Brother MFC490CW - Color Inkjet - All-in-One User manual

USER’S GUIDE
MFC-490CW
Version A
ARL/ASA/NZ

If you need to call Customer Service
Please complete the following information for future
reference:
Model Number: MFC-490CW
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.
© 2008 Brother Industries, Ltd.

i
Approval Information and Compilation and
Publication Notice
THIS EQUIPMENT IS DESIGNED TO WORK WITH A TWO WIRE ANALOGUE PSTN LINE
FITTED WITH THE APPROPRIATE CONNECTOR.
APPROVAL INFORMATION
Brother advises that this product may not function correctly in a country other than where it was
originally purchased, and does not offer any warranty in the event that this product is used on
public telecommunication lines in another country.
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 Software User’s Guide and Network User’s Guide ........................3
Viewing Documentation...................................................................................3
Accessing Brother Support (For Windows®) .........................................................5
Control panel overview ..........................................................................................6
LCD screen indications....................................................................................8
Basic Operations .............................................................................................8
2 Loading paper and documents 9
Loading paper and other print media.....................................................................9
Loading envelopes and postcards.................................................................11
Loading photo paper......................................................................................13
Removing small printouts from the machine .................................................14
Printable area ................................................................................................14
Acceptable paper and other print media..............................................................15
Recommended print media ...........................................................................15
Handling and using print media .....................................................................15
Choosing the right print media.......................................................................17
Loading documents .............................................................................................19
Using the ADF ...............................................................................................19
Using the scanner glass ................................................................................19
Scannable area .............................................................................................20
3 General setup 21
Power Save mode ...............................................................................................21
Putting your machine in Power Save mode...................................................21
Bringing your machine out of Power Save mode ..........................................21
Power Save setting........................................................................................21
Mode Timer..........................................................................................................22
Paper settings......................................................................................................22
Paper Type ....................................................................................................22
Paper Size .....................................................................................................23
Volume Settings...................................................................................................23
Ring Volume ..................................................................................................23
Beeper Volume..............................................................................................24
Speaker Volume ............................................................................................24
Setting Daylight Savings Time.............................................................................24
Sleep Mode..........................................................................................................25

iii
LCD screen..........................................................................................................25
LCD Contrast.................................................................................................25
Setting the backlight brightness..................................................................... 25
Setting the Dim Timer for the backlight ........................................................26
Setting the Wallpaper ....................................................................................26
4 Security features 27
TX Lock ...............................................................................................................27
Setting and changing the TX Lock password ................................................27
Turning TX Lock on/off ..................................................................................28
Section II Fax
5 Sending a Fax 30
Entering Fax mode ..............................................................................................30
Faxing from the ADF ....................................................................................30
Faxing from the scanner glass ......................................................................31
Faxing Letter size documents from the scanner glass ..................................31
Colour fax transmission .................................................................................31
Cancelling a fax in progress ..........................................................................31
Broadcasting (Monochrome only)........................................................................32
Cancelling a Broadcast in progress...............................................................32
Additional sending operations..............................................................................33
Sending faxes using multiple settings ...........................................................33
Contrast .........................................................................................................33
Changing fax resolution.................................................................................34
Dual access (Monochrome only) ...................................................................34
Real time transmission ..................................................................................34
Overseas Mode .............................................................................................35
Delayed Faxing (Monochrome only)..............................................................35
Delayed Batch Transmission (Monochrome only)......................................... 35
Checking and cancelling waiting jobs............................................................35
Setting your changes as a new default..........................................................36
Restoring all settings to the factory settings ..................................................36
Sending a fax manually .................................................................................36
Out of Memory message ...............................................................................36
6 Receiving a Fax 37
Receive modes....................................................................................................37
Choose the Receive Mode ..................................................................................37
Using receive modes ...........................................................................................38
Fax only .........................................................................................................38
Fax/Tel...........................................................................................................38
Manual...........................................................................................................38
External TAD .................................................................................................38

