®
USER’S GUIDE
MFC-
8440
MFC-
8640
D
MFC-
8840
D
MFC-
8840
DN
Version B
If you need to call Customer Service
Please complete the following information for future
reference:
Model Number:
MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN
(Circle your model number)
Serial Number:*
Date of Purchase:
Place of Purchase:
* The serial number is on the back of the unit. Retain
this User’s Guide with your sales receipt as a
permanent record of your purchase, in the event of
Register your product on-line at
http://www.brother.com/registration
By registering your product with Brother International Corporation,
you will be recorded as the original owner of the product. Your
registration with Brother:
■ may serve as confirmation of the purchase date of your product
should you lose your receipt;
■ may support an insurance claim by you in the event of product
loss covered by insurance; and,
■ will help us notify you of enhancements to your product and
special offers.
The most convenient and efficient way to register your new product
is on-line at http://www.brother.com/registration
©1996-2005 Brother Industries, Ltd.
i
Brother numbers
Register your product
By registering your product with Brother International Corporation,
you will be recorded as the original owner of the product. Your
registration with Brother:
■ may serve as confirmation of the purchase date of your product
should you lose your receipt;
■ may support an insurance claim by you in the event of product
loss covered by insurance; and,
■ will help us notify you of enhancements to your product and
special offers.
Please complete and fax the Brother Warranty Registration And Test Sheet
or, for your convenience and most efficient way to register your new
product, register on-line at
Frequently asked questions (FAQs)
The Brother Solutions Center is our one-stop resource for all your Fax
Machine/Multi-Function Center needs. You can download the latest
software and utilities, read FAQs and troubleshooting tips to learn how to
get the most from your Brother product.
For Customer Service
Service Center Locator (USA only)
For the location of a Brother authorized service center, call 1-800-284-4357.
Service Center Locations (Canada only)
For the location of a Brother authorized service center, call 1-877-BROTHER.
IMPORTANT
For technical help, you must call the country where you bought the MFC.
Calls must be made from within that country.
You can check here for Brother driver updates.
In USA: 1-800-284-4329 (voice)
1-901-379-1215 (fax)
1-800-284-3238 (TTY service for the hearing-impaired)
In Canada: 1-877-BROTHER (voice)
(514) 685-4898 (fax)
http://www.brother.com/registration
http://solutions.brother.com
BROTHER NUMBERS
vi
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE
LIMITED WARRANTY
(Canada only)
Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts,
Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service
Centers, will repair this MFC/Facsimile machine free of charge if defective in material or
workmanship. This Limited Warranty does not include cleaning, consumables
(including, without limitation, print cartridges, print head, toner and drum) or damage
caused by accident, neglect, misuse or improper installation or operation, any damage
caused from service, maintenance, modifications, or tampering by anyone other than a
Brother Authorized Service Representative, or from the use of supplies or consumable
items that are non-Brother products. Operation of the MFC/Facsimile machine in excess
of the specifications or with the Serial Number or Rating Label removed shall be deemed
abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In
order to obtain warranty service, the MFC/Facsimile machine must be delivered or
shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service
Center, together with your Proof of Purchase in the form of a Sales Receipt.
For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on
applicable models) during shipping will cause severe damage to the MFC/Facsimile and
will VOID the Warranty. (Refer to your User’s Guide for proper packaging.)
For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your
print head resulting from packing without the ink cartridges will VOID your warranty.
(Refer to your User’s Guide for proper packaging.)
BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED
INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO
THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY
WAIVED.
No oral or written information, advice or representation provided by Brother, its
Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create
another warranty or modify this warranty. This warranty states Brother’s entire liability
and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine
to operate properly.
Neither Brother nor anyone else involved in the development, production, or delivery of
this MFC/Facsimile machine shall be liable for any indirect, incidental, special,
consequential, exemplary, or punitive damages, including lost profits, arising from the
use of or inability to use the product, even if advised by the end user/purchaser of the
possibility of such damages. Since some Provinces do not allow the above limitation of
liability, such limitation may not apply to you.
This Limited Warranty gives you specific legal rights and you may also have other rights
which vary from Providence to Providence.
Warranty Service is available at Brother Authorized Service Centers throughout
Canada. For Technical Support or for the name and location of your nearest Authorized
Service Center call 1-877-BROTHER.
Internet support: support@brother.ca or browse
Brother’s Web Site: www.brother.com
Brother International Corporation (Canada) Ltd.
1 Rue Hôtel de Ville
Dollard-Des-Ormeaux, QC H9B 3H6
LIMITED WARRANTY (CANADA)
vii
Safety precautions
To use the MFC safely
Save these instructions for later reference.
WARNI NG
There are high voltage
electrodes inside the MFC.
Before you clean the MFC or
clear a paper jam, make sure
you have unplugged the power
cord from the power outlet.
Do not handle the plug with wet
hands. Doing this might cause
an electrical shock.
After you use the MFC, some internal parts are extremely HOT!
To prevent injuries, be careful not to put your fingers in the area shown in
the illustration.
To prevent injuries, be careful
not to put your hands on the
edge of the MFC under the
document cover.
To prevent injuries, be careful
not to put your fingers in the
area shown in the illustration.
xii
Table of contents
1
Introduction .......................................................................... 1-1
Using this Guide ...............................................................1-1
Finding information................................................. 1-1
Symbols used in this Guide....................................1-1
Fax Test Sheet and Product Registration
(USA only) ..............................................................1-2
On-Line Registration (USA and Canada) ...................1-2
MFC part names and operations ................................1-3
Control panel overview .....................................................1-6
Status LED indications..............................................1-11
About fax machines ........................................................1-13
Custom features .......................................................1-13
Do you have Voice Mail on the phone line? .........1-13
Why should there be problems?...........................1-13
How can you avoid possible problems? ...............1-13
Fax tones and handshake ........................................1-14
ECM (Error Correction Mode)...................................1-15
Connecting the MFC.......................................................1-15
Connecting an external telephone............................1-15
Connecting an external telephone answering device
(TAD)....................................................................1-16
Sequence .............................................................1-16
Connections..........................................................1-18
Recording outgoing message (OGM) on
an external TAD................................................1-18
Special line considerations .......................................1-19
Roll-over phone lines............................................1-19
Two-line phone system.........................................1-19
Converting telephone wall outlets.........................1-20
Installing MFC, external two-line tad and two-line
telephone..........................................................1-21
Multi-line connections (PBX).....................................1-22
If you are installing the MFC to work with a PBX ...1-22
Custom features on your phone line.........................1-22
xiii
2
Paper ..................................................................................... 2-1
About paper ...................................................................... 2-1
Type and size of paper...............................................2-1
Recommended paper................................................. 2-1
Choosing acceptable paper..............................................2-2
Paper capacity of the paper trays...........................2-3
Paper specifications for each paper tray ................2-4
How to load paper ......................................................2-5
To load paper or other media in the paper tray ...... 2-5
To load paper or other media in the manual
feed tray (For MFC-8440)...................................2-7
To load paper or other media in the multi-purpose tray
(MP tray) (For MFC-8640D, MFC-8840D and
MFC-8840DN) ........................................................ 2-8
To use Automatic Duplexing for fax, copy and print
operations (For MFC-8640D, MFC-8840D and
MFC-8840DN) ...................................................... 2-10
3
On-screen programming ..................................................... 3-1
User-friendly programming ...............................................3-1
Menu table..................................................................3-1
Memory Storage......................................................... 3-1
Navigation keys ................................................................3-2
4
Getting started ..................................................................... 4-1
Initial Setup....................................................................... 4-1
Setting the Date and Time.......................................... 4-1
Setting the Station ID..................................................4-2
Entering text ...........................................................4-3
Inserting spaces ..................................................... 4-3
Making corrections ................................................. 4-3
Repeating letters .................................................... 4-3
Special characters and symbols ............................4-4
Setting Tone and Pulse dialing mode
(For Canada only) ..................................................4-4
General Setup ..................................................................4-5
Setting the Mode Timer ..............................................4-5
Setting the Paper Type...............................................4-5
Setting the Paper Size................................................ 4-6
Setting the Ring Volume.............................................4-8
Setting the Beeper Volume.........................................4-8
Setting the Speaker Volume.......................................4-9
Turning on Automatic Daylight Savings Time............. 4-9
Toner Save.................................................................4-9
xiv
Sleep Time................................................................4-10
Turning off the Scanner Lamp ..................................4-10
Setting the Tray Use for Copy mode ........................4-11
Setting the Tray Use for Fax mode...........................4-12
Setting the LCD Contrast..........................................4-12
5
Setup Receive ...................................................................... 5-1
Basic receiving operations................................................ 5-1
Choosing the Receive Mode.......................................5-1
To select or change your Receive Mode ................5-2
Setting the Ring Delay ...............................................5-2
Setting the F/T Ring Time (Fax/Tel mode only)..........5-3
Easy Receive .............................................................5-4
Printing a reduced incoming fax
(Auto Reduction).....................................................5-5
Printing a fax from the memory...................................5-5
Setting the Print Density .............................................5-6
Advanced receiving operations.........................................5-7
Operation from extension telephones.........................5-7
For FAX/TEL mode only .............................................5-7
Using a cordless external handset..............................5-8
Changing the remote codes........................................5-8
Polling.........................................................................5-9
Setting up Polling Receive......................................5-9
Setting up Sequential Polling Receive..................5-10
Setting Duplex printing for Fax mode
(For MFC-8640D, MFC-8840D and
MFC-8840DN) ......................................................5-10
Telephone services.........................................................5-11
Distinctive Ring.........................................................5-11
What does your telephone company’s
‘Distinctive Ring’ do? ........................................5-11
What does Brother’s ‘Distinctive Ring’ do?...........5-11
Do you have Voice Mail?......................................5-12
Before you choose the ring pattern to register .....5-12
Registering the Distinctive Ring pattern....................5-13
Turning off the Distinctive Ring.............................5-13
Caller ID..........................................................................5-14
Viewing Caller ID List................................................5-15
Clearing a Caller ID stored in the memory................5-15
Printing Caller ID List................................................5-15
xvi
7
Auto Dial numbers and dialing options ............................. 7-1
Storing numbers for easy dialing ......................................7-1
Storing One-Touch Dial numbers ...............................7-1
Storing Speed-Dial numbers.......................................7-2
Changing One-Touch and Speed-Dial numbers.........7-3
Setting up Groups for Broadcasting............................7-4
Dialing options ..................................................................7-5
Search ........................................................................7-5
One-Touch Dialing......................................................7-5
Speed-Dialing .............................................................7-6
Manual dialing.............................................................7-6
Using an external telephone.......................................7-6
Access codes and credit card numbers......................7-7
Pause .........................................................................7-8
Tone or Pulse (Canada only)......................................7-8
8
Remote Fax Options ............................................................8-1
Fax Forwarding/Paging.....................................................8-1
Programming a Fax Forwarding number....................8-1
Programming your pager number...............................8-2
Setting Fax Storage ..........................................................8-3
Setting your Remote Access Code...................................8-4
Remote Retrieval..............................................................8-5
Using your Remote Access Code...............................8-5
Remote commands.....................................................8-6
Retrieving fax messages ............................................8-7
Changing your Fax Forwarding number .....................8-7
9
Printing reports .................................................................... 9-1
MFC settings and activity..................................................9-1
Customizing the Transmission Verification Report.....9-1
Setting the Fax Activity Report Interval.......................9-2
Printing reports ........................................................... 9-3
To print a report......................................................9-3
xvii
10
Making copies .................................................................... 10-1
Using the MFC as a copier.............................................10-1
Enter Copy mode...................................................... 10-1
Temporary copy settings ......................................10-2
Making a single copy from the ADF..........................10-3
Making multiple copies from the ADF....................... 10-3
Single or multiple copies using the scanner glass...... 10-4
Out of Memory message .......................................... 10-5
Using the copy keys (Temporary settings) ..................... 10-6
Enlarge/Reduce........................................................10-7
Quality (type of original)............................................10-8
Sorting copies using the ADF...................................10-9
Contrast....................................................................10-9
Tray Select .............................................................10-10
Duplex/N in 1.......................................................... 10-11
Duplex/N in 1 copy ................................................. 10-12
N in 1 copy .........................................................10-12
Poster .................................................................10-13
Duplex (1 in 1) (For MFC-8640D, MFC-8840D
and MFC-8840DN).........................................10-14
Duplex (2 in 1) and Duplex (4 in 1)
(For MFC-8640D, MFC-8840D and
MFC-8840DN) ................................................ 10-16
Changing the default copy settings .............................. 10-17
Quality .................................................................... 10-17
Contrast.................................................................. 10-17
11
Important information ....................................................... 11-1
Standard telephone and FCC Notices
These notices are in effect on models sold and
used only in the United States.............................. 11-1
Federal Communications Commission (FCC)
Declaration of Conformity (USA only) ..................11-3
Important .............................................................. 11-4
Important – about the interface cable...................11-4
Industry Canada Compliance Statement
(Canada only)....................................................... 11-4
International E
NERGY STAR
®
Compliance Statement ... 11-4
Laser safety..............................................................11-4
FDA regulations........................................................ 11-5
Important safety instructions........................................... 11-6
Trademarks .................................................................... 11-8
xviii
12
Troubleshooting and routine maintenance .....................12-1
Troubleshooting .............................................................12-1
Error messages ........................................................12-1
Original jams.............................................................12-4
Original is jammed in the top of the ADF unit........12-4
Original is jammed inside the ADF unit. ...............12-5
Paper jams................................................................12-6
Paper is jammed in the duplex tray
(For MFC-8640D, MFC-8840D and
MFC-8840DN) ................................................12-11
If you are having difficulty with your MFC...............12-13
Improving the print quality.......................................12-18
Packing and shipping the MFC.....................................12-22
Routine maintenance....................................................12-25
Cleaning the scanner..............................................12-25
Cleaning the printer ................................................12-26
Cleaning the drum unit............................................12-27
Replacing the toner cartridge..................................12-28
How to replace the toner cartridge..........................12-29
Replacing the drum unit..........................................12-34
Checking the drum life............................................12-37
Page Counter .........................................................12-37
13
Optional accessories .........................................................13-1
Memory board.................................................................13-1
Installing the optional memory board........................13-2
Network (LAN) board......................................................13-4
Before starting installation ........................................13-5
Step 1: Hardware installation....................................13-5
Step 2: Connecting the NC-9100h to an Unshielded
Twisted Pair 10BASE-T or 100BASE-TX Ethernet
Network ................................................................13-8
LED.......................................................................13-8
TEST SWITCH .....................................................13-9
Paper Tray #2...........................................................13-9
G
Glossary ............................................................................... G-1
INTRODUCTION 1 - 4
■ Back view
No.
