USER’S GUIDE FAX-565 ® version A
If you need to call Customer Service Please complete the following information for future reference: Model Number: FAX-565 Serial Number:* Date of Purchase: Place of Purchase: * The serial number is on the back of the unit. Retain this User’s Guide with your sales receipt as a permanent record of your purchase, in the event of theft, fire or warranty service. Register your product on-line at www.registermybrother.
Brother numbers IMPORTANT For technical help, you must call the country where you bought the fax machine. Calls must be made from within that country. Register your product (USA only) By registering your product with Brother International Corporation, you will be recorded as the original owner of the product.
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 The Brother fax back system number has been pre-programmed on One-Touch key 1.
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® One Year Limited Warranty and Replacement Service (USA only) Who is covered: • 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").
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 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.
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.
Safety precautions To use the fax machine safely Save these instructions for later reference. WARNING There are high voltage electrodes inside the fax machine. Before you clean the fax machine or clear a paper jam, make sure you have unplugged the power cord from the power outlet. Do not handle the plug with wet hands. Doing this might cause an electrical shock. Be careful not to cut yourself on the sharp edges of the metal part shown in the illustration.
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 lines during a lightning storm. Do not use this product near appliances that use water, in a wet basement or near a swimming pool. Avoid using a telephone other than a cordless type during an electrical storm. There may be a remote risk of electric shock from lightning.
Quick Reference Guide Sending faxes Storing numbers Automatic transmission Storing One-Touch Dial numbers 1 Insert the original face down in the ADF (up to 10 pages). Press Menu/Set, 6, 1. 2 1 2 Enter the fax number you want to call. 3 3 Press Fax Start. Enter a number (up to 20 digits), and then press Menu/Set. 4 Enter a name (up to 15 characters) or leave it blank, and then press Menu/Set. 5 Press or to select the type of number and press Menu/Set. 6 Press Stop/Exit.
Dialing operations Making copies One-Touch Dialing Making a single copy 1 Insert the original face down in the ADF. 1 Insert the original face down in the ADF. 2 Press the One-Touch key where you want to call. 2 Press Copy/Reports twice. 3 Press Fax Start. Sorting multiple copies 1 Insert the original face down in the ADF. 2 3 Press Copy/Reports. 4 5 Press Menu/Set. Speed-Dialing 1 Insert the original face down in the ADF.
Table of Contents 1 2 Introduction ......................................................................................1-1 Using this Guide ..........................................................................1-1 Finding information ...............................................................1-1 Symbols used in this Guide ..................................................1-1 Fax Test Sheet and Product Registration (USA only)...........1-2 Part names ..............................................
3 4 5 xii On-Screen Programming ................................................................3-1 User-friendly programming ..........................................................3-1 Menu table ............................................................................3-1 Memory Storage....................................................................3-1 Navigation keys............................................................................3-2 Initial Setup ...................................
What does your telephone company’s ‘Distinctive Ring’ do?....................................................5-8 What does Brother’s ‘Distinctive Ring’ do?.......................5-8 Do you have Voice Mail?..................................................5-8 Before you choose the ring pattern to register .................5-9 Registering the Distinctive Ring pattern ..............................5-10 Very important ................................................................
Memory Transmission.........................................................6-13 Interrupting Delayed Fax and Polled Transmit jobs ............6-14 7 8 9 10 xiv Quick-Dial numbers and dialing options .......................................7-1 Storing numbers for easy dialing .................................................7-1 Storing One-Touch Dial numbers..........................................7-1 Storing Speed-Dial numbers .................................................
11 12 G S 13 14 Important information ...................................................................11-1 Standard telephone and FCC Notices .......................................11-1 These notices are in effect on models sold and used in the United States only................................................11-1 Federal Communications Commission (FCC) Declaration of Conformity (USA only).............................11-2 Important ......................................................................
1 Introduction Using this Guide Thank you for buying a Brother fax machine. This fax machine is simple to use, with LCD screen instructions to guide you through programming it. You can make the most of the fax machine by taking a few minutes to read 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.
Fax Test Sheet and Product Registration (USA only) After setting your Station ID, please fill in the Test Sheet included with the fax machine and fax it to Brother’s Automated Fax Response System as your first transmission. This will check that your fax machine is working properly. To get a response, you must have set up your Station ID. (See Setting the Station ID on page 4-2.
Part names ■ Front view 4 Paper Wire Extension 3 Telephone Line Cord 5 Paper Tray 2 Telephone Handset 6 Paper Guides 1 Handset Curled Cord 7 Control Panel No. Name Description 1 Handset Curled Cord To connect the machine and the telephone handset. 2 Telephone Handset You can call someone by using this. 3 Telephone Line Cord Connect the fax machine to a telephone wall jack. 4 Paper Wire Extension Support paper here. 5 Paper Tray Load paper here.
