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

1
Start Here
Quick Setup Guide
USA/CAN Version 0
MFC-795CW
Before you can use the machine, please read this Quick Setup Guide for the correct setup and installation.
1
Unpack the machine and check the components
WARNING
Plastic bags are used in the packaging of your machine. To avoid danger of suffocation, please keep
these bags away from babies and children.
aRemove the protective tape and film covering the machine.
Make sure you also remove the film covering the Touchscreen.
bRemove the green protective part aby lifting the front of the
machine and then pulling down on the packing part.
c Remove the plastic bag b containing the ink cartridges from on top of
the paper tray.
dMake sure you have all components.
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
DO NOT connect the USB cable yet (if you are using a USB
cable).
Starter Ink Cartridges
[x4]
Black
Yellow
Cyan
Magenta
Quick Setup Guide
User’s Guide CD-ROM
Accessory Order Form
Product Registration Sheet
(USA only)
Telephone Line Cord
Telephone Handset Side Cover
2
1

2
2
Connect the handset
aConnect the curled handset cord to the
handset.
3
Load plain Letter/A4
paper
aPull the paper tray acompletely out of the
machine.
bLift the output paper tray cover a.
cWith both hands, gently press and slide the
paper side guides aand then the paper length
guide bto fit the paper size you are loading in
the tray.
Make sure that the triangular marks con the
paper side guides aand paper length guide b
line up with the mark for the paper size you are
using.
dFan the stack of paper well to avoid paper jams
and misfeeds.
Note
• The components included in the box may differ
depending on your country.
• Save all packing materials and the box in case
for any reason you must ship your machine.
• You need to purchase the correct interface
cable for the interface you want to use (for USB
or network connection).
USB cable
Please make sure you use a USB 2.0 cable (Type
A/B) that is no more than 6 feet (2 meters) long
(cable not included).
Network cable
Use a straight-through Category5 (or greater)
twisted-pair cable for 10BASE-T or 100BASE-TX
Fast Ethernet Network.
1
1
1
3
3
2

3
eGently put the paper into the paper tray print
side down and top edge first. Check that the
paper is flat in the tray.
fGently adjust the paper side guides to the
paper with both hands. Make sure that the
paper side guides touch the edges of the
paper.
gClose the output paper tray cover a.
hSlowly push the paper tray completely into the
machine.
iWhile holding the paper tray in place, pull out
the paper support auntil it clicks, and then
unfold the paper support flap b.
IMPORTANT
DO NOT push the paper in too far.
Note
When you use Legal size paper, press and hold
the universal guide release button aas you slide
out the front of the paper tray.
1
1
1
2

4
4
Connect the power cord
and telephone line
aConnect the power cord.
bConnect the telephone line cord. Connect one
end of the telephone line cord to the jack on the
machine marked LINE and the other end to a
modular wall jack.
IMPORTANT
DO NOT connect the USB cable yet (if you are
using a USB cable).
IMPORTANT
The telephone line cord MUST be connected
to the jack on the machine marked LINE.
Note
If you are sharing one telephone line with an
external telephone, connect it as shown below.
Before you connect the external telephone,
remove the protective cap afrom the EXT. jack
on the machine.
1Extension telephone
2External telephone
Note
If you are sharing one telephone line with an
external telephone answering machine, connect it
as shown below.
Before you connect the external telephone
answering machine, remove the protective cap a
from the EXT. jack on the machine.
Set the receive mode to Manual if you have
an external answering machine. See Choose
the correct Receive Mode on page 8. For
additional details, see Connecting an external
TAD (telephone answering device) in Chapter
7of the User’s Guide.
11
22
1
1

5
5
Install the ink cartridges
CAUTION
If ink gets in your eyes, wash them out with water
at once, and if irritation occurs consult a doctor.
aMake sure that the power is turned on.
The LCD shows:
bOpen the ink cartridge cover a.
cRemove the green protective part a.
dUnpack the ink cartridge.
eTurn the green knob on the protective yellow
cap clockwise to release the vacuum seal, then
remove the cap a.
fTake care to match the color of the lever a
with the cartridge color b, as shown in the
diagram below.
gInstall each ink cartridge in the direction of the
arrow on the label.
Note
Do not throw away the green protective part.
You will need it if you transport the machine.
No Cartridge
N o C a r t r i d g e
InstalI Ink
Black
Cyan
Yellow
Magenta
1
1
1
1
2
1

