Brother MFC-8860DN User manual

USER’S GUIDE
MFC-8460N
MFC-8860DN

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-8460N and MFC-8860DN
(Circle your model number)
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.
© 2006 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 other countries.
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
Using the documentation .......................................................................................2
Symbols and conventions used in the documentation ....................................2
Accessing the complete User’s Guide...................................................................2
Viewing documentation ...................................................................................2
Control panel overview ..........................................................................................5
Status LED indications ....................................................................................8
2 Loading documents and paper
Loading documents .............................................................................................10
Using the ADF ...............................................................................................10
Using the scanner glass (Flatbed).................................................................11
Acceptable paper and other media......................................................................11
Recommended media ...................................................................................11
Handling and using media .............................................................................12
Loading paper and other media...........................................................................14
Loading paper................................................................................................14
Loading envelopes and other media .............................................................15
Printable Area................................................................................................16
3 General setup
Mode timer...........................................................................................................17
Paper settings......................................................................................................17
Paper Type ....................................................................................................17
Paper Size .....................................................................................................18
Tray use in Copy mode .................................................................................18
Tray use in Fax mode....................................................................................19
Tray use in Print mode ..................................................................................19
Volume Settings...................................................................................................20
Ring volume...................................................................................................20
Beeper volume ..............................................................................................20
Speaker volume.............................................................................................20
Setting daylight savings time ...............................................................................21
Ecology features ..................................................................................................21
Toner save.....................................................................................................21
Sleep time......................................................................................................22
Turning off the scanner lamp.........................................................................22
LCD Contrast.......................................................................................................22
4 Security features
Security................................................................................................................23
Setting Lock...................................................................................................23
Secure Function Lock....................................................................................24

iii
Section II Fax
5 Sending a fax
How to fax............................................................................................................30
Entering fax mode .........................................................................................30
Sending a single-sided fax from the ADF ......................................................30
Sending a 2-sided fax from the ADF (MFC-8860DN only) ............................30
Sending a fax from the scanner glass ...........................................................31
Faxing legal size documents from the scanner glass....................................31
Cancelling a fax in progress ..........................................................................31
Broadcasting........................................................................................................32
Cancelling a Broadcast in progress...............................................................32
Additional sending operations..............................................................................33
Sending faxes using multiple settings ...........................................................33
Electronic cover page ....................................................................................33
Contrast.........................................................................................................35
Changing fax resolution.................................................................................35
Dual access ...................................................................................................36
Real time transmission ..................................................................................36
Overseas mode .............................................................................................37
Delayed faxing...............................................................................................37
Delayed batch transmission ..........................................................................37
Checking and cancelling waiting jobs............................................................38
Sending a fax manually .................................................................................38
Out of Memory message ...............................................................................38
6 Receiving a fax
Receive modes....................................................................................................39
Choosing the receive mode...........................................................................39
Using Receive Modes..........................................................................................40
Fax only.........................................................................................................40
Fax/Tel...........................................................................................................40
Manual...........................................................................................................40
External TAD .................................................................................................40
Receive Mode settings ........................................................................................41
Ring Delay .....................................................................................................41
F/T Ring Time................................................................................................41
Fax Detect .....................................................................................................42
Setting the Print Density ................................................................................42
Additional receiving operations............................................................................43
Printing a reduced incoming fax ....................................................................43
Duplex printing for Fax mode (MFC-8860DN only) .......................................43
Setting the Fax Receive Stamp .....................................................................44
Receiving faxes into memory ........................................................................44
Printing a fax from the memory .....................................................................45

iv
7 Phone and external devices
Connecting an external TAD ...............................................................................46
Connections...................................................................................................46
Recording an outgoing message...................................................................46
Multi-Line connections (PABX)......................................................................47
External and extension phones ...........................................................................47
Operation from extension telephones............................................................47
For Fax/Tel mode only...................................................................................48
Connecting an external or extension phone ..................................................48
Using a cordless external handset ................................................................48
Using remote codes.......................................................................................48
8 Dialling and storing numbers
How to Dial ..........................................................................................................50
Manual dialling...............................................................................................50
One-Touch dialling ........................................................................................50
Speed-Dialling ...............................................................................................50
Search ...........................................................................................................51
LDAP (Lightweight Directory Access Protocol)
Search (MFC-8860DN only) ......................................................................51
Fax redial.......................................................................................................51
Storing numbers ..................................................................................................52
Storing a pause .............................................................................................52
Storing One-Touch dial numbers...................................................................52
Storing Speed-Dial numbers .........................................................................54
Changing One-Touch and Speed-Dial numbers ...........................................55
Setting up Groups for broadcasting...............................................................56
Combining Quick-Dial numbers.....................................................................57
Tone or Pulse ................................................................................................57
9 Remote fax options
Fax forwarding .....................................................................................................58
Fax storage..........................................................................................................59
PC fax receive .....................................................................................................59
Changing remote fax options...............................................................................60
Turning off remote fax options.......................................................................60
Remote retrieval ..................................................................................................61
Setting a remote access code .......................................................................61
Using your remote access code ....................................................................61
Retrieving fax messages ...............................................................................62
Changing the fax forwarding number ............................................................62
Remote fax commands........................................................................................63
10 Printing reports
Fax reports...........................................................................................................64
Transmission verification report.....................................................................64
Fax journal.....................................................................................................64
Reports ................................................................................................................65
How to print a report ......................................................................................65

