Brother MFC-440CN User manual

USER’S GUIDE
MFC-440CN
MFC-665CW
Version A

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-440CN, MFC-665CW (Circle your
model number)
Serial Number: 1
Date of Purchase:
Place of Purchase:
1The 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
http://www.brother.com/registration/
By registering your product with Brother, you will be recorded as the
original owner of the product. Your registration with Brother:
may serve as confirmation of the purchase date of your product
should you lose your receipt; and
may support an insurance claim by you in the event of product loss
covered by insurance
© 2006 Brother Industries, Ltd.

i
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.

ii
Table of Contents
Section I General
1 General Information
Using the documentation .......................................................................................2
Symbols and conventions used in the documentation ....................................2
Accessing the Software User’s Guide and Network User’s Guide ........................3
Viewing Documentation...................................................................................3
Control panel overview ..........................................................................................6
LCD display screen .........................................................................................8
Basic Operations .............................................................................................9
2 Loading documents and paper
Loading documents .............................................................................................10
Using the ADF ...............................................................................................10
Using the scanner glass ................................................................................11
Scanning area ...............................................................................................11
Acceptable paper and other media......................................................................12
Recommended media ...................................................................................12
Handling and using media .............................................................................12
Choosing the right media...............................................................................14
Loading paper, envelopes and other media ........................................................16
Loading paper and other media.....................................................................16
Loading envelopes, post cards and photo paper...........................................18
Printable area ................................................................................................21
3 General setup
Power Save mode ...............................................................................................22
Putting your machine in Power Save mode...................................................22
Bringing your machine out of Power Save mode ..........................................22
Power Save setting........................................................................................22
Mode Timer..........................................................................................................23
Paper settings......................................................................................................24
Paper Type ....................................................................................................24
Paper Size .....................................................................................................24
Volume Settings...................................................................................................25
Ring Volume ..................................................................................................25
Beeper Volume..............................................................................................25
Speaker Volume ............................................................................................26
Setting Daylight Savings Time.............................................................................26
LCD display .........................................................................................................27
LCD Contrast.................................................................................................27
Setting the backlight brightness.....................................................................27
Setting the Dim Timer for the backlight ........................................................27
Setting the Off Timer .....................................................................................28
Setting the Wallpaper ....................................................................................28

iii
4 Security features
TX Lock (MFC-440CN only) ................................................................................29
Setting and changing the TX Lock password ................................................29
Turning the TX Lock on/off ............................................................................30
Memory Security (MFC-665CW only)..................................................................30
Setting and changing the memory security password ...................................31
Turning the memory security on/off ...............................................................32
Section II Fax
5 Sending a fax
Entering Fax mode ..............................................................................................34
Faxing from the ADF ....................................................................................34
Faxing from the scanner glass ......................................................................35
Faxing Letter size documents from the scanner glass ..................................35
Colour fax transmission.................................................................................35
Cancelling a fax in progress ..........................................................................35
Broadcasting (Monochrome only)........................................................................36
Cancelling a Broadcast in progress...............................................................37
Additional sending operations..............................................................................37
Sending faxes using multiple settings ...........................................................37
Contrast.........................................................................................................38
Changing fax resolution.................................................................................38
Dual access (Monochrome only) ...................................................................39
Real time transmission ..................................................................................39
Overseas Mode .............................................................................................39
Delayed Faxing (Monochrome only)..............................................................39
Delayed Batch Transmission (Monochrome only).........................................40
Checking and cancelling waiting jobs............................................................40
Setting your changes as a new default..........................................................40
Restoring all settings to the factory settings..................................................41
Sending a fax manually .................................................................................41
Sending a fax at the end of a conversation ...................................................41
Out of Memory message ...............................................................................41
6 Receiving a Fax
Receive modes....................................................................................................42
Choosing the Receive Mode .........................................................................42
Using receive modes ...........................................................................................44
Fax only.........................................................................................................44
Fax/Tel...........................................................................................................44
Manual...........................................................................................................44
TAD (MC) (MFC–665CW only)......................................................................44
External TAD (MFC-440CN only) ..................................................................44