Name Description
12 Paper Adjustment Lever for
Duplex Printing
(MFC-8640D, MFC-8840D
and MFC-8840DN)
Use to match your paper size for duplex
printing.
13 Duplex Tray
(MFC-8640D, MFC-8840D
and MFC-8840DN)
Slide out to remove paper jammed inside
the MFC.
14 AC Power Connector Connect the AC Power Cable here.
15 Face-up Output Tray
(Back Output Tray)
Open it when thicker paper is placed in the
MP tray or Manual feed tray.
16 ADF Cover Open to remove paper jammed inside the
ADF unit.
17 Telephone Line Jack Plug the line cord supplied with the MFC into
here.
18 USB Interface Connector Connect the USB Cable here.
19 Parallel Interface Connector Connect the Parallel Cable here.
20 External Telephone Line Jack Plug in the modular plug on the external
telephone line here.
15 Face-up Output Tray
(Back Output Tray)
14 AC Power Connector
13 Duplex Tray
(MFC-8640D/
MFC-8840D/
MFC-8840DN)
16 ADF Cover
17 Telephone Line Jack
12 Paper Adjustment Lever
for Duplex Printing
(MFC-8640D/MFC-8840D/MFC-8840DN)
18 USB Interface
Connector
19 Parallel Interface
Connector
20 External Telephone
Line Jack
1 - 9 INTRODUCTION
12
9
8
10
11
8
Navigation keys:
Menu
Lets you access the Menu to
program.
Set
Lets you store your settings in the
MFC.
Clear/Back
Deletes entered data or lets you exit
the menu by pressing repeatedly.
or
Press to scroll forward or backward
to a menu selection.
When using the speaker or ring, you
can press these keys to adjust the
volume in fax mode.
or
Press to scroll through the menus
and options.
Also, you can use these keys to do
a numerial search for the names of
stored numbers in fax mode.
1 - 15 INTRODUCTION
ECM (Error Correction Mode)
The Error Correction Mode (ECM) is a way for the MFC to check a
fax transmission while it is in progress. If the MFC detects errors
during fax transmission, if resends the pages of the fax that had an
error. ECM transmissions are only possible between fax machines
that both have this feature. If they do, you may send and receive fax
messages that are continuously being checked by the MFC.
Your MFC must have enough memory for this feature to work.
Connecting the MFC
Connecting an external telephone
Although your MFC does not have a handset, you can connect a
separate telephone (or telephone answering device) directly to your
MFC as shown in the diagram below.
Connect the modular plug on the telephone’s line cord to the jack
labeled EXT. in the back of the MFC.
Whenever this phone (or TAD) is in use, the LCD shows
Telephone.
INTRODUCTION 1 - 16
Connecting an external telephone answering
device (TAD)
Sequence
You may choose to connect an answering device. However, when
you have an external TAD on the same telephone line as the MFC,
the TAD answers all calls and the MFC “listens” for fax calling (CNG)
tones. If it hears them, the MFC takes over the call and receives the
fax. If it doesn’t hear CNG tones, the MFC 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 MFC 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.
■ If you do not receive all your faxes, reduce the Ring Delay
setting on your external TAD, to one or two rings.
■ If You Subscribe to your Telephone Company’s Distinctive
Ring Service:
You may connect an external TAD to a separate wall jack
only if you subscribe to your telephone company’s
Distinctive Ring service, have registered the distinctive ring
pattern on your MFC, and use that number as a fax number.
The recommended setting is four rings on the external TAD
when you have the telephone company’s Distinctive Ring
Service.
■ If You Do Not Subscribe to Distinctive Ring Service:
You must plug your TAD into the EXT. jack of your MFC. If
your TAD is plugged into a wall jack, both your MFC and the
TAD will try to control the phone line. (See illustration on the
next page.)
INTRODUCTION 1 - 18
Connections
The external TAD must be plugged into the back of the MFC, into the
jack labeled EXT. Your MFC cannot work properly if you plug the
TAD into a wall jack (unless you are using Distinctive Ring).
1
Plug the telephone line cord from the wall jack into the back of
the MFC, in the jack labeled LINE.
2
Plug the telephone line cord from your external TAD into the
back of the MFC, in the jack labeled EXT. (Make sure this cord
is connected to the TAD at the TAD’s telephone line jack, and
not its telephone jack.)
3
Set your external TAD to four rings or less. (The MFC’s Ring
Delay setting does not apply.)
4
Record the outgoing message on your external TAD.
5
Set the TAD to answer calls.
6
Set the Receive Mode to External TAD.
(See Choosing the Receive Mode on page 5-1.)
Recording outgoing message (OGM) on an external TAD
Timing is important in recording this message. The message sets up
the ways to handle both manual and automatic fax reception.
1
Record 5 seconds of silence at the beginning of your message.
(This allows your MFC time to listen for the fax CNG tones of
automatic transmissions before they stop.)
2
Limit your speaking to 20 seconds.
3
End 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
51 and Start.”
We recommend beginning your OGM with an initial 5-second
silence because the MFC cannot hear fax tones over a resonant
or loud voice. You may try omitting this pause, but if your MFC
has trouble receiving, then you must rerecord the OGM to
include it.
1 - 19 INTRODUCTION
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 “rolled over” to the next
available phone line in a preset order.
Your MFC 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
MFC on any of the other numbers; when the other lines are busy and
a second fax call is received, the fax call would be transferred to a
line that does not have a fax machine. Your MFC 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 MFC
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 MFC. (See Easy Receive on page 5-4.)
1 - 21 INTRODUCTION
Installing MFC, 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 MFC must be isolated
on one line at both the wall jack and at the TAD. The most common
connection is to put the MFC on Line 2, which is explained 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 MFC and two for your external two-line TAD. You will need
a fourth line cord if you add a two-line telephone.
1
Place the two-line TAD and the two-line telephone next to your
MFC.
2
Plug one end of the telephone line cord for your MFC into the L2
jack of the triplex adapter. Plug the other end into the LINE jack
on the back of the MFC.
3
Plug 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.
4
Plug 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 left side of the MFC.
You can keep two-line telephones on other wall outlets as always.
There are two ways to add a two-line telephone to the MFC’s 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
External Two Line TAD MFC
INTRODUCTION 1 - 22
Multi-line connections (PBX)
Most offices use a central telephone system. While it is often
relatively simple to connect the MFC 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 MFC for you. It is advisable to have a separate line for
the MFC. You can then leave the Receive Mode set to FAX Only to
receive faxes any time of the day or night.
If the MFC 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.
If you are installing the MFC to work with a PBX
1
It 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.
2
If all incoming calls will be answered by a switchboard operator,
it is recommended that the Receive Mode be set to Manual. All
incoming calls should initially be regarded as telephone calls.
Custom features on your phone line
If you have Voice Mail, Call Waiting, Call Waiting/Caller ID,
RingMaster, an answering service, an alarm system or other custom
feature on one phone line it may create a problem with the operation
of your MFC. (See Custom features on page 1-13 and Custom
features on a single line. on page 12-14.)
As with all fax units, this MFC must be connected to a two wire
system. If your line has more than two wires, proper connection
of the MFC cannot be made.
2 - 3 PAPER
Paper capacity of the paper trays
Paper size Number of sheets
Multi-purpose tray
(MP tray)
(MFC-8640D,
MFC-8840D and
MFC-8840DN)
Width: 2.75 to 8.66 in.
(69.8 to 220 mm)
Height: 4.57 to 16.0 in.
(116 to 406.4 mm)
50 sheets
(20 lb or 80 g/m
2
)
Manual feed tray
(MFC-8440)
Width: 2.75 to 8.66 in.
(69.8 to 220 mm)
Height: 4.57 to 16.0 in.
(116 to 406.4 mm)
Single sheet
Paper tray (Tray #1) A4, Letter, Legal, B5 (ISO),
B5 (JIS), Executive, A5, A6,
B6 (ISO)
250 sheets
(20 lb or 80 g/m
2
)
Optional lower tray
(Tray #2)
A4, Letter, Legal, B5 (ISO),
B5 (JIS), Executive, A5, B6 (ISO)
250 sheets
(20 lb
or 80 g/m
2
)
Duplex printing
(MFC-8640D,
MFC-8840D and
MFC-8840DN)
A4, Letter, Legal —
PAPER 2 - 4
Paper specifications for each paper tray
*1 Up to 3 envelopes
*2 Up to 10 sheets
Model MFC-8440 MFC-8640D, MFC-8840D
and MFC-8840DN
Paper
types
Multi-
purpose
tray
N/A Plain paper, Bond paper,
Recycled paper,
Envelope
*1
, Labels
*2
, and
Transparency
*2
Manual
feed tray
Plain paper, Bond paper,
Recycled paper,
Envelope, Labels, and
Transparency
N/A
Paper tray Plain paper, Recycled paper, and Transparency
*2
Optional
Lower tray
Plain paper, Recycled paper, and Transparency
*2
Paper
weights
Multi-
purpose
tray
N/A 16 to 43 lb
(60 to 161 g/m
2
)
Manual
feed tray
16 to 43 lb (60 to 161 g/m
2
)N/A
Paper tray 16 to 28 lb (60 to 105 g/m
2
)
Optional
Lower tray
16 to 28 lb (60 to 105 g/m
2
)
Paper
sizes
Multi-
purpose
tray
N/A Width: 2.75 to 8.66 in.
(69.8 to 220 mm)
Height: 4.57 to 16.0 in.
(116 to 406.4 mm)
Manual
feed tray
Width: 2.75 to 8.66 in.
(69.8 to 220 mm)
Height: 4.57 to 16.0 in.
(116 to 406.4 mm)
N/A
Paper tray A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5, A6,
B6 (ISO)
Optional
Lower Tray
A4, Letter, Legal, B5 (ISO), B5 (JIS), Executive, A5,
B6 (ISO)
When printing transparencies, remove each one from the
face-down output tray after it exits the MFC.
2 - 7 PAPER
To load paper or other media in the manual feed tray
(For MFC-8440)
1
Open the manual feed tray. Slide the paper guides to fit the
paper size.
2
Using both hands put paper in the manual feed tray until the
front edge of the paper touches the paper feed roller. Hold the
paper in this position until the MFC automatically feeds the
paper in for a short distance, and then let go of the paper.
When printing envelopes and labels you should only use the
manual feed tray.
When you put paper in the manual feed tray, please remember
the following:
■ The side to be printed on must be face up.
■ Put the leading edge (top of the paper) in first and push it
gently into the tray.
■ Make sure that the paper is straight and in the proper
position on the manual feed tray. If it is not, the paper may
not be fed properly, resulting in a skewed printout or a paper
jam.
■ Do not put more than one sheet of paper or envelope in the
manual feed tray at any one time, or it may cause a jam.
3 - 1 ON-SCREEN PROGRAMMING
3
User-friendly programming
Your MFC is designed to be easy to use with LCD on-screen
programming using the navigation keys. User-friendly programming
helps you take full advantage of all the menu selections your MFC
has to offer.
Since your programming is done on the LCD, we have created
step-by-step on-screen instructions to help you program your MFC.
All you need to do is follow the instructions as they guide you through
the menu selections and programming options.
Menu table
You can probably program your MFC without the User’s Guide. But
to help you understand the menu selections and options that are
found in the MFC programs, use the Menu table on page 3-4.
Memory Storage
If there is a power failure, you will not lose your menu settings
because they are stored permanently. Temporary settings (such as
Contrast, Overseas Mode, and so on) will be lost. You may also have
to reset the date and time.
On-screen programming
You can program your MFC by pressing Menu followed by the
menu numbers.
For example to set Fax Resolution to Fine:
Press Menu, 2, 2, 2 and or to select Fine.
Press Set.
INTRODUCTION 1 - 20
Converting telephone wall outlets
There are three ways to convert to an RJ11 jack. 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 
ON-SCREEN PROGRAMMING 3 - 4
To access the menu, press Menu.
Main Menu Submenu Menu
Selections
Options Descriptions Page
1.
General
Setup
1.Mode Timer — 0 Sec
30 Secs
1 Min
2 Mins
5 Mins
Off
Sets how long the
MFC will stay in Copy
or Scan mode before
returning to Fax
mode.
4-5
2.Paper Type 1.MP Tray
(MFC-8640D,
MFC-8840D
and
MFC-8840DN)
Thin
Plain
Thick
Thicker
Transparency
Sets the type of
paper in the
Multi-purpose tray.
4-5
2.Tray #1
(This menu only
appears if you
have the
optional tray #2)
Thin
Plain
Thick
Thicker
Transparency
Sets the type of
paper in paper
tray#1.
4-5
3.Tray #2
(option)
Thin
Plain
Thick
Thicker
Transparency
Sets the type of
paper in paper
tray#2.
4-5
3.Paper Size 1.Tray #1
(This menu only
appears if you
have the
optional tray #2)
A4
Letter
Legal
Executive
A5
A6
B5
B6
Sets the size of paper
in paper tray#1.
4-6
2.Tray #2
(option)
A4
Letter
Legal
Executive
A5
B5
B6
Sets the size of paper
in paper tray#2.
4-6
The factory settings are shown in Bold with .
to accept
to
exit
Press the Menu numbers.
(ex. Press 1, 1 for Mode Timer)
—OR—
to select to select
ON-SCREEN PROGRAMMING 3 - 6
Main Menu Submenu Menu
Selections
Options Descriptions Page
2.Fax 1.
Setup
Receive
(In Fax mode
only)
1.Ring Delay 04
03
02
01
00
Sets the number of
rings before the MFC
answers in FAX or
FAX/TEL mode.
5-2
2.F/T Ring
Time
70
40
30
20
Sets the
pseudo/double-ring
time in FAX/TEL
mode.
5-3
3.Easy
Receive
On
Off
Receives fax
messages without
pressing the Start
key.
5-4
4.Remote
Code
On
( 51, #51)
Off
You can answer all
calls at an extension
or external phone
and use codes to turn
the MFC on or off.
You can personalize
these codes.
5-8
5.Auto
Reduction
On
Off
Reduces the size of
incoming faxes.
5-5
6.Print
Density
- +
- +
- +
- +
- +
Makes printouts
darker or lighter.
5-6
7.Polling RX On
Off
Sets up your MFC to
poll another fax
machine.
5-9
8.Duplex
(MFC-8640D,
MFC-8840D
and
MFC-8840DN)
On
Off
Prints received faxes
on both sides of the
paper.
5-10
2.
Setup
Send
(In Fax mode
only)
1.Contrast Auto
Light
Dark
Changes the
lightness or darkness
of faxes you send.
6-6
2.Fax
Resolution
Standard
Fine
S. Fine
Photo
Sets the default
resolution for
outgoing faxes.
6-7
The factory settings are shown in Bold with .
to accept
to
exit
Press the Menu numbers.
