Brother FAX-1840CN User manual

FAX-1840C
FAX-1940CN
MFC-3240C
MFC-3340CN
USER’S GUIDE
Version A

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: FAX-1840C, FAX-1940CN, MFC-3240C and
MFC-3340CN
(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.
Register your product on-line at
By registering your product with Brother, you will be recorded
as the original owner of the product.
http://www.brother.com/registration
©1996-2004 Brother Industries, Ltd.

i
THIS EQUIPMENT IS DESIGNED TO WORK WITH A TWO WIRE ANALOGUE PSTN LINE
FITTED WITH THE APPROPRIATE CONNECTOR.
APPROVAL INFORMATION
Brother advises that this product may not function correctly in a
country other than where it was originally purchased, and does not
offer any warranty in the event that this product is used on public
telecommunication lines in another country.
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.

ii

iii
Safety precautions
To use the machine safely
Please refer to these instructions for later reference and before
attempting any maintenance.
WARNING
There are high voltage
electrodes inside the machine.
Before you clean the machine,
make sure you have
unplugged the telephone line
cord first and then the power
cord from the electrical socket.
Do not handle the plug with wet
hands. Doing this might cause
an electrical shock.
To prevent injuries, be careful
not to touch the area shaded in
the illustration.
When you move the machine,
grasp the side handholds as
shown in the illustration.
When you move the machine,
place a hand at each side of the
unit so you are supporting the
base when you lift it. (See the
illustration on the right.)

iv
■Use caution when installing or modifying telephone lines. Never
touch telephone wires or terminals that are not insulated unless
the telephone line has been disconnected at the wall socket.
Never install telephone wiring during a lightning storm. Never
install a telephone wall socket in a wet location.
■This product must be installed near an electrical socket that is
easily accessible. In case of emergencies, you must disconnect
the power cord from the electrical socket in order to shut off
power completely.
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 persons, including the
following:
1. Do not use this product near water, for example, near a
bath tub, wash bowl, kitchen sink or washing machine, 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.
SAVE THESE INSTRUCTIONS

v
Choosing a location
Place your machine on a flat, stable surface that is free of vibration
and shocks, such as a desk. Put the machine near a telephone
socket and a standard, grounded electrical socket. Choose a
location where the temperature remains between 10°-35°C.
Caution
■Avoid placing your machine in a high-traffic area.
■Avoid placing your machine on the carpet.
■Do not place near heaters, air conditioners, water, chemicals, or
refrigerators.
■Do not expose the machine to direct sunlight, excessive heat,
moisture, or dust.
■Do not connect your machine to electrical sockets 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 electrical sockets 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 cordless phones.

vi
Quick Reference Guide
Sending faxes
Automatic Transmission
1
If it is not illuminated in
green, press (Fax).
2
Load your document.
3
Enter the fax number using
One-Touch, Speed-Dial,
Search or the dial pad.
4
Press Mono Start or
Colour Start.
Storing numbers
Storing One-Touch Dial
numbers
1
Press Menu/Set, 2, 3, 1.
2
Press the One-Touch key
where you want to store the
number.
3
Enter a number (up to 20
digits), and then press
Menu/Set.
4
Enter a name up to 15
characters (or leave it
blank), and then press
Menu/Set.
5
Press Stop/Exit.
Storing Speed-Dial numbers
1
Press Menu/Set, 2, 3, 2.
2
Using the dial pad, enter a
two-digit Speed-Dial
location number, and then
press Menu/Set.
3
Enter a number (up to 20
digits), and then press
Menu/Set.
4
Enter a name up to 15
characters (or leave it
blank), and then press
Menu/Set.
5
Press Stop/Exit.
To access a One-Touch
number that is shown in a
black square on the control
panel, hold down Shift as
you press the One-Touch
key.

