Brother MFC 3420C - Color Inkjet - All-in-One User manual

MFC-3420C
MFC-3820CN
USER’S GUIDE

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.
.
Use only GENUINE brother supplies
DO NOT refill the ink cartridges. Attempting to use refilled
cartridges or the use of incompatible inks, may cause damage to
the print heads in your product. Any such damages will not be
covered by warranty. Warranty coverage does not apply to
problems caused by the use of 3rd party ink or 3rd party ink
cartridges. We can only recommend the use of genuine Brother
consumables.

ii
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
or clear a paper jam, make
sure you have unplugged the
telephone line cord first and the
power cord from the AC power
socket.
Do not handle the plug with wet
hands. Doing this might cause
an electrical shock.
To prevent injuries, be careful not
to put your fingers on the area
shown in the illustration. Because
that part is extremely HOT after you
use your machine.

iii
To prevent injuries, be careful
not to put your hands on the
edge of the machine under the
scanner cover.
To prevent injuries, be careful
not to put your fingers in the
area shown in the illustration.
To prevent injuries, be careful
not to touch the area shaded in
the illustration.
To prevent injuries, be careful
not to touch the edge of the
metallic part shown in the
illustration.
To prevent injuries,
be careful not to put
your fingers in the
area shown in the
illustration.

iv
WARNING
■When you move the machine, grasp the side handholds as
shown above. Do NOT carry the machine by holding it at the
bottom.
■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 socket that is easily
accessible. In case of emergencies, you must disconnect the
power cord from the 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 laundry tub, in a wet
basement or near a swimming pool.
2. Avoid using a telephone (other than a cordless type)
during an electrical storm. There may be a remote risk of
electric shock from lightning.
3. Do not use the telephone 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 socket and a
standard, grounded AC power outlet. Choose a location where the
temperature remains between 10° and 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. (See
Load documents on page
2-1.)
3
Enter the fax number using
Speed-Dial, Search or the
dial pad.
4
Press Mono Start or
Colour Start.
Receiving faxes
Select Receive Mode
1
Press Menu/Set, 0, 1.
2
Press or to select
Fax Only, Manual,
Fax/Tel or External
TAD, and then press
Menu/Set.
Storing numbers
Storing Speed-Dial numbers
1
Press Menu/Set, 2, 3, 1.
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.

vii
Dialling operations
Speed-Dialling
1
If it is not illuminated in
green, press (Fax).
2
Load your document. (See
Load documents on page
2-1.)
3
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
Press
Search/Speed Dial
,
and then enter the first letter
of the name you’re looking
for.
3
Press or search the
memory.
4
Press Mono Start or
Colour Start.
Making copies
Single copy
1
Press (Copy) to
illuminate it in green.
2
Load your document. (See
Load documents on page
2-1.)
3
Press Mono Start or
Colour Start.
Sorting multiple copies
(Using the ADF)
1
Press (Copy)to
illuminate it in green.
2
Load your document in the
ADF.
3
Use the dial pad to enter the
number of copies you want
(up to 99).
4
Press Options.
5
Press or select
Stack/Sort, and then
press Menu/Set.
6
Press or select
Sort, and then press
Menu/Set.
7
Press Mono Start or
Colour Start.

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........... 1-5
About fax machines .......................................................... 1-7
Fax tones and handshake .......................................... 1-7
ECM (Error Correction Mode)..................................... 1-8
Connecting the machine................................................... 1-9
Connecting an external telephone.............................. 1-9
Connecting an external telephone answering
device (TAD) ........................................................1-10
Sequence ............................................................. 1-10
Connections .........................................................1-12
Recording outgoing message (OGM) on
an external TAD ............................................... 1-12
Multi-line connections (PBX) .................................... 1-13
If you are installing the machine to work
with a PBX........................................................ 1-13
Custom features on your phone line......................... 1-13
2
Loading documents and paper .......................................... 2-1
Load documents ............................................................... 2-1
Using the automatic document feeder (ADF) ............. 2-1
Recommended environment .................................. 2-1
Using the scanner glass ............................................. 2-3
About paper ...................................................................... 2-4
Handling and using special paper .............................. 2-4
Paper capacity of the paper tray ........................... 2-5
Paper specifications for the paper tray .................. 2-5
Paper capacity of the output paper support .......... 2-6
Printable area .............................................................2-7
How to load paper and envelopes.............................. 2-8
To load paper or other media .................................2-8
To load glossy paper .............................................. 2-9
To load envelopes ................................................ 2-10