Control panel overview 1 13 2 12 3 11 4 5 6 7 8 9 10 1 LCD (Liquid Crystal Display) Displays messages to help you set up and operate your machine. 6 Hook Lets you dial telephone and fax numbers without lifting the handset. 2 Search/Speed Dial Lets you dial stored phone and fax numbers by pressing # and a two-digit number. Also, lets you look up numbers stored in the dialing memory. 7 Hold/Caller ID Lets you place calls on hold. Also, lets you view or print the Caller ID list.
B One-Touch Dial Keys These four keys give you instant access to previously stored phone and fax numbers. C Navigation Keys: Menu/Set Lets you access the menu and programming mode and stores your settings in your machine. or Press to scroll forward or backward to set a menu selection. You can also use these keys to do an alphabetical search for the names of stored numbers. or Press to scroll through the menus and options. —OR— You can press these keys to adjust the beeper, ring or speaker volume.
About fax machines If you’ve never used a fax machine before, it might seem a little mysterious. But you’ll soon recognize the unusual fax tones on your phone line, and be able to send and receive faxes easily. 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 fax machine, there is a strong possibility that Voice Mail and the fax machine may conflict with each other while receiving incoming calls.
Fax tones and handshake When someone is sending a fax, the fax machine sends fax calling tones (CNG tones). These are quiet, intermittent beeps every 4-seconds. You’ll hear them after you dial and press Fax Start and they will continue for about 60 seconds after dialing. During that time, the sending machine must begin the “handshake” with the receiving machine. Each time you use automatic procedures to send a fax, you are sending CNG tones over the phone line.
Connections Connecting an external telephone Your 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 the fax machine. Connect the modular plug on the telephone’s line cord to the jack labeled EXT. on the back side of the fax machine. . Extension Telephone External Telephone Whenever this external phone (or TAD) is in use, the screen displays EXT.
Connecting an external telephone answering device (TAD) Sequence You may choose to connect an answering device. However, when you have an external TAD on the same telephone line as the fax machine, the TAD answers all calls and 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.
Do not connect a TAD elsewhere on the same phone line (unless you have the Distinctive Ring service). TAD TAD Connections The external TAD must be plugged into the back side of the fax machine, into the jack labeled EXT. The fax machine cannot work properly if you plug the TAD into a wall jack (unless you are using Distinctive Ring). 1 Plug the telephone line cord from the wall jack into the back side of the fax machine, in the jack labeled LINE.
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 the fax machine 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.
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. The 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.
Installing fax machine, 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, the fax machine must be isolated on one line at both the wall jack and at the TAD. The most common connection is to put the fax machine 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.
Multi-Line Connections (PBX) Most offices use a central telephone system. While it is often relatively simple to connect the 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. It is advisable to have a separate line for the fax machine. You can then leave the fax machine in FAX ONLY mode to receive faxes any time of day or night.
2 Paper About paper Handling and using plain paper ■ Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from moisture, direct sunlight and heat. Paper capacity of the paper tray Paper Size Number of sheets 17 lb 50 23.4 lb 30 Paper specifications for the paper tray Weight 17 to 23.4 lb (64 to 90 g/m2) Thickness 0.003 to 0.0039 in. (0.08 to 0.10 mm) The fax machine can only scan an image 8.2 in. (208 mm) wide, regardless of how wide the paper is.
How to load paper To load paper 1 Fan the stack of paper well to avoid paper jams and mis-feeds. Tap the stack of paper so the edges are even. 2 Gently insert the paper. The side to be printed on must be face down.
3 On-Screen Programming User-friendly programming The fax machine is designed to be easy to use with LCD on-screen programming using the navigation key. User-friendly programming helps you take full advantage of all the menu selections the fax machine has to offer. Since your programming is done on the LCD, we have created step-by-step on-screen instructions to help you program the fax machine.
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 * Go forward to the next menu level * Exit the menu You can access the menu mode by pressing Menu/Set. When you enter the menu, the LCD scrolls.
To access the menu, press Menu/Set. to accept Stop to Exit Main Menu Menu Selections Options Descriptions 1. INITIAL SETUP 1. DATE/TIME — Enter date and time for LCD display and to print on transmissions. 4-1 2. STATION ID — Program the name and fax number to appear on each transmitted page. 4-2 3. BEEPER OFF LOW HIGH Adjust the volume level of the beeps when you press a key, an error occurs or a document is sent or received. 4-3 4.
To access the menu, press Menu/Set. to accept Stop to Exit Main Menu Menu Selections Options Descriptions 2. SETUP RECEIVE (Continued) 4. REMOTE CODE ON ( 51, #51) OFF Enter code to activate or deactivate the fax machine from a remote location or to transfer a voice call from a cordless phone to your fax machine. 5-6 5. REDUCTION AUTO 100% 93% 87% 75% Reduces size of image. 5-4 6. PAPER LETTER LEGAL A4 Selects size of paper for fax receiving 5-4 7.