vii
Dialling operations
One-Touch Dialling/
Speed-Dialling
1
If it is not illuminated in
green, press (Fax).
2
Load your document.
3
Press the One-Touch key of
the number you want to call.
—OR—
Press Search/Speed
Dial, press #, and then
press the two-digit
Speed-Dial number.
4
Press Mono Start or
Colour Start.
Using Search
1
If it is not illuminated in
green, press (Fax).
2
Load your document.
3
Press Search/Speed
Dial, and then enter the first
letter of the name you’re
looking for.
4
Press or to search the
memory.
5
Press Mono Start or
Colour Start.
Making copies
1
Press (Copy) to
illuminate it in green.
2
Load your document.
3
Press Mono Start or
Colour Start.
To dial a One-Touch
number that is shown in a
black square on the control
panel, hold down Shift as
you press the One-Touch
key.
▲
▲

viii
Table of Contents
1
Introduction .......................................................................... 1-1
Using this Guide ............................................................... 1-1
Finding information.....................................................1-1
Symbols used in this Guide........................................1-1
Control panel overview ..................................................... 1-2
Turning the machine to Power Save condition........... 1-6
Power Save Setting.................................................... 1-7
Load documents ............................................................... 1-8
Using the automatic document feeder (ADF) ............. 1-8
Recommended environment .................................. 1-8
About paper .................................................................... 1-10
Recommended Paper............................................... 1-10
Handling and using special paper ............................ 1-11
Paper type and size for each operation................ 1-12
Paper weight, thickness and capacity .................. 1-13
Paper capacity of the output paper tray ............... 1-13
Printable area ....................................................... 1-14
How to load paper, envelopes and post cards ......... 1-15
To load paper or other media ...............................1-15
To load envelopes ................................................ 1-17
To load post cards................................................1-18
About fax machines ........................................................ 1-19
Custom features ....................................................... 1-19
Do you have BT’s Call Minder on
the phone line?................................................. 1-19
Why should there be problems?........................... 1-19
How can you avoid possible problems? ............... 1-19
Fax tones and handshake ........................................ 1-20
ECM (Error Correction Mode)...................................1-21
2
Getting started ..................................................................... 2-1
Initial Setup.......................................................................2-1
Setting the Date and Time.......................................... 2-1
Setting Tone or Pulse dialling mode
(Except for the Nordic Countries) ...........................2-1
Setting the Station ID..................................................2-2
Setting the Phone Line Type ...................................... 2-3
PABX and TRANSFER .......................................... 2-3
General Setup ..................................................................2-4
Setting the Mode Timer
(MFC-3240C and MFC-3340CN only).................... 2-4

ix
Setting the Mode Timer
(FAX-1835C, FAX-1840C and FAX-1940CN only)...2-5
Setting the Paper Type...............................................2-6
Setting the Paper Size................................................2-6
Setting the Ring Volume.............................................2-7
Setting the Beeper Volume.........................................2-7
Setting the Speaker Volume.......................................2-8
Turning on Automatic Daylight Savings Time.............2-9
Setting the LCD Contrast............................................2-9
3
Setup Send ........................................................................... 3-1
How to enter Fax mode ....................................................3-1
How to dial........................................................................3-1
Manual dialling............................................................3-1
One-Touch dialling......................................................3-2
Speed-Dialling ............................................................3-2
Search ........................................................................3-3
Fax Redial...................................................................3-3
How to Fax (B&W and Colour) .........................................3-4
Colour fax transmission ..............................................3-4
Faxing from the ADF...................................................3-4
Automatic transmission...............................................3-4
Manual transmission...................................................3-5
Sending a fax at the end of a conversation ................3-5
Basic sending operations..................................................3-6
Sending faxes using multiple settings.........................3-6
Contrast ......................................................................3-6
Fax Resolution............................................................3-7
Dual Access (Not available for colour faxes)..............3-8
Real Time Transmission.............................................3-9
Checking job status ..................................................3-10
Cancelling a fax in progress .....................................3-10
Cancelling a scheduled job.......................................3-10
Advanced sending operations ........................................3-11
Broadcasting (Not available for colour faxes) ...........3-11
Overseas Mode ........................................................3-12
Delayed Fax (Not available for colour faxes)............3-13
Delayed Batch Transmission
(Not available for colour faxes).............................3-14
Setup for Polled Transmit (Standard)
(Not available for colour faxes).............................3-15
Setup for Polled Transmit with Secure Code
(Not available for colour faxes).............................3-16

