Brother FAX-565 User Manual
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Brother FAX-565 User Manual

Brother FAX-565 User Manual

Brother fax-565: users manual
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FAX-565
®
version A

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Summary of Contents for Brother FAX-565

  • Page 1 FAX-565 ® version A...
  • Page 2 Register your product on-line at www.registermybrother.com By registering your product with Brother International Corporation, 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;...

  • Page 3: Brother Numbers

    The Brother Solutions Center is our one-stop resource for all your Fax Machine needs. You can read FAQs and troubleshooting tips, and go to the “Solutions” section to learn how to get the most from your Brother product. http://solutions.brother.com For Customer Service...

  • Page 4: Ordering Accessories And Supplies

    Visa, MasterCard, Discover, or American Express credit card, you can order accessories directly from Brother. (In the USA, you can visit us online for a complete selection of the Brother accessories and supplies that are available for purchase.)

  • Page 5: Compilation And Publication Notice

    (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50. Compilation and Publication Notice Under the supervision of Brother Industries Ltd., this User’s Guide has been compiled and published, covering the latest product descriptions and specifications. The contents of this User’s Guide and the specifications of this product are subject to change without notice.
  • Page 6 Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S. For the name of local Brother Authorized 1-800-521-2846. What Brother will ask you to do:...
  • Page 7 AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED. • This Limited Warranty is the only warranty that Brother is giving for this Product. It is the final expression and the exclusive and only statement of Brother's obligations to you. It replaces all other agreements and understandings that you may have with Brother or its representatives.
  • 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: Safety Precautions

    Safety precautions To use the fax machine safely Save these instructions for later reference. WARNING There are high voltage electrodes inside the fax machine. Before you clean the fax machine or clear a paper jam, make sure you have unplugged the power cord from the power outlet.

  • Page 10: Choosing A Location

    Choosing a location Place the fax machine on a flat, stable surface that is free of vibration and shocks, such as a desk. Put the fax machine near a telephone jack and a standard, grounded power outlet. Choose a location where the temperature remains between 50°F and 95°F (10°-35°C).

  • Page 11: Quick Reference Guide

    Quick Reference Guide Sending faxes Automatic transmission Insert the original face down in the ADF (up to 10 pages). Enter the fax number you want to call. Fax Start Press Receiving faxes Select Receive Mode Receive Mode Press select FAX ONLY , FAX/TEL , TAD:ANSWER MACH.
  • Page 12 Press Enter the number of copies you want (up to 99). Press Press SORT , and then press Copy/Reports Brother fax back system: In USA: 1-800-521-2846 Brother Global Web Site: http://www.brother.com Frequently Asked Questions (FAQs) and Product Support http://solutions.brother.com Brother Accessories & Supplies:...

  • Page 13: Table Of Contents

    Converting telephone wall outlets ... 1-15 Installing fax machine, external two-line TAD and Multi-Line Connections (PBX) ... 1-17 If you are Installing the Fax machine to Custom features on your phone line... 1-17 Paper ... 2-1 About paper ... 2-1 Handling and using special paper ...
  • Page 14 On-Screen Programming ... 3-1 User-friendly programming ... 3-1 Menu table ... 3-1 Memory Storage ... 3-1 Navigation keys ... 3-2 Initial Setup ... 4-1 Getting started ... 4-1 Setting the Date and Time ... 4-1 Setting the Station ID... 4-2 Entering text ...
  • Page 15 Distinctive Ring... 5-12 What does your telephone company’s ‘Distinctive Ring’ do? ... 5-12 What does Brother’s ‘Distinctive Ring’ do? ... 5-12 Do you have Voice Mail?... 5-13 Before you choose the ring pattern to register ... 5-13 Registering the Distinctive Ring pattern ... 5-14 Very important ...
  • Page 16 Broadcasting... 6-12 Overseas Mode ...6-13 Call Reservation ... 6-14 Print Sample Call Back Message ...6-15 Delayed Fax... 6-16 Setting up Polled Transmission ... 6-17 Memory Transmission ... 6-18 Interrupting Delayed Fax and Polled Transmit jobs.. 6-19 Quick-Dial numbers and dialing options ... 7-1 Storing numbers for easy dialing ...
  • Page 17 Printer Jam or Paper Jam... 12-3 Original Jam ... 12-3 Paper Jam ... 12-4 If you are having difficulty with the fax machine ... 12-6 How to improve print quality ... 12-8 Cleaning the print head ... 12-8 Clean the print head when you want to improve the print quality and also as part of your routine maintenance...
  • Page 18 Glossary ... G-1 Specifications ... S-1 General ... S-1 Copy ... S-1 Fax ... S-2 Index ... I-1 Remote Retrieval Access Card ... R-1...

  • Page 19: Introduction

    Introduction Using this Guide Thank you for buying a Brother fax machine. This fax machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of the fax machine by taking a few minutes to read this Guide.

