Brother MFC-J491DW User manual

Reference Guide
Brief explanations for routine operations
MFC-J491DW
MFC-J497DW
Brother recommends keeping this guide next to your Brother machine for quick reference.
Online User's Guide
For more advanced instructions, information, and
product specifications, see the Online User's
Guide at support.brother.com/manuals

User's Guides and Where to Find Them
Which Guide? What's in It? Where Is It?
Product Safety Guide 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 Full Driver &
Software Package for the operating system
and connection type you are using.
Printed / In the box
Reference Guide Learn the basic PC-Print, Scan, Copy and
Fax operations and basic machine
maintenance. See troubleshooting tips.
Printed or on Brother
Installation Disc / In
the Box
Online User's Guide This guide includes the additional contents of
the Reference Guide.
In addition to information about the PC-Print,
Scan, Copy, Fax, Internet services, Mobile
Functions and Brother ControlCenter
operations, useful information is included
about using the machine on a network.
Brother Solutions
Center 1
1Visit support.brother.com/manuals.
For the Latest Driver Updates
Go to your model's Downloads page on the Brother Solutions Center at support.brother.com to
download drivers. To keep your machine’s performance up-to-date, check there for the latest
firmware upgrades.
©2018 Brother Industries, Ltd. All rights reserved.
1

Questions or Problems? Take a Look at our FAQs,
Solutions, and Videos Online.
Go to your model's FAQs & Troubleshooting page on the Brother Solutions Center at
support.brother.com.
•Provides several ways to search
•Displays related questions for more information
•Receives regular updates based on customer feedback
2

Control Panel Overview
32
154
7
86
1. 1.8" Liquid Crystal Display (LCD)
Displays messages to help you set up and
use the machine.
2. Mode buttons
FAX
Press to switch the machine to Fax
mode.
SCAN
Press to switch the machine to Scan
mode.
COPY
Press to switch the machine to Copy
mode.
WEB
Press to switch the machine to Web
mode.
3. Settings buttons
Clear/Back
Press to go back to the previous menu
level.
Settings
Press to access the main menu.
OK
Press to select a setting.
d or c
Press to adjust the ring volume while
the machine is idle.
• Press to store Speed Dial and Group
numbers in the machine's memory.
• Press to look up and dial numbers
that are stored in the machine's
memory.
Press to configure the wireless settings
while the machine is idle.
a or b
Press to scroll through the menus and
options.
1General Information
1General Information
3

d or c
• Press to move the cursor left or right
on the LCD.
• Press to either confirm or cancel a
procedure which is in progress.
4. Telephone buttons
Hook
Press before dialing to ensure a fax
machine answers, and then press
Black Start or Color Start.
If the machine is in Fax/Tel (F/T) mode
and you pick up the handset of an
external telephone during the F/T ring
(pseudo/double-ring), press Hook to
talk.
Redial/Pause
• Press to redial the last number you
called.
• Press to select and redial the
numbers from the Outgoing Call
history or Caller ID history.
• Press to insert a pause when dialing
numbers.
5. Dial Pad
• Use to dial fax and telephone numbers.
• Use as a keyboard to enter text or
characters.
6. Stop/Exit
• Press to stop an operation.
• Press to exit from a menu.
7. Start buttons
Black Start
• Press to start sending faxes in black
and white.
• Press to start making copies in black
and white.
• Press to start scanning documents
(in color or black and white
depending on the scan setting).
Color Start
• Press to start sending faxes in full
color.
• Press to start making copies in full
color.
• Press to start scanning documents
(in color or black and white
depending on the scan setting).
8. Power On/Off
Press to turn on the machine.
Press and hold down to turn off the
machine. The LCD displays [Shutting
Down] and stays on for a few seconds
before turning itself off. If you have
connected an external telephone or TAD, it
is always available.
If you turn off the machine using , it
will still clean the print head periodically to
maintain print quality. To prolong print
head life, provide better ink efficiency, and
maintain print quality, keep your machine
connected to a power source at all times.
4