x
TX Lock (FAX-1835C, FAX-1840C, MFC-3240C
and MFC-3340CN only) ....................................... 3-17
Setting up the password.......................................3-18
Changing the TX Lock password ......................... 3-18
Turning TX Lock on .............................................. 3-19
Turning TX Lock off..............................................3-19
Memory Security (FAX-1940CN only) ......................3-20
Setting up the password.......................................3-20
Changing the Memory Security password............3-21
Turning Memory Security on ................................3-21
Turning Memory Security off ................................3-21
4
Setup Receive ...................................................................... 4-1
Basic receiving operations (FAX-1835C, FAX-1840C,
MFC-3240C and MFC-3340CN only) ............................4-1
Choosing the Receive Mode ...................................... 4-1
To select or change your Receive Mode................4-2
Setting the Ring Delay................................................4-2
Basic receiving operations (FAX-1940CN only) ............... 4-3
Choosing the Receive Mode ...................................... 4-3
To select or change your Receive Mode................4-4
Setting the Ring Delay................................................4-5
Setting Toll Saver (TAD mode)...................................4-6
Setting the F/T Ring Time (Fax/Tel mode only).......... 4-7
Setting the Fax/Tel Announcement
(FAX-1940CN only) ................................................ 4-7
Fax Detect (FAX-1835C, MFC-3240C and
MFC-3340CN only) ................................................ 4-8
Fax Detect (FAX-1840C and FAX-1940CN only) ....... 4-9
Printing a reduced incoming fax
(Auto Reduction) ..................................................4-10
Receiving a fax at the end of a conversation............4-10
Printing a fax from the memory ................................ 4-11
Reception into memory
(Not available for colour fax reception)................. 4-11
Polling....................................................................... 4-12
Secure Polling ......................................................4-12
Setup for Polling Receive (Standard)...................4-12
Setup for Polling Receive with Secure Code........ 4-13
Setup Delayed Polling Receive............................ 4-13
Sequential Polling................................................. 4-14

xi
5
Quick-Dial numbers and dialling options ..........................5-1
Storing numbers for easy dialling .....................................5-1
Storing One-Touch Dial numbers ...............................5-1
Storing Speed-Dial numbers.......................................5-2
Changing One-Touch and Speed-Dial numbers.........5-3
Setting up Groups for Broadcasting............................5-4
Dialling options .................................................................5-6
Access codes and credit card numbers......................5-6
Pause .........................................................................5-7
Tone or Pulse ............................................................. 5-7
Telephone (voice) operation
(FAX-1840C and FAX-1940CN only).............................5-8
How to dial..................................................................5-8
Making a telephone call ..............................................5-8
Answering calls with the Speaker Phone
(FAX-1940CN only) ................................................5-9
Tel (Except for FAX-1940CN).....................................5-9
Mute (FAX-1840C and FAX-1940CN only).................5-9
6
Remote Fax Options (Not available for colour faxes) ......6-1
Setting up Fax Forwarding..........................................6-1
Setting Fax Storage....................................................6-2
Setting PC Fax Receive (MFC-3340CN only) ............ 6-2
Turning off Remote Fax Options.................................6-3
Setting your Remote Access Code.............................6-3
Remote Retrieval..............................................................6-4
Using your Remote Access Code...............................6-4
Remote commands.....................................................6-5
Retrieving fax messages ............................................ 6-8
Changing your Fax Forwarding number .....................6-8
7
TAD (Telephone Answering Device)
(FAX-1940CN only) ...............................................................7-1
TAD mode.........................................................................7-1
Setting up the TAD .....................................................7-1
Recording TAD Outgoing Message............................7-2
Listening to Outgoing Message (OGM)..................7-3
Erasing Outgoing Message (OGM) ........................7-3
Activating TAD mode..................................................7-3
Message indicator.......................................................7-4
Playing voice messages .............................................7-4
Printing a fax message ...............................................7-5
Erasing incoming messages.......................................7-5
To erase voice messages individually....................7-5

