Brother All in One Printer 5440CN User Manual

MFC-5440CN  
MFC-5840CN  
®
Version C  
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Brother numbers  
IMPORTANT  
For technical help, you must call the country where you bought the MFC.  
Calls must be made from within that country.  
Register your product  
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;  
may support an insurance claim by you in the event of product  
loss covered by insurance; and,  
will help us notify you of enhancements to your product and special offers.  
Please complete and fax the Brother Warranty Registration And Test Sheet  
or, for your convenience and most efficient way to register your new  
product, register on-line at  
Frequently asked questions (FAQs)  
The Brother Solutions Center is our one-stop resource for all your Fax  
Machine/Multi-Function Center needs. You can download the latest  
software and utilities, read FAQs and troubleshooting tips, and go to the  
“Solutions” section to learn how to get the most from your Brother product.  
You can check here for Brother driver updates.  
For Customer Service  
In USA:  
1-800-284-4329 (voice)  
1-901-379-1215 (fax)  
1-800-284-3238 (TTY service for the hearing-impaired)  
In Canada: 1-877-BROTHER (voice)  
(514) 685-4898 (fax)  
Service Center Locator (USA only)  
For the location of a Brother authorized service center, call 1-800-284-4357.  
Service Center Locations (Canada only)  
For the location of a Brother authorized service center, call 1-877-BROTHER.  
i
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Brother fax back system (USA only)  
Brother has installed an easy-to-use fax back system, so you can get  
instant answers to common technical questions and product information for  
all Brother products. This system is available 24 hours a day, 7 days a  
week. You can use the system to receive faxed instructions and an Index of  
fax back subjects.  
In USA only:  
1-800-521-2846  
Ordering accessories and supplies  
For best quality results use only genuine Brother accessories, which are  
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. (In the USA,  
you can visit us online for a complete selection of the Brother accessories  
and supplies that are available for purchase.)  
In USA:  
1-888-879-3232 (voice)  
1-800-947-1445 (fax)  
In Canada: 1-877-BROTHER (voice)  
Description  
Item  
Ink Cartridge Standard<black> LC41BK (Prints up to 500 pages)  
Ink Cartridge High Yield<black> LC41HYBK (Prints up to 900 pages)  
Ink Cartridge<cyan>(blue)  
Ink Cartridge<magenta>(red)  
Ink Cartridge<yellow>  
LC41C (Prints up to 400 pages)  
LC41M (Prints up to 400 pages)  
LC41Y (Prints up to 400 pages)  
BP60 GLL  
Premium Glossy Photo Paper  
(Letter size / 20 sheets)  
Matte Inkjet Paper  
(Letter size / 25 sheets)  
BP60 ML  
BP60 PL  
Inkjet Plain Paper  
(Letter size / 250 sheets)  
Telephone Line Cord  
LG3077001  
Power Protector for A/C Power QPD120  
Telephone Line Surges and  
Voltage Spikes (2 outlets)  
Power Protector for A/C Power FX120  
Telephone Line Surges and  
Voltage Spikes (8 outlets)  
User's Guide  
LF5886001 (English for USA and Canada)  
LF5895001 (French For Canada)  
ii  
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Notice - Disclaimer of Warranties  
(USA and Canada)  
BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS,  
EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER’S  
LICENSOR) MAKE NO WARRANTIES, EXPRESS OR IMPLIED,  
INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF  
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE,  
REGARDING THE SOFTWARE. BROTHER’S LICENSOR(S) DOES  
NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS  
REGARDING THE USE OR THE RESULTS OF THE USE OF THE  
SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY,  
RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK  
AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS  
ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS  
NOT PERMITTED BY SOME STATES IN THE USA AND SOME  
PROVINCES IN CANADA. THE ABOVE EXCLUSION MAY NOT  
APPLY TO YOU.  
IN NO EVENT WILL BROTHER’S LICENSOR(S) BE LIABLE TO YOU  
FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES  
(INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS,  
BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION,  
AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE  
THE SOFTWARE EVEN IF BROTHER’S LICENSOR HAS BEEN  
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE  
SOME STATES IN THE USA AND SOME PROVINCES IN CANADA  
DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY  
FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE  
LIMITATIONS MAY NOT APPLY TO YOU. IN ANY EVENT  
BROTHER’S LICENSOR’S LIABILITY TO YOU FOR ACTUAL  
DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS  
OF THE FORM OF THE ACTION (WHETHER IN CONTRACT, TORT  
(INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR  
OTHERWISE), WILL BE LIMITED TO $50.  
Compilation and Publication Notice  
Under the supervision of Brother Industries Ltd., this manual has been  
compiled and published, covering the latest product descriptions and  
specifications.  
The contents of this manual and the specifications of this product are  
subject to change without notice.  
Brother reserves the right to make changes without notice in the  
specifications and materials contained herein and shall not be  
responsible for any damages (including consequential) caused by  
reliance on the materials presented, including but not limited to  
typographical and other errors relating to the publication.  
iii  
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Brother® One Year Limited Warranty and Replacement Service  
(USA only)  
Who is covered:  
but not limited to damage resulting from  
use of non Brother®-brand parts and  
Consumable and Accessory Items);  
• This limited warranty ("warranty") is given  
only to the original end-use/retail  
purchaser (referred to in this warranty as  
"Original Purchaser") of the accompanying  
product, consumables and accessories  
(collectively referred to in this warranty as  
"this Product").  
(4) Consumable and Accessory Items that  
expired in accordance with a rated life;  
and,  
(5) Problems arising from other than defects  
in materials or workmanship.  
• If you purchased a product from someone  
other than an authorized Brother reseller in  
the United States or if the product was  
used (including but not limited to floor  
models or refurbished product), prior to  
your purchase you are not the Original  
Purchaser and the product that you  
purchased is not covered by this warranty.  
(6) Normal Periodic Maintenance Items,  
such as Paper Feeding Kit, Fuser and  
Laser Units.  
This limited warranty is VOID if this Product  
has been altered or modified in any way  
(including but not limited to attempted  
warranty repair without authorization from  
Brother and/or alteration/removal of the  
serial number).  
What is covered:  
• This Product includes a Machine and  
Consumable and Accessory Items.  
Consumable and Accessory Items include  
but are not limited to print head, toner,  
drums, ink cartridges, print cartridges, refill  
ribbons, therma PLUS paper and thermal  
paper.  
What to do if you think your Product is  
eligible for warranty service:  
Report your issue to either our Customer  
Service Hotline at 1-800-284-4329 for Fax,  
MFC and DCP and 1-800-276-7746 for  
Printers, or to a Brother Authorized Service  
Center within the applicable warranty  
period. Supply 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 Service  
Center(s), call 1-800-521-2846.  
• Except as otherwise provided herein,  
Brother warrants that the Machine and the  
accompanying  
Consumable  
and  
Accessory Items will be free from defects in  
materials and workmanship, when used  
under normal conditions.  
• This warranty applies only to products  
purchased and used in the United States.  
For products purchased in, but used  
outside, the United States, this warranty  
covers only warranty service within the  
United States (and does not include  
shipping outside the United States).  
What is the length of the Warranty Periods:  
• Machines: one year from the original  
purchase date.  
What Brother will ask you to do:  
After contacting Brother or  
a
Brother  
Authorized Service Center, you may be  
required to deliver (by hand if you prefer) or  
send the Product properly packaged, freight  
prepaid, to the Authorized Service Center  
together with a photocopy of your bill of sale.  
You are responsible for the cost of  
shipping,  
packing  
product,  
and  
insurance (if you desire). You are also  
responsible for loss or damage to this  
Product in shipping.  
• Accompanying  
Consumable  
and  
Accessory Items: 90 days from the original  
purchase date or the rated life of  
consumable, whichever comes first.  
What Brother will do:  
If the problem reported concerning your  
Machine and/or accompanying Consumable  
and Accessory Items is covered by this  
warranty and if you first reported the problem  
to Brother or an Authorized Service Center  
within the applicable warranty period,  
Brother or its Authorized Service Center will  
repair or replace the Machine and/or  
accompanying Consumable and Accessory  
Items at no charge to you for parts or labor.  
The decision as to whether to repair or  
replace the Machine and/or accompanying  
Consumable and Accessory Items is made  
What is NOT covered:  
This warranty does not cover:  
(1) Physical damage to this Product;  
(2) Damage caused by improper installation,  
improper or abnormal use, misuse,  
neglect or accident (including but not  
limited to transporting this Product  
without the proper preparation and/or  
packaging);  
(3) Damage caused by another device or  
software used with this Product (including  
iv  
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Brother® One Year Limited Warranty and Replacement Service  
(USA only)  
by Brother in its sole discretion. Brother  
reserves the right to supply a refurbished or  
damage to the product; 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). The  
replacement Machine you receive (even if  
refurbished or remanufactured) will be  
covered by the balance of the limited warranty  
period remaining on the original Product, plus  
an additional thirty (30) days. You will keep  
the replacement Machine that is sent to you  
and your original Machine shall become the  
property of Brother. Retain your original  
Accessory Items and a copy of the return  
freight bill, signed by the courier.  
remanufactured  
replacement  
Machine  
and/or accompanying Consumable and  
Accessory Items and use refurbished parts  
provided such replacement products  
conform to the manufacturer's specifications  
for new product/parts. The repaired or  
replacement Machine and/or accompanying  
Consumable and Accessory Items will be  
returned to you freight prepaid or made  
available for you to pick up at a conveniently  
located Authorized Service Center.  
If the Machine and/or accompanying  
Consumable and Accessory Items are not  
covered by this warranty (either stage), you  
will be charged for shipping the Machine  
and/or accompanying Consumable and  
Accessory Items back to you and charged  
for any service and/or replacement  
parts/products at Brother's then current  
published rates.  
Limitations:  
Brother is not responsible for damage to or  
loss of any equipment, media, programs or  
data related to the use of this Product.  
Except for that repair or replacement as  
described above, Brother shall not be liable  
for any direct, indirect, incidental or  
consequential damages or specific relief.  
Because some states do not allow the  
exclusion or limitation of consequential or  
incidental damages, the above limitation  
may not apply to you.  
The foregoing are your sole (i.e., only) and  
exclusive remedies under this warranty.  
What happens when Brother elects to  
replace your Machine:  
THIS WARRANTY IS GIVEN IN LIEU OF  
ALL OTHER WARRANTIES, WRITTEN OR  
ORAL, WHETHER EXPRESSED BY  
AFFIRMATION, PROMISE, DESCRIPTION,  
DRAWING, MODEL OR SAMPLE. ANY  
AND ALL WARRANTIES OTHER THAN  
THIS ONE, WHETHER EXPRESS OR  
When a replacement Machine is authorized  
by Brother, and you have delivered the  
Machine to an Authorized Service Center, the  
Authorized Service Center will provide you  
with a replacement Machine after receiving  
one from Brother. If you are dealing directly  
with Brother, Brother will send to you a  
replacement Machine with the understanding  
that you will, after receipt of the replacement  
Machine, supply the required proof of  
purchase information, together with the  
Machine that Brother agreed to replace. You  
are then expected to pack the Machine that  
Brother agreed to replace in the package from  
the replacement Machine and return it to  
Brother using the pre-paid freight bill supplied  
by Brother in accordance with the instructions  
provided by Brother. Since you will be in  
possession of two machines, Brother will  
require that you provide a valid major credit  
card number. Brother will issue a hold  
against the credit card account number that  
you provide until Brother receives your  
original Product and determines that your  
original Product is entitled to warranty  
coverage. Your credit card will be charged up  
to the cost of a new Product only if: (i) you do  
not return your original Product to Brother  
within five (5) business days; (ii) the problems  
with your original Product are not covered by  
the limited warranty; (iii) the proper packaging  
instructions are not followed and has caused  
IMPLIED,  
INCLUDING  
IMPLIED  
WARRANTIES OF MERCHANTABILITY  
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.  
• This warranty gives you certain rights and  
you may also have other rights that may  
vary from state to state.  
• This Limited Warranty (and Brother's  
obligation to you) may not be changed in  
any way unless you and Brother sign the  
same piece of paper in which we (1) refer  
to this Product and your bill of sale date, (2)  
describe the change to this warranty and  
(3) agree to make that change.  
Important: We recommend that you keep all  
original packing materials, in the event that  
you ship this Product.  
© 2003 Brother International Corporation  
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v
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE  
LIMITED WARRANTY  
(Canada only)  
Pursuant to this limited warranty of 1 year from the date of purchase for labour and parts,  
Brother International Corporation (Canada) Ltd. (“Brother”), or its Authorized Service  
Centers, will repair this MFC/Facsimile machine free of charge if defective in material or  
workmanship. This Limited Warranty does not include cleaning, consumables  
(including, without limitation, print cartridges, print head, toner and drum) or damage  
caused by accident, neglect, misuse or improper installation or operation, any damage  
caused from service, maintenance, modifications, or tampering by anyone other than a  
Brother Authorized Service Representative, or from the use of supplies or consumable  
items that are non-Brother products. Operation of the MFC/Facsimile machine in excess  
of the specifications or with the Serial Number or Rating Label removed shall be deemed  
abuse and all repairs thereafter shall be the sole liability of the end-user/purchaser. In  
order to obtain warranty service, the MFC/Facsimile machine must be delivered or  
shipped freight prepaid by the end user/purchaser to a “Brother” Authorized Service  
Center, together with your Proof of Purchase in the form of a Sales Receipt.  
For laser products: Failure to remove the Toner Cartridge (and Toner Drum Unit on  
applicable models) during shipping will cause severe damage to the MFC/Facsimile and  
will VOID the Warranty. (Refer to your User’s Guide for proper packaging.)  
For ink-jet products: Do not remove the ink cartridges during shipping. Damage to your  
print head resulting from packing without the ink cartridges will VOID your warranty.  
(Refer to your User’s Guide for proper packaging.)  
BROTHER DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED  
INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF  
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT TO  
THE EXTENT THAT ANY WARRANTIES IMPLIED BY LAW CANNOT BE VALIDLY  
WAIVED.  
No oral or written information, advice or representation provided by Brother, its  
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  
this MFC/Facsimile machine shall be liable for any indirect, incidental, special,  
consequential, exemplary, or punitive damages, including lost profits, arising from the  
use of or inability to use the product, even if advised by the end user/purchaser of the  
possibility of such damages. Since some Provinces do not allow the above limitation of  
liability, such limitation may not apply to you.  
This Limited Warranty gives you specific legal rights and you may also have other rights  
which vary from Providence to Providence.  
Warranty Service is available at Brother Authorized Service Centers throughout  
Canada. For Technical Support or for the name and location of your nearest Authorized  
Service Center call 1-877-BROTHER.  
Internet support: [email protected] or browse  
Brother’s Web Site: www.brother.com  
Brother International Corporation (Canada) Ltd.  
1 Rue Hôtel de Ville  
Dollard-Des-Ormeaux, QC H9B 3H6  
vi  
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Safety precautions  
To use the MFC safely  
Please refer to these instructions for later reference and before  
attempting any maintenance.  
WARNING  
There are high voltage  
Do not handle the plug with wet  
hands. Doing this might cause  
an electrical shock.  
electrodes inside the MFC.  
Before you clean the MFC,  
make sure you have  
unplugged the telephone line  
cord first and then the power  
cord from the AC power outlet.  
To prevent injuries, be careful  
not to put your hands on the  
edge of the MFC under the  
scanner cover.  
To prevent injuries, be careful  
not to touch the area shaded in  
the illustration.  
When you move the MFC,  
place a hand at each side of the  
unit and grasp the grooved  
panels so you are supporting  
the base when you lift it. (See  
the illustration on the right.) Do  
not carry the MFC by holding  
the scanner cover.  
Most of the illustrations in this User’s Guide show the  
MFC-5440CN.  
vii  
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WARNING  
Use caution when installing or modifying telephone lines. Never  
touch telephone wires or terminals that are not insulated unless  
the telephone line has been disconnected at the wall jack. Never  
install telephone wiring during a lightning storm. Never install a  
telephone wall jack in a wet location.  
This product must be installed near an AC power outlet that is  
easily accessible. In case of emergencies, you must disconnect  
the power cord from the AC power outlet in order to shut off  
power completely.  
To reduce the risk of shock or fire, use only a No. 26 AWG or  
larger telecommunication line cord.  
Caution  
Lightning and power surges can damage this product! We  
recommend that you use a quality surge protection device on the  
AC power line and on the telephone line, or unplug the cords  
during a lightning storm.  
IMPORTANT SAFETY INSTRUCTIONS  
When using your telephone equipment, basic safety  
precautions should always be followed to reduce the risk of  
fire, electric shock and injury to persons, including the  
following:  
1. Do not use this product near water, for example, near a  
bath tub, wash bowl, kitchen sink or washing machine, in a  
wet basement or near a swimming pool.  
2. Avoid using this product during an electrical storm. There  
may be a remote risk of electric shock from lightning.  
3. Do not use this product to report a gas leak in the vicinity  
of the leak.  
4. Use only the power cord provided with the MFC.  
SAVE THESE INSTRUCTIONS  
viii  
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Choosing a location  
Place your MFC on a flat, stable surface that is free of vibration and  
shocks, such as a desk. Put the MFC near a telephone wall jack and  
a standard, AC power outlet. Choose a location where the  
temperature remains between 50°F and 95°F (10°-35°C). To make  
sure the ADF can feed the maximum of 35 pages, keep the  
temperature between 68°F-86°F (20°-30°C).  
Caution  
Avoid placing your MFC in a high-traffic area.  
Avoid placing your MFC on the carpet.  
Do not place near heaters, air conditioners, water, chemicals, or  
refrigerators.  
Do not expose the MFC to direct sunlight, excessive heat,  
moisture, or dust.  
Do not connect your MFC to electrical outlets controlled by wall  
switches or automatic timers.  
Disruption of power can wipe out information in the MFC’s  
memory.  
Do not connect your MFC to electrical outlets on the same circuit  
as large appliances or other equipment that might disrupt the  
power supply.  
Avoid interference sources, such as speakers or the base units  
of cordless phones.  
ix  
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Quick Reference Guide  
Sending faxes  
Dialing operations  
Speed-Dialing  
Automatic Transmission  
1
If it is not illuminated in  
1
If it is not illuminated in  
green, press (Fax).  
green, press  
(Fax).  
2
3
Load your document.  
2
3
Load your document.  
Enter the fax number using  
Speed-Dial, Search or the  
dial pad.  
Press Search/Speed Dial,  
press #, and then press the  
two-digit Speed-Dial  
number.  
4
Press Black Start or  
Color Start.  
4
Press Black Start or  
Color Start.  
Storing numbers  
Using Search  
Storing Speed-Dial numbers  
1
If it is not illuminated in  
green, press (Fax).  
Load your document.  
1
2
Press Menu/Set, 2, 3, 1.  
Using the dial pad, enter a  
two-digit Speed-Dial  
location number, and then  
press Menu/Set.  
Enter a number (up to 20  
digits), and then press  
Menu/Set.  
Enter a name up to 15  
characters (or leave it  
blank), and then press  
Menu/Set.  
2
3
Press Search/Speed Dial  
and then enter the first letter  
of the name you’re looking  
for.  
,
3
4
4
5
Press or  
memory.  
to search the  
Press Black Start or  
Color Start.  
Making copies  
1
5
Press Stop/Exit.  
Press  
illuminate it in green.  
(Copy) to  
2
3
Load your document.  
Press Black Start or  
Color Start.  
x
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Table of Contents  
How to load paper, envelopes and post cards ......... 1-15  
To load paper or other media...............................1-15  
To load paper in paper tray#2  
xi  
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Setting the Tray Use for Copy mode  
(MFC-5840CN only) ...............................................2-7  
Setting the Tray Use for Fax mode  
(MFC-5840CN only) ...............................................2-8  
Setting up Polled Transmit  
Delayed Batch Transmission  
xii  
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xiii  
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PhotoCapture Centerrequirements .....................9-2  
Color enhancement (True2Life®)..........................9-10  
Using PhotoCapture Centerfor scanning documents....9-14  
xiv  
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Standard telephone and FCC Notices  
used in the United States only..............................10-1  
Federal Communications Commission (FCC)  
Declaration of Conformity (USA only) ..................10-3  
Industry Canada Compliance Statement  
(Canada only)....................................................... 10-4  
What does your telephone company’s  
xv  
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Connecting an external telephone answering  
device (TAD)........................................................ A-10  
Recording outgoing message (OGM) on  
an external TAD............................................... A-12  
Installing MFC, external two-line TAD and  
two-line telephone ........................................... A-15  
xvi  
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Optional External Wireless Print/Scan Server  
(NC-2200w) .................................................................S-11  
xvii  
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Introduction  
1
Using this Guide  
Thank you for buying a Brother Multi-Function Center (MFC). Your  
MFC is simple to use, with LCD screen instructions to guide you  
through programming it. You can make the most of your MFC by  
reading through this Guide.  
Finding information  
All the chapter headings and subheadings are listed in the Table of  
Contents. You will be able to find information about a specific feature  
or operation by checking the Index at the back of this Guide.  
Symbols used in this Guide  
Throughout this Guide you will see special symbols alerting you to  
important warnings, notes and actions. To make things clearer and  
to help you press the correct keys, we used special fonts and added  
some of the messages that will appear in the LCD.  
Bold  
Bold typeface identifies specific keys on the MFC  
control panel.  
Italics  
Italicized typeface emphasizes an important point  
or refers you to a related topic.  
Courier New Courier New type face identifies the messages on  
the LCD of the MFC.  
Warnings inform you what to do to avoid possible personal  
injury.  
Cautions specify procedures you must follow or avoid to  
prevent possible damage to the MFC.  
Notes tell you how you should respond to a situation that may  
arise or give tips about how the current operation works with  
other features.  
Improper Setup alerts you to devices and operations that are  
not compatible with the MFC.  
INTRODUCTION 1 - 1  
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Control panel overview  
MFC-5440CN  
MFC-5840CN  
1 - 2 INTRODUCTION  
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Fax and Telephone keys:  
Hook  
Mode keys:  
1
4
Fax  
Press before dialing if you want to  
make sure a fax machine will  
answer, and then press Black Start  
or Color Start.  
Lets you access Fax mode.  
Scan  
Lets you access Scan mode.  
Redial/Pause  
Copy  
Redials the last number you called.  
It also inserts a pause in quick dial  
numbers.  
Lets you access Copy mode.  
5
6
Fax Resolution  
Sets the resolution when yousend a  
fax.  
Stop/Exit  
Stops an operation or exits from the  
menu.  
Copy keys  
(Temporary settings):  
2
Options  
Color Start  
You can quickly and easily select  
temporary settings for copying.  
Lets you start sending faxes or  
making copies in full color.  
Quality  
Also lets you start a scanning  
operation (in color or black,  
depending on the scanning setting  
on your PC).  
Use this key for temporary copy  
settings.  
Enlarge/Reduce  
Lets you enlarge or reduce copies  
depending on the ratio you select.  
7
Black Start  
Lets you start sending faxes or  
making copies in black and white.  
Paper Type (MFC-5440CN only)  
You can select which type of paper  
you want to use for the next copy.  
Also lets you start a scanning  
operation (in color or black,  
depending on the scanning setting  
on your PC).  
Tray Select (MFC-5840CN only)  
You can select which tray you want  
to use for the next copy.  
Dial Pad  
3
On/Off  
8
Use these keys to dial telephone or  
fax numbers and as a keyboard for  
entering information into the MFC.  
You can turn the MFC on or off.  
Also, you can set the On/Off Setting  
so the MFC can still receive faxes  
when it is turned off.  
The # key lets you temporarily  
switch the dialing mode during a  
telephone call from Pulse to Tone.  
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Navigation keys:  
Menu/Set  
The same key is used for Menu and  
Set operations.  
Liquid Crystal Display (LCD)  
Displaysmessages onthescreento  
help you set up and use your MFC.  
9
<
A
Print keys:  
Lets you access the Menu to  
program and store your settings in  
the MFC.  
Job Cancel (MFC-5440CN only)  
Clears data from the printer  
memory.  
Reports (MFC-5440CN only)  
When using the one-way speaker or  
during ringing in fax mode, you can  
press these keys to adjust the  
volume.  
Lets you print lists of information  
about your MFC.  
Ink  
Lets you clean the print head, check  
the print quality, and check the  
available ink volume.  
Search/Speed Dial  
Lets you look up numbers that are  
stored in the dialing memory. It also  
lets you dial stored numbers by  
pressing # and a two-digit number.  
Photo keys: (MFC-5840CN only)  
B
PhotoCapture  
Lets you access the PhotoCapture  
Center mode.  
Press to scroll backward to a menu  
selection.  
Print Index  
You can quickly and easily print the  
index with thumbnail images from  
your media card.  
or ▼  
Press to scroll through the menus  
and options.  
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Turning the MFC on and off  
When the machine is idle, you can turn it on and off by pressing the  
On/Off key. In Off mode, no MFC operations will be available. Even  
if you turned the MFC off, it will periodically clean the print head to  
preserve print quality.  
Turning the MFC off  
Press and hold down the On/Off key  
until the LCD shows:  
Shutting Down  
The LCD light will go off.  
Turning the MFC on  
Press and hold down the On/Off key  
until the LCD shows:  
Please Wait  
The LCD will show the date and time (Fax  
mode).  
Even in Off mode, you can receive fax and telephone calls by  
customizing the On/Off key as explained next page.  
If you have connected an external telephone or TAD, it is always  
available.  
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On/Off Setting  
You can customize the MFC’s On/Off key. The default setting is  
Fax Receive:Off. Your MFC will not work when it is switched Off,  
but it will purge the ink head periodically. If you turn this setting to On,  
you can receive faxes or calls even when the MFC is switched Off.  
