Brother MFC 9840CDW User Manual

							Receiving a fax
49
6 Receiving faxes into memory 
(black & white only)6
As soon as the paper tray becomes empty 
during fax reception, the screen will display 
No Paper, asking you to put paper in the 
paper tray. (See Loading paper and 
envelopeson page 17.) If you are unable to 
put paper in the paper tray the following will 
happen:
If Memory Receive is On:6
The machine will carry on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available. 
Further incoming faxes will also be stored into 
memory until the memory is full. When the 
memory is full the machine will stop 
automatically answering calls. To print the 
faxes, put fresh paper in the tray.
If Memory Receive is Off:6
The machine will carry on receiving the fax, 
with the remaining pages being stored in 
memory, if enough memory is available. The 
machine will then stop automatically 
answering calls until fresh paper is put in the 
paper tray. To print the last fax you received, 
put fresh paper in the tray.
aMake sure you are in Fax mode  .
bPress Menu, 2, 1, 6.
cPress a or b to choose On or Off. 
PressOK.
dPress Stop/Exit.
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 storageon page 65.
aPress Menu, 2, 5, 3. 
25.Remote Fax Opt
3.Print Document
Press Start
bPress Mono Start or Colour Start.
cPress Stop/Exit.
 
						

							50
7
Telephone line 
services
7
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 also set your machine 
to gain access to an outside line always or not.
aPress Menu, 0, 6. 
06.Phone Line Set
aNormal
ISDN
bPBX
Selectabor OK
bPress a or b to choose PBX, ISDN (or 
Normal).
PressOK.
If you choose ISDN or Normal, press 
OK and go to f.  If you choose PBX, 
press OK and go to c.
cPress a or b to choose On or Always.
Press OK.
dChoose 1.Change or 2.Exit. 
If you choose 1.Change, go to e.
If you choose  2.Exit, go to f.
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 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.
Telephone and external devices7
 
						

							Telephone and external devices
51
7
Note
You can program a Tel/R key press as 
part of a number stored in a One-Touch or 
Speed-Dial location. When programming 
the One-Touch or Speed-Dial number 
(Menu, 2, 3, 1 or 2, 3, 2) press Tel/R first 
(the screen displays “!”) then enter the 
telephone number. If you do this, you do 
not need to press Tel/R each time before 
you dial using a One-Touch or Speed-Dial 
location. (Storing one-touch dial 
numberson page 59 or Storing speed-
dial numberson page 60.) However, if 
PBX is not chosen in the Telephone Line 
Type setting, you cannot use the One-
Touch or Speed-Dial number the Tel/R 
press is programmed into.
 
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 telephone line. 
Each telephone 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 
telephone.
aPress Menu, 2, 0, 2. The screen 
displays the current setting.
 
20.Miscellaneous
2.BT Call Sign
aOff
bSet
Selectabor OK
bPress a or b to choose Set (or Off).
PressOK.
cPress Stop/Exit.
 
						

							Chapter 7
52
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.
 
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 modeon page 44.)
1
1
 
						

							Telephone and external devices
53
7 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.
Note
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.
External and extension 
telephones
7
Note
You need to turn the Remote Codes 
setting to on to use the Fax Receive Code 
l51 and Telephone Answer Code #51. 
(See Using remote codeson page 55.)
 
Operation from extension 
telephones7
If you answer a fax call on an extension 
telephone, or an external telephone that is 
correctly connected to the machine into the 
correct socket on the machine, you can make 
your machine take the call by using the Fax 
Receive Code. When you press the Fax 
Receive 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 
machine’s LCD shows Receiving, and then 
hang up.
Note
You can also use the Fax Detect feature to 
make your machine tactically take the call. 
(See Fax Detecton page 47.)
 
 
						

							Chapter 7
54
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’re 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.
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 on 
page 55). 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.
2
1
 
						

							Telephone and external devices
55
7
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 telephones 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.
Using remote codes7
Fax Receive Code7
If you answer a fax call on an extension or 
external telephone, you can tell your machine 
to receive it by pressing the fax receive code 
l51. Wait for the chirping sounds then 
replace the handset. (See Fax 
Detecton page 47.)
Telephone Answer 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).
Turning on the remote codes7
You need to turn the Remote Codes setting to 
on to use the Fax Receive Code and 
Telephone Answer Code.
aMake sure you are in Fax mode  .
bPress Menu, 2, 1, 4. 
21.Setup Receive
4.Remote Codes
aOn
bOff
Selectabor OK 
cPress a or b to choose On.
Press OK.
dIf you don’t want to change the Fax 
Receive Code, press OK.
eIf you don’t want to change the 
Telephone Answer Code, press OK.
fPress Stop/Exit.
 
						

							Chapter 7
56
Changing the remote codes7
The preset fax receive code is l51. The 
preset telephone answer 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. 
21.Setup Receive
4.Remote Codes
aOn
bOff
Selectabor OK 
cPress a or b to choose On or Off.
PressOK.
dIf you chose On in c, enter the new Fax 
Receive Code.
PressOK.
eEnter the new Telephone Answer Code.
PressOK.
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 numberson page 59.)
 
To dial One-Touch numbers 21 to 40, hold 
down Shift as you press the One-Touch key.
Speed-dialling8
Hold down Shift as you press 
Search/Speed Dial, and enter the three-digit 
Speed-Dial number. (See Storing speed-dial 
numberson page 60.)
Note
If the LCD shows Not Registered 
when you enter a One-Touch or a 
Speed-Dial number, it means that a 
number is not stored there.
 
Dialling and storing numbers8
 
Three-digit number
 
						

							Chapter 8
58
Search8
You can search alphabetically for names you 
have stored in the One-Touch and 
Speed-Dial memories. (See Storing 
one-touch dial numberson page 59 and 
Storing speed-dial numberson page 60.)
aPress Search/Speed Dial.
bPress the dial pad key for the first letter 
of the name. Press OK.
(Use the chart on 
Entering texton page 220 to help you 
enter letters.)
cPress a or b to scroll until you find the 
name you are looking for.
PressOK.
Note
You can press Resolution to change the 
displayed resolution.
 
dPress Mono Start or Colour Start. 
Note
• If you do not enter a letter and press OK 
in 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 letter of the name, 
it means that a name for the letter is not 
stored.
 
LDAP Search 8
If the machine is connected to your LDAP 
server, you can search for information such 
as fax numbers and E-mail addresses from 
your server. (For details about how to set up 
LDAP see the Network User’s Guide on the 
CD-ROM.)
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.