Brother MFC 795CW - Color Inkjet - All-in-One User manual

USER’S GUIDE
MFC-795CW
Version 0
SAF

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-795CW
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.
© 2009 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 User’s Guide and Network User’s Guide ........................3
Viewing Documentation................................................................................... 3
Accessing Brother Support (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 postcards.................................................................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 .....................................................................18
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
On/Off key............................................................................................................23
Turning the machine off.................................................................................23
Turning the machine on.................................................................................23
Mode Timer..........................................................................................................23
Paper settings......................................................................................................24
Paper Type ....................................................................................................24
Paper Size .....................................................................................................24
Volume Settings...................................................................................................25
Ring Volume ..................................................................................................25
Beeper Volume..............................................................................................25
Speaker Volume ............................................................................................26
Automatic Daylight Saving Time..........................................................................26
Sleep Mode..........................................................................................................27
LCD screen..........................................................................................................27
Setting the backlight brightness.....................................................................27
Setting the Dim Timer for the backlight ........................................................27

iii
4 Security features 28
Memory Security.................................................................................................. 28
Setting and changing the memory security password ...................................28
Turning the memory security on/off ...............................................................29
Section II Fax
5 Sending a Fax 32
Entering Fax mode .............................................................................................. 32
Faxing from the ADF ..................................................................................... 32
Faxing from the scanner glass ......................................................................33
Faxing Letter size documents from the scanner glass .................................. 33
Colour fax transmission .................................................................................33
How to preview an outgoing fax (Monochrome only) .................................... 34
Cancelling a fax in progress ..........................................................................34
Broadcasting (Monochrome only)........................................................................35
Cancelling a Broadcast in progress ...............................................................35
Additional sending operations..............................................................................36
Sending faxes using multiple settings ...........................................................36
Contrast ......................................................................................................... 36
Changing fax resolution.................................................................................37
Dual Access (Monochrome only)...................................................................37
Real Time Transmission................................................................................37
Overseas Mode .............................................................................................38
Delayed Faxing (Monochrome only).............................................................. 38
Delayed Batch Transmission (Monochrome only)......................................... 38
Checking and cancelling waiting jobs............................................................39
Setting your changes as a new default..........................................................39
Restoring all fax settings to the factory settings ............................................ 39
Sending a fax manually .................................................................................40
Out of Memory message ...............................................................................40
6 Receiving a Fax 41
Receive modes....................................................................................................41
Choose the Receive Mode ..................................................................................41
Using Receive Modes..........................................................................................43
Fax Only ........................................................................................................ 43
Fax/Tel...........................................................................................................43
Manual...........................................................................................................43
TAD ...............................................................................................................43
Receive mode settings ........................................................................................44
Ring Delay .....................................................................................................44
F/T Ring Time (Fax/Tel mode only)...............................................................44
Fax Detect .....................................................................................................45

iv
Memory Receive (Monochrome only)..................................................................46
Fax Forward ..................................................................................................46
Fax Storage ...................................................................................................46
PC Fax Receive (Windows®only) .................................................................47
Turning off Memory Receive Operations.......................................................48
Changing Memory Receive Operations.........................................................49
Fax Preview (Monochrome only) .........................................................................49
How to preview a received fax.......................................................................49
Turning off Fax Preview.................................................................................51
Additional receiving operations............................................................................52
Printing a reduced incoming fax ....................................................................52
Out of Paper Reception .................................................................................52
Printing a fax from the memory .....................................................................52
Remote Retrieval .................................................................................................53
Setting a Remote Access Code.....................................................................53
Using your Remote Access Code..................................................................53
Remote Fax commands ................................................................................54
Retrieving fax messages ...............................................................................55
Changing your Fax Forwarding number ........................................................55
7 Telephone and External devices 56
Voice operations ..................................................................................................56
Making a telephone call.................................................................................56
Answering calls with the Speaker Phone ......................................................56
Mute...............................................................................................................56
Tone or Pulse ................................................................................................57
Fax/Tel mode ................................................................................................57
Telephone services..............................................................................................57
Setting the Telephone Line Type...................................................................57
Connecting an external TAD (telephone answering device)................................58
Connections...................................................................................................59
Recording outgoing message (OGM) on an external TAD............................59
Multi-line connections (PBX) .........................................................................59
External and extension telephones......................................................................60
Connecting an external or extension telephone ............................................60
Operation from extension telephones............................................................60
Using a cordless external telephone ............................................................60
Using remote codes.......................................................................................61
8 Dialling and storing numbers 62
How to Dial ..........................................................................................................62
Manual dialling...............................................................................................62
Speed Dialling ...............................................................................................62
Fax Redial .....................................................................................................62
Outgoing Call history .....................................................................................63

