Brother FAX 560 Owner's Manual
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Brother FAX 560 Owner's Manual

Brother fax machine owner's manual
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Summary of Contents for Brother FAX 560

  • Page 1 FAX 560 ®...
  • Page 2 Year 2000 Compliant Brother is addressing the Year 2000 related issues for all Brother fax machines and multi-function centers. Our focus is to ensure that our bundled third party software will continue to properly process date/time data after January 1, 2000.

  • Page 3: Brother Numbers

    The Brother fax-back system number (USA only) has been preprogrammed on One Touch key 1. Frequently Asked Questions (FAQs) You can find more information about Brother products on the World Wide Web. From product specification sheets to Frequently Asked Questions (FAQs), it is all there. Visit us at: http://www.brother.com...

  • Page 4: Ordering Accessories And Supplies

    Ordering Accessories and Supplies For the best quality results use only genuine Brother accessories, available at most Brother retailers. If you cannot find the accessory you need and you have a Visa, MasterCard, Discover or American Express credit card, you can order accessories directly from Brother.

  • Page 5: Compilation And Publication Notice

    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.
  • Page 6 What Brother will do: Brother (or its Authorized evaluate your report of a possible defect to determine whether a defect exists, and if it does exist, Brother (or its Authorized Service Center) will repair or Brother’s Product with a product that performs the same functions and performs as well as the original Product.
  • Page 7 BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE or (iv) the warranty period on your original Product has expired or has not been sufficiently validated with a copy of the proof of purchase (bill of sale). Brother Customer Representative will ship the exchange...
  • Page 8 Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother’s entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly. Neither Brother nor anyone else involved in the development, production, or delivery of...

  • Page 9: Table Of Contents

    Roll Over Phone Lines... 2-5 Two-Line Phone System... 2-5 Converting Telephone Wall Outlets ... 2-5 Installing Brother Machine, External Two-Line TAD, and Two-Line Telephone ... 2-6 Multi-Line Connections (PBX) ... 2-7 If you are installing the fax machine to work with a PBX: ...
  • Page 10 On-Screen Programming... 3-1 User-Friendly Programming... 3-1 Function Mode... 3-1 Alternating Displays ... 3-1 Function Selection Table ... 3-2 Initial Setup... 4-1 Getting Started... 4-1 Setting Date and Time ... 4-1 Choosing Station ID ... 4-1 Setting Tone/Pulse Dialing Mode (For Canada Only)... 4-2 Details for Entering Text...
  • Page 11 Canceling a Scheduled Job... 6-5 Interrupting Delayed Fax and Polled Transmit Jobs ... 6-5 More Advanced Features (Call Brother fax-back system) ... 6-6 Auto Dial Numbers and Dialing Options ... 7-1 Storing Numbers for Easy Dialing ... 7-1 Storing One Touch Dial Numbers... 7-1 Storing Speed Dial Numbers ...
  • Page 12 Making a Single Copy ... 9-1 Copy Options: Single or Multiple Copies, Reduce/Enlarge, Sort/Stack... 9-1 Printing Reports ... 10-1 Fax Machine Settings and Activity ... 10-1 To Print a Report ... 10-1 Transmission Verification (Xmit) Report... 10-2 Activity Report Interval... 10-2 Important Information ...
  • Page 13 Troubleshooting and Routine Maintenance ... 12-1 Troubleshooting ... 12-1 Error Messages ... 12-1 If You Are Having Difficulty with Your Fax Machine... 12-4 Printing or Receiving Faxes... 12-4 Phone Line or Connections... 12-5 Sending Faxes ... 12-5 Handling Incoming Calls ... 12-6 Routine Maintenance...

  • Page 14: Introduction

    Introduction Using This Manual Thank you for purchasing a Brother fax machine (FAX). This fax machine has been designed to be simple to use, with LCD screen prompts to guide you through functions. However, you can use your fax machine to its fullest potential by taking a few minutes to read this manual.

