Brother Ppf560 Plain Paper Fax Machine Owners Manual

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Special Line Considerations
Roll Over Phone Lines
A roll over phone system is a group of two or more separate telephone lines that pass 
incoming calls to each other if they are busy. The calls are usually passed down or 
Òrolled overÓ to the next available phone line in a preset order.
Your fax machine can work in a roll over system as long as it is the last number in the 
sequence, so the call cannot roll away. Do not put the fax machine on any of the other 
numbers; when the other lines are busy and a second fax call is received, the fax call 
is transferred to a line that does not have a fax machine. Your fax machine will work 
best on a dedicated line.
Two-Line Phone System
A two-line phone system is nothing more than two separate phone numbers on the 
same wall outlet. The two phone numbers can be on separate jacks (RJ11) or combined 
into one jack (RJ14). Your machine must be plugged into an RJ11 jack. RJ11 and RJ14 
jacks may be equal in size and appearance and both may contain four wires (black, red, 
green, yellow). To test the type of jack, plug in a two-line phone and see if it can access 
both lines. If it can, you must separate the line for your machine.
Converting Telephone Wall Outlets
There are three ways to convert to an RJ11 receptacle. The first two ways may require 
assistance from the telephone company. You can change the wall outlets from one 
RJ14 jack to two RJ11 jacks. Or, you can have an RJ11 wall outlet installed and slave 
or jump one of the phone numbers to it.
The third way is the easiest: Buy a triplex adapter. You can plug a triplex adapter into 
an RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and 
a third RJ14 jack (Lines 1 and 2). If your Brother machine is on Line 1, plug the 
machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of 
the triplex adapter.
RJ14
RJ11Triplex Adapter
RJ14 
						

							2 - 6   LOCATION AND CONNECTIONS
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Installing Brother Machine, External Two-Line TAD, and Two-Line 
Telephone
When you are installing an external two-line telephone answering device (TAD) and 
a two-line telephone, your machine must be isolated on one line at both the wall jack 
and at the TAD. The most common connection is to put the Brother machine on Line 
2, which is our assumption in the following steps. The back of the two-line TAD must 
have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2. You will 
need at least three telephone line cords, the one that came with your machine and two 
for your external two-line TAD. You will need a fourth line cord if you add a two-line 
telephone.
1Place the two-line TAD and two-line telephone next to your Brother machine.
2Plug one end of the telephone line cord for your machine into the L2 jack of the triplex 
adapter. Plug the other end into the LINE jack on the back of the machine.
3Plug one end of the first telephone line cord for your TAD into the L1 jack of the 
triplex adapter. Plug the other end into the L1 or L1/L2 jack of the two-line TAD. 
4Plug one end of the second telephone line cord for your TAD into the L2 jack of the 
two-line TAD. Plug the other end into the EXT. jack on the back of the machine. 
You can keep two-line telephones on other wall outlets as always. There are two ways 
to add a two-line telephone to the fax machineÕs wall outlet. You can plug the 
telephone line cord from the two-line telephone into the L1+L2 jack of the triplex 
adapter.  Or, you can plug the two-line telephone into the TEL jack of the two-line 
TAD.
Triplex Adapter
Two Line Phone
Two Line External TAD Brother Machine 
						

							LOCATION AND CONNECTIONS   2 - 7
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Multi-Line Connections (PBX)
Most offices use a central telephone system. While it is often relatively simple to 
connect the fax machine to a key system or a PBX (Private Branch Exchange), we 
suggest that you contact the company that installed your telephone system and ask 
them to connect the fax machine for you. It is advisable to have a separate line for the 
fax machine. You can then leave the fax machine in FAX ONLY Mode to receive 
faxes any time of day or night.
If the fax machine is to be connected to a multi-line system, ask your installer to 
connect the unit to the last line on the system. This prevents the unit from being 
activated each time a telephone call is received. (See Easy Receive, page 5-3.)
 If you are installing the fax machine to work with a PBX:
1It is not guaranteed that the unit will operate correctly under all circumstances with a 
PBX. Any cases of difficulty should be reported first to the company that handles your 
PBX.
2If all incoming calls will be answered by a switchboard operator, it is recommended 
that the Answer Mode be set to MANUAL. All incoming calls should initially be 
regarded as telephone calls.
3The unit may be used with either pulse or tone dialing telephone service.
Custom Features on Your Phone Line
To learn how custom features may affect your faxing operations, please see  
Troubleshooting and Routine Maintenance, Chapter 12.
As with all fax units, this machine must be connected to a two wire system. If your 
line has more than two wires, proper connection of the fax machine cannot be made. 
						

