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Brother International MFC 795CW Users Manual - English - Page 104

Printing Reports, Fax reports, Transmission Verification Report, Fax Journal (activity report)

UPC - 012502623311

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10 Printing Reports 10 Fax reports 10 You need to set up the Transmission Verification Report and Journal Period using the MENU button. Transmission Verification Report 10 You can use the Transmission Verification Report as proof that you sent a fax. This report lists the receiving party's name or fax number, the time and date of transmission, duration of transmission, number of pages sent, and whether or not the transmission was successful. There are several settings available for the Transmission Verification Report: „ On: Prints a report after every fax you send. „ On+Image: Prints a report after every fax you send. A portion of the fax's first page appears on the report. „ Off: Prints a report only if your fax is unsuccessful due to a transmission error. The report will also print if you send a color fax that the receiving machine prints in black and white. Off is the default setting. „ Off+Image: Prints a report only if your fax is unsuccessful due to a transmission error. The report will also print if your fax is successful, but you sent a color fax that the receiving machine printed in black and white. A portion of the fax's first page appears on the report. a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Report Setting. e Press Report Setting. f Press Transmission. g Press On, On+Image, Off or Off+Image. h Press Stop/Exit. 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 40.) • If your transmission is successful, OK will appear next to RESULT on the Transmission Verification Report. If transmission is not successful, NG will appear next to RESULT. Fax Journal (activity report) 10 You can set the machine to print a journal at specific intervals (every 50 faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you can still print the report by following the steps in How to print a report on page 89. The factory setting is Every 50 Faxes. a Press MENU. b Press a or b to display Fax. c Press Fax. d Press a or b to display Report Setting. e Press Report Setting. f Press Journal Period. 88

