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Brother International MFC 9420CN Users Manual - English - Page 85

Printing reports, Fax reports, Transmission Verification Report, Fax Journal (Activity report)

UPC - 012502614074

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9 Printing reports Fax reports Fax reports (Transmission Verification and Fax Journal) can be printed automatically and manually. Transmission Verification Report You can use the Transmission Verification Report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (OK). If you select On or On+Image, the report will print for every fax you send. If you send a lot of faxes to the same place, you may need more than the job numbers to know which faxes you must send again. Selecting On+Image or Off+Image will print a section of the fax's first page on the report to help you remember. Note When the Transmission Verification Report is turned Off or Off+Image, the Report will only print if there is a transmission error, with NG in the RESULT column. 1 Press Menu/Set, 2, 4, 1. Report Setting 1.Transmission 2 Press ▲ or ▼ to select On, On+Image, Off or Off+Image. Press Menu/Set. 3 Press Stop/Exit. 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 to Off, you can print the report by following the steps on Additional reports. The default setting is Every 50 Faxes. 1 Press Menu/Set, 2, 4, 2. Report Setting 2.Journal Period 2 Press ▲ or ▼ to choose an interval. Press Menu/Set. (If you choose 7 days, the LCD will ask you to choose a day on which to begin the 7-day countdown.) 3 Enter the time to begin printing in 24-hour format. Press Menu/Set. (For example: enter 19:45 for 7:45 PM.) 4 Press Stop/Exit. Note ■ If you select 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 selected 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 without erasing the jobs from memory. ■ If you select Every 50 Faxes, the machine will print the Journal when the machine has stored 50 jobs. 9 - 1