To access the menu, press Menu/Set. to accept Stop to Exit Main Menu Menu Selections Options Descriptions 3. SETUP SEND (Continued) 7. DELAYED FAX — Set your fax machine to send your documents later. 6-12 8. POLLED TX ON OFF Set up your fax machine with a document to be retrieved by another fax machine. 6-12 9. MEMORY TX NEXT FAX ONLY ON OFF You can send faxes from memory. 6-13 4. CANCEL JOB — — Cancel a delayed fax or polling job. 6-6 5.
To access the menu, press Menu/Set. to accept Stop to Exit Main Menu Menu Selections Options Descriptions 8. REMOTE FAX OPT 1. FAX FWD/PAGING OFF FAX FORWARD PAGING Set your machine to forward faxes. 8-1 2. FAX STORAGE ON OFF Store incoming faxes in memory for Fax Forwarding and Remote Retrieval. 8-2 3. REMOTE ACCESS --- Set code for retrieving faxes. 8-3 4. PRINT FAX — Print incoming faxes stored in the memory. 5-6 1.
4 Initial Setup Getting started Setting the Date and Time The fax machine displays the date and time, and if you set up the Station ID it prints on every fax you send. If there is a power failure, you may have to reset the date and time. All other settings will not be affected. 1 2 Press Menu/Set, 1, 1. 1.DATE/TIME Enter the last two digits of the year. Press Menu/Set. 3 Enter two digits for the month. Press Menu/Set. (For example, enter 09 for September, or 10 for October.
Setting the Station ID You should store your name or company name and fax number to be printed on all fax pages that you send. The telephone number will appear only on cover pages and call back messages. 1 2 Press Menu/Set, 1, 2. 2.STATION ID Enter your fax number (up to 20 digits). Press Menu/Set. You must enter a fax number to continue (up to 20 digits). If you do not enter a fax number, you cannot enter any more information. You can not enter a hyphen.
Inserting spaces To enter a space, press once between numbers and twice between characters. Making corrections If you entered a letter incorrectly and want to change it, press to move the cursor after the last correct letter. Then press Stop/Exit. All the letters above and to the right of the cursor will be deleted. Re-enter the correct characters. You can also back up and type over incorrect letters.
Setting the Speaker Volume You can adjust the speaker volume. Press Hook before you can adjust the volume, then press or to adjust the volume level. The display 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. Choosing the Handset Volume (For Volume Amplify) Before you begin to use your machine, you must decide if you need to set the handset volume to VOL AMPLIFY: ON? for a user who is hearing-impaired.
Setting Volume Amplify Please carefully read Choosing the Handset Volume (For Volume Amplify), page 4-4 before you do the following steps: 1 2 Press Menu/Set, 1, 4. 4.VOLUME AMPLIFY Press or to select VOL AMPLIFY:OFF? if none of the users are hearing-impaired and go to Step 4. —OR— If some or all of the users are hearing-impaired, select VOL AMPLIFY:ON?. Press Menu/Set. 3 Press or hearing-impaired.
Setting Tone and Pulse dialing mode (Canada Only) 1 2 Press Menu/Set, 1, 5. Press TONE). or 5.TONE/PULSE to select PULSE (or Press Menu/Set. 3 Press Stop/Exit. Setting up your area code (USA only) If you must dial the area code to call within your area code, do not enter this setting. 1 2 Press Menu/Set, 0, 2. 2.CALLER ID Use the dial pad to enter your area code, and then press Menu/Set. AREA CODE:000 3 Press Stop/Exit.
5 Setup Receive Basic receiving operations Choosing the Receive Mode There are four different Receive Modes for the fax machine. You can choose the mode that best suits your needs. LCD How it works When to use it FAX ONLY (automatic receive) The fax machine automatically answers every call as a fax. For dedicated fax lines. FAX/TEL* (fax and telephone) The fax machine controls the line and automatically answers every call. If the call is a fax it will receive the fax.
Current Receive Mode MAN : MANUAL 09/06 15:25 FAX FAX : FAX ONLY F/T : FAX/TEL TAD : ANSWER MACH. To select or change your Receive Mode 1 Press Receive Mode. The screen displays your current selection. FAX ONLY FAX/TEL TAD:ANSWER MACH. MANUAL 2 Continue to press Receive Mode until your new selection appears. After 2 seconds, the screen returns to the date and time display, along with your new Receive Mode setting.
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 fax machine will signal you with its special pseudo/double-ring when you have a voice call. (If it’s a fax call, the fax machine prints the fax.) This ringing happens after the initial ringing from the phone company. Only the fax machine rings (for 20, 30, 40 or 70 seconds) and no other phones on the same line will ring with the special pseudo/double-ring.
Printing a reduced incoming fax If you choose AUTO, the fax machine automatically reduces an incoming fax to fit on one page of letter or legal size paper, regardless of the paper size of the original. The fax machine calculates the reduction ratio by using the page size of the original and your Paper Size setting (Menu, 2, 6). 1 2 Press Menu/Set, 2, 5. 5.REDUCTION Use or to select the reduction ratio you want–Auto, 100%, 93%, 87%, or 75%. Choose 100% if you don’t want a reduction. Press Menu/Set.
