Brother MFC-9880 User manual

MFC-9880
OWNER’S MANUAL

i
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.

ii

iii
Using This Manual
Thank you for purchasing a Brother machine.
This machine has been designed to be simple to use, with LCD screen prompts to guide you through
functions. However, you can use the machine to its fullest potential by taking a few minutes to read
this manual.
Finding Information
All chapter headings and subheadings are listed in the Table of Contents. You will also be able to
findinformationaboutaspecificfeatureorfunctionbycheckingtheIndexatthebackofthismanual.
Also, throughout this manual, you will see special symbols alerting you to important information,
cross-references, and warnings. Illustrations of some screen displays also help you choose the
correct key-presses.
Symbols Used In This Manual
Additionally, the machine has a Reports key. Press Reports and 1 to print a help
list of basic operational steps and functions.
Note or additional information.
The machine may be damaged or may not work correctly if this is not
observed.
Warnings detail precautions you must take to avoid possible personal
injury.

iv
User-Friendly Programming
We have designed the machine with on-screen programming. User-friendly programming helps you
take full advantage of all the functions the machine has to offer.
Since your programming is done on the LCD, we have created step-by-step on-screen prompts to
help you program the machine. All you need to do is follow the prompts as they guide you through
the function menu selections, programming options and settings. Additionally, you can program
settings more quickly by pressing
Menu and the menu number using the dial pad.
For complete list of the function selections, options, and settings, see
Menu Mode , page 12.

v
Table of Contents
Using This Manual
User-Friendly Programming
Table of Contents.................................................................................v
PREPARATION AND SIMPLE USE
Preparation and Simple Use Guide
Advice for Preparation and Simple Use Guide....................................4
Control Panel Overview.....................................................................10
BASIC FAX USE
Chapter 1 Setup
Initial Settings....................................................................................16
Custom Settings.................................................................................17
Storing Numbers for Easy Dialling....................................................21
Chapter 2 Sending a Fax
Scanning Adjustment.........................................................................23
Dialling a Number..............................................................................24
Sending Operation .............................................................................25
Chapter 3 Receiving a Fax
Receive Mode Settings ......................................................................27
Receiving a Fax..................................................................................30
Chapter 4 Telephone (Voice) Operation
Making Voice Calls with an External Telephone..............................32
Chapter 5 Printing Reports
Transmission Report and Journal Setting..........................................34
Using the Reports Key.......................................................................35
ADVANCED FAX USE
Chapter 6 Advanced Sending
Advanced Operations.........................................................................36
Chapter 7 Advanced Receiving
Operation from an External or
Extension Telephone..........................................................................44
Telephone Services............................................................................45

vi
Chapter 8 Polling
Polling Receive..................................................................................46
Polling Transmit................................................................................48
Chapter 9 Remote Fax Options
Setting Fax Storage............................................................................49
Fax Forwarding .................................................................................49
Remote Retrieval...............................................................................50
COPIER
Chapter 10 Making Copies
Basic Copy Operations......................................................................53
Temporary Copy Setting ...................................................................55
Changing Default Settings.................................................................60
PRINTER/SCANNER
Chapter 11 Using the machine as a Printer
Special Printing Features...................................................................62
Printing From Your PC .....................................................................62
Simultaneous Printing/Faxing...........................................................66
Printer Menu Functions.....................................................................67
Acceptable Paper...............................................................................68
Chapter 12 Printer Driver Settings (For Windows
®
Only)
Using the Brother MFC-9880 Printer Driver ....................................69
Basic Tab...........................................................................................69
Advanced Tab....................................................................................72
Accessories Tab.................................................................................78
Support Tab ....................................................................................... 80
General Tab .......................................................................................81
Layout Tab.........................................................................................81
Paper/Quality Tab..............................................................................82
Advanced Options.............................................................................83
Device Settings Tab...........................................................................84

