Brother MFC 990CW User Manual

							Receiving a Fax49
6
PC Fax Receive6
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 number of received faxes 
that are stored in the memory will appear on 
the LCD.
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 choose  Backup Print:On  the 
machine will also print the fax.
aPress  MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Setup Receive .
ePress Setup Receive .
fPress aor b to display 
Memory Receive .
gPress Memory Receive .
hPress PC Fax Receive .
iPress  or the PC you want to 
receive faxes.
jPress  OK.
kPress Backup Print:On  or 
Backup Print:Off .
lPress Stop/Exit.
Note
• PC Fax Receive is not supported in the 
Mac OS
®.
• Before you can set up PC Fax Receive  you must install the MFL-Pro Suite 
software on your PC. Make sure your PC 
is connected and turned on. (For details 
see  PC-FAX Receiving  in the Software 
User’s Guide on the CD-ROM.)
• In the event of a power failure, the  machine will store your faxes in the 
memory for approximately 24 hours. 
However, if you choose 
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 
and Maintenance messages  
on page 150.)
• When you receive a colour fax, your  machine prints the colour fax but does not 
send the fax to your PC.
 
Changing the destination PC6
aPress  MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Setup Receive .
ePress Setup Receive .
fPress aor b to display 
Memory Receive .
gPress Memory Receive .
hPress PC Fax Receive .
 
						

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50
iPress  , or the PC you want to 
receive faxes.
Press  OK.
jPress Backup Print:On  or 
Backup Print:Off .
kPress Stop/Exit.
Turning off Memory Receive 
Operations6
aPress MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Setup Receive .
ePress Setup Receive .
fPress aor b to display 
Memory Receive .
gPress Memory Receive .
hPress Off.
iPress Stop/Exit.
Note
The LCD will give you more options if 
there are received faxes still in your 
machine’s memory. (See  Changing 
Memory Receive Operations  on page 50.)
 
Changing Memory Receive 
Operations6
If received faxes remain in your machine’s 
memory when you change the Memory 
Receive Operations, the LCD will ask you 
one of the following questions:
„ Erase All Doc?
„ Print All Fax?
• If you press  Yes, 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  No, faxes in the memory 
will not be erased or printed and the 
setting will be unchanged.
If received faxes are left in the machines 
memory when you change to 
PC Fax Receive  from another option 
[ Fax Forward  or Fax Storage ], press a or 
b  to choose the PC or USB.
The LCD will ask you the following question: „ Send Fax to PC?
• If you press  Yes, faxes in the memory 
will be sent to your PC before the 
setting changes. You will be asked if 
you want to turn on Backup Print. (For 
detail, see PC Fax Receive  
on page 49.)
• If you press  No, faxes in the memory 
will not be erased or transferred to your 
PC and the setting will be unchanged.
 
						

							Receiving a Fax51
6
Fax Preview 
(Monochrome only)
6
How to preview a received fax6
You can view received faxes on the LCD by 
pressing the Fax Preview  button on the 
LCD. When the machine is in Ready mode, a 
popup message will appear on the LCD to 
alert you of new faxes.
Setting Fax Preview6
aPress  MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Setup Receive .
ePress Setup Receive .
fPress aor b to display  Fax Preview .
gPress Fax Preview .
hPress On.
iThe LCD will tell you that any future 
faxes will not be printed as you receive 
them.
Press Yes.
jPress Stop/Exit.
Note
• When Fax Preview is turned on your 
machine can only print the colour faxes it 
receives. It cannot store them in memory.
• When Fax Preview is turned on a backup  copy of received faxes will not be printed, 
even if you have set Backup Print On.
• (For Singapore and Hong Kong)  Fax Preview is not available when Fax 
Forwarding is turned on.
 
Using Fax Preview6
When you receive a fax, you will see the pop-
up message on the LCD. (For example: 
New Fax 02 )
aPress Fax Preview .
The LCD will display the new fax list.
Note
You can also see your old fax list by 
pressing the  Old Fax tab on the LCD. 
Press the New Fax tab to go back to your 
new fax list.
 
bPress  a or b  to display the fax number of 
the fax you want to see.
cPress the fax you want to see.
Note
• If your fax is large there may be a delay  before it is displayed on the LCD.
• The LCD will show the current page  number and total pages of the fax 
message. When your fax message is over 
99 pages the total number of pages will be 
shown as “ XX“.
 