(ex. Press 1, 1 for Mode Timer)
—OR—
to select to select
ON-SCREEN PROGRAMMING 3 - 10
Main Menu Submenu Menu
Selections
Options Descriptions Page
4.Printer 1.Emulation — Auto
HP LaserJet
BR-Script 3
Selects the
Emulation mode.
See
Software
User’s
Guide
on the
CD-ROM
2.Print
Options
1.Internal
Font
— Prints a list of the
MFC’s internal fonts
or current printer
settings.
2.
Configuration
—
3.Reset
Printer
— — Returns the MFC to
the original factory
default settings.
5.Print
Reports
1.Help List — — You can print these
lists and reports.
9-3
2.Auto Dial ——
3.Fax
Activity
——
4
.
Transmission
——
5.
User
Settings
——
0.Initial
Setup
1.Receive
Mode
— Fax Only
Fax/Tel
External TAD
Manual
You can choose the
receive mode that
best suits your
needs.
5-2
2.Date/Time — — Puts the date and
time on the LCD and
in headings of faxes
you send.
4-1
3.Station ID — Fax
Tel
Name
Program your name,
fax and telephone
number to appear on
each page you fax.
4-2
4-3
4.Tone/Pulse
(Canada Only)
— Tone
Pulse
Selects the dialing
mode.
4-4
5.Local
Language
(Canada Only)
— English
French
Allows you to change
the LCD Language
for your country.
See
Quick
Setup
Guide
The factory settings are shown in Bold with .
to accept
to
exit
Press the Menu numbers.
(ex. Press 1, 1 for Mode Timer)
—OR—
to select to select
ON-SCREEN PROGRAMMING 3 - 12
Main Menu Submenu Menu
Selections
Options Descriptions Page
6.LAN
(MFC-8840DN
or option)
2.Setup
Internet
1.Mail
Address
(60 characters)
Enter the mail
address.
See
Network
User’s
Guide
on the
CD-ROM.
2
.
SMTP Server
[000-255].
[000-255].
[000-255].
[000-255]
Enter the SMTP
server address.
3
.
POP3 Server
[000-255].
[000-255].
[000-255].
[000-255]
Enter the POP3
server address.
4.Mailbox
Name
(up to 20
characters)
Enter the mail box
name.
5
.
Mailbox Pwd
Password:******
Enter the password
to login to the POP3
server.
The factory settings are shown in Bold with .
to accept
to
exit
Press the Menu numbers.
(ex. Press 1, 1 for Mode Timer)
—OR—
to select to select
4 - 4 GETTING STARTED
Special characters and symbols
Press , # or 0, and then press or to move the cursor under
the special character or symbol you want. Then press Set to select it.
Setting Tone and Pulse dialing mode
(For Canada only)
1
Press Menu, 0, 4.
2
Press or to select
Pulse (or Tone).
Press Set.
3
Press Stop/Exit.
Press for (space) ! " # $ % & ’ ( ) + , - . /
Press # for : ; < = > ? @ [ ] ^ _
Press
0 for É À È Ê Î Ç Ë Ö 0
NOTICE (For USA)
The Telephone Consumer Protection Act of 1991 makes it unlawful
for any person to use a computer or electronic device to send any
message via a telephone fax machine unless such messages
clearly contain, in a margin at the top or bottom of each transmitted
page, or on the first page of the transmission, the date and time it
is sent and an identification of the business or other entity or other
individual sending the message and the telephone number of the
sending machines or such business, other entity or individual.
In order to program this information into your MFC, complete the
steps described on page 4-2.
04.Tone/Pulse
▲ Tone
▼ Pulse
Select ▲▼ & Set
GETTING STARTED 4 - 5
General Setup
Setting the Mode Timer
The MFC has three temporary mode keys on the control panel: Fax,
Copy and Scan. You can change the number of seconds or minutes
the MFC takes after the last Copy or Scan operation before it returns
to Fax mode. If you select Off, the MFC stays in the mode you used
last.
1
Press Menu, 1, 1.
2
Press or to select
0 Sec, 30 Secs, 1 Min,
2 Mins, 5 Mins or Off.
3
Press Set.
Setting the Paper Type
To get the best print quality, set the MFC for the type of paper you
are using.
For MFC-8440
1
Press Menu, 1, 2.
—OR—
If you have the optional paper tray,
press
Menu, 1, 2, 1 to set the
paper type for Tray #1 or Menu,
1, 2, 2 to set the paper type for
Tray #2.
2
Press or to select Thin, Plain, Thick, Thicker or
Transparency.
3
Press Set.
4
Press Stop/Exit.
11.Mode Timer
▲ 0 Sec
30 Secs
▼ 1 Min
Select
▲▼ & Set
12.Paper Type
▲ Plain
Thick
▼ Thicker
Select ▲▼ & Set
12.Paper Type
1.Tray #1
2.Tray #2
Select
▲▼ & Set
GETTING STARTED 4 - 7
With optional paper tray (LT-5000)
1
Press Menu, 1, 3, 1 to set the
paper size for Tray #1.
—OR—
Press
Menu, 1, 3, 2 to set the
paper size for Tray #2
2
Press or to select A4, Letter, Legal, Executive,
A5, A6, B5 and B6.
Press
Set.
3
Press Stop/Exit.
■ If you are using the optional paper tray, paper size A6 is not
available.
■ If you select Transparency in
Menu, 1, 2, you can only
select A4, Letter or Legal.
13.Paper Size
1.Tray #1
2.Tray #2
Select
▲▼ & Set
GETTING STARTED 4 - 11
Setting the Tray Use for Copy mode
MFC-8440
The default setting of Auto allows
*1
your MFC to choose the optional
Tray #2 when paper is out in Tray #1 or
*2
when the size of the original
will fit best on the paper in Tray #2.
1
Press Menu, 1, 7.
2
Press or to select
Tray#1 Only, Tray#2 Only, or
Auto.
3
Press Set.
4
Press Stop/Exit.
MFC-8640D, MFC-8840D and MFC-8840DN
The default setting of Auto allows
*1
your MFC to choose the optional
Tray #2 or the MP tray when paper is out in Tray #1 or
*2
when the
size of the original will fit best on the paper in Tray #2.
1
Press Menu, 1, 7.
2
Press or to select
Tray#1 Only, MP Only, or
Auto.
—OR—
If you have the optional paper tray,
press or to select
Tray#1 Only, Tray#2 Only,
MP Only or Auto.
3
Press Set.
4
Press Stop/Exit.
If your MFC is a MFC-8440 without the optional tray #2, you can
skip this setting.
*1 Copies will automatically be printed from Tray #2 only if the
Paper Size setting for Tray #2 is the same as Tray #1.
*2 When using the ADF, copies will automatically be printed
from Tray #2 if the Paper Size setting for Tray #2 is different
than Tray #1 and this paper size is more suitable for the
scanned original.
17.Tray Use: Copy
▲ Tray#1 Only
Tray#2 Only
▼ Auto
Select
▲▼ & Set
17.Tray Use: Copy
▲ Tray#1 Only
MP Only
▼ Auto
Select
▲▼ & Set
17.Tray Use: Copy
▲ Tray#1 Only
Tray#2 Only
▼ MP Only
Select
▲▼ & Set
4 - 12 GETTING STARTED
Setting the Tray Use for Fax mode
If your MFC doesn’t have the optional tray #2, you can skip this
setting.
The default setting of Auto allows your MFC to choose the optional
Tray #2 if Tray #1 is out of paper or if incoming faxes will fit best on
the paper in Tray #2.
1
Press Menu, 1, 8.
2
Press or to select
Tray#1 Only, Tray#2 Only, or
Auto.
3
Press Set.
4
Press Stop/Exit.
Setting the LCD Contrast
You can change the contrast to help the LCD look lighter or darker.
1
(MFC-8440)
Press
Menu, 1, 7.
(MFC-8640D/8840D/8840DN)
Press
Menu, 1, 8.
—OR—
If you have the optional tray #2, press
Menu, 1, 9.
2
Press to increase the contrast.
—OR—
Press to decrease the contrast.
Press
Set.
3
Press Stop/Exit.
If Auto Reduction is turned on, incoming faxes will be printed
from the tray that is set for Auto Reduction. (See Printing a
reduced incoming fax (Auto Reduction) on page 5-5.)
18.Tray Use: Fax
▲ Tray#1 Only
Tray#2 Only
▼ Auto
Select
▲▼ & Set
19.LCD Contrast
-+
Select & Set
SETUP RECEIVE 5 - 1
5
Basic receiving operations
Choosing the Receive Mode
There are four different Receive Modes for your MFC. You can
choose the mode that best suits your needs.
* In Fax/Tel mode you must set the Ring Delay and F/T Ring Time.
If you have extension phones on the line, keep the Ring Delay set to
four rings.
Setup Receive
LCD How it works When to use it
Fax Only
(automatic receive)
The MFC automatically
answers every call as a
fax.
For dedicated fax lines.
Fax/Tel*
(fax and telephone)
(with an external or
extension telephone)
The MFC controls the
line and automatically
answers every call. If the
call is a fax it will receive
the fax. If the call is not a
fax it will ring
(pseudo/double ring) for
you to pick up the call.
Use this mode if you expect to receive lots of fax
messages and few telephone calls. You cannot
have an answering machine on the same line, even
if it is on a separate wall jack/phone socket on the
same line. You cannot use the telephone
company’s Voice Mail in this mode.
External TAD
(with an external
answering machine)
The external answering
machine (TAD)
automatically answers
every call.
Voice messages are
stored on the external
TAD. Fax messages are
printed.
Use this mode if you have an external answering
machine on your phone line.
The TAD setting works only with an external
answering machine. Ring Delay and F/T Ring Time
do not work in this setting.
Manual
(manual receive)
(with an external or
extension telephone or
with Distinctive Ring)
You control the phone
line and must answer
every call yourself.
Use this mode if you don’t receive many fax
messages, use Distinctive Ring, or if you are using
a computer on the same line.
If you answer and hear fax tones, wait until the MFC
takes over the call, then hang up. (See Easy
Receive on page 5-4.)
The MP tray is not available with Fax Receive.
5 - 2 SETUP RECEIVE
To select or change your Receive Mode
1
Press Menu, 0, 1.
2
Press or to select
Fax Only, Fax/Tel,
External TAD or Manual.
Press
Set.
3
Press Stop/Exit.
Setting the Ring Delay
The Ring Delay sets the number of times the MFC rings before it
answers in Fax Only or Fax/Tel mode. If you have extension
phones on the same line as the MFC or subscribe to the telephone
company’s Distinctive Ring service, keep the Ring Delay setting of 4.
(See Easy Receive on page 5-4 and Operation from extension
telephones on page 5-7.)
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 1, 1.
3
Press or to select how
many times the line rings before
the MFC answers (00-04).
Press
Set.
(If you select 00, the line won’t ring at all.)
4
Press Stop/Exit.
If you are changing the Receive Mode while in another
operation, the LCD will return to that operation.
01.Receive Mode
▲ Fax Only
Fax/Tel
▼ External TAD
Select
▲▼ & Set
Duplex Receive
External TAD
Dial & Start
Fax Only
Fax/Tel
External TAD
Manual
03/01/2005 18:15
21.Setup Receive
1.Ring Delay
▲ 03
▼ 04
Select
▲▼ & Set
SETUP RECEIVE 5 - 3
Setting the F/T Ring Time (Fax/Tel mode only)
If you set the Receive Mode to Fax/Tel, you’ll need to decide how
long the MFC will signal you with its special pseudo/double-ring
when you have a voice call. (If it’s a fax call, the MFC prints the fax.)
This pseudo/double-ring happens after the initial ringing from the
phone company. Only the MFC rings (for 20, 30, 40 or 70 seconds)
and no other phones on the same line will ring with the special
pseudo/double-ring. However, you can still answer the call on any
extension phone (in a separate wall jack/phone socket) on the same
line as the MFC. (See Operation from extension telephones on page
5-7.)
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 1, 2.
3
Press or to select how
long the MFC will ring to alert you
that you have a voice call.
Press
Set.
4
Press Stop/Exit.
Even if the caller hangs up during the pseudo/double-ringing,
the MFC will continue to ring for the set time.
21.Setup Receive
2.F/T Ring Time
▲ 20
▼ 30
Select
▲▼ & Set
SETUP RECEIVE 5 - 5
Printing a reduced incoming fax
(Auto Reduction)
If you choose On, the MFC automatically reduces an incoming fax to
fit on one page of letter, legal or A4 size paper, regardless of the
paper size of the original. The MFC calculates the reduction ratio by
using the page size of the original and your Paper Size setting
(
Menu, 1, 3).
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 1, 5.
3
If you have the optional paper tray
#2, press or to select
Tray #1 or Tray #2.
Press Set.
4
Use or to select On (or Off).
Press Set.
5
Press Stop/Exit.
Printing a fax from the memory
If you set Fax Storage to ON for Remote Retrieval, you can still print
a fax from the memory when you are at your MFC. (See Setting Fax
Storage on page 8-3.)
1
Press Menu, 2, 5, 4.
2
Press Start.
3
After printing has finished,
press
Stop/Exit.
If you receive faxes that are split onto two pages, turn on this
setting.
21.Setup Receive
5.Auto Reduction
▲ On
▼ Off
Select ▲▼ & Set
25.Remote Fax Opt
4.Print Fax
Press Start
SETUP RECEIVE 5 - 9
Polling
Polling is the process of retrieving faxes from another fax machine.
You can use your MFC to ‘poll’ other machines, or you can have
someone poll your MFC.
Everyone who is involved in Polling needs to set up their fax
machines for Polling. When someone polls your MFC to receive a
fax, they pay for the call. If you poll someone’s fax machine to receive
a fax, you pay for the call.
Setting up Polling Receive
Polling Receive is when you call another fax machine to receive a fax
from it.
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 1, 7.
3
Press or to select On (or
Off).
Press Set.
4
Enter the fax number you are
polling.
5
Press Start.
The LCD shows Dialing.
Some fax machines do not respond to the Polling feature.
21.Setup Receive
7.Polling RX
▲ On
▼ Off
Select ▲▼ & Set
SETUP RECEIVE 5 - 11
Telephone services
Your MFC supports the Distinctive Ring telephone service that some
telephone companies offer.
Distinctive Ring
Brother uses the term ‘Distinctive Ring’ but different telephone
companies have other names for this service such as SmartRing,
RingMaster, Teen-Ring, Indent-a-Call or Indent-a-Ring.
What does your telephone company’s ‘Distinctive Ring’
do?
Your telephone company’s Distinctive Ring service allows you to
have more than one number on the same phone line. If you need
more than one phone number, it is cheaper than paying for an
extra line. Each phone number has its own distinctive ring pattern,
so you will know which phone number is ringing. This is one way you
can have a separate phone number for your MFC.
