Brother MFC-8440 User manual

MFC-8440
MFC-8840D
USER’S GUIDE
Version B

i
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
Safety precautions
To use the MFC safely
Save these instructions for later reference.
WARNING
There are high voltage
electrodes inside the machine.
Before you clean the MFC or
clear a paper jam, make sure
you have unplugged the power
cord from the power outlet.
Do not handle the plug with wet
hands. Doing this might cause
an electrical shock.
After you use the MFC, some internal parts are extremely HOT!
To prevent injuries, be careful not to put your fingers in the area shown in
the illustration.
To prevent injuries, be careful
not to put your hands on the
edge of the MFC under the
document cover.
To prevent injuries, be careful
not to put your fingers in the
area shown in the illustration.

iii
■When you move the MFC, grasp the side handholds that are
under the scanner. Do NOT carry the MFC by holding it at the
bottom.
■Use caution when installing or modifying telephone lines. Never
touch telephone wires or terminals that are not insulated unless
the telephone line has been disconnected at the wall socket.
Never install telephone wiring during a lightning storm. Never
install a telephone socket in a wet location.
■Install equipment with a power cord near a socket/outlet that is
easily accessible.
■Do not use a telephone in the vicinity of gas leak to report leak.
■Do not use this product near appliances that use water, in a wet
basement or near a swimming pool.
Caution
■Lightning and power surges can damage this product! There may
be a remote risk of electric shock from lightning. We recommend
that you use a quality surge protection device on the AC power
line and on the telephone line, or unplug the lines during a
lightning storm.
To prevent injuries, be careful not to put
your fingers in the area shown in the
illustration.

iv
Choosing a location
Place your MFC on a flat, stable surface that is free of vibration and
shocks, such as a desk. Put the MFC near a telephone socket and a
standard, grounded power outlet. Choose a location where the
temperature remains between 10° and 32.5°C.
Caution
■Avoid placing your MFC in a high-traffic area.
■Do not place near heaters, air conditioners, water, chemicals, or
refrigerators.
■Do not expose the MFC to direct sunlight, excessive heat,
moisture, or dust.
■Do not connect your MFC to electrical outlets controlled by wall
switches or automatic timers.
■Disruption of power can wipe out information in the MFC’s
memory.
■Do not connect your MFC to electrical outlets on the same circuit
as large appliances or other Equipment that might disrupt the
power supply.
■Avoid interference sources, such as speakers or the base units
of cordless phones.

v
Quick Reference Guide
Sending faxes
Automatic Transmission
1
If it is not illuminated in
green, press (Fax).
2
Place the document face up
in the ADF, or face down on
the scanner glass.
3
Enter the fax number using
One-Touch, Speed-Dial,
Search or the dial pad.
4
Press Start.
5
If you are using the scanner
glass, press 2or Start.
Real Time Transmission
You can send faxes in real time.
1
If it is not illuminated in
green, press (Fax).
2
Place the document face up
in the ADF, or face down on
the scanner glass.
3
Press Menu, 2, 2, 5.
4
Press or to select
On, and then press Set.
—OR—
For the next transmission
only, press or to
select Next Fax Only,
and then press Set.
5
For the next fax only, press
or to select
Next Fax:On, and then
press Set.
6
Press 1if you want to
choose more settings and
the LCD will return to the
Setup send menu.
—OR—
Press 2to fax.
7
Enter the fax number.
8
Press Start.
Receiving faxes
Select Receive Mode
1
Press Menu, 0,1.
2
Press or to select
Fax Only, Manual,
Fax/Tel and
External TAD and then
press Set.
Storing numbers
Storing One-Touch Dial
numbers
1
Press Menu, 2, 3, 1.
2
Press the One-Touch key
where you want to store the
number.
3
Enter a number (up to 20
digits), and then press Set.
4
Enter a name (up to 15
characters or leave it blank),
and then press Set.
5
Press Stop/Exit.

