Brother MFC 685CW - Color Inkjet - All-in-One User manual

USER’S GUIDE
MFC-685CW

Approval Information and Compilation and
Publication Notice
THIS EQUIPMENT IS DESIGNED TO WORK WITH A TWO WIRE ANALOGUE PSTN LINE
FITTED WITH THE APPROPRIATE CONNECTOR.
APPROVAL INFORMATION
Brother advises that this product may not function correctly in a country other than where it was
originally purchased, and does not offer any warranty in the event that this product is used on
public telecommunication lines in another country.
Compilation and Publication Notice
Under the supervision of Brother Industries Ltd., this manual has been compiled and published,
covering the latest product descriptions and specifications.
The contents of this manual and the specifications of this product are subject to change without
notice.
Brother reserves the right to make changes without notice in the specifications and materials
contained herein and shall not be responsible for any damages (including consequential) caused
by reliance on the materials presented, including but not limited to typographical and other errors
relating to the publication.
Use only GENUINE brother supplies
Brother multifunction machines are designed to work ink of a particular specification and work to
a level of optimum performance when used with genuine Brother ink cartridges. Brother cannot
guarantee this optimum performance if ink or ink cartridges of other specifications are used.
Brother does not therefore recommend the use of cartridges other than genuine Brother cartridges
with this machine or the refilling of empty cartridges with ink from other sources. If damage is
caused to the print head or other parts of this machine as a result of the use of ink or ink cartridges
other than genuine Brother products due to the incompatibility or lack of suitability of those
products with this machine, any repairs required as a result will not be covered by the warranty.

i
Table of Contents
Section I General
1 General Information 2
Using the documentation ....................................................................................... 2
Symbols and conventions used in the documentation .................................... 2
Accessing the Software User’s Guide and Network User’s Guide ........................ 3
Viewing Documentation...................................................................................3
Control panel overview .......................................................................................... 6
LCD display indications ...................................................................................8
Basic Operations .............................................................................................8
2 Loading documents and paper 9
Loading documents ............................................................................................... 9
Using the ADF .................................................................................................9
Using the scanner glass ................................................................................ 10
Scannable area .............................................................................................10
Acceptable paper and other media......................................................................11
Recommended media ...................................................................................11
Handling and using media .............................................................................11
Choosing the right media............................................................................... 12
Loading paper and other media...........................................................................14
Loading envelopes and post cards................................................................ 16
Loading photo paper...................................................................................... 17
Removing small printouts from the machine ................................................. 18
Printable 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...................................................................................................... 22
Paper Type .................................................................................................... 22
Paper Size .....................................................................................................22
Volume Settings................................................................................................... 23
Ring Volume ..................................................................................................23
Beeper Volume.............................................................................................. 23
Speaker Volume ............................................................................................23
LCD display .........................................................................................................24
LCD Contrast.................................................................................................24
Setting the backlight brightness.....................................................................24
Setting the Dim Timer for the backlight ........................................................ 24
Setting the Off Timer ..................................................................................... 25
Setting the Wallpaper ....................................................................................25

ii
LCD Language ..............................................................................................25
Setting the Fax Logic.....................................................................................26
4 Security features 27
Memory Security..................................................................................................27
Setting and changing the memory security password ...................................27
Turning the memory security on/off ...............................................................28
Section II Fax
5 Sending a fax 30
Entering Fax mode ..............................................................................................30
Faxing from the ADF ....................................................................................30
Faxing from the scanner glass ......................................................................30
Faxing Letter size documents from the scanner glass ..................................31
Colour fax transmission .................................................................................31
Cancelling a fax in progress ..........................................................................31
Broadcasting (Monochrome only)........................................................................32
Cancelling a Broadcast in progress...............................................................32
Additional sending operations..............................................................................33
Sending faxes using multiple settings ...........................................................33
Contrast .........................................................................................................33
Changing fax resolution .................................................................................34
Dual access (Monochrome only) ...................................................................34
Real time transmission ..................................................................................34
Overseas Mode .............................................................................................35
Delayed Faxing (Monochrome only)..............................................................35
Delayed Batch Transmission (Monochrome only) .........................................35
Checking and cancelling waiting jobs............................................................35
Setting your changes as a new default..........................................................36
Restoring all settings to the factory settings ..................................................36
Sending a fax manually .................................................................................36
Sending a fax at the end of a conversation ...................................................36
Out of Memory message ...............................................................................36
6 Receiving a Fax 38
Receive modes ....................................................................................................38
Choosing the Receive Mode .........................................................................38
Using receive modes ...........................................................................................39
Fax only .........................................................................................................39
Fax/Tel...........................................................................................................39
Manual ...........................................................................................................39
TAD (Message Center)..................................................................................39
Receive mode settings ........................................................................................40
Ring Delay .....................................................................................................40
F/T Ring Time (Fax/Tel mode only)...............................................................40
Fax Detect .....................................................................................................41

