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Brother International MFC-8820D Users Manual - English - Page 337

Scan to OCR, Control Center SmartUI.

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Scan to OCR When you select Scan to OCR your original will be scanned and sent directly to the PC you designated on your network. The Brother SmartUI will activate ScanSoft® TextBridge® and convert your original into text for viewing and editing from a word processing application on the designated PC. You can change the Scan configuration. (For Windows® 98/Me/2000: See Scan to OCR (Word Processor) on page 14-12 to 14-13.) (For Windows® XP: See Hardware Section: Changing the Scan to button configuration on page 15-5 to 15-11.) For Network Scanning the Brother Control Center (SmartUI) selections are used only for configuring the Scan button. You will not be able to initiate a network scan from the Brother Control Center (SmartUI). 1 Place the original face up in the ADF, or face down on the scanner glass. 2 Press (Scan). 3 Press or to select Scan to OCR. Press Set. 4 Press or to select a destination you want to send. ▲ Scan to E-mail Scan to Image Scan to OCR ▼ Scan to File Select ▲▼ & Set Press Set. If the LCD prompts you to enter a PIN Number, enter the 4-digit PIN Number for the destination PC on the control panel. Press Set. The MFC will start the scanning process. NETWORK SCANNING (WINDOWS® 98/98SE/ME/2000 PROFESSIONAL AND XP ONLY) 19 - 7

Section	Page
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	11
Quick Reference Guide	12
Sending faxes	12
Receiving faxes	12
Storing numbers	12
Dialing operations	13
Making copies	13
Table of contents	14
1 Introduction	27
Using this Guide	27
Finding information	27
Symbols used in this Guide	27
Fax Test Sheet and Product Registration (USA only)	28
On-Line Registration (USA and Canada)	28
MFC part names and operations	29
Control panel overview	32
Status LED indications	37
About fax machines	39
Custom features	39
Do you have Voice Mail on the phone line?	39
Why should there be problems?	39
How can you avoid possible problems?	39
Fax tones and handshake	40
ECM (Error Correction Mode)	41
Connecting the MFC	41
Connecting an external telephone	41
Connecting an external telephone answering device (TAD)	42
Sequence	42
Connections	44
Recording outgoing message (OGM) on an external TAD	44
Special line considerations	45
Roll-over phone lines	45
Two-line phone system	45
Converting telephone wall outlets	46
Installing MFC, external two-line tad and two-line telephone	47
Multi-line connections (PBX)	48
If you are installing the MFC to work with a PBX	48
Custom features on your phone line	48
2 Paper	49
About paper	49
Type and size of paper	49
Recommended paper	49
Choosing acceptable paper	50
Paper capacity of the paper trays	51
Paper specifications for each paper tray	52
How to load paper	53
To load paper or other media in the paper tray	53
To load paper or other media in the manual feed tray (For MFC-8420)	55
To load paper or other media in the multi-purpose tray (MP tray) (For MFC-8820D and MFC-8820DN)	56
To use Automatic Duplexing for fax, copy and print operations (For MFC-8820D and MFC-8820DN)	58
3 On-screen programming	59
User-friendly programming	59
Menu table	59
Memory Storage	59
Navigation keys	60
4 Getting started	74
Initial Setup	74
Setting the Date and Time	74
Setting the Station ID	75
Entering text	76
Inserting spaces	76
Making corrections	76
Repeating letters	76
Special characters and symbols	77
Setting Tone and Pulse dialing mode (For Canada only)	77
General Setup	78
Setting the Mode Timer	78
Setting the Paper Type	78
Setting the Paper Size	79
Setting the Ring Volume	81
Setting the Beeper Volume	81
Setting the Speaker Volume	82
Turning on Automatic Daylight Savings Time	82
Toner Save	82
Sleep Time	83
Turning off the Scanner Lamp	83
Setting the Tray Use for Copy mode	84
Setting the Tray Use for Fax mode	85
Setting the LCD Contrast	85
5 Setup Receive	86
Basic receiving operations	86
Choosing the Receive Mode	86
To select or change your Receive Mode	87
Setting the Ring Delay	87
Setting the F/T Ring Time (Fax/Tel mode only)	88
Easy Receive	89
