Brother MFC-9840CDW User manual

USER’S GUIDE
MFC-9840CDW
Version B
UK/IRE/SAF

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.
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
© 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.

ii
EC Declaration of Conformity under the R & TTE
Directive

iii
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
Recommended paper ....................................................................................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 ................................................................................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
Automatic daylight savings time ..........................................................................26
Ecology features..................................................................................................26
Toner save.....................................................................................................26
Sleep time......................................................................................................26
Turning off the scanner lamp...............................................................................27
LCD contrast........................................................................................................27

iv
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
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)........................................................................36
Cancelling a broadcast in progress ...............................................................37
Additional sending operations..............................................................................37
Sending faxes using multiple settings ...........................................................37
Electronic cover page (black & white only)....................................................38
Contrast .........................................................................................................39
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) ..........................................42
Checking and cancelling waiting jobs............................................................43
Sending a fax manually .................................................................................43
Out of memory message ...............................................................................43

v
6 Receiving a fax 44
Receive modes....................................................................................................44
Choosing the receive mode...........................................................................44
Using receive modes ...........................................................................................45
Fax Only ........................................................................................................45
Fax/Tel...........................................................................................................45
Manual...........................................................................................................45
External TAD .................................................................................................45
Receive mode settings ........................................................................................46
Ring delay......................................................................................................46
F/T ring time ..................................................................................................46
Fax Detect .....................................................................................................47
Setting the print density .................................................................................47
Additional receiving operations............................................................................48
Printing a reduced incoming fax ....................................................................48
Duplex (2-sided) printing for Fax mode .........................................................48
Setting the fax receive stamp (black & white only) ........................................48
Receiving faxes into memory (black & white only) ........................................49
Printing a fax from the memory .....................................................................49
7 Telephone and external devices 50
Telephone line services.......................................................................................50
Setting the telephone line type ......................................................................50
BT call sign (U.K. only) ..................................................................................51
Connecting an external TAD................................................................................52
Connections...................................................................................................52
Recording an outgoing message (OGM).......................................................53
Multi-line connections (PBX) .........................................................................53
External and extension telephones......................................................................53
Operation from extension telephones............................................................53
For Fax/Tel mode only...................................................................................54
Connecting an external or extension telephone ............................................54
Using a non-Brother cordless external handset ............................................55
Using remote codes.......................................................................................55
8 Dialling and storing numbers 57
How to dial...........................................................................................................57
Manual dialling...............................................................................................57
One-touch dialling..........................................................................................57
Speed-dialling................................................................................................57
Search ...........................................................................................................58
LDAP Search ................................................................................................58
Fax redial.......................................................................................................58
Storing numbers ..................................................................................................59
Storing a pause .............................................................................................59
Storing one-touch dial numbers.....................................................................59
Storing speed-dial numbers...........................................................................60
Changing one-touch and speed-dial numbers...............................................61
Setting up groups for broadcasting................................................................62
Combining quick-dial numbers ......................................................................63
Tone or pulse.................................................................................................63

vi
9 Remote fax options (black & white only) 64
Fax forwarding.....................................................................................................64
Fax storage..........................................................................................................65
PC fax receive .....................................................................................................65
Changing the destination PC .........................................................................66
Changing remote fax options...............................................................................66
Turning off remote fax options.......................................................................67
Remote retrieval ..................................................................................................67
Setting a remote access code .......................................................................67
Using your remote access code ....................................................................68
Retrieving fax messages ...............................................................................68
Changing the fax forwarding number ............................................................69
Remote fax commands........................................................................................70
10 Polling 71
Polling receive .....................................................................................................71
Secure polling................................................................................................71
Delayed polling ..............................................................................................72
Sequential polling ..........................................................................................72
Polled transmit (black & white only).....................................................................73
Setup for polled transmit................................................................................73
Setup for polled transmit with a secure code.................................................74
11 Printing reports 75
Fax reports...........................................................................................................75
Transmission verification report.....................................................................75
Fax journal.....................................................................................................75
Reports ................................................................................................................76
How to print a report ......................................................................................76
Section III Copy
12 Making copies 78
How to copy .........................................................................................................78
Entering copy mode.......................................................................................78
Making a single copy .....................................................................................78
Making multiple copies ..................................................................................78
Stop copying..................................................................................................78
Copy options (temporary settings).......................................................................79
Changing copy quality ...................................................................................79
Enlarging or reducing the image copied ........................................................79
Making N in 1 copies (page layout) ...............................................................80
Duplex (2-sided) copying...............................................................................81
Sorting copies using the ADF ........................................................................83
Adjusting brightness, contrast and colour......................................................83
Tray selection ................................................................................................85
Out of memory message .....................................................................................85