vi
Storing Speed-Dial numbers
1
Press Menu, 2, 3, 2.
2
Enter a three-digit
Speed-Dial number, and
then press Set.
3
Enter a number (up to 20
digits), and then press Set.
4
Enter a name (up to 15
characters or leave it blank),
and then press Set.
5
Press Stop/Exit.
Dialling operations
One-Touch Dialling /
Speed-Dialling
1
If it is not illuminated in
green, press (Fax).
2
Place the document face up
in the ADF, or face down on
the scanner glass.
3
Press the One-Touch key of
the number you want to call.
—OR—
Press
Search/Speed Dial
,
press #, and then press the
three-digit Speed-Dial
number.
4
Press Start.
Using Search
1
If it is not illuminated in
green, press (Fax).
2
Press
Search/Speed Dial
,
and then enter the first letter of
the name you’re looking for.
3
Press or to
search the memory.
4
Press Start.
Making copies
Single copy
1
Press (Copy)to
illuminate it in green.
2
Place the document face up
in the ADF, or face down on
the scanner glass.
3
Press Start.
Sorting multiple copies
(Using the ADF)
1
Press (Copy) to
illuminate it in green.
2
Place the document face up
in the ADF.
3
Use the dial pad to enter the
number of copies you want
(up to 99).
4
Press Sort.
5
Sort icon appears on the
LCD.
6
Press Start.

vii
Table of Contents
1
Introduction ..........................................................................1-1
Using this Guide ...............................................................1-1
Finding information................................................. 1-1
Symbols used in this Guide....................................1-1
MFC part names and operations................................1-2
Control panel overview ..................................................... 1-5
Status LED indications .............................................1-10
About fax machines ........................................................ 1-12
Fax tones and handshake ........................................ 1-12
ECM (Error Correction Mode)...................................1-13
Connecting the MFC....................................................... 1-14
Connecting an external telephone............................ 1-14
Connecting an external telephone answering
device (TAD) ........................................................1-15
Sequence ............................................................. 1-15
Connections .........................................................1-16
Recording outgoing message (OGM) on
an external TAD ............................................... 1-17
Custom features on your phone line......................... 1-17
2
Paper .....................................................................................2-1
About paper ...................................................................... 2-1
Type and size of paper ............................................... 2-1
Recommended paper................................................. 2-1
Choosing acceptable paper.............................................. 2-2
Paper capacity of the paper trays........................... 2-3
Paper specifications for each paper tray ................2-4
How to load paper ......................................................2-5
To load paper or other media in the paper tray ...... 2-5
To load paper or other media in the
manual feed tray (For MFC-8440)...................... 2-7
To load paper or other media in the multi-purpose
tray (MP tray) (For MFC-8840D) ........................ 2-9
To use Automatic Duplexing for fax, copy and print
operations (For MFC-8840D) ...............................2-11
3
On-screen programming ..................................................... 3-1
User-friendly programming ...............................................3-1
Menu table..................................................................3-1
Memory Storage.........................................................3-1
Navigation keys ................................................................3-2

viii
4
Getting started .....................................................................4-1
Initial Setup.......................................................................4-1
Setting the Date and Time..........................................4-1
Setting the Station ID..................................................4-2
Entering text ...........................................................4-3
Inserting spaces .....................................................4-3
Making corrections .................................................4-4
Repeating letters ....................................................4-4
Special characters and symbols ............................ 4-4
General Setup................................................................... 4-5
Setting the Mode Timer ..............................................4-5
Setting the Paper Type...............................................4-6
Setting the Paper Size................................................4-7
Setting the Ring Volume.............................................4-8
Setting the Beeper Volume.........................................4-8
Setting the Speaker Volume.......................................4-9
Turning on Automatic Daylight Savings Time.............4-9
Toner Save .................................................................4-9
Sleep Time................................................................4-10
Turning off the Scanner Lamp ..................................4-10
Power Save ..............................................................4-11
Setting the Tray Use for Copy mode ........................4-12
Setting the Tray Use for Fax mode...........................4-13
Setting the LCD Contrast..........................................4-13
Initial Setup depending on Your Country ........................4-14
Setting Tone or Pulse dialling mode
(Except for New Zealand).....................................4-14
5
Setup Receive ......................................................................5-1
Basic receiving operations................................................5-1
Choosing the Receive Mode.......................................5-1
To select or change your Receive Mode ................ 5-2
Setting the Ring Delay ...............................................5-2
Setting the F/T Ring Time (Fax/Tel mode only)..........5-3
Fax Detect ..................................................................5-4
Printing a reduced incoming fax
(Auto Reduction).....................................................5-5
Reception into memory...............................................5-6
Printing a fax from the memory...................................5-7
Setting the Print Density .............................................5-7
Advanced receiving operations.........................................5-8
Operation from extension telephones.........................5-8
For FAX/TEL mode only.............................................5-8
Using a cordless external handset..............................5-9

