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Brother International MFC-4820C Users Manual - English - Page 334

Erase All Messages, Play/Record Outgoing Message, Changing Remote Access, Remote Commands, Change

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Changing Remote Access Code "When you are at the machine:" 1 Press Menu/Set, 2, 5, 3. 2 Enter a three-digit number from 000 to 999. The cannot be changed. 3 Press Menu/Set. 4 Press Stop/Exit. Remote Commands Listen to Voice Messages Press 9 1 then to Repeat a message, press 1. Skip to next messages, press 2. Stop playing the messages, press 9. Erase All Messages Press 9 3. If you hear three beeps, all messages have not yet been played, and the system will not erase them. Play/Record Outgoing Message Press 9 4 then to Play Message Center OGM, press 1 1. Play FAX/TEL OGM, press 1 2. Record new Message Center OGM, press 2 1, then speak after the beep. Press 9 to stop. Record new FAX/TEL OGM, press 2 2, and then speak after the beep. Press 9 to stop. 2 3 Change Paging/Fax Forwarding Setting Press 9 5 then to Turn feature OFF, press 1. Enter Fax Forwarding Number, press 2. Enter Paging Number, press 3. Program Fax Forward Number, press 4. Enter the new number of the remote fax machine where you want your fax messages forwarded followed by # #. Turn Fax Storage ON, press 6. Turn Fax Storage OFF, press 7. Retrieve a Fax Press 9 6 then to Retrieve all faxes, press 2, then enter the number of the remote fax machine followed by # #. After the beep, hang up and wait. Erase all fax messages, press 3. 4

