Brother MFC-9*970CDW Operating and maintenance manual

BASIC USER’S GUIDE
MFC-9970CDW
Version A
ARL/ASA/NZ

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-9970CDW
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/
© 2010 Brother Industries, Ltd.

i
User's Guides and where do I find it?
Which manual? What's in it? Where is it?
Safety and Legal Read this Guide first. Please read the
Safety Instructions before you set up
your machine. See this Guide for
trademarks and legal limitations.
Printed / In the box
Quick Setup Guide Follow the instructions for setting up
your machine and installing the drivers
and software for the operating system
and connection type you are using.
Printed / In the box
Basic User's Guide Learn the basic Fax, Copy, Scan and
Direct Print operations and how to
replace consumables. See
troubleshooting tips.
Printed / In the box
Advanced User's Guide Learn more advanced operations: Fax,
Copy, security features, printing reports
and performing routine maintenance.
PDF file /
Documentation CD-ROM /
In the box
Software User's Guide Follow these instructions for Printing,
Scanning, Network Scanning, Remote
Setup, PC-Fax, and using the Brother
ControlCenter utility.
PDF file /
Documentation CD-ROM /
In the box
Network Glossary This Guide provides basic information
about advanced network features of
Brother machines along with
explanations about general networking
and common terms.
PDF file /
Documentation CD-ROM /
In the box
Network User's Guide This Guide provides useful information
about wired and wireless network
settings and security settings using the
Brother machine. You can also find
supported protocol information for your
machine and detailed troubleshooting
tips.
PDF file /
Documentation CD-ROM /
In the box

ii
Table of Contents
(BASIC USER’S GUIDE)
1 General information 1
Using the documentation .......................................................................................1
Symbols and conventions used in the documentation ....................................1
Accessing the Advanced User’s Guide, Software User’s Guide and
Network User’s Guide.........................................................................................2
Viewing Documentation...................................................................................2
Accessing Brother Support (Windows®)................................................................4
Accessing Brother Support (Macintosh) ................................................................4
Control panel overview ..........................................................................................6
LCD Touchscreen............................................................................................8
Basic Operations .............................................................................................9
Volume settings ...................................................................................................10
Ring volume...................................................................................................10
Beeper volume ..............................................................................................10
Speaker volume.............................................................................................10
2 Loading paper 11
Loading paper and print media ............................................................................11
Loading paper in the standard paper tray......................................................11
Loading paper in the multi-purpose tray (MP tray) ........................................13
Unscannable and unprintable areas ..............................................................17
Paper settings......................................................................................................18
Paper Size and Type .....................................................................................18
Tray Use in copy mode..................................................................................19
Tray Use in fax mode ....................................................................................19
Tray Use in print mode ..................................................................................20
Acceptable paper and other print media..............................................................21
Type and size of paper ..................................................................................21
Handling and using special paper .................................................................23
3 Loading documents 26
How to load documents .......................................................................................26
Using the automatic document feeder (ADF) ................................................26
Using the scanner glass ................................................................................27
4 Sending a fax 28
How to send a fax ................................................................................................28
Faxing Letter/Legal/Folio size documents from the scanner glass................29
Colour fax transmission .................................................................................30
Cancelling a fax in progress ..........................................................................30
Transmission verification report.....................................................................30