Receiving a fax at the end of a conversation At the end of a conversation you can ask the other party to fax you information before you both hang up. 1 Ask the other party to place the original in their machine and to press Start. Tell the other party to wait until the fax machine sends receiving tones (chirps) before hanging up. 2 When you hear the other machine’s CNG tones (beeps), press Fax Start. The LCD shows: 3 RECEIVE Replace the handset.
Using a cordless external handset If your cordless telephone is connected to the EXT. jack of the fax machine and you typically carry the cordless handset elsewhere, it is easier to answer calls during the Ring Delay. If you let the fax machine answer first, you will have to answer using the cordless and then go to the fax machine 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 5 1.
Polling Polling is the process of retrieving faxes from another fax machine. You can use the fax machine to ‘poll’ other machines, or you can have someone poll the fax machine. Everyone who is involved in Polling needs to set up their fax machines for Polling. When someone polls the fax 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. Some fax machines do not respond to the Polling feature.
Telephone services The fax machine supports the Distinctive Ring telephone service that some telephone companies offer. If you have Voice Mail, Call Waiting, Call Waiting/Call ID, RingMaster, an answering service, an alarm system or other custom features on your telephone line, it may affect the way the fax machine works. (See Custom features on a single line on page 12-5.) If you have Voice Mail on your phone line, please read the following carefully.
Before you choose the ring pattern to register You can only register one Distinctive Ring pattern with the fax machine. Some ring patterns cannot be registered. The ring patterns below are supported by the Brother fax machine. Register the one your telephone company gives you. Ring Pattern Rings 1 long-long 2 short-long-short 3 short-short-long 4 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.
Registering the Distinctive Ring pattern Very important After you have set the Distinctive Ring feature to ON, the receive mode is set to MANUAL automatically. Unless you have a TAD or Voice Mail set up on the Distinctive Ring number, MANUAL mode means you must answer all the calls yourself. You can not change the receive mode to the other mode while the Distinctive Ring is set to on. 1 2 Press Menu/Set, 0, 1. 3 Press Press or 1.DISTINCTIVE to select SET?. Press Menu/Set.
Caller ID The Caller ID feature of your machine lets you use the Caller ID subscriber service offered by many local telephone companies. After at least two rings, the LCD shows the telephone number of your caller (or up to 16 characters of the 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.
Returning a call from the Log You can scroll through the Caller ID Log and select a call to return automatically. (See page 5-11.) (For USA Only) You must set up your AREA CODE in advance. (See Setting up your area code (USA only) on page 4-6.) 1 2 Press Hold/Caller ID. 3 4 To begin dialing, press Fax Start. 03)02/01 12:00 Begin speaking when the other party answers. DIAL:PRESS START Press or to scroll through the Caller ID Log and when you see a call you want to return immediately, press Menu/Set.
5 Press to select the type of number, and then press Menu/Set: or FAX a fax number TEL a telephone (voice) number FAX/TEL both a fax and telephone number CHAIN 6 a number (usually an access code) for chain dialing. Return to Step 2 to store another quick-dial number. —OR— Press Stop/Exit. Call Waiting/Caller ID The Call Waiting/Caller ID feature lets you use the Call Waiting/Caller ID service offered by many local telephone companies.
6 Setup Send How to dial There are four ways to dial. Manual dialing Press all of the digits of the phone or fax number. One-Touch dialing Press the One-Touch key of the location you want to call. Speed-dialing Press Search/Speed Dial, #, and then the two digit Speed-Dial number. (See Storing Speed-Dial numbers on page 7-2.) two digit number Search You can search for names you have stored in One-Touch and Speed-Dial memories. Press Search/Speed Dial.
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 Automatic Document Feeder (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 6-1.) 4 Press Fax Start.
Out of memory message If you get an OUT OF MEMORY message while scanning the first page of a fax, press Stop/Exit to cancel the scan. If you get an OUT OF MEMORY message while scanning a subsequent page, you will have the option to press Fax Start to send the pages scanned so far, or to press Stop/Exit to cancel the operation. Manual transmission Manual transmission lets you hear the dialing, ringing and fax-receiving tones while sending a fax. 1 2 Insert the original face down in the ADF.
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 memory transmission. After each setting is accepted, the LCD will ask if you want to enter more settings: Press 1 to select more settings. The LCD will return to the SETUP SEND menu. —OR— Press 2 if you have finished choosing settings and go to the next step.
Fax resolution When you have an original in the ADF you can use the Resolution key to change the setting temporarily (for this fax only). Press Resolution repeatedly until the LCD shows the setting you want. STANDARD Suitable for most typed documents. FINE Good for small print and transmits a little slower than Standard resolution. S. FINE Good for small print or artwork and transmits slower than Fine resolution. PHOTO Use when the original has varying shades of gray.