 
						

							Chapter 6
52
When the fax is displayed on the LCD, 
press  More and the following buttons 
will appear on the LCD. Press the button 
you want to use to perform the 
operation.
dPress  Stop/Exit.
How to print a fax 6
aPress Fax Preview .
bPress the fax you want to view.
cPress More.
dPress  (Print).
„ If the fax is multiple pages, go to 
step e.
„ If the fax is a single page it will start 
printing. Go to step f.
eDo one of the following:
„ Press  Print All Pages  to print 
all pages of the fax. Go to step f.
„ Press  Print Current Only  to 
print the displayed page.
„ Press  Print From Current  to 
print the displayed page to the last 
page.
fDo one of the following:
„ To delete the fax, press  Yes.
„ To keep the fax in the memory, 
press No.
How to print all faxes in the list6
aPress  Fax Preview .
bPress More.
cPress Print All.
dPress Stop/Exit .
How to delete all faxes in the list6
aPress Fax Preview .
bPress More.
cPress Delete All .
Press  Yes to confirm.
dPress Stop/Exit .
Button Description
Enlarge the fax.
Reduce the fax.
 or  Scroll vertically.
 or  Scroll horizontally.
Rotate the fax clockwise.
Delete the fax.
Press 
Yes to confirm.
Go back to the previous page.
Go to the next page.
Go back to the fax list.
Print the fax.
Close the preview table.
 
						

							Receiving a Fax53
6
Turning off Fax Preview6
aPress Fax Preview .
bPress More.
cPress Turn Off Fax Preview .
dPress Yes to confirm.
eIf there are faxes stored in the memory, 
do one of the following:
„ If you do not want to print the stored 
faxes, press  Continue. 
The machine asks you to confirm the 
deletion of the stored faxes.
Press  Yes to confirm.
„ If you want to print all the stored 
faxes, press  Print all faxes .
„ If you do not wish to turn off Fax 
Preview, press  Cancel.
Press  Stop/Exit .
Additional receiving 
operations
6
Printing a reduced incoming 
fax6
If you choose  On, the machine automatically 
reduces each page of an incoming fax to fit on 
one page of A4, Letter or Legal size paper. 
The machine calculates the reduction ratio by 
using the page size of the fax and your Paper 
Size setting. (See  Paper Size on page 26.)
aPress MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Setup Receive .
ePress Setup Receive .
fPress aor b to display 
Auto Reduction .
gPress Auto Reduction .
hPress On (or Off).
iPress Stop/Exit.
Receiving a fax at the end of a 
conversation 
(MFC-790CW only)6
At the end of a conversation you can ask the 
other party to fax you information before you 
both hang up.
aAsk the other party to place the 
document in their machine and to press 
the Start or Send key.
bWhen you hear the other machines 
CNG tones (slowly repeating beeps), 
press Mono Start or  Colour Start.
cPress Receive to receive the fax.
dReplace the handset.
 
						

							Chapter 6
54
Out of Paper Reception6
As soon as the paper tray becomes empty 
during fax reception, the LCD shows 
No Paper Fed  and begins receiving faxes 
into the machine’s memory. Put some paper 
in the paper tray. (See  Loading paper and 
other print media  on page 10.)
When a fax is in the memory, the LCD will 
show a message (for example, 
New Fax: 01).
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.
Printing a fax from the 
memory6
If you have chosen fax storage, you can still 
print a fax from the memory when you are at 
your machine (See Memory Receive 
(Monochrome only)  on page 48).
aPress MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Print Document .
ePress Print Document .
fPress Mono Start.
gPress Stop/Exit.
Note
When you print a fax from the memory, the 
fax data will be erased.
 
Remote Retrieval6
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.
Setting a Remote Access 
Code6
The remote access code lets you access the 
remote retrieval features when you are away 
from your machine. Before you can use the 
remote access and retrieval features, you 
have to set up your own code. The factory 
default code is inactive code (--- l).
aPress  MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Remote Access .
ePress Remote Access .
fEnter a 3-digit code using numbers  0-9 , 
l , or  # using the buttons on the LCD.
Press  OK. 
(The preset ‘ l’ cannot be changed.)
Note
Do not use the same code as your 
Remote Activation Code ( l 5 1  (l 9  1  for 
New Zealand)) or Remote Deactivation 
Code ( # 5 1 (# 9  1 for New Zealand)). (See 
Operation from extension telephones  
on page 68.)
 
gPress  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 in step f 
to restore the inactive setting (--- l) and 
press  OK.
 
Clear
 
						

							Receiving a Fax55
6
Using your Remote Access 
Code6
aDial your fax number from a touch tone 
telephone or another fax machine.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by 
l) at once.
cThe machine signals if it has received 
messages:
„ 1 long beep — Fax messages
„ 2 long beeps — Voice messages
„ 3 long beeps — Fax & Voice 
messages
„ No beeps — No messages
dWhen the machine gives two short 
beeps, 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.
ePress  9 0  to stop Remote Access when 
you have finished.
fHang up.
Note
If your machine is set to  Manual mode 
and you want to use the remote retrieval 
features, wait about 100 seconds after it 
starts ringing, and then enter the remote 
access code within 30 seconds. This 
function may not be available in some 
countries e.g. Australia.
 
