Brother MFC 9420CN User Manual

							Chapter 8
8 - 4
Changing Remote Fax 
Options
If received faxes are left in your machine’s 
memory when you change to another remote 
fax option, the LCD will ask you the following 
message:
—OR—
■If you press 1, faxes in the memory will be 
erased or printed before the setting 
changes. If a backup copy has already 
been printed it will not be printed again.
■If you press 2, faxes in the memory will not 
be erased or printed and the setting will be 
unchanged.
If received faxes are left in the machine’s 
memory when you change to 
PC Fax Receive from another remote fax 
option (
Fax Forward, Paging or 
Fax Storage), the LCD will ask you the 
following message:
■If you press 1, faxes in the memory will be 
sent to your PC before the setting 
changes.
■If you press 2, faxes in the memory will not 
be erased or transferred to your PC and 
the setting will be unchanged.
Turning off Remote Fax 
Options
1Press Menu/Set, 2, 5, 1.
2Press ▲ or ▼ to select Off.
Press Menu/Set.
Note
The LCD will give you options if there are 
received faxes still in your machine’s 
memory. (See Changing Remote Fax 
Options on page 8-4.)
3Press Stop/Exit.
Erase All Fax?
1.Yes 2.No
Print All Fax?
1.Yes 2.No
Send Fax to PC?
1.Yes 2.No
Remote Fax Opt
1.Fwd/Page/Store
 
						

							Remote Fax Options (Black & White only)
8 - 5
8
Remote Retrieval
You can call your machine from any touch 
tone telephone or fax machine, then use the 
Remote Access Code and remote commands 
to retrieve fax messages stored in the 
memory. Be sure to cut out the Remote 
Retrieval Access Card on the last page and 
keep it with you at all times.
Setting the Remote Access 
Code
The remote access code lets you access the 
Remote Retrieval features when you are 
away from your machine. Before you use the 
remote access and retrieval features, you 
have to set up your own code. The default 
code is inactive code (--- ).
1Press Menu/Set, 2, 5, 2.
2Enter a three-digit code using numbers 
0-9,  or #.
Press Menu/Set. (The preset ‘ ’ 
cannot be changed.)
Note
Do not use the same code as your Fax 
Receive Code (51) or Telephone Answer 
Code (#51). 
(See Operation from extension telephones on 
page A-5.)
3Press Stop/Exit.
Note
You can change your code at any time by 
entering a new one. If you want to make your 
code inactive, press Stop/Exit in Step2 to 
restore the inactive setting (--- ) and press 
Menu/Set.
Using your Remote Access 
Code
1Dial your fax number from a telephone 
or another fax machine using touch 
tone.
2When your machine answers, 
immediately enter your Remote Access 
Code (3 digits followed by  ).
3The machine signals if it has received 
fax messages:
1 long beep — Fax messages
No beeps — No messages
4The machine gives two short beeps to 
tell you to enter a command. The 
machine will hang up if you wait longer 
than 30 seconds to enter a command. 
The machine will beep three times, if 
you enter an invalid command.
5Press 9 0 to reset the machine when 
you’ve finished.
6Hang up.
Note
If your machine is set to Manual mode and 
you want to use the remote retrieval features, 
you can access your machine by waiting 
about 2 minutes after it starts ringing, and 
then entering the Remote Access Code 
within 30 seconds.
Remote Fax Opt
2.Remote Access
 
						

							Chapter 8
8 - 6
Remote commands
Follow the commands below to access features when you are away from the machine. When you 
call the machine and enter your Remote Access Code (3 digits followed by  ), the system will 
give two short beeps and you must enter a remote command.
Remote commands Operation details
95 Change the Fax Forwarding, 
Paging or Fax Storage settings
1 OFF You can select 
Off after you have retrieved or erased all your 
messages.
2 Fax Forwarding If you hear one long beep, the change has been accepted. If 
you hear three short beeps, you cannot change it because 
something has not been set up (for example, perhaps a Fax 
Forwarding or Paging number had not been registered). You 
can register your Fax Forwarding number by entering 4. (See 
Changing the Fax Forwarding number on page 8-7.) Once you 
have registered the number, Fax Forwarding will work.
You can select 
Off after you have retrieved or erased all your 
messages. 3 Paging
4 Fax Forwarding number
6 Fax Storage
96 Retrieve a fax
2  Retrieve  all  faxes Enter the number of a remote fax machine to receive stored fax 
message(s). (See page 8-7.)
3 Erase faxes from the memory If you hear one long beep, fax messages have been erased 
from the memory.
97 Check the receiving status
1 Fax You can check whether your machine has received any faxes. 
If yes, you will hear one long beep. If no, you will hear three 
short beeps.
98 Change the Receive Mode
1 External TAD If you hear one long beep, your change has been accepted. 
2 Fax/Tel
3 Fax Only
90 ExitPress 9 0 to exit Remote Retrieval. Wait for the long beep, then 
replace the handset.
 