Section	Page
USER'S GUIDE	1
Brother numbers	3
Register Your Product	3
Frequently Asked Questions (FAQs)	3
For Customer Service	3
Brother fax back system (USA only)	4
Ordering accessories and supplies	4
Notice - Disclaimer of Warranties (USA and Canada)	5
Compilation and Publication Notice	5
Brother® One Year Limited Warranty and Replacement Service (USA only)	6
Brother® One Year Limited Warranty and Replacement Service (USA only)	7
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only)	8
Safety Precautions	9
To Use the MFC Safely	9
Choosing a Location	10
Quick Reference Guide	11
Sending Black & White Faxes	11
Receiving Faxes	12
Dialing Operations	12
Making Copies	12
Table of Contents	13
1 Introduction	25
Using this Guide	25
Finding information	25
Symbols used in this Guide	25
Fax Test Sheet and Product Registration (USA only)	26
On-Line Registration (USA and Canada)	26
MFC Part Names and Functions	27
MFC-4820C control panel overview	30
About fax machines	32
Custom features	32
Do you have Voice Mail on the phone line?	32
Why should there be problems?	32
How can you avoid possible problems?	32
Fax tones and handshake	33
ECM (Error Correction Mode)	34
Connecting the MFC	35
Connecting an External Telephone	35
Connecting an External Telephone Answering Device (TAD)	35
Sequence	35
Connections	37
Recording Outgoing Message (OGM) on an External TAD	37
Special Line Considerations	38
Roll Over Phone Lines	38
Two-Line Phone System	38
Converting Telephone Wall Outlets	39
Installing MFC, External Two-Line TAD and Two-Line Telephone	40
Multi-Line Connections (PBX)	41
If you are Installing the MFC to Work with a PBX	41
Custom Features on Your Phone Line	41
2 Paper	42
About paper	42
Handling and using special paper	42
Recommended paper	43
Paper capacity of the Paper Tray	43
Paper specifications for the Paper Tray	43
Paper capacity of the Output Paper Support	44
Printable area	45
How to load paper and envelopes	46
To load paper or other media	46
To load glossy paper	47
To load envelopes	47
3 On-Screen Programming	48
User-friendly programming	48
Menu table	48
Memory Storage	48
Navigation key	49
4 Initial setup	58
Getting started	58
Setting the Paper Type	58
Setting the Paper Size	59
Setting the Date and Time	59
Setting the Station ID	60
Entering text	61
Inserting spaces	61
Making corrections	61
Repeating letters	61
Special characters and symbols	62
Setting the Ring Volume	63
Setting the Beeper Volume	63
Setting the Speaker Volume	64
Setting the Handset Volume	64
Choosing the Handset Volume (For Volume Amplify)	65
Setting Volume Amplify	66
Turning on Automatic Daylight Savings Time	66
Setting the LCD Contrast	67
Setting Tone and Pulse dialing mode	67
5 Setup Receive	68
Basic receiving operations	68
Choosing the Receive Mode	68
To select or change your Receive Mode	69
Setting the Ring Delay	70
Setting Toll Saver	70
Setting the F/T Ring Time (FAX/TEL mode only)	71
Setting the FAX/TEL Announcement	71
Easy Receive	72
Printing a reduced incoming fax (Auto Reduction)	73
Receiving a fax at the end of a conversation	73
Advanced receiving operations	74
Operation from extension telephones	74
For FAX/TEL mode only	74
Using a cordless external handset	75
Changing the remote codes	75
Printing a fax from the memory	75
Polling	76
Setting up Polling Receive	76
Setting up Sequential Polling Receive	76
Telephone services	77
Distinctive Ring	77
What does your telephone company’s ‘Distinctive Ring’ do?	77
What does Brother’s ‘Distinctive Ring’ do?	77
Do you have Voice Mail?	78
Before you choose the ring pattern to register	78
Registering the Distinctive Ring pattern	79
Very important	79
Turning off the Distinctive Ring	79
Caller ID	80
Viewing Caller ID List	81
Printing Caller ID List	81
6 Setup Send	82
How to Dial	82
Manual Dialing	82
Speed Dialing	82
Search	82
How to Fax	83
Automatic Transmission	83
Faxing A4 size originals from the scanner glass	84
Out of Memory message	84
Manual Transmission	84
Sending a fax at the end of a conversation	85
Basic sending operations	86
Sending faxes using multiple settings	86
Contrast	86
Fax resolution	87
Color fax transmission	88
Manual and automatic fax redial	88
Dual Access (Not available for color faxes)	89
Real Time Transmission	90
Checking job status	91
Canceling a job while scanning, dialing and sending the original	91
Canceling a scheduled job	91
Advanced sending operations	92
Broadcasting (Not available for color faxes)	92
Overseas Mode	94
Delayed Fax (Not available for color faxes)	95
Delayed Batch Transmission (Not available for color faxes)	96
Setting up Polled Transmission (Not available for color faxes)	96
7 Auto Dial numbers and Dialing options	98
Storing numbers for easy dialing	98
Storing Speed Dial numbers	98
Changing Speed Dial numbers	99
Setting up Groups for Broadcasting	100
Dialing options	101
Access codes and credit card numbers	101
Pause	102
Fax Redial	102
Tone or Pulse	102
Telephone (Voice) Operation	103
How to Dial	103
Manual Dialing	103
Speed Dialing	103
Search	104
Dialing Telephone Call	104
Answering Calls with the Speaker Phone	104
Hold	105
8 Remote fax options	106
Setting Fax Storage	106
Backup Print	106
Fax Forwarding/Paging	107
Programming a Fax Forwarding number	107
Programming your pager number	108
Setting your remote access code	109
Remote retrieval	110
Using your remote access code	110
Remote commands	111
Retrieving fax messages	113
Changing your Fax Forwarding number	113
9 Message Center	114
Message Center mode	114
Setting up the Message Center	114
Recording Message Center Outgoing Message	115
Listening to Outgoing Message (OGM)	115
Erasing Outgoing Message (OGM)	116
Activating Message Center mode	116
Message indicator	116
Playing voice messages	117
Printing a Fax Message	117
Erasing messages	118
To Erase Voice Messages Individually	118
To erase messages all at once	118
Setting Maximum Time for incoming messages	119
ICM Recording Monitor	119
Recording a conversation	120
Record FAX/TEL Outgoing Announcement (F/TOGM)	120
10 Printing reports	121
MFC settings and activity	121
Customizing the Transmission Verification Report	121
Setting the Fax Activity Report Interval	122
Printing reports	123
To print a report	123
11 Making copies	124
Using the MFC as a copier	124
Single or multiple copies	125
Out of memory message	125
Using Copy Options key (Temporary Settings)	126
No. of Copies	128
Quality	128
Enlarge/Reduce	129
Paper Type	130
Paper Size	131
Brightness	131
Page Layout	132
Changing the default copy settings	134
Copy Quality	135
Brightness	135
Contrast	135
Color Adjustment	136
Legal limitations	137
12 Walk-Up PhotoCapture Center™	138
Introduction	138
PhotoCapture Center™ requirements	138
Basic flow	139
Getting started	140
Printing the Index (Thumbnails)	142
Printing images	143
Changing the settings for printing images	144
Menu selections	145
Number of Copies	145
Paper Type	145
Paper and Print Size	146
Print Quality	149
Brightness	149