What does Brother’s ‘Distinctive Ring’ do?
The Brother MFC has a Distinctive Ring feature that allows you to
use your MFC to take full advantage of the telephone company’s
Distinctive Ring service. The new phone number on your line can just
receive faxes.
If you have Voice Mail, RingMaster, an answering service, an
alarm system or other custom features on your telephone line, it
may affect the way your MFC works. (See Custom features on
page 1-13 and Custom features on a single line. on page 12-14.)
If you have Voice Mail on your phone line, please read the
following carefully.
Please call your telephone company for availability and rates.
You must pay for your telephone company’s Distinctive Ring
service before you program the MFC to work with it.
SETUP RECEIVE 5 - 15
Viewing Caller ID List
Caller ID memory stores information for up to thirty calls. When the
thirty-first call comes in, information about the first call is erased. You
can scroll through Caller ID information to review those calls made to
your MFC.
1
Press Menu, 2, 0, 5.
2
Press or to select
Display#.
Press
Set.
If the name was not received, it will
not be displayed.
3
Press or to scroll through the Caller ID memory to
select the Caller ID you want to view, and then press Set. The
LCD shows the caller’s number and the date and time of the call.
4
Press to return to the Caller ID listing.
—OR—
Press Stop/Exit.
Clearing a Caller ID stored in the memory
For effective use of the memory, we recommend that you clear the
Caller IDs stored in memory by pressing Clear/Back when the LCD
shows each caller ID number or name.
Printing Caller ID List
1
Press Menu, 2, 0, 5.
2
Press or to select
Print Report.
Press
Set.
3
Press Start.
4
After printing has finished,
press
Stop/Exit.
20.Miscellaneous
5.Caller ID
▲ Display#
▼ Print Report
Select
▲▼ & Set
20.Miscellaneous
5.Caller ID
▲ Display#
▼ Print Report
Select
▲▼ & Set
6 - 1 SETUP SEND
6
How to Fax
You can send faxes from the ADF (Automatic Document Feeder) or
from the scanner glass.
Enter Fax mode
Before sending faxes, make sure (Fax) is illuminated in
green. If not, press (
Fax) to enter Fax mode. The default
setting is Fax.
Faxing from the automatic document feeder (ADF)
The ADF can hold up to 50 pages and feeds each sheet individually.
Use standard (20 lb or 75 g/m
2
) paper and always fan the pages
before putting them in the ADF.
■ Make sure originals written with ink are completely dry.
■ The originals to be faxed must be from 5.8 to 8.5 inches wide and
5.8 to 14 inches long.
Setup Send
DO NOT use paper that is curled, wrinkled, folded, ripped,
stapled, paper clipped, pasted or taped.
DO NOT use cardboard, newspaper or fabric. (To fax this kind
of original, see Faxing from the scanner glass on page 6-3.)
SETUP SEND 6 - 2
Faxing from the ADF
1
If it is not illuminated in
green, press
(
Fax). Pull out the ADF
Document Support
Extension.
2
Unfold the ADF
Document Output
Support Flap.
3
Fan the pages well and
stagger them at an angle. Make sure you put the originals face
up, top edge first in the ADF until you feel them touch the feed
roller.
4
Adjust the paper guides to fit the width of your originals.
5
Dial the fax number.
Press Start. The MFC starts scanning the first page.
ADF Document
Support Extension
ADF
Document
Output
Support
Flap
Document Support
The originals are
Face Up
in the ADF
SETUP SEND 6 - 6
Basic sending operations
Sending faxes using multiple settings
When you send a fax you can choose any combination of these
settings: cover page, contrast, resolution, overseas mode, delayed
fax timer, polling transmission or real time transmission. After each
setting is accepted, the LCD will ask if you want to enter more
settings:
Press
1 to select more settings. The
LCD will return to the Setup Send
menu.
—OR—
Press
2 if you have finished choosing
settings and go to the next step.
Contrast
If your original is very light or very dark, you may want to set the
contrast.
Use Light to make the fax darker.
Use Dark to make the fax lighter.
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Press Menu, 2, 2, 1.
3
Press or to select Auto,
Light or Dark.
Press Set.
4
Press 1 if you want to choose more
settings and the LCD will return to the Setup Send menu.
—OR—
Press
2 if you have finished choosing settings for this page, and
then go to Step 5.
5
Enter a fax number.
22.Setup Send
Other Settings?
▲ 1.Yes
▼ 2.No
Select
▲▼ & Set
22.Setup Send
1.Contrast
▲ Auto
▼ Light
Select
▲▼ & Set
6 - 7 SETUP SEND
6
Press Start to send the fax from the ADF.
The MFC starts scanning the first page.
If you are using the scanner glass, go to Step 7.
7
To send a single page, press 2 (or press Start again).
The MFC starts sending the original.
—OR—
To send more than one page, press
1 and go to Step 8.
8
Place the next page on the scanner glass.
Press
Set.
The MFC starts scanning and returns to Step 7. (Repeat Step 7
and 8 for each additional page).
Fax Resolution
When you have an original in the ADF or on the scanner glass you
can use the
Resolution key to change the setting temporarily (for
this fax only). If it is not illuminated in green, press (
Fax).
Press
Resolution repeatedly until the LCD shows the setting you
want.
—OR—
You can change the default setting.
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 2, 2.
3
Press or to select the
resolution you want.
Press
Set.
4
Press Stop/Exit.
Standard: Suitable for most typed originals.
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 original has varying shades of gray.
This has the slowest transmission time.
22.Setup Send
2.Fax Resolution
▲ Standard
▼ Fine
Select
▲▼ & Set
6 - 9 SETUP SEND
Dual Access
You can dial a number, and begin scanning the fax into memory—
even when the MFC is receiving, sending or printing a fax from
memory. The LCD shows the new job number.
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Enter the fax number.
3
Press Start to send the fax.
The MFC starts scanning the first page and the LCD shows the
job number (#XXX) of the fax. You can repeat Steps 1 to 3 for
the next fax.
—OR—
If you are using the scanner glass, go to Step 4.
4
To send a single page,
press 2 (or press Start again).
The MFC starts sending the
original.
—OR—
To send more than one page,
press
1 and go to Step 5.
5
Place the next page on the
scanner glass. Press Set.
The MFC starts scanning, and
then returns to Step 4. (Repeat
Steps 4 and 5 for each additional
page). To send the next fax, go to Step 1.
If you get a Out Of Memory message while scanning the first
page of a fax, press Stop/Exit to cancel scanning. If you get a
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.
Flatbed Fax:
Next Page?
▲ 1.Yes
▼ 2.No(Send)
Select ▲▼ & Set
Flatbed Fax:
Set Next Page
Then Press Set
SETUP SEND 6 - 10
Real Time Transmission
When you are sending a fax, the MFC will scan the originals into the
memory before sending. Then, as soon as the phone line is free, the
MFC will start dialing and sending.
If the memory becomes full, the MFC will send the original in real
time (even if Real Time TX is set to Off).
Sometimes, you may want to send an important original immediately,
without waiting for memory transmission. You can set
Real Time TX to On for all originals or for the next fax only.
If you want to fax multiple pages, use ADF.
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Press Menu, 2, 2, 5.
3
To change the default setting,
press or to select On (or
Off).
Press
Set.
Go to Step 5.
—OR—
For the next fax transmission only, press or to select
Next Fax Only.
Press
Set.
4
Press or to select Next Fax:On
(or Next Fax:Off).
Press
Set.
5
Press 1 if you want to choose more settings and the LCD will
return to the Setup Send menu.
—OR—
Press
2 if you have finished choosing settings for this page, and
then go to Step 6.
6
Enter the fax number.
7
Press Start to send the fax.
In Real Time Transmission using the scanner glass, the auto
redial function doesn't work.
22.Setup Send
5.Real Time TX
▲ Next Fax Only
▼ On
Select
▲▼ & Set
SETUP SEND 6 - 14
Cover page for the next fax only
This feature does not work without the Station ID. So make sure it
has been set. (See Setting the Station ID on page 4-2.) If you only
want to send a Cover Page with a particular fax, this Cover Page will
include the number of pages in your original.
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Press Menu, 2, 2, 7.
3
When LCD shows
Next Fax Only.
Press
Set.
4
Press or to select Next Fax:On
(or Next Fax:Off).
Press
Set.
5
Press or to select one of the standard or your own
comments.
Press
Set.
6
Enter two digits to show the number of pages you are sending.
Press
Set.
(For example, press
0, 2 for 2 pages or enter 0 0 to leave the
number of pages blank. If you make a mistake, press to back
up and re-enter the number of pages.)
7
Press 1 if you want to choose more settings and the LCD will
return to the Setup Send menu
—OR—
Press 2 if you have finished choosing settings.
8
Enter the fax number you’re calling.
9
Press Start.
22.Setup Send
7.Coverpg Setup
▲ Next Fax Only
▼ On
Select
▲▼ & Set
6 - 15 SETUP SEND
Send a cover page for all faxes
This feature does not work without the Station ID. Please be sure it
has been set before continuing. (See Setting the Station ID on page
4-2.)
You can set the MFC to send a cover page whenever you send a fax.
The number of pages in your fax is not included when you use this
setting.
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 2, 7.
3
Press or to select On.
Press
Set.
4
If you selected On, press or
to select one of the standard or your own comments.
Press
Set.
5
Press 1 if you want to choose more settings and the LCD will
return to the Setup Send menu
—OR—
Press 2 to exit if you have finished choosing settings.
Using a printed cover page
If you prefer to use a printed cover page that you can write on, you
can print the sample page and attach it to your fax.
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 2, 7.
3
Press or to select
Print Sample.
Press
Set.
4
Press Start. Your MFC prints a
copy of your cover page.
5
Press Stop/Exit.
22.Setup Send
7.Coverpg Setup
▲ Next Fax Only
▼ On
Select
▲▼ & Set
22.Setup Send
7.Coverpg Setup
▲ On
▼ Print Sample
Select ▲▼ & Set
SETUP SEND 6 - 16
Broadcasting
Broadcasting is when the same fax message is automatically sent to
more than one fax number. Using the Set key, you can include
Groups, One-Touch, Speed-Dial numbers and up to 50 manually
dialed numbers. If you did not use up any of the numbers for Groups,
access codes or credit card numbers, you can ‘broadcast’ faxes to
as many as 290 different numbers (MFC-8640D) or 390 different
numbers (MFC-8440/8840D/8840DN). However, the available
memory will vary depending on the types of jobs in the memory and
the number of locations used for broadcasting. If you broadcast to
the maximum numbers available, you will not be able to use Dual
Access and Delayed fax.
To include One-Touch or Speed-Dial numbers and manually dialed
numbers in the same broadcast, you must press
Set between each
of the numbers. Use Search/Speed Dial to help you choose the
numbers easily.
(See Setting up Groups for Broadcasting on page 7-4.)
After the broadcast is finished, a Broadcast Report will be printed to
let you know the results.
■ Enter the long dialing sequence numbers as you would normally,
but remember that each One-Touch and Speed-Dial number
counts as one number, so the number of locations you can store
becomes limited.
■ If the memory is full, press
Stop/Exit to stop the job or if more
than one page has been scanned, press Start to send the
portion that is in the memory.
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Enter a number using One-Touch, Speed-Dial, a Group
number, Search or manual dialing using the dial pad.
(Example: Group number)
3
When the LCD displays the fax number of the other party,
press
Set.
You will be asked to press the next number.
SETUP SEND 6 - 20
Delayed Batch Transmission
Before sending the delayed faxes, your MFC will help you economize
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.
1
If it is not illuminated in green, press (Fax).
2
Press Menu, 2, 2, 4.
3
Press or to select On (or
Off).
Press
Set.
4
Press Stop/Exit.
22.Setup Send
4.Batch TX
▲ On
▼ Off
Select
▲▼ & Set
6 - 21 SETUP SEND
Setting up Polled Transmission
Polled Transmission is when you set up your MFC to wait with a
paper original so another fax machine can call and retrieve it.
1
If it is not illuminated in green, press (Fax). Place the
original that is going to be retrieved face up in the ADF, or face
down on the scanner glass.
2
Press Menu, 2, 2, 6.
3
Press or to choose On
(or Off).
Press Set.
4
Press 1 if you want to choose more
settings and the LCD will return to the Setup Send menu.
—OR—
Press 2 if you have finished choosing settings, and go to step 5.
5
Press Start. The MFC starts scanning the document.
6
If you place the original in the ADF, wait for the fax to be polled.
—OR—
If you are using the scanner glass, go to Step 7.
7
To send a single page, press 2 (or press Start again), wait for
the fax to be polled.
—OR—
To send more than one page, press
1 and go to Step 8.
8
Place the next page on the scanner glass.
Press
Set.
The MFC starts scanning and returns to Step 7 (Repeat Step 7
and 8 for each additional page).
The document will be stored and can be retrieved from any other
fax machine until you delete the fax in memory by using the
Cancelling a Job function. (See Canceling a scheduled job on
page 6-11.)
22.Setup Send
6.Polled TX
▲ On
▼ Off
Select
▲▼ & Set
SETUP SEND 6 - 22
Memory Security
Memory Security lets you prevent unauthorized access to the MFC.
You will not be able to continue to schedule Delayed Faxes or Polling
jobs. However, any pre-scheduled Delayed Faxes will be sent when
you turn Memory Security On, so they won't be lost.
If Fax Storage is On before you turn Memory Security On, then Fax
Forwarding and Remote Retrieval will continue to work.
While Memory Security is On the following operations are available:
■ Receiving faxes into memory (limited by memory capacity)
■ Fax Forwarding (If Fax Storage was already On)
■ Remote Retrieval
While Memory Security is On the following operations are NOT
available:
■ Sending faxes
■ Printing received faxes
■ Copy
■ PC printing
■ PC scanning
Setting up the password
1
Press Menu, 2, 0, 1.
2
Enter a 4-digit number for the
password.
Press
Set.
If you are entering the password for the first time, the LCD
shows Verify.
3
Re-enter the password.
Press
Set.
To print the faxes in memory, turn Memory Security Off.
If you forget the Memory Security password, please call Brother
Customer Service. (See For Customer Service on page i.)
20.Miscellaneous
1.Mem Security
New Passwd=xxxx
Enter & Set Key
AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 1
7
Storing numbers for easy dialing
You can set up your MFC to do three types of easy dialing:
One-Touch, Speed-Dial and Groups for Broadcasting faxes.
Storing One-Touch Dial numbers
Your MFC has 20 One-Touch keys where you
can store 40 fax or phone numbers for
automatic dialing. To access numbers 21 to 40,
hold down
Shift as you press the One-Touch
key. When you press a One-Touch key the LCD
shows the name, if you stored it, or the number.
