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Brother MFC-8500 16 16Using ScanSoft™ PaperPort®, for Brother and ScanSoft™, TextBridge®, Using ScanSoft™ PaperPort® and TextBridge®, Pro, On-Line

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16 16Using ScanSoft™ PaperPort®

for Brother and ScanSoft™

TextBridge®

Using ScanSoft™ PaperPort® and TextBridge®

ScanSoft™ Paper Port® for Brother is a document management application. You will use PaperPort® to view incoming faxes and scanned documents. PaperPort® has a sophisticated, yet easy-to-use, filing system that will help you organize your documents. It allows you to combine or “stack” documents of different formats for printing, faxing or filing. PaperPort® can be accessed through the PaperPort® program group. See On-Line Documentation for Multi- Function Link® Pro on the CD-ROM.

The complete ScanSoft™ PaperPort® Owner’s Manual, including ScanSoft™ TextBridge® OCR, is in the On-Line Documentation on the CD-ROM. This chapter is only an introduction to the basic operations.

When you install Multi-Function Link® Pro, ScanSoft™ PaperPort® for Brother and ScanSoft™ TextBridge® OCR are installed with it automatically.

To Uninstall PaperPort® and ScanSoft™ TextBridge

For Windows® 95/98/98SE, and Windows NT® Workstation 4.0, Windows® ME and Windows® 2000 Professional:

Select Start, Settings, Control Panel, Add/Remove Programs and the Install/ Uninstall tab. Select PaperPort® from the list and click the Add/Remove button.

