Brother 565 User Manual Page 1

USER’S GUIDE®FAX-565version A

viii Caution Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC power line an

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 74To clean your machine’s print head, wipe the print head with a lint-free cloth that is dry or lightly

12 - 8 TROUBLESHOOTING AND ROUTINE MAINTENANCEPacking and shipping the fax machineWhenever you transport the fax machine, use the packing materials

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 9Routine maintenanceCleaning the scanner1Unplug the power cord for safety.2Open the top cover by liftin

12 - 10 TROUBLESHOOTING AND ROUTINE MAINTENANCEChanging the ribbon1Open the top cover by lifting the lever on the right side of the top cover.2Remov

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 113Take the used ribbon out of the cartridge:1Snap out the upper white spool and slide the roll off the

12 - 12 TROUBLESHOOTING AND ROUTINE MAINTENANCE6Install the new ribbon in the cartridge:1 Insert the lower roll into the cartridge holders.2 Slip th

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 138Turn the cartridge over and re-install it in your machine: Insert the recessed first and place the

G - 1 GLOSSARYGAutomatic Document Feeder (ADF) Refers to the number of pages that can be placed in the document feeder and fed one at a time automa

GLOSSARY G - 2Extension telephone A telephone on the fax number that is plugged into a separate telephone wall jackExternal telephone A TAD (telep

G - 3 GLOSSARYPhoto resolution A resolution setting that uses varying shades of gray for the best representation of photographs.Polling The proces

ixQuick Reference GuideSending faxesAutomatic transmission1Insert the original face down in the ADF (up to 10 pages).2Enter the fax number you want

SPECIFICATIONS S - 1SGeneralCopySpecificationsType Desktop facsimile transceiverMemory Capacity 512 KBPaper Tray 17 lb: Up to 50 pages23.4 lb: Up to

S - 2 SPECIFICATIONSFax * “Pages” refers to the ITU-T Test Chart #1 (in Out of Paper Reception in ECM mode). Specifications and printed materials ar

INDEX I - 1IndexThe items in all upper case represent LCD messages.AAccess codes, storing and dialing ... 7-6Accessories and supplies ...

I - 2 INDEXFax Forwarding ... 8-1changing remotely ...8-4, 8-5programming a number ... 8-1Fax Jou

INDEX I - 3PPaging ... 8-1programming your pager number ... 8-1Paper ...

I - 4 INDEXUUser Settings List ... 9-2VVolume, settingbeeper ... 4-3handset ...

REMOTE RETRIEVAL ACCESS CARD R - 1Remote Retrieval Access CardIf you plan to receive fax messages while away from the fax machine, carrying the Remo

R - 2 Press Menu/Set, 8, 3."When you are at the machine:"fax number where you want your fax messages forwardedfollowed by .Program

EQUIPMENT ATTACHMENT LIMITATIONS(Canada only)NOTICEThis product meets the applicable Industry Canada technical specifications.NOTICE The Ringer Equiva

These machines are made for use in the USA and CANADA only. We cannot recommend using them overseas because it may violate the Telecommunications Regu

x Dialing operationsOne-Touch Dialing1Insert the original face down in the ADF.2Press the One-Touch key where you want to call.3Press Fax Start.Spee

xiTable of Contents1Introduction ...1-1Using this Guide ...

xii3On-Screen Programming ...3-1User-friendly programming ...

xiiiWhat does your telephone company’s ‘Distinctive Ring’ do?...5-8What does Brother’s ‘Distinctive R

xivMemory Transmission...6-13Interrupting Delayed Fax and Polled Transmit jobs ...6-147

xv11Important information ...11-1Standard telephone and FCC Notices ...