  • Page 15: Fax Tones And Handshake

    40 seconds over the phone line, and the screen displays RECEIVE. If your fax machine is set to the FAX ONLY Mode, it will answer every call automatically with fax receiving tones. Even if the other party hangs up, your fax machine continues to send the “chirps”...

  • Page 16: Fax-560 Control Panel Overview

    FAX-560 Control Panel Overview LCD (Liquid Crystal Display) Displays messages to help you set up and operate your fax machine. Hold/Caller ID Lets you put calls on hold. Also, lets you view or print the Caller ID list. Redial/Pause Re-dials the last number called.

  • Page 17: Location And Connections

    Choosing a Location Place your fax machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the fax machine near a telephone jack and a standard, grounded power outlet.

  • Page 18: Assembly

    Assembly Attach the paper wire extension Attach the paper wire extension as shown in the illustration below. Attach the paper tray Attach the paper tray. Make sure the wide pins on the paper tray inserted firmly into the pockets on the top edge of the machine.

  • Page 19: Loading The Paper

    Loading the Paper The maximum number of 20 lb. sheets you can load depends on the paper size, either 50 Letter or 30 Legal. Temperature: 68˚F (20˚C) Humidity Place paper in the paper tray. Tap the stack of paper so the edges are even.

  • Page 20: Connections

    Connections Connecting the Machine Connect the handset, power cord, and telephone line. Connect the Handset. Connect the curled handset cord to the bottom of the handset and the back of the machine. Connect the power cord. Connect the telephone line. Connect one end of the telephone line cord to the jack labeled LINE on the back of the machine.

  • Page 21: Special Line Considerations

    RJ14 outlet. It separates the wires into two separate RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If your Brother machine is on Line 1, plug the machine into L1 of the triplex adapter. If your machine is on Line 2, plug it into L2 of the triplex adapter.

  • Page 22: Installing Brother Machine, External Two-Line Tad, And Two-Line Telephone

    TAD. The most common connection is to put the Brother machine on Line 2, which is our assumption in the following steps. The back of the two-line TAD must have two telephone jacks: one labeled L1 or L1/L2, and the other labeled L2.

  • Page 23: Multi-Line Connections (Pbx)

    It is advisable to have a separate line for the fax machine. You can then leave the fax machine in FAX ONLY Mode to receive faxes any time of day or night.

  • Page 24: Connecting An External Telephone Answering Device (Tad)

    TAD on the same telephone line as the fax machine, the TAD answers all calls. The fax machine “listens” for fax calling (CNG) tones. If it hears them, the fax machine takes over the call and receives the fax. If it doesn’t hear CNG tones, the fax machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message.

  • Page 25: Connections

    EXT. Your fax machine cannot work properly if you plug the TAD into a wall jack. Plug the telephone line cord from the wall jack into the back of the fax machine, in the jack labeled LINE. Plug the telephone line cord from your TAD into the back of the fax machine, in the jack labeled EXT.

  • Page 26: On-Screen Programming

    Since your fax programming is done on the LCD, we created step-by-step on-screen prompts to help you program your fax machine. All you need to do is follow the prompts as they guide you through the function menu selections and programming options and settings.

  • Page 27: Function Selection Table

    Function Selection Table If you have a basic understanding of how to program your fax machine, you can perform most of the programming settings without the Owner’s Manual. To help you understand the function selections, options, and settings that are found in your fax programs, use the Function Selection Table below.
  • Page 28 6. CALL RESERVE You can send a fax, then speak. 7. DELAYED FAX Send originals later. 8. POLLED TX Sets up your fax machine with an original to be retrieved by another fax machine. 9. MEMORY TX You can send faxes from memory.
  • Page 29 (Details in Chapter 10) 5. USER SETTINGS 6. MEMORY STATUS 8. REMOTE FAX OPT Function Description 1. FAX FWD/PAGING Set fax machine to forward fax/message––OR––to call your pager. 2. FAX STORAGE Store incoming fax in memory for remote retrieval. 3. REMOTE ACCESS Set code for retrieving faxes.