Section	Page
USER’S GUIDE MFC-795CW	1
Brother numbers	3
Register your product	3
FAQs (frequently asked questions)	3
For Customer Service	3
Ordering accessories and supplies	4
Notice - Disclaimer of Warranties (USA and Canada)	5
Compilation and Publication Notice	5
Brother® One-Year Limited Warranty and Replacement Service (USA Only)	6
BROTHER MULTIFUNCTION CENTER / FAX MACHINE (Canada only)	8
Table of Contents	9
Section I: General	17
1 General Information	18
Using the documentation	18
Symbols and conventions used in the documentation	18
Accessing the Software User’s Guide and Network User’s Guide	18
Viewing Documentation	18
Viewing Documentation (Windows®)	18
How to find Scanning instructions	19
How to find Network setup instructions	19
Viewing Documentation (Macintosh)	20
How to find Scanning instructions	20
How to find Network setup instructions	20
Accessing Brother Support (Windows®)	21
Control panel overview	22
LCD screen	24
Basic Operations	25
2 Loading paper and documents	26
Loading paper and other print media	26
Loading envelopes and postcards	28
About envelopes	28
Loading envelopes and postcards	29
Loading photo paper	30
Removing small printouts from the machine	31
Printable area	32
Acceptable paper and other print media	33
Recommended print media	33
Handling and using print media	34
Paper capacity of the output paper tray cover	34
Choosing the right print media	35
Paper type and size for each operation	35
Paper weight, thickness and capacity	36
Loading documents	37
Using the ADF	37
Recommended environment	37
Document Sizes Supported	37
How to load documents	37
Using the scanner glass	37
Document Sizes Supported	37
How to load documents	38
Scannable area	38
3 General setup	39
On/Off key	39
Turning the machine off	39
Turning the machine on	39
Mode Timer	39
Paper settings	40
Paper Type	40
Paper Size	40
Volume Settings	41
Ring Volume	41
Setting the Ring Volume from the menu	41
Beeper Volume	41
Speaker Volume	42
Handset Volume	42
Choosing the Handset Volume (for Volume Amplify)	43
Setting Volume Amplify	43
Automatic Daylight Saving Time	44
Sleep Mode	44
LCD screen	45
Setting the backlight brightness	45
Setting the Dim Timer for the backlight	45
4 Security features	46
Memory Security	46
Setting and changing the memory security password	46
Setting a password for the first time	46
Changing your memory security password	47
Turning the memory security on/off	47
Turning on the memory security lock	47
Turning off the memory security	47
Section II: Fax	49
5 Sending a Fax	50
Entering Fax mode	50
Faxing from the ADF	50
Faxing from the scanner glass	51
Faxing A4 size documents from the scanner glass	51
Color fax transmission	51
How to preview an outgoing fax (Black & White only)	52
Canceling a fax in progress	52
Broadcasting (Black & White only)	53
Canceling a Broadcast in progress	54
Additional sending operations	54
Sending faxes using multiple settings	54
Contrast	55
Changing fax resolution	55
Dual Access (Black & White only)	56
Real Time Transmission	56
Overseas Mode	57
Delayed Faxing (Black & White only)	57
Delayed Batch Transmission (Black & White only)	57
Checking and canceling waiting jobs	57
Setting your changes as the new default	58
Restoring all fax settings to the factory settings	58
Sending a fax manually	58
Sending a fax at the end of a conversation	59
Out of Memory message	59
6 Receiving a Fax	60
Receive Modes	60
Choose the correct Receive Mode	60
Using Receive Modes	62
Fax Only	62
Fax/Tel	62
Manual	62
Message Center (MC)	62
Receive mode settings	63
Ring Delay	63
F/T Ring Time (Fax/Tel mode only)	63
Easy Receive	64
If Easy Receive is On:	64
If Easy Receive is Semi:	64
If Easy Receive is Off:	64
Memory Receive (Black & White only)	65
Fax Forwarding	65
Paging	65
Fax Storage	66
PC Fax Receive (Windows® only)	67
Changing the destination PC	68
Turning off Memory Receive Operations	68
Changing Memory Receive Operations	69
Fax Preview (Black & White only)	69
How to preview a received fax	69
Setting Fax Preview	69
Using Fax Preview	70
How to print a fax	71
How to print all faxes in the list	71
How to delete all faxes in the list	71
Turning off Fax Preview	71
Additional receiving operations	72
Printing a reduced incoming fax	72
Receiving a fax at the end of a conversation	72
Receiving faxes into memory when the paper tray is empty	72
Printing a fax from the memory	73
Remote Retrieval	73
Setting a Remote Access Code	73
Using your Remote Access Code	74
Remote Fax commands	75
Retrieving fax messages	76
Changing your Fax Forwarding number	76
7 Telephone Services and External devices	77
Voice operations	77
Making a telephone call	77
Answering calls with the Speaker Phone	77
Hold	77
Tone or Pulse (Canada only)	78
Fax/Tel mode	78
Telephone services	78
Voice Mail	78
Distinctive Ring	79
What does your telephone company's ‘Distinctive Ring’ do?	79
What does Brother's ‘Distinctive Ring’ do?	79
Do you have Voice Mail?	80
Before you choose the ring pattern to register	80
Registering the Distinctive Ring pattern	80
Turning off Distinctive Ring	81
Caller ID	81
Setting up your area code (USA only)	82
Connecting an external TAD (telephone answering device)	82
Connections	83
Recording outgoing message (OGM) on an external TAD	84
Special line considerations	84
Roll over telephone lines	84
Two-line telephone system	84
Converting telephone wall outlets	84
Installing machine, external two-line TAD and two-line telephone	85
Multi-line connections (PBX)	85
External and extension telephones	86
Connecting an external or extension telephone	86
Using external and extension telephones	86
Using extension telephones	86
Using an external telephone (connected to the EXT. jack of the machine)	86
If you answer a call and no one is on the line:	86
Using a non-Brother cordless external telephone	87
Using remote codes	87
Fax Receive code	87
Telephone Answer Code	87
Changing the remote codes	87
8 Dialing and storing numbers	89
How to Dial	89
Manual dialing	89
Speed Dialing	89
Fax Redial	89
Outgoing Call	90
Caller ID history	90
Storing numbers	91