v
Storing numbers ..................................................................................................63
Storing a pause .............................................................................................63
Storing Speed Dial numbers.......................................................................... 63
Storing Speed Dial numbers from Outgoing Calls......................................... 64
Changing Speed Dial names or numbers......................................................65
Setting up groups for broadcasting................................................................66
Combining Quick Dial numbers ..................................................................... 67
9 Digital TAD 68
TAD-Mode for internal TAD ................................................................................. 68
Setting up the TAD ........................................................................................68
Outgoing message (OGM) ............................................................................68
Fax/Tel OGM (Announcement) ..................................................................... 69
Activating TAD mode..................................................................................... 69
Managing your messages....................................................................................70
Message indicator .........................................................................................70
Playing incoming messages individually .......................................................70
Playing all incoming messages ..................................................................... 70
Erasing incoming messages..........................................................................71
Recording a conversation..............................................................................71
Playing recorded conversations individually..................................................71
Playing all recorded conversations................................................................72
Erasing recorded conversations ....................................................................72
Additional TAD operations...................................................................................73
Setting the maximum time for incoming messages .......................................73
Setting toll saver ............................................................................................ 73
ICM Recording Monitor..................................................................................73
10 Printing Reports 74
Fax reports........................................................................................................... 74
Transmission Verification Report...................................................................74
Fax Journal (activity report) ...........................................................................74
Reports ................................................................................................................ 75
How to print a report ...................................................................................... 75
11 Polling 76
Polling overview................................................................................................... 76
Polling receive ..................................................................................................... 76
Setup to receive polling .................................................................................76
Setup to receive polling with secure code .....................................................76
Setup to receive delayed polling....................................................................77
Sequential polling (Monochrome only) ..........................................................77
Cancelling a Sequential Polling Job .............................................................. 78
Polled transmit (Monochrome only).....................................................................78
Setup for polled transmit................................................................................78
Setup for polled transmit with secure code....................................................79

vi
Section III Copy
12 Making copies 82
How to copy .........................................................................................................82
Entering Copy mode......................................................................................82
Making a single copy .....................................................................................82
Making multiple copies ..................................................................................83
Stop copying..................................................................................................83
Copy settings .......................................................................................................83
Changing copy speed and quality .................................................................83
Enlarging or reducing the image copied ........................................................84
Making N in 1 copies or a poster (Page Layout) ...........................................84
Sorting copies using the ADF ........................................................................86
Adjusting Brightness and Contrast ................................................................86
Ink Save Mode...............................................................................................87
Paper Options................................................................................................87
Book Copy .....................................................................................................88
Watermark Copy............................................................................................88
Setting your favourites...................................................................................89
‘Out of Memory’ message....................................................................................90
Section IV Direct Printing
13 Printing photos from a memory card or USB Flash memory
drive 92
PhotoCapture Center™ Operations.....................................................................92
Printing from a memory card or USB Flash memory drive without a PC.......92
Scanning to a memory card or USB Flash memory drive without a PC ........92
Using PhotoCapture Center™ from your computer.......................................92
Using a memory card or USB Flash memory drive .......................................92
Memory cards, USB Flash memory drive and folder structure......................93
Getting started .....................................................................................................94
Entering PhotoCapture mode ........................................................................95
Print Images.........................................................................................................95
View Photos...................................................................................................95
Print Index (Thumbnails) ...............................................................................96
Printing Photos ..............................................................................................97
Enhance Photos ............................................................................................97
DPOF printing ................................................................................................99
PhotoCapture Center™ print settings................................................................100
Print Speed and Quality...............................................................................100
Paper options ..............................................................................................100
Adjusting Brightness, Contrast and Colour..................................................101
Cropping ......................................................................................................102
Borderless printing.......................................................................................103
Date Print.....................................................................................................103
Setting your changes as a new default........................................................103
Restoring all settings to the factory settings ................................................103