INTRODUCTION 1 - 11Using this GuideThank you for buying a Brother fax machine. This fax machine is simple to use, with LCD screen instructions to gu

1 - 2 INTRODUCTIONFax Test Sheet and Product Registration (USA only)After setting your Station ID, please fill in the Test Sheet included with the f

If you need to call Customer ServicePlease complete the following information for future reference:Model Number: FAX-565Serial Number:*Date of Purcha

INTRODUCTION 1 - 3Part names Front view Rear view No. Name Description1 Handset Curled Cord To connect the machine and the telephone handset.2 Tel

1 - 4 INTRODUCTIONControl panel overview 4 5 6108 912111323711 LCD (Liquid Crystal Display)Displays messages to help you set up and operate your ma

INTRODUCTION 1 - 5B One-Touch Dial KeysThese four keys give you instant access to previously stored phone and fax numbers.C Navigation Keys:Menu/S

1 - 6 INTRODUCTIONAbout fax machinesIf you’ve never used a fax machine before, it might seem a little mysterious. But you’ll soon recognize the unus

INTRODUCTION 1 - 7Fax tones and handshakeWhen someone is sending a fax, the fax machine sends fax calling tones (CNG tones). These are quiet, interm

1 - 8 INTRODUCTIONConnectionsConnecting an external telephoneYour machine is equipped with a handset that you can use as a regular phone. However yo

INTRODUCTION 1 - 9Connecting an external telephone answering device (TAD)SequenceYou may choose to connect an answering device. However, when you ha

1 - 10 INTRODUCTIONConnectionsThe external TAD must be plugged into the back side of the fax machine, into the jack labeled EXT. The fax machine can

INTRODUCTION 1 - 11Recording outgoing message (OGM) on an external TADTiming is important in recording this message. The message sets up the ways to

1 - 12 INTRODUCTIONSpecial line considerationsRoll Over phone linesA roll over phone system is a group of two or more separate telephone lines that

iBrother numbersRegister your product (USA only)By registering your product with Brother International Corporation, you will be recorded as the ori

INTRODUCTION 1 - 13Installing fax machine, external two-line TAD and two-line telephoneWhen you are installing an external two-line telephone answer

1 - 14 INTRODUCTIONMulti-Line Connections (PBX)Most offices use a central telephone system. While it is often relatively simple to connect the machi

PAPER 2 - 12About paperHandling and using plain paper Store paper in its original packaging, and keep it sealed. Keep the paper flat and away from m

2 - 2 PAPERHow to load paperTo load paper1Fan the stack of paper well to avoid paper jams and mis-feeds.2Gently insert the paper.The side to be prin

ON-SCREEN PROGRAMMING 3 - 13User-friendly programmingThe fax machine is designed to be easy to use with LCD on-screen programming using the navigati

3 - 2 ON-SCREEN PROGRAMMINGNavigation keysYou can access the menu mode by pressing Menu/Set. When you enter the menu, the LCD scrolls.Press 1 for In

ON-SCREEN PROGRAMMING 3 - 3To access the menu, press Menu/Set.Main Menu Menu Selections Options Descriptions Page1.INITIAL SETUP 1. DATE/TIME — En

3 - 4 ON-SCREEN PROGRAMMINGTo access the menu, press Menu/Set.Main Menu Menu Selections Options Descriptions Page2. SETUP RECEIVE(Continued)4.REMO

ON-SCREEN PROGRAMMING 3 - 5To access the menu, press Menu/Set.Main Menu Menu Selections Options Descriptions Page3.SETUP SEND(Continued)7. DELAYED

3 - 6 ON-SCREEN PROGRAMMINGTo access the menu, press Menu/Set.Main Menu Menu Selections Options Descriptions Page8. REMOTE FAX OPT1.FAX FWD/PAGING

ii 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 questi

INITIAL SETUP 4 - 14Getting startedSetting the Date and TimeThe fax machine displays the date and time, and if you set up the Station ID it prints o

4 - 2 INITIAL SETUPSetting the Station IDYou should store your name or company name and fax number to be printed on all fax pages that you send. The

INITIAL SETUP 4 - 3Inserting spacesTo enter a space, press once between numbers and twice between characters.Making correctionsIf you entered a le

4 - 4 INITIAL SETUPSetting the Speaker VolumeYou can adjust the speaker volume. Press Hook before you can adjust the volume, then press or to ad

INITIAL SETUP 4 - 5Setting Volume Amplify1Press Menu/Set, 1, 4.2Press or to select VOL AMPLIFY:OFF? if none of the users are hearing-impaired an

4 - 6 INITIAL SETUPSetting Tone and Pulse dialing mode (Canada Only)1Press Menu/Set, 1, 5.2Press or to select PULSE (or TONE).Press Menu/Set.3Pres

SETUP RECEIVE 5 - 15Basic receiving operationsChoosing the Receive ModeThere are four different Receive Modes for the fax machine. You can choose th