Printing a reduced incoming fax (Auto Reduction)	90
Printing a fax from the memory	90
Setting the Print Density	91
Advanced receiving operations	92
Operation from extension telephones	92
For FAX/TEL mode only	92
Using a cordless external handset	93
Changing the remote codes	93
Polling	94
Setting up Polling Receive	94
Setting up Sequential Polling Receive	95
Setting Duplex printing for Fax mode (For MFC-8820D and MFC-8820DN)	95
Telephone services	96
Distinctive Ring	96
What does your telephone company’s ‘Distinctive Ring’ do?	96
What does Brother’s ‘Distinctive Ring’ do?	96
Do you have Voice Mail?	97
Before you choose the ring pattern to register	97
Registering the Distinctive Ring pattern	98
Turning off the Distinctive Ring	98
Caller ID	99
Viewing Caller ID List	100
Clearing a Caller ID stored in the memory	100
Printing Caller ID List	100
6 Setup Send	101
How to Fax	101
Enter Fax mode	101
Faxing from the automatic document feeder (ADF)	101
Faxing from the ADF	102
Faxing from the scanner glass	103
Faxing legal size originals from the scanner glass	104
Out of Memory message	104
Manual transmission	104
Automatic transmission	105
This is the easiest way to send a fax.	105
Sending a fax at the end of a conversation	105
Basic sending operations	106
Sending faxes using multiple settings	106
Contrast	106
Fax Resolution	107
Manual and automatic fax Redial	108
Dual Access	109
Real Time Transmission	110
Checking job status	111
Canceling a job while scanning the original	111
Canceling a scheduled job	111
Advanced sending operations	112
Composing the electronic Cover Page	112
Composing your own comments	113
Cover page for the next fax only	114
Send a cover page for all faxes	115
Using a printed cover page	115
Broadcasting	116
Overseas Mode	118
Delayed Fax	119
Delayed Batch Transmission	120
Setting up Polled Transmission	121
Memory Security	122
Setting up the password	122
Turning Memory Security on	123
Turning Memory Security off	123
7 Auto Dial numbers and dialing options	124
Storing numbers for easy dialing	124
Storing One-Touch Dial numbers	124
Storing Speed-Dial numbers	125
Changing One-Touch and Speed-Dial numbers	126
Setting up Groups for Broadcasting	127
Dialing options	128
Search	128
One-Touch Dialing	128
Speed-Dialing	129
Manual dialing	129
Using an external telephone	129
Access codes and credit card numbers	130
Pause	131
Tone or Pulse (Canada only)	131
8 Remote Fax Options	132
Fax Forwarding/Paging	132
Programming a Fax Forwarding number	132
Programming your pager number	133
Setting Fax Storage	134
Setting your Remote Access Code	135
Remote Retrieval	136
Using your Remote Access Code	136
Remote commands	137
Retrieving fax messages	138
Changing your Fax Forwarding number	138
9 Printing reports	139
MFC settings and activity	139
Customizing the Transmission Verification Report	139
Setting the Fax Activity Report Interval	140
Printing reports	141
To print a report	141
10 Making copies	142
Using the MFC as a copier	142
Enter Copy mode	142
Temporary copy settings	143
Making a single copy from the ADF	144
Making multiple copies from the ADF	144
Single or multiple copies using the scanner glass	145
Out of Memory message	146
Using the copy keys (Temporary settings)	147
Enlarge/Reduce	148
Quality (type of original)	149
Sorting copies using the ADF	150
Contrast	150
Tray Select	151
Duplex/N in 1	152
Duplex/N in 1 copy	153
N in 1 copy	153
Poster	154
Duplex (1 in 1) (For MFC-8820D and MFC-8820DN)	154
Duplex (2 in 1) and Duplex (4 in 1) (For MFC-8820D and MFC-8820DN)	156
Changing the default copy settings	157
Quality	157
Contrast	157
11 Using the MFC as a printer	158
Using the Brother MFC-8420, MFC-8820D or MFC-8820DN printer driver	158
How to print your document	159
Simultaneous printing and faxing	160
Two-sided printing (Duplex Printing)	160
Automatic Duplex Printing (For MFC-8820D and MFC-8820DN)	160
Manual Duplex Printing	161
Face-down output tray	161
Printing on plain paper	162
The manual feed tray (For MFC-8420)	162
The MP tray (For MFC-8820D and MFC-8820DN)	163
Printing on thicker paper and card stock	164
The manual feed tray (For MFC-8420)	164
The multi-purpose tray (MP tray) (For MFC-8820D and MFC-8820DN)	166