LCD Overview
This screen shows the machine’s status when
the machine is idle. When displayed, this
indicates that your machine is ready for the
next command.
Home Screen
0101
01. 01. 2018
FaxFax
AM
12
3
46 5
1. Quiet Mode
This icon appears when the [Quiet
Mode] setting is set to [On].
The Quiet Mode setting can reduce
printing noise. When Quiet Mode is turned
on, the print speed becomes slower.
For more detailed information, see the
Online User's Guide.
2. Wireless Status
Each icon in the following table shows the
wireless network status:
The wireless network is connected.
A three-level indicator in the Home
screen displays the current
wireless signal strength.
The wireless access point cannot
be detected.
The wireless setting is disabled.
3. [Ink]
Displays the approximate available ink
volume.
When an ink cartridge is near the end of
its life or having a problem, an error icon is
displayed on the ink color.
4. Date and Time
Displays the date and time set on the
machine.
5. Faxes in Memory
Displays how many received faxes are in
the machine's memory.
6. Receive Mode
Displays the current Receive Mode.
When the Distinctive Ring feature is
turned on, the LCD displays [D/R].
1General Information
5

Load Paper
1Load the paper in the paper tray as follows.
Fan the stack of paper well.
Tray #1 How to Load Paper
Letter/A4
Legal
Executive
A5/A6
Photo 2L
Index card
Envelopes
Adjust the paper
guides.
Printing surface: Face down
Photo
Adjust the paper
guides.
Printing surface: Face down
For more detailed information, see the Online User's Guide: Load Paper.
2Unfold the paper support flap. Change the paper size setting in the machine's menu, if
needed.
2
1
Load Documents
Place the document in the ADF or on the scanner glass as shown in the illustration.
2Paper Handling
6

Automatic Document Feeder (ADF) Scanner Glass
Place your document face down in the ADF.
Place the document face down in the
upper left corner of the scanner
glass.
2Paper Handling
7

Print from Your
Computer
Before attempting any printing operation,
confirm the following:
• Make sure you have installed the Brother
software and drivers.
• Make sure the USB cable is connected
correctly, or that you are connected to
the network using your wireless access
point/router.
Print a Document
(Windows®)
1Select the print command in your
application.
2Select Brother MFC-XXXX Printer
(where XXXX is the name of your
model).
3Click Print.
4Complete your print operation.
Print a Document (Mac)
1From an application, such as Apple
TextEdit, click the File menu, and then
select Print.
2Select Brother MFC-XXXX (where
XXXX is the name of your model).
3Click Print.
4Complete your print operation.
Various Printing
To use the various printing features, click the
printing properties or preferences button to
change the printer setting.
Print on Both Sides of the Paper
Automatically
Print More Than One Page on a Single
Sheet of Paper (N in 1)
For Windows®:
For more detailed information, see the Online
User's Guide: Print from Your Computer
(Windows®).
For Mac:
For more detailed information, see the Online
User's Guide: Print from Your Computer
(Mac).
3Print
8

Copy a Document
1Make sure you have loaded the correct
size paper in the paper tray.
2Load your document.
3Press (COPY).
The LCD displays:
Press Start
Normal
Quality
Plain Paper
Paper Type
01
4Enter the number of copies in one of the
following ways:
• Press - or + on the control panel.
• Enter the number of copies using the
dial pad.
5Change the copy settings, if needed.
Press a or b to scroll through the copy
settings. When the setting you want is
highlighted, press OK.
• When you load paper other than Letter
size Plain Paper, you must change the
[Paper Size] and [Paper Type]
settings.
6When finished, press Black Start or
Color Start.
To stop copying, press Stop/Exit.
Other Copy Options
You can use various copy features by
changing copy settings.
Enlarge or Reduce Copied Images
2-sided Copy
1
2
1
2
For more detailed information, see the Online
User's Guide: Copy.
4Copy
4Copy
9

