Brother MFC 9420CN User Manual

							Chapter 7
7 - 3
Storing numbers
You can set up your machine to do following 
types of easy dialing: One-Touch, Speed-Dial 
and Groups for Broadcasting faxes. When 
you dial a quick-dial number, the LCD shows 
the number and the name, if you stored it.
Note
If you lose electrical power, the quick-dial 
numbers that are in the memory will not be 
lost.
Storing a Pause
Press Redial/Pause to insert a 3.5-second 
pause between numbers. If you are dialing 
overseas, you can press Redial/Pause as 
many times as needed to increase the length 
of the pause.
Storing One-Touch Dial 
numbers
Your machine has 8 One-Touch keys where 
you can store 16 fax or phone numbers for 
automatic dialing. To access numbers 9 to 
16, hold down Shift as you press the 
One-Touch key.
1Press Menu/Set, 2, 3, 1.
2Press the One-Touch key where you 
want to store a number.
3Select Fax/Tel.
Press Menu/Set.
4Enter the phone or fax number (up to 20 
digits).
Press Menu/Set.
5Use the dial pad to enter the name (up 
to 15 characters). 
Press Menu/Set.
(You can use the chart on page B-15 to 
help you enter letters.)
—OR—
Press Menu/Set to store the number 
without a name.
6Go to Step2 to store another 
One-Touch number. 
—OR—
Press Stop/Exit.
Set Quick-Dial
1.One-Touch Dial
 
						

							Dialing and phone options
7 - 4
7
Storing Speed-Dial numbers
You can store Speed-Dial numbers, so that 
when you dial you will only have to press a 
few keys (Search/Speed Dial, #, the 
three-digit number, and Black Start or 
Color Start). The machine can store 200 
Speed-Dial numbers.
1Press Menu/Set, 2, 3, 2.
2Use the dial pad to enter a three-digit 
Speed-Dial location number.
(001 - 200)
(For example, press 005.)
Press Menu/Set.
3Select Fax/Tel.
Press Menu/Set.
4Enter the phone or fax number (up to 20 
digits).
Press Menu/Set.
5Use the dial pad to enter the name (up 
to 15 characters). 
Press Menu/Set.
(You can use the chart on page B-15 to 
help you enter letters.)
—OR—
Press Menu/Set to store the number 
without a name.
6Go to Step2 to store another 
Speed-Dial number. 
—OR—
Press Stop/Exit.
Changing One-Touch and 
Speed-Dial numbers
If you try to store a One-Touch or Speed-Dial 
number where a number has already been 
stored, the LCD will show the name that has 
been stored there (or number) and will ask 
you to do one of the following: 
1Press 1 to change the stored number.
—OR—
Press 2 to exit without making a change.
How to change the stored number or name:
 If you want to change a character, use 
 or   to position the cursor under 
the character you want to change, and 
then type over it.
 If you want to erase the whole number 
or whole name, press Stop/Exit when 
the cursor is under the first digit or 
letter. The characters above and to 
the right of the cursor will be deleted.
2Enter a new number.
Press Menu/Set.
3Follow the directions beginning at 
Step5 in Storing One-Touch Dial 
numbers and Storing Speed-Dial 
numbers. (See Storing One-Touch Dial 
numbers on page 7-3 and Storing 
Speed-Dial numbers on page 7-4.)
Set Quick-Dial
2.Speed-Dial
#005:MIKE
1.Change  2.Exit
▲▲
 
						

							Chapter 7
7 - 5
Setting up Groups for 
Broadcasting
Groups, which can be stored on a One-Touch 
key or a Speed-Dial location, allow you to 
send the same fax message to many fax 
numbers by pressing only a One-Touch key 
and Black Start or Search/Speed Dial, #, 
the three-digit location and Black Start.
First, you’ll need to store each fax number as 
a One-Touch or Speed-Dial number. Then, 
you can combine them into a Group. Each 
Group uses up a One-Touch key or a 
Speed-Dial location. You can have up to eight 
Groups, or you can assign up to 215 numbers 
to one large Group.
(See Storing One-Touch Dial numbers on 
page 7-3 and Storing Speed-Dial numbers on 
page 7-4.)
1Press Menu/Set, 2, 3, 3.
2Decide where you wish to store the 
Group.
—AND—
Press a One-Touch key.
—OR—
Press Search/Speed Dial and enter the 
three-digit location, and then press 
Menu/Set.
(For example, press One-Touch key 2 
for Group 1.)
3Use the dial pad to enter the Group 
number (1 to 8).
Press Menu/Set.
(For example, press 1 for Group 1.)
4To include One-Touch or Speed-Dial 
numbers in the Group, press them as 
follows:
For example, for One-Touch number 2, 
press One-Touch key 2. The LCD 
shows 
002. For Speed-Dial location 
009, press Search/Speed Dial, and 
then 009 on the dial pad
. 
5Press Menu/Set to accept the numbers 
for this Group.
6Use the dial pad and the chart on page 
B-15 to enter a name for the Group.
Press Menu/Set.
(For example, type 
NEW CLIENTS).
7Press Stop/Exit.
Note
You can print a list of all One-Touch and 
Speed-Dial numbers. Group numbers will be 
marked in the GROUP column. 
(See Printing reports on page 9-1.)
Set Quick-Dial
3.Setup Groups
Setup Groups
Setup Group:G01
Setup Groups
G01: 002#009
 