Printing on envelopes	168
Printer operation keys	173
Job Cancel	173
Secure key	173
Setting the Emulation Selection	174
Printing the Internal Font List	175
Printing the Print Configuration List	175
Restoring factory default settings	175
12 Printer driver settings	176
Printer driver settings	176
How to access the printer driver settings	176
Features in the Brother Native Driver	177
Basic tab	177
Paper Size	178
Multiple Page	178
Orientation	178
Copies	179
Media Type	179
Advanced tab	180
Print Quality	180
Duplex Printing	182
Watermark	183
Page Setting	185
Device Options	186
Secure Print	186
Accessories tab	190
Support tab	191
Features in the PS printer driver (For Windows®)	192
Ports tab	192
Device Settings tab	193
Layout tab	194
Booklet (For MFC-8820D and MFC-8820DN) (For Windows® 2000/XP)	194
Paper / Quality tab	195
Advanced Options	196
13 How to scan using Windows®	197
Scanning a document	197
TWAIN compliant	197
How to access the Scanner	198
Scanning a document into the PC	199
Scanning a whole page	199
PreScanning to crop a portion you want to scan	200
Settings in the Scanner window	202
Image Type	202
Resolution	202
Scan Type	203
Brightness	203
Contrast	203
Document Size	204
Scanning a document (For Windows® XP only)	206
WIA compliant	206
How to access the scanner	206
Scanning a document into the PC	207
Scanning a document using the ADF	207
PreScanning to crop a portion you want to scan using the scanner glass	209
Brother Scanner Utility	211
Using the scan key (For USB or Parallel interface cable users)	212
Scan to E-mail	213
Scan to Image	213
Scan to OCR	214
Scan to File	214
Using ScanSoft® PaperPort® and TextBridge® OCR	215
Viewing items	216
Organizing your items in folders	217
Quick links to other applications	217
ScanSoft® TextBridge® OCR lets you convert image text into text you can edit	218
You can Import items from other applications	218
You can Export items in other formats	219
Exporting an image file	219
How to Uninstall PaperPort® and ScanSoft® TextBridge®	220
14 Using the Brother Control Center for Windows® 95/98/98SE/Me/2000 Professional and Windows NT® WS 4.0	221
Brother MFL-Pro Control Center	221
AutoLoad the Brother Control Center	222
How to turn off AutoLoad	222
Brother Control Center features	223
Auto Configuration	223
Scan key operations	224
Copy operations	224
PC-Fax operation	224
Scanner settings for Scan, Copy and PC-Fax buttons	225
Global settings	225
Setting up the scanner configurations	226
Perform an operation from the Control Center screen	227
Scan to File	228
To access Scan to File Configurations screen	228
Scanner settings	228
Destination folder	229
Scan to E-mail	230
To access Scan to E-mail Configurations screen	230
Scanner settings	230
E-mail application	231
Send to Options	231
Scan to OCR (Word Processor)	232
To access Scan to OCR Configurations screen	232
Scanner settings	232
Word Processor	233
Scan to Image	234
To access Scan to Image Configurations screen	234
Scanner Settings	234
Target Application	234
Copy	235
To access the Copy Configurations screen	235
Scanner settings	235
Number of copies	235
Send a fax	236
To access the Send a fax Configurations screen	236
Scanner settings	236
PC-FAX Settings	237
15 Using the Windows®-Based Brother SmartUI Control Center	238
Brother SmartUI Control Center	238
AutoLoad the Brother Control Center	239
How to turn off Auto Load	239
Brother Control Center features	240
Auto Configuration	241
Hardware Section: Changing the Scan to button configuration	242
Scan to E-mail	243
Scan to File	244
Scan to Image	245
Scan to OCR	247
Software Section	249
Scan	250
Copy	250
Fax	251
Custom	251
Scan to File	252
Scan to E-mail	254
File attachments	256
Scanner settings	257
Scan to OCR (Word Processing program)	258
Scan to Graphics application (example: Microsoft Paint)	260
Copy	262
Fax setting (PC-Fax using the Brother Fax Driver)	264
FAX settings	265
Custom: User-defined buttons	267
Customizing a user-defined button	267
1. Select the Scan Action	267
2. Select Configuration for the Scan Type.	268
3. Select Scan Settings.	272
16 Using MFC Remote Setup	273
MFC Remote Setup	273
17 Using Brother PC-FAX software	275
PC-FAX sending	275
Setting up user information	276