1
2
3
4
Press Menu/Set, 1, 6.  
Press or to select On(or Off).  
Press Menu/Set.  
General Setup  
6.On/Off Setting  
Press Stop/Exit.  
On/Off Setting  
Receive Mode Available Operations  
Fax Receive:Off  
No machine operations will be  
available.  
(default)  
Fax Only  
Fax Receive, Easy Receive, Delayed  
Fax, Remote Fax Options, Remote  
Retrieval.  
Fax Receive:On  
External TAD  
You cannot receive a fax with  
Black Start or Color Start.  
Delayed Fax and Remote Fax  
Options should be set before you  
switch off the machine.  
Manual  
Delayed Fax, Easy Receive  
Fax/Tel*  
You cannot receive a fax with  
Black Start or Color Start.  
* You cannot receive a fax  
automatically even if you have set  
the receive mode to Fax/Tel.  
Delayed Fax should be set before  
you switch off the MFC.  
The external telephone or TAD is always available.  
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Load documents  
You can send a fax, make copies, and scan from the ADF (automatic  
document feeder) and from the scanner glass.  
Using the automatic document feeder (ADF)  
The ADF can hold up to 35 pages and feeds each sheet individually.  
Use standard (20 lb) paper and always fan the pages before putting  
them in the ADF.  
Recommended environment  
Temperature:  
Humidity:  
Paper:  
68°F - 86°F (20°C - 30°C)  
50% - 70%  
20 lb LTR  
DO NOT use paper that is curled, wrinkled, folded, ripped,  
stapled, paper clipped, pasted or taped.  
DO NOT use cardboard, newspaper or fabric. (To fax, copy or  
scan this kind of document, see Using the scanner glass on  
Make sure documents written with ink are completely dry.  
Documents to be faxed must be from 5.8 to 8.5 inches wide and  
5.8 to 14 inches long.  
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1
2
Unfold the ADF Document Support.  
Fan the pages well and stagger them at an angle. Make sure  
you put the originals face up, top edge first in the ADF until you  
feel them touch the feed roller.  
3
4
Adjust the paper guides to fit the width of your documents.  
Unfold the ADF Document Output Support Flap.  
ADF Document  
Output Support Flap  
DO NOT pull on the document while it is feeding.  
To use the ADF, the scanner glass must be empty.  
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Using the scanner glass  
You can use the scanner glass to fax pages of a book or one page  
at a time. Document  
inches).  
s
can be up to letter size (8.5 inches to 11  
To use the scanner glass, the ADF must be empty.  
1
Lift the document cover.  
Place documents face down  
on the scanner glass  
2
3
Using the document guidelines on the left, center the document  
face down on the scanner glass.  
Close the document cover.  
If the document is a book or is thick, do not slam the cover or  
press on it.  
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About paper  
The print quality can be affected by the type of paper you use in the  
MFC.  
To get the best print quality for the settings you’ve chosen, always  
set the Paper Type to match the type of paper you load.  
You can use plain paper, inkjet paper (coated paper), glossy paper,  
transparencies and envelopes.  
We recommend testing various paper types before purchasing large  
quantities.  
For best results, use the recommended paper.  
When you print on inkjet paper (coated paper),  
transparencies and glossy paper, be sure to select the  
proper media in the “Basic” tab of the printer driver or in the  
Paper Type setting of the menu (Menu/Set, 1, 2).  
When you print on Brother glossy paper, load the instruction  
sheet included with the glossy paper in the paper tray first,  
and then place the glossy paper on the instruction sheet.  
When you use transparencies or glossy paper, remove each  
sheet immediately to prevent smudging or paper jams.  
Avoid touching the printed surface of the paper immediately  
after printing; the surface may not be completely dry and  
may stain your fingers.  
Recommended Paper  
To get the best print quality, we suggest using Brother paper.  
(See table below.)  
We recommend using “3M Transparency Film” when you print on  
transparencies.  
Brother Paper  
Paper Type  
Letter Plain  
Letter Glossy  
Item  
BP60PL  
BP60GLL  
Letter Inkjet (Photo Matte) BP60ML  
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Handling and using special paper  
Store paper in its original packaging, and keep it sealed. Keep the  
paper flat and away from moisture, direct sunlight and heat.  
The coated side of glossy paper is shiny. Avoid touching the  
shiny (coated) side. Load glossy paper with the shiny side facing  
down.  
Avoid touching either side of transparencies, because they  
absorb water and perspiration easily, and this may cause  
decreased output quality. Transparencies designed for laser  
printers/copiers may stain your next document. Use only  
transparencies recommended for inkjet printing.  
Do not use paper:  
that are damaged, curled, wrinkled, or irregularly shaped  
0.08 in.  
or longer  
0.08 in.  
or longer  
that are extremely shiny or highly textured  
that were previously printed by a printer  
that cannot be arranged uniformly when stacked  
that are made with a short grain  
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Paper weight, thickness and capacity  
Paper Type  
Weight  
Thickness  
No. of sheets  
Cut Paper  
Plain Paper  
17 to 32 lb  
(64 to 120 g/m2)  
0.003" to 0.006"  
(0.08 to 0.15 mm)  
100*1*2  
250*3 (Tray#2)  
(MFC-5840CN)  
Inkjet Paper  
Glossy Paper  
Photo Card  
Index Card  
Post Card  
17 to 53 lb  
0.003" to 0.01"  
(0.08 to 0.25 mm)  
20  
20  
20  
30  
30  
10  
10  
(64 to 200 g/m2)  
Up to 58 lb  
(Up to 220 g/m2)  
Up to 0.01"  
(Up to 0.25 mm)  
Cards  
Up to 64 lb  
(Up to 240 g/m2)  
Up to 0.01"  
(Up to 0.28 mm)  
Up to 32 lb  
(Up to 120 g/m2)  
Up to 0.006"  
(Up to 0.15 mm)  
Up to 53 lb  
(Up to 200 g/m2)  
Up to 0.01"  
(Up to 0.23 mm)  
Envelopes  
20 to 25 lb  
(75 to 95 g/m2)  
Up to 0.02"  
(Up to 0.52 mm)  
Transparencies  
-
-
*1 Up to 50 sheets for Legal size paper (20 lb).  
*2 Up to 100 sheets of 20 lb.  
*3 Up to 250 sheets of 20 lb.  
Paper capacity of the output paper tray  
Output Paper  
Tray  
Up to 50 sheets of 20 lb (Letter)  
Transparencies or glossy paper must be  
picked up from the output paper tray one  
page at a time to avoid smudging.  
Legal paper cannot be stacked on the output  
paper tray.  
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Printable area  
The printable area depends on the settings in the application you are  
using. The figures below show the unprintable areas on cut sheet  
paper and envelopes.  
Cut Sheet Paper  
Envelopes  
3
4
3
4
1
1
2
unprintable area  
2
1Top  
2Bottom  
3Left  
4Right  
0.12 in.  
(0 in.)*1  
0.12 in.  
(0 in.)*1  
0.12 in.  
(0 in.)*1  
0.12 in.  
(0 in.)*1  
Cut Sheet  
Envelopes  
0.47 in.  
0.94 in.  
0.12 in.  
0.12 in.  
*1 When you set the Borderless feature to On.  
Printable area depends on the Printer driver settings.  
The figures above are approximate and the printable area  
may vary depending on the type of cut sheet paper you are  
using.  
(MFC-5840CN only)  
You can use the borderless feature with Tray#1 only.  
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How to load paper, envelopes and post cards  
(MFC-5840CN only)  
If you are using Auto Select, after refilling the paper tray  
you should open and close the scanner cover to reset it.  
To load paper or other media  
1
Pull the paper tray completely out of the MFC and remove the  
output paper tray.  
2
Press and slide the paper side guide to fit the paper width.  
Paper Side Guide  
3
Pull out the paper support and unfold the paper support flap.  
Paper Support  
Paper Support Flap  
Use the paper support flap for Letter, Legal and A4.  
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4
5
Fan the stack of paper well to avoid paper jams and mis-feeds.  
Gently insert the paper into the paper tray print side face down  
and the leading edge (top of the paper) in first.  
Check that the paper is flat in the tray and below the maximum  
paper mark.  
Maximum Paper Mark  
Make sure the paper side guides touch the sides of the  
paper.  
Be careful that you do not push the paper in too far; it may  
lift at the back of the tray and cause feed problems.  
6
Put the output paper tray back on and push the paper tray firmly  
back into the MFC.  
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To load paper in paper tray#2 (MFC-5840CN only)  
You can use only plain paper sizes Letter, Legal, A4, Executive  
or B5 in Tray#2.  
1
Pull the paper tray completely out of the MFC.  
2
Press and slide the paper side guide and paper length guide to  
fit the paper width and length.  
Paper Side Guide  
Paper Length Guide  
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When you use Legal size paper, open the tray cover, and then  
press and hold the universal guide release button as you slide  
out the front of the paper tray.  
Tray Cover  
Universal Guide  
Release Button  
3
4
Fan the stack of paper well to avoid paper jams and mis-feeds.  
Gently insert the paper into the paper tray print side face down  
and the leading edge (top of the paper) in first.  
Check that the paper is flat in the tray and below the maximum  
paper mark.  
Maximum Paper Mark  
Make sure the paper side guides and paper length guide touch  
the sides of the paper.  
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5
Put the paper tray firmly back into the MFC.  
For Legal size paper, close the tray cover and put the paper tray  
firmly back into the MFC.  
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To load envelopes  
Use envelopes that weigh from 20 to 25 lb.  
Some envelopes require margin settings in the application. Make  
sure you do a test print first.  
To prevent possible damage to the feeding mechanism, do not  
use the types of envelopes shown below.  
DO NOT USE ENVELOPES:  
that are of a baggy construction  
that are embossed (have raised writing on them)  
that have clasps on them  
that are not sharply creased  
that are preprinted on the inside  
Glue  
Rounded  
Double flap Triangular  
flap  
flap  
How to load envelopes  
1
Before loading, press the corners and sides of the envelopes to  
make them as flat as possible.  
If the envelopes are ‘double-feeding,’ put one envelope in the  
paper tray at a time.  
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2
Insert the envelopes into the paper tray with the address side  
down and the leading edge (top of the envelopes) in first. Slide  
the paper side guide to fit the width of the envelopes.  
If you have problems when printing on envelopes, try the  
following suggestions:  
1
2
Open the envelope flap.  
Make sure the open flap is either to the side of the envelope or  
to the back edge of the envelope when printing.  
3
Adjust the size and margin in your application.  
To load post cards  
1
Raise the paper stop and insert the post cards into the paper  
tray. Slide the paper side guide to fit the width of the post cards.  
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About fax machines  
Custom features  
Do you have Voice Mail on the phone line?  
If you have Voice Mail on the phone line where you will install your  
new MFC, there is a strong possibility that Voice Mail and the MFC  
may conflict with each other while receiving incoming calls.  
Why should there be problems?  
Since both the MFC and Voice Mail will pick up the call, after the  
number of rings you have set, each of them has the ability to keep  
the other from receiving calls.  
For example, if your Voice Mail is set to answer after two rings and  
your MFC is set to answer after four, your Voice Mail will stop your  
MFC from receiving faxes.  
If you set Voice Mail and the Brother MFC to answer after the same  
number of rings, there is no way of knowing which one will answer  
first. It is important to remember that neither Voice Mail nor the MFC  
can pass the call back to the other after the call has been answered.  
How can you avoid possible problems?  
A very good way to avoid problems like the one mentioned, is to get  
a second phone number on your present phone line.  
Many people with Voice Mail choose an alternative service, which is  
called “Distinctive Ring”, and they are very satisfied with it.  
Another way to avoid possible problems is to replace your Voice Mail  
with an answering machine. Your Brother MFC is designed to work  
with an answering machine or TAD (telephone answering device).  
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Fax tones and handshake  
When someone is sending a fax, the MFC sends fax calling tones  
(CNG tones). These are quiet, intermittent beeps every 4-seconds.  
You’ll hear them after you dial and press Black Start or  
Color Start and they will continue for about 60 seconds after  
dialing. During that time, the sending machine must begin the  
“handshake”, or connection, with the receiving machine.  
Each time you use automatic procedures to send a fax, you are  
sending CNG tones over the phone line. You will soon learn to listen  
for these quiet beeps each time you answer a phone on your fax line,  
so you will know if you are receiving a fax message.  
The receiving fax responds with fax receiving tones, which are loud,  
chirping sounds. A receiving fax chirps for about 40 seconds over the  
phone line, and the LCD shows Receiving.  
If your MFC is set to the Fax Only mode, it will answer every call  
automatically with fax receiving tones. If the other person hangs up,  
your MFC will continue to send the “chirps” for about 40 seconds,  
and the LCD continues to show Receiving. To cancel receiving,  
press Stop/Exit.  
The fax ‘handshake’ is the time in which the sending machine’s CNG  
tones and the receiving machine’s “chirps” overlap. This must be for  
at least 2 to 4 seconds, so both machines can understand how each  
is sending and receiving the fax. The handshake cannot begin until  
the call is answered, and the CNG tones only last for about 60  
seconds after the number is dialed. So it is important for the receiving  
machine to answer the call in as few rings as possible.  
When you have an external Telephone Answering Device (TAD)  
on your fax line, your TAD will decide the number of rings before  
the call is answered.  
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ECM (Error Correction Mode)  
The Error Correction Mode (ECM) is a way for the MFC to check a  
fax transmission while it is in progress. If the MFC detects errors  
during fax transmission, it resends the pages of the fax that had an  
error. ECM transmissions are only possible between fax machines  
that both have this feature. If they do, you may send and receive fax  
messages that are continuously being checked by the MFC.  
Your MFC must have enough memory for this feature to work.  
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Getting started  
2
Initial Setup  
Setting the Date and Time  
When the MFC is not in use it will display the date and time. If you  
set up the Station ID the date and time displayed by your MFC will  
be printed on every fax you send. If there is a power failure, you may  
have to reset the date and time. No other settings will be affected.  
1
2
Press Menu/Set, 0, 2.  
Enter the last two digits of the year.  
Press Menu/Set.  
Initial Setup  
2.Date/Time  
3
Enter two digits for the month.  
Press Menu/Set.  
(For example, enter 09 for September, or 10 for October.)  
Enter two digits for the day.  
4
5
6
Press Menu/Set. (For example, enter 06 for 6th.)  
Enter the time in 24-Hour format.  
Press Menu/Set. (For example, enter 15:25 for 3:25 P.M.)  
Press Stop/Exit.  
The LCD now shows the date and time whenever the MFC is in  
Fax mode.  
Setting Tone and Pulse dialing mode  
1
2
Press Menu/Set, 0, 4.  
Press or to select Pulse(or  
Tone).  
Initial Setup  
4.Tone/Pulse  
Press Menu/Set.  
Press Stop/Exit.  
3
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Setting the Station ID  
You should store your name or company name and fax number so  
they print on all fax pages you send.  
1
2
Press Menu/Set, 0, 3.  
Enter your fax number (up to 20  
digits).  
Initial Setup  
3.Station ID  
Press Menu/Set.  
You cannot enter a hyphen in the fax number. To enter a space  
press once between numbers.  
3
4
Use the dial pad to enter your name (up to 20 characters).  
Press Menu/Set.  
Press Stop/Exit.  
If the Station ID has already been programmed, the LCD will ask  
you to press 1 to make a change or 2 to exit without changing.  
NOTICE (For USA)  
The Telephone Consumer Protection Act of 1991 makes it unlawful  
for any person to use a computer or electronic device to send any  
message via a telephone fax machine unless such messages  
clearly contain, in a margin at the top or bottom of each transmitted  
page, or on the first page of the transmission, the date and time it  
is sent and an identification of the business or other entity or other  
individual sending the message and the telephone number of the  
sending machines or such business, other entity or individual.  
To program this information into your MFC, see Setting the Date  
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General Setup  
Setting the Mode Timer  
The MFC has three temporary mode keys on the control panel: Fax,  
Scan and Copy. The PhotoCapture key (MFC-5840CN only) is also  
a temporary mode key. You can change the number of seconds or  
minutes that the MFC takes after the last Scan, Copy or  
PhotoCapture operation before it returns to Fax mode. If you select  
Off, the MFC stays in the mode you used last.  
(MFC-5840CN only)  
1
2
Press Menu/Set, 1, 1.  
Press or to select  
0 Sec, 30 Secs, 1 Min, 2 Mins,  
5 Minsor Off.  
General Setup  
1.Mode Timer  
Press Menu/Set.  
Press Stop/Exit.  
3
Setting the Paper Type  
To get the best print quality, set the MFC for the type of paper you  
are using.  
1
2
Press Menu/Set, 1, 2.  
Press or to select Plain,  
Inkjet, Glossyor  
General Setup  
2.Paper Type  
Transparency.  
Press Menu/Set.  
Press Stop/Exit.  
3
The MFC ejects paper with printed surfaces face up onto the  
paper tray in the front of the machine. When you use  
transparencies or glossy paper, remove each sheet  
immediately to prevent smudging or paper jams.  
(MFC-5840CN only)  
You can only use plain paper in Tray#2.  
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Setting the Paper Size  
You can use five sizes of paper for printing copies: Letter, Legal, A4,  
A5, and 4" x 6" and three sizes for printing faxes: Letter, Legal and  
A4. When you change the type of paper you load in the MFC, you will  
need to change the setting for Paper Size at the same time so your  
MFC can fit an incoming fax on the page.  
1
2
Press Menu/Set, 1, 3.  
General Setup  
3.Paper Size  
(MFC-5840CN only)  
Press or to select Tray#1or  
Tray#2.  
Press Menu/Set.  
3
4
Press or to select Letter, Legal, A4, A5or 4"x6".  
Press Menu/Set.  
Press Stop/Exit.  
(MFC-5840CN only)  
You can only use plain paper sizes Letter, Legal or A4 in Tray#2.  
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Setting the Ring Volume  
You can turn the ring Offor you can select the ring volume level.  
1
2
Press Menu/Set, 1, 4, 1.  
Press or to select  
Low, Med, Highor Off.  
Volume  
1.Ring  
Press Menu/Set.  
Press Stop/Exit.  
OR—  
3
You can adjust the ring volume when your MFC is idle (not being  
used). In Fax mode , press or to adjust the volume  
level. Every time you press these keys, the MFC will ring so you can  
hear the active setting as the LCD shows it. The volume changes  
with each key press. The new setting will stay until you change it  
again.  
Setting the Beeper Volume  
You can change the beeper volume. The default (factory) setting is  
Low. When the beeper is on, the MFC will beep when you press a  
key, make a mistake and whenever you send or received a fax.  
1
2
Press Menu/Set, 1, 4, 2.  
Press or to select your option.  
(Low, Med, Highor Off)  
Volume  
2.Beeper  
Press Menu/Set.  
Press Stop/Exit.  
3
GETTING STARTED 2 - 5  
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Setting the Speaker Volume  
You can adjust the MFC’s one-way speaker volume.  
1
2
Press Menu/Set, 1, 4, 3.  
Press or to select  
Low, Med, Highor Off.  
Volume  
3.Speaker  
Press Menu/Set.  
Press Stop/Exit.  
OR—  
3
In Fax mode  
, you can adjust the speaker volume by pressing  
Hook, and then selecting a speaker volume level.  
Press or to adjust the volume level. The LCD shows the  
setting you are choosing. Each key press changes the volume to the  
next setting. The new setting will remain until you change it again.  
Turning on Automatic Daylight Savings Time  
You can set the MFC to change automatically for Daylight Savings  
Time. It will reset itself forward one hour in the Spring and backward  
one hour in the Fall. Make sure you have set the correct day and time  
in the Date/Timesetting.  
1
2
Press Menu/Set, 1, 5.  
Press or to select On(or Off).  
Press Menu/Set.  
General Setup  
5.Auto Daylight  
3
Press Stop/Exit.  
2 - 6 GETTING STARTED  
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Setting the LCD Contrast  
You can adjust the LCD contrast for a sharper and more vivid  
display. If you are having difficulty reading the LCD from your  
position, try changing the contrast setting for improved viewing.  
1
2
Press Menu/Set, 1, 7.  
Press or to select Lightor  
Dark.  
General Setup  
7.LCD Contrast  
Press Menu/Set.  
Press Stop/Exit.  
3
Setting the Tray Use for Copy mode  
(MFC-5840CN only)  
The MFC uses the paper in Tray#1 first. You can change the default  
tray that will be used for copying.  
1
2
Press Menu/Set, 1, 8.  
Press or to select Tray#1 Only  
Tray#2 Only, or Auto Select  
General Setup  
8.Tray Use:Copy  
,
.
Press Menu/Set.  
3
Press Stop/Exit.  
If both trays are using paper that is the same type and size,  
Auto Selectwill allow your MFC to take paper from Tray#2  
if Tray#1 is out of paper.  
You can only use plain paper sizes Letter, Legal or A4 in  
Tray#2.  
GETTING STARTED 2 - 7  
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Setting the Tray Use for Fax mode  
(MFC-5840CN only)  
The MFC uses the paper in Tray#1 first. You can change the default  
tray that will be used for printing received faxes.  
1
2
Press Menu/Set, 1, 9.  
Press or to select Tray#1 Only  
Tray#2 Only, or Auto Select  
General Setup  
9.Tray Use:Fax  
,
.
Press Menu/Set.  
3
Press Stop/Exit.  
Auto Selectwill allow your MFC to take paper from  
Tray#2:  
• If Tray#1 is out of paper.  
• When it is set up with a different paper size that is more  
suitable for the received faxes.  
• When both trays are using the same size paper and  
Tray#1 is not set to use plain paper.  
You can only use plain paper sizes Letter, Legal or A4 in  
Tray#2.  
2 - 8 GETTING STARTED  
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Setup Send  
3
How to enter Fax mode  
Before sending faxes, make sure  
(Fax) is illuminated in  
green. If not, press  
setting is Fax.  
(Fax) to enter Fax mode. The default  
How to dial  
You can dial in any of the following ways.  
Manual dialing  
Press all of the digits of the phone or fax number.  
SETUP SEND 3 - 1  
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Speed-Dialing  
Press Search/Speed Dial, #, and then the two digit Speed-Dial  
two-digit number  
If the LCD shows Not Registeredwhen you enter the  
Speed-Dial number, a number has not been stored for it.  
Search  
You can search for names you have stored in the Speed-Dial  
memories. Press Search/Speed Dial and the navigation keys to  
To search numerically  
or  
To search alphabetically*  
* To search alphabetically, you can use the dial pad to enter the first  
letter of the name you are looking for.  
Fax Redial  
If you are sending a fax manually and the line is busy, press  
Redial/Pause, and then press Black Start or Color Start to try  
again. If you want to make a second call to the last number dialed,  
you can save time by pressing Redial/Pause and Black Start or  
Color Start.  
Redial/Pause only works if you dialed from the control panel.  
If you are sending a fax automatically and the line is busy, the MFC  
will automatically redial one time after five minutes.  
3 - 2 SETUP SEND  
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How to Fax (B&W and Color)  
Color fax transmission  
Your MFC can send a color fax to machines that support this feature.  
However, color faxes cannot be stored in the memory. When you  
send a color fax, the MFC will send it in real time (even if Real Time  
TXis set to Off).  
Delayed fax and Polling Transmit features are not available in  
color.  
Faxing from the ADF  
Put the document face up in the ADF. To cancel, press Stop/Exit.  
1
2
3
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Dial the fax number.  
Press Black Start or Color Start. The MFC starts scanning  
the first page.  
If the memory is full and you are faxing a single page, it will be  
sent in real time.  
SETUP SEND 3 - 3  
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Faxing from the scanner glass  
You can use the scanner glass to fax pages of a book or one page  
at a time. The documents can be up to letter size. To cancel, press  
Stop/Exit.  
1
2
3
If it is not illuminated in green, press  
Load your document on the scanner glass.  
Dial the fax number.  
(Fax).  
Press Black Start or Color Start.  
If you press Black Start, the machine starts scanning the  
first page.  
If you press Color Start, the machine starts sending.  
4
5
To send a single page, press 2 (or  
Next Page?  
1.Yes 2.No(Dial)  
press Black Start again).  
The MFC starts sending the  
document.  
OR—  
To send more than one page, press 1 and go to Step 5.  
Place the next page on the scanner  
glass.  
Set Next Page  
Then Press Set  
Press Menu/Set.  
The MFC starts scanning. (Repeat Steps 4 and 5 for each  
additional page.)  
If the memory is full and you are faxing a single page, it will  
be sent in real time.  
You cannot send multiple pages for color faxes.  
3 - 4 SETUP SEND  
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Automatic transmission  
This is the easiest way to send a fax.  
Do not pick up the handset of the external phone or press Hook  
to listen for a dial tone.  
1
2
3
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Enter the fax number using the dial pad, Speed-Dial or Search.  
4
Press Black Start or Color Start.  
Manual transmission  
Manual transmission lets you hear the dialing, ringing and  
fax-receiving tones while sending a fax.  
1
2
3
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Pick up the handset of the external phone and listen for a dial  
tone.  
OR—  
Press Hook and listen for a dial tone.  
Dial the fax number you want to call.  
OR—  
4
If you pressed Hook, dial using the MFC’s control panel.  
When you hear the fax tone, press Black Start or Color Start.  
If you picked up the handset of an external phone, replace it.  
5
6
SETUP SEND 3 - 5  
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Out of Memory message  
If you get an Out of Memorymessage while scanning the first page  
of a fax, press Stop/Exit to cancel the fax. If you get an Out of  
Memorymessage while scanning a subsequent page, you will have  
the option to press Black Start to send the pages scanned so far,  
or to press Stop/Exit to cancel the operation.  
If the memory is full and you are faxing a single page, it will be  
sent in real time.  