  • Page 20: Fax Test Sheet And Product Registration (Usa Only)

    (USA only) After setting your Station ID, please fill in the Test Sheet included with the fax machine and fax it to Brother’s Automated Fax Response System as your first transmission. This will check that your fax machine is working properly.

  • Page 21: Part Names

    Description To connect the machine and the telephone handset. You can call someone by using this. Connect the fax machine to a telephone wall jack. Support paper here. Load paper here. Press and slide it to fit the original width.

  • Page 22: Rear View

    ■ Rear view 9 Telephone Line Jack 8 External Telephone Line Jack No. Name External Telephone Line Jack Telephone Line Jack 1 - 4 INTRODUCTION Description Plug in the modular plug on the external telephone line here. Plug in the modular plug on the telephone line here.

  • Page 23: Control Panel Overview

    Control panel overview LCD (Liquid Crystal Display) Displays messages to help you set up and operate your machine. Search/Speed Dial Lets you dial stored phone and fax numbers by pressing # and a two-digit number. Also, lets you look up numbers stored in the dialing memory.
  • Page 24 One-Touch Dial Keys These four keys give you instant access to previously stored phone and fax numbers. Navigation Keys: Menu/Set Lets you access the menu and programming mode and stores your settings in your machine. Press to scroll forward or backward to set a menu selection.

  • Page 25: About Fax Machines

    Voice Mail will stop the fax machine from receiving faxes. If you set Voice Mail and the Brother machine to answer after the same number of rings, there is no way of knowing which one will answer first.

  • Page 26: Fax Tones And Handshake

    A receiving fax chirps for about 40 seconds over the phone line, and the LCD shows RECEIVE . If the fax machine is set to the FAX ONLY mode, it will answer every call automatically with fax receiving tones. If the other person hangs up, the fax machine will continue to send the “chirps”...

  • Page 27: Ecm (Error Correction Mode)

    ECM (Error Correction Mode) The Error Correction Mode (ECM) is a way for the fax machine to check a fax transmission while it is in progress. ECM transmissions are only possible between machines that both have this feature. If they do, you may send and receive fax messages that are continuously being checked by the machine.

  • Page 28: Connections

    (or telephone answering device) directly to the fax machine. Connect the modular plug on the telephone’s line cord to the jack labeled EXT. on the back side of the fax machine. Whenever this external phone (or TAD) is in use, the screen displays EXT.

  • Page 29: Connecting An External Telephone Answering Device (Tad)

    TAD on the same telephone line as the fax machine, the TAD answers all calls and 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 30: Connections

    LINE. Plug the telephone line cord from your external TAD into the back side of the fax machine, in the jack labeled EXT. (Make sure this cord is connected to the TAD at the TAD’s telephone line jack, and not its telephone set jack.)

  • Page 31: Recording Outgoing Message (Ogm) On An External Tad

    Record 5 seconds of silence at the beginning of your message. (This allows the fax machine time to listen for the fax CNG tones of automatic transmissions before they stop.) Limit your speaking to 20 seconds.

  • Page 32: Special Line Considerations

    The calls are usually passed down or “rolled over” to the next available phone line in a preset order. The fax machine can work in a roll over system as long as it is the last number in the sequence, so the call cannot roll away. Do not put the fax machine on any of the other numbers;...

  • Page 33: Converting Telephone Wall Outlets

    RJ11 jacks (Line 1, Line 2) and a third RJ14 jack (Lines 1 and 2). If the fax machine is on Line 1, plug the fax machine into L1 of the triplex adapter. If the fax machine is on Line 2, plug it into L2 of the triple adapter.

  • Page 34: Installing Fax Machine, External Two-Line Tad And Two-Line Telephone

    TAD. The most common connection is to put the fax machine on Line 2, which is explained 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 35: Multi-Line Connections (Pbx)

    Fax machine for you. 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 36: Paper

    23.4 lb Paper specifications for the paper tray Weight Thickness The fax machine can only scan an image 8.2 in. (208 mm) wide, regardless of how wide the paper is. Do not use paper: ■ that are extremely shiny or highly textured ■...

  • Page 37: How To Load Paper

    How to load paper To load paper Fan the stack of paper well to avoid paper jams and mis-feeds. Gently insert the paper. Make sure the print side is towards you. Tap the stack of paper so the edges are even. Print Side Paper PAPER 2 - 2...

  • Page 38: On-Screen Programming

    On-Screen Programming User-friendly programming The fax machine is designed to be easy to use with LCD on-screen programming using the navigation key. User-friendly programming helps you take full advantage of all the menu selections the fax machine has to offer.

