Brother MFC-790CW User manual

USER’S GUIDE
MFC-790CW
Version 0
CHN-ENG

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.
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.

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 User’s Guide and Network User’s Guide ........................2
Viewing Documentation ...................................................................................2
Accessing Brother Support (For Windows®) .........................................................5
Control panel overview ..........................................................................................6
LCD screen indications....................................................................................8
Basic Operations .............................................................................................9
2 Loading paper and documents 10
Loading paper and other print media...................................................................10
Loading envelopes and post cards................................................................12
Loading photo paper......................................................................................14
Removing small printouts from the machine .................................................15
Printable area ................................................................................................16
Acceptable paper and other print media..............................................................17
Recommended print media ...........................................................................17
Handling and using print media .....................................................................17
Choosing the right print media.......................................................................19
Loading documents .............................................................................................21
Using the ADF ...............................................................................................21
Using the scanner glass ................................................................................21
Scannable area .............................................................................................22
3 General setup 23
Power Save mode ...............................................................................................23
Putting your machine in Power Save mode...................................................23
Bringing your machine out of Power Save mode ..........................................23
Power Save setting........................................................................................23
Mode Timer..........................................................................................................24
Paper settings......................................................................................................25
Paper Type ....................................................................................................25
Paper Size .....................................................................................................25
Volume Settings...................................................................................................26
Ring Volume ..................................................................................................26
Beeper Volume..............................................................................................26
Speaker Volume ............................................................................................27
Sleep Mode..........................................................................................................27
LCD screen..........................................................................................................28
LCD Contrast .................................................................................................28

iii
Setting the backlight brightness.....................................................................28
Setting the Dim Timer for the backlight ........................................................ 28
LCD Language .............................................................................................. 28
Setting the Fax Logic.....................................................................................29
4 Security features 30
Memory Security..................................................................................................30
Setting and changing the memory security password ................................... 30
Turning the memory security on/off ...............................................................31
Section II Fax
5 Sending a Fax 34
Entering Fax mode .............................................................................................. 34
Faxing from the ADF .................................................................................... 34
Faxing from the scanner glass ...................................................................... 35
Faxing Letter size documents from the scanner glass ..................................35
Color fax transmission ...................................................................................35
How to preview an outgoing fax ....................................................................36
Cancelling a fax in progress .......................................................................... 36
Broadcasting (Monochrome only)........................................................................37
Cancelling a Broadcast in progress............................................................... 37
Additional sending operations.............................................................................. 38
Sending faxes using multiple settings ...........................................................38
Contrast ......................................................................................................... 38
Changing fax resolution.................................................................................39
Dual access (Monochrome only) ................................................................... 39
Real time transmission ..................................................................................39
Overseas Mode .............................................................................................40
Delayed Faxing (Monochrome only)..............................................................40
Delayed Batch Transmission (Monochrome only).........................................40
Checking and cancelling waiting jobs............................................................40
Setting your changes as a new default..........................................................41
Restoring all settings to the factory settings ..................................................41
Sending a fax manually ................................................................................. 41
Sending a fax at the end of a conversation ................................................... 42
Out of Memory message ............................................................................... 42
6 Receiving a Fax 43
Receive modes .................................................................................................... 43
Choose the Receive Mode ..................................................................................43
Using receive modes ........................................................................................... 45
Fax only ......................................................................................................... 45
Fax/Tel........................................................................................................... 45
Manual........................................................................................................... 45
TAD (Message Center)..................................................................................45
Receive mode settings ........................................................................................ 46