5 - 2 SETUP RECEIVETo select or change your Receive Mode1Press Receive Mode.The screen displays your current selection.2Continue to press Receive Mo

SETUP RECEIVE 5 - 3Setting 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 machi

5 - 4 SETUP RECEIVEPrinting a reduced incoming faxIf you choose AUTO, the fax machine automatically reduces an incoming fax to fit on one page of le

iiiNotice - Disclaimer of Warranties(USA and Canada)BROTHER’S LICENSOR(S), AND THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY BROTHER

SETUP RECEIVE 5 - 5Receiving a fax at the end of a conversationAt the end of a conversation you can ask the other party to fax you information befor

5 - 6 SETUP RECEIVEUsing a cordless external handsetIf your cordless telephone is connected to the EXT. jack of the fax machine and you typically ca

SETUP RECEIVE 5 - 7PollingPolling is the process of retrieving faxes from another fax machine. You can use the fax machine to ‘poll’ other machines,

5 - 8 SETUP RECEIVETelephone servicesThe fax machine supports the Distinctive Ring telephone service that some telephone companies offer.Distinctive

SETUP RECEIVE 5 - 9Before you choose the ring pattern to registerYou can only register one Distinctive Ring pattern with the fax machine. Some ring

5 - 10 SETUP RECEIVERegistering the Distinctive Ring patternVery importantAfter you have set the Distinctive Ring feature to ON, the receive mode is

SETUP RECEIVE 5 - 11Caller IDThe Caller ID feature of your machine lets you use the Caller ID subscriber service offered by many local telephone com

5 - 12 SETUP RECEIVEReturning a call from the LogYou can scroll through the Caller ID Log and select a call to return automatically. (See page 5-11.

SETUP RECEIVE 5 - 135Press or to select the type of number, and then press Menu/Set:6Return to Step 2 to store another quick-dial number.—OR—Pre

6 - 1 SETUP SEND6How to dialThere are four ways to dial.Manual dialingPress all of the digits of the phone or fax number.One-Touch dialingPress the

iv Brother® One Year Limited Warranty and Replacement Service(USA only)Who is covered: • This limited warranty ("warranty") is givenonly t

SETUP SEND 6 - 2How to faxAutomatic transmissionThis is the easiest way to send a fax. IMPORTANT: Do not pick up the handset or press Hook.1Insert t

6 - 3 SETUP SENDOut of memory messageIf you get an OUT OF MEMORY message while scanning the first page of a fax, press Stop/Exit to cancel the scan.

SETUP SEND 6 - 4Basic sending operationsSending faxes using multiple settingsWhen you send a fax you can choose any combination of these settings: c

6 - 5 SETUP SENDFax resolutionWhen you have an original in the ADF you can use the Resolution key to change the setting temporarily (for this fax on

SETUP SEND 6 - 6Manual and automatic fax redialIf you are sending a fax manually and the line is busy, press Redial/Pause, and then press Fax Start

6 - 7 SETUP SENDAdvanced sending operationsElectronic Cover PageThe cover page is sent to the receiving party’s machine. Your cover page includes th

SETUP SEND 6 - 89Press 1 if you want to select additional settings. The display returns to the Setup Send menu.—OR—Press 2 if you are finished choos

6 - 9 SETUP SENDUsing a printed Cover PageIf you prefer using a printed cover page that you can write on, you can print the sample page and attach i

SETUP SEND 6 - 10BroadcastingUsing the numbers you have stored in Groups, One-Touch and Speed-Dial memory, you can “Broadcast” faxes automatically t

6 - 11 SETUP SENDCall ReservationYou can send a fax and let the other party know that you want to speak to him after the fax transmission is complet

vBrother® One Year Limited Warranty and Replacement Service(USA only)by Brother in its sole discretion. Brotherreserves the right to supply a refu

SETUP SEND 6 - 12Delayed FaxDepending 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

6 - 13 SETUP SEND5Press 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 choosi

SETUP SEND 6 - 14Interrupting Delayed Fax and Polled Transmit jobsYou can send a fax or make a copy now, even if you have your machine set to send a

7 - 1 QUICK-DIAL NUMBERS AND DIALING OPTIONS7Storing numbers for easy dialingYou can set up the fax machine to do three types of easy dialing: One-T