iv
Receive mode settings ........................................................................................39
Ring Delay .....................................................................................................39
F/T Ring Time (Fax/Tel mode only)...............................................................39
Fax Detect .....................................................................................................40
Memory Receive (Monochrome only)..................................................................40
Fax Forwarding..............................................................................................40
Fax Storage ...................................................................................................41
PC Fax Receive.............................................................................................41
Turning off Memory Receive Operations.......................................................42
Changing Memory Receive Operations.........................................................43
Additional receiving operations............................................................................43
Printing a reduced incoming fax ....................................................................43
Out of Paper Reception .................................................................................44
Printing a fax from the memory .....................................................................44
Remote Retrieval .................................................................................................44
Setting a Remote Access Code.....................................................................44
Using your Remote Access Code..................................................................45
Remote Fax commands ................................................................................46
Retrieving fax messages ...............................................................................47
Changing your Fax Forwarding number ........................................................47
7 Telephone and External devices 48
Voice operations..................................................................................................48
Tone or Pulse (Not Available for New Zealand) ............................................48
Fax/Tel mode ................................................................................................48
Fax/Tel mode in Power Save condition .........................................................48
Telephone Service for Australia...........................................................................49
Telstra®FaxStream®Duet®(Distinctive Ring)..............................................49
Caller ID.........................................................................................................51
How Does the Caller ID Work?......................................................................51
The Caller ID is Stored in Your Machine Memory .........................................51
Telephone Service for New Zealand ...................................................................52
FaxAbility .......................................................................................................52
Caller ID.........................................................................................................53
How Does the Caller ID Work?......................................................................53
Telephone Service for Some Countries...............................................................54
Distinctive Ring (For Singapore and Hong Kong)..........................................54
Caller ID (For Singapore and Hong Kong) ....................................................55
Connecting an external TAD (telephone answering device)................................55
Connections...................................................................................................56
Recording outgoing message (OGM) on an external TAD............................56
Multi-line connections (PABX) .......................................................................56
External and extension telephones......................................................................57
Connecting an external or extension telephone ............................................57
Operation from extension telephones............................................................57
Using a cordless external telephone .............................................................58
Using remote codes.......................................................................................58

v
8 Dialling and storing numbers 59
How to Dial ..........................................................................................................59
Manual dialling...............................................................................................59
Speed Dialling ...............................................................................................59
Search ...........................................................................................................59
Fax Redial .....................................................................................................59
Outgoing Call history .....................................................................................60
Caller ID history .............................................................................................60
Storing numbers ..................................................................................................61
Storing a pause .............................................................................................61
Storing Speed Dial numbers..........................................................................61
Changing Speed Dial names or numbers......................................................63
Setting up groups for broadcasting................................................................63
Combining Quick Dial numbers .....................................................................65
9 Printing Reports 66
Fax reports...........................................................................................................66
Transmission Verification Report...................................................................66
Fax Journal (activity report)...........................................................................66
Reports ................................................................................................................67
How to print a report ......................................................................................67
10 Polling 68
Polling overview................................................................................................... 68
Polling receive .....................................................................................................68
Setup to receive polling .................................................................................68
Setup to receive polling with secure code .....................................................68
Setup to receive delayed polling....................................................................69
Sequential polling (Monochrome only) ..........................................................69
Polled transmit (Monochrome only).....................................................................70
Setup for polled transmit................................................................................70
Setup for polled transmit with secure code....................................................70

vi
Section III Copy
11 Making copies 72
How to copy.........................................................................................................72
Entering Copy mode......................................................................................72
Making a single copy .....................................................................................72
Making multiple copies ..................................................................................72
Stop copying..................................................................................................72
Copy settings.......................................................................................................73
Changing copy speed and quality .................................................................73
Enlarging or reducing the image copied ........................................................74
Making N in 1 copies or a poster (Page Layout) ..........................................74
Sorting copies using the ADF ........................................................................76
Adjusting Brightness and Contrast ................................................................76
Paper Options................................................................................................77
Book Copy .....................................................................................................77
Watermark Copy............................................................................................78
Setting your changes as a new default..........................................................79
Restoring all settings to the factory settings ..................................................79
‘Out of Memory’ message....................................................................................80
Section IV Direct Photo Printing
12 Printing photos from a memory card or
USB Flash memory drive 82
PhotoCapture Center™ Operations.....................................................................82
Printing from a memory card or USB Flash memory drive without a PC.......82
Scanning to a memory card or USB Flash memory drive without a PC ........82
Using PhotoCapture Center™ from your computer.......................................82
Using a memory card or USB Flash memory drive .......................................82
Memory cards or a USB Flash memory drive folder structure.......................83
Getting started .....................................................................................................84
Entering PhotoCapture mode ........................................................................85
Print Images.........................................................................................................85
View Photo(s) ................................................................................................85
Print Index (Thumbnails) ...............................................................................86
Printing Photos ..............................................................................................86
Enhance Photos ............................................................................................87
Search by Date..............................................................................................90
Print All Photos ..............................................................................................91
Slide show .....................................................................................................91
Trimming........................................................................................................92
DPOF printing................................................................................................92

