Brother MFC J6910DW User Manual

							Chapter 5
40
Using Fax Preview5
When you receive a fax, you will see the pop-
up message on the LCD. (For example: 
New Fax(es): 02 )
aPress Fax Preview .
You can see the new fax list.
Note
• If you receive a fax containing multiple  paper sizes (for example, a Letter size 
page and a Ledger size page), the 
machine may create and store a file for 
each paper size. The LCD may show that 
more than one fax job has been received.
• You can also see your old fax list by  pressing the  Old Fax tab on the 
Touchscreen. 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.
 
When the fax is displayed, the following 
buttons will appear on the LCD and you 
can perform the operations shown 
below.
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.
Do one of the following:  Press  Print All Pages  
to print the whole message.
 Press 
Print Displayed Only  
to print only the displayed 
page.
 Press 
Print From Displayed  
to print from the displayed 
page to the last page.
Close the preview table.
 
						

							Receiving a fax41
5
How to print a fax 5
aPress Fax Preview .
bPress the fax you want to view.
cPress  (Print).
 If the fax is multiple pages, go to 
step d.
 If the fax is a single page it will start 
printing. Go to step e.
dDo one of the following:
 Press  Print All Pages  to print 
all pages of the fax.
 Press  Print Displayed Only  to 
print the displayed page.
 Press  Print From Displayed  to 
print the displayed page to the last 
page.
eDo one of the following:
 To delete the fax, press  Yes.
 To keep the fax in the memory, press 
No .
fPress  Stop/Exit .
How to print all faxes in the list5
aPress Fax Preview .
bPress More.
cPress Print All .
dPress Stop/Exit .
How to delete all faxes in the list5
aPress Fax Preview .
bPress More.
cPress Delete All .
Press  Yes to confirm.
dPress Stop/Exit .
Turning off Fax Preview5
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:
 To turn off Fax Preview without 
printing your stored faxes, press 
Continue. 
Press  Yes to confirm your faxes will 
be deleted.
 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. 
fPress Stop/Exit .
 
						

							42
6
Telephone services6
Your machine supports the Caller ID and 
Distinctive Ring subscriber telephone 
services that some telephone companies 
offer.
Features like Voice Mail, Call Waiting, Call 
Waiting/Caller ID, RingMaster, answering 
services, alarm systems or other custom 
features on one telephone line may create 
problems with the operation of your machine. 
If you have Voice Mail on your telephone line, 
please read the following carefully.
Voice Mail6
If you have Voice Mail on the same telephone 
line as your Brother machine, Voice Mail and 
the Brother machine will conflict with each 
other when receiving incoming calls. 
For example, if your Voice Mail is set to 
answer after 4 rings and your Brother 
machine is set to answer after 2 rings, then 
your Brother machine will answer first. This 
will prevent callers from being able to leave a 
message in your Voice Mail.
Similarly, if your Brother machine is set to 
answer after 4 rings and your Voice Mail is set 
to answer after 2 rings, then your Voice Mail 
will answer first. This will prevent your Brother 
machine from being able to receive an 
incoming fax, since Voice Mail cannot 
transfer the incoming fax back to the Brother 
machine.To avoid conflicts between your Brother 
machine and your Voice Mail service, do one 
of the following:
Get the Distinctive Ring service from your 
telephone company. Distinctive Ring is a 
feature of your Brother machine that allows a 
person with one line to receive fax and voice 
calls through two different phone numbers on 
that one line. 
Brother uses the term “Distinctive Ring,” but 
telephone companies market the service 
under a variety of names, such as Custom 
Ringing, Personalized Ring, Smart Ring, 
RingMaster, Ident-A-Ring, Ident-A-Call, Data 
Ident-A-Call, Teen Ring, and SimpleBiz Fax 
& Alternate Number Ringing. This service 
establishes a second telephone number on 
the same line as your existing telephone 
number, and each number has its own ring 
pattern. Typically, the original number rings 
with the standard ring pattern and is used for 
receiving voice calls, and the second number 
rings with a different ring pattern and is used 
for receiving faxes. (See 
Distinctive Ring 
on page 43.)
OR
Set your Brother machine’s Receive Mode to 
“Manual.” Manual Mode requires that you 
answer every incoming call if you want to be 
able to receive a fax. If the incoming call is a 
telephone call, then complete the call as you 
normally would. If you hear fax-sending tones 
you must transfer the call to the Brother 
machine. (See  Using external and extension 
telephones  on page 47.) Unanswered fax 
and voice calls will go to your Voice Mail. (To 
set the machine in  MANUAL Mode, see 
Choose the correct Receive Mode  
on page 35.)
Telephone services and external 
devices
6
 
