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Brother International PPF-565 Users Manual - English - Page 74

How to fax

UPC - 012502607373

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How to fax Automatic transmission This is the easiest way to send a fax. IMPORTANT: Do not pick up the handset or press Hook. 1 Insert the original face down, top edge first in the ADF. 2 Adjust the paper guides to fit the width of your original. Paper Guides 3 Enter the fax number using One-Touch, Speed-Dial, Search or the dial pad. (See One-Touch dialing, Speed-dialing and Search, pages 6-1 to 6-2.) 4 Press Fax Start. The ADF can hold up to 10 pages, feeding each one individually through the fax machine. Use standard 17 lb-23.4 lb (64 g/m2 -90 g/m2) paper when using the ADF; if you are using heavier paper, feed each sheet individually to prevent paper jams. Press Resolution (before you send the fax) to select the resolution for the document you are sending. If you wish to send in STANDARD resolution, i.e. a general fax with no graphics, then the default is STANDARD, and the resolution button need not be pressed. (See Fax resolution on page 6-7.) 6 - 3 SETUP SEND

Section	Page
Brother numbers	3
Register your product (USA only)	3
Frequently asked questions (FAQs)	3
For Customer Service	3
Brother fax back system (USA only)	4
Ordering accessories and supplies	4
Notice - Disclaimer of Warranties (USA and Canada)	5
Compilation and Publication Notice	5
Brother® One Year Limited Warranty and Replacement Service (USA only)	6
Brother® One Year Limited Warranty and Replacement Service (USA only)	7
BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only)	8
Safety precautions	9
To use the fax machine safely	9
Choosing a location	10
Quick Reference Guide	11
Sending faxes	11
Receiving faxes	11
Storing numbers	11
Dialing operations	12
Making copies	12
Table of Contents	13
Introduction 1-1	13
Do you have Voice Mail on the phone line? 1-7	13
Why should there be problems? 1-7	13
How can you avoid possible problems? 1-7	13
Sequence 1-11	13
Connections 1-12	13
Recording outgoing message (OGM) on an external TAD 1-13	13
Roll Over phone lines 1-14	13
Two-Line phone system 1-14	13
Converting telephone wall outlets 1-15	13
Installing fax machine, external two-line TAD and two-line telephone 1-16	13
If you are Installing the Fax machine to Work with a PBX 1-17	13
Paper 2-1	13
Paper capacity of the paper tray 2-1	13
Paper specifications for the paper tray 2-1	13
To load paper 2-2	13
On-Screen Programming 3-1	14
Initial Setup 4-1	14
Entering text 4-3	14
Inserting spaces 4-3	14
Making corrections 4-3	14
Repeating letters 4-3	14
Special characters and symbols 4-4	14
Setup Receive 5-1	14
To select or change your Receive Mode 5-2	14
Recommended Reductions 5-6	14
Setting up Polling Receive 5-10	14
Setting up Sequential Polling Receive 5-11	15
What does your telephone company’s ‘Distinctive Ring’ do? 5-12	15
What does Brother’s ‘Distinctive Ring’ do? 5-12	15
Do you have Voice Mail? 5-13	15
Before you choose the ring pattern to register 5-13	15
Very important 5-14	15
Turning off the Distinctive Ring 5-14	15
Caller ID Log 5-15	15
Printing the Caller ID Log 5-16	15
Viewing the Caller ID Log 5-16	15
Returning a call from the Log 5-17	15
Registering a Caller ID number 5-18	15
Setup Send 6-1	15
Cover Page for Next Fax Only 6-9	15
Always send Cover Page 6-10	15
Using a printed Cover Page 6-11	15
Composing your own comments 6-11	15
Print Sample Call Back Message 6-15	16
Quick-Dial numbers and dialing options 7-1	16
Remote Fax Options 8-1	16
Printing reports 9-1	16
Making copies 10-1	17
Important information 11-1	17
Important 11-4	17
Industry Canada Compliance Statement (Canada only) 11-4	17
Troubleshooting and routine maintenance 12-1	17
Original Jam 12-3	17
Paper Jam 12-4	17
Cleaning the print head 12-8	17
Clean the print head when you want to improve the print quality and also as part of your routine ...	17
Glossary G-1	18