USIN G SCANSOFT ™ PAPERPORT® FO R BROTHE R AN D SCANSOFT ™ TEXTBRIDGE® 16 - 1

Contents

version C If You Need to Call Customer Service Brother Numbers Ordering Accessories and Supplies Notice – Disclaimer of Warranties (For USA and Canada) Compilation and Publication Notice BROTHER ONE YEAR LIMITED WARRANTY and EXCHANGE SERVICE (USA Only) Page BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (For Canada Only) Quick Reference Guide Storing Numbers Storing One Touch Dial Numbers 1Press Menu, 2, 3 2Press the One Touch key where you want to store the number Table of Contents Page Setup Send Auto Dial Numbers and Dialing Options Telephone Services Page Using Brother Machine as a Printer Printer Driver Settings (For Windows® Only) 15 Using the Windows®-BasedBrother MFL-ProControl Center Using ScanSoft™ PaperPort® for Brother and ScanSoft™ Setting Up and Using PC FAX (For Windows® Only) Using Automatic E-MailPrinting Using the Brother MFC with a New Power Macintosh® Optional Accessories Important Information Troubleshooting and Routine Maintenance G-1 Specifications S-1 Index 1 1Introduction Using This Manual Test Sheet Procedure and Product Registration (For USA Only) MFC-8500Control Panel Overview 7Shift 8Telephone Keys: Hold Redial/Pause 9Reports About Fax Machines Fax Tones and Handshake ECM (Error Correction Mode) 2 2Assembly and Connections Packing List Choosing a Location Assembly Attaching the Trays Connecting Paper Cassette #2 (Option) Manual Feed Slot To print or copy on labels, transparencies, card stock or thicker paper: Paper Paper Specification for the Cassette Cut Sheet Manual Feed Slot Envelopes Fax messages Loading Paper in Multi-purposePaper Cassette 2Slide the paper width and length adjusters for the paper size you want 4Slide the paper cassette into the machine until it locks into place Connections Connecting an External Telephone EXT. TEL IN USE Connecting an External TAD (Telephone Answering Device) Sequence Do not connect a TAD elsewhere on the same phone line Recording Outgoing Message (OGM) on External TAD After the beep, leave a message or send a fax by pressing 5 1 and Start Special Line Considerations Roll Over Phone Lines Two-LinePhone System Converting Telephone Wall Outlets Installing Machine, External Two-LineTAD, and Two-LineTelephone external 1Place the two-lineTAD and the two-linetelephone next to your machine EXT Multi-LineConnections (PBX) If you are installing the machine to work with a PBX: MANUAL Custom Features on Your Phone Line Custom Features on a Signal Line 3 3On-ScreenProgramming User-FriendlyProgramming Menu Selection Table Note The factory setting (option) is shown in bold Page Page Page Page 4 4Initial Setup Getting Started Setting Cassette Usage CASSETTE#1 ONLY CASSETTE#2 ONLY CASSETTE USAGE FOR FAX 3.STATION ID FAX: Inserting Spaces Making Corrections Clear NOTICE If you do not enter a fax number, no additional information can be entered 1.RING 3.SPEAKER 4.HANDSET Setting Volume Amplify (For the Hearing-Impaired) VOL AMPLIFY:OFF? and then press VOL AMPLIFY:ON PERMANENT TEMPORARY 9.TONE/PULSE 8.SLEEP MODE 7.TONER SAVE Setting Tone/Pulse Dialing Mode (For Canada Only) Your fax machine comes set to accommodate tone 5 5Setup Receive Basic Receiving Operations RING TIME:20 SEC SELECT & SET Setting Ring Delay 1 Press Menu, 2, 1 Easy Receive RECEIVING SEMI Fax Start Setting the Print Density Advanced Receiving Operations Printing a Fax in Memory 1 Press Menu, 2, 5 2Press Fax Start 3After printing is finished, and then press Stop/Exit Setting Up Polling Receive 2Press or to choose ON (or OFF), and then press Set 3Enter the fax number you are polling 4Press Fax Start. The LCD shows DIALING Canceling a Scheduled Job NO JOB WAITING Setting Multi-FunctionLink® Pro Mode 6 6Setup Send Before You Begin Manual and Automatic Fax Redial If you’re sending a fax manually and the line is busy, after you disconnect the call press to retry the number If you’re sending a fax automatically Real REAL TIME TX Press Menu, 2, 2 6.REAL TIME TX 3To change the default setting, and then Checking the Jobs Status NO JOB WAITING 1Press Menu, 2 2If you have multiple jobs waiting, use or to scroll through the list Canceling a Job While Scanning the Document Basic Sending Operations Composing Electronic Cover Page You can select a comment to include on your cover page 1.COMMENT OFF 2.PLEASE CALL 3.URGENT Composing Your Own Comments You can set up two custom comments 9.COVERPAGE MSG Use or to choose position 5 or for your customized comment and then Always Send Cover Page COVERPAGE: ON Using a Printed Cover Page PRINT SAMPLE Advanced Sending Operations Delayed Fax Delayed Batch Transmission Setting Up Polling Transmit POLLED TX:ON 6Press Fax Start 7 7Auto Dial Numbers and Dialing Options Storing Numbers for Easy Dialing Storing Speed Dial Numbers Changing One Touch and Speed Dial Numbers Setting Up Groups for Broadcasting First Then Each Group uses up a One Touch key 3Use the dial pad to enter the Group number and then press Set Dialing Options NOT REGISTERED Shift One Touch Dialing Speed Dialing Broadcasting To stop the broadcasting in progress, press 3 Press Broadcast. You will be prompted to press the next number 4 Enter the next number. Example: Speed Dial number 