						

							Dialing and phone options
7 - 6
7 Access codes and credit card 
numbers
Sometimes you may want to choose from 
several long distance carriers when you 
make a call. Rates may vary depending on 
the time and destination. To take advantage 
of low rates, you can store the access codes 
or long-distance carriers and credit card 
numbers as One-Touch and Speed-Dial 
numbers. You can store these long dialing 
sequences by dividing them and setting them 
up on separate One-Touch and Speed Dial 
numbers in any combination. You can even 
include manual dialing using the dial pad. 
(See Storing One-Touch Dial numbers on 
page 7-3 and Storing Speed-Dial numbers on 
page 7-4.)
For example, perhaps you have stored ‘555’ 
on One-Touch key 1 and ‘7000’ on 
One-Touch key 2. If you press One-Touch 
key 1, One-Touch key 2, and Black Start or 
Color Start, you will dial ‘555-7000’.
To temporarily change a number, you can 
substitute part of the number with manual 
dialing using the dial pad.
For example, to change the number to 
555-7001 you could press One-Touch key 1 
and then press 7001 using the dial pad.
Tone or Pulse
If you have a Pulse dialing service, but need 
to send Tone signals (for example, for 
telephone banking), follow the instructions 
below. If you have Touch Tone service, you 
will not need this feature to send tone signals.
1Lift the handset of the external phone 
and press Hook or the machine’s 
control panel.
2Press # on the machine’s control panel. 
Any digits dialed after this will send tone 
signals.
When you hang up, the machine will 
return to the Pulse dialing service.
Phone line services
Your machine supports the Distinctive Ring 
and Caller ID subscriber telephone services 
that some telephone companies offer.
Note
■If you have Voice Mail, Call Waiting, Call 
Waiting/Caller ID, RingMaster, an 
answering service, an alarm system or 
other custom features on your telephone 
line, it may affect the way your machine 
works. (See Custom features on page 1-6 
and Custom features on a single line. on 
page C-12.)
■If you have Voice Mail on your phone line, 
please read the following carefully.
Distinctive Ring
Brother uses the term ‘Distinctive Ring’ but 
different telephone companies have other 
names for this service such as SmartRing, 
RingMaster, Teen-Ring, Indent-a-Call or 
Indent-a-Ring.
What does your telephone company’s 
‘Distinctive Ring’ do?
Your telephone company’s Distinctive Ring 
service allows you to have more than one 
number on the same phone line. If you need 
more than one phone number, it is 
cheaper than paying for an extra line. Each 
phone number has its own distinctive ring 
pattern, so you will know which phone 
number is ringing. This is one way you can 
have a separate phone number for your 
machine.
Note
Please call your telephone company for 
availability and rates.
 
						

							Chapter 7
7 - 7
What does Brother’s ‘Distinctive Ring’ 
do?
The Brother machine has a Distinctive Ring 
feature that allows you to use your machine to 
take full advantage of the telephone 
company’s Distinctive Ring service. The new 
phone number on your line can just receive 
faxes.
Note
You must pay for your telephone company’s 
Distinctive Ring service before you program 
the machine to work with it.
Do you have Voice Mail?
If you have Voice Mail on the phone line that 
you will install your new machine on, there is 
a strong possibility that Voice Mail and the 
machine will conflict with each other while 
receiving incoming calls. However, the 
Distinctive Ring feature allows you to use 
more than one number on your line, so 
both Voice Mail and the machine can work 
together without any problems. I f  e a c h  o n e  
has a separate phone number, neither will 
interfere with the other’s operations.
If you decide to get the Distinctive Ring 
service from the telephone company, you will 
need to follow the directions on next page to 
‘register’ the new Distinctive Ring pattern 
they give you. This is so your machine can 
recognize its incoming calls.
Note
You can change or cancel the Distinctive 
Ring pattern at any time. You can switch it off 
temporarily, and turn it back on later. When 
you get a new fax number, make sure you 
reset this feature.
Before you choose the ring pattern to 
register
You can only register one Distinctive Ring 
pattern with the machine. Some ring patterns 
cannot be registered. The ring patterns below 
are supported by your Brother machine. 
Register the one your telephone company 
gives you.
Note
If the ring pattern you received is not on this 
chart, please call your telephone company 
and ask for one that is shown.
■The machine will only answer calls to its 
registered number.
■The first two rings are silent on the 
machine. This is because the fax must 
«listen» to the ring pattern (to compare it 
to the pattern that was ‘registered’). (Other 
telephones on the same line will ring.)
■If you program the machine properly, it will 
recognize the registered ring pattern of the 
‘fax number’ within 2 ring patterns and 
then answer with a fax tone. When the 
‘voice number’ is called, the machine will 
not answer.
Ring 
PatternRings
1 long-long
2 short-long-
short
3 short-short-
long
4 very long 
(normal 
pattern)
 