							2 - 8   LOCATION AND CONNECTIONS
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Connecting an External Telephone Answering Device 
(TAD)
Sequence
You might choose to connect an additional answering system.  When you have an 
external TAD on the same telephone line as the fax machine, the TAD answers all 
calls. The fax machine ÒlistensÓ for fax calling (CNG) tones. If it hears them, the fax 
machine takes over the call and receives the fax. If it doesnÕt hear CNG tones, the fax 
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 
fax machine cannot hear CNG tones until the TAD has answered the call, and with 
four rings there are only 8Ð10 seconds of CNG tones left for the fax Òhandshake.Ó  
Make sure you carefully follow instructions in this manual for recording your outgoing 
message. We do not recommend using the toll saver feature on your external 
answering machine if it exceeds 4 rings.
Do not connect a TAD elsewhere on the same phone lineÑyour fax machine and 
TAD will both try to control the line. 
						

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Connections
The external TAD must be plugged into the back of the fax machine, into the jack 
labeled EXT. Your fax machine cannot work properly if you plug the TAD into a wall 
jack.
1Plug the telephone line cord from the wall jack into the back of the fax machine, in the 
jack labeled LINE.
2Plug the telephone line cord from your TAD into the back of the fax machine, in the 
jack labeled EXT. (Make sure this cord is connected to the TAD at the TADÕs 
telephone line jack (not to telephone set jack).)
3Set your external TAD to four rings or less. (The fax machineÕs Ring Delay setting 
does not apply.)
4Record the outgoing message (see below).
5Set the TAD to answer calls.
6Set the Answer Mode to TAD:ANSWER MACH.
Outgoing Message (OGM)
Timing is important in recording this message. The message sets up the ways to handle 
both manual and automatic fax reception.
1Record 5 seconds of silence at the beginning of your message. (This allows your fax 
machine time to listen for the fax CNG tones of automatic transmissions before they 
stop.)
2Limit your speaking to 20 seconds.
3End your 20-second message by giving your Fax Receive Code for people sending 
manual faxes. For example: 
ÒAfter the beep, leave a message or send a fax by pressing   5 1 and Start.Ó
Connecting an External Telephone
Your fax machine is equipped with a handset that you can use as a regular phone. 
However, you can also connect a separate telephone (or telephone answering device) 
directly to your fax machine.
Connect the modular plug on the telephoneÕs line cord to the jack labeled EXT. on the 
back of the fax machine. 
Whenever this phone (or TAD) is in use, the screen displays EXT. TEL IN USE, and, 
if the fax machine handset is lifted, an alarm sounds. To disconnect the call and switch 
to the fax machine, press Hook. 
						

							3 - 1   ON-SCREEN PROGRAMMING
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3On-Screen Programming
User-Friendly Programming
We have designed your fax machine with on-screen programming and a Help key.  
User-friendly programming helps you take full advantage of all the functions your fax 
machine has to offer. (See Using This Manual, page 1-1.)
Since your fax programming is done on the LCD, we created step-by-step on-screen 
prompts to help you program your fax machine.  All you need to do is follow the 
prompts as they guide you through the function menu selections and programming 
options and settings.
Function Mode
You can access the function mode by pressing Function/Set. When you enter the 
function mode, your fax machine displays a list of main menu options from which you 
can choose.  These options appear one after the other on the display.  Select an option 
by pressing Function/Set when the option appears on the screen.
You can ÒscrollÓ more quickly through options by pressing   . When the screen 
displays your selection, press Function/Set. (Press   to scroll backward if you 
passed your choice or to save key strokes. Both arrow keys show all options, in the 
opposite order.)
Before you press Function/Set after entering information in a field using the dial 
pad, you can correct a mistake. Use   to back up and then type over the incorrect 
characters.
Alternating Displays
When you see alternating displays, the LCD sometimes alternates between the 
currently selected option, and a help message giving brief instructions about how to 
proceed.  The display youÕll probably see most often is shown below, showing you, 
when you place an original in the ADF, that you can dial a number and send a fax, or 
you can make a copy.
When you finish a function, the screen displays ACCEPTED.
If you want to exit the Function mode, press Stop.
FAX: NO. & START
COPY: PRESS COPY 
						

							ON-SCREEN PROGRAMMING   3 - 2
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Function Selection Table
If you have a basic understanding of how to program your fax machine, you can 
perform most of the programming settings without the OwnerÕs Manual.  To help you 
understand the function selections, options, and settings that are found in your fax 
programs, use the Function Selection Table below.
1. INITIAL SETUP
Function Description Factory Set More Info
1. DATE/TIMEEnter date and time for LCD 
display and to print on 
transmissions.Ñ 4-1
2. STATION IDProgram name, fax number and 
telephone number to appear on 
each transmitted page.Ñ 4-1
3. BEEPERAdjust volume level of beeper. LOW 4-4
4. VOLUME AMPLIFYFor the hearing-impaired, you 
can set the volume to the VOL 
AMPLIFY:ON setting on a 
permanent or temporary basis.OFF 4-5
5. TONE/PULSE
(For Canada Only)Selects dialing mode. TONE 4-2
6. LOCAL 
LANGUAGE
(For Canada Only)Allows you to change the LCD 
Language to French.ENGLISH See French 
manual
2. SETUP RECEIVE
Function Description Factory Set More Info
1. RING DELAYNumber of rings before fax 
machine answers in FAX/TEL 
or FAX mode.04 5-2
2. F/T RING TIMESets the time for Òdouble ringÓ 
in FAX/TEL mode.20 5-3
3. EASY RECEIVEReceive fax messages without 
pressing the Start key.ON 5-3
4. REMOTE CODEEnter code to activate or 
deactivate machine from a 
remote location.ON
 (   51, #51)5-5
5. REDUCTIONReduces size of image. AUTO 5-4
6. PAPERSelects size of paper for fax 
receiving.LETTER 5-4
7. POLLING RXSets up your fax machine to poll 
another fax machine. OFF 5-6 
						