iv
Receive mode settings ........................................................................................45
Ring Delay .....................................................................................................45
F/T Ring Time (Fax/Tel mode only)...............................................................45
Fax Detect .....................................................................................................46
Additional receiving operations............................................................................47
Printing a reduced incoming fax ....................................................................47
Receiving faxes into memory ........................................................................47
Receiving a fax at the end of a conversation (MFC-665CW only).................48
Printing a fax from the memory .....................................................................48
7 Telephone Services and External devices
Voice operations ..................................................................................................49
Making a telephone call (MFC-665CW only).................................................49
Answering calls with the Speaker Phone (MFC-665CW only) ......................49
Hold (MFC-665CW only) ...............................................................................49
Tone or Pulse (not available in New Zealand)...............................................49
Fax/Tel mode ................................................................................................50
Fax/Tel mode in Power Save condition .........................................................50
Phone line services..............................................................................................50
Do you have Voice Mail?...............................................................................50
Telephone Service for Australia...........................................................................51
Telstra®FaxStream®Duet®(Distinctive Ring)..............................................51
Caller ID.........................................................................................................53
How Does the Caller ID Work?......................................................................53
The Caller ID is Stored in Your Machine Memory .........................................53
Viewing Caller ID List ....................................................................................54
Telephone Service for New Zealand ...................................................................55
FaxAbility .......................................................................................................55
Caller ID.........................................................................................................56
How Does the Caller ID Work?......................................................................56
Viewing Caller ID List ....................................................................................57
Telephone Service for Some Countries...............................................................58
Distinctive Ring (For Singapore and Hong Kong)..........................................58
Caller ID (For Singapore and Hong Kong) ....................................................59
Viewing Caller ID List ....................................................................................59
Connecting an external TAD (telephone answering device)................................60
Connections...................................................................................................61
Recording outgoing message (OGM) on an external TAD............................61
Multi-Line connections (PABX)......................................................................61
External and extension phones ...........................................................................62
Connecting an external or extension telephone ............................................62
Operation from extension telephones............................................................62
Using remote codes.......................................................................................62

v
8 Dialling and storing numbers
How to Dial ..........................................................................................................64
Manual dialling...............................................................................................64
Speed-Dialling ...............................................................................................64
Search ...........................................................................................................64
Fax Redial .....................................................................................................65
Outgoing Call.................................................................................................65
Caller ID history .............................................................................................66
Storing numbers ..................................................................................................66
Storing a pause .............................................................................................66
Storing Speed-Dial numbers .........................................................................66
Changing Speed-Dial names or numbers .....................................................68
Setting up groups for broadcasting................................................................69
Combining Quick-Dial numbers.....................................................................71
9 Digital TAD (MFC-665CW only)
TAD-Mode for internal TAD .................................................................................72
Setting up the TAD ........................................................................................72
Outgoing message (OGM) ............................................................................72
Fax/Tel OGM .................................................................................................73
Activating TAD mode.....................................................................................73
Managing your messages....................................................................................74
Message indicator .........................................................................................74
Playing voice messages................................................................................74
Erasing incoming messages..........................................................................74
Additional TAD operations...................................................................................75
Setting maximum time for incoming messages.............................................75
Setting toll saver ............................................................................................75
ICM Recording Monitor..................................................................................75
Recording a conversation..............................................................................76
10 Advanced fax operations (Monochrome only)
Fax Forwarding....................................................................................................77
Fax Storage.........................................................................................................78
Fax Preview (MFC-665CW only).........................................................................78
Setting Fax Preview.......................................................................................78
How to preview a fax .....................................................................................79
How to delete all faxes in the list ...................................................................79
How to print all faxes in the list ......................................................................79
PC Fax Receive...................................................................................................80
Changing the destination PC.........................................................................81
Turning off Advanced Fax Operations.................................................................81
Changing Advanced Fax Operations...................................................................82
Remote Retrieval.................................................................................................82
Setting a Remote Access Code.....................................................................82
Using your Remote Access Code..................................................................83
Remote Fax commands ................................................................................84
Retrieving fax messages ...............................................................................86
Changing your Fax Forwarding number ........................................................86