						

							Remote Fax Options (Black & White only)
8 - 7
8
Retrieving fax messages
You can call your machine from any touch 
tone telephone or fax machine and have your 
fax messages sent to a fax machine.
1Dial your fax number.
2When your machine answers, 
immediately enter your Remote Access 
Code (3 digits followed by  ). If you 
hear one long beep, you have 
messages.
3When you hear two short beeps, use the 
dial pad to press 9 6 2.
4Wait for the long beep, and then use the 
dial pad to enter the number of the 
remote fax machine where you want 
your fax messages sent followed by ## 
(up to 20 digits).
Note
You cannot use   and # as dial numbers. 
However, press # if you want to store a 
pause.
5Press 9 0 to reset the machine when 
you’ve finished.
6Hang up after you hear your machine 
beep. Your machine will call the other 
fax machine, which will then print your 
fax messages.
Changing the Fax Forwarding 
number
You can change the default setting of your fax 
forwarding number from another telephone or 
fax machine using touch tone.
1Dial your fax number.
2When your machine answers, 
immediately enter your Remote Access 
Code (3 digits followed by  ). If you 
hear one long beep, you have 
messages.
3When you hear two short beeps, use the 
dial pad to press 9 5 4.
4Wait for the long beep, and then use the 
dial pad to enter the new number of the 
remote fax machine where you want 
your fax messages forwarded followed 
by ## (up to 20 digits).
Note
You cannot use   and # as dial numbers. 
However, press # if you want to store a 
pause.
5Press 9 0 to reset the machine when 
you’ve finished.
6Hang up after you hear your machine 
beep.
 
						

							9 - 1
9
Fax reports
Fax reports (Transmission Verification and 
Fax Journal) can be printed automatically and 
manually.
Transmission Verification 
Report
You can use the Transmission Verification 
Report as proof that you sent a fax. This 
report lists the time and date of transmission 
and whether the transmission was successful 
(OK). If you select 
On or On+Image, the 
report will print for every fax you send.
If you send a lot of faxes to the same place, 
you may need more than the job numbers to 
know which faxes you must send again. 
Selecting 
On+Image or Off+Image will print 
a section of the fax’s first page on the report 
to help you remember.
Note
When the Transmission Verification Report is 
turned 
Off or Off+Image, the Report will 
only print if there is a transmission error, with 
NG in the RESULT column.
1Press Menu/Set, 2, 4, 1.
2Press ▲ or ▼ to select On, On+Image, 
Off or Off+Image.
Press Menu/Set.
3Press Stop/Exit.
Fax Journal (Activity report)
You can set the machine to print a journal at 
specific intervals (every 50 faxes, 6, 12 or 24 
hours, 2 or 7 days). If you set the interval to 
Off, you can print the report by following the 
steps on Additional reports.
The default setting is 
Every 50 Faxes.
1Press Menu/Set, 2, 4, 2.
2Press ▲ or ▼ to choose an interval.
Press Menu/Set.
(If you choose 7 days, the LCD will ask 
you to choose a day on which to begin 
the 7-day countdown.)
3Enter the time to begin printing in 
24-hour format.
Press Menu/Set.
(For example: enter 19:45 for 7:45 PM.)
4Press Stop/Exit.
Note
■If you select 6, 12, 24 hours, 2 or 7 days, 
the machine will print the report at the 
selected time and then erase all jobs from 
its memory. If the machine’s memory 
becomes full with 200 jobs before the time 
you selected has passed, the machine will 
print the Journal early and then erase all 
jobs from memory. If you want an extra 
report before it is due to print, you can 
print it without erasing the jobs from 
memory.
■If you select Every 50 Faxes, the 
machine will print the Journal when the 
machine has stored 50 jobs.
Printing reports
Report Setting
1.Transmission
Report Setting
2.Journal Period
 