Manual and automatic fax redial If you are sending a fax manually and the line is busy, press Redial/Pause, and then press Fax 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 Fax 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 fax machine will automatically redial one time after five minutes.
Advanced sending operations Electronic Cover Page The cover page is sent to the receiving party’s machine. Your cover page includes the name stored in the One-Touch or Speed-Dial memory, if you have used a quick-dial number to make the call. The cover page indicates the fax is from your Station ID, and the number of pages you are sending. If you have COVERPG SETUP set to ON (see Always send Cover Page on page 6-8), the number of pages on the cover page remains blank.
9 Press 1 if you want to select additional settings. The display returns to the Setup Send menu. —OR— Press 2 if you are finished choosing settings, and go to Step 10. 10 Enter the fax number you are calling and then press Fax Start. Always send Cover Page Make sure Station ID is set up. (See Setting the Station ID on page 4-2.) This feature does not work without the Station ID. You can set your machine to send a cover page whenever you send a fax.
Using a printed Cover Page If you prefer using a printed cover page that you can write on, you can print the sample page and attach it to your fax. 1 2 Press Menu/Set, 3, 1. 1.COVERPG SETUP Press or to select PRINT SAMPLE, and press Menu/Set. === COVER PAGE === TO: FROM: FAX: TEL: PAGE[S] TO FOLLOW COMMENT: Composing your own comments 1 Press Menu/Set, 3, 2. The screen displays: 2 2.COVERPAGE MSG Use or to choose position 5 or 6 for your customized comment. Press Menu/Set.
Broadcasting Using the numbers you have stored in Groups, One-Touch and Speed-Dial memory, you can “Broadcast” faxes automatically to a maximum of 104 different locations in a few simple steps. After the Broadcast is completed, a Broadcast Report will be printed automatically to let you know the results. 1 2 Insert the original face down in the ADF. 3 Press Fax Start. The fax machine stores the document in memory, and then transmits it to all the numbers you entered.
Call Reservation You can send a fax and let the other party know that you want to speak to him after the fax transmission is completed. The other fax machine will ring as if it were receiving a telephone call; if the other party picks up the handset, your machine will ring. Lift the handset to have a conversation. If you set Call Reservation and Call Back message to ON, your machine leaves a message if the other party does not answer. 1 2 Insert the original face down in the ADF. Press Menu/Set, 3, 6. 6.
Delayed Fax Depending on the size of the data, you can use this menu setting to send up to 3 faxes at later times within the next 24 hours. 1 2 3 Insert the original face down in the ADF. Press Menu/Set, 3, 7. 7.DELAYED FAX 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 P.M.) 4 Press 1 if you want to leave the original in the ADF. 1.DOC 2.MEMORY —OR— ACCEPTED Press 2 to scan the original into the memory.
5 Press 1 if you want to choose more settings and the LCD will return to the SETUP SEND menu. —OR— Press 2 if you have finished choosing settings, and go to step 5. 6 Press Fax Start. The LCD displays POLLED WAITING. Memory Transmission This feature allows the fax machine to scan a fax into its memory and send it as soon as the scan is complete. This way, you don’t have to wait for the entire fax to be transmitted before you retrieve your document. 1 2 3 Insert the original face down in the ADF.
Interrupting Delayed Fax and Polled Transmit jobs You can send a fax or make a copy now, even if you have your machine set to send a fax later, or if you have it set to be polled. However, you cannot use automatic redial or the Menu mode. 1 2 Press Menu/Set, 5. 3 4 5 6 Insert the original you want to send now in the ADF. 5.INTERRUPT Wait 2 seconds, then remove the documents that are waiting in the ADF. Enter the number for the fax you want to send now, and press Fax Start.
7 Quick-Dial numbers and dialing options Storing numbers for easy dialing You can set up the fax machine to do three types of easy dialing: One-Touch, Speed-Dial and Groups for Broadcasting faxes. If you lose electrical power, the quick-dial numbers that are in the memory will not be lost. Storing One-Touch Dial numbers You can store four fax/phone numbers that you can dial by pressing one key. You can also store names with these numbers.
5 Press to select the type of number and press Menu/Set. or FAX a fax only number TEL a telephone (voice) number FAX/TEL both a fax and telephone (voice) number a number (usually an access code) for chain dialing. CHAIN 6 Return to Step 2 to store another One-Touch number. —OR— Press Stop/Exit to exit. When you dial a One-Touch Dial number, the screen displays the name you have stored, or, if you have not stored a name, the number you have stored.
Changing One-Touch and Speed-Dial numbers If you try to store a One-Touch or Speed-Dial number where a number is already stored, the LCD will show the name 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. 2 Enter a new number. Press Menu/Set. 3 ■ If you want to erase the whole number or whole name, press Stop/Exit when the cursor is under the first digit or letter.