vii
Chapter 13 Using the Windows
®
-Based Brother Control Centre
(For Windows
®
Only)
Brother Control Centre ......................................................................85
Using the Scan Keys with Windows PC............................................86
Using the Control Panel Keys............................................................87
Brother Control Centre Features........................................................88
Scan to File ........................................................................................91
Scan to E-mail....................................................................................92
Scan to Word Processor.....................................................................94
User Defined Button..........................................................................95
Copy...................................................................................................96
Send a Fax..........................................................................................97
Chapter 14 Using ScanSoft
™
PaperPort
®
for Brother and
ScanSoft
™
TextBridge
®
Chapter 15 Setting Up and Using PC-FAX (For Windows
®
Only)
Introduction......................................................................................105
MFC Remote Setup .........................................................................105
PC-FAX Sending (For Windows
®
Only) ........................................106
PC FAX Receiving ..........................................................................116
Chapter 16 Using the Brother MFC with a New Power
Macintosh
®
G3, G4 or iMac
™
/iBook
™
Set up Your USB Equipped Apple
®
Macintosh
®
G3,G4 or iMac
™
with Mac OS 8.5/8.5.1/8.6/9.0/9.0.4/9.1..........................................118
Using Brother Printer Driver with your Apple
®
Macintosh
®
.........118
Sending a Fax from your Macintosh Application............................120
Using Brother TWAIN Scanner Driver with Your Apple
®
Macintosh
®
......................................................................................124
Chapter 17 For DOS User
MAINTENANCE
Chapter 18 Troubleshooting and Maintenance
Error Messages.................................................................................130
Document Jams and Paper Jams......................................................133
Packing and Shipping the Machine..................................................140
Regular Maintenance.......................................................................142
IMPORTANT INFORMATION
Chapter 19 Important Safety Information
Important Safety Instructions...........................................................152

viii
OPTIONAL ACCESSORIES
Chapter 20 Optional Accessories
Memory Board.................................................................................155
Optional Paper Tray ........................................................................158
Network (LAN) Board ....................................................................158
APPENDIX
Chapter 21 Specifications
Fax Specifications ...........................................................................159
Printer Specifications.......................................................................160
Computer Requirement ..................................................................161
Electrical and Environment.............................................................161
Compilation and Publication Notice ...............................................162
Trademarks......................................................................................162
Entering Text...................................................................................163
About Fax Machines........................................................................164
Glossary...........................................................................................165
Index................................................................................................168

Preparation and Simple Use Guide 1
PREPARATION
AND SIMPLE USE
Preparation and Simple Use Guide
Steps to prepare and use the machine simply
Follow the steps below to prepare and use the machine simply.
However, before you perform these steps, see Important Safety Information (page 152), and
Advice for Preparation and Simple Use Guide (page 4).
If you need further information, refer to BASIC FAX USE or ADVANCED FAX USE.
1 Read the Quick Setup Guide
Follow the instructions on the Brother Quick Setup Guide to set up the machine.
2 Setting the Document
You can scan the document for faxing and copying from either the ADF (Automatic Document
Feeder) or from the glass platen.
Using the ADF (Automatic Document Feeder)
The automatic document feeder (ADF) can hold up to 50 pages, feeding each one individually
through the machine. Use standard (75 g/m2) paper when using the ADF. Always fan the pages
well before placing them in the feeder.
Recommended Environment
Temperature: 20-30˚C (68-86˚F)
Humidity: 50%-70%
DO NOT use curled, wrinkled, folded, or ripped paper, or paper with
staples, paper clips, paste or tape attached. DO NOT use cardboard,
newspaper, or fabric. (To copy or scan this kind of document, see Using
the Glass Platen, page 2.)
■Make sure documents written with ink are completely dry.
■Documents must be from 14.7 to 21.6 cm wide, and from 12.7 to 35.6 cm long.
Insert documents face up, top edge first.
Adjust the paper guides to fit the width of your pages.
Stagger the pages. Then place them in the ADF, until you feel the first page lightly touch the
feed roller.
1
2
3
Documents are
Face Up in the ADF
Document
Stopper