Storing a pause	91
Storing Speed Dial numbers	91
Storing Speed Dial numbers from Outgoing Calls	92
Storing Speed Dial numbers from the Caller ID history	92
Changing Speed Dial names or numbers	93
Setting up groups for broadcasting	94
Changing a Group name	94
Deleting a Group	95
Deleting a number from a Group	95
Dialing Access codes and credit card numbers	96
9 Message Center	97
Message Center mode	97
Setting up the Message Center	97
Outgoing message (OGM)	97
Recording your OGM	97
Listening to your OGM	98
Erasing your OGM	98
Fax/Tel OGM (Announcement)	98
Activating Message Center mode	98
Managing your messages	99
Message indicator	99
Playing incoming messages individually	99
Playing all incoming messages	99
Erasing incoming messages	100
To erase incoming messages individually	100
To erase all of your messages	100
Recording a conversation	100
Playing recorded conversations individually	100
Playing all recorded conversations	101
Erasing recorded conversations	101
To erase recorded conversations individually	101
To erase all of your recorded conversations	101
Additional Message Center operations	102
Setting the maximum time for incoming messages	102
Setting toll saver	102
ICM Recording Monitor	103
10 Printing Reports	104
Fax reports	104
Transmission Verification Report	104
Fax Journal (activity report)	104
Reports	105
How to print a report	105
11 Polling	106
Polling overview	106
Polling receive	106
Setup to receive polling	106
Sequential polling (Black & White only)	107
Canceling a Sequential Polling Job	107
Polled transmit (Black & White only)	108
Set up for polled transmit	108
Section III: Copy	109
12 Making copies	110
How to copy	110
Entering Copy mode	110
Making a single copy	110
Making multiple copies	111
Stop copying	111
Copy settings	111
Changing copy quality	111
Enlarging or reducing the image copied	112
Making N in 1 copies or a poster (Page Layout)	112
Sorting copies using the ADF	114
Adjusting Brightness and Contrast	114
Brightness	114
Contrast	114
Ink Save Mode	115
Paper Options	115
Paper Type	115
Paper Size	115
Book Copy	116
Watermark Copy	116
Setting your favorites	117
Retrieving your favorite setting	118
Rename your favorite setting	118
‘Out of Memory’ message	118
Section IV: Direct Printing	119
13 PhotoCapture Center®: Printing photos from a memory card or USB Flash memory drive	120
PhotoCapture Center® Operations	120
Printing from a memory card or USB Flash memory drive without a PC	120
Scanning to a memory card or USB Flash memory drive without a PC	120
Using PhotoCapture Center® from your computer	120
Using a memory card or USB Flash memory drive	120
Memory cards, USB Flash memory drive and folder structure	121
Getting started	122
Entering PhotoCapture mode	123
Print Images	123
View Photos	123
Print Index (Thumbnails)	124
Printing Photos	125
Enhance Photos	125
DPOF printing	127
PhotoCapture Center® print settings	128
Print Quality	128
Paper options	128
Paper Type	128
Paper and print size	129
Adjusting Brightness, Contrast and Color	129
Brightness	129
Contrast	129
Color Enhancement (True2Life®)	130
Cropping	131
Borderless printing	131
Print Date	131
Setting your changes as the new default	132
Restoring all settings to the factory settings	132
Scan to a memory card or USB Flash memory drive	132
Entering Scan mode	132
How to scan to a memory card or USB Flash memory drive	133
Auto Crop	134
How to set a new default	135
How to reset to the factory settings	135
Understanding the Error Messages	135
14 Printing photos from a camera	136
Printing photos directly from a PictBridge camera	136
PictBridge requirements	136
Setting your digital camera	136
Printing Images	137
DPOF printing	138
Printing photos directly from a digital camera (without PictBridge)	138
Printing Images	139
Understanding the Error Messages	139
Section V: Software	141
15 Software and Network features	142
Section VI: Appendixes	143
A Safety and Legal	144
Choosing a location	144
To use the machine safely	145
Important safety instructions	150
Standard telephone and FCC Notices (These notices are in effect on models sold and used in the United States only.)	151
Federal Communications Commission (FCC) Declaration of Conformity (USA only)	153
Industry Canada Compliance Statement (Canada only)	153
LAN connection	154
International ENERGY STAR® Qualification Statement	154
Legal limitations for copying	155
Trademarks	156
B Troubleshooting and Routine Maintenance	157
Troubleshooting	157
If you are having difficulty with your machine	157
Dial Tone	166
Telephone line interference	166
Error and Maintenance messages	167
Error animation	173
Transferring your faxes or Fax Journal report	173
Transferring faxes to another fax machine	174
Transferring faxes to your PC	174
Transferring Fax Journal report to another fax machine	174
Document jam	175
Document is jammed in the top of the ADF unit	175
Document is jammed inside the ADF unit	175
Printer jam or paper jam	176
Routine maintenance	178
Replacing the ink cartridges	178
Cleaning the outside of the machine	180
Cleaning the scanner	181
Cleaning the machine’s printer platen	182
Cleaning the paper pick-up rollers	182
Cleaning the print head	183
Checking the print quality	183
Checking the print alignment	184
Checking the ink volume	185
Uninstalling and installing the handset and handset cradle	185
Uninstalling the handset and handset cradle	185
Installing the handset and handset cradle	185
Machine Information	186
Checking the serial number	186
Reset functions	186
How to reset the machine	187
Packing and shipping the machine	187
C Menu and Features	190
On-screen programming	190
Menu table	190
Memory storage	190
Mode and menu keys	190
Menu table	191
Entering Text	211
Inserting spaces	211
Making corrections	211
Repeating letters	211
D Specifications	212
General	212
Print media	214
Fax	215
Message Center	217
Copy	218
PhotoCapture Center®	219
PictBridge	221
Scanner	222
Printer	223
Interfaces	224
Computer requirements	225
Consumable items	226
Network (LAN)	227
Wireless one-push configuration	228
E Glossary	229
Index	233