(See One-Touch Dialing on page 7-5.)
One-Touch keys are the 20 keys (numbers 01–40) located on the left
side of the control panel.
1
Press Menu, 2, 3, 1.
2
Press the One-Touch key where
you want to store a number.
If you have not installed the optional
LAN board (NC-9100h), go to Step 4.
—OR—
If you are using the MFC-8840DN or have installed the optional
LAN board (NC-9100h), the MFC will ask you if the One-Touch
key is for a fax/telephone number or an e-mail address. Go to
Step 3.
3
Press or to select
Fax/Tel.
Press
Set.
Auto Dial numbers and
dialing options
If you lose electrical power, the auto dial numbers that are in the
memory will not be lost.
(For USA only) The Brother fax back system number has been
preprogrammed on One-Touch key 1.
23.Set Auto Dial
1.One-Touch Dial
One-Touch:
Select One-Touch
23.Set Auto Dial
*007
▲ Fax/Tel
▼ E-Address
Select
▲▼ & Set
7 - 2 AUTO DIAL NUMBERS AND DIALING OPTIONS
4
Enter a number (up to 20 digits).
Press
Set.
■
If you want to enter a pause in the dialing sequence (for
example, to access an outside line), press
Redial/Pause
as
you are entering the digits.
Each key press of
Redial/Pause
enters a 3.5 second pause
when the number is dialed, and a dash appears on the screen.
5
Use the dial pad to enter the name (up to 15 characters).
Press
Set.
(You can use the chart on page 4-3 to help you enter letters.)
—OR—
Press
Set to store the number without a name.
6
Go to Step 2 to store another One-Touch number
—OR—
Press
Stop/Exit.
When you dial an auto dial number, the LCD shows the name
and number you’ve stored, or, if you haven’t stored a name, only
the number you’ve stored.
Storing Speed-Dial numbers
You can store Speed-Dial numbers, so that when you dial you will only
have to press a few keys (
Search/Speed Dial
,
#
, the three-digit
number, and
Start
). The MFC-8640D can store 200 Speed-Dial
numbers and the MFC-8440/8840D/8840DN can store 300
Speed-Dial numbers.
1
Press Menu, 2, 3, 2.
2
Use the dial pad to enter a
three-digit Speed-Dial number
(001-200 for MFC-8640D, 001-300
for MFC-8440/8840D/8840DN).
(For example, press
005.)
Press
Set.
If you have not installed the optional LAN board (NC-9100h), go
to Step 4.
—OR—
If you are using the MFC-8840DN or have installed the optional
LAN board (NC-9100h), the MFC will ask you if the Speed-Dial
is for a fax/telephone number or an e-mail address. Go to Step 3.
23.Set Auto Dial
2.Speed-Dial
Speed-Dial? #
Enter & Set Key
AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 3
3
Press or to select
Fax/Tel. Press
Set.
4
Enter the phone or fax number (up
to 20 digits). Press
Set.
5
Use the dial pad to enter the name (up to 15 characters).
Press Set.
(You can use the chart on page 4-3 to help you enter letters.)
—OR—
Press
Set to store the number without a name.
6
Go to Step 2 to store another Speed-Dial number.
—OR—
Press Stop/Exit.
Changing One-Touch and Speed-Dial numbers
If you try to store a One-Touch or Speed-Dial number where a
number has already been stored, the LCD will show the name that
has been stored there (or number) and will ask you to do one of the
following:
1
Press 1 to change the stored
number.
—OR—
Press
2 to exit without making a
change.
2
Enter a new number.
Press Set.
■ To erase the whole number or whole name, press
Clear/Back repeatedly until all digits or letters are deleted.
To erase one digit or letter, use or to position the
cursor under it, and then press
Clear/Back.
■ If you want to insert characters, use or to position the
cursor where you want to insert them, and then type.
3
Follow the directions beginning at Step 5 in Storing One-Touch
Dial numbers and Storing Speed-Dial numbers. (See Storing
One-Touch Dial numbers on page 7-1 and Storing Speed-Dial
numbers on page 7-2.)
23.Set Auto Dial
#005
▲ Fax/Tel
▼ E-Address
Select
▲▼ & Set
23.Set Auto Dial
*005:MIKE
▲ 1.Change
▼ 2.Exit
Select
▲▼ & Set
AUTO DIAL NUMBERS AND DIALING OPTIONS 7 - 5
7
Press Stop/Exit.
Dialing options
Search
You can search for names you have stored in the One-Touch and
Speed-Dial memory.
(See Storing One-Touch Dial numbers on page 7-1 and see Storing
Speed-Dial numbers on page 7-2.)
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Press Search/Speed Dial.
3
Press or .
To search alphabetically through the names that are stored,
enter the first letter of the name you’re looking for and press
or .
—OR—
Press or .
To search for numbers numerically, press or .
4
When the LCD shows the name you want to call,
Press Start.
One-Touch Dialing
1
If it is not illuminated in green, press (Fax). Place the
original face up in the ADF, or face down on the scanner glass.
2
Press the One-Touch key of the location you want to call.
3
Press Start.
You can print a list of all One-Touch and Speed-Dial numbers.
(See Printing reports on page 9-3.) Group numbers will be
marked in the column of 'Group'.
When you dial using an auto dial number, the LCD shows the
name you’ve stored, or if you haven’t stored a name, the fax
number you’ve stored.
REMOTE FAX OPTIONS 8 - 1
8
Fax Forwarding/Paging
Programming a Fax Forwarding number
When Fax Forwarding is set to On, your MFC stores the received fax
in the memory. Then it dials the fax number you’ve programmed and
forwards the fax message.
1
Press Menu, 2, 5, 1.
2
Press or to select
Fax Forward.
Press
Set.
The LCD will ask you to enter the fax number to which faxes will
be forwarded.
3
Enter the forwarding number (up to 20 digits).
Press
Set.
4
Press Stop/Exit.
Remote Fax Options
You cannot use Paging and Fax Forwarding at the same time.
After you have selected the Paging or Fax Forwarding feature,
Fax Storage is set to On automatically.
25.Remote Fax Opt
1.Fax Fwd/Paging
▲ Off
▼ Fax Forward
Select
▲▼ & Set
REMOTE FAX OPTIONS 8 - 3
Setting Fax Storage
If you set Fax Storage to ON, you will be able to retrieve fax
messages from another location using Fax Forwarding, Paging, or
Remote Retrieval operations. The LCD will show when you have a
fax stored in memory.
1
Press Menu, 2, 5, 2.
The LCD will ask you to choose a
fax setting.
2
Press or to select On (or
Off).
Press Set.
3
Press Stop/Exit.
If you press
1, all fax data is erased and Fax Storage is turned off.
If you press
2, faxes are not erased and Fax Storage stays on.
(See Printing a fax from the memory on page 5-5.)
If there are faxes in the memory when you turn Fax Storage
OFF, the LCD will ask if you want to erase the faxes in the
memory.
■ After you have selected Paging or Fax Forwarding feature,
Fax Storage is set to On automatically. If you bring Paging or
Fax Forwarding feature back to Off, Fax Storage stays on.
■ If there is a power failure, the data in the memory will remain
for up to 4 days.
25.Remote Fax Opt
2.Fax Storage
▲ On
▼ Off
Select
▲▼ & Set
REMOTE FAX OPTIONS 8 - 5
Remote Retrieval
You can call your MFC from any telephone or fax machine using
touch tone, then use the Remote Access Code and remote
commands to retrieve fax messages. Be sure to cut out the Remote
Retrieval Access Card on the last page and keep it with you at all
times.
Using your Remote Access Code
1
Dial your fax number from a telephone or another fax machine
using touch tone.
2
When your MFC answers, immediately enter your Remote
Access Code (3 digits followed by ).
3
The MFC signals if it has received fax messages:
1 long beep
— Fax messages
No beeps — No fax messages
4
The MFC gives two short beeps, which tells you to enter a
command. The MFC will hang up if you wait longer than 30
seconds to enter a command. The MFC will beep three times, if
you enter an invalid command.
5
Press 90 to reset the MFC when you’ve finished.
6
Hang up.
9 - 1 PRINTING REPORTS
9
MFC settings and activity
You need to set up the Transmission Verification Report and Activity
Report Interval in the menu table.
Press
Menu, 2, 4, 1.
—OR—
Press
Menu, 2, 4, 2.
Customizing the
Transmission Verification Report
You can use the Transmission Report as proof that you sent a fax.
This report lists the time and date of transmission and whether the
transmission was successful (OK). If you select On or On+Image, the
report will print for every fax you send.
If you send a lot of faxes to the same place, you may need more than
the job numbers to know which faxes you must send again. Selecting
On+Image or Off+Image will print a section of the fax’s first page
on the report to help you remember.
1
Press Menu, 2, 4, 1.
2
Press or to select Off,
Off+Image, ON or On+Image.
Press Set.
3
Press Stop/Exit.
Printing reports
When the feature is Off, the Report will only print it there is a
transmission error. (NG).
24.Setup Reports
1.Transmission
2.Act.Interval
Select
▲▼ & Set
24.Setup Reports
1.Transmission
▲ Off
▼ Off+Image
Select
▲▼ & Set
MAKING COPIES 10 - 3
Making a single copy from the ADF
1
Press (Copy) to illuminate it in green. Place the original
face up in the ADF.
2
Press Start.
Do NOT pull on the original while copying is in progress.
Making multiple copies from the ADF
1
Press (Copy) to illuminate it in green. Insert the original
face up in the ADF.
2
Use the dial pad to enter the number of copies you want
(up to 99).
3
Press Start.
To stop copying and eject the original, press Stop/Exit.
To sort the copies, press the Sort key.
10 - 4 MAKING COPIES
Single or multiple copies using the scanner glass
You can make multiple copies using the scanner glass. Multiple
copies will be stacked (all copies of page 1, then all copies of page
2, and so on). Use the Temporary Copy keys to choose more
settings. (See Using the copy keys (Temporary settings) on page
10-6.)
1
Press (Copy) to illuminate it in green. Lift the Document
Cover.
2
Using the document guidelines on the left, center the original
face down on the scanner glass and close the document cover.
3
Using the dial pad, enter the number of copies you want
(up to 99).
For example, press 3 8 for 38 copies.
4
Press Start.
The MFC will start scanning the original.
If you want to sort multiple copies, use the ADF.
(See Making a single copy from the ADF on page 10-3.)
Place the originals
Face Down on the
Scanner Glass
Document
Guidelines
MAKING COPIES 10 - 5
Out of Memory message
If the Out Of Memory message
appears, press Stop/Exit to cancel or
Start to copy scanned pages. You will
need to clear some jobs from the
memory before you can continue.
When you get an Out Of Memory message, you may be able to
make copies if you first print incoming faxes in the memory to restore
the memory to 100%.
To gain extra memory, you can turn off Fax Storage.
(See Setting Fax Storage on page 8-3.)
—OR—
Print the faxes that are in the memory. (See Printing a fax from
the memory on page 5-5.)
Then if this error message appears more than once you may
wish to consider increasing the memory size. For more
information on how to increase the memory size, See Memory
board on page 13-1.
Out of Memory
Copy:Press Start
Quit:Press Stop
10 - 6 MAKING COPIES
Using the copy keys
(Temporary settings)
When you want to change the settings only for the next copy, use the
Temporary Copy Keys.
You can use different combinations. The large LCD shows your
current Copy mode settings.
Temporary Copy keys
Duplex N in 1
Example of Copy mode LCD
Enlg/Red:100%
Quality :Auto
Contrast:- +
Tray :#1(LTR)
Press
▲▼
or Start
01
10 - 8 MAKING COPIES
5
Press or to select the enlargement or reduction ratio
you want.
Press Set.
—OR—
You can select Custom and press Set.
Use the dial pad to enter an enlargement or reduction ratio from
25% to 400%.
Press
Set.
(For example, press 5 3 to enter 53%.)
6
Press Start.
—OR—
Press other temporary copy keys for more settings.
Quality (type of original)
You can select the Quality for your type of original. The default
setting is Auto, which is used for originals that contain both text and
photographs. Text is used for originals containing only text. Photo is
used for copying photographs.
1
Press (Copy) to illuminate it in green. Place the original
face up in the ADF, or face down on the scanner glass.
2
Use the dial pad to enter the number of copies you want
(up to 99).
3
Press Quality.
4
Press or to choose the type of original (Auto, Text or
Photo).
Press
Set.
5
Press Start.
—OR—
Press other Temporary Copy keys for more settings.
■ Special Copy Options (2in1, 4in1 or Poster) are not available
with Enlarge/Reduce.
■ Auto is not available with the scanner glass.
MAKING COPIES 10 - 9
Sorting copies using the ADF
If you want to sort multiple copies, use the ADF. Pages will be printed
in the order 123, 123, 123, and so on.
1
Press (Copy) to illuminate it in green. Place the original
face up in the ADF.
2
Use the dial pad to enter the number of copies you want
(up to 99).
3
Press Sort.
4
Press Start.
—OR—
Press other Temporary Copy keys for more settings.
Contrast
You can adjust copy contrast to make copies darker or lighter.
1
Press (Copy) to illuminate it in green. Place the original
face up in the ADF, or face down on the scanner glass.
2
Use the dial pad to enter the number of copies you want
(up to 99).
3
Press Contrast.
4
Press to make a copy lighter
—OR—
Press to make a copy darker.
Press
Set.
5
Press Start.
—OR—
Press other Temporary Copy keys for more settings.
Press
Contrast
- +
- +
- +
- +
- +
- +
MAKING COPIES 10 - 13
Poster
You can make a poster
size copy of a
photograph. You must
use the scanner glass.
1
Place the original face down on the scanner glass.
2
Press Duplex/N in 1 and or to select Poster.
Press Set.
3
Press Start.
The MFC starts scanning the original and prints the pages for
the poster.
■ (P) means Portrait and (L) means Landscape.
■ You can also combine the N in 1 and Duplex operations.
(See Duplex (2 in 1) and Duplex (4 in 1) (For MFC-8640D,
MFC-8840D and MFC-8840DN) on page 10-16.)
■ For 2 in 1(P), 2 in 1(L), 4 in 1 (P) or 4 in 1 (L),
you can not use the Enlarge/Reduce setting.
For Poster copies, you cannot make more than one copy or use
the Enlarge/Reduce setting.
MAKING COPIES 10 - 17
Changing the default copy settings
You can adjust the copy settings that are shown in the chart. These
settings will stay until you change them again.
Quality
1
Press Menu, 3, 1.
2
Press or to select Text,
Photo or Auto.
Press Set.
3
Press Stop/Exit.
Contrast
You can change the contrast to help an image look lighter or darker.
1
Press Menu, 3, 2.
2
Press to make lighter.
—OR—
Press to make darker.
Press
Set.