3 - 6 SETUP SEND  
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Basic sending operations  
Sending faxes using multiple settings  
When you send a fax you can choose any combination of these  
settings: contrast, resolution, overseas mode, delayed fax timer,  
polling transmission or real time transmission.  
1
If it is not illuminated in green, press  
(Fax).  
After each setting is accepted, the LCD will ask if you want to  
enter more settings:  
2
Press 1 to select more settings. The  
LCD will return to the Setup Send  
Other Settings  
1.Yes 2.No  
menu.  
OR—  
Press 2 if you have finished choosing settings and go to the next  
step.  
Contrast  
If your document is very light or very dark, you may want to change the  
contrast.  
Use Lightto send a light document.  
Use Darkto send a dark document.  
1
2
3
4
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Press Menu/Set, 2, 2, 1.  
Press or to select Auto, Light  
or Dark.  
Setup Send  
1.Contrast  
Press Menu/Set.  
SETUP SEND 3 - 7  
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Fax Resolution  
You can use the Fax Resolution key to change the setting  
temporarily (for this fax only). In Fax mode  
, press  
Fax Resolution and or to select the setting you want, and then  
press Menu/Set.  
OR—  
You can change the default setting:  
1
2
3
4
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Press Menu/Set, 2, 2, 2.  
Press or to select the resolution  
you want.  
Setup Send  
2.Fax Resolution  
Press Menu/Set.  
Standard  
Fine  
Suitable for most typed documents.  
Good for small print and transmits a little  
slower than Standard resolution.  
S.Fine  
Photo  
Good for small print or artwork and transmits  
slower than Fine resolution.  
Use when the document has varying shades  
of gray or is a photograph. This has the  
slowest transmission time.  
3 - 8 SETUP SEND  
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Dual Access (Not available for color faxes)  
You can dial a number, and begin scanning the fax into memory—  
even when the MFC is sending from memory or receiving faxes. The  
LCD shows the new job number and available memory.  
Your MFC normally uses Dual Access. However, to send a color  
fax, the MFC will send the document in real time (even if Real  
Time TXis Off).  
The number of pages you can scan into the memory will vary  
depending on the data that is printed on them.  
If you get an Out of Memorymessage while scanning the first  
page of a fax, press Stop/Exit to cancel scanning. If you get an  
Out of Memorymessage while scanning a subsequent page,  
you can press Black Start to send the pages scanned so far,  
or press Stop/Exit to cancel the operation.  
SETUP SEND 3 - 9  
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Real Time Transmission  
When you are sending a fax, the MFC will scan the documents into  
the memory before sending. Then, as soon as the phone line is free,  
the MFC will start dialing and sending.  
If the memory becomes full, the MFC will send the document in real  
time (even if Real Time TXis set to Off).  
Sometimes, you may want to send an important document  
immediately, without waiting for memory transmission. You can set  
Real Time TXto Onfor all documents or for the next fax only.  
If you want to fax multiple pages from the scanner glass, Real Time  
Transmission should be set to Off.  
1
2
3
4
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Press Menu/Set, 2, 2, 5.  
To change the default setting, press  
or to select On(or Off).  
Setup Send  
5.Real Time TX  
Press Menu/Set.  
OR—  
For the next fax transmission only, press or to select  
Next Fax Only.  
Press Menu/Set and go to Step 5.  
For the next fax only, press or to select On(or Off).  
Press Menu/Set.  
5
In Real Time Transmission, the redial feature does not work.  
If you are sending a color Fax, the MFC will send it in real time  
(even if Real Time TXis set to Off).  
3 - 10 SETUP SEND  
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Checking job status  
Check which jobs are still waiting in the memory to be sent. (If there  
are no jobs, the LCD shows No Jobs Waiting.)  
1
2
Press Menu/Set, 2, 6.  
Fax  
6.Remaining Jobs  
If you have more than one job  
waiting, press or to scroll  
through the list.  
3
Press Stop/Exit.  
Canceling a fax in progress  
If you want to cancel a fax, while the MFC is scanning, dialing or  
sending it, press Stop/Exit.  
Canceling a scheduled job  
You can cancel a fax job that is stored and waiting in the memory.  
1
Press Menu/Set, 2, 6.  
Any jobs that are waiting will appear  
on the LCD.  
Fax  
6.Remaining Jobs  
2
If you have more than one job waiting, press or to select the  
job you want to cancel.  
Press Menu/Set.  
OR—  
If you only have one job waiting, go to Step 3.  
Press 1 to cancel.  
To cancel another job go to Step 2.  
OR—  
3
4
Press 2 to exit without canceling.  
Press Stop/Exit.  
SETUP SEND 3 - 11  
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Advanced sending operations  
Broadcasting (Not available for color faxes)  
Broadcasting is when the same fax message is automatically sent to  
more than one fax number. You can include Groups, Speed-Dial  
numbers and up to 50 manually dialed numbers in the same  
broadcast.  
Press Menu/Set between each of the numbers. Use  
Search/Speed Dial to help you choose the numbers easily. (To set  
After the broadcast is finished, a Broadcast Report will be printed to  
let you know the results.  
1
2
3
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Enter a number using Speed-Dial, a Group number, Search or  
manual dialing using the dial pad.  
(Example: Group number)  
4
5
When the LCD displays the fax number or name of the other  
party, press Menu/Set.  
You will be asked to enter the next number.  
Enter the next number.  
(Example: Speed-Dial number)  
6
7
8
When the LCD displays the fax number or name of the other  
party, press Menu/Set.  
After you have entered all fax numbers by repeating Step 5 and  
6, go to Step 8 to start the broadcast.  
Press Black Start.  
3 - 12 SETUP SEND  
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If you did not use up any of the numbers for Groups, access  
codes or credit card numbers, you can ‘broadcast’ faxes to  
as many as 90 (MFC-5440CN) or 150 (MFC-5840CN)  
different numbers.  
The available memory will vary depending on the types of  
jobs in the memory and the number of locations used for  
broadcasting. If you broadcast to the maximum numbers  
available, you will not be able to use Dual Access and  
Delayed fax.  
Enter the long dialing sequence numbers as you would  
normally, but remember that each Speed-Dial number  
counts as one number, so the number of locations you can  
store becomes limited.  
If the memory is full, press Stop/Exit to stop the job or if  
more than one page has been scanned, press Black Start  
to send the portion that is in the memory.  
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.  
1
2
3
4
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Press Menu/Set, 2, 2, 7.  
Press or to select On(or Off).  
Press Menu/Set.  
Setup Send  
7.Overseas Mode  
SETUP SEND 3 - 13  
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Delayed Fax (Not available for color faxes)  
During the day you can store up to 50 faxes in the memory to be sent  
within 24 hours. These faxes will be sent at the time of day you enter  
in Step 4.  
1
2
3
4
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Press Menu/Set, 2, 2, 3.  
Press Menu/Set to accept the  
displayed time.  
Setup Send  
3.Delayed Fax  
OR—  
Enter the time you want the fax to be sent (in 24-hour format).  
Press Menu/Set.  
(For example, enter 19:45 for 7:45 PM.)  
The number of pages you can scan into the memory depends  
on the amount of data that is printed on each page.  
Setting up Polled Transmit  
(Not available for color faxes)  
Polled Transmit is when you set up your MFC to wait with a  
document so another fax machine can call and retrieve it.  
1
2
3
4
If it is not illuminated in green, press  
Load your document.  
(Fax).  
Press Menu/Set, 2, 2, 6.  
Press or to choose On(or Off).  
Press Menu/Set.  
Setup Send  
6.Polled TX  
The document will be stored and can be retrieved from any other  
fax machine until you delete the fax in memory by using the  
Canceling a Job menu setting. (See Canceling a scheduled job  
3 - 14 SETUP SEND  
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Delayed Batch Transmission  
(Not available for color faxes)  
Before sending the delayed faxes, your MFC will help you economize  
by sorting all the faxes in the memory by destination and scheduled  
time. All delayed faxes that are scheduled to be sent at the same  
time to the same fax number will be sent as one fax to save  
transmission time.  
1
2
3
If it is not illuminated in green, press  
Press Menu/Set, 2, 2, 4.  
Press or to select On(or Off).  
Press Menu/Set.  
(Fax).  
Setup Send  
4.Batch TX  
4
Press Stop/Exit.  
The document will be stored and can be retrieved from any other  
fax machine until you delete the fax in memory by using the  
Canceling a job menu setting. (See Canceling a scheduled job  
Faxing A4 size documents from the scanner glass  
When documents are A4 size, you need to set Scan Glass Size to  
A4; if you do not, the bottom portion of the faxes will be missing.  
1
2
Press Menu/Set, 2, 2, 0.  
Press or to select A4(or Letter).  
Press Menu/Set.  
3
Press Stop/Exit.  
SETUP SEND 3 - 15  
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Setup Receive  
4
Basic receiving operations  
Choosing the Receive Mode  
There are four different Receive Modes for your MFC. You can  
choose the mode that best suits your needs.  
LCD  
How it works  
When to use it  
Fax Only  
The MFC automatically  
answers every call as a  
fax.  
For dedicated fax lines.  
(automatic receive)  
Fax/Tel  
The MFC controls the  
line and automatically  
Use this mode if you expect to receive lots of fax  
messages and few telephone calls. You cannot  
(fax and telephone)  
answers every call. If the have an answering machine on the same line, even  
call is a fax it will receive if it is on a separate wall jack on the same line. You  
the fax. If the call is not a cannot use the telephone company’s Voice Mail in  
(with an external or  
extension telephone)  
fax it will ring  
this mode.  
(pseudo/double ring) for  
you to pick up the call.  
External TAD  
The external answering  
device (TAD)  
automatically answers  
every call.  
Voice messages are  
stored on the external  
TAD. Fax messages are  
printed.  
Use this mode if you have connected an answering  
machine to your MFC.  
The External TAD setting works only with an  
external answering machine. Ring Delay does not  
work in this setting.  
(with an external  
answering device only)  
Manual  
You control the phone  
line and must answer  
every call yourself.  
Use this mode if you do not receive many fax  
messages, with Distinctive Ring, or if you are using  
a computer on the same line.  
If you answer and hear fax tones, wait until the MFC  
takes over the call, then hang up. (See Easy  
(manual receive)  
(with an external or  
extension telephone or  
with Distinctive Ring)  
4 - 1 SETUP RECEIVE  
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To select or change your Receive Mode  
1
2
3
If it is not illuminated in green, press  
(Fax).  
Press Menu/Set, 0, 1.  
Initial Setup  
1.Receive Mode  
Press or to select Fax Only,  
Fax/Tel, External TADor  
Manual.  
Press Menu/Set.  
Press Stop/Exit.  
4
Current Receive Mode  
Fax: Fax Only  
F/T: Fax/Tel  
TAD: External TAD  
Mnl: Manual  
Setting the Ring Delay  
The Ring Delay sets the number of times the MFC rings before it  
answers in Fax Onlyor Fax/Telmode. If you have extension  
phones on the same line as the MFC or subscribe to the telephone  
company’s Distinctive Ring service, keep the Ring Delay setting of 4.  
1
2
3
If it is not illuminated in green, press  
(Fax).  
Press Menu/Set, 2, 1, 1.  
Setup Receive  
1.Ring Delay  
Press or to select how many  
times the line rings before the MFC  
answers (00, 01, 02, 03 or 04).  
Press Menu/Set.  
(If you select 00, the line won’t ring at all.)  
4
Press Stop/Exit.  
SETUP RECEIVE 4 - 2  
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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 MFC will signal you with its special pseudo/double-ring when you  
have a voice call. (If it’s a fax call, the MFC prints the fax.)  
This pseudo/double-ring happens after the initial ringing from the  
phone company. Only the MFC rings and no other phones on the  
same line will ring with the special pseudo/double-ring. However, you  
can still answer the call on any telephone on the same line as the MFC.  
1
2
3
If it is not illuminated in green, press  
(Fax).  
Press Menu/Set, 2, 1, 2.  
Press or to select how long the  
MFC will ring to alert you that you  
Setup Receive  
2.F/T Ring Time  
have a voice call (20, 30, 40 or 70 seconds).  
Press Menu/Set.  
4
Press Stop/Exit.  
Even if the caller hangs up during the pseudo/double-ringing,  
the MFC will continue to ring for the set time.  
4 - 3 SETUP RECEIVE  
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Easy Receive  
When you use this feature, you don’t have to press Black Start,  
Color Start, or the Fax Receive Code 51 when you answer a fax  
call. Selecting Onallows the MFC to receive fax calls automatically,  
even if you lift the handset of an extension or external phone. When  
you see Receivingon the LCD or when you hear ‘chirps’ through  
the handset of an extension phone connected to another telephone  
wall jack, just replace the handset and your MFC will do the rest.  
If this feature is set to On, but your MFC does not connect a  
fax call when you lift an extension or external phone  
handset, press the Fax Receive Code 51.  
If you send faxes from a computer on the same phone line  
and the MFC intercepts them, set Easy Receive to Off.  
Selecting Offmeans you’ll have to activate the MFC  
yourself by lifting the handset of an external or extension  
phone, and then press Black Start or Color Start on the  
MFC  
OR—  
by pressing 51 if you are not at your MFC. (See Operation  
1
2
3
If it is not illuminated in green, press  
Press Menu/Set, 2, 1, 3.  
Use or to select On(or Off).  
Press Menu/Set.  
(Fax).  
Setup Receive  
3.Easy Receive  
4
Press Stop/Exit.  
SETUP RECEIVE 4 - 4  
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Printing a reduced incoming fax  
(Auto Reduction)  
If you choose On, the MFC automatically reduces an incoming fax to  
fit on one page of Letter, Legal or A4 size paper. The MFC calculates  
the reduction ratio by using the page size of the document and your  
Paper Size setting (Menu/Set, 1, 3).  
1
2
3
If it is not illuminated in green, press  
Press Menu/Set, 2, 1, 5.  
Use or to select On(or Off).  
Press Menu/Set.  
(Fax).  
Setup Receive  
5.Auto Reduction  
4
Press Stop/Exit.  
Turn on this setting if you receive faxes that are split on two  
pages. However, if the document is too long though, the  
MFC may print it on two pages.  
If left and right margins are cut off, turn on this setting.  
Printing a fax from the memory  
If you have selected Fax Forwarding, Paging or Fax Storage  
(Menu/Set, 2, 5, 1), you can still print a fax from the memory when  
you are at your MFC. (See Setting Fax Storage on page 6-3.)  
1
2
Press Menu/Set, 2, 5, 3.  
Press Black Start.  
Remote Fax Opt  
3.Print Fax  
4 - 5 SETUP RECEIVE  
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Polling  
Polling is the process of retrieving faxes from another fax machine.  
You can use your MFC to ‘poll’ other machines, or you can have  
someone poll your MFC.  
Everyone who is involved in Polling needs to set up their fax  
machines for Polling. When someone polls your MFC to receive a  
fax, they pay for the call. If you poll someone’s fax machine to receive  
a fax, you pay for the call.  
Some fax machines do not respond to the Polling feature.  
Setting up Polling Receive  
Polling Receive is when you call another fax machine to receive a fax  
from it.  
1
2
3
If it is not illuminated in green, press  
(Fax).  
Press Menu/Set, 2, 1, 6.  
Enter the fax number you are  
polling.  
Setup Receive  
6.Polling RX  
4
Press Black Start or Color Start.  
The LCD shows Dialing.  
Setting up Sequential Polling Receive  
Your MFC can ask for faxes from several fax units in a single  
operation (Sequential Polling Receive). Afterwards, a Sequential  
Polling Report will be printed.  
1
2
3
If it is not illuminated in green, press  
(Fax).  
Press Menu/Set, 2, 1, 6.  
Enter the fax machines you want to  
poll using Speed-Dial, a Group or  
Setup Receive  
6.Polling RX  
the dial pad. You must press Menu/Set between each fax  
number.  
4
Press Black Start or Color Start. Your MFC will poll each  
number or Group number in turn to receive a fax.  
SETUP RECEIVE 4 - 6  
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Quick-Dial numbers and  
dialing options  
5
Storing numbers for easy dialing  
You can set up your MFC to do two types of easy dialing: Speed-Dial  
and Groups for Broadcasting faxes. When you dial a quick-dial  
number, the LCD shows the name, if you stored it, or the number.  
If you lose electrical power, the quick-dial numbers that are in  
the memory will not be lost.  
Storing Speed-Dial numbers  
You can store Speed-Dial numbers, so that when you dial you will  
only have to press a few keys (Search/Speed Dial, #, the two-digit  
number, and Black Start or Color Start). The MFC-5440CN can  
store 40 Speed-Dial numbers and the MFC-5840CN can store 100  
numbers.  
1
2
Press Menu/Set, 2, 3, 1.  
Use the dial pad to enter a  
Speed-Dial location number  
Set Quick-Dial  
1.Speed-Dial  
(01-40 for MFC-5440CN, 00-99 for MFC-5840CN.)  
(For example, press 05.)  
Press Menu/Set.  
3
4
Enter the phone or fax number (up to 20 digits).  
Press Menu/Set.  
Use the dial pad to enter the name (up to 15 characters).  
Press Menu/Set.  
(You can use the chart on page B-12 to help you enter letters.)  
OR—  
Press Menu/Set to store the number without a name.  
Go to Step 2 to store another Speed-Dial number.  
OR—  
5
Press Stop/Exit.  
5 - 1 QUICK-DIAL NUMBERS AND DIALING OPTIONS  
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Changing Speed-Dial numbers  
If you try to store a Speed-Dial number where a number has already  
been stored, the LCD will show the name that has been stored there  
(or number) and will ask you to do one of the following:  
1
Press 1 to change the stored number.  
OR—  
Press 2 to exit without making a change.  
How to change the stored number or name:  
If you want to change a character, use  
or  
to position  
the cursor under the character you want to change, and then  
type over it.  
If you want to erase the whole number or whole name, press  
Stop/Exit when the cursor is under the first digit or letter.  
The characters above and to the right of the cursor will be  
deleted.  
2
3
Enter a new number.  
Press Menu/Set.  
Follow the directions beginning at Step 4 in Storing Speed-Dial  
numbers. (See page 5-1.)  
QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 2  
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Setting up Groups for Broadcasting  
Groups allow you to send the same fax message to many fax  
numbers by pressing only a few keys (Search/Speed Dial, #, the  
two-digit number, and Black Start). First, you’ll need to store each  
fax number as a Speed-Dial number.  
Then, you can combine them into a Group. Each Group uses up a  
Speed-Dial number. You can have up to six Groups, or you can  
assign up to 39 numbers (MFC-5440CN) or up to 99 numbers  
(MFC-5840CN) to one large Group.  
1
2
Press Menu/Set, 2, 3, 2.  
Set Quick-Dial  
2.Setup Groups  
Use the dial pad to enter the  
two-digit Speed-Dial number where  
you want to store the Group.  
Setup Groups  
Speed-Dial? #  
Press Menu/Set.  
(For example, press 07 and Menu/Set.)  
3
4
Use the dial pad to enter the Group  
number (1 to 6).  
Setup Groups  
Setup Group:G01  
Press Menu/Set.  
(For example, press 1 for Group 1.)  
The Group number must be between 1 and 6.  
To include Speed-Dial numbers in  
the Group, press them as follows:  
For example, for Speed-Dial  
Setup Groups  
G01:#05#09  
numbers 05 and 09. Press Search/Speed Dial  
,
05,  
Search/Speed Dial  
,
09. The LCD shows: #05#09.  
5 - 3 QUICK-DIAL NUMBERS AND DIALING OPTIONS  
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5
6
Press Menu/Set to accept the Speed-Dial numbers for this  
Group.  
Use the dial pad and the chart on page B-12 to enter a name for  
the Group.  
Press Menu/Set.  
(For example, type NEW CLIENTS).  
Press Stop/Exit.  
7
You can print a list of all the Speed-Dial numbers. Group  
numbers will be marked in the “GROUP” column.  
QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 4  
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Dialing options  
There are three ways to dial. (See How to dial on page 3-1.)  
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  
Speed-Dial numbers. You can store these long dialing sequences by  
dividing them and setting them up on separate Speed Dial numbers in  
any combination. You can even include manual dialing using the dial  
For example, perhaps you have stored ‘555’ on Speed-Dial #03 and  
‘7000’ on Speed-Dial #02. If you press Search/Speed Dial, #03,  
Search/Speed Dial, #02, and Black Start or Color Start, you  
will dial ‘555-7000’.  
To temporarily change a number, you can substitute part of the  
number with manual dialing using the dial pad.  
For example, to change the number to 555-7001 you could press  
Search/Speed Dial, #03 and then press 7001 using the dialing  
pad.  
If you must wait for another dial tone or signal at any point in the  
dialing sequence, store a pause in the number by pressing  
Redial/Pause. Each key press adds a 3.5-second delay.  
Pause  
Press Redial/Pause to insert a 3.5-second pause between  
numbers. If you are dialing overseas, you can press Redial/Pause  
as many times as needed to increase the length of the pause.  
5 - 5 QUICK-DIAL NUMBERS AND DIALING OPTIONS  
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Tone or Pulse  
If you have a Pulse dialing service, but need to send Tone signals  
(for example, for telephone banking), follow the instructions below. If  
you have Touch Tone service, you will not need this feature to send  
tone signals.  
1
2
Lift the handset of the external phone.  
Press # on the control panel of your MFC. Any digits dialed after  
this will send tone signals.  
When you hang up, the MFC will return to the Pulse dialing  
service.  
QUICK-DIAL NUMBERS AND DIALING OPTIONS 5 - 6  
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Remote Fax Options  
(Not available for color faxes)  
6
You can only use one remote fax option at a time:  
Fax Forwarding—OR—Paging—OR—Fax Storage—OR—  
PC FAX Receive—OR—Off.  
You can change your selection at any time (Menu/Set, 2, 5, 1).  
Setting up Fax Forwarding  
When you select Fax Forward, your MFC stores the received fax in  
the memory. The MFC will then dial the fax number you’ve  
programmed and forwards the fax message.  
1
2
Press Menu/Set, 2, 5, 1.  
Press or to select  
Fax Forward.  
Remote Fax Opt  
1.Fwd/Page/Store  
Press Menu/Set.  
The LCD will ask you to enter the fax number to which faxes will  
be forwarded.  
3
4
Enter the forwarding number (up to 20 digits).  
Press Menu/Set.  
Press or to select  
Backup Print:Onor  
Fax Forward  
Backup Print:On  
Backup Print:Off.  
Press Menu/Set.  
If you select Backup Print:On, the MFC will also print the  
fax at your MFC so you will have a copy if there is a power  
failure before it is forwarded.  
If Fax Forwarding is turned on your machine cannot receive  
a color fax unless the sending machine converts it to black &  
white before sending.  
5
Press Stop/Exit.  
6 - 1 REMOTE FAX OPTIONS  
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Programming your pager number  
When Paging is selected, your MFC 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.  
1
2
3
Press Menu/Set, 2, 5, 1.  
Press or to select Paging.  
Remote Fax Opt  
1.Fwd/Page/Store  
Enter your pager phone number  
followed by # # (up to 20 digits).  
Press Menu/Set.  
Do not include the area code if it is the same as that of your MFC.  
For example, press 1 8 0 0 5 5 5 1 2 3 4 # #.  
4
If your pager needs a PIN, enter the PIN, press #, press  
Redial/Pause, enter your fax number followed by # #.  
Press Menu/Set.  
(For example, press 1 2 3 4 5 # Redial/Pause 1 8 0 0 5 5 5  
1 2 1 2 # #)  
OR—  
If you do not need a PIN, press Redial/Pause, enter your fax  
number followed by # #.  
Press Menu/Set.  
(For example, press Redial/Pause 1 8 0 0 5 5 5 1 2 1 2 # #)  
Press Stop/Exit.  
5
You cannot change a Paging number or PIN remotely.  
If you have set Paging, a backup copy of the received fax will  
automatically be printed at the MFC.  
REMOTE FAX OPTIONS 6 - 2  
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Setting Fax Storage  
If you select Fax Storage, your MFC stores the received fax in the  
memory. You will be able to retrieve fax messages from another  
location using the Remote Retrieval commands.  
1
2
Press Menu/Set, 2, 5, 1.  
Press or to select  
Fax Storage.  
Remote Fax Opt  
1.Fwd/Page/Store  
Press Menu/Set.  
Press Stop/Exit.  
If you have turned on Fax Storage, a backup copy will  
3
automatically be printed at the MFC.  
If Fax Storage is turned on your machine cannot receive a  
color fax unless the sending machine converts it to black &  
white.  
Setting PC Fax Receive  
If you select PC Fax Receive, your MFC will temporarily store your  
received fax messages in its memory, and then automatically send  
the faxes to the PC. You can then use your PC to view and store  
these faxes.  
1
2
Press Menu/Set, 2, 5, 1.  
Press or to select  
PC Fax Receive.  
Remote Fax Opt  
1.Fwd/Page/Store  
Press Menu/Set.  
3
4
Press or to select  
Backup Print:Onor  
Backup Print:Off.  
Press Menu/Set.  
Press Stop/Exit.  
Before you can set up PC Fax Receive you must install the  
MFL-Pro Suite software on your PC, make sure your PC is  
connected and turned on. (For details, see Using Brother  
PC-FAX software on page 5-1 in Software User’s Guide on  
the CD-ROM.)  
PC Fax Receive  
Backup Print:On  
If you select Backup Print:On, the MFC will also print the  
fax at your MFC so you will have a copy if there is a power  
failure before it is sent to the PC.  
6 - 3 REMOTE FAX OPTIONS  
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If you get an error message and the MFC cannot print the  
faxes in memory, you can use this setting to transfer your  
faxes to your PC. (For details, see Error messages on page  
11-1.)  
When PC Fax Receive is turned on your machine can only  
print the color faxes it receives. It cannot store them it  
memory.  