Before Scanning
Before attempting to scan, confirm the
following:
• Make sure you have installed the Brother
software and drivers.
• Make sure the USB cable is connected
correctly, or that you are connected to the
network using your wireless access point/
router.
Scan from Your
Computer
There are several ways you can use your
computer to scan photos and documents on
your Brother machine. Use the software
applications provided by Brother, or use your
favorite scanning application.
For more detailed information, see the Online
User's Guide: Scan from Your Computer
(Windows®) or Scan from Your Computer
(Mac).
Scan Using the Scan
Button on the Machine
1Load your document.
2Press (SCAN).
3Press a or b to select the [to PC]
option, and then press OK.
4Press a or b to select the [to File]
option, and then press OK.
5If the machine is connected over the
network, press a or b to select the
computer where you want to send data,
and then press OK.
If the LCD prompts you to enter a PIN,
use the control panel to enter the four-
digit PIN for the computer, and then press
OK.
6Do one of the following:
• To change the settings, go to the next
step.
• To use the default settings, press
Black Start or Color Start.
[Scan Type] depends on the default
settings. Pressing Black Start or Color
Start does not allow you to change the
settings.
7Press a or b to select the [Scan
Settings] setting, and then press OK.
To use the [Scan Settings] option, a
computer with either ControlCenter4
(Windows®) or Brother iPrint&Scan (Mac)
software installed must be connected to
the machine.
8Press a or b to select the [Set at
Device] setting, and then press OK.
9Change the scan settings you want to
change, such as scan type, resolution,
file type and document size, if needed.
When finished press OK.
10 Press Black Start or Color Start.
5Scan
10

Before Faxing
Telephone Line Interference/
VoIP
If you are having problems sending or
receiving a fax due to possible interference on
the telephone line or if you are using a VoIP
system, we recommend changing the modem
speed to minimize errors in fax operations.
1Press Settings.
2Press a or b to select the following:
a. Select [Initial Setup].
Press OK.
b. Select [Compatibility].
Press OK.
c. Select [Normal] or [Basic(for
VoIP)]. Press OK.
•[Basic(for VoIP)] reduces
the modem speed to 9,600 bps
and turns off color fax receiving
and Error Correction Mode
(ECM), except for color fax-
sending. Unless interference is a
recurring problem on your
telephone line, you may prefer to
use it only when needed.
To improve compatibility with
most VoIP services, Brother
recommends changing the
compatibility setting to
[Basic(for VoIP)].
•[Normal] sets the modem
speed at 14,400 bps.
3Press Stop/Exit.
• VoIP (Voice over IP) is a type of phone
system that uses an Internet
connection, rather than a traditional
phone line.
Send a Fax
1Load your document in the ADF or place
it on the scanner glass.
2Press (FAX).
The LCD displays:
Press Start
Enter Number
Standard
Fax Resolution
Auto
Contrast
3Enter the fax number in one of the
following ways:
• Dial Pad (Enter the fax number
manually.)
Press all digits of the number using
the dial pad.
• Redial (Redial the last number you
dialed.)
Press Redial/Pause.
• Outgoing call (Select a number from
the Outgoing Call history.)
Press a or b to select the following:
a. Select [Call History].
Press OK.
b. Select [Outgoing Call].
Press OK.
c. Select the number you want, and
then press OK.
d. Press c to select [Apply].
6Fax
6Fax
11