vi
11 Printing Reports
Fax reports...........................................................................................................87
Transmission Verification Report...................................................................87
Fax Journal (activity report) ...........................................................................87
Reports ................................................................................................................88
How to print a report ......................................................................................88
12 Polling
Polling overview...................................................................................................89
Polling receive .....................................................................................................89
Setup to receive polling .................................................................................89
Setup to receive polling with secure code .....................................................89
Setup to receive delayed polling....................................................................90
Sequential polling (Monochrome only) ..........................................................90
Polled transmit (Monochrome only) .....................................................................91
Setup for polled transmit................................................................................91
Setup for polled transmit with secure code....................................................91
Section III Copy
13 Making copies
How to copy .........................................................................................................94
Entering Copy mode......................................................................................94
Making a single copy .....................................................................................94
Making multiple copies ..................................................................................95
Stop copying..................................................................................................95
Copy settings .......................................................................................................95
Changing copy speed and quality .................................................................95
Enlarging or reducing the image copied ........................................................96
Making N in 1 copies or a poster (page layout) ............................................96
Sorting copies using the ADF ........................................................................97
Adjusting Brightness, Contrast and Colour....................................................98
Paper Options................................................................................................99
Setting your changes as a new default..........................................................99
Restoring all settings to the factory settings ..................................................99
‘Out of Memory’ message..................................................................................100

vii
Section IV Direct Photo Printing
14 Printing photos from a memory card
PhotoCapture Center™ Operations...................................................................102
Printing from a memory card without a PC..................................................102
Scanning to a memory card without a PC ...................................................102
Using PhotoCapture Center™ from your computer.....................................102
Using memory cards....................................................................................102
Memory card folder structure.......................................................................102
Getting started ...................................................................................................103
Entering PhotoCapture mode......................................................................104
Print Images.......................................................................................................104
View Photo(s) ..............................................................................................104
Print Index (Thumbnails) .............................................................................105
Print All Photos ............................................................................................105
Print Photos .................................................................................................106
DPOF printing..............................................................................................106
PhotoCapture Center™ print settings................................................................107
Print Quality .................................................................................................108
Paper options ..............................................................................................108
Adjusting Brightness, Contrast and Colour..................................................109
Cropping ......................................................................................................110
Borderless printing.......................................................................................110
Setting your changes as a new default........................................................110
Restoring all the settings to factory settings ................................................110
Scan to Card .....................................................................................................111
Entering Scan mode....................................................................................111
How to scan to card.....................................................................................111
Understanding the Error Messages...................................................................112
15 Printing photos from a camera with PictBridge
Before Using PictBridge.....................................................................................113
PictBridge requirements ..............................................................................113
Using PictBridge................................................................................................113
Setting your digital camera..........................................................................113
Printing Images..................................................................................................114
DPOF printing..............................................................................................114
Understanding the Error Messages...................................................................115
Section V Software
16 Software and Network features