  • Page 39: Navigation Keys

    Navigation keys You can access the menu mode by pressing When you enter the menu, the LCD scrolls. Press for Initial Setup menu —OR— Press for Setup Receive menu —OR— Press for Setup Send menu —OR— Press for Cancel Job menu —OR—...
  • Page 40 Press to scroll to your next menu selection. Menu/Set Press When you finish setting an option, the LCD shows ACCEPTED . to scroll backward if you passed your choices or want to save keystrokes. 3 - 3 ON-SCREEN PROGRAMMING...
  • Page 41 PULSE Allows you to change the ENGLISH LCD Language to French. FRENCH Sets the number of rings before your fax machine answers in FAX/TEL or FAX ONLY mode. Sets the time for “F/T pseudo-ring” in FAX/TEL (F/T) Mode. Receive fax messages...
  • Page 42 Reduces size of image. AUTO 100% Selects size of paper for LETTER fax receiving LEGAL — Sets up your fax machine to poll another fax machine. Automatically sends a NEXT FAX ONLY programmable cover page or prints a sample coverpage.
  • Page 43 * The factory setting (option) is shown in bold. Menu/Set to accept Stop to Exit Options Descriptions — Set your fax machine to send your documents later. Set up your fax machine with a document to be retrieved by another fax machine. You can send faxes from NEXT FAX ONLY memory.
  • Page 44 — Print incoming faxes stored in the memory. Use with phone company Distinctive Ring service to register the ring pattern with your fax machine. — Register your AREA CODE to dial from the Caller ID log. Page 5-10 5-12...

  • Page 45: Initial Setup

    Getting started Setting the Date and Time The fax machine displays the date and time, and if you set up the Station ID it prints on every fax you send. If there is a power failure, you may have to reset the date and time. All other settings will not be affected.

  • Page 46: Setting The Station Id

    Setting the Station ID You should store your name or company name and fax number to be printed on all fax pages that you send. The telephone number will appear only on cover pages and call back messages. Menu/Set Press Enter your fax number (up to 20 digits).

  • Page 47: Entering Text

    Entering text When you are setting certain menu selections, such as the Station ID, you may need to type text into the fax machine. Most number keys have three or four letters printed below them. The keys for do not have printed letters because they are used for special characters.

  • Page 48: Special Characters And Symbols

    In order to program this information into the fax machine, complete the steps described on page 4-2. 4 - 4 INITIAL SETUP to move the cursor under (space) ! "...

  • Page 49: Setting The Beeper Volume

    You can change the beeper volume. The default (original) setting is LOW . When the beeper is on, the fax machine beeps every time you press a key or make a mistake and when a fax is being sent or received.

  • Page 50: Choosing The Handset Volume (For Volume Amplify)

    Choosing the Handset Volume (For Volume Amplify) Before you begin to use your machine, you must decide if you need to set the handset volume to VOL AMPLIFY: ON? for a user who is hearing-impaired. The AMPLIFY volume level complies with FCC standards.

  • Page 51: Setting Volume Amplify

    Setting Volume Amplify Please carefully read Choosing the Handset Volume (For Volume Amplify), page 4-6 before you do the following steps: Menu/Set Press Press VOL AMPLIFY:OFF? if none of the users are hearing-impaired and go to Step 4. —OR— If some or all of the users are hearing-impaired, select VOL AMPLIFY:ON? .

  • Page 52: Memory Storage

    Memory Storage In the event of a power failure, all settings in the INITIAL SETUP , SETUP RECEIVE and SET QUICK-DIAL plus the COVERPG SETUP and COVERPAGE MSG (from SETUP SEND ) operations are stored permanently. You may have to reset the date and time. Setting Tone and Pulse dialing mode (Canada Only) Menu/Set...

  • Page 53: Setup Receive

    Setup Receive Basic receiving operations Choosing the Receive Mode There are four different Receive Modes for the fax machine. You can choose the mode that best suits your needs. How it works The fax machine FAX ONLY automatically answers (automatic receive) every call as a fax.

  • Page 54: To Select Or Change Your Receive Mode

    09/06 15:25 To select or change your Receive Mode Receive Mode Press The screen displays your current selection. Continue to press appears. After 2 seconds, the screen returns to the date and time display, along with your new Answer Mode setting. If you are changing Answer Mode while in another operation, the screen returns to the current operation display.

  • Page 55: Setting The Ring Delay

    Setting the Ring Delay The Ring Delay sets the number of times the fax machine rings before it answers in FAX ONLY or FAX/TEL mode. If you have extension phones on the same line as the fax machine or subscribe to the telephone company’s Distinctive Ring service, keep the Ring...

  • Page 56: Setting The F/T Ring Time (Fax/Tel Mode Only)

    If you set the Receive Mode to FAX/TEL, you’ll need to decide how long the fax machine will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the fax machine prints the fax.) This ringing happens after the initial ringing from the phone company.

  • Page 57: Easy Receive

    (See Operation from extension telephones on page 5-8.) If this feature is set to ON , but the fax machine doesn’t connect a fax call when you lift a phone handset, press the Fax Receive...

  • Page 58: Printing A Reduced Incoming Fax

    Printing a reduced incoming fax If you choose AUTO , the fax machine automatically reduces an incoming fax to fit on one page of letter or legal size paper, regardless of the paper size of the original. The fax machine...

