Brother MFC-9420CN 1 2, 2, 1, 1 2, 3, 4

Troubleshooting and routine maintenance

C - 5

C

Checking if the machine has faxes in

its memory

1Press Menu/Set, 9, 0, 1.

2If the LCD shows No Data, there are no

faxes left in the machine’s memory.

—OR—

If the LCD shows Enter Fax No.

there are faxes in the machine’s

memory.

• You ca n transfer the faxes to another fax

machine. (See Forwarding faxes to

another fax machine.)

• You can transfer t he faxes from the

machine’s memory to your PC. (See

Transferring faxes to your PC.)

Note

You can transfer the Fax Journal report to

another fax machine by pressing

Menu/Set,9,0,2 in Step1.

Forwarding faxes to another fax

machine

If you have not set up your Station I D you

cannot enter fax transfer mode.

1Enter the fax number to which the faxes

will be forwarded.

2Press Black Start or Color Start.

Transferring faxes to your PC

You can transfer the faxes from your

machine’s memory to your PC.

1Press Stop/Exit.

2Make sure you have installed MFL-P ro

Suite on your PC, and then turn on PC

Fax Receiving on the PC. (For details

about PC Fax Receive, see Brother

PC-FAX software in the Software User’s

Guide on the CD-ROM.)

3Make sure you have set

PC Fax Receive on the machine.

(See PC Fax Receive on page8-3.)

During setup the LCD will ask if you

want to transfer the faxes to your PC.

4To transfer all faxes to your PC, press 1.

—OR—

To exit and leave the faxes in the

memory, press 2.

Note

If there is an error on the machine’s LCD,

after the faxes have been transferred

disconnect the machine from the power

source for several minutes, and then

reconnect it.