vii
Section IV Direct printing
13 Printing photos from a digital camera 88
Before using PictBridge .......................................................................................88
PictBridge requirements ................................................................................88
Using PictBridge..................................................................................................88
Setting your digital camera ............................................................................88
Printing images....................................................................................................89
DPOF printing................................................................................................90
Connecting a camera as a storage device ..........................................................90
Understanding the error messages .....................................................................91
14 Printing data from a USB flash memory drive 92
Supported file formats..........................................................................................92
Creating a PRN or PostScript®3 ™ file for direct printing...................................92
Printing data directly from the USB flash memory drive ......................................93
Understanding the error messages .....................................................................94
Section V Software
15 Software and network features 96
How to read HTML User’s Guides.......................................................................96
For Windows®...............................................................................................96
For Macintosh®..............................................................................................96
Section VI Appendixes
A Safety and legal 98
Choosing a location .............................................................................................98
Important information...........................................................................................99
Safety precautions.........................................................................................99
IEC60825-1+A2:2001 Specification ............................................................101
Disconnect device .......................................................................................102
Wiring information (U.K. only)......................................................................102
LAN connection ...........................................................................................102
Radio interference .......................................................................................102
EU Directive 2002/96/EC and EN50419......................................................103
EU Directive 2006/66/EC - Removing or Replacing the Battery..................103
Important safety instructions........................................................................103
Legal limitations for copying ..............................................................................105
Trademarks........................................................................................................106

viii
BOptions 107
Optional paper tray ............................................................................................107
Installing the optional paper tray..................................................................107
Memory board....................................................................................................110
Installing extra memory ...............................................................................110
C Troubleshooting and routine maintenance 112
Troubleshooting .................................................................................................112
Solutions to common problems ...................................................................112
Improving the print quality ...........................................................................119
Setting dial tone detection ...........................................................................130
Telephone line interference .........................................................................130
Error and maintenance messages.....................................................................131
Checking if the machine has faxes in its memory .......................................137
Transferring faxes to another fax machine ..................................................137
Transferring faxes to your PC......................................................................137
Document jams............................................................................................138
Paper jams ..................................................................................................139
Routine maintenance.........................................................................................149
Cleaning the outside of the machine ...........................................................149
Cleaning the scanner...................................................................................150
Cleaning the laser scanner windows ...........................................................151
Cleaning the corona wires ...........................................................................155
Cleaning the drum unit ................................................................................159
Replacing the consumable items.......................................................................167
Replacing a toner cartridge .........................................................................169
Replacing the drum unit...............................................................................174
Replacing the belt unit .................................................................................181
Replacing the waste toner box ....................................................................186
Packing and shipping the machine ....................................................................192
Repacking the machine ...............................................................................193
Machine information ..........................................................................................200
Checking the serial number.........................................................................200
Checking the page counters........................................................................200
Checking the remaining life of parts ............................................................200
D Menu and features 201
On-screen programming....................................................................................201
Menu table...................................................................................................201
Memory storage...........................................................................................201
Menu keys .........................................................................................................201
How to access the menu mode ...................................................................202
Menu table .........................................................................................................203
Entering text.......................................................................................................220

ix
E Specifications 222
General..............................................................................................................222
Print media.........................................................................................................224
Fax.....................................................................................................................225
Copy ..................................................................................................................226
Scan ..................................................................................................................227
Print ...................................................................................................................228
Interfaces...........................................................................................................229
PictBridge ..........................................................................................................229
Direct print feature .............................................................................................229
Computer requirements.....................................................................................230
Consumable items.............................................................................................231
Ethernet wired network......................................................................................232
Ethernet wireless network..................................................................................233
Authentication and encryption for wireless users only.................................234
Wi-Fi Alliance certification ...........................................................................235
F Glossary 236
G Index 240

x

Section I
General I
General information 2
Loading paper and documents 11
General setup 22
Security features 28

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.
General information 1
Bold Bold style identifies keys on the
machine control panel or
computer screen.
Italics Italicized style emphasizes 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
Accessing the User’s
Guides 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
Software and Network User’s Guides 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, MFC-9840CDW from
the program group, and then click
User’s Guides in HTML format.
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.
If this window does not appear, use
Windows®Explorer to find and run the
start.exe program from the root directory
of the Brother CD-ROM.
dClick Documentation.