iii
5 Receiving a fax 32
Receive modes ....................................................................................................32
Choosing the receive mode...........................................................................32
Using receive modes ...........................................................................................33
Fax Only ........................................................................................................33
Fax/Tel...........................................................................................................33
Manual...........................................................................................................33
External TAD .................................................................................................33
Receive Mode settings ........................................................................................34
Ring Delay .....................................................................................................34
F/T Ring Time (Fax/Tel mode only)...............................................................34
Fax Detect .....................................................................................................35
6 Telephone and external devices 36
Telephone line services.......................................................................................36
Do you have Voice Mail?...............................................................................36
Telephone Service for Australia...........................................................................36
Distinctive Ring..............................................................................................36
Telephone Service for New Zealand ...................................................................38
FaxAbility .......................................................................................................38
Telephone Service for Some Countries...............................................................39
Distinctive Ringing (For Singapore and Hong Kong) .....................................39
Connecting an external TAD................................................................................41
Connections...................................................................................................41
Recording an outgoing message (OGM).......................................................42
Multi-line connections (PABX) .......................................................................42
External and extension telephones......................................................................43
Connecting an external or extension telephone ............................................43
Operation from external or extension telephones..........................................43
For Fax/Tel mode only...................................................................................43
Using a non-Brother cordless external handset ............................................44
Using Remote Codes ....................................................................................44
7 Dialling and storing numbers 46
How to dial...........................................................................................................46
Manual dialling...............................................................................................46
One Touch dialling.........................................................................................46
Speed dialling ................................................................................................46
Search ...........................................................................................................47
LDAP search .................................................................................................47
Fax redial.......................................................................................................47
Storing numbers ..................................................................................................48
Storing a pause .............................................................................................48
One Touch and Speed Dial Storage Options ................................................49
Storing One Touch Dial numbers ..................................................................50
Storing Speed Dial numbers..........................................................................52
Changing or Deleting One Touch and Speed Dial numbers .........................53
Tone or Pulse (not available in New Zealand)...............................................54

iv
8 Making copies 55
How to copy .........................................................................................................55
Stop copying..................................................................................................55
Copy settings .................................................................................................55
9 Printing data from a USB Flash memory drive or digital camera
supporting mass storage 56
Creating a PRN or PostScript®3™ file for direct printing....................................56
Printing data directly from the USB Flash memory drive or digital camera
supporting mass storage ..................................................................................57
Changing the default settings for direct print .................................................58
10 How to print from a computer 59
Printing a document.............................................................................................59
11 How to scan to a computer 60
Scanning a document as PDF file using ControlCenter4 (Windows®) ................60
Changing the SCAN key settings ........................................................................63
Before scanning.............................................................................................63
SCAN key settings.........................................................................................63
Scanning using the SCAN key ......................................................................65
A Routine maintenance 66
Replacing the consumable items.........................................................................66
Replacing a Toner cartridge ..........................................................................70
Replacing the drum unit.................................................................................76
Replacing the belt unit ...................................................................................82
Replacing the waste toner box ......................................................................88
Cleaning and Checking the machine ...................................................................95
Cleaning the outside of the machine .............................................................95
Cleaning the scanner glass ...........................................................................96
Cleaning the laser scanner windows .............................................................97
Cleaning the corona wires ...........................................................................101
Cleaning the drum unit ................................................................................105
Cleaning the paper pick-up rollers...............................................................111
Calibration ...................................................................................................112
Auto Registration .........................................................................................113
Manual Registration.....................................................................................114
Frequency (Colour Correction) ....................................................................114
B Troubleshooting 115
Error and maintenance messages.....................................................................115
Transferring your faxes or Fax Journal report .............................................122

v
Document jams..................................................................................................123
Document is jammed in the top of the ADF unit ..........................................123
Document is jammed under the document cover ........................................123
Removing small documents jammed in the ADF.........................................124
Document is jammed at the output tray.......................................................124
Paper jams.........................................................................................................125
Paper is jammed in the MP tray ..................................................................125
Paper is jammed in paper tray 1 or tray 2 ...................................................126
Paper is jammed at the back of the machine ..............................................127
Paper is jammed inside the machine...........................................................129
Paper is jammed underneath paper tray 1 ..................................................133
If you are having difficulty with your machine ....................................................136
Setting Dial Tone detection .........................................................................145
Telephone line interference / VoIP ..............................................................145
Improving the print quality..................................................................................146
Machine Information ..........................................................................................153
Checking the Serial Number........................................................................153
Reset functions............................................................................................153
How to reset the machine............................................................................154
C Menu and features 155
On-screen programming....................................................................................155
Menu table...................................................................................................155
MENU button and mode keys............................................................................155
Menu table.........................................................................................................156
Entering text ......................................................................................................192
D Specifications 193
General..............................................................................................................193
Document Size ..................................................................................................195
Print media.........................................................................................................196
Fax.....................................................................................................................198
Copy ..................................................................................................................199
Scanner ............................................................................................................. 200
Printer ................................................................................................................201
Interfaces...........................................................................................................202
Direct Print feature.............................................................................................203
Scan to USB feature..........................................................................................204
Computer requirements ....................................................................................205
Consumable items.............................................................................................207
Network (LAN) ...................................................................................................208
E Index 209