ix
Changing the remote codes ....................................... 5-9
Polling....................................................................... 5-10
Secure Polling ......................................................5-10
Setup for Polling Receive (Standard) ...................5-10
Setup for Polling Receive with Secure Code........ 5-11
Setup Delayed Polling Receive ............................ 5-11
Sequential Polling..................................................... 5-12
Setting Duplex printing for Fax mode
(For MFC-8840D) ................................................. 5-13
Telephone Service for Australia ..................................... 5-14
Distinctive Ringing (Telstra®FaxStream®Duet®).....5-14
Set the Distinctive Ringing to ON.........................5-15
Caller ID (Caller IDentification).................................5-15
Advantages of Caller ID ....................................... 5-15
How Does the Caller ID Work?.................................5-16
The Caller ID Appears on the Display When
Your Telephone Rings......................................5-16
The Caller ID is Stored in Your MFC Memory .......... 5-16
Viewing Caller ID List ...............................................5-17
Printing Caller ID List............................................5-17
Telephone Service for New Zealand .............................. 5-18
FaxAbility..................................................................5-18
How Will the Fax Machine Treat
All Other Numbers?.......................................... 5-18
What is the Advantage of Using the FaxAbility
Function?..........................................................5-18
How Does FaxAbility Work?.................................5-19
How to Turn FaxAbility OFF or ON ...................... 5-20
Caller ID (Caller IDentification).................................5-21
Advantages of Caller ID ....................................... 5-21
How Does the Caller ID Work?.................................5-21
The Caller ID Appears on the Display When
Your Telephone Rings......................................5-21
Viewing Caller ID List ...............................................5-22
Printing Caller ID List............................................5-22
Telephone Service for Some Countries.......................... 5-23
Distinctive Ringing
(For Singapore and Hong Kong) .......................... 5-23
Setting the Distinctive Ringing..............................5-23
Caller ID (For Singapore and Hong Kong) ............... 5-24
Viewing Caller ID List ...............................................5-25
Printing Caller ID List............................................5-25

x
6
Setup Send ...........................................................................6-1
How to Fax........................................................................6-1
Enter Fax mode ..........................................................6-1
Faxing from the automatic document feeder (ADF).... 6-1
Faxing from the ADF ..............................................6-2
Faxing from the scanner glass....................................6-3
Faxing legal size documents
from the scanner glass ...........................................6-5
Out of Memory message ........................................6-5
Manual transmission...................................................6-5
Automatic transmission...............................................6-6
This is the easiest way to send a fax......................6-6
Sending a fax at the end of a conversation ................ 6-6
Basic sending operations..................................................6-7
Sending faxes using multiple settings.........................6-7
Contrast ......................................................................6-8
Fax Resolution............................................................6-9
Manual and automatic fax Redial ...............................6-9
Dual Access..............................................................6-10
Real Time Transmission...........................................6-11
Checking job status ..................................................6-12
Canceling a job while scanning the document..........6-12
Canceling a scheduled job........................................6-13
Advanced sending operations ........................................6-14
Composing the electronic Cover Page .....................6-14
Composing your own comments ..........................6-15
Cover page for the next fax only...........................6-15
Send a cover page for all faxes............................6-16
Using a printed cover page.......................................6-17
Broadcasting.............................................................6-17
Overseas Mode ........................................................6-19
Delayed Fax..............................................................6-20
Delayed Batch Transmission....................................6-21
Setup for Polled Transmit (Standard) .......................6-21
Setup for Polled Transmit with Secure Code............6-22
Memory Security.......................................................6-23
Setting up the password.......................................6-24
Turning Memory Security on ................................6-24
Turning Memory Security off.....................................6-24

xi
7
Auto Dial numbers and dialling options ............................7-1
Storing numbers for easy dialling .....................................7-1
Storing One-Touch Dial numbers............................... 7-1
Storing Speed-Dial numbers ...................................... 7-3
Changing One-Touch and Speed-Dial numbers ........ 7-4
Setting up Groups for Broadcasting ........................... 7-5
Dialling options .................................................................7-7
Search ........................................................................7-7
One-Touch Dialling..................................................... 7-7
Speed-Dialling ............................................................ 7-8
Manual dialling............................................................ 7-8
Using an external telephone....................................... 7-8
Access codes and credit card numbers......................7-9
Pause .......................................................................7-10
Tone or Pulse (Except for New Zealand) ................. 7-10
8
Remote Fax Options ............................................................8-1
Fax Forwarding.................................................................8-1
Programming a Fax Forwarding number....................8-1
Setting Fax Storage.......................................................... 8-2
Setting your Remote Access Code...................................8-3
Remote retrieval ............................................................... 8-4
Using your Remote Access Code...............................8-4
Remote commands .................................................... 8-5
Retrieving fax messages ............................................ 8-6
Changing your Fax Forwarding number ..................... 8-6
9
Printing reports .................................................................... 9-1
MFC settings and activity ................................................. 9-1
Customizing the Transmission Verification Report..... 9-1
Setting the Journal Period .......................................... 9-2
Printing reports ...........................................................9-3
To print a report......................................................9-3
10
Making copies .................................................................... 10-1
Using the MFC as a copier .............................................10-1
Enter Copy mode......................................................10-1
Temporary copy settings ......................................10-2
Making a single copy from the ADF..........................10-3
Making multiple copies from the ADF....................... 10-3
Single or multiple copies using the scanner glass.... 10-4
Out of Memory message .......................................... 10-5
Using the Copy keys
(Temporary settings) ................................................... 10-6