iv
Ring Delay .....................................................................................................46
F/T Ring Time (Fax/Tel mode only) ...............................................................46
Fax Detect .....................................................................................................47
Memory Receive (Monochrome only)..................................................................48
Fax Forwarding..............................................................................................48
Fax Storage ...................................................................................................48
PC Fax Receive.............................................................................................49
Turning off Memory Receive Operations.......................................................50
Changing Memory Receive Operations.........................................................50
Fax Preview (Monochrome only) .........................................................................51
How to preview a received fax.......................................................................51
Turning off Fax Preview.................................................................................53
Additional receiving operations............................................................................53
Printing a reduced incoming fax ....................................................................53
Receiving a fax at the end of a conversation.................................................53
Out of Paper Reception .................................................................................54
Printing a fax from the memory .....................................................................54
Remote Retrieval .................................................................................................54
Setting a Remote Access Code.....................................................................54
Using your Remote Access Code..................................................................55
Remote Fax commands ................................................................................56
Retrieving fax messages ...............................................................................57
Changing your Fax Forwarding number ........................................................57
7 Telephone and External devices 58
Voice operations ..................................................................................................58
Making a telephone call.................................................................................58
Answering calls with the Speaker Phone ......................................................58
Hold ...............................................................................................................58
Tone or Pulse ................................................................................................59
Fax/Tel mode ................................................................................................59
Fax/Tel mode in Power Save condition .........................................................59
Phone line services..............................................................................................59
Do you have Voice Mail?...............................................................................59
Telephone Service ..............................................................................................60
Caller ID (Caller IDentification) (not available in certain area).......................60
Advantages of Caller ID.................................................................................61
Setup Method ................................................................................................61
Caller ID feature ............................................................................................61
Connecting an external TAD (telephone answering device)................................62
Connections...................................................................................................62
Recording outgoing message (OGM) on an external TAD ............................62
Multi-line connections (PBX) .........................................................................63
External and extension phones ...........................................................................63
Connecting an external or extension telephone ............................................63
Operation from extension telephones............................................................63
Using a cordless external telephone .............................................................64
Using remote codes.......................................................................................64

v
8 Dialling and storing numbers 65
How to Dial .......................................................................................................... 65
Manual dialling...............................................................................................65
Speed Dialling ...............................................................................................65
Fax Redial ..................................................................................................... 65
Outgoing Call history .....................................................................................66
Caller ID history ............................................................................................. 66
Storing numbers .................................................................................................. 67
Storing a pause .............................................................................................67
Storing Speed Dial numbers..........................................................................67
Storing Speed Dial numbers from Outgoing Calls.........................................68
Storing Speed Dial numbers from the Caller ID history.................................68
Changing Speed Dial names or numbers......................................................69
Setting up groups for broadcasting................................................................ 70
Combining Quick Dial numbers .....................................................................71
9 Digital TAD 73
TAD-Mode for internal TAD ................................................................................. 73
Setting up the TAD ........................................................................................ 73
Outgoing message (OGM) ............................................................................ 73
Fax/Tel OGM (Announcement) ..................................................................... 74
Activating TAD mode.....................................................................................74
Managing your messages.................................................................................... 75
Message indicator .........................................................................................75
Playing voice messages ................................................................................75
Erasing incoming messages.......................................................................... 75
Additional TAD operations ................................................................................... 76
Setting the maximum time for incoming messages .......................................76
Setting toll saver ............................................................................................ 76
ICM Recording Monitor.................................................................................. 76
Recording a conversation.............................................................................. 76
10 Printing Reports 77
Fax reports........................................................................................................... 77
Transmission Verification Report................................................................... 77
Fax Journal (activity report) ...........................................................................78
Reports ................................................................................................................ 78
How to print a report ...................................................................................... 78
11 Polling 79
Polling overview................................................................................................... 79
Polling receive ..................................................................................................... 79
Setup to receive polling ................................................................................. 79
Setup to receive polling with secure code .....................................................79
Setup to receive delayed polling.................................................................... 80
Sequential polling (Monochrome only) ..........................................................80
Cancelling a Sequential Polling Job .................................................................... 80
Polled transmit (Monochrome only) ..................................................................... 81

vi
Setup for polled transmit................................................................................81
Setup for polled transmit with secure code....................................................81
Section III Copy
12 Making copies 84
How to copy .........................................................................................................84
Entering Copy mode ......................................................................................84
Making a single copy .....................................................................................84
Making multiple copies ..................................................................................84
Stop copying ..................................................................................................84
Copy settings .......................................................................................................85
Changing copy speed and quality .................................................................85
Enlarging or reducing the image copied ........................................................86
Making N in 1 copies or a poster (Page Layout) ...........................................87
Sorting copies using the ADF ........................................................................88
Adjusting Brightness and Contrast ................................................................88
Paper Options................................................................................................88
Book Copy .....................................................................................................89
Watermark Copy............................................................................................89
Setting your favourites...................................................................................90
‘Out of Memory’ message....................................................................................91
Section IV Direct Photo Printing
13 Printing photos from a memory card or
USB Flash memory drive 94
PhotoCapture Center™ Operations.....................................................................94
Printing from a memory card or USB Flash memory drive without a PC.......94
Scanning to a memory card or USB Flash memory drive without a PC ........94
Using PhotoCapture Center™ from your computer.......................................94
Using a memory card or USB Flash memory drive .......................................94
Memory cards or USB Flash memory drive folder structure..........................95
Getting started .....................................................................................................96
Entering PhotoCapture mode ........................................................................96
Print Images.........................................................................................................97
View Photos...................................................................................................97
Print Index (Thumbnails) ...............................................................................97
Printing Photos ..............................................................................................98
Enhance Photos ............................................................................................99
DPOF printing ..............................................................................................100
PhotoCapture Center™ print settings................................................................101
Print Speed and Quality...............................................................................102
Paper options ..............................................................................................102
Adjusting Brightness, Contrast and Color....................................................103
Cropping ......................................................................................................105
Borderless printing.......................................................................................105