						

							Dialing and phone options
7 - 8
7
Registering the Distinctive Ring 
pattern
Very important!
After you have set the Distinctive Ring feature 
to ON, the receive mode is set to Manual 
automatically. Unless you have a TAD or 
Voice Mail set up on the Distinctive Ring 
number, 
Manual mode means you must 
answer all the calls yourself. You can not 
change the receive mode to another mode 
while the Distinctive Ring is set to on.
1Press Menu/Set, 2, 0, 2.
2Press ▲ or ▼ to select Set.
Press Menu/Set.
3Press ▲ or ▼ to select the stored ring 
pattern you want to use.
Press Menu/Set.
(You will hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
4Press Stop/Exit. Distinctive Ring is now 
set to on.
Turning off Distinctive Ring
1Press Menu/Set, 2, 0, 2.
2Press ▲ or ▼ to select Off.
Press Menu/Set.
3Press Stop/Exit.
Note
If you turn off Distinctive Ring, the machine 
will stay in
 Manual receive mode. You will 
need to set the Receive Mode again. (See To 
select or change your Receive Mode on 
page 6-2.)
Caller ID
Note
The Caller ID feature lets you use the Caller 
ID subscriber service offered by many local 
telephone companies. This service displays 
the telephone number, or name if it is 
available, of your caller as the line rings.
After a few rings, the LCD shows the 
telephone number of your caller (and name, if 
available). Once you pick up the external 
phone’s handset, the Caller ID information 
disappears from the LCD, but the call 
information remains stored in the Caller ID 
memory.
■You will see the first 16 characters of the 
number (or name).
■Out of Area display means call 
originated outside your Caller ID service 
area.
■Private Call display means the caller 
has intentionally blocked transmission of 
information.
You can print a list of Caller ID information 
received by your machine. (See Printing 
Caller ID List on page 7-9.)
Caller ID service varies with different carriers. 
Call your local telephone company to 
determine the kind of service available in your 
area.
Miscellaneous
2.Distinctive
Miscellaneous
2.Distinctive
 
						

							Chapter 7
7 - 9
Viewing Caller ID List
Caller ID memory stores information for up to 
thirty calls. When the thirty-first call comes in, 
information about the first call is erased. You 
can scroll through Caller ID information to 
review those calls made to your machine.
1Press Menu/Set, 2, 0, 3.
2Press ▲ or ▼ to select Display#.
Press Menu/Set.
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.
3Press ▲ or ▼ to scroll through the Caller 
ID memory to select the Caller ID you 
want to view, and then press Menu/Set. 
The LCD shows the caller’s number and 
the date and time of the call.
4Press   to return to the Caller ID listing.
—OR—
Press Stop/Exit.
Printing Caller ID List
1Press Menu/Set, 2, 0, 3.
2Press ▲ or ▼ to select Print Report.
Press Menu/Set.
If no ID is stored, the beeper will sound 
and 
No Caller ID will appear on the 
display.
3Press Black Start or Color Start.
4After printing has finished, press 
Stop/Exit.
Miscellaneous
3.Caller ID
▲
Miscellaneous
3.Caller ID
 
						

							8 - 1
8
8
Note
■You can only use one remote fax option at 
a time: 
Fax Forwarding—OR—Paging—OR—
Fax Storage—OR—PC FAX Receive
—OR—Off.)
■If you change the remote fax option and 
received faxes are left in your machine’s 
memory, an LCD message will appear. 
(See Changing Remote Fax Options on 
page 8-4.)
Fax Forwarding
When you select Fax Forward, your machine 
stores the received fax in the memory. The 
machine will then dial the fax number you 
have programmed and forward the fax 
message.
1Press Menu/Set, 2, 5, 1.
2Press ▲ or ▼ to select Fax Forward.
Press Menu/Set.
The LCD will ask you to enter the fax 
number to which faxes will be 
forwarded.
3Enter the forwarding number (up to 20 
digits).
Press Menu/Set.
4Press ▲ or ▼ to select 
Backup Print:On or 
Backup Print:Off.
.
Press Menu/Set.
Note
■If you select Backup Print:On, the 
machine will also print the fax at your 
machine so you will have a copy. This is a 
safety feature in case there is a power 
failure before the fax is forwarded or a 
problem at the receiving machine. The 
machine can store faxes up to 60 hours if 
there is a power failure.
■If Fax Forwarding is turned on your 
machine can not receive a color fax unless 
the sending machine converts it to black & 
white.
5Press Stop/Exit.
Remote Fax Options 
(Black & White only)
Remote Fax Opt
1.Fwd/Page/Store
Fax Forward
Backup Print:On
 