2
Pull up the document stopper.
If the original “double-feeds”, try to straighten the paper or try again by inserting
a simple sheet of original in the ADF or use glass platen.
Using the Glass Platen
To use the glass platen, the ADF must be empty.
Lift the document cover.
Using the document guidelines on the left, centre the document FACE DOWN on the glass
platen.
Close the document cover.
If the document is a book or is thick, do not slam the cover or press on
it, as damage to the glass platen may result.
4
Document
Stopper
Documents are
Face Down
on the Glass
Platen
1
2
3

Preparation and Simple Use Guide 3
PREPARATION
AND SIMPLE USE
3 Faxing from the ADF (Automatic Document Feeder)
Insert the document face up in the ADF.
Dial the fax number, then press Fax Start.
4 Faxing from the Glass Platen
Place the document face down on the glass platen.
Dial the fax number, then press Fax Start. The machine starts scanning the first page.
To send a single page, go to Step 5—OR—To send
multiple pages, go to Step 4.
Place the next page on the glass platen and press Set. The machine starts scanning. (Repeat
Step 4 for each additional page.)
Press Fax Start to begin dialling.
5 Making a Single copy
Insert the document face up in the ADF, or face down on the glass platen.
Press Copy.
To stop the copy process and release the original, press Stop/Exit. (See
Making Copies, page 53.)
6 Multiple Copies (Using the ADF)
Insert the document face up in the ADF.
Using the dial pad, enter the number of copies you want (up to 99).
For example, press 3, 8for 38 copies.
Press Copy.
1
2
1
2
NEXT:PRESS SET
DIAL:PRESS START
MEMORY #001 99%
3
4
5
1
2
1
2
3

4
Advice for Preparation and Simple Use
Guide
Choosing a Location
Place the machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and
shocks. Locate the machine near a telephone wall socket and a standard earthed electrical socket,
grounded power outlet.
Avoid placing the machine where it may be knocked. Do not place near
heaters, air conditioners, water, chemicals or refrigerators. Do not expose
the machine to direct sunlight, excessive heat, moisture or dust. Do not
connect the machine to electrical outlets controlled by wall switches or
automatic timers as disruption of power can wipe out information in the
unit’s memory. Do not connect the machine to electrical outlets on the same
circuit as large appliances or other equipment that might disrupt the power
supply. Avoid interference sources, such as speakers or the base units of
cordless phones. Ensure the airflow from the fan on the right hand side of
the machine is not impeded.
•Never touch telephone wires or terminals that are not insulated unless the
telephone line has been disconnected at the network interface.
•Avoid using a telephone (other than a cordless type) during an electrical
storm. There may be a remote risk of electric shock from lightning.
•Do not use the telephone to report a gas leak in the vicinity of the leak.

Preparation and Simple Use Guide 5
PREPARATION
AND SIMPLE USE
Connecting the Power Cord
•This machine must be fitted with an earthed plug.
•Since the machine is earthed via the mains plug, you can protect yourself
from potentially hazardous electrical conditions on the telephone network
by keeping the power to the machine on when you connect it to a
telephone line. Similarly, you can protect yourself when you want to move
the machine, by disconnecting the telephone line first, and then the power
cord.
IMPORTANT:
If you need to remove the moulded mains plug in order to fit an appropriate
type, you must discard the moulded plug immediately having cut it off, in
order that it is not inadvertently inserted into a live socket, thus presenting
a shock hazard. The wires in the mains lead of this appliance are coloured
in accordance with the following code.
•Green-and-yellow : Earth
•Blue : Neutral
•Brown : Live
As the wires in the mains lead of this apparatus may not correspond with the
coloured markings identifying the terminals in your plug, proceed as
follows:
The wire which is coloured green-and-yellow must be connected to the
terminal in the plug which is marked by the letter “E”or by the safety earth
symbol or coloured green or green-and-yellow.
The wire which is coloured blue must be connected to the terminal which is
marked with the letter “N”or coloured black.
The wire which is coloured brown must be connected to the terminal which
is marked with the letter “L”or coloured red.