Match case Limit results 1 per page

Fax reports

You need to set up the Transmission

Verification Report and Journal Period using

the

button.

Transmission Verification

Report

You can use the Transmission Verification

Report as proof that you sent a fax. This

report lists the receiving party’s name or fax

number, the time and date of transmission,

duration of transmission, number of pages

sent, and whether or not the transmission

was successful.

There are several settings available for the

Transmission Verification Report:

Prints a report after every fax you

send.

On+Image

Prints a report after every fax

you send. A portion of the fax’s first page

appears on the report.

Off

Prints a report only if your fax is

unsuccessful due to a transmission error.

The report will also print if you send a color

fax that the receiving machine prints in

black and white.

Off

is the default setting.

Off+Image

Prints a report only if your

fax is unsuccessful due to a transmission

error. The report will also print if your fax is

successful, but you sent a color fax that

the receiving machine printed in black and

white.

A portion of the fax’s first page appears on

the report.

Press

to display

Fax

Press

Fax

Press

to display

Report Setting

Press

Report Setting

Press

Transmission

Press

On+Image

Off

Off+Image

Press

Stop/Exit

Note

•

If you choose

On+Image

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 40.)

•

If your transmission is successful,

will

appear next to

RESULT

on the

Transmission Verification Report. If

transmission is not successful,

will

appear next to

RESULT

Fax Journal (activity report)

You can set the machine to print a journal at

specific intervals (every 50 faxes, 6, 12 or

24 hours, 2 or 7 days). If you set the interval

Off

, you can still print the report by

following the steps in

How to print a report

on page 89. The factory setting is

Every 50 Faxes

Press

to display

Fax

Press

Fax

Press

to display

Report Setting

Press

Report Setting

Press

Journal Period

Printing Reports