Chapter 1
4
eClick the documentation you want to
read:
HTML documents (3 manuals):
HTML User’s Guide for stand-alone
operations, Software User’s Guide
and Network User’s Guide.
This format is recommended for
viewing on your computer.
PDF documents (4 manuals):
PDF User’s Guide for stand-alone
operations, Software User’s Guide,
Network User’s Guide and Quick
Setup Guide.
This format is recommended for
printing the manuals. Click to go to
the Brother Solutions Center, where
you can view or download the PDF
documents. (Internet access and
PDF Reader software are required.)
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/Windows
Vista®) in Chapter 2
Using ControlCenter3 in Chapter 3
Network Scanning in Chapter 4
ScanSoft™ PaperPort™ 11SE with
OCR How-to-Guides 1
The complete ScanSoft™ PaperPort™
11SE with OCR How-to-Guides can be
viewed from the Help selection in the
ScanSoft™ PaperPort™ 11SE with OCR
application.
Viewing documentation (Macintosh®)1
aTurn on your Macintosh®.
Insert the Brother CD-ROM labelled
Macintosh®into your CD-ROM drive.
bThe following window will appear.
cDouble-click the Documentation icon.
dIf the language selection screen
appears, double-click your language.
eDouble-click the top page file to view the
User’s Guide, Software User’s Guide
and Network User’s Guide in HTML
format.
fClick the documentation you want to
read.
User’s Guide
Software User’s Guide
Network User’s Guide
Note
The documents are also available in PDF
format (4 manuals):
PDF User’s Guide for stand-alone
operations, Software User’s Guide,
Network User’s Guide and Quick Setup
Guide.
The PDF format is recommended for
printing the manuals.
Double-click Brother Solutions Center
icon to go to the Brother Solutions Center,
where you can view or download the PDF
documents. (Internet access and PDF
Reader software are required.)

General information
5
1
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 in Chapter 9
Using ControlCenter2 in Chapter 10
Network Scanning in Chapter 11
Presto!®PageManager®User's Guide:1
The complete Presto!®PageManager®
User’s Guide can be viewed from the Help
selection in the Presto!®PageManager®
application.

Chapter 1
6
Control panel overview 1
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.
2LCD
Displays messages to help you set up and use
your machine.
3 Status LED
The LED will flash and change colour
depending on the machine’s status.
4 Menu keys:
Menu
Lets you access the menu to program your
settings in this machine.
Clear/Back
Deletes entered data or lets you cancel the
current setting.
OK
Lets you store your settings in the machine.
Volume keys
or
Press to scroll backwards or forwards through
menu selections. Press to change the volume
when in fax or standby mode.
aor b
Press to scroll through the menus and options.
5Dialpad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine.
The # key temporarily switches the dialling
mode from Pulse to Tone during a telephone
call.
6Stop/Exit
Stops an operation or exits from a menu.
7Start:
Colour
Lets you start sending faxes or making copies
in full colour.
Mono
Lets you start sending faxes or making copies
in black & white.

General information
7
1
8 Copy keys:
Contrast/Quality
Lets you change the quality or contrast for the
next copy.
Enlarge/Reduce
Reduce or enlarges copies.
Tray Select
Lets you change which tray will be used for the
next copy.
Sort
Sorts multiple copies using the ADF.
Nin1
You can choose N in 1 copy to 2 or 4 pages
onto one page.
9 Duplex
You can choose Duplex to copy on both sides
of paper.
10 Mode keys:
Fax
Puts the machine in Fax mode.
Scan
Puts the machine in Scan mode. (For details
about scanning, see the Software User’s Guide
on the CD-ROM.)
Copy
Puts the machine in Copy mode.
11 Fax and telephone keys:
Tel/R
Lets you answer an incoming call on an
external telephone.
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.
Redial/Pause
Redials the last number called. It also inserts a
pause when programming quick dial numbers.
Search/Speed Dial
Lets you look up the stored number in the
quick-dial memory and LDAP server.
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.
Resolution
Sets the resolution when sending a fax.

Chapter 1
8
12 Print keys:
Direct
Lets you print from a USB flash memory drive
or Pictbridge compatible camera connected
directly to the machine.
Secure
When using Secure Function Lock, you can
switch restricted users by holding down Shift
as you press Secure. (See Secure Function
Lock on page 29.)
You can print data saved in memory when you
enter your four-digit password. (For details
about using the Secure key, see the Software
User’s Guide on the CD-ROM.)
Job Cancel
Cancels a programmed print job and clears
print data in the machine’s memory.