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Brother MFC-640CW User Manual
Brother MFC-640CW
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USER’S GUIDE MFC-640CW
Brother numbers
Register your product
Frequently asked questions (FAQs)
For Customer Service
Brother fax back system (USA only)
Ordering accessories and supplies
Notice - Disclaimer of Warranties (USA and Canada)
Compilation and Publication Notice
Brother® One Year Limited Warranty and Replacement Service (USA only)
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only)
Safety precautions
To use the machine safely
Choosing a location
Quick Reference Guide
Sending faxes
Storing numbers
Dialing operations
Making copies
How to access the complete User’s Guide
To view Documentation (For Windows®)
How to find Scanning instructions
To view Documentation (For Macintosh®)
How to find Scanning instructions
How to access Brother Support (For Windows®)
Table of Contents
1 Introduction
Using this Guide
Finding information
Symbols used in this Guide
Control panel overview
Turning the machine on and off
On/Off Setting
Load documents
Using the ADF (automatic document feeder)
Using the scanner glass
About paper
Recommended Paper
Handling and using special paper
Paper type and size for each operation
Paper weight, thickness and capacity
Paper capacity of the output paper tray
Printable area
How to load paper, envelopes and post cards
To load paper or other media
To load envelopes
To load post cards
About fax machines
Custom features
Do you have Voice Mail on the phone line?
Why should there be problems?
How can you avoid possible problems?
Fax tones and handshake
ECM (Error Correction Mode)
2 Getting started
Initial Setup
Setting the Date and Time
Setting Tone and Pulse dialing mode
Setting the Station ID
General Setup
Setting the Mode Timer
Setting the Paper Type
Setting the Paper Size
Setting the Ring Volume
Setting the Beeper Volume
Setting the Speaker Volume
Setting the Handset Volume
Choosing the Handset Volume (For Volume Amplify)
Setting Volume Amplify
Turning on Automatic Daylight Savings Time
Setting the LCD Contrast
3 Setup Send
How to enter Fax mode
How to dial
Manual dialing
Speed-Dialing
Search
Manual and automatic fax Redial
How to Fax
Color fax transmission
Faxing from the ADF
Faxing from the scanner glass
Automatic transmission
Manual transmission
Sending a fax at the end of a conversation
Out of Memory message
Basic sending operations
Sending faxes using multiple settings
Contrast
Fax Resolution
Dual Access (Black & White only)
Real Time Transmission
Checking job status
Canceling a fax in progress
Canceling a waiting job
Advanced sending operations
Broadcasting (Black & White only)
To Stop a Broadcast In Progress
Overseas Mode
Delayed Fax (Black & White only)
Setting up Polled Transmit (Black & White only)
Delayed Batch Transmission (Black & White only)
Faxing A4 size documents from the scanner glass
4 Setup Receive
Basic receiving operations
Choosing the Receive Mode
To select or change your Receive Mode
Setting the Ring Delay
Setting Toll Saver (Msg Ctr mode)
Setting the F/T Ring Time (Fax/Tel mode only)
Setting the Fax/Tel Announcement
Easy Receive
Printing a reduced incoming fax (Auto Reduction)
Receiving a fax at the end of a conversation
Printing a fax from the memory
Polling
Setting up Polling Receive
Setting up Sequential Polling Receive
5 Quick-Dial numbers and dialing options
Storing numbers for easy dialing
Storing Speed-Dial numbers
Changing Speed-Dial numbers
Setting up Groups for Broadcasting
Dialing options
Access codes and credit card numbers
Pause
Tone or Pulse
Telephone (voice) operations
How to dial
Making a telephone call
Answering calls with the Speaker Phone
Hold
6 Remote Fax Options (Black & White only)
Setting up Fax Forwarding
Programming your pager number
Setting Fax Storage
Setting PC Fax Receive
Changing your PC
Turning off Remote Fax Options
Changing Remote Fax Options
Setting your Remote Access Code
Remote Retrieval
Using your Remote Access Code
Remote commands
Retrieving fax messages
Changing your Fax Forwarding number
7 Message Center
Message Center mode
Setting up the Message Center
Recording Message Center Outgoing Message
Listening to Outgoing Message (OGM)
Erasing Outgoing Message (OGM)
Activating Message Center mode
Message indicator
Playing voice messages
Printing a fax message
Erasing incoming messages
To erase voice messages individually
To erase messages all at once
Setting Maximum Time for incoming messages
Setting Toll Saver
ICM Recording Monitor
Recording a conversation
Record Fax/Tel Outgoing Announcement (F/T OGM)
8 Printing reports
Fax settings and activity
Customizing the Transmission Verification Report
Setting the Journal Period
Printing reports
How to print a report
9 Making copies
Using the machine as a copier
Enter Copy mode
Making a single copy
Making multiple copies
Stop copying
Using the Copy Options key
Changing the temporary copy settings
Increasing copy speed or quality
Enlarging or reducing the image copied
Setting paper type
Setting paper size
Adjusting brightness
Sorting copies using the ADF
Making N in 1 copies or a poster (Page Layout)
Changing the default copy settings
Increasing copy speed or quality
Adjusting brightness
Adjusting contrast
Adjusting color saturation
Out of Memory message
Legal limitations
10 Walk-Up PhotoCapture Center™
Introduction
PhotoCapture Center™ requirements
Getting started
Printing the Index (Thumbnails)
Printing images
DPOF printing
