Brother MFC-265C User manual

USER’S GUIDE
MFC-230C
MFC-265C

Approval Information and Compilation and
Publication Notice
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.
Use only GENUINE brother supplies
Brother multifunction machines are designed to work ink of a particular specification and work to
a level of optimum performance when used with genuine Brother ink cartridges. Brother cannot
guarantee this optimum performance if ink or ink cartridges of other specifications are used.
Brother does not therefore recommend the use of cartridges other than genuine Brother cartridges
with this machine or the refilling of empty cartridges with ink from other sources. If damage is
caused to the print head or other parts of this machine as a result of the use of ink or ink cartridges
other than genuine Brother products due to the incompatibility or lack of suitability of those
products with this machine, any repairs required as a result will not be covered by the warranty.

i
Table of Contents
Section I General
1 General Information 2
Using the documentation ....................................................................................... 2
Symbols and conventions used in the documentation .................................... 2
Accessing the Software User’s Guide ................................................................... 2
Viewing Documentation................................................................................... 2
Control panel overview .......................................................................................... 4
2 Loading documents and paper 6
Loading documents ............................................................................................... 6
Using the ADF (MFC-265C only)..................................................................... 6
Using the scanner glass ..................................................................................7
Scannable area ............................................................................................... 7
Acceptable paper and other media........................................................................8
Recommended media ..................................................................................... 8
Handling and using media ............................................................................... 9
Choosing the right media............................................................................... 10
Loading paper and other media...........................................................................12
Loading envelopes and post cards................................................................14
Removing small printouts from the machine .................................................15
Printable area ................................................................................................16
3 General setup 17
Power Save mode ............................................................................................... 17
Putting your machine in Power Save mode...................................................17
Bringing your machine out of Power Save mode .......................................... 17
Power Save setting........................................................................................17
Mode Timer..........................................................................................................18
Paper settings...................................................................................................... 18
Paper Type ....................................................................................................18
Paper Size ..................................................................................................... 18
Volume Settings................................................................................................... 19
Ring Volume .................................................................................................. 19
Beeper Volume.............................................................................................. 19
Speaker Volume ............................................................................................ 19
LCD display ......................................................................................................... 20
LCD Contrast................................................................................................. 20
LCD Language .............................................................................................. 20
Setting the fax logic .............................................................................................20

ii
4 Security features 21
TX Lock................................................................................................................21
Setting and changing the TX lock password .................................................21
Turning the TX Lock on/off ............................................................................22
Section II Fax
5 Sending a fax 24
Entering Fax mode ..............................................................................................24
Faxing from the ADF (MFC-265C only) ........................................................24
Faxing from the scanner glass ......................................................................24
Faxing Letter size documents from the scanner glass ..................................25
Colour fax transmission .................................................................................25
Cancelling a fax in progress ..........................................................................25
Broadcasting (Monochrome only)........................................................................25
Cancelling a Broadcast in progress...............................................................26
Additional sending operations..............................................................................26
Sending faxes using multiple settings ...........................................................26
Contrast .........................................................................................................27
Changing fax resolution .................................................................................27
Dual access (Monochrome only) ...................................................................28
Real time transmission ..................................................................................28
Overseas Mode .............................................................................................29
Checking and cancelling waiting jobs............................................................29
Sending a fax manually .................................................................................29
Out of Memory message ...............................................................................29
6 Receiving a Fax 30
Receive modes ....................................................................................................30
Choosing the Receive Mode .........................................................................30
Using receive modes ...........................................................................................31
Fax only .........................................................................................................31
Fax/Tel...........................................................................................................31
Manual ...........................................................................................................31
External TAD .................................................................................................31
Receive mode settings ........................................................................................32
Ring Delay .....................................................................................................32
F/T Ring Time (Fax/Tel mode only) ...............................................................32
Fax Detect .....................................................................................................33
Additional receiving operations............................................................................33
Printing a reduced incoming fax ....................................................................33
Receiving faxes into memory ........................................................................34