5Press Broadcast Lift the handset . Digits dialed after will send tone signals When you hang up, the machine returns to pulse dialing service Redial 8 8Telephone Services Custom Features Do You Have Voice Mail However, this Before You Choose the Ring Pattern to Register Ring Rings VERY IMPORTANT Registering the Distinctive Ring Pattern 1Set the machine to MANUAL mode 2Press Menu, 2, 0 3Press or to select DISTINCTIVE:SET? and then press Set Viewing Caller ID List 1 Press Menu, 2, 0 2.CALLER ID 2Press or to select DISPLAY # and then press Set If the name was not received, it will not be displayed CallManage (For USA Only) Placing a Long Distance Telephone Call Using CallManage Sending a Fax 9 9Remote Fax Options Fax Forwarding/Paging Programming a Paging Number 2Press or until the LCD shows PAGING and then press Set Enter your pager phone number (up to 20 digits) followed by For example, 1 8 0 0 5 5 5 1 2 3 4 # # PAGING Setting Fax Storage Changing Remote Retrieval Access Code Remote Retrieval Remote Commands Remote Commands Operation Details Changing Fax Forwarding Number Retrieving Fax Messages 10 10Printing Reports MFC Settings and Activity .HELP LIST .AUTO DIAL .FAX 11 11Making Copies Using Your Machine as a Copier Temporary Copy Settings Using the Enlarge and Reduce Keys ZOOM 100% 50% 104% EXE->LTR Using the Options Key Press Menu Selections Factory Setting NO. OF COPIES:XX Sorting Multiple Copies Special Copy Options OPT: SPECIAL 2 IN 1 COPY 4 IN 1 COPY Changing Default Copy Settings 12 12For DOS Users Installing the Remote Printer Console Using the Remote Printer Console Main Program C:\RPCX>RPCX Enter Cursor Menu Remote Printer Console Current Printer Status Information Item Default What This Item Does Page Setup Section Font Configuration Other Configuration Console Configuration Category File Function 13 13Using Brother Machine as a Printer Special Printing Features Printing from Your PC Front Output Bin Loading One Sheet of Paper 2Adjust the manual feed slot to the width of the paper Loading More than One Sheet of Paper Open the Setup dialog box of the Windows Printing on Thicker Paper and Card Stock Simultaneous Printing/Faxing Choosing Acceptable Paper Printer Operations 14 14Printer Driver Settings Using the Brother MFC-8500Printer Driver Basic Tab Paper Size From the drop-downbox select the Paper Size you are using Multiple Page Ex. 4 in Ex. 1 in 2 ⋅ 2 pages Collate Collate box checked Collate box not checked Media Type Plain Paper Advanced Tab Print Setting (For Windows® 95/98/98SE/Me Users Only) Auto (Recommended) Duplex Printing Manual Duplex Binding Offset Watermark Print Watermark The Print Watermark feature offers printing choices of: On all pages On first page only Watermark Text Watermark Bitmap Position Page Setting You can change the print size of your document with the Scaling feature 1Check Off if you want to print the document as it appears on your screen 3Check the Free box if you want to reduce or enlarge the output You can also use the Mirror or Reverse Print feature for your page setting Device Options Set one of the following Printer Functions: Quick Print Setup Administrator (For Windows® 95/98/98SE/Me Users Only) Print Date & Time Accessories Tab Support Features in the Printer Driver (For Windows® 2000) Layout Tab *1 Orientation *2 Pages Per Sheet 2 in 4 in Paper/Quality Tab *1 Paper Source *2 Media For the best print quality, select the type of media you are using: Thick Paper Thicker Paper Transparency *2 Graphic Print Quality 300 ⋅ 300 dots per inch *3 Document Options Advanced Printing Features Device Settings Tab The available options are: B5 (JIS) Executive Legal Brother Control Center Using the Scan Keys Using the Control Panel Keys Place the original face down in the ADF. Press Scan to E-mail The MFC will scan the original, create a file attachment, and launch your E-mail Brother Control Center Features Copy Operations Copy PC Fax Operation Send a Fax Setting Up the Scanner Configurations Faxing, Filing and Copying Text for OCR Photos Photos (High Quality) Scan to File Scan to E-mail Modify Settings… E-mailApplication E-mail Package—Fromthe pull-downlist, select your E-mailapplication E-mail Settings—Clickthe EMail Settings… button to set up links The Links Preferences window will appear: Conversion Options Format —Click this checkbox to combine all files of the same type into one file (For Brother Color Models Only) Scan to Word Processor Word Processor Word Link Settings OCR Package User-DefinedButton Copy Send a Fax 16 16Using ScanSoft™ PaperPort® for Brother and ScanSoft™ TextBridge® Using ScanSoft™ PaperPort® and TextBridge® Viewing Items in ScanSoft™ PaperPort® for Brother Desktop View thumbnail Page View Organizing Your Items in Folders Links to Many Other Applications This sample Link Bar shows several applications with links to PaperPort® Create New Link Help Using ScanSoft™ TextBridge® OCR (Converting Image Text to Text You Can Edit) Exporting Items in Other Formats Exporting an Image File Select the Export command from the File 2Select the drive and directory where you want to store the file Select the Scanning a Document into Your PC 1Insert document(s) face down in the document feeder of the machine 2Adjust the following