Turning off Remote Fax Options  
If you set the Remote Fax Options to Offand there are faxes in your  
MFC’s memory, the LCD will give you two options.  
If you press 1, all unprinted faxes will be printed and erased  
before the setting turns off. If a backup copy has already been  
printed it will not be printed again.  
If you press 2, the memory will not be erased and the setting will  
be unchanged.  
Setting your Remote Access Code  
The remote access code lets you access the Remote Retrieval  
features when you are away from your MFC. Before you use the  
remote access and retrieval features, you have to set up your own  
code. The default code is inactive code (--- ).  
1
2
Press Menu/Set, 2, 5, 2.  
Enter a three-digit code using  
Remote Fax Opt  
2.Remote Access  
numbers 0-9 or  
.
Press Menu/Set. (The preset ‘ ’ cannot be changed.)  
Do not use the same code which is set in your Fax Receive  
Code ( 51) or Telephone Answer Code (#51).  
3
Press Stop/Exit.  
You can change your code at any time by entering a new one.  
If you want to make your code inactive, press Stop/Exit in Step  
2 to restore the inactive setting (--- ).  
REMOTE FAX OPTIONS 6 - 4  
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Remote Retrieval  
You can call your MFC from any touch tone telephone or fax  
machine, then use the Remote Access Code and remote commands  
to retrieve fax messages. Be sure to cut out the Remote Retrieval  
Access Card on the last page and keep it with you at all times.  
Using your Remote Access Code  
1
2
3
Dial your fax number from a telephone or another fax machine  
using touch tone.  
When your MFC answers, immediately enter your Remote  
Access Code (3 digits followed by ).  
The MFC signals if it has received fax messages:  
1 long beep Fax messages  
No beeps No messages  
4
The MFC gives two short beeps to tell you to enter a command.  
The MFC will hang up if you wait longer than 30 seconds to  
enter a command. The MFC will beep three times, if you enter  
an invalid command.  
5
6
Press 90 to reset the MFC when you’ve finished.  
Hang up.  
If your MFC is set to Manualmode and you want to use the  
remote retrieval features, you can access your MFC by waiting  
about 2 minutes after it starts ringing, and then entering the  
Remote Access Code within 30 seconds.  
6 - 5 REMOTE FAX OPTIONS  
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Remote commands  
Follow the commands below to access features when you are away  
from the MFC. When you call the MFC and enter your Remote  
Access Code (3 digits followed by ), the system will give two short  
beeps and you must enter a remote command.  
Remote commands  
Operation details  
95 Change the Fax  
Forwarding, Paging or Fax  
Storage settings  
1 OFF  
You can select Offafter you have retrieved  
or erased all your messages.  
2 Fax Forwarding  
3 Paging  
If you hear one long beep, the change has  
been accepted. If you hear three short beeps,  
you cannot change it because something has  
not been set up (for example, perhaps a Fax  
Forwarding or Paging number had not been  
registered). You can register your Fax  
Forwarding number by entering 4. (See  
page 6-7.) Once you have registered the  
number, Fax Forwarding will work.  
4 Fax Forwarding number  
6 Fax Storage  
You can select Offafter you have retrieved  
or erased all your messages.  
96 Retrieve a fax  
2 Retrieve all faxes  
Enter the number of a remote fax machine to  
receive stored fax message(s). (See page  
6-7.)  
3 Erase faxes from the  
memory  
If you hear one long beep, fax messages  
have been erased from the memory.  
97 Check the receiving status  
You can check whether your MFC has  
received any faxes. If yes, you will hear one  
long beep. If no, you will hear three short  
beeps.  
1 Fax  
98 Change the Receive Mode  
1 External TAD  
2 Fax/Tel  
If you hear one long beep, you can change  
the Receive Mode.  
3 Fax Only  
90 Exit  
Press 90 to exit Remote Retrieval. Wait for  
the long beep, then replace the handset.  
REMOTE FAX OPTIONS 6 - 6  
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Retrieving fax messages  
You can call your MFC from any touch tone phone and have your fax  
messages sent to a fax machine.  
1
2
Dial your fax number.  
When your MFC answers, immediately enter your Remote  
Access Code (3 digits followed by ). If you hear one long  
beep, you have messages.  
3
4
As soon as you hear two short beeps, use the dial pad to press  
962.  
Wait for the long beep, and then use the dial pad to enter the  
number of the remote fax machine where you want your fax  
messages sent to followed by ## (up to 20 digits).  
You cannot use  
you want to store a pause.  
and # as dial numbers. However, press # if  
5
Hang up after you hear your MFC beep. Your MFC 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.  
1
2
Dial your fax number.  
When your MFC answers, immediately enter your Remote  
Access Code (3 digits followed by ). If you hear one long  
beep, you have messages.  
3
4
When you hear two short beeps, use the dial pad to press 954.  
Wait for the long beep, and then use the dial pad to enter the  
new number of the remote fax machine where you want your fax  
messages forwarded followed by ## (up to 20 digits).  
You cannot use  
you want to store a pause.  
and # as dial numbers. However, press # if  
5
Hang up after you hear your MFC beep.  
6 - 7 REMOTE FAX OPTIONS  
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Printing reports  
7
Fax settings and activity  
You need to set up the Transmission Verification Report and Journal  
Period in the menu table.  
Press Menu/Set, 2, 4, 1.  
OR—  
Report Setting  
1.Transmission  
Press Menu/Set, 2, 4, 2.  
Report Setting  
2.Journal Period  
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). If you select Onor On+Image, the  
report will print for every fax you send.  
If you send a lot of faxes to the same place, you may need more than  
the job numbers to know which faxes you must send again. Selecting  
On+Imageor Off+Imagewill print a section of the fax’s first page  
on the report to help you remember.  
When the Verification Report is turned Offor Off+Image, the  
Report will only print if there is a transmission error, with NG in  
the RESULT column.  
1
2
Press Menu/Set, 2, 4, 1.  
Press or to select  
Off+Image, On, On+Imageor Off.  
Report Setting  
1.Transmission  
Press Menu/Set.  
Press Stop/Exit.  
3
PRINTING REPORTS 7 - 1  
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Setting the Journal Period  
You can set the MFC to print a journal at specific intervals (every 50  
faxes, 6, 12 or 24 hours, 2 or 7 days). If you set the interval to Off, you  
can print the report by following the steps on the next page.  
The default setting is Every 50 Faxes.  
1
2
Press Menu/Set, 2, 4, 2.  
Press or to choose an interval.  
Press Menu/Set.  
Report Setting  
2.Journal Period  
(If you choose 7 days, the LCD will ask you to choose a day on  
which to begin the 7-day countdown.)  
3
4
Enter the time to begin printing in 24-hour format.  
Press Menu/Set.  
(For example: enter 19:45 for 7:45 PM.)  
Press Stop/Exit.  
If you select 6, 12, 24 hours, 2 or 7 days, the MFC will print the  
report at the selected time and then erase all jobs from its  
memory. If the MFC’s memory becomes full with 200 jobs  
before the time you selected has passed, the MFC will print the  
Journal early and then erase all jobs from memory. If you want  
an extra report before it is due to print, you can print it without  
erasing the jobs from memory.  
If you select Every 50 Faxes, the MFC will print the Journal  
when the MFC has stored 50 jobs.  
7 - 2 PRINTING REPORTS  
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Printing reports  
Following reports are available:  
Prints the Help List so you can see at-a-glance  
how to quickly program your MFC.  
1.Help List  
2.Quick-Dial  
3.Fax Journal  
Lists names and numbers stored in the  
Speed-Dial memory, in numerical order.  
Lists information about the last incoming and  
outgoing faxes.  
(TX means Transmit.) (RX means Receive.)  
Prints a Transmission Verification Report for your  
last transmission.  
4.Transmission  
Lists your settings.  
5.User Settings  
6.Network Config  
Lists your Network settings.  
How to print a report  
1
For MFC-5440CN, press Reports.  
For MFC-5840CN, press Menu/Set, 6.  
Press or to select the report you want.  
Press Menu/Set.  
2
OR—  
Enter the number of the report you want to print.  
For example, press 1 to print the Help List.  
Press Black Start.  
3
PRINTING REPORTS 7 - 3  
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Making copies  
8
Using the MFC as a copier  
You can use your MFC as a copier, making up to 99 copies at a time.  
Enter Copy mode  
Before making copies, make sure that  
(Copy) is illuminated  
in green. If it is not, press  
(Copy) to enter Copy mode. The  
default setting is Fax. You can change the number of seconds or  
minutes that the MFC stays in Copy mode. (See Setting the Mode  
The LCD shows the default copy setting  
Copy Ratio  
Quality  
No of Copies  
8 - 1 MAKING COPIES  
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Making a single copy  
1
2
Press  
(Copy) to illuminate it in green.  
Load your document.  
Press Black Start or Color Start.  
3
To stop copying, press Stop/Exit.  
Making multiple copies  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
Press Black Start or Color Start.  
To sort the copies, press the Options key. (See Using the  
Stop copying  
To stop copying, press Stop/Exit.  
MAKING COPIES 8 - 2  
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Using the temporary Copy keys  
When you want to quickly change the copy settings temporarily for  
the next copy, use the temporary Copy keys. You can use different  
combinations.  
Temporary Copy keys  
(For MFC-5440CN)  
Temporary Copy keys  
(For MFC-5840CN)  
These settings are temporary, and the MFC returns to its default  
settings 60 seconds after it finishes copying. However if you  
have set the Mode Timer to 0 or 30 seconds, the MFC returns  
to the default settings after the number of seconds that has been  
You can save the copy settings you use most often by setting  
8 - 3 MAKING COPIES  
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Increasing copy speed or quality  
You can select the copy quality. The default setting is Normal.  
Press  
Quality  
Normal  
Recommended mode for ordinary  
printouts. Good copy quality with  
adequate copy speed.  
Fast  
Fast copy speed and lowest ink  
consumption. Use FAST to save time  
(document to be proof-read, large  
documents or many copies).  
and  
or  
Best  
Use this mode to copy precise images  
such as photographs. BEST uses the  
highest resolution and slowest speed.  
1
2
Press  
(Copy) to illuminate it in green.  
Load your document.  
3
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Quality.  
Press or to choose the copy quality (Fast, Normalor  
Best).  
Press Menu/Set.  
6
Press Black Start or Color Start.  
MAKING COPIES 8 - 4  
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Enlarging or reducing the image copied  
You can select the following enlargement or reduction ratios.  
Custom(25-400%)allows you to enter a ratio from 25% to 400%.  
Press Enlarge/Reduce Custom(25-400%)  
200%  
198% 4"x6"A4  
186% 4"x6"LTR  
142% A5A4  
104% EXELTR  
100%  
and  
or  
to  
select  
Enlarge/Reduce  
97% LTRA4  
93% A4LTR  
83% LGLA4  
78% LGLLTR  
69% A4A5  
50%  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Enlarge/Reduce.  
Press or to select the enlargement or reduction ratio you  
want.  
Press Menu/Set.  
OR—  
You can select Custom(25-400%)and press Menu/Set.  
Use the dial pad to enter an enlargement or reduction ratio from  
25%to 400%.  
Press Menu/Set.  
(For example, press 5 3 to enter 53%.)  
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6
Press Black Start or Color Start.  
Special Copy Options 2 in 1 (P), 2 in 1 (L), 4 in 1 (P), 4 in 1 (L)  
or Poster are not available with Enlarge/Reduce.  
Setting the paper type (MFC-5440CN only)  
If you are copying on special paper, be sure to select the type of  
paper you are using so you will get the best print quality.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Paper Type.  
Press or to select the type of paper you are using (Plain,  
Inkjet, Glossyor Transparency).  
Press Menu/Set.  
6
Press Black Start or Color Start.  
You can change the default Paper Type setting at any time.  
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Using the Tray Select key (MFC-5840CN only)  
The MFC uses the paper in Tray#1 first. You can change the tray that  
will be used for next copy only.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Tray Select.  
Press or to select Auto  
,
#1(xxx)or #2(xxx).  
Press Menu/Set.  
6
Press Black Start or Color Start.  
If both trays are using paper that is the same type and size,  
Autowill allow your MFC to take paper from Tray#2 if  
Tray#1 is out of paper.  
You can only use plain paper sizes Letter, Legal or A4 in  
Tray#2.  
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Changing the temporary copy settings  
Use the Options key to quickly set the following copy settings  
temporarily for the next copy.  
Press  
Options  
Menu Selections  
Options  
Factory  
Setting  
Page  
select  
select  
Paper Type  
Plain/Inkjet/  
Glossy/  
Transparency  
Plain  
(MFC-5840CN only)  
Paper Size  
Letter/Legal/  
A4/A5/  
4"(W)x 6"(H)  
Letter  
Brightness  
Contrast  
-
-
+
+
-
+
-
+
Stack/Sort  
Stack/Sort  
Stack  
Page Layout  
Off(1 in 1)/  
2 in 1 (P)/  
2 in 1 (L)/  
4 in 1 (P)/  
4 in 1 (L)/  
Poster(3 x 3)  
Off  
(1 in 1)  
No. of Copies  
No. of Copies:01 01  
(01-99)  
After you choose your settings by pressing Menu/Set, the LCD  
shows Set temporarily.  
Press Black Start or Color Start if youre finished choosing  
settings.  
OR—  
Press or to select more settings.  
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Setting paper type (MFC-5840CN only)  
If copying on paper other than plain paper, select the type of paper  
that you are using to get the best print quality.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Options and or to select Paper Type.  
Press Menu/Set.  
Press or to select the type of paper you are using (Plain,  
Inkjet, Glossyor Transparency).  
Press Menu/Set.  
You can only use plain paper in Tray#2.  
6
Press Black Start or Color Start.  
You can change the default Paper Type setting at any time.  
Setting paper size  
If copying on paper other than Letter size, you will need to change  
the paper size setting.  
You can copy on Letter, Legal, A4, A5 or  
Photo Card (4"(W) x 6"(H)) paper.  
You can only use this setting with Tray#1.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
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4
5
Press Options and or to select Paper Size.  
Press Menu/Set.  
Press or to select the size of paper you are using  
(Letter, Legal, A4, A5or 4"(W)x 6"(H)).  
Press Menu/Set.  
6
Press Black Start or Color Start.  
Adjusting brightness  
You can adjust the copy brightness to make copies darker or lighter.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Options and or to select Brightness.  
Press Menu/Set.  
Brightness  
-
+
Press to make a lighter copy.  
OR—  
Press to make a darker copy.  
Press Menu/Set.  
6
Press Black Start or Color Start.  
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Adjusting contrast  
You can adjust the copy contrast to help an image look sharper and  
more vivid.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Options and or to select Contrast.  
Press Menu/Set.  
Contrast  
-
+
Press to increase the contrast.  
OR—  
Press to decrease the contrast.  
Press Menu/Set.  
6
Press Black Start or Color Start.  
Sorting copies using the ADF  
You can sort multiple copies. Pages will be stacked in the order 321,  
321, 321, and so on.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
6
Press Options and or to select Stack/Sort.  
Press Menu/Set.  
Press or to select Sort.  
Press Menu/Set.  
Press Black Start or Color Start.  
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Making N in 1 copies or a poster (Page Layout)  
You can reduce the amount of copies by using the N in 1 copy  
feature. This allows you to copy two or four pages on one page,  
which allows you to save paper. It is also possible to create a poster.  
When you use the Poster feature your MFC divides your document  
into sections, then enlarges the sections so you can assemble them  
into a poster. If you want to print a poster, use the scanner glass.  
Please make sure Paper Size is set to Letteror A4.  
You can use N in 1 copy feature with 100% copy size only.  
(P) means Portrait and (L) means Landscape.  
1
2
3
Press  
(Copy) to illuminate it in green.  
Load your document.  
Use the dial pad to enter the number of copies you want  
(up to 99).  
4
5
Press Options and or to select Page Layout.  
Press Menu/Set.  
Press or to select 2 in 1 (P), 2 in 1 (L),  
4 in 1 (P), 4 in 1 (L), Poster(3 x 3)or Off(1 in 1).  
Press Menu/Set.  
6
7
Press Black Start or Color Start to scan the document.  
If you are making a poster or placed the document in the ADF,  
the MFC scans document and starts printing.  
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If you are using the scanner glass:  
8
After the MFC scans the page,  
the LCD shows:  
Next Page?  
1.Yes 2.No  
Press 1 to scan the next page.  
9
Put the next document on  
the scanner glass.  
Set Next Page  
Then Press Set  
Press Menu/Set.  
Repeat Steps 8 and 9 for each page of the layout.  
10 After all the pages of the document have been scanned,  
press 2 to end.  
If Inkjethas been selected in the Paper Type setting for N in  
1 copies, the MFC will print the images as if Plain paper had  
been selected.  
If you are producing multiple color copies, N in 1 copies are  
not available.  
For Poster copies, you cannot make more than one copy.  
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If you are copying from the ADF, insert the document face up in  
the direction shown below.  
2 in 1 (P)  
2 in 1 (L)  
4 in 1 (P)  
(P)  
4 in 1 (L)  
(L)  
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If you are copying from the scanner glass, place the document  
face down in the direction shown below.  
2 in 1 (P)  
2 in 1 (L)  
4 in 1 (P)  
4 in 1 (L)  
Poster (3X3)  
You can make a poster  
size copy of a  
photograph.  
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Changing the default copy settings  
You can save the copy settings you use most often by setting them  
as default. These settings will remain until you change them again.  
Increasing copy speed or quality  
1
2
Press Menu/Set, 3, 1.  
Pressor to selectNormal, Best  
or Fast.  
Copy  
1.Quality  
Press Menu/Set.  
Press Stop/Exit.  
3
Adjusting brightness  
1
2
Press Menu/Set, 3, 2.  
Press to make a lighter copy.  
OR—  
Copy  
2.Brightness  
Press to make a darker copy.  
Press Menu/Set.  
3
Press Stop/Exit.  
Adjusting contrast  
You can change the contrast to help an image look sharper and more  
vivid.  
1
2
Press Menu/Set, 3, 3.  
Press to increase the contrast.  
OR—  
Copy  
3.Contrast  
Press to decrease the contrast.  
Press Menu/Set.  
3
Press Stop/Exit.  
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Adjusting color saturation  
1
2
Press Menu/Set, 3, 4.  
Press or to select Red, Greenor  
Blue.  
Copy  
4.Color Adjust  
Press Menu/Set.  
3
4
Press to increase the color saturation.  
OR—  
Press to decrease the color saturation.  
Press Menu/Set.  
Return to Step 2 to select the next color.  
OR—  
Press Stop/Exit.  
Out of Memory message  
If the memory becomes full while you are making copies, the LCD  
message will guide you through the next step.  
If the Out of Memorymessage appears, press Stop/Exit to  
cancel or Black Start or Color Start to copy the scanned pages.  
You will need to clear some jobs from the memory before you can  
continue.  
To gain extra memory, you can turn off Fax Storage.  
OR—  
Print the faxes that are in the memory.  
When you get an Out of Memorymessage, you may be able  
to make copies if you first print incoming faxes in the memory to  
restore the memory to 100%.  
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Legal limitations  
Color reproductions of certain documents are illegal and may result  
in either criminal or civil liability. This memorandum is intended to be  
a guide rather than a complete listing of every possible prohibition. In  
case of doubt, we suggest that you check with counsel as to any  
particular questionable documents.  
The following documents issued by the United States/Canadian  
Government or any of its Agencies may not be copied:  
Money  
Bonds or other certificates of indebtedness  
Certificates of Deposit  
Internal Revenue Stamps (canceled or uncanceled)  
Selective Service or draft papers  
Passports  
United States/Canadian Postage Stamps (canceled or  
uncanceled)  
Food Stamps  
Immigration Papers  
Checks or drafts drawn by Governmental agencies  
Identifying badges or insignias  
Copyrighted works cannot be copied. Sections of a copyrighted work  
can be copied for ‘fair use.’ Multiple copies would indicate improper  
use.  
Works of art should be considered the equivalent of copyrighted  
works.  
Licenses and Certificates of Title to motor vehicles may not be  
copied under certain state/provincial laws.  
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Walk-Up PhotoCapture  
9
Center(MFC-5840CN only)  
Introduction  
Even if your MFC is not connected to your computer, you can print  
photos directly from the digital camera media. Your Brother MFC  
includes five media drives (slots) for use with popular digital camera  
media: CompactFlash®, SmartMedia®, Memory Stick®,  
SecureDigital, and xD-Picture Card.  
CompactFlash®  
SmartMedia®  
Memory Stick®  
(Type Ι only)  
SecureDigital™  
xD-Picture Card™  
The PhotoCapture Centerfeature lets you print digital photos from  
your digital camera at high resolution to get photo quality printing.  
miniSDcan be used with miniSDadapter.  
Memory Stick Duocan be used with Memory Stick Duo™  
adapter.  
Adapters are not included with the MFC. Contact a third  
party supplier for adapters.  
You cannot use Tray#2 with the PhotoCapture Centerfeature.  
9 - 1 WALK-UP PHOTOCAPTURE CENTER(MFC-5840CN ONLY)  
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PhotoCapture Centerrequirements  
To avoid error conditions, please remember:  
The DPOF file on the media card must be in a valid format.  
The image file extension must be .JPG (Other image file  
extensions .JPEG, .TIF, .GIF and so on will not be recognized).  
Walk-up PhotoCapture Centerprinting must be performed  
separately from PhotoCapture Centeroperations using the PC.  
(Simultaneous operation is not available.)  
IBM Microdriveis not compatible with the MFC.  
The MFC can read up to 999 files in a media card.  
Use only Smart media cards with a 3.3v voltage rating.  
CompactFlash® Type ΙΙ is not supported.  
When printing the INDEX or IMAGE, the PhotoCapture Center™  
will print all the valid images, even if one or more images have  
been corrupted. A portion of the corrupted image may be printed.  
Your MFC is designed to read media cards that have been  
formatted by a digital camera.  
When a digital camera formats a media card it creates a special  
folder into which it copies image data. If you need to modify the  
image data stored on a media card with your PC, we  
recommend that you do not modify the folder structure created  
by the digital camera. When saving new or modified image files  
to the media card we also recommend you use the same folder  
your digital camera uses. If the data is not saved to the same  
folder the MFC may not be able to read the file or print the  
image.  
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Getting started  
Firmly insert the card into the appropriate slot.  
SecureDigital™  
Memory Stick®  
CompactFlash®  
xD-Picture Card™  
SmartMedia®  
PhotoCapture key lights:  
PhotoCapture light is ON, the media  
card is inserted properly.  
PhotoCapture light is OFF, the media  
card is not properly inserted.  
PhotoCapture light is BLINKING, the  
media card is being read or written to.  
Do NOT unplug the power cord or remove the media card from  
the media drive (slot) while the MFC is reading or writing to the  
card (the PhotoCapture key is blinking). You will lose your  
data or damage the card.  
The MFC can only read one media card at a time so do not insert  
more than one card.  
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The steps below give a brief outline of the Direct Printing  
feature. Please see the remaining pages of this chapter for more  
detailed instructions.  
1
Insert the media card firmly into the media drive (slot).  
When you insert your media card  
C.Flash Active  
Press PhotoCapture key...  
into the proper slot, the LCD shows.  
The media active message will be shown for 60 seconds and  
then disappear. Even in that case, you can enter the  
PhotoCapture mode by pressing PhotoCapture.  
2
3
Press PhotoCapture.  
If your digital camera supports DPOF printing, see DPOF  
Print the index that shows thumbnail views of images stored on  
your media card. Your MFC will give an image number to each  
thumbnail.  
Press Print Index.  
Press Color Start to start printing the index sheet.  
4
To print images, press or to select Print Imagesand then  
press Menu/Set.  
Enter the image number and press Menu/Set.  
Press Color Start to start printing.  
You can change the settings for printing images, such as the  
Paper Type & Paper Size, Print Size and number of copies.  
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Printing the Index (Thumbnails)  
The PhotoCapture Centerassigns numbers for images (such as  
No.1, No.2, No.3, and so on).  
It does not recognize any other numbers or file names that your  
digital camera or PC have used to identify the pictures. You can print  
a thumbnail page (Index page with 6 or 5 images per line). This will  
show all the pictures on the media card.  
1
Make sure you have inserted the media card.  
Press PhotoCapture. (See page 9-3.)  
Press Print Index.  
Press or to select 6 Images/Lineor 5 Images/Line.  
Press Menu/Set.  
2
3
Index  
Index  
5 Images/Line  
6 Images/Line  
4
Press Color Start to start printing.  
Print time for 5 Images/Line will be slower than 6 Images/Line,  
but the quality is better. To print an image, see Printing images  
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Printing images  
Before you can print an individual image, you have to know the  
image number.  
Print the Index first.  
1
2
Make sure you have inserted the media card.  
Press PhotoCapture. (See page 9-3.)  
Press or to choose Print Images.  
Press Menu/Set.  
If your media card contains valid DPOF information, the LCD  
shows DPOF Print:Yes, please go to DPOF printing on page  
9-8.  
3
Use the dial pad to enter the image  
number that you want to print from  
Enter & Set Key  
No.:1,3,6  
the Index page (Thumbnails).  
Press Menu/Set.  
Repeat this step until you have entered all the image numbers  
that you want to print.  
You can enter all the numbers at one time by using the  
key for  
a comma or the # key for hyphen.  
(For example, Enter 1 3 6 - to print images No.1, No.3 and  
No.6. Enter 1#5 to print images No.1 to No.5).  
4
After you have selected all the image numbers,  
press Menu/Set again, and go to Step 5.  
OR—  
If you have finished choosing settings, press Color Start.  
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Paper Type & Paper Size  
5
Press or to select the type of paper you are using,  
Letter Glossy, 4"x 6" Glossy, 5"x 7" Glossy,  
A4 Glossy, Letter Plain, A4 Plain, Letter Inkjet,  
A4 Inkjetor 4"x 6" Inkjet.  
