Brother MFC-9180 User manual

MFC-9180
OWNER’S MANUAL

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.

ii

iii
Using This Manual
Thank you for purchasing a Brother fax machine.
This machine has been designed to be simple to use, with LCD screen prompts to guide you through
functions. However, you can use the machine to its fullest potential by taking a few minutes to read
this manual.
Finding Information
All chapter headings and subheadings are listed in the Table of Contents. You will also be able to
findinformationaboutaspecificfeatureorfunctionbycheckingtheIndexatthebackofthismanual.
Also, throughout this manual, you will see special symbols alerting you to important information,
cross-references, and warnings. Illustrations of some screen displays also help you choose the
correct key-presses.
Symbols Used In This Manual
Additionally, the machine has a Reports key. Press Reports and 1 to print a help
list of basic operational steps and functions.
Note or additional information.
The machine may be damaged or may not work correctly if this is not
observed.
Warnings detail precautions you must take to avoid possible personal
injury.

iv
User-Friendly Programming
We have designed the machine with on-screen programming. User-friendly programming helps you
take full advantage of all the functions the machine has to offer.
Since your programming is done on the LCD, we have created step-by-step on-screen prompts to
help you program the machine. All you need to do is follow the prompts as they guide you through
the function menu selections, programming options and settings. Additionally, you can program
settings more quickly by pressing
Menu/Set and the menu number using the dial pad.
A complete list of the function selections, options, and settings that are available is provided in the
appendix of this manual. (See
Menu Mode & Menu Selection Table , page 12.)

v
Table of Contents
Using This Manual
User-Friendly Programming
Table of Contents.................................................................................v
PREPARATION AND SIMPLE USE
Preparation and Simple Use Guide
Advice for Preparation and Simple Use Guide....................................4
Control Panel Overview.....................................................................10
Menu Mode & Menu Selection Table ...............................................12
BASIC FAX USE
Chapter 1 Setup
Initial Settings....................................................................................17
Custom Settings.................................................................................18
Storing Numbers for Easy Dialling....................................................21
Chapter 2 Sending a Fax
Scanning Adjustment.........................................................................23
Dialling a Number..............................................................................24
Sending Operation .............................................................................25
Chapter 3 Receiving a Fax
Receive Mode Settings ......................................................................27
Receiving a Fax..................................................................................29
Chapter 4 Telephone (Voice) Operation
Making Voice Calls with an External Telephone..............................31
Chapter 5 Printing Reports
Transmission Report and Journal Setting..........................................33
Using the Reports Key.......................................................................34
ADVANCED FAX USE
Chapter 6 Advanced Sending
Advanced Operations.........................................................................35
Chapter 7 Advanced Receiving
Operation from an External or
Extension Telephone..........................................................................43
Telephone Services............................................................................44

vi
Chapter 8 Polling
Polling Receive..................................................................................45
Polling Transmit................................................................................47
Chapter 9 Remote Fax Options
Setting Fax Storage............................................................................48
Fax Forwarding .................................................................................48
Remote Retrieval...............................................................................49
COPIER
Chapter 10 Making Copies
Basic Copy Operations......................................................................52
Temporary Copy Setting ...................................................................54
Changing Default Settings.................................................................59
PRINTER/SCANNER
Chapter 11 Using the machine as a Printer
Special Printing Features...................................................................61
Printing From Your PC .....................................................................61
Simultaneous Printing/Faxing...........................................................63
Printer Menu Functions.....................................................................63
Acceptable Paper...............................................................................64
Chapter 12 Printer Driver Settings (For Windows
®
Only)
Using the Brother MFC-9180 Printer Driver ....................................65
Basic Tab...........................................................................................65
Advanced Tab....................................................................................67
Support ..............................................................................................74
Chapter 13 Using the Windows
®
-Based Brother Control Centre
(For Windows
®
Only)
Brother Control Centre......................................................................75
Using the Scan Key with Windows PC.............................................76
Using the Control Panel Keys ...........................................................77
Brother Control Centre Features .......................................................78
Scan to File........................................................................................81
Scan to E-mail ...................................................................................82
Scan to Word Processor.....................................................................84
User Defined Button..........................................................................85
Copy ..................................................................................................86
Send a Fax .........................................................................................87
Chapter 14 Using ScanSoft
™
PaperPort
®
for Brother and
ScanSoft
™
TextBridge
®