6
h Gently push the ink cartridge until it clicks. After
all the ink cartridges are installed close the ink
cartridge cover.
Note
The machine will prepare the ink tube system for
printing. This process will take approximately four
minutes. Do not turn off the machine.
IMPORTANT
• DO NOT take out ink cartridges if you do not
need to replace them. If you do so, it may
reduce the ink quantity and the machine will
not know the quantity of ink left in the
cartridge.
• DO NOT shake the ink cartridges. If ink
stains your skin or clothing, wash with soap
or detergent at once.
• DO NOT repeatedly insert and remove the
cartridges. If you do so, ink may seep out of
the cartridge.
• If you mix the colors by installing an ink
cartridge in the wrong position, clean the
print head several times after correcting the
cartridge installation. (See Cleaning the
print head in Appendix B of the User’s
Guide.)
• Once you open an ink cartridge, install it in
the machine and use it up within six months
of installation. Use unopened ink cartridges
by the expiration date written on the
cartridge package.
• DO NOT dismantle or tamper with the ink
cartridge, this can cause the ink to leak out
of the cartridge.
• Brother strongly recommends that you do
not refill the ink cartridges provided with
your machine. We also strongly recommend
that you continue to use only Genuine
Brother Brand replacement ink cartridges.
Use or attempted use of potentially
incompatible ink and/or cartridges in the
Brother machine may cause damage to the
machine and/or may result in unsatisfactory
print quality. Our warranty coverage does
not apply to any problem that is caused by
the use of unauthorized third party ink
and/or cartridges. To protect your
investment and obtain premium
performance from the Brother machine, we
strongly recommend the use of Genuine
Brother Supplies.

7
6
Check the print quality
aWhen the preparation process has finished, the
LCD shows this message
.
Press Color Start.
bCheck the quality of the four color blocks aon
the sheet. (black/yellow/cyan/magenta)
cIf all lines are clear and visible, press Yes to
finish the quality check and go to step 7.
If you can see missing short lines, press No and
go to d.
dThe LCD asks you if the print quality is OK for
black and color. Press Yes or No.
After pressing Yes or No for both black and
color, the LCD shows:
ePress Color Start, the machine will then start
cleaning the colors.
fAfter cleaning is finished, press Color Start.
The machine starts printing the Print Quality
Check Sheet again. Go back to b.
7
Choose your language
(if needed)
aPress MENU.
bPress aor bto display Initial Setup.
cPress Initial Setup.
dPress aor bto display Local Language.
ePress Local Language.
fPress your language.
gPress Stop/Exit.
OK
Poor
Set Paper and Press Start
1
1
Black OK?
Yes No
Start Cleaning?
Press Start

8
8
Choose the correct Receive Mode
The correct Receive Mode is determined by the external devices and telephone subscriber services (Voice Mail,
Distinctive Ring, etc.) you have (or will be using) on the same line as the Brother machine.
aPress MENU.
bPress aor bto display Initial Setup.
cPress Initial Setup.
dPress aor bto display Receive Mode.
ePress Receive Mode.
fPress Fax Only, Fax/Tel or Manual.
gPress Stop/Exit.
Will you be using a Distinctive Ring number for receiving faxes?
Brother uses the term "Distinctive Ring" but telephone companies may have other names for this service such
as Custom Ringing, RingMaster, Personalized Ring, Teen Ring, Ident-A-Call, and Smart Ring. See Distinctive
Ring in Chapter 7 of the User's Guide for instruction on setting up your machine using this feature.
Will you be using Voicemail on the same telephone line as your Brother machine?
If you have Voice Mail on the same telephone line as your Brother machine, there is a strong possibility that
Voice Mail and the Brother machine will conflict with each other when receiving incoming calls. See Voice Mail
in Chapter 7 of the User's Guide for instructions on setting up your machine using this service.
Will you be using the Built in Message Center?
Your Brother machine has a built-in digital Message Center that allows you to store incoming voice or fax
messages. See the next step "Setting up the Message Center".
Will you be using a Telephone Answering Device on the same telephone line as your Brother machine?
Your external telephone answering device (TAD) will automatically answer every call. Voice messages are stored on
the external TAD and fax messages are printed. Choose
Manual as your receive mode. See the instructions below.
Will you be using your Brother machine on a dedicated fax line?
Your machine automatically answers every call as a fax. Choose Fax Only as your receive mode. See the
instructions below.
Will you be using your Brother machine on the same line as your telephone?
Do you want to receive voice calls and faxes automatically?
The Fax/Tel receive mode is used when sharing the Brother machine and your telephone on the same
line. Choose Fax/Tel as your receive mode. See the instructions below.
Important Note: You cannot receive voice messages on either Voice Mail or an answering machine
when choosing the Fax/Tel mode.
Do you expect to receive very few faxes?
Choose Manual as your receive mode. You control the phone line and must answer every call yourself.
See the instructions below.
For details, see Using Receive Modes in Chapter 6 of the User's Guide.
Note
If the Receive Mode option is not displayed, make sure the Distinctive Ring feature is set to Off. (See Turning
off Distinctive Ring in Chapter 7 of the User's Guide.)