Changing the default settings
Increasing print speed or quality
Setting the paper & size
Adjusting brightness
Adjusting contrast
Color enhancement (True2Life®)
Cropping
Borderless
Scan to Card
Changing the default quality
Changing the default black & white file format
Changing the default color file format
Understanding the Error Messages
Using PhotoCapture Center™ from your computer
11 Software and Network features
12 Important information
Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only
Federal Communications Commission (FCC) Declaration of Conformity (USA only)
Important
Industry Canada Compliance Statement (Canada only)
LAN connection
Important safety instructions
Trademarks
13 Troubleshooting and routine maintenance
Troubleshooting
Error messages
Document jams
Document is jammed in the top of the ADF unit
Document is jammed inside the ADF unit
Printer jam or paper jam
Paper is jammed inside the paper tray
Paper is jammed inside the machine
If you are having difficulty with your machine
Setting Dial Tone
Compatibility
How to improve print quality
Cleaning the print head
Checking the print quality
Checking the printing alignment
Checking the ink volume
Packing and shipping the machine
Routine maintenance
Cleaning the scanner
Cleaning the machine printer platen
Cleaning the Paper Pick-up Roller
Replacing the ink cartridges
Uninstalling the handset and the handset cradle
Uninstalling the handset and handset cradle
Appendix A
Setting up telephone services
Distinctive Ring
What does your telephone company’s ‘Distinctive Ring’ do?
What does Brother’s ‘Distinctive Ring’ do?
Do you have Voice Mail?
Before you choose the ring pattern to register
Registering the Distinctive Ring pattern
Turning off the Distinctive Ring
Caller ID
Viewing Caller ID List
Printing Caller ID List
Advanced receiving operations
Operation from extension telephones
For Fax/Tel mode when power key is On
Fax/Tel mode when power key is Off
Using a cordless external handset
Changing the remote codes
Connecting an external device to your machine
Connecting an external telephone
Connecting an external telephone answering device (TAD)
Sequence
Connections
Recording outgoing message (OGM) on an external TAD
Special line considerations
Roll over phone lines
Two-line phone system
Converting telephone wall outlets
Installing machine, external two-line TAD and two-line telephone
Multi-line connections (PBX)
If you are installing the machine to work with a PBX
Custom features on your phone line
Appendix B
On-screen programming
Menu table
Memory storage
Menu keys
Entering Text
Inserting spaces
Making corrections
Repeating letters
Special characters and symbols
Glossary
Specifications
Product description
General
Print media
Copy
PhotoCapture Center™
Fax
Scanner
Printer
Interfaces
Computer requirements
Consumable items
Network (LAN)
Index
Remote Retrieval Access card
brother US/CAN
Page 1/225
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Contents
Table of Contents
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USER’S GUIDE
®
MFC-640CW
Ver
si
on C
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File type: PDF
File name: 64779641_mfc-640cw.pdf
File size: 3.32 MB
File Language: English
Pages: 225
Author: Brother
Published:
2020-10-19
Updated: 2023-09-11
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The following documents are available:
User Manual
User Manual - (English)
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Software User's Guide - (English)
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Quick Setup Guide - (English)
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Network User's Guide - (English)
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Specifications
Brand:
Brother
Model: MFC-640CW
Category:
Printer - Copier - Fax - Scanner
View in the file:
Full Specifications
See other models:
LB6770/6770PRW
PJ-773
DCP-395CN
PR-1000
SE425
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Table of Contents
×
USER’S GUIDE MFC-640CW
1
Brother numbers
3
Register your product
3
Frequently asked questions (FAQs)
3
For Customer Service
3
Brother fax back system (USA only)
4
Ordering accessories and supplies
4
Notice - Disclaimer of Warranties (USA and Canada)
5
Compilation and Publication Notice
5
Brother® One Year Limited Warranty and Replacement Service (USA only)
6
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only)
8
Safety precautions
9
To use the machine safely
9
Choosing a location
11
Quick Reference Guide
12
Sending faxes
12
Storing numbers
12
Dialing operations
13
Making copies
13
How to access the complete User’s Guide
14
To view Documentation (For Windows®)
14
How to find Scanning instructions
15
To view Documentation (For Macintosh®)
16
How to find Scanning instructions
16
How to access Brother Support (For Windows®)
17
Table of Contents
18
1 Introduction
26
Using this Guide
26
Finding information
26
Symbols used in this Guide
26
Control panel overview
27
Turning the machine on and off
29
On/Off Setting
30
Load documents
31
Using the ADF (automatic document feeder)
31
Using the scanner glass
33
About paper
34
Recommended Paper
34
Handling and using special paper
35
Paper type and size for each operation
36
Paper weight, thickness and capacity
37
Paper capacity of the output paper tray
37
Printable area
38
How to load paper, envelopes and post cards
39
To load paper or other media
39
To load envelopes
41
To load post cards
42
About fax machines
43
Custom features
43
Do you have Voice Mail on the phone line?