  • Page 59: Setting Paper Size

    Ask the other party to place the original in their machine and to Start press . Tell the other party to wait until the fax machine sends receiving tones (chirps) before hanging up. When you hear the other machine’s CNG tones (beeps), press...

  • Page 60: Advanced Receiving Operations

    Your caller will have to press For FAX/TEL mode only When the fax machine is in FAX/TEL mode, it will use the F/T Ring Time (pseudo/double-ringing) to alert you to pick up a voice call. If you’re at an extension or external phone, you’ll need to lift the handset during the F/T Ring Time and then press double rings.

  • Page 61: Using A Cordless External Handset

    Ring Delay. If you let the fax machine answer first, you will have to answer using the cordless and then go to the fax machine so you can press call to the cordless handset.

  • Page 62: Printing A Fax From The Memory

    Printing a fax from the memory If you set Fax Storage to ON for Remote Retrieval, you can still print a fax from the memory when you are at the fax machine. (See Setting Fax Storage on page 8-3.) Menu/Set...

  • Page 63: Setting Up Sequential Polling Receive

    Setting up Sequential Polling Receive The fax machine can ask for faxes from several fax units in a single operation (Sequential Polling Receive). Afterwards, a Sequential Polling Report will be printed. Menu/Set Press Enter the fax machines you want to poll.

  • Page 64: Telephone Services

    Please call your telephone company for availability and rates. What does Brother’s ‘Distinctive Ring’ do? The Brother fax machine has a Distinctive Ring feature that allows you to use the fax machine to take full advantage of the telephone company’s Distinctive Ring service. The new phone number on your line can just receive faxes.

  • Page 65: Do You Have Voice Mail

    Before you choose the ring pattern to register You can only register one Distinctive Ring pattern with the fax machine. Some ring patterns cannot be registered. The ring patterns below are supported by the Brother fax machine. Register the one your telephone company gives you. Ring...

  • Page 66: Registering The Distinctive Ring Pattern

    The fax machine will only answer calls to its registered number. ■ The first two rings are silent on the fax machine. This is because the fax must «listen» to the ring pattern (to compare it to the pattern that was ‘registered’). (Other telephones on the same line will ring.)

  • Page 67: Caller Id

    Caller ID The Caller ID feature of your machine lets you use the Caller ID subscriber service offered by many local telephone companies. After at least two rings, the LCD shows the telephone number of your caller (or up to 16 characters of the name, if available). Once you pick up the handset the Caller ID information disappears from the LCD, but the call information remains stored in the Caller ID memory.

  • Page 68: Printing The Caller Id Log

    Printing the Caller ID Log Hold/Caller ID Press To print the Caller ID Log, press Fax Start Viewing the Caller ID Log Hold/Caller ID Press After two seconds, press to scroll through the Caller ID Log. When you want to see detailed information for a displayed ID (phone number and date and time call was received) press...

  • Page 69: Returning A Call From The Log

    Returning a call from the Log You can scroll through the Caller ID Log and select a call to return automatically. (See page 5-15.) (For USA Only) You must set up your AREA CODE in advance. (See Setting up your area code (USA only) on page 4-8.) Hold/Caller ID Press Press...

  • Page 70: Registering A Caller Id Number

    Registering a Caller ID number You can set up a caller in the Caller ID Log as a One-Touch or Speed Dial number. Hold/Caller ID Press After two seconds, press to scroll through the Log and when you see a caller you want to Menu/Set register, press To register the caller as a...

  • Page 71: Call Waiting/Caller Id

    Call Waiting/Caller ID The Call Waiting/Caller ID feature lets you use the Call Waiting/Caller ID service offered by many local telephone companies. This feature displays the telephone number (or name, if available) of Call Waiting callers on your machine’s LCD. 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 72: Setup Send

    Setup Send How to dial There are four ways to dial. Manual dialing Press all of the digits of the phone or fax number. One-Touch dialing Press the One-Touch key of the location you want to call. Speed-dialing Search/Speed Dial Press , and then the two digit Speed-Dial number.

  • Page 73: Search

    Search You can search for names you have stored in One-Touch and Speed-Dial memories. Press numbers alphabetically by name, enter the first letter of the name by using the dial pad. Press numbers on page 7-3.) Search/Speed Dial . (See Storing Speed-Dial To search numerically To search alphabetically .

  • Page 74: How To Fax

    Fax Start Press The ADF can hold up to 10 pages, feeding each one individually through the fax machine. Use standard 17 lb-23.4 lb (64 g/m -90 g/m ) paper when using the ADF; if you are using heavier paper, feed each sheet individually to prevent paper jams.

  • Page 75: Out Of Memory Message

    Out of memory message If you get an OUT OF MEMORY message while scanning the first page Stop/Exit of a fax, press MEMORY message while scanning a subsequent page, you will have Fax Start the option to press Stop/Exit to press to cancel the operation.