Specifications S-1	18
Index I-1	18
Remote Retrieval Access Card R-1	18
Introduction	19
Using this Guide	19
Finding information	19
Symbols used in this Guide	19
Fax Test Sheet and Product Registration (USA only)	20
Part names	21
Control panel overview	23
About fax machines	25
Custom features	25
Do you have Voice Mail on the phone line?	25
Why should there be problems?	25
How can you avoid possible problems?	25
Fax tones and handshake	26
ECM (Error Correction Mode)	27
Connections	28
Connecting an external telephone	28
Connecting an external telephone answering device (TAD)	29
Sequence	29
Connections	30
Recording outgoing message (OGM) on an external TAD	31
Special line considerations	32
Roll Over phone lines	32
Two-Line phone system	32
Converting telephone wall outlets	33
Installing fax machine, external two-line TAD and two-line telephone	34
Multi-Line Connections (PBX)	35
If you are Installing the Fax machine to Work with a PBX	35
Custom features on your phone line	35
Paper	36
About paper	36
Handling and using special paper	36
Paper capacity of the paper tray	36
Paper specifications for the paper tray	36
How to load paper	37
To load paper	37
On-Screen Programming	38
User-friendly programming	38
Menu table	38
Memory Storage	38
Navigation keys	39
Initial Setup	45
Getting started	45
Setting the Date and Time	45
Setting the Station ID	46
Entering text	47
Inserting spaces	47
Making corrections	47
Repeating letters	47
Special characters and symbols	48
Setting the Beeper Volume	49
Setting the Speaker Volume	49
Choosing the Handset Volume (For Volume Amplify)	50
Setting Volume Amplify	51
Setting the Ring Volume	51
Memory Storage	52
Setting Tone and Pulse dialing mode (Canada Only)	52
Setting up your area code (USA only)	52
Setup Receive	53
Basic receiving operations	53
Choosing the Receive Mode	53
To select or change your Receive Mode	54
Setting the Ring Delay	55
Setting the F/T Ring Time (FAX/TEL mode only)	56
Easy Receive	57
Printing a reduced incoming fax	58
Recommended Reductions	58
Setting Paper Size	59
Receiving a fax at the end of a conversation	59
Advanced receiving operations	60
Operation from extension telephones	60
For FAX/TEL mode only	60
Using a cordless external handset	61
Changing the remote codes	61
Printing a fax from the memory	62
Polling	62
Setting up Polling Receive	62
Setting up Sequential Polling Receive	63
Telephone services	64
Distinctive Ring	64
What does your telephone company’s ‘Distinctive Ring’ do?	64
What does Brother’s ‘Distinctive Ring’ do?	64
Do you have Voice Mail?	65
Before you choose the ring pattern to register	65
Registering the Distinctive Ring pattern	66
Very important	66
Turning off the Distinctive Ring	66
Caller ID	67
Caller ID Log	67
Printing the Caller ID Log	68
Viewing the Caller ID Log	68
Returning a call from the Log	69
Registering a Caller ID number	70
Call Waiting/Caller ID	71
Setup Send	72
How to dial	72
Manual dialing	72
One-Touch dialing	72
Speed-dialing	72
Search	73
How to fax	74
Automatic transmission	74
Out of memory message	75
Manual transmission	75
Sending a fax at the end of a conversation	76
Basic sending operations	77
Sending faxes using multiple settings	77
Contrast	77
Fax resolution	78
Manual and automatic fax redial	78
Canceling a job while scanning, dialing and sending the original	79
Canceling a scheduled job	79
Advanced sending operations	80
Electronic Cover Page	80
Cover Page for Next Fax Only	80
Always send Cover Page	81
Using a printed Cover Page	82
Composing your own comments	82
Broadcasting	83
Overseas Mode	84
Call Reservation	85
Print Sample Call Back Message	86
Delayed Fax	87
Setting up Polled Transmission	88
Memory Transmission	89
Interrupting Delayed Fax and Polled Transmit jobs	90
Quick-Dial numbers and dialing options	91
Storing numbers for easy dialing	91
Storing One-Touch Dial numbers	91
Storing Speed-Dial numbers	93
Changing One-Touch and Speed-Dial numbers	94
Setting up Groups for Broadcasting	95