						

							Telephone services and external devices43
6
Distinctive Ring6
Distinctive Ring is a function of your Brother 
machine that allows a person with one line to 
receive fax and voice calls through two 
different phone numbers on that one line. 
Brother uses the term “Distinctive Ring,” but 
telephone companies market the service 
under a variety of names, such as Smart 
Ring, Ring Master or Ident-a-Ring.  This 
service establishes a second telephone 
number on the same line as your existing 
telephone number, and each number has its 
own ring pattern. Typically, the original 
number rings with the standard ring pattern 
and is used for receiving voice calls, and the 
second number rings with a different ring 
pattern and is used for receiving faxes.
Note
• You must pay for your telephone companys Distinctive Ring service before 
you program the machine to work with it.
• Please call your telephone company for  availability and rates.
 
What does your telephone companys 
“Distinctive Ring” do?
6
Your telephone companys Distinctive Ring 
service allows you to have more than one 
number on the same telephone line.  If you 
need more than one telephone number, it 
is cheaper than paying for an extra line. 
Each telephone number has its own 
distinctive ring pattern, so you will know 
which telephone number is ringing. This is 
one way you can have a separate telephone 
number for your machine.
What does Brothers “Distinctive 
Ring” do?
6
The Brother machine has a Distinctive Ring 
feature that allows you to use your machine to 
take full advantage of the telephone 
companys Distinctive Ring service. The new 
telephone number on your line can just 
receive faxes.
Do you have Voice Mail?6
If you have Voice Mail on the telephone 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 . If each one 
has a separate telephone number, neither will 
interfere with the others 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
6
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.
Ring 
PatternRings
1 long-long
2 short-long-short
3 short-short-long
4very long 
(normal pattern)
 
						

							Chapter 6
44
Note
Ring Pattern #1 is often called Short-Short 
and is the most commonly used.
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 tones. When the 
“voice number” is called, the machine will 
not answer.
Registering the Distinctive Ring 
pattern
6
Very Important !
After you have set the Distinctive Ring feature 
to  On, your Distinctive Ring number will 
receive faxes automatically. The Receive 
Mode is automatically set to Manual and you 
cannot change it to another Receive Mode 
while Distinctive Ring is set to  On. This 
ensures the Brother machine will only answer 
the Distinctive Ring number and will not 
interfere when your main telephone number 
is called. When Distinctive Ring is on, the 
LCD will show  D/R as the Receive Mode.
aPress MENU.
bPress  aor b to display  Fax.
cPress Fax.
dPress  aor b to display 
Miscellaneous .
ePress Miscellaneous .
fPress aor b to display  Distinctive .
gPress Distinctive .
hPress Set.
iPress the stored ring pattern you want to 
use.
Press OK.
(You will hear each pattern as you scroll 
through the four patterns. Make sure 
you choose the pattern that the 
telephone company gave you.)
jPress  Stop/Exit .
Distinctive Ring is now set to  On.
Turning off Distinctive Ring6
aPress MENU.
bPress aor b to display  Fax.
cPress Fax.
dPress aor b to display 
Miscellaneous .
ePress Miscellaneous .
fPress aor b to display  Distinctive .
gPress Distinctive .
hPress Off.
iPress Stop/Exit .
Note
If you turn off Distinctive Ring, the 
machine will stay in  Manual mode. You 
will need to set the Receive Mode again. 
(See  Choose the correct Receive Mode  
on page 35.)
 