v
11 Polling
Polling receive .....................................................................................................66
Secure polling................................................................................................66
Delayed polling ..............................................................................................66
Sequential polling ..........................................................................................67
Polled transmit.....................................................................................................67
Setup for polled transmit................................................................................67
Setup for polled transmit with a secure code.................................................67
Section III Copy
12 Making copies
How to copy.........................................................................................................70
Entering copy mode.......................................................................................70
Making a single copy.....................................................................................70
Making multiple copies ..................................................................................70
Stop copying..................................................................................................70
Copy options........................................................................................................71
Changing copy quality ...................................................................................71
Changing text copy resolution .......................................................................72
Enlarging or reducing the image copied ........................................................72
Making N in 1 copies or a poster...................................................................73
Duplex (2-sided) copying (MFC-8860DN only)..............................................75
Sorting copies using the ADF........................................................................77
Adjusting contrast ..........................................................................................77
Tray Select ....................................................................................................78
Out of Memory message .....................................................................................78
Section IV Software
13 Software and Network features

vi
Section V Appendices
A Safety and Legal
Choosing a location .............................................................................................82
Important Information...........................................................................................83
Safety precautions.........................................................................................83
IEC 60825-1 Specification .............................................................................86
Disconnect device .........................................................................................86
LAN connection .............................................................................................86
Radio interference .........................................................................................86
Important Information...........................................................................................87
Important Safety Instructions.........................................................................87
Trademarks ...................................................................................................89
BOptions
Optional Paper Tray (LT-5300)............................................................................90
Memory Board .....................................................................................................90
DIMM types ...................................................................................................90
Installing extra memory .................................................................................91
C Troubleshooting and routine maintenance
Troubleshooting ...................................................................................................92
Solutions to common problems .....................................................................92
Improving the print quality .............................................................................98
Setting Dial Tone detection .........................................................................103
Compatibility ................................................................................................103
Error messages .................................................................................................104
Checking if the machine has faxes in its memory .......................................108
Sending faxes to another fax machine ........................................................108
Sending faxes to your PC............................................................................108
Document jams............................................................................................109
Paper jams ..................................................................................................110
Routine maintenance.........................................................................................114
Cleaning the outside of the machine ...........................................................114
Cleaning the scanner glass .........................................................................116
Cleaning the laser scanner window.............................................................116
Cleaning the corona wire.............................................................................118
Cleaning the drum unit ................................................................................118
Replacing the toner cartridge (TN-3145/TN-3185) ......................................119
Replacing the toner cartridge ......................................................................120
Replacing the drum unit (DR-3117).............................................................122
Replacing periodic maintenance parts...............................................................124
Packing and shipping the machine ....................................................................125
Machine Information ..........................................................................................126
Checking the serial number.........................................................................126
Checking the page counters........................................................................126
Checking the remaining life of parts ............................................................126

vii
D Menu and Features
On screen programming....................................................................................127
Menu table...................................................................................................127
Memory storage...........................................................................................127
Menu keys .........................................................................................................127
Menu Table........................................................................................................129
Entering Text .....................................................................................................140
E Specifications
General..............................................................................................................142
Print media.........................................................................................................143
Fax.....................................................................................................................144
Copy ..................................................................................................................145
Scan ..................................................................................................................146
Print ...................................................................................................................147
Interfaces...........................................................................................................147
Computer requirements.....................................................................................148
Consumable items.............................................................................................149
Ethernet wired network .....................................................................................150
F Glossary
GIndex

viii

Section I
General I
General information 2
Loading documents and paper 10
General setup 17
Security features 23

