Brother MFC-9840CDW User manual

USER’S GUIDE
MFC-9840CDW
Version B
ARL/ASA/NZ

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-9840CDW
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.
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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
© 2007 Brother Industries, Ltd.

i
Approval Information and Compilation and
Publication Notice
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.

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Table of Contents
Section I General
1 General information 2
Using the documentation .......................................................................................2
Symbols and conventions used in the documentation ....................................2
Accessing the User’s Guides.................................................................................3
Viewing documentation ...................................................................................3
Control panel overview ..........................................................................................6
Status LED indications ....................................................................................9
2 Loading paper and documents 11
Acceptable paper and other media......................................................................11
Type and size of paper ..................................................................................11
Handling and using special paper .................................................................13
Unprintable area ..................................................................................................16
Unprintable area for copies ...........................................................................16
Unprintable area when printing from a computer ..........................................17
Loading paper and envelopes .............................................................................17
Loading documents .............................................................................................20
Using the ADF (automatic document feeder) ................................................20
Using the scanner glass (Flatbed).................................................................21
3 General setup 22
Mode timer...........................................................................................................22
Paper settings......................................................................................................22
Paper type .....................................................................................................22
Paper size......................................................................................................23
Tray use in copy mode ..................................................................................23
Tray use in fax mode .....................................................................................24
Tray use in print mode...................................................................................24
Volume settings ...................................................................................................25
Ring volume...................................................................................................25
Beeper volume ..............................................................................................25
Speaker volume.............................................................................................25
Setting daylight savings time ...............................................................................26
Ecology features ..................................................................................................26
Toner save.....................................................................................................26
Sleep time......................................................................................................26
Turning off the scanner lamp ...............................................................................27
LCD contrast........................................................................................................27
Dial Prefix ............................................................................................................27

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4 Security features 28
Security................................................................................................................28
Setting lock....................................................................................................28
Secure Function Lock..........................................................................................29
Setting the password for the administrator ...................................................30
Setting up the Public user..............................................................................30
Setting up restricted users.............................................................................31
Turning Secure Function Lock on/off.............................................................31
Turning Secure Function Lock on..................................................................31
Turning Secure Function Lock off .................................................................31
Switching Users.............................................................................................32
Section II Fax
5 Sending a fax 34
How to fax............................................................................................................34
Entering fax mode .........................................................................................34
Sending a single-sided fax from the ADF ......................................................34
Sending a 2-sided fax from the ADF .............................................................34
Changing a 2-sided fax layout .......................................................................35
Sending a fax from the scanner glass ...........................................................35
Faxing legal size documents from the scanner glass....................................36
Cancelling a fax in progress ..........................................................................36
Broadcasting (black & white only)........................................................................37
Cancelling a broadcast in progress ...............................................................37
Additional sending operations..............................................................................38
Sending faxes using multiple settings ...........................................................38
Electronic cover page (black & white only)....................................................38
Contrast.........................................................................................................40
Changing fax resolution.................................................................................40
Dual access (black & white only)...................................................................41
Real time transmission ..................................................................................41
Overseas mode .............................................................................................42
Delayed fax (black & white only) ...................................................................42
Delayed batch transmission (black & white only) ..........................................43
Checking and cancelling waiting jobs............................................................43
Sending a fax manually .................................................................................44
Out of memory message ...............................................................................44

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6 Receiving a fax 45
Receive modes ....................................................................................................45
Choosing the receive mode...........................................................................45
Using receive modes ...........................................................................................46
Fax Only ........................................................................................................46
Fax/Tel...........................................................................................................46
Manual...........................................................................................................46
External TAD .................................................................................................46
Receive mode settings ........................................................................................47
Ring delay......................................................................................................47
F/T ring time ..................................................................................................47
Fax Detect .....................................................................................................48
Setting the print density .................................................................................48
Additional receiving operations............................................................................49
Printing a reduced incoming fax ....................................................................49
Duplex (2-sided) printing for Fax mode .........................................................49
Setting the fax receive stamp (black & white only) ........................................49
Receiving faxes into memory (black & white only) ........................................50
Printing a fax from the memory .....................................................................50
7 Telephone and external devices 51
Telephone line services.......................................................................................51
Do you have Voice Mail?...............................................................................51
Telephone Service for Australia...........................................................................51
Telstra®FaxStream®Duet®(Distinctive Ringing) .........................................51
Telephone Service for New Zealand ...................................................................54
FaxAbility .......................................................................................................54
Telephone Service for Some Countries...............................................................55
Distinctive Ringing (For Singapore and Hong Kong).....................................55
Connecting an external TAD................................................................................56
Connections...................................................................................................57
Recording an outgoing message (OGM) .......................................................57
Multi-Line connections (PABX)......................................................................57
External and extension telephones......................................................................58
Operation from extension telephones............................................................58
For Fax/Tel mode only...................................................................................58
Connecting an external or extension telephone ............................................58
Using remote codes.......................................................................................59