ix
3
On-screen programming .....................................................3-1
User-friendly programming ............................................... 3-1
Menu table..................................................................3-1
Memory storage..........................................................3-1
Navigation keys ................................................................3-2
4
Getting started .....................................................................4-1
Initial Setup.......................................................................4-1
Setting the Date and Time..........................................4-1
Setting the Station ID..................................................4-2
Entering text ...........................................................4-3
Inserting spaces .....................................................4-3
Making corrections .................................................4-3
Repeating letters .................................................... 4-3
Special characters and symbols ............................4-4
Setting Tone or Pulse dialing mode
(Not available in New Zealand) ..............................4-4
General Setup...................................................................4-5
Setting the Mode Timer ..............................................4-5
Setting the Paper Type...............................................4-6
Setting the Ring Volume.............................................4-7
Setting the Beeper Volume.........................................4-7
Setting the Speaker Volume.......................................4-8
Power Save Setting .................................................... 4-8
5
Setup Receive ...................................................................... 5-1
Basic receiving operations................................................ 5-1
Choosing the Receive Mode.......................................5-1
To select or change your Receive Mode ................5-2
Setting the Ring Delay................................................5-3
Setting the F/T Ring Time (Fax/Tel mode only)..........5-4
Fax Detect ..................................................................5-5
Printing a reduced incoming fax (Auto Reduction) ..... 5-6
Printing a fax from the memory...................................5-6
Advanced receiving operations.........................................5-7
Operation from extension telephones.........................5-7
For Fax/Tel mode only................................................5-7
Using a cordless external handset..............................5-8
Changing the remote codes........................................5-8
Reception into memory (Not available for colour fax
reception)................................................................5-9
If the Memory Receive is On at this time................5-9
If the Memory Receive is Off at this time................5-9

x
Polling....................................................................... 5-10
Secure Polling ...................................................... 5-10
Setup for Polling Receive (Standard) ...................5-10
Setup for Polling Receive with Secure Code........ 5-11
Setup Delayed Polling Receive ............................ 5-11
Sequential Polling..................................................... 5-12
6
Setup Send ........................................................................... 6-1
How to fax.........................................................................6-1
Enter Fax mode..........................................................6-1
How to dial........................................................................ 6-1
Manual dialling............................................................ 6-1
Speed-Dialling ............................................................ 6-2
Search ........................................................................ 6-2
Faxing from the automatic document feeder (ADF) ... 6-3
Faxing from the ADF .............................................. 6-3
Faxing from the scanner glass ...................................6-3
Automatic transmission ..............................................6-4
Manual transmission................................................... 6-4
Out of Memory message........................................6-4
Basic sending operations ................................................. 6-5
Sending faxes using multiple settings ........................ 6-5
Contrast......................................................................6-5
Fax Resolution............................................................ 6-6
Manual and automatic fax Redial ............................... 6-7
Colour fax transmission.............................................. 6-7
Dual Access (Not available for colour faxes)..............6-8
Real Time Transmission.............................................6-8
Checking job status ....................................................6-9
Cancelling a job while scanning, dialling and
sending the document .......................................... 6-10
Cancelling a scheduled job.......................................6-10
Advanced sending operations ........................................ 6-11
Broadcasting (Not available for colour faxes)........... 6-11
Overseas Mode ........................................................6-12
Delayed Fax (Not available for colour faxes)............6-13
Delayed Batch Transmission
(Not available for colour faxes).............................6-14
Setup for Polled Transmit (Standard)
(Not available for colour faxes).............................6-14
Setup for Polled Transmit with Secure Code
(Not available for colour faxes).............................6-15
TX Lock (KEY Lock for some countries)................... 6-16

xi
Using TX Lock (KEY Lock for some countries).........6-17
Setting Up the TX Lock for the First Time ............6-17
Changing the TX Lock Password .........................6-18
Switching TX Lock ON..........................................6-18
Switching OFF TX Lock........................................6-19
Telephone Service for Australia......................................6-20
Distinctive Ringing (Telstra®FaxStream®Duet®).....6-20
Set the Distinctive Ringing to ON .........................6-21
Caller ID (Caller IDentification) .................................6-21
Advantages of Caller ID........................................6-21
How Does the Caller ID Work?.................................6-22
The Caller ID Appears on the Display
When Your Telephone Rings ...........................6-22
The Caller ID is Stored in Your Machine Memory ....6-22
Viewing Caller ID List................................................6-23
Printing Caller ID List............................................6-23
Telephone Service for New Zealand ..............................6-24
FaxAbility ..................................................................6-24
How Will the Fax Machine Treat All Other
Numbers?.........................................................6-24
What is the Advantage of Using the FaxAbility
Function?..........................................................6-24
How Does FaxAbility Work? .................................6-25
How to Turn FaxAbility OFF or ON.......................6-26
Caller ID (Caller IDentification) .................................6-27
Advantages of Caller ID........................................6-27
How Does the Caller ID Work?.................................6-27
The Caller ID Appears on the Display
When Your Telephone Rings ...........................6-27
Viewing Caller ID List................................................6-28
Printing Caller ID List............................................6-28
Telephone Service for Some Countries..........................6-29
Distinctive Ringing (For Singapore and
Hong Kong) ..........................................................6-29
Setting the Distinctive Ringing..............................6-29
Caller ID (For Singapore and Hong Kong)................6-30
Viewing Caller ID List................................................6-31
Printing Caller ID List............................................6-31
7
Quick-Dial numbers and dialling options ..........................7-1
Storing numbers for easy dialling ..................................... 7-1
Storing Speed-Dial numbers.......................................7-1
Changing Speed-Dial numbers...................................7-2
Setting up Groups for Broadcasting............................ 7-3