iii
Additional receiving operations............................................................................ 42
Printing a reduced incoming fax ....................................................................42
Receiving faxes into memory (Monochrome only) ........................................42
Receiving a fax at the end of a conversation.................................................43
Printing a fax from the memory .....................................................................43
7 Telephone and External devices 44
Voice operations .................................................................................................. 44
Making a telephone call.................................................................................44
Answering calls with the Speaker Phone .....................................................44
Hold ...............................................................................................................44
Tone or Pulse ................................................................................................ 45
Fax/Tel mode ................................................................................................45
Fax/Tel mode in Power Save condition ......................................................... 45
Phone line services.............................................................................................. 45
Do you have Voice Mail?............................................................................... 45
Telephone Service ..............................................................................................46
Caller ID (Caller IDentification) (not available in certain area).......................46
Advantages of Caller ID.................................................................................46
Setup Method ................................................................................................ 46
Caller ID feature ............................................................................................47
Viewing Caller ID List ....................................................................................47
Connecting an external TAD (telephone answering device)................................ 48
Connections...................................................................................................49
Recording outgoing message (OGM) on an external TAD............................49
Multi-line connections (PBX) .........................................................................49
External and extension phones ...........................................................................50
Connecting an external or extension telephone ............................................50
Operation from extension telephones............................................................ 50
Using a cordless external telephone .............................................................50
Using remote codes....................................................................................... 51
8 Dialling and storing numbers 52
How to Dial ..........................................................................................................52
Manual dialling...............................................................................................52
Speed Dialling ...............................................................................................52
Search ...........................................................................................................52
Fax Redial .....................................................................................................53
Outgoing Call.................................................................................................53
Caller ID history .............................................................................................53
Storing numbers .................................................................................................. 54
Storing a pause ............................................................................................. 54
Storing Speed Dial numbers..........................................................................54
Changing Speed Dial names or numbers......................................................56
Setting up groups for broadcasting................................................................57
Combining Quick Dial numbers .....................................................................58

iv
9 Digital TAD 59
TAD-Mode for internal TAD .................................................................................59
Setting up the TAD ........................................................................................59
Outgoing message (OGM) ............................................................................59
Fax/Tel OGM (Announcement) .....................................................................60
Activating TAD mode.....................................................................................60
Managing your messages....................................................................................61
Message indicator .........................................................................................61
Playing voice messages ................................................................................61
Erasing incoming messages..........................................................................61
Additional TAD operations ...................................................................................62
Setting maximum time for incoming messages .............................................62
Setting toll saver ............................................................................................62
ICM Recording Monitor..................................................................................62
Recording a conversation .............................................................................62
10 Advanced fax operations (Monochrome only) 63
Fax Forwarding....................................................................................................63
Fax Storage .........................................................................................................64
Fax Preview .........................................................................................................64
How to preview a received fax.......................................................................64
How to preview an outgoing fax ....................................................................66
PC Fax Receive...................................................................................................66
Changing the destination PC .........................................................................67
Turning off Advanced Fax Operations .................................................................68
Changing Advanced Fax Operations...................................................................68
Remote Retrieval .................................................................................................69
Setting a Remote Access Code.....................................................................69
Using your Remote Access Code..................................................................69
Remote Fax commands ................................................................................70
Retrieving fax messages ...............................................................................71
Changing your Fax Forwarding number ........................................................71
11 Printing Reports 72
Fax reports...........................................................................................................72
Transmission Verification Report...................................................................72
Fax Journal (activity report) ...........................................................................72
Reports ................................................................................................................73
How to print a report ......................................................................................73
12 Polling 74
Polling overview...................................................................................................74
Polling receive .....................................................................................................74
Setup to receive polling .................................................................................74
Setup to receive polling with secure code .....................................................74
Setup to receive delayed polling....................................................................75
Sequential polling (Monochrome only) ........................................................75
Polled transmit (Monochrome only) .....................................................................76