• Caller ID (Select a number from the
Caller ID history.)
Press a or b to select the following:
a. Select [Call History].
Press OK.
b. Select [Caller ID History].
Press OK.
c. Select the number you want, and
then press OK.
d. Press c to select [Apply].
•[Address Book] (Select a number
from the Address Book.)
Press a or b to select the following:
a. Select [Address Book].
Press OK.
b. Select [Search]. Press OK.
c. Do one of the following:
- Enter the two-digit Speed Dial
number using the dial pad.
- Select a number from the list in
the following ways:
i. Select [Alphabetical
Order] or [Numerical
Order]. Press OK.
ii. Select the number you
want. Press OK.
iii. Press c to select [Apply].
4To change the fax settings, press a or b
to select the setting you want to change,
and then press OK.
5When finished, press Black Start or
Color Start.
6Do one of the following:
• If you are using the ADF, the machine
starts scanning and sending the
document.
• If you are using the scanner glass
and pressed Black Start, the
machine starts scanning the first
page.
Go to the next step.
• If you are using the scanner glass
and pressed Color Start, the LCD
asks if you want to send a color fax.
Press c to confirm. The machine
starts dialing and sending the
document.
7When the LCD displays [Next
page?], do one of the following:
• Press c to scan another page. Place
the next page on the scanner glass,
and then press c. The machine starts
scanning the page.
Repeat this step for each additional
page.
• Press d to send the fax when finished
scanning pages. The machine starts
sending the document.
Choose the Correct
Receive Mode
The correct Receive Mode for you is
determined by the external devices and
telephone subscriber services (Voice Mail,
Distinctive Ring and so on) you will be using
on the same line as the Brother machine.
Will you be using a Distinctive Ring
number for receiving faxes? (USA and
Canada only)
Brother uses the term "Distinctive Ring" but
different telephone companies may have
other names for this service.
Will you be using Voice Mail on the same
telephone line as your Brother machine?
If you have Voice Mail on the same
telephone line as your Brother machine,
there is a strong possibility that Voice Mail
and the Brother machine will conflict with
each other when receiving incoming calls.
Select Manual Mode as your Receive
Mode.
12

If you do not want to answer every call
manually to determine whether it's a voice
call or a fax, contact your telephone
provider and ask about Distinctive Ring
services.
Will you be using a Telephone Answering
Device on the same telephone line as your
Brother machine?
Your external telephone answering device
(TAD) will answer every call automatically.
Voice messages are stored on the external
TAD and fax messages are printed. Select
[External TAD] as your Receive Mode.
Will you be using your Brother machine on
a dedicated fax line?
Your machine automatically answers every
call as a fax. Select [Fax Only] as your
Receive Mode.
Will you be using your Brother machine on
the same line as your telephone?
•Do you want to receive voice calls
and faxes automatically?
Select [Fax/Tel] mode when your
Brother machine and your telephones
share the same line.
Important Note: You cannot receive
voice messages on either Voice Mail
or an answering machine if you select
[Fax/Tel] mode.
•Do you expect to receive very few
faxes?
Select [Manual] as your Receive
Mode. You control the telephone line
and must answer every call yourself.
1Press Settings.
2Press a or b to select the following:
a. Select [Fax]. Press OK.
b. Select [Setup Receive].
Press OK.
c. Select [Receive Mode].
Press OK.
If you cannot change the [Receive
Mode] option, make sure the Distinctive
Ring feature is set to [Off].
3Press a or b to select the [Fax Only],
[Fax/Tel], [External TAD], or
[Manual] option, and then press OK.
4Press Stop/Exit.
6Fax
13

Check the Print Quality
If faded or streaked colors and text appear or
if text is missing on your printouts, the print
head nozzles may be clogged. Print the Print
Quality Check Sheet and look at the nozzle
check pattern.
1Press Settings.
2Press a or b to select the following:
a. Select [General Setup].
Press OK.
b. Select [Maintenance]. Press OK.
c. Select [Impr. PrintQuality].
Press OK.
d. Select [Impr. PrintQuality]
again. Press OK.
3Press c.
The machine prints the Print Quality
Check Sheet.
4Check the quality of the four color
blocks on the sheet.
5The LCD asks about the print quality. Do
one of the following:
• If all lines are clear and visible, press
d to select [No].
The Print Quality check finishes.
• If lines are missing (see Poor,
below), press c to select [Yes].
OK
Poor
6The LCD asks you to check the print
quality of each color. Press d or c to
select the pattern (1–4) that most
closely matches the printing result, and
then press OK.
7Do one of the following:
• If print head cleaning is needed,
press c to start the cleaning
procedure.
• If print head cleaning is not needed,
the Ink or Maintenance screen
reappears on the LCD.
8After the cleaning procedure is finished,
the LCD asks if you want to check the
print quality again.
Press c [Yes] to start the print quality
check.
9Press c again.
The machine prints the Print Quality
Check Sheet again. Check the quality of
the four color blocks on the sheet again.
If you clean the print head and the print has
not improved, try installing a new Genuine
Brother Brand replacement ink cartridge for
each problem color. Try cleaning the print
head again. If the print has not improved,
contact Brother Customer Service.
IMPORTANT
DO NOT touch the print head. Touching the
print head may cause permanent damage and
may void the print head's warranty.
ARoutine Maintenance
14

