Brother MFC 5490CN - Color Inkjet - All-in-One User manual

USER’S GUIDE
MFC-5490CN
Version A
ARL/ASA/NZ

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-5490CN
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.
© 2008 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 2
Using the documentation .......................................................................................2
Symbols and conventions used in the documentation ....................................2
Accessing the Software and Network User’s Guide ..............................................2
Viewing Documentation...................................................................................3
Accessing Brother Support (For Windows®) .........................................................5
Control panel overview ..........................................................................................6
2 Loading paper and documents 8
Loading paper and other print media.....................................................................8
Loading envelopes and post cards................................................................10
Removing small printouts from the machine .................................................11
Printable area ................................................................................................12
Acceptable paper and other print media..............................................................13
Recommended print media ...........................................................................13
Handling and using print media .....................................................................13
Choosing the right print media.......................................................................15
Loading documents .............................................................................................17
Using the ADF ...............................................................................................17
Using the scanner glass ................................................................................18
Scannable area .............................................................................................19
3 General setup 20
Power Save mode ...............................................................................................20
Putting your machine in Power Save mode...................................................20
Bringing your machine out of Power Save mode ..........................................20
Power Save setting........................................................................................20
Mode Timer..........................................................................................................21
Paper settings......................................................................................................21
Paper Type ....................................................................................................21
Paper Size .....................................................................................................21
Volume Settings...................................................................................................22
Ring Volume ..................................................................................................22
Beeper Volume..............................................................................................22
Speaker Volume ............................................................................................22
Setting Daylight Savings Time.............................................................................23
LCD screen..........................................................................................................23
LCD Contrast.................................................................................................23
Sleep Mode..........................................................................................................23

iii
4 Security features 24
TX Lock ...............................................................................................................24
Setting and changing the TX Lock password ................................................24
Turning TX Lock on/off ..................................................................................25
Section II Fax
5 Sending a Fax 28
Entering Fax mode ..............................................................................................28
Faxing from the ADF .....................................................................................28
Faxing from the scanner glass ......................................................................28
Faxing Letter size documents from the scanner glass ..................................29
Colour fax transmission .................................................................................29
Cancelling a fax in progress ..........................................................................29
Broadcasting (Monochrome only)........................................................................29
Cancelling a Broadcast in progress...............................................................30
Additional sending operations..............................................................................30
Sending faxes using multiple settings ...........................................................30
Contrast .........................................................................................................31
Changing fax resolution.................................................................................31
Dual access (Monochrome only) ...................................................................32
Real time transmission ..................................................................................32
Overseas Mode .............................................................................................32
Delayed Faxing (Monochrome only)..............................................................33
Delayed Batch Transmission (Monochrome only)......................................... 33
Checking and cancelling waiting jobs............................................................33
Sending a fax manually .................................................................................34
Out of Memory message ...............................................................................34
6 Receiving a Fax 35
Receive modes....................................................................................................35
Choosing the correct Receive Mode .............................................................35
Using receive modes ...........................................................................................36
Fax only .........................................................................................................36
Fax/Tel...........................................................................................................36
Manual...........................................................................................................36
External TAD .................................................................................................36
Receive mode settings ........................................................................................37
Ring Delay .....................................................................................................37
F/T Ring Time (Fax/Tel mode only)...............................................................37
Fax Detect .....................................................................................................38
Additional receiving operations............................................................................38
Printing a reduced incoming fax ....................................................................38
Out of Paper Reception.................................................................................38
Printing a fax from the memory .....................................................................39