v
Setup for polled transmit................................................................................ 76
Setup for polled transmit with secure code.................................................... 76
Section III Copy
13 Making copies 78
How to copy ......................................................................................................... 78
Entering Copy mode...................................................................................... 78
Making a single copy ..................................................................................... 78
Making multiple copies ..................................................................................78
Stop copying.................................................................................................. 78
Copy settings ....................................................................................................... 79
Changing copy speed and quality .................................................................79
Enlarging or reducing the image copied ........................................................79
Making N in 1 copies or a poster (page layout) ............................................ 80
Sorting copies using the ADF ........................................................................81
Adjusting Brightness, Contrast and Colour....................................................81
Paper Options................................................................................................82
Setting your changes as a new default..........................................................83
Restoring all settings to the factory settings .................................................. 83
‘Out of Memory’ message....................................................................................83
Section IV Direct Photo Printing
14 Printing photos from a memory card or USB Flash memory drive 86
PhotoCapture Center™ Operations..................................................................... 86
Printing from a memory card or USB Flash memory drive without a PC.......86
Scanning to a memory card or USB Flash memory drive without a PC ........ 86
Using PhotoCapture Center™ from your computer.......................................86
Using a memory card or USB Flash memory drive .......................................86
Memory cards or a USB Flash memory drive folder structure....................... 87
Getting started .....................................................................................................88
Entering PhotoCapture mode ........................................................................ 89
Print Images.........................................................................................................89
View Photo(s) ................................................................................................89
Print Index (Thumbnails) ............................................................................... 90
Print Photos ................................................................................................... 90
Photo Effects .................................................................................................91
Search by Date..............................................................................................93
Print All Photos .............................................................................................. 94
Slide show .....................................................................................................94
Trimming........................................................................................................95
DPOF printing................................................................................................95
PhotoCapture Center™ print settings..................................................................96
Print Speed and Quality................................................................................. 97
Paper options ................................................................................................ 97
Adjusting Brightness, Contrast and Colour....................................................98

vi
Cropping ........................................................................................................99
Borderless printing.........................................................................................99
Setting your changes as a new default..........................................................99
Restoring all settings to the factory settings ..................................................99
Scan to a memory card or USB Flash memory drive ........................................100
Entering Scan mode ....................................................................................100
How to scan to a memory card or USB Flash memory drive.......................100
Understanding the Error Messages ...................................................................101
15 Printing photos from a camera 102
Printing photos directly from a PictBridge camera .............................................102
PictBridge requirements ..............................................................................102
Setting your digital camera ..........................................................................102
Printing Images............................................................................................103
DPOF printing ..............................................................................................103
Printing photos directly from a digital camera (without PictBridge)....................104
Printing Images............................................................................................104
Understanding the Error Messages ...................................................................105
Section V Software
16 Software and Network features 108
Section VI Appendixes
A Safety and Legal 110
Choosing a location ...........................................................................................110
To use the machine safely.................................................................................111
Important Information.........................................................................................115
Important Safety Instructions.......................................................................115
IMPORTANT-For Your Safety .....................................................................116
Legal limitations for copying ..............................................................................117
Trademarks........................................................................................................118
B Troubleshooting and Routine Maintenance 119
Troubleshooting ................................................................................................119
If you are having difficulty with your machine ..............................................119
Error messages .................................................................................................125
Error animation ............................................................................................129
Transferring your faxes or Fax Journal report .............................................129
Document jam ............................................................................................130
Printer jam or paper jam ..............................................................................131
Dial Tone detection......................................................................................133
Telephone line interference .........................................................................133
Routine maintenance.........................................................................................134

vii
Replacing the ink cartridges ........................................................................ 134
Cleaning the outside of the machine ...........................................................136
Cleaning the scanner................................................................................... 137
Cleaning the machine printer platen............................................................ 137
Cleaning the paper pick-up roller.................................................................138
Cleaning the print head ...............................................................................139
Checking the print quality ............................................................................ 139
Checking the print alignment .......................................................................140
Checking the ink volume .............................................................................141
Uninstalling and installing the handset and handset cradle.........................141
Machine Information .......................................................................................... 142
Checking the serial number......................................................................... 142
Packing and shipping the machine ....................................................................143
C Menu and Features 145
On-screen programming.................................................................................... 145
Menu table................................................................................................... 145
Memory storage...........................................................................................145
Mode and menu keys ........................................................................................ 145
Menu table................................................................................................... 146
Entering Text ...............................................................................................160
D Specifications 161
General .............................................................................................................. 161
Print media......................................................................................................... 163
Fax.....................................................................................................................164
Digital TAD......................................................................................................... 166
Copy .................................................................................................................. 167
PhotoCapture Center™ ..................................................................................... 168
PictBridge ..........................................................................................................169
Scanner ............................................................................................................. 170
Printer ................................................................................................................ 171
Interfaces ...........................................................................................................172
Computer requirements ..................................................................................... 173
Consumable items ............................................................................................. 174
Network (LAN) ...................................................................................................175
E Glossary 176
F Index 180

viii

Section I
General I
General Information 2
Loading documents and paper 9
General setup 20
Security features 27

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 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 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 Solutions Center, where
you can view or download the PDF
documents. (Internet access and
PDF Reader software are required.)