settings, if needed, in the Scanner Setup window: •Resolution •Gray Scale (Black & White, Gray [Error Diffusion], True Gray) Contrast Custom Size Set the Size to one of the following: •Letter (8 1/2 ⋅ 11 in.) 1Insert document face down in document feeder of the machine 2Select the PreScan button: 4Place document in the document feeder of the machine again 6Select the Start button 17 17Setting Up and Using PC FAX (For Windows® Only) Introduction MFC Remote Setup PC FAX Sending (For Windows® Only) Setting Up Sending Sending Outside line access Include header Address Book file User interface Simple Style Facsimile Style Setting Up Speed Dial The Address Book Setting Up a Member in the Address Book Name Fax Setting Up a Group for Broadcasting Group Name Editing Member Information Deleting a Member or Group Exporting the Address Book Text Vcard Available Items Save Importing to the Address Book Open Setting Up Cover Page You can enter information in each field From Comment Type the comment you want to add to the cover page Select Cover Page Form Sending a File as a PC-FAXUsing the Simple Style PC-FAX Cover Page Sending a File as a PC-FAXUsing the Facsimile Style Setting Up PC FAX Receiving Setting Up Your PC PC-Fax RX Setup Ring Delay Save file to 18 18Using Automatic E-MailPrinting For Windows® 95, 98, 98SE, Me Only 19Using the Brother MFC with Set up Your USB Equipped Apple® Macintosh® G3,G4, iMac™ or iBook with Mac OS 8.5/8.51/8.6/9.0/9.0.4/9.1 Using Brother Printer Driver with Your Apple® Macintosh® To print the document: From application software such as PaperPort File menu Page Setup Orientation Sending a Fax from Your Macintosh® Application 4Click Send Fax The Send Fax dialog box appears: Stored Fax Numbers Destination Fax Numbers 5To address the fax, type a fax number in the Input Fax Number box Setting Up Your Address Book Adding a New Member To add a new member to the Address Book, in the Facsimile dialog box click The Address Book dialog box appears: 2Click New. The following dialog box appears: Adding a New Group You can set up a group of multiple recipients 1Click Group The Group Setting dialog box appears 2In the Group Name field, type a name for your Group Using Brother TWAIN Scanner Driver with Your Apple® Macintosh® PaperPort icon Select Source PaperPort Acquire Image Scanning a Document into Your Macintosh G3, G4 or iMac Adjust the following settings, if needed, in the scanner setup dialog box: Color Type Brightness Contrast Scanning Area Resolution Scanning Area Size •Letter (8.5 ⋅ 11 inches) •A4 (210 ⋅ 297 mm) Business Card Size Miscellaneous Brightness 1Insert the original face down in the ADF 2Click PreScan To scan a portion of the prescanned image, click and drag the mouse to crop it 4Insert original in the ADF of the Brother MFC again 6Click Start 20 20Optional Accessories Paper Cassette #2 (Option) 21 21Important Information Standard Telephone and FCC Notices Laser Safety FDA Regulations Manufactured BROTHER CORP. (ASIA) LTD. BROTHER BUJI NAN LING FACTORY 21 CFR Subchapter J Important—Aboutthe Interface Cable Responsible Brother International Corporation Party: Bridgewater, NJ 08807-0911USA Important Safety Instructions This product is equipped with a AWhen the power cord is damaged or frayed BIf liquid has been spilled into the product CIf the product has been exposed to rain or water EIf the product has been dropped or the cabinet has been damaged Trademarks 22 22Troubleshooting and Routine Maintenance Troubleshooting Page Page Paper Jam Close the control panel Document Jam The originals did not feed properly, or were too long Lift the control panel Paper is Jammed in the Fuser Unit Paper is Jammed near the Drum Unit Paper is Jammed in the Multi-purpose Paper Cassette If You Are Having Difficulty with Your Machine make a copy first Difficulty Suggestions Page Page Page Page Page Page Packing and Shipping the Machine separately 9Close the carton and tape it shut Routine Maintenance Cleaning the Drum Unit Reinstall the drum unit into the machine 4Close the front cover 5Plug in the power cord first, and then plug in the telephone cord Replacing the Toner Cartridge TONER LOW Page (TN-430 TN-460) 4Gently rock the toner cartidge 5 Remove the protective cover 6Install the new toner cartridge HOT REPLACE DRUM? 1.YES 2.NO Glossary Cover Page Message The comment on the Cover Page (programmable) Cover Page Message Delayed Fax Sends your fax at a later time that day Delayed Fax Delayed Timer interval LCD (liquid crystal display) manual fax Menu mode Programming mode for changing your machine’s settings Menu mode Speaker Volume Speed Dial Standard resolution Station ID Super Fine resolution Specifications Printer Computer Requirement Electrical and Environment Temperature (Allowable) 50 - 90.5°F (10 - 32.5°C) Parallel Interface Specifications USB (Universal Serial Bus) Interface Specifications Resident Fonts The following bitmapped fonts are resident in the machine Brougham 10 (12 point) Symbol Sets/Character Sets *HP mode Page Index Page Page Page Page Remote Retrieval Access Card Page EQUIPMENT ATTACHMENT LIMITATIONS (For Canada Only) NOTICE: This precaution may be particularly important in rural areas Caution: Visit us on the World Wide Web http://www.brother.com