Brother FAX 275 User Manual
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Brother FAX 275 User Manual

Brother fax machine user manual
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Summary of Contents for Brother FAX 275

  • Page 1 FAX 255 FAX 275 ®...
  • Page 2 If You Need to Call Customer Service Please complete the following information for future reference: Model Number: FAX 255, FAX 275 (Circle your model number) Serial Number:* Date of Purchase: Place of Purchase: *The serial number is on the back of the unit. Retain this Owner’s Manual with your sales receipt as a...

  • Page 3: Brother Numbers

    Brother Customer Service 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 send faxes to any fax machine, not just the one from which you are calling.

  • Page 4: Ordering Accessories And Supplies

    Ordering Accessories and Supplies For best quality results use only genuine Brother accessories, 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 Brother accessories and supplies available for purchase.
  • Page 5 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,...
  • Page 6 Call our Customer Service Hotline at 1-800- 284-4329, or if you suspect a defect in materials or workmanship in this Product, you can report it to a Brother Authorized Service Center. During the Warranty Period, supply Brother’s representative with a copy...

  • Page 7: Limited Warranty

    HEREBY DISCLAIMED. A LIMITED WARRANTY (For USA Only) This Limited Warranty is the only warranty that Brother is giving for this Product. It is the final expression and the exclusive and The Brother only statement of Brother’s obligations to you. It replaces all other agreements and under-standings that you may have with Brother or its representatives.
  • Page 8 Authorized Service Centers, Distributors, Dealers, Agents or employees, shall create another warranty or modify this warranty. This warranty states Brother’s entire liability and your exclusive remedy against Brother for any failure of the MFC/Facsimile machine to operate properly. Neither Brother nor anyone else involved in the development, production, or delivery of...
  • Page 9 Year 2000 Compliant Brother is addressing the Year 2000 related issues for all Brother fax machines and multi-function centers. Our focus is to ensure that our bundled third party software will continue to properly process date/time data after January 1, 2000.
  • Page 10 viii...

  • Page 11: Table Of Contents

    Two-Line Telephone ... 12 Multi-Line Connections (PBX) ... 13 If you are installing the fax machine to work with a PBX: ... 14 Custom Features on Your Phone Line ... 14 Connecting an External Telephone Answering Device (TAD) ... 14 Sequence ...
  • Page 12 T A B L E O F C O N T E N T S On-Screen User-Friendly Programming Programming Function Mode ... 17 Alternating Displays ... 18 Function Selection Table... 19 Initial Setup Getting Started Setting Dialing Mode (Tone/Pulse) ... 23 Setting Date and Time...
  • Page 13 Advanced Sending Operations Overseas Mode ... 38 Delayed FAX ... 38 Next-Fax Reservation (For FAX 275 Only) ... 39 Multiple Resolution Transmission ... 40 Setting Up Polling Transmit ... 40 Canceling a Scheduled Job ... 41 Interrupting Delayed Fax and Polling Transmit Jobs ... 41...
  • Page 14 Troubleshooting Troubleshooting and Maintenance Fax-Back System ... 67 Brother on the World Wide Web ... 67 Brother Bulletin Board... 67 Error Messages ... 68 Recording Paper Jam ... 71 If You Are Having Difficulty with Your Fax Machine ... 72...

  • Page 15: Using This Manual

    Introduction Using This Manual Thank you for purchasing a Brother fax machine. This fax machine has been designed to be simple to use, with LCD screen prompts to guide you through functions. However, you can use your fax machine to its fullest potential by taking a few minutes to read this manual.

  • Page 16: Test Sheet Procedures (For Usa Only)

    Test Sheet Procedures (for USA only) After programming your Station ID, please fill out the TEST SHEET Setting included with your fax machine and fax it to Brother’s Automated Fax Station ID Response System as your first transmission. This will verify that your p.
  • Page 17 I N T R O D U C T I O N When your fax machine answers in FAX/TEL Mode, the fax machine listens for CNG tones and then responds with receiving tones. The fax “handshake” is the time in which the sending machine’s CNG tones and the receiving machines “chirps”...