 
						

							Telephone services and external devices45
6
Connecting an external 
TAD (telephone 
answering device)
6
You may choose to connect an external 
answering device. However, when you have 
an external  TAD on the same telephone line 
as the machine, the TAD answers all calls 
and the machine “listens” for fax calling 
(CNG) tones. If it hears them, the machine 
takes over the call and receives the fax. If it 
does not hear CNG tones, the machine lets 
the TAD continue playing your outgoing 
message so your caller can leave you a voice 
message.
The TAD must answer within four rings (the 
recommended setting is two rings). The 
machine cannot hear CNG tones until the 
TAD has answered the call, and with four 
rings there are only 8 to 10 seconds of CNG 
tones left for the fax “handshake.” Make sure 
you carefully follow the instructions in this 
guide for recording your outgoing message. 
We do not recommend using the toll saver 
feature on your external answering machine if 
it exceeds five rings.
Note
• If you do not receive all your faxes,  shorten the Ring Delay setting on your 
external TAD.
• If You Subscribe to your Telephone 
companys Distinctive Ring Service:
You may connect an external TAD to a 
separate wall jack only if you subscribe to 
your telephone companys Distinctive 
Ring service, have registered the 
distinctive ring pattern on your machine, 
and use that number as a fax number. The 
recommended setting is at least four rings 
on the external TAD when you have the 
telephone companys Distinctive Ring 
service. You cannot use the Toll Saver 
setting. •
If You Do Not Subscribe to the 
Distinctive Ring Service:
You must plug your TAD into the EXT. 
jack of your machine. If your TAD is 
plugged into a wall jack, both your 
machine and the TAD will try to control the 
telephone line. (See the illustration 
below.)
• Before you connect the external TAD,  remove the protective cap (2) from the 
EXT. jack on the machine.
 
1TAD
2 Protective Cap
When the TAD answers a call, the LCD 
shows  Telephone .
 
IMPORTANT
DO NOT connect a TAD elsewhere on the 
same telephone line.
 
1
1
2
 
						

							Chapter 6
46
Connections6
The external TAD must be plugged into the 
jack labeled EXT. Your machine cannot work 
properly if you plug the TAD into a wall jack 
(unless you are using Distinctive Ring).
aPlug the telephone line cord from the 
telephone wall jack into the jack labeled 
LINE.
bRemove the protective cap (1) from the 
jack labeled EXT., and then plug the 
telephone line cord from the external 
TAD into the EXT. jack. (Make sure this 
cord is connected to the TAD at the 
TADs telephone line jack, and not its 
handset jack.)
 
cSet your external TAD to four rings or 
less. (The machines Ring Delay setting 
does not apply.)
dRecord the outgoing message on your 
external TAD.
eSet the TAD to answer calls.
fSet the Receive Mode to 
External TAD . (See Choose the 
correct Receive Mode  on page 35.)
Recording an outgoing 
message (OGM) on an 
external TAD6
Timing is important in recording this message. 
The message sets up the ways to handle both 
manual and automatic fax reception.
aRecord 5 seconds of silence at the 
beginning of your message. (This allows 
your machine time to listen for the fax 
CNG tones of automatic transmissions 
before they stop.)
bLimit your speaking to 20 seconds.
cEnd your 20-second message by giving 
your Fax Receive Code for people 
sending manual faxes. For example: 
“After the beep, leave a message or 
send a fax by pressing  l51  and  Start .”
Note
We recommend beginning your OGM with 
an initial 5-second silence because the 
machine cannot hear fax tones over a 
resonant or loud voice. You may try 
omitting this pause, but if your machine 
has trouble receiving, then you must 
re-record the OGM to include it.
 
Multi-line connections (PBX)6
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.
1
 
						

							Telephone services and external devices47
6
External and extension 
telephones
6
Connecting an external or 
extension telephone6
You can connect a separate telephone to 
your machine as shown in the diagram below.
Connect the telephone line cord to the jack 
labeled EXT.
Before you connect the external telephone, 
remove the protective cap (3) from the EXT. 
jack on the machine.
 