  • Page 30: Initial Setup

    Initial Setup Getting Started After you have assembled your machine using the Brother StartCard, continue the initial setup by programming the rest of the initial settings. Setting Date and Time Your fax machine displays the date and time, and prints it on every fax you send.

  • Page 31: Setting Tone/Pulse Dialing Mode (For Canada Only)

    When you are setting certain functions, such as the Station ID, you may need to enter text into the fax machine. Most keys on the dial pad have three or four letters printed above them. The keys for 0, # and for special characters or operations.

  • Page 32: Repeating Letters

    page...

  • Page 33: Setting Beeper Volume

    You can set the beeper to LOW, HIGH or OFF. The default setting is LOW. When the beeper is set to LOW or HIGH, the fax machine beeps every time you press a key or make an error, and at the end of fax sending or receiving.

  • Page 34: Setting Volume Amplify

    Each key press changes the volume to the next setting. The new setting will remain until you change it again. Setting the Ring Volume You can adjust the ring volume when your fax machine is idle. You can select a ring volume level or press until the ring is off. Press to adjust the volume level.

  • Page 35: Setup Receive

    Ring Delay and F/T Ring Time features (on the following pages). If you have extension phones on the same line as the fax machine, set Ring Delay to 4. (See For FAX/TEL Mode Only, page 5-5.) TAD—This is the only setting in which you can use an external answering machine.

  • Page 36: To Select Or Change Your Answer Mode

    The Ring Delay setting determines the number of times the fax machine rings before it answers. If you have extension phones on the same line as the fax machine, keep the Ring Delay default setting of 4. (See Easy Receive, page 5-3 and Operation from External or Extension Telephone, page 5-5 and For FAX/TEL Mode Only, page 5-5.)

  • Page 37: Setting F/T Ring Time

    Ring Delay. You can let the fax machine pick up and detect if it’s a fax or voice call. If it’s a fax call, the machine prints the fax. If it’s a voice call, the machine signals you with a double ring for the length of time you selected in F/T Ring Time.

  • Page 38: Printing A Reduced Incoming Original

    You can always reduce the size of an incoming fax to a fixed percentage, regardless of the size of the paper (up to legal) in your fax machine. If you choose AUTO, your machine chooses the level of reduction for you.

  • Page 39: Advanced Receiving Operations

    For FAX/TEL Mode Only When the fax machine is in FAX/TEL mode, it will use the F/T Ring Time (double ringing) to alert you to a voice call. If you’re at the fax machine, you can lift the handset to answer.

  • Page 40: Printing A Fax In Memory

    (See Turning On Fax Storage, page R-2.) Polling Polling is the process of retrieving faxes from another fax machine. You can use your fax machine to “poll” other machines, or you can have someone poll your machine. All parties involved in polling need to set up their fax machines to accommodate polling.

  • Page 41: Setup Send

    5.8 and 8.5 inches wide, and 5.9 and 23.7 inches long. Your fax machine can only scan an image 8.2 inches wide, regardless of how wide the paper Make sure you place the original face down, top edge first.

  • Page 42: Manual Transmission

    If you’re sending a fax manually and the line is busy, press Redial/Pause to retry the number. If you’re sending a fax automatically and the line is busy, the fax machine will redial automatically up to three times at 5 minute intervals.

  • Page 43: Memory Transmission

    Memory Transmission This feature allows your machine to scan a fax into its memory and send it as soon as the scan is complete. This way, you don’t have to wait for the entire fax to be transmitted before you retrieve your original. Place the original face down in the ADF.

  • Page 44: Resolution

    Resolution When you have an original in the ADF, you can use the Resolution key. Press Resolution continuously until you see your selection on the screen. Standard—suitable for most typed originals. Fine—good for small print; transmits a little slower than standard resolution. Super Fine—good for small print or artwork;...