  • Page 18: Control Panel Overview

    C H A P T E R O N E Control Panel Overview FAX 255 and FAX 275 Volume Hook Hold/Caller ID Redial/Pause Speed Dial Hook Lets you dial telephone and fax numbers without lifting the handset. Hold/Caller ID Lets you put calls on hold.

  • Page 19: Set Up And Connections

    Set Up and Connections Caution Never install telephone wiring during a lightning storm. We recommend that this product be used with a surge protection device to protect the product against lightning storms. Never install a telephone jack in a wet location unless the jack is specifically designed for a wet location.

  • Page 20: Packing List

    Handset Curled Cord Owner’s Manual NOTICE: If an item is missing, call Brother Customer Service at 1-800-284-4329 (USA), 1-800-853-6660 (from within Canada) or 1-514-685-6464 (from within Montreal). See Ordering Accessories and Supplies on page ii for the correct item numbers.

  • Page 21: Choosing A Location

    Choosing a Location Place your fax machine on a flat, stable surface, such as a desk. Select a place that is free of vibration and shocks. Locate the fax machine near a telephone jack and a standard, grounded power outlet.
  • Page 22 C H A P T E R T W O Unwrap the new recording paper roll and insert it into the paper bin, with the paper feeding from the bottom of the roll. Raise the paper enough to pass it over the of the machine.

  • Page 23: About Brother Paper

    S E T U P A N D C O N N E C T I O N S About Brother Paper For the best print quality, use Brother Therma Plus Paper, Item Numbers 6890 (two 98’ rolls) or 6840 (four 98’ rolls). Therma Plus paper is thicker, like plain paper, and produces the best print quality.

  • Page 24: Connect The Power Cord

    Connect the telephone line Connect one end of the telephone line cord to the jack labeled LINE on the left side of the fax machine. Connect the other end to a modular wall jack. Attach the document support Attach the document support as shown in the illustration below.

  • Page 25: Special Line Considerations

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

  • Page 26: Installing Fax Machine, External Two-Line Tad, And Two-Line Telephone

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

  • Page 27: Multi-Line Connections (Pbx)

    Multi-Line Connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the fax machine 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 fax machine for you.

  • Page 28: If You Are Installing The Fax Machine To Work With A Pbx

    TAD answers all calls. The fax machine “listens” for fax calling (CNG) tones. If it hears them, the fax machine takes over the call and receives the fax. If it doesn’t hear CNG tones, the fax machine lets the TAD continue playing your outgoing message so your caller can leave you a voice message.

  • Page 29: Connections

    Answer mode to MANUAL. Connections The external TAD must be plugged into the left side of the fax machine, into the jack labeled EXT. Your fax machine cannot work properly if you plug the TAD into a wall jack.

  • Page 30: Outgoing Message (Ogm)

    OGM to include it. Connecting an External Telephone Your fax machine is equipped with a handset that you can use as a regular phone. However, you can also connect a separate telephone (or telephone answering device) directly to your fax machine.

  • Page 31: On-Screen

    Since your fax programming is done on the LCD, we created step-by-step on-screen prompts to help you program your fax machine. All you need to do is follow the prompts as they guide you through the function menu selections and programming options and settings.

  • Page 32: Alternating Displays

    C H A P T E R T H R E E Alternating Displays When you see alternating displays, the LCD sometimes alternates between the currently selected option, and a help message giving brief instructions about how to proceed. The display you’ll probably see most often is shown below, showing you, when you place a document in the feeder, that you can dial a number and send a fax, or you can make a copy.