							3 - 3   ON-SCREEN PROGRAMMING
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3. SETUP SEND
Function Description Factory Set More Info
1. COVERPG SETUPAutomatically sends a cover 
page you program.OFF 6-6
2. COVERPAGE MSGProgram customized message 
for fax cover page.Ñ 6-6
3. CONTRASTChange lightness or darkness of 
a fax you are sending.AUTO 6-3
4. RESOLUTIONAllows you to change 
resolutions page by page.STANDARD 6-6
5. OVERSEAS MODEAdjusts for sometimes difficult 
overseas transmissionsOFF 6-4
6. CALL RESERVEYou can send a fax, then speak. OFF 6-6
7. DELAYED FAXSend originals later. Ñ 6-4
8. POLLED TXSets up your fax machine with 
an original to be retrieved by 
another fax machine.OFF 6-5
9. MEMORY TXYou can send faxes from 
memory.OFF 6-3
4. CANCEL JOB
Function Description Factory Set More Info
Cancel a delayed fax or polling 
job.6-5
5. INTERRUPT
Function Description Factory Set More Info
Send a fax now, even if you 
have the machine set to send a 
fax later, or if you have it set for 
Polling.6-5
6. SET AUTO DIAL
Function Description Factory Set More Info
1. ONE-TOUCH DIALDial numbers stored in memory 
by pressing only one key.Ñ 7-1
2. SPEED-DIALDial numbers stored in memory 
by pressing only four keys.Ñ 7-2
3. SETUP GROUPSSet up a Group number for 
broadcasting.Ñ 7-3 
						

							ON-SCREEN PROGRAMMING   3 - 4
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7. PRINT REPORTS
Function Description Factory Set More Info
1. XMIT REPORT OFF 10-1
2. ACT.REPORTINTERVAL: 
OFF10-1
3. AUTO DIALPrint lists and reports of 
activity.Ñ 10-1
4. TEL. INDEX(Details in Chapter 10) Ñ 10-1
5. USER SETTINGSÑ 10-1
6. MEMORY STATUSÑ 10-1
8. REMOTE FAX OPT
Function Description Factory Set More Info
1. FAX FWD/PAGINGSet fax machine to forward 
fax/messageÐÐORÐÐto call 
your pager.OFF R-2
2. FAX STORAGEStore incoming fax in memory 
for remote retrieval.OFF R-1
3. REMOTE ACCESSSet code for retrieving faxes. 159 R-2
4. PRINT FAXPrint incoming faxes stored in 
the memory.Ñ 5-6
0. TEL SERVICE
Function Description Factory Set More Info
1. DISTINCTIVEUse with phone company 
Distinctive Ring service to 
register the ring pattern with fax 
machine.OFF 8-1
2. CALLER ID
(For USA only)Register your AREA CODE to 
dial from the Caller ID Log.Ñ 4-3 
						

							4 - 1   INITIAL SETUP
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4Initial Setup
Getting Started
After you have assembled your machine using the Brother StartCard, continue the 
initial setup by programming the rest of the initial settings.
Setting Date and Time
Your fax machine displays the date and time, and prints it on every fax you send.
In the event of a power failure, the fax machine maintains date and time information 
for up to two hours. All other settings remain unaffected.
1Press Function/Set, 1, 1. 
2Enter the last two digits of the year and press 
Function/Set. 
3Enter two digits for the month and press 
Function/Set. (For example, enter 09 for 
September, or 10 for October)
4Enter two digits for the day and press 
Function/Set. (For example, 06)
5Enter the time in 24-hour format and press Function/Set. (For example, enter 15:25 
for 3:25 PM) 
6Press Stop. The screen now displays the date and time you set, and displays it 
whenever the fax machine is in Standby mode.
Choosing Station ID
You can store your name, fax number, and telephone number to be printed on all fax 
pages.
1Press Function/Set, 1, 2. 
2Enter your fax number (up to 20 digits) and press 
Function/Set. 
3Enter your telephone number (up to 20 digits) and 
press Function/Set. If your telephone number and 
fax number are the same, enter the same number 
again. The screen displays your entry.
4Use the dial pad to enter your name (up to 20 characters) and press Function/Set. 
(You can use the chart on next page to help you enter letters.)
5Press Stop. The screen returns to the date and time.
ENTER YEAR:XX
ENTER MONTH:XX
ENTER DAY:XX
ENTER TIME:XX:XX
FAX:
TEL:
NAME: