Brother MFC-7345N Printer - Copier - Fax

USER’S GUIDE

MFC-7340

MFC-7345N

MFC-7440N

MFC-7840W

Not all models are available in all countries.

Version C

USA/CAN

If you need to call Customer Service

Please complete the following information for future

reference:

Model Number:

MFC-7340, MFC-7345N, MFC-7440N and MFC-7840W

(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

theft, fire or warranty service.

http://www.brother.com/registration/

By registering your product with Brother, 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

online at http://www.brother.com/registration/

Brother numbers

IMPORTANT

For technical help, you must call the country where you bought the machine. Calls must be

made from within that country.

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

http://www.brother.com/registration/

FAQs (frequently asked questions)

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 and read FAQs and

troubleshooting tips to learn how to get the most from your Brother product.

http://solutions.brother.com/

Note

You can check here for Brother driver updates.

To keep your machine performance up to date, check here for the latest firmware upgrade (for

Windows

only).

For Customer Service

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-877-BROTHER (1-877-276-8437).

Service Center Locations (Canada only)

For the location of a Brother authorized service center, call 1-877-BROTHER.

In USA: 1-877-BROTHER (1-877-276-8437)

1-901-379-1215 (fax)

In Canada: 1-877-BROTHER

(514) 685-4898 (fax)

Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are available at most Brother

retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover,

or American Express credit card, you can order accessories directly from Brother. (You can visit

us online for a complete selection of the Brother accessories and supplies that are available for

purchase.)

Note

In Canada, only Visa and MasterCard are accepted.

Approx. cartridge yield is declared in accordance with ISO/IEC 19752.

Drum yield is approximate, and may vary by type of use.

In USA: 1-877-552-MALL (1-877-552-6255)

1-800-947-1445 (fax)

http://www.brothermall.com/

In Canada: 1-877-BROTHER

http://www.brother.ca/

Description Item

Toner Cartridge Standard

TN-330 (Approx. 1,500 pages)

Toner Cartridge High Yield

TN-360 (Approx. 2,600 pages)

Drum Unit

DR-360 (Approx. 12,000 pages)

Telephone Line Cord LG3077001

User’s Guide LS1666001 (English for USA and Canada)

LS1666002 (French for Canada)

Quick Setup Guide (MFC-7340/MFC-7345N/MFC-7440N) LS1667001

(English for USA and Canada)

(MFC-7840W) LS1179001

(English for USA and Canada)

(MFC-7340/MFC-7345N/MFC-7440N) LS1667002 (French for

Canada)

(MFC-7840W) LS1179002 (French for Canada)

iii

Notice - Disclaimer of Warranties

(USA and Canada)

BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR

AGENTS (COLLECTIVELY BROTHER’S LICENSOR) MAKE NO WARRANTIES, EXPRESS OR

IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF

MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE

SOFTWARE. BROTHER’S LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE

ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE

SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS

OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE

SOFTWARE IS ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT

PERMITTED BY SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE

ABOVE EXCLUSION MAY NOT APPLY TO YOU.

IN NO EVENT WILL BROTHER’S LICENSOR(S) BE LIABLE TO YOU FOR ANY

CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR

LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS

INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE

SOFTWARE EVEN IF BROTHER’S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF

SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN

CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR

CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY

TO YOU. IN ANY EVENT BROTHER’S LICENSOR’S LIABILITY TO YOU FOR ACTUAL

DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE

ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT

LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.

Compilation and Publication Notice

Under the supervision of Brother Industries Ltd., this manual has been compiled and published,

covering the latest product descriptions and specifications.

The contents of this manual and the specifications of this product are subject to change without

notice.

Brother reserves the right to make changes without notice in the specifications and materials

contained herein and shall not be responsible for any damages (including consequential) caused

by reliance on the materials presented, including but not limited to typographical and other errors

relating to the publication.

Brother

One-Year Limited Warranty and Replacement Service

(USA Only)

Who is covered:

 This limited warranty (“warranty”) is given

only to the original end-use/retail purchaser

(referred to in this warranty as “Original

Purchaser”) of the accompanying product,

consumables and accessories (collectively

referred to in this warranty as “this

Product”).

 If you purchased a product from someone

other than an authorized Brother reseller in

the United States or if the product was used

(including but not limited to floor models or

refurbished product), prior to your

purchase you are not the Original

Purchaser and the product that you

purchased is not covered by this warranty.

What is covered:

 This Product includes a Machine and

Consumable and Accessory Items.

Consumable and Accessory Items include

but are not limited to print heads, toner,

drums, ink cartridges, print cartridges,

cordless handset battery, refill ribbons,

therma PLUS paper and thermal paper.

 Except as otherwise provided herein,

Brother warrants that the Machine and the

accompanying Consumable and

Accessory Items will be free from defects in

materials and workmanship, when used

under normal conditions.

 This warranty applies only to products

purchased and used in the United States.

For products purchased in, but used

outside, the United States, this warranty

covers only warranty service within the

United States (and does not include

shipping outside the United States).

What is the length of the Warranty Periods:

 Machines: one year from the original

purchase date.

 Accompanying Consumable and

Accessory Items: 90 days from the original

purchase date or the rated life of

consumable, whichever comes first.

What is NOT covered:

This warranty does not cover:

1 Physical damage to this Product;

2 Damage caused by improper installation,

improper or abnormal use, misuse, neglect

or accident (including but not limited to

transporting this Product without the proper

preparation and/or packaging);

3 Damage caused by another device or

software used with this Product (including

but not limited to damage resulting from

use of non Brother

-brand parts and

Consumable and Accessory Items);

4 Consumable and Accessory Items that

expired in accordance with a rated life;

5 Problems arising from other than defects in

materials or workmanship; and,

6 Normal Periodic Maintenance Items, such

as Paper Feeding Kit, Fuser and Laser

Units.

This limited warranty is VOID if this Product

has been altered or modified in any way

(including but not limited to attempted warranty

repair without authorization from Brother

and/or alteration/removal of the serial

number).

What to do if you think your Product is

eligible for warranty service:

Report your issue to either our Customer

Service Hotline at 1-877-BROTHER (1-877-

276-8437) or to a Brother Authorized Service

Center within the applicable warranty

period. Supply Brother or the Brother

Authorized Service Center with a copy of your

dated bill of sale showing that this Product was

purchased within the U.S. For the name of

local Brother Authorized Service Center(s),

call 1-877-BROTHER (1-877-276-8437) or

visit www.brother-usa.com.

What Brother will ask you to do:

After contacting Brother or a Brother

Authorized Service Center, you may be

required to deliver (by hand if you prefer) or

send the Product properly packaged, freight

prepaid, to the Authorized Service Center

together with a photocopy of your bill of sale.

You are responsible for the cost of

shipping, packing product, and insurance

(if you desire). You are also responsible for

loss or damage to this Product in shipping.

What Brother will do:

If the problem reported concerning your

Machine and/or accompanying Consumable

and Accessory Items is covered by this

warranty and

if you first reported the problem

to Brother or an Authorized Service Center

within the applicable warranty period, Brother

or its Authorized Service Center will repair or

replace the Machine and/or accompanying

Consumable and Accessory Items at no

charge to you for parts or labor. The decision

as to whether to repair or replace the Machine

and/or accompanying Consumable and

Accessory Items is made by Brother in its sole

Brother

One-Year Limited Warranty and Replacement Service

(USA Only)

discretion. Brother reserves the right to supply

a refurbished or remanufactured replacement

Machine and/or accompanying Consumable

and Accessory Items and use refurbished

parts provided such replacement products

conform to the manufacturer's specifications

for new product/parts. The repaired or

replacement Machine and/or accompanying

Consumable and Accessory Items will be

returned to you freight prepaid or made

available for you to pick up at a conveniently

located Authorized Service Center.

If the Machine and/or accompanying

Consumable and Accessory Items are not

covered by this warranty (either stage), you

will be charged for shipping the Machine

and/or accompanying Consumable and

Accessory Items back to you and charged for

any service and/or replacement parts/products

at Brother's then current published rates.

The foregoing are your sole (i.e., only) and

exclusive remedies under this warranty.

What happens when Brother elects to

replace your Machine:

When a replacement Machine is authorized by

Brother, and you have delivered the Machine

to an Authorized Service Center, the

Authorized Service Center will provide you

with a replacement Machine after receiving

one from Brother. If you are dealing directly

with Brother's Express Exchange Service

Brother will send to you a replacement Machine

shipped for receipt within two business days,

with the understanding that you will, after

receipt of the replacement Machine, supply the

required proof of purchase information,

together with the Machine that Brother agreed

to replace. You are then expected to pack the

Machine that Brother agreed to replace in the

package from the replacement Machine and

return it to Brother using the pre-paid freight bill

supplied by Brother in accordance with the

instructions provided by Brother. Since you will

be in possession of two machines, Brother will

require that you provide a valid major credit

card number. Brother will issue a hold against

the credit card account number that you

provide until Brother receives your original

Product and determines that your original

Product is entitled to warranty coverage. Your

credit card will be charged up to the cost of a

new Product only if: (i) you do not return your

original Product to Brother within five (5)

business days; (ii) the problems with your

original Product are not covered by the limited

warranty; (iii) the proper packaging

instructions are not followed and has caused

damage to the product; or (iv) the warranty

period on your original Product has expired or

has not been sufficiently validated with a copy

of the proof of purchase (bill of sale). The

replacement Machine you receive (even if

refurbished or remanufactured) will be

covered by the balance of the limited warranty

period remaining on the original Product, plus

an additional thirty (30) days. You will keep the

replacement Machine that is sent to you and

your original Machine shall become the

property of Brother. Retain your original

Accessory Items and a copy of the return

freight bill, signed by the courier.

Limitations:

Brother is not responsible for damage to or

loss of any equipment, media, programs or

data related to the use of this Product. Except

for the repair or replacement as described

above, Brother shall not be liable for any

direct, indirect, incidental or consequential

damages or specific relief. Because some

states do not allow the exclusion or limitation

of consequential or incidental damages, the

above limitation may not apply to you.

THIS WARRANTY IS GIVEN IN LIEU OF ALL

OTHER WARRANTIES, WRITTEN OR

ORAL, WHETHER EXPRESSED BY

AFFIRMATION, PROMISE, DESCRIPTION,

DRAWING, MODEL OR SAMPLE. ANY AND

ALL WARRANTIES OTHER THAN THIS

ONE, WHETHER EXPRESS OR IMPLIED,

INCLUDING IMPLIED WARRANTIES OF

MERCHANTABILITY AND FITNESS FOR A

PARTICULAR PURPOSE, ARE HEREBY

DISCLAIMED.

 This Limited Warranty is the only warranty

that Brother is giving for this Product. It is

the final expression and the exclusive and

only statement of Brother's obligations to

you. It replaces all other agreements and

understandings that you may have with

Brother or its representatives.

 This warranty gives you certain rights and

you may also have other rights that may

vary from state to state.

 This Limited Warranty (and Brother's

obligation to you) may not be changed in

any way unless you and Brother sign the

same piece of paper in which we (1) refer

to this Product and your bill of sale date, (2)

describe the change to this warranty and

(3) agree to make that change.

Important: We recommend that you keep all

original packing materials, in the event that you ship

this Product.

BROTHER MULTIFUNCTION CENTER / FAX MACHINE

LIMITED WARRANTY

(Canada only)

Pursuant to the limited warranty of 1 year from the date of purchase for labour and parts, Brother

International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service Centres, will repair or

replace (at Brother’s sole discretion) this MFC/Fax machine free of charge if defective in material or

workmanship. This warranty applies only to products purchased and used in Canada.

This limited Warranty does not include cleaning, consumables (including, without limitation, ink

cartridges, print cartridges, print rolls, thermal paper rolls, toner cartridges, drum units, OPC belts, fixing

units, print heads, paper feed rollers, transfer rolls, cleaning rollers, waste toner packs, oil bottles) 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 if shipped out of the country.

The use of supplies or consumable items that are non-Brother products may void your warranty. This

limited warranty ceases when this machine is rented, sold, or otherwise disposed of. Operation of the

MFC/Fax 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/Fax machine must be delivered or shipped freight prepaid

by the end-user/purchaser to a “Brother” Authorized Service Centre, together with your Canadian Proof

of Purchase in the form of a Sales Receipt.

When shipping or transporting your MFC/Fax machine, please refer to your Operation Manual for the

proper packaging procedures.

For Laser units: Failure to remove the Toner Cartridge (and Toner Drum Unit, waste toner packs or oil

bottles on applicable models) during shipping or transport will cause severe damage to the Laser

MFC/Fax machine and will void the Warranty.

For inkjet units: (When shipping your Inkjet MFC/Fax machine remove the ink cartridges and replace

them with the original protective parts. If original protective parts are not available, leave ink cartridges

installed. Please avoid shipping the unit without original protective parts or ink cartridges.) Damage to

your print head resulting from packing the Inkjet MFC/Fax machine without the ink cartridges or the

protective parts will void your warranty.

Improper packaging may cause severe damage to the machine during shipping and will void the

warranty.

BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED INCLUDING,

WITHOUT LIMITATIONS, 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

Centres, Distributors, Dealers, Agents or employees, shall create another warranty or modify this

warranty. The warranty states Brother’s entire liability and your exclusive remedy against Brother for any

failure of the MFC/Fax machine to operate properly.

Neither Brother nor anyone else involved in the development, production, or delivery of this MFC/Fax

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 Province to Province.

Warranty Service is available at Brother Authorized Service

Centres throughout Canada. For Technical Assistance or for the

name and location of your nearest Authorized Service Centre

call 1-877-BROTHER.

Internet support: support@brother.ca or browse Brother’s Web Site www.brother.ca.

vii

Table of Contents

Section I General

1 General information 2

Using the documentation.......................................................................................2

Symbols and conventions used in the documentation ....................................2

Accessing the Software User’s Guide and Network User’s Guide ........................2

Viewing documentation ...................................................................................2

Accessing Brother support (for Windows

) ...........................................................5

Control panel overview ..........................................................................................6

2 Loading paper and documents 9

Loading paper and print media..............................................................................9

Loading paper in the paper tray.......................................................................9

Loading paper in the manual feed slot ..........................................................10

Unprintable area............................................................................................13

Acceptable paper and other print media..............................................................14

Recommended paper and print media ..........................................................14

Type and size of paper ..................................................................................14

Handling and using special paper .................................................................15

Loading documents .............................................................................................18

Using the automatic document feeder (ADF) ................................................18

Using the scanner glass ................................................................................19

3 General setup 20

Mode timer...........................................................................................................20

Paper settings......................................................................................................20

Paper type .....................................................................................................20

Paper size......................................................................................................20

Volume settings ...................................................................................................21

Ring volume...................................................................................................21

Beeper volume ..............................................................................................21

Speaker volume.............................................................................................21

Automatic daylight savings time ..........................................................................22

Ecology features..................................................................................................22

Toner save.....................................................................................................22

Sleep time......................................................................................................22

LCD contrast........................................................................................................22

Dial prefix.............................................................................................................23

Setting up the prefix number .........................................................................23

Changing the prefix number ..........................................................................23

viii

4 Security features 24

Security................................................................................................................24

TX lock (MFC-7340, MFC-7345N and MFC-7440N only)..............................24

Secure function lock (MFC-7840W only).......................................................25

Setting lock ....................................................................................................28

Restricting dialing ................................................................................................29

Dial pad restriction.........................................................................................29

One touch restriction .....................................................................................29

Speed dial restriction .....................................................................................29

Section II Fax

5 Sending a fax 32

How to fax............................................................................................................32

Entering fax mode .........................................................................................32

Sending a fax from the ADF ..........................................................................32

Sending a fax from the scanner glass ...........................................................32

Canceling a fax in progress ...........................................................................33

Broadcasting .......................................................................................................33

Canceling a broadcast in progress ................................................................33

Additional sending operations..............................................................................34

Sending faxes using multiple settings ...........................................................34

Electronic cover page ....................................................................................34

Contrast .........................................................................................................35

Changing fax resolution.................................................................................36

Dual access ...................................................................................................36

Real time transmission ..................................................................................36

Overseas mode .............................................................................................37

Delayed fax....................................................................................................37

Delayed batch transmission ..........................................................................37

Checking and canceling waiting jobs.............................................................38

Sending a fax manually .................................................................................38

Out of memory message ...............................................................................38

6 Receiving a fax 39

Choose the correct Receive Mode ......................................................................39

Using receive modes ...........................................................................................40

Fax Only ........................................................................................................40

Fax/Tel...........................................................................................................40

Manual...........................................................................................................40

External TAD .................................................................................................40

Receive mode settings ........................................................................................41

Ring delay......................................................................................................41

F/T ring time (Fax/Tel mode only) .................................................................41

Easy receive ..................................................................................................42

Setting the print density .................................................................................42

Additional receiving operations............................................................................43

Printing a reduced incoming fax ....................................................................43

Setting the fax receive stamp ........................................................................43

Receiving a fax at the end of a conversation.................................................43

Printing a fax from the memory .....................................................................43

7 Telephone services and external devices 44

Telephone line services.......................................................................................44

Voice Mail......................................................................................................44

Distinctive Ring..............................................................................................44

Caller ID ........................................................................................................46

Connecting an external TAD (telephone answering device)................................47

Connections...................................................................................................48

Recording an outgoing message (OGM).......................................................48

Special line considerations ............................................................................48

Multi-line connections (PBX) .........................................................................50

External and extension telephones......................................................................50

Using external and extension telephones......................................................50

For Fax/Tel mode only...................................................................................51

Connecting an external or extension telephone ............................................51

Using a non-Brother cordless external handset ............................................51

Using remote codes.......................................................................................51

8 Dialing and storing numbers 53

How to dial...........................................................................................................53

Manual dialing ...............................................................................................53

One touch dialing...........................................................................................53

Speed dialing.................................................................................................53

Search ...........................................................................................................54

Fax redial.......................................................................................................54

Storing numbers ..................................................................................................54

Storing a pause .............................................................................................54

Storing one touch dial numbers.....................................................................54

Storing speed dial numbers...........................................................................55

Changing one touch and speed dial numbers ...............................................55

Setting up groups for broadcasting................................................................56

Dialing access codes and credit card numbers .............................................57

Pause ............................................................................................................57

Tone or pulse (Canada only) .........................................................................57

9 Remote fax options 58

Fax forwarding .....................................................................................................58

Paging..................................................................................................................59

Fax storage..........................................................................................................59

PC fax receive .....................................................................................................60

Changing remote fax options...............................................................................61

Turning off remote fax options.......................................................................61

Remote retrieval ..................................................................................................62

Setting a remote access code .......................................................................62

Using your remote access code ....................................................................62

Retrieving fax messages ...............................................................................63

Changing the fax forwarding number ............................................................63

Remote fax commands........................................................................................64

10 Polling 65

Polling receive .....................................................................................................65

Sequential polling ..........................................................................................65

Polled transmit ....................................................................................................66

Setup for polled transmit................................................................................66

11 Printing reports 67

Fax reports...........................................................................................................67

Transmission verification report.....................................................................67

Fax journal.....................................................................................................67

Reports ................................................................................................................68

How to print a report ......................................................................................68

Section III Copy

12 Making copies 70

How to copy .........................................................................................................70

Entering copy mode.......................................................................................70

Making a single copy .....................................................................................70

Making multiple copies ..................................................................................70

Stop copying..................................................................................................70

Copy options (temporary settings).......................................................................71

Enlarging or reducing the image copied ........................................................71

Using the Options key ...................................................................................72

Improving copy quality...................................................................................73

Sorting copies using the ADF ........................................................................73

Adjusting contrast ..........................................................................................74

Making N in 1 copies (page layout) ...............................................................74

Out of memory message .....................................................................................75

Section IV Software

13 Software and Network features 78

How to read HTML User’s Guide.........................................................................78

For Windows

...............................................................................................78

For Macintosh

..............................................................................................79

Section V Appendixes

A Safety and legal 82

Choosing a location .............................................................................................82

To use the machine safely...................................................................................83

Important information...........................................................................................86

Standard telephone and FCC notices ...........................................................86

Industry Canada Compliance Statement (Canada only) ..............................88

Disconnect device .........................................................................................88

LAN connection (MFC-7345N, MFC-7440N and MFC-7840W only) ............88

International ENERGY STAR

Compliance Statement ................................89

Laser safety...................................................................................................89

FDA regulations.............................................................................................89

Important safety instructions..........................................................................90

Trademarks..........................................................................................................92

B Troubleshooting and routine maintenance 93

Troubleshooting...................................................................................................93

If you are having difficulty with your machine ................................................93

Improving the print quality ...........................................................................100

Setting dial tone detection ...........................................................................105

Telephone line interference.........................................................................106

Error and maintenance messages.....................................................................107

Transferring your faxes or Fax Journal report .............................................111

Document jams............................................................................................113

Paper jams ..................................................................................................114

Routine maintenance.........................................................................................118

Cleaning the outside of the machine ...........................................................118

Cleaning the scanner glass .........................................................................119

Cleaning the laser scanner window.............................................................120

Cleaning the corona wire.............................................................................122

Cleaning the drum unit ................................................................................123

Replacing the consumable items.......................................................................126

Replacing a toner cartridge .........................................................................126

Replacing the drum unit...............................................................................130

Machine information ..........................................................................................132

Checking the serial number.........................................................................132

Checking the page counters........................................................................132

Checking the Drum life ................................................................................133

Packing and shipping the machine....................................................................133

xii

C Menu and features 135

On-screen programming....................................................................................135

Menu table...................................................................................................135

Memory storage...........................................................................................135

Menu keys .........................................................................................................135

How to access the menu mode ...................................................................136

Menu table .........................................................................................................137

Entering text.......................................................................................................150

D Specifications 152

General ..............................................................................................................152

Print media.........................................................................................................154

Fax.....................................................................................................................155

Copy ..................................................................................................................157

Scan...................................................................................................................158

Print ...................................................................................................................159

Interfaces ...........................................................................................................159

Computer requirements .....................................................................................160

Consumable items .............................................................................................162

Ethernet wired network

(MFC-7345N, MFC-7440N and MFC-7840W only) ........................................163

Ethernet wireless network (MFC-7840W only) ..................................................164

Authentication and encryption for wireless users only.................................165

Wi-Fi Alliance certification ...........................................................................166

Wireless one-push configuration .................................................................167

E Glossary 168

F Index 172

Section I

General I

General information 2

Loading paper and documents 9

General setup 20

Security features 24

Using the

documentation 1

Thank you for buying a Brother machine!

Reading the documentation will help you

make the most of your machine.

Symbols and conventions

used in the documentation 1

The following symbols and conventions are

used throughout the documentation.

Accessing the

Software User’s Guide

and Network User’s

Guide

This User’s Guide does not contain all the

information about the machine such as how

to use the advanced features of Fax, Printer,

Scanner, PC Fax and Network (MFC-7345N,

MFC-7440N and MFC-7840W only). When

you are ready to learn detailed information

about these operations, read the Software

User’s Guide and Network User’s Guide

(MFC-7345N, MFC-7440N and MFC-7840W

only).

Viewing documentation 1

Viewing documentation (Windows

) 1

To view the documentation, from the Start

menu, point to Brother, MFC-XXXX (where

XXXX is your model name) from the program

group, and then click User’s Guides in

HTML format.

If you have not installed the software, you can

find the documentation by following the

instructions below:

a Turn on your PC.

Insert the Brother CD-ROM labeled

Windows

into your CD-ROM drive.

b If the language selection screen

appears, click your language.

General information 1

Bold Bold style identifies keys on the

machine control panel or

computer screen.

Italics Italicized style emphasizes an

important point or refers you to

a related topic.

Courier

New

Courier New font identifies the

messages shown on the LCD

of the machine.

Warnings tell you what to do to

prevent possible personal injury.

Cautions specify procedures you

must follow or avoid to prevent

possible damage to the machine or

other objects.

Electrical Hazard icons alert you to a

possible electrical shock.

Hot Surface icons warn you not to

touch machine parts that are hot.

Incorrect setup icons alert you to

devices and operations that are not

compatible with the machine.

Note icons give useful tips.

General information

c If the model name screen appears, click

your model name.The CD-ROM main

menu will appear.

If this window does not appear, use

Windows

Explorer to find and run the

start.exe program from the root directory

of the Brother CD-ROM.

d Click Documentation.

e Click the documentation you want to

read:

 HTML documents (2 manuals):

Software User’s Guide and

Network User’s Guide (MFC-

7345N, MFC-7440N and MFC-

7840W only) in HTML format.

This format is recommended for

viewing on your computer.

 PDF documents (4 manuals):

User’s Guide for stand-alone

operations, Software User’s Guide,

Network User’s Guide (MFC-

7345N, MFC-7440N and MFC-

7840W only) and Quick Setup

Guide.

This format is recommended for

printing the manuals. Click to go to

the Brother Solutions Center, where

you can view or download the PDF

documents. (Internet access and

PDF Reader software are required.)

How to find scanning instructions 1

There are several ways you can scan

documents. You can find the instructions as

follows:

Software User's Guide: 1

 Scanning a document using the TWAIN

driver in Chapter 2

 Scanning a document using the WIA

driver (For Windows

XP/Windows Vista

only) in Chapter 2

 Using ControlCenter3 in Chapter 3

 Network Scanning in Chapter 4 (MFC-

7345N, MFC-7440N and MFC-7840W

only)

ScanSoft™ PaperPort™ 11SE with

OCR How-to-Guides:

 The complete ScanSoft™ PaperPort™

11SE with OCR How-to-Guides can be

viewed from the Help selection in the

ScanSoft™ PaperPort™ 11SE

application.

Chapter 1

Viewing documentation (Macintosh

) 1

a Turn on your Macintosh

Insert the Brother CD-ROM labeled

Macintosh

into your CD-ROM drive.

b The following window will appear.

c Double-click the Documentation icon.

d If the language selection screen

appears, double-click your language.

e Double-click the top page file to view the

Software User’s Guide and Network

User’s Guide (MFC-7345N, MFC-

7440N and MFC-7840W only) in HTML

format.

f Click the documentation you want to

read.

 Software User’s Guide

 Network User’s Guide

(MFC-7345N, MFC-7440N and

MFC-7840W only)

Note

The documents are also available in PDF

format (4 manuals):

User’s Guide for stand-alone operations,

Software User’s Guide, Network User’s

Guide (MFC-7345N, MFC-7440N and

MFC-7840W only) and Quick Setup

Guide.

The PDF format is recommended for

printing the manuals.

Double-click Brother Solutions Center

icon to go to the Brother Solutions Center,

where you can view or download the PDF

documents. (Internet access and PDF

Reader software are required.)

How to find scanning instructions 1

There are several ways you can scan

documents. You can find the instructions as

follows:

Software User's Guide: 1

 Scanning in Chapter 9

 Using ControlCenter2 in Chapter 10

 Network Scanning in Chapter 11 (MFC-

7345N, MFC-7440N and MFC-7840W

only)

Presto!

PageManager

User's Guide:1

 The complete Presto!

PageManager

User’s Guide can be viewed from the Help

selection in the Presto!

PageManager

application.

General information

Accessing Brother

support

(for Windows

) 1

You can find all the contacts you will need,

such as Web support (Brother Solutions

Center), Customer Service and Brother

Authorized Service Centers on page i and on

the Brother CD-ROM.

 Click Brother Support on the main menu.

The following screen will appear:

 To access our web site

(http://www.brother.com/

) click

Brother Home Page.

 To view all Brother Numbers, including

Customer Service numbers for the USA

and Canada, click Support Information.

 To access the USA Brother online

shopping mall

(http://www.brothermall.com/

) for

additional product and service

information, click Brother Mall.com.

 To access Canada’s Brother online

shopping mall (http://www.brother.ca/

) for

additional product and services

information, click Shop Online (Canada).

 For the latest news and product support

information

(http://solutions.brother.com/

), click

Brother Solutions Center.

 To visit our web site for original/genuine

Brother supplies

(http://www.brother.com/original/

), click

Supplies Information.

To return to the main page, click Back.

Or, if you have finished, click Exit.

Chapter 1

Control panel overview 1

MFC-7340

MFC-7345N, MFC-7440N and MFC-7840W have the same keys.

General information

Chapter 1

1 Fax and telephone keys:

Hook

Press before dialing if you want to make sure a

fax machine will answer, and then press Start.

Also, press this key after you pick up the

handset of an external telephone during the

F/T ring (fast double-rings).

Resolution

Sets the resolution when sending a fax.

Redial/Pause

Redials the last number called. It also inserts a

pause when programming quick dial numbers

or when dialing a number manually.

2 One Touch keys

These 4 keys give you instant access to 8

previously stored numbers.

Shift

Lets you access One Touch numbers 5 to 8

when held down.

3LCD

Displays messages to help you set up and use

your machine.

4 Menu keys:

Lets you access the Menu to program your

settings in this machine.

Clear/Back

Deletes entered data or lets you cancel the

current setting.

Lets you store your settings in the machine.

Volume keys

d or c

Press to scroll backwards or forwards through

menu selections. Press to change the volume

when in fax or standby mode.

a or b

Press to scroll through the menus and options.

b Search/Speed Dial

Lets you look up numbers that are stored in the

dialing memory. It also lets you dial stored

numbers by pressing a three-digit number.

Reports

Print the Transmission Verification Report,

Help List, Tel Index List, Fax Journal,

User Settings and Network Configuration*.

(*MFC-7345N, MFC-7440N and MFC-7840W

only)

5Dialpad

Use these keys to dial telephone and fax

numbers and as a keyboard for entering

information into the machine.

(Canada only) The # key temporarily switches

the dialing mode from Pulse to Tone during a

telephone call.

6Stop/Exit

Stops an operation or exits from a menu.

7Start

Lets you start sending faxes, making copies or

scanning.

8 Mode keys:

Fax

Puts the machine in Fax mode.

Scan

Puts the machine in Scan mode. (For details

about scanning, see the Software User’s Guide

on the CD-ROM.)

Copy

Puts the machine in Copy mode.

9 Print keys :

Secure (MFC-7345N, MFC-7440N and MFC-

7840W only)

You can print data saved in memory when you

enter your four-digit password. (For details

about using the Secure key, see the Software

User’s Guide on the CD-ROM.)

(MFC-7840W only) When using Secure

Function Lock, you can switch restricted users

by holding down Shift as you press the Secure

key. (See

Secure function lock (MFC-7840W

ly) on page 25.)

Job

Cancel

Cancels a programmed print job and clears it

from the machine’s memory.

To cancel multiple print jobs, hold down this

key until the LCD shows

Job Cancel (All).

10 Copy keys:

Options

You can quickly and easily choose temporary

settings for copying.

Enlarge/Reduce

Reduces or enlarges copies.

Loading paper and

print media 2

The machine can feed paper from the

standard paper tray or manual feed slot.

When you put paper into the paper tray, note

the following:

 If your application software supports

paper size selection on the print menu,

you can select it through the software. If

your application software does not

support it, you can set the paper size in

the printer driver or by using the control

panel buttons.

 Before using paper that has holes in it,

such as organizer sheets, you must ‘fan’

the stack to avoid paper jams and

misfeeds.

Loading paper in the paper

tray 2

Printing on plain paper, recycled

paper or transparencies from the

paper tray

a Pull the paper tray completely out of the

machine.

b While pressing the green paper guide

release lever, slide the paper guides to

fit the paper size. Make sure that the

guides are firmly in the slots.

Loading paper and documents 2

Chapter 2

Note

For Legal size paper, press the release

button in the bottom of the paper tray and

then pull out the back of the paper tray.

(Legal size paper is not available in some

regions.)

c Put paper in the tray, and make sure that

the paper is below the maximum paper

mark (1). The side to be printed on must

be face down.

CAUTION

Make sure the paper guides touch the sides

of the paper so it will feed properly. If you do

not do this, it may cause damage to your

machine.

d Put the paper tray firmly back in the

machine. Make sure that it is completely

inserted into the machine.

e Unfold the support flap (1) to prevent

paper from sliding off the face-down

output tray.

Loading paper in the manual

feed slot 2

You can load envelopes and special print

media one at a time into this slot. Use the

manual feed slot to print or copy on labels,

envelopes or thicker paper.

Printing on plain paper, recycled

paper or transparencies from the

manual feed slot

Note

The machine automatically turns on the

Manual Feed mode when you put paper in

the manual feed slot.

a Unfold the support flap (1) to prevent

paper from sliding off the face-down

output tray, or remove each page as

soon as it comes out of the machine.

Loading paper and documents

b Open the manual feed slot cover.

c Using both hands, slide the manual feed

slot paper guides to the width of the

paper that you are going to use.

d Using both hands, put one sheet of

paper in the manual feed slot until the

front edge of the paper or transparency

touches the paper feed roller. When you

feel the machine pull in the paper, let go.

Printing on thick paper, bond paper,

labels and envelopes

When the back output tray is pulled down, the

machine has a straight paper path from the

manual feed slot through to the back of the

machine. Use this paper feed and output

method when you want to print on thick

paper, labels or envelopes.

Note

• Remove each printed sheet or envelope

immediately to prevent a paper jam.

• The machine automatically turns on the

Manual Feed mode when you put paper in

the manual feed slot.

a Open the back cover (back output tray).

b Open the manual feed slot cover.

Chapter 2

c Using both hands, slide the manual feed

slot paper guides to the width of the

paper that you are going to use.

d Using both hands, put one sheet of

paper or one envelope in the manual

feed slot until the front edge of the paper

or envelope touches the paper feed

roller. When you feel the machine pull in

the paper, let go.

Note

• Put the paper into the manual feed slot

with the side to be printed face up.

• Make sure that the print media (paper,

transparency and so on) is straight and in

the proper position on the manual feed

slot. If it is not, the paper or the

transparency may not be fed properly,

resulting in a skewed printout or a paper

jam.

• Do not put more than one sheet of paper

in the manual feed slot at any one time, as

it may cause a jam.

• If you put any print media in the manual

feed slot before the machine is in the

Ready state, the print media may be

ejected without being printed on.

• To easily remove a small printout from the

output tray, lift up the scanner cover by

using both hands as shown in the

illustration.

• You can still use the machine while the

scanner cover is up. To close the scanner

cover, push it down with both hands.

Loading paper and documents

Unprintable area 2

Unprintable area for copies 2

The printable area of your machine begins at approximately 0.12 in. (3 mm) from the top and

bottom and 0.16 in. (4 mm) from both sides of the paper.

1 0.12 in. (3 mm)

2 0.16 in. (4 mm)

Note

This unprintable area shown above is for a

single copy or a 1 in 1 copy using Letter

size paper. The unprintable area changes

with the paper size.

Unprintable area when printing from a computer 2

When using the driver the printable area is smaller than the paper size, as shown below.

Portrait

Landscape

Note

The unprintable area shown above is for Letter size paper. The unprintable area changes with

the paper size.

Windows

printer driver and

Macintosh

printer driver

BRScript Driver for Windows

and Macintosh

(MFC-7840W only)

Portrait 1 0.16 in. (4.23 mm) 0.16 in. (4.23 mm)

2 0.25 in. (6.35 mm) 0.16 in. (4.23 mm)

Landscape 1 0.16 in. (4.23 mm) 0.16 in. (4.23 mm)

2 0.2 in. (5.08 mm) 0.16 in. (4.23 mm)

Chapter 2

Acceptable paper and

other print media 2

Print quality may vary according to the type of

paper you are using.

You can use the following types of print

media: plain paper, bond paper, recycled

paper, transparencies, labels or envelopes.

For best results, follow the instructions below:

 Use paper made for plain paper copying.

 Use paper that is 20 to 24 lb (75 to

90 g/m

 Use labels and transparencies which are

designed for use in laser machines.

 DO NOT put different types of paper in the

paper tray at the same time because it

may cause paper jams or misfeeds.

 For proper printing, you must choose the

same paper size from your software

application as the paper in the tray.

 Avoid touching the printed surface of the

paper immediately after printing.

 When you use transparencies remove

each sheet immediately to prevent

smudging or paper jams.

 Use long grain paper with a neutral Ph

value, and a moisture content of approx.

5%.

Recommended paper specifications 2

The following paper specifications are suitable for this machine.

Handling and using special

paper 2

The machine is designed to work well with

most types of xerographic and bond paper.

However, some paper variables may have an

effect on print quality or handling reliability.

Always test samples of paper before

purchasing to ensure desirable performance.

Store paper in its original packaging and keep

it sealed. Keep the paper flat and away from

moisture, direct sunlight and heat.

Some important guidelines when selecting

paper are:

 Do not use inkjet paper because it may

cause a paper jam or damage your

machine.

 Preprinted paper must use ink that can

withstand the temperature of the

machine's fusing process (200 degrees

centigrade).

 If you use bond paper, paper having a

rough surface or paper that is wrinkled or

creased, the paper may exhibit degraded

performance.

Paper size Paper types No. of sheets

Paper Tray A4, Letter, Legal,

Executive, A5, A6, B5,

B6 and Folio

Plain paper and recycled

paper

up to 250

[20lb(80g/m

)]

Transparency up to 10

Manual Feed Slot Width: 3 to 8.66 in. (76.2

to 220 mm)

Length: 4.57 to 16 in.

(116 to 406.4 mm)

Plain paper, recycled

paper, bond paper,

envelopes, labels and

transparencies

Basis weight

20-24 lb (75-90 g/m

)

Thickness 80-110 µm

Roughness Higher than 20 sec.

Stiffness

90-150 cm

/100

Grain direction Long grain

Volume resistivity

10e

-10e

ohm

Surface resistivity

10e

-10e

ohm-cm

Filler CaCO

(Neutral)

Ash content Below 23 wt%

Brightness Higher than 80 %

Opacity Higher than 85 %

Chapter 2

Types of paper to avoid 2

CAUTION

Some types of paper may not perform well

or may cause damage to your machine.

DO NOT use paper:

• that is highly textured

• that is extremely smooth or shiny

• that is curled or warped

1 0.08 in. (2 mm)

• that is coated or has a chemical finish

• that is damaged, creased or folded

• that exceeds the recommended weight

specification in this guide

• with tabs and staples

• with letterheads using low temperature

dyes or thermography

• that is multipart or carbonless

• that is designed for inkjet printing

If you use any of the types of paper listed

above, they may damage your machine.

This damage is not covered under any

Brother warranty or service agreement.

Envelopes 2

Most envelopes will be suitable for your

machine. However, some envelopes may

have feed and print-quality problems

because of the way they have been made. A

suitable envelope should have edges with

straight, well-creased folds and the leading

edge should not be thicker than two sheets of

paper. The envelope should lie flat and not be

of baggy or flimsy construction. You should

buy quality envelopes from a supplier who

understands that you will be using the

envelopes in a laser machine.

Envelopes can be fed from manual feed slot

one at a time. We recommend that you print

a test envelope to make sure the print results

are what you want before you print or

purchase a large quantity of envelopes.

Check the following:

 Envelopes should have a lengthwise

sealing flap.

 The sealing flaps should be folded crisply

and correctly (irregularly cut or folded

envelopes may cause paper jams).

 Envelopes should consist of two layers of

paper in the area circled in figure below.

1 Feeding direction

 Envelope joints that are sealed by the

manufacturer should be secure.

 We recommend that you do not print

within 0.6 in. (15 mm) of the edges of

envelopes.

Loading paper and documents

Types of envelopes to avoid 2

CAUTION

DO NOT use envelopes:

• that are damaged, curled, wrinkled or an

unusual shape

• that are extremely shiny or textured

• with clasps, staples, snaps or tie strings

• with self-adhesive closures

• that are of a baggy construction

• that are not sharply creased

• that are embossed (have raised writing

on them)

• that were previously printed by a laser

machine

• that are pre-printed on the inside

• that cannot be arranged neatly when

stacked

• that are made of paper that weighs more

than the paper weight specifications for

the machine

• with edges that are not straight or

consistently square

• with windows, holes, cut-outs or

perforations

• with glue on surface as shown in figure

below

• with double flaps as shown in figure

below

• with sealing flaps that have not been

folded at purchase

• with sealing flaps as shown in figure

below

• with each side folded as shown in figure

below

If you use any of the types of envelopes

listed above, they may damage your

machine. This damage is not covered

under any Brother warranty or service

agreement.

Occasionally you may experience paper

feed problems caused by the thickness,

size and flap shape of the envelopes you

are using.

Chapter 2

Labels 2

The machine will print on most types of labels

designed for use with a laser machine. Labels

should have an adhesive that is acrylic-based

since this material is more stable at the high

temperatures in the fuser unit. Adhesives

should not come in contact with any part of

the machine, because the label stock may

stick to the drum unit or rollers and cause

jams and print quality problems. No adhesive

should be exposed between the labels.

Labels should be arranged so that they cover

the entire length and width of the sheet. Using

labels with spaces may result in labels

peeling off and causing serious jams or print

problems.

All labels used in this machine must be able

to withstand a temperature of 392 degrees

Fahrenheit (200 degrees centigrade) for a

period of 0.1 seconds.

Label sheets should not exceed the paper

weight specifications described in this User’s

Guide. Labels exceeding this specification

may not feed or print properly and may cause

damage to your machine.

Labels can be fed from the manual feed slot

only.

Types of labels to avoid 2

Do not use labels that are damaged, curled,

wrinkled or an unusual shape.

CAUTION

Avoid feeding labels with the carrier sheet

exposed because your machine will be

damaged.

Loading documents 2

Using the automatic

document feeder (ADF) 2

The ADF can hold up to 35 pages and feeds

each sheet individually. Use standard 20 lb

(80 g/m

) paper and always fan the pages

before putting them in the ADF.

Recommended environment 2

CAUTION

DO NOT leave thick documents on the

scanner glass. If you do this, the ADF may

jam.

DO NOT use paper that is curled, wrinkled,

folded, ripped, stapled, paper-clipped,

pasted or taped.

DO NOT use cardboard, newspaper or

fabric.

To avoid damaging your machine while

using the ADF, DO NOT pull on the

document while it is feeding.

To scan non-standard documents see

Using the scanner glass on page 19.

 Make sure documents written with ink are

completely dry.

 Documents to be faxed must be from 5.8

to 8.5 in. (148 to 215.9 mm) wide and from

5.8 to 14 in. (148 to 355.6 mm) long, and

of a standard weight [20 lb (80 g/m

)].

Temperature: 68° F to 86° F (20 to 30° C)

Humidity: 50% - 70%

Paper: Xerox 4200 (20 lb/Letter)

Loading paper and documents

a Unfold the ADF document output

support flap (1) and the ADF support

flap (2).

b Fan the pages well.

c Place your document, face up top edge

first, in the ADF until you feel it touch the

feed roller.

d Adjust the paper guides (1) to fit the

width of your document.

Using the scanner glass 2

You can use the scanner glass to fax, copy or

scan pages of a book or one page at a time.

Documents can be up to 8.5 in. wide and

11.7 in. long (215.9 mm wide and 297 mm

long).

Note

To use the scanner glass, the ADF must

be empty.

a Lift the document cover.

b Using the document guidelines on the

left, center the document face down on

the scanner glass.

c Close the document cover.

CAUTION

If the document is a book or is thick do not

slam the cover or press on it.

Mode timer 3

The machine has three mode keys on the

control panel: Fax, Scan, and Copy.

You can set how much time the machine

takes after the last Copy or Scan operation to

return to Fax mode. If you choose Off, the

machine will stay in the mode you used last.

(MFC-7840W only) This setting also sets the

time the machine will change from individual

user to public user when using Secure

Function Lock. (See Switching users

on page 27.)

a Press Menu, 1, 1.

General Setup

1.Mode Timer

b Press a or b to choose 0 Sec,

30 Secs, 1 Min, 2 Mins, 5 Mins or

Off.

Press OK.

c Press Stop/Exit.

Paper settings 3

Paper type 3

Set up the machine for the type of paper you

are using. This will give you the best print

quality.

a Press Menu, 1, 2.

General Setup

2.Paper Type

b Press a or b to choose Thin, Plain,

Thick, Thicker, Transparency or

Recycled Paper.

Press OK.

c Press Stop/Exit.

Paper size 3

You can use nine sizes of paper for printing

copies: A4, Letter, Legal, Executive, A5, A6,

B5, B6 and Folio and four sizes for printing

faxes: A4, Letter, Legal or Folio (8"×13").

When you change the size of paper in the

tray, you will also need to change the setting

for paper size at the same time so your

machine can fit the document or an incoming

fax on the page.

a Press Menu, 1, 3.

General Setup

3.Paper Size

b Press a or b to choose A4, Letter,

Legal, Executive, A5, A6, B5, B6 or

Folio.

Press OK.

c Press Stop/Exit.

Note

If you chose Transparency as the paper

type (Menu, 1, 2) you will only be able to

choose Letter, Legal, Folio or A4

size paper in Step b.

General setup 3

General setup

Volume settings 3

Ring volume 3

You can choose a ring volume level from a

range of settings, from High to Off.

While in Fax mode press or to adjust

the volume level. The LCD will show the

current setting, and each key press will

change the volume to the next level. The

machine will keep the new setting until you

change it.

You can also change the ring volume through

the menu:

a Press Menu, 1, 4, 1.

Volume

1.Ring

b Press a or b to choose Off, Low, Med or

High.

Press OK.

c Press Stop/Exit.

Beeper volume 3

When the beeper is on, the machine will beep

when you press a key, make a mistake, or

after you send or receive a fax. You can

choose a range of volume levels, from High

to Off.

a Press Menu, 1, 4, 2.

Volume

2.Beeper

b Press a or b to choose Off, Low, Med or

High.

Press OK.

c Press Stop/Exit.

Speaker volume 3

You can choose a range of speaker volume

levels, from High to Off.

a Press Menu, 1, 4, 3.

Volume

3.Speaker

b Press a or b to choose Off, Low, Med or

High.

Press OK.

c Press Stop/Exit.

You can also adjust the speaker volume with

the control panel keys.

a Press (Fax).

b Press Hook.

c Press or .

This setting will stay until you change it

again.

d Press Hook.

Chapter 3

Automatic daylight

savings time 3

You can set the machine to change

automatically for Daylight Savings Time. It

will set itself forward one hour in the Spring,

and back one hour in the Fall.

a Press Menu 1, 5.

General Setup

5.Auto Daylight

b Press a or b to choose On or Off.

Press OK.

c Press Stop/Exit.

Ecology features 3

Toner save 3

You can save toner using this feature. When

you set toner save to On, print appears

lighter. The default setting is Off.

a Press Menu, 1, 6, 1.

Ecology

1.Toner Save

b Press a or b to choose On or Off.

Press OK.

c Press Stop/Exit.

Note

We do not recommend Toner Save for

printing Photo or Gray Scale images.

Sleep time 3

Setting the sleep time reduces power

consumption by turning off the fuser while the

machine is idle.

You can choose how long the machine must

be idle (from 00 to 99 minutes) before it goes

into sleep mode. When the machine receives

a fax, computer data, or makes a copy, the

timer will be reset. The default setting is 05

minutes.

While the machine is in sleep mode the LCD

will display Sleep. When printing or copying

in sleep mode, there will be a short delay

while the fuser warms up.

a Press Menu 1, 6, 2.

Ecology

2.Sleep Time

b Enter the length of time the machine is

idle before entering sleep mode (00 to

99). Press OK.

c Press Stop/Exit.

Note

To turn off sleep mode, press Start and

Options at the same time in b. Press a or

b to choose Off. Press OK.

LCD contrast 3

You can change the contrast to make the

LCD look lighter or darker.

a Press Menu, 1, 7.

General Setup

7.LCD Contrast

b Press a to make the LCD darker. Or,

press b to make the LCD lighter.

Press OK.

c Press Stop/Exit.

General setup

Dial prefix 3

The dial prefix setting will automatically dial a

predefined number before every fax number

you dial. For example: If your telephone

system requires a 9 to dial an outside number

use this setting to automatically dial 9 for

every fax you send.

Setting up the prefix number 3

a (USA) Press Menu, 0, 5.

(Canada) Press Menu, 0, 6.

b Enter the prefix number (up to 5 digits)

on the dial pad.

Press OK.

Note

• You can use the numbers 0 to 9, #, l and

!. (Press Hook to display “!”.)

You cannot use ! with any other numbers

or characters.

If your telephone system requires a timed

break recall (hookflash), press Hook to

enter the break.

• (Canada only) If the pulse dialing mode is

on, # and l are not available to use.

c Press Stop/Exit.

Changing the prefix number 3

a (USA) Press Menu, 0, 5.

(Canada) Press Menu, 0, 6.

b Do one of the following:

 To change the prefix number,

press 1.

 To exit without making a change,

press 2 and go to 4.

c Enter a new prefix number using the dial

pad (up to 5 digits),

press OK.

d Press Stop/Exit.

Security 4

You can set up your machine with multiple

levels of security using Setting Lock and TX

Lock (MFC-7340, MFC-7345N and MFC-

7440N only) or Secure Function Lock

(MFC-7840W only). You will not be able to

continue to schedule Delayed Faxes or

Polling jobs. However, any prescheduled

Delayed Faxes will be sent even if you turn on

TX Lock or Secure Function Lock, so they will

not be lost.

TX lock

(MFC-7340, MFC-7345N and

MFC-7440N only) 4

TX Lock lets you prevent unauthorized

access to the machine.

While TX Lock is on, the following operations

are available:

 Receiving faxes

 Fax Forwarding

(if Fax Forwarding was already on)

 Paging

(if Paging was already on)

 Remote Retrieval

(if Fax Storage was already on)

 PC Fax Receive

(if PC Fax Receive was already on)

While TX Lock is on, the following operations

are NOT available:

 Sending faxes

 Copying

 PC printing

 Scanning

Note

• To print the faxes in memory, turn off TX

Lock.

• If you forget the TX Lock password,

please call Brother Customer Service.

Setting up the password 4

Note

If you have already set the password, you

will not need to set it, again.

a Press Menu, 1, 8, 1.

Security

1.TX Lock

b Enter a four-digit number for the

password using numbers 0-9.

Press OK.

c If you are entering the password for the

first time, the LCD will show Verify:

d Re-enter the password.

Press OK.

e Press Stop/Exit.

Changing the TX lock password 4

a Press Menu, 1, 8, 1.

Security

1.TX Lock

b Press a or b to choose Set Password.

Press OK.

c Enter the registered four-digit password.

Press OK.

d Enter a four-digit number for the new

password.

Press OK.

e If the LCD shows Verify:, re-enter the

new password.

Press OK.

f Press Stop/Exit.

Security features 4

Security features

Secure function lock

(MFC-7840W only) 4

Secure Function Lock lets you restrict Public

access to certain machine functions (Fax Tx,

Fax Rx, Copy, Scan and Print

This feature also prevents users from

changing the Default settings of the machine

by limiting access to the Menu settings.

Disabling at least one function is required to

turn on Secure Function Lock for the Public

user.

Before using the security features you must

first enter an administrator password.

Access to restricted operations can be

enabled by creating a restricted user.

Restricted users must enter a user password

to use the machine.

Make a careful note of your password. If you

forget it, please call Brother Customer

Service.

Print includes PC-Fax Send as well as all print jobs.

Note

• You can set up to 10 individual users and

one Public user.

• When you set up a Public user, you can

restrict one or more of the machine’s

functions to all users who do not have a

password.

• Only administrators can set limitations

and make changes for each user.

• When Print is disabled, PC print jobs will

be lost without notification.

• When Secure Function Lock is on, you

can only use 1.Contrast,

6.Polled TX or 7.Coverpg Setup in

the Fax menu.

If Fax Tx is disabled, you cannot use any

function in the Fax menu.

• Polling Receive is enabled only when the

both Fax Tx and Fax Rx are enabled.

Setting the password for the

administrator

The password you set in these steps is for the

administrator. This password is used to set

up users and to turn Secure Function Lock on

or off. (See Setting up restricted users

on page 26 and Turning secure function lock

on on page 27.)

a Press Menu, 1, 8, 1.

Security

1.Function Lock

b Enter a four-digit number for the

password using numbers 0-9.

Press OK.

c Re-enter the password when the LCD

shows Verify:.

Press OK.

d Press Stop/Exit.

Changing the password for the

administrator

a Press Menu, 1, 8, 1.

Security

1.Function Lock

b Press a or b to choose Set Password.

Press OK.

c Enter the registered four-digit password.

Press OK.

d Enter a four-digit number for the new

password.

Press OK.

e If the LCD shows Verify:, re-enter the

new password.

Press OK.

f Press Stop/Exit.

Chapter 4

Setting up the public user 4

You can set up the Public user. Public users

do not need to enter a password.

Note

You must disable at least one function to

turn on Secure Function Lock for the

Public user.

a Press Menu, 1, 8, 1.

Security

1.Function Lock

b Press a or b to choose Setup User.

Press OK.

c Enter the administrator password.

Press OK.

d Press a or b to choose Public.

Press OK.

e Press a or b to choose Enable or

Disable for Fax Tx. Press OK.

After you have set Fax Tx, repeat this

step for Fax Rx, Copy, Scan and

Print.

Press OK.

Note

You can set PC printing for only the Public

user. If you disable Print for Public users

it will also disable PC printing for all

restricted users.

f Press Stop/Exit.

Setting up restricted users 4

You can set up users with restrictions and a

password.

a Press Menu, 1, 8, 1.

Security

1.Function Lock

b Press a or b to choose Setup User.

Press OK.

c Enter the administrator password.

Press OK.

d Press a or b to choose User01.

Press OK.

e Use the numeric keys to enter the user

name. (See Entering text on page 150.)

Press OK.

f Enter a four-digit password for the user.

Press OK.

g Press a or b to choose Enable or

Disable for Fax Tx.

Press OK.

After you have set Fax Tx, repeat this

step for Fax Rx, Copy and Scan.

Press OK.

h Repeat d to g for entering each

additional user and password.

i Press Stop/Exit.

Note

You cannot use the same password as

another user’s password.

Security features

Turning secure function lock on/off 4

If you enter the wrong password when

following the instructions below, the LCD will

show Wrong Password. Re-enter the

correct password.

Turning secure function lock on 4

a Press Menu, 1, 8, 1.

Security

1.Function Lock

b Press a or b to choose Lock OffiOn.

Press OK.

c Enter your four-digit administrator

password.

Press OK.

Turning secure function lock off 4

a Press Menu, 1, 8, 1.

Security

1.Function Lock

b Press a or b to choose Lock OniOff.

Press OK.

c Enter your four-digit administrator

password.

Press OK.

Switching users 4

This setting allows a restricted user to log on

the machine when Secure Function Lock is

turned on.

Note

After a restricted user has finished using

the machine, it will return to the Public

setting within the same time as the Mode

Timer setting (Menu, 1,1). (See Mode

timer on page 20.) Also, you can exit from

an individual user by pressing the lighted

Mode key.

a Hold down Shift as you press Secure.

Change User

PIN:XXXX

b Enter your four-digit password.

Press OK.

When Copy mode is disabled:

a Press the Copy key.

Access Denied

b Enter your four-digit password.

Press OK.

When Scan mode is disabled:

a Press the Scan key.

Access Denied

b Enter your four-digit password.

Press OK.

Chapter 4

Setting lock 4

Setting Lock lets you set a password to stop

other people from accidentally changing your

machine settings.

Make a careful note of your password. If you

forget it, please call Brother Customer

Service.

While Setting Lock is On, you cannot change

the following settings without a password:

 Date/Time

 Station ID

 Quick Dial settings

 Mode Timer

 Paper Type

 Paper Size

 Volume

 Auto Daylight

 Ecology

 LCD Contrast

 Setting Lock

 Dial Restriction

 TX Lock

(MFC-7340, MFC-7345N and MFC-

7440N only)

Setting up the password 4

a Press Menu, 1, 8, 2.

Security

2.Setting Lock

b Enter a four-digit number for the

password using numbers 0-9.

Press OK.

c Re-enter your password when the LCD

shows Verify:.

Press OK.

d Press Stop/Exit.

Changing your setting lock password4

a Press Menu, 1, 8, 2.

Security

2.Setting Lock

b Press a or b to choose Set Password.

Press OK.

c Enter your four-digit password.

Press OK.

d Enter a four-digit number for the new

password.

Press OK.

e Re-enter your new password when the

LCD shows Verify:.

Press OK.

f Press Stop/Exit.

Turning setting lock on/off 4

If you enter the wrong password when

following the instructions below, the LCD will

show Wrong Password. Re-enter the

correct password.

Turning setting lock on 4

a Press Menu, 1, 8, 2.

Security

2.Setting Lock

b Press a or b to choose On.

Press OK.

c Enter your four-digit password.

Press OK.

d Press Stop/Exit.

Turning setting lock off 4

a Press Menu, 1, 8, 2.

Security

2.Setting Lock

b Enter your four-digit password.

Press OK twice.

c Press Stop/Exit.

Security features

Restricting dialing 4

This feature is to prevent users from sending

a fax or call to a wrong number by mistake.

You can set the machine to restrict dialing by

using the dial pad, One Touch or Speed Dial.

If you choose Off, the machine does not

restrict any dialing method.

If you choose Enter # twice, the machine

will prompt you to re-enter the number, and

then if you re-enter the same number

correctly, the machine will start dialing. If you

re-enter the wrong number, the LCD will

show an error message.

If you choose On, the machine will restrict all

fax sending and outbound calls.

Dial pad restriction 4

a Press Menu, 2, 6, 1.

Dial Restrict.

1.Dial Pad

b Press a or b to choose Off,

Enter # twice or On.

Press OK.

c Press Stop/Exit.

One touch restriction 4

a Press Menu, 2, 6, 2.

Dial Restrict.

2.One Touch Dial

b Press a or b to choose Off,

Enter # twice or On.

Press OK.

c Press Stop/Exit.

Speed dial restriction 4

a Press Menu, 2, 6, 3.

Dial Restrict.

3.Speed Dial

b Press a or b to choose Off,

Enter # twice or On.

Press OK.

c Press Stop/Exit.

Note

•The Enter # twice setting will not work

if you use an external phone or press the

Hook key before entering the number.

You will not be asked to re-enter the

number.

• You can not restrict dialing when you use

the Redial/Pause key.

• If you chose On or Enter # twice, you

can not use the Broadcasting feature and

can not combine quick dial numbers when

dialing.

Chapter 4

Section II

Fax II

Sending a fax 32

Receiving a fax 39

Telephone services and external devices 44

Dialing and storing numbers 53

Remote fax options 58

Polling 65

Printing reports 67

How to fax 5

Entering fax mode 5

To enter fax mode press (Fax), and

the key will glow green.

Sending a fax from the ADF 5

Using the ADF to send your faxes is the

easiest way. To cancel a fax in progress

press Stop/Exit.

a Make sure you are in Fax mode .

b Place your document face up in the

ADF.

c Dial the fax number. (See How to dial

on page 53.)

d Press Start.

The machine scans the pages into

memory and then sends the document.

Note

If the Out of Memory message

appears while scanning a document into

memory, press Stop/Exit to cancel or

Start to send the scanned pages.

Sending a fax from the

scanner glass 5

You can use the scanner glass to fax the

pages of a book, or a single page at a time.

The documents can be up to Letter or A4

size. Press Stop/Exit to cancel a fax in

progress.

a Make sure you are in Fax mode .

b Place your document face down on the

scanner glass.

c Dial the fax number. (See How to dial

on page 53.)

d Press Start.

The machine starts scanning the first

page.

e After the machine scans the page, the

LCD will prompt you to choose one of

the options below:

Next Page?

1.Yes 2.No(Send)

 Press 1 to send another page.

Go to f.

 Press 2 or Start to send the

document. Go to g.

f Place the next page on the scanner

glass, press OK. Repeat e and f for

each additional page.

Set Next Page

Then Press OK

g Your machine will automatically send

the fax.

Note

When faxing multiple pages from the

scanner glass, real time transmission

should be set to Off. (See Real time

transmission on page 36.)

Sending a fax 5

Sending a fax

Canceling a fax in progress 5

Press Stop/Exit to cancel the fax. If you

press Stop/Exit while the machine is dialing

or sending, the LCD will show

1.Clear 2.Exit, press 1 to cancel the

fax.

Broadcasting 5

Broadcasting lets you send the same fax

message to more than one fax number. You

can include Groups, One Touch, Speed Dial

numbers and up to 50 manually dialed

numbers in the same broadcast.

You can broadcast up to 258 different

numbers. This will depend on how many

groups, access codes or credit card numbers

you have stored, and on how many delayed

or stored faxes in memory.

Note

Use the Search/Speed Dial to help you

choose numbers easily.

a Make sure you are in Fax mode .

b Load your document.

c Enter a number.

Press OK.

You can use either a One Touch,

Speed Dial, a Group number, or a

number manually entered using the dial

pad. (See How to dial on page 53.)

d Repeat c until you have entered all the

fax numbers you want to broadcast to.

e Press Start.

After the broadcast is finished the machine

will print a broadcast report to let you know

the results.

Canceling a broadcast in

progress 5

While broadcasting you can cancel the fax

currently being sent or the whole broadcast

job.

a Press Menu, 2, 7.

The LCD will display the fax being dialed

(for example, #001 0123456789) and

the broadcast job number (for example,

Broadcast#001).

Fax

7.Remaining Jobs

b Press a or b to choose the job number

you want to cancel.

Press OK.

c Press 1 to clear the job number or 2 to

exit.

If you chose to only cancel the fax

currently being sent in b, the machine

will ask you if you want to cancel the

broadcast. Press 1 to clear the whole

broadcast job or 2 to exit.

d Press Stop/Exit.

Chapter 5

Additional sending

operations 5

Sending faxes using multiple

settings 5

Before you send a fax, you can change any

combination of these settings: contrast,

resolution, overseas mode, delayed fax timer,

polling transmission, real time transmission

or cover page settings.

a Make sure you are in Fax mode .

After each setting is accepted, the LCD

asks if you want to enter more settings:

Other Settings

1.Yes 2.No

b Do one of the following:

 To choose more settings, press 1.

The LCD returns to the Setup Send

menu so you can choose another

setting.

 If you have finished choosing

settings, press 2 and go to the next

step for sending your fax.

Electronic cover page 5

This feature will not work unless you have

already programmed your Station ID. (See

the Quick Setup Guide.)

You can automatically send a cover page

with every fax. Your cover page includes your

Station ID, a comment, and the name (or

number) stored in the One Touch or

Speed Dial memory.

By choosing Next Fax:On you can also

display the number of pages on the cover

page.

You can choose one of the following preset

comments.

1.Comment Off

2.Please Call

3.Urgent

4.Confidential

Instead of using one of the preset comments,

you can enter two personal messages of your

own, up to 27 characters long. Use the chart

on page 150 for help entering characters.

(See Composing your own comments

on page 34.)

5.(User Defined)

6.(User Defined)

Composing your own comments 5

You can set up two comments of your own.

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 8.

Setup Send

8.Coverpage Msg

c Press a or b to choose 5 or 6 to store

your own comment.

Press OK.

d Enter your own comment using the dial

pad.

Press OK.

Use the chart on page 150 for help entering

characters.

Send a cover page for the next fax 5

If you want to send a cover page only for the

next fax, your machine will ask you to enter

the number of pages you are sending so it

can be printed on the cover page.

a Make sure you are in Fax mode .

b Load your document.

c Press Menu, 2, 2, 7.

Setup Send

7.Coverpg Setup

Sending a fax

d Press a or b to choose Next Fax:On

(or Next Fax:Off).

Press OK.

e Press a or b to choose a comment.

Press OK.

f Enter two digits to show the number of

pages you are sending.

Press OK.

For example, enter 0, 2 for 2 pages or 0,

0 to leave the number of pages blank. If

you make a mistake, press d or

Clear/Back to back up and re-enter the

number of pages.

Send a cover page for all faxes 5

You can set the machine to send a cover

page whenever you send a fax.

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 7.

Setup Send

7.Coverpg Setup

c Press a or b to choose On (or Off).

Press OK.

d Press a or b to choose a comment.

Press OK.

Using a printed cover page 5

If you want to use a printed cover page that

you can write on, you can print the sample

page and attach it to your fax.

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 7.

Setup Send

7.Coverpg Setup

c Press a or b to choose

Print Sample.

Press OK.

d Press Start.

e After the machine print a copy of your

cover page, press Stop/Exit.

Contrast 5

For most documents the default setting of

Auto will give the best results. It

automatically chooses the suitable contrast

for your document.

If your document is very light or dark,

changing the contrast may improve the

quality of the fax.

Use Dark to make the faxed document

lighter.

Use Light to make the faxed document

darker.

a Make sure you are in Fax mode .

b Load your document.

c Press Menu, 2, 2, 1.

Setup Send

1.Contrast

d Press a or b to choose Auto, Light

or Dark.

Press OK.

Note

Even if you choose Light or Dark, the

machine will send the fax using the Auto

setting if you choose Photo as the Fax

Resolution.

Chapter 5

Changing fax resolution 5

The quality of a fax can be improved by

changing the fax resolution. Resolution can

be changed for the next fax or for all faxes.

To change the fax resolution for the

next fax

a Make sure you are in Fax mode .

b Load your document.

c Press Resolution, then a or b to

choose the resolution.

Press OK.

To change the default fax resolution 5

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 2.

Setup Send

2.Fax Resolution

c Press a or b to choose the resolution

you want.

Press OK.

Note

You can choose four different resolution

settings.

Standard

Suitable for most typed documents.

Fine

Good for small print and transmits a little

slower than Standard resolution.

S.Fine

Good for small print or artwork and

transmits slower than Fine resolution.

Photo

Use when the document has varying

shades of gray or is a photograph. This

has the slowest transmission time.

Dual access 5

You can dial a number, and start scanning the

fax into memory—even when the machine is

sending from memory, receiving faxes or

printing PC data. The LCD will show the new

job number.

The number of pages you can scan into the

memory will vary depending on the data that

is printed on them.

Note

If you get an Out of Memory message

while scanning the first page of a fax,

press Stop/Exit to cancel scanning. If you

get an Out of Memory message while

scanning a subsequent page, you can

press Start to send the pages scanned so

far, or press Stop/Exit to cancel the

operation.

Real time transmission 5

When you are sending a fax, the machine will

scan the documents into the memory before

sending. Then, as soon as the telephone line

is free, the machine will start dialing and

sending.

If the memory is full, the machine will send the

document in real time (even if

Real Time TX is set to Off).

Sometimes, you may want to send an

important document immediately, without

waiting for memory transmission. You can set

Real Time TX to On for all documents or

Next Fax:On for the next fax only.

Note

In Real Time Transmission, the automatic

redial feature does not work when using

the scanner glass.

Sending a fax

Sending in real time for all faxes 5

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 5.

Setup Send

5.Real Time TX

c Press a or b to choose On.

Press OK.

Sending in real time for the next fax

only

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 5.

Setup Send

5.Real Time TX

c Press a or b to choose Next Fax:On.

Press OK.

Overseas mode 5

If you are having difficulty sending a fax

overseas due to a bad connection, then

turning on the overseas mode may help.

This is a temporary setting, and will only be

active for your next fax.

a Make sure you are in Fax mode .

b Load your document.

c Press Menu, 2, 2, 9.

Setup Send

9.Overseas Mode

d Press a or b to choose On or Off.

Press OK.

Delayed fax 5

You can store up to 50 faxes in the memory

to be sent within a twenty four hour period.

a Make sure you are in Fax mode .

b Load your document.

c Press Menu, 2, 2, 3.

Setup Send

3.Delayed Fax

d Enter the time you want the fax to be

sent (in 24-hour format).

(For example, enter 19:45 for 7:45 PM)

Press OK.

Note

The number of pages you can scan into

the memory depends on the amount of

data printed on each page.

Delayed batch transmission 5

Before sending the delayed faxes, your

machine 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.

a Make sure you are in Fax mode .

b Press Menu, 2, 2, 4.

Setup Send

4.Batch TX

c Press a or b to choose On or Off.

Press OK.

d Press Stop/Exit.

Chapter 5

Checking and canceling

waiting jobs 5

Check which jobs are still waiting in the

memory to be sent. If there are no jobs, the

LCD will show No Jobs Waiting. You can

cancel a fax job that is stored and waiting in

the memory.

a Press Menu, 2, 7.

The number of jobs still to be sent will be

displayed.

b Do one of the following:

 Press a or b to scroll though the

waiting jobs, press OK to choose a

job, and then press 1 to cancel it.

 Press 2 to exit without canceling.

c When you have finished, press

Stop/Exit.

Sending a fax manually 5

Manual transmission 5

Manual transmission lets you hear the

dialing, ringing and fax-receiving tones while

sending a fax.

a Make sure you are in Fax mode .

b Load your document.

c Press Hook and listen for a dial tone.

Or pick up the handset of the external

telephone and listen for a dial tone.

d Dial the fax number you want to call.

e When you hear the fax tone, press

Start.

 If you are using the scanner glass,

press 1 to send a fax.

f If you picked up the handset of an

external telephone, replace it.

Sending a fax at the end of a

conversation

At the end of a conversation you can send a

fax to the other party before you both hang

up.

a Ask the other party to wait for fax tones

(beeps) and then to press the Start or

Send key before hanging up.

b Make sure you are in Fax mode .

c Load your document.

d Press Start.

 If you are using the scanner glass,

press 1 to send a fax.

e Replace the handset of an external

telephone.

Out of memory message 5

If you get an Out of Memory message

while scanning the first page of a fax, press

Stop/Exit to cancel the fax.

If you get an Out of Memory message

while scanning a subsequent page, you will

have the option to press Start to send the

pages scanned so far, or to press Stop/Exit

to cancel the operation.

Note

If you get an Out of Memory message

while faxing and you do not want to delete

your stored faxes to clear the memory,

you can send the fax in real time. (See

Real time transmission on page 36.)

Choose the correct Receive Mode 6

The correct Receive mode is determined by the external devices and telephone subscriber

services (Voice Mail, Distinctive Ring, etc.) you have (or will be using) on the same line as the

Brother machine.

Receiving a fax 6

Will you be using a Distinctive Ring number for receiving faxes?

Brother uses the term "Distinctive Ring" but different telephone companies may have other names for this

service such as Custom Ringing, RingMaster, Personalized Ring, Teen Ring, Ident-A-Ring, Ident-A-Call,

Date Ident-A-Call, Smart Ring and SimpleBiz Fax & Alternate Number Ringing. (See Distinctive Ring

on page 44 for instructions on setting up your machine using this feature.)

Will you be using Voice Mail on the same telephone line as your Brother machine?

If you have Voice Mail on the same telephone line as your Brother machine, there is a strong possibility

that Voice Mail and the Brother machine will conflict with each other when receiving incoming calls. (See

Voice Mail on page 44 for instructions on setting up your machine using this service.)

Will you be using a Telephone Answering Device on the same telephone line as your Brother

machine?

Your external telephone answering device (TAD) will automatically answer every call. Voice messages are

stored on the external TAD and fax messages are printed. Choose External TAD as your receive mode.

(See External TAD on page 40.)

Will you be using your Brother machine on a dedicated fax line?

Your machine automatically answers every call as a fax. Choose Fax Only as your receive mode. (See

Fax Only on page 40.)

Will you be using your Brother machine on the same line as your telephone?

Do you want to receive voice calls and faxes automatically?

The Fax/Tel receive mode is used when sharing the Brother machine and your telephone on the

same line. Choose Fax/Tel as your receive mode. (See Fax/Tel on page 40.)

Important Note: You can not receive voice messages on either Voice Mail or an answering

machine when choosing the Fax/Tel mode.

Do you expect to receive very few faxes?

Choose Manual as your receive mode. You control the telephone line and must answer every call

yourself. (See Manual on page 40.)

To set the receive mode follow the instructions below.

a Press Menu, 0, 1.

b Press a or b to choose the receive mode.

Press OK.

c Press Stop/Exit.

Initial Setup

1. Receive Mode

The LCD will display the current receive mode.

Chapter 6

Using receive modes 6

Some receive modes answer automatically

(Fax Only and Fax/Tel). You may want to

change the ring delay before using these

modes. (See Ring delay on page 41.)

Fax Only 6

Fax Only mode will automatically answer

every call as a fax.

Fax/Tel 6

Fax/Tel mode helps you automatically

manage incoming calls, by recognizing

whether they are fax or voice calls and

handling them in one of the following ways:

 Faxes will be automatically received.

 Voice calls will start the F/T ring to tell you

to pick up the line. The F/T ring is a fast

double ring made by your machine.

(Also see F/T ring time (Fax/Tel mode only)

on page 41 and Ring delay on page 41.)

Manual 6

Manual mode turns off all automatic

answering functions unless you are using the

Distinctive Ring Receive feature.

To receive a fax in Manual mode press Start

when you hear fax tones (short repeating

beeps). You can also use the Easy Receive

feature to receive faxes by lifting a handset on

the same line as the machine.

(Also see Easy receive on page 42.)

External TAD 6

External TAD mode lets an external

answering device manage your incoming

calls. Incoming calls will be handled in the

following ways:

 Faxes will be automatically received.

 Voice callers can record a message on the

external TAD.

(For more information see Connecting an

external TAD (telephone answering device)

on page 47.)

Receiving a fax

Receive mode settings 6

Ring delay 6

The ring delay sets the number of times the

machine rings before it answers in Fax Only

and Fax/Tel modes.

If you have external or extension telephones

on the same line as the machine, keep the

Ring Delay setting of 4. (See Using external

and extension telephones on page 50 and

Easy receive on page 42.)

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 1.

Setup Receive

1.Ring Delay

c Press a or b to choose 00, 01, 02, 03 or

04 for how many times the line rings

before the machine answers.

Press OK.

d Press Stop/Exit.

Note

Choose 00 in c to have the machine

answer immediately.

F/T ring time

(Fax/Tel mode only) 6

When somebody calls your machine, you and

your caller will hear the normal telephone ring

sound. The number of rings is set by the ring

delay setting.

If the call is a fax, then your machine will

receive it; however, if it is a voice call the

machine will sound the F/T ring (a fast

double-ring) for the time you have set in the

F/T ring time setting. If you hear the F/T ring

it means that you have a voice caller on the

line.

Because the F/T ring is made by the machine,

extension and external telephones will not

ring; however, you can still answer the call on

any telephone. (For more information see

Using remote codes on page 51.)

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 2.

Setup Receive

2.F/T Ring Time

c Press a or b to choose how long the

machine will ring to alert you that you

have a voice call (20, 30, 40 or 70

seconds).

Press OK.

d Press Stop/Exit.

Chapter 6

Easy receive 6

Turning easy receive On allows the machine

to receive fax calls automatically if you lift any

handset on the same line as the machine.

When you see Receiving on the LCD or

when you hear ‘chirps’ through the handset of

an extension telephone connected to another

telephone wall jack, just replace the handset

and your machine will receive the fax.

If this feature is set to On, but your machine

does not connect a fax call when you lift the

handset of an extension or external

telephone, press the Fax Receive Code l51.

(See Using external and extension

telephones on page 50.)

Note

If you use a modem, or send faxes from a

computer, on the same line and your

machine intercepts them, set easy receive

to Off.

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 3.

Setup Receive

3.Easy Receive

c Press a or b to choose On or Off.

Press OK.

d Press Stop/Exit.

Setting the print density 6

You can adjust the print density to make your

printed pages darker or lighter.

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 6.

Setup Receive

6.Print Density

c Press a to make the print darker.

Or, press b to make the print lighter.

Press OK.

d Press Stop/Exit.

Receiving a fax

Additional receiving

operations 6

Printing a reduced incoming

fax 6

If you choose On, the machine automatically

reduces each page of an incoming fax to fit on

one page of A4, Letter, Legal or Folio size

paper.

The machine calculates the reduction ratio by

using the page size of the fax and your Paper

Size setting (Menu, 1, 3).

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 5.

Setup Receive

5.Auto Reduction

c Press a or b to choose On or Off.

Press OK.

d Press Stop/Exit.

Setting the fax receive stamp 6

You can set the machine to print the received

date and time in the top center of each

received fax page.

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 8.

Setup Receive

8.Fax Rx Stamp

c Press a or b to choose On or Off.

Press OK.

d Press Stop/Exit.

Note

Make sure you have set the current date

and time in the machine.

Receiving a fax at the end of a

conversation 6

At the end of a conversation you can ask the

other party to send you a fax before you both

hang up.

a Ask the other party to place the

document in their machine and to press

the Start or Send key.

b When you hear the CNG tones (slowly

repeating beeps), press Start.

c Press 2 to receive a fax.

d Replace the external handset.

Printing a fax from the

memory 6

If you are using the Fax Storage feature

(Menu, 2, 5, 1), you can still print a fax from

the memory when you are at your machine.

(See Fax storage on page 59.)

a Press Menu, 2, 5, 3.

Remote Fax Opt

3.Print Fax

b Press Start.

c Press Stop/Exit.

Telephone line

services 7

Voice Mail 7

If you have Voice Mail on the same telephone

line as your Brother machine, Voice Mail and

the Brother machine will conflict with each

other when receiving incoming calls.

For example, if your Voice Mail is set to

answer after 4 rings and your Brother

machine is set to answer after 2 rings, then

your Brother machine will answer first. This

will prevent callers from being able to leave a

message in your Voice Mail.

Similarly, if your Brother machine is set to

answer after 4 rings and your Voice Mail is set

to answer after 2 rings, then your Voice Mail

will answer first. This will prevent your Brother

machine from being able to receive an

incoming fax, since Voice Mail cannot

transfer the incoming fax back to the Brother

machine.

To avoid conflicts between your Brother

machine and your Voice Mail service, do one

of the following:

Get the Distinctive Ring service from your

telephone company. Distinctive Ring is a

feature of your Brother machine that allows a

person with one line to receive fax and voice

calls through two different telephone

numbers on that one line. Brother uses the

term 'Distinctive Ring,' but telephone

companies market the service under a variety

of names, such as Custom Ringing,

Personalized Ring, Smart Ring, RingMaster,

Ident-A-Ring, Ident-A-Call, Data Ident-A-Call,

Teen Ring, and SimpleBiz Fax & Alternate

Number Ringing. This service establishes a

second telephone number on the same line

as your existing telephone number, and each

number has its own ring pattern. Typically,

the original number rings with the standard

ring pattern and is used for receiving voice

calls, and the second number rings with a

different ring pattern and is used for receiving

faxes. (See Distinctive Ring on page 44.)

Set your Brother machine's Receive Mode to

"Manual". Manual Mode requires that you

answer every incoming call if you want to be

able to receive a fax. If the incoming call is a

telephone call, then complete the call as you

normally would. If you hear fax sending tones

you must transfer the call to the Brother

machine. (See Using external and extension

telephones on page 50.) Unanswered fax

and voice calls will go to your Voice Mail. (To

set the machine in MANUAL Mode, see

Choose the correct Receive Mode

on page 39.)

Distinctive Ring 7

Brother uses the term ‘Distinctive Ring’ but

different telephone companies may have

other names for this service such as Custom

Ringing, Personalized Ring, RingMaster,

Smart Ring, Teen Ring, Ident-A-Call,

Data Ident-A-Call, Ident-A-Ring, SimpleBiz

Fax & Alternate Number Ringing.

Telephone services and external

devices

Telephone services and external devices

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 telephone line. If you

need more than one telephone number, it

is cheaper than paying for an extra line.

Each telephone number has its own

distinctive ring pattern, so you will know

which telephone number is ringing. This is

one way you can have a separate telephone

number for your machine.

Note

Please call your telephone company for

availability and rates.

What does Brother’s ‘distinctive ring’

do?

The Brother machine has a Distinctive Ring

feature that allows you to use your machine to

take full advantage of the telephone

company’s Distinctive Ring service. The new

telephone number on your line can just

receive faxes.

Note

You must pay for your telephone

company’s Distinctive Ring service before

you program the machine to work with it.

Do you have Voice Mail? 7

If you have Voice Mail on the telephone line

that you will install your new machine on,

there is a strong possibility that Voice Mail

and the machine will conflict with each other

while receiving incoming calls. However, the

Distinctive Ring feature allows you to use

more than one number on your line, so

both Voice Mail and the machine can work

together without any problems. If each one

has a separate telephone number, neither will

interfere with the other’s operations.

If you decide to get the Distinctive Ring

service from the telephone company, you will

need to follow the directions below to

‘register’ the new Distinctive Ring pattern

they give you. This is so your machine can

recognize its incoming calls.

Note

You can change or cancel the Distinctive

Ring pattern at any time. You can switch it

off temporarily, and turn it back on later.

When you get a new fax number, make

sure you reset this feature.

Before you choose the ring pattern to

You can only register one Distinctive Ring

pattern with the machine. Some ring patterns

cannot be registered. The ring patterns below

are supported by your Brother machine.

gives you.

Note

• Ring Pattern #1 is often called Short-Short

and is the most commonly used.

• If the ring pattern you received is not on

this chart, please call your telephone

company and ask for one that is

shown.

 The machine will only answer calls to its

registered number.

Ring

Pattern

Rings

1 long-long

2 short-long-short

3 short-short-long

4 very long

(normal pattern)

Chapter 7

 The first two rings are silent on the

machine. This is because the fax must

<<listen>> to the ring pattern (to compare

it to the pattern that was ‘registered’).

(Other telephones on the same line will

ring.)

 If you program the machine properly, it will

recognize the registered ring pattern of the

‘fax number’ within 2 ring patterns and

then answer with a fax tone. When the

‘voice number’ is called, the machine will

not answer.

Registering the distinctive ring pattern

Very important!

After you have set the Distinctive Ring feature

to On, your Distinctive Ring number will

receive faxes automatically. The receive

mode is automatically set to Manual and you

cannot change it to another receive mode

while Distinctive Ring is set to On. This

ensures the Brother machine will only answer

the Distinctive Ring number and not interfere

when your main telephone number is called.

a Press Menu, 2, 0, 2.

Miscellaneous

2.Distinctive

b Press a or b to choose Set.

c Press OK.

d Press a or b to choose the prestored

ring pattern you want to use.

Press OK.

e (You will hear each pattern as you scroll

through the four patterns. Make sure

you choose the pattern that the

telephone company gave you.)

f Press Stop/Exit.

Distinctive Ring is now set to On.

Turning off distinctive ring 7

a Press Menu, 2, 0, 2.

Miscellaneous

2.Distinctive

b Press a or b to choose Off.

Press OK.

c Press Stop/Exit.

Note

If you do not want to receive faxes on your

Distinctive Ring number, you can turn off

Distinctive Ring. The machine will stay in

Manual receive mode so you will need to

set the Receive Mode again. (See Choose

the correct Receive Mode on page 39.)

Caller ID 7

The Caller ID feature lets you use the Caller

ID subscriber service offered by many local

telephone companies. Call your telephone

company for details. This service shows the

telephone number, or name if it is available,

of your caller as the line rings.

After a few rings, the LCD will show the

telephone number of your caller (and name, if

available). Once you answer a call, the Caller

ID information disappears from the LCD, but

the call information stays stored in the Caller

ID memory.

 You will see the first 16 characters of the

number (or name).

 The # Unavailable message means

the call originated outside your Caller ID

service area.

 The Private Call message means the

caller has intentionally blocked

transmission of information.

You can print a list of the Caller ID information

received by your machine. (See Printing the

Caller ID List on page 47.)

Telephone services and external devices

Note

• This feature may not be available in

certain areas of the USA and Canada.

• Caller ID service varies with different

carriers. Call your local telephone

company to find out about the kind of

service available in your area.

Viewing the Caller ID List 7

Your machine stores information for the last

thirty calls in the Caller ID list. You can view

or print this list. When the thirty-first call

comes in to the machine, it replaces

information about the first call.

a Press Menu, 2, 0, 3.

Miscellaneous

3.Caller ID

b Press a or b to choose Display#.

Press OK.

The Caller ID of the last call will appear

on the display. If no ID is stored, the

beeper will sound and No Caller ID

will appear on the display.

c Press a or b to scroll through the Caller

ID memory to choose the Caller ID you

want to view, and then press OK.

The LCD will show the caller's number

or name and the date and time of the

call.

d To finish viewing, press Stop/Exit.

Printing the Caller ID List 7

a Press Menu, 2, 0, 3.

Miscellaneous

3.Caller ID

b Press a or b to choose

Print Report.

Press OK.

If no ID is stored, the beeper will sound

and No Caller ID will appear on the

LCD.

c Press Start.

d After printing has finished,

press Stop/Exit.

Connecting an external

TAD (telephone

answering device) 7

You can connect an external Telephone

Answering Device (TAD) to the same line as

your machine. When the TAD answers a call,

your machine will “listen” for the CNG (fax

calling) tones sent by a sending fax machine.

If it hears them it will take over the call and

receive the fax. If it does not hear them, it will

let your TAD take a voice message and the

display will show Telephone.

The external TAD must answer within four

rings (we recommend you set it to two rings).

This is because your machine cannot hear

the CNG tones until the external TAD has

picked up the call. The sending machine will

send CNG tones for only eight to ten seconds

longer. We do not recommend using the toll

saver feature on your external TAD if it needs

more than four rings to activate it.

Unless you are using Distinctive Ring, the

TAD must be connected to the EXT. jack of

the machine.

1TAD

Chapter 7

Note

If you have problems receiving faxes,

reduce the ring delay setting on your

external TAD.

Connections 7

The external TAD must be plugged into the

back of the machine, into the jack labeled

EXT. Your machine cannot work properly if

you plug the TAD into a wall jack (unless you

are using Distinctive Ring).

a Plug the telephone line cord from the

telephone wall jack into the back of the

machine, in the jack labeled LINE.

b Plug the telephone line cord from your

external TAD into the back of the

machine, in the jack labeled EXT. (Make

sure this cord is connected to the TAD at

the TAD’s telephone line jack, and not

its handset jack.)

c Set your external TAD to four rings or

less. (The machine’s Ring Delay setting

does not apply.)

d Record the outgoing message on your

external TAD.

e Set the TAD to answer calls.

f Set the Receive Mode to

External TAD. (See Choose the

correct Receive Mode on page 39.)

Recording an outgoing

message (OGM) 7

a Record 5 seconds of silence at the

beginning of your message. This allows

your machine time to listen for fax tones.

b Limit your speaking to 20 seconds.

c 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 l 51 and Start.”

Note

We recommend beginning your OGM with

an initial 5 second silence because the

machine cannot hear fax tones over a loud

voice. You may try leaving out this pause,

but if your machine has trouble receiving,

then you should re-record the OGM to

include it.

Special line considerations 7

Roll over telephone lines 7

A roll over telephone 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 telephone line in a

preset order.

Your machine can work in a roll over system

as long as it is the last number in the

sequence, so the call cannot roll away. Do not

put the machine 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 machine will work best on a

dedicated line.

Telephone services and external devices

Two-line telephone system 7

A two-line telephone system is nothing more

than two separate telephone numbers on the

same wall outlet. The two telephone numbers

can be on separate jacks (RJ11) or combined

into one jack (RJ14). Your machine must be

plugged into an RJ11 jack. RJ11 and RJ14

jacks may be equal in size and appearance

and both may contain four wires (black, red,

green, yellow). To test the type of jack, plug in

a two-line telephone and see if it can access

both lines. If it can, you must separate the line

for your machine. (See Easy receive

on page 42.)

Converting telephone wall outlets 7

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 telephone numbers to it.

The third way is the easiest: Buy a triplex

adapter. You can plug a triplex adapter into

an RJ14 outlet. It separates the wires into two

separate RJ11 jacks (Line 1, Line 2) and a

third RJ14 jack (Lines 1 and 2). If your

machine is on Line 1, plug the machine into

L1 of the triplex adapter. If your machine is on

Line 2, plug it into L2 of the triple adapter.

Installing machine, external two-line

TAD and two-line telephone

When you are installing an external two-line

telephone answering device (TAD) and a

two-line telephone, your machine must be

isolated on one line at both the wall jack and

at the TAD. The most common connection is

to put the machine 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 machine and two for your external two-

line TAD. You will need a fourth line cord if

you add a two-line telephone.

Place the two-line TAD and the two-line

telephone next to your machine.

Plug one end of the telephone line cord for

your machine into the L2 jack of the triplex

adapter. Plug the other end into the LINE jack

on the back of the machine.

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.

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 machine.

1 Triplex Adapter

2 Two Line Telephone

3 External Two Line TAD

4 Machine

RJ14

RJ11

RJ14

3 4

Chapter 7

You can keep two-line telephones on other

wall outlets as always. There are two ways to

add a two-line telephone to the machine’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.

Multi-line connections (PBX) 7

We suggest you ask the company who

installed your PBX to connect your machine.

If you have a multi line system we suggest

you ask the installer to connect the unit to the

last line on the system. This prevents the

machine being activated each time the

system receives telephone calls. If all

incoming calls will be answered by a

switchboard operator we recommend that

you set the Receive Mode to Manual.

We cannot guarantee that your machine will

operate properly under all circumstances

when connected to a PBX. Any difficulties

with sending or receiving faxes should be

reported first to the company who handles

your PBX.

External and extension

telephones 7

Using external and extension

telephones 7

Using extension telephones 7

If you answer a fax call at an extension

telephone, you can make your machine

receive the fax by pressing the Fax Receive

Code l51. If the machine answers a voice call

and pseudo/double-rings for you to take over,

you can take the call at an extension

telephone by pressing the Telephone Answer

Code #51. (See F/T ring time (Fax/Tel mode

only) on page 41.)

Using an external telephone

(connected to the EXT. jack of the

machine.)

If you answer a fax call at the external

telephone, you can make the machine

receive the fax by pressing Start. If the

machine answers a voice call and

pseudo/double-rings for you to take over, you

can take the call at the external telephone by

pressing Hook.

If you answer a call and no one is on

the line:

You should assume that you’re receiving a

manual fax.

Press l51 and wait for the chirp or until the

machine’s LCD shows Receiving, and then

hang up.

Note

You can also use the Easy Receive

feature to make your machine

automatically take the call. (See Easy

receive on page 42.)

Telephone services and external devices

For Fax/Tel mode only 7

When the machine is in Fax/Tel mode, it will

use the F/T Ring Time (pseudo/double-

ringing) to alert you to pick up a voice call.

Lift the external telephone’s handset, and

then press Hook to answer.

If you are at an extension telephone, you will

need to lift the handset during the F/T Ring

Time and then press #51 between the

pseudo/double rings. If no one is on the line,

or if someone wants to send you a fax, send

the call back to the machine by pressing l51.

Connecting an external or

extension telephone 7

You can connect a separate telephone

directly to your machine as shown in the

diagram below.

Connect the telephone line cord to the jack

labeled EXT.

1 Extension telephone

2 External telephone

When you are using an external telephone,

the LCD shows Telephone.

Using a non-Brother cordless

external handset 7

If your non-Brother cordless telephone is

connected to the EXT. jack of the machine

(see page 51) and you typically carry the

cordless handset elsewhere, it is easier to

answer calls during the Ring Delay.

If you let the machine answer first, you will

have to go to the machine so you can press

Hook to transfer the call to the cordless

handset.

Using remote codes 7

Fax Receive Code 7

If you answer a fax call on an extension or

external telephone, you can tell your machine

to receive it by pressing the fax receive code

l51. Wait for the chirping sounds then

replace the handset. (See Easy receive

on page 42.)

If you answer a fax call at the external

telephone, you can make the machine

receive the fax by pressing Start.

Telephone Answer Code 7

If you receive a voice call and the machine is

in F/T mode, it will start to sound the F/T

(double-ring) after the initial ring delay. If you

pick up the call on an extension telephone

you can turn the F/T ring off by pressing #51

(make sure you press this between the rings).

If the machine answers a voice call and

pseudo/double-rings for you to take over, you

can take the call at the external telephone by

pressing Hook.

Chapter 7

Changing the remote codes 7

The preset fax receive code is l51. The

preset telephone answer code is #51. If you

are always disconnected when accessing

your external TAD, try changing the

three-digit remote codes, for example ###

and 999.

a Make sure you are in Fax mode .

b Press Menu 2, 1, 4.

Setup Receive

4.Remote Codes

c Press a or b to choose On (or Off).

Press OK.

d If you chose On in c, enter the new Fax

Receive Code.

Press OK.

e Enter the new Telephone Answer Code.

Press OK.

f Press Stop/Exit.

How to dial 8

You can dial in any of the following ways.

Manual dialing 8

Use the dial pad to enter all the digits of the

telephone or fax number.

One touch dialing 8

Press the One Touch key that stores the

number you want to call. (See Storing

one touch dial numbers on page 54.)

To dial One Touch numbers 5 to 8, hold down

Shift as you press the One Touch key.

Speed dialing 8

Press Search/Speed Dial, and then the three

digit Speed Dial number. (See Storing

speed dial numbers on page 55.)

Note

If the LCD shows Not Registered

when you enter a One Touch or a

Speed Dial number, it means that a

number is not stored there.

Dialing and storing numbers 8

Chapter 8

Search 8

You can search alphabetically for names you

have stored in the One Touch and

Speed Dial memories. (See Storing

one touch dial numbers on page 54 and

Storing speed dial numbers on page 55.)

a Press Search/Speed Dial.

b Press b.

c Press the dial pad key for the first few

letters of the name. (Use the chart on

Entering text on page 150 to help you

enter letters.)

Press OK.

d Press a or b to scroll until you find the

name you are looking for.

Press OK.

e Press Start.

Note

• If you do not enter a letter and press OK in

c, all registered names will appear. Press

a or b to scroll until you find the name you

are looking for.

• If the LCD shows No Contact Found

when you enter the first few letters of the

name, it means that a name for the letter

is not stored.

Fax redial 8

If you are sending a fax manually and the line

is busy, press Redial/Pause, wait for the

other fax machine to answer, and then press

Start to try again. If you want to make a

second call to the last number dialed, you can

save time by pressing Redial/Pause and

Start.

Redial/Pause only works if you dialed from

the control panel.

If you are sending a fax automatically and the

line is busy, the machine will automatically

redial one time after five minutes.

Storing numbers 8

You can set up your machine to do the

following types of easy dialing: One Touch,

Speed Dial and Groups for Broadcasting

faxes. You can also specify the default

resolution for each One Touch and

Speed Dial number. When you dial a

quick dial number, the LCD shows the name,

if you stored it, or the number. A scan profile

can also be stored along with the fax number.

If you lose electrical power, the quick dial

numbers stored in the memory will not be lost.

A scan profile is the resolution and other scan

settings that you choose when you store a

number.

Storing a pause 8

Press Redial/Pause to insert a 3.5-second

pause between numbers. You can press

Redial/Pause as many times as needed to

increase the length of the pause.

Storing one touch dial

numbers 8

Your machine has 4 One Touch keys where

you can store 8 fax or telephone numbers for

automatic dialing. To access numbers 5 to 8,

hold down Shift as you press the One Touch

key.

a Press Menu, 2, 3, 1.

Set Quick Dial

1.One Touch Dial

Dialing and storing numbers

b Press the One Touch key where you

want to store a number.

c Enter the number (up to 20 characters).

Press OK.

d Do one of the following:

 Enter the name using the dial pad

(up to 15 characters). Press OK.

 Press OK to store the number

without a name.

e (MFC-7440N and MFC-7840W only)

Do one of the following:

 If you want to save a fax resolution

along with the number, Press a or b

to choose Std, Fine, S.Fine or

Photo.

Press OK.

 Press OK if you do not want to

change the default resolution.

f Do one of the following:

 To store another One Touch number

go to b.

 To finish storing One Touch

numbers press Stop/Exit.

Storing speed dial numbers 8

You can store your frequently used numbers

as 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 machine can store 200

Speed Dial numbers (001 - 200).

a Press Menu, 2, 3, 2.

Set Quick Dial

2.Speed Dial

b Use the dial pad to enter a three-digit

Speed Dial location number (001-200).

Press OK.

c Enter the number (up to 20 characters)

Press OK

d Do one of the following:

 Enter the name using the dial pad

(up to 15 characters). Press OK.

 Press OK to store the number

without a name.

e (MFC-7440N and MFC-7840W only)

Do one of the following:

 If you want to save a fax resolution

along with the number, Press a or b

to choose Std, Fine, S.Fine or

Photo.

Press OK.

 Press OK if you do not want to

change the default resolution.

f Do one of the following:

 To store another Speed Dial number

go to b.

 To finish storing Speed Dial numbers

press Stop/Exit.

Note

When you do a broadcast and you have

saved a scan profile along with the

number, the scan profile of the

One Touch, Speed Dial or Group number

you chose first will be applied to the

broadcast.

Changing one touch and

speed dial numbers 8

If you try to store a One Touch or Speed Dial

number over an existing number, the LCD will

show the name or number already stored

there. If your machine has a scheduled job or

you have set a fax forwarding number, the

LCD will ask you if you want to change the

number.

a Do one of the following:

 To change the stored number,

press 1.

Chapter 8

 To exit without making a change,

press 2.

#005:MIKE

1.Change 2.Exit

b Enter a new number or character.

Press OK.

c Press d or c to position the cursor under

the character you want to change, and

then press Clear/Back to delete it.

Repeat for each character you want to

delete.

Setting up groups for

broadcasting 8

If you often want to send the same fax

message to many fax numbers you can set

up a group.

Groups are stored on a One Touch key or a

Speed Dial number. Each group uses up a

One Touch key or a Speed Dial location. You

can then send the fax message to all the

numbers stored in a group just by pressing a

One Touch key or entering a Speed Dial

number, and then pressing Start.

Before you can add numbers to a group, you

need to store them as One Touch or

Speed Dial numbers. You can have up to 8

small groups, or you can assign up to 207

numbers to one large group.

a Press Menu, 2, 3, 3.

Set Quick Dial

3.Setup Groups

b Choose an empty location where you

want to store the group in one of the

following ways:

 Press a One Touch key.

 Press Search/Speed Dial and then

enter the three-digit Speed Dial

location.

Press OK.

c Use the dial pad to enter a group

number (01 to 08).

Press OK.

d To add One Touch or Speed Dial

numbers follow the instructions below:

 For One Touch numbers, press the

One Touch keys one after the other.

 For Speed Dial numbers, press

Search/Speed Dial, and then enter

the three-digit Speed Dial location.

The LCD will display your chosen

One Touch numbers with a l and

Speed Dial numbers with a # (for

example l006, #009).

e Press OK when you have finished

adding numbers.

f Do one of the following:

 Enter the name using the dial pad

(up to 15 characters). Use the chart

on Entering text on page 150 to help

you enter letters.

Press OK.

 Press OK to store the group without

a name.

g (MFC-7440N and MFC-7840W only)

Do one of the following:

 If you want to save a fax resolution

along with the number, Press a or b

to choose Std, Fine, S.Fine or

Photo.

Press OK.

 Press OK if you do not want to

change the default resolution.

h Do one of the following:

 To store another group for

broadcasting, press OK. Go to b.

 To finish storing groups for

broadcasting, press Stop/Exit.

Dialing and storing numbers

Dialing access codes and

credit card numbers 8

You can combine more than one Quick Dial

number when you dial. This feature may be

useful if you need to dial an access code for

a cheaper rate from another long distance

carrier.

For example, you might have stored ‘555’ on

Speed Dial #003 and ‘7000’ on Speed Dial

#002. You can use them both to dial

‘555-7000’ if you press the following keys:

Press Search/Speed Dial, 003. Press

Search/Speed Dial, 002 and Start.

Numbers can be added manually by entering

them on the dial pad:

Press Search/Speed Dial, 003, 7001 (on the

dial pad), and Start.

This would dial ‘555–7001’. You can also add

a pause by pressing the Redial/Pause key.

Pause 8

Press Redial/Pause to insert a 3.5-second

pause between numbers. You can press

Redial/Pause as many times as needed to

increase the length of the pause.

Tone or pulse (Canada only) 8

If you have a Pulse dialing service, but need

to send Tone signals (for example, for

telephone banking), follow the instructions

below. If you have Touch Tone service, you

will not need this feature to send tone signals.

a Press Hook.

b Press # on the machine’s control panel.

Any digits dialed after this will send tone

signals.

When you hang up, the machine will

return to the Pulse dialing service.

Remote fax options let you receive faxes

while you are away from the machine.

You can use only one remote fax option at a

time.

Fax forwarding 9

The fax forwarding feature lets you

automatically forward your received faxes to

another machine.

a Press Menu, 2, 5, 1.

Remote Fax Opt

1.Fwd/Page/Store

b Press a or b to choose Fax Forward.

Press OK.

The LCD will ask you to enter the fax

number you want your faxes to be

forwarded to.

c Enter the forwarding number using the

dial pad (up to 20 digits), using a

One Touch key or press

Search/Speed Dial and the three-digit

location.

Note

If you store a group on a One Touch key

or a Speed Dial location, the faxes will be

forwarded to several fax numbers.

Press OK.

d Press a or b to choose On or Off.

Press OK.

Backup Print

e Press Stop/Exit.

Note

If you choose Backup Print On, the

machine will also print the fax at your

machine so you will have a copy. This is a

safety feature in case if there is a power

failure before the fax is forwarded or a

problem at the receiving machine. The

MFC-7840W can store faxes for

approximately 4 days if there is a power

failure. The faxes stored in the MFC-7340,

MFC-7345N or MFC-7440N memory will

be deleted.

Remote fax options 9

Remote fax options

Paging 9

When Paging is chosen, your machine dials

the pager number you have programmed,

and then dials your Personal Identification

Number (PIN). This activates your pager so

you will know that you have a fax message in

the memory.

a Press Menu, 2, 5, 1.

Remote Fax Opt

1.Fwd/Page/Store

b Press a or b to choose Paging.

Press OK.

c Enter your pager telephone number

followed by # # (up to 20 digits).

Press OK.

Do not include the area code if it is the

same as that of your machine.

For example, press

1 8 0 0 5 5 5 1 2 3 4 # #.

d Do one of the following:

 If your pager needs a PIN, enter the

PIN, press #, press Redial/Pause,

enter your fax number followed by

##.

Press OK.

(For example, press:

1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5

5 6 7 8 9 # #)

 If you do not need a PIN, press OK.

e Press Stop/Exit.

Note

• You cannot change a Paging number or

PIN remotely.

• If you have set Paging, a backup copy will

automatically be printed at the machine.

Fax storage 9

The fax storage feature lets you store your

received faxes in the machine’s memory. You

can retrieve stored fax messages from a fax

machine at another location using the remote

retrieval commands. (See Retrieving fax

messages on page 63.) Your machine will

automatically print a copy of the stored fax.

a Press Menu, 2, 5, 1

Remote Fax Opt

1.Fwd/Page/Store

b Press a or b to choose Fax Storage.

Press OK.

c Press Stop/Exit.

Chapter 9

PC fax receive 9

If you turn on the PC Fax Receive feature

your machine will store received faxes in

memory and send them to your PC

automatically. You can then use your PC to

view and store these faxes.

Even if you have turned off your PC (at night

or on the weekend, for example), your

machine will receive and store your faxes in

its memory. The LCD will show the number of

stored faxes received, for example:

PC Fax Msg:001

When you start your PC and the PC Fax

Receiving software runs, your machine

transfers your faxes to your PC automatically.

For PC fax receive to work you must have the

PC-FAX Receive software running on your

PC. (For details, see PC-FAX Receiving in

the Software User’s Guide on the CD-ROM.)

If you choose Backup Print On, the machine

will also print the fax.

a Press Menu, 2, 5, 1.

Remote Fax Opt

1.Fwd/Page/Store

b Press a or b to choose

PC Fax Receive.

Press OK.

c Press a or b to choose <USB> or your

computer name if the machine is

connected to a network* (* MFC-7345N,

MFC-7440N and MFC-7840W only).

Select ab or OK

<USB>

Press OK.

d Press a or b to choose On or Off.

Backup Print

Off

Press OK.

e Press Stop/Exit.

Note

• Before you can set up PC Fax Receive

you must install the MFL-Pro Suite

software on your PC. Make sure your PC

is connected and turned on. (For details

see PC-FAX Receiving in the Software

User’s Guide on the CD-ROM.)

• If your machine has a problem and is

unable to print faxes in memory, you can

use this setting to transfer your faxes to a

PC. (For details, see Error and

maintenance messages on page 107.)

• If you choose Backup Print On, the

machine will also print the fax at your

machine so you will have a copy. This is a

safety feature in case if there is a power

failure before the fax is forwarded or a

problem at the receiving machine. The

MFC-7840W can store faxes for

approximately 4 days if there is a power

failure. The faxes stored in the MFC-7340,

MFC-7345N or MFC-7440N memory will

be deleted.

• PC Fax Receive is not supported in Mac

OS. (See PC Fax receiving in the

Software User’s Guide on the CD-ROM.)

Remote fax options

Changing remote fax

options 9

If received faxes are left in your machine’s

memory when you change to another remote

fax option, the LCD will ask you the following

message:

Erase All Fax?

1.Yes 2.No

Print All Fax?

1.Yes 2.No

 If you press 1, faxes in the memory will be

erased or printed before the setting

changes. If a backup copy has already

been printed it will not be printed again.

 If you press 2, faxes in the memory will not

be erased or printed and the setting will be

unchanged.

If received faxes are left in the machine’s

memory when you change to

PC Fax Receive from another remote fax

option (Fax Forward, Paging or

Fax Storage), the LCD will ask you the

following message:

Send Fax to PC?

1.Yes 2.No

 If you press 1, faxes in the memory will be

sent to your PC before the setting

changes. Faxes in the memory will be sent

to your PC when the PC Fax Receive icon

is active on your PC. (See the Software

User’s Guide on the CD-ROM.)

 If you press 2, faxes in the memory will not

be erased or transferred to your PC and

the setting will be unchanged.

The LCD will ask you the following message:

Backup Print

Off

Press a or b to choose On or Off.

Press OK.

Press Stop/Exit.

Note

If you choose Backup Print On, the

machine will also print the fax at your

machine so you will have a copy. This is a

safety feature in case if there is a power

failure before the fax is forwarded or a

problem at the receiving machine. The

MFC-7840W can store faxes for

approximately 4 days if there is a power

failure. The faxes stored in the MFC-7340,

MFC-7345N or MFC-7440N memory will

be deleted.

Turning off remote fax

options 9

a Press Menu, 2, 5, 1.

Remote Fax Opt

1.Fwd/Page/Store

b Press a or b to choose Off.

Press OK.

Note

The LCD will give you options if there are

received faxes still in your machine’s

memory. (See Changing remote fax

options on page 61.)

c Press Stop/Exit.

Chapter 9

Remote retrieval 9

The remote retrieval feature lets you retrieve

your stored fax messages when you are not

at the machine. You can call your machine

from any touch tone telephone or fax

machine, then use the Remote Access Code

to retrieve your messages.

Setting a remote access code9

The remote access code lets you access the

remote retrieval features when you are away

from your machine. Before you use the

remote access and retrieval features, you

have to set up your own code. The default

code is an inactive code: – – –l.

a Press Menu, 2, 5, 2.

Remote Fax Opt

2.Remote Access

b Enter a three-digit code using the

numbers 0 – 9, l or #.

Press OK.

c Press Stop/Exit.

Note

Do not use the same code used for your

Fax Receive Code (l51) or Telephone

Answer Code (#51). (See Changing the

remote codes on page 52.)

You can change your code at any time. If you

want to make your code inactive, press

Clear/Back and then OK in b to restore the

inactive setting – – –l.

Using your remote access

code 9

a Dial your fax number from a telephone

or another fax machine using touch

tone.

b When your machine answers,

immediately enter your Remote Access

Code (3 digits followed by l).

c The machine signals if it has received

messages:

 No beeps

No messages received.

 1 long beep

Fax message received.

d The machine gives two short beeps to

tell you to enter a command (See

Remote fax commands on page 64).

The machine will hang up if you wait

longer than 30 seconds before entering

a command. If you enter an invalid

command the machine will beep three

times.

e Press 9 0 to reset the machine when you

have finished.

f Hang up.

Note

If your machine is set to Manual mode,

you can still access the remote retrieval

features. Dial the fax number as normal

and let the machine ring. After 2 minutes

you will hear a long beep to tell you to

enter the remote access code. You will

then have 30 seconds to enter the code.

Remote fax options

Retrieving fax messages 9

a Dial your fax number from a telephone

or another fax machine using touch

tone.

b When your machine answers,

immediately enter your remote access

code (3 digits followed by l). If you hear

one long beep, you have messages.

c When you hear two short beeps, use the

dial pad to press 9 6 2.

d Wait for a long beep, and then use the

dial pad to enter the number of the

remote fax machine where you want

your fax messages sent to, followed by

## (up to 20 digits).

e Hang up after you hear your machine

beep. Your machine will call the other

machine, which will then print your fax

messages.

Note

You can insert a pause in a fax number by

using the # key.

Changing the fax forwarding

number 9

You can change the default setting of your fax

forwarding number from another telephone or

fax machine using touch tone.

a Dial your fax number from a telephone

or another fax machine using touch

tone.

b When your machine answers, enter

your remote access code (3 digits

followed by l). If you hear one long

beep, you have messages.

c When you hear two short beeps, use the

dial pad to press 9 5 4.

d Wait for a long beep, and then use the

dial pad to enter the new number of the

remote fax machine where you want

your fax messages forwarded followed

by ## (up to 20 digits).

e Press 9 0 to reset the machine when you

have finished.

f Hang up after you hear your machine

beep.

Note

You can insert a pause in a fax number by

using the # key.

Chapter 9

Remote fax commands 9

Follow the commands below to access features when you are away from the machine. When you

call the machine and enter your Remote Access Code (3 digits followed by l), the system will give

two short beeps and you must enter a remote command.

Remote commands Operation details

95 Change the fax forwarding,

paging or fax storage settings

1 OFF You can choose Off after you have retrieved or erased all your

messages.

2 Fax forwarding One long beep means the change is accepted. If you hear three

short beeps, you cannot make the change because something

has not been set up (for example, a fax forwarding or paging

number has not been registered). You can register your fax

forwarding number by entering 4. (See Changing the fax

forwarding number on page 63.) Once you have registered the

number, fax forwarding will work.

3 Paging

4 Fax forwarding number

6 Fax storage

96 Retrieve a fax

2 Retrieve all faxes Enter the number of a remote fax machine to receive stored fax

messages. (See Retrieving fax messages on page 63.)

3 Erase faxes from the memory If you hear one long beep, fax messages have been erased

from the memory.

97 Check the receiving status

1 Fax You can check whether your machine has received any faxes.

If yes, you will hear one long beep. If no, you will hear three

short beeps.

98 Change the receive mode

1 External TAD If you hear one long beep, your change has been accepted.

2 Fax/Tel

3 Fax Only

90 Exit Press 90 to exit remote retrieval. Wait for the long beep, then

replace the handset.

Polling lets you set up your machine so other

people can receive faxes from you, but they

pay for the call. It also lets you call somebody

else’s fax machine and receive a fax from it,

so you pay for the call. The polling feature

needs to be set up on both machines for this

to work. Not all fax machines support polling.

Polling receive 10

Polling receive lets you call another fax

machine to receive a fax.

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 7.

Setup Receive

7.Polling RX

c Enter the fax number you are polling.

Press Start.

The LCD will show Dialing.

Sequential polling 10

Sequential polling lets you request

documents from several fax machines in one

operation. Afterwards, a Sequential Polling

Report will be printed.

a Make sure you are in Fax mode .

b Press Menu, 2, 1, 7.

c Specify the fax machines you want to

poll by using One Touch, Speed Dial,

Search, a Group or the dial pad. You

must press OK between each location.

d Press Start.

The machine polls each number or

Group number in turn for a document.

Press Stop/Exit while the machine is dialing

to cancel the polling process.

To cancel all sequential polling receive jobs,

press Menu, 2, 7. (See Checking and

canceling waiting jobs on page 38.)

Polling 10

Chapter 10

Polled transmit 10

Polled transmit lets you set up your machine

to wait with a document so another fax

machine can call and retrieve it.

Setup for polled transmit 10

a Make sure you are in Fax mode .

b Load your document.

c Press Menu, 2, 2, 6.

Setup Send

6.Polled TX

d Press a or b to choose On (or Off).

Press OK.

e Press 2 to choose 2.No if you do not

want to enter more settings when the

LCD asks you the following message:

Other Settings

1.Yes 2.No

f Press Start.

g If you are using the scanner glass, the

LCD will prompt you to choose one of

the options below:

Next Page?

1.Yes 2.No(send)

 Press 1 to send another page.

Go to h.

 Press 2 or Start to send the

document.

h Place the next page on the scanner

glass, press OK. Repeat g and h for

each additional page.

Your machine will automatically send

the fax.

Note

The document will be stored and can be

retrieved from any other fax machine until

you delete the fax from memory.

To delete the fax from memory, press

Menu, 2, 7. (See Checking and canceling

waiting jobs on page 38.)

Fax reports 11

Some fax reports (transmission verification

and fax journal) can be printed automatically

and manually.

Transmission verification

report 11

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 (shown as

“OK”). If you choose 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.

Choosing On+Image or Off+Image will print

a section of the fax’s first page on the report

to help you remember.

When the verification report is turned Off or

to Off+Image, the report will only print if

there is a transmission error and the fax was

not sent.

Note

If you choose On+Image, or Off+Image,

the image will only appear on the

Transmission Verification Report if Real

Time Transmission is set to Off. (See

Real time transmission on page 36.)

a Press Menu, 2, 4, 1.

Report Setting

1.Transmission

b Press a or b to choose On, On+Image,

Off or Off+Image.

Press OK.

c Press Stop/Exit.

Fax journal 11

You can set the machine to print a fax journal

(activity report) at specific intervals (every 50

faxes, 6, 12 or 24 hours, 2 or 7 days). The

default setting is Every 50 Faxes, this

means that your machine will print the journal

when the machine has stored 50 jobs.

If you set the interval to Off, you can still print

the report by following the steps on the next

page.

a Press Menu, 2, 4, 2.

Report Setting

2.Journal Period

b Press a or b to choose an interval.

Press OK.

If you choose 7 days, you will be asked

to choose a day when you want the 7

day countdown to begin.

c Enter the time to begin printing, in

24 hour format.

Press OK.

For example: enter 19:45 for 7:45 PM.

d Press Stop/Exit.

If you choose 6, 12, 24 hours, 2 or 7 days, the

machine will print the report at the selected

time and then erase all jobs from its memory.

If the machine’s memory becomes full with

200 jobs before the time you chose has

passed, the machine will print the journal

early and then erase all jobs from memory.

If you want an extra report before it is due to

print, you can print it manually without erasing

the jobs from memory.

Printing reports 11

Chapter 11

Reports 11

The following reports are available:

1 Transmission

Displays the Transmission Verification

Report for your last outgoing 200 faxes

and prints the last report.

2 Help List

Prints a list of commonly used functions to

help you program your machine.

3 Tel Index List

Prints a list of names and numbers stored

in the One Touch and Speed Dial memory

in numerical or alphabetical order.

4 Fax Journal

Prints a list of information about your last

200 incoming and outgoing faxes. (TX:

transmit.) (RX: receive.)

5 User Settings

Print a list of your current settings.

6 Network Config (MFC-7345N, MFC-

7440N and MFC-7840W only)

Lists your network settings.

How to print a report 11

a Press Reports.

b Do one of the following:

 Press a or b to choose the report you

want.

Press OK.

 Enter the number of the report you

want to print. For example, press 2 to

print the help list.

c Press Stop/Exit.

Section III

Copy III

Making copies 70

How to copy 12

Entering copy mode 12

Press (Copy) to enter Copy mode.

1 Stack/Sort

2 Copy ratio and copy layout

3 Contrast

4Quality

5 Number of copies

Making a single copy 12

a Make sure you are in Copy mode .

b Load your document.

c Press Start.

Making multiple copies 12

a Make sure you are in Copy mode .

b Load your document.

c Use the dial pad to enter the number of

copies (up to 99).

d Press Start.

Note

To sort your copies, see Sorting copies

using the ADF on page 73.

Stop copying 12

To stop copying, press Stop/Exit.

Making copies 12

Making copies

Copy options

(temporary settings) 12

When you want to quickly change the copy

settings temporarily for the next copy, use the

temporary Copy keys. You can use different

combinations.

The machine returns to its default settings

one minute after copying, unless you have

set the Mode Timer to 30 seconds or less.

(See Mode timer on page 20.)

Enlarging or reducing the

image copied 12

You can choose the following enlargement or

reduction ratios:

* The factory setting is shown in Bold with an

asterisk.

Auto sets the machine to calculate the

reduction ratio that best fits the size of paper.

Auto is only available when using the ADF.

Custom(25-400%) allows you to enter a

ratio from 25% to 400%.

To enlarge or reduce the next copy follow the

instructions below:

a Make sure you are in Copy mode .

b Load your document.

c Use the dial pad to enter the number of

copies (up to 99).

d Press Enlarge/Reduce.

e Do one of the following:

 Press a or b to choose the

enlargement or reduction ratio you

want.

Press OK.

 Press a or b to choose

Custom(25-400%).

Press OK.

Use the dial pad to enter an

enlargement or reduction ratio from

25% to 400%. (For example, press

53 to enter 53%.)

Press OK.

f Press Start.

Note

Page Layout Options 2 in 1(P), 2 in 1(L), 4

in 1(P) or 4 in 1(L) are not available with

Enlarge/Reduce.

Press

100%*

97% LTRiA4

94% A4iLTR

91% Full Page

85% LTRiEXE

83% LGLiA4

78% LGLiLTR

70% A4iA5

50%

Custom(25-400%)

Auto

200%

141% A5iA4

104% EXEiLTR

Chapter 12

Using the Options key 12

Use the Options key to quickly set the following copy settings temporarily for the next copy.

Press

Menu selections Options Page

Press a or b, then press OK

Quality Auto*

Text

Photo

Stack/Sort

(appears when the document

is in the ADF)

Stack*

Sort

Contrast b-nnnno+a

b-nnnon+a

b-nnonn+a*

b-nonnn+a

b-onnnn+a

Page Layout Off(1 in 1)*

2in1(P)

2in1(L)

4in1(P)

4in1(L)

The factory settings are shown in Bold with an asterisk.

OK OK

Making copies

Improving copy quality 12

You can choose from a range of quality

settings. The default setting is Auto.

 Auto

Auto is the recommended mode for

ordinary printouts. Suitable for documents

that contain both text and photographs.

 Text

Suitable for documents containing only

text.

 Photo

Suitable for copying photographs.

To temporarily change the quality setting,

follow the steps below:

a Make sure you are in Copy mode .

b Load your document.

c Use the dial pad to enter the number of

copies (up to 99).

d Press Options.

Press a or b to choose Quality.

Press OK.

e Press a or b to choose Auto, Text or

Photo.

Press OK.

f Press Start.

To change the default setting, follow the

steps below:

a Press Menu, 3, 1.

Copy

1.Quality

b Press a or b to choose the copy

quality.

Press OK.

c Press Stop/Exit.

Sorting copies using the ADF12

You can sort multiple copies. Pages will be

stacked in the order 1 2 3, 1 2 3, 1 2 3, and so

on.

a Make sure you are in Copy mode .

b Load your document in the ADF.

c Use the dial pad to enter the number of

copies (up to 99).

d Press Options and a or b to choose

Stack/Sort.

Press OK.

e Press a or b to choose Sort.

Press OK.

f Press Start.

Chapter 12

Adjusting contrast 12

Contrast 12

Adjust the contrast to help an image look

sharper and more vivid.

To temporarily change the contrast setting,

follow the steps below:

a Make sure you are in Copy mode .

b Load your document.

c Use the dial pad to enter the number of

copies (up to 99).

d Press Options.

Press a or b to choose Contrast.

Press OK.

e Press a or b to increase or decrease

the contrast.

Press OK.

f Press Start.

To change the default setting follow the steps

below:

a Press Menu, 3, 2.

Copy

2.Contrast

b Press a or b to increase or decrease

the contrast.

Press OK.

c Press Stop/Exit.

Making N in 1 copies

(page layout) 12

You can reduce the amount of paper used

when copying by using the N in 1 copy

feature. This allows you to copy two or four

pages onto one page, which lets you save

paper.

Important 12

 Please make sure the paper size is set to

Letter, A4, Legal or Folio.

 (P) means Portrait and (L) means

Landscape.

 You cannot use the Enlarge/Reduce

setting with the N in 1 feature.

a Make sure you are in Copy mode .

b Load your document.

c Use the dial pad to enter the number of

copies (up to 99).

d Press Options.

e Press a or b to choose Page Layout.

Press OK.

f Press a or b to choose 2in1(P),

2in1(L), 4in1(P),

4in1(L) or Off(1 in 1).

Press OK.

g Press Start to scan the page.

If you placed the document in the ADF,

the machine scans the pages and starts

printing.

If you are using the scanner glass, go

to h.

h After the machine scans the page,

press 1 to scan the next page.

Next Page?

1.Yes 2.No

Making copies

i Place the next page on the scanner

glass.

Press OK.

Repeat h and i for each page of the

layout.

j After all the pages have been scanned,

press 2 in h to finish.

If you are copying from the ADF: 12

Insert your document face up in the direction

shown below:

 2 in 1 (P)

 2 in 1 (L)

 4 in 1 (P)

 4 in 1 (L)

If you are copying from the scanner

glass:

Insert your document face down in the

direction shown below:

 2 in 1 (P)

 2 in 1 (L)

 4 in 1 (P)

 4 in 1 (L)

Out of memory

message

If the memory becomes full while you are

making copies, the LCD message will guide

you through the next step.

If you get an Out of Memory message

while scanning a subsequent page, you will

have the option to press Start to copy the

pages scanned so far, or to press Stop/Exit

to cancel the operation.

To gain extra memory, you can do the

following:

 Print the faxes that are in the memory.

(See Printing a fax from the memory

on page 43.)

 You can turn off Fax Storage. (See

Turning off remote fax options

on page 61.)

Note

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%.

Chapter 12

Section IV

Software IV

Software and Network features 78

The User’s Guide on the CD-ROM includes

the Software User’s Guide and Network

User’s Guide (MFC-7345N, MFC-7440N

and MFC-7840W only) for features available

when connected to a computer (for example,

printing and scanning). These guides have

easy to use links that, when clicked, will take

you directly to a particular section.

You can find information on these features:

 Printing

 Scanning

 ControlCenter3 (for Windows

)

 ControlCenter2 (for Macintosh

)

 Remote Setup

 Faxing from your computer

 Network Faxing

(MFC-7345N, MFC-7440N and MFC-

7840W only)

 Network Printing

(MFC-7345N, MFC-7440N and MFC-

7840W only)

 Network Scanning

(MFC-7345N, MFC-7440N and MFC-

7840W only)

 Internet Fax (I-Fax) / Scan to E-mail

Server

(MFC-7440N and MFC-7840W available

as download)

 Wireless Network Users

(MFC-7840W only)

Note

See Accessing the Software User’s Guide

and Network User’s Guide on page 2.

How to read HTML

User’s Guide 13

This is a quick reference for using the HTML

User’s Guide.

For Windows

Note

If you have not installed the software, see

Chapter 1.

a From the Start menu, point to Brother,

MFC-XXXX from the programs group,

then click User’s Guides in HTML

format.

b Click on the manual you want

(SOFTWARE USER’S GUIDE or

NETWORK USER’S GUIDE(MFC-

7345N, MFC-7440N and MFC-7840W

only)) from the top menu.

c Click the heading you would like to view

from the list at the left of the window.

Software and Network features 13

Software and Network features

For Macintosh

a Make sure your Macintosh

is turned

on. Insert the Brother CD-ROM into your

CD-ROM drive.

b Double-click the Documentation icon.

c Double-click your language folder, and

then double-click the top page file.

d Click on the manual you want

(SOFTWARE USER’S GUIDE or

NETWORK USER’S GUIDE

(MFC-7345N, MFC-7440N and

MFC-7840W only) ) in the top menu,

and then click the heading you would

like to read from the list at the left of the

window.

Chapter 13

Section V

Appendixes V

Safety and legal 82

Troubleshooting and routine maintenance 93

Menu and features 135

Specifications 152

Glossary 168

Choosing a location A

Place your machine on a flat, stable surface that is free of vibration and shocks. Put the machine

near a telephone wall jack and a standard, grounded AC power outlet. Choose a location where

the temperature remains between 50° F and 90.5° F (10° C and 32.5° C) and the humidity is

between 20% to 80% (without condensation).

CAUTION

Avoid placing your machine in a high-traffic area.

DO NOT place the machine near heaters, air conditioners, refrigerators, water, chemicals or

devices that contain magnets or generate magnetic fields.

DO NOT expose the machine to direct sunlight, excessive heat, open flames, salty or corrosive

gasses, moisture, or dust.

DO NOT connect your machine to an AC power outlet controlled by wall switches or automatic

timers.

Disruption of power can wipe out information in the machine’s memory.

DO NOT connect your machine to an AC power outlet on the same circuit as large appliances

or other equipment that might disrupt the power supply.

Avoid interference sources, such as speakers or the base units of non-Brother cordless

telephones.

DO NOT put objects on top of the machine.

Safety and legal A

Safety and legal

To use the machine safely A

Please keep these instructions for later reference and read them before attempting any

maintenance. If you do not follow these safety instructions, there is a possibility of a fire, electrical

shock, burn or suffocation.

WARNING

There are high voltage electrodes inside the

machine. Before you clean the inside of the

machine, make sure you have unplugged the

telephone line cord first and then the power cord

from the AC power outlet (See Routine

maintenance on page 118.)

DO NOT use flammable substances, any type of

spray, or an organic solvent/liquid that contains

alcohol or ammonia to clean the inside or outside

of the machine. Refer to Routine maintenance

on page 118 for how to clean the machine.

DO NOT handle the plug with wet hands. Doing

this might cause an electrical shock.

Always make sure the plug is fully inserted.

After you have just used the machine, some

internal parts of the machine will be extremely hot.

When you open the front or back cover of the

machine, DO NOT touch the shaded parts shown

in the illustration.

To prevent injuries, be careful not to put your

hands on the edge of the machine under the

document cover or scanner cover as shown in the

illustrations.

To prevent injuries, be careful not to put your

fingers in the areas shown in the illustrations.

DO NOT use a vacuum cleaner to clean up scattered toner. Doing this might cause the toner

dust to ignite inside the vacuum cleaner, potentially starting a fire. Please carefully clean the

toner dust with a dry, lint-free cloth and dispose of it according to local regulations.

When you move the machine, grasp the side hand holds that are under the scanner.

Use caution when installing or modifying telephone lines. Never touch telephone wires or

terminals that are not insulated unless the telephone line has been unplugged at the wall

jack. Never install telephone wiring during a lightning storm. Never install a telephone wall

jack in a wet location.

This product must be installed near an AC power outlet that is easily accessible. In case of

an emergency, you must disconnect the power cord from the AC power outlet to shut off the

power completely.

Plastic bags are used in the packaging of your machine and drum unit. To avoid the danger

of suffocation, keep these bags away from babies and children.

To reduce the risk of shock or fire, use only a No. 26 AWG or larger telecommunication line

cord.

Safety and legal

CAUTION

Lightning and power surges can damage this product! We recommend that you use a quality

surge protection device on the AC power line and on the telephone line, or unplug the cords

during a lightning storm.

Note

The fuser unit is marked with a Caution label. Please DO NOT remove or damage the label.

WARNING

IMPORTANT SAFETY INSTRUCTIONS

When using your telephone equipment, basic safety precautions should always be followed to

reduce the risk of fire, electric shock and injury to people, including the following:

1 DO NOT use this product near water, for example, near a bath tub, wash bowl, kitchen sink,

washing machine, or in a wet basement or near a swimming pool.

2 Avoid using this product during an electrical storm. There may be a remote risk of electric

shock from lightning.

3 DO NOT use this product to report a gas leak in the vicinity of the leak.

4 Use only the power cord provided with the machine.

5 DO NOT dispose of batteries in a fire. They may explode. Check with local codes for possible

special disposal instructions.

SAVE THESE INSTRUCTIONS

Important information A

Standard telephone and FCC notices A

These notices are in effect on models sold and used in the United States only.

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.

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 is not

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.

Safety and legal

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 machine, call Brother Customer Service. (See

Brother numbers on page i.)

WARNING

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.

This machine 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 power outlet after checking the

rating of the local power supply for the machine to operate properly and safely.

Federal Communications Commission (FCC) Declaration of Conformity (USA only)

declares, that the products

Product Name: MFC-7340, MFC-7345N, MFC-7440N and MFC-7840W

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

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:

Responsible Party: Brother International Corporation

100 Somerset Corporate Boulevard

Bridgewater, NJ 08807-0911 USA

TEL: (908) 704-1700

 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.

 Call the dealer or an experienced radio/TV technician for help.

 This transmitter must not be co-located or operated in conjunction with any other antenna or

transmitter.

Important A

Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user’s

authority to operate the equipment.

Important—about the interface cable A

A shielded interface cable should be used to ensure compliance with the limits for a Class B digital

device.

Industry Canada Compliance Statement (Canada only) A

This Class B digital apparatus complies with Canadian ICES–003.

Cet appareil numérique de la classe B est conforme à la norme NMB–003 du Canada.

Operation is subject to the following two conditions: (1) this device may not cause interference,

and (2) this device must accept any interference, including interference that may cause undesired

operation of this device.

Disconnect device A

This product must be installed near an AC power outlet that is easily accessible. In case of

emergencies, you must disconnect the power cord from the AC power outlet to shut off power

completely.

LAN connection (MFC-7345N, MFC-7440N and MFC-7840W only) A

CAUTION

DO NOT connect this product to a LAN connection that is subject to over-voltages.

Safety and legal

International ENERGY STAR

Compliance Statement A

The purpose of the International ENERGY STAR

Program is to promote the development and

popularization of energy-efficient office equipment.

As an ENERGY STAR

Partner, Brother Industries, Ltd. has determined that this product meets

the ENERGY STAR

guidelines for energy efficiency.

Laser safety A

This equipment is certified as a Class 1 laser product as defined in IEC 60825-1+A2: 2001 under

the U.S. Department of Health and Human Services (DHHS) Radiation Performance Standard

according to the Radiation Control for Health and Safety Act of 1968. This means that the

equipment does not produce hazardous laser radiation.

Since radiation emitted inside the equipment is completely confined within protective housings

and external covers, the laser beam cannot escape from the machine during any phase of user

operation.

FDA regulations A

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. One of the following labels on the back of the machine indicates compliance with

the FDA regulations and must be attached to laser products marketed in the United States.

Manufactured:

BROTHER Industries (Vietnam) LTD.

Phuc Dien Industrial Zone Cam Phuc Commune, Cam giang Dist Hai Duong Province, Vietnam.

This product complies with FDA performance standards for laser products except for deviations pursuant

to Laser Notice No. 50, dated June 24, 2007.

Manufactured:

BROTHER TECHNOLOGY (SHENZHEN) LTD.

NO6 Gold Garden Ind., Nanling Buji, Longgang, Shenzhen, China

This product complies with FDA performance standards for laser products except for deviations pursuant

to Laser Notice No. 50, dated June 24, 2007.

WARNING

Use of controls, adjustments or performance of procedures other than those specified in this

manual may result in hazardous invisible radiation exposure.

Internal laser radiation

Max. Radiation Power: 10 mW

Wave Length: 780 – 800 nm

Laser Class: Class 3B

Important safety instructions A

1 Read all of these instructions.

2 Save them for later reference.

3 Follow all warnings and instructions marked on the product.

4 Unplug this product from the wall outlet before cleaning inside of the machine. DO NOT use

liquid or aerosol cleaners. Use a damp cloth for cleaning.

5 DO NOT place this product on an unstable cart, stand, or table. The product may fall, causing

serious damage to the product.

6 Slots and openings in the cabinet at 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.

7 This product should be connected to an AC power source within the range indicated on the

rating label. DO NOT connect it to a DC power source or inverter. If you are not sure, contact

a qualified electrician.

8 This product is equipped with a 3-wire grounded plug. 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.

9 Use only the power cord supplied with this machine.

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 AC power outlet does not exceed

15 amperes (US only).

Safety and legal

12 The power cord, including extensions, should be no longer than 16.5 feet (5 meters).

DO NOT share the same power circuit with other high powered appliances, such as an air

conditioner, copier, shredder, and so on. If you cannot avoid using the printer with these

appliances, we recommend that you use a voltage transformer or a high-frequency noise filter.

Use a voltage regulator if the power source is not stable.

13 DO NOT place anything in front of the machine that will block received faxes. DO NOT place

anything in the path of received faxes.

14 Wait until pages have exited the machine before picking them up.

15 Never push objects of any kind into this product through cabinet slots, since they may touch

dangerous voltage points or short out parts resulting in the risk of fire or electric shock. Never

spill liquid of any kind on the product. DO NOT attempt to service this product yourself because

opening or removing covers may expose you to dangerous voltage points and other risks and

may void your warranty. Refer all servicing to a Brother Authorized Service Center. For the

location of your nearest Brother Authorized Service Center, please call:

In USA: 1-877-BROTHER (1-877-276-8437)

In Canada: 1-877-BROTHER

16 Unplug this product from the AC power outlet and refer all servicing to Brother Authorized

Service Personnel under the following conditions:

 When the power cord is damaged or frayed.

 If liquid has been spilled into the product.

 If the product has been exposed to rain or water.

 If the product does not operate normally when the operating instructions are followed.

Adjust only those controls that are covered by the operating instructions. Improper

adjustment of other controls may result in damage and will often require extensive work by

a qualified technician to restore the product to normal operation.

 If the product has been dropped or the cabinet has been damaged.

 If the product exhibits a distinct change in performance, indicating a need for service.

17 To protect your product against power surges, we recommend the use of a power protection

device (Surge Protector).

18 To reduce the risk of fire, electric shock and injury to people, note the following:

 DO NOT use this product near appliances that use water, a swimming pool or in a wet

basement.

 DO NOT use the machine during an electrical storm (there is the remote possibility of an

electrical shock). If you have connected a telephone DO NOT use it to report a gas leak in

the vicinity of the leak.

Trademarks A

The Brother logo is a registered trademark of Brother Industries, Ltd.

Brother is a registered trademark of Brother Industries, Ltd.

Multi-Function Link is a registered trademark of Brother International Corporation.

Windows Vista is either a registered trademark or a trademark of Microsoft Corporation in the

United States and other countries.

Microsoft, Windows and Windows Server are registered trademarks of Microsoft Corporation in

the United States and/or other countries.

Macintosh and TrueType are registered trademarks of Apple Inc.

PostScript is a registered trademark and PostScript 3 is a trademark of Adobe Systems

Incorporated.

Nuance, the Nuance logo, PaperPort and ScanSoft are trademarks or registered trademarks of

Nuance Communications, Inc. or its affiliates in the United States and/or other countries.

Presto! PageManager is a registered trademark of NewSoft Technology Corporation.

BROADCOM, SecureEasySetup and the SecureEasySetup logo are trademarks or registered

trademarks of Broadcom Corporation in the United States and/or other countries.

AOSS is a trademark of Buffalo Inc.

Wi-Fi, WPA and WPA2 are registered trademarks and Wi-Fi Protected Setup is a trademark of

Wi-Fi Alliance.

Java and all Java-based trademarks and logos are trademarks or registered trademarks of Sun

Microsystems, Inc. in the United States and other countries.

Each company whose software title is mentioned in this manual has a Software License

Agreement specific to its proprietary programs.

All other brand and product names mentioned in this User’s Guide are registered

trademarks of their respective companies.

Troubleshooting B

IMPORTANT

For technical help, you must call the country where you bought the machine. Calls must be

made from within that country.

If you are having difficulty with your machine B

If you think there is a problem, check the chart below and follow the troubleshooting tips. You can

solve most problems by yourself.

If you need additional help, the Brother Solutions Center offers the latest FAQs and

troubleshooting tips.

Visit us at http://solutions.brother.com/

Troubleshooting and routine

maintenance

Printing or receiving faxes

Difficulties Suggestions

 Condensed print

 Horizontal streaks

 Top and bottom sentences are

cut off

 Missing lines

Usually this is caused by a poor telephone connection. If your copy looks good,

you probably had a bad connection, with static or interference on the telephone

line. Ask the other party to send the fax again.

Poor print quality See Improving the print quality on page 100.

Vertical black lines when receiving The corona wire for printing may be dirty. Clean the corona wire. (See Cleaning

the corona wire on page 122.)

The sender’s scanner may be dirty. Ask the sender to make a copy to see if the

problem is with the sending machine. Try receiving from another fax machine.

If the problem continues, call Brother Customer Service at

1-877-BROTHER (1-877-276-8437) (in USA) or

1-877-BROTHER (in Canada).

Received faxes appear as split or

blank pages.

If the received faxes are divided and printed on two pages or if you get an extra

blank page, your paper size setting may not be correct for the paper you are using.

(See Paper size on page 20.)

Turn on auto reduction. (See Printing a reduced incoming fax on page 43.)

Telephone line or connections

Difficulties Suggestions

Dialing does not work. Check for a dial tone.

Change Tone/Pulse setting. (See the Quick Setup Guide.) (Canada only)

Check all line cord connections.

Check that the machine is plugged in and switched on.

Send a manual fax by pressing Hook or by lifting the handset of an external

telephone and dialing the number. Wait to hear fax receiving tones before

pressing Start.

The machine does not answer

when called.

Make sure the machine is in the correct receive mode for your setup. (See

Receiving a fax on page 39.) Check for a dial tone. If possible, call your machine

to hear it answer. If there is still no answer, check the telephone line cord

connection. If you do not hear ringing when you call your machine, ask your

telephone company to check the line.

Sending faxes

Difficulties Suggestions

Poor sending quality. Try changing your resolution to Fine or S.Fine. Make a copy to check your

machine’s scanner operation. If the copy quality is not good, clean the scanner.

(See Cleaning the scanner glass on page 119.)

Transmission Verification Report

says ‘RESULT:NG’.

There is probably temporary noise or static on the line. Try sending the fax again.

If you are sending a PC Fax message and get ‘RESULT:NG’ on the Transmission

Verification Report, your machine may be out of memory. To free up extra

memory, you can turn off fax storage (see Turning off remote fax options

on page 61), print fax messages in memory (see Printing a fax from the memory

on page 43) or cancel a delayed fax or polling job (see Checking and canceling

waiting jobs on page 38). If the problem continues, ask the telephone company to

check your telephone line.

If you often get transmission errors due to possible interference on the telephone

line, try changing the Compatibility setting to Basic(for VoIP)(For

MFC-7840W, Normal or Basic(for VoIP)). (See Telephone line interference

on page 106.)

Vertical black lines when sending. Black vertical lines on faxes you send are typically caused by dirt or correction fluid

on the glass strip. (See Cleaning the scanner glass on page 119.)

Handling incoming calls

Difficulties Suggestions

The machine ‘Hears’ a voice as a

CNG Tone.

If Easy Receive is set to on, your machine is more sensitive to sounds. It may

mistakenly interpret certain voices or music on the line as a fax machine calling

and respond with fax receiving tones. Deactivate the machine by pressing

Stop/Exit. Try avoiding this problem by turning Easy Receive to off. (See Easy

receive on page 42.)

Sending a Fax Call to the machine. If you answered on an external or extension telephone, press your Fax Receive

Code [default setting is (l 51)]. When your machine answers, hang up.

Troubleshooting and routine maintenance

Custom features on a single line. If you have Call Waiting, Call Waiting/Caller ID, Caller ID, RingMaster, Voice Mail,

an answering machine, an alarm system or other custom feature on a single

telephone line with your machine, it may create a problem sending or receiving

faxes.

For Example: If you subscribe to Call Waiting or some other custom service and

its signal comes through the line while your machine is sending or receiving a fax,

the signal can temporarily interrupt or disrupt the faxes. 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 access difficulties

Difficulties Suggestions

The machine beeps when you try to

access the Setup Receive and

Setup Send menus.

If the Fax key is not illuminated, press it to turn on Fax mode. The Setup Receive

setting (Menu, 2, 1) and Setup Send setting (Menu, 2, 2) are available only when

the machine is in Fax mode.

Copy quality difficulties

Difficulties Suggestions

Vertical black line appears in

copies.

Black vertical lines on copies are typically caused by dirt or correction fluid on the

glass strip, or one of the corona wires for printing is dirty. (See Cleaning the

scanner glass on page 119 and Cleaning the corona wire on page 122.)

Printing difficulties

Difficulties Suggestions

No printout.  Check that the machine is plugged in and the power switch is turned on.

 Check that the toner cartridge and drum unit are installed properly. (See

Replacing the drum unit on page 130.)

 Check the interface cable connection on both the machine and your computer.

(See the Quick Setup Guide.)

 Check that the correct printer driver has been installed and chosen.

 Check to see if the LCD is showing an error message. (See Error and

maintenance messages on page 107.)

 Check that machine is online:

(For Windows Vista

)

Click the Start button, Control Panel, Hardware and Sound, and then

Printers. Right-click Brother MFC-XXXX Printer. Make sure that Use

Printer Offline is unchecked.

(For Windows

XP and Windows Server

2003)

Click the Start button and choose Printers and Faxes. Right-click Brother

MFC-XXXX Printer. Make sure that Use Printer Offline is unchecked.

(For Windows

2000)

Click the Start button and choose Settings and then Printers. Right-click

Brother MFC-XXXX Printer. Make sure that Use Printer Offline is

unchecked.

Handling incoming calls (continued)

Difficulties Suggestions

The machine prints unexpectedly

or it prints garbage.

 Pull out the paper tray and wait until the machine stops printing. Then turn off

the machine

’s power switch and disconnect from the power for several

minutes. (The MFC-7840W can be turned off for approximately 4 days without

losing faxes stored in the memory.)

 Check the settings in your application to make sure it is set up to work with

your machine.

The machine prints the first couple

of pages correctly, then some

pages have text missing.

 Check the settings in your application to make sure that it is set up to work with

your machine.

 Your computer is not recognizing the machine’s input buffer’s full signal. Make

sure that you connected the interface cable correctly. (See the Quick Setup

Guide.)

The headers or footers appear

when the document displays on the

screen but they do not show up

when it is printed.

There is an unprintable area on the top and bottom of the page. Adjust the top and

bottom margins in your document to allow for this.

Scanning difficulties

Difficulties Suggestions

TWAIN errors appear while

scanning.

Make sure that the Brother TWAIN driver is chosen as the primary source. In

PaperPort™ 11SE, click File, Scan or Get Photo and choose the Brother

TWAIN driver.

OCR does not work Try increasing the scanning resolution.

Network scanning does not work.

(MFC-7345N, MFC-7440N and

MFC-7840W only)

See Network difficulties(MFC-7345N, MFC-7440N and MFC-7840W only)

on page 97.

Software difficulties

Difficulties Suggestions

Cannot install software or print. Run the Repair MFL-Pro Suite 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.

The machine does not print from

Adobe Illustrator.

Try to reduce the print resolution. (See Advanced tab in the Software User’s Guide

on the CD-ROM.)

Paper handling difficulties

Difficulties Suggestions

The machine does not load paper.

The LCD shows No Paper or a

Paper Jam message.

 If there is no paper, 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.

 If the LCD shows Paper Jam message and you still have a problem, see

Paper jams on page 114.

Printing difficulties (continued)

Difficulties Suggestions

Troubleshooting and routine maintenance

How do I print on envelopes?

You can load envelopes from the manual feed slot. Your application 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 application. (See your application’s manual for

more information.)

Which paper can I use?

You can use plain paper, recycled paper, transparency and labels that are made

for laser machines. (For details, see Acceptable paper and other print media

on page 14.)

There is a paper jam. (See Paper jams on page 114.)

Print quality difficulties

Difficulties Suggestions

Printed pages are curled.  Low quality thin or thick paper or not printing on the recommended side of the

paper could cause this problem. Try turning over the stack of paper in the

paper tray.

 Make sure that you choose the Paper Type that suits the print media type you

are using. (See Acceptable paper and other print media on page 14.)

Printed pages are smeared. The Paper Type setting may be incorrect for the type of print media you are using,

or the print media may be too thick or have a rough surface. (See Acceptable

paper and other print media on page 14 and Basic tab in the Software User’s

Guide on the CD-ROM.)

Printouts are too light.  If this problem occurs when making copies or printing received faxes, turn

Toner Save mode to off in the machine menu settings. (See Toner save

on page 22.)

 Set Toner Save mode to off in the Advanced tab in the printer driver. (See

Advanced tab in the Software User’s Guide on the CD-ROM.)

Network difficulties(MFC-7345N, MFC-7440N and MFC-7840W only)

Difficulties Suggestions

Cannot print over a wired Network. If you are having Network problems see the Network User's Guide on the CD-

ROM for more information.

Make sure your machine is powered on and is on-line and in the Ready state.

Print the Network Configuration list to see your current Network settings. (See

How to print a report on page 68.) Reconnect the LAN cable to the hub to verify

that the cable and network connections are good. If possible, try connecting the

machine to a different port on your hub using a different cable. If the connections

are good, the lower LED of the back panel of the machine will be green.

Paper handling difficulties (continued)

Difficulties Suggestions

The network scanning feature

does not work.

The network PC Fax Receive

feature does not work.

The network printing feature does

not work.

(For Windows

only) The firewall setting on your PC may be rejecting the

necessary network connection. Follow the instructions below to configure your

firewall. If you are using a personal firewall software, see the User’s Guide for

your software or contact the software manufacturer.

For Windows

XP SP2 users:

a Click the Start button, Control Panel, Network and Internet

Connections and then Windows Firewall. Make sure that Windows

Firewall on the General tab is set to On.

b Click the Advanced tab and Settings... button of the Network

Connection Settings.

c Click the Add button.

d To add port 54925 for network scanning, enter the information below:

1. In Description of service: Enter any description, for example “Brother

Scanner”.

2. In Name or IP address (for example 192.168.0.12) of the computer

hosting this service on your network: Enter “Localhost”.

3. In External Port number for this service: Enter “54925”

4. In Internal Port number for this service: Enter “54925”.

5. Make sure UDP is chosen.

6. Click OK.

e Click the Add button.

f To add port 54926 for network PC Fax, enter the information below:

1. In Description of service: Enter any description, for example “Brother

PC Fax”.

2. In Name or IP address (for example 192.168.0.12) of the computer

hosting this service on your network: Enter “Localhost”.

3. In External Port number for this service: Enter “54926”.

4. In Internal Port number for this service: Enter “54926”

5. Make sure UDP is chosen.

6. Click OK.

g If you still have trouble with your network connection, click the Add button.

h To add port 137 for network scanning, network printing and network PC

Fax receiving, enter the information below:

1. In Description of service: - Enter any description, for example “Brother

PC Fax receiving”

2. In Name or IP address (for example 192.168.0.12) of the computer

hosting this service on your network: Enter “Localhost”.

3. In External Port number for this service: Enter “137”.

4. In Internal Port number for this service: Enter “137”.

5. Make sure UDP is chosen.

6. Click OK.

i Make sure if the new setting is added and is checked, and then click OK.

Network difficulties(MFC-7345N, MFC-7440N and MFC-7840W only) (continued)

Difficulties Suggestions

Troubleshooting and routine maintenance

The network scanning feature

does not work.

The network PC Fax Receive

feature does not work.

The network printing feature does

not work.

(continued)

For Windows Vista

users:

a Click the Start button, Control Panel, Network and Internet, Windows

Firewall and click Change settings.

b When the User Account Control screen appears, do the following.

 Users who have administrator rights: Click Continue.

 For users who do not have administrator rights: Enter the

administrator password and click OK.

c Make sure that Windows Firewall on the General tab is set to On.

d Click the Exceptions tab.

e Click the Add port... button.

f To add port 54925 for network scanning, enter the information below:

1. In Name: Enter any description. (for example “Brother Scanner”)

2. In Port number: Enter “54925”.

3. Make sure UDP is chosen. Then click OK.

g Click the Add port... button.

h To add port 54926 for Network PC Fax, enter the information below:

1. In Name: Enter any description. (for example “Brother PC Fax”)

2. In Port number: Enter “54926”.

3. Make sure UDP is chosen. Then click OK.

i Make sure that the new setting is added and is checked, and then click

Apply.

j If you still have trouble with your network connection such as network

scanning or printing, check File and Printer Sharing box in the

Exceptions tab and then click Apply.

Your computer cannot find your

machine.

For Windows

users: The firewall setting on your PC may be rejecting the

necessary network connection. (For details, see the instructions above.)

For Macintosh

users: Re-select your machine in the Device Selector

application located in

Macintosh HD/Library/Printers/Brother/Utilities/DeviceSelector or from the

Model pop-up menu of ControlCenter2.

Network difficulties(MFC-7345N, MFC-7440N and MFC-7840W only) (continued)

Difficulties Suggestions

100

Improving the print quality B

Examples of poor print

quality

Recommendation

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. (See

Acceptable paper and other print media on page 14.)

 Make sure that you choose the appropriate media type in the printer

driver or in the machine’s Paper Type menu setting. (See Acceptable

paper and other print media on page 14 and Basic tab in the Software

User’s Guide on the CD-ROM.)

 The problem may disappear by itself. Print multiple pages to clear this

problem, especially if the machine 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 130.)

White lines down the page

 Wipe the laser scanner windows with a soft cloth. (See Cleaning the

laser scanner window on page 120.)

 Make sure that a torn sheet of paper is not inside the machine

covering the scanner window.

 The toner cartridge may be damaged. Put in a new toner cartridge.

(See Replacing a toner cartridge on page 126.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

Hollow print

 Make sure that you use paper that meets our specifications. (See

Acceptable paper and other print media on page 14.)

 Choose Thick paper mode in the printer driver, choose Thick in the

machine’s Paper Type menu setting or use thinner paper than you

are currently using. (See Paper type on page 20 and Basic tab in the

Software User’s Guide on the CD-ROM.)

 Check the machine’s environment. Conditions such as high humidity

can cause hollow print. (See Choosing a location on page 82.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

Gray background

 Make sure that you use paper that meets our specifications. (See

Acceptable paper and other print media on page 14.)

 Check the machine’s environment. Conditions such as high

temperatures and high humidity can increase the amount of

background shading. (See Choosing a location on page 82.)

 The toner cartridge may be damaged. Put in a new toner cartridge.

(See Replacing a toner cartridge on page 126.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

Troubleshooting and routine maintenance

101

Page skewed

 Make sure that 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. (See Loading paper in the paper tray

on page 9.)

 The paper tray may be too full.

 If you are using the manual feed slot, see Loading paper in the

manual feed slot on page 10.

 Check the paper type and quality. (See Acceptable paper and other

print media on page 14.)

Ghost

 Make sure that you use paper that meets our specifications. Rough-

surfaced paper or thick paper may cause the problem. (See

Acceptable paper and other print media on page 14.)

 Make sure that you choose the proper media type in the printer driver

or in the machine’s Paper Type menu setting. (See Acceptable paper

and other print media on page 14 and Basic tab in the Software

User’s Guide on the CD-ROM.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

 The fuser unit may be contaminated. Call Brother Customer Service.

Wrinkles or creases

 Check the paper type and quality. (See Acceptable paper and other

print media on page 14.)

 Make sure that paper is loaded properly. (See Loading paper in the

paper tray on page 9.)

 Turn over the stack of paper in the tray or rotate the paper 180° in the

input tray.

Poor fixing

 Choose Improve Toner Fixing mode in the printer driver. (See

Device Options (For Windows

) or Print Settings (For Macintosh

) in

the software User’s Guide on the CD-ROM.)

If you print only a few pages, change the printer driver setting in

Media Type to a thin setting.

Examples of poor print

quality

Recommendation

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

B DEFGH

abc efghijk

ACD

bcde

134

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

102

Curled or wavy

 Check the paper type and quality. High temperatures and high

humidity will cause paper to curl.

 If you do not use the machine often, the paper may have been in the

paper tray too long. Turn over the stack of paper in the paper tray.

Also, fan the paper stack and then rotate the paper 180° in the paper

tray.

White Spots on black text

and graphics at 2.95 in.

(75 mm) intervals

Black Spots at 2.95 in.

(75 mm) intervals

 Make ten copies of a blank, white sheet of paper. (See Making

multiple copies on page 70.) If the problem is not solved, the drum

unit may have glue from a label stuck on the OPC drum surface.

Clean the drum unit. (See Cleaning the drum unit on page 123.)

 The drum unit may be damaged. Put in a new drum. (See Replacing

the drum unit on page 130.)

Examples of poor print

quality

Recommendation

(75 mm)

2.95 in.

(75 mm)

2.95 in.

(75 mm)

2.95 in.

(75 mm)

2.95 in.

Troubleshooting and routine maintenance

103

Faint

 Check the machine’s environment. Conditions such as humidity, high

temperatures, and so on, may cause this print fault. (See Choosing a

location on page 82.)

 If the whole page is too light, Toner Save mode may be on. Turn off

Toner Save mode in the machine menu settings or Toner Save

mode in the printer Properties of the driver. (See Toner save

on page 22 or Advanced tab in the Software User’s Guide on the CD-

ROM.)

 Clean the scanner window and the corona wire of the drum unit. (See

Cleaning the laser scanner window on page 120 and Cleaning the

corona wire on page 122.)

 The toner cartridge may be damaged. Put in a new toner cartridge.

(See Replacing a toner cartridge on page 126.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

Toner specks

 Make sure that you use paper that meets our specifications. Rough-

surfaced paper may cause the problem. (See Acceptable paper and

other print media on page 14.)

 Clean the corona wire and the drum unit. (See Cleaning the corona

wire on page 122 and Cleaning the drum unit on page 123.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

 The fuser unit may be contaminated. Call Brother Customer Service.

All black

 Clean the corona wire inside the drum unit by sliding the green tab.

Be sure to return the green tab to the home position (a). (See

Cleaning the corona wire on page 122.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

 The fuser unit may be contaminated. Call Brother Customer Service.

Examples of poor print

quality

Recommendation

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

104

Black toner marks across the

page

 Make sure that you use paper that meets our specifications. (See

Acceptable paper and other print media on page 14.)

 If you use label sheets for laser machines, the glue from the sheets

may sometimes stick to the OPC drum surface. Clean the drum unit.

(See Cleaning the drum unit on page 123.)

 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.

 The toner cartridge may be damaged. Put in a new toner cartridge.

(See Replacing a toner cartridge on page 126.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

Line across the page

 Clean the laser scanner window and the corona wire inside the drum

unit. (See Cleaning the laser scanner window on page 120 and

Cleaning the corona wire on page 122.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

Black lines down the page

Printed pages have toner

stains down the page

 Clean the corona wire inside the drum unit by sliding the green tab.

Be sure to return the green tab to the home position (a). (See

Cleaning the corona wire on page 122.)

 The toner cartridge may be damaged. Put in a new toner cartridge.

(See Replacing a toner cartridge on page 126.)

 The drum unit may be damaged. Put in a new drum unit. (See

Replacing the drum unit on page 130.)

 The fuser unit may be smudged. Call Brother Customer Service at

1-877-BROTHER (1-877-276-8437) (in USA) or

1-877-BROTHER (in Canada).

Examples of poor print

quality

Recommendation

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

ABCDEFGH

abcdefghijk

ABCD

abcde

01234

Troubleshooting and routine maintenance

105

Setting dial tone detection B

Setting the dial tone to Detection will

shorten the dial tone detect pause.

a (USA) Press Menu, 0, 4.

(Canada) Press Menu, 0, 5.

Initial Setup

4.Dial Tone

b Press a or b to choose Detection or

No Detection.

Press OK.

c Press Stop/Exit.

Curled

 Choose Reduce Paper Curl mode in the printer driver when you do

not use our recommended paper. (See Device Options (For

Windows

) or Print Settings (For Macintosh

) in the Software User's

Guide on the CD-ROM.)

 Turn the paper over in the paper tray, and print again. (Excluding

Letterhead paper)

 Lift up the output tray support flap.

 Replace the paper in the paper tray with paper from a freshly opened

ream.

 Make sure you are using paper that is recommended for your

machine. (See Acceptable paper and other print media on page 14.)

Examples of poor print

quality

Recommendation

106

Telephone line interference B

If you are having difficulty sending or

receiving a fax due to possible interference

on the telephone line, we recommend that

you adjust the Equalization for compatibility

to reduce the modem speed for fax

operations.

a Press Menu, 2, 0, 1.

Miscellaneous

1.Compatibility

b Press a or b to choose

Basic(for VoIP) or Normal or

High (MFC-7840W).

 Basic(for VoIP) cuts the

modem speed to 9600 bps. and

turns the error correction mode

(ECM) off.

For a standard telephone line: If you

regularly experience interference on

your standard telephone line try this

setting.

If you are using VoIP: VoIP service

providers offer fax support using

various standards. If you regularly

experience fax transmission errors

try this setting.

 Normal sets the modem speed at

14400 bps.

 High sets the modem speed at

33600 bps. (MFC-7840W only)

Press OK.

c Press Stop/Exit.

Note

When you change the compatibility to

Basic(for VoIP), the ECM feature is

not available.

Troubleshooting and routine maintenance

107

Error and maintenance messages B

As with any sophisticated office product, errors may occur and consumable items may need to be

replaced. If this happens, your machine identifies the error or required routine maintenance and

shows the appropriate message. The most common error and maintenance messages are shown

below.

You can correct most errors and routine maintenance by yourself. If you need more help, the

Brother Solutions Center offers the latest FAQs and troubleshooting tips.

Visit us at http://solutions.brother.com/.

Error Message Cause Action

Cartridge Error The toner cartridge is not

installed properly.

Pull out the drum unit, take out the toner

cartridge that is indicated on the LCD, and

put it back into the drum unit again.

Drum End 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.

(See Replacing the drum unit on page 130.)

Size mismatch The paper in the tray is not the

correct size.

Load the correct size of paper in the tray and

set the

“Paper Size” (Menu, 1, 3 (See Paper

size in Chapter 3)).

Comm.Error Poor telephone line quality

caused a communication error.

Send the fax again or connect the machine

to another telephone line. If the problem

continues, call the telephone company and

ask them to check your telephone line.

Connection Fail You tried to poll a fax machine

that is not in Polled Waiting mode.

Check the other fax machine’s polling setup.

108

Cooling Down

Wait for a while

The temperature of the drum unit

or toner cartridge is too hot. The

machine will pause its current

print job and go into cooling down

mode. During the cooling down

mode, you will hear the cooling

fan running while the LCD shows

Cooling Down, and

Wait for a while.

Make sure that you can hear the fan in the

machine spinning and that the exhaust outlet

is not blocked by something.

If the fan is spinning, remove any obstacles

that surround the exhaust outlet, and then

leave the machine turned on but do not use

it for several minutes.

If the fan is not spinning do one of the

following:

(MFC-7340, MFC-7345N and MFC-7440N

only)

See Transferring your faxes or Fax Journal

report on page 111 before disconnecting the

machine so you will not lose any important

messages.

Then, disconnect the machine from the

power for several minutes and then

reconnect it.

(MFC-7840W only)

Disconnect the machine from the power for

several minutes, then reconnect it. (The

machine can be turned off for approximately

4 days without losing faxes stored in the

memory. See Transferring your faxes or Fax

Journal report on page 111.

Cover is Open The front cover is not closed

completely.

Close the front cover of the machine.

Cover is Open The fuser cover is not closed

completely.

Close the fuser cover of the machine.

Cover is Open The fuser cover is not closed

completely or paper was jammed

in the back of the machine when

you turned on the power.

Make sure paper is not jammed inside the

back of the machine, and then close the

fuser cover and press Start.

Disconnected The other person or other

person’s fax machine stopped the

call.

Try to send or receive again.

Document Jam The document was not inserted

or fed properly, or the document

scanned from the ADF was too

long.

See Document jams on page 113 or Using

the automatic document feeder (ADF)

on page 18.

DR Mode in Use The machine is set to Distinctive

Ring mode. You cannot change

the Receive Mode from Manual to

another mode.

Set Distinctive Ring to Off. (See Turning off

distinctive ring on page 46.)

Drum Error The corona wire on the drum unit

needs to be cleaned.

Clean the corona wire on the drum unit. (See

Cleaning the corona wire on page 122.)

The drum unit has reached the

end of its life.

Replace the drum unit. (See Replacing the

drum unit on page 130.)

Error Message Cause Action

Troubleshooting and routine maintenance

109

Fuser Error The temperature of fuser unit

does not rise at a specified

temperature within specified time.

 (MFC-7340, MFC-7345N and MFC-

7440N only)

Received fax messages still in memory

will be lost when the machine is turned

off. See Transferring your faxes or Fax

Journal report on page 111 before

disconnecting the machine so you will

not lose any important messages. Then,

turn the power switch off, wait a few

seconds, and then turn it on again. Leave

the machine for 15 minutes with the

power on.

 (MFC-7840W only)

Turn the power switch off, wait a few

seconds, and then turn it on again. Leave

the machine for 15 minutes with the

power on. The machine can be turned off

for approximately 4 days without losing

faxes stored in the memory. (See

Transferring your faxes or Fax Journal

report on page 111.)

The fuser unit is too hot.

Init Unable XX The machine has a mechanical

problem.

Do one of the following:

 (MFC-7340, MFC-7345N and MFC-

7440N only)

See Transferring your faxes or Fax

Journal report on page 111 before

disconnecting the machine so you will

not lose any important messages.

Then, disconnect the machine from the

power for several minutes and then

reconnect it.

 (MFC-7840W only)

Disconnect the machine from the power

for several minutes, then reconnect it.

(The machine can be turned off for

approximately 4 days without losing

faxes stored in the memory. See

Transferring your faxes or Fax Journal

report on page 111.)

Jam Rear The paper is jammed in the back

of the machine.

(See Paper jams on page 114.)

Jam Inside The paper is jammed inside the

machine.

(See Paper jams on page 114.)

Jam Tray The paper is jammed in the paper

tray of the machine.

(See Paper jams on page 114.)

No Paper The machine is out of paper or

paper is not properly loaded in the

paper tray.

Do one of the following:

 Refill the paper in the paper tray, and

then press Start.

 Remove the paper and load it again, and

then press Start.

Error Message Cause Action

110

No Response/Busy The number you dialed does not

answer or is busy.

Verify the number and try again.

Not Registered You tried to access a One Touch

or Speed Dial number that is not

programmed.

Set up the One Touch or Speed Dial

number.

(See Storing one touch dial numbers

on page 54 and Storing speed dial numbers

on page 55.)

Out of Memory The machine’s memory is full. Fax sending or copy operation in

progress

Do one of the following:

 Press Start to send or copy the scanned

pages.

 Press Stop/Exit and wait until the other

operations in progress finish, and then try

again.

 Clear the data from the memory. (See

Out of memory message on page 38 or

page 75.)

Print operation in process

Do one of the following:

 Reduce print resolution. (See Advanced

tab in the Software User’s Guide on the

CD-ROM.)

 Clear the faxes from the memory. (See

Out of memory message on page 75.)

Print Unable XX The machine has a mechanical

problem.

Do one of the following:

 (MFC-7340, MFC-7345N and MFC-

7440N only)

See Transferring your faxes or Fax

Journal report on page 111 before

disconnecting the machine so you will

not lose any important messages.

Then, disconnect the machine from the

power for several minutes and then

reconnect it.

 (MFC-7840W only)

Disconnect the machine from the power

for several minutes, then reconnect it.

(The machine can be turned off for

approximately 4 days without losing

faxes stored in the memory. See

Transferring your faxes or Fax Journal

report on page 111.)

Error Message Cause Action

Troubleshooting and routine maintenance

111

Transferring your faxes or

Fax Journal report B

If the LCD shows:

 Init Unable XX

 Print Unable XX

 Scan Unable XX

We recommend transferring your faxes to

another fax machine or to your PC. (See

Transferring faxes to another fax machine

on page 112 or Transferring faxes to your PC

on page 112.)

You can also transfer the Fax Journal report

to see if there are any faxes you need to

transfer. (See Transferring Fax Journal report

to another fax machine on page 112.)

Note

If there is an error message on the

machine’s LCD, after the faxes have been

transferred, disconnect the machine from

the power source for several minutes, and

then reconnect it.

Scan Unable XX The machine has a mechanical

problem.

Do one of the following:

 (MFC-7340, MFC-7345N and MFC-

7440N only)

See Transferring your faxes or Fax

Journal report on page 111 before

disconnecting the machine so you will

not lose any important messages.

Then, disconnect the machine from the

power for several minutes and then

reconnect it.

 (MFC-7840W only)

Disconnect the machine from the power

for several minutes, then reconnect it.

(The machine can be turned off for

approximately 4 days without losing

faxes stored in the memory. See

Transferring your faxes or Fax Journal

report on page 111.)

Toner Life End The drum unit and toner cartridge

assembly may have been

installed improperly, or the toner

cartridge is used up and printing

is not possible.

Do one of the following:

 Re-install the toner cartridge and drum

unit assembly.

 Replace the toner cartridge with a new

one. (See Replacing a toner cartridge

on page 126.)

Toner Low If the LCD shows Toner Low,

you can still print; however, the

machine is telling you that the

toner cartridge is near the end of

its life.

Order a new toner cartridge now.

Error Message Cause Action

112

Transferring faxes to another fax

machine

If you have not set up your Station ID, you

cannot enter fax transfer mode. (See Setting

your station ID in the Quick Setup Guide.)

a Press Menu, 9, 0, 1.

b Do one of the following:

 If the LCD shows No Data, there

are no faxes left in the machine’s

memory.

Press Stop/Exit.

 Enter the fax number to which faxes

will be forwarded.

c Press Start.

Transferring faxes to your PC B

You can transfer the faxes from your

machine’s memory to your PC.

a Make sure that you have installed

MFL-Pro Suite on your PC, and then

turn on PC-Fax Receiving on the PC.

(For details about PC Fax Receive, see

PC-FAX receiving in the Software

User’s Guide on the CD-ROM.)

b Make sure that you have set

PC Fax Receive on the machine.

(See PC fax receive on page 60.)

If faxes are in the machine’s memory

when you set up PC Fax Receive, the

LCD will ask if you want to transfer the

faxes to your PC.

c Do one of the following:

 To transfer all faxes to your PC,

press 1. You will be asked if you want

a backup print.

 To exit and leave the faxes in the

memory, press 2.

d Press Stop/Exit.

Transferring Fax Journal report to

another fax machine

If you have not set up your Station ID, you

cannot enter fax transfer mode. (SeeSetting

your station ID in the Quick Setup Guide.)

a Press Menu, 9, 0, 2.

b Enter the fax number to which Fax

Journal report will be forwarded.

c Press Start.

Troubleshooting and routine maintenance

113

Document jams B

If the document is jammed, follow the steps

below.

Note

After removing a jammed document,

check that no paper scraps are left in the

machine that could cause another jam.

Document is jammed in the top of the

ADF unit

a Take out any paper from the ADF that is

not jammed.

b Open the ADF cover.

c Pull the jammed document out to the

left.

d Close the ADF cover.

e Press Stop/Exit.

Document is jammed under the

document cover

a Take out any paper from the ADF that is

not jammed.

b Lift the document cover.

c Pull the jammed document out to the

right.

d Close the document cover.

e Press Stop/Exit.

Document is jammed at the output

tray

a Pull the jammed document out to the

right.

b Press Stop/Exit.

114

Paper jams B

To clear paper jams, please follow the steps

in this section.

Note

• Please confirm that you have installed

both a toner cartridge and a drum unit in

the machine. If you have not installed a

drum unit or have installed the drum unit

improperly, then this may cause a paper

jam in your Brother machine.

• If the error message remains, open and

close the front cover and fuser cover firmly

to reset the machine.

WARNING

HOT SURFACE

After you have just used the machine, some

internal parts of the machine will be

extremely hot. When you open the front or

back cover (back output tray) of the

machine, DO NOT touch the shaded parts

shown in the illustration. If you do this, you

may get burned.

CAUTION

To prevent damage to the machine caused

by static electricity, DO NOT touch the

electrodes shown in the illustration.

Paper is jammed inside the machine B

a Open the front cover.

b Slowly take out the drum unit and toner

cartridge assembly. The jammed paper

will be pulled out with the toner cartridge

and drum unit assembly.

CAUTION

We recommend that you place the drum

unit and toner cartridge assembly on a

clean, flat surface with a sheet of

disposable paper or cloth underneath it in

case you accidentally spill or scatter toner.

Troubleshooting and routine maintenance

115

c Do one of the following:

 If you were able to remove the drum

unit and toner cartridge assembly

and the jammed paper, then go to

step g.

 If you can not remove the drum unit

and toner cartridge assembly easily,

do not use extra force. Instead, lift

the scanner cover.

Use both hands to carefully pull the

jammed paper up and out of the output

tray opening.

d Close the scanner cover.

e If you could not pull the jammed paper

out of the output tray opening as shown

in the step c, take the paper tray

completely out of the machine.

f Pull the jammed paper out of the paper

tray opening.

g Put the drum unit and toner cartridge

assembly back in the machine.

h Put the paper tray back in the machine.

i Close the front cover.

116

Paper is jammed at the back of the

machine

a Open the front cover.

b Slowly take out the drum unit and toner

cartridge assembly.

CAUTION

We recommend that you place the drum

unit and toner cartridge assembly on a

clean, flat surface with a sheet of

disposable paper or cloth underneath it in

case you accidentally spill or scatter toner.

c Open the back cover (back output tray).

d Pull the tabs (1) toward you to open the

fuser cover (2).

e Pull the jammed paper out of the fuser

unit.

f Close the back cover (back output tray).

g Put the drum unit and toner cartridge

assembly back in the machine.

h Close the front cover.

Troubleshooting and routine maintenance

117

Paper is jammed inside the drum unit

and toner cartridge assembly

a Open the front cover.

b Slowly take out the drum unit and toner

cartridge assembly.

CAUTION

We recommend that you place the drum

unit and toner cartridge assembly on a

clean, flat surface with a sheet of

disposable paper or cloth underneath it in

case you accidentally spill or scatter toner.

c Push down the green lock lever and take

the toner cartridge out of the drum unit.

CAUTION

Handle the toner cartridge carefully. If toner

scatters on your hands or clothes, wipe or

wash it off with cold water at once.

To avoid print quality problems, DO NOT

touch the shaded parts shown in the

illustrations below.

d Clear the jammed paper if there is any

inside the drum unit.

118

e Put the toner cartridge back into the

drum unit until you hear it lock into place.

If you put it in properly, the green lock

lever will lift automatically.

f Put the drum unit and toner cartridge

assembly back in the machine.

g Close the front cover.

Routine maintenance B

WARNING

Use neutral detergents.

DO NOT use cleaning materials that

contain ammonia, alcohol, any type of

spray, or any type of flammable substance

to clean the outside or inside of the

machine. Doing this may cause a fire or

electrical shock. For more infomation see

Important safety instructions on page 90

CAUTION

The drum unit contains toner, so handle it

carefully. If toner scatters on your hands or

clothes, wipe or wash it off with cold water

at once.

Cleaning the outside of the

machine B

a Turn off the machine’s power switch.

Unplug the telephone line cord first,

disconnect all cables, and then unplug

the power cord from the AC power

outlet.

b Pull the paper tray completely out of the

machine.

Troubleshooting and routine maintenance

119

c Wipe the outside of the machine with a

soft cloth to remove dust.

d Remove anything that is stuck inside the

paper tray.

e Wipe the inside and the outside of the

paper tray with a soft cloth to remove

dust.

f Re-load the paper and put the paper tray

firmly back in the machine.

g Plug the machine’s power cord back into

the AC power outlet first, and reconnect

all cables and telephone line cord. Turn

on the machine’s power switch.

Cleaning the scanner glass B

a Turn off the machine’s power switch.

Unplug the telephone line cord first,

disconnect all cables and then unplug

the power cord from the AC power

outlet.

b Lift the document cover (1).

Clean the white plastic surface (2) and

scanner glass (3) underneath it with a

soft lint-free cloth moistened with water.

c In the ADF unit, clean the white bar (1)

and the scanner glass strip (2)

underneath it with a soft lint-free cloth

moistened with water.

120

d Plug the machine’s power cord back into

the AC power outlet first, and reconnect

all cables and telephone line cord. Turn

on the machine’s power switch.

Note

In addition to cleaning the scanner glass

and glass strip with a soft lint-free cloth

moistened with water, run your finger tip

over the glass to see if you can feel

anything on it. If you feel dirt or debris,

clean the glass again concentrating on

that area. You may need to repeat the

cleaning process three or four times. To

test, make a copy after each cleaning.

Cleaning the laser scanner

window B

WARNING

DO NOT use isopropyl alcohol to clean the

laser scanner window.

CAUTION

DO NOT touch the laser scanner window

with your fingers.

a Before you clean the inside of the

machine, turn off the machine’s power

switch.

Unplug the telephone line cord first, and

then unplug the power cord from the AC

power outlet.

b Open the front cover and slowly take out

the drum unit and toner cartridge

assembly.

WARNING

HOT SURFACE

After you have just used the machine, some

internal parts of the machine will be

extremely hot. When you open the front or

back cover (back output tray) of the

machine, DO NOT touch the shaded parts

shown in the illustration. If you do this, you

may get burned.

Troubleshooting and routine maintenance

121

CAUTION

To prevent damage to the machine caused

by static electricity, DO NOT touch the

electrodes shown in the illustration.

We recommend that you place the drum

unit on a clean, flat surface with a sheet of

disposable paper or cloth underneath it in

case you accidentally spill or scatter toner.

c Wipe the laser scanner window by

wiping it with a clean soft, dry lint-free

cloth.

d Put the drum unit and toner cartridge

assembly back in the machine.

e Close the front cover.

f Plug the machine’s power cord back into

the AC power outlet first, and then plug

in the telephone line cord.

Turn on the machine’s power switch.

122

Cleaning the corona wire B

If you have print quality problems, clean the

corona wire as follows:

a Turn off the machine’s power switch.

Unplug the telephone line cord first,

disconnect all cables, and then unplug

the power cord from the AC power

outlet.

b Open the front cover.

c Slowly take out the drum unit and toner

cartridge assembly.

CAUTION

We recommend that you place the drum

unit and toner cartridge assembly on a

clean, flat surface with a sheet of

disposable paper or cloth underneath it in

case you accidentally spill or scatter toner.

Handle the toner cartridge carefully. If toner

scatters on your hands or clothes, wipe or

wash it off with cold water at once.

To prevent damage to the machine caused

by static electricity, DO NOT touch the

electrodes shown in the illustration.

d Clean the corona wire inside the drum

unit by gently sliding the green tab from

right to left and left to right several times.

CAUTION

Be sure to return the green tab to the home

position (a) (1). If you do not, printed pages

may have a vertical stripe.

e Put the drum unit and toner cartridge

assembly back in the machine.

f Close the front cover.

Troubleshooting and routine maintenance

123

g Plug the machine’s power cord back into

the AC power outlet first, and then

reconnect all cables and telephone line

cord. Turn on the machine’s power

switch.

CAUTION

To avoid print quality problems, DO NOT

touch the shaded parts shown in the

illustrations below.

Cleaning the drum unit B

If you have print quality problems, clean the

drum unit as follows.

a Turn off the machine’s power switch.

Unplug the telephone line cord first, and

then unplug the power cord from the AC

power outlet.

b Open the front cover.

c Slowly take out the drum unit and toner

cartridge assembly.

CAUTION

We recommend that you put the drum unit

and toner cartridge assembly on a clean,

flat surface with a sheet of disposable

paper or cloth underneath it in case you

accidentally spill or scatter toner.

124

To prevent damage to the machine caused

by static electricity, DO NOT touch the

electrodes shown in the illustration.

d Push down the green lock lever and take

the toner cartridge out of the drum unit.

CAUTION

Handle the toner cartridge carefully. If toner

scatters on your hands or clothes, wipe or

wash it off with cold water at once.

To avoid print quality problems, DO NOT

touch the shaded parts shown in the

illustrations below.

e Put the print sample in front of the drum

unit, and find the exact position of the

poor print.

f Turn the drum unit gear by hand while

looking at the surface of the OPC

drum (1).

g When you have found the mark on the

drum that matches the print sample,

wipe the surface of the OPC drum with a

dry cotton swab until the dust or glue on

the surface comes off.

CAUTION

The drum is photosensitive so DO NOT

touch it with your fingers.

DO NOT clean the surface of the

photosensitive drum with a sharp object.

DO NOT use a scrubbing or wiping motion

because this might damage the drum.

Troubleshooting and routine maintenance

125

h Put the toner cartridge back into the

drum unit until you hear it lock into place.

If you put the cartridge in properly, the

green lock lever will lift automatically.

i Put the drum unit and toner cartridge

assembly back in the machine.

j Close the front cover.

k Plug the machine’s power cord back into

the AC power outlet first, and then

reconnect all cables and telephone line

cord. Turn on the machine’s power

switch.

126

Replacing the consumable items B

You will need to replace the consumable items when the machine indicates that the life of the

consumable is over.

Note

• Go to http://www.brother.com/original/index.html for instructions on how to return your used

consumable items to the Brother collection program. If you choose not to return your used

consumable, please discard the used consumable according to local regulations, keeping it

separate from domestic waste. If you have questions, call your local waste disposal office. Be

sure to reseal the consumable items tightly so that the material inside does not spill.

• We recommend placing used consumable items on a sheet of paper to prevent accidentally

spilling or scattering the material inside.

• If you use paper that is not a direct equivalent for the recommended paper, the life of

consumable items and machine parts may be reduced.

Replacing a toner cartridge B

The High Yield toner cartridges can print

approximately 2,600 pages

and the

Standard toner cartridges can print

approximately 1,500 pages

. Actual page

count will vary depending on your average

type of document (i.e., standard letter,

detailed graphics).

The machine is supplied with the Starter

toner cartridge that will need to be replaced

after approximately 1,000 pages

. When a

toner cartridge is running low, the LCD shows

Toner Low.

Approx. cartridge yield is declared in accordance

with ISO/IEC 19752.

Note

It is a good idea to keep a new toner

cartridge ready for use when you see the

Toner Low warning.

Toner cartridge Drum unit

Order No. TN-330, TN-360 Order No. DR-360

Troubleshooting and routine maintenance

127

WARNING

HOT SURFACE

After you have just used the machine, some

internal parts of the machine will be

extremely hot. When you open the front or

back cover (back output tray) of the

machine, DO NOT touch the shaded parts

shown in the illustration. If you do this, you

may get burned.

a Open the front cover.

b Slowly take out the drum unit and toner

cartridge assembly.

CAUTION

We recommend that you put the drum unit

and toner cartridge assembly on a clean,

flat surface with a sheet of disposable

paper or cloth underneath it in case you

accidentally spill or scatter toner.

To prevent damage to the machine caused

by static electricity, DO NOT touch the

electrodes shown in the illustration.

128

c Push down the green lock lever and take

the used toner cartridge out of the drum

unit.

WARNING

DO NOT put a toner cartridge into a fire. It

could explode, resulting in injuries.

CAUTION

Handle the toner cartridge carefully. If toner

scatters on your hands or clothes, wipe or

wash it off with cold water at once.

To avoid print quality problems, DO NOT

touch the shaded parts shown in the

illustrations.

Brother strongly recommends that you DO

NOT refill the toner cartridge provided with

your machine. We also strongly

recommend that you continue to use only

Genuine Brother Brand replacement toner

cartridge. Use or attempted use of

potentially incompatible toner and/or

cartridge in the Brother machine may cause

damage to the machine and/or may result

in unsatisfactory print quality. Our warranty

coverage does not apply to any problem

that is caused by the use of unauthorized

third party toner and/or cartridge. To protect

your investment and obtain premium

performance from the Brother machine, we

strongly recommend the use of Genuine

Brother Supplies.

Wait to unpack the new toner cartridge until

immediately before you put it in the

machine. If a toner cartridge is left

unpacked for a long time, the toner life will

be shortened.

Note

Be sure to seal up the used toner cartridge

tightly in a suitable bag so that toner

powder does not spill out of the cartridge.

d Unpack the new toner cartridge. Hold

the cartridge level with both hands and

gently rock it from side to side five or six

times to spread the toner evenly inside

the cartridge.

Troubleshooting and routine maintenance

129

e Pull off the protective cover.

f Put the new toner cartridge firmly into

the drum unit until you hear it lock into

place. If you put it in properly, the lock

lever will lift automatically.

CAUTION

Make sure that you put in the toner

cartridge properly or it may separate from

the drum unit.

g Clean the corona wire of the drum unit

by gently sliding the green tab from right

to left and left to right several times.

CAUTION

Be sure to return the green tab to the home

position (a) (1). If you do not, printed pages

may have a vertical stripe.

h Put the drum unit and toner cartridge

assembly back in the machine.

i Close the front cover.

CAUTION

DO NOT turn off the machine’s power

switch or open the front cover until the LCD

returns to the standby state.

130

Replacing the drum unit B

The machine uses a drum unit to create print

images on paper. If the LCD shows

Drum End Soon, the drum unit is near the

end of its life and it is time to buy a new one.

Even if the LCD shows Drum End Soon,

you may be able to continue printing without

having to replace the drum unit for a while.

However, if there is a noticeable deterioration

in the output print quality (even before

Drum End Soon appears), then the drum

unit should be replaced. You should clean the

machine when you replace the drum unit.

(See Cleaning the laser scanner window

on page 120.)

CAUTION

While removing the drum unit, handle it

carefully because it may contain toner. If

toner scatters on your hands or clothes,

wipe or wash it off with cold water at once.

Note

The drum unit is a consumable item, and

it is necessary to replace it periodically.

There are many factors that determine the

actual drum life, such as temperature,

humidity, type of paper and how much

toner you use for the number of pages per

print job. The estimated drum life is

approximately 12,000 pages

. The actual

number of pages your drum will print may

be significantly less than this estimate.

Because we have no control over the

many factors that determine the actual

drum life, we cannot guarantee a

minimum number of pages that will be

printed by your drum.

Drum yield is approximate, and may vary by type of

use.

WARNING

HOT SURFACE

After you have just used the machine, some

internal parts of the machine will be

extremely hot. When you open the front or

back cover (back output tray) of the

machine, DO NOT touch the shaded parts

shown in the illustration. If you do this, you

may get burned.

a Open the front cover.

Troubleshooting and routine maintenance

131

b Slowly take out the drum unit and toner

cartridge assembly.

CAUTION

We recommend that you put the drum unit

and toner cartridge assembly on a clean,

flat surface with a sheet of disposable

paper or cloth underneath it in case you

accidentally spill or scatter toner.

To prevent damage to the machine caused

by static electricity, DO NOT touch the

electrodes shown in the illustration.

c Push down the green lock lever and take

the toner cartridge out of the drum unit.

CAUTION

To avoid print quality problems, DO NOT

touch the shaded parts shown in the

illustrations.

Wait to unpack a new drum unit until

immediately before you put it in the

machine. Exposure to direct sunlight or

room light may damage the drum unit.

Note

Be sure to seal up the used drum unit

tightly in a bag so that toner powder does

not spill out of the unit.

d Unpack the new drum unit.

e Put the toner cartridge firmly into the

new drum unit until you hear it lock into

place. If you put the cartridge in

properly, the green lock lever will lift

automatically.

CAUTION

Make sure that you put in the toner

cartridge properly or it may separate from

the drum unit.

132

f Clean the corona wire of the drum unit

by gently sliding the green tab from right

to left and left to right several times.

CAUTION

Be sure to return the green tab to the home

position (a) (1). If you do not, printed pages

may have a vertical stripe.

g Put the new drum unit and toner

cartridge assembly in the machine.

h Press Clear/Back.

To confirm you are installing a new

drum, press 1.

i When the LCD shows Accepted, close

the front cover.

Machine information B

Checking the serial number B

You can see the machine’s serial number on

the LCD.

a (For MFC-7340) Press Menu, 4, 1.

(For MFC-7345N and MFC-7440N)

Press Menu, 5, 1.

(For MFC-7840W) Press Menu, 6, 1.

Machine Info.

1.Serial No.

b Press Stop/Exit.

Checking the page counters B

You can see the machine’s page counters for

copies, printed pages, reports and lists, faxes

or a summary total.

a (For MFC-7340) Press Menu, 4, 2.

(For MFC-7345N and MFC-7440N)

Press Menu, 5, 2.

(For MFC-7840W) Press Menu, 6, 2.

Machine Info.

2.Page Counter

b Press a or b to choose Total,

Fax/List, Copy or Print.

You can see the machine’s page count.

c Press Stop/Exit.

Troubleshooting and routine maintenance

133

Checking the Drum life B

You can see the machine’s drum life on the

LCD.

a (For MFC-7340) Press Menu, 4, 3.

(For MFC-7345N and MFC-7440N)

Press Menu, 5, 3.

(For MFC-7840W) Press Menu, 6, 3.

Machine Info.

3.Drum Life

b Press OK.

You can see the remaining percentage

of drum life.

c Press Stop/Exit.

Note

The drum life check will be accurate only if

you have reset the drum counter when

you installed a new drum unit. It will not be

accurate if you have reset the drum

counter during the life of a used drum.

Packing and shipping

the machine B

CAUTION

If you pack the machine soon after turning

off the power make sure the machine has

cooled down completely.

When you transport the machine, use the

packing materials that came with your

machine. If you do not pack the machine

properly, you could void your warranty. The

machine should be adequately insured with

the carrier.

a Turn off the machine’s power switch.

b Unplug the machine from the telephone

wall jack.

c Unplug all the cables and AC power

cord from the machine.

d Open the front cover.

e Remove the drum unit and toner

cartridge assembly. Leave the toner

cartridge installed in the drum unit.

f Place the drum unit and toner cartridge

assembly into the plastic bag and seal

the bag.

g Close the front cover.

h Wrap the machine in the plastic bag and

place it in the original carton with the

original packing material.

Chapter B

134

i Pack the drum unit and toner cartridge

assembly, AC cord and printed

materials in the original carton as shown

below:

Note

If you are returning your machine to

Brother as part of the Exchange Service,

pack only the machine. Keep all separate

parts and printed materials to use with

your “Exchange” machine.

j Close the carton and tape it shut.

135

On-screen

programming C

Your machine has been designed to be easy

to use. The LCD provides on-screen

programming using the menu keys.

We have created step by step on-screen

instructions to help you program your

machine. Simply follow the steps as they

guide you through the menu selections and

programming options.

Menu table C

You can program your machine by using the

Menu table on page 137. These pages list

the menu selections and options.

Press Menu followed by the menu numbers

to program your machine.

For example, to set Beeper volume to Low:

a Press Menu, 1, 4, 2.

b Press a or b to choose Low.

c Press OK.

Memory storage C

Your menu settings are stored permanently,

and in the event of a power failure will not be

lost. Temporary settings (for example,

Contrast, Overseas Mode) will be lost. The

MFC-7840W can store the date and time for

approximately 4 days.

Menu keys C

Menu and features C

Access the menu.

Go to the next menu level.

Accept an option.

Exit the menu by pressing

repeatedly.

Go back to the previous

menu level.

Scroll through the current

menu level.

Go back to the previous

menu level or forward to the

next menu level.

Exit the menu.

Clear/Back OK

Search/Speed Dial

136

How to access the menu

mode C

a Press Menu.

b Choose an option.

 Press 1 for General Setup menu.

 Press 2 for Fax menu.

 Press 3 for Copy menu.

 (MFC-7340 only)

Press 4 for Machine Info. menu.

 (MFC-7345N and MFC-7440N only)

Press 4 for LAN menu.

Press 5 for Machine Info. menu.

 (MFC-7840W only)

Press 4 for Printer menu.

Press 5 for LAN menu.

Press 6 for Machine info. menu.

 Press 9 for Service menu.

 Press 0 for Initial Setup.

This will appear only when the LCD shows an

error message.

You can also scroll through each menu

level by pressing a or b for the direction

you want.

c Press OK when the option you want

appears on the LCD.

The LCD will then show the next menu

level.

d Press a or b to scroll to your next menu

selection.

e Press OK.

When you have finished setting an

option, the LCD will show Accepted.

f Press Stop/Exit to exit Menu mode.

Menu and features

137

Menu table C

The factory settings are shown in Bold with an asterisk.

Choose & OK Choose & OK to accept to exit

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 the time to return to

Fax mode and the time

the machine will change

from individual user to

public user when using

Secure Function Lock.

2.Paper Type — Thin

Plain*

Thick

Thicker

Transparency

Recycled Paper

Sets the type of paper in

the paper tray.

3.Paper Size — A4

Letter*

Legal

Executive

Folio

Sets the size of the paper

in the paper tray.

The factory settings are shown in Bold with an asterisk.

138

1.General

Setup

(continued)

4.Volume 1.Ring Off

Low

Med*

High

Adjusts the ring volume. 21

2.Beeper Off

Low

Med*

High

Adjusts the volume level

of the beeper.

3.Speaker Off

Low

Med*

High

Adjusts the speaker

volume.

5.Auto Daylight

— On

Off*

Changes for Daylight

Savings Time

automatically.

6.Ecology 1.Toner Save On

Off*

Increases the page yield

of the toner cartridge.

2.Sleep Time (00-99)

05Min*

Conserves power. 22

7.LCD Contrast

— b -nnnno+ a

b -nnnon+ a

b -nnonn+ a*

b -nonnn+ a

b -onnnn+ a

Adjusts the contrast of the

LCD.

8.Security 1.TX Lock

(MFC-7340, MFC-

7345N and MFC-

7440N only)

— Prohibits most operations

except receiving faxes.

1.Function Lock

(MFC-7840W only)

— Can restrict selected

machine operation for up

to 10 individual users and

all other non-authorized

Public users.

2.Setting Lock — Stops unauthorized users

from changing the

machine’s current

settings.

2.Fax

1.Setup Receive

(In Fax mode

only)

1.Ring Delay 00

04*

Sets the number of rings

before the machine

answers in Fax Only or

Fax/Tel mode.

The factory settings are shown in Bold with an asterisk.

Main Menu Submenu Menu Selections Options Descriptions Page

Menu and features

139

2.Fax

(continued)

1.Setup Receive

(continued)

2.F/T Ring Time 20 Secs*

30 Secs

40 Secs

70 Secs

Sets the pseudo/double-

ring time in Fax/Tel mode.

3.Easy Receive On*

Off

Receives fax messages

without pressing Start.

4.Remote Codes On* (l51, #51)

Off

Allows you to answer all

calls at an extension or

external telephone and

use codes to turn the

machine on or off. You

can personalize these

codes.

5.Auto Reduction

On*

Off

Cuts the size of incoming

faxes.

6.Print Density b -nnnno+ a

b -nnnon+ a

b -nnonn+ a*

b -nonnn+ a

b -onnnn+ a

Makes printouts darker or

lighter.

7.Polling RX — Sets up your machine to

poll another fax machine.

8.Fax Rx Stamp On

Off*

Prints the received time

and date on the top of the

received faxes.

2.Setup Send 1.Contrast Auto*

Light

Dark

Changes the lightness or

darkness of faxes you

send.

2.Fax Resolution

Standard*

Fine

S.Fine

Photo

Sets the default resolution

for outgoing faxes.

3.Delayed Fax — Sets the time of day in 24

hour format that the

delayed faxes will be sent.

4.Batch TX On

Off*

Combines delayed faxes

going to the same fax

number at the same time

of day into one

transmission.

The factory settings are shown in Bold with an asterisk.

Main Menu Submenu Menu Selections Options Descriptions Page

140

2.Fax

(continued)

2.Setup Send

(continued)

5.Real Time TX Next Fax:On

Next Fax:Off

Off*

Sends a fax without using

the memory.

6.Polled TX On

Off*

Sets up your machine with

a document to be

retrieved by another fax

machine.

7.Coverpg Setup Next Fax:On

Next Fax:Off

Off*

Print Sample

Automatically sends a

cover page you have

programmed.

8.Coverpage Msg — Sets up your own

comments for the fax

cover page.

9.Overseas Mode On

Off*

If you are having difficulty

sending faxes overseas,

set this to on.

3.Set Quick

Dial

1.One Touch Dial

— Stores up to 8 One Touch

Dial numbers, so you can

dial by pressing one key

(and Start).

2.Speed Dial — Stores up to 200

Speed Dial numbers, so

you can dial by pressing

only a few keys (and

Start).

3.Setup Groups — Sets up to 8 Group

numbers for

Broadcasting.

4.Report Setting

1.Transmission On

On+Image

Off*

Off+Image

Sets initial setup for

Transmission Verification

Report.

2.Journal Period

Off

Every 50 Faxes*

Every 6 Hours

Every 12 Hours

Every 24 Hours

Every 2 Days

Every 7 Days

Sets the interval for

automatic printing of the

Fax Journal.

The factory settings are shown in Bold with an asterisk.

Main Menu Submenu Menu Selections Options Descriptions Page

Menu and features

141

2.Fax

(continued)

5.Remote Fax

Opt

1.Fwd/Page/Store

(Backup Print)

Off*

Fax Forward

Paging

Fax Storage

PC Fax Receive

Sets the machine to

forward fax messages, to

call your pager, to store

incoming faxes in the

memory (so you can

retrieve them while you

are away from your

machine), or to send faxes

to your PC.

If you choose

Fax Forward or PC Fax

Receive, you can turn on

the safety feature Backup

Print.

2.Remote Access ---l Sets your own code for

Remote Retrieval.

3.Print Fax — Prints incoming faxes

stored in the memory.

6.Dial Restrict.

1.Dial Pad Off*

Enter # twice

You can set the machine

to restrict dialing when

using the dial pad.

2.One Touch Dial

Off*

Enter # twice

You can set the machine

to restrict the dialing of

One Touch numbers.

3.Speed Dial Off*

Enter # twice

You can set the machine

to restrict the dialing of

Speed Dial numbers.

7.Remaining

Jobs

— — You can check which jobs

are in the memory and lets

you cancel scheduled

jobs.

0.Miscellaneous

1.Compatibility

High

(MFC-7840W only)

Normal*

Basic(for VoIP)

Factory setting

for MFC-7840W

Adjusts the equalization

for transmission

difficulties.

VoIP service providers

offer fax support using

various standards. If you

regularly experience fax

transmission errors,

choose

Basic(for VoIP).

106

2.Distinctive Off*

Set

Uses the telephone

company’s Distinctive

Ring subscriber service to

with the machine.

The factory settings are shown in Bold with an asterisk.

Main Menu Submenu Menu Selections Options Descriptions Page

142

2.Fax

(continued)

0.Miscellaneous

(continued)

3.Caller ID Display#

Print Report

View or print a list of the

last 30 Caller IDs stored in

the memory.

3.Copy 1.Quality — Auto*

Text

Photo

You can choose the Copy

resolution for your type of

document.

2.Contrast — b -nnnno+ a

b -nnnon+ a

b -nnonn+ a*

b -nonnn+ a

b -onnnn+ a

Adjusts the contrast for

copies.

Printer

(MFC

7840W

only)

1.Emulation — Auto*

HP LaserJet

BR-Script 3

Chooses the emulation

mode.

See

Software

User’s

Guide on

the

CD-ROM.

2.Print Options

1.Internal Font — Prints a list of the

machine’s internal fonts.

2.Configuration — Prints a list of the

machine’s printer settings.

3.Test Print — Prints a test page.

3.Reset Printer

1.Reset

2.Exit

— Restores the printer

settings to the original

factory default settings.

The factory settings are shown in Bold with an asterisk.

Main Menu Submenu Menu Selections Options Descriptions Page

Menu and features

143

Main

Submenu Menu Selections Options Descriptions Page

4.LAN

(MFC-7345N

and

MFC-7440N

only)

1.TCP/IP 1.BOOT Method — Auto*

Static

RARP

BOOTP

DHCP

Chooses the BOOT

method that best

suits your needs.

See

Network

User’s

Guide

on the

ROM.

2.IP Address — [000-255].

[000-255].

[000-255]

Enter the IP address.

3.Subnet Mask — [000-255].

[000-255].

[000-255]

Enter the Subnet

mask.

4.Gateway — [000-255].

[000-255].

[000-255]

Enter the Gateway

address.

5.Node Name — BRN

XXXXXXXXXXXX

Enter the Node

name.

6.WINS Config — Auto*

Static

Chooses the WINS

configuration mode.

7.WINS Server —(Primary)

000.000.000.

000

(Secondary)

000.000.000.

000

Specifies the IP

address of the

primary or secondary

WINS server.

8.DNS Server —(Primary)

000.000.000.

000

(Secondary)

000.000.000.

000

Specifies the IP

address of the

primary or secondary

DNS server.

9.APIPA — On*

Off

Automatically

allocates the IP

address from the

link-local address

range.

The factory settings are shown in Bold with an asterisk.

144

4.LAN

(MFC-7345N

and

MFC

7440N

only)

(continued)

1.TCP/IP

(continued)

0.IPv6 — On

Off*

Enable or Disable the

IPv6 protocol. If you

want to use the IPv6

protocol, visit

http://solutions.brother.com/

for more information.

See

Network

User’s

Guide

on the

CD-ROM.

2.Ethernet —— Auto*

100B-FD

100B-HD

10B-FD

10B-HD

Chooses the

Ethernet link mode.

3.Scan to FTP

(MFC-7440N only)

— Color 150 dpi*

Color 300 dpi

Color 600 dpi

Gray 100 dpi

Gray 200 dpi

Gray 300 dpi

B&W 200 dpi

B&W 200x100 dpi

(If you chose

color option)

PDF*

JPEG

(If you chose

gray option)

PDF

JPEG*

Chooses the file

format to send the

scanned data via

FTP.

(If you chose

B&W option)

PDF*

TIFF

0.Factory

Reset

1.Reset — 1.Yes

2.No

Restore all network

settings to factory

default.

2.Exit ——

The factory settings are shown in Bold with an asterisk.

Main

Submenu Menu Selections Options Descriptions Page

Menu and features

145

Main

Submenu Menu Selections Options Descriptions Page

5.LAN

(MFC-7840W

only)

1.Wired 1.TCP/IP 1.BOOT Method Auto*

Static

RARP

BOOTP

DHCP

Chooses the BOOT

method that best suits

your needs.

See

Network

User’s

Guide

on the

ROM.

2.IP Address [000-255].

[000-255].

[000-255]

Enter the IP address.

3.Subnet Mask [000-255].

[000-255].

[000-255]

Enter the Subnet mask.

4.Gateway [000-255].

[000-255].

[000-255]

Enter the Gateway

address.

5.Node Name BRN

XXXXXXXXXXXX

Enter the Node name.

6.WINS Config Auto*

Static

Chooses the WINS

configuration mode.

7.WINS Server (Primary)

000.000.000.

000

(Secondary)

000.000.000.

000

Specifies the IP address

of the primary or

secondary WINS server.

8.DNS Server (Primary)

000.000.000.

000

(Secondary)

000.000.000.

000

Specifies the IP address

of the primary or

secondary DNS server.

9.APIPA On*

Off

Automatically allocates

the IP address from the

link-local address range.

0.IPv6 On

Off*

Enable or Disable the

IPv6 protocol. If you

want to use the IPv6

protocol, visit

http://solutions.brother.com/

for more information.

The factory settings are shown in Bold with an asterisk.

146

5.LAN

(MFC-7840W

only)

(continued)

1.Wired

(continued)

2.Ethernet — Auto*

100B-FD

100B-HD

10B-FD

10B-HD

Chooses the Ethernet

link mode.

See

Network

User’s

Guide

on the

ROM.

3.Set to

Default

1.Reset

2.Exit

— Restore the wired

network setting to

factory default.

4.Wired

Enable

— On*

Off

Enable or Disable the

Wired LAN manually.

2.WLAN 1.TCP/IP 1.BOOT Method Auto*

Static

RARP

BOOTP

DHCP

Chooses the BOOT

method that best suits

your needs.

2.IP Address [000-255].

[000-255].

[000-255]

Enter the IP address.

3.Subnet Mask [000-255].

[000-255].

[000-255]

Enter the Subnet mask.

4.Gateway [000-255].

[000-255].

[000-255]

Enter the Gateway

address.

5.Node Name BRW

XXXXXXXXXXXX

Enter the Node name.

6.WINS Config Auto*

Static

Chooses the WINS

configuration mode.

7.WINS Server (Primary)

000.000.000.

000

(Secondary)

000.000.000.

000

Specifies the IP address

of the primary or

secondary WINS server.

The factory settings are shown in Bold with an asterisk.

Main

Submenu Menu Selections Options Descriptions Page

Menu and features

147

5.LAN

(MFC-7840W

only)

(continued)

2.WLAN

(continued)

1.TCP/IP

(continued)

8.DNS Server (Primary)

000.000.000.

000

(Secondary)

000.000.000.

000

Specifies the IP address

of the primary or

secondary DNS server.

See

Network

User’s

Guide

on the

ROM.

9.APIPA On*

Off

Automatically allocates

the IP address from the

link-local address range.

0.IPv6 On

Off*

Enable or Disable the

IPv6 protocol. If you

want to use the IPv6

protocol, visit

http://solutions.brother.com/

for more information.

2.Setup

Wizard

1.On

2.Off

— You can configure your

print server.

3.SES/WPS/

AOSS

1.On

2.Off

— You can easily configure

your wireless network

settings using the one-

button push method.

4.WPS w/PIN

Code

1.On

2.Off

— You can easily configure

your wireless network

settings using WPS with

a PIN code.

5.WLAN Status

1.Status Active(11b)

Active(11g)

Wired LAN Active

WLAN OFF

Connection NG

You can see the current

wireless network status.

2.Signal

Strong

Medium

Weak

None

You can see the current

wireless network signal

strength.

3.SSID

— You can see the current

SSID.

4.Comm. Mode

Ad-hoc

Infrastructure

You can see the current

Communication Mode.

The factory settings are shown in Bold with an asterisk.

This setting only appears when WLAN Enable is On.

Main

Submenu Menu Selections Options Descriptions Page

148

5.LAN

(continued)

2.WLAN

(continued)

6.Set to

Default

1.Reset

2.Exit

— Restore the wireless

network setting to

factory default.

See

Network

User’s

Guide

on the

ROM.

7.WLAN Enable

— On

Off*

Enable or Disable the

wireless LAN manually.

3.Scan to FTP

—

Color 150 dpi

Color 300 dpi

Color 600 dpi

Gray 100 dpi

Gray 200 dpi

Gray 300 dpi

B&W 200 dpi

B&W 200x100 dpi

(If you chose

color option)

PDF*

JPEG

(If you chose gray

option)

PDF

JPEG*

Chooses the file format

to send the scanned

data via FTP.

(If you chose

B&W option)

PDF*

TIFF

0.Factory

Reset

1.Reset — 1.Yes

2.No

Restores all network

settings to factory

default.

2.Exit ——

The factory settings are shown in Bold with an asterisk.

Main

Submenu Menu Selections Options Descriptions Page

Menu and features

149

Main Menu Submenu Menu Selections Options Descriptions Page

4.Machine

Info.

(MFC-7340)

5.Machine

Info.

(MFC-7345N

and

MFC

7440N)

6.Machine

Info.

(MFC

7840W)

1.Serial No. — — You can check the serial

number of your machine.

132

2.Page Counter

— Total

Fax/List

Copy

You can check the

number of total pages the

machine has printed

during its life.

132

3.Drum Life — — You can check the

percentage of a Drum life

that remains available.

133

0.Initial

Setup

1.Receive Mode

— Fax Only*

Fax/Tel

External TAD

Manual

Chooses the receive

mode that best suits your

needs.

2.Date&Time — — Puts the date and time on

the LCD and in headings

of faxes you send.

See

Quick

Setup

Guide.

3.Station ID — Fax:

Tel:

Name:

Sets your name and fax

number to appear on each

page you fax.

4.Tone/Pulse

(in Canada)

— Tone*

Pulse

Chooses the dialing

mode.

4.Dial Tone

(in USA)

5.Dial Tone

(in Canada)

— Detection

No Detection*

You can shorten the dial

tone detect pause.

105

5.Dial Prefix

(in USA)

6.Dial Prefix

(in Canada)

— — Sets a prefix number that

will always be added

before the fax number

every time you dial.

0.Local Language

— (in USA)

English*

Spanish

(in Canada)

English*

French

Allows you to change the

LCD language for your

country.

See

Quick

Setup

Guide.

The factory settings are shown in Bold with an asterisk.

150

Entering text C

When setting certain menu selections, such as the Station ID, you will need to type text

characters. The dial pad keys have letters printed on them. The keys: 0, # and l do not have

printed letters because they are used for special characters.

Press the appropriate dial pad key the number of times shown in this reference table to access

the character you want.

For menu selections that do not allow lower case character selection, please use this reference

table:

Inserting spaces

To enter a space in a fax number, press c once between numbers. To enter a space in a name,

press c twice between characters.

Making corrections

If you entered a letter incorrectly and want to change it, press d to move the cursor to the incorrect

character, and then press Clear/Back.

Press

Key

one

time

two

times

three

times

four

times

five

times

six

times

seven

times

eight

times

nine

times

1 @. / 1@. / 1@

2 abcABC2ab

3 de fDEF3de

4 gh iGHI 4gh

5 jklJKL5jk

6 mnoMNO6mn

7 pqrsPQRS7

8 tuvTUV8tu

9 wxyzWXYZ9

Press

Key

one

time

two

times

three

times

four

times

five

times

2 ABC2A

3 DEF3D

4 GH I 4G

5 JKL5J

6 MNO6M

7 PQRS7

8 TUV8T

9 WXYZ9

Menu and features

151

Repeating letters

To enter a character on the same key as the previous character, press c to move the cursor right

before pressing the key again.

Special characters and symbols

Press l, # or 0, then press d or c to move the cursor to the symbol or character you want.

Press OK to choose it. The symbols and characters below will appear depending on your menu

selection.

Press l for (space) ! " # $ % & ' ( ) l + , - . / m

Press # for

: ; < = > ? @ [ ] ^ _ ¥

~ ‘ | { }

Press 0 for É À È Ê Î Ç Ë Ö 0

152

General D

Specifications D

Printer Type Laser

Print Method Electrophotography by semiconductor laser beam scanning

Memory Capacity 16 MB (MFC-7340)

32 MB (MFC-7345N, MFC-7440N and MFC-7840W)

LCD (liquid crystal display) 16 characters × 2 lines

Power Source 110-120 V AC 50/60 Hz

Power Consumption Peak: 1056 W

Copying:

Average 320 W

Sleep: (MFC-7340)

Average 9 W

(MFC-7345N and MFC-7440N)

Average 10 W

(MFC-7840W)

Average 12 W

Standby: Average 75 W

When making a copy from one sheet

Dimensions

Weight Without Drum/Toner Unit: 22 lb (10 kg)

Noise level Sound power

Operating (Copying): LWAd = 6.2 Bell

Standby: LWAd = 4.4 Bell

Sound pressure

Operating (Copying): LpAm = 53 dBA

Standby: LpAm = 32 dBA

16.9 in.

(428 mm)

15.6 in.

(396 mm)

12.0 in.

(304 mm)

Specifications

153

Temperature Operating: 50° F to 90.5° F (10 to 32.5° C)

Storage: 41° F to 95° F (5 to 35° C)

Humidity Operating: 20 to 80% (without condensation)

Storage: 10 to 90% (without condensation)

ADF (automatic document

feeder)

Up to 35 pages (Staggered) 20 lb (80 g/m

)

Recommended Environment for Best Results:

Temperature: 68° F to 86° F (20 to 30° C)

Humidity: 50% - 70%

Paper: Xerox 4200 (20 lb/Letter)

Paper Tray

250 Sheets 20 lb (80 g/m

)

154

Print media D

For transparencies and labels, we recommend removing printed pages from the output paper tray immediately after

they exit the machine to avoid the possibility of smudging.

Paper Input Paper Tray

 Paper Type:

Plain Paper, Transparencies

or Recycled

Paper

 Paper Size: Letter, A4, B5(ISO), A5, B6, A6, Executive,

Legal and Folio

 Paper Weight: 16 to 28 lb (60 to 105 g/m2)

 Maximum Paper Tray

Capacity:

Up to 250 sheets of 20 lb (80 g/m

) Plain

Paper

Manual Feed Slot

 Paper Type: Plain Paper, Transparencies, Recycled

Paper, Bond Paper, Envelopes or Labels

 Paper Size: Width: 3.0 to 8.66 in. (76.2 to 220 mm)

Length: 4.57 to 16 in. (116.0 to 406.4 mm)

 Paper Weight:

16 to 43 lb (60 to 163 g/m

)

 Maximum Manual Feed Slot

Capacity:

One sheet at a time

Paper Output Up to 100 sheets (face down print delivery to the output paper tray)

Specifications

155

Fax D

Compatibility ITU-T Group 3

Coding System MH/MR/MMR (MFC-7340, MFC-7345N and MFC-7440N)

MH/MR/MMR/JBIG (MFC-7840W)

Modem Speed Automatic Fallback: 14,400 bps (MFC-7340,

MFC-7345N and MFC-7440N)

33,600 bps (MFC-7840W)

Document Size ADF Width: 5.8 to 8.5 in. (148 to 215.9 mm)

ADF Length: 5.8 to 14 in. (148 to 355.6 mm)

Scanner Glass Width: Max. 8.5 in. (215.9 mm)

Scanner Glass Length: Max. 11.7 in. (297 mm)

Scanning Width Max. 8.2 in. (208 mm)

Printing Width Max. 8.2 in. (208 mm)

Gray Scale 256 levels

Polling Types Standard, Sequential

Contrast Control Automatic/Light/Dark (manual setting)

Resolution Horizontal: 203 dot/inch (8 dot/mm)

Vertical

 Standard: 98 line/in. (3.85 line/mm)

 Fine: 196 line/in. (7.7 line/mm)

 Photo: 196 line/in. (7.7 line/mm)

 Superfine: 392 line/in. (15.4 line/mm)

One Touch Dial 8 (4 × 2)

Speed Dial 200 stations

Groups Up to 8

Broadcasting 258 stations

Automatic Redial Yes,1 time after 5 minutes

Ring Delay 0, 1, 2, 3 or 4 rings

Communication Source Public switched telephone network

Memory Transmission

Up to 500

/400

pages (MFC-7340, MFC-7345N and

MFC-7440N)

Up to 600

/500

pages (MFC-7840W)

Out of Paper Reception

Up to 500

/400

pages (MFC-7340, MFC-7345N and

MFC-7440N)

Up to 600

/500

pages (MFC-7840W)

156

‘Pages’ refers to the ‘Brother Standard Chart No. 1’ (a typical business letter, Standard resolution, MMR code).

Specifications and printed materials are subject to change without prior notice.

‘Pages’ refers to the ‘ITU-T Test Chart #1’ (a typical business letter, Standard resolution, MMR code). Specifications

and printed materials are subject to change without prior notice.

‘Pages’ refers to the ‘Brother Standard Chart No. 1’ (a typical business letter, Standard resolution, JBIG code).

Specifications and printed materials are subject to change without prior notice.

‘Pages’ refers to the ‘ITU-T Test Chart #1’ (a typical business letter, Standard resolution, JBIG code). Specifications

and printed materials are subject to change without prior notice.

Specifications

157

Copy D

The copy speed may change depending on the type of document you copy.

The first copy out time may vary depending on scanner lamp warm up time.

Copy Speed

Up to 21 pages/minute (Letter size)

(MFC-7340 and

MFC-7345N)

Up to 23 pages/minute (Letter size)

(MFC-7440N and MFC-7840W)

Color/Monochrome Monochrome

Document Size ADF Width: 5.8 to 8.5 in. (148 to 215.9 mm)

ADF Length: 5.8 to 14 in. (148 to 355.6 mm)

Scanner Glass Width: Max. 8.5 in. (215.9 mm)

Scanner Glass Length: Max. 11.7 in. (297 mm)

Copy Width: Max. 8.26 in. (210 mm)

Multiple Copies Stacks or Sorts up to 99 pages

Reduce/Enlarge 25% to 400% (in increments of 1%)

Resolution Up to 600 × 600 dpi

First Copy Out Time

Less than 15 seconds (from Ready state)

158

Scan D

Maximum 1200 × 1200 dpi scanning with the WIA driver in Windows

XP/Windows Vista

(resolution up to 19200 ×

19200 dpi can be chosen by using the Brother scanner utility)

Color/Monochrome Yes

TWAIN Compliant

Yes (Windows

2000 Professional/XP/

XP Professional x64 Edition/Windows Vista

)

Mac OS

X 10.2.4 or greater

WIA Compliant

Yes (Windows

XP/Windows Vista

)

Color Depth 24 bit color

Resolution

Up to 19200 × 19200 dpi (interpolated)

Up to 600 × 2400 dpi (optical) (From Scanner Glass)

Up to 600 × 600 dpi (optical) (From ADF)

Document Size ADF Width: 5.8 to 8.5 in. (148.0 to 215.9 mm)

ADF Length: 5.8 to 14 in. (148.0 to 355.6 mm)

Scanner Glass Width: Max. 8.5 in. (215.9 mm)

Scanner Glass Length: Max. 11.7 in. (297 mm)

Scanning Width Max. 8.26 in. (210 mm)

Gray Scale 256 levels

Specifications

159

Print D

The print speed may change depending on the type of document you print.