vii
Chapter 15 Setting Up and Using PC FAX (For Windows
®
Only)
Introduction........................................................................................94
MFC Remote Setup ...........................................................................94
PC FAX Sending (For Windows
®
Only)...........................................95
Chapter 16 Using the Brother MFC with a New Power
Macintosh
®
G3, G4 or iMac
™
/iBook
™
Set up Your USB Equipped Apple
®
Macintosh
®
G3,G4 or
iMac
™
with Mac OS 8.5/8.5.1/8.6/9.0/9.0.4/9.1.............................105
Using Brother Printer Driver with your Apple
®
Macintosh
®
.........105
Sending a Fax from your Macintosh Application............................107
Using Brother TWAIN Scanner Driver with
Your Apple
®
Macintosh
®
................................................................111
Chapter 17 For DOS User
MAINTENANCE
Chapter 18 Troubleshooting and Maintenance
Error Messages.................................................................................117
Document Jams and Paper Jams......................................................119
Packing and Shipping the Machine..................................................126
Regular Maintenance.......................................................................128
IMPORTANT INFORMATION
Chapter 19 Important Safety Information
Important Safety Instructions...........................................................138
APPENDIX
Chapter 20 Specifications
Fax Specifications............................................................................141
Printer Specifications.......................................................................142
Computer Requirement ...................................................................143
Electrical and Environment..............................................................143
Compilation and Publication Notice................................................144
Trademarks ......................................................................................144
Entering Text ...................................................................................145
About Fax Machines........................................................................146
Glossary ...........................................................................................147
Index ................................................................................................150

Preparation and Simple Use Guide
1
PREPARATION
AND SIMPLE USE
Preparation and Simple Use Guide
Steps to prepare and use the machine simply
Follow the steps below to prepare and use the machine simply.
However, before you perform these steps, see Important Safety Information (page 138), and
Advice for Preparation and Simple Use Guide (page 4).
If you need further information, refer to BASIC FAX USE or ADVANCED FAX USE.
1 Read the Quick Setup Guide
Follow the instructions on the Brother Quick Setup Guide to set up the machine.
2 Setting the Document
You can scan the document for faxing and copying from either the ADF (Automatic Document
Feeder) or from the glass platen.
Using the ADF (Automatic Document Feeder)
The automatic document feeder (ADF) can hold up to 30 pages, feeding each one individually
through the machine. Use standard (75 g/m2) paper when using the ADF. Always fan the pages
well before placing them in the feeder.
Recommended Environment
Temperature: 20-30˚C (68-86˚F)
Humidity: 50%-70%
DO NOT use curled, wrinkled, folded, or ripped paper, or paper with
staples, paper clips, paste or tape attached. DO NOT use cardboard,
newspaper, or fabric. (To copy or scan this kind of document, see Using
the Glass Platen, page 3.)
■Make sure documents written with ink are completely dry.
■Documents must be from 14.8 to 21.6 cm wide, and from 14.8 to 35.6 cm long.
Fan the pages and stagger them at a 30 degree angle. Insert the pages face up, top edge first
in the ADF until you feel them touch the feed roller.
Adjust the paper guides to fit the width of your pages.
Pull up the document stopper.
1
2
3

2
Multiple pages should be fanned first as shown in the diagram below.
Setting the Special Media Lever
You can use the special media lever to select the Regular Position ( ) or Special Position ( ).
To feed regular types of originals, move the special media lever to the Regular Position ( ). You
can feed multiple pages.
To feed special types of originals (such as coated paper or glossy paper), move the special media
lever to the Special Position ( ). Feed the original one by one. It will allow the original to feed
through the ADF without slipping or jamming.
If the original “double-feeds” try again by inserting a simple sheet of original in
the ADF or use glass platen.
4
Document Stopper
30˚
Documents are
Face Up
in the ADF
Regular Position
Special Position
Special Media Lever

