On 
the external phone, dial the fax number 
you want to call. If you pressed  Hook, 
dial using the machine dial pad.
4When you hear the fax tone, press 
Black Start  or Color Start .
5If you picked up the handset of an 
external phone, replace it.
Sending a fax at the end of a 
conversation
At the end of a conversation you can send a 
fax to the other party before you both hang 
up.
1Ask the other party to wait for fax tones 
(beeps) and then to press Start or Send 
key before hanging up.
2If it is not illuminated in blue, press 
(Fax ).
3Load your document.
Press  Black Start  or Color Start .
4If you load the document on the scanner 
glass, press  1 to send the fax.
5Replace the external phone’s handset.
Out of Memory message
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  Black 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 5-6.)
 
						

							Sending a fax
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Broadcasting 
(Black & White only)
Broadcasting is when the same fax message 
is automatically sent to more than one fax 
number. You can include Groups, 
One-Touch, Speed-Dial numbers and up to 
50 manually dialed numbers in the same 
broadcast.
Press Menu/Set between each of the 
numbers. Use Search/Speed Dial to help 
you choose the numbers easily. (To set up 
Group dial numbers, see Setting up Groups 
for Broadcasting on page 7-5.)
After the broadcast is finished, a Broadcast 
Report will be printed to let you know the 
results.
1If it is not illuminated in blue, press 
(Fax).
2Load your document.
3Enter a number using One-Touch, 
Speed-Dial, a Group number, Search or 
manual dialing using the dial pad.
Press Menu/Set after each number.
4After you have entered all the fax 
numbers, press Black Start.
Note
■If you did not use up any of the numbers 
for Groups, access codes or credit card 
numbers, you can ‘broadcast’ faxes to as 
many as 266 different numbers.
■The available memory will vary depending 
on the types of jobs in the memory and the 
number of locations used for 
broadcasting. If you broadcast to the 
maximum numbers available, you will not 
be able to use Dual Access and Delayed 
fax.
■Enter the long dialing sequence numbers 
as you would normally, but remember that 
each One-Touch and Speed-Dial number 
counts as one number, so the number of 
locations you can store becomes limited. 
(See Access codes and credit card 
numbers on page 7-6.)
■If the memory is full, press Stop/Exit to 
stop the job or if more than one page has 
been scanned, press Black Start to send 
the portion that is in the memory.
To stop a broadcast in progress
1Press Menu/Set, 2, 6.
The LCD will display the name, if you 
stored it, or the fax number being dialed.
2Press Menu/Set.
The LCD will display:
3Press 1 to Clear.
The LCD will then display the Broadcast 
job number and 
1.Clear  2.Exit.
4To cancel the Broadcast, press 1.
5Press Stop/Exit.
XXXXXXXX
1.Clear  2.Exit
 
						

							Chapter 5
5 - 5
Additional Sending 
Operations
Sending faxes using multiple 
settings
When you send a fax you can choose any 
combination of these settings: cover page, 
contrast, resolution, overseas mode, delayed 
fax timer, polling transmission or real time 
transmission.
1If it is not illuminated in blue, press 
(Fax).
After each setting is accepted, the LCD 
will ask if you want to enter more 
settings:
2Press 1 to select more settings. The 
LCD will return to the 
Setup Send 
menu.
—OR—
Press 2 if you have finished choosing 
settings and go to the next step.
Contrast
If your document is very light or very dark, you 
may want to change the contrast. 
Use 
Light to send a light document.
Use 
Dark to send a dark document.
1If it is not illuminated in blue, press 
(Fax).
2Load your document.
3Press Menu/Set, 2, 2, 1.
4Press ▲ or ▼ to select Auto, Light or 
Dark.
Press Menu/Set.
Changing fax Resolution
After you load the document, you can use 
Resolution to change the setting temporarily 
(for this fax only). In Fax mode  , press 
Resolution and 
▲ or ▼ to select the setting 
you want, and then press Menu/Set.
—OR—
You can change the default setting.
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 2, 2.
Other Settings
1.Yes 2.No
Setup Send
1.Contrast
Setup Send
2.Fax Resolution
 
						

							Sending a fax
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3Press ▲ or ▼ to select the resolution 
you want.
Press Menu/Set.
Note
You can choose four different resolution 
settings for black & white faxes and two for 
color.
Black & White
Color
If you select 
S.Fine or Photo and then use 
the Color Start key to send a fax, the 
machine will send the fax using the 
Fine 
setting.
Real Time Transmission
When you are sending a fax, the machine will 
scan the documents into the memory before 
sending. Then, as soon as the phone line is 
free, the machine will start dialing and 
sending.
If the memory is full, the machine will send 
the document in real time (even if 
Real Time TX is set to Off).
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.
Sending in real time for all faxes
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 2, 5.
3Press ▲ or ▼ to select On (or Off).
Press Menu/Set.
StandardSuitable for most typed 
documents.
FineGood for small print and 
transmits a little slower than 
Standard resolution. 
S.FineGood for small print or 
artwork and transmits slower 
than Fine resolution.
PhotoUse when the document has 
varying shades of gray or is a 
photograph. This has the 
slowest transmission time.
StandardSuitable for most typed 
documents.
FineUse when the document is a 
photograph. The 
transmission time is slower 
than Standard resolution.
Setup Send
5.Real Time TX
 
						