vii
PhotoCapture Center™ print settings..................................................................93
Print Speed and Quality.................................................................................94
Paper options ................................................................................................94
Adjusting Brightness, Contrast and Colour....................................................95
Cropping........................................................................................................96
Borderless printing.........................................................................................97
Date Print.......................................................................................................97
Setting your changes as a new default..........................................................97
Restoring all settings to the factory settings ..................................................97
Scan to a memory card or USB Flash memory drive ..........................................98
Entering Scan mode ......................................................................................98
How to scan to a memory card or USB Flash memory drive.........................98
How to change the file name .........................................................................99
How to set a new default ...............................................................................99
How to reset to factory settings ...................................................................100
Understanding the Error Messages...................................................................100
13 Printing photos from a camera 101
Printing photos directly from a PictBridge camera.............................................101
PictBridge requirements ..............................................................................101
Setting your digital camera..........................................................................101
Printing Images............................................................................................102
DPOF printing..............................................................................................102
Printing photos directly from a digital camera (without PictBridge)....................103
Printing Images............................................................................................103
Understanding the Error Messages...................................................................104
Section V Software
14 Software and Network features 106

viii
Section VI Appendixes
A Safety and Legal 108
Choosing a location ...........................................................................................108
To use the machine safely.................................................................................109
IMPORTANT-For Your Safety .....................................................................113
LAN connection ...........................................................................................113
Radio interference .......................................................................................113
International ENERGY STAR®Compliance Statement...............................113
Important Information for Australia ....................................................................114
Important safety instructions........................................................................114
Important Information for New Zealand .............................................................115
Important Safety Instructions.......................................................................115
Important Information for Some Countries.........................................................118
Important Safety Instructions.......................................................................118
Legal limitations for copying ..............................................................................120
Trademarks........................................................................................................121
B Troubleshooting and Routine Maintenance 122
Troubleshooting ................................................................................................122
If you are having difficulty with your machine ..............................................122
Dial Tone detection......................................................................................128
Telephone line interference .........................................................................128
Error and Maintenance messages.....................................................................129
Error animations display ..............................................................................134
Transferring your faxes or Fax Journal report .............................................134
Document jam ............................................................................................135
Printer jam or paper jam ..............................................................................136
Routine maintenance.........................................................................................139
Replacing the ink cartridges ........................................................................139
Cleaning the outside of the machine ...........................................................142
Cleaning the scanner glass .........................................................................143
Cleaning the machine printer platen............................................................143
Cleaning the paper pick-up roller.................................................................144
Cleaning the print head ...............................................................................144
Checking the print quality ............................................................................145
Checking the print alignment .......................................................................146
Checking the ink volume .............................................................................146
Machine Information ..........................................................................................147
Checking the serial number.........................................................................147
Packing and shipping the machine....................................................................147

ix
C Menu and Features 150
On-screen programming....................................................................................150
Menu table...................................................................................................150
Memory storage...........................................................................................150
Mode and menu keys ........................................................................................150
Menu table...................................................................................................151
Entering Text ...............................................................................................169
D Specifications 170
General..............................................................................................................170
Print media.........................................................................................................172
Fax.....................................................................................................................173
Copy ..................................................................................................................175
PhotoCapture Center™ .....................................................................................176
PictBridge ..........................................................................................................177
Scanner .............................................................................................................178
Printer ................................................................................................................179
Interfaces...........................................................................................................180
Computer requirements.....................................................................................181
Consumable items.............................................................................................182
Network (LAN) ...................................................................................................183
Wireless one-push configuration .................................................................184
E Glossary 185
FIndex 189

x

Section I
General I
General Information 2
Loading paper and documents 9
General setup 21
Security features 27