2
1
Using the
documentation 1
Thank you for buying a Brother machine!
Reading the documentation will help you
make the most of your machine.
Symbols and conventions
used in the documentation 1
The following symbols and conventions are
used throughout the documentation.
Accessing the
complete User’s Guide 1
The printed User’s Guide does not contain all
the information about your machine. The
advanced features of the Printer, Network,
Scanner, and PC Fax are explained in the
complete User’s Guide that you can find on
the CD-ROM.
Viewing documentation 1
Viewing documentation (Windows®)1
To view the documentation, from the Start
menu, point to Brother, MFL Pro Suite from
the program group, and then click
User’s Guide.
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 labelled Windows®into your
CD-ROM drive.
bIf the language selection screen
appears, click your language.
cIf the model name screen appears, click
your model name.The CD-ROM main
menu will appear.
General information 1
Bold Bold style indentifies keys on
the machine control panel or
computer screen.
Italics Italicized style emphasises an
important point or refers you to
a related topic.
Courier
New
Courier New font identifies the
messages shown on the LCD
of the machine.
Warning icons tell you what to do to
avoid the risk of injury.
Electrical Hazard icons alert you to a
possible electrical shock.
Hot Surface icons warn you not to
touch machine parts that are hot.
Caution icons tell you about
procedures you must follow to
prevent damaging the machine.
Incorrect setup icons alert you to
devices and operations that are not
compatible with the machine.
Note icons give useful tips.

General information
3
1
If this window does not appear, use
Windows®Explorer to find and run the
setup.exe program from the root
directory of the Brother CD-ROM.
dClick Documentation.
eClick the documentation you want to
read:
Setup Guide: Setup and software
installation instructions.
User's Guide: User’s Guide for
stand-alone operations, Network
User’s Guide, and Software User’s
Guide.
PaperPort User's Guide: Document
management software.
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: 1
Scanning a document using the TWAIN
driver in Chapter 2
Scanning a document using the WIA driver
(For Windows®XP only) in Chapter 2
Using ControlCenter2 in Chapter 3
Network Scanning (For models with
built-in network support) in Chapter 4
PaperPort®User's Guide: 1
Instructions for scanning directly from
ScanSoft®PaperPort®
How to find Internet FAX instructions
(MFC-8860DN only) 1
You can find the instructions in the Network
User’s Guide on the CD-ROM.
Viewing Documentation (Macintosh®)1
aTurn on your Macintosh®. Insert the
Brother CD-ROM labelled Macintosh®
into your CD-ROM drive. The following
window will appear.
bDouble-click the Documentation icon.
cIf the language selection screen
appears, double-click your language.
dDouble-click the documentation you
want to read:
Setup Guide: Setup and Software
installation instructions.
User's Guides: User’s Guide for
stand-alone operations, Network
User’s Guide, and Software User’s
Guide.

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: 1
Scanning from a Macintosh®in Chapter 8
(For Mac OS®9.1-9.2/Mac OS®X 10.2.4
or greater)
Using ControlCenter2 in Chapter 9
(For Mac OS®X 10.2.4 or greater)
Network Scanning in Chapter 10
(For Mac OS®X 10.2.4 or greater)
Presto!®PageManager®User's Guide:1
Instructions for scanning directly from
Presto!®PageManager®
How to find Internet FAX instructions
(MFC-8860DN only) 1
You can find the instructions in the Network
User’s Guide on the CD-ROM.

General information
5
1
Control panel overview 1
MFC-8460N and MFC-8860DN have similar control keys.
1 One-Touch keys
These 20 keys give you instant access to 40
previously stored numbers.
Shift
Lets you access One-Touch numbers 21 to 40
when held down.
2 Status LED (light emitting diode)
The LED will flash and change colour
depending on the machine’s status.
3 LCD (liquid crystal display)
Displays messages to help you use your
machine.
4 Menu keys:
Menu
Accesses the main menu.
Clear/Back
Deletes entered data or lets you exit the
menu.
OK
Selects a setting.
dor c
Scrolls backwards or forwards through menu
selections. Changes the volume when in fax
or standby mode.
aor b
Scrolls through the menus and options.
5Dialpad
Used to enter telephone and fax numbers or to
enter text.
The # key temporarily switches the dialling
mode from Pulse to Tone during a telephone
call.
6 Stop/Exit
Stops an operation or exits from a menu.
7Start
Starts sending a fax, coping or scanning.
12 3
91011