1 Extension telephone
2 External telephone
3 Protective Cap
When you are using a telephone on the same 
phone line, the LCD shows Telephone.
Using external and extension 
telephones6
Using extension telephones
If you answer a fax call at an extension 
telephone, you can make your machine 
receive the fax by pressing the Fax Receive 
Code l51 . 
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at an extension telephone by 
pressing the Telephone Answer Code  #51. 
(See  F/T Ring Time  (Fax/Tel mode only)  
on page 38.)
Using an external telephone 
(connected to the EXT. jack of the 
machine)
If you answer a fax call at the external 
telephone connected to the EXT. jack of the 
machine, you can make the machine receive 
the fax by pressing  Black Start and choosing 
Receive . 
You can also use the Fax Receive Code 
l 51 .
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at the external telephone by 
pressing  Hook.
If you answer a call and no one is on 
the line:
6
You should assume that youre receiving a 
manual fax.
Press  l51  and wait for the chirp or until the 
LCD shows  Receiving , and then hang up.
Note
You can also use the Easy Receive 
feature to make your machine 
automatically take the call. (See  Easy 
Receive on page 39.)
 
1
2
3
 
						

							Chapter 6
48
Using a non-Brother cordless 
external telephone6
If your non-Brother cordless telephone is 
connected to the EXT. jack of the machine 
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 
Hook  to send the call to the cordless handset.
Using remote codes6
Fax Receive Code6
If you answer a fax call on an extension  
telephone, you can tell your machine to 
receive it by dialing the Fax Receive Code 
l51 . Wait for the chirping sounds and then 
replace the handset. (See  Easy Receive 
on page 39.)
If you answer a fax call at the external 
telephone connected to the EXT. jack of the 
machine, you can make the machine receive 
the fax by pressing  Black Start and choosing 
Receive .
Telephone Answer Code6
If you receive a voice call and the machine is 
in Fax/Tel mode, it will start to sound the F/T 
(pseudo/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).
If the machine answers a voice call and 
pseudo/double-rings for you to take over, you 
can take the call at the external telephone 
connected to the EXT. jack of the machine by 
pressing  Hook.
Changing the remote codes6
The preset Fax Receive Code is  l51 . The 
preset Telephone Answer Code is  #51. If 
you want to, you can replace them with your 
own codes.
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 Remote Codes .
gPress Remote Codes .
hPress On (or  Off).
iDo one of the following.
 If you want to change the Fax 
Receive Code, enter the new code.
Press  OK. Go to step j.
 If you do not want to change the Fax 
Receive Code, press  OK. Go to 
step j.
jDo one of the following.
 If you want to change the Telephone 
Answer Code, enter the new code.
Press  OK. Go to step k.
 If you do not want to change the 
Telephone Answer Code, press  OK. 
Go to step k.
kPress Stop/Exit .
Note
• If you are always disconnected when 
accessing your external TAD remotely, try 
changing the Fax Receive Code and 
Telephone Answer Code to another three-
digit code (such as  ### and  999).
• Remote Codes might not work with some  telephone systems.
 
 
						

							49
7
7
How to dial7
Manual dialing7
Press all of the digits of the fax or telephone 
number.
 
One Touch Dialing7
Your machine has 8 One Touch keys where 
you can store 16 fax or telephone numbers 
for automatic dialing. 
 
Press the One Touch key that stores the 
number you want to call. (See Storing 
One Touch Dial numbers  on page 50.) To 
access numbers 9 to 16, hold down  Shift as 
you press the One Touch key.
Speed Dialing7
aPress ( Phone Book).
Or, you can press  ( FAX) and 
then press  Phone Book .
bPress the 2-digit number you want to 
call. You can also display the numbers 
in alphabetical order by pressing 
 on LCD.
Note
If the LCD shows  Not Registered  
when you enter a Speed Dial number that 
has not been stored at this location.
 
cTo send a fax, press Send a fax  and 
go to step d.
The machine dials the telephone 
number.
dPress  Black Start  or Color Start .
The machine scans and sends the fax.
Dialing and storing numbers7