Interfaces D

Your machine has a USB interface that is compatible with the USB 2.0 specification. This interface is also compatible

with High-Speed USB 2.0; however, the maximum data transfer rate will be 12 Mbits/s. The machine can also be

connected to a computer that has a USB 1.1 interface.

Third party USB ports are not supported for Macintosh

Note

MFC-7345N includes the USB cable.

Emulations

(MFC-7840W only)

PCL6, BR-Script3 (PostScript

Printer Driver

Host-Based Driver for Windows

2000 Professional/

XP/XP Professional x64 Edition/Windows Vista

Windows Server

2003 (print only via network)

(MFC-7840W only)

BR-Script3 (PPD file) for Windows

2000 Professional/

Macintosh

Printer Driver for Mac OS

X 10.2.4 or greater

(MFC-7840W only)

BR-Script3 (PPD file) for Mac OS

X 10.2.4 or greater

Resolution HQ1200 (2400 × 600 dpi), 600, 300 dpi

Print Speed

Up to 21 pages/minute (Letter size) (MFC-7340 and MFC-7345N)

Up to 23 pages/minute (Letter size) (MFC-7440N and MFC-7840W)

First Print Out Time Less than 10 seconds (from Ready state and standard tray)

USB

Use a USB 2.0 interface cable that is no longer than 6 feet (2.0 m).

LAN cable

(MFC-7440N and

MFC-7840W)

Use an Ethernet UTP cable category 5 or greater.

Wireless LAN

(MFC-7840W)

Your machine supports IEEE 802.11b/g wireless communication with

your wireless LAN using Infrastructure mode or a wireless Peer-to-

Peer connection in Ad-hoc mode.

160

Computer requirements D

Minimum System Requirements and Supported PC Software Functions

Computer Platform

& Operating System

Version

Supported

Software

Functions

Interface

Processor

Minimum

Speed

Minimum

RAM

Recommended

RAM

Hard Disk Space

to install

For

Drivers

For

Applications

Windows

Operating

System

Windows

2000

Professional

Printing,

PC Fax,

Scanning

USB,

10/100

Base Tx

(Ethernet)

(

MFC-7345N

MFC-7440N

and

MFC-7840W

only) ,

Wireless

802.11 b/g

(

MFC-7840W

only)

Intel

Pentium

or equivalent

64 MB 256 MB 150 MB 310 MB

Windows

Home

®24

Windows

Professional

128 MB

Windows

Professional

x64

Edition

64-bit (Intel

or AMD64)

supported CPU

256 MB 512 MB

Windows

Vista

Intel

Pentium

or equivalent

64-bit (Intel

or AMD64)

supported CPU

512 MB 1 GB 500 MB 500 MB

Windows

Server

2003

(print only

via

network)

Printing

(MFC-7345N,

MFC-7440N

and

MFC-7840W

only)

10/100

Base Tx

(Ethernet)

(

MFC-7345N,

MFC-7440N

and

MFC-7840W

only) ,

Wireless

802.11 b/g

(

MFC-7840W

only)

Intel

Pentium

III

or equivalent

256 MB 512 MB 50MB N/A

Windows

Server

2003 x64

Edition

(print only

via

network)

64-bit (Intel

or AMD64)

supported CPU

Specifications

161

Microsoft

Internet Explorer 5.5 or greater.

For WIA, 1200x1200 resolution. Brother Scanner Utility enables to enhance up to 19200 x 19200 dpi.

Third party USB ports are not supported.

PaperPort™ 11SE supports Microsoft

SP4 or higher for Windows

2000 and SP2 or higher for XP.

Macintosh

Operating

System

Mac OS

X 10.2.4

- 10.4.3

Printing,

PC Fax send,

Scanning

USB

10/100

Base Tx

(Ethernet)

(

MFC-7345N,

MFC-7440N

and

MFC-7840W

only),

Wireless

802.11 b/g

(

MFC-7840W

only)

PowerPC

G4/G5,

PowerPC G3

350MHz

128 MB 256 MB 80 MB 400 MB

Mac OS

X 10.4.4

or greater

PowerPC

G4/G5, Intel

Core™

Processor

512 MB 1 GB

162

Consumable items D

Approx. cartridge yield is declared in accordance with ISO/IEC 19752.

Drum yield is approximate, and may vary by type of use.

Toner Cartridge Life Starter Toner Cartridge:

Approx. 1,000 pages

Standard Toner Cartridge:

TN-330: Approx. 1,500 pages

(Letter)

High-Yield Toner Cartridge:

TN-360: Approx. 2,600 pages

(Letter)

Drum Unit DR-360: Approx. 12,000 pages

(Letter)

Specifications

163

Ethernet wired network

(MFC-7345N, MFC-7440N and MFC-7840W only) D

PC Fax Send for Mac

Printing only for Windows Server

2003

Mac OS

X 10.2.4 or greater (mDNS)

BRAdmin Professional and Web BRAdmin are available as a download from http://solutions.brother.com/

Network board

model name

NC-6600h (MFC-7345N and MFC-7440N)

LAN You can connect your machine to a network for Network Printing,

Network Scanning, PC Fax and Remote Setup.

Support for

Windows

2000 Professional, Windows

XP,

Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003 and Windows Server

2003 x64 Edition

Mac OS

X 10.2.4 or greater

Protocols TCP/IP for IPv4: ARP, RARP, BOOTP, DHCP, APIPA (Auto IP),

WINS/NetBIOS name resolution, DNS resolver,

mDNS, LPR/LPD, Custom Raw Port/Port9100, IPP,

FTP server, POP before SMTP, SMTP AUTH,

TELNET, SNMPv1, HTTP Server, FTP Client,

TFTP Client and Server, SMTP Client, APOP,

LLMNR responder, ICMP, Web Services

TCP/IP for IPv6: (Turned off as default) NDP, RA, DNS resolver,

mDNS, LPR/LPD, Custom Raw Port/Port9100, IPP,

FTP Server, POP before SMTP, SMTP AUTH,

TELNET, SNMPv1, HTTP Server, FTP Client,

TFTP Client and Server, SMTP Client, APOP,

LLMNR responder, ICMPv6, Web Services

Other: LLTD responder

Network type Ethernet 10/100 BASE-TX Auto Negotiation (Wired LAN)

Management

utilities

BRAdmin Light for Windows

2000 Professional, Windows

XP,

Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003, Windows Server

2003 x64 Edition and Mac OS

10.2.4 or greater

BRAdmin Professional for Windows

2000 Professional, Windows

XP, Windows

XP Professional x64 Edition, Windows Vista

Windows Server

2003 and Windows Server

2003 x64 Edition

Web BRAdmin for Windows

2000 Professional, Windows

XP,

Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003 and Windows Server

2003 x64 Edition

Client computers with a web browser supporting Java™.

164

Ethernet wireless network (MFC-7840W only) D

PC Fax Send for Mac

Only printing for Windows Server

2003

Mac OS

X 10.2.4 or greater (mDNS)

BRAdmin Professional and Web BRAdmin are available as a download from http://solutions.brother.com/.

Network board

model name

NC-7400w

LAN You can connect your machine to a network for Network Printing,

Network Scanning, PC Fax and Remote Setup

Support for

Windows

2000 Professional, Windows

XP,

Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003 and Windows Server

2003 x64 Edition

Mac OS

X 10.2.4 or greater

Protocols TCP/IP for IPv4: ARP, RARP, BOOTP, DHCP, APIPA (Auto IP),

WINS/NetBIOS name resolution, DNS resolver,

mDNS, LPR/LPD, Custom Raw Port/Port9100, IPP,

FTP server, POP before SMTP, SMTP AUTH,

TELNET, SNMPv1, HTTP Server, FTP Client,

TFTP Client and Server, SMTP Client, APOP,

LLMNR responder, ICMP, Web Services

TCP/IP for IPv6 (Turned off as default) NDP, RA, DNS resolver,

mDNS, LPR/LPD, Custom Raw Port/Port9100, IPP,

FTP Server, POP before SMTP, SMTP AUTH,

TELNET, SNMPv1, HTTP Server, FTP Client,

TFTP Client and Server, SMTP Client, APOP,

LLMNR responder, ICMPv6, Web Services

Other: LLTD responder

Network type IEEE 802.11 b/g (Wireless LAN)

Management

utilities

BRAdmin Light for Windows

2000 Professional, Windows

XP,

Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003, Windows Server

2003 x64 Edition and Mac OS

10.2.4 or greater

BRAdmin Professional for Windows

2000 Professional, Windows

XP, Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003 and Windows Server

2003 x64 Edition

Web BRAdmin for Windows

2000 Professional, Windows

XP,

Windows

XP Professional x64 Edition, Windows Vista

, Windows

Server

2003 and Windows Server

2003 x64 Edition

Client computers with a web browser supporting Java™.

Specifications

165

Authentication and encryption for wireless users only D

Authentication method D

The Brother machine supports the following methods:

 Open system

Wireless devices are allowed to access the network without any authentication.

 Shared key

A secret pre-determined key is shared by all devices that will access the wireless network. The

Brother machine uses the WEP keys as the pre-determined key.

 WPA-PSK/WPA2-PSK

Enables a Wi-FI

Protected Access Pre-Shared Key (WPA-PSK/WPA2-PSK), which enables

the Brother wireless machine to associate with access points using TKIP for WPA-PSK or AES

for WPA-PSK and WPA2-PSK (WPA-Personal).

 LEAP

Cisco

LEAP (Light Extensible Authentication Protocol) has been developed by Cisco

Systems, Inc. and enables the Brother wireless product to associate with access points using

CKIP and CMIC encryptions.

Encryption methods D

Encryption is used to secure the data that is sent over the wireless network. The Brother machine

supports the following encryption methods:

 WEP

By using WEP (Wired Equivalent Privacy), the data is transmitted and received with a secure

key.

 TKIP

TKIP (Temporal Key Integrity Protocol) provides per-packet key mixing a message integrity

check and re-keying mechanism.

 AES

AES (Advanced Encryption Standard) is Wi-Fi

authorized strong encryption standard.

 CKIP

The original Key Integrity Protocol for LEAP by Cisco Systems, Inc.

 CMIC

CMIC (Cisco Message Integrity Check) is the message integrity check mechanism for LEAP

by Cisco Systems, Inc.

Network key D

There are some rules for each security method:

166

 Open system/Shared key with WEP

This key is a 64-bit or 128-bit value that must be entered in an ASCII or hexadecimal format.

• 64 (40) bit ASCII:

Uses 5 text characters. e.g.“WSLAN” (this is case sensitive).

• 64 (40) bit hexadecimal:

Uses 10 digits of hexadecimal data. e.g.“71f2234aba”

• 128 (104) bit ASCII:

Uses 13 text characters. e.g.“Wirelesscomms” (this is case sensitive)

• 128 (104) bit hexadecimal:

Uses 26 digits of hexadecimal data. e.g.“71f2234ab56cd709e5412aa2ba”

 WPA-PSK/WPA2-PSK and TKIP or AES

Uses a Pre-Shared Key (PSK) that is 8 or more characters in length, up to a maximum of 63

characters.

 LEAP

Uses User ID and Password.

• User ID: less than 64 characters in length.

• Password: less than 32 characters in length.

Wi-Fi Alliance certification D

This wireless Ethernet multi-function print server is a Wi-Fi certified IEEE 802.11b/802.11g

product by the Wi-Fi Alliance. The Wi-Fi Alliance certification ensures the interoperability of other

wireless LAN products based on the IEEE 802.11 specification. For more information on the Wi-Fi

Alliance and other Wi-Fi certified products, visit http://www.wi-fi.org/

Specifications

167

Wireless one-push configuration D

If your wireless access point supports either SecureEasySetup™, Wi-Fi Protected Setup™

(PBC

) or AOSS™, you can configure the machine easily without a computer. By pushing a

button on the wireless LAN router / access point and using the menu on the machine, you can set

up the wireless network and security settings. See the user’s guide for your wireless LAN router /

access point for instructions on how to access one-push mode.

Push Button Configuration

Note

Routers or access points that support SecureEasySetup™, Wi-Fi Protected Setup™ or

AOSS™ have the symbols shown below.

168

This is a comprehensive list of features and terms that appear in Brother manuals. Availability of

these features depends on the model you purchased.

Glossary E

ADF (automatic document feeder)

The document can be placed in the ADF

and scanned one page at a time

automatically.

Auto Reduction

Reduces the size of incoming faxes.

Automatic fax transmission

Sending a fax without picking up the

handset of the external telephone or

pressing Hook.

Automatic Redial

A feature that enables your machine to

redial the last fax number after five

minutes if the fax did not go through

because the line was busy.

Backup Print

Your machine prints a copy of every fax

that is received and stored in memory.This

is a safety feature so you will not lose

messages during a power failure.

Batch Transmission

As a cost saving feature, all delayed faxes

to the same fax number will be sent as one

transmission.

Beeper Volume

Volume setting for the beep when you

press a key or make an error.

Broadcasting

The ability to send the same fax message

to more than one location.

Cancel Job

Cancels a programmed print job and

clears the machine’s memory.

CNG tones

The special tones (beeps) sent by fax

machines during automatic transmission

to tell the receiving machine that a fax

machine is calling.

Coding method

Method of coding the information

contained in the document. All fax

machines must use a minimum standard

of Modified Huffman (MH). Your machine

is capable of greater compression

methods, Modified Read (MR), Modified

Modified Read (MMR) and JBIG* (* MFC-

7840W only), if the receiving machine has

the same capability.

Communication error (or Comm. Error)

An error during fax sending or receiving,

usually caused by line noise or static.

Compatibility group

The ability of one fax unit to communicate

with another. Compatibility is assured

between ITU-T Groups.

Contrast

Setting to compensate for dark or light

documents, by making faxes or copies of

dark documents lighter and light

documents darker.

Delayed Fax

Sends your fax at a specified later time

that day.

Distinctive Ring

A subscriber service purchased from the

telephone company that gives you

another telephone number on an existing

telephone line. The Brother machine uses

the new number to simulate a dedicated

fax line.

Dual Access

Your machine can scan outgoing faxes or

scheduled jobs into memory at the same

time it is sending a fax or receiving or

printing an incoming fax.

Glossary

169

Easy Receive

Enables your machine to respond to CNG

tones if you interrupt a fax call by

answering it.

ECM (Error Correction Mode)

Detects errors during fax transmission

and resends the pages of the fax that had

an error.

Extension telephone

A telephone on the fax number that is

plugged into a separate telephone wall

jack.

External telephone

A telephone that is plugged into the EXT

jack of your machine.

F/T Ring Time

The length of time that the Brother

machine pseudo/double-rings (when the

Receive Mode setting is Fax/Tel) to notify

you to pick up a voice call that it answered.

Fax Forwarding

Sends a fax received into the memory to

another pre-programmed fax number.

Fax Journal

Lists information about the last 200

incoming and outgoing faxes. TX means

Transmit. RX means Receive.

Fax Receive Code

Press this code (l 5 1) when you answer

a fax call on an extension or external

telephone.

Fax Storage

You can store faxes in the memory.

Fax tones

The signals sent by sending and receiving

fax machines while communicating

information.

Fax/Tel

You can receive faxes and telephone

calls. Do not use this mode if you are

using a telephone answering device

(TAD).

Fine resolution

Resolution is 203 × 196 dpi. It is used for

small print and graphs.

Gray scale

The shades of gray available for copying

and faxing photographs.

Group number

A combination of One Touch and

Speed Dial numbers that are stored on a

One Touch key or in a Speed Dial location

for Broadcasting.

Help list

A printout of the complete Menu table that

you can use to program your machine

when you do not have the User’s Guide

with you.

Journal Period

The pre-programmed time period

between automatically printed Fax

Journal Reports. You can print the Fax

Journal on demand without interrupting

the cycle.

LCD (liquid crystal display)

The display screen on the machine that

shows interactive messages during On-

Screen Programming and shows the date

and time when the machine is idle.

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

machine’s settings.

OCR (optical character recognition)

The bundled ScanSoft™

PaperPort™ 11SE with OCR or Presto!

PageManager

software application

converts an image of text to text you can

edit.

170

One Touch

Keys on the machine’s 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 machine’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 telephone lines.

Paging

This feature enables your machine 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 while you are dialing

using the dial pad or while you are storing

One Touch and Speed Dial numbers.

Press Redial/Pause as many times as

needed for longer pauses.

Polling

The process of a fax machine calling

another fax machine to retrieve waiting fax

messages.

Pulse (Canada only)

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 programmed fax

jobs are waiting in the memory and cancel

the jobs individually.

Remote Access Code

Your own four-digit code (– – –l) that

allows you to call and access your

machine from a remote location.

Remote Retrieval Access

The ability to access your machine

remotely from a touch tone telephone.

Resolution

The number of vertical and horizontal lines

per inch.

Ring Delay

The number of rings before the machine

answers in Fax Only and Fax/Tel

modes.

Ring Volume

Volume setting for the machine’s ring.

Scanning

The process of sending an electronic

image of a paper document into your

computer.

An electronic, alphabetical listing of stored

One Touch, Speed Dial and Group

numbers.

Speed Dial

A pre-programmed number for easy

dialing. You must press

Search/Speed Dial, then enter the three-

digit Speed Dial location and press Start

to begin the dialing process.

Station ID

The stored information that appears on

the top of faxed pages. It includes the

sender’s name and fax number.

TAD (telephone answering device)

You can connect an external device or

answering machine to the EXT. jack of

your machine.

Telephone Answer Code

(Fax/Tel mode only)

When the machine answers a voice call, it

pseudo/double-rings. You can pick up at

an extension telephone by pressing this

code (# 5 1).

Tel Index List

A listing of names and numbers stored in

One Touch and Speed Dial memory, in

numerical order.

Glossary

171

Temporary settings

You can choose certain options for each

fax transmission and copy without

changing the default settings.

Tone

A form of dialing on the telephone line

used for Touch Tone telephones.

Transmission

The process of sending faxes over the

telephone lines from your machine to the

receiving fax machine.

Transmission Verification Report

A report for each transmission, that shows

its date, time and number.

User Settings List

A printed report that shows the current

settings of the machine.

Index

172

Accessories and supplies .......................... ii

ADF (automatic document feeder)

faxing

....................................................32

using

.....................................................18

Answering machine (TAD)

connecting

.............................................48

Apple

Macintosh

See Software User’s Guide on the

CD-ROM.

Automatic

fax receive

.............................................40

easy receive

.......................................42

fax redial

...............................................54

Broadcasting ............................................33

canceling

...............................................33

setting up groups for

.............................56

Brother

accessories and supplies

........................ ii

Brother numbers

......................................i

Customer Service

....................................i

FAQs (frequently asked questions)

..........i

product support

........................................i

service centers

.........................................i

warranties

.................................... iii, iv, vi

Canceling

broadcast in process

.............................33

fax jobs in memory

................................38

jobs awaiting redial

...............................38

print jobs

.................................................8

remote fax options

................................61

Cleaning

corona wire

.........................................122

drum unit

.............................................123

laser scanner window

.........................120

scanner glass

......................................119

Connecting

external TAD (answering machine)

.......47

external telephone

................................51

two-line external TAD or telephone

.......49

Consumable items

................................. 126

Control panel overview

.............................. 6

ControlCenter2 (for Macintosh

)

See Software User’s Guide on the

CD-ROM.

ControlCenter3 (for Windows

)

See Software User’s Guide on the

CD-ROM.

Copy

contrast

...........................................70, 74

Enlarge/Reduce key

............................. 71

enter copy mode

................................... 70

keys

..................................................8, 71

multiple

................................................. 70

N in 1 (page layout)

.............................. 74

out of memory

...................................... 75

quality

................................................... 73

single

.................................................... 70

sort (ADF only)

..................................... 73

temporary settings

................................ 71

using ADF

.......................................73, 75

using scanner glass

........................74, 75

Cordless telephone (non-Brother)

........... 51

Cover page

.............................................. 34

custom comments

................................ 34

for all faxes

........................................... 35

for next fax only

.................................... 34

printed form

.......................................... 35

Custom Ringing

....................................... 44

Data Ident-A-Call ..................................... 44

Delayed batch transmission

.................... 37

Dialing

a pause

................................................. 54

access codes and

credit card numbers

.............................. 57

automatic fax redial

.............................. 54

dial prefix

.............................................. 23

groups (broadcasting)

.......................... 33

manual

.................................................. 53

one touch

.............................................. 53

restricting dialing

.................................. 29

speed dial

............................................. 53

using the Search key

............................ 54

Distinctive ring

......................................... 44

173

choosing ring pattern ............................45

setting ring pattern

................................46

turning off

..............................................46

Document

how to load

.................................... 18, 19

jam

......................................................113

Drum unit

checking (remaining life)

.....................133

cleaning

..................................... 122, 123

replacing

.............................................130

Dual access

.............................................36

Enlarge/Reduce key .................................71

Envelopes

................11, 14, 15, 16, 17, 97

how to load

...........................................11

Equalization

...........................................106

Error messages on LCD

........................107

Comm. Error

.......................................107

Init Unable XX

.....................................109

No Paper

.............................................109

Not Registered

......................................53

Out of Memory

....................................110

Print Unable XX

..................................110

Scan Unable XX

.................................111

Extension telephone, using

............... 50, 51

External telephone, connecting

................51

Fax codes

changing

........................................ 52, 62

fax receive code

............................. 50, 51

remote access code

..............................62

telephone answer code

.................. 50, 51

Fax forwarding

changing remotely

......................... 63, 64

programming a number

........................58

Fax storage

..............................................59

printing from memory

............................43

turning off

..............................................61

turning on

..............................................59

Fax, stand-alone

receiving

...............................................39

at end of conversation

.......................43

easy receive

.......................................42

fax forwarding

....................................64

fax receive stamp

...............................43

from extension telephone

..................51

from external telephone

.................... 50

paging

............................................... 59

polling receive

................................... 65

reducing to fit on paper

..................... 43

retrieving from a remote site

....... 63, 64

ring delay, setting

.............................. 41

sequential polling

.............................. 65

telephone line interference

.............. 106

sending

........................................... 20, 32

at end of conversation

....................... 38

broadcasting

...................................... 33

canceling from memory

..................... 38

contrast

............................................. 35

delayed batch

.................................... 37

delayed fax

........................................ 37

from ADF

........................................... 32

from memory (dual access)

............... 36

from scanner glass

............................ 32

manual

.............................................. 38

overseas

............................................ 37

polled transmit

................................... 66

real time transmission

....................... 36

resolution

........................................... 36

telephone line interference

.............. 106

Fax/Tel mode

answering at extension telephones

50, 51

easy receive

......................................... 42

F/T ring time (double-ring)

.................... 41

fax receive code

.............................50, 51

receiving faxes

..................................... 51

ring delay

.............................................. 41

telephone answer code

.................. 50, 51

Folio

......................................................... 15

Function Lock

.......................................... 25

Gray scale ..................................... 155, 158

Groups for broadcasting

.......................... 56

HELP ....................................................... 68

Help List

............................................... 68

LCD messages

................................... 135

Menu Table

................................135, 137

using menu keys

................................ 135

Hook key

.............................................8, 51

174

Ident-A-Call ..............................................44

Ident-A-Ring

.............................................44

Jacks

convert to RJ11 jack

triplex adapter

....................................49

EXT

external telephone

.............................51

TAD (answering machine)

.................47

Jams

document

............................................113

paper

...................................................114

Job Cancel key

..........................................8

Labels ............. 10, 11, 14, 15, 18, 97, 154

LCD (liquid crystal display)

............... 8, 135

contrast

.................................................22

Help List

................................................68

Machine information

checking remaining life of drum unit

...133

page counts

........................................132

Macintosh

See Software User’s Guide on the

CD-ROM.

Maintenance, routine

.............................118

checking the remaining life

of drum unit

.........................................133

replacing

drum unit

..........................................130

toner cartridge

..................................126

Manual

dialing

....................................................53

receive

........................................... 39, 40

transmission

..........................................38

Memory

storage

................................................135

Menu Table

................................... 135, 137

using menu keys

.................................135

Mode, entering

copy

......................................................70

fax

......................................................... 32

scan

........................................................ 8

Multi-line connections (PBX)

................... 50

N in 1 (page layout) ................................. 74

Network

faxing

See Software User’s Guide on the

CD-ROM.

printing

See Network User’s Guide on the

CD-ROM.

scanning

See Software User’s Guide on the

CD-ROM.

One touch

changing

............................................... 55

setting up

.............................................. 54

using

..................................................... 53

Out of Memory message

...........38, 75, 110

Packing and shipping the machine ........ 133

Page layout (N in 1)

................................. 74

Paging

..................................................... 59

programming your pager number

...58, 59

Paper

...............................................14, 154

how to load

............................................. 9

jam

...................................................... 114

recommended

................................14, 15

size

.................................................14, 20

size of document

................155, 157, 158

tray capacity

......................................... 15

type

.................................................14, 20

PaperPort™ 11SE with OCR

See Software User’s Guide on the

CD-ROM and Help in the PaperPort™

11SE application to access How-to-Guides.

PC Fax

See Software User’s Guide on the

CD-ROM.

Personalized Ring

................................... 44

Polling

polled transmit

...................................... 66

175

polling receive .......................................65

sequential polling

..................................65

Power failure

..........................................135

difficulties

....................................... 93, 95

drivers

.................................................159

fax from memory

...................................43

Job Cancel key

.......................................8

keys

........................................................8

paper jams

..........................................114

quality

.......................................... 97, 100

reports

...................................................68

resolution

............................................159

Secure key

..............................................8

specifications

......................................159

Printing

See Software User’s Guide on the

CD-ROM.

Programming your machine

...................135

Quality

copying

.......................................... 72, 73

printing

......................................... 97, 100

Quick dial

.................................................54

access codes and

credit card numbers

..............................57

broadcasting

.........................................33

using groups

......................................33

group dial

changing

............................................55

setting up groups for broadcasting

....56

one touch dial

changing

............................................55

custom scan profile

............................54

setting up

...........................................54

using

..................................................53

...................................................54

speed dial

changing

............................................55

custom scan profile

............................55

setting up

...........................................55

using

..................................................53

Redial/Pause key .............................. 54, 57

Reducing

copies

...................................................71

incoming faxes

..................................... 43

Remote retrieval

...................................... 62

access code

......................................... 62

commands

............................................ 64

getting your faxes

................................. 63

Remote setup

See Software User’s Guide on the

CD-ROM.

Replacing

drum unit

............................................ 130

toner cartridge

.................................... 126

Reports

.............................................. 67, 68

Fax Journal

.................................... 67, 68

journal period

.................................... 67

Help List

............................................... 68

how to print

........................................... 68

Network Configuration

.......................... 68

Tel Index List

........................................ 68

Transmission Verification

..................... 67

User Settings

........................................ 68

Resolution

copy

.................................................... 157

fax

(standard, fine, superfine, photo)

.36, 155

.................................................... 159

scan

.................................................... 158

setting for next fax

................................ 36

Resolution key

.....................................8, 36

Restricted users

...................................... 26

Ring delay, setting

................................... 41

RingMaster

.............................................. 44

Safety instructions ................................... 90

Scanner glass

faxing

.................................................... 32

using

..................................................... 19

Scanning

See Software User’s Guide on the

CD-ROM.

Search/Speed Dial key

................53, 54, 56

Secure key

................................................ 8

Security

restricting dialing

.................................. 29

Secure function lock

administrator password

..................... 25

Public user

........................................ 26

restricted users

.................................. 26

Secure key

............................................. 8

176

Setting lock ...........................................28

Serial number

how to find...............See inside front cover

Service centers

...........................................i

Shipping the machine

............................133

SimpleBiz Fax &

Alternate Number Ringing

........................44

Sleep time

................................................22

Smart Ring

...............................................44

Sort

..........................................................73

Speed dial

changing

...............................................55

setting up

..............................................55

using

.....................................................53

TAD (telephone answering device),

external

.......................................39, 40, 49

connecting

...................................... 47, 48

recording OGM

.....................................48

with two-line jack

...................................49

Teen Ring

................................................44

Telephone line

connections

...........................................48

difficulties

..............................................94

interference

.........................................106

multi-line (PBX)

.....................................50

roll over lines

.........................................48

two-line telephone system

....................49

Temporary copy settings

..........................71

Text, entering

.........................................150

Toner cartridge, replacing

......................126

Toner save

...............................................22

Transparency

...........9, 10, 14, 15, 97, 154

Troubleshooting

.......................................93

document jam

.....................................113

error messages on LCD

......................107

if you are having difficulty

copy quality

........................................95

incoming calls

....................................94

network

..............................................97

paper handling

...................................96

print quality

................................ 97, 100

printing

........................................ 93, 95

scanning

.............................................96

software

.............................................96

telephone line

...................................106

maintenance messages on LCD

.........107

paper jam

............................................114

Two-line telephone system

...................... 49

Voice mail ................................................ 44

Volume, setting

beeper

.................................................. 21

ring

....................................................... 21

speaker

................................................. 21

Warranties

Canada

...................................................vi

Notice-Disclaimer

...................................iii

USA

........................................................iv

Windows

See Software User’s Guide on the

CD-ROM.

Wireless Network

See Software User’s Guide and Network

User’s Guide on the CD-ROM.

World Wide Web

.........................................i

EQUIPMENT ATTACHMENT LIMITATIONS

(Canada only)

NOTICE

This product meets the applicable Industry Canada technical specifications.

NOTICE

The Ringer Equivalence Number is an indication of the maximum number of devices allowed to

be connected to a telephone interface. The termination on an interface may consist of any

combination of devices subject only to the requirement that the sum of the RENs of all the devices

does not exceed five.

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/

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 machine 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 MFC-7345N Printer - Copier - Fax - Scanner

Product's Documents

User Manual

Specifications

Brother MFC-7345N Questions and Answers

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