iii
7 Telephone and External devices 35
Voice Operations ................................................................................................. 35
Tone or pulse................................................................................................. 35
Fax/Tel mode ................................................................................................35
Fax/Tel mode in Power Save mode ..............................................................35
Telephone Service............................................................................................... 36
Caller ID (Caller IDentification) (not available in certain area).......................36
Advantages of Caller ID.................................................................................36
Setup Method ................................................................................................ 36
How Does the Caller ID Work?......................................................................36
If the Caller ID is Stored in Your Machine’s Memory..................................... 37
Connecting an external TAD (telephone answering device)................................38
Connections...................................................................................................38
Recording an outgoing message (OGM) on an external TAD....................... 38
Multi-line connections (PBX) ......................................................................... 39
External and extension telephones......................................................................39
Connecting an external or extension telephone ............................................ 39
Operation from extension telephones............................................................ 40
Using a cordless external telephone .............................................................40
Using remote codes.......................................................................................40
8 Dialling and storing numbers 42
How to Dial .......................................................................................................... 42
Manual dialling...............................................................................................42
Speed Dialling ...............................................................................................42
Search ........................................................................................................... 42
Fax Redial ..................................................................................................... 43
Storing numbers .................................................................................................. 43
Storing a pause .............................................................................................43
Storing Speed Dial numbers.......................................................................... 44
Changing Speed Dial numbers...................................................................... 44
Setting up groups for broadcasting................................................................ 45
Combining Quick Dial numbers ..................................................................... 45
9 Printing Reports 46
Fax reports........................................................................................................... 46
Transmission Verification Report................................................................... 46
Fax Journal (activity report) ...........................................................................46
Reports ................................................................................................................ 47
How to print a report ...................................................................................... 47
Section III Copy
10 Making copies 50
How to copy ......................................................................................................... 50
Entering Copy mode...................................................................................... 50
Making a single copy ..................................................................................... 50

iv
Making multiple copies ..................................................................................50
Stop copying ..................................................................................................50
Copy options........................................................................................................51
Changing copy speed and quality .................................................................52
Enlarging or reducing the image copied ........................................................52
Making N in 1 copies or a poster ...................................................................53
Sorting copies using the ADF (Monochrome only) (MFC-265C only)............54
Adjusting Brightness, Contrast and Colour....................................................55
Paper options ................................................................................................56
Section IV Direct Photo Printing
11 Printing photos from a memory card or
USB Flash memory drive 58
PhotoCapture Center™ Operations.....................................................................58
Printing from a memory card or USB Flash memory drive without a PC.......58
Using PhotoCapture Center™ from your computer.......................................58
Using a memory card or USB Flash memory drive .......................................58
Memory cards or a USB Flash memory drive folder structure.......................59
Getting started .....................................................................................................60
How to print from a memory card or USB Flash memory drive ...........................61
Print Index (Thumbnails) ...............................................................................61
Printing Images..............................................................................................62
DPOF printing ................................................................................................63
PhotoCapture Center™ print settings..................................................................64
Print speed and quality ..................................................................................64
Paper Options................................................................................................64
Adjusting Brightness and Contrast ................................................................65
Cropping ........................................................................................................65
Borderless printing.........................................................................................65
Understanding the Error Messages .....................................................................66
12 Printing photos from a camera 67
Printing photos directly from a PictBridge camera ...............................................67
PictBridge requirements ................................................................................67
Setting your digital camera ............................................................................67
Printing Images..............................................................................................68
DPOF printing ................................................................................................68
Printing photos directly from a digital camera (without PictBridge)......................69
Printing Images..............................................................................................69
Understanding the Error Messages .....................................................................70
Section V Software
13 Software features 72