  • Page 33: Function Selection Table

    O N - S C R E E N P R O G R A M M I N G Function Selection Table If you have a basic understanding of how to program your fax machine, you can perform most of the programming settings without the Owner’s Manual.
  • Page 34 Allows you to change resolutions STANDARD page by page. Adjusts for sometimes difficult overseas transmissions Send documents later. Sets up your fax machine with a document to be retrieved by another fax machine. Description Factory Set Cancel a delayed fax or polling job.
  • Page 35 4. USER SETTINGS 0. TEL SERVICE Function Description 1. DISTINCTIVE Use with phone company distinctive ringing service to register the ring pattern with fax machine. 2. CALLER ID Register your AREA CODE to (For USA only) dial from log. Factory Set Page —...
  • Page 36 C H A P T E R T H R E E...

  • Page 37: Initial Setup Getting Started

    Function Press Setting Date and Time Your fax machine displays the date and time, and prints it on every fax you send. In the event of a power failure, the fax machine maintains date and time information for up to two hours. All other settings remain unaffected.

  • Page 38: Setting Station Id

    Enter the time in 24-hour format (for example, enter 15:25 for 3:25 PM) and press Press displays it whenever the fax machine is standing by. Setting Station ID You can store your name and fax number to be printed on all fax pages.

  • Page 39: Entering Text

    When you are setting certain functions, such as the Station ID, you may need to enter text into the fax machine. Most keys on the dial pad have three or four letters printed above them. The keys for 0, # and printed letters because they are used for special characters.

  • Page 40: Setting Up Your Area Code (For Usa Only)

    In order to program this information into your fax machine, complete the steps described on pages 23–24. If you do not enter a fax number, no additional information can be entered.

  • Page 41: Setting Beeper Volume

    Stop Setting the Handset Volume Before you begin to use the fax machine, you must decide if you need to set the handset volume to AMPLIFY:ON for a user who is hearing-impaired. The AMPLIFY volume level complies with FCC standards.

  • Page 42: Setting Volume Amplify

    The new setting will remain until you change it again. Setting the Ring Volume You can adjust the ring volume when your fax machine is idle. You can select a ring volume level or press until the ring is off.

  • Page 43: Setup

    F/T Ring Time features (on the following pages). If you have extension phones on the same line as the fax machine, set the Ring Delay to 4. TAD—This is the only setting in which you can use an external answering machine.

  • Page 44: To Select Or Change Your Answer Mode

    Ring Delay default setting of 4. Operation from Extension Press Telephone Press p. 32 fax machine answers (00 – 04). If you select 00, the line doesn’t ring at all and press For FAX/TEL Mode Only Press p. 33 09/06 15:25...

  • Page 45: Setting F/T Ring Time

    Ring Delay. You can let the fax machine pick up and detect if it’s a fax or voice call. If it’s a fax call, the machine prints the fax. If it’s a voice call, the machine signals you with a double ring for the length of time you selected in F/T Ring Time.

  • Page 46: Advanced Receiving Operations

    If you answer a fax call on an extension phone or on an external phone in See Easy Receive the EXT. jack, you can make your fax machine take over by using the Fax p. 31 Receive Code. When you press the Fax Receive Code machine starts to receive a fax.

  • Page 47: For Fax/Tel Mode Only

    For FAX/TEL Mode Only When the fax machine is in FAX/TEL mode, it will use the F/T Ring Time (double ringing) to alert you to a voice call. If you’re at the fax machine, you can lift the handset to answer.

  • Page 48: Polling

    All parties involved in polling need to set up their fax machines to accommodate polling. When someone polls your machine 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.

  • Page 49: Setup

    Setup Send Before You Begin Documents must be between 5.8 and 8.5 inches (148 and 216 mm) wide, and 5.9 and 23.7 inches (150 and 600 mm) long. Your fax machine can only scan an image 8.2 inches (208 mm) wide, regardless of how wide the paper is.