Sending setup	277
Outside line access	278
Include header	278
Address Book file	278
User interface	279
Simple style	279
Facsimile style	279
Speed-Dial setup	280
The Address Book	281
Setting up a Member in the Address Book	282
Setting up a Group for Broadcasting	283
Editing Member information	284
Deleting a Member or Group	284
Exporting the Address Book	284
Importing to the Address Book	286
Setting up a Cover Page	287
You can enter information in each field	288
Sending a file as a PC-FAX using the Facsimile style	289
Redial	290
Sending a file as a PC-FAX using the Simple style	290
Setting up PC-FAX receiving (Windows® 95/98/98SE/Me/2000 Professional and Windows NT® WS 4.0 only)	292
Running PC-FAX Receiving	292
Setting up your PC	292
Viewing new PC-FAX messages	293
Receiving a fax into the PC (Windows® XP only)	294
How to receive a fax automatically	294
How to view the received faxes	299
18 Using your MFC with a Macintosh®	300
Setting up your USB-equipped Apple® Macintosh®	300
Using the Brother printer driver with your Apple® Macintosh® (Mac OS® 8.6-9.2)	301
Using the Brother Printer Driver with Your Apple® Macintosh® (Mac OS® X)	304
Choosing page setup options	304
Specific settings	305
Using the PS driver with your Apple® Macintosh®	307
For Mac OS® 8.6 to 9.2 users	307
For Mac OS® X users	311
Sending a fax from your Macintosh® application	314
For Mac OS® 8.6-9.2 users	314
˘For Mac OS® X users	316
Drag a vCard from the Mac OS® X Address Book application	318
Using the Brother TWAIN scanner driver with your Macintosh®	320
Accessing the scanner	320
˘˘Scanning an image into your Macintosh®	321
Scanning a whole page	321
PreScanning an image	322
Settings in the Scanner window	323
Image	323
Scanning Area	325
Business Card Size	325
Adjusting the Image	326
Using Presto!® PageManager®	327
Highlights	327
System requirements	328
Technical Support	328
MFC Remote Setup (Mac OS® X)	329
19 Network Scanning (Windows® 98/98SE/Me/2000 Professional and XP only)	331
Registering your PC with the MFC	331
Using the Scan key	334
Scan to E-mail (PC)	334
Scan to E-mail (E-mail server)	335
Scan to Image	336
Scan to OCR	337
Scan to File	338
20 Brother Network PC-FAX software	339
Enable Network PC-FAX	339
Sending setup	339
Extra options in Address Book	341
Installing Network PC-FAX	342
Windows® 95/98/98SE and Me users	342
Using the Brother Network PC-FAX software	343
Quick Tips:	343
Sending a Network PC-FAX from your Macintosh® application	344
For Mac OS 8.6-9.2 users	344
For Mac OS X users	344
21 Important information	345
Standard telephone and FCC Notices These notices are in effect on models sold and used only in th...	345
Federal Communications Commission (FCC) Declaration of Conformity (USA only)	347
Important	348
Important – about the interface cable	348
Industry Canada Compliance Statement (Canada only)	348
International ENERGY STAR® Compliance Statement	348
Laser safety	348
FDA regulations	349
Important safety instructions	350
Trademarks	352
22 Troubleshooting and routine maintenance	353
Troubleshooting	353
Error messages	353
Original jams	356
Original is jammed in the top of the ADF unit.	356
Original is jammed inside the ADF unit.	357
Paper jams	358
Paper is jammed in the duplex tray (For MFC-8820D and MFC-8820DN)	363
If you are having difficulty with your MFC	365
Improving the print quality	370
Packing and shipping the MFC	374
Routine maintenance	377
Cleaning the scanner	377
Cleaning the printer	378
Cleaning the drum unit	379
Replacing the toner cartridge	380
How to replace the toner cartridge	381
Replacing the drum unit	386
Checking the drum life	389
Page Counter	389
23 Optional accessories	390
Memory board	390
Installing the optional memory board	391
Network (LAN) board	393
Before starting installation	394
Step 1: Hardware installation	394
Step 2: Connecting the NC-9100h to an Unshielded Twisted Pair 10BASE-T or 100BASE-TX Ethernet Net...	397
LED	397
TEST SWITCH	398
Paper Tray #2	398
Glossary	399
Specifications	405
Product description	405
General	405
Print media	406
Copy	406
Fax	407
Scanner	408
Printer	409
Interfaces	409
Computer requirements	410
Consumable items	411
Network (LAN) board (NC-9100h)	412
Index	413