v
Section VI Appendixes
A Safety and Legal 74
Choosing a location ............................................................................................. 74
To use the machine safely................................................................................... 75
Important safety instructions..........................................................................78
IMPORTANT - For your safety ......................................................................79
Legal limitations for copying ................................................................................ 80
Trademarks..........................................................................................................81
B Troubleshooting and Routine Maintenance 82
Troubleshooting ................................................................................................... 82
If you are having difficulty with your machine ................................................82
Error messages ................................................................................................... 88
Transferring your faxes or Fax Journal report ...............................................91
Document jam (MFC-265C only) ..................................................................92
Printer jam or paper jam ................................................................................ 92
Dial Tone detection........................................................................................94
Telephone line interference ........................................................................... 95
Routine maintenance........................................................................................... 95
Replacing the ink cartridges ..........................................................................95
Cleaning the outside of the machine ............................................................. 97
Cleaning the scanner..................................................................................... 98
Cleaning the machine printer platen..............................................................99
Cleaning the Paper Pick-up Roller ................................................................99
Cleaning the print head ............................................................................... 100
Checking the print quality ............................................................................ 100
Checking the print alignment ....................................................................... 102
Checking the ink volume .............................................................................102
Machine Information .......................................................................................... 103
Checking the serial number......................................................................... 103
Packing and shipping the machine ....................................................................103
C Menu and Features 106
On-screen programming.................................................................................... 106
Menu table................................................................................................... 106
Memory storage...........................................................................................106
Menu keys .........................................................................................................106
Menu Table........................................................................................................108
Entering Text ..................................................................................................... 115
D Specifications 116
General ..............................................................................................................116
Print media......................................................................................................... 118
Fax.....................................................................................................................119

vi
Copy ..................................................................................................................121
PhotoCapture Center™ .....................................................................................122
PictBridge ..........................................................................................................123
Scanner .............................................................................................................124
Printer ................................................................................................................125
Interfaces ...........................................................................................................126
Computer requirements .....................................................................................127
Consumable items .............................................................................................128
E Glossary 129
F Index 132

Section I
General I
General Information 2
Loading documents and paper 6
General setup 17
Security features 21

2
1
Using the
documentation 1
Thank you for buying a Brother machine!
Reading the documentation will help you
make the most of your machine.
Symbols and conventions
used in the documentation 1
The following symbols and conventions are
used throughout the documentation.
Accessing the
Software User’s Guide 1
This User’s Guide does not contain all the
information about the machine such as how
to use Printer, Scanner and PC Fax. When
you are ready to learn detailed information
about these operations, read the Software
User’s Guide that is on the CD-ROM.
Viewing Documentation 1
Viewing Documentation
(For Windows®)1
To view the documentation, from the Start
menu, point to Brother, MFC-XXXX (where
XXXX is your model name) from the
programs group, and then choose
User’s Guides in HTML format.
If you have not installed the software, you can
find the documentation by following the
instructions below:
aTurn on your PC. Insert the Brother
CD-ROM into your CD-ROM drive.
bIf the model name screen appears, click
your model name.
cIf the language screen appears, click
your language. The CD-ROM main
menu will appear.
General Information 1
Bold Bold typeface identifies specific
keys on the machine’s control
panel.
Italics Italicized typeface emphasizes
an important point or refers you
to a related topic.
Courier
New
Text in the Courier New font
identifies messages on the
LCD of the machine.
Warnings tell you what to do to
prevent possible personal injury.
Electrical Hazard icons alert you to
possible electrical shock.
Cautions specify procedures you
must follow or avoid to prevent
possible damage to the machine or
other objects.
Notes tell you how you should
respond to a situation that may arise
or give tips about how the operation
works with other features.
Improper Setup icons alert you to
devices and operations that are not
compatible with the machine.