vii
Date Print.....................................................................................................105
Setting your changes as a new default........................................................106
Restoring all settings to the factory settings ................................................106
Scan to a memory card or USB Flash memory drive ........................................106
Entering Scan mode .................................................................................... 106
How to scan to a memory card or USB Flash memory drive.......................107
How to change the file name .......................................................................108
How to set a new default .............................................................................108
How to reset to factory settings ................................................................... 108
Understanding the Error Messages ...................................................................109
14 Printing photos from a camera 110
Printing photos directly from a PictBridge camera............................................. 110
PictBridge requirements ..............................................................................110
Setting your digital camera .......................................................................... 110
Printing Images............................................................................................ 111
DPOF printing..............................................................................................111
Printing photos directly from a digital camera (without PictBridge).................... 112
Printing Images............................................................................................ 112
Understanding the Error Messages ...................................................................113
Section V Software
15 Software and Network features 116
Section VI Appendixes
A Safety and Legal 118
Choosing a location ........................................................................................... 118
To use the machine safely.................................................................................119
Important Information......................................................................................... 124
Important Safety Instructions.......................................................................124
IMPORTANT-For Your Safety .....................................................................126
LAN connection ...........................................................................................126
Legal limitations for copying .............................................................................. 127
Trademarks........................................................................................................128
B Troubleshooting and Routine Maintenance 129
Troubleshooting ................................................................................................ 129
If you are having difficulty with your machine ..............................................129
Dial Tone detection......................................................................................136
Telephone line interference ......................................................................... 136
Error and Maintenance messages.....................................................................137
Error animation ............................................................................................ 142
Transferring your faxes or Fax Journal report .............................................142

viii
Document jam .............................................................................................144
Printer jam or paper jam ..............................................................................145
Routine maintenance.........................................................................................147
Replacing the ink cartridges ........................................................................147
Cleaning the outside of the machine ...........................................................150
Cleaning the scanner glass .........................................................................151
Cleaning the machine’s printer platen .........................................................151
Cleaning the paper pick-up roller.................................................................152
Cleaning the print head ...............................................................................152
Checking the print quality ............................................................................153
Checking the print alignment .......................................................................154
Checking the ink volume .............................................................................154
Uninstalling and installing the handset and handset cradle.........................154
Machine Information ..........................................................................................156
Checking the serial number .........................................................................156
Packing and shipping the machine ....................................................................156
C Menu and Features 159
On-screen programming....................................................................................159
Menu table ...................................................................................................159
Memory storage...........................................................................................159
Mode and menu keys ........................................................................................159
Menu table ...................................................................................................160
Entering Text ...............................................................................................179
D Specifications 180
General ..............................................................................................................180
Print media.........................................................................................................182
Fax.....................................................................................................................183
Digital TAD.........................................................................................................185
Copy ..................................................................................................................186
PhotoCapture Center™ .....................................................................................187
PictBridge ..........................................................................................................188
Scanner .............................................................................................................189
Printer ................................................................................................................190
Interfaces ...........................................................................................................191
Computer requirements .....................................................................................192
Consumable items .............................................................................................193
Network (LAN) ...................................................................................................194
Wireless one-push configuration .................................................................195
E Glossary 196
F Index 200

Section I
General I
General Information 2
Loading paper and documents 10
General setup 23
Security features 30

2
1
Using the
documentation 1
Thank you for buying a Brother machine!
Reading the documentation will help you
make the most of your machine.
Symbols and conventions
used in the documentation 1
The following symbols and conventions are
used throughout the documentation.
Accessing the
Software User’s Guide
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.
General Information 1
Bold Bold typeface identifies specific
buttons on the machine’s
control panel, or on the
computer 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
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.)
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
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.
How to find Network setup
instructions 1
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. If your
wireless access point supports
SecureEasySetup™, Wi-Fi Protected
Setup™ or AOSS™, follow the steps in the
Quick Setup Guide. For more information
about network setup please see the Network
User's Guide.