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 typeface identifies specific
buttons on the machine’s
control panel, or on the
computer screen.
Italics Italicized typeface emphasizes
an important point or refers you
to a related topic.
Courier
New
Text in the Courier New font
identifies messages on the
LCD of the machine.
Warnings tell you what to do to
prevent possible personal injury.
Cautions specify procedures you
must follow or avoid to prevent
possible damage to the machine or
other objects.
Electrical Hazard icons alert you to
possible electrical shock.
Notes tell you how you should
respond to a situation that may arise
or give tips about how the operation
works with other features.
Improper Setup icons alert you to
devices and operations that are not
compatible with the machine.

General Information
3
1
Accessing the
Software User’s Guide
and Network User’s
Guide 1
This User’s Guide does not contain all the
information about the machine such as how
to use the advanced features of the Printer,
Scanner, PC Fax and Network. When you are
ready to learn detailed information about
these operations, read the Software User’s
Guide and Network User’s Guide that are
on the CD-ROM.
Viewing Documentation 1
Viewing Documentation
(For Windows®)1
To view the documentation, from the Start
menu, point to Brother, MFC-XXXX (where
XXXX is your model name) from the
programs group, and then choose
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 into your CD-ROM drive.
bIf the model name screen appears, click
your model name.
cIf the language screen appears, click
your language. The CD-ROM Main
Menu will appear.
Note
If this window does not appear, use
Windows®Explorer to run the start.exe
program from the root directory of the
Brother CD-ROM.
dClick Documentation.
eClick the documentation you want to
read.
HTML documents: Software
User’s Guide and Network User’s
Guide in HTML format.
This format is recommended for
viewing on your computer.
PDF documents: User’s Guide for
stand-alone operations, Software
User’s Guide and Network User’s
Guide in PDF format.
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.)

Chapter 1
4
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
(For Windows®2000 Professional/
Windows®XP and Windows Vista®)
ControlCenter3
(For Windows®2000 Professional/
Windows®XP and Windows Vista®)
Network Scanning
ScanSoft™ PaperPort™ 11SE with OCR
How-to-Guides
The complete ScanSoft™ PaperPort™
11SE with OCR How-to-Guides can be
viewed from the Help selection in the
ScanSoft™ PaperPort™ 11SE
application.
Presto!®PageManager®User’s Guide
(Hong Kong users only)
Instructions for scanning directly from
Presto!®PageManager®. The complete
Presto!®PageManager®User’s Guide
can be viewed from the Help selection in
the Presto!®PageManager®application.
How to find Network setup instructions1
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 supports
SecureEasySetup™, Wi-Fi Protected
Setup™ or AOSS™, follow the steps in the
Quick Setup Guide. For more information
about network setup please see the Network
User's Guide.
Viewing Documentation
(For Macintosh®)1
aTurn on your Macintosh®. Insert the
Brother CD-ROM into your CD-ROM
drive. The following window will appear.
bDouble-click the Documentation icon.
cDouble-click your language folder.
dDouble-click top.html to view the
Software User's Guide and Network
User's Guide in HTML format.
eClick the documentation you want to
read:
Software User’s Guide
Network User’s Guide

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
Scanning
(For Mac OS®X 10.2.4 or greater)
ControlCenter2
(For Mac OS®X 10.2.4 or greater)
Network Scanning
(For Mac OS®X 10.2.4 or greater)
Presto!®PageManager®User’s Guide
The complete Presto!®PageManager®
User’s Guide can be viewed from the Help
selection in the Presto!®PageManager®
application.
How to find Network setup
instructions 1
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 supports
SecureEasySetup™, Wi-Fi Protected
Setup™ or AOSS™, follow the steps in the
Quick Setup Guide. For more information
about network setup please see the Network
User's Guide.
Accessing Brother
Support
(For Windows®)1
You can find all the contacts you will need,
such as Web support (Brother Solutions
Center).
Click Brother Support on the main menu.
The following screen will appear:
To access our web site
(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 web site 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.