Dialing options	96
Manual dialing	96
One-Touch Dialing	97
Speed-Dialing	97
Access codes and credit card numbers	98
Pause	99
Fax Redial	99
Tone or Pulse (Canada only)	99
Remote Fax Options	100
Fax Forwarding/Paging	100
Programming a Fax Forwarding number	100
Programming your pager number	101
Setting Fax Storage	102
Backup Print	102
Setting your remote access code	103
Remote Retrieval	104
Using your remote access code	104
Remote commands	105
Retrieving fax messages	106
Changing your Fax Forwarding number	106
Printing reports	107
FAX settings and activity	107
Customizing the Transmission Verification Report	107
Setting the Journal Period	108
Printing reports	109
To print a report	109
Making copies	110
Using the fax machine as a copier	110
Copy operations	110
Making a single copy	111
Copy options: Single or Multiple copies, Sort/Stack, Reduce/Enlarge	111
Important information	113
Standard telephone and FCC Notices	113
These notices are in effect on models sold and used in the United States only.	113
Federal Communications Commission (FCC) Declaration of Conformity (USA only)	115
Important	116
Industry Canada Compliance Statement (Canada only)	116
Important safety instructions	117
Trademarks	119
Troubleshooting and routine maintenance	120
Troubleshooting	120
Error messages	120
Printer Jam or Paper Jam	122
Original Jam	122
Paper Jam	123
If you are having difficulty with the fax machine	125
How to improve print quality	127
Cleaning the print head	127
Clean the print head when you want to improve the print quality and also as part of your routine ...	127
Packing and shipping the fax machine	129
Routine maintenance	130
Cleaning the scanner	130
Changing the ribbon	131
Glossary	135
Specifications	139
General	139
Copy	139
Fax	140
Index	141
A	141
Access codes, storing and dialing 7-8	141
Accessories and supplies ii	141
ADF (automatic document feeder) 6-3	141
Answering machine (TAD) 1-11, 5-1	141
Automatic	141
B	141
Broadcasting 6-12	141
Brother	141
C	141
Call Back Message 6-15	141
CALL PICKUP 5-15	141
Call Reservation 6-14	141
Call Waiting/Caller ID 5-19	141
Caller ID (printing Log) 5-16	141
Caller ID (viewing Log) 5-16	141
Canceling	141
Cleaning 12-8	141
Connecting	141
Control panel, overview 1-5	141
Copy	141
Cover Page 6-9 to 6-11	141
Credit card numbers 7-8	141
Custom telephone features 1-17, 12-7	141
D	141
Date and Time 4-1	141
Delayed Fax 6-16	141
Dialing	141
Distinctive Ring 5-12	142
E	142
Easy Receive 5-5	142
ECM (Error Correction Mode) 1-9	142
Envelopes 2-1	142
Error messages on LCD 12-1	142
Extension telephone, using 5-8	142
External telephone 1-10	142
F	142
Fax codes	142
Fax Forwarding 8-1	142
Fax Journal 9-3	142
Fax Receive Code 5-8, 5-9	142
Fax Storage 8-3	142
Fax, stand-alone	142
FAX/TEL mode 5-1	142
FCC notices 11-1	142
G	142
Gray scale S-2	142
Groups, setting up 7-5	142
H	142
Handset volume 4-7	142
Hearing-aid compatible 11-1	142
HELP 3-1, 9-3	142
I	142
International calls 6-13	142
Interrupting 6-19	143
J	143
Jacks	143
Jams 12-3	143
L	143
LCD (Liquid Crystal Display) 1-5, 3-1	143
M	143
Maintenance, routine 12-11	143
Manual	143
Memory Status List 9-3	143
Memory Storage 3-1, 4-8	143
Menu Selection Table 3-1, 3-4 to 3-7	143
N	143
Navigation keys 3-2	143
O	143
One-Touch 1-6	143
P	143
Paging 8-1, 8-2	143
Paper 2-1	143
Phone line	143
Polling 5-10	143
Power failure 3-1	143
Print	143
Q	143
Quick-Dial List 9-3	143
Quick-Dial numbers 7-1	143
R	143
Receive Mode 5-2	143
Redial/Pause 6-7	143
Reducing	143
Remote Retrieval 8-5	143
Reports 9-3	144
Resolution	144
Ring Delay, setting 5-3	144
S	144
Safety instructions vii, 11-5	144
Setup	144
Shipping the machine 12-10	144
Speed-Dial 1-5	144
Storing 7-1	144
T	144
TAD (telephone answering device), external 5-1	144
Temporary Cover Page 6-9	144
Text, entering 4-3	144
Tone signals on Pulse line 7-9	144
Troubleshooting 12-1	144
Two-line phone system 1-14	144
U	144
User Settings List 9-3	144
V	144
Volume, setting	144
W	144
Warranties iii	144
World Wide Web i	144