When a print head nozzle is clogged, the
printed sample looks like this.
After the print head nozzle is cleaned, the
horizontal lines are gone.
For more detailed information, see the
Online User's Guide: If You Are Having
Difficulty with Your Machine.
Check the Print
Alignment from Your
Brother Machine
If your printed text becomes blurred or images
become faded after transporting the machine,
adjust the print alignment.
1Press Settings.
2Press a or b to select the following:
a. Select [General Setup].
Press OK.
b. Select [Maintenance]. Press OK.
c. Select [Impr. PrintQuality].
Press OK.
d. Select [Alignment]. Press OK.
3Press c.
4Press c again.
The machine starts printing the
Alignment Check Sheet.
(A)
5For pattern (A), press d or c to select
the number of the test print that has the
fewest visible vertical stripes (1-9), and
then press OK.
In the example above, row number 6 is
the best choice.
Repeat this step for the rest of the
patterns.
When the print alignment is not adjusted
correctly, text looks blurry or crooked, like
this.
After the print alignment is adjusted
correctly, text looks like this.
6Press Stop/Exit.
ARoutine Maintenance
15

Use this section to resolve problems you may encounter when using your Brother machine.
Identify the Problem
Even if there seems to be a problem with your machine, you can correct most problems yourself.
First, check the following:
• The machine's power cord is connected correctly and the machine's power is on.
• All of the machine's orange protective parts have been removed.
• The ink cartridges are installed correctly.
• The Scanner Cover and the Jam Clear Cover are fully closed.
• Paper is inserted correctly in the paper tray.
• The interface cables are securely connected to the machine and the computer, or the wireless
connection is set up on both the machine and your computer.
• (For network models) The access point (for wireless), router, or hub is turned on and its link
button is blinking.
To find the error and the solution, check the LCD or the machine's status in Status Monitor on
your computer.
Using the LCD Using the Status Monitor
1. Follow the messages on the LCD.
2. See the instructions in the following Error
and Maintenance Messages table.
3. If you cannot resolve the error, see the
Online User's Guide: Error and Maintenance
Messages.
• Double-click the icon in the task tray.
• Each color of the icon indicates the
machine's status.
• Click the Troubleshooting button to
access Brother's troubleshooting website.
BTroubleshooting
16

Error and Maintenance Messages
The most common error and maintenance messages are shown in the table. For more detailed
information, see the Online User's Guide.
You can correct most errors and perform routine maintenance yourself. If you need more tips, go
to your model's FAQs & Troubleshooting page on the Brother Solutions Center at
support.brother.com.
Error Message Action
Absorber NearFull The ink absorber box must be replaced soon. Call Brother Customer
Service or a Brother Authorized Service Center to have your machine
serviced.
• The ink absorber box absorbs the small amount of ink emitted
during print head cleaning.
B&W Print Only
Replace Ink
One or more of the color ink cartridges have reached the end of their
lives.
Replace the ink cartridges.
For more detailed information, see the Online User's Guide: Replace
the Ink Cartridges.
The machine will stop all print operations and you will not be able to
use the machine until you change to a new ink cartridge in the
following cases:
• If you unplug the machine or take out the ink cartridge.
• If you select the Slow Drying Paper option on the machine or in
the printer driver.
Cannot Detect Remove the used ink cartridge and install a new one.
Use a new Genuine Brother Ink Cartridge. If the error is not cleared,
call Brother Customer Service.
Take out the new ink cartridge and reinstall it slowly and firmly until it
locks into place.
For more detailed information, see the Online User's Guide: Replace
the Ink Cartridges.
Slowly turn the ink cartridge so that the ink supply port is pointing
downward, and then reinstall the cartridge.
Check the model numbers of the ink cartridges and install the correct
ink cartridges.
See Related Information: Supply Specifications at the end of this
section.
Cannot Detect Ink Use a new Genuine Brother Ink Cartridge. If the error is not cleared,
call Brother Customer Service.
Data Remaining Press Stop/Exit. The machine will cancel the job and clear it from the
memory. Try to print again.
BTroubleshooting
17