Setting up Groups for Broadcasting Groups allow you to send the same fax message to many fax numbers by pressing only one One-Touch key (Broadcasting). First, you’ll need to store each fax number as a One-Touch or Speed-Dial number. Then, you can combine them into a Group. Each Group uses up a One-Touch key. Finally, you can have up to four small Groups, or you can assign up to 103 numbers to one large Group.
Dialing options You can use the fax machine to make voice telephone calls by dialing manually or by using Search, One-Touch or Speed-Dial memory. You can use the handset to make and receive calls. When you dial a quick-dial number, the LCD shows the name you’ve stored, or if you haven’t stored a name, the fax number you’ve stored. Manual dialing Manual dialing is simply pressing all of the digits of the phone number. 1 Pick up the handset. —OR— Press Hook.
Speed-Dialing 1 Pick up the handset. —OR— Press Hook. 2 When you hear a dial tone, press Search/Speed Dial, press #, and then press the two-digit Speed-Dial number. 3 If you pressed Hook to dial the call, pick up the handset when the other party answers. (The speaker works only one way; the other party won’t be able to hear you unless you pick up the handset.) 4 To hang up a voice call, replace the handset. If you are sending a fax, press Fax Start after entering the Speed-Dial number.
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. Hold 1 2 3 Press Hold/Caller ID to put a call on Hold. You can replace 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.
8 Remote Fax Options Fax Forwarding/Paging Programming a Fax Forwarding number When Fax Forwarding is set to ON, the fax machine stores received faxes in the memory. Then it dials the fax number you’ve programmed and forwards the fax message. 1 2 Press Menu/Set, 8, 1. 1.FAX FWD/PAGING Press or FORWARD?. FAX FORWARD? until the LCD shows FAX Press Menu/Set. The LCD will ask you to enter the fax number to which faxes will be forwarded. 3 Enter the forwarding number (up to 20 digits).
4 If your pager needs a PIN, enter the PIN, press #, press Redial/Pause, enter your fax number followed by # #. PIN#: Press Menu/Set. (For example, press 1 2 3 4 5 # Redial/Pause 1 8 0 0 5 2 1 2 8 4 6 # #) —OR— If you do not need a PIN, press Redial/Pause, enter the fax number of the fax machine followed by # #. Press Menu/Set. (For example, press Redial/Pause 1 8 0 0 5 2 1 2 8 4 6 # #) 5 Press Stop/Exit. You cannot change a Paging number or PIN remotely.
Setting your remote access code The remote access code lets you access the Remote Retrieval features when you are away from the fax machine. 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, 8, 3. 3.REMOTE ACCESS Enter a three-digit number from 000 to 999. Press Menu/Set. (The “ ” cannot be changed.) Do not use the same digits that appear in your Fax Receive Code( 51) or Telephone Answer Code (#51).
Remote commands Follow the commands below to access features when you are away from the fax machine. When you call the fax machine 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 95 Operation details Change the Fax Forwarding or Paging settings 1 OFF 2 Fax Forwarding 3 Paging 4 Fax Forwarding number 6 Fax Storage ON If you hear one long beep, the change has been accepted.
Retrieving fax messages 1 2 Dial your fax number. 3 4 As soon as you hear two short beeps, use the dial pad to press 962. When the fax machine answers, immediately enter your Remote Access Code (3 digits followed by ). If you hear one long beep, you have messages. 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 store a pause. 5 and # as dial numbers.
9 Printing reports FAX settings and activity You need to set up the Transmission Verification Report and Journal Period in the menu table. Press Menu/Set, 7, 1. 1.TRANSMISSION —OR— 2.JOURNAL PERIOD Press Menu/Set, 7, 2. 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 ON, the report will print for every fax you send.
If you select 6, 12, 24 hours, 2 or 7 days, the fax machine will print the report at the selected time and then erase all jobs from its memory. If the fax machine’s memory becomes full with 30 jobs before the time you selected has passed, the fax machine will print the Journal Period 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. Printing reports You can print the following lists and reports: 1.
10 Making copies Using the fax machine as a copier You can use this fax machine as a copier. Always make sure you have paper in the paper tray before making copies. Copy Key Incoming faxes cannot be received on paper or into the memory while the fax machine is copying. Copy operations To make a single copy that is not reduced, enlarged or sorted, you only have to press one key. Remember, your machine cannot scan anything closer than 1/6 in. (4 mm) from the edge of the paper.
Copy options: Single or Multiple copies, Sort/Stack, Reduce/Enlarge You can choose additional copy options. First, you can select the number of copies. Next, you can choose whether multiple copies will be STACKED (all copies of page 1, then all copies of page 2, etc.) or SORTED (collated). Finally, you can choose an enlargement or reduction ratio. To automatically reduce the copy to the paper size you have set for the paper tray, select AUTO.
11 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 compatible. 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.