Preparation and Simple Use Guide 3
PREPARATION
AND SIMPLE USE
Using the Glass Platen
To use the glass platen, the ADF must be empty.
Lift the document cover.
Using the document guidelines on the left, centre the document FACE DOWN on the glass
platen.
Close the document cover.
If the document is a book or is thick, do not slam the cover or press on
it, as damage to the glass platen may result.
3 Faxing from the ADF (Automatic Document Feeder)
Insert the document face up in the ADF.
Dial the fax number, then press Fax Start.
4 Faxing from the Glass Platen
Place the document face down on the glass platen.
Dial the fax number, then press Fax Start. The machine starts scanning the first page.
To send a single page, go to Step 5—OR—To send
multiple pages, go to Step 4.
Place the next page on the scanner glass and press Menu/Set. The machine starts scanning.
(Repeat Step 4 for each additional page.)
Press Fax Start to begin dialling.
Documents are
Face Down
on the Glass
Platen
1
2
3
1
2
1
2
NEXT:PRESS SET
DIAL:PRESS START
MEMORY #001 100%
3
4
5

4
Advice for Preparation and Simple Use
Guide
Choosing a Location
Place the machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and
shocks. Locate the machine near a telephone wall socket and a standard earthed electrical socket,
grounded power outlet.
5 Making a Single copy
Insert the document face up in the ADF, or face down on the glass platen.
Press Copy.
To stop the copy process and release the original, press Stop/Exit. (See
Making Copies, page 52.)
6 Multiple Copies (Using the ADF)
Insert the document face up in the ADF.
Using the dial pad, enter the number of copies you want (up to 99).For example, press 3, 8for
38 copies.
Press Copy.
Avoid placing the machine where it may be knocked. Do not place near
heaters, air conditioners, water, chemicals or refrigerators. Do not expose
the machine to direct sunlight, excessive heat, moisture or dust. Do not
connect the machine to electrical outlets controlled by wall switches or
automatic timers as disruption of power can wipe out information in the
unit’s memory. Do not connect the machine 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. Ensure the airflow from the fan on the right hand side of
the machine is not impeded.
•We recommend that this product be used with a surge protection device
to protect the product against damage caused by a lightning strike.
•Never touch telephone wires or terminals that are not insulated unless the
telephone line has been disconnected at the network interface.
•Avoid using a telephone (other than a cordless type) during an electrical
storm. There may be a remote risk of electric shock from lightning.
•Do not use the telephone to report a gas leak in the vicinity of the leak.
1
2
1
2
3

Preparation and Simple Use Guide 5
PREPARATION
AND SIMPLE USE
Connecting the Power Cord
•This machine must be fitted with an earthed plug.
•Since the machine is earthed via the mains plug, you can protect yourself
frompotentially hazardouselectrical conditions onthe telephone network
by keeping the power to the machine on when you connect it to a
telephone line. Similarly, you can protect yourself when you want to move
the machine, by disconnecting the telephone line first, and then the power
cord.
IMPORTANT:
If you need to remove the moulded mains plug in order to fit an appropriate
type, you must discard the moulded plug immediately having cut it off, in
order that it is not inadvertently inserted into a live socket, thus presenting
a shock hazard. The wires in the mains lead of this appliance are coloured
in accordance with the following code.
•Green-and-yellow : Earth
•Blue : Neutral
•Brown : Live
As the wires in the mains lead of this apparatus may not correspond with the
coloured markings identifying the terminals in your plug, proceed as
follows:
The wire which is coloured green-and-yellow must be connected to the
terminal in the plug which is marked by the letter “E”or by the safety earth
symbol or coloured green or green-and-yellow.
The wire which is coloured blue must be connected to the terminal which is
marked with the letter “N”or coloured black.
The wire which is coloured brown must be connected to the terminal which
is marked with the letter “L”or coloured red.

6
Memory Storage
In the event of a power failure, all settings in the GENERAL SETUP, SETUPRECEIVE, SETUP
SEND, SET QUICK-DIAL, REPORT SETTING, REMOTE FAX OPT and
MISCELLANEOUS functions are stored permanently and fax sending and receiving data are
stored for several days.
Multi-Line Connections (PABXs)
Most offices use a central telephone system, or PABX. The machine will work with most PABX or
key systems that allow a two-wire analogue connection. However, we recommend that you have a
separate telephone line for the machine. You can then leave the machine in Fax Only Mode to
receive faxes any time of day or night.
If you are installing the machine to work with a PABX:
1 It is not guaranteed that the unit will operate correctly under all circumstances with a PABX.
Any cases of difficulty should be reported first to the company that handles your PABX.
2 If all incoming calls will be answered by a switchboard operator, it is recommended that the
Receive Mode be set to MANUAL. All incoming calls should initially be regarded as telephone
calls.
3 The unit may be used with either pulse or tone dialling.