  • Page 45: Setting Up For Polled Transmit

    Interrupting Delayed Fax and Polled Transmit Jobs You can send a fax or make a copy now, even if you have the fax machine set to send a fax later, or if you have it set to be polled. However, you cannot use automatic redial or the function mode.

  • Page 46: More Advanced Features (Call Brother Fax-Back System)

    (Call Brother fax-back system) Your machine has additional advanced features and functions that are not included in this manual. To receive faxed instructions, please call our automated Brother fax-back system at 1-800-521-2846 and enter the Document Numbers for the following scripts: •...

  • Page 47: Auto Dial Numbers And Dialing Options

    Press Function/Set, 6, 1. Press the One Touch key where you want to store a number. (One Touch key 1 is pre-programmed for Brother fax-back system, USA only. You can override it if you wish.) The screen displays the location you selected.

  • Page 48: Storing Speed Dial Numbers

    Press to Step 2 to store another One Touch number—OR—Press Stop to exit. When you dial an AUTO DIAL number, the screen displays the name you’ve stored, or, if you haven’t stored a name, the number you’ve stored. If you must wait for another dial tone at any point in the dialing sequence, store a pause at that place in the number by pressing Redial/Pause.

  • Page 49: Changing One Touch And Speed Dial Numbers

    Changing One Touch and Speed Dial Numbers If you try to store a One Touch or Speed Dial number in a location where a number is already stored, the screen displays the current name stored there, then prompts you to either 1.

  • Page 50: Dialing Options

    Dialing Options You can use your fax machine to make voice telephone calls, by dialing manually, or by using Search, One Touch or Speed Dial memory. You can use the handset to make and receive calls. When you dial an auto dial number, the screen displays the name you’ve stored, or, if you have’nt stored a name, the fax number you’ve stored.

  • Page 51: Speed Dialing

    To hang up a voice call, replace the handset. If you are sending a fax, press Start after entering the Speed Dial number. If you picked up the handset, press Start when the receiving fax machine answers with fax tones.

  • Page 52: Search

    Enter the One Touch and Speed Dial numbers (one after the other) or a Group Number you have stored. Press Start. The fax machine stores the original in memory, then transmits it to all the numbers you entered. If the line is busy, your machine will redial automatically up to three times at 5 minutes intervals.

  • Page 53: Pause

    Press Hold/Caller ID to put a call on Hold. You can put down the handset without disconnecting the call. Pick up the fax machine handset to release the call from Hold. Picking up an extension handset will not release the call from Hold.

  • Page 54: Telephone Services

    The fax machine will answer only calls to its registered number. To have your TAD answer only the main number, the fax machine must be in Manual Mode. In FAX/TEL or FAX ONLY mode, the fax machine will answer all numbers on the phone line.

  • Page 55: Caller Id

    Caller ID Log Your fax machine stores up to 30 of the last Caller IDs received into the fax machine’s memory in the Caller ID Log. When the thirty-first call comes in, information about the first call is erased.

  • Page 56: Printing The Caller Id Log

    If your dialing plan does not follow the standard 1 + area code + 7-digit number dialing system for calling outside your area code, you may experience problems returning calls automatically from the Caller ID Log. Your fax machine will automatically dial “1” plus the area code for any number that does not originate in your area code.

  • Page 57: Registering A Caller Id Number

    This feature displays the telephone number (or name, if available) of Call Waiting callers on your fax machine’s screen. To answer a Call Waiting signal while you’re talking on the phone, ask the other party if you can put them on Hold to catch the other call.

  • Page 58: Callmanage (For Usa Only)

    CallManage (For USA Only) This Brother fax machine provides convenient, “One-Touch” access to a long distance plan that provides best average long distance rates*. Once registered, fax or phone calls made using the CallManage feature will access a long distance carrier selected by CallManage, Inc., that offers a plan with best average domestic rates based on...