  • Page 76: Sending A Fax At The End Of A Conversation

    Sending a fax at the end of a conversation At the end of a conversation you can send a fax to the other party before you both hang up. Ask the other party to wait for fax tones (beeps) and then press Start before hanging up.

  • Page 77: Basic Sending Operations

    Step 4. Enter a fax number. Fax Start Press The fax machine starts scanning the first page. to select AUTO , S.LIGHT or S.DARK . to send the fax. 3.CONTRAST ACCEPTED OTHER SETTINGS? 1.YES 2.NO...

  • Page 78: Fax Resolution

    Fax resolution When you have an original in the ADF you can use the key to change the setting temporarily (for this fax only). Press Resolution repeatedly until the LCD shows the setting you want. —OR— You can change the default setting. Menu/Set Press Press...

  • Page 79: Canceling A Job While Scanning, Dialing And Sending The Original

    You can cancel a job while you are scanning it into memory by Stop/Exit pressing You can also cancel a job while the fax machine is dialing or sending the original by pressing Canceling a scheduled job You can cancel a fax job that is waiting in memory.

  • Page 80: Advanced Sending Operations

    Advanced sending operations Electronic Cover Page The cover page is sent to the receiving party’s machine. Your cover page includes the name stored in the One-Touch or Speed-Dial memory, if you have used a quick-dial number to make the call. The cover page indicates the fax is from your Station ID, and the number of pages you are sending.

  • Page 81: Always Send Cover Page

    Menu/Set Press displays: Press if you want to select additional settings. The display returns to the Setup Send menu. —OR— Press if you are finished choosing settings, and go to Step 10. Enter the fax number you are calling and then press Fax Start Always send Cover Page Make sure Station ID is set up.

  • Page 82: Using A Printed Cover Page

    Using a printed Cover Page If you prefer using a printed cover page that you can write on, you can print the sample page and attach it to your fax. Menu/Set Press Press SAMPLE , and press Composing your own comments Menu/Set Press The screen displays:...

  • Page 83: Broadcasting

    Stop/Exit Press Broadcast. To cancel all locations, press scheduled job on page 6-8.) . The fax machine stores the document in during transmission to cancel the current fax Menu/Set . (See Canceling a SETUP SEND 6 - 12...

  • Page 84: Overseas Mode

    Overseas Mode If you are having difficulty sending a fax overseas due to possible interference on the phone line, we recommend that you turn on the Overseas Mode. After you send a fax using this feature, the feature will turn itself off. Insert the original face down in the ADF.

  • Page 85: Call Reservation

    Call Reservation You can send a fax and let the other party know that you want to speak to him after the fax transmission is completed. The other fax machine will ring as if it were receiving a telephone call; if the other party picks up the handset, your machine will ring.

  • Page 86: Print Sample Call Back Message

    Print Sample Call Back Message Menu/Set Press Press SAMPLE . Menu/Set Press 6 - 15 SETUP SEND to select PRINT 6.CALL RESERVE...

  • Page 87: Delayed Fax

    Enter the fax number. Fax Start Press . The fax machine will wait until the time you have entered to send the fax. The number of pages you can scan into the memory depends on the amount of data that is printed on each page.

  • Page 88: Setting Up Polled Transmission

    Setting up Polled Transmission Polled Transmission is when you set up the fax machine to wait with an original so another fax machine can retrieve it. Insert the original face down in the ADF. Menu/Set Press Press Menu/Set Press Press...

  • Page 89: Memory Transmission

    Memory Transmission This feature allows the fax 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 document.

  • Page 90: Interrupting Delayed Fax And Polled Transmit Jobs

    Interrupting Delayed Fax and Polled Transmit jobs You can send a fax or make a copy now, even if you have your machine set to send a fax later, or if you have it set to be polled. However, you cannot use automatic redial or the Menu mode. Menu/Set Press Wait 2 seconds, then remove the...

  • Page 91: Quick-Dial Numbers And Dialing Options

    The screen displays the location you selected. (USA Only) One-Touch key 1 has been programmed for the Brother fax back system. You can change it if you want to. Enter a number (up to 20 digits). Menu/Set...
  • Page 92 Use the dial pad to enter the name (up to 15 characters). Menu/Set Press letters. (See Entering text on page 4-3.) —OR— Menu/Set Press Press Menu/Set a fax only number a telephone (voice) number both a fax and telephone (voice) number FAX/TEL a number (usually an access code) for chain dialing.

  • Page 93: Storing Speed-Dial Numbers

    —OR— Stop/Exit Press QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 3 Search/Speed Dial ). The fax machine can store 100 Speed-Dial to store the number without a name. to select the type of number and press , the two-digit 2.SPEED-DIAL #05: ENTER &...

  • Page 94: 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 where a number is already stored, the LCD will show the name stored there (or number) and will ask you to do one of the following: Press to change the stored number.

  • Page 95: Setting Up Groups For Broadcasting

    Setting up Groups for Broadcasting Groups allow you to send the same fax message to many fax numbers by pressing only one One-Touch key (Broadcasting). First, you’ll need to store each fax number as a One-Touch or Speed-Dial number. Then, you can combine them into a Group. Each Group uses up a One-Touch key.