 
						

							Chapter 6
56
Remote Fax commands6
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  l), the system will give 
two short beeps and you must enter a remote command.
Remote commandsOperation details
91 Playing Voice messages After one long beep, the machine plays the ICM.
1 Repeat or Skip Backward Press 1 while listening to an ICM to repeat it. If you press  1 
before a message, you will hear the previous message.
2 Skip Forward While playing the ICM, you can skip to the next message.
9 STOP Playing Stop Playing the ICM. 
93 Erase all ICM If you hear one long beep, the erase is accepted. If you hear 
three short beeps, you cannot erase because all voice 
messages have not been played, or there are no voice 
messages to erase.
*This code erases all recorded messages, not one at a time.
94 Play and Record OGM in Memory
1  Play 1  TAD  Message  The machine plays the selected OGM. You can stop playing  OGMs by pressing 9.
2 F/T Message
2  Record 1  TAD  Message After one long beep, you can record the selected OGM. You  will hear the message played once. You can stop recording 
the message by pressing 9.
2 F/T Message
95 Change the Fax Forwarding or Fax  Storage settings
1 OFF You can choose Off after you have retrieved or erased all 
your messages.
2 Fax Forwarding One long beep means the change is accepted. If you hear 
three short beeps, you cannot change because something 
has not been set up (for example, a Fax Forwarding number 
has not been registered). You can register your Fax 
Forwarding number by entering 4. (See  Changing your Fax 
Forwarding number  on page 57.) Once you have registered 
the number, Fax Forwarding will work.
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 messages. (See Retrieving fax messages  on page 57.)
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 or voice messages. If yes, you will hear one long 
beep. If no, you will hear three short beeps.
2 Voice
 
						

							Receiving a Fax57
6
Retrieving fax messages6
You can call your machine from any touch 
tone telephone and have your fax messages 
sent to a machine. Before you use this 
feature, you have to turn on Fax Storage.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by l) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 962.
dWait for the long beep, enter the number 
(up to 20 digits) of the remote fax 
machine you want your fax messages 
sent to using the dial pad, then enter  # # .
Note
You cannot use  l and #  as dial numbers. 
However, press  # if you want to create a 
pause.
 
eHang up after you hear your machine 
beep. Your machine will call the other 
fax machine, which will then print your 
fax messages.
Changing your Fax 
Forwarding number6
You can change the default setting of your fax 
forwarding number from another touch tone 
telephone or fax machine.
aDial your fax number.
bWhen your machine answers, enter 
your remote access code (3 digits 
followed by  l) at once. If you hear one 
long beep, you have messages.
cWhen you hear two short beeps, 
press 954.
dWait for the long beep, enter the new 
number (up to 20 digits) of the remote 
fax machine you want your fax 
messages forwarded to using the dial 
pad, then enter  # # .
Note
You cannot use l  and # as dial numbers. 
However, press  # if you want to create a 
pause.
 
ePress  90 when you have finished.
fHang up after you hear your machine 
beep.
98 Change the Receive Mode
1 TAD If you hear one long beep, your change has been accepted.
2 Fax/Tel
3 Fax Only
90 Exit Pressing 9 0  allows you to exit remote retrieval. Wait for the 
long beep, then replace the handset.
Remote commandsOperation details
 
						

							58
7
Voice operations7
Voice calls can be made either with the 
handset, the cordless handset 
(MFC-990CW), the speaker phone, an 
extension or external telephone, by dialling 
manually, or by using Quick Dial numbers.
Note
If you have a MFC-990CW, please also refer 
to the DECT™ Handset BCL-D70 User’s 
Guide.
 
Making a telephone call7
aTo start a voice call, do one of the 
following:„ Pick up the handset. (MFC-790CW 
only)
„ Press  Speaker Phone .
bWhen you hear the dial tone, enter a 
number using the dial pad or pressing 
the Speed Dial .
cIf you pressed Speaker Phone , speak 
clearly toward the microphone .
dTo hang up, do one of the following:
„ Replace the handset. (MFC-790CW 
only)
„ Press  Speaker Phone .
Answering calls with the 
Speaker Phone7
When the machine rings, instead of lifting the 
handset, press Speaker Phone on the 
machine. Speak clearly toward the 
microphone  . To end the call, press 
Speaker Phone.
Note
If you have a bad connection, your caller 
might hear your voice echoed during the 
call. If you experience this problem, pick 
up the handset, or hang up and try the call 
again.
 
Hold7
For MFC-790CW7
aPress Erase/Hold  to put a call on Hold.
You can replace the handset without 
disconnecting the call.
bPick up the machines handset or press 
Speaker Phone  to release the call from 
Hold.
Note
You can pick up an extension telephone 
and continue speaking without releasing 
the call from Hold on the machine.
 
Telephone and External devices7