6
Memory Storage
Inthe event of a power failure, all settings in the menus arestored permanently except for the settings
that are valid for the next fax only (e.g. contrast, overseas mode).
Multi-Line Connections (PABXs)
Most offices use a central telephone system, or PABX. The machine will work with most PABX or
key systems that allow a two-wire analogue connection. However, we recommend that you have a
separate telephone line for the machine. You can then leave the machine in Fax Only Mode to
receive faxes any time of day or night.
If you are installing the machine to work with a PABX:
1 It is not guaranteed that the unit will operate correctly under all circumstances with a PABX.
Any cases of difficulty should be reported first to the company that handles your PABX.
2 If all incoming calls will be answered by a switchboard operator, it is recommended that the
Receive Mode be set to MANUAL. All incoming calls should initially be regarded as telephone
calls.
3 The unit may be used with either pulse or tone dialling.

Preparation and Simple Use Guide 7
PREPARATION
AND SIMPLE USE
Using Extension Telephones
It may be that your premises are already wired with parallel extension telephones, or you intend to
add extension telephones to your line, in addition to the machine. While the simplest arrangement is
straightforward parallel connection, there are some reasons as to why this arrangement will cause
unsatisfactory service, the most obvious of which is inadvertent interruption of a facsimile
transmission by someone picking up an extension telephone in order to make an outgoing call.
Additionally, remote activation may not operate reliably in such a simple configuration.
This machine may also be set to make a delayed transmission (i.e. a transmission at a pre-set time).
This pre-set job may coincide with someone picking up an extension handset.
Such problems can easily be eliminated however, if you arrange modification of your extension
wiring circuit, such that extension devices are connected “downstream”of the machine, in a
master/slave configuration. In such a configuration, this machine can always detect whether a
telephone is in use, thus it will not attempt to seize the line during that time. This is known as
“telephone off-hook detection.”
The inadvisable configuration is shown in figure 1 below, and the recommended master/slave
configuration is shown in figure 2.
This new connection configuration can be arranged by your contacting BT, Kingston upon Hull
Telecommunications, your PABX maintainer or a qualified telephone installation company as
appropriate. Simply explained, the extension telephone circuit should be terminated on a normal
modular plug (BT 431A style), which in turn should be inserted into the modular socket of the white
“T”-shaped connector provided as part of the line cord assembly.
FAX
EXTENSION
SOCKET EXTENSION
SOCKET MASTER SOCKET INCOMING
LINE
INADVISABLE CONNECTION OF EXTENSION SOCKETS
Fig. 1.
EXTENSION
SOCKET EXTENSION
SOCKET MASTER SOCKET INCOMING
LINE
RECOMMENDED CONNECTION OF EXTENSION SOCKETS
Fig. 2.
FAX
FAX MACHINE MUST BE PLUGGED
INTO MASTER SOCKET
DISCONNECT

8
Connecting an External Telephone Answering Device (TAD)
Sequence
You might choose to connect an additional answering machine. When you have an external TAD
on the same telephone line as the machine, the TAD answers all calls. The machine “listens”for fax
calling (CNG) tones. If it hears them, the machine takes over the call and receives the fax. If it
doesn’t hear the CNG tones, the machine will not answer the call, and messages can be left on the
TAD by callers in the normal way.
The TAD must answer within a maximum of four rings. However, we recommend two rings as the
TAD setting. The machine cannot hear CNG tones until the TAD has answered the call, and with
four rings there are only 8–10 seconds of CNG tones left for the fax “handshake.”Make sure you
carefully follow instructions in this manual for recording your outgoing message. Do not use a “toll-
saver”ring setting on the TAD.
Connections
1 You may connect an external TAD to the machine, as shown below.
2 Set your external TAD to two rings or less.
3 Record the outgoing message (see next page).
4 Set the TAD to answer calls.
5 Set the Receive Mode to TAD:ANSWER MACH.. (See Receive Mode Settings, page 27.)
It is important that the TAD is connected via the EXT socket on the machine
or on the line jack unit. Do not use a line doubler on the line jack as this can
cause answering problems.
TAD TAD
(Example
for the U.K.)