  • Page 96: Dialing Options

    Dialing options You can use the 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 a quick-dial number, the LCD shows the name you’ve stored, or if you haven’t stored a name, the fax number you’ve...

  • Page 97: One-Touch Dialing

    QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 7 to dial the call, pick up the handset when Fax Start when the receiving fax machine answers with Search/Speed Dial to dial the call, pick up the handset when Fax Start...

  • Page 98: Access Codes And Credit Card Numbers

    Access codes and credit card numbers Sometimes you may want to choose from several long distance carriers when you make a call. Rates may vary depending on the time and destination. To take advantage of low rates, you can store the access codes or long-distance carriers and credit card numbers as One-Touch and Speed-Dial numbers.

  • Page 99: Pause

    Lift the handset of an external phone. Press . Any digits dialed after this will send tone signals. When you hang up, the fax machine will return to the Pulse dialing service. QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 9 to insert a 3.5-second pause between...

  • Page 100: Remote Fax Options

    Remote Fax Options Fax Forwarding/Paging Programming a Fax Forwarding number When Fax Forwarding is set to ON , the fax machine stores received faxes in the memory. Then it dials the fax number you’ve programmed and forwards the fax message.

  • Page 101: Programming Your Pager Number

    Programming your pager number When Paging is selected, the fax machine dials the pager number you’ve programmed, and then dials your Personal Identification Number (PIN). This activates your pager so you will know that you have a fax message in the memory.

  • Page 102: Setting Fax Storage

    (See Printing a fax from the memory on page 5-10.) Backup Print If you’ve set FAX STORAGE to ON , the fax machine automatically prints faxes as they are received into the memory. This is a safety feature in case the power goes off so you won’t lose your messages.

  • Page 103: Setting Your Remote Access Code

    Setting your remote access code The remote access code lets you access the Remote Retrieval features when you are away from the fax machine. Before you use the remote access and retrieval features, you have to set up your own code. The default code is inactive code (---...

  • Page 104: Remote Retrieval

    Hang up. If the fax machine is set to MANUAL mode and you want to use the remote retrieval features, you can access the fax machine by waiting about 2 minutes after it starts ringing, and then entering the Remote Access Code within 30 seconds.

  • Page 105: Remote Commands

    Remote commands Follow the commands below to access features when you are away from the fax machine. When you call the fax machine and enter your Remote Access Code (3 digits followed by two short beeps and you must enter a remote command.

  • Page 106: Retrieving Fax Messages

    You cannot use you want to store a pause. Hang up after you hear the fax machine beep. The fax machine will call the other machine, which will then print your fax messages. Changing your Fax Forwarding number You can change the default setting of your fax forwarding number from another telephone or fax machine using Touch Tone.

  • Page 107: Printing Reports

    Printing reports FAX settings and activity You need to set up the Transmission Verification Report and Journal Period in the menu table. Menu/Set Press —OR— Menu/Set Press Customizing the Transmission Verification Report You can use the Transmission Report as proof that you sent a fax. This report lists the time and date of transmission and whether the transmission was successful (OK).

  • Page 108: Setting The Journal Period

    Stop/Exit Press If you select 6, 12, 24 hours, 2 or 7 days, the fax machine will print the report at the selected time and then erase all jobs from its memory. If the fax machine’s memory becomes full with 30...

  • Page 109: Printing Reports

    Printing reports You can print the following lists and reports: 1.HELP LIST 2.QUICK-DIAL 3.FAX JOURNAL 4.TRANSMISSION 5.TEL.INDEX 6.USER SETTINGS 7.MEMORY STATUS To print a report Make sure that there is no original in the ADF. Copy/Reports Press of the report you want to print. For example, press USER SETTINGS .

  • Page 110: Making Copies

    Making copies Using the fax machine as a copier You can use this fax machine as a copier. Always make sure you have paper in the paper tray before making copies. Copy Key Incoming faxes cannot be received on paper or into the memory while the fax machine is copying.

  • Page 111: Making A Single Copy

    Making a single copy Insert the original face down in the ADF. Copy/Reports Press To cancel, press Do NOT pull on the paper while copying is in progress. The default resolution for a single copy is S.FINE . Set the resolution to PHOTO for photographs by using the key.
  • Page 112 Press Copy/Reports Press If you are making multiple copies and get a OUT OF MEMORY message while you are scanning the first page, press Stop/Exit to cancel the job. Then make a single copy. If you selected SORT and the OUT OF MEMORY message appears while scanning subsequent pages, you can press Copy/Reports Stop/Exit...