Preparation and Simple Use Guide 7
PREPARATION
AND SIMPLE USE
Using Extension Telephones
It may be that your premises are already wired with parallel extension telephones, or you intend to
add extension telephones to your line, in addition to the machine. While the simplest arrangement is
straightforward parallel connection, there are some reasons as to why this arrangement will cause
unsatisfactory service, the most obvious of which is inadvertent interruption of a facsimile
transmission by someone picking up an extension telephone in order to make an outgoing call.
Additionally, remote activation may not operate reliably in such a simple configuration.
This machine may also be set to make a delayed transmission (i.e. a transmission at a pre-set time).
This pre-set job may coincide with someone picking up an extension handset.
Such problems can easily be eliminated however, if you arrange modification of your extension
wiring circuit, such that extension devices are connected “downstream”of the machine, in a
master/slave configuration. In such a configuration, this machine can always detect whether a
telephone is in use, thus it will not attempt to seize the line during that time. This is known as
“telephone off-hook detection.”
The inadvisable configuration is shown in figure 1 below, and the recommended master/slave
configuration is shown in figure 2.
This new connection configuration can be arranged by your contacting BT, Kingston upon Hull
Telecommunications, your PABX maintainer or a qualified telephone installation company as
appropriate. Simply explained, the extension telephone circuit should be terminated on a normal
modular plug (BT 431A style), which in turn should be inserted into the modular socket of the white
“T”-shaped connector provided as part of the line cord assembly.
FAX
EXTENSION
SOCKET EXTENSION
SOCKET MASTER SOCKET INCOMING
LINE
INADVISABLE CONNECTION OF EXTENSION SOCKETS
Fig. 1.
EXTENSION
SOCKET EXTENSION
SOCKET MASTER SOCKET INCOMING
LINE
RECOMMENDED CONNECTION OF EXTENSION SOCKETS
Fig. 2.
FAX
FAX MACHINE MUST BE PLUGGED
INTO MASTER SOCKET
DISCONNECT

8
Connecting an External Telephone Answering Device (TAD)
Sequence
You might choose to connect an additional answering machine. When you have an external TAD
on the same telephone line as the machine, the TAD answers all calls. The machine “listens”for fax
calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it
doesn’t hear the CNG tones, the machine will not answer the call, and messages can be left on the
TAD by callers in the normal way.
The TAD must answer within a maximum of four rings. However, we recommend two rings as the
TAD setting. The machine cannot hear CNG tones until the TAD has answered the call, and with
four rings there are only 8–10 seconds of CNG tones left for the fax “handshake.”Make sure you
carefully follow instructions in this manual for recording your outgoing message. Do not use a “toll-
saver”ring setting on the TAD.
Connections
1 You may connect an external TAD to the machine, as shown below.
2 Set your external TAD to two rings or less.
3 Record the outgoing message (see next page).
4 Set the TAD to answer calls.
5 Set the Receive Mode to TAD:ANSWER MACH.. (See Receive Mode Settings, page 27.)
It is important that the TAD is connected via the EXT socket on the machine
or on the line jack unit. Do not use a line doubler on the line jack as this can
cause answering problems.
TAD TAD
(Example
for the U.K.)

Preparation and Simple Use Guide 9
PREPARATION
AND SIMPLE USE
Outgoing Message (OGM) of External TAD
Timing is important in recording this message. The message sets up the ways to handle both manual
and automatic fax reception.
1 We recommend the outgoing message (OGM) is no longer than 20 seconds.
2 Allow 5 seconds of silence at the beginning of your message.
(This allows the fax to detect the calling tone prior to OGM, so reception can be faster.)
3 We recommend that you end your OGM by giving your Remote Activation Code for people
sending manual faxes. For example:
“After the beep, leave a message or send a fax manually by pressing 51 and Start”
Please note that some faxes that are sent manually cannot be received automatically because some
fax machines do not send a fax tone if the call is manually dialled. In these cases you must inform
callers that they must enter the remote activation code to send a fax.
Connecting an External or Extension Telephone
You can connect a separate telephone to the machine, as shown below.
Whenever this external phone (or TAD) is in use, the screen displays TELEPHONE.
External
Telephone Extension
Telephone
(Example
for the U.K.)