3
Press Stop/Exit.
Submenu Menu Selections Options Factory Settings
1.Quality — Text Auto
Photo
Auto
2.Contrast —- +
- +
- +
- +
- +
- +
31.Quality
▲ Auto
Text
▼ Photo
Select
▲▼ & Set
32.Contrast
-+
Select & Set
11 - 1 IMPORTANT INFORMATION
11
Standard telephone and FCC Notices
These notices are in effect on models sold and
used only in the United States.
When programming emergency numbers or making test calls to
emergency numbers:
■ Remain on the line and briefly explain to the dispatcher the
reason for the call before hanging up.
■ Perform these activities in the off-peak hours, such as early
morning or late evening.
This equipment complies with Part 68 of the FCC rules and the
requirements adopted by the ACTA. On the backside of this
equipment is a label that contains, among other information, a
product identifier in the format US: AAAEQ##TXXXX. If requested,
this number must be provided to the telephone company.
You may safely connect this equipment to the telephone line by
means of a standard modular jack, USOC RJ11C.
A plug and jack used to connect this equipment to the premises
wiring and telephone network must comply with the applicable FCC
Part 68 rules and requirements adopted by the ACTA. A compliant
telephone cord and modular plug is provided with this product. It is
designed to be connected to a compatible modular jack that is also
compliant. See installation instructions for details.
The REN is used to determine the number of devices that may be
connected to a telephone line. Excessive RENs on a telephone line
may result in the devices not ringing in response to an incoming call.
In most but not all areas, the sum of RENs should not exceed five
(5.0). To be certain of the number of devices that may be connected
to a line, as determined by the total RENs, contact the local
telephone company. For products approved after July 23, 2001, the
REN for this product is part of the product identifier that has the
format US:AAAEQ##TXXXX.The digits represented by ## are the
REN without a decimal point (e.g., 06 is a REN of 0.6). For earlier
products, the REN is separately shown on the label.
Important information
IMPORTANT INFORMATION 11 - 2
If this equipment causes harm to the telephone network, the
telephone company will notify you in advance that temporary
discontinuance of service may be required. But if advance notice
isn’t practical, the telephone company will notify the customer as
soon as possible. Also, you will be advised of your right to file a
complaint with the FCC if you believe it is necessary.
The telephone company may make changes in its facilities,
equipment, operations or procedures that could affect the operation
of the equipment. If this happens the telephone company will provide
advance notice in order for you to make necessary modifications to
maintain uninterrupted service.
If trouble is experienced with this equipment, for repair or warranty
information, please contact Brother Customer Service. (See Brother
numbers on page i.) If the equipment is causing harm to the
telephone network, the telephone company may request that you
disconnect the equipment until the problem is resolved.
Connection to party line service is subject to state tariffs. Contact the
state public utility commission, public service commission or
corporation commission for information.
If your home has specially wired alarm equipment connected to the
telephone line, ensure the installation of this equipment does not
disable your alarm equipment. If you have questions about what will
disable alarm equipment, call your telephone company or a qualified
installer.
If you are not able to solve a problem with your MFC, call Brother
Customer Service. (See Brother numbers on page i.)
WARNI NG
For protection against the risk of electrical shock, always disconnect
all cables from the wall outlet before servicing, modifying or installing
the equipment.
This equipment may not be used on coin service lines provided by
the telephone company or connected to party lines.
Brother cannot accept any financial or other responsibilities that may
be the result of your use of this information, including direct, special
or consequential damages. There are no warranties extended or
granted by this document.
11 - 3 IMPORTANT INFORMATION
WARNI NG
This MFC has been certified to comply with FCC standards, which
are applied to the USA only. A grounded plug should be plugged into
a grounded AC outlet after checking the rating of the local power
supply for the MFC to operate properly and safely.
Federal Communications Commission (FCC)
Declaration of Conformity (USA only)
declares, that the products
Product Name: MFC-8440, MFC-8640D, MFC-8840D and
MFC-8840DN
comply with Part 15 of the FCC Rules. Operation is subject to the
following two conditions: (1) This device may not cause harmful
interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation.
This equipment has been tested and found to comply with the limits
for a Class B digital device, pursuant to Part 15 of the FCC Rules.
These limits are designed to provide reasonable protection against
harmful interference in a residential installation. This equipment
generates, uses, and can radiate radio frequency energy and, if not
installed and used in accordance with the instructions, may cause
harmful interference to radio communications. However, there is no
guarantee that interference will not occur in a particular installation.
If this equipment does cause harmful interference to radio or
television reception, which can be determined by turning the
equipment off and on, the user is encouraged to try to correct the
interference by one or more of the following measures:
■ Reorient or relocate the receiving antenna.
■ Increase the separation between the equipment and receiver.
■ Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.
Responsible Party: Brother International Corporation
100 Somerset Corporate Boulevard
Bridgewater, NJ 08807-0911 USA
TEL: (908) 704-1700
11 - 5 IMPORTANT INFORMATION
Since radiation emitted inside the equipment is completely confined
within protective housings and external covers, the laser beam
cannot escape from the MFC during any phase of user operation.
FDA regulations
U.S. Food and Drug Administration (FDA) has implemented
regulations for laser products manufactured on and after August 2,
1976. Compliance is mandatory for products marketed in the United
States. The following label on the back of the MFC indicates
compliance with the FDA regulations and must be attached to laser
products marketed in the United States.
WARNI NG
Use of controls, adjustments or performance of procedures other
than those specified in this manual may result in hazardous invisible
radiation exposure.
WARNI NG
Changes or modifications not expressly approved by Brother
Industries, Ltd. may void the user’s authority to operate the
equipment.
Manufactured:
BROTHER CORP. (ASIA) LTD.
BROTHER BUJI NAN LING FACTORY
Gold Garden Industry, Nan Ling Village, Buji, Rong Gang,
Shenzhen, China.
This product complies with FDA radiation performance standards,
21 CFR Subchapter J.
Internal laser radiation
Max. Radiation Power
Wave Length
Laser Class
5 mW
760 - 810 nm
Class IIIb (Accordance with 21 CFR
Part 1040.10)
IMPORTANT INFORMATION 11 - 6
Important safety instructions
1
Read all of these instructions.
2
Save them for later reference.
3
Follow all warnings and instructions marked on the product.
4
Switch off before cleaning. Do not use liquid or aerosol cleaners.
Use a damp cloth for cleaning.
5
Do not use this product near water.
6
Do not place this product on an unstable cart, stand, or table.
The product may fall, causing serious damage to the product.
7
Slots and openings in the cabinet and the back or bottom are
provided for ventilation; to ensure reliable operation of the
product and to protect it from overheating, these openings must
not be blocked or covered. The openings should never be
blocked by placing the product on a bed, sofa, rug, or other
similar surface. This product should never be placed near or
over a radiator or heater. This product should never be placed
in a built-in installation unless proper ventilation is provided.
8
This product should be operated from the type of power source
indicated on the label. If you are not sure of the type of power
available, call your dealer or local power company.
Use only the power cord supplied with this MFC.
9
This product is equipped with a 3-wire grounded plug, a plug
having a third (grounded) pin. This plug will only fit into a
grounded power outlet. This is a safety feature. If you are unable
to insert the plug into the outlet, call your electrician to replace
your obsolete outlet. Do not defeat the purpose of the grounded
plug.
10
Do not allow anything to rest on the power cord. Do not place
this product where people can walk on the cord.
11
If an extension cord is used with this product, make sure that the
total ampere ratings on the products plugged into the extension
cord do not exceed the extension cord ampere rating. Also,
make sure that the total of all products plugged into the wall
outlet does not exceed 15 amperes (USA only).
12
Do not place anything in front of the MFC that will block received
faxes. Do not place anything in the path of received faxes.
12 - 1 TROUBLESHOOTING AND ROUTINE MAINTENANCE
12
Troubleshooting
Error messages
As with any sophisticated office product, errors may occur. If this
happens, your MFC identifies the problem and displays an error
message. The most common error messages are shown below.
You can correct most problems by yourself. If you need additional
help, call the Brother fax back system (USA only).
In USA only: 1-800-521-2846
Troubleshooting and routine
maintenance
IMPORTANT
For technical help, you must call the country where you bought the
MFC. Calls must be made from within that country.
ERROR MESSAGES
ERROR
MESSAGE
CAUSE ACTION
Change Drum
Soon
The drum unit is near the end of its life. Use the drum unit until you have a
print quality problem; then replace
the drum unit with a new one.
The drum counter was not reset. 1. Open the front cover, and then
press
Clear/Back.
2. Press 1 to reset.
Check
Original
The originals were not inserted or fed
properly, or original scanned from ADF was
longer than about 36 inches (90cm).
See Original jams on page 12-4.
Check Paper
Check Paper #1
Check Paper #2
The MFC is out of paper or paper is not
properly loaded in the paper tray.
—OR—
The paper is jammed in the MFC.
Refill the paper in the paper tray or
MP tray.
—OR—
Remove the paper and load it again.
See Paper jams on page 12-6 or
Paper is jammed in the duplex tray
(For MFC-8640D, MFC-8840D and
MFC-8840DN) on page 12-11.
Check Paper
MP
Paper in the MP tray runs out. Reload paper. (See To load paper or
other media in the multi-purpose
tray (MP tray) (For MFC-8640D,
MFC-8840D and MFC-8840DN) on
page 2-8.)
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 2
Check Paper
Size
When you see this error, the paper in the
paper tray does not match the paper size you
set in
Menu, 1, 3.
Load the appropriate size paper or
change the default setting.
(See Setting the Mode Timer on
page 4-5.)
Check Scan
Lock
The scanner lock is locked. Release the scanner lock lever, and
then press Stop/Exit.
Comm. Error Poor phone line quality caused
communication error.
Try the call again. If problem
continues, call Telephone Company
to check your phone line.
Connection
Fail
You tried to poll a fax machine that is not in
Polled Waiting mode.
Verify the other party’s polling setup.
Cooling Down
Wait For A
While
The temperature of the drum unit or toner
cartridge is too hot. The MFC will pause its
current print job and go in
to cooling down mode. During the cooling
down mode, you will hear the cooling fan
running while the display on the MFC shows
Cooling Down, and Wait For A While.
You must wait 20 minutes for it to
cool.
Cover Open
PLS Close
Cover
The front cover was not completely closed. Close the front cover for the drum
unit.
Disconnected The other party or other party’s fax machine
terminated the call.
Try to transmit or receive again.
DX Lever
Error
The paper adjustment lever for duplex
printing is not correctly set for the paper size.
Set the duplex lever to the correct
position. (See To use Automatic
Duplexing for fax, copy and print
operations (For MFC-8640D,
MFC-8840D and MFC-8840DN) on
page 2-10.)
Face Up Open The face-up output tray is open. Please close the face-up output tray.
Fuser Open The fuser cover is open. Please close the jam clear cover.
(See Paper jams on page 12-6.)
Machine Error
XX
MFC has a mechanical problem. Call Brother Customer Service and
tell them the Machine Error number.
In USA: 1-800-284-4329
In Canada: 1-877-BROTHER
ERROR MESSAGES
ERROR
MESSAGE
CAUSE ACTION
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 4
Original jams
Based upon where the original is jammed, follow the appropriate set
of instructions to remove it.
Original is jammed in the top of the ADF unit.
1
Take out any paper from
the ADF that is not
jammed.
2
Lift the ADF cover.
3
Pull the jammed original
out to the left.
4
Close the ADF cover.
5
Press Stop/Exit.
Paper Jam The paper is jammed in the MFC. See Paper jams on page 12-6 or
Paper is jammed in the duplex tray
(For MFC-8640D, MFC-8840D and
MFC-8840DN) on page 12-11.
Toner Empty Toner cartridge is not installed.
—OR—
Toner is used up and printing is not possible.
Reinstall the toner cartridge.
—OR—
Replace the toner cartridge with a
new one. (See Replacing the toner
cartridge on page 12-28.)
Toner Low If the LCD shows Toner Low, you can still
print, however the MFC is telling you that the
toner will soon run out.
Order a new toner cartridge now.
ERROR MESSAGES
ERROR
MESSAGE
CAUSE ACTION
12 - 5 TROUBLESHOOTING AND ROUTINE MAINTENANCE
Original is jammed inside the ADF unit.
1
Take out any paper from
the ADF that is not
jammed.
2
Lift the document cover.
3
Pull the jammed original
out to the right.
4
Close the document
cover.
5
Press Stop/Exit.
—OR—
1
Take the ADF support out of the ADF unit.
2
Pull the jammed original out to the right.
3
Press Stop/Exit.
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 6
Paper jams
To clear paper jams, please follow the steps in this section.
WARNI NG
After you have just used the MFC, some parts inside the MFC are
extremely hot. When you open the front cover or back output tray of
the MFC, never touch the shaded parts shown in the following
diagram.
Clear the jammed paper as follows.
If the jammed paper is removed completely by using the information
in the following steps, you can install the paper tray first, and then
close the front cover and the MFC will resume printing automatically.
■ If a paper jam occurs when using the optional lower tray unit,
check for correct installation of the upper paper tray.
■ Always remove all paper from the paper tray and straighten
the stack when you add new paper. This helps prevent
multiple sheets of paper from feeding through the MFC at
one time and reduces paper jams.
HOT!HOT!
Front view Back view
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 12
■ The Jam Duplex message appears if you remove a sheet
of paper from the Face Down Output Tray after only one side
has printed.
■ If the Paper Adjustment Lever for Duplex Printing is not set
correctly for the paper size, paper jams may occur and the
printing will be out of position on the page. (See To use
Automatic Duplexing for fax, copy and print operations (For
MFC-8640D, MFC-8840D and MFC-8840DN) on page
2-10.)
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 14
Vertical black lines when
sending.
If the copy you made shows the same problem, your scanner is dirty.
(See Cleaning the scanner on page 12-25.)
Handling Incoming Calls
MFC ‘Hears’ Voice as CNG
Tone.
If your MFC is set to Easy Receive ON, it is more sensitive to sounds.
Your MFC may mistakenly interpret certain voices or music on the line
as a calling fax machine and respond with fax receiving tones.
Deactivate the fax by pressing Stop/Exit. Try avoiding this problem by
turning Easy Receive to OFF. (See Easy Receive on page 5-4.)
Sending a Fax Call to the
MFC.
If you answered at the MFC, press Start and hang up immediately. If
you answered on an external or extension phone, press your Fax
Receive Code (default setting is ( 51). When your MFC answers,
hang up.
Custom features on a single
line.
If you have Call Waiting, Call Waiting/Caller ID, RingMaster, Voice Mail,
an answering machine, an alarm system or other custom feature on a
single phone line with your MFC, it may create a problem sending or
receiving fax data.