xii
To erase messages all at once .............................. 7-6
Setting Maximum Time for incoming messages......... 7-6
Setting Toll Saver ....................................................... 7-6
ICM Recording Monitor............................................... 7-7
Recording a conversation........................................... 7-7
Record Fax/Tel Outgoing Announcement (F/T OGM)... 7-7
8
Printing reports .................................................................... 8-1
Fax settings and activity ................................................... 8-1
Customizing the Transmission Verification Report..... 8-1
Setting the Journal Period .......................................... 8-2
Printing reports ........................................................... 8-3
How to print a report...............................................8-3
9
Making copies ...................................................................... 9-1
Using the machine as a copier ......................................... 9-1
Enter Copy mode........................................................ 9-1
Making a single copy.................................................. 9-2
Making multiple copies ...............................................9-2
Stop copying............................................................... 9-2
Using the temporary Copy keys(Temporary settings) ...... 9-3
Increasing copy speed or quality ............................ 9-4
Changing the temporary copy settings ....................... 9-5
Enlarging or reducing the image copied................. 9-6
Setting paper type .................................................. 9-7
Setting paper size................................................... 9-8
Adjusting brightness ...............................................9-8
Adjusting contrast................................................... 9-9
Sorting copies
(FAX-1940CN and MFC-3340CN only).............. 9-9
Making N in 1 copies (Page Layout) .................... 9-10
Changing the default copy settings ................................ 9-12
Increasing copy speed or quality .............................. 9-12
Adjusting brightness ................................................. 9-12
Adjusting contrast..................................................... 9-13
Adjusting colour saturation ....................................... 9-13
Legal limitations.............................................................. 9-14
10
Walk-Up PhotoCapture Center™(MFC-3340CN only) ..... 10-1
Introduction ..................................................................... 10-1
PhotoCapture Center™requirements ................... 10-2
Getting started ................................................................10-3
Printing the Index (Thumbnails)...................................... 10-5
Printing images ............................................................... 10-6

xiii
DPOF printing...........................................................10-8
Changing the default settings ...................................10-9
Increasing print speed or quality...........................10-9
Setting the paper & size .......................................10-9
Adjusting brightness ...........................................10-10
Adjusting contrast...............................................10-10
Colour enhancement ..........................................10-10
Cropping.............................................................10-12
Borderless ..........................................................10-12
Understanding the Error Messages........................10-13
Using PhotoCapture Center™from your PC.................10-14
Using PhotoCapture Center™for scanning
documents .................................................................10-14
11
Important information ........................................................11-1
For your safety..........................................................11-1
IT power system (For Norway only)..........................11-1
LAN connection
(FAX-1940CN and MFC-3340CN only)................11-1
International ENERGY STAR®Compliance Statement...11-1
Important safety instructions.....................................11-2
Trademarks...............................................................11-4
12
Troubleshooting and routine maintenance .....................12-1
Troubleshooting..............................................................12-1
Error messages ........................................................12-1
Document Jam..........................................................12-5
Document is jammed inside the front of
the machine......................................................12-5
Printer jam or paper jam ...........................................12-6
Paper is jammed inside the paper tray.................12-6
Paper is jammed inside the machine....................12-7
If you are having difficulty with your machine ...........12-9
Compatibility ...........................................................12-14
How to improve print quality .........................................12-15
Cleaning the print head...........................................12-15
Checking the print quality .......................................12-16
Checking the printing alignment .............................12-18
Checking the ink volume...............................................12-19
Packing and shipping the machine.........................12-20
Routine maintenance....................................................12-23
Cleaning the Scanner.........................................12-23
Cleaning the machine Printer Platen ......................12-24
Replacing the ink cartridges ...................................12-25