viii
Section VI Appendixes
A Safety and Legal
Choosing a location ...........................................................................................120
To use the machine safely.................................................................................121
IMPORTANT-For Your Safety .....................................................................124
LAN connection .................................................................................................125
Important Information for Australia ....................................................................125
IMPORTANT NOTICE .................................................................................125
Important safety instructions........................................................................125
Important Information for New Zealand .............................................................127
Important Safety Instructions.......................................................................127
IMPORTANT NOTICE .................................................................................129
Important Information for Some Countries.........................................................130
Important Safety Instructions.......................................................................130
Legal limitations for copying ..............................................................................132
Trademarks........................................................................................................133
B Troubleshooting and Routine Maintenance
Troubleshooting ................................................................................................134
If you are having difficulty with your machine ..............................................134
Error messages .................................................................................................140
Transferring your faxes or Fax Journal report .............................................143
Document jam ............................................................................................144
Printer jam or paper jam ..............................................................................145
Dial Tone detection......................................................................................146
Compatibility ................................................................................................147
Routine maintenance.........................................................................................147
Replacing the ink cartridges ........................................................................147
Cleaning the outside of the machine ...........................................................149
Cleaning the scanner...................................................................................150
Cleaning the machine printer platen............................................................151
Cleaning the paper pick-up roller.................................................................151
Cleaning the print head ...............................................................................152
Checking the print quality ............................................................................152
Checking the printing alignment ..................................................................153
Checking the ink volume .............................................................................154
Uninstalling the handset and handset cradle (MFC-665CW only)...............154
Machine Information ..........................................................................................155
Checking the serial number.........................................................................155
Packing and shipping the machine ....................................................................155
C Menu and Features
On-screen programming....................................................................................158
Memory storage...........................................................................................158
Menu keys .........................................................................................................158
Menu table...................................................................................................159
Entering Text ...............................................................................................174

ix
D Specifications
General..............................................................................................................175
Print media.........................................................................................................177
Fax.....................................................................................................................178
TAD (MFC-665CW only)....................................................................................179
Copy ..................................................................................................................180
PhotoCapture Center™ .....................................................................................181
PictBridge ..........................................................................................................181
Scanner .............................................................................................................182
Printer ................................................................................................................183
Interfaces...........................................................................................................184
Computer requirements.....................................................................................185
Consumable items.............................................................................................186
Network (LAN) ...................................................................................................187
E Glossary
FIndex

Section I
General I
General Information 2
Loading documents and paper 10
General setup 22
Security features 29

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.
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
Accessing the
Software User’s Guide
and Network User’s
Guide 1
This User’s Guide does not contain all the
information about the machine such as how
to use the advanced features of the Fax,
Printer, Scanner, PC Fax and Network. When
you are ready to learn detailed information
about these operations, read the Software
User’s Guide and Network User’s Guide
that are 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 Guide.
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.
Note
If this window does not appear, use
Windows®Explorer to run the setup.exe
program from the root directory of the
Brother CD-ROM.
dClick User’s Guide to view the
Software User’s Guide and Network
User’s Guide in HTML format.
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®98/98SE/Me/2000
Professional and Windows®XP)
ControlCenter3
(For Windows®98/98SE/Me/2000
Professional and Windows®XP)
Network Scanning

Chapter 1
4
PaperPort®SE with OCR User’s Guide
The complete ScanSoft®PaperPort®SE
with OCR User’s Guide can be viewed
from the Help selection in the ScanSoft®
PaperPort®SE with OCR application.
How to find Network setup
instructions (MFC-665CW only) 1
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. For
more information, or if your access point
supports SecureEasySetup™, please see
the Network User’s Guide on the CD-ROM.
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 and Network
User's Guide in HTML format.
eClick the documentation you want to
read.
Software User’s Guide
Network 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)
Network Scanning
(For Mac OS®X 10.2.4 or greater)

General Information
5
1
Presto!®PageManager®User’s Guide
The complete Presto!®PageManager®
User’s Guide can be viewed from the Help
selection in the Presto!®PageManager®
application.
How to find Network setup
instructions (MFC-665CW only) 1
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. For
more information, or if your access point
supports SecureEasySetup™, please see
the Network User’s Guide on the CD-ROM.