General Information
3
1
Note
If this window does not appear, use
Windows®Explorer to run the start.exe
program from the root directory of the
Brother CD-ROM.
dClick Documentation.
eClick the documentation you want to
read.
HTML documents: Software
User’s Guide in HTML format.
This format is recommended for
viewing on your computer.
PDF documents: User’s Guide for
stand-alone operations, Software
User’s Guide in PDF format.
This format is recommended for
printing the manuals. Click to go to
the Brother Solution Center, where
you can view or download the PDF
documents. (Internet access and
PDF Reader software are required.)
How to find Scanning instructions 1
There are several ways you can scan
documents. You can find the instructions as
follows:
Software User’s Guide
Scanning (For Windows®2000
Professional/Windows®XP and Windows
Vista™)
ControlCenter3 (For Windows®2000
Professional/Windows®XP and Windows
Vista™)
Viewing Documentation
(For Macintosh®)1
aTurn on your Macintosh®. Insert the
Brother CD-ROM into your CD-ROM
drive. The following window will appear.
bDouble-click the Documentation icon.
cDouble-click your language folder.
dDouble-click the top page file to view the
Software User’s Guide in HTML
format.
eClick the documentation you want to
read.
Software User’s Guide
How to find Scanning instructions 1
There are several ways you can scan
documents. You can find the instructions as
follows:
Software User’s Guide
Scanning (For Mac OS®X 10.2.4 or
greater)
ControlCenter2 (For Mac OS®X 10.2.4 or
greater)
Presto!®PageManager®User’s Guide
Instructions for scanning directly from
Presto!®PageManager®. The complete
Presto!®PageManager®User’s Guide
can be viewed from the Help selection in
the Presto!®PageManager®application.

Chapter 1
4
Control panel overview 1
Note
Most of the illustrations in this User’s Guide show the MFC-265C.
1 Fax keys
Redial/Pause
Redials the last number called. It also
inserts a pause when programming quick
dial numbers.
Hook
This key is used to have a telephone
conversation after picking up the external
handset during the F/T pseudo-ring.
Also, use this key to gain access to an
outside line, or transfer a call to another
extension when it is connected to a PBX.
2 Dial Pad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine.
The #key lets you temporarily switch the
dialling mode during a telephone call from
Pulse to Tone.
3 Mode keys:
Fax
Lets you access Fax mode.
Scan
Lets you access Scan mode.
Copy
Lets you access Copy mode.
PhotoCapture
Lets you access PhotoCapture Center™
mode.
4 Fax Resolution
Lets you temporarily change the resolution
when sending a fax.
5 Ink Management
Lets you clean the print head, check the print
quality, and check the available ink volume.

General Information
5
1
6Startkeys:
Colour Start
Lets you start sending faxes or making
copies in full colour. Also lets you start a
scanning operation (in colour or mono,
depending on the scanning setting in the
ControlCenter software).
Mono Start
Lets you start sending faxes or making
copies in monochrome. Also lets you start a
scanning operation (in colour or mono,
depending on the scanning setting in the
ControlCenter software).
7Stop/Exit
Stops an operation or exits from a menu.
8 Menu keys:
Menu
Lets you access the main menu to program
the machine.
aSpeed Dial
Lets you store, look up, and dial numbers in
the memory.
Volume keys
dc
In Fax mode, you can press these keys to
adjust the ring volume.
d
Press to scroll backward to a menu
selection.
aor b
Press to scroll through the menus and
options.
Clear/Back
Press to cancel the current setting.
OK
Lets you choose a setting.
9 Copy Options
Lets you temporarily change the copy settings
when in copy mode.
10 LCD (liquid crystal display)
Displays messages on the screen to help you
set up and use your machine.
11 Power Save
Lets you put the machine into Power Save
mode.