Color enhancement (True2Life®)	150
DPOF printing	151
Changing the default settings	152
Print Quality	153
Print Size	153
Brightness	153
Contrast	153
Color enhancement (True2Life®)	154
Understanding the Error Messages	155
˘Using PhotoCapture Center™ from your PC	155
Using PhotoCapture Center™ for scanning originals	155
13 Using the MFC as a printer	156
Using the Brother MFC-4820C printer driver	156
Features	156
Choosing the right type of paper	157
How to print your document	157
Simultaneous printing and faxing	158
Clearing data from the memory	158
Checking the Print Quality	158
14 Printer driver settings	159
Printer driver settings	159
How to access the printer driver settings	159
Basic tab	160
Media Type	161
Quality	161
Bi-Directional Printing	162
Paper Size	163
Page Layout	163
Border Line	163
Orientation	164
Copies	164
Collate	164
Reverse Order	164
Near Edge Print	164
Advanced tab	165
Color	166
Color/Grayscale	166
Image Type	166
Custom Image Type	167
Halftone Pattern	168
Color Enhancement (True2Life®)	169
Scaling	171
Watermark	172
In background	172
In Outline Text (Window® 2000 Professional/XP Only)	172
Print Watermark	172
Watermark Style	173
Device Options	174
Print Date & Time	174
Quick Print Setup	175
Support tab	176
Brother Solutions Center	176
Web Update	176
Check Setting	176
15 How to scan using Windows®	177
Scanning a document (For Windows® 98/98SE/Me and 2000 Professional)	177
TWAIN compliant	177
How to access the Scanner	178
Scanning a document into the PC	179
Scanning a whole page	179
PreScanning to crop a portion you want to scan	180
Settings in the Scanner window	182
Scan (Image Type)	182
Resolution	182
Scan Type	183
Brightness	183
Contrast	183
Document Size	184
Scanning a document (For Windows® XP only)	186
WIA compliant	186
How to access the scanner	186
Scanning a document	187
PreScanning to crop a portion you want to scan	188
Brother Scanner Utility	190
Using the scan key	191
Scan to E-mail	192
Scan Image	192
Scan/OCR	193
Scan to File	193
Scan to Card	194
Changing the default color file format	195
Using ScanSoft® PaperPort® and TextBridge® OCR	196
Viewing items	197
Organizing your items in folders	198
Quick links to other applications	198
ScanSoft® TextBridge® OCR lets you convert image text in to text you can edit	199
You can Import items from other applications	199
You can Export items in other formats	200
Exporting an image file	200
16 Using the Brother Control Center for Windows® 98/ 98SE/Me/2000 Professional	201
Brother MFL-Pro Control Center	201
AutoLoad the Brother Control Center	202
How to turn off AutoLoad	202
Brother Control Center features	203
Auto Configuration	203
Scan to key operations	204
Scan to File	205
To access Scan to File Configuration screen	205
Scanner Settings	205
Destination folder	206
Scan to E-mail	207
To access Scan to E-mail Configuration screen	207
Scanner Settings	207
E-mail application	208
Send to Options	208
Scan to OCR (Word Processor)	209
To access Scan to OCR Configuration screen	209
Scanner Settings	209
Word Processor	210
Scan Image	211
To access Scan to Image Configuration screen	211
Scanner Settings	211
Target Application	211
17 Using the Windows®-Based Brother SmartUI Control Center	212
Brother SmartUI Control Center	212
AutoLoad the Brother Control Center	213
How to turn off Auto Load	213
Brother Control Center features	214
Auto Configuration	215
Hardware Section: Changing the Scan to Button Configuration	216
Scan To E-mail	217
Scan To File	218
Scan To Image	219
Scan To OCR	221
Software Section	223
Scan	224
Copy	224
Fax	225
Custom	225
Scan to File	226
Scan to E-mail	228
File attachments	230
Scanner settings	231
Scan to OCR (Word Processing program)	232
Scan to Graphics application (example: Microsoft Paint)	234
Copy	236
Fax setting (PC-Fax using the Brother Fax Driver)	238
FAX settings	239
Custom: User-defined buttons	241
Customizing a user-defined button	241
1. Select the Scan Action	241
2. Select Configuration for the Scan Type.	242
3. Select Scan Settings.	246
18 Using MFC Remote Setup	247
MFC Remote Setup	247
19 Using PC-FAX	249
PC-FAX sending	249
Setting up user information	250
Sending setup	251
Outside line access	251
Include header	251
Address Book file	251
User interface	252
Simple style	252
Facsimile style	252
Speed Dial setup	253
The Address Book	254
Setting up a Member in the Address Book	255
Setting up a Group for Broadcasting	256
Editing Member information	257
Deleting a Member or Group	257
Exporting the Address Book	257
Importing to the Address Book	259
Setting up a Cover Page	260
You can enter information in each field	261
Sending a file as a PC-FAX using the Facsimile style	262
Redial	263
Sending a file as a PC-FAX using the Simple style	263
20 Using the PhotoCapture Center™ from your PC	265
Introduction	265
Using ArcSoft® PhotoPrinter® 4	267
Overview of basic steps	267
21 Using your MFC with a Macintosh®	269
Setting up your USB-equipped Apple® Macintosh® G3, G4 or iMac™ or iBook™ with Mac OS 8.6-9.2 or M...	269
Using the Brother printer driver with your Apple® Macintosh® (OS 8.6-9.2)	270
Using the Brother Printer Driver with Your Apple® Macintosh® (OS X 10.1/10.2.1 or greater)	272
Choosing page setup options	272
Printing a document	272
Choosing printing options	273
Sending a fax from your Macintosh® application	274
Setting up your Address Book	276
Adding a new Member	276
Adding a new Group	277
Using the Brother TWAIN scanner driver with your Macintosh® (For Mac OS 8.6-9.2 and OS X 10.2.1 o...	279
Accessing the scanner	279
Scanning an image into your Macintosh®	280
Scanning a whole page	280
PreScanning an image	281
Settings in the Scanner window	282
Image	282
Scanning Area	284
Business Card Size	284
Adjusting the Image	285
Color Sync Dialog	286
Scanner Profile	287
MFC Remote Setup (Mac OS 10.1/10.2.1 or greater)	288
Using the PhotoCapture Center™ from a Macintosh®	289
Using ArcSoft® PhotoPrinter® 4	290
Overview of basic steps	290
22 Important information	292
Standard telephone and FCC Notices	292
These notices are in effect on models sold and used in the United States only.	292
Federal Communications Commission (FCC) Declaration of Conformity (USA only)	294
Important	295
Industry Canada Compliance Statement (Canada only)	295
Important safety instructions	296
Trademarks	298
23 Troubleshooting and routine maintenance	299
Troubleshooting	299
Error Messages	299
Printer Jam or Paper Jam	301
If you are having difficulty with your MFC	304
How to improve print quality	307
Cleaning the print head	307
Print Quality Check	307
Checking the ink volume	311
Packing and shipping the MFC	312
Routine maintenance	315
Cleaning the scanner	315
Replacing the ink cartridges	316
Glossary	319
Specifications	324
Product description	324
General	324
Print media	325
Copy	325
Photo Capture Center	325
Fax	326
Scanner	327
Printer	327
Interface	327
Computer Requirements	328
Consumable Items	328
Index	329
Remote Retrieval Access Card	334