Press Menu/Set.  
If you selected Letter or A4, go to Step 6.  
If you selected another size, go to Step 7.  
OR—  
If you have finished choosing settings, press Color Start.  
Print Size  
6
If you selected Letter or A4, press or to select the print size  
(4"x 3", 5"x 3.5", 6"x 4", 7"x 5", 8"x 6"or  
Max. Size).  
Press Menu/Set, and go to Step 7.  
OR—  
If you have finished choosing settings, press Color Start.  
Printed Position for Letter paper  
1
4"x 3"  
2 3  
5"x 3.5" 6"x 4"  
4
7"x 5"  
5
8"x 6"  
6
Max. Size  
Number of Copies  
7
8
Use the dial pad to enter the number of copies you want.  
Press Menu/Set.  
Press Color Start to print.  
Your temporary settings will be kept until you take out the media  
card from the drive (slot), print images or press Stop/Exit.  
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DPOF printing  
DPOF stands for Digital Print Order Format.  
Major Digital Camera manufacturers (Canon Inc., Eastman Kodak  
Company, Fuji Photo Film Co. Ltd., Matsushita Electric Industrial Co.  
Ltd. and Sony Corporation.) created this standard to make it easier  
to print images from a digital camera.  
If your digital camera supports DPOF printing, you will be able to  
select on the Digital Camera display the images and number of  
copies you want to print.  
When the memory card (CompactFlash®, SmartMedia®,  
Memory Stick®, SecureDigitaland xD-Picture Card) with DPOF  
information is put into your MFC, you can print the selected image  
easily.  
1
Insert your media card into the  
proper drive (slot).  
C.Flash Active  
Press PhotoCapture key...  
The media active message will be shown for 60 seconds and  
then disappear. Even in that case, you can enter the  
PhotoCapture mode by pressing PhotoCapture.  
2
3
Press PhotoCapture.  
Press or to select Print Images.  
Press Menu/Set.  
4
5
If there is a DPOF file on the card,  
the LCD shows:  
Select ▲▼ & Set  
DPOF Print:Yes  
Press or to select  
DPOF Print:Yes.  
Press Menu/Set.  
6
Press or to select Letter Glossy, 4"x 6" Glossy,  
5"x 7" Glossy, A4 Glossy, Letter Plain, A4 Plain,  
Letter Inkjet, A4 Inkjetor 4"x 6" Inkjet.  
Press Menu/Set.  
If you selected Letteror A4, press or to select the print  
size (4"x 3", 5"x 3.5", 6"x 4", 7"x 5", 8"x 6"or  
Max. Size).  
Press Menu/Set.  
7
Press Color Start to print.  
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Changing the default settings  
You can save the PhotoCapture Centersettings you use most often  
by setting them as default. These settings will remain until you  
change them again.  
Increasing print speed or quality  
1
2
Press Menu/Set, 4, 1.  
Press or to select Normalor  
Photo.  
PhotoCapture  
1.Print Quality  
Press Menu/Set.  
Press Stop/Exit.  
3
Setting the paper & size  
1
2
Press Menu/Set, 4, 2.  
Press or to select  
Letter Glossy, 4"x 6" Glossy,  
PhotoCapture  
2.Paper & Size  
5"x 7" Glossy, A4 Glossy, Letter Plain, A4 Plain,  
Letter Inkjet, A4 Inkjetor 4"x 6" Inkjet.  
Press Menu/Set.  
If you selected Letteror A4, press or to select the print  
size (4"x 3", 5"x 3.5", 6"x 4", 7"x 5", 8"x 6"or  
Max. Size).  
Press Menu/Set.  
Press Stop/Exit.  
3
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Adjusting brightness  
1
2
Press Menu/Set, 4, 3.  
Press to make a lighter print.  
OR—  
PhotoCapture  
3.Brightness  
Press to make a darker print.  
Press Menu/Set.  
3
Press Stop/Exit.  
Adjusting contrast  
You can choose the contrast setting. More contrast will make an  
image look sharper and more vivid.  
1
2
Press Menu/Set, 4, 4.  
Press to increase the contrast.  
OR—  
PhotoCapture  
4.Contrast  
Press to decrease the contrast.  
Press Menu/Set.  
3
Press Stop/Exit.  
Color enhancement (True2Life®)  
You can turn on the color enhancement (True2Life®) feature to print  
more vivid images. Printing time will be slower.  
1
2
Press Menu/Set, 4, 5.  
Press or to select On.  
Press Menu/Set.  
OR—  
PhotoCapture  
5.True2Life  
Select Offand press Menu/Set, then go to Step 5.  
If you select On, you can customize the White Balance,  
Sharpness or Color Density.  
WALK-UP PHOTOCAPTURE CENTER(MFC-5840CN ONLY) 9 - 10  
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3
Press or to select White Balance, Sharpnessor  
Color Density.  
Press Menu/Set.  
4
5
Press or to adjust the degree of the setting.  
Press Menu/Set.  
Press Stop/Exit.  
White Balance  
This setting adjusts the hue of the white areas of an image.  
Lighting, camera settings and other influences will effect the  
appearance of white. The white areas of a picture may be slightly  
pink, yellow or some other color. By using this adjustment you  
can correct this effect and bring the white areas back to pure  
white.  
Sharpness  
This setting enhances the detail of an image. It is similar to  
adjusting the fine focus on a camera. If the image is not in true  
focus and you cannot see the fine details of the picture, then  
adjust the sharpness.  
Color Density  
This setting adjusts the total amount of color in the image. You  
can increase or decrease the amount of color in an image to  
improve a washed out or weak picture.  
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Cropping  
If your photo is too long or wide to fit the available space on your  
selected layout, part of the image will be automatically cropped.  
The default setting is On. If you want to print the whole image, turn  
this setting to Off.  
1
2
Press Menu/Set, 4, 6.  
Press or to select Off(or On)  
Press Menu/Set.  
.
3
Press Stop/Exit.  
Cropping:On  
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Cropping:Off  
Borderless  
This feature expands the printable area to the edges of the paper.  
Printing time will be slightly slower.  
1
2
Press Menu/Set, 4, 7.  
Press or to select Off(or On)  
Press Menu/Set.  
.
3
Press Stop/Exit.  
WALK-UP PHOTOCAPTURE CENTER(MFC-5840CN ONLY) 9 - 12  
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Understanding the Error Messages  
Once you are familiar with the types of errors that can occur while  
you’re using the PhotoCapture Center, you can easily identify and  
troubleshoot any difficulties.  
When an error message appears on the LCD, the MFC will beep to  
get your attention.  
Media ErrorThis message will appear if you insert a media card  
that is either bad or not formatted, or when there is a problem with  
the media drive. To clear this error, take out the media card.  
No FileThis message will appear if you try to access a media  
card in the drive (slot) that does not contain a .JPG file.  
Out of MemoryThis message will appear if you are working with  
images that are too large for the MFC’s memory.  
9 - 13 WALK-UP PHOTOCAPTURE CENTER(MFC-5840CN ONLY)  
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Using PhotoCapture Centerfrom  
your PC  
You can access the media card that is in the media drive (slot) of the  
MFC from your PC.  
(See Using the PhotoCapture Centerfrom your PC on page 6-1 in  
Software User’s Guide on the CD-ROM or Using the PhotoCapture  
Centerfrom a Macintosh® (not available for MFC-3240C and  
MFC-5440CN) on page 8-47 in the Software User’s Guide on the  
CD-ROM.)  
Using PhotoCapture Centerfor  
scanning documents  
You can scan documents and save them on a media card to quickly  
and easily make documents portable. (See Scan to Card (not  
available for MFC-3240C, MFC-210C and MFC-5440CN) on page  
2-23 in Software User’s Guide on the CD-ROM.)  
WALK-UP PHOTOCAPTURE CENTER(MFC-5840CN ONLY) 9 - 14  
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Important information  
10  
Standard telephone and FCC Notices  
These notices are in effect on models sold and  
used in the United States only.  
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.  
Perform these activities in the off-peak hours, such as early  
morning or late evening.  
This equipment complies with Part 68 of the FCC rules and the  
requirements adopted by the ACTA. On the backside of this  
equipment is a label that contains, among other information, a  
product identifier in the format US: AAAEQ##TXXXX. If requested,  
this number must be provided to the telephone company.  
You may safely connect this equipment to the telephone line by  
means of a standard modular jack, USOC RJ11C.  
A plug and jack used to connect this equipment to the premises  
wiring and telephone network must comply with the applicable FCC  
Part 68 rules and requirements adopted by the ACTA. A compliant  
telephone cord and modular plug is provided with this product. It is  
designed to be connected to a compatible modular jack that is also  
compliant. See installation instructions for details.  
The REN is used to determine the number of devices that may be  
connected to a telephone line. Excessive RENs on a telephone line  
may result in the devices not ringing in response to an incoming call.  
In most but not all areas, the sum of RENs should not exceed five  
(5.0). To be certain of the number of devices that may be connected  
to a line, as determined by the total RENs, contact the local  
telephone company. For products approved after July 23, 2001, the  
REN for this product is part of the product identifier that has the  
format US:AAAEQ##TXXXX.The digits represented by ## are the  
REN without a decimal point (e.g., 06 is a REN of 0.6). For earlier  
products, the REN is separately shown on the label.  
10 - 1 IMPORTANT INFORMATION  
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If this equipment causes harm to the telephone network, the  
telephone company will notify you in advance that temporary  
discontinuance of service may be required. But if advance notice  
isn’t practical, the telephone company will notify the customer as  
soon as possible. Also, you will be advised of your right to file a  
complaint with the FCC if you believe it is necessary.  
The telephone company may make changes in its facilities,  
equipment, operations or procedures that could affect the operation  
of the equipment. If this happens the telephone company will provide  
advance notice in order for you to make necessary modifications to  
maintain uninterrupted service.  
If trouble is experienced with this equipment, for repair or warranty  
information, please contact Brother Customer Service. (See Brother  
numbers on page i.) If the equipment is causing harm to the  
telephone network, the telephone company may request that you  
disconnect the equipment until the problem is resolved.  
Connection to party line service is subject to state tariffs. Contact the  
state public utility commission, public service commission or  
corporation commission for information.  
If your home has specially wired alarm equipment connected to the  
telephone line, ensure the installation of this equipment does not  
disable your alarm equipment. If you have questions about what will  
disable alarm equipment, call your telephone company or a qualified  
installer.  
If you are not able to solve a problem with your MFC, call Brother  
Customer Service. (See Brother numbers on page i.)  
WARNING  
For protection against the risk of electrical shock, always disconnect  
all cables from the wall outlet before servicing, modifying or installing  
the equipment.  
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. There are no warranties extended or  
granted by this document.  
IMPORTANT INFORMATION 10 - 2  
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WARNING  
This MFC has been certified to comply with FCC standards, which  
are applied to the USA only.  
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  
declares, that the products  
Product Name: MFC-5440CN, MFC-5840CN  
comply with Part 15 of the FCC Rules. Operation is subject to the  
following two conditions: (1) This device may not cause harmful  
interference, and (2) this device must accept any interference  
received, including interference that may cause undesired operation.  
This equipment has been tested and found to comply with the limits  
for a Class B digital device, pursuant to Part 15 of the FCC Rules.  
These limits are designed to provide reasonable protection against  
harmful interference in a residential installation. This equipment  
generates, uses, and can radiate radio frequency energy and, if not  
installed and used in accordance with the instructions, may cause  
harmful interference to radio communications. However, there is no  
guarantee that interference will not occur in a particular installation.  
If this equipment does cause harmful interference to radio or  
television reception, which can be determined by turning the  
equipment off and on, the user is encouraged to try to correct the  
interference by one or more of the following measures:  
Reorient or relocate the receiving antenna.  
Increase the separation between the equipment and receiver.  
Connect the equipment into an outlet on a circuit different from  
that to which the receiver is connected.  
Call the dealer or an experienced radio/TV technician for help.  
10 - 3 IMPORTANT INFORMATION  
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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.  
Cet appareil numérique de la classe B est conforme à la norme  
NMB-003 du Canada.  
LAN connection  
Caution  
Do not connect this product to a LAN connection that is subject to  
over-voltages.  
IMPORTANT INFORMATION 10 - 4  
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International ENERGY STAR® Compliance Statement  
®
The purpose of the International ENERGY STAR Program is to  
promote the development and popularization of energy-efficient  
office equipment.  
®
As an ENERGY STAR Partner, Brother Industries, Ltd. has determined  
®
that this product meets the ENERGY STAR guidelines for energy  
efficiency.  
10 - 5 IMPORTANT INFORMATION  
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Important safety instructions  
1
2
3
4
Read all of these instructions.  
Save them for later reference.  
Follow all warnings and instructions marked on the product.  
Unplug this product from the wall outlet before cleaning. Do not  
use liquid or aerosol cleaners. Use a damp cloth for cleaning.  
5
6
Do not use this product near water.  
Do not place this product on an unstable cart, stand, or table.  
The product may fall, causing serious damage to the product.  
7
Slots and openings in the cabinet and the back or bottom are  
provided for ventilation; to ensure reliable operation of the  
product and to protect it from overheating, these openings must  
not be blocked or covered. The openings should never be  
blocked by placing the product on a bed, sofa, rug, or other  
similar surface. This product should never be placed near or  
over a radiator or heater. This product should never be placed  
in a built-in installation unless proper ventilation is provided.  
8
9
This product should be operated from the type of power source  
indicated on the label. If you are not sure of the type of power  
available, call your dealer or local power company.  
Use only the power cord supplied with this MFC.  
Do not allow anything to rest on the power cord. Do not place  
this product where people can walk on the cord.  
10 If an extension cord is used with this product, make sure that the  
total ampere ratings on the products plugged into the extension  
cord do not exceed the extension cord ampere rating. Also,  
make sure that the total of all products plugged into the AC  
power outlet does not exceed 15 amperes (USA only).  
11 Do not place anything in front of the MFC that will block received  
faxes. Do not place anything in the path of received faxes.  
12 Wait until pages have exited the MFC before picking them up.  
IMPORTANT INFORMATION 10 - 6  
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13 Never push objects of any kind into this product through cabinet  
slots, since they may touch dangerous voltage points or short  
out parts resulting in the risk of fire or electric shock. Never spill  
liquid of any kind on the product. Do not attempt to service this  
product yourself because opening or removing covers may  
expose you to dangerous voltage points and other risks and  
may void your warranty. Refer all servicing to a Brother  
Authorized Service Center. For the location of your nearest  
Brother Authorized Service Center, please call In USA:  
1-800-284-4357 or In Canada: 1-877-BROTHER. (See Brother  
14 Unplug this product from the AC power outlet and refer servicing  
to Authorized Service Personnel under the following conditions:  
When the power cord is damaged or frayed.  
If liquid has been spilled into the product.  
If the product has been exposed to rain or water.  
If the product does not operate normally when the operating  
instructions are followed. Adjust only those controls that are  
covered by the operating instructions. Improper adjustment  
of other controls may result in damage and will often require  
extensive work by a qualified technician to restore the  
product to normal operation.  
If the product has been dropped or the cabinet has been  
damaged.  
If the product exhibits a distinct change in performance,  
indicating a need for service.  
15 To protect your product against power surges, we recommend  
the use of a power protection device (Surge Protector).  
10 - 7 IMPORTANT INFORMATION  
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Trademarks  
The Brother logo is a registered trademark of Brother Industries, Ltd.  
Brother is a registered trademark of Brother Industries, Ltd.  
Multi-Function Link is a registered trademark of Brother International  
Corporation.  
© 2004 Brother Industries, Ltd. All rights reserved.  
Windows and Microsoft are registered trademarks of Microsoft in the  
U.S. and other countries.  
Macintosh and TrueType are registered trademarks of Apple  
Computer, Inc.  
PaperPort and OmniPage OCR are registered trademarks of  
ScanSoft, Inc.  
Presto! PageManager is a registered trademark of NewSoft  
Technology Corporation.  
Microdrive is a trademark of International Business Machine  
Corporation.  
SmartMedia is a registered trademark of Toshiba Corporation.  
CompactFlash is a registered trademark of SanDisk Corporation.  
Memory Stick is a registered trademark of Sony Corporation.  
SecureDigital is a trademark of Matsushita Electric Industrial Co.Ltd.,  
SanDisk Corporation and Toshiba Corporation.  
SanDisk is a licensee of the SD and miniSD trademarks.  
xD-Picture Card is a trademark of Fujifilm Co.Ltd., Toshiba  
Corporation and Olympus Optical Co. Ltd.  
Memory Stick Duo and MagicGate are trademarks of Sony  
Corporation.  
Each company whose software title is mentioned in this manual has  
a Software License Agreement specific to its proprietary programs.  
All other brand and product names mentioned in this User’s  
Guide, the Software User’s Guide, and the Network User’s  
Guide are registered trademarks of their respective companies.  
IMPORTANT INFORMATION 10 - 8  
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Troubleshootingandroutine  
maintenance  
11  
Troubleshooting  
IMPORTANT  
For technical help, you must call the country where you bought the  
MFC. Calls must be made from within that country.  
Error messages  
As with any sophisticated office product, errors may occur. If this  
happens, your MFC identifies the problem and displays an error  
message. The most common error messages are shown below.  
You can correct most problems by yourself. If you need additional  
help, the Brother Solutions Center offers latest FAQs and  
troubleshooting tips.  
ERROR MESSAGES  
ERROR  
CAUSE  
ACTION  
MESSAGE  
Comm.Error  
Poor phone line quality caused a  
communication error.  
Try the call again. If the problem continues, call  
the telephone company and ask them to check  
your phone line.  
Connection  
Fail  
You tried to poll a fax machine that Check the other fax machine’s polling setup.  
is not in Polled Waiting mode.  
Cover is Open The scanner cover is not closed  
Lift the scanner cover and then close it again.  
completely.  
Data  
Remaining  
Print data remains in the MFC’s  
memory.  
Re-start printing from your computer.  
Print data remains in the MFC’s  
memory. The USB cable was  
unplugged while the computer  
was sending the data to the MFC.  
Press Stop/Exit. The MFC will cancel the job  
and eject the page that is being printed.  
Disconnected  
The other person or other person’s Try to send or receive again.  
fax machine stopped the call.  
11 - 1 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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ERROR MESSAGES  
ERROR  
CAUSE  
ACTION  
MESSAGE  
DR Mode in  
Use  
The MFC is set to Distinctive Ring Set Distinctive Ring to Off.  
mode. You can not change the  
Receive Mode from Manual to  
another mode.  
A-4.)  
High  
Temperature  
The print head is too warm.  
Allow the MFC to cool down.  
Ink Empty  
One or more of the ink cartridges  
is empty. The MFC will stop all  
Replace the ink cartridges.  
print operations. While memory is 11-25.)  
available, black and white faxes  
will be received into memory. If a  
sending machine has a color fax,  
the MFC’s ‘handshake’ will  
request that the fax be sent as  
black and white. If the sending  
machine has the ability to convert  
it, the color fax will be received into  
memory as a black and white fax.  
Low  
Temperature  
The print head is too cold.  
Allow the MFC to warm up.  
Media Error  
The media card is either  
corrupted, improperly formatted,  
or there is a problem with the  
media drive.  
Re-insert the card firmly into the slot to make  
sure it is in the proper position. If the error  
remains, check the media drive by inserting  
another media card that you know is working.  
(MFC-5840CN  
only)  
Near Empty  
One or more of the ink cartridges  
Order a new ink cartridge.  
are running out of ink. If a sending (See Ordering accessories and supplies on  
machine has a color fax, the  
MFC’s ‘handshake’ will request  
that the fax be sent as black and  
white. If the sending machine has  
the ability to convert it, the color  
fax will be received into memory  
as a black and white fax.  
page ii.)  
No Cartridge  
An ink cartridge is not properly  
installed.  
Take out the ink cartridge and put it in again  
seating it properly.  
11-25.)  
No File  
(MFC-5840CN  
only)  
The media card in the media drive Re-insert the correct media.  
does not contain a .JPG file.  
(For MFC-5440CN) The MFC is out of paper.  
No Paper Fed  
Add paper, and then press Black Start or  
Color Start.  
(For MFC-5840CN)  
No Paper Fed #1  
The paper is jammed in the MFC. See Printer jam or paper jam on page 11-6.  
The paper loaded in Tray#2 is the Check the paper loaded in Tray#2. You can  
wrong size or type. (MFC-5840CN only use plain paper sizes Letter, Legal, A4,  
No Paper Fed #2  
only)  
Executive or B5 in this way.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 2  
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ERROR MESSAGES  
ERROR  
CAUSE  
ACTION  
MESSAGE  
No  
The number you dialed does not  
Verify the number and try again.  
Response/Busy answer or is busy.  
Not  
Registered  
You tried to access a Speed Dial  
number that is not programmed.  
Set up the Speed Dial number.  
5-1.)  
Document Jam  
The document scanned from ADF See Using the automatic document feeder  
was longer than about 35.4  
inches.  
The document is jammed in the  
MFC.  
(Fax sending or copy operation in process)  
Out of Memory The MFC’s memory is full.  
Press Stop/Exit and wait until the other  
operations in progress finish and then try again.  
OR—  
Clear the data in the memory. To gain extra  
memory, you can turn off Fax Storage.  
OR—  
Print the faxes that are in the memory.  
4-5.)  
(Printing operation in process)  
Reduce print resolution.  
Paper Jam  
Paper is jammed in the MFC.  
Paper is not the correct size.  
Wrong Paper  
Size  
Reload the correct size of paper (Letter, Legal  
or A4), and then press Black Start or  
Color Start.  
11 - 3 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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ERROR MESSAGES  
ERROR  
CAUSE  
ACTION  
MESSAGE  
Unable to  
Change  
The MFC has a mechanical  
problem.  
OR—  
A foreign obstacle, such as a clip  
or ripped paper, is in the MFC.  
Open the scanner cover and remove any  
foreign obstacles from inside the MFC. If the  
error message continues, please follow the  
steps below before disconnecting the MFC so  
you will not lose any important messages.  
Then, disconnect the MFC from the power  
source for several minutes (which will erase all  
faxes), and then reconnect it.  
Check whether the MFC has faxes in the  
memory  
1. Press Menu/Set, 9, 0, 1.  
2. If the MFC has no faxes, disconnect the MFC  
from the power source for several minutes  
and then reconnect it.  
Unable to  
Clean  
Unable to  
Init.  
Unable to  
Print  
Unable to  
Scan  
OR—  
If faxes are present, you can transfer them to  
another fax machine. Go to Step 3.  
OR—  
You can forward the faxes to your PC. Please  
see Transfer faxes to your PC.  
Transfer faxes to another fax machine  
If you have not set up your Station ID, you  
cannot enter fax transfer mode.  
3. Enter the fax number to which faxes will be  
forwarded.  
4. Press Black Start.  
5. After the faxes are transferred, disconnect  
the MFC from the power source for several  
minutes and then reconnect it.  
You can transfer the Fax Journal report to  
another fax machine by pressing Menu/Set,  
9, 0, 2 in Step 1.  
Transfer faxes to your PC  
You can move the faxes from your MFC’s  
memory to your PC.  
1. Press Menu/Set, 2, 5, 1.  
2. Using or , select PC Fax Receive, and  
then press Menu/Set.  
The LCD will ask if you want to transfer a fax  
to your PC.  
3. To transfer all faxes to your PC, press 1.  
OR—  
To keep all faxes in the MFC’s memory,  
press 2.  
4. After the faxes are transferred, disconnect  
the MFC from the power source for several  
minutes and then reconnect it.  
(For details see Using Brother PC-FAX  
software on page 5-1 in Software User’s  
Guide on the CD-ROM.)  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 4  
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Document jams  
If the document is jammed, follow the steps below.  
Document is jammed in the top of the ADF unit.  
1
2
3
Take out any paper from the ADF that is not jammed.  
Open the ADF cover.  
Pull the jammed document out to the right or left.  
4
Close the ADF cover.  
Press Stop/Exit.  
Document is jammed inside the ADF unit.  
1
2
3
Take out any paper from the ADF that is not jammed.  
Lift the document cover.  
Pull the jammed document out to the right.  
4
Close the document cover.  
Press Stop/Exit.  
11 - 5 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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Printer jam or paper jam  
Remove the jammed paper depending on where it is jammed in the MFC.  
Paper is jammed inside the paper tray  
1
Pull the paper tray out of the MFC.  
Paper Tray  
2
Pull out the jammed paper to remove it.  
Jammed paper  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 6  
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Paper is jammed inside the MFC  
1
Remove the Jam Clear Cover. Pull the jammed paper out of the  
MFC.  
(MFC-5440CN)  
(MFC-5840CN)  
Jam Clear Cover  
2
3
Re-insert the Jam Clear Cover.  
If you can not pull out the jammed paper, lift the scanner cover  
from the right-hand side of the MFC until it locks securely into  
the open position.  
11 - 7 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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4
Remove the jammed paper.  
Scanner Cover  
If the paper is jammed underneath the print head, disconnect  
the MFC from the power source so you can move the print head  
and take out the paper.  
5
Lift the scanner cover to release the lock. Gently push the  
scanner cover support down and close the scanner cover.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 8  
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If you are having difficulty with your MFC  
If you think there is a problem with your MFC, check the chart below  
and follow the troubleshooting tips.  
The Brother Solutions Center offers the latest FAQs and  
troubleshooting tips.  
DIFFICULTY  
Printing  
SUGGESTIONS  
No printout  
Check the interface cable connection on both the MFC and your  
computer.  
Check that the MFC is plugged in and On/Off key turned On.  