xii
Dialling options .................................................................7-5
Access codes and credit card numbers...................... 7-5
Pause .........................................................................7-6
Fax Redial ..................................................................7-6
Tone or Pulse (Not available in New Zealand)........... 7-6
8
Remote Fax Options ............................................................ 8-1
Fax Forwarding................................................................. 8-1
Programming a Fax Forwarding number.................... 8-1
Setting Fax Storage..........................................................8-2
Backup Print ...............................................................8-2
Setting your Remote Access Code...................................8-3
Remote Retrieval.............................................................. 8-4
Using your Remote Access Code...............................8-4
Remote commands ....................................................8-5
Retrieving fax messages ............................................ 8-6
Changing your Fax Forwarding number ..................... 8-6
9
Printing reports .................................................................... 9-1
Machine settings and activity............................................ 9-1
Customizing the Transmission Verification Report..... 9-1
Setting the Journal Period .......................................... 9-2
Printing reports ...........................................................9-3
To print a report......................................................9-3
10
Making copies .................................................................... 10-1
Using the machine as a copier ....................................... 10-1
Enter Copy mode...................................................... 10-1
Making a single copy................................................ 10-2
Making multiple copies .............................................10-2
Out of Memory message ..........................................10-3
Using the Copy keys (Temporary settings) .................... 10-4
Enlarge/Reduce........................................................ 10-5
Quality ...................................................................... 10-6
Options ..................................................................... 10-7
Paper Type........................................................... 10-8
Paper Size............................................................ 10-9
Brightness .......................................................... 10-10
Contrast..................................................................10-11
Sorting copies using the ADF.................................10-12
N in 1 copy (Page Layout)...................................... 10-13
Changing the default copy settings .............................. 10-15
Copy Quality........................................................... 10-15
Brightness...............................................................10-15

xiii
Contrast ..................................................................10-15
Colour Adjustment ..................................................10-16
Legal limitations............................................................10-17
11
Walk-Up PhotoCapture Center™(MFC-3820CN only) .....11-1
Introduction.....................................................................11-1
PhotoCapture Center™requirements ...................11-1
Basic flow........................................................................11-2
Getting started ................................................................11-3
Printing the Index (Thumbnails)......................................11-5
Printing images ...............................................................11-6
Number of Copies.................................................11-7
DPOF printing...........................................................11-8
Changing the default settings .........................................11-9
Print Quality ..............................................................11-9
Paper & Size.............................................................11-9
Brightness...............................................................11-10
Contrast ..................................................................11-10
Colour enhancement ..............................................11-11
Cropping .................................................................11-12
Understanding the Error Messages........................11-13
Using PhotoCapture Center™from your PC.................11-14
Using PhotoCapture Center™for scanning
documents .................................................................11-14
12
Important information ........................................................12-1
Important Information for Australia .................................12-1
IMPORTANT-For Your Safety. .................................12-1
Disconnect device ................................................12-1
LAN connection (MFC-3820CN only) .......................12-1
International ENERGY STAR®Compliance
Statement .............................................................12-2
Important safety instructions.....................................12-2
Important Information for New Zealand ..........................12-4
Important Safety Instructions....................................12-4
IMPORTANT-For Your Safety ..................................12-7
Disconnect device ................................................12-7
IMPORTANT NOTICE..............................................12-7
LAN connection (MFC-3820CN only) .......................12-7
Important Information for Some Countries......................12-8
Important Safety Instructions....................................12-8
LAN connection (MFC-3820CN only) .....................12-10
Trademarks.............................................................12-11