Chapter 1
6
Control panel overview 1
1 Fax and telephone keys:
Redial/Pause
Redials one of the last 30 numbers called.
It also inserts a pause when programming
quick dial numbers.
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 picking up the
handset of an external telephone during the
F/T pseudo/double-ring.
2DialPad
Use these keys to dial telephone and fax
numbers and as a keyboard for entering
information into the machine.
The #key lets you temporarily switch the
dialling mode during a telephone call from
Pulse to Tone. (Not Available in New Zealand)
3 Mode keys:
Fax
Lets you access Fax mode.
Scan
Lets you access Scan mode.
Copy
Lets you access Copy mode.
Photo Capture
Lets you access PhotoCapture Center™
mode.
4 Menu keys:
Volume keys
dc
When the machine is idle, you can press
these keys to adjust the ring volume.
Speed Dial key
Lets you store, look up, and dial numbers
that are stored in the memory.
dor c
Press to scroll backward or forward to a
menu selection.
Also, press to choose options.
21
8
9
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Fax
12:
412:45
12:
4
Mem.
Mem.
Mem.

General Information
7
1
aor b
Press to scroll through the menus and
options.
Menu
Access the main menu.
Clear/Back
Press to delete characters or to go back to
the previous menu level.
OK
Choose a setting.
5 Start keys:
Colour Start
Lets you start sending faxes or making
copies in full colour. Also lets you start a
scanning operation (in colour or mono,
depending on the scanning setting in the
ControlCenter software).
Mono Start
Lets you start sending faxes or making
copies in monochrome. Also lets you start a
scanning operation (in colour or mono
depending on the scanning setting in the
ControlCenter software).
6Stop/Exit
Stops an operation or exits from a menu.
7 Ink Management
Lets you clean the print head, print a test page
to check the print quality, and check the
available ink volume.
8 LCD (liquid crystal display)
Displays messages on the screen to help you
set up and use your machine.
Also, you can adjust the angle of the LCD by
lifting it.
9PowerSave
Lets you put the machine into Power Save
mode.
34 5
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Fax
Fax
Fax
12:45
12:45
12:45
Mem.
Mem.
Mem.

Chapter 1
8
LCD screen indications 1
The LCD shows the current machine status
when the machine is idle.
1 Wireless Status
A four level indicator shows the current
wireless signal strength if you are using a
wireless connection.
2 Memory Status
Lets you see the available memory in the
machine.
3 Ink indicator
Lets you see the available ink volume.
4 Current Receive Mode
Lets you see the current receive mode.
Fax (Fax only)
F/T (Fax/Tel)
TAD (External TAD)
Mnl (Manual)
5 Faxes in memory
Shows how many received faxes are in the
memory.
Basic Operations 1
The following steps show how to change a
setting in the machine. In this example the
Mode Timer setting is changed from
2 minutes to 30 seconds.
aPress Menu.
bPress aor bto choose
General Setup.
Press OK.
cPress aor bto choose Mode Timer.
dPress dor cto choose 30Secs.
Press OK.
You can see the current setting on the
LCD:
ePress Stop/Exit.
0Max
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Fax
Fax
Fax
12:45
12:45
12:45
Mem.
Mem.
Mem.
12 3 4
5
Fax
Fax
Network
Network
Machine Info.
Machine Info.
Initial Setup
Initial Setup
Print Reports
Print Reports
General Setup
MENU Select & Press OK
General Setup
General Setup
MENU
Mode Timer
Mode Timer
Paper Type
Paper Type
2Mins
Mins
Plain Paper
Plain Paper
A4
A4
On
On
Paper Size
Paper Size
Volume
Volume
Daylight Save
Daylight Save
Select & Press OK
General Setup
General Setup
MENU
Mode Timer
Mode Timer
Paper Type
Paper Type
30
30
Secs
Secs
Plain Paper
Plain Paper
A4
A4
On
On
Paper Size
Paper Size
Volume
Volume
Daylight Save
Daylight Save
Select & Press OK
General Setup
General Setup
MENU
Mode Timer
Mode Timer
Paper Type
Paper Type
30
30
Secs
Secs
Plain Paper
Plain Paper
A4
A4
On
On
Paper Size
Paper Size
Volume
Volume
Daylight Save
Daylight Save
Select & Press OK