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8 Dialling and storing numbers 60
How to dial...........................................................................................................60
Manual dialling...............................................................................................60
One-touch dialling..........................................................................................60
Speed-dialling................................................................................................60
Search ...........................................................................................................61
LDAP Search ................................................................................................61
Fax redial.......................................................................................................61
Storing numbers ..................................................................................................62
Storing a pause .............................................................................................62
Storing one-touch dial numbers.....................................................................62
Storing speed-dial numbers...........................................................................63
Changing one-touch and speed-dial numbers...............................................64
Setting up groups for broadcasting................................................................65
Combining quick-dial numbers ......................................................................66
Tone or pulse (not available in New Zealand)...............................................66
9 Remote fax options (black & white only) 67
Fax forwarding.....................................................................................................67
Fax storage..........................................................................................................68
PC fax receive .....................................................................................................68
Changing the destination PC.........................................................................69
Changing remote fax options...............................................................................69
Turning off remote fax options.......................................................................70
Remote retrieval ..................................................................................................70
Setting a remote access code .......................................................................70
Using your remote access code ....................................................................71
Retrieving fax messages ...............................................................................71
Changing the fax forwarding number ............................................................72
Remote fax commands........................................................................................73
10 Polling 74
Polling receive .....................................................................................................74
Secure polling................................................................................................74
Delayed polling ..............................................................................................75
Sequential polling ..........................................................................................75
Polled transmit (black & white only).....................................................................76
Setup for polled transmit................................................................................76
Setup for polled transmit with a secure code.................................................77
11 Printing reports 78
Fax reports...........................................................................................................78
Transmission verification report.....................................................................78
Fax journal.....................................................................................................78
Reports ................................................................................................................79
How to print a report......................................................................................79

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Section III Copy
12 Making copies 82
How to copy .........................................................................................................82
Entering copy mode.......................................................................................82
Making a single copy .....................................................................................82
Making multiple copies ..................................................................................82
Stop copying..................................................................................................82
Copy options (temporary settings).......................................................................83
Changing copy quality ...................................................................................83
Enlarging or reducing the image copied ........................................................83
Making N in 1 copies (page layout) ...............................................................84
Duplex (2-sided) copying...............................................................................85
Sorting copies using the ADF ........................................................................87
Adjusting brightness, contrast and colour......................................................87
Tray selection ................................................................................................89
Out of memory message .....................................................................................89
Section IV Direct printing
13 Printing photos from a digital camera 92
Before using PictBridge .......................................................................................92
PictBridge requirements ................................................................................92
Using PictBridge ..................................................................................................92
Setting your digital camera ............................................................................92
Printing images ....................................................................................................93
DPOF printing................................................................................................94
Connecting a camera as a storage device ..........................................................94
Understanding the error messages .....................................................................95
14 Printing data from a USB flash memory drive 96
Supported file formats..........................................................................................96
Creating a PRN or PostScript®3 ™ file for direct printing...................................96
Printing data directly from the USB flash memory drive ......................................97
Understanding the error messages .....................................................................98
Section V Software
15 Software and network features 100
How to read HTML User’s Guides .....................................................................100
For Windows®..............................................................................................100
For Macintosh®............................................................................................100

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Section VI Appendixes
A Safety and legal 102
Choosing a location ...........................................................................................102
Important information.........................................................................................103
Safety precautions.......................................................................................103
IEC60825-1+A2:2001 Specification ............................................................105
Disconnect device .......................................................................................106
LAN connection ...........................................................................................106
Radio interference .......................................................................................106
Important Information for Australia ....................................................................107
IMPORTANT-For Your Safety .....................................................................107
Important safety instructions........................................................................107
Important Information for New Zealand .............................................................109
Important Safety Instructions.......................................................................109
IMPORTANT-For Your Safety .....................................................................111
IMPORTANT NOTICE.................................................................................111
Important Information for Some Countries.........................................................112
Important Safety Instructions.......................................................................112
Legal limitations for copying ..............................................................................114
Trademarks........................................................................................................115
BOptions 116
Optional paper tray ............................................................................................116
Installing the optional paper tray..................................................................116
Memory board....................................................................................................117
Installing extra memory ...............................................................................118
C Troubleshooting and routine maintenance 119
Troubleshooting.................................................................................................119
Solutions to common problems ...................................................................119
Improving the print quality ...........................................................................126
Setting dial tone detection ...........................................................................137
Telephone line interference .........................................................................137
Error and maintenance messages.....................................................................138
Checking if the machine has faxes in its memory .......................................144
Transferring faxes to another fax machine ..................................................144
Transferring faxes to your PC......................................................................144
Document jams............................................................................................145
Paper jams ..................................................................................................146
Routine maintenance.........................................................................................156
Cleaning the outside of the machine ...........................................................156
Cleaning the scanner...................................................................................157
Cleaning the laser scanner windows ...........................................................158
Cleaning the corona wires ...........................................................................162
Cleaning the drum unit ................................................................................166

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Replacing the consumable items.......................................................................174
Replacing a toner cartridge .........................................................................176
Replacing the drum unit...............................................................................181
Replacing the belt unit .................................................................................188
Replacing the waste toner box ....................................................................193
Packing and shipping the machine....................................................................198
Repacking the machine ...............................................................................199
Machine information ..........................................................................................206
Checking the serial number.........................................................................206
Checking the page counters........................................................................206
Checking the remaining life of parts ............................................................207
D Menu and features 208
On-screen programming....................................................................................208
Menu table...................................................................................................208
Memory storage...........................................................................................208
Menu keys .........................................................................................................208
How to access the menu mode ...................................................................209
Menu table .........................................................................................................210
Entering text.......................................................................................................227
E Specifications 229
General..............................................................................................................229
Print media.........................................................................................................231
Fax.....................................................................................................................232
Copy ..................................................................................................................233
Scan...................................................................................................................234
Print ...................................................................................................................235
Interfaces ...........................................................................................................236
PictBridge ..........................................................................................................236
Direct print feature .............................................................................................236
Computer requirements.....................................................................................237
Consumable items .............................................................................................238
Ethernet wired network ......................................................................................239
Ethernet wireless network..................................................................................240
Authentication and encryption for wireless users only.................................241
Wi-Fi Alliance certification ...........................................................................242
F Glossary 243
GIndex 247