Brother MFC-9840CDW User manual

USER’S GUIDE
MFC-9840CDW
Version A
CHN-ENG

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.
© 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
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 (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
Ecology features ..................................................................................................26
Toner save.....................................................................................................26
Sleep time......................................................................................................26
Turning off the scanner lamp ...............................................................................27
LCD contrast........................................................................................................27
Setting the fax logic .............................................................................................27
Dial Prefix ............................................................................................................28

iii
4 Security features 29
Security................................................................................................................29
Setting lock ....................................................................................................29
Secure Function Lock..........................................................................................30
Setting the password for the administrator ...................................................31
Setting up the Public user..............................................................................31
Setting up restricted users.............................................................................32
Turning Secure Function Lock on/off.............................................................32
Turning Secure Function Lock on..................................................................32
Turning Secure Function Lock off .................................................................32
Switching Users.............................................................................................33
Section II Fax
5 Sending a fax 36
How to fax............................................................................................................36
Entering fax mode .........................................................................................36
Sending a single-sided fax from the ADF ......................................................36
Sending a 2-sided fax from the ADF .............................................................36
Sending a fax from the scanner glass ...........................................................37
Faxing legal size documents from the scanner glass....................................38
Cancelling a fax in progress ..........................................................................38
Broadcasting (black & white only)........................................................................38
Cancelling a broadcast in progress ...............................................................39
Additional sending operations..............................................................................39
Sending faxes using multiple settings ...........................................................39
Electronic cover page (black & white only)....................................................40
Contrast .........................................................................................................41
Changing fax resolution.................................................................................42
Dual access (black & white only)...................................................................43
Real time transmission ..................................................................................43
Overseas mode .............................................................................................44
Delayed fax (black & white only) ...................................................................44
Delayed batch transmission (black & white only) ..........................................44
Checking and cancelling waiting jobs............................................................45
Sending a fax manually .................................................................................45
Out of memory message ...............................................................................46
6 Receiving a fax 47
Receive modes....................................................................................................47
Choosing the receive mode...........................................................................47
Using receive modes ...........................................................................................48
Fax Only ........................................................................................................48
Fax/Tel...........................................................................................................48
Manual...........................................................................................................48
External TAD .................................................................................................48
Receive mode settings ........................................................................................49
Ring delay......................................................................................................49

iv
F/T ring time ..................................................................................................49
Fax Detect .....................................................................................................50
Setting the print density .................................................................................50
Additional receiving operations............................................................................51
Printing a reduced incoming fax ....................................................................51
Duplex (2-sided) printing for Fax mode .........................................................51
Setting the fax receive stamp (black & white only) ........................................51
Receiving faxes into memory (black & white only) ........................................52
Printing a fax from the memory .....................................................................52
7 Telephone and external devices 53
Connecting an external TAD................................................................................53
Connections...................................................................................................53
Recording an outgoing message (OGM).......................................................54
Multi-Line connections (PABX)......................................................................54
External and extension telephones......................................................................54
Operation from extension telephones............................................................54
For Fax/Tel mode only...................................................................................55
Connecting an external or extension telephone ............................................55
Using a non-Brother cordless external handset ............................................55
Using remote codes.......................................................................................56
8 Dialling and storing numbers 57
How to dial ...........................................................................................................57
Manual dialling...............................................................................................57
One-touch dialling..........................................................................................57
Speed-dialling................................................................................................57
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
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

v
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 color........................................................83
Tray selection ................................................................................................84
Out of memory message .....................................................................................85
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

vi
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
LAN connection ...........................................................................................102
Radio interference .......................................................................................102
Important Information.........................................................................................103
Important Safety Instructions.......................................................................103
Legal limitations for copying ..............................................................................105
Trademarks........................................................................................................106
B Options 107
Optional paper tray ............................................................................................107
Installing the optional paper tray..................................................................107
Memory board....................................................................................................108
SO-DIMM types ...........................................................................................108
Installing extra memory ...............................................................................109

vii
C Troubleshooting and routine maintenance 110
Troubleshooting.................................................................................................110
Solutions to common problems ...................................................................110
Improving the print quality ...........................................................................117
Setting dial tone detection ...........................................................................128
Telephone line interference .........................................................................128
Error and maintenance messages.....................................................................129
Checking if the machine has faxes in its memory .......................................135
Transferring faxes to another fax machine ..................................................135
Transferring faxes to your PC......................................................................135
Document jams............................................................................................136
Paper jams ..................................................................................................137
Routine maintenance.........................................................................................147
Cleaning the outside of the machine ...........................................................147
Cleaning the scanner...................................................................................148
Cleaning the laser scanner windows ...........................................................149
Cleaning the corona wires ...........................................................................153
Cleaning the drum unit ................................................................................157
Replacing the consumable items.......................................................................165
Replacing a toner cartridge .........................................................................167
Replacing the drum unit...............................................................................172
Replacing the belt unit .................................................................................179
Replacing the waste toner box ....................................................................184
Packing and shipping the machine....................................................................190
Repacking the machine ...............................................................................191
Machine information ..........................................................................................198
Checking the serial number.........................................................................198
Checking the page counters........................................................................198
Checking the remaining life of parts ............................................................198
D Menu and features 199
On-screen programming....................................................................................199
Menu table...................................................................................................199
Memory storage...........................................................................................199
Menu keys .........................................................................................................199
How to access the menu mode ...................................................................200
Menu table.........................................................................................................201
Entering text ......................................................................................................218
E Specifications 220
General..............................................................................................................220
Print media.........................................................................................................222
Fax.....................................................................................................................223
Copy ..................................................................................................................224
Scan ..................................................................................................................225
Print ...................................................................................................................226
Interfaces...........................................................................................................227
PictBridge ..........................................................................................................227
Direct print feature .............................................................................................227

viii
Computer requirements .....................................................................................228
Consumable items .............................................................................................229
Ethernet wired network ......................................................................................230
Ethernet wireless network..................................................................................231
Authentication and encryption for wireless users only.................................232
Wi-Fi Alliance certification ...........................................................................233
F Glossary 234
G Index 238

Section I
General I
General information 2
Loading paper and documents 11
General setup 22
Security features 29

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
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.
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 color 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 or
select an item.
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.
6 Stop/Exit
Stops an operation or exits from a menu.
7 Start:
Color
Lets you start sending faxes or making copies
in full color.
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.
9Duplex
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:
Hook
Lets you answer an incoming call on an
external telephone.
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.
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. (See Printing data
directly from the USB flash memory
drive on page 93.)
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 30.)
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.

General information
9
1
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
Yellow
Red
LED is on.
Green Yellow 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.
Yellow
Receiving Data The machine is either receiving data from the computer,
processing data in memory, or printing data.
Yellow
Data Remaining in
Memory
Print data remains in the machine’s memory.

Chapter 1
10
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 you see the same service call
indication after turning the machine back on, please call your
Brother dealer.
Red
Cover open The front cover or back 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.
Out of memory Memory is full.
Others Check the LCD message.
LED Machine Status Description