							Chapter 5
5 - 7
Sending in real time for the next fax 
only
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 2, 5.
3Press ▲ or ▼ to select Next Fax:On 
(or 
Next Fax:Off).
Press Menu/Set.
Note
■In Real Time Transmission, the automatic 
redial feature does not work when using 
the scanner glass.
■If you are sending a color Fax, the 
machine will send it in real time (even if 
Real Time TX is set to Off).
Overseas Mode
If you are having difficulty sending a fax 
overseas due to possible interference on the 
phone line, we recommend that you turn on 
the Overseas Mode. After you send a fax 
using this feature, the feature will turn itself 
off.
1If it is not illuminated in blue, press 
(Fax).
2Load your document.
3Press Menu/Set, 2, 2, 9.
4Press ▲ or ▼ to select On (or Off).
Press Menu/Set.
Setup Send
5.Real Time TX
Setup Send
9.Overseas Mode
 
						

							Sending a fax
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5 Delayed Faxing 
(Black & White only)
During the day you can store up to 50 faxes 
in the memory to be sent within 24 hours. 
These faxes will be sent at the time of day you 
enter in Step4.
1If it is not illuminated in blue, press 
(Fax).
2Load your document.
3Press Menu/Set, 2, 2, 3.
4Press Menu/Set to accept the displayed 
time.
—OR—
Enter the time you want the fax to be 
sent (in 24-hour format).
(For example, enter 19:45 for 7:45 PM.)
Press Menu/Set.
Note
The number of pages you can scan into the 
memory depends on the amount of data that 
is printed on each page and the amount of 
data already stored in the memory.
Delayed Batch Transmission 
(Black & White only)
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.
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 2, 4.
3Press ▲ or ▼ to select On (or Off).
Press Menu/Set.
4Press Stop/Exit.
Setup Send
3.Delayed Fax
Setup Send
4.Batch TX
 
						

							Chapter 5
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Checking job status and 
canceling a waiting job
Check which jobs are still waiting in the 
memory to be sent. (If there are no jobs, the 
LCD shows 
No Jobs Waiting.) You can 
cancel a fax job that is stored and waiting in 
the memory.
1Press Menu/Set, 2, 6.
2If you have more than one job waiting, 
press 
▲ or ▼ to select the job you want 
to cancel.
Press Menu/Set.
—OR—
If you only have one job waiting, go to 
Step3.
3Press 1 to cancel.
To cancel another job waiting, go to 
Step2.
—OR—
Press 2 to exit without canceling.
4Press Stop/Exit.
Composing the electronic 
Cover Page (Black & White 
only)
When you send a fax, you can send a cover 
page with your fax message. The Cover Page 
is sent to the receiving party’s machine. Your 
Cover Page includes the name or number 
stored in the One-Touch or Speed-Dial 
memory. If you are dialing manually, the 
name is not shown on the Cover Page.
The Cover Page shows your Station ID and 
the number of pages you are sending. (See 
Station ID on page 3-2.) If you have Cover 
Page set to 
On for all faxes (Menu/Set, 2, 2, 
7), the number of pages is not shown on the 
cover page.
You can select a comment to include on your 
Cover Page.
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 27 characters long. Use the chart 
on B-15 for help entering characters. 
(See Composing your own comments on 
page 5-10.)
5.(User Defined)
6.(User Defined)
Most of the 
Setup Send settings are 
temporary to allow you to make changes for 
each fax you send. However, when you set 
up your Cover Page and Cover Page 
Comments, you are changing the default 
settings so they will be available while faxing.
Note
You can send the cover page only for a black 
& white fax. If you press Color Start to send 
a fax, the cover page will not be sent.
Fax
6.Remaining Jobs
 
						

							Sending a fax
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Composing your own comments
You can set up two comments of your own.
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 2, 8.
3Press ▲ or ▼ to choose 5 or 6 for your 
own comment.
Press Menu/Set.
4Use the dial pad to enter your 
customized comment.
Press Menu/Set.
(See Entering Text on page B-15.)
Cover page for the next fax only
If you have not yet set your Station ID this 
feature will not work. Make sure you have 
programmed the Station ID before 
continuing. (See Station ID on page 3-2.) If 
you only want to send a Cover Page with a 
particular fax, your machine will ask you to 
enter the number of pages you are sending 
so it can be printed on the Cover Page.
1If it is not illuminated in blue, press 
(Fax).
2Load your document.
3Press Menu/Set, 2, 2, 7.
4Press ▲ or ▼ to select Next Fax:On 
(or 
Next Fax:Off).
Press Menu/Set.
5Press ▲ or ▼ to select one of the 
standard or your own comments.
Press Menu/Set.
6Enter two digits to show the number of 
pages you are sending.
Press Menu/Set.
(For example, press 02 for 2 pages or 
enter 00 to leave the number of pages 
blank. If you make a mistake, press   
to back up and re-enter the number of 
pages.)
Send a cover page for all faxes
If you have not yet set your Station ID this 
feature will not work. Make sure you have 
programmed the Station ID before 
continuing. (See Station ID on page 3-2.)
You can set the machine to send a cover 
page whenever you send a black & white fax. 
The number of pages in your fax is not 
included when you use this setting.
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 2, 7.
3Press ▲ or ▼ to select On (or Off).
Press Menu/Set.
4If you selected On, press ▲ or ▼ to 
select one of the standard or your own 
comments.
Press Menu/Set.
Setup Send
8.Coverpage Msg
Setup Send
7.Coverpg Setup
▲
Setup Send
7.Coverpg Setup