						

							Printing reports
9 - 2
9
Additional reports
Following reports are available: 
How to print a report
1Press Menu/Set, 5.
2Press ▲ or ▼ to select the report you 
want.
Press Menu/Set.
—OR—
Enter the number of the report you want 
to print.
For example, press 2 to print the Help 
List.
3Press Black Start or Color Start.
1.Transmission
Prints a Transmission Verification 
Report for your last transmission.
2.Help List
Prints the Help List so you can see 
at-a-glance how to quickly program your 
machine.
3.Quick-Dial
Lists names and numbers stored in the 
One-Touch and Speed-Dial memory, in 
numerical order.
4.Fax Journal
Lists information about the last incoming 
and outgoing faxes.
(TX means Transmit.) 
(RX means Receive.)
5.User Settings
Lists your settings.
6.Network Config
Lists your Network settings.
 
						

							10 - 1
10
Polling Operation
Polling is the process of retrieving faxes from 
another fax machine. You can use your 
machine to poll other machines, or you can 
have someone poll your machine. 
Everyone who is involved in Polling needs to 
set up their fax machines for Polling. When 
someone polls your machine to receive a fax, 
they pay for the call. If you poll someone’s fax 
machine to receive a fax, you pay for the call. 
Note
Some fax machines do not respond to the 
Polling feature.
Polling Receive
Polling Receive is when you call another fax 
machine to receive a fax from it.
Set up to receive polling 
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 1, 7.
3Enter the fax number you are polling.
4Press Black Start or Color Start.
The LCD shows 
Dialing.
Sequential Polling
Your machine can ask for faxes from several 
fax units in a single operation (Sequential 
Polling Receive). Afterwards, a Sequential 
Polling Report will be printed.
1If it is not illuminated in blue, press 
(Fax).
2Press Menu/Set, 2, 1, 7.
3Enter the fax machines you want to poll 
using One-Touch, Speed-Dial, a Group 
or the dial pad. You must press 
Menu/Set between each fax number.
4Press Black Start or Color Start. Your 
machine will poll each number or Group 
number in turn to receive a fax.
To stop a sequential polling 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 sequential 
polling job number and 
1.Clear  
2.Exit
.
4To cancel the sequential polling, 
press 1.
5Press Stop/Exit.
Polling
Setup Receive
7.Polling RX
Setup Receive
7.Polling RX
XXXXXXXX
1.Clear  2.Exit
 
						

							Polling
10 - 2
10
Polled Transmit
Polled Transmit is when you set up your 
machine to wait with a document so another 
fax machine can call and retrieve it.
Setup for Polled Transmit 
(Black & White only)
1If it is not illuminated in blue, press 
(Fax).
2Load your document.
3Press Menu/Set, 2, 2, 6.
4Press ▲ or ▼ to select On (or Off).
Press Menu/Set.
5The LCD shows:
6Press 2 and press Black Start.
Note
The document will be stored and can be 
retrieved from any other fax machine until you 
delete the fax from memory by using the 
Canceling a Job menu setting. (See 
Checking job status and canceling a waiting 
job on page 5-9.)
Setup Send
6.Polled TX
Other Settings
1.Yes 2.No
 
						

							SECTION III COPY 
Section III
Copy
11. Making copies
 
						

							11 - 1
11
11
‘
How to copy
You can use your machine as a copier, 
making up to 99 copies at a time.
Entering Copy mode
Before making copies, make sure that 
(Copy) is illuminated in blue. If it is not, 
press (Copy) to enter Copy mode. The 
default setting is Fax mode. You can change 
the number of seconds or minutes that the 
machine stays in Copy mode. (See Mode 
Timer on page 3-8.)
Printable Area
The printable area of your machine begins at 
approximately 0.12 in. (3 mm) from both 
sides and 0.16 in. (4 mm) from the top or 
bottom of the paper.
Making a single copy
1Press  (Copy) to illuminate it in 
blue.
2Load your document. 
(See Loading documents on 
page 2-10.)
3Press Black Start or Color Start.
Note
To stop copying, press Stop/Exit.
Making copies 
……„……
Copy Ratio
The LCD shows the default copy setting
ContrastQuality
Stack/SortNo. of Copies
Stack  Copies:01
100%        Auto
0.12 (3 mm)
0.16 (4 mm)Unprintable 
area