One or more ink cartridges are empty. (See Replacing the ink cartridges  
Check to see if the LCD is showing an error message. (See Error  
Poor quality print.  
Make sure the Printer Driver or Paper Type setting in the menu matches  
the type of paper you are using. (See Media Type on page 1-8 in  
Software User’s Guide on the CD-ROM and Setting the Paper Type on  
Make sure your ink cartridges are fresh. Cartridges remain fresh for up  
to two years if kept in their original packaging, after that the ink may  
become clogged. Cartridge expiration dates are printed on the package.  
Try using the recommended types of paper. (See About paper on page  
The recommended environment for your MFC is between 68°F to 91°F.  
White horizontal lines appear  
in text or graphics.  
Try using the recommended types of paper. (See About paper on page  
If horizontal bands appear when using plain paper, use the 'Enhanced  
Normal Printing' mode to help avoid banding on some types of plain  
paper. In the printer driver 'Basic' tab, click 'Settings', and check  
'Enhanced Normal Printing'.  
If you continue to have horizontal bands, change the Media Type  
selection to 'Slow Drying Paper' in the printer driver 'Basic' tab to help  
enhance the print quality.  
MFC prints blank pages.  
Characters and lines are  
stacked.  
Check the printing alignment. (See Checking the printing alignment on  
Printed text or images are  
skewed.  
Make sure the paper is loaded properly in the paper tray and the paper  
side guide is adjusted correctly. (See How to load paper, envelopes and  
Smudged stain at the top  
center of the printed page.  
Make sure the paper is not too thick or not curled. (See About paper on  
11 - 9 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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DIFFICULTY  
SUGGESTIONS  
Printing (Continued)  
Printing appears dirty or ink  
seems to run.  
Make sure you are using the proper types of paper. (See About paper  
on page 1-10.) Don’t handle the paper until the ink is dry.  
Stains appear on the reverse  
side or at the bottom of the  
page.  
Make sure the Printer Platen is not dirty with ink. (See Cleaning the MFC  
Make sure you are using the paper support flap. (See How to load  
There are some dense lines.  
Printouts are wrinkled.  
Check ‘Reverse Order’ in the Basic tab of the printer driver.  
In the printer driver ‘Basic’ tab, click the ‘Settings’, and uncheck the  
‘Bi-Directional Printing’.  
Cannot perform ‘2 in 1 or 4 in 1’ Check that the Paper Size setting in the application and in the printer  
printing.  
driver are the same.  
Print speed is too slow.  
Changing the Printer Driver setting may improve the print speed.  
Highest resolution needs longer data processing, transfer and printing  
time. Try the other settings of quality in the printer driver ‘Basic’ tab.  
Also, click the ‘Settings’ tab, and make sure you uncheck the  
True2Life®.  
Borderless printing is slower than normal printing. If you want to print  
more quickly, set the Borderless feature off. (See Borderless on page  
True2Life® is not working  
properly.  
If the image data is not full color in your application (Such as 256 color),  
True2Life® will not work. Please use at least 24 bit color data with the  
True2Life® feature.  
MFC feeds multiple pages  
Make sure the paper is loaded properly in the paper tray. (See How to  
Check that more than two types of paper are not loaded in the paper tray  
at any one time.  
Auto Selectfunction does  
not work after refilling the  
paper tray.  
Open and close the scanner cover to reset the paper tray.  
Printed pages are not stacked Make sure you are using the paper support flap. (See How to load  
MFC does not print from Paint Try setting the Display setting to ‘256 colors.’  
Brush.  
MFC does not print from  
Adobe Illustrator.  
Try to reduce the print resolution.  
Printing Received Faxes  
Condensed print and white  
This can be caused by static or interference on the telephone line. You  
streaks across the page or the can make a copy using the Black Start key to see if the same problem  
top and bottom of sentences  
are cut off.  
occurs. If the copy looks good then the problem is probably the phone  
line and not your MFC.  
Vertical black lines when  
receiving.  
The sender’s scanner may be dirty. Ask the sender to make a copy to  
see if the problem is with the sending machine. Try receiving from  
another fax machine.  
Received color fax prints only  
in black and white.  
Replace the color ink cartridges that are empty or nearly empty, and  
then ask the other person to send the color fax again. (See Replacing  
the ink cartridges on page 11-25.) Check that Fax Storage is not turned  
Left and Right margins are cut Turn on Auto Reduction. (See Printing a reduced incoming fax (Auto  
off or a single page is printed  
on two pages.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 10  
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DIFFICULTY  
SUGGESTIONS  
Phone Line or Connections  
Dialing does not work.  
(No dial tone)  
Check the MFC is plugged in.  
Check for a dial tone. If possible, call your MFC to hear it answer. If there  
is still no answer, check the telephone line cord connection and make  
sure all telephone connections are secured. If there is no ringing when  
you call your MFC, ask your telephone company to check the line.  
Change Tone/Pulse setting. (See Setting Tone and Pulse dialing mode  
Receiving Faxes  
Cannot receive a fax  
Make sure the MFC is in the correct receiving mode for your setup. (See  
If you frequently encounter interference on the phone line, try changing  
the menu setting of Compatibility to Basicor Normal. (See  
Sending Faxes  
Cannot send a fax  
Make sure that the Fax  
key is illuminated. (See How to enter Fax  
Ask the other party to check that receiving machine has paper.  
Print the Transmission Verification Report and check for an error. (See  
Transmission Verification  
Report says ‘Result:NG’ or  
‘Result:ERROR’.  
There is probably temporary noise or static on the line. Try sending the  
fax again. If you send a PC FAX message and get ‘Result:NG’ on the  
Transmission Verification Report, your MFC may be out of memory.  
To gain extra memory, you can turn off Fax Storage (see Setting Fax  
Storage on page 6-3), print fax messages in memory (see Printing a fax  
from the memory on page 4-5) or cancel a Delayed Fax or Polling Job  
(see Canceling a scheduled job on page 3-11). If the problem continues,  
ask the telephone company to check your phone line.  
If you frequently get transmission error with possible interference on the  
phone line, try to change the menu setting of Compatibility to Basicor  
Poor sending quality.  
Try changing your resolution to Fineor S.Fine. Make a copy to check  
your MFC’s scanner operation.  
Vertical black lines when  
sending.  
If the copy you made shows the same problem, your scanner is dirty.  
11 - 11 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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DIFFICULTY  
SUGGESTIONS  
Handling Incoming Calls  
MFC ‘Hears’ Voice as CNG  
Tone.  
If your MFC is set to Easy Receive On, it is more sensitive to sounds.  
Your MFC may mistakenly interpret certain voices or music on the line  
as a calling fax machine and respond with fax receiving tones.  
Deactivate the fax by pressing Stop/Exit. Try avoiding this problem by  
turning Easy Receive to Off. (See Easy Receive on page 4-4.)  
Transferring a Fax Call to the  
MFC.  
If you answered on an extension phone, press your Fax Receive Code  
(default setting is ( 51). When your MFC answers, hang up.  
Custom features on a single  
line.  
If you have Call Waiting, Call Waiting/Caller ID, Ring Master, Voice Mail,  
an alarm system or any other custom feature on a single phone line with  
your MFC, it may create a problem sending or receiving faxes.  
For example: If you are sending or receiving a fax message while a  
custom feature signal comes through on the line, the signal can  
temporarily interrupt or disrupt the faxes. Brother’s ECM feature should  
help overcome this problem. This condition is related to the telephone  
system industry and is common to all devices that send and receive data  
on a single, shared line with custom features. If avoiding a slight  
interruption is crucial to your business, we recommend a separate  
phone line with no custom features.  
Copying Difficulties  
Cannot make a copy  
Make sure that the Copy  
key is illuminated. (See Enter Copy mode  
Vertical streaks appear in  
copies  
Sometimes you may see vertical streaks on copies. Clean the scanner.  
Poor copy results  
Try using the scanner glass. (See Using the scanner glass on page 1-9.)  
Scanning Difficulties  
TWAIN/WIA errors appear  
while scanning.  
Make sure the Brother TWAIN/WIA driver is selected as the primary  
source. In PaperPort®, click Scan in the File menu and select the  
Brother TWAIN/WIA driver.  
Poor scanning results  
Try using the scanner glass. (See Using the scanner glass on page 1-9.)  
Software Difficulties  
Cannot install software or print Run the Repair MFL-Pro Suite program on the CD-ROM. This program  
will repair and reinstall the software.  
‘Device Busy’  
Make sure the MFC is not showing an error message on the LCD.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 12  
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DIFFICULTY  
SUGGESTIONS  
PhotoCapture CenterDifficulties (MFC-5840CN only)  
Removable Disk does not  
work properly.  
a)Have you installed the Windows® 2000 update?  
If not, do the following:  
1. Disconnect the USB cable.  
2. Install the Windows® 2000 update. Please see the Quick Setup  
Guide. After the installation the PC will be automatically restarted.  
3. Wait about 1 minute after you reboot the PC, and then connect the  
USB cable.  
b)Take out the media card and put it back in again.  
c)If you have tried "Eject" from within Windows®, you must take out the  
media card before you continue.  
d)If an error message appears when you try to eject the media card, it  
means the card is being accessed.  
Wait a while and then try again.  
e)If all of the above do not work, please turn off your PC and MFC, and  
then turn them on again.  
(You will have to unplug the power cord of the MFC to turn it off.)  
Cannot access Removable  
Disk from Desktop icon.  
Make sure you have inserted the media card into the media slot.  
Network Difficulties  
I cannot print over the Network Make sure that your MFC is powered on and is On Line and in Ready  
mode. Print Network Configuration list. (See Printing reports on page  
7-1.) Then the current settings of the network are printed. Reconnect the  
LAN cable to the hub to verify that the cabling and network connections  
are good. If possible, try connecting the MFC to a different port on your  
hub using a different cable. If the connections are good, the machine  
shows LAN Activefor 2 seconds.  
11 - 13 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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Compatibility  
If you are having difficulty sending or receiving a fax due to possible  
interference on the phone line, we recommend that you adjust the  
Equalization for compatibility. The MFC adjusts the modem speed  
for fax operations.  
1
2
Press Menu/Set, 2, 0, 1.  
Press or to select Normal,  
Basic(or High).  
Miscellaneous  
1.Compatibility  
Press Menu/Set.  
Press Stop/Exit.  
3
Basicreduces the default modem speed to 9600 bps.  
Unless interference is a recurring problem on your phone  
line, you may prefer to use it only when needed.  
Normalsets the modem speed at 14400 bps.  
Highsets the modem speed at 33600 bps. (Default)  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 14  
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How to improve print quality  
Cleaning the print head  
To ensure good print quality, the MFC will regularly clean the print  
head. You can start the cleaning process manually if needed.  
Clean the print head and ink cartridges if you get a horizontal line in  
the text or graphics on your printed pages. You can clean Black only  
or three colors at a time (Cyan/Yellow/Magenta), or all four colors at  
once.  
Cleaning the print head consumes ink. Cleaning too often uses ink  
unnecessarily.  
Caution  
Do NOT touch the print head. Touching the print head may cause  
permanent damage and may void the print head’s warranty.  
1
2
Press Ink.  
Press or to select Cleaning.  
Press Menu/Set.  
3
Press or to select Black, Coloror All.  
Press Menu/Set.  
The MFC will clean the print head. When cleaning is finished,  
the MFC will go back to standby mode automatically.  
If you clean the print head at least five times and the print has  
not improved, call Brother Customer Service (see Brother  
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Checking the print quality  
If faded or streaked colors and text appear on your output, some of  
the nozzles may be clogged. You can check this by printing the Print  
Quality Check Sheet and looking at the nozzle check pattern.  
1
2
Press Ink.  
Press or to select Test Print.  
Press Menu/Set.  
3
4
5
Press or to select Print Quality.  
Press Menu/Set.  
Press Color Start.  
The MFC begins printing the Print Quality Check Sheet.  
Check the sheet to see if the quality is OK by following these  
steps:  
Color block quality check  
The LCD shows:  
Is Quality OK?  
1.Yes 2.No  
6
7
Check the quality of the four color blocks on the sheet.  
If all lines are clear and visible, press 1 (Yes), and go to step 10.  
OR—  
If you can see missing short lines as shown below, press 2 (No).  
OK  
Poor  
The LCD will ask you if the print  
quality is OK for black and three  
colors.  
Black OK?  
1.Yes 2.No  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 16  
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8
9
Press 2 (No) for Black or three colors  
with a problem.  
Start Cleaning?  
1.Yes 2.No  
The LCD shows:  
Press 1 (Yes).  
The MFC will start cleaning the print head.  
After cleaning is finished, press Color Start. The MFC will start  
printing the Print Quality Check Sheet again and then return to  
Step 5.  
10 Press Stop/Exit.  
If you still see missing ink in this Print Quality Check Sheet, repeat  
the cleaning and test print procedures at least five times. If ink is still  
missing after the fifth cleaning and test print, replace the ink cartridge  
for the clogged color. (Perhaps the ink cartridge was in your MFC  
over six months or the expiration date written on the cartridge  
package has passed. Or, the ink may not have been stored properly  
before use.)  
After replacing the ink cartridge, check it by printing another Print  
Quality Check Sheet. If the problem still exists, repeat the cleaning  
and test print procedures at least five times for the new ink cartridge.  
If ink is still missing, call Brother Customer Service (see Brother  
Caution  
Do NOT touch the print head. Touching the print head may cause  
permanent damage and may void the print head’s warranty.  
When a print head nozzle is  
clogged, the printed sample  
looks like this.  
After the print headnozzle is  
cleaned, the horizontal lines  
are gone.  
11 - 17 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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Checking the printing alignment  
You should rarely need to adjust the printing alignment however, if  
after transporting the machine your printed text becomes blurred or  
images become faded then adjustment may need to be made.  
1
2
Press Ink.  
Press or to select Test Print.  
Press Menu/Set.  
3
4
Press or to select Alignment.  
Press Menu/Set.  
Press Black Start or Color Start.  
The MFC begins printing the Alignment Check Sheet.  
The LCD shows:  
Is Alignment OK?  
1.Yes 2.No  
5
Check the 600 dpi and 1200 dpi test prints to see if number 5  
most closely matches number 0. If the number 5 sample of both  
the 600 dpi and 1200 dpi are the best matches, press 1 (Yes) to  
finish Alignment Check, and go to Step 8.  
OR—  
If another test print number is a better match for either 600 dpi  
or 1200 dpi, press 2 (No) to select it.  
6
7
8
For 600 dpi, press the number of the  
test print that most closely matches  
the number 0 sample (1-8).  
600dpi Adjust  
Select Best # 5  
For 1200 dpi, press the number of  
the test print that most closely  
matches the number 0 sample (1-8).  
1200dpi Adjust  
Select Best # 5  
Press Stop/Exit.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 18  
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Checking the ink volume  
You can check the ink that is left in the cartridge.  
1
2
Press Ink.  
Press or to select Ink Volume.  
Press Menu/Set.  
3
Press or to select the color you  
want to check.  
Ink Volume  
Bk:-  
+
The LCD shows the ink volume.  
4
Press Stop/Exit.  
You can check the ink volume from your computer. (See MFC  
Remote Setup (not available for DCP-110C and MFC-210C) on  
page 4-1 in Software User’s Guide on the CD-ROM or MFC  
Remote Setup (Mac OS® X 10.2.4 or greater) (not available for  
DCP-110C and MFC-210C) on page 8-45 in Software User’s  
Guide on the CD-ROM.)  
11 - 19 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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Packing and shipping the MFC  
Whenever you transport the MFC, use the packing materials that  
came with your MFC. If you do not pack the MFC properly, you could  
void your warranty.  
Caution  
It is important to allow the MFC to ‘park’ the print head after a print  
job. Listen carefully to the MFC before disconnecting it from the  
power source to ensure that all mechanical noise has stopped. Not  
allowing the MFC to complete this parking process may lead to print  
problems and possible damage to the print head.  
1
2
Lift the scanner cover from the right-hand side of the MFC until  
it locks securely into the open position.  
Remove all the ink cartridges and attach the protective parts.  
When attaching the protective parts,  
make sure it clips into place as shown in the diagram.  
Caution  
If you are not able to find the protective parts, do NOT remove the ink  
cartridges before shipping. It is essential that the MFC be shipped  
with either the protective parts or the ink cartridges in position.  
Shipping without them will cause damage to your MFC and may void  
your warranty.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 20  
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3
Lift the scanner cover to release the lock. Gently push the  
scanner cover support down and close the scanner cover.  
4
Unplug the MFC from the telephone wall jack and remove the  
telephone line cord from MFC.  
5
6
Unplug the MFC from the AC power outlet.  
Unplug the USB cable or LAN cable from the MFC, if it is  
connected.  
7
Wrap the MFC in the bag and place it in the original carton with  
the original packing material.  
11 - 21 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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8
Pack the printed materials in the original carton as shown below.  
Do not pack the used ink cartridges in the carton.  
(MFC-5440CN)  
(MFC-5840CN)  
If you are returning your machine to Brother as part of the  
Exchange Service, pack only the MFC. Keep all separate parts  
and printed materials to use with your “Exchange” machine.  
9
Close the carton.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 22  
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Routine maintenance  
Cleaning the scanner  
Unplug the MFC and lift the document cover. Clean the scanner  
glass with isopropyl alcohol on a soft lint-free cloth.  
Document  
Cover  
Clean the white bar and the glass strip under the film with isopropyl  
alcohol on a lint-free cloth.  
White Bar  
Glass Strip  
11 - 23 TROUBLESHOOTING AND ROUTINE MAINTENANCE  
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Cleaning the MFC printer platen  
Be careful not to touch the paper feed star wheels or encoder  
film.  
Be sure to unplug the MFC from the AC power outlet before  
cleaning the printer platen.  
If ink is scattered on or around the printer platen be sure to wipe  
it off with a soft, dry, lint-free cloth.  
Encoder Film  
Do NOT Touch!  
Printer Platen  
Clean Here  
Paper Feed Star Wheel  
Do NOT Touch!  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 24  
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Replacing the ink cartridges  
Your MFC is equipped with an ink dot counter. The ink dot counter  
automatically monitors the level of ink in each of the four cartridges.  
When the MFC detects an ink cartridge is running out of ink, the MFC  
will notify you with a message on the LCD.  
The LCD will inform you which ink cartridge is low or needs replacing.  
Be sure to follow the LCD prompts to replace the ink cartridges in the  
correct order.  
Even though the MFC informs you that an ink cartridge is empty,  
there will be a small amount of ink remaining in the ink cartridge. It is  
necessary to keep some ink in the ink cartridge to prevent air from  
drying out and damaging the print head assembly.  
1
Lift the scanner cover from the right-hand side of the MFC until  
it locks securely into the open position.  
If one or more ink cartridges are empty, for example Black, the  
LCD shows Ink Empty Blackand Replace Ink.  
2
Pull the ink cartridge hook toward you and remove the ink  
cartridge for the color shown on the LCD.  
Ink Cartridge Hook  
3
Open the new ink cartridge bag for the color shown on the LCD,  
and then take out the ink cartridge.  
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4
Remove the cartridge covers.  
Cartridge Cover  
DO NOT TOUCH  
Do not touch the area shown in the illustration above.  
If the cartridge cover comes off when you open the bag the  
cartridge will not be damaged.  
5
Each color has its own correct position. Keep the ink cartridge  
in an upright position when you insert it into slot. Press down on  
the ink cartridge until the hook snaps over it.  
New Ink Cartridge  
Ink Cartridge Hook  
6
Lift the scanner cover to release the lock. Gently push the  
scanner cover support down and close the scanner cover.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 26  
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7
If you replaced an ink cartridge while Near Emptywas  
displayed on the LCD, the LCD may ask you to verify that it was  
a brand new one. Example: Did You ChangeBlck? 1.Yes  
2.No. For each new cartridge you installed, press 1 on the dial  
pad to automatically reset the ink dot counter for that color. If the  
ink cartridge you installed is not a brand new one, please be  
sure to select 2.  
If you wait until Ink Emptymessage is displayed on the LCD,  
the MFC will automatically reset the ink dot counter.  
If the Installmessage is on the display after you have  
installed ink cartridges, check that the ink cartridges are  
installed properly.  
WARNING  
If ink gets in your eyes, irrigate them with water immediately and call  
a doctor if you are concerned.  
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Caution  
Do not remove ink cartridges if you do not need to replace them.  
If you do so, it may reduce the ink quantity and the MFC will not  
know the quantity of ink left in the cartridge.  
Do not touch the cartridge insertion slots. If you do so, the ink  
may stain your skin.  
If ink stains your skin or clothing, wash with soap or detergent  
immediately.  
If you install an ink cartridge in the wrong color position, you must  
clean the print head several times before you start printing (after  
correcting the cartridge installation) because the colors were  
mixed.  
Once you open an ink cartridge, install it in the MFC and use it up  
within six months of installation. Use unopened ink cartridges by  
the expiration date written on the cartridge package.  
Do not dismantle or tamper with the ink cartridge, this can cause  
the ink to leak out of the cartridge.  
Brother strongly recommends that you do not refill the ink  
cartridges provided with your machine. We also strongly  
recommend that you continue to use only Genuine Brother Brand  
replacement ink cartridges. Using or attempting to use potentially  
incompatible inks and/or cartridges in your machine may cause  
damage to the machine itself and/or it may result in unsatisfactory  
print quality. Our warranty coverage does not apply to any  
problem that was caused by the use of unauthorized third party  
ink and/or cartridges. To protect your investment and guarantee  
your print quality please continue to replace consumed ink  
cartridges with only Genuine Brother Branded Supplies.  
TROUBLESHOOTING AND ROUTINE MAINTENANCE 11 - 28  
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Appendix A  
A
Setting up telephone services  
Your MFC supports the Distinctive Ring and Caller ID subscriber  
telephone services that some telephone companies offer.  
If you have Voice Mail, Call Waiting, Call Waiting/Caller ID,  
RingMaster, an answering service, an alarm system or other  
custom features on your telephone line, it may affect the way  
If you have Voice Mail on your phone line, please read the  
following carefully.  
Distinctive Ring  
Brother uses the term ‘Distinctive Ring’ but different telephone  
companies have other names for this service such as SmartRing,  
RingMaster, Teen-Ring, Indent-a-Call or Indent-a-Ring.  
What does your telephone company’s ‘Distinctive Ring’ do?  
Your telephone company’s Distinctive Ring service allows you to  
have more than one number on the same phone line. If you need  
more than one phone number, it is cheaper than paying for an  
extra line. Each phone number has its own distinctive ring pattern,  
so you will know which phone number is ringing. This is one way you  
can have a separate phone number for your MFC.  
Please call your telephone company for availability and rates.  
A - 1 APPENDIX A  
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What does Brother’s ‘Distinctive Ring’ do?  
The Brother MFC has a Distinctive Ring feature that allows you to  
use your MFC to take full advantage of the telephone company’s  
Distinctive Ring service. The new phone number on your line can just  
receive faxes.  
You must pay for your telephone company’s Distinctive Ring  
service before you program the MFC to work with it.  
Do you have Voice Mail?  
If you have Voice Mail on the phone line that you will install your new  
MFC on, there is a strong possibility that Voice Mail and the MFC will  
conflict with each other while receiving incoming calls. However, the  
Distinctive Ring feature allows you to use more than one  
number on your line, so both Voice Mail and the MFC can work  
together without any problems. If each one has a separate phone  
number, neither will interfere with the other’s operations.  
If you decide to get the Distinctive Ring service from the telephone  
company, you will need to follow the directions below to ‘register’ the  
new Distinctive Ring pattern they give you. This is so your MFC can  
recognize its incoming calls.  
You can change or cancel the Distinctive Ring pattern at any  
time. You can switch it off temporarily, and turn it back on later.  
When you get a new fax number, make sure you reset this  
feature.  
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Before you choose the ring pattern to register  
You can only register one Distinctive Ring pattern with the MFC.  
Some ring patterns cannot be registered. The ring patterns below are  
supported by your Brother MFC. Register the one your telephone  
company gives you.  
Ring  
Pattern  
Rings  
1
long-long  
2
3
4
short-long-short  
short-short-long  
very long (normal pattern)  
If the ring pattern you received is not on this chart, please call  
your telephone company and ask for one that is shown.  
The MFC will only answer calls to its registered number.  
The first two rings are silent on the MFC. 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.)  
If you program the MFC properly, it will recognize the registered  
ring pattern of the ‘fax number’ within 2 ring patterns and then  
answer with a fax tone. When the ‘voice number’ is called, the  
MFC will not answer.  
A - 3 APPENDIX A  
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Registering the Distinctive Ring pattern  
Very important!  
After you have set the Distinctive Ring feature to ON, the receive  
mode is set to Manualautomatically. Unless you have a TAD or  
Voice Mail set up on the Distinctive Ring number, Manualmode  
means you must answer all the calls yourself. You can not change  
the receive mode to another mode while the Distinctive Ring is set to  
on.  
1
2
Press Menu/Set, 2, 0, 2.  
Press or to select Set.  
Press Menu/Set.  
Miscellaneous  
2.Distinctive  
3
Press or to select the stored ring pattern you want to use.  
Press Menu/Set.  
(You will hear each pattern as you scroll through the four  
patterns. Make sure you choose the pattern that the telephone  
company gave you.)  
4
Press Stop/Exit. Distinctive Ring is now set to on.  
Turning off the Distinctive Ring  
1
2
Press Menu/Set, 2, 0, 2.  
Press or to select Off.  
Press Menu/Set.  
Miscellaneous  
2.Distinctive  
3
Press Stop/Exit.  
If you turn off Distinctive Ring, the MFC will stay in Manual  
receive mode. You will need to set the Receive Mode again.  
APPENDIX A A - 4  
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Caller ID  
The Caller ID feature lets you use the Caller ID subscriber  
service offered by many local telephone companies. This  
service displays the telephone number, or name if it is available,  
of your caller as the line rings.  