Preparation and Simple Use Guide 9
PREPARATION
AND SIMPLE USE
Outgoing Message (OGM) of External TAD
Timing is important in recording this message. The message sets up the ways to handle both manual
and automatic fax reception.
1 We recommend the outgoing message (OGM) is no longer than 20 seconds.
2 Allow 5 seconds of silence at the beginning of your message.
(This allows the fax to detect the calling tone prior to OGM, so reception can be faster.)
3 We recommend that you end your OGM by giving your Remote Activation Code for people
sending manual faxes. For example:
“After the beep, leave a message or send a fax manually by pressing 51 and Start”
Please note that some faxes that are sent manually cannot be received automatically because some
fax machines do not send a fax tone if the call is manually dialled. In these cases you must inform
callers that they must enter the remote activation code to send a fax.
Connecting an External or Extension Telephone
You can connect a separate telephone to the machine, as shown below.
Whenever this external phone (or TAD) is in use, the screen displays TELEPHONE.
External
Telephone Extension
Telephone
(Example
for the U.K.)

10
Control Panel Overview
1
4
7
5
2
8
6
3
9
0
123710 13
6
512
11 14
498
1One Touch Dial Keys
These 16 keys give you access to 32
previously stored phone numbers.
2Reports
Accesses the Reports menu so you can
select a report to print: Help, Quick Dial,
Journal, Xmit Verify, System Setup List
and Order Form.
3Broadcast
Usethis key when you want to send a fax
to several different locations (maximum
182 locations at once).
4Shift
This key is used to access the “17”
through “32”One Touch keys.
5Liquid Crystal Display
Displaysmessages to helpyou set up and
operate the machine.
6Toner Empty LED
The Toner Indicator flashes on and off
when toner is low, so you will know to
order another toner cartridge. You will
still be able to print until the Indicator
stays on.
7Resolution Indicator Lights
These LEDs show the resolution mode
you selected.
8Resolution
Sets the resolution when you send a fax.
9Programming Keys:
Menu
Lets you access the function and
programming mode.
(Left Arrow)
Moves the LCD cursor to the left and
displays the previous menu
option/function.
Set
Stores a function setting into the
machine.
(Right Arrow)
Moves the LCD cursor to the right and
displays the next menu option/function.
Clear
Deletes entered data or moves back one
step in function menu.
0Print Key:
Reset
Clears data from the printer memory.

Preparation and Simple Use Guide 11
PREPARATION
AND SIMPLE USE
AScan Keys:
Scan to E-mail
Press this key to start scanning an
original into your E-mail application,
setting it up automatically as an
attachment.
Scan to Image
Press this key to scan a picture into your
graphics application for viewing and
editing.
Scan to OCR
Press this key to start scanning a text
document. ScanSoft™TextBridge®will
convertit to editabletext and display itin
your word processor application for
further editing.
BDial Pad
Dials phone and fax numbers and can be
used as a keyboard for entering
information into the machine.
#key lets you switch the dialling type
during a telephone call from “PULSE”
to “TONE”.
CCopy Keys:
(For the Next Copy Only)
Enlarge/Reduce
Lets you select an enlargement or
reduction ratio: 25%, 50%, 71%, 100%,
141%, 150%, 200%, 400%, For more
choices, select MANUAL and use dial
pad to type any percentage 25% and
400%.
Contrast
Press this key to temporarily change the
contrast.
Options
You can quickly and easily select
temporary settings.
Clear Settings
Resets your temporary copy settings
back to the user default settings. Use this
key when you do not want to wait 45
seconds for the temporary settings to
clear automatically.
Copy
Makes a copy.
DFax and Telephone Keys:
Search/Speed Dial
Lets you look up numbers stored in the
dialling memory. Also, lets you dial
stored phone numbers by pressing #and
two-digit number.
Receive Mode
Select how the machine will handle
incoming calls.
Redial/Pause
Redials the last number called. Also
inserts a pause in autodial numbers.
Tel/R (Telephone/Recall)
This key is used to have a telephone
conversation having picked up the
external handset in F/T pseudo-ringing
etc. Also, use this key to gain access to
an outside line and/or to recall the
operator or transfer a call to another
extension when it is connected to a
PABX.
Stop/Exit
Stops a fax, cancels an operation or exits
from function mode.
Fax Start
Starts an operation (such as Sending a
fax).