9
9
Setting up the Message
Center
You must record an outgoing message in order to use
the Message Center mode.
aRecord the Message Center outgoing
message (Msg Ctr OGM).
bActivate Message Center mode.
Press . The button will light when the mode
is active.
10
Set the date and time
The machine displays the time, and if you set up the
station ID the date and time will be added to each fax
you send.
aPress MENU.
bPress aor bto display Initial Setup.
cPress Initial Setup.
dPress aor bto display Date&Time.
ePress Date&Time.
fEnter the last two digits of the year on the
Touchscreen, and then press OK.
(e.g. Enter 09for 2009.)
gEnter the two digits for the month on the
Touchscreen, and then press OK.
(e.g. Enter 03for March.)
hEnter the two digits for the day on the
Touchscreen, and then press OK.
(e.g. Enter 01for the first day of the month.)
iEnter the time in 24-hour format on the
Touchscreen, and then press OK.
(e.g. Enter 15, 25for 3:25 P.M.)
jPress Stop/Exit.
See Outgoing message (OGM) in Chapter 9
of the User’s Guide.
If the Message Center Mode is on, it
overrides your Receive Mode setting. The
built-in digital Message Center answers
voice calls. If the call is a fax, you can
receive a fax automatically. For details, see
Message Center in Chapter 9 of the User’s
Guide.
Year:2009
Date&Time
D a t e & T i m e
OK
321
654
98
0
7
To confirm the current date and time, print
out the User Settings report. (See Printing
Reports in Chapter 10 of the User's Guide.)
Month:03
Date&Time
D a t e & T i m e
OK
321
654
98
0
7
Day:01
Date&Time
D a t e & T i m e
OK
321
654
98
0
7
Time:15:25
Date&Time
D a t e & T i m e
OK
321
654
98
0
7

10
11
Set your Station ID
You should store your name and fax number to be
printed on all fax pages that you send.
aPress MENU.
bPress aor bto display Initial Setup.
cPress Initial Setup.
dPress aor bto display Station ID.
ePress Station ID.
fEnter your fax number (up to 20 digits) on the
Touchscreen, and then press OK.
gEnter your name (up to 20 characters) using
the Touchscreen, and then press OK.
To enter numbers or special letters, press
repeatedly until the character you want to enter
appears, then press the character you want to
use.
hPress Stop/Exit.
12
Fax Transmission Report
Your Brother machine is equipped with a
Transmission Verification Report that can be used as
confirmation that you sent a fax. This report lists the
name or fax number of the receiving party, the date,
time, and duration of the transmission, the number of
pages transmitted, and whether or not the
transmission was successful. If you want to use the
Fax Transmission Report feature, see Printing
Reports in Chapter 10 of the User's Guide.
13
Set tone or pulse dialing
mode
Your machine comes set for Tone dialing service. If
you have Pulse dialing service (rotary), you need to
change the dialing mode.
aPress MENU.
bPress aor bto display Initial Setup.
cPress Initial Setup.
dPress aor bto display Tone/Pulse.
ePress Tone/Pulse.
fPress Pulse (or Tone).
gPress Stop/Exit.
Note
• If you need to enter a character that is on the
same button as the last character, press cto
move the cursor to the right.
• If you entered a letter incorrectly and want to
change it, press dor cto move the cursor to the
incorrect character, press .
Note
If you make a mistake and want to start again,
press Stop/Exit and go back to a.
For details, see Entering Text in Appendix C
of the User's Guide.
Note
(USA only)
The Telephone Consumer Protection Act of 1991
makes it unlawful for any person to use a
computer or electronic device to send any
message via a telephone fax machine unless
such messages clearly contain, in a margin at the
top or bottom of each transmitted page, or on the
first page of the transmission, the date and time it
is sent and an identification of the business or
other entity or other individual sending the
message and the telephone number of the
sending machines or such business, other entity
or individual.