For Example: Your Brother MFC handles the Caller ID subscriber
services. However, if you subscribe to Call Waiting or some other
custom service and its signal comes through the line while your MFC is
sending or receiving a fax, the signal can temporarily interrupt or disrupt
the fax data. Brother’s ECM feature should help overcome this problem.
This condition is related to the telephone system industry and is
common to all devices that send and receive information on a single,
shared line with custom features. If avoiding a slight interruption is
crucial to your business, a separate line with no custom features is
recommended.
Menu Setting Difficulties
The MFC beeps when you try
to access the Setup Receive
and Setup Send menus.
Make sure that MFC is in Fax mode. If the Fax key is not
illuminated, press it to turn on Fax mode. Setup Receive setting
(Menu, 2, 1) and Setup Send setting (Menu, 2, 2) are available only
when the MFC is in Fax mode.
Copy Quality Difficulties
Vertical streaks appear in
copies.
Sometimes you may see vertical streaks on your copies. Either the
scanner or the primary corona wire for printing is dirty. Clean them both.
(See Cleaning the scanner on page 12-25 and Cleaning the drum unit
on page 12-27.)
DIFFICULTY SUGGESTIONS
12 - 15 TROUBLESHOOTING AND ROUTINE MAINTENANCE
Printer Difficulties
The MFC does not print. Check the following:
• The MFC is plugged in and the power switch turned On.
(See the Quick Setup Guide.)
• The toner cartridge and drum unit are installed properly.
(See Replacing the drum unit on page 12-34.)
• The interface cable is securely connected between the MFC and
computer. (See the Quick Setup Guide.)
• Check to see if LCD is showing an error message.
(See Error messages on page 12-1.)
The MFC prints unexpectedly
or it prints garbage.
Reset the MFC or turn it off and then on again. Check the primary
settings in your application software to make sure it is set up to work with
your MFC.
The MFC prints first couple of
pages correctly, then some
pages have text missing.
Your computer is not recognizing the printer’s input buffer full signal.
Please make sure to connect the MFC cable correctly.
The MFC cannot print full
pages of a document.
Out Of Memory message
occurs.
Reduce the printing resolution. Reduce the complexity of your
document and try again. Reduce the graphic quality or the number of
font sizes within your application software.
My headers or footers appear
when I view my document on
the screen but do not appear
when I print them.
Most laser printers have a restricted area that will not accept print.
Usually these are the first two lines and last two lines, leaves 62
printable lines. Adjust the top and bottom margins in your document to
allow for this.
Scanning Difficulties
TWAIN errors appear while
scanning.
Make sure the Brother TWAIN driver is selected as the primary source.
In PaperPort
®
, click Scan in the File menu and select the Brother
TWAIN driver.
DIFFICULTY SUGGESTIONS
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 16
Software Difficulties
Cannot install software or
print.
Run the MFC-Pro Suite Repair and Install program on the CD-ROM.
This program will repair and reinstall the software.
Cannot perform ‘2 in 1 or 4 in 1’
printing.
Check that the paper size setting in the application and in the printer
driver are the same.
Cannot print when using
Adobe Illustrator.
Try to reduce the print resolution.
When using ATM fonts, some
characters are missing or
some characters are printed in
their place.
If you are using Windows
®
98/98SE/Me, select ‘Printer Settings’ from
the ‘Start’ menu. Select the properties of the ‘Brother MFC-8440,
MFC-8640D or MFC-8840D’. Click ‘Spool Setting’ on the ‘Details’ tab.
Select ‘RAW’ from ‘Spool Data Format.’
“Unable to write to LPT1” or
“LPT1 already in use” Error
Message appears.
1. Make sure the MFC is on (plugged into the AC power outlet and
turned the power switch on) and that it is connected directly to the
computer using a IEEE-1284 bi-directional parallel cable. The cable
must not go through another peripheral device (such as a Zip Drive,
External CD-ROM Drive, or Switch box).
2. Make sure the MFC is not displaying an error message on the LCD
Display.
3. Make sure no other device drivers, which also communicate through
the parallel port, are running automatically when you boot up the
computer (such as, drivers for Zip Drives, External CD-ROM Drive,
etc.) Suggested areas to check: (Load=, Run=command lines in the
win.ini file or the Setup Group)
4. Check with you computer manufacturer to confirm that the computer’s
parallel port settings in the BIOS are set to support a bi-directional
machine; i.e. (Parallel Port Mode – ECP)
“MFC is Busy” or “MFC
Connect Failure” Error
Message appears.
Paper Handling Difficulties
The MFC does not load paper.
The LCD shows
Check Paper or Paper Jam.
Check to see if the Check Paper or Paper Jam message appears on
the LCD. If it is empty, load a new stack of paper into the paper tray. If
there is paper in the paper tray, make sure it is straight. If the paper is
curled, you should straighten it. Sometimes it is helpful to remove the
paper, turn the stack over and put it back into the paper tray. Reduce the
amount of paper in the paper tray, and then try again. Check that the
manual feed mode or MP tray or MP mode is not selected in the printer
driver.
The MFC does not feed paper
from the manual feed tray.
Reinsert the paper firmly, load one sheet at a time. Make sure that
manual feed mode or MP mode is selected in the printer driver.
How can I load envelopes? You can load envelopes from the manual feed or MP tray. Your
application software must be set up to print the envelope size you are
using. This is usually done in the Page Setup or Document Setup menu
of your software. Refer to your software application manual.
What paper can I use? You can use plain paper, envelopes, transparencies and labels that are
made for laser machines. (For information on paper you can use, see
Printer operation keys in Software User’s Guide on the CD-ROM.)
How can I clear paper jams? See Paper jams on page 12-6.
DIFFICULTY SUGGESTIONS
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 18
Improving the print quality
This section provides information on the following topics:
Examples of poor print
quality
Recommendation
Faint
Check the printer’s environment. Conditions such as humidity, high
temperatures, and so on may cause this print fault. (See Choosing a
location on page ix.)
If the whole page is too light, Toner Save mode may be on. Turn off
Toner Save mode in the printer Properties tab of the driver.
—OR—
If your MFC is not connected to a computer, turn off Toner Save mode
in the MFC itself. (See Toner Save on page 4-9.)
Try installing a new toner cartridge. (See Replacing the toner cartridge
on page 12-28.)
Try installing a new drum unit. (See Replacing the drum unit on page
12-34.)
Gray background
Make sure that you use paper that meets the recommended
specifications. (See About paper on page 2-1.)
Check the printer’s environment - high temperatures and high humidity
can increase the amount of background shading. (See Choosing a
location on page ix.)
Use a new toner cartridge. (See Replacing the toner cartridge on page
12-28.)
Use a new drum unit. (See Replacing the drum unit on page 12-34.)
Ghost
Make sure you use paper that meets our specifications. Rough-surfaced
paper or thick print media may cause this problem.
Make sure that you choose the appropriate media type in the printer
driver. (See About paper on page 2-1.)
Try using a new drum unit. (See Replacing the drum unit on page
12-34.)
Toner specks
Make sure that you use paper that meets our specifications.
Rough-surfaced paper may cause the problem. (See About paper on
page 2-1.)
The drum unit may be damaged. Put in a new drum unit. (See Replacing
the drum unit on page 12-34.)
Hollow print
Make sure that you use paper that meets our specifications. (See About
paper on page 2-1.)
Choose Thick paper mode in the printer driver, or use thinner paper
than you are currently using.
Check the printer’s environment because conditions such as high
humidity can cause hollow print. (See Choosing a location on page ix.)
All black
You may clear the problem by cleaning the primary corona wire inside
the drum unit by sliding the blue tab. Make sure you return the blue tab
to the home position (
▲). (See Cleaning the drum unit on page 12-27.)
The drum unit may be damaged. Put in a new drum unit. (See Replacing
the drum unit on page 12-34.)
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
C
DE
F
d
ef
g
BC
b
c
d
2
3
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
12 - 19 TROUBLESHOOTING AND ROUTINE MAINTENANCE
White Spots on black text
and graphics at 3.7 in.
(94 mm) intervals
Black Spots at 3.7 in.
(94 mm) intervals
If the problem is not solved after printing a few pages, the drum unit may
have glue from label stock on the OPC drum surface.
Clean the drum unit as follows:
1 Position the print sample in front of the drum unit, and find the exact
position of the poor print.
2 Turn the drum unit gear by hand while looking at the surface of the
OPC drum.
Do not touch the photosensitive drum with your fingers.
3 When you have located the mark on the drum that matches the print
sample, wipe the surface of the OPC drum with a cotton swab until
the dust or paper powder on the surface comes off.
Do not try to clean the surface of the photosensitive drum with a
sharp object, such as a ball-point pen, and so on.
The drum unit may be damaged. Put in a new drum unit. (See Replacing
the drum unit on page 12-34.)
Examples of poor print
quality
Recommendation
3.7 in.
(94 mm)
3.7 in.
(94 mm)
94 mm
(3.7 in.)
94 mm
(3.7 in.)
Photosensitive drum
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 20
Black toner marks across
the page
The drum unit may be damaged. Put in a new drum unit. (See Replacing
the drum unit on page 12-34.)
Make sure that you use paper that meets our specifications. (See About
paper on page 2-1.)
If you use label sheets for laser printers, the glue from the sheets may
sometimes stick to the OPC drum surface. Clean the drum unit.
(See Cleaning the drum unit on page 12-27.)
Do not use paper that has clips or staples because they will scratch the
surface of the drum.
If the unpacked drum unit is in direct sunlight or room light, the unit may
be damaged.
White lines across the page
Make sure that you use paper that meets our specifications. A rough
surfaced paper or thick print media can cause the problem.
Make sure that you select the appropriate media type in the printer
driver.
The problem may disappear by itself. Try printing multiple pages to clear
this problem, especially if the printer has not been used for a long time.
The drum unit may be damaged. Put in a new drum unit. (See Replacing
the drum unit on page 12-34.)
Lines across the page
Clean the inside of the printer and the primary corona wire in the drum
unit. (See Cleaning the drum unit on page 12-27.)
The drum unit may be damaged. Put in a new drum unit. (See Replacing
the drum unit on page 12-34.)
Black lines down the page
Printed pages have toner
stains down the page.
Clean the primary corona wire of the drum unit.
Make sure the primary corona wire cleaner is at the home position (
▲).
The drum unit may be damaged. Install a new drum unit. (See Replacing
the drum unit on page 12-34.)
The toner cartridge may be damaged. Put in a new toner cartridge.
(See Replacing the toner cartridge on page 12-28.) Make sure that a
torn piece of paper is not inside the printer covering the scanner window.
The fixing unit may be smudged. Call Customer Service.
White lines down the page
You may clear the problem by wiping the scanner window with a soft
cloth. (See Cleaning the printer on page 12-26.)
The toner cartridge may be damaged. Put in a new toner cartridge.
(See Replacing the toner cartridge on page 12-28.)
Page skewed
Make sure the paper or other print media is loaded properly in the paper
tray and that the guides are not too tight or too loose against the paper
stack.
Set the paper guides correctly.
If you are using the manual feed tray (or the multi-purpose tray).
(See How to load paper on page 2-5.)
The paper tray may be too full.
Check the paper type and quality. (See About paper on page 2-1.)
Curl or wave
Check the paper type and quality. High temperatures and high humidity
will cause paper to curl.
If you don’t use the printer very often, the paper may have been in the
paper tray too long. Turn over the stack of paper in the paper tray. Also,
try fanning the paper stack and then rotating the paper 180° in the paper
tray.
Try printing using the straight-through output path. (See How to load
paper on page 2-5.)
Examples of poor print
quality
Recommendation
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
ABCDEFGH
abcdefghijk
ABCD
abcde
01234
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 22
Packing and shipping the MFC
Whenever you transport the MFC, use the packing materials that
came with your machine. If you do not pack the MFC correctly, you
may void your warranty.
1
Turn the MFC power switch off.
2
Unplug the MFC from the telephone wall jack.
3
Unplug the MFC from the AC outlet.
Lock the Scanner Lock
4
Push the Scanner Lock Lever down to lock the scanner. This
lever is located on the left of the scanner glass.
Caution
Damage caused to your MFC by failure to lock the scanner
before moving and shipping may void your warranty.
5
Open the front cover.
Scanner Lock Lever
12 - 23 TROUBLESHOOTING AND ROUTINE MAINTENANCE
6
Remove the drum unit and toner cartridge assembly. Leave the
toner cartridge installed in the drum unit.
7
Place the drum unit and toner
cartridge assembly into the plastic bag
and seal the bag.
8
Close the front cover. Fold down the face-down output tray flap.
Remove the telephone line cord.
9
Wrap the MFC in the plastic bag
and place it in the original carton
with the original packing material.
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 30
2
Hold down the lock lever on the right and pull the toner cartridge
out of the drum unit.
Caution
Handle the toner cartridge carefully. If toner scatters on your hands
or clothes, immediately wipe it off or wash it with cold water.
Lock Lever
12 - 31 TROUBLESHOOTING AND ROUTINE MAINTENANCE
3
Unpack the new toner cartridge. Place the used toner cartridge
into the aluminum bag and discard it according to local
regulations.
Caution
■ Wait to unpack the toner cartridge until immediately before you
install it in the MFC. If a toner cartridge is left unpacked for a long
period of time, the toner life is shortened.
■ Brother strongly recommends that you do not refill the toner
cartridge provided with your MFC. We also strongly recommend
that you continue to use only Genuine Brother Brand
replacement toner cartridges (TN-540 or TN-570). Using or
attempting to use potentially incompatible toner and/or toner
cartridges in your MFC may cause damage to the machine itself
and/or it may result in unsatisfactory print quality. Our warranty
coverage does not apply to any problem that was caused by the
use of unauthorized third party toner and toner cartridges. To
protect your investment and guarantee your print quality please
continue to replace consumed toner cartridges with only Genuine
Brother Branded Supplies.
4
Gently rock the toner cartridge from side to side five or six times
to distribute the toner evenly inside the cartridge.
12 - 33 TROUBLESHOOTING AND ROUTINE MAINTENANCE
8
Reinstall the drum unit and toner cartridge assembly and close
the front cover.
TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 36
3
Hold down the lock lever on the right and pull the toner cartridge
out of the drum unit. (See Replacing the toner cartridge on page
12-28.)
4
Wait to unpack the new drum unit until immediately before
installing it. Place the old drum unit into the plastic bag and
discard it according to local regulations.
5
Reinstall the toner cartridge into the new drum unit.
(See Replacing the toner cartridge on page 12-28.)
6
Reinstall the new drum unit, keeping the front cover open.
7
Press Clear/Back.
8
Press 1 and when the LCD shows
Accepted, close the front cover.
Caution
If toner scatters and your hands or
clothes get dirty, immediately wipe off or wash with cold water.