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.
declares, that the products Product Name: FAX-565 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.
Important safety instructions 1 2 3 4 Read all of these instructions. 5 6 Do not use this product near water. 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.
16 17 Unplug this product from the wall 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.
and routine 12 Troubleshooting maintenance Troubleshooting IMPORTANT For technical help, you must call the country where you bought the fax machine. Calls must be made from within that country. Error messages As with any sophisticated office product, errors may occur. If this happens, the fax machine identifies the problem and displays an error message. The most common error messages are shown below. You can correct most problems by yourself.
ERROR MESSAGES ERROR MESSAGE CAUSE ACTION MACHINE ERROR XX The fax machine has a mechanical problem. Call Brother Customer Service. In USA: 1-800-284-4329 In Canada: 1-877-BROTHER NO RESPONSE/ BUSY The number you dialed does not answer or is busy. Verify the number and try again. OUT OF MEMORY The data is too large for the fax machine’s memory. (See Copy operations on page 10-1.) PAPER JAM The paper is jammed in the fax machine. (See Printer Jam or Paper Jam on page 12-2.
2 Open the top cover by lifting the lever on the right side of the top cover. Top Cover 3 Pull the jammed printout gently from the paper tray toward the front of your fax machine. If the printout is jammed, then pull it toward the front of your fax machine. NO! Printout is jammed. YES! 4 5 6 Remove the print cartridge and turn the spool to tighten the ribbon. Install the cartridge. (See Changing the ribbon on page 12-10.) Close the top cover.
If you are having difficulty with the fax machine If you think there is a problem with your fax machine or the way your faxes look, make a copy first. If the copy looks good, the problem is probably not the fax machine. Check the chart below and follow the troubleshooting tips. DIFFICULTY SUGGESTIONS Printing or Receiving Faxes Condensed print and white streaks across the page or the top and bottom of sentences are cut off.
DIFFICULTY SUGGESTIONS Sending Faxes Poor sending quality. Try changing your resolution to FINE or S.FINE. Make a copy to check the fax machine’s scanner operation. Dialing does not work Check all line cord connections, and make sure the curled handset cord is not in the EXT jack. Check power cord connection. Send a manual fax by pressing Hook or by lifting the handset and dialing the number. Wait to hear fax receiving tones before pressing Fax Start. Vertical black lines when sending.
How to improve print quality Cleaning the print head Clean the print head when you want to improve the print quality and also as part of your routine maintenance. 1 2 Unplug the power cord for safety. Open the top cover by lifting the lever on the right side of the top cover. WARNING After you have just used the machine, some internal parts of the machine are extremely HOT! So please be careful. Be careful not to cut yourself on the sharp edges of the metal part shown in the illustration.
4 To clean your machine’s print head, wipe the print head with a lint-free cloth that is dry or lightly moistened with isopropyl alcohol. 5 6 7 Wait until the alcohol on the print head is totally dried. Install the printing cartridge. (See Changing the ribbon on page 12-10.) Close the top cover. Press down on both sides of the top cover until it clicks.
Packing and shipping the fax machine Whenever you transport the fax machine, use the packing materials that came with your fax machine. If you do not pack the fax machine properly, you may void your warranty. 1 2 Unplug the fax machine from the AC power outlet. Remove the paper wire extension, telephone line cord, print cartridge and handset, and pack them. If you are returning the fax machine to Brother as part of the Brother Exchange Service, pack only the fax machine.
Routine maintenance Cleaning the scanner 1 2 3 Unplug the power cord for safety. Open the top cover by lifting the lever on the right side of the top cover. Clean the white bar and the glass strip under the bar with isopropyl alcohol on a lint-free cloth. Be careful not to drop anything into your fax machine. White Bar Glass Strip 4 Close the top cover. Press down on both sides of the top cover until it clicks.
Changing the ribbon 1 Open the top cover by lifting the lever on the right side of the top cover. Sharp Edge Be careful not to cut yourself on the sharp edges of the metal part shown in the illustration. 2 Remove the print cartridge containing the used ribbon and set it upside–down with the blue gear in the upper left corner.
3 Take the used ribbon out of the cartridge: 1 Snap out the upper white spool and slide the roll off the blue gear. (Do not remove the blue gear) 2 Lift out the lower roll. Blue Gear Used Ribbon Upper White Spool White Gear Cartridge Lower White Spool 4 Slide the white elastic off the new refill rolls and set them down with the full roll in the lower position. (The ribbon’s shiny side is facing down.) 5 Remove the white gear and spools from the ends of the used cardboard cores.
6 Install the new ribbon in the cartridge: 1 Insert the lower roll into the cartridge holders. 2 Slip the upper left cardboard core onto the blue gear of the cartridge and insert the upper roll into the cartridge holders. Blue Gear Shiny side is face down. White Spool 7 Turn the upper right white spool clockwise to tighten the ribbon, as shown.
