Brother 7840 W User Guide
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Section II FaxII Sending a fax32 Receiving a fax39 Telephone and external devices44 Dialling and storing numbers51 Remote fax options56 Polling62 Printing reports65
32 5 How to fax5 Entering fax mode5 To enter fax mode press (Fax), and the key will glow green. Sending a fax from the ADF5 Using the ADF to send your faxes is the easiest way. To cancel a fax in progress press Stop/Exit . aMake sure you are in Fax mode . bPlace your document face up in the ADF. cDial the fax number. (See How to dial on page 51.) dPress Start. The machine scans the pages into memory and then sends the document. Note If the Out of Memory message appears while scanning a document into memory, press Stop/Exit to cancel or Start to send the scanned pages. Sending a fax from the scanner glass5 You can use the scanner glass to fax the pages of a book, or a single page at a time. The documents can be up to Letter or A4 size. Press Stop/Exit to cancel a fax in progress. aMake sure you are in Fax mode . bPlace your document face down on the scanner glass. cDial the fax number. (See How to dial on page 51.) dPress Start. The machine starts scanning the first page. eAfter the machine scans the page, the LCD will prompt you to choose one of the options below: Next Page? 1.Yes 2.No(Send) „ Press 1 to send another page. Go to f. „ Press 2 or Start to send the document. Go to g. fPlace the next page on the scanner glass, pressOK. Repeat e and f for each additional page. Set Next Page Then Press OK gYour machine will automatically send the fax. Note When faxing multiple pages from the scanner glass, real time transmission should be set to Off. (See Real time transmission on page 36.) Sending a fax5
Sending a fax33 5 Cancelling a fax in progress5 Press Stop/Exit to cancel the fax. If you press Stop/Exit while the machine is dialling or sending, the LCD will show 1.Clear 2.Exit , press 1 to cancel the fax. Broadcasting 5 Broadcasting lets you send the same fax message to more than one fax number. You can include Groups, One Touch, Speed Dial numbers and up to 50 manually dialled numbers in the same broadcast. You can broadcast up to 258 different numbers. This will depend on how many groups, access codes or credit card numbers you have stored, and on how many delayed or stored faxes in memory. Note Use the Search/Speed Dial to help you choose numbers easily. aMake sure you are in Fax mode . bLoad your document. cEnter a number. Press OK. You can use either a One Touch, Speed Dial, a Group number, or a number manually entered using the dial pad. (See How to dial on page 51.) dRepeat c until you have entered all the fax numbers you want to broadcast to. ePress Start. After the broadcast is finished the machine will print a broadcast report to let you know the results. Cancelling a broadcast in progress5 While broadcasting you can cancel the fax currently being sent or the whole broadcast job. aPress Menu, 2, 7. The LCD will display the fax being dialled (for example, #001 0123456789 ) and the broadcast job number (for example, Broadcast#001 ). bPress a or b to choose the job number you want to cancel. Press OK. cPress 1 to clear the job number or 2 to exit. If you chose to only cancel the fax currently being sent in b, the machine will ask you if you want to cancel the broadcast. Press 1 to clear the whole broadcast job or 2 to exit. dPress Stop/Exit .
Chapter 5 34 Additional sending operations 5 Sending faxes using multiple settings5 Before you send a fax, you can change any combination of these settings: contrast, resolution, overseas mode, delayed fax timer, polling transmission, real time transmission or cover page settings. aMake sure you are in Fax mode . After each setting is accepted, the LCD asks if you want to enter more settings. Next 1.Yes 2.No bDo one of the following: „ To choose more settings, press 1. The LCD returns to the Setup Send menu so you can choose another setting. „ If you have finished choosing settings, press 2 and go to the next step for sending your fax. Electronic cover page5 This feature will not work unless you have already programmed your Station ID. (See the Quick Setup Guide .) You can automatically send a cover page with every fax. Your cover page includes your Station ID, a comment, and the name (or number) stored in the One Touch or Speed Dial memory. By choosing Next Fax:On you can also display the number of pages on the cover page. You can choose one of the following preset comments. 1.Comment Off 2.Please Call 3.Urgent 4.Confidential Instead of using one of the preset comments, you can enter two personal messages of your own, up to 27 characters long. Use the chart on page 145 for help entering characters. (See Composing your own comments on page 34.) 5.(User Defined) 6.(User Defined) Composing your own comments5 You can set up two comments of your own. aMake sure you are in Fax mode . bPress Menu, 2, 2, 8. cPress a or b to choose 5 or 6 to store your own comment. Press OK. dEnter your own comment using the dial pad. Press OK. Use the chart on page 145 for help entering characters. Send a cover page for the next fax5 If you want to send a cover page only for the next fax, your machine will ask you to enter the number of pages you are sending so it can be printed on the cover page. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 7. dPress a or b to choose Next Fax:On (or Next Fax:Off ). Press OK. ePress a or b to choose a comment. Press OK.