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
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 1
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. If your
wireless access point supports
SecureEasySetup™, Wi-Fi Protected
Setup™ or AOSS™, follow the steps in the
Quick Setup Guide. For more information
about network setup please see the Network
User's Guide.

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 website
(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 website 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
1PowerSave
Lets you put the machine into Power Save
mode.
2 Digital 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.
3 Fax and telephone keys
Speaker Phone
Lets you speak to another party without
lifting the handset.
Mute
Puts the current phone call on hold.
Redial
Redials one of the last 30 numbers called.
Pause
Inserts a pause when dialling numbers.
This function transfers to the touchscreen
during some operations.
4 Dial Pad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine. This function
transfers to the touchscreen during some
operations.
The #key lets you temporarily switch the
dialling mode during a telephone call from
Pulse to Tone.
ABC
GHI JKL MNO
DEF
PQRS TUV WXYZ
History
MC
Speed Dial
New FaxNew Fax
0101
MENU
01
Fax
Preview
Mem.
Mem.
Mem.
06:11
06:11
06:11
2009.01.27
20 09. 01.2 7
2009.01.27
01
1245
3

General Information
7
1
5 LCD (liquid crystal display)
This is a Touchscreen LCD. You can access
the menus and options by pressing buttons
displayed on the screen.
Also, you can adjust the angle of the display by
lifting it.
6 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.
7 Microphone
Picks up your voice when you speak to another
party using Speaker Phone.
8 Stop/Exit
Stops an operation or exits from a menu.
9Startkeys:
Color Start
Lets you start sending faxes or making
copies in full color. Also lets you start a
scanning operation (in color 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 color or mono
depending on the scanning setting in the
ControlCenter software).
History
MC
Speed Dial
New FaxNew Fax
0101
MENU
01
Fax
Preview
Mem.
Mem.
Mem.
06:11
06:11
06:11
2009.01.27
20 09. 01.2 7
2009.01.27
01
5
8
7
9
6

Chapter 1
8
LCD screen 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 Current Receive Mode
Lets you see the current receive mode.
Fax (Fax only)
F/T (Fax/Tel)
Mnl (Manual)
MC (Msg Ctr)
4 Ink indicator
Lets you see the available ink volume.
Also, lets you access the Ink menu.
5 Speed Dial
Lets you search the number you want to
fax/dial.
6MENU
Lets you access the main menu.
7 Faxes in memory
Shows how many received faxes are in the
memory.
8 Fax Preview
Lets you preview received faxes.
9 New Fax(es)
When Fax Preview is set to On, you can see
how many new faxes you have received.
10 Voice messages in the machine’s memory
Shows how many received voice messages
are in the memory.
11 History
Lets you view a list of outgoing calls and the
caller ID history.
Also, lets you fax or call the number you have
chosen from the lists.
12 Warning icon
Appears when there is an error or maintenance
message; press the Warning icon to view it,
and then press to return to the Ready
screen.
0Max
History
MC
Speed Dial
New FaxNew Fax
0101
MENU
01
Fax
Preview
Mem.
Mem.
Mem.
06:11
06:11
06:11
2009.01.27
2009.01.27
2009.01.27
01
568911 10 7
4
3
2112

General Information
9
1
Basic Operations 1
To operate the Touchscreen use your finger
to press the MENU or option button directly on
the LCD screen. To display and access all the
screen menus or options in a setting, press
abor dcto scroll through them.
The following steps show how to change a
setting in the machine. In this example the
Sleep mode setting is changed from
30 Mins to 10 Mins.
aPress MENU.
bPress aor bto display
General Setup.
cPress General Setup.
dPress aor bto display Sleep Mode.
ePress Sleep Mode.
fPress 10 Mins.
gPress Stop/Exit.
MENU
MEN U
General Setup
Fax
Network
General Setup
30 MinsSleep Mode
Sleep Mode
Sle ep Mod e
10 Mins
3 Mins
1 Min 2 Mins
5 Mins

10
2
Loading paper and
other print media 2
Note
To print on 10 x 15 cm or Photo L paper,
you must use the photo paper tray. (See
Loading photo paper on page 14.)
aIf the paper support flap is open, close it,
and then 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 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 are using 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
2
3
3
1
1

Loading paper and documents
11
2
dFan the stack of paper well to avoid
paper jams and misfeeds.
Note
Always make sure that the paper is not
curled.
eGently put the paper into the paper tray
print side down and top edge in first.
Check that the paper is flat in the tray.
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.
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.
gClose the output paper tray.
1