After a few rings, the LCD shows the telephone number of your caller  
(and 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.  
You will see the first 16 characters of the number (or name).  
Out of Areadisplay means call originated outside your Caller  
ID service area.  
Private Calldisplay means the caller has intentionally  
blocked transmission of information.  
You can print a list of Caller ID information received by your MFC.  
Caller ID service varies with different carriers. Call your local  
telephone company to determine the kind of service available in your  
area.  
A - 5 APPENDIX A  
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Viewing Caller ID List  
Caller ID memory stores information for up to thirty calls. When the  
thirty-first call comes in, information about the first call is erased. You  
can scroll through Caller ID information to review those calls made to  
your MFC.  
1
2
Press Menu/Set, 2, 0, 3.  
Press or to select Display#.  
Press Menu/Set.  
Miscellaneous  
3.Caller ID  
If the name was not received, it will not be displayed.  
3
4
Press or to scroll through the Caller ID memory to select the  
Caller ID you want to view, and then press Menu/Set. The LCD  
shows the caller’s name or number and the date and time of the  
call.  
Press  
to return to the Caller ID listing.  
OR—  
Press Stop/Exit.  
Printing Caller ID List  
1
2
Press Menu/Set, 2, 0, 3.  
Press or to select  
Print Report.  
Miscellaneous  
3.Caller ID  
Press Menu/Set.  
3
4
Press Black Start or Color Start.  
After printing has finished, press Stop/Exit.  
APPENDIX A A - 6  
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Advanced receiving operations  
Operation from extension telephones  
If you answer a fax call on an extension telephone, or an external  
telephone in the EXT. jack of the MFC, you can make your MFC take  
the call by using the Fax Receive Code. When you press the Fax  
Receive Code 51, the MFC starts to receive a fax. (See Easy  
If the MFC answers a voice call and pseudo/double-rings for you to  
take over, use the Telephone Answer Code #51 to take the call at an  
If you answer a call and no one is on the line, you should assume that  
you’re receiving a manual fax.  
Press 51 and wait for the chirp or until the MFC’s LCD displays  
Receiving, and then hang up.  
Your caller will have to press Start to send the fax.  
Fax/Tel mode when power key is On  
When the MFC 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 are at an extension phone, you’ll need to lift the handset during  
the F/T Ring Time and then press #51 between the pseudo/double  
rings. If no one is on the line, or if someone wants to send you a fax,  
send the call back to the MFC by pressing 51.  
Fax/Tel mode when power key is Off  
Fax/Tel mode does not work when the power button is off. The MFC  
will not answer telephone or fax calls and will keep ringing. If you are  
at an external or extension phone, lift the handset of the extension  
phone and talk. If you hear fax tones, hold the handset until Easy  
Receive activates your MFC. If the other party says they want to  
send you a fax, activate the MFC by pressing 51.  
A - 7 APPENDIX A  
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Using a cordless external handset  
If your cordless telephone is connected to the EXT. jack on the MFC  
and you typically carry the cordless handset elsewhere, it is easier to  
answer calls during the Ring Delay. If you let the MFC answer first,  
you will have to go to the MFC so you can press Hook to transfer the  
call to the cordless handset.  
Changing the remote codes  
Remote Codes might not work with some telephone systems. The  
preset Fax Receive Code is 51. The preset Telephone Answer  
Code is #51.  
If you are always disconnected when accessing your external  
TAD remotely, try changing the Fax Receive Code and  
Telephone Answer Code to another three-digit code (such as  
### and 999).  
1
2
3
If it is not illuminated in green, press  
Press Menu/Set, 2, 1, 4.  
Press or to select On(or Off).  
Press Menu/Set.  
(Fax).  
Setup Receive  
4.Remote Code  
4
5
6
Enter the new Fax Receive Code.  
Press Menu/Set.  
Enter the new Telephone Answer Code.  
Press Menu/Set.  
Press Stop/Exit.  
APPENDIX A A - 8  
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Connecting an external device to your  
MFC  
Connecting an external telephone  
You can connect a separate telephone (or telephone answering  
device) directly to your MFC as shown in the diagram below.  
Connect the telephone line cord to the jack labeled EXT. in the back  
of the MFC.  
Extension  
Telephone  
External  
Telephone  
When you are using an external or extension telephone, the LCD  
shows Telephone.  
A - 9 APPENDIX A  
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Connecting an external telephone answering  
device (TAD)  
Sequence  
You may choose to connect an additional answering device.  
However, when you have an external TAD on the same telephone  
line as the MFC, the TAD answers all calls and the MFC “listens” for  
fax calling (CNG) tones. If it hears them, the MFC takes over the call  
and receives the fax. If it does not hear CNG tones, the MFC lets the  
TAD continue playing your outgoing message so your caller can  
leave you a voice message.  
The TAD must answer within four rings (the recommended setting is  
two rings). The MFC cannot hear CNG tones until the TAD has  
answered the call, and with four rings there are only 8 to 10 seconds  
of CNG tones left for the fax “handshake”. Make sure you carefully  
follow the instructions in this guide for recording your outgoing  
message. We do not recommend using the toll saver feature on your  
external answering machine if it exceeds five rings.  
If you do not receive all your faxes, reduce the Ring Delay  
setting on your external TAD.  
If You Subscribe to your Telephone Company’s Distinctive Ring  
Service:  
You may connect an external TAD to a separate wall jack only  
if you subscribe to your telephone company’s Distinctive Ring  
service, have registered the distinctive ring pattern on your  
MFC, and use that number as a fax number. The recommended  
setting is at least four rings on the external TAD when you have  
the telephone company’s Distinctive Ring Service. You cannot  
use the Toll Saver setting.  
APPENDIX A A - 10  
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If You Do Not Subscribe to Distinctive Ring Service:  
You must plug your TAD into the EXT. jack of your MFC. If your  
TAD is plugged into a wall jack, both your MFC and the TAD will  
try to control the phone line. (See illustration below.)  
Unless you are using Distinctive Ring, do not connect a  
TAD elsewhere on the same phone line.  
TAD  
TAD  
When you are using a TAD, the LCD shows Telephone.  
A - 11 APPENDIX A  
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Connections  
The external TAD must be plugged into the back of the MFC, into the  
jack labeled EXT. Your MFC cannot work properly if you plug the  
TAD into a wall jack (unless you are using Distinctive Ring).  
1
2
Plug the telephone line cord from the telephone wall jack into the  
back of the MFC, in the jack labeled LINE.  
Plug the telephone line cord from your external TAD into the  
back of the MFC, 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 jack.)  
3
Set your external TAD to four rings or less. (The MFC’s Ring  
Delay setting does not apply.)  
4
5
6
Record the outgoing message on your external TAD.  
Set the TAD to answer calls.  
Set the Receive Mode to External TAD.  
Recording outgoing message (OGM) on an external TAD  
Timing is important in recording this message. The message sets up  
the ways to handle both manual and automatic fax reception.  
1
Record 5 seconds of silence at the beginning of your message.  
(This allows your MFC time to listen for the fax CNG tones of  
automatic transmissions before they stop.)  
2
3
Limit your speaking to 20 seconds.  
End your 20-second message by giving your Fax Receive Code  
for people sending manual faxes. For example:  
“After the beep, leave a message or send a fax by pressing  
51 and Start.”  
We recommend beginning your OGM with an initial 5-second  
silence because the MFC cannot hear fax tones over a resonant  
or loud voice. You may try omitting this pause, but if your MFC has  
trouble receiving, then you must re-record the OGM to include it.  
APPENDIX A A - 12  
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Special line considerations  
Roll over phone lines  
A roll over phone system is a group of two or more separate  
telephone lines that pass incoming calls to each other if they are  
busy. The calls are usually passed down or “rolled over” to the next  
available phone line in a preset order.  
Your MFC 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  
MFC on any of the other numbers; when the other lines are busy and  
a second fax call is received, the fax call would be transferred to a  
line that does not have a fax machine. Your MFC will work best on  
a dedicated line.  
Two-line phone system  
A two-line phone system is nothing more than two separate phone  
numbers on the same wall outlet. The two phone numbers can be on  
separate jacks (RJ11) or combined into one jack (RJ14). Your MFC  
must be plugged into an RJ11 jack. RJ11 and RJ14 jacks may be  
equal in size and appearance and both may contain four wires  
(black, red, green, yellow). To test the type of jack, plug in a two-line  
phone and see if it can access both lines. If it can, you must separate  
the line for your MFC. (See Easy Receive on page 4-4.)  
A - 13 APPENDIX A  
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Converting telephone wall outlets  
There are three ways to convert to an RJ11 jack. The first two ways  
may require assistance from the telephone company. You can  
change the wall outlets from one RJ14 jack to two RJ11 jacks. Or,  
you can have an RJ11 wall outlet installed and slave or jump one of  
the phone numbers to it.  
The third way is the easiest: Buy a triplex adapter. You can plug a  
triplex adapter into an 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 MFC is on Line 1, plug the MFC into L1 of the triplex  
adapter. If your MFC is on Line 2, plug it into L2 of the triple adapter.  
Triplex Adapter  
RJ14  
RJ11  
RJ14  
APPENDIX A A - 14  
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Installing MFC, external two-line TAD and two-line  
telephone  
When you are installing an external two-line telephone answering  
device (TAD) and a two-line telephone, your MFC must be isolated  
on one line at both the wall jack and at the TAD. The most common  
connection is to put the MFC 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.  
You will need at least three telephone line cords, the one that came  
with your MFC and two for your external two-line TAD. You will need  
a fourth line cord if you add a two-line telephone.  
1
2
Place the two-line TAD and the two-line telephone next to your  
MFC.  
Plug one end of the telephone line cord for your MFC into the L2  
jack of the triplex adapter. Plug the other end into the LINE jack  
on the back of the MFC.  
3
4
Plug one end of the first telephone line cord for your TAD into  
the L1 jack of the triplex adapter. Plug the other end into the L1  
or L1/L2 jack of the two-line TAD.  
Plug one end of the second telephone line cord for your TAD  
into the L2 jack of the two-line TAD. Plug the other end into the  
EXT. jack on the left side of the MFC.  
Triplex Adapter  
Two Line Phone  
External Two Line TAD  
MFC  
You can keep two-line telephones on other wall outlets as always.  
There are two ways to add a two-line telephone to the MFC’s wall  
outlet. You can plug the telephone line cord from the two-line  
telephone into the L1+L2 jack of the triplex adapter. Or, you can plug  
the two-line telephone into the TEL jack of the two-line TAD.  
A - 15 APPENDIX A  
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Multi-line connections (PBX)  
Most offices use a central telephone system. While it is often  
relatively simple to connect the MFC to a key system or a PBX  
(Private Branch Exchange), we suggest that you contact the  
company that installed your telephone system and ask them to  
connect the MFC for you. It is advisable to have a separate line for  
the MFC.  
If the MFC is to be connected to a multi-line system, ask your installer  
to connect the unit to the last line on the system. This prevents the  
unit from being activated each time a telephone call is received.  
If you are installing the MFC to work with a PBX  
1
It is not guaranteed that the unit will operate properly under all  
circumstances with a PBX. Any cases of difficulty should be  
reported first to the company that handles your PBX.  
2
If all incoming calls will be answered by a switchboard operator,  
it is recommended that the Receive Mode be set to Manual. All  
incoming calls should initially be regarded as telephone calls.  
Custom features on your phone line  
If you have Voice Mail, Call Waiting, Call Waiting/Caller ID,  
RingMaster, an answering service, an alarm system or other custom  
feature on one phone line it may create a problem with the operation  
APPENDIX A A - 16  
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Appendix B  
B
On-screen programming  
Your MFC is designed to be easy to use with LCD on-screen  
programming using the navigation keys. User-friendly programming  
helps you take full advantage of all the menu selections your MFC  
has to offer.  
Since your programming is done on the LCD, we have created  
step-by-step on-screen instructions to help you program your MFC.  
All you need to do is follow the instructions as they guide you through  
the menu selections and programming options.  
Menu table  
You can probably program your MFC without the User’s Guide if you  
use the Menu table that begins on page B-3. These pages will help  
you understand the menu selections and options that are found in the  
MFC’s programs.  
You can program your MFC by pressing Menu/Set, followed by  
the menu numbers.  
For example to set Fax Resolutionto Fine:  
Press Menu/Set, 2, 2, 2 and or to select Fine.  
Press Menu/Set.  
Memory storage  
If there is a power failure, you will not lose your menu settings  
because they are stored permanently. Temporary settings (such as  
Contrast, Overseas Mode, and so on) will be lost. You may also have  
to reset the date and time.  
B - 1 APPENDIX B  
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Navigation keys  
Access the menu  
Go to the next menu level  
Accept an option  
Scroll through the current  
menu level  
Go back to the previous  
menu level  
Exit the menu  
You can access the menu mode by pressing Menu/Set.  
When you enter the menu, the LCD scrolls.  
Press 1 for General Setup menu  
OR—  
Select ▲▼ & Set  
1.General Setup  
Press 2 for Fax menu  
OR—  
Select ▲▼ & Set  
2.Fax  
Press 3 for Copy menu  
Select ▲▼ & Set  
3.Copy  
Press 0 for Initial Setup  
Select ▲▼ & Set  
0.Initial Setup  
You can scroll more quickly through each  
menu level by pressing the arrow for the direction you want: or .  
Select an option by pressing Menu/Set when that option appears on  
the LCD.  
The LCD will then show the next menu level.  
Press or to scroll to your next menu selection.  
Press Menu/Set.  
When you finish setting an option, the LCD shows Accepted.  
APPENDIX B B - 2  
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to  
to  
accept  
exit  
Select & Set  
Select & Set  
Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
1.General  
Setup  
1.Mode Timer  
5 Mins  
2 Mins  
1 Min  
30 Secs  
0 Sec  
Off  
Sets the time to  
return to Fax mode.  
2.Paper Type  
Plain  
Sets the type of  
paper in the paper  
tray.  
Inkjet  
Glossy  
Transparency  
3.Paper Size  
(MFC-5440CN  
only)  
Letter  
Legal  
A4  
Sets the size of the  
paper in the paper  
tray.  
A5  
4"x6"  
3.Paper Size 1.Tray#1  
(MFC-5840CN  
only)  
Letter  
Legal  
A4  
Setsthe size of paper 2-3  
in Tray#1.  
A5  
4”x 6”  
2.Tray#2  
Letter  
Legal  
A4  
Setsthe size of paper 2-3  
in Tray#2.  
4.Volume  
1.Ring  
High  
Med  
Low  
Off  
Adjusts the ring  
volume.  
2.Beeper  
3.Speaker  
High  
Med  
Low  
Off  
Adjusts the volume  
level of the beeper.  
High  
Med  
Low  
Off  
Adjusts the speaker  
volume.  
The factory settings are shown in Bold.  
B - 3 APPENDIX B  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
1.General  
Setup  
5.Auto  
Daylight  
On  
Changes for Daylight 2-6  
Savings Time  
Off  
automatically.  
(Continued)  
6.On/Off  
Setting  
Fax Receive:On  
Customizes the  
On/Off key to receive  
faxes even in OFF  
mode.  
Fax Receive:Off  
7.LCD  
Contrast  
Light  
Dark  
Adjust the contrast of 2-7  
the LCD.  
8.Tray  
Tray#1 Only  
Tray#2 Only  
Auto Select  
Select the tray that  
will be used for Copy  
mode.  
Use:Copy  
(MFC-5840CN  
only)  
9.Tray  
Use:Fax  
Tray#1 Only  
Tray#2 Only  
Auto Select  
Select the tray that  
will be used for Fax  
mode.  
(MFC-5840CN  
only)  
2.Fax  
1.Setup  
Receive  
1.Ring Delay 04  
Sets the number of  
rings before the MFC  
answers in Fax Only  
or Fax/Tel mode.  
03  
02  
01  
00  
(In Fax mode  
only)  
2.F/T Ring  
Time  
70 Sec  
Sets the  
pseudo/double-ring  
time in Fax/Tel  
mode.  
40 Sec  
30 Sec  
20 Sec  
3.Easy  
Receive  
On  
Off  
Receives fax  
messages without  
pressing the Black  
Start or Color Start  
key.  
1.Setup  
Receive  
(In Fax mode  
only)  
4.Remote  
Code  
On  
You can answer all  
calls at an extension  
or external phone  
and use codesto turn  
the MFC on or off.  
You can personalize  
these codes.  
(
Off  
51, #51)  
(Continued)  
5.Auto  
Reduction  
On  
Off  
Reduces the size of  
incoming faxes.  
6.Polling RX  
Sets up your MFC to 4-6  
poll another fax  
machine.  
The factory settings are shown in Bold.  
APPENDIX B B - 4  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
2.Fax  
(Continued)  
2.Setup Send 1.Contrast  
(In Fax mode  
only)  
Auto  
Light  
Dark  
Changes the  
lightness or darkness  
of faxes you send.  
2.Fax  
Resolution  
Standard  
Fine  
Sets the default  
resolution for  
outgoing faxes.  
S.Fine  
Photo  
3.Delayed  
Fax  
Set the time of day in 3-14  
24 hour format that  
the delayed faxes will  
be sent.  
4.Batch TX  
On  
Combines delayed  
faxes to the same fax  
number at the same  
time of day into one  
transmission.  
Off  
5.Real Time  
TX  
Off  
You can send a fax  
without using the  
memory.  
On  
Next Fax Only  
6.Polled TX  
On  
Sets up your MFC  
with an document to  
be retrieved by  
Off  
another fax machine.  
7.Overseas  
Mode  
On  
If you are having  
difficulty sending  
faxes overseas, set  
this to On.  
Off  
0.Glass Fax  
Size  
Letter  
A4  
Adjust the scan area 3-15  
of the scanner glass  
to the size of the  
document.  
3.Set  
Quick-Dial  
1.Speed-Dial  
Stores Speed-Dial  
numbers, so you can  
dial by pressing only  
a few keys (and  
Start).  
2.Setup  
Groups  
Sets up a Group  
number for  
Broadcasting.  
The factory settings are shown in Bold.  
B - 5 APPENDIX B  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
2.Fax  
(Continued)  
4.Report  
Setting  
1.  
Transmission On  
Initial setup for  
Transmission  
Verification Report  
and Fax Journal  
Report.  
On+Image  
Off  
Off+Image  
2.Journal  
Period  
Every 7 Days  
Every 2 Days  
Every 24 Hours  
Every 12 Hours  
Every 6 Hours  
Every 50 Faxes  
Off  
5.RemoteFax 1.Fwd/Page/  
Off  
Sets the MFC to  
forward fax  
Opt  
Store  
Fax Forward  
Paging  
messages, to call  
your pager, to store  
incoming faxes in the  
memory (so you can  
retrieve them while  
you are away from  
your MFC), or to  
send faxes to your  
PC.  
Fax Storage  
PC Fax Receive  
2.Remote  
Access  
---  
You must set your  
own code for Remote  
Retrieval.  
3.Print Fax  
(Backup Print)  
Printsincomingfaxes 4-5  
stored in the  
memory.  
6.Remaining  
Jobs  
Checks which jobs  
are in the memory  
and lets you cancel  
selected jobs.  
0.Miscellaneous 1.Compatibility High  
Adjust the  
equilization for  
transmission  
problems.  
Normal  
Basic  
2.Distinctive Off  
Uses the Telephone  
Company’s  
Distinctive Ring  
Set(On)  
subscriber service to  
register the ring  
pattern with the MFC.  
3.Caller ID  
Display#  
View or print a list of  
the last 30 Caller IDs  
stored in the  
Print Report  
memory.  
The factory settings are shown in Bold.  
APPENDIX B B - 6  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
3.Copy  
1.Quality  
Best  
Selects the Copy  
resolution for your  
type of document.  
Normal  
Fast  
2.Brightness  
3.Contrast  
-
-
-
-
-
+
+
+
+
+
Adjusts the  
brightness.  
-
-
-
-
-
+
+
+
+
+
Adjusts the contrast  
for copies.  
4.Color  
Adjust  
1.Red  
2.Green  
3.Blue  
R:-  
R:-  
R:-  
R:-  
R:-  
+
Adjusts the amount  
of Red in copies.  
+
+
+
+
G:-  
G:-  
G:-  
G:-  
G:-  
+
+
+
+
+
Adjusts the amount  
of Green in copies.  
B:-  
B:-  
B:-  
B:-  
B:-  
+
+
+
+
+
Adjusts the amount  
of Blue in copies.  
The factory settings are shown in Bold.  
B - 7 APPENDIX B  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
4
.PhotoCapture 1.Print  
Normal  
Selects the print  
quality.  
Quality  
Paper &  
(MFC-5840CN  
only)  
Photo  
2
.
Letter Glossy Selects the paper  
Size  
and print size.  
4"x 6" Glossy  
5"x 7" Glossy  
A4 Glossy  
Letter Plain  
A4 Plain  
Letter Inkjet  
A4 Inkjet  
4"x 6" Inkjet  
3.Brightness  
4.Contrast  
-
-
-
-
-
+
+
+
+
+
Adjusts the  
brightness.  
-
-
-
-
-
+
+
+
+
+
Adjusts the contrast.  
5.True2Life  
On  
1.White  
Balance  
Adjusts the hue of the 9-10  
white areas.  
Off  
-
-
-
-
-
+
+
+
+
+
2.Sharpness  
Enhances the detail  
of the image.  
-
-
-
-
-
+
+
+
+
+
3.Color  
Density  
Adjusts the total  
amount of color in the  
image.  
-
-
-
-
-
+
+
+
+
+
The factory settings are shown in Bold.  
APPENDIX B B - 8  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
4.PhotoCapture 6.Cropping  
(Continued)  
On  
Off  
Crops the image  
around the margin to  
fit the paper size or  
print size. Turn this  
feature Off if you  
want to print whole  
images or prevent  
unwanted cropping.  
7.Borderless  
On  
Expands the  
printable area to fit  
the edges of the  
paper  
Off  
8.Scan to  
1.Quality  
B/W 200x100 dpi Selects the Scan  
2-25*1  
Card  
resolution for your  
type of document.  
B/W 200 dpi  
Color 150 dpi  
Color 300 dpi  
Color 600 dpi  
2.B/W File  
Type  
TIFF  
Selects the default  
file format for black  
and white scanning.  
2-26*1  
2-27*1  
PDF  
3.ColorFile  
Type  
PDF  
Selects the default  
file format for color  
scanning.  
JPEG  
4.LAN  
(MFC-5440CN)  
5.LAN  
1.Setup  
TCP/IP  
1.BOOT  
Method  
Auto  
You can choose the  
BOOT method that  
best suits you needs.  
Static  
RARP  
(MFC-5840CN)  
BOOTP  
DHCP  
2.IP Address [000-255].  
[000-255].  
Enter the IP address.  
See  
Network  
User’s  
Guide  
on the  
CD-ROM  
[000-255].  
[000-255]  
3.Subnet  
Mask  
[000-255].  
[000-255].  
[000-255].  
[000-255]  
Enter the Subnet  
mask.  
4.Gateway  
[000-255].  
[000-255].  
[000-255].  
[000-255]  
Enter the Gateway  
address.  
The factory settings are shown in Bold.  
*1 See the complete Software User’s Guide on the CD-ROM.  
B - 9 APPENDIX B  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
4.LAN  
(MFC-5440CN)  
5.LAN  
(MFC-5840CN)  
(Continued)  
1.Setup  
TCP/IP  
5.Host Name  
BRN_XXXXXX  
Enter the Host name. See  
Network  
User’s  
Guide  
6.WINS  
Config  
Auto  
Static  
You can choose the  
WINS configuration  
mode.  
(Continued)  
on the  
CD-ROM  
7.WINS  
(Primary)  
Specifies the IP  
Server  
000.000.000.000 address of the  
primary or secondary  
server.  
8.DNS Server (Primary)  
Specifies the IP  
000.000.000.000 address of the  
primary or secondary  
server.  
9.APIPA  
On  
Off  
Automatically  
allocates the IP  
address from the  
link-local address  
range.  
2.Setup  
Misc.  
1.Ethernet  
Auto  
Selects Ethernet link  
mode.  
100B-FD  
100B-HD  
10B-FD  
10B-HD  
2.Time Zone  
GMT-05:00  
Sets the time zone  
for your country.  
0.Factory  
Reset  
Restore all network  
settings to factory  
default.  
6.Print  
Reports  
1.Help List  
2.Quick-Dial  
You can print these  
lists and reports.  
(MFC-5840CN  
only)  
3.Fax  
Journal  
4
.
Transmission  
5.User  
Settings  
6.Network  
Config  
The factory settings are shown in Bold.  
APPENDIX B B - 10  
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Main Menu  
Submenu  
Menu  
Selections  
Options  
Descriptions  
Page  
0.Initial  
Setup  
1.Receive  
Mode  
Fax Only  
Fax/Tel  
You can choose the  
receive mode that  
best suits your  
needs.  
External TAD  
Manual  
2.Date/Time  
3.Station ID  
4.Tone/Pulse  
Puts the date and  
time on the LCD and  
in headings of faxes  
you send.  
Fax:  
Program your name  
and fax number to  
appear on each page  
you fax.  
Name:  
Tone  
Pulse  
Selects the dialing  
mode.  
0.Local  
English  
Allows you to change See  
Language  
the LCD Language  
for your country.  
Quick  
Setup  
Guide  
French  
(Canada only)  
The factory settings are shown in Bold.  
B - 11 APPENDIX B  
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Entering Text  
When you are setting certain menu selections, such as the Station  
ID, you may need to type text into the MFC. Most number keys have  
three or four letters printed above them. The keys for 0, # and  
not have printed letters because they are used for special  
characters.  
do  
By pressing the appropriate number key repeatedly, you can access  
the character you want.  