xiv
A
Appendix A .......................................................................... A-1
Telephone services ..........................................................A-1
BT Call Sign (For U.K. Only) ......................................A-1
To enable the machine to work with BT Call Sign
(Only with your external phone) .........................A-1
Advanced receiving operations ........................................A-2
Operation from extension telephones.........................A-2
Fax/Tel mode..............................................................A-3
Fax/Tel mode in the Power Save condition ................A-3
Using a cordless external handset .............................A-4
Changing the remote codes .......................................A-4
Connecting an external device to your machine...............A-5
Connecting an external telephone..............................A-5
Connecting an external telephone answering
device (TAD) ..........................................................A-6
Sequence ...............................................................A-6
Connections ...........................................................A-7
Recording outgoing message (OGM) on
an external TAD .................................................A-8
Using extension telephones (For U.K. only)...........A-9
Multi-line connections (PBX) ....................................A-11
If you are installing the machine to work
with a PBX........................................................A-11
Custom features on your phone line.........................A-11
B
Appendix B .......................................................................... B-1
On-screen programming...................................................B-1
Menu table..................................................................B-1
Memory storage..........................................................B-1
Navigation keys ................................................................B-2
Entering Text ............................................................B-13
Inserting spaces ...................................................B-13
Making corrections ...............................................B-13
Repeating letters ..................................................B-13
Special characters and symbols...........................B-14
G
Glossary .............................................................................. G-1
S
Specifications ......................................................................S-1
Product description...........................................................S-1
General.............................................................................S-1
Print media .......................................................................S-3
Copy .................................................................................S-3
PhotoCapture Center™ (MFC-3340CN only)...................S-4

xv
Fax................................................................................... S-5
Scanner (MFC-3240C and MFC-3340CN only)............... S-6
Printer .............................................................................. S-7
Interfaces......................................................................... S-8
Computer requirements................................................... S-8
Consumable items........................................................... S-9
Network (LAN) (FAX-1940CN and MFC-3340CN only) .. S-10
Optional External Wireless Print/Scan Server (NC-2200w)
(MFC-3240C and MFC-3340CN only) ........................ S-11
13
Index .......................................................................................I-1
14
Remote Retrieval Access card (FAX-1940CN only) ......... R-1
15
Remote Retrieval Access card
(FAX-1835C, FAX-1840C, MFC-3240C and
MFC-3340CN only) .............................................................. R-3

INTRODUCTION 1 - 1
1
Using this Guide
Thank you for buying a Brother fax machine or Multi-Function Center
(MFC). Your machine is simple to use, with LCD screen instructions
to guide you through programming it. You can make the most of your
machine by reading through this Guide.
Finding information
All the chapter headings and subheadings are listed in the Table of
Contents. You will be able to find information about a specific feature
or operation by checking the Index at the back of this Guide.
Symbols used in this Guide
Throughout this Guide you will see special symbols alerting you to
important warnings, notes and actions. To make things clearer and
to help you press the correct keys, we used special fonts and added
some of the messages that will appear in the LCD.
Introduction
Bold Bold typeface identifies specific keys on the
machine control panel.
Italics Italicized typeface emphasizes an important point
or refers you to a related topic.
Courier New
Courier New type face identifies the messages on
the LCD of the machine.
Warnings inform you what to do to avoid possible personal
injury.
Cautions specify procedures you must follow or avoid to
prevent possible damage to the machine.
Notes tell you how you should respond to a situation that may
arise or give tips about how the current operation works with
other features.
Improper Setup alerts you to devices and operations that are not
compatible with the machine.

1 - 2 INTRODUCTION
Control panel overview
MFC-3240C
MFC-3340CN
12 1011
98621 53 4 7
1214 1011
98621 53 4 7

INTRODUCTION 1 - 3
FAX-1835C and FAX-1840C
FAX-1940CN
The panels of FAX-1835C and FAX-1840C look slightly
different.
12 1011
98621 53 4 7
12 1011
98621 53 4 7
13