  • Page 50: Adf (Automatic Document Feeder)

    S. Fine (Super Fine)—good for small print or artwork; transmits slower than fine resolution. Photo—use when document has varying shades of gray; slowest transmission time. If the receiving fax machine does not have the resolution you select, the transmission will fall back to the next available resolution on receiving machine. Contrast If your document is very light or very dark, you might want to set the contrast accordingly.

  • Page 51: Manual Transmission

    If you’re sending a fax manually and the line is busy, press retry the number. If you’re sending a fax automatically and the line is busy, the fax machine will redial automatically up to three times at 5 minute intervals.

  • Page 52: Advanced Sending Operations

    C H A P T E R S I X Advanced Sending Operations Overseas Mode If you have difficulty sending a fax overseas, use the Overseas mode. After you send a fax using this feature, the feature turns itself off. Insert document.

  • Page 53: Next-Fax Reservation (For Fax 275 Only)

    Next-Fax Reservation (For FAX 275 Only) Even if your fax machine is receiving another fax, you can set your machine to send your fax next. This way, you don’t have to wait for it to finish sending or receiving the other fax. You can dial this fax call manually, or by using Redial, One Touch, Speed Dial, or Chain dialing.

  • Page 54: Multiple Resolution Transmission

    To copy a document using multiple resolutions, press Setting Up Polling Transmit Polling Transmit is when you set up your fax machine to wait with a document so another fax machine can retrieve it. Place document to be retrieved in the feeder.

  • Page 55: Canceling A Scheduled Job

    Interrupting Delayed Fax and Polling Transmit Jobs You can send a fax or make a copy now, even if you have the fax machine set to send a fax later, or if you have it set to be polled. However, you cannot use automatic redial or the function mode.
  • Page 56 C H A P T E R S I X...

  • Page 57: Setup Auto Dial

    Setup Auto Dial Numbers Storing Numbers for Easy Dialing You can set up your fax machine to do two types of easy dialing: One Touch and Speed Dial. Storing One Touch Dial Numbers You can store ten fax/phone numbers that you can dial by pressing one key.

  • Page 58: Access Codes And Credit Card Numbers

    C H A P T E R S E V E N Use the dial pad to enter the name (up to 15 characters) and press You can use the chart on page 25 to help you enter letters—OR—Go to Step 5 to store the number without a name.

  • Page 59: Storing Speed Dial Numbers

    You can store Speed Dial numbers, so when you dial you only have to press Speed Dialing three keys. There are 10 (FAX 255), 15 (FAX 275) Speed Dial locations. p. 48 Even if you lose electrical power, numbers stored in memory will not be lost.

  • Page 60: Changing One Touch And Speed Dial Numbers

    C H A P T E R S E V E N Changing One Touch and Speed Dial Numbers If you try to store a One Touch or Speed Dial number in a location where a number is already stored, the screen displays the current name stored there, then prompts you to either Press making a change.

  • Page 61: Telephone

    Telephone Operation Dialing Options You can use your fax machine to make voice telephone calls, by dialing manually, or by using Tel-index, One Touch or Speed Dial memory. You can use the handset. Manual Dialing Manual dialing is simply pressing all of the digits of the phone number.

  • Page 62: One Touch Dialing

    Hold Press You can put down the handset without disconnecting the call. Pick up the fax machine handset to release the call from Hold. Picking up an extension handset will not release the call from Hold. Hook Hook...

  • Page 63: Pause

    Lift the handset. Press When you hang up, the fax machine returns to pulse dialing service. Searching Telephone Index You can search for names you have stored in One Touch and Speed Dial Storing One memories.
  • Page 64 C H A P T E R E I G H T...

  • Page 65: Telephone

    This is one way you can have a separate phone number for your fax machine. Your fax machine has a Distinctive Ring function, allowing you to dedicate one phone number just for receiving faxes. You’ll need to follow the directions below to “register” the new Distinctive Ring pattern, that was assigned by the Telephone Company, so your fax machine can recognize its incoming calls.