Press Key  
one time  
two times  
three times  
four times  
2
3
4
5
6
7
8
9
A
D
G
J
B
E
H
K
N
Q
U
X
C
F
I
2
3
4
5
6
S
8
Z
L
M
P
T
O
R
V
Y
W
Inserting spaces  
To enter a space in the fax number, press  
numbers. To enter a space in the name, press  
characters.  
once between  
twice between  
Making corrections  
If you entered a letter incorrectly and want to change it, press  
move the cursor under the incorrect character. Then press  
Stop/Exit. All letters above and to the right of the cursor will be  
to  
deleted. Re-enter the correct character. You can also back up and  
type over incorrect letters.  
Repeating letters  
If you need to enter a character that is on the same key as the  
previous character, press  
you press the key again.  
to move the cursor to the right before  
APPENDIX B B - 12  
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Special characters and symbols  
or  
the special character or symbol you want. Then press Menu/Set to  
select it.  
Press , # or 0, and then press  
to move the cursor under  
Press  
for  
for  
for  
(space) ! " # $ % & ’ ( )  
: ; < = > ? @ [ ] ^ _  
É À È Ê Î Ç Ë Ö 0  
+ , - . /  
Press #  
Press 0  
B - 13 APPENDIX B  
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Glossary  
G
ADF (automatic document feeder) The document can be placed  
in the ADF and scanned one page at a time automatically.  
Auto Reduction Reduces the size of incoming faxes.  
Automatic fax transmission Sending a fax without pressing  
Hook or picking up the handset of an external phone.  
Automatic Redial A feature that enables your MFC to redial the last  
fax number after five minutes if the fax did not go through because  
the line was busy.  
Backup Print Your MFC prints a copy of every fax that is received  
and stored in memory.  
This is a safety feature so you will not lose messages during a  
power failure.  
Batch Transmission (Black and white faxes only) As a cost saving  
feature, all delayed faxes to the same fax number will be sent as  
one transmission.  
Beeper Volume Volume setting for the beep when you press a key  
or make an error.  
Brightness Changing the Brightness makes the whole image  
lighter or darker.  
Broadcasting The ability to send the same fax message to more  
than one location.  
Caller ID A service purchased from the telephone company that lets  
you see the number (or name) of the party calling you.  
Cancel Job Cancels a programmed job, like Delayed Fax or  
Polling.  
CNG tones The special tones (beeps) sent by fax machines during  
automatic transmission to tell the receiving machine that a fax  
machine is calling.  
GLOSSARY G - 1  
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Coding method Method of coding the information contained in the  
document. All fax machines must use a minimum standard of  
Modified Huffman (MH). Your MFC is capable of greater  
compression methods, Modified Read (MR), Modified Modified  
Read (MMR) and JPEG, if the receiving machine has the same  
capability.  
Communication error (or Comm. Error) An error during fax  
sending or receiving, usually caused by line noise or static.  
Compatibility group The ability of one fax unit to communicate  
with another. Compatibility is assured between ITU-T Groups.  
Contrast Setting to compensate for dark or light documents, by  
making faxes or copies of dark documents lighter and light  
documents darker.  
Delayed Fax Sends your fax at a specified later time that day.  
Distinctive Ring A subscriber service purchased from the  
telephone company that gives you another phone number on an  
existing phone line. The Brother MFC uses the new number to  
simulate a dedicated fax line.  
Dual Access Your MFC can scan outgoing faxes or scheduled jobs  
into memory at the same time it is sending a fax or receiving or  
printing an incoming fax.  
Easy Receive Enables your MFC to respond to CNG tones if you  
interrupt a fax call by answering it.  
ECM (Error Correction Mode) Detects errors during fax  
transmission and resends the pages of the fax that had an error.  
Extension phone A telephone on the fax number that is plugged  
into a separate wall jack.  
External phone A telephone that is plugged into the EXT jack of  
your MFC.  
F/T Ring Time The length of time that the Brother MFC rings (when  
the Receive Mode setting is Fax/Tel) to notify you to pick up a  
voice call that it answered.  
Fax Forwarding Sends a fax received into the memory to another  
pre-programmed fax number.  
G - 2 GLOSSARY  
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Fax Journal Lists information about the last 200 incoming and  
outgoing faxes. TX means Transmit. RX means Receive.  
Fax Receive Code Press this code ( 5 1) when you answer a fax  
call on an extension or external phone.  
Fax Storage You can store faxes in memory.  
Fax tones The signals sent by sending and receiving fax machines  
while communicating information.  
Fax/Tel You can receive faxes and telephone calls. Do not use this  
mode if you are using a telephone answering device (TAD).  
Fine resolution Resolution is 203 × 196 dpi. It is used for small print  
and graphs.  
Gray scale The shades of gray available for copying and faxing  
photographs.  
Group number A combination of Speed-Dial numbers that are  
stored in a Speed-Dial location for Broadcasting.  
Help list A printout of the complete Menu table that you can use to  
program your MFC when you do not have the User’s Guide with  
you.  
Journal Period The pre-programmed time period between  
automatically printed Fax Journal Reports. You can print the Fax  
Journal on demand without interrupting the cycle.  
LCD (liquid crystal display) The display screen on the MFC that  
shows interactive messages during On-Screen Programming and  
shows the date and time when the MFC is idle.  
Manual fax When you lift the handset of your external telephone or  
press Hook so you can hear the receiving fax machine answer  
before you press Black Start or Color Start to begin  
transmission.  
Menu mode Programming mode for changing your MFC’s settings.  
OCR (optical character recognition) The bundled ScanSoft®  
OmniPage® software application converts an image of text to text  
you can edit.  
Out of Paper Reception Receives faxes into the MFC’s memory  
when the MFC is out of paper.  
GLOSSARY G - 3  
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Overseas Mode Makes temporary changes to the fax tones to  
accommodate noise and static on overseas phone lines.  
Paging This feature enables your MFC to call your pager when a fax  
is received into its memory.  
Pause Allows you to place a 3.5 second delay in the dialing  
sequence stored on Speed-Dial numbers. Press Redial/Pause  
as many times as needed for longer pauses.  
PhotoCapture Center(MFC-5840CN only) Allows you to print  
digital photos from your digital camera at high resolution for photo  
quality printing.  
Photo resolution A resolution setting that uses varying shades of  
gray for the best representation of photographs.  
Polling The process of a fax machine calling another fax machine  
to retrieve waiting fax messages.  
Pulse A form of rotary dialing on a telephone line.  
Quick Dial List A listing of names and numbers stored in  
Speed-Dial memory, in numerical order.  
Real Time Transmission When memory is full, you can send faxes  
in real time.  
Remaining jobs You can check which jobs are waiting in memory  
and cancel jobs individually.  
Remote Access Code Your own four-digit code (--- ) that allows  
you to call and access your MFC from a remote location.  
Remote Retrieval Access The ability to access your MFC remotely  
from a touch tone phone.  
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 MFC answers in  
Fax Onlyand Fax/Telmode.  
Ring Volume Volume setting for the MFC’s ring.  
Scanning The process of sending an electronic image of a paper  
document into your computer.  
G - 4 GLOSSARY  
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Scan to Card (MFC-5840CN only) You can scan a black and white  
or color document into a Media Card. Black and white images will  
be in TIFF or PDF file format and color images may be in PDF or  
JPEG file format.  
Search An electronic, alphabetical listing of stored Speed-Dial and  
Group numbers.  
Speed-Dial A pre-programmed number for easy dialing. You must  
press the Search/Speed Dial key, #, and the two digit code and  
Black Start or Color Start to start the dialing process.  
Standard resolution 203 x 97 dpi. It is used for regular size text  
and quickest transmission.  
Station ID The stored information that appears on the top of faxed  
pages. It includes the sender’s name and fax number.  
Super Fine resolution 392 x 203 dpi. Best for very small print and  
line art.  
TAD (telephone answering device) You can connect an external  
device or answering machine to the EXT. of your MFC.  
Telephone Answer Code (Fax/Tel mode only) When the MFC  
answers a voice call, it pseudo/double-rings. You can pick up at  
an extension phone by pressing this code (# 5 1).  
Temporary settings You can select certain options for each fax  
transmission and copy without changing the default settings.  
Tone A form of dialing on the telephone line used for Touch Tone  
telephones.  
Transmission The process of sending faxes over the phone lines  
from your MFC to the receiving fax machine.  
Transmission Verification Report A listing of each transmission,  
that shows its date, time and number.  
True2Life® Adjusts the color in the image for better print quality by  
improving sharpness, white balance and color density.  
User Settings A printed report that shows the current settings of the  
MFC.  
GLOSSARY G - 5  
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Specifications  
S
Product description  
General  
Memory Capacity  
16 MB  
Automatic Document  
Feeder (ADF)  
Up to 35 pages  
Temperature: 68°F - 86°F (20°C - 30°C)  
Humidity: 50% - 70%  
Paper: 20 lb Letter size  
Paper Tray  
100 Sheets (20 lb)  
250 Sheets (20 lb)  
Paper Tray#2  
(MFC-5840CN only)  
Printer Type  
Print Method  
Ink Jet  
Piezo with 74 × 5 nozzles  
LCD (Liquid Crystal  
Display)  
16 characters × 2 lines, Back light (MFC-5840CN only)  
Power Source  
100 - 120V AC 50/60Hz  
(MFC-5440CN)  
Power Consumption  
Off Mode:  
Standby:  
Operating:  
Under 3.5 watts  
9 Wh or less (25°C)  
22 Wh or less  
(MFC-5840CN)  
Off Mode:  
Standby:  
Operating:  
Under 4 watts  
9 Wh or less (25°C)  
24 Wh or less  
S - 1 SPECIFICATIONS  
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Dimensions  
(MFC-5440CN)  
(MFC-5840CN)  
18.1 inch (461 mm)  
18.1 inch (461 mm)  
10.6 inch  
(269 mm)  
9.3 inch  
(237 mm)  
13.4 inch  
(341 mm)  
12.2 inch  
(309 mm)  
17.5 inch (444 mm)  
17.5 inch (444 mm)  
15.6 inch (395 mm)  
17.0 inch (433 mm)  
15.6 inch (395 mm)  
17.0 inch (433 mm)  
Weight  
17.6 lb (8.0 kg) (MFC-5440CN)  
21.8 lb (9.9 kg) (MFC-5840CN)  
Noise  
Operating:  
42.5 to 51 dB*  
* It depends on printing conditions.  
Temperature  
Operating:  
50°F - 95°F (10°C - 35°C)  
Best Print  
Quality:  
68°F - 91°F (20°C - 33°C)  
Humidity  
Operating:  
20 to 80% (without condensation)  
Best Print  
Quality:  
20 to 80% (without condensation)  
SPECIFICATIONS S - 2  
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Print media  
Paper Input  
Paper Tray  
Paper type:  
Plainpaper, inkjet paper (coated paper), glossy  
paper*2, transparencies*1*2 and envelopes  
Paper size:  
Letter, Legal*3, Executive, A4, A5, A6, JIS_B5,  
envelopes (commercial No.10, DL, C5,  
Monarch, JE4), Photo card, Index card and  
Post card.  
Maximum paper tray capacity:  
Approx. 100 sheets of 20 lb plain paper  
Paper Tray#2 (MFC-5840CN only)  
Paper type:  
Plain paper  
Paper size:  
Letter, Legal*3, Executive, A4, JIS_B5  
Maximum paper tray capacity:  
Approx. 250 sheets of 20 lb plain paper  
Paper Output  
Up to 50 sheets of Letter plain paper (Face up print  
delivery to the output paper tray)*2  
*1 Use only transparencies recommended for inkjet printing.  
*2 For glossy paper or transparencies, we recommend removing  
printed pages from the output paper tray immediately after they  
exit the machine to avoid smudging.  
*3 Legal paper cannot be stacked on the output paper tray.  
S - 3 SPECIFICATIONS  
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Copy  
Color/Black  
Color/Black  
Document Size  
ADF Width: 5.8" to 8.5"  
ADF Height: 5.8" to 14"  
Scanner Glass Width: 8.5 in.  
Scanner Glass Height: 11.7 in.  
Copy Speed  
Black  
Up to 17 pages/minute (Letter paper)*  
Color  
Up to 11 pages/minute (Letter paper)*  
* Does not include the time it takes to feed the paper.  
Based on Brother standard pattern. (Fast mode/Stack Copy)  
Copy speeds vary with the complexity of the document.  
Multiple Copies  
Enlarge/Reduce  
Resolution  
Stacks/Sorts up to 99 pages  
25% to 400% (in increments of 1%)  
Up to 600 x 1200 dpi copy resolution for plain,  
1200 x 1200 dpi for inkjet, glossy paper and  
OHP/transparency.  
SPECIFICATIONS S - 4  
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PhotoCapture Center  
(MFC-5840CN only)  
Available Media  
CompactFlash®  
(Type Ι only)  
(Microdriveis not compatible)  
(Compact I/O card such as Compact LAN card  
and Compact Modem card are not supported.)  
SmartMedia® (3.3V)  
(Not available for use with ID)  
Memory Stick®  
(Not available for music data with MagicGate)  
SecureDigital™  
xD-Picture Card™  
File Extension  
(Media Format)  
(Image Format)  
DPOF, EXIF, DCF  
Photo Print:  
JPEG*  
Scan to Card:  
JPEG, PDF (Color)  
TIFF, PDF (Black)  
* Progressive JPEG format is not supported.  
True2Life  
Color Enhancement  
Number of Files  
Folder  
Up to 999 files in the media card  
File must be in the 3rd folder level of the Media  
Card.  
Borderless  
Letter, A4, Photo Card  
S - 5 SPECIFICATIONS  
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Fax  
Compatibility  
Coding System  
Modem Speed  
ITU-T Group 3  
MH/MR/MMR/JPEG  
Automatic Fallback  
33600 bps  
Document Size  
ADF Width: 5.8" to 8.5"  
ADF Height: 5.8" to 14"  
Scanner Glass Width: 8.5 in.  
Scanner Glass Height: 11.7 in.  
Scanning Width  
Printing Width  
Gray Scale  
8.2 in.  
8.03 in.  
256 levels  
Polling Types  
Standard, Sequential: (Black only)  
Contrast Control  
Resolution  
Automatic/Light/Dark  
(manual setting)  
• Horizontal 203 dot/inch (8 dot/mm)  
• Vertical Standard -  
98 line/inch (Black)  
196 line/inch (Color)  
Fine - 196 line/inch (Black/Color)  
Photo - 196 line/inch (Black)  
Superfine - 392 line/inch (Black)  
Speed-Dial  
40 stations (MFC-5440CN)  
100 stations (MFC-5840CN)  
Broadcasting  
90 stations (MFC-5440CN)  
150 stations (MFC-5840CN)  
Automatic Redial  
Auto Answer  
1 time after 5 minutes  
0, 1, 2, 3 or 4 rings  
Communication Source  
Public switched telephone network.  
SPECIFICATIONS S - 6  
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Memory Transmission  
Out of Paper Reception  
Up to 200*1/170*2 pages (MFC-5440CN)  
Up to 480*1/400*2 pages (MFC-5840CN)  
Up to 200*1/170*2 pages (MFC-5440CN)  
Up to 480*1/400*2 pages (MFC-5840CN)  
*1  
*2  
“Pages” refers to the “Brother Standard Chart No. 1” (a typical business letter, Standard resolution,  
MMR code). Specifications and printed materials are subject to change without prior notice.  
"Pages" refers to the "ITU-T Test Chart #1" (a typical business letter, Standard resolution, MMR code).  
Specifications and printed materials are subject to change without prior notice.  
Scanner  
Color/Black  
Color/Black  
TWAIN Compliant  
Yes (Windows® 98/98SE/Me/2000 Professional/XP)  
Mac OS® 8.6-9.2/Mac OS® X 10.2.4 or greater  
WIA Compliant  
Color Depth  
Yes (Windows® XP)  
48 bit color Processing (Input)  
48 bit color Processing (Output)  
Resolution  
Up to 19200 × 19200 dpi (interpolated)*  
Up to 1200 × 2400 dpi (optical)  
* Maximum 1200 x 1200 dpi scanning with Windows® XP  
(resolution up to 19200 x 19200 dpi can be selected by using the  
Brother scanner utility)  
Scanning Speed  
Document Size  
Color: up to 4.48 sec.  
Black: up to 3.30 sec.  
Letter size in 100 × 100 dpi)  
ADF Width: 5.8" to 8.5"  
ADF Height: 5.8" to 14"  
Scanner Glass Width: Max. 8.5"  
Scanner Glass Height: Max. 11.7"  
Scanning Width  
Gray Scale  
8.26 in.  
256 levels  
Mac OS® X scanning is supported in Mac OS® X 10.2.4 or greater.  
S - 7 SPECIFICATIONS  
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Printer  
Printer Driver  
Windows® 98/98SE/Me/2000 Professional and XP  
driver supporting Brother Native Compression  
mode and bi-directional capability  
Apple® Macintosh® QuickDraw® Driver  
For Mac OS® 8.6-9.2/Mac OS® X 10.2.4 or greater  
Resolution  
Up to 1200 x 6000 dots per inch (dpi)*  
1200 x 1200 dots per inch (dpi)  
600 x 600 dots per inch (dpi)  
600 x 150 dots per inch (dpi)  
* Output image quality varies based upon many factors including  
but not limited to input image resolution and quality and print  
media.  
Print Speed  
up to 20 pages/minute (Black)*  
up to 15 pages/minute (Color)*  
* Based on Brother standard pattern.  
Letter size in draft mode.  
Does not include the time it takes to feed the paper.  
Printing Width  
8.03 inches (8.5 inches)*  
* When you set the Borderless feature to On.  
Disk-Based Fonts  
Borderless  
35 TrueType  
Letter, A4, A6, Photo Card, Index Card, Post Card  
(Not available for Tray#2 (MFC-5840CN only))  
Interfaces  
USB  
A Full-Speed USB 2.0 cable that is no longer than  
6 feet (2.0 m)*  
* Your MFC has a Full-Speed USB 2.0 interface. This interface is  
compatible with Hi-Speed USB 2.0; however, the maximum  
data transfer rate will be 12 Mbits/s. The MFC can also be  
connected to a computer that has a USB 1.1 interface.  
LAN cable  
Ethernet UTP cable category 5 or greater.  
SPECIFICATIONS S - 8  
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Computer requirements  
Minimum System Requirements  
Computer Platform & Operating System  
Version  
Processor  
Minimum  
Minimum  
RAM  
Recommended  
RAM  
Available  
Hard Disk  
Space  
for  
Drivers  
1
Windows®  
*
98, 98SE  
Pentium II or  
equivalent  
32 MB  
64 MB  
90 MB  
Operating System  
Me  
2000 Professional  
XP*2  
64 MB  
128 MB  
256 MB  
64 MB  
128 MB  
150 MB  
80 MB  
Apple® Macintosh®  
Operating System  
Mac OS® 8.6  
All base models meet  
minimum Requirements  
(Printing and PC-FAX  
Send*4 Only)  
Mac OS® 9.X  
(Printing, Scanning*3,  
PhotoCapture Center™  
and PC-FAX Send*4  
Only)  
Mac OS® X 10.2.4 or  
greater  
128 MB  
160 MB  
NOTE: All registered trademarks referenced herein are the property of their respective companies.  
*1 Microsoft® Internet Explorer 5 or greater.  
*2 Maximum 1200 x 1200 dpi scanning with Windows® XP. (Resolutions up to 19200 x 19200 dpi can be  
selected using the Brother Utility.)  
*3 Dedicated “Scan” key and direct Network Scanning supported in Mac® Operating Systems Mac OS®  
10.2.4 or greater.  
*4 PC Fax supports black and white faxing only.  
X
S - 9 SPECIFICATIONS  
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Consumable items  
Ink  
The MFC uses individual Black, Yellow, Cyan and  
Magenta ink cartridges that are separate from the  
print head assembly.  
Service Life of Ink  
Cartridge  
Standard Black - Approximately 500 pages at 5%  
coverage  
High Yield Black - Approximately 900 pages at 5%  
coverage  
Yellow, Cyan and Magenta - Approximately 400  
pages at 5% coverage  
The above figures are based upon the following  
assumptions:  
• Continuous printing at a resolution of 600 x 600  
dpi in normal mode after installing new ink  
cartridge;  
• The printing frequency;  
• The number of pages printed;  
• Periodic, automatic, print head assembly cleaning  
(Your MFC will clean the print head assembly  
periodically. This process will use a small amount  
of ink); and,  
• Ink remaining in cartridge identified as “empty”  
(It is necessary to leave a small amount of ink in  
the ink cartridge to prevent air from drying out and  
damaging the print head assembly).  
SPECIFICATIONS S - 10  
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Network (LAN)  
LAN  
You can connect your MFC to a network for  
Network Printing, Network Scanning and PC Fax  
Send. Also included is Brother BRAdmin  
Professional Network Management software.  
Support for  
Protocols  
Windows® 98/98SE/Me/2000/XP  
Mac OS® 8.6 - 9.2, Mac OS® X 10.2.4 or greater*  
Ethernet 10/100 BASE-TX Auto Negotiation  
TCP/IP  
RARP, BOOTP, DHCP, APIPA, NetBIOS, WINS  
LPR/LPD, Port9100, SSDP, mDNS, FTP  
* Network Printing and PC-FAX are available for Mac OS®  
8.6-9.2, Mac OS® 10.2.4 or greater.  
* Mac OS® 8.6-9.2 (Quick Draw over TCP/IP)  
* Mac OS® X 10.2.4 or greater (mDNS)  
* Network Scanning and Remote Setup are available for Mac  
OS® 10.2.4 or greater.  
* Media drive is not available for Mac OS® 8.6.  
Included Utilities:  
BRAdmin Professional (Windows®)  
BRAdmin Professional is not supported in Mac OS®.  
Optional External Wireless Print/Scan  
Server (NC-2200w)  
NC-2200w External  
Wireless Print/Scan  
Server (Optional)  
Connecting the optional External Wireless  
Print/Scan Server (NC-2200w) to your MFC will  
allow you to print and scan over a wireless network.  
Network types  
Support for  
IEEE 802.11b wireless LAN  
Windows® 98/98SE/Me/2000/XP  
Mac OS® X 10.2.4 or greater  
Protocols  
TCP/IP  
ARP, RARP, BOOTP, DHCP, APIPA (Auto IP),  
WINS/NetBIOS, DNS, LPR/LPD, Port9100,  
SMB Print, IPP, RawPort, mDNS, TELNET, SNMP,  
HTTP  
You can assign the scan key to one networked  
computer only.  
S - 11 SPECIFICATIONS  
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Index  
Cleaning  
A
Connecting  
two-line external TAD or  
Control Center  
See Software User’s Guide on  
the CD-ROM.........................  
Copy  
Access codes, storing and  
Automatic  
B
Brother  
Frequently asked questions  
C
Canceling  
INDEX I - 1  
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External telephone,  
D
Delayed Batch  
F
Fax codes  
Dialing  
Fax Forwarding  
Fax, stand-alone  
retrieving from a remote  
canceling from  
access codes and credit  
card numbers ................. 5-5  
E
ECM (Error Correction  
while scanning  
Extension telephone,  
I - 2 INDEX  
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from PC  
J
See Software User’s Guide  
on the CD-ROM..............  
Real Time  
Jacks  
convert to RJ11 jack  
EXT  
TAD (answering  
machine) ................... A-10  
Jams  
Fax/Tel mode  
answering at extension  
phones ...........................A-7  
double-ringing  
L
M
Macintosh®  
See Software User’s Guide on  
the CD-ROM.........................  
Manual  
Mode, entering  
G
H
HELP  
Multi-line connections  
I
Ink cartridges  
(PBX) .............................. A-16  
INDEX I - 3  
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from PC  
N
Networking  
printing  
See Software User’s Guide  
on the CD-ROM. ................  
scanning  
See Software User’s Guide  
on the CD-ROM. ................  
See Software User’s Guide  
on the CD-ROM.................  
Memory Stick® ................. 9-1  
SecureDigital................. 9-1  
SmartMedia® .................... 9-1  
xD-Picture Card............. 9-1  
Print  
O
Options key (copying)  
from PC  
See Software User’s Guide  
on the CD-ROM.................  
P
programming your pager  
PaperPort®  
See Software User’s Guide on  
the CD-ROM.........................  
PC Faxing  
See Software User’s Guide on  
the CD-ROM.........................  
Phone line  
PhotoCapture Center™  
Q
Quick-Dial  
Access codes and  
credit card numbers  
CompactFlash® ................ 9-1  
I - 4 INDEX  
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Group dial  
Resolution  
setting up Groups for  
fax (Standard, Fine,  
Speed-Dial  
S
R
Scanning  
See Software User’s Guide on  
the CD-ROM.........................  
Setup  
Station ID (fax header)  
Speed-Dial  
Reducing  
Remote Setup  
See Software User’s Guide on  
the CD-ROM.........................  
T
tray use, setting  
INDEX I - 5  
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Remote Retrieval Access card  
If you plan to receive fax messages while away from your MFC,  
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 your MFC’s Paging, Fax  
Forwarding, and Remote Retrieval features.  
ADR  
C
CSE  
A
TIREVAL  
R
MTOE  
1
2
4
5
6
3
R
Fold  
Fold  
REMOTE RETRIEVAL ACCESS CARD R - 1  
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4
3
2
1
Fold  
Fold  
R - 2  
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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.  
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®
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  
These machines are made for use in the USA and Canada only. We cannot recommend  
using them overseas because it may violate the Telecommunications Regulations of that  
country and the power requirements of your multi-function center may not be compatible  
with the power available in foreign countries. Using USA or Canada models overseas is  
at your own risk and may void your warranty.  
USA/CAN  
LF58860013  
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