Chapter 1
4
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
How to find Network setup instructions1
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™ or Aoss™,
please see the Network User’s Guide.
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

General Information
5
1
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)
How to find Network setup instructions1
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™ or Aoss™,
please see the Network User’s Guide.

Chapter 1
6
Control panel overview 1
1
1 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.
2 Fax and telephone keys
Redial/Pause
Redials one of the last 30 numbers called.
It also inserts a pause when programming
quick dial numbers.
Hold
Puts the current phone call on hold.
Speaker Phone
Lets you speak to another party without
lifting the handset.
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.
aSpeed Dial
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.
Also, press to choose options.
aor b
Press to scroll through the menus and options.
Menu
Access the main menu.
OK
Choose a setting.
Clear/Back
Press to cancel the current setting.
12
9810
12
11 7

General Information
7
1
5Startkeys:
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).
6Stop/Exit
Stops an operation or exits from a menu.
7 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.
8 Ink Management
Lets you clean the print head, check the print
quality, and check the available ink volume.
9 Fax Preview
Lets you preview incoming and outgoing faxes
on the LCD.
10 Microphone
Picks up your voice when you speak to another
party using Speaker Phone.
11 Power Save
Lets you put the machine into Power Save
mode.
12 TAD keys:
Digital TAD
Turns the Telephone Answering Device
(TAD) on or off. 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
Deletes voice messages.
345
67

Chapter 1
8
LCD display indications 1
The LCD shows the current machine status
when the machine is idle.
1 Wireless Status
A four level indicator shows the current
wireless signal strength if you are using a
wireless connection.
2 Memory Status
Lets you see the available memory in the
machine.
3 Ink indicator
Lets you see the available ink volume.
4 Current Receive Mode
Lets you see the current receive mode.
Fax (Fax only)
F/T (Fax/Tel)
TAD (Msg Ctr)
Mnl (Manual)
5 Voice messages in the machine’s memory.
Shows how many received voice messages
are in the memory.
6 Faxes in memory
Shows how many received faxes are in the
memory.
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.
dPress dor cto choose 30Secs.
Press OK.
You can see the current setting on the
LCD:
ePress Stop/Exit.
0Max
2007.12.21
2007.12.21
2007.12.21
Fax
Fax
Fax
12:45
12:45
12:45
Mem.
Mem.
Mem.
12 3 4
5 6
LAN
MENU
Fax
Machine Info.
Initial Setup
Print Reports
Select & Press OK
General Setup
General Setup
General Setup
Paper Size
Paper Size
MENU Select & Press OK
Mode
Mode
T
T
imer
imer
Paper
Paper
T
T
ype
ype
2Mins
2Mins
Plain Paper
Plain Paper
V
V
olume
olume
P
P
. Save Setting
. Save Setting
A4
A4
Fax Receive: On
Fax Receive: On
General Setup
General Setup
MENU Select & Press OK
Mode
Mode
T
T
imer
imer
Paper
Paper
T
T
ype
ype
30Secs
30Secs
Plain Paper
Plain Paper
V
V
olume
olume
P
P
. Save Setting
. Save Setting
A4
A4
Fax Receive: On
Fax Receive: On
Paper Size
Paper Size
General Setup
General Setup
MENU Select & Press OK
Mode
Mode
T
T
imer
imer
Paper
Paper
T
T
ype
ype
30Secs
30Secs
Plain Paper
Plain Paper
V
V
olume
olume
P
P
. Save Setting
. Save Setting
A4
A4
Fax Receive: On
Fax Receive: On
Paper Size
Paper Size

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

Chapter 2
10
Using the scanner glass 2
You can use the scanner glass to fax, copy or
scan pages of a book or one page at a time.
Document Sizes Supported 2
How to load documents 2
Note
To use the scanner glass, the ADF must
be empty.
aLift the document cover.
bUsing the document guidelines on the
left, centre the document face down on
the scanner glass.
cClose the document cover.
CAUTION
If you are scanning a book or thick
document, DO NOT slam the cover down or
press on it.
Scannable area 2
The scannable area depends on the settings
in the application you are using. The figures
below show the areas you cannot scan on
paper.
Length: Up to 297 mm
Width: Up to 215.9 mm
Weight: Up to 2 kg
Usage Document
Size
Top (1)
Bottom (2)
Left (3)
Right (4)
Fax Letter 3 mm 4 mm
A4 3 mm 1 mm
Copy Letter 3 mm 3 mm
A4 3 mm 3 mm
Scan Letter 3 mm 3 mm
A4 3 mm 0 mm
34
1
2