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 25Press or to select the type of number and press Menu/Set.6Return to Step 2 to store another One-Tou

7 - 3 QUICK-DIAL NUMBERS AND DIALING OPTIONSChanging One-Touch and Speed-Dial numbersIf you try to store a One-Touch or Speed-Dial number where a nu

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 4Setting up Groups for BroadcastingGroups allow you to send the same fax message to many fax numbers by p

7 - 5 QUICK-DIAL NUMBERS AND DIALING OPTIONSDialing optionsYou can use the fax machine to make voice telephone calls by dialing manually or by using

QUICK-DIAL NUMBERS AND DIALING OPTIONS 7 - 6Speed-Dialing1Pick up the handset.—OR—Press Hook.2When you hear a dial tone, press Search/Speed Dial, pr

7 - 7 QUICK-DIAL NUMBERS AND DIALING OPTIONSPausePress Redial/Pause to insert a 3.5-second pause between numbers. If you are dialing overseas, you c

vi BROTHER MULTIFUNCTION CENTER/FACSIMILE MACHINE LIMITED WARRANTY (Canada only)Pursuant to this limited warranty of 1 year from the date of purchas

REMOTE FAX OPTIONS 8 - 18Fax Forwarding/PagingProgramming a Fax Forwarding numberWhen Fax Forwarding is set to ON, the fax machine stores received f

8 - 2 REMOTE FAX OPTIONS4If your pager needs a PIN, enter the PIN, press #, press Redial/Pause, enter your fax number followed by # #.Press Menu/Set

REMOTE FAX OPTIONS 8 - 3Setting your remote access codeThe remote access code lets you access the Remote Retrieval features when you are away from t

8 - 4 REMOTE FAX OPTIONSRemote commandsFollow the commands below to access features when you are away from the fax machine. When you call the fax ma

REMOTE FAX OPTIONS 8 - 5Retrieving fax messages1Dial your fax number.2When the fax machine answers, immediately enter your Remote Access Code (3 dig

9 - 1 PRINTING REPORTS9FAX settings and activityYou need to set up the Transmission Verification Report and Journal Period in the menu table.Press M

PRINTING REPORTS 9 - 2Printing reportsYou can print the following lists and reports:To print a report1Make sure that there is no original in the ADF

10 - 1 MAKING COPIES10Using the fax machine as a copierYou can use this fax machine as a copier. Always make sure you have paper in the paper tray b

MAKING COPIES 10 - 2Copy options: Single or Multiple copies, Sort/Stack, Reduce/EnlargeYou can choose additional copy options. First, you can select

11 - 1 IMPORTANT INFORMATION11Standard telephone and FCC NoticesThese notices are in effect on models sold and used in the United States only.This e

viiSafety precautionsTo use the fax machine safelySave these instructions for later reference.WARNI NGWARNI NG Use caution when installing or modif

IMPORTANT INFORMATION 11 - 2The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the oper

11 - 3 IMPORTANT INFORMATIONdeclares, that the productsProduct Name: FAX-565 comply with Part 15 of the FCC Rules. Operation is subject to the follo

IMPORTANT INFORMATION 11 - 4Important safety instructions1Read all of these instructions.2Save them for later reference.3Follow all warnings and ins

11 - 5 IMPORTANT INFORMATION16Unplug this product from the wall outlet and refer servicing to Authorized Service Personnel under the following condi

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 112 Troubleshooting Error messagesAs with any sophisticated office product, errors may occur. If this h

12 - 2 TROUBLESHOOTING AND ROUTINE MAINTENANCEPrinter Jam or Paper JamOriginal JamThe originals were not inserted or fed properly, or were too long.

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 32Open the top cover by lifting the lever on the right side of the top cover.3Pull the jammed printout

12 - 4 TROUBLESHOOTING AND ROUTINE MAINTENANCEIf you are having difficulty with the fax machineIf you think there is a problem with your fax machine

TROUBLESHOOTING AND ROUTINE MAINTENANCE 12 - 5Sending FaxesPoor sending quality. Try changing your resolution to FINE or S.FINE. Make a copy to chec

12 - 6 TROUBLESHOOTING AND ROUTINE MAINTENANCEHow to improve print qualityCleaning the print headClean the print head when you want to improve the p