43
Why should there be problems?
43
How can you avoid possible problems?
43
Fax tones and handshake
44
ECM (Error Correction Mode)
45
2 Getting started
46
Initial Setup
46
Setting the Date and Time
46
Setting Tone and Pulse dialing mode
46
Setting the Station ID
47
General Setup
48
Setting the Mode Timer
48
Setting the Paper Type
49
Setting the Paper Size
49
Setting the Ring Volume
50
Setting the Beeper Volume
50
Setting the Speaker Volume
51
Setting the Handset Volume
52
Choosing the Handset Volume (For Volume Amplify)
53
Setting Volume Amplify
54
Turning on Automatic Daylight Savings Time
55
Setting the LCD Contrast
55
3 Setup Send
56
How to enter Fax mode
56
How to dial
56
Manual dialing
56
Speed-Dialing
57
Search
57
Manual and automatic fax Redial
57
How to Fax
58
Color fax transmission
58
Faxing from the ADF
58
Faxing from the scanner glass
59
Automatic transmission
60
Manual transmission
60
Sending a fax at the end of a conversation
61
Out of Memory message
61
Basic sending operations
62
Sending faxes using multiple settings
62
Contrast
62
Fax Resolution
63
Dual Access (Black & White only)
64
Real Time Transmission
65
Checking job status
66
Canceling a fax in progress
66
Canceling a waiting job
66
Advanced sending operations
67
Broadcasting (Black & White only)
67
To Stop a Broadcast In Progress
68
Overseas Mode
68
Delayed Fax (Black & White only)
69
Setting up Polled Transmit (Black & White only)
69
Delayed Batch Transmission (Black & White only)
70
Faxing A4 size documents from the scanner glass
70
4 Setup Receive
71
Basic receiving operations
71
Choosing the Receive Mode
71
To select or change your Receive Mode
72
Setting the Ring Delay
73
Setting Toll Saver (Msg Ctr mode)
74
Setting the F/T Ring Time (Fax/Tel mode only)
75
Setting the Fax/Tel Announcement
75
Easy Receive
76
Printing a reduced incoming fax (Auto Reduction)
77
Receiving a fax at the end of a conversation
77
Printing a fax from the memory
77
Polling
78
Setting up Polling Receive
78
Setting up Sequential Polling Receive
78
5 Quick-Dial numbers and dialing options
79
Storing numbers for easy dialing
79
Storing Speed-Dial numbers
79
Changing Speed-Dial numbers
80
Setting up Groups for Broadcasting
81
Dialing options
83
Access codes and credit card numbers
83
Pause
84
Tone or Pulse
84
Telephone (voice) operations
85
How to dial
85
Making a telephone call
85
Answering calls with the Speaker Phone
86
Hold
86
6 Remote Fax Options (Black & White only)
87
Setting up Fax Forwarding
87
Programming your pager number
88
Setting Fax Storage
89
Setting PC Fax Receive
89
Changing your PC
90
Turning off Remote Fax Options
91
Changing Remote Fax Options
91
Setting your Remote Access Code
92
Remote Retrieval
93
Using your Remote Access Code
93
Remote commands
94
Retrieving fax messages
96
Changing your Fax Forwarding number
96
7 Message Center
97
Message Center mode
97
Setting up the Message Center
97
Recording Message Center Outgoing Message
98
Listening to Outgoing Message (OGM)
98
Erasing Outgoing Message (OGM)
99
Activating Message Center mode
99
Message indicator
99
Playing voice messages
100
Printing a fax message
100
Erasing incoming messages
101
To erase voice messages individually
101
To erase messages all at once
101
Setting Maximum Time for incoming messages
102
Setting Toll Saver
102
ICM Recording Monitor
102
Recording a conversation
102
Record Fax/Tel Outgoing Announcement (F/T OGM)
103
8 Printing reports
104
Fax settings and activity
104
Customizing the Transmission Verification Report
104
Setting the Journal Period
105
Printing reports
106
How to print a report
106
9 Making copies
107
Using the machine as a copier
107
Enter Copy mode
107
Making a single copy
108
Making multiple copies
108
Stop copying
108
Using the Copy Options key
109
Changing the temporary copy settings
110
Increasing copy speed or quality
111
Enlarging or reducing the image copied
112
Setting paper type