vii
Scan to a memory card or USB Flash memory drive ........................................104
Entering Scan mode ....................................................................................104
How to scan to a memory card or USB Flash memory drive....................... 104
Auto Crop ....................................................................................................105
How to set a new default .............................................................................106
How to reset to factory settings ................................................................... 106
Understanding the Error Messages...................................................................107
14 Printing photos from a camera 108
Printing photos directly from a PictBridge camera.............................................108
PictBridge requirements ..............................................................................108
Setting your digital camera ..........................................................................108
Printing Images............................................................................................109
DPOF printing..............................................................................................110
Printing photos directly from a digital camera (without PictBridge)....................110
Printing Images............................................................................................111
Understanding the Error Messages...................................................................111
Section V Software
15 Software and Network features 114
Section VI Appendixes
A Safety and Legal 116
Choosing a location ...........................................................................................116
To use the machine safely................................................................................. 117
Important safety instructions........................................................................121
IMPORTANT - For your safety ....................................................................122
LAN connection ...........................................................................................122
Radio interference .......................................................................................122
International ENERGY STAR®Qualification Statement.............................. 122
Legal limitations for copying ..............................................................................123
Trademarks........................................................................................................ 124
B Troubleshooting and Routine Maintenance 125
Troubleshooting ................................................................................................125
If you are having difficulty with your machine .............................................. 125
Dial Tone detection......................................................................................133
Telephone line interference .........................................................................133
Error and Maintenance messages.....................................................................134
Error animations .......................................................................................... 139
Transferring your faxes or Fax Journal report .............................................139
Document jam ............................................................................................. 140
Printer jam or paper jam ..............................................................................141

viii
Routine maintenance.........................................................................................143
Replacing the ink cartridges ........................................................................143
Cleaning the outside of the machine ...........................................................146
Cleaning the scanner glass .........................................................................147
Cleaning the machine’s printer platen .........................................................147
Cleaning the paper pick-up rollers ............................................................... 148
Cleaning the print head ...............................................................................148
Checking the print quality ............................................................................149
Checking the print alignment .......................................................................150
Checking the ink volume .............................................................................150
Uninstalling and installing the handset and handset cradle.........................150
Machine Information ..........................................................................................152
Checking the serial number .........................................................................152
Reset functions............................................................................................152
How to reset the machine ............................................................................152
Packing and shipping the machine....................................................................153
C Menu and Features 155
On-screen programming....................................................................................155
Menu table...................................................................................................155
Memory storage...........................................................................................155
Mode and menu keys ........................................................................................155
Menu table...................................................................................................156
Entering Text ...............................................................................................176
D Specifications 177
General ..............................................................................................................177
Print media.........................................................................................................178
Fax.....................................................................................................................179
Digital TAD.........................................................................................................181
Copy ..................................................................................................................182
PhotoCapture Center™ .....................................................................................183
PictBridge ..........................................................................................................184
Scanner .............................................................................................................185
Printer ................................................................................................................186
Interfaces ........................................................................................................... 187
Computer requirements .....................................................................................188
Consumable items ............................................................................................. 189
Network (LAN) ...................................................................................................190
Wireless one-push configuration .................................................................191
E Glossary 192
FIndex 196

Section I
General I
General Information 2
Loading paper and documents 10
General setup 23
Security features 28

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
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.
WARNING
Warnings tell you what to do to prevent
possible personal injury.
CAUTION
Cautions specify procedures you must
follow or avoid to prevent possible minor
injuries.
IMPORTANT
IMPORTANT describes procedures you
must follow or avoid to prevent possible
machine problems or damage to other
objects.
Electrical Hazard icons alert you to a
possible electrical shock.
Hot Surface icons warn you not to
touch machine parts that are hot.
Notes tell you how you should
respond to a situation that may arise
or give tips about how the current
operation works with other features.