8 Turn the cartridge over and re-install it in your machine: Insert the recessed first and place the cartridge into its four holders. 9 Press down on both sides of the top cover to close it securely.
G Glossary Automatic Document Feeder (ADF) Refers to the number of pages that can be placed in the document feeder and fed one at a time automatically. Automatic fax transmission Sending a fax without picking up the handset or pressing Hook. Auto Reduction Reduces size of incoming faxes. Backup Print Sets the fax machine to print a copy of every fax that is received and stored in memory. This is a safety feature so you will not lose message during a power failure.
Extension telephone A telephone on the fax number that is plugged into a separate telephone wall jack External telephone A TAD (telephone answering device) or telephone that is plugged into the EXT jack of the fax machine. F/T Ring Time The length of time that the Brother machine 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 in memory to another pre-programmed fax number.
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 (Canada only) A form of rotary dialing on a telephone line. Remote Activation Allows you to transfer a fax call, answered at an external or extension phone, to the fax machine. Remote Access Code Your own four-digit code (--access the fax machine from a remote location.
S Specifications General Type Desktop facsimile transceiver Memory Capacity 512 KB Paper Tray 17 lb: Up to 50 pages 23.4 lb: Up to 30 pages Printer Type Line Thermal with Ribbon LCD (Liquid Crystal Display) 16 characters x 1 Line Operating Environment 50-95 °F (10-35 °C) Best Print Quality 68-91 °F (20-33 °C) Power Source 120V AC 50/60 Hz (USA and Canadian version only) Power Consumption Standby: under 5 watts Operating: under 170 watts Dimensions 13.1 (W) x 11.9 (D) x 11.
Fax Compatibility ITU-T Group 3 Coding System Modified Huffman (MH) Modem Speed 9600/7200/4800/2400 bps Automatic Fallback Original Size Scanner Width: Max. 8.5" (216 mm) Paper Size Letter, Legal Automatic Document Feeder (ADF) Up to 10 pages Gray Scale 64 levels (Dithered) Polling Types Standard, Sequential Contrast Control Automatic/Super Light/Super Dark (manual setting) Resolution • Horizontal 203 dot/inch (8 dot/mm) • Vertical Standard - 98 line/inch (3.
Index The items in all upper case represent LCD messages. A Access codes, storing and dialing ... 7-6 Accessories and supplies .................. ii ADF (automatic document feeder) .. 6-2 Answering machine (TAD) ...... 1-9, 5-1 Automatic dialing ......................................... 7-5 fax receive .................................. 5-1 fax redial ..................................... 6-6 transmission ............................... 6-2 Copy multiple ......................................
Fax Forwarding .............................. 8-1 changing remotely ............... 8-4, 8-5 programming a number .............. 8-1 Fax Journal .................................... 9-2 Fax Receive Code .................. 5-5, 5-6 Fax Storage ................................... 8-2 Backup Print ............................... 8-2 Fax Forwarding/Paging .............. 8-1 printing from memory .................. 5-6 turning on ................................... 8-2 Fax, stand-alone receiving .................
P Reports ...........................................9-2 Fax Journal .................................9-2 Journal Period ..........................9-1 Memory Status ............................9-2 Quick-Dial List .............................9-2 Transmission Verification ............9-1 User Settings ...............................9-2 Resolution fax (Standard, Fine, SuperFine, Photo) ...................................... S-2 for next fax only ...........................6-5 Ring Delay, setting ............
U User Settings List ........................... 9-2 V Volume, setting beeper ........................................ 4-3 handset ................................ 4-4, 4-5 ring ............................................. 4-5 speaker ....................................... 4-4 W Warranties ........................................ iii Canada ..........................................vi Notice-Disclaimer .......................... iii USA ...............................................iv World Wide Web ..
Press 9 0. EXIT REMOTE OPERATION Press 9 8 then for TAD:ANSWER MACH., press 1. FAX/TEL, press 2. FAX ONLY, press 3. CHANGE RECEIVE MODE 1 long beep — Fax messages 3 short beeps — No messages Press 9 7 1 CHECK RECEIVING STATUS 4 Using Remote Access Code 1 Dial your fax number from a telephone or fax machine using touch tone. 2 When your fax machine answers, immediately enter your Remote Access Code (3 digits followed by ).
Changing Remote Access Code "When you are at the machine:" The cannot be changed. 1 Press Menu/Set, 8, 3. 2 Enter a three-digit number from 000 to 999. 3 Press Menu/Set. 4 Press Stop/Exit . Remote Commands CHANGE PAGING/FAX FORWARDING SETTING Press 9 5. then to Turn feature OFF, press 1. Select Fax Forwarding, press 2. Select Paging, press 3. 2 Program Fax Forwarding Number, press 4. Enter the new fax number where you want your fax messages forwarded followed by . Turn Fax Storage ON, press 6.
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.
® 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 Visit us on the World Wide Web http://www.brother.com These machines are made for use in the USA and CANADA only.