Chapter 1
6
Control panel overview 1
MFC-440CN 1
MFC-665CW 1
Note
Most of the illustrations in this User’s Guide show the MFC-440CN.
1345
6
2
978
112 3 4 5
6
2
910 7811
13

General Information
7
1
1DialPad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine.
(Not available in New Zealand) The #key lets
you temporarily switch the dialling mode during
a telephone call from Pulse to Tone.
2 Fax and telephone keys
Search/Speed Dial (MFC-440CN only)
Lets you look up and dial numbers that are
stored in the memory.
Redial/Pause
Redials from the last 30 numbers called. It
also inserts a pause when programming
quick dial numbers.
Hook (MFC-440CN only)
Press before dialling if you want to make
sure a fax machine will answer, and then
press Mono Start or Colour Start.
Also, press this key after picking up the
handset of an external telephone during the
F/T double/pseudo-ring.
Recall (MFC-665CW only)
Use this key to gain access to an outside
line (for Australia and New Zealand only)
and/or to recall the operator or transfer a
call to another extension when it is
connected to a PABX.
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 Menu keys:
Volume keys
dc
In Fax mode, you can press these keys to
adjust the ring volume.
aSearch/Speed Dial (MFC-665CW only)
Lets you look up and dial numbers that are
stored in the memory.
dor c
Press to scroll backward or forward to a
menu selection.
aor b
Press to scroll through the menus and
options.
Menu
Access the main menu.
OK
Selects a setting.
Clear/Back
Press to cancel the current setting.
5 Start keys:
Colour Start
Lets you start sending faxes or making
copies in full colour. Also lets you start a
scanning operation (in colour or
monochrome, 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).
6 Power Save
Lets you put the machine into Power Save
mode.
7Stop/Exit
Stops an operation or exits from a menu.

Chapter 1
8
8 LCD (liquid crystal display)
Displays messages on the screen to help you
set up and use your machine.
Also, you can adjust the angle of the LCD
display by lifting it.
9 Ink Management
Lets you clean the print head, check the print
quality, and check the available ink volume.
10 Fax Preview (MFC-665CW only)
Lets you preview incoming faxes on the LCD.
11 TAD keys (MFC-665CW only):
MC On/Off
Turns the Telephone Answering Device
(TAD) on or off. It will also flash if you have
new messages.
Play/Record
Plays voice messages stored in the
memory. Will also let you record telephone
calls.
Erase/Hold
Deletes voice messages.
Lets you place calls on hold.
12 Speaker Phone (MFC-665CW only)
Turns the speaker phone on or off.
13 Microphone (MFC-665CW only)
Picks up your voice when you speak to another
party using Speaker Phone.
LCD display screen 1
The LCD shows the current machine status
when the machine is idle.
1 Current Receive Mode
Lets you see the current receive mode.
Fax (Fax only)
F/T (Fax/Tel)
TAD (External TAD) (MFC-440CN only)
MC (Msg Ctr) (MFC-665CW only)
Mnl (Manual)
2 Fax in memory
Shows how many received faxes are in the
memory.
3 Voice message in memory
(MFC-665CW only)
Shows how many received voice messages
are in the memory.
4 Memory Status
Lets you see the available memory in the
machine.
5 Wireless Status (MFC-665CW only)
A four level indicator shows the current
wireless signal strength if you are using a
wireless connection.
6 Ink indicator
Lets you see the available ink volume.
0Max
1
3
245
6

General Information
9
1
Basic Operations 1
The following steps show how to change a
setting in the machine. In this example, the
Mode Timer setting is changed from
2 minutes to 30 seconds.
aPress Menu.
bPress aor bto choose
General Setup.
Press OK.
cPress aor bto choose Mode Timer.
Press OK.
dPress aor bto choose 30 Secs.
Press OK.
You can see the current setting on the
LCD:
ePress Stop/Exit.
OKSelect & Press
MENU
Fax
LAN
Print Reports
Machine Info.
General Setup
MENU
Paper Type
Paper Size
Plain Pap
General Setup
Volume
OK
Select & Press
A4
Mode Timer 2 Mins
OKSelect & Press
MENU
30 Secs
1 Min
2 Mins
5 Mins
Mode Timer
OKSelect & Press
MENU
Mode Timer
Paper Type
Paper Size
Volume
30
Secs
Plain Pap
General Setup
A4