Chapter 1
6
8 Copy keys
Duplex (MFC-8860DN only)
Lets you print copies on both sides of the
paper.
Contrast/Quality (MFC-8860DN only)
Lets you change the quality or contrast for
the next copy.
Contrast (MFC-8460N only)
Lets you change the contrast for the next
copy.
Quality (MFC-8460N only)
Lets you change the quality for the next
copy.
Enlarge/Reduce
Reduces or enlarges copies.
Tray Select
Lets you change which tray will be used for
the next copy.
Sort
Sorts multiple copies using the ADF.
N in 1
You can choose N in 1 to copy 2 or 4 pages
onto one page.
9 Mode keys
Fax
Puts the machine in Fax mode.
Scan
Puts the machine in Scan mode.
(For details about scanning, see Software
User’s Guide on the CD-ROM.)
Copy
Puts the machine in Copy mode.
34 5
6
987

General information
7
1
10 Fax and telephone keys
Hook
Lets you answer an incoming call on an
external phone.
When connected to a PBX, you can use this
key to gain access to an outside line, to recall
an operator, or to transfer a call to another
extension.
Resolution
Sets the resolution when sending a fax.
Search/Speed Dial
Lets you look up numbers stored in the
dialling memory and LDAP server*
(*MFC-8860DN only).
You can search the stored number
alphabetically.
It also lets you look up the stored number in
Speed-Dial numbers by pressing Shift and
Search/Speed-Dial simultaneously and
then the three-digit number.
Redial/Pause
Redials the last number called. It also inserts
a pause when programming quick dial
numbers.
11 Print keys
Secure
When using Secure Function Lock, you can
switch restricted users by holding down Shift
as press Secure. (See Secure Function
Lock on page 24.)
You can print data saved in memory by
entering your four-digit password. (For
details about using the Secure key, see the
Software User’s Guide on the CD-ROM.)
Job Cancel
Press this key to cancel a print job and clear
the machine’s memory.

Chapter 1
8
Status LED indications 1
The Status LED (light emitting diode) will flash and change color depending on the machine’s
status.
The LED indications shown in the table below are used in the illustrations in this chapter.
LED LED Status
LED is off.
Green Orange Red
LED is on.
Green Orange Red
LED is blinking.
LED Machine Status Description
Sleep Mode The power switch is off or the machine is in Sleep mode.
Green
Warming Up The machine is warming up for printing.
Green
Ready The machine is ready to print.
Orange
Receiving Data The machine is either receiving data from the computer,
processing data in memory or printing data.
Orange
Data Remaining in
Memory
Print data remains in the machine memory.

General information
9
1
Note
When the power switch is off or the machine is in Sleep mode, the LED is off.
Red
Service error Follow the steps below.
1. Turn off the power switch.
2. Wait a few seconds, and then turn it back on and try to print
again.
If you cannot clear the error and see the same service call
indication after turning the machine back on, please call your
Brother dealer for service.
Red
Cover open The front cover or fuser cover is open. Close the cover.
Toner Life End Replace the toner cartridge with a new one.
Paper error Put paper in the tray or clear the paper jam. Check the LCD
message.
Scan lock Check that the scanner lock lever is released.
Others Check the LCD message.
Out of memory Memory is full.

10
2
Loading documents 2
All fax, scan and copy operations can be
performed from the ADF or the scanner
glass. (Flatbed)
Using the ADF 2
You can use the ADF (automatic document
feeder) to fax, scan or copy sheets of paper.
The ADF feeds each sheet one at a time.
When loading the ADF, make sure that
documents written with ink are completely
dry.
Single-Sided Document
Documents must be from 148.0 to 215.9 mm
wide (5.8 to 8.5 inches) wide and from 148.0
to 355.6 mm (5.8 to 14 inches) long, and of a
standard weight (80 gsm (20 lb)).
2-Sided Document
(MFC-8860DN only)
When you load a 2-sided document, the
document must be from 148.0 to 215.9 mm
(5.8 to 8.5 inches) wide and from 148.0 to
297.0 mm (5.8 to 11.7 inches) long.
For information on the capacity of the ADF
see Specifications on page 142.
CAUTION
Do not use paper that is curled, wrinkled,
folded, ripped, stapled, paper-clipped,
pasted or taped.
Do not use cardboard, newspaper or fabric.
aUnfold the ADF document output
support flap (1).
bFan the pages well.
cPlace your documents face up, top edge
first in the ADF until you feel them touch
the feed roller.
dAdjust the paper guides to fit the width of
your documents.
CAUTION
To avoid damaging your machine while
using the ADF, do not pull on the document
while it is feeding.
To scan non-standard documents, see
Using the scanner glass (Flatbed) on page
11.
Loading documents and paper 2
1