						

							Chapter 8
8 - 2
Programming your 
pager number
When Paging is selected, your machine dials 
the pager number you’ve programmed, and 
then dials your Personal Identification 
Number (PIN). This activates your pager so 
you will know that you have a fax message in 
the memory.
1Press Menu/Set, 2, 5, 1.
2Press ▲ or ▼ to select Paging.
Press Menu/Set.
3Enter your pager phone number 
followed by # # (up to 20 digits).
Press Menu/Set.
Do not include the area code if it is the 
same as that of your machine. 
For example, press: 
1 8 0 0 5 5 5 1 2 3 4 # #.
4If your pager needs a PIN, enter the PIN, 
press #, press Redial/Pause, enter your 
fax number followed by ##.
Press Menu/Set.
For example, press: 
1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 5 6 
7 8 9 # #
—OR—
If you do not need a PIN, press 
Redial/Pause, enter your fax number 
followed by ##.
Press Menu/Set.
For example, press: 
Redial/Pause 1 8 0 0 5 5 5 6 7 8 9 # #
5Press Stop/Exit.
Note
■You cannot change a Paging number or 
PIN remotely.
■If you have set Paging, a backup copy of 
the received fax will automatically be 
printed at the machine.
■If Paging is turned on your machine can 
not receive a color fax unless the sending 
machine converts it to black & white.
Fax Storage
If you select Fax Storage, your machine 
stores the received fax in the memory. You 
will be able to retrieve fax messages from 
another location using the Remote Retrieval 
commands.
1Press Menu/Set, 2, 5, 1.
2Press ▲ or ▼ to select Fax Storage.
Press Menu/Set.
3Press Stop/Exit.
Note
■If you have set Fax Storage, a backup 
copy will automatically be printed at the 
machine.
■If Fax Storage is turned on your machine 
can not receive a color fax unless the 
sending machine converts it to black & 
white.
Remote Fax Opt
1.Fwd/Page/Store
Remote Fax Opt
1.Fwd/Page/Store
 
						

							Remote Fax Options (Black & White only)
8 - 3
8
PC Fax Receive 
If you turn on the PC-Fax Receive feature 
your machine will store received faxes in 
memory and send them to your PC 
automatically. You can then use your PC to 
view and store these faxes.
Even if you have turned off your PC (at night 
or on the weekend, for example), your 
machine will receive and store your faxes in 
its memory. The LCD will show the number of 
stored faxes received, for example: 
PC Fax Msg:001
When you start your PC and the PC-FAX 
Receiving software runs, your machine 
transfers your faxes to your PC automatically.
To transfer the received faxes to your PC you 
must have the PC-FAX Receiving software 
running on your PC. (For details, see PC-FAX 
receiving in the Software User’s Guide on the 
CD-ROM.)
If you select 
Backup Print:On the machine 
will also print the fax.
1Press Menu/Set, 2, 5, 1.
2Press ▲ or ▼ to select 
PC Fax Receive.
Press Menu/Set.
3Press ▲ or ▼ to select 
Backup Print:On or 
Backup Print:Off.
Press Menu/Set.
4Press Stop/Exit.
Note
■When Backup Print is off, your fax 
messages are automatically erased from 
your machine’s memory when they have 
been successfully sent to your PC. When 
Backup Print is on, your fax messages are 
erased when they have been successfully 
printed and sent to the PC.
■In the event of a power failure, the 
machine will store your faxes in the 
memory for up to 60 hours. However, if 
you select 
Backup Print:On, the 
machine will print the fax, so you will have 
a copy if there is a power failure before it 
is sent to the PC.
■If you get an error message and the 
machine cannot print the faxes in memory, 
you can use this setting to transfer your 
faxes to your PC. (For details, see Error 
messages on page C-1.)
■You cannot turn on Memory Security if 
PC-Fax Receive is on.
■PC Fax Receive is not supported in the 
Mac® OS or when the machine is 
connected on a network.
■When PC Fax Receive is turned on only 
black & white faxes can be received into 
the memory and sent to the PC. Color 
faxes will be received in real time and 
printed in color.Remote Fax Opt
1.Fwd/Page/Store
PC Fax Receive
Backup Print:On