  • Page 59: Placing A Telephone Call Using Callmanage

    The One Touch 4 button should not be used if the customer wishes to use his or her existing primary or dial around carrier for long distance service. Brother International, Corp. is not responsible for long distance service or customer billing. Subject to service availability. All applications are subject to credit approvals.

  • Page 60: Making Copies

    Making Copies Copy Functions To make a single copy that is not reduced, enlarged or sorted, you only have to press one key. The default resolution for a single copy is Super Fine. Set the resolution to PHOTO for photographs. Remember, your machine cannot scan anything closer than one-eighth inch from the edge of the paper.
  • Page 61 Press to select SORT. For example, select SORT. To start copying now without enlarging or reducing, press Copy/Help. To reduce or enlarge the image, press Function/Set. Press to select an enlargement or reduction ratio. For example, 75 %. Press Copy/Help. If you are making multiple copies and get a MEMORY FULL message while you are scanning the first page, press Stop to cancel the job.

  • Page 62: Printing Reports

    Printing Reports Fax Machine Settings and Activity You can print the following lists and reports: 1.XMIT REPORT 2.ACT.REPORT 3.AUTO DIAL 4.TEL.INDEX 5.USER SETTINGS 6.MEMORY STATUS To Print a Report Press Function/Set, 7. Enter the number of the report you want to print. For example, press 4 to print the TEL-INDEX.

  • Page 63: Transmission Verification (Xmit) Report

    Press Stop to exit. Activity Report Interval You can set the fax machine to print activity reports at specific intervals (6, 12, 24 hours, 2, 4 or 7 days). If you set the interval to OFF, you can print the report by following the steps in the previous section.

  • Page 64: Important Information

    If you are not able to solve a problem with your fax machine, contact Brother Customer Service. (See Brother Numbers, page i.)

  • Page 65: International Energy Star Compliance Statement

    This equipment may not be used on coin service lines provided by the telephone company or connected to party lines. Brother cannot accept any financial or other responsibilities that may be the result of your use of this information, including direct, special or consequential damages.

  • Page 66: Important Safety Instructions

    Refer all servicing to a Brother Authorized Service Center. A list of Brother Authorized Service Centers has been included for your convenience, or you may contact the Brother Customer Service for your nearest Brother Authorized Service Center.

  • Page 67: Troubleshooting And Routine Maintenance

    If this happens, your fax machine often identifies the problem and displays an error message. The list below explains the most common error messages. If you need additional help, call the Brother fax-back system. (See Brother Numbers, page i) CHANGE CARTRIDGE...
  • Page 68 Open the top cover by lifting the gray lever on the right side of the top cover. Top Cover Pull the jammed paper gently from the paper tray toward the front of the machine. If the paper is jammed under the rollers, then pull it toward the back of the machine. 12 - 2 T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E YES!
  • Page 69 Pull the document toward the front of the machine. Close the cover and press Stop. MACHINE ERROR XX PRESS STOP KEY Contact Brother Customer Service at USA: From within Canada: From within Montreal: 1-514-685-6464 (voice) T R O U B L E S H O O T I N G A N D R O U T I N E M A I N T E N A N C E A poor quality phone line resulted in a communications error.

  • Page 70: If You Are Having Difficulty With Your Fax Machine

    If You Are Having Difficulty with Your Fax Machine If you think there is a problem with your fax machine, make a copy first. If the copy looks good, the problem is probably not your fax machine. Check the difficulties below and follow the troubleshooting tips.

  • Page 71: Phone Line Or Connections

    Wait to hear fax receiving tones before pressing Start. Vertical Black Lines When Sending Use your fax machine to make a copy. If the copy shows the same problem, the scanner area is dirty. Lift the top cover and check the original path. Clean the scanner’s white tape and the glass strip under the tape using isopropyl alcohol...

  • Page 72: Handling Incoming Calls

    Handling Incoming Calls Double Ring in FAX/TEL Mode The fax machine knows the incoming call is not a fax so it is signaling you to answer the telephone call. Pick up the fax machine handset or answer from an extension phone and press your fax machine’s Telephone Answer Code (default setting is #51).