113
Setting paper size
114
Adjusting brightness
114
Sorting copies using the ADF
115
Making N in 1 copies or a poster (Page Layout)
116
Changing the default copy settings
119
Increasing copy speed or quality
119
Adjusting brightness
119
Adjusting contrast
119
Adjusting color saturation
120
Out of Memory message
120
Legal limitations
121
10 Walk-Up PhotoCapture Center™
122
Introduction
122
PhotoCapture Center™ requirements
123
Getting started
124
Printing the Index (Thumbnails)
126
Printing images
127
DPOF printing
129
Changing the default settings
130
Increasing print speed or quality
130
Setting the paper & size
130
Adjusting brightness
130
Adjusting contrast
131
Color enhancement (True2Life®)
131
Cropping
132
Borderless
132
Scan to Card
133
Changing the default quality
134
Changing the default black & white file format
134
Changing the default color file format
134
Understanding the Error Messages
135
Using PhotoCapture Center™ from your computer
135
11 Software and Network features
136
12 Important information
137
Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only
137
Federal Communications Commission (FCC) Declaration of Conformity (USA only)
139
Important
139
Industry Canada Compliance Statement (Canada only)
140
LAN connection
140
Important safety instructions
141
Trademarks
143
13 Troubleshooting and routine maintenance
144
Troubleshooting
144
Error messages
144
Document jams
148
Document is jammed in the top of the ADF unit
148
Document is jammed inside the ADF unit
148
Printer jam or paper jam
149
Paper is jammed inside the paper tray
149
Paper is jammed inside the machine
150
If you are having difficulty with your machine
152
Setting Dial Tone
157
Compatibility
157
How to improve print quality
158
Cleaning the print head
158
Checking the print quality
159
Checking the printing alignment
161
Checking the ink volume
162
Packing and shipping the machine
163
Routine maintenance
166
Cleaning the scanner
166
Cleaning the machine printer platen
167
Cleaning the Paper Pick-up Roller
168
Replacing the ink cartridges
169
Uninstalling the handset and the handset cradle
173
Uninstalling the handset and handset cradle
173
Appendix A
174
Setting up telephone services
174
Distinctive Ring
174
What does your telephone company’s ‘Distinctive Ring’ do?
174
What does Brother’s ‘Distinctive Ring’ do?
175
Do you have Voice Mail?
175
Before you choose the ring pattern to register
176
Registering the Distinctive Ring pattern
177
Turning off the Distinctive Ring
177
Caller ID
178
Viewing Caller ID List
179
Printing Caller ID List
179
Advanced receiving operations
180
Operation from extension telephones
180
For Fax/Tel mode when power key is On
180
Fax/Tel mode when power key is Off
180
Using a cordless external handset
181
Changing the remote codes
181
Connecting an external device to your machine
182
Connecting an external telephone
182
Connecting an external telephone answering device (TAD)
182
Sequence
182
Connections
184
Recording outgoing message (OGM) on an external TAD
184
Special line considerations
185
Roll over phone lines
185
Two-line phone system
185
Converting telephone wall outlets
185
Installing machine, external two-line TAD and two-line telephone
186
Multi-line connections (PBX)
187
If you are installing the machine to work with a PBX
187
Custom features on your phone line
187
Appendix B
188
On-screen programming
188
Menu table
188
Memory storage
188
Menu keys
189
Entering Text
199
Inserting spaces
199
Making corrections
199
Repeating letters
199
Special characters and symbols
200
Glossary
201
Specifications
206
Product description
206
General
206
Print media
207
Copy
208
PhotoCapture Center™
209
Fax
210
Scanner
211
Printer
212
Interfaces
212
Computer requirements
213
Consumable items
214
Network (LAN)
215
Index
216
Remote Retrieval Access card
222
brother US/CAN
225
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