6
2
Loading documents 2
You can send a fax, make copies, and scan
from the ADF (automatic document feeder)
and from the scanner glass.
Using the ADF
(MFC-265C only) 2
The ADF can hold up to 10 pages and feeds
each sheet individually. Use standard
80 g/m2paper and always fan the pages
before putting them in the ADF.
Recommended environment 2
Document Sizes Supported 2
How to load documents 2
CAUTION
DO NOT pull on the document while it is
feeding.
DO NOT use paper that is curled, wrinkled,
folded, ripped, stapled, paper clipped,
pasted or taped.
DO NOT use cardboard, newspaper or fabric.
Make sure documents written with ink are
completely dry.
aFan the pages well. Make sure you put
the documents face down, top edge
first in the ADF until you feel them touch
the feed roller.
bAdjust the paper guides to fit the width of
your documents.
cUnfold the ADF Document Output
Support Flap (1).
CAUTION
DO NOT leave thick documents on the
scanner glass. If you do this, the ADF may
jam.
Loading documents and paper 2
Temperature: 20 to 30°C
Humidity: 50% to 70%
Paper: 80 g/m2A4
Length: 148 to 355.6 mm
Width: 148to215.9mm
Weight: 64 to 90 g/m2
1

Loading documents and paper
7
2
Using the scanner glass 2
You can use the scanner glass to fax, copy or
scan pages of a book or one page at a time.
Document Sizes Supported 2
How to load documents 2
Note
To use the scanner glass, the ADF must
be empty.
aLift the document cover.
bUsing the document guidelines on the
left, center the document face down on
the scanner glass.
cClose the document cover.
CAUTION
If you are scanning a book or thick
document, DO NOT slam the cover or
press on it.
Scannable area 2
The scannable area depends on the settings
in the application you are using. The figures
below show the areas you cannot scan on
Letter and A4 paper.
Length: Up to 297 mm
Width: Up to 215.9 mm
Weight: Up to 2 kg
Usage Document
Size
Top (1)
Bottom (2)
Left (3)
Right (4)
Fax Letter 3 mm 4 mm
A4 3 mm 1 mm
Copy Letter 3 mm 3 mm
A4 3 mm 3 mm
Scan Letter 3 mm 3 mm
A4 3 mm 0 mm
34
1
2

Chapter 2
8
Acceptable paper and
other media 2
The print quality can be affected by the type
of paper you are using in the machine.
To get the best print quality for the settings
you have chosen, always set the Paper Type
to match the type of paper you load.
You can use plain paper, inkjet paper (coated
paper), glossy paper, transparencies and
envelopes.
We recommend testing various paper types
before buying large quantities.
For best results, use Brother paper.
When you print on inkjet paper (coated
paper), transparencies and photo paper,
be sure to choose the correct media in the
‘Basic’ tab of the printer driver or in the
Paper Type setting of the menu (See
Paper Type on page 18).
When you print on Brother photo paper,
load the instruction sheet included with the
photo paper in the paper tray first, and
then put the photo paper on the instruction
sheet.
When you use transparencies or photo
paper, remove each sheet at once to
prevent smudging or paper jams.
Avoid touching the printed surface of the
paper immediately after printing; the
surface may not be completely dry and
may stain your fingers.
Recommended media 2
To get the best print quality, we suggest using
Brother paper. (See table below.)
If Brother paper is not available in your
country, we recommend testing various
papers before purchasing large quantities.
We recommend using ‘3M Transparency
Film’ when you print on transparencies.
Brother paper
Paper Type Item
A4 Plain BP60PA
A4 Glossy Photo BP61GLA
A4 Inkjet (Matte) BP60MA
10 x 15 cm Glossy BP61GLP

Loading documents and paper
9
2
Handling and using media 2
 Store paper in its original packaging, and
keep it sealed. Keep the paper flat and away
from moisture, direct sunlight and heat.
The coated side of photo paper is shiny.
Avoid touching the shiny (coated) side.
Load photo paper with the shiny side
facing down.
Avoid touching either side of
transparencies because they absorb
water and perspiration easily, and this
may cause decreased output quality.
Transparencies designed for laser
printers/copiers may stain your next
document. Use only transparencies
recommended for inkjet printing.
Improper Setup
DO NOT use the following kinds of paper:
• Damaged, curled, wrinkled, or
irregularly shaped paper
1 2 mm or longer
• Extremely shiny or highly textured paper
• Paper already printed on by a printer
• Paper that cannot be arranged uniformly
when stacked
• Paper made with a short grain
Paper capacity of the output paper
tray 2
Up to 50 sheets of 80 g/m2 A4 or 20 lb Letter
paper.
Transparencies or photo paper must be
picked up from the output paper tray one
page at a time to avoid smudging.
1
1