iv
7 Telephone and External devices 40
Voice Operations .................................................................................................40
Tone or pulse (Not Available for New Zealand).............................................40
Fax/Tel mode ................................................................................................40
Fax/Tel mode in Power Save condition .........................................................40
Telephone Service for Australia...........................................................................41
Telstra®FaxStream®Duet®(Distinctive Ring)..............................................41
Caller ID.........................................................................................................43
How Does the Caller ID Work?......................................................................43
The Caller ID is Stored in Your Machine Memory .........................................43
Viewing Caller ID List ....................................................................................44
Telephone Service for New Zealand ...................................................................44
FaxAbility .......................................................................................................44
Caller ID.........................................................................................................45
How Does the Caller ID Work?......................................................................46
Viewing Caller ID List ....................................................................................46
Telephone Service for Some Countries...............................................................47
Distinctive Ring (For Singapore and Hong Kong)..........................................47
Caller ID (For Singapore and Hong Kong) ....................................................48
Viewing Caller ID List ....................................................................................48
Connecting an external TAD (telephone answering device)................................49
Connections...................................................................................................49
Recording an outgoing message (OGM) on an external TAD.......................50
Multi-line connections (PABX) .......................................................................50
External and extension telephones......................................................................50
Connecting an external or extension telephone ............................................50
Operation from extension telephones............................................................51
Using a cordless external telephone .............................................................51
Using remote codes.......................................................................................51
8 Dialling and storing numbers 53
How to Dial ..........................................................................................................53
Manual dialling...............................................................................................53
One Touch Dialling ........................................................................................53
Speed Dialling ...............................................................................................53
Search ...........................................................................................................53
Fax Redial .....................................................................................................54
Storing numbers ..................................................................................................54
Storing a pause .............................................................................................54
Storing One Touch Dial numbers ..................................................................54
Storing Speed Dial numbers..........................................................................55
Changing One Touch or Speed Dial names or numbers...............................55
Setting up groups for broadcasting................................................................56
Combining Quick Dial numbers .....................................................................57

v
9 Remote fax options (Monochrome only) 58
Fax Forwarding....................................................................................................58
Fax Storage .........................................................................................................59
PC Fax Receive...................................................................................................59
Changing the destination PC.........................................................................60
Turning off Remote Fax Options..........................................................................60
Changing Remote Fax Options ...........................................................................61
Remote Retrieval.................................................................................................61
Setting a Remote Access Code.....................................................................61
Using your Remote Access Code..................................................................62
Remote Fax commands ................................................................................63
Retrieving fax messages ...............................................................................64
Changing your Fax Forwarding number........................................................64
10 Printing Reports 65
Fax reports...........................................................................................................65
Transmission Verification Report...................................................................65
Fax Journal (activity report)...........................................................................65
Reports ................................................................................................................66
How to print a report ......................................................................................66
11 Polling 67
Polling overview................................................................................................... 67
Polling receive .....................................................................................................67
Setup to receive polling .................................................................................67
Setup to receive polling with secure code .....................................................67
Setup to receive delayed polling....................................................................68
Sequential polling (Monochrome only) ..........................................................68
Polled transmit (Monochrome only).....................................................................69
Setup for polled transmit................................................................................69
Setup for polled transmit with secure code....................................................69
Section III Copy
12 Making copies 72
How to copy.........................................................................................................72
Entering Copy mode......................................................................................72
Making a single copy.....................................................................................72
Making multiple copies ..................................................................................72
Stop copying..................................................................................................72
Copy keys ............................................................................................................73
Changing copy speed and quality .................................................................73
Enlarging or reducing the image copied ........................................................74
Copy options..................................................................................................75
Paper Options................................................................................................78

vi
Section IV Direct Photo Printing
13 Printing photos from a memory card or USB
Flash memory drive 80
PhotoCapture Center™ Operations.....................................................................80
Printing from a memory card or USB Flash memory drive without a PC.......80
Scanning to a memory card or USB Flash memory drive without a PC ........80
Using PhotoCapture Center™ from your computer.......................................80
Using a memory card or USB Flash memory drive .......................................80
Memory cards or a USB Flash memory drive folder structure.......................81
Getting started .....................................................................................................82
How to print from a memory card or USB Flash memory drive ...........................83
Print Index (Thumbnails) ...............................................................................83
Printing Images..............................................................................................84
DPOF printing................................................................................................85
PhotoCapture Center™ print settings..................................................................86
Print speed and quality ..................................................................................86
Paper Options................................................................................................86
Adjusting Colour Enhancement .....................................................................87
Cropping ........................................................................................................88
Borderless printing.........................................................................................88
Date Print.......................................................................................................88
Scan to a memory card or USB Flash memory drive ..........................................89
Changing the image quality ...........................................................................90
Changing the monochrome file format ..........................................................90
Changing the colour file format......................................................................90
Understanding the Error Messages .....................................................................90
14 Printing photos from a camera 91
Printing photos directly from a PictBridge camera...............................................91
PictBridge requirements ................................................................................91
Setting your digital camera ............................................................................91
Printing Images..............................................................................................92
DPOF printing................................................................................................92
Printing photos directly from a digital camera (without PictBridge)......................93
Printing Images..............................................................................................93
Understanding the Error Messages .....................................................................94
Section V Software
15 Software and Network features 96