11
14
Set the phone line
compatibility
If you are connecting the machine to a VoIP service
you need to change the compatibility setting.
aPress MENU.
bPress aor bto display Initial Setup.
cPress Initial Setup.
dPress aor bto display Compatibility.
ePress Compatibility.
fPress Basic(for VoIP).
gPress Stop/Exit.
15
Automatic Daylight
Savings Time
You can set the machine to change automatically for
daylight savings time. It will reset itself forward one
hour in the Spring and backward one hour in the Fall.
aPress MENU.
bPress aor bto display General Setup.
cPress General Setup.
dPress aor bto display Auto Daylight.
ePress Auto Daylight.
fPress On (or Off).
gPress Stop/Exit.
Note
If you are just using a normal telephone line you
can skip this step.

12
16
Send in the Product
Registration Sheet (USA
only)
You can also register your product online using the
On-Line Registration link from the installation
CD-ROM or visit
http://www.brother.com/registration/.
aFill out the Product Registration Sheet.
bPut the sheet face down in the ADF (Automatic
Document Feeder) or face down on the
scanner glass.
cMake sure (Fax) is illuminated in Blue.
dEnter the toll-free fax number: 1-877-268-9575.
ePress Black Start.
Note
You will receive a confirmation fax of your Product
Registration.

13
Windows®Macintosh Windows®Macintosh
USB Wired Network Wireless Network
17
Choose your connection type
For USB interface cable
Windows
®
, go to page 14
Macintosh, go to page 18
For Wired Network
Windows
®
, go to page 21
Macintosh, go to page 26
For Wireless Network
Windows
®
and Macintosh,
go to page 29
Note
For Windows Server®2003/ 2008, see the Network User’s Guide on the CD-ROM.

14
Windows®
USB
For USB interface users
(Windows
®
2000 Professional/XP/ XP Professional x64 Edition/
Windows Vista
®
)
18
Before you install
aMake sure that your computer is ON and you
are logged on with Administrator rights.
19
Install MFL-Pro Suite
aPut the supplied CD-ROM into your CD-ROM
drive. If the model name screen appears,
choose your machine. If the language screen
appears, choose your language.
bThe CD-ROM Top Menu will appear. Click
Install MFL-Pro Suite.
IMPORTANT
• DO NOT connect the USB cable yet.
• If there are any programs running, close
them.
• Make sure there are no memory cards or a
USB Flash memory drive inserted into the
machine.
• The screens may differ depending on your
operating system.
• The supplied CD-ROM includes ScanSoft™
PaperPort™ 11SE. This software supports
Windows®2000 (SP4 or greater), XP (SP2 or
greater), XP Professional x64 Edition and
Windows Vista®. Update to the latest
Windows®Service Pack before installing
MFL-Pro Suite.
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.

15
Windows®
USB
Windows®Macintosh
USB
cWhen the ScanSoft™PaperPort™11SE
License Agreement window appears, click
Yes if you agree to the Software License
Agreement.
dThe installation of ScanSoft™ PaperPort™
11SE will automatically start and is followed by
the installation of MFL-Pro Suite.
eWhen the Brother MFL-Pro Suite Software
License Agreement window appears, click
Yes if you agree to the Software License
Agreement.
fChoose Local Connection, and then click
Next. The installation continues.
gWhen this screen appears, go to the next step.
Note
• If this screen appears, click OK and restart
your computer.
• If the installation does not continue
automatically, open the top menu again by
ejecting and then reinserting the CD-ROM or
double-click the start.exe program from the
root folder, and continue from bto install
MFL-Pro Suite.
• For Windows Vista®, when the User Account
Control screen appears, click Allow.