10
Control Panel Overview
1 2 3478910
13
6
5
12 11
1Fax and Telephone Keys:
Fax Resolution
Sets the resolution when you send a fax.
Tel/R (Telephone/Recall)
This key is used to have a telephone
conversation having picked up the
external handset in F/T pseudo-ringing
etc. Also, use this key to gain access to
an outside line and/or to recall the
operator or transfer a call to another
extension when it is connected to a
PABX.
Redial/Pause
Redials the last number called. Also
inserts a pause in autodial numbers.
2Dial Pad
Dials phone and fax numbers and can be
used as a keyboard for entering
information into the machine.
#key lets you switch the dialling type
during a telephone call from “PULSE”
to “TONE”.
3Broadcast
Usethis key when you want to send a fax
to several different locations (maximum
150 locations at once).
4Fax Start
Starts sending a fax.
5Reports
Accesses the Reports menu so you can
select a report to print: HELP,
QUICK-DIAL, JOURNAL, XMIT
VERIFY, SYSTEM SETUP List and
ORDER FORM.
6Stop/Exit
Stops a fax, cancels an operation or exits
from function mode.
7Navigation Keys:
Menu/Set
Lets you access the menu and
programming mode and stores your
settings in the machine.
or
Press to scroll forward or backward to
set a menu selection
Also, you can use these keys to do an
alphabetical search for the names of
stored numbers.
Press to scroll through the menus and
options.
—OR—
You can press these keys to adjust the
ring or speaker volume.
or

Preparation and Simple Use Guide 11
PREPARATION
AND SIMPLE USE
8Scan to
Lets you scan the next original into your
computer and select the type of
destination: word processing, graphics
or E-mail application.
9Reset
Clears data from the printer memory.
0Copy Keys:
(For the Next Copy Only)
Enlarge/Reduce
Lets you select an enlargement or
reduction ratio: 25%, 50%, 71%, 100%,
141%, 150%, 200%, 400%, For more
choices, select MANUAL and use dial
pad to type any percentage 25% and
400%.
Contrast
Press this key to temporarily change the
contrast.
Clear Settings
Resets your temporary copy settings
back to the user default settings. Use this
key when you do not want to wait 45
seconds for the temporary settings to
clear automatically.
Options
You can quickly and easily select
temporary settings (for the next copy
only).
Copy
Makes a copy.
ALiquid Crystal Display
Displaysmessages to helpyou set up and
operate the machine.
BToner Empty LED
The Toner Indicator flashes on and off
when toner is low, so you will know to
order another toner cartridge. You will
still be able to print until the Indicator
stays on.
CSearch/Speed Dial
Lets you look up numbers stored in the
dialling memory. Also, lets you dial
stored phone numbers by pressing #and
two-digit number.

12
Menu Mode & Menu Selection Table
You can access the menu mode by pressing Menu/Set.
When you enter the Menu, the LCD scrolls:
Press 1for General Setup Menu
—OR—
Press 2for Fax Menu
—OR—
Press 3for Copy Menu
—OR—
Press 4for Printer
—OR—
You can scroll more quickly through each menu level by pressing or keys, and then set an
option by pressing Menu/Set when that option appears on the LCD. Then the LCD shows next
menu level. Press or key to scroll to your next menu selection, and then press Menu/Set.
When you finish setting an option, the LCD shows ACCEPTED.
You can program the machine by pressing Menu/Set followed by the menu numbers. For example:
to set FAX RESOLUTION to FINE, press Menu/Set, 2, 2, 2and or to select FINE, and
then press Menu/Set.
- Access the Menu
- Go to next menu level
- Accept an option
- Scroll through the current menu
level
- Back to previous menu level
- Forward to next menu level
- Exit the Menu
Use to scroll backward if you passed your choices or to save keystrokes.
SELECT & SET
1.GENERAL SETUP
2.FAX
3.COPY
4.PRINTER