vi
Table of Contents
(ADVANCED USER’S GUIDE)
The Advanced User's Guide explains the following features and operations.
You can view the Advanced User's Guide on the Documentation CD-ROM in the box.
1 General Setup
Memory storage
Set Daylight Saving Time
Ecology features
LCD screen
Mode Timer
Dial prefix
2 Security features
Secure Function Lock 2.0
Setting Lock
Restricting dialling
3 Sending a fax
Additional sending options
Additional sending operations
Polling overview
4 Receiving a fax
Remote Fax Options (black & white only)
Additional receiving operations
Polling overview
5 Dialling and storing numbers
Additional dialling operations
Additional ways to store numbers
6 Printing reports
Fax reports
Reports
7 Making copies
Copy settings
A Routine maintenance
Cleaning and checking the machine
Replacing periodic maintenance parts
Packing and shipping the machine
B Options
Optional paper tray (LT-300CL)
Memory board
C Glossary
D Index

1
1
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 indicates a potentially
hazardous situation which, if not avoided,
could result in death or serious injuries.
CAUTION indicates a potentially hazardous
situation which, if not avoided, may result in
minor or moderate injuries.
IMPORTANT indicates a potentially
hazardous situation which, if not avoided,
may result in damage to property or loss of
product functionality.
Electrical Hazard icons alert you to a
possible electrical shock.
Hot Surface icons warn you not to
touch machine parts that are hot.
Notes tell you how you should
respond to a situation that may arise
or give tips about how the current
operation works with other features.
WARNING
CAUTION
IMPORTANT

Chapter 1
2
Accessing the
Advanced User’s
Guide, Software User’s
Guide and Network
User’s Guide 1
This Basic User's Guide does not contain all
the information about the machine such as
how to use the advanced features Fax, Copy,
Printer, Scanner, PC-Fax and Network.
When you are ready to learn detailed
information about these operations, read the
Advanced User's Guide, Software User’s
Guide, Network User’s Guide, and
Network Glossary that are on the
Documentation CD-ROM.
Viewing Documentation 1
aTurn on your computer. Insert the
Documentation CD-ROM into your
CD-ROM drive.
Note
(Windows®users) If the screen does not
appear automatically, go to My Computer
(Computer), double-click the CD-ROM
icon, and then double-click index.html.
b(Macintosh users) Double-click the
Documentation CD-ROM icon, and then
double-click index.html.
cClick your country.
dPoint to your language, point to
View Guide, and then click the guide
you want to read.

General information
3
1
Note
• (Windows®users only) Your web browser
may display a yellow bar at the top of the
page that contains a security warning
about Active X controls. For the page to be
displayed correctly, you must click on
Allow Blocked Content, then click on
Yes in the Security Warning dialog box.
• (Windows®users only) 1For faster
access, you can copy all user
documentation in PDF format to a local
folder on your computer. Point to your
language, then click Copy to local disk.
1Microsoft®Internet Explorer®6.0 or greater.
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
Scanning
ControlCenter
Network Scanning
ScanSoft™ PaperPort™12SE with OCR
How-to-Guides
(Windows®)
The complete ScanSoft™
PaperPort™12SE with OCR How-to-
Guides can be viewed from the Help
section in the ScanSoft™
PaperPort™12SE application.
Presto! PageManager User’s Guide
(Macintosh)
Note
Presto! PageManager must be
downloaded and installed before use. See
Accessing Brother Support (Macintosh)
on page 4 for further instructions.
The complete Presto! PageManager
User’s Guide can be viewed from the Help
section in the Presto! PageManager
application.
How to find Network setup instructions
Your machine can be connected to a wireless
or wired network. You can find basic setup
instructions in the Quick Setup Guide. If your
wireless access point or router supports Wi-Fi
Protected Setup or AOSS™, you can also
follow the steps in the Quick Setup Guide. For
more information about network setup please
see the Network User's Guide on the
Documentation CD-ROM.