16
Windows®
USB
20
Connect the USB cable
aUsing both hands, use the plastic tabs on both
sides of the machine to lift the scanner cover
until it locks securely into the open position.
bConnect the USB cable to the USB socket
marked with a symbol. You will find the
USB socket inside the machine on the right as
shown below.
cCarefully route the USB cable through the
trench and out the back of the machine as
shown below and connect the cable to your
computer.
dLift the scanner cover to release the lock a.
Gently push the scanner cover support
down band close the scanner cover c.
eThe installation will continue automatically.
The installation screens appear one after
another.
IMPORTANT
• DO NOT connect the machine to a USB port
on a keyboard or a non-powered USB hub.
• Connect the machine directly to your
computer.
LAN USB
IMPORTANT
Make sure that the cable does not restrict the
cover from closing, or an error may occur.
IMPORTANT
DO NOT cancel any of the screens during the
installation. It may take a few seconds for all
screens to appear.
Note
For Windows Vista®, when this screen appears,
click the check box and click Install to complete
the installation correctly.
1
3
2

17
Windows®
USB
Windows®Macintosh
USB
fWhen the On-Line Registration screen is
displayed, make your selection and follow the
on-screen instructions. Once you have
completed the registration process, close your
web browser to return to this window.
Then click Next.
21
Finish and restart
aClick Finish to restart your computer.
After restarting the computer, you must be
logged on with Administrator rights.
bChoose the firmware update setting and click
OK.
Now go to
Proceed to Install Optional Applications on
page 41.
Note
If an error message appears during the software
installation, run the Installation Diagnostics
located in Start/All Programs/Brother/
MFC-XXXX (where MFC-XXXX is your model
name).
Note
Internet access is required for the firmware
update.
Finish The installation is now
complete.
Note
XML Paper Specification Printer Driver
The XML Paper Specification Printer Driver is the
most suitable driver when printing from
applications that use the XML Paper Specification
documents. Please download the latest driver by
accessing the Brother Solutions Center at
http://solutions.brother.com/.

18
Macintosh
USB
For USB interface users (Mac OS X 10.3.9 - 10.4.x - 10.5.x)
18
Before you install
aMake sure your machine is connected to the
power and your Macintosh is ON. You must be
logged on with Administrator rights.
19
Connect the USB cable
aUsing both hands, use the plastic tabs on both
sides of the machine to lift the scanner cover
until it locks securely into the open position.
bConnect the USB cable to the USB socket
marked with a symbol. You will find the
USB socket inside the machine on the right as
shown below.
cCarefully route the USB cable through the
trench and out the back of the machine as
shown below and connect the cable to your
Macintosh.
dLift the scanner cover to release the lock a.
Gently push the scanner cover support
down band close the scanner cover c.
IMPORTANT
• For the latest drivers and information on the
Mac OS X you are using, visit
http://solutions.brother.com/.
• For Mac OS X 10.3.0 to 10.3.8 users, upgrade
to Mac OS X 10.3.9 - 10.5.x.
• Make sure there are no memory cards or a
USB Flash memory drive inserted into the
machine.
IMPORTANT
• DO NOT connect the machine to a USB port
on a keyboard or a non-powered USB hub.
• Connect the machine directly to your
Macintosh.
IMPORTANT
Make sure that the cable does not restrict the
cover from closing, or an error may occur.
LAN USB
1
3
2

19
Macintosh
USB
Windows®Macintosh
USB
20
Install MFL-Pro Suite
aPut the supplied CD-ROM into your CD-ROM
drive.
bDouble-click the Start Here OSX icon to install.
cChoose Local Connection, and then click
Next. Follow the on-screen instructions.
dPlease wait, it will take a few seconds for the
software to install. After the installation, click
Restart to finish installing the software.
eThe Brother software will search for the Brother
device.
fChoose the machine from the list, and then
click OK.
gWhen this screen appears, click OK.
The installation of MFL-Pro Suite is now
complete.
Go to step 21 on page 20.

20
Macintosh
USB
21
Install
Presto! PageManager
When Presto! PageManager is installed OCR
capability is added to Brother ControlCenter2. You
can easily scan, share and organize photos and
documents using Presto! PageManager.
aDouble-click the Presto! PageManager icon
and follow the on-screen instructions.
Finish The installation is now
complete.