  • Page 66: Registering The Distinctive Ring Pattern

    In FAX/TEL or FAX ONLY mode, the fax machine will answer all numbers on the phone line. The first two rings are silent on the fax machine and on a telephone or TAD connected to its EXT jack. Registering the Distinctive Ring Pattern If you have Voice Mail from the Telephone Company, you must disconnect it now (temporarily).

  • Page 67: Caller Id

    Caller ID Log Your fax machine stores up to 20 of the last caller IDs received into the fax machine’s memory in the Caller ID Log. When the twenty-first call comes in, information about the first call is erased.

  • Page 68: Viewing The Caller Id Log

    C H A P T E R N I N E Viewing the Caller ID Log Press After 2 seconds, press Log. When you want to see more detailed information for a displayed ID (phone number and date and time call was received) press To continue viewing the Caller ID Log (Step 2), press —OR—...

  • Page 69: Returning A Call From The Log

    Caller ID Log. Your fax machine will automatically dial “1” plus the area code for any number that does not originate in your area code. If this is not the procedure followed by your dialing plan you will not be able to return calls automatically.

  • Page 70: Registering A Caller Id Number

    To register the caller as a Speed Dial number, press the dial pad to press the two-digit location code (01–10) FAX 255, (01–15) FAX 275 and press If the LCD shows REGISTERED, the auto dial location already has a number.

  • Page 71: Making

    Making Copies Copy Functions Your fax machine cannot scan anything closer than one-eighth inch from the edge of the paper. The default resolution for a single copy is Super Fine. Set the resolution to PHOTO for photographs. Place document face down in the feeder.
  • Page 72 C H A P T E R T E N...

  • Page 73: Printing Reports

    Printing Reports FAX Settings You can print the following lists and reports: 1.XMIT REPORT 2.ALL DIAL 3.TEL.INDEX 4.USER SETTINGS Choose if you would like a Transmission Verification Report printed after all faxes you send. Lists names and numbers stored in One Touch and Speed Dial memory, in numerical order.

  • Page 74: To Print A Report

    C H A P T E R E L E V E N To Print a Report Press Enter the number of the report you want to print. For example, press Press Press Transmission Verification (Xmit) Report You can use the Xmit Report as proof that you sent a fax. This report lists the name or fax number of the receiving party, the time and date of transmission, and if the transmission was successful.

  • Page 75: Information Standard Telephone And Fcc Notices

    Important Information Standard Telephone and FCC Notices These notices are in effect on models sold and used in the United States only. This equipment is hearing aid and volume control compatible. When programming emergency numbers and/or making test calls to emergency numbers: Remain on the line and briefly explain to the dispatcher the reason for the call before hanging up.
  • Page 76 The telephone company may ask that you disconnect this equipment from the line until the problem has been corrected or until you are sure that the equipment is not malfunctioning. If you are not able to solve a problem with your fax machine, contact Brother USA: 1-800-284-4329 (voice)

  • Page 77: Federal Communications Commission Compliance Notice (For Usa Only)

    This equipment may not be used on coin service lines provided by the telephone company or connected to party lines. Brother cannot accept any financial or other responsibilities that may be the result of your use of this information, including direct, special or consequential damages.

  • Page 78: Important Safety Instructions

    15 amperes (USA only). Do not place anything in front of the fax machine that will block received faxes. Do not place anything in the path of received faxes.
  • Page 79 Do not attempt to service this product yourself, as opening or removing covers may expose you to dangerous voltage points and/or other risks, and may void your warranty. Refer all servicing to a Brother Authorized Service Center. A list of Brother Authorized Service...

  • Page 80: Compilation And Publication Notice

    C H A P T E R T W E L V E 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.

  • Page 81: Troubleshooting And Maintenance Troubleshooting

    Brother Customer Service 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 send faxes to any fax machine, not just the one from which you are calling.