Chapter 1
4
Accessing Brother
Support (Windows®)1
You can find all the contacts you will need,
such as Web support (Brother Solutions
Center) on the Installation CD-ROM.
Click Brother Support on the main menu.
The following screen will appear:
To access our website
(http://www.brother.com/), click Brother
Home Page.
For the latest news and product support
information
(http://solutions.brother.com/), click
Brother Solutions Center.
To visit our website for original Brother
Supplies
(http://www.brother.com/original/), click
Supplies Information.
To access the Brother CreativeCenter
(http://www.brother.com/creativecenter/)
for FREE photo projects and printable
downloads, click Brother
CreativeCenter.
To return to the main page, click Back or
if you have finished, click Exit.
Accessing Brother
Support (Macintosh) 1
You can find all the contacts you will need,
such as Web support (Brother Solutions
Center) on the Installation CD-ROM.
Double-click the Brother Support icon.
The following screen will appear:
To download and install Presto!
PageManager, click
Presto! PageManager.
To register your machine from the Brother
Product Register Page
(http://www.brother.com/registration/),
click On-Line Registration.
For the latest news and product support
information
(http://solutions.brother.com/), click
Brother Solutions Center.
To visit our website for original Brother
Supplies
(http://www.brother.com/original/), click
Supplies Information.

General information
5
1

Chapter 1
6
Control panel overview 1
1 One Touch keys
These 20 keys give you instant access to 40
previously stored numbers.
21-40 b
The 21-40 blets you access One Touch
numbers 21 to 40 when held down.
2LCD
This is a Touchscreen LCD. You can access
the menus and options by pressing buttons
displayed on the screen.
3 Mode keys:
FAX
Puts the machine in Fax mode.
SCAN
Puts the machine in Scan mode.
COPY
Puts the machine in Copy mode.
4Dialpad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine.
This function transfers to the touchscreen
when you store quick dial numbers.
The #key temporarily switches the dialling
mode from Pulse to Tone during a telephone
call. (not available in New Zealand)
5Stop/Exit
Stops an operation or exits from a menu.
6Start:
Colour
Lets you start sending faxes or making copies
in full colour.
Mono
Lets you start sending faxes or making copies
in black & white.
12
01.01.2011 15:15 Fax
MENU
Address
Book
Secure
Print
Direct
Print
03

General information
7
1
7 FAX keys:
Hook
Press before dialing if you want to make sure a
fax machine will answer, and then press Mono
Start or Colour Start. Also, press this key after
you pick up the handset of an external
telephone during the F/T ring (fast
double-rings).
Redial/Pause
Redials the last number called. It also inserts a
pause when programming quick dial numbers
or when dialling a number manually.
8 Print Data / Job Cancel
Cancels a programmed print job and clears it
from the machine’s memory. To cancel
multiple print jobs, hold down this key until the
LCD shows Cancel Printing (All).
Also, this key will flash depending on the
machine’s status.
2345
678
01.01.2011 15:15 Fax
MENU
Address
Book
Secure
Print
Direct
Print
03
Machine Status Description
Ready Mode
The machine is ready to
print, in sleep mode, there
is no print data, or the
power switch is off.
Receiving Data
Green (blinking)
The machine is either
receiving data from the
computer, processing data
in memory, or printing data.
Data Remaining
in Memory
Green
Print data remains in the
machine memory.

Chapter 1
8
LCD Touchscreen 1
The LCD Touchscreen shows the current
machine status when the machine is idle.
1 Date and Time
Lets you see date and time.
2MENU
Lets you access the main menu.
3 Fax duplex (2–sided) receiving indicator
Appears when duplex printing is set to on for
received faxes.
4 Secure Print
Lets you access the secure print menu.
Active only when the machine has secure print
data.
5 Fax in memory
Shows how many received faxes are in the
memory.
6 Wireless Status
In FAX mode and SCAN mode a four level
indicator shows the current wireless signal
strength if you are using a wireless connection.
7 Current Receive Mode
Lets you see the current receive mode.
Fax (Fax only)
F/T (Fax/Tel)
TAD (External TAD)
Mnl (Manual)
8 Direct Print
Lets you print data from a USB flash memory
drive or a digital camera supporting mass
storage directly to the machine. (See Printing
data directly from the USB Flash memory drive
or digital camera supporting mass storage
on page 57.)
Active only when you insert a USB flash
memory drive or digital camera in the
machine's USB direct interface.
9 Security indicator
Shows machine's security status. Appears
when you turn on Secure Function Lock or
Setting Lock.
10 Warning icon
Appears when there is an error or maintenance
message; press the Warning icon to view it,
and then press Stop/Exit to return to the
Ready screen.
11 Address Book
Lets you search the number you want to
fax/dial/E-mail/I-Fax.
0Max
03
1
11 10 9 8
2435 6 7
01.01.2011 15:15 Fax
Address
Book
Secure
Print
Setting Lock
Direct
Print
MENU

