Brother MFC 7840W User Manual Page 1

USER’S GUIDEMFC-7340MFC-7345NMFC-7440NMFC-7840W Not all models are available in all countries.Version CUSA/CAN

viii4 Security features 24Security...24TX

86Important information AStandard telephone and FCC notices AThese notices are in effect on models sold and used in the United States only.When progra

Safety and legal87AIf your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this equipment does no

88 Reorient or relocate the receiving antenna. Increase the separation between the equipment and receiver. Connect the equipment into an outlet on

Safety and legal89AInternational ENERGY STAR® Compliance Statement AThe purpose of the International ENERGY STAR® Program is to promote the developmen

90WARNING Use of controls, adjustments or performance of procedures other than those specified in this manual may result in hazardous invisible radiat

Safety and legal91A12 The power cord, including extensions, should be no longer than 16.5 feet (5 meters).DO NOT share the same power circuit with oth

92Trademarks AThe Brother logo is a registered trademark of Brother Industries, Ltd.Brother is a registered trademark of Brother Industries, Ltd.Multi

93BBTroubleshooting BIMPORTANTFor technical help, you must call the country where you bought the machine. Calls must be made from within that country.

94Telephone line or connectionsDifficulties SuggestionsDialing does not work. Check for a dial tone.Change Tone/Pulse setting. (See the Quick Setup Gu

Troubleshooting and routine maintenance95BCustom features on a single line. If you have Call Waiting, Call Waiting/Caller ID, Caller ID, RingMaster, V

ixAdditional receiving operations...43Printing a reduced incoming fax ...

96The machine prints unexpectedly or it prints garbage. Pull out the paper tray and wait until the machine stops printing. Then turn off the machine’

Troubleshooting and routine maintenance97BHow do I print on envelopes?You can load envelopes from the manual feed slot. Your application must be set u

98The network scanning feature does not work.The network PC Fax Receive feature does not work.The network printing feature does not work.(For Windows®

Troubleshooting and routine maintenance99BThe network scanning feature does not work.The network PC Fax Receive feature does not work.The network prin

100Improving the print quality BExamples of poor print qualityRecommendation White lines across the page Make sure that you use paper that meets our

Troubleshooting and routine maintenance101B Page skewed Make sure that the paper or other print media is loaded properly in the paper tray and that t

102 Curled or wavy Check the paper type and quality. High temperatures and high humidity will cause paper to curl. If you do not use the machine oft

Troubleshooting and routine maintenance103B Faint Check the machine’s environment. Conditions such as humidity, high temperatures, and so on, may cau

104 Black toner marks across the page Make sure that you use paper that meets our specifications. (See Acceptable paper and other print media on page

Troubleshooting and routine maintenance105BSetting dial tone detection BSetting the dial tone to Detection will shorten the dial tone detect pause.a (

x9 Remote fax options 58Fax forwarding ...58Paging.

106Telephone line interference BIf you are having difficulty sending or receiving a fax due to possible interference on the telephone line, we recomme

Troubleshooting and routine maintenance107BError and maintenance messages BAs with any sophisticated office product, errors may occur and consumable i

108Cooling DownWait for a whileThe temperature of the drum unit or toner cartridge is too hot. The machine will pause its current print job and go int

Troubleshooting and routine maintenance109BFuser Error The temperature of fuser unit does not rise at a specified temperature within specified time.

110No Response/Busy The number you dialed does not answer or is busy.Verify the number and try again.Not Registered You tried to access a One Touch or

Troubleshooting and routine maintenance111BTransferring your faxes or Fax Journal report BIf the LCD shows: Init Unable XX Print Unable XX Scan Una

112Transferring faxes to another fax machineBIf you have not set up your Station ID, you cannot enter fax transfer mode. (See Setting your station ID

Troubleshooting and routine maintenance113BDocument jams BIf the document is jammed, follow the steps below.NoteAfter removing a jammed document, chec

114Paper jams BTo clear paper jams, please follow the steps in this section.Note• Please confirm that you have installed both a toner cartridge and a

Troubleshooting and routine maintenance115Bc Do one of the following: If you were able to remove the drum unit and toner cartridge assembly and the j

xiSection IV Software13 Software and Network features 78How to read HTML User’s Guide...

116Paper is jammed at the back of the machineBa Open the front cover. b Slowly take out the drum unit and toner cartridge assembly. CAUTION We recomme

Troubleshooting and routine maintenance117BPaper is jammed inside the drum unit and toner cartridge assemblyBa Open the front cover. b Slowly take out

118e Put the toner cartridge back into the drum unit until you hear it lock into place. If you put it in properly, the green lock lever will lift auto

Troubleshooting and routine maintenance119Bc Wipe the outside of the machine with a soft cloth to remove dust. d Remove anything that is stuck