  • Page 73: Routine Maintenance

    Glass Strip Cleaning the Print Head Before cleaning, unplug the power cord for safety. To clean the fax machine print head, wipe the print head with a lint-free cloth that is dry or lightly moistened with isopropyl alcohol.

  • Page 74: Replacing The Print Cartridge

    WARNING Just after you have used the machine, the print head is extremely HOT! Replacing the Print Cartridge Open the top cover by lifting the gray lever on the right side. (See page12-2) Remove the print cartridge containing the used ribbon and set it down.

  • Page 75: Specifications

    Specifications Type Compatibility Coding System Modem Speed original Input Width Scanning/Printing Width Paper Tray Printer Type Gray Scale Display Polling Types Contrast Control Resolution Memory Capacity One Touch Dial Speed Dial Automatic Redial Speaker Type Auto Answer Communication Source Operating Environment Power Source Power Consumption Dimensions...

  • Page 76: Index

    AUTO DIAL REPORT ...10-1 Automatic Transmission ...6-2 Beeper Volume ...4-4 Broadcasting ...7-6 Broadcasting (Set Up Groups) ...7-3 Brother Numbers ... i CALL PICKUP ...8-2 Call Waiting Caller ID ...8-4 Caller ID ...8-2 Caller ID (Printing Log) ...8-3 Caller ID (Viewing Log) ...8-3 CallManage ...8-5...

  • Page 77: Inserting Spaces

    Handset Volume ...4-4 Help ...1-1 Hold ... 1-3, 7-7 Inserting Spaces ...4-2 International Calls ...6-4 Interrupting ...6-5 Maintenance (Routine) ...12-7 Manual Dialing ...7-4 MANUAL Mode ...5-1 Manual Transmission ...6-2 MEMORY STATUS REPORT ...10-1 Memory Storage ...4-5 Memory Transmission ...6-3 Multi-Line Connections ...2-7 One Touch Dial (Changing) ...7-3 One Touch Dial (Storing) ...7-1 One Touch Dialing ...7-4...
  • Page 78 Tone (Send Signals) ...7-7 TOP COVER OPEN ...12-4 TRANSMISSION VERIFICATION (XMIT) REPORT ...10-2 Troubleshooting ...12-1 Two-Line Phone System ...2-5 USER SETTINGS REPORT ...10-1 VERIFICATION (XMIT) REPORT ..10-1 Volume Amplify ...4-5 WARNING ...11-2 I - 3 I N D E X...

  • Page 79: Remote Fax Options

    (See Turning On Fax Storage, page R-2.) Programming Paging Number When Paging is selected, your fax machine dials the pager number you’ve programmed, and dials your Personal Identification Number (PIN) when connected, to activate your pager and let you know you have a fax message in the memory.

  • Page 80: Programming A Fax Forwarding Number

    Fax Storage remains on. (See Printing a Fax in Memory, page 5-6.) Changing Remote Access Code Enter your Remote Access Code when the fax machine picks up your call, so you can access features remotely. The access code is preset to 1 5 9 this.

  • Page 81: Using Remote Retrieval Aceess Code

    30 seconds to enter a command, the machine hangs up. If you enter an invalid command, the machine beeps three times. Press 9 0 to reset the fax machine when you finish. Hang up. If your fax machine is set to MANUAL...

  • Page 82: Retrieving Fax Messages

    As soon as you hear two short beeps, use the dial pad to press 9 6 2. Using the dial pad, enter the number (up to 20 digits) of the remote fax machine where you want your fax messages forwarded, and then press # #.
  • Page 83 Telecommunications Regulations of that country and the power requirements of your fax machine may not be compatible with the power available in foreign countries. Using USA or CANADA models overseas is at your own risk and will void your warranty.

This manual is also suitable for:

Ppf-560 - intellifax 560 b/w

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