Section	Page
USER’S GUIDE MFC-9420CN	1
Brother numbers	3
Register your product	3
FAQs (Frequently asked questions)	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
Quick Reference Guide	9
Sending Faxes	9
Storing numbers	9
Dialing operations	9
Making copies	10
Table of Contents	11
Section I General	17
1 General Information	18
Using this Guide	18
Finding information	18
Symbols used in this Guide	18
How to access the complete User’s Guide	19
To view Documentation (For Windows®)	19
How to find Scanning instructions	19
To view Documentation (For Macintosh®)	20
How to find Scanning instructions	20
Control panel overview	21
About fax machines	23
Custom features	23
Do you have Voice Mail on the phone line?	23
Why should there be problems?	23
How can you avoid possible problems?	23
Fax tones and handshake	24
ECM (Error Correction Mode)	24
2 Loading paper and documents	25
Acceptable paper and other media	25
Recommended paper	25
Type and size of paper	25
Standard paper tray	25
Optional lower tray (LT-27CL)	25
Paper capacity of the paper trays	26
Recommended paper specifications	26
Handling and using special paper	27
Envelopes	28
Labels and transparencies	30
Printable area	31
Portrait	31
Landscape	31
Loading paper and envelopes	32
To load paper or other media in the paper tray	32
Loading documents	34
Using the ADF (automatic document feeder)	34
Using the scanner glass	35
3 Setup	36
Date and Time	36
Automatic Daylight Savings Time	36
Station ID	37
LCD Contrast	38
Phone line settings	38
Tone and Pulse dialing mode	38
Roll over phone lines	38
Two-line phone system	38
Converting telephone wall outlets	39
Installing machine, external two-line TAD and two-line telephone	39
Multi-line connections (PBX)	40
If you are installing the machine to work with a PBX	40
Connecting an external or extension telephone	40
Connecting an external telephone answering device (TAD)	40
Sequence	40
Connections	41
Recording outgoing message (OGM) on an external TAD	42
Ecology features	42
Toner Save	42
Sleep Time	43
Mode Timer	43
Paper settings	44
Paper Type	44
Paper Size	44
Volume Settings	45
Ring Volume	45
Beeper Volume	45
Speaker Volume	45
4 Security features	46
Setting Lock	46
Setting up the password	46
Changing the Setting Lock password	47
Turning Setting Lock on	47
Turning Setting Lock off	47
Memory Security	48
Setting up the password	48
Changing the Memory Security password	49
Turning Memory Security on	49
Turning Memory Security off	49
Section II Fax & Telephone	50
5 Sending a fax	51
How to Fax	51
Entering Fax mode	51
Sending a fax from the ADF	51
Sending a fax from the scanner glass	51
Color fax transmission	52
Canceling a fax in progress	52
Dual Access (Black & White only)	52
Sending a fax manually	53
Manual transmission	53
Sending a fax at the end of a conversation	53
Out of Memory message	53
Broadcasting (Black & White only)	54
To stop a broadcast in progress	54
Additional Sending Operations	55
Sending faxes using multiple settings	55
Contrast	55
Changing fax Resolution	55
Real Time Transmission	56
Sending in real time for all faxes	56
Sending in real time for the next fax only	57
Overseas Mode	57
Delayed Faxing (Black & White only)	58
Delayed Batch Transmission (Black & White only)	58
Checking job status and canceling a waiting job	59
Composing the electronic Cover Page (Black & White only)	59
Composing your own comments	60
Cover page for the next fax only	60
Send a cover page for all faxes	60
Using a printed cover page	61
6 Receiving a fax	62
Receive Mode	62
To select or change your Receive Mode	63
Fax Receive Settings	63
Ring Delay	63
F/T Ring Time (Fax/Tel mode only)	64
Tray Use for Fax mode	64
Printing a reduced incoming fax (Auto Reduction)	65
Receiving a fax at the end of a conversation	65
Changing the remote codes	66
Easy Receive	66
Printing a fax from the memory	67
Setting the Print Density	67
Operation from extension telephones	67
Using a cordless external handset	67
For Fax/Tel mode only	68
Using the remote codes	68
7 Dialing and phone options	69
How to dial	69
Manual dialing	69
One-Touch Dialing	69
Speed-Dialing	69
Search	70
Fax Redial	70
Storing numbers	71
Storing a Pause	71
Storing One-Touch Dial numbers	71
Storing Speed-Dial numbers	72
Changing One-Touch and Speed-Dial numbers	72
Setting up Groups for Broadcasting	73
Access codes and credit card numbers	74
Tone or Pulse	74
Phone line services	74
Distinctive Ring	74
What does your telephone company’s ‘Distinctive Ring’ do?	74
What does Brother’s ‘Distinctive Ring’ do?	75
Do you have Voice Mail?	75
Before you choose the ring pattern to register	75
Registering the Distinctive Ring pattern	76
Turning off Distinctive Ring	76
Caller ID	76
Viewing Caller ID List	77
Printing Caller ID List	77
8 Remote Fax Options (Black & White only)	78
Fax Forwarding	78
Programming your pager number	79
Fax Storage	79
PC Fax Receive	80
Changing Remote Fax Options	81
Turning off Remote Fax Options	81
Remote Retrieval	82
Setting the Remote Access Code	82
Using your Remote Access Code	82
Remote commands	83
Retrieving fax messages	84
Changing the Fax Forwarding number	84
9 Printing reports	85
Fax reports	85
Transmission Verification Report	85
Fax Journal (Activity report)	85
Additional reports	86
How to print a report	86
10 Polling	87
Polling Operation	87
Polling Receive	87
Set up to receive polling	87
Sequential Polling	87
To stop a sequential polling in progress	87
Polled Transmit	88
Setup for Polled Transmit (Black & White only)	88
Section III Copy	89
11 Making copies	90
How to copy	90
Entering Copy mode	90
Printable Area	90
Making a single copy	90
Making multiple copies	91
Tray Use for Copy mode	91
Cancel copying	91
Copy options	92
Increasing copy quality	92
Enlarging or reducing the image copied	93
Making N in 1 copies or a poster (page layout)	94
Sorting copies using the ADF	96
Adjusting Brightness, Contrast and Color	96
Brightness	96
Contrast	97
Color saturation	97
Out of Memory message	98
Legal limitations	98
Section IV Software and Network Features	99
Section V Appendixes	100
A Important information	101
Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only.	101
Federal Communications Commission (FCC) Declaration of Conformity (USA only)	102
Important	102
Important - about the interface cable	102
Industry Canada Compliance Statement (Canada only)	103
For your safety	103
Disconnect device	103
LAN connection	103
Laser safety	103
FDA regulations	104
Important safety instructions	104
Choosing a location	106
To use the machine safely	107
Trademarks	110
B Menu and Features	111
On-screen programming	111
Menu table	111
Memory storage	111
Menu keys	112
Menu Table	113
Copy options key	124
Entering Text	125
Inserting spaces	125
Making corrections	125
Repeating letters	125
Special characters and symbols	125
C Troubleshooting and routine maintenance	126
Troubleshooting	126
Error messages	126
Checking if the machine has faxes in its memory	130
Forwarding faxes to another fax machine	130
Transferring faxes to your PC	130
Document jams	131
Document is jammed in the top of the ADF unit	131
Document is jammed under the document cover	131
Document is jammed at the output tray	131
Paper jams	132
Paper Jam A1 / Paper Jam A2	133
Paper Jam B	134
Paper Jam C	135
If you are having difficulty with your machine	136
Improving the print quality	141
Setting Dial Tone Detection	145
Compatibility	145
Routine maintenance	145
Cleaning the outside of the machine	146
Clean the outside of the machine as follows:	146
Cleaning the scanner glass	147
Cleaning to prevent paper jams	147
Cleaning the laser glass	149
Replacing the consumable items	151
Toner cartridges	153
Toner nearly empty message	153
Toner empty message	154
Replacing a toner cartridge	154
How to replace a toner cartridge	155
Waste toner pack	156
Waste toner pack full message	156
Replacing the waste toner pack	157
OPC belt cartridge	158
Replace OPC belt cartridge message	158
Replacing the OPC belt cartridge (OP-4CL)	158
Reset the OPC belt life counter	159
Fusing unit	160
Replace fusing unit message	160
Replacing the fusing unit	160
Reset the Fusing Unit life counter	162
Replacing the transfer belt cleaner	162
Replacing the transfer roller	164
Machine Information	165
Checking the Serial Numbers	165
Checking the Page Counters	165
Checking remaining life of parts	165
Packing and shipping the machine	166
D Optional accessories	169
Optional accessories	169
Lower tray unit (LT-27CL)	169
How to install the lower tray unit	169
Putting paper in the lower tray unit	171
SO-DIMM (Memory)	171
Installing additional memory	172
E Specifications	174
Product description	174
General	174
Print media	175
Fax	176
Copier	177
Scanner	178
Printer	179
Interfaces	179
Computer requirements	180
Consumable items	181
Replacement Parts	181
Network (LAN)	182
F Glossary	183
Index	187
Remote Retrieval Access Card	192