Chapter 2
10
Choosing the right media 2
Paper type and size for each operation 2
Paper Type Paper Size Usage
Fax Copy Photo
Capture
Printer
Cut Sheet Letter 216 ×279 mm (8 1/2 ×11 in.) Yes Yes Yes Yes
A4 210 ×297 mm (8.3 ×11.7 in.) Yes Yes Yes Yes
Legal 216 ×356 mm (8 1/2 ×14 in.) Yes Yes – Yes
Executive 184 ×267 mm (7 1/4 ×10 1/2 in.) – – – Yes
JIS B5 182 ×257 mm (7.2 ×10.1 in.) – – – Yes
A5 148 ×210 mm (5.8 ×8.3 in.) – Yes – Yes
A6 105 ×148 mm (4.1 ×5.8 in.) – – – Yes
Cards Photo 10 ×15 cm (4 ×6 in.) – Yes Yes Yes
Photo 2L 13 ×18 cm (5 ×7 in.) – – Yes Yes
Index Card 127 ×203 mm (5 ×8 in.) – – – Yes
Post Card 1 100 ×148 mm (3.9 ×5.8 in.) – – – Yes
Post Card 2
(Double)
148 ×200 mm (5.8 ×7.9 in.) – – – Yes
Envelopes C5
Envelope
162 ×229 mm (6.4 ×9 in.) – – – Yes
DL
Envelope
110 ×220 mm (4.3 ×8.7 in.) – – – Yes
COM-10 105 ×241 mm (4 1/8 ×9 1/2 in.) – – – Yes
Monarch 98 ×191 mm (3 7/8 ×7 1/2 in.) – – – Yes
JE4
Envelope
105 ×235 mm (4.1 ×9.3 in.) – – – Yes
Transparencies Letter 216 ×279 mm (8 1/2 ×11 in.) – Yes – Yes
A4 210 ×297 mm (8.3 ×11.7 in.) – Yes – Yes

Loading documents and paper
11
2
Paper weight, thickness and capacity 2
1Up to 50 sheets for Legal size paper 80 g/m2(20 lb).
Up to 100 sheets of 80 g/m2(20 lb) paper.
Paper Type Weight Thickness No. of sheets
Cut
Sheet
Plain Paper 64 to 120 g/m2(17 to 32 lb) 0.08 to 0.15 mm (0.003 to 0.006 in.) 100 1
Inkjet Paper 64 to 200 g/m2(17 to 53 lb) 0.08 to 0.25 mm (0.003 to 0.01 in.) 20
Glossy Paper Up to 220 g/m2(Up to 58 lb) Up to 0.25 mm (Up to 0.01 in.) 20
Cards Photo Card Up to 240 g/m2(Up to 64 lb) Up to 0.28 mm (Up to 0.01 in.) 20
Index Card Up to 120 g/m2(Up to 32 lb) Up to 0.15 mm (Up to 0.006 in.) 30
Post Card Up to 200 g/m2(Up to 53 lb) Up to 0.23 mm (Up to 0.01 in.) 30
Envelopes 75 to 95 g/m2(20 to 25 lb) Up to 0.52 mm (Up to 0.02 in.) 10
Transparencies – – 10

Chapter 2
12
Loading paper and
other media 2
aIf the paper support flap is open, close it,
and then pull the paper tray completely
out of the machine.
Lift the output paper tray cover (1).
bPress and slide the paper side
guides (1) and paper length guide (2) to
fit the paper size.
cFan the stack of paper well to avoid
paper jams and misfeeds.
Note
Always make sure the paper is not curled.
dGently put the paper into the paper tray
print side down and top edge first.
Check that the paper is flat in the tray.
Note
When you use Legal size paper, press and
hold the universal guide release button as
you slide out the front of the paper tray.
1
1
2