  • Page 82: Error Messages

    The list below explains the most common error messages. If you need additional help, call the Brother Fax-Back System at The scanner is dirty; clean the white bar and the glass under the bar with isopropyl alcohol.
  • Page 83 T R O U B L E S H O O T I N G A N D M A I N T E N A N C E COVER OPEN The cover is not completely closed. CUTTER JAM The fax paper is jammed in the cutter. Unplug the power cord.

  • Page 84: Document Jam

    The documents were not inserted or fed properly, or were too long or too short. Open the cover. Pull the documents toward the front of the fax machine, in the same direction they were feeding. Close the cover. Front cover Contact Brother Customer Service at;...

  • Page 85: Recording Paper Jam

    Try cleaning the white bar and the glass under the bar with isopropyl See Clean up scanner alcohol. p. 68 If you still get a scanner error, contact Brother Customer Service at: USA: From within Canada: From within montreal: Front cover...

  • Page 86: If You Are Having Difficulty With Your Fax Machine

    C H A P T E R T H I R T E E N If You Are Having Difficulty with Your Fax Machine If you think there is a problem with your fax machine, make a copy first. If the copy looks good, the problem is probably not your fax machine. Check the difficulties below and follow the troubleshooting tips.

  • Page 87: No Dial Tone On The Handset

    Handling Incoming Calls Double Ring in FAX/TEL Mode For FAX/TEL The fax machine knows the incoming call is not a fax so it is signaling Mode Only you to answer the telephone call. Pick up the fax machine handset or p.

  • Page 88: Transferring A Call To The Fax Machine

    Code (the factory setting is 51). When your fax machine answers, hang up. Fax Machine “Hears” Voice as CNG Tone Easy Receive If your fax machine is set to Easy Receive ON, and it answers voice p. 31 calls by trying to receive a fax, try turning Easy Receive to OFF.

  • Page 89: Specifications Specifications

    Speaker type Monitor Auto answer 0, 1, 2, 3 or 4 rings * “Pages” refers to the “Brother Standard Chart No. 1” (a typical business letter, Standard resolution). 203 dot/inch (8 dot/mm) Fine, Photo—196 line/inch (7.7 line/mm) Superfine, Photo (copy)—392 line/inch (15.4 line/mm)
  • Page 90 S P E C I F I C A T I O N S Communication source Operating environment Power source Power consumption Dimensions Weight Specifications are subject to change for improvement without prior notice. Public switched telephone network 41 - 95 F (5 - 35 C) 120V AC 50/60Hz (USA, Canadian Version Only) Standby: under 5 watts —...

  • Page 91: Glossary

    Delayed Fax Sends your fax at a later time that day. Distinctive Ring A service purchased from the Telephone Company that provides another phone number on an existing phone line. The Brother fax machine uses the new number to simulate a dedicated fax line.
  • Page 92 G L O S S A R Y Next Fax Reservation (For FAX 275 Only) Accepts the next document in the document feeder for transmission while the fax machine is still receiving. OGM (Out-Going Message) The message callers hear when you call your external answering machine.

  • Page 93: Index

    Area Code (Setting) ... 26 Assembly ... 7 Automatic Document Feeder (ADF) ... 36 Automatic Transmission ... 37 Beeper Volume... 27 Brother Bulletin Board ... i Brother Numbers ... i Caller ID ... 53 Caller ID (Printing)... 53 Caller ID (Registering) ... 56 Caller ID (Returning a Call) ...
  • Page 94 I N D E X Important Information ... 61 Inserting Spaces ... 25 Interrupting ... 41 Manual Dialing ... 47 Manual Mode... 29 Manual Transmission... 37 Memory Storage ... 28 Multi-Line Connections... 13 Multiple Resolution Transmission... 40 Next-Fax Reservation ... 39 One Touch (Changing) ...
  • Page 95 Telecommunications Regulations of that country and the power requirements of your fax machine may not be compatible with the power available in foreign countries. Using USA or CANADA models overseas is at your own risk and will void your warranty.

This manual is also suitable for:

Fax 255

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