Sending a fax35 5 fEnter two digits to show the number of pages you are sending. PressOK. For example, enter 0, 2 for 2 pages or 0, 0 to leave the number of pages blank. If you make a mistake, press d or Clear/Back to back up and re-enter the number of pages. Send a cover page for all faxes5 You can set the machine to send a cover page whenever you send a fax. aMake sure you are in Fax mode . bPress Menu, 2, 2, 7 . cPress a or b to choose On (or Off). Press OK. dPress a or b to choose a comment. Press OK. Using a printed cover page5 If you want to use a printed cover page that you can write on, you can print the sample page and attach it to your fax. aMake sure you are in Fax mode . bPress Menu, 2, 2, 7 . cPress a or b to choose Print Sample . Press OK. dPress Start. eAfter the machine prints a copy of your cover page, press Stop/Exit. Contrast5 For most documents the default setting of Auto will give the best results. It automatically chooses th e suitable contrast for your document. If your document is very light or dark, changing the contrast may improve the quality of the fax. Use Dark to make the faxed document lighter. Use Light to make the faxed document darker. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 1. dPress a or b to choose Auto, Light or Dark . Press OK. Note Even if you choose Light or Dark, the machine will send the fax using the Auto setting if you choose Photo as the Fax Resolution.
Chapter 5 36 Changing fax resolution5 The quality of a fax can be improved by changing the fax resolution. Resolution can be changed for the next fax or for all faxes. To change the fax resolution for the next fax 5 aMake sure you are in Fax mode . bLoad your document. cPress Resolution, then a or b to choose the resolution. Press OK. To change the default fax resolution5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 2 . cPress a or b to choose the resolution you want. Press OK. Note You can choose four different resolution settings. Standard : Suitable for most typed documents. Fine: Good for small print and transmits a little slower than Standard resolution. S.Fine : Good for small print or artwork and transmits slower than Fine resolution. Photo: Use when the document has varying shades of grey or is a photograph. This has the slowest transmission time. Dual access5 You can dial a number, and start scanning the fax into memory—even when the machine is sending from memory, receiving faxes or printing PC data. The LCD will show the new job number. The number of pages you can scan into the memory will vary depending on the data that is printed on them. Note If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel scanning. If you get an Out of Memory message while scanning a subsequent page, you can press Start to send the pages scanned so far, or press Stop/Exit to cancel the operation. Real time transmission5 When you are sending a fax, the machine will scan the documents into the memory before sending. Then, as soon as the telephone line is free, the machine will start dialling and sending. If the memory is full, the machine will send the document in real time (even if Real Time TX is set to Off). Sometimes, you may want to send an important document immediately, without waiting for memory transmission. You can set Real Time TX to On for all documents or Next Fax:On for the next fax only. Note In Real Time Transmission, the automatic redial feature does not work when using the scanner glass.