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 Software User’s
Guide and Network User’s Guide that are
on the CD-ROM.
Viewing Documentation 1
Viewing Documentation
(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.
Note
If the Brother screen does not appear
automatically, go to My Computer
(Computer), double-click the CD-ROM
icon, and then double-click start.exe.
bIf the model name screen appears, click
your model name.
cIf the language screen appears, click
your language. The CD-ROM Top Menu
will appear.
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
(Windows®2000 Professional/
Windows®XP and Windows Vista®)
ControlCenter3
(Windows®2000 Professional/
Windows®XP and Windows Vista®)
Network Scanning
(Windows®2000 Professional/
Windows®XP and Windows Vista®)
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.
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 or router 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.
Viewing Documentation
(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

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
(Mac OS X 10.3.9 - 10.5.x)
ControlCenter2
(Mac OS X 10.3.9 - 10.5.x)
Network Scanning
(Mac OS X 10.3.9 - 10.5.x)
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 or router 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.
Accessing Brother
Support
(Windows®)1
You can find all the contacts you will need,
such as Web support (Brother Solutions
Center) on the Brother CD-ROM.
Click Brother Support on the Top 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 Top Menu, click Back or if
you have finished, click Exit.

Chapter 1
6
Control panel overview 1
1On/Off
You can turn the machine on or off.
If you turn the machine off, it will still
periodically clean the print head. To maintain
print quality, prolong print head life, and
provide the best ink cartridge economy, you
should keep your machine connected to the
power at all times.
2DigitalTAD
Turns the Telephone Answering Device (TAD)
on or off. It will flash when you have new voice
messages.
3 Fax and telephone keys:
Redial/Pause
Redials the last 30 numbers called. It also
inserts a pause when dialling numbers.
This function transfers to the touchscreen
during some operations.
R
Use this key to gain access to an outside
line, or transfer a call to another extension
when it is connected to a PBX.
Mute
Puts the current phone call on hold.
Speaker Phone
Lets you speak to another party without
lifting the handset.
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.
1 2 4 5
3
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01
01
03
03
03
03
New FaxNew Fax
New F a x
01
01
New MSGNew MSG
New M S G
Fax
Preview
Digital
TAD
Call History
C a l l H i s t o r y
S
pS p e e d D i a l
M
E
TAD
Mem.

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.
9 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).
8
6
5
97
0 6 : 5 4
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4
10
01
01
03
03
03
03
New FaxNew Fax
Ne w F a x
01
01
New MSGNew MSG
Ne w M S G
Fax
Preview
Digital
TAD
tory
C a l l H i s t o r y
Speed Dial
S p e e d D i a l
MENU
TAD INK

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)
TAD (Digital TAD)
4 Voice messages in the machine’s memory
Shows how many received voice messages
are in the memory.
5 New Fax(es)
When Fax Preview is set to On, you can see
how many new faxes you have received.
6 Faxes in memory
Shows how many received faxes are in the
memory.
7 Fax Preview
Lets you preview received faxes.
8MENU
Lets you access the main menu.
9 INK indicator
Lets you see the available ink volume.
Also, lets you access the Ink menu.
10 Speed Dial
Lets you search the number you want to
fax/dial.
11 Warning icon
Appears when there is an error or maintenance
message. Press the Warning icon to view the
message, and then press Stop/Exit to return to
the Ready screen.
12 Digital TAD
Lets you listen to and manage voice messages
and recorded conversations.
13 Call History
Lets you view a list of outgoing calls.
Also, lets you fax or call the number you have
chosen from the lists.
0Max
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13
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01
03
03
03
03
New FaxNew Fax
New F ax
01
01
New MSGNew MSG
New M SG
Fax
Preview
Digital
TAD
Call History
C a l l H i s t o r y
Speed Dial
S p e e d D i a l
MENU
TAD
Mem.
INK

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.
Press to return to the previous menu.
The following steps show how to change a
setting in the machine. In this example the
Sleep mode setting is changed from 5 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
ME NU
General Setup
Fax
Network
Print Reports
5Mins
M i n s
On
O n
MENU
ME NU
General Setup
G e n e r a l S e t u p
Auto Daylight
Sleep Mode
LCD Settings
Sleep Mode
S l e e p M o d e
10 Mins
3 Mins
1 Min 2 Mins
5 Mins
MENU
ME NU
General Setup
G e n e r a l S e t u p

10
2
Loading paper and
other print media 2
Note
To print on Photo (10 ×15 cm) or Photo L
(89 ×127 mm) 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 close the paper support. Pull
the paper tray completely out of the
machine.
bLift the output paper tray cover (1).
cWith both hands, gently press and slide
the paper side guides (1) and then 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 marks
for the paper size you are using.
Loading paper and documents 2
1
2
3
3
1