General information
9
1
Basic Operations 1
To operate the Touchscreen use your finger
to press the menu or option button directly on
the LCD screen.
To display and access all the screen menus
or options in a setting, press abor dcto
scroll through them.
Press to return to the previous menu.
IMPORTANT
DO NOT press the Touchscreen with a
sharp object, such as a pen or stylus. It
may damage the machine.
The following steps show how to change a
setting in the machine. In this example the
LCD back light setting is changed from
Light to Dark.
aPress MENU.
bPress aor bto display
General Setup.
Press General Setup.
cPress aor bto display LCD Settings.
Press LCD Settings.
dPress Backlight.
ePress Dark.
fPress Stop/Exit.
General Setup
Fax
Printer
Print Reports
MENU
Mode Timer
Tray Setting
Volume
Ecology
MENU
General Setup
Backlight
Dim Timer
Light
Off
MENU > General Setup
LCD Settings
Light
Dark
Med
MEMU > General Setup > LCD Settings
Backlight

Chapter 1
10
Volume settings 1
Ring volume 1
You can choose a range of ring volume
levels, from High to Off.
aPress MENU.
bPress aor bto display
General Setup.
Press General Setup.
cPress aor bto display Volume.
Press Volume.
dPress Ring.
ePress Low, Med, High or Off.
fPress Stop/Exit.
Beeper volume 1
When the beeper is on, the machine will beep
when you press a key, make a mistake, or
after you send or receive a fax. You can
choose a range of volume levels, from High
to Off.
aPress MENU.
bPress aor bto display
General Setup.
Press General Setup.
cPress aor bto display Volume.
Press Volume.
dPress Beeper.
ePress Low, Med, High or Off.
fPress Stop/Exit.
Speaker volume 1
You can choose a range of speaker volume
levels, from High to Off.
aPress MENU.
bPress aor bto display
General Setup.
Press General Setup.
cPress aor bto display Volume.
Press Volume.
dPress Speaker.
ePress Low, Med, High or Off.
fPress Stop/Exit.

11
2
2
Loading paper and
print media 2
The machine can feed paper from the
standard paper tray, optional lower tray or
multi-purpose tray.
When you put paper into the paper tray, note
the following:
If your application software supports
paper size selection on the print menu,
you can select it through the software. If
your application software does not
support it, you can set the paper size in
the printer driver or by pressing the
buttons on the Touchscreen.
Loading paper in the standard
paper tray 2
You can load up to 250 sheets for Tray 1 and
500 sheets for the optional lower tray
(Tray 2). Paper can be loaded up to the
maximum paper mark (bbb) on the sliding
paper width guide. (For recommended paper
to use, see Paper capacity of the paper trays
on page 22.)
Printing on plain paper, thin paper or
recycled paper from the standard
paper tray (Tray 1) 2
aPull the paper tray completely out of the
machine.
WARNING
DO NOT touch the shaded parts shown in
the illustration. These rollers may be
rotating at high speed.
Loading paper 2

Chapter 2
12
bWhile pressing the green paper-guide
release lever (1), slide the paper guides
to fit the paper size you are loading in
the tray. Make sure that the guides are
firmly in the slots.
cFan the stack of paper well to avoid
paper jams and misfeeds.
dPut paper in the tray and make sure:
The paper is below the maximum
paper mark (bbb) (1).
Overfilling the paper tray will cause
paper jams.
The side to be printed on must be
face down.
The paper guides touch the sides of
the paper so it will feed properly.
ePut the paper tray firmly back in the
machine. Make sure that it is completely
inserted into the machine.
fLift up the support flap (1) to prevent
paper from sliding off the face-down
output tray or remove each page as
soon as it comes out of the machine.
1
1
1