vii
Section VI Appendixes
A Safety and Legal 98
Choosing a location .............................................................................................98
To use the machine safely...................................................................................99
IMPORTANT-For Your Safety .....................................................................102
LAN connection ...........................................................................................103
Radio interference .......................................................................................103
International ENERGY STAR®Compliance Statement ..............................103
Important Information for Australia ....................................................................104
Important safety instructions........................................................................104
Important Information for New Zealand .............................................................106
Important Safety Instructions.......................................................................106
Important Information for Some Countries.........................................................109
Important Safety Instructions.......................................................................109
Legal limitations for copying ..............................................................................111
Trademarks........................................................................................................112
B Troubleshooting and Routine Maintenance 113
Troubleshooting.................................................................................................113
If you are having difficulty with your machine..............................................113
Dial Tone detection......................................................................................120
Telephone line interference.........................................................................120
Error and maintenance messages.....................................................................121
Transferring your faxes or Fax Journal report .............................................125
Document jam .............................................................................................126
Printer jam or paper jam ..............................................................................127
Routine maintenance.........................................................................................129
Replacing the ink cartridges ........................................................................129
Cleaning the outside of the machine ...........................................................132
Cleaning the scanner glass .........................................................................133
Cleaning the machine printer platen............................................................133
Cleaning the paper pick-up roller.................................................................134
Cleaning the print head ...............................................................................134
Checking the print quality ............................................................................135
Checking the print alignment .......................................................................136
Checking the ink volume .............................................................................136
Machine Information .......................................................................................... 136
Checking the serial number.........................................................................136
Packing and shipping the machine....................................................................137

viii
C Menu and Features 139
On-screen programming....................................................................................139
Menu table...................................................................................................139
Memory storage...........................................................................................139
Menu keys .........................................................................................................139
Menu Table........................................................................................................141
Entering Text .....................................................................................................149
D Specifications 150
General ..............................................................................................................150
Print media.........................................................................................................152
Fax.....................................................................................................................153
Copy ..................................................................................................................155
PhotoCapture Center™ .....................................................................................156
PictBridge ..........................................................................................................157
Scanner .............................................................................................................158
Printer ................................................................................................................159
Interfaces...........................................................................................................160
Computer requirements .....................................................................................161
Consumable items.............................................................................................162
Network (LAN) ...................................................................................................163
E Glossary 164
FIndex 168

Section I
General I
General Information 2
Loading paper and documents 8
General setup 20
Security features 24

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 and Network
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 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.
General Information 1
Bold Bold typeface identifies specific
buttons on the machine’s
control panel or on the screen.
Italics Italicized typeface emphasizes
an important point or refers you
to a related topic.
Courier
New
Text in Courier New font
identifies messages on the
LCD of the machine.
Warnings tell you what to do to
prevent possible personal injury.
Cautions specify procedures you
must follow or avoid to prevent
possible damage to the machine or
other objects.
Electrical Hazard icons alert you to
possible electrical shock.
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
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.
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 and Network 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 and Network 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®)
Network Scanning
ScanSoft™ PaperPort™ 11SE with OCR
How-to-Guides
The complete ScanSoft™ PaperPort™
11SE with OCR How-to-Guides can be
viewed from the Help selection in the
ScanSoft™ PaperPort™ 11SE
application.
Presto!®PageManager®User’s
Guide(Hong Kong users only)
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
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 top.html 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)
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.