Match case Limit results 1 per page

9 - 1

Fax reports

Fax reports (Transmission Verification and

Fax Journal) can be printed automatically and

manually.

Transmission Verification

Report

You can use the Transmission Verification

Report as proof that you sent a fax. This

report lists the time and date of transmission

and whether the transmission was successful

(OK). If you select

On+Image

, the

report will print for every fax you send.

If you send a lot of faxes to the same place,

you may need more than the job numbers to

know which faxes you must send again.

Selecting

On+Image

Off+Image

will print

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

to help you remember.

Note

When the Transmission Verification Report is

turned

Off

Off+Image

, the Report will

only print if there is a transmission error, with

NG in the RESULT column.

Press

Menu/Set

Press

▲

▼

to select

On+Image

Off

Off+Image

Press

Menu/Set

Press

Stop/Exit

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 to

Off

, you can print the report by following the

steps on Additional reports.

The default setting is

Every 50 Faxes

Press

Menu/Set

Press

▲

▼

to choose an interval.

Press

Menu/Set

(If you choose 7 days, the LCD will ask

you to choose a day on which to begin

the 7-day countdown.)

Enter the time to begin printing in

24-hour format.

Press

Menu/Set

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

Press

Stop/Exit

Note

■

If you select 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 selected 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 without erasing the jobs from

memory.

■

If you select

Every 50 Faxes

, the

machine will print the Journal when the

machine has stored 50 jobs.

Printing reports

Report Setting

1.Transmission

Report Setting

2.Journal Period