  • Page 113: Important Information

    Important information Standard telephone and FCC Notices These notices are in effect on models sold and used in the United States only. This equipment is hearing-aid compatible. When programming emergency numbers or making test calls to emergency numbers: ■ Remain on the line and briefly explain to the dispatcher the reason for the call before hanging up.
  • Page 114 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 115: Federal Communications Commission (Fcc) Declaration Of Conformity (Usa Only)

    AC outlet after checking the rating of the local power supply for the machine to operate properly and safely. Federal Communications Commission (FCC) Declaration of Conformity (USA only) Responsible Party: Brother International Corporation 100 Somerset Corporate Boulevard Bridgewater, NJ 08807-0911 USA TEL: (908) 704-1700...

  • Page 116: Important

    ■ Call the dealer or an experienced radio/TV technician for help. Important Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user’s authority to operate the equipment. Industry Canada Compliance Statement (Canada only) This Class B digital apparatus complies with Canadian ICES-003.

  • Page 117: Important Safety Instructions

    15 amperes (USA only). Do not place anything in front of the fax machine that will block received faxes. Do not place anything in the path of received faxes.
  • Page 118 Authorized Service Personnel. A list of Authorized Service Centers has been included for your convenience, or you may contact Brother Customer Service for your nearest Brother Authorized Service Center. (See Brother numbers on page i.) Unplug this product from the wall outlet and refer servicing to Authorized Service Personnel under the following conditions: ■...

  • Page 119: Trademarks

    Trademarks The Brother logo is a registered trademark of Brother Industries, Ltd. Brother is a registered trademark of Brother Industries, Ltd. © Copyright 2003 Brother Industries, Ltd. All rights reserved. All other brand and product names mentioned in this manual are registered trademarks of their respective companies.

  • Page 120: Troubleshooting And Routine Maintenance

    The most common error messages are shown below. You can correct most problems by yourself. If you need additional help, call the Brother fax back system (USA only). In USA only: 1-800-521-2846 ERROR MESSAGES ERROR...
  • Page 121 MACHINE ERROR The number you dialed does not answer or is NO RESPONSE/ busy. BUSY The data is too large for the fax machine’s OUT OF MEMORY memory. The paper is jammed in the fax machine. PAPER JAM TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 2 ACTION Call Brother Customer Service.

  • Page 122: Printer Jam Or Paper Jam

    Open the top cover by lifting the lever on the right side of the top cover. Pull the original toward the front of your fax machine. Close the top cover. Press down on both sides of the top cover until it clicks.

  • Page 123: Paper Jam

    Paper Jam The paper is jammed in your fax machine. Remove any paper that is not jammed. Open the top cover by lifting the lever on the right side of the top cover. Top Cover TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 4...
  • Page 124 Pull the jammed printout gently from the paper tray toward the front of your fax machine. If the printout is jammed, then pull it toward the front of your fax machine. Printout is jammed. Remove the print cartridge and turn the spool to tighten the ribbon.

  • Page 125: If You Are Having Difficulty With The Fax Machine

    SUGGESTIONS If your copy looks good, you probably had a bad connection, with static or interference on the phone line. If the copy looks bad, call Brother Customer Service at 1-800-284-4329 (in USA), 1-877-BROTHER (in Canada) or (514) 685-6464 (in Montreal).
  • Page 126 (See Cleaning the scanner on page 12-11.) 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 then press the fax machine’s...

  • Page 127: How To Improve Print Quality

    How to improve print quality Cleaning the print head Clean the print head when you want to improve the print quality and also as part of your routine maintenance. Unplug the power cord for safety. Open the top cover by lifting the lever on the right side of the top cover.
  • Page 128 Take out the printing cartridge. To clean your machine’s print head, wipe the print head with a lint-free cloth that is dry or lightly moistened with isopropyl alcohol. Wait until the alcohol on the print head is totally dried. Install the printing cartridge. (See Changing the ribbon on page 12-12.) Close the top cover.

  • Page 129: Packing And Shipping The Fax Machine

    Remove the paper wire extension, telephone line cord, print cartridge and handset, and pack them. If you are returning the fax machine to Brother as part of the Brother Exchange Service, pack only the fax machine. Keep all separate parts to use with your “Exchange” machine.

  • Page 130: Routine Maintenance

    Clean the white bar and the glass strip under the bar with isopropyl alcohol on a lint-free cloth. Be careful not to bend the spring plate or drop anything into your fax machine. Glass Strip Close the top cover.

  • Page 131: Changing The Ribbon

    Changing the ribbon Open the top cover by lifting the lever on the right side of the top cover. Be careful not to cut yourself on the sharp edges of the metal part shown in the illustration. Remove the print cartridge containing the used ribbon and set it upside–down with the blue gear in the upper left corner.
  • Page 132 Take the used ribbon out of the cartridge: 1 Snap out the upper white spool and slide the roll off the blue gear. (Do not remove the blue gear) 2 Lift out the lower roll. Blue Gear White Gear Slide the white elastic off the new refill rolls and set them down with the full roll in the lower position.
  • Page 133 Install the new ribbon in the cartridge: 1 Insert the lower roll into the cartridge holders. 2 Slip the upper left cardboard core onto the blue gear of the cartridge and insert the upper roll into the cartridge holders. Blue Gear Turn the upper right white spool clockwise to tighten the ribbon, as shown.
  • Page 134 Turn the cartridge over and re-install it in your machine: Insert the recessed first and place the cartridge into its four holders. Press down on both sides of the top cover to close it securely. 12 - 15 TROUBLESHOOTING AND ROUTINE MAINTENANCE...