General Information
5
1
Accessing Brother
Support
(For Windows®)1
You can find all the contacts you will need,
such as Web support (Brother Solutions
Center).
Click Brother Support on the main menu.
The following screen will appear:
To access our web site
(http://www.brother.com), click Brother
Home Page.
For the latest news and product support
information (http://solutions.brother.com),
click Brother Solutions Center.
To visit our web site for original Brother
supplies
(http://www.brother.com/original/), click
Supplies Information.
To access the Brother CreativeCenter
(http://www.brother.com/creativecenter/)
for FREE photo projects and printable
downloads, click Brother
CreativeCenter.
To return to the main page, click Back or
if you have finished, click Exit.

Chapter 1
6
Control panel overview 1
1 Fax and telephone keys:
Redial/Pause
Redials one of the last number called. It
also inserts a pause when programming
quick dial numbers.
Hook
Press before dialing 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 pseudo/double-ring.
Resolution
Lets you temporarily change the resolution
when sending a fax.
2 Copy keys (temporary settings):
Enlarge/Reduce
Lets you temporarily enlarge or reduce
copies depending on the ratio you choose.
Quality
Lets you temporarily change the quality
setting.
Options
Lets you temporarily change multiple copy
settings when in copy mode.
3 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. (Not Available in New Zealand)
4 Mode keys:
Fax
Lets you access Fax mode.
Scan
Lets you access Scan mode.
Copy
Lets you access Copy mode.
Photo Capture
Lets you access PhotoCapture Center™
mode.
5 Menu keys:
Menu
Lets you access the main menu to program
the machine.
Phone Book key
Lets you store, look up, and dial numbers in
the memory.
12/10 11:53
Res:Standar
d
2341
1011

General Information
7
1
Volume keys
dc
When the machine is idle, 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 delete characters or to go back to
the previous menu level.
OK
Lets you choose a setting.
6 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 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).
7PowerSave
Lets you put the machine into Power Save
mode.
8Stop/Exit
Stops an operation or exits from a menu.
9 Ink Management
Lets you clean the print head, print a test page
to check the print quality, and check the
available ink volume.
10 LCD (liquid crystal display)
Displays messages on the screen to help you
set up and use your machine.
11 One Touch keys
These three keys give you instant access to six
previously stored numbers.
Shift
Lets you access One Touch numbers 4 to 6
when held down.
12/10 11:53 Fax
Res:Standard
45
9 7
6
810

8
2
Loading paper and
other print media 2
aIf the paper support flap is open, close it,
and then close the paper support. Pull
the paper tray completely out of the
machine.
bLift the output paper tray (1).
cWith both hands, gently press and slide
the paper side guides (1) and the paper
length guide (2) to fit the paper size.
Make sure that the triangular marks (3)
on the paper side guides (1) and paper
length guide (2) line up with the mark for
the paper size you are using.
Note
When you use Legal size paper, press and
hold the universal guide release button (1)
as you slide out the front of the paper tray.
Loading paper and documents 2
1
3
1
3
2
1

Loading paper and documents
9
2
dFan the stack of paper well to avoid
paper jams and misfeeds.
Note
Always make sure the paper is not curled.
eGently put the paper into the paper tray
print side down and top edge first.
Check that the paper is flat in the tray.
fGently adjust the paper side guides (1)
to the paper with both hands.
Make sure the paper side guides touch
the sides of the paper.
Note
Be careful that you do not push the paper
in too far; it may lift at the back of the tray
and cause feed problems.
gClose the output paper tray.
Check that the paper is flat in the tray
and below the maximum paper
mark (1).
1
1

Chapter 2
10
hSlowly push the paper tray completely
into the machine.
iWhile holding the paper tray in place,
pull out the paper support (1) until it
clicks and unfold the paper support
flap (2).
Note
Do not use the paper support flap for
Legal paper.
Loading envelopes and post
cards 2
About envelopes 2
Use envelopes that weigh from 80 to
95 gsm.
Some envelopes need margin settings to
be set in the application. Make sure you
do a test print first before printing many
envelopes.
CAUTION
DO NOT use any of the following types of
envelopes, as they will cause paper feed
problems:
• That are of a baggy construction.
• That are embossed (have raised writing
on them).
• That have clasps or staples.
• That are pre-printed on the inside.
Occasionally you may experience paper
feed problems caused by the thickness,
size and flap shape of the envelopes you
are using.
1
2
Glue 2Double flap 2