Error Message Action
Disconnected Try to send or receive again.
If calls are stopped repeatedly and you are using a VoIP (Voice over
IP) system, try changing the Compatibility to Basic (for VoIP).
See Related Information: Telephone Line Interference/VoIP at the end
of this section.
Document Jam The document was not inserted or fed correctly, or the document
scanned from the ADF was too long.
For more detailed information, see the Online User's Guide: Document
Jams.
DR Mode in Use The machine is in Distinctive Ring mode. You cannot change the
Receive Mode from Manual to another mode.
Set Distinctive Ring to Off.
For more detailed information, see the Online User's Guide: Turn off
Distinctive Ring.
High Temperature After cooling the room, allow the machine to cool down to room
temperature. Try again when the machine has cooled down.
Ink Absorber Full The ink absorber box must be replaced. Call Brother Customer Service
or a Brother Authorized Service Center to have your machine serviced.
Ink Low One or more of the ink cartridges are near the end of their lives.
Order a new ink cartridge. You can continue printing until the LCD
displays Replace Ink.
For more detailed information, see the Online User's Guide: Replace
the Ink Cartridges.
• You can still scan even if the ink is low or needs to be replaced.
Jam A Inside/
Front
Repeat Jam A
Remove the jammed paper.
For more detailed information, see the Online User's Guide: Printer
Jam or Paper Jam.
Make sure the paper guides are set to the correct paper size.
DO NOT extend the paper tray when you load A5 or smaller size
paper.
Jam B Front
Repeat Jam B
Front
Remove the jammed paper.
For more detailed information, see the Online User's Guide: Printer
Jam or Paper Jam.
Make sure the paper guides are set to the correct paper size.
DO NOT extend the paper tray when you load A5 or smaller size
paper.
18

Error Message Action
Jam C Rear Remove the jammed paper.
For more detailed information, see the Online User's Guide: Printer
Jam or Paper Jam.
Make sure the paper guides are set to the correct paper size.
DO NOT extend the paper tray when you load A5 or smaller size
paper.
Clean the paper pick-up rollers.
For more detailed information, see the Online User's Guide: Clean the
Paper Pick-up Rollers.
Low Temperature After warming the room, allow the machine to warm up to room
temperature. Try again when the machine has warmed up.
No Caller ID There is no incoming call history. You did not receive calls or you have
not subscribed to the Caller ID service from your telephone company.
To use the Caller ID feature, call your telephone company.
For more detailed information, see the Online User's Guide: Caller ID.
No Ink Cartridge Remove the new ink cartridge and re-install it slowly and firmly until it
locks into place.
For more detailed information, see the Online User's Guide: Replace
the Ink Cartridges.
No Paper Fed Do one of the following:
• Refill the paper tray, and then press c.
• Remove and reload the paper, and then press c.
The Jam Clear Cover is not closed correctly.
No Paper Fed
Again
Clean the paper pick-up rollers.
For more detailed information, see the Online User's Guide: Clean the
Paper Pick-up Rollers.
Not Registered You tried to access a Speed Dial number that has not been stored in
the machine.
Set up the Speed Dial number.
Out of Fax Memory Print the faxes stored in the memory. For more detailed information,
see the Online User's Guide: Print a Fax Stored in the Machine's
Memory.
Out of Memory If a fax-sending or copy operation is in progress:
• Press Stop/Exit and wait until the other operations that are in
progress finish, and then try again.
• Press c to select Partial Print to copy the pages scanned so
far.
• Print the faxes stored in the memory.
For more detailed information, see the Online User's Guide: Print a
Fax Stored in the Machine's Memory.
BTroubleshooting
19