  • Page 135: Glossary

    Auto Reduction Reduces size of incoming faxes. Backup Print Sets the fax machine to print a copy of every fax that is received and stored in memory. This is a safety feature so you will not lose message during a power failure.
  • Page 136 External telephone A TAD (telephone answering device) or telephone that is plugged into the EXT jack of the fax machine. F/T Ring Time The length of time that the Brother machine rings (when the receive mode setting is FAX/TEL) to notify you to pick up a voice call that it answered.
  • Page 137 Remote Activation Allows you to transfer a fax call, answered at an external or extension phone, to the fax machine. Remote Access Code Your own four-digit code ( you to call and access the fax machine from a remote location. Hook so you can...
  • Page 138 Resolution The number of vertical and horizontal lines per inch. See: Standard, Fine, Super Fine and Photo. Ring Delay The number of rings before the fax machine answers in FAX ONLY and FAX/TEL modes. Search An electronic, alphabetical listing of stored One-Touch, Speed-Dial and Group numbers.

  • Page 139: Specifications

    Specifications General Type Memory Capacity Paper Tray Printer Type LCD (Liquid Crystal Display) Operating Environment Best Print Quality Power Source Power Consumption Dimensions Weight Copy Enlarge/Reduce Desktop facsimile transceiver 512 KB 17 lb: Up to 50 pages 23.4 lb: Up to 30 pages Line Thermal with Ribbon 16 characters x 1 Line 50-95 °F (10-35 °C)

  • Page 140: Fax

    Compatibility Coding System Modem Speed Original Size Paper Size Automatic Document Feeder (ADF) Gray Scale Polling Types Contrast Control Resolution One-Touch Dial Speed-Dial Groups Broadcasting Automatic Redial Auto Answer Speaker Type Communication Source Memory Transmission Out of Paper Reception Refill Ribbon Rolls * “Pages”...

  • Page 141: Index

    ... 6-7 transmission ... 6-3 Broadcasting ... 6-12 setting up Groups ... 7-5 Brother accessories and supplies ...ii Brother numbers ... i Customer Service ... i fax back system ...ii frequently asked questions (FAQs) ... i product support ... i Test Sheet, sending ...
  • Page 142 Quick-Dial numbers ... 7-7 Distinctive Ring ... 5-12 Easy Receive ... 5-5 ECM (Error Correction Mode) ... 1-9 Envelopes ... 2-1 Error messages on LCD ... 12-1 CHECK PAPER ... 12-1 COMM. ERROR ... 12-1 MEMORY FULL ... 12-2 Extension telephone, using . 5-8 External telephone ...
  • Page 143 Interrupting ...6-19 Jacks convert to RJ11 jack ... 1-14 EXT jack external telephone ... 1-10 TAD (answering machine) ... 1-11 triplex adapter ... 1-14 Jams ... 12-3 LCD (Liquid Crystal Display) ...1-5, 3-1 Maintenance, routine ... 12-11 changing the ribbon ... 12-12 cleaning scanner ...
  • Page 144 changing the code ... 8-4 commands ... 8-6 getting your faxes ... 8-7 Reports ... 9-3 Fax Journal ... 9-3 Journal Period ... 9-2 Memory Status ... 9-3 Quick-Dial List ... 9-3 Transmission Verification . 9-1 User Settings ... 9-3 Resolution fax (Standard, Fine, SuperFine, Photo) ...

  • Page 145: Remote Retrieval Access Card

    Remote Retrieval Access Card If you plan to receive fax messages while away from the fax machine, carrying the Remote Retrieval Access Card printed below will serve as a convenient reminder of the retrieval procedures. Simply cut out the card and fold it to fit your wallet or organizer. Keeping it handy will help you derive the full benefit of the fax machine’s Forwarding,...
  • Page 146 Fold Fold R - 2...
  • Page 147 EQUIPMENT ATTACHMENT LIMITATIONS (Canada only) NOTICE This product meets the applicable Industry Canada technical specifications. NOTICE The Ringer Equivalence Number is an indication of the maximum number of devices allowed to be connected to a telephone interface. The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the RENs of all the devices does not exceed five.
  • Page 148 Brother International Corporation 100 Somerset Corporate Boulevard P.O. Box 6911 Bridgewater, NJ 08807–0911 USA Brother International Corporation (Canada) Ltd. 1 rue Hôtel de Ville, Dollard-des-Ormeaux, QC, CANADA H9B 3H6 http://www.brother.com ®...

This manual is also suitable for:

Ppf-565 - fax 565 b/w

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