Discard the used drum unit according to local regulations,
keeping it separate from domestic waste. Be sure to seal the
drum unit tightly so toner powder does not spill out of the unit. If
you have questions, call your local waste disposal office.
Lock Lever
Replace Drum?
▲ 1.Yes
▼ 2.No
Select
▲▼ & Set
12 - 37 TROUBLESHOOTING AND ROUTINE MAINTENANCE
Checking the drum life
You can see the percentage of the drum’s life that remains available.
1
Press Menu, 2, 0, 2.
2
For five seconds, the LCD shows
the available percentage of drum
life.
Page Counter
You can see number of total pages, copy pages, print pages and
List/Fax (total fax print + total list print) pages that your MFC has
printed.
1
Press Menu, 2, 0, 3.
2
The LCD shows number of pages
for Total and Copy.
Press to see Print and
List/Fax.
3
Press Stop/Exit.
Even if the remaining drum life is 0%, you may continue to use
the drum unit until you have a print quality problem.
20.Miscellaneous
2.Drum Life
Remaining:100%
20.Miscellaneous
3.Page Counter
▲ Total :123456
▼ Copy :120002
OPTIONAL ACCESSORIES 13 - 1
13
Memory board
The memory board is installed on the main controller board inside the
MFC. When you add the optional memory board, it increases the
performance for both copier and printer operations.
Optional accessories
Model Name Optional Memory
MFC-8440 (32 MB Standard Memory) 32MB TECHWORKS 12457-0001
MFC-8640D (16 MB Standard Memory 64MB TECHWORKS 12458-0001
MFC-8840D (32 MB Standard Memory) 128MB TECHWORKS 12459-0001
MFC-8840DN (32 MB Standard Memory)
In general, the DIMM must have the following specifications:
Type: 100 pin and 32 bit output
CAS Lantency: 2 or 3
Clock Frequency: 100MHz or more
Capacity: 32, 64, 128MB
Height: 1.4 inches (35mm) or less
Parity: NONE
DRAM Type: SDRAM 4 Bank
Some DIMMs might not work with this MFC. For the latest
information from Brother visit:
http://solutions.brother.com
13 - 2 OPTIONAL ACCESSORIES
Installing the optional memory board
WARNI NG
■ DO NOT touch the surface of the main board within 15 minutes
after turning off the power.
■ Before installing the optional memory board, make sure there are
no faxes in the memory.
1
Disconnect the telephone line cord, turn the MFC power switch
off, unplug the MFC power cord from the AC outlet, and then
disconnect the interface cable.
WARNI NG
Turn the MFC power switch off, before installing (or removing) the
memory board.
2
Remove the side cover. Loosen the two screws, and then
remove the metal shield plate.
3
Unpack the DIMM and hold it by the edges.
13 - 4 OPTIONAL ACCESSORIES
Network (LAN) board
When you add the optional Network (LAN) Board (NC-9100h), you
can connect your MFC into the network to use the Internet FAX,
Network Scanner, Network Printer and Network Management
operations.
WARNI NG
DO NOT touch the surface of the main board within 15 minutes after
turning off the power.
For more details about how to configure the Network board, please
see the NC-9100h Network User's Guide on the CD-ROM supplied
with the MFC.
NC-9100h
Print/Fax Server
OPTIONAL ACCESSORIES 13 - 5
Before starting installation
Be careful when handling the NC-9100h. There are many delicate
electronic components that are susceptible to damage from static
electricity. To avoid such damage, use the following precautions
when handling the board.
■ Leave the NC-9100h in its anti-static bag until you are ready to
install it.
■ Make sure that you are adequately grounded before touching the
NC-9100h. Use an anti-static wrist strap and a grounding mat if
possible. If you do not have an anti-static wrist strap, touch the
bare metal surface on the back of the machine before handling
the NC-9100h.
■ Avoid moving around the work area in order to eliminate static
charge build-up.
■ If possible, do not work on a carpeted area.
■ Do not flex the board and do not touch the components on the
card.
Tools Required:
Phillips Screwdriver
Step 1: Hardware installation
WARNI NG
DO NOT touch the surface of the main boards within 15 minutes after
turning off the power.
1
Disconnect the telephone line cord, turn the MFC power switch
off, unplug the MFC power cord from the AC outlet, and then
disconnect the interface cable.
OPTIONAL ACCESSORIES 13 - 9
Active LED is yellow:
The Active LED will blink if the print server is receiving or transmitting
data.
TEST SWITCH
Short push: Prints the network configuration page.
Long push (more than 5 seconds): Reset the network configuration
back to the factory default settings.
Paper Tray #2
You can purchase the Paper Tray #2 accessory (LT-5000) to use as
a third paper source. Tray #2 holds up to 250 sheets of 20 lb (80
g/m
2
) paper.
If there is a valid connection to the network, the LED will blink
orange or green.
To set up the MFC on the Network, see the NC-9100h Network
User’s Guide on the CD-ROM.
Paper Tray #2 Holds approx. 250 sheets of 20 lb (80 g/m
2
)
Basis Weight 16 to 28 lb (60 to 105 g/m
2
)
Moisture Content 4% to 6% by weight
We Recommend:
Cut sheet:
Xerox 4200 DP 20 lb
Hammermill Laser Paper 24 lb
LED
LED
Ethernet
RJ-45
Test Switch
GLOSSARY G - 4
Manual fax When you lift the handset of your external telephone or
press Hook so you can hear the receiving fax machine answer
before you press Start to begin transmission.
Menu mode Programming mode for changing your MFC’s settings.
MFL-Pro Suite Turns your MFC into a printer and a scanner and
enables PC faxing using the MFC.
OCR (optical character recognition) The bundled ScanSoft
®
OmniPage
®
software application converts an image of text to text
you can edit.
One-Touch Keys on the MFC control panel where you can store
numbers for easy dialing. You can store a second number on
each key if you press
Shift and the One-Touch key together.
Out of Paper Reception Receives faxes into the MFC’s memory
when the machine is out of paper.
Overseas Mode Makes temporary changes to the fax tones to
accommodate noise and static on overseas phone lines.
Paging This feature enables your MFC to call your pager when a fax
is received into its memory.
Pause Allows you to place a 3.5 second delay in the dialing
sequence stored on Speed-Dial numbers. Press
Pause as many
times as needed for longer pauses.
Photo resolution A resolution setting that uses varying shades of
gray for the best representation of photographs.
Polling The process of a fax machine calling another fax machine
to retrieve waiting fax messages.
Pulse A form of rotary dialing on a telephone line.
Real Time Transmission When memory is full, you can send faxes
in real time.
Remaining jobs You can check which jobs are waiting in memory
and cancel jobs individually.
Remote Retrieval Access The ability to access your MFC remotely
from a touch tone phone.
GLOSSARY G - 6
Transmission The process of sending faxes over the phone lines
from your MFC to the receiving fax machine.
Transmission Verification Report A listing for each transmission,
that shows its date, time and number.
True Type fonts The fonts that are used in the Windows
®
operating
systems. If you install the Brother True Type fonts, more types of
fonts will be available for Windows
®
applications.
User Settings A printed report that shows the current settings of
your MFC.
S - 1 SPECIFICATIONS
S
Product description
The MFC-8440, MFC-8640D, MFC-8840D and MFC-8840DN are
5 in 1
Multi-Function Centers: Printer, Copier, Color Scanner, Fax, and PC-FAX
(via your PC). The MFC-8640D and MFC-8840D include Duplex Printing.
The MFC-8840DN includes Duplex Printing and Network capability.
General
Specifications
Memory Capacity 16 MB (MFC-8640D)
32 MB (MFC-8440/8840D/8840DN)
Optional Memory 1 DIMM slot; Memory expandable up to 160 MB
Automatic Document
Feeder (ADF)
Up to 50 pages
Temperature: 68
°F - 86°F (20°C - 30°C)
Humidity: 50% - 70%
Paper: 20 lb or 75 g/m
2
Letter size
Paper Tray 250 Sheets (20 lb)
Multi-Purpose Tray 50 Sheets (20 lb) (MFC-8640D/8840D/8840DN only)
Manual Feed Tray Single sheet (20 lb) (MFC-8440 only)
Printer Type Laser
Print Method Electrophotography by semiconductor laser beam
scanning
LCD (Liquid Crystal
Display)
22 characters × 5 lines
Warm-up Max. 18 seconds at 73.4
°F (23°C)
Power Source 120V AC 50/60Hz (USA, Canadian Version Only)
Power Consumption Average Operating (Copying): 450 W or less (25
°C)
Peak:
Sleep:
Standby:
1090 W or less
14 W or less
16 W or less (When Network LAN board
(NC-9100h) is installed.)
85 W or less (25
°C)
Dimensions 21.28 x 17.76 x 18.76 (in.)
532 × 444 × 469 (mm)
Weight Without Drum/Toner Unit:
MFC-8440: 36.6 lb/16.6 kg
MFC-8640D/8840D/8840DN: 39.9 lb/18.1 kg
Noise Operating:
Standby:
53 dB A or less
30 dB A or less
SPECIFICATIONS S - 6
Computer requirements
Minimum System Requirements
Computer Platform & Operating
System Version
Processor
Minimum
Speed
Minimum
RAM
Recommended
RAM
Available Hard Disk
Space
for
Drivers
for
Applications*
2
Windows
®
*
1
Operating
System
98, 98SE Pentium II
or
equivalent
32 MB 64 MB 90 MB 130 MB
Me
NT
®
Workstation
4.0
64 MB 128 MB
2000
Professional
XP 128 MB 256 MB 150 MB 220 MB
Apple
®
Macintosh
®
Operating
System
Mac OS
®
8.6 - 9.2
(Printing,
Scanning and
PC-FAX Send
Only)
All base models meet
minimum
Requirements
64 MB 80 MB 200 MB
Mac OS
®
X
10.1/10.2.1 or
greater
(Printing,
Scanning*
3
and
PC-FAX Send
Only)
128 MB 160 MB
NOTE: All registered trademarks referenced herein are the property of their respective companies.
For the latest drivers, go to the Brother Solutions Center at http://solutions.brother.com/
*
1
Microsoft
®
Internet Explorer 5 or greater.
*
2
Application software is different for Windows
®
and Macintosh
®
.
*
3
Scanning is supported in 10.2.1 or greater.
S - 7 SPECIFICATIONS
Consumable items
Toner Cartridge Life
Expectancy
TN-540: Standard Toner Cartridge - Up to 3,500*
pages
TN-570: High Yield Toner Cartridge - Up to 6,700*
pages
* (when printing letter size or A4 paper at 5% print coverage)
Toner life expectancy will vary depending upon the
type of average print job.
Drum Unit Life
Expectancy
Up to 20,000 pages/drum unit (DR-510)
There are many factors that determine the actual
drum life, such as temperature, humidity, type of
paper, toner you use and number of pages per print
job.
SPECIFICATIONS S - 8
Network (LAN) board (NC-9100h)
MFC-8440 (Option)
MFC-8640D (Option)
MFC-8840D (Option)
MFC-8840DN (Standard)
When you add the optional Network (LAN) Board
(NC-9100h), you can connect your MFC into the
network to use the Internet FAX, Network Scanner,
Network Printer and Network Management
software operations for small workgroups.
SMTP/POP3 E-mail Services are required for
Internet Fax.
Support for:
Windows
®
98/Me/NT
®
4.0/2000/XP
Novell NetWare 3.X, 4.X, 5.X
Mac OS
®
8.6 - 9.2, X 10.1/10.2.1 or greater
Ethernet 10/100 BASE-TX Auto Negotiation
TCP/IP, IPX/SPX, AppleTalk, DLC/LLC
RARP, BOOTP, DHCP, APIPA, NetBIOS, WINS
LPR/LPD, Port9100, SMTP/POP3
SMB(NetBIOS/ IP), IPP, SSDP
mDNS, FTP
MIBII as well as Brother private MIB
TELNET, SNMP, HTTP, TFTP
Included Utilities:
BRAdmin Professional and Web Based
Management
■ Scanning directly to a networked PC is not
supported in Windows NT
®
and Mac OS
®
.
■ BRAdmin Professional is not supported in
Mac OS
®
.
I - 4 INDEX
O
One Touch numbers
storing .............................. 7-1
OUT OF AREA ................. 5-14
P
Page Counter ................. 12-37
Paging ......................... 8-1, 8-2
programming your pager
number ........................... 8-1
Paper ...........................2-1, S-2
capacity ........................... 2-3
jam ................................. 12-4
Size .................................. 4-6
size of original .................. 6-1
phone line
connections ................... 1-18
difficulties ..................... 12-13
multi-line (PBX) .............. 1-22
roll-over lines ................. 1-19
two-line phone system ... 1-19
Polling
receiving .......................... 5-9
sequential receiving ....... 5-10
power
failure ............................... 3-1
print
area ............................... 10-1
difficulty ........................ 12-13
fax from memory .............. 5-5
improving the print quality
.................................... 12-18
jams .................... 12-6, 12-11
resolution ......................... S-5
specifications ...................S-5
print media .......................... 2-1
Q
Quality key (copying) ........ 10-6
R
Receive mode
External TAD .................... 5-1
Fax Only ........................... 5-1
Fax/Tel ............................. 5-1
Manual ............................. 5-1
Redial/Pause ...................... 6-8
reducing
copies .............................10-7
long faxes ......................... 5-5
Remote Retrieval ................ 8-5
access code ..............8-4, 8-5
changing settings ............. 8-4
commands ....................... 8-6
getting your faxes .............8-7
Reports ...............................9-1
Transmission Verification
........................................ 9-1
resolution
fax (standard, Fine, superFine,
Photo) .............................S-3
print ..................................S-5
Scan .................................S-4
setting for next fax ............ 6-7
Ring Delay, setting .............. 5-2
S
Safety Instructions .......vii, 11-6
Scanner Lamp .................. 4-10
Scanner Lock .................. 12-22
Search, for stored numbers
........................................... 7-5
Setup
Date and Time ................. 4-1
Station ID (fax header) ..... 4-2
shipping the machine ...... 12-22
Speed Dial .......................... 1-7
dialing ...............................7-6
storing .............................. 7-1
These machines are made for use in the USA and CANADA only. We cannot recommend
using them overseas because it may violate the Telecommunications Regulations of that
country and the power requirements of your multi-function center may not be compatible
with the power available in foreign countries. Using USA or CANADA models overseas is
at your own risk and may void your warranty.
Brother International Corporation
100 Somerset Corporate Boulevard
P.O. Box 6911
Bridgewater, NJ 08807–0911 USA
Brother International Corporation (Canada) Ltd.
1 rue Hôtel de Ville,
Dollard-des-Ormeaux, QC, CANADA H9B 3H6
Visit us on the World Wide Web
http://www.brother.com
®
USA/CAN