xii
Enlarge/Reduce........................................................10-7
Quality (type of document)........................................10-9
Sorting copies using the ADF ...................................10-9
Contrast ..................................................................10-10
Tray Select..............................................................10-11
Duplex/N in 1 ..........................................................10-12
Duplex/N in 1 copy..................................................10-14
N in 1 copy..........................................................10-14
Poster .................................................................10-16
Duplex (1 in 1) (For MFC-8840D).......................10-17
Duplex (2 in 1) and Duplex (4 in 1)
(For MFC-8840D) ...........................................10-19
Changing the default copy settings...............................10-20
Quality ....................................................................10-20
Contrast ..................................................................10-20
11
Important information ........................................................11-1
IEC 60825 Specification ...........................................11-1
Laser Diode ..........................................................11-1
Caution .................................................................11-1
Important Information for Australia .................................11-2
Important Safety Instructions....................................11-2
IMPORTANT-For Your Safety. .................................11-4
Disconnect device ................................................11-4
LAN Connection ...................................................11-4
ENERGY STAR®Compliance Statement.....................11-4
Important Information for New Zealand ..........................11-5
Important Safety Instructions....................................11-5
IMPORTANT-For Your Safety ..................................11-9
Disconnect device ................................................11-9
LAN Connection ...................................................11-9
IMPORTANT NOTICE..............................................11-9
Important Information for Some Countries....................11-10
Important Safety Instructions..................................11-10
Compilation and Publication Notice........................11-12
Trademarks...................................................................11-13
12
Troubleshooting and routine maintenance .....................12-1
Troubleshooting .............................................................12-1
Error messages ........................................................12-1
Document jams.........................................................12-5
Document is jammed in the top of the ADF unit. ..12-5
Document is jammed inside the ADF unit. ...........12-5

xiii
Paper jams ............................................................... 12-6
Paper is jammed in the duplex tray
(For MFC-8840D)...........................................12-10
If you are having difficulty with your MFC............... 12-12
Improving the print quality ......................................12-17
Packing and shipping the MFC..................................... 12-21
Routine maintenance.................................................... 12-24
Cleaning the scanner.............................................. 12-24
Cleaning the printer ................................................ 12-25
Cleaning the drum unit ...........................................12-26
Replacing the toner cartridge .................................12-27
How to replace the toner cartridge .........................12-27
Replacing the drum unit.......................................... 12-32
Checking the drum life............................................12-35
Page Counter .........................................................12-35
13
Optional accessories .........................................................13-1
Memory board ................................................................ 13-1
Installing the optional memory board........................13-2
Network (LAN) board...................................................... 13-5
Before starting installation........................................ 13-6
Step 1: Hardware installation.................................... 13-6
Step 2: Connecting the NC-9100h to an Unshielded
Twisted Pair 10BASE-T or 100BASE-TX Ethernet
Network ................................................................13-9
LED ......................................................................13-9
TEST SWITCH ................................................... 13-10
Paper Tray #2.........................................................13-11
G
Glossary .............................................................................. G-1
S
Specifications ......................................................................S-1
Product description...........................................................S-1
General.............................................................................S-1
Print media .......................................................................S-2
Copy .................................................................................S-2
General (continued)..........................................................S-2
Fax....................................................................................S-3
Scanner ............................................................................S-4
Printer ...............................................................................S-5
Interfaces..........................................................................S-5
Computer requirements....................................................S-6
Consumable items............................................................S-7
Network (LAN) board (NC-9100h) ....................................S-8

xiv
Optional External Wireless Print/Scan Server
(NC-2200w) .................................................................. S-9
14
Index .......................................................................................I-1
15
Remote Retrieval Access card .......................................... R-1
16