Contents

Main If you need to call Customer Service Brother numbers Register your product http://solutions.brother.com FAQs (Frequently asked questions) For Customer Service Ordering accessories and supplies http://www.brothermall.com Notice - Disclaimer of Warranties (USA and Canada) Compilation and Publication Notice Page Brother Color Laser One-Year On-Site Limited Warranty (USA only) BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only) Quick Reference Guide Page Table of Contents Section I - General 1 2 3 4 Section II - Fax & Telephone 5 6 7 8 9 10 Section III - Copy 11 Section IV - Software and Network Features Section V - Appendixes B C Page Page Using this Guide Finding information Symbols used in this Guide General Information How to access the complete Users Guide To view Documentation (For Windows) 1 2 3 1 2 3 4 How to find Scanning instructions Control panel overview 1 One-Touch Keys 2 Shift 3 Copy keys (Temporary settings): 6 Dial Pad 7 Black Start 8 Stop/Exit 9 Secure Print @ Liquid Crystal Display (LCD) About fax machines Custom features Do you have Voice Mail on the phone line? Why should there be problems? How can you avoid possible problems? Fax tones and handshak e ECM (Error Correction Mode) Acceptable paper and other media Recommended paper Type and size of paper Loading paper and documents Paper capacity of the paper trays * H/H = High temperature/High humidity The following paper specifications are suitable for this machine. Recommended paper specifications Handling and using special paper Envelopes Page Labels and transparencies Printable area Loading paper and envelopes To load paper or other media in the paper tray 1 2 3 4 5 ABC 6 7 Loading documents Using the ADF (automatic document feeder) 1 2 3 Using the scanner glass 1 2 Setup Station ID 1 2 3 4 LCD Contrast 1 2 Phone line settings Tone and Pulse dialing mode 1 2 1 2 3 4 Multi-line connections (PBX) 1 2 Connecting an external or extension telephone Connecting an external telephone answering devic e (TAD) Sequence 1 2 3 4 5 6 Ecology features Toner Save 1 2 Sleep Time Mode Timer 1 2 Paper settings Paper Type 1 2 Paper Size Volume Settings Ring Volume 1 2 Beeper Volume 1 2 Security features Page 4 Memory Security Setting up the password 2 3 Changing the Memory Security password 2 3 4 5 Turning Memory Security on Page How to Fax Entering Fax mode Sending a fax from the ADF 1 Sending a fax 5 Color fax transmission Canceling a fax in progress Dual Access Sending a fax manually Manual transmission 1 3 4 Broadcasting (Black & White only) 1 3 4 To stop a broadcast in progress Additional Sending Operations Sending faxes using multiple settings 2 1 2 3 Real Time Transmission Sending in real time for all faxes 1 2 1 2 3 Overseas Mode 1 3 4 Delayed Faxing 1 3 4 Delayed Batch Transmission 1 2 Checking job status and canceling a waiting job 3 Composing the electronic Cover Page (Black & White only) Composing your own comments 1 2 3 4 Cover page for the next fax only 1 3 4 5 6 Send a cover page for all faxes 1 2 4 Page 6 - 1 Receive Mode Receiving a fax To select or change your Receive Mode 1 2 Fax Receive Setti ngs Ring Delay 1 2 3 F/T Ring Time (Fax/Tel mode only) 1 2 3 Tray Use for Fax mode 1 2 Printing a reduced incoming fax (Auto Reduction) 1 2 3 Receiving a fax at the end of a conversation 1 2 3 4 Changing the remote codes 1 2 4 5 Easy Receive 1 2 3 Printing a fax from the memory 1 2 Setting the Print Density 1 2 3 Operation from extension telephones For Fax/Tel mode only Using the remote codes How to dial Manual dialing One-Touch Dialing Dialing and phone options Search Fax Redial Storing numbers Storing a Pause Storing One-Touch Dial numbers 1 2 3 1 2 3 4 5 6 1 2 3 4 5 6 Phone line services Distinctive Ring What does your telephone companys Distinctive Ring do? What does Brothers Distinctive Ring do? Do you have Voice Mail? Before you choose the ring pattern to register Registering the Distinctive Ring pattern 1 2 3 4 Turning off Distinctive Ring 1 2 Caller ID Viewing Caller ID List 3 4 Printing Caller ID List 1 2 4 Remote Fax Options (Black & White only) Programming your pager number 2 3 4 Fax Storage PC Fax Receive 2 3 Changing Remote Fax Options Turning off Remote Fax Options 2 Remote Retrieval Setting the Remote Access Code 1 2 Using your Remote Access Code 1 Remote commands Retrieving fax messages 1 2 3 4 5 6 1 2 3 4 5 6 Printing reports Additional reports How to print a report 1 2 Polling Operation Polling Receive Polling 10 Polled Transmit Setup for Polled Transmit 1 3 4 5 6 Page How to copy Entering Copy mode Printable Area Making a single copy Making copies Making multiple copies 1 3 4 Tray Use for Copy mode 1 3 4 5 1 2 Copy options Increasing copy quality 1 3 4 1 3 4 5 Making N in 1 copies or a poster (page layout) 1 3 4 5 6 Page Page Contrast 1 3 4 5 1 2 Out of Memory message Legal limitations Section IV Software and Network Features Page A Important information When programming emergency numbers or making test calls to emergency numbers: Federal Communications Commission (FCC) Declaration of Conformity (USA only) Important Important - about the interface cable WARNING Industry Canada Compliance Statement (Canada only) For your safety LAN connection Disconnect device Laser safety 1 2 3 4 5 6 7 0 A B C D Choosing a location To use the machine safely Page Page Trademarks B Menu and Features On-screen programming Menu table Memory storage Menu keys .... B - 3 Menu Table B - 4 B - 5 B - 6 B - 7 B - 8 B - 9 B - 10 B - 11 B - 12 B - 13 Copy options key The factory settings are shown in Bold. * XXX is the paper size detected by the tray or the small paper size you set in Menu/Set, 1, 3. If both trays are using paper that is the same size, Auto will allow your machine to take paper from Tray#2 if Tray#1 is out of paper. Entering Text Inserting spaces Making corrections Repeating letters Special characters and symbols C Troubleshooting Error messages Troubleshooting and routine maintenance C - 2 C - 3 C - 4 Checking if the machine has faxes in its memory 1 2 Forwarding faxes to another fax machine 2 1 Transferring faxes to your PC 1 2 3 4 Page Paper jams A1 C B A2 Paper Jam A1 / Paper Jam A2 1 2 3 4 5 Page Page C - 11 If you are having difficulty with your machine C - 12 C - 13 C - 14 C - 15 C - 16 Improving the print quality C - 17 C - 18 C - 19 Setting Dial Tone Detection 1 2 Compatibility Routine maintenance Cleaning the outside of the machine Clean the outside of the machine as follows: 1 2 3 4 5 Cleaning the scanner glass Cleaning to prevent paper jams 1 2 3 Page Page Replacing the consumable items Toner Low X Toner Empty X Waste Toner Full Near Waste Toner Replace OPC Belt Replace Fuser Replace 120K Kit Replace PF Kit2 Toner cartridges Toner nearly empty message Toner empty message Replacing a toner cartridge How to replace a toner cartridge 1 2 3 4 5 6 Waste toner pack Waste toner pack full message Replacing the waste toner pack 1 2 5 3 4 2 3 4 5 6 Page Fusing unit Replace fusing unit message Replacing the fusing unit 1 2 3 Page Reset the Fusing Unit life counter 1 2 3 Replacing the transfer belt cleaner 2 3 Page Page Machine Information Checking the Serial Numbers 1 2 Checking the Page Counte rs 1 2 Packing and shipping the machine 2 3 4 5 Page Page D Optional accessories How to install the lower tray unit See SO-DIMM (Memory) on pageD-3. Lower tray unit (LT-27CL) 5 6 7 8 9 SO-DIMM (Memory) Installing additional memory 1 2 3 4 5 6 7 8 9 0 E Product description General Specifications Print media Fax Copier Scanner Printer Interfaces Specifications E - 7 Computer requirements Minimum System Requirements and Supported PC Software Function s Consumable items Replacement Parts Network (LAN) For more information, please visit the Brother Solutions Center (http://solutions. brother.com) F Page Page Page G Index G H J L M N O Q R S T V W H - 1 H C CCESS A ETRIEVAL R ETRIEVE A F C HANGE P AGING /FAX FORWARDING S , Changing Remote Access Code The cannot be changed. Page Visit us on the World Wide Web http://www.brother.com