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Erase All Messages

Press

9 3

. If you hear three beeps, all messages

have not yet been played, and the system will not

erase them.

Play/Record Outgoing Message

Press

9 4

then to

Play Message Center OGM

, press

1 1

Play FAX/TEL OGM,

press

1 2

Record new Message Center OGM

press

2 1

, then speak after the beep.

Press

to stop.

Record new FAX/TEL OGM,

press

2 2

and then speak after the beep.

Press

to stop.

Changing Remote Access

Code

"When you are at the machine:"

Press

Menu/Set

Enter a three-digit number from 000 to

999. The

cannot be changed.

Press

Menu/Set

Press

Stop/Exit

Remote Commands

Listen to Voice Messages

Press

9 1

then to

Repeat a message,

press

Skip to next messages,

press

Stop playing the messages,

press

Change Paging/Fax Forwarding Setting

Press

9 5

then to

Turn feature OFF,

press

Enter Fax Forwarding Number,

press

Enter Paging Number,

press

Program Fax Forward Number,

press

. Enter the new number of

the remote fax machine where you

want your fax messages forwarded

followed by

# #

Turn Fax Storage ON,

press

Turn Fax Storage OFF,

press

Retrieve a Fax

Press

9 6

then to

Retrieve all faxes,

press

, then

enter the number of the remote fax

machine followed by

# #

. After

the beep, hang up and wait.

Erase all fax messages,

press