Sending a fax37 5 Sending in real time for all faxes5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 5 . cPress a or b to choose On. Press OK. Sending in real time for the next fax only 5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 5 . cPress a or b to choose Next Fax:On . Press OK. Not sending in real time for the next fax only 5 aMake sure you are in Fax mode . bPress Menu, 2, 2, 5 . cPress a or b to choose Next Fax:Off . Press OK. Overseas mode5 If you are having difficulty sending a fax overseas due to a bad connection, then turning on the overseas mode may help. This is a temporary setting, and will only be active for your next fax. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 9 . dPress a or b to choose On or Off. Press OK. Delayed fax5 You can store up to 50 faxes in the memory to be sent within a twenty four hour period. aMake sure you are in Fax mode . bLoad your document. cPress Menu, 2, 2, 3. dEnter the time you want the fax to be sent (in 24-hour format). (For example, enter 19:45 for 7:45 PM) Press OK. Note The number of pages you can scan into the memory depends on the amount of data printed on each page. Delayed batch transmission5 Before sending the delayed faxes, your machine will help you ec onomize by sorting all the faxes in the memory by destination and scheduled time. All delayed faxes that are scheduled to be sent at the same time to the same fax number will be sent as one fax to save transmission time. aMake sure you are in Fax mode . bPress Menu, 2, 2, 4. cPress a or b to choose On or Off. Press OK. dPress Stop/Exit .
Chapter 5 38 Checking and cancelling waiting jobs5 Check which jobs are still waiting in the memory to be sent. If there are no jobs, the LCD will show No Jobs Waiting . You can cancel a fax job that is stored and waiting in the memory. aPress Menu, 2, 7. The number of jobs still to be sent will be displayed. bDo one of the following: „ Press a or b to scroll though the waiting jobs, press OK to choose a job, and then press 1 to cancel it. „ Press 2 to exit without cancelling. cWhen you have finished, press Stop/Exit . Sending a fax manually5 Manual transmission5 Manual transmission lets you hear the dialling, ringing and fa x-receiving tones while sending a fax. aMake sure you are in Fax mode . bLoad your document. cPick up the handset of an external telephone and listen for a dial tone. dDial the fax number you want to call. eWhen you hear the fax tone, press Start . „ If you are using the scanner glass, press 1 to send a fax. fIf you picked up the handset of an external telephone, replace it. Out of memory message5 If you get an Out of Memory message while scanning the first page of a fax, press Stop/Exit to cancel the fax. If you get an Out of Memory message while scanning a subs equent page, you will have the option to press Start to send the pages scanned so far, or to press Stop/Exit to cancel the operation. Note If you get an Out of Memory message while faxing and you do not want to delete your stored faxes to clear the memory, you can send the fax in real time. (See Real time transmission on page 36.)
39 6 6 Receive modes6 You must choose a receive mode depending on the external devices and telephone services you have on your line. The diagrams below will help you choose the correct mode. (For more detailed information about the receive modes, see Using receive modes on page 40.) Choosing the receive mode6 To set the receive mode fo llow the instructions below. aPress Menu, 0, 1. bPress a or b to choose the receive mode. Press OK. cPress Stop/Exit . The LCD will display the current receive mode. Receiving a fax6 Do you want to use the telephone features of your machine (if available\ ) or an external telephone or external telephone answering device connected o\ n the same line as the machine? Ye s Fax Only No No No Manual Ye s External TAD Fax/Tel Are you using the voice message function of an external telephone answering device? Do you want the machine to answer fax and telephone calls automatically? Ye s
Chapter 6 40 Using receive modes6 Some receive modes answer automatically ( Fax Only and Fax/Tel ). You may want to change the ring delay before using these modes. (See Ring delay on page 41.) Fax Only6 Fax Only mode will automatically answer every call as a fax. Fax/Tel6 Fax/Tel mode helps you automatically manage incoming calls, by recognising whether they are fax or voice calls and dealing with them in one of the following ways: „ Faxes will be automatically received. „ Voice calls will start the F/T ring to tell you to pick up the line. The F/T ring is a fast double ring made by your machine. (Also see F/T ring time (Fax/Tel mode only) on page 41 and Ring delay on page 41.) Manual6 Manual mode turns off all automatic answering functions unless you are using the BT Call sign 1 feature. 1BT Call Sign is for U.K. only. To receive a fax in Manual mode press Start when you hear fax tones (short repeating beeps). You can also use the Fax Detect feature to receive faxes by lifting a handset on the same line as the machine. (Also see Fax Detect on page 41.) External TAD6 External TAD mode lets an external answering device manage your incoming calls. Incoming calls will be dealt with in the following ways: „ Faxes will be automatically received. „ Voice callers can record a message on the external TAD. (For more information see Connecting an external TAD on page 46.)