xiv
13
Troubleshooting and routine maintenance ..................... 13-1
Troubleshooting .............................................................. 13-1
Error messages ........................................................ 13-1
Document jams.........................................................13-4
Document is jammed in the top of
the ADF unit. ....................................................13-4
Document is jammed inside the ADF unit. ........... 13-4
Printer jam or paper jam...........................................13-5
Paper is jammed inside the front of
the machine......................................................13-5
Paper is jammed inside the paper tray................. 13-6
Paper is jammed inside the machine. .................. 13-7
If you are having difficulty with your machine........... 13-8
How to improve print quality ......................................... 13-12
Cleaning the print head .......................................... 13-12
Print quality check .................................................. 13-12
Checking the ink volume ..............................................13-15
Packing and shipping the machine.........................13-16
Routine maintenance.................................................... 13-19
Cleaning the scanner.............................................. 13-19
Cleaning the machine printer platen....................... 13-20
Replacing the ink cartridges ................................... 13-21
G
Glossary .............................................................................. G-1
S
Specifications ......................................................................S-1
Product description...........................................................S-1
General.............................................................................S-1
Print media .......................................................................S-2
Copy .................................................................................S-3
PhotoCapture Center (MFC-3820CN only) ......................S-3
Fax....................................................................................S-4
Scanner ............................................................................S-5
Printer...............................................................................S-6
Interfaces..........................................................................S-6
Computer requirements....................................................S-7
Consumable items............................................................S-8
Network (LAN) (MFC-3820CN only).................................S-8
14
Index ...................................................................................... I-1
15
Remote Retrieval Access card .......................................... R-1

INTRODUCTION 1 - 1
1
Using this Guide
Thank you for buying a Brother 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
viewing 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’ll 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 Italicised 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-3420C MFC-3820CN
Hook
3 4 5 6 71 2
10 9 8
Hook
3 4 5 6 71 2
11 10 9 8

INTRODUCTION 1 - 3
1Copy keys
(Temporary settings):
Options
You can quickly and easily select
temporary settings for copying.
Quality
Use this key to temporarily change
the quality for Copying.
Enlarge/Reduce
Lets you enlarge or reduce copies
depending on the ratio you select.
2Fax and telephone keys:
Fax Resolution
Sets the resolution when you send a
fax.
Redial/Pause
Redials the last number you called.
It also inserts a pause in auto dial
numbers.
Hook
Lets you dial fax numbers without
lifting the handset.
3Dial 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.
4Mode keys:
Fax
Lets you access Fax mode.
Copy
Lets you access Copy mode.
Scan
Lets you access Scan mode.
5Stop/Exit
Stops an operation or exits from the
menu.
6Mono Start
Lets you start sending faxes or
making copies in black and white.
Also lets you start a scanning
operation. (Colour or mono,
depending on the scanning setting
on your PC)
Colour Start
Lets you start sending faxes or
making copies in full colour.
Also lets you start a scanning
operation. (Colour or mono,
depending on the scanning setting
on your PC)
7Power Save
You can turn the machine to power
save condition.

1 - 4 INTRODUCTION
8Navigation keys:
Menu/Set
Lets you access the Menu to
program and store your settings in
the machine.
When using the speaker or during
ringing in fax mode, you can press
these keys to adjust the volume.
Search/Speed Dial
Lets you look up numbers that are
stored in the dialling memory. It also
lets you dial stored numbers by
pressing #and a two-digit number.
Press to scroll backward to a menu
selection.
or
Press to scroll through the menus
and options.
Also, you can use these keys to do
a numeral search for the names of
stored numbers in fax mode.
9Liquid Crystal Display (LCD)
Displays messages on the screen to
help you set up and use your
machine.
0Print keys
Job Cancel (MFC-3420C only)
Clears data from the printer
memory.
Ink
Lets you clean the print heads,
replace an ink cartridge and check
the available ink volume.
APhoto Key: (MFC-3820CN only)
PhotoCapture
Lets you access the PhotoCapture
Center.

INTRODUCTION 1 - 5
Turning the machine to Power Save condition
When the machine is idle, you can turn it to Power Save condition by
pressing the Power Save key. In Power Save mode, the machine
will receive telephone calls, and also receive faxes in Fax Only,
Fax/Tel or External TAD mode. The delayed faxes that have
been set up will be sent. You can even retrieve faxes using Remote
Retrieval if you are away from your machine. If you want to do other
operations, you must turn the machine back on.
Turning the machine to Power Save condition
Press and hold down the Power Save
key until the LCD shows:
The LCD light will turn off.
Turning the machine to Power Save condition off
Press and hold down the Power Save
key until the LCD shows:
The LCD will show the date and time (Fax mode).
Even if you turned the machine off, it will periodically clean the
print head to preserve print quality.
If you unplug the AC power cord, no machine operations will be
available.
You can turn the machine Off by customizing the Power Save
key as shown next page. In this Off mode, no machine operation
will be available. (See Power Save Setting on page 4-8.)
The external telephone is always available.
Shutting Down
Please Wait