INTRODUCTION 1 - 1
1
Using this Guide
Thank you for buying a Brother Multi-Function Center (MFC). Your
MFC-8440, MFC-8840D is simple to use, with LCD screen
instructions to guide you through programming it. You can make the
most of your MFC by taking a few minutes to read this Guide.
Finding information
All the chapter headings and subheadings are listed in the Table of
Contents. You will be able to find information about a specific feature
or operation by checking the Index at the back of this Guide.
Symbols used in this Guide
Throughout this Guide you’ll see special symbols alerting you to
important warnings, notes and actions. To make things clearer and
to help you press the correct keys, we used special fonts and added
some of the messages that will appear in the LCD.
Introduction
Bold Bold typeface identifies specific keys on the MFC control
panel.
Italics Italicized typeface emphasizes an important point or
refers you to a related topic.
Courier New Courier New typeface identifies the messages on the
LCD of the MFC.
Warnings inform you what to do to avoid possible personal injury or
damage to the MFC.
Cautions specify procedures you must follow or avoid to prevent
possible damage to the machine.
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.
Improper Setup alerts you to devices and operations that are not
compatible with the MFC.

1 - 2 INTRODUCTION
MFC part names and operations
■Front view
No. Name Description
1(MFC-8440) Manual Feed Tray
(MFC-8840D) Multi-purpose Tray
(MP Tray)
Load paper here.
2Front Cover Release Button Press it to open the front cover.
3Face-down Output Tray Support Flap
with Extension (Support Flap)
Unfold it to prevent the printed paper
from sliding off the MFC.
4Control Panel Use the keys and display to control
the MFC.
5Automatic Document Feeder (ADF) Use the ADF unit for multiple page
documents.
6ADF Document Support Extension Place the document here to use the
ADF unit.
7ADF Document Output Support Flap Unfold to prevent the scanned pages
from sliding off the MFC.
8Document Cover Open to place the document on the
scanner glass.
9Power Switch Switch it on or off.
10 Front Cover Open to install a toner cartridge or
drum unit.
11 Paper Tray (Tray #1) Load paper here.
7ADF Document
Output Support
Flap
8Document Cover
6ADF Document Support
Extension
5Automatic Document Feeder (ADF)
11 Paper Tray (Tray #1)
4Control Panel
3Face-down Output Tray
Support Flap with Extension
1 (MFC-8440) Manual Feed Tray
(MFC-8840D) Multi-purpose
Tray (MP Tray)
9Power Switch
10 Front Cover
2Front Cover Release Button

INTRODUCTION 1 - 3
■Back view
No. Name Description
12 Paper Adjustment Lever for
Duplex Printing
(MFC-8840D)
Use to match your paper size for duplex
printing.
13 Duplex Tray
(MFC-8840D)
Slide out to remove paper jammed inside
the MFC.
14 AC Power Connector Connect the AC Power Cable here.
15 Face-up Output Tray
(Back Output Tray)
Open it when thicker paper is placed in the
MP tray or Manual feed tray.
16 ADF Cover Open to remove paper jammed inside the
ADF unit.
17 Telephone Line Jack/Socket Plug the line cord supplied with the machine
here.
18 USB Interface Connector Connect the USB Cable here.
19 Parallel Interface Connector Connect the Parallel Cable here.
20 External Telephone Line
Jack/Socket (Not for the UK)
Plug in the modular plug on the external
telephone line here.
15 Face-up Output Tray
(Back Output Tray)
14 AC Power Connector
13 Duplex Tray
(MFC-8840D)
16 ADF Cover
17 Telephone Line
Jack/Socket
12 Paper Adjustment Lever
for Duplex Printing
(MFC-8840D)
18 USB Interface
Connector
19 Parallel Interface
Connector
20 External Telephone
Line Jack/Socket

1 - 4 INTRODUCTION
■Inside view (Document cover open)
No. Name Description
21 Document Guidelines Use to center the document on the scanner glass.
22 Glass Strip This is used to scan documents when using the
ADF.
23 Scanner Lock Lever Use to lock/unlock the scanner when relocating the
MFC.
24 Document Cover Open to place the document on the scanner glass.
25 White Film Clean it for good quality copying and scanning.
26 Scanner Glass Place the document to be scanned here.
25 White Film
24 Document Cover
21 Document
Guidelines
22 Glass Strip
26 Scanner Glass
23 Scanner Lock Lever

INTRODUCTION 1 - 5
Control panel overview
MFC-8440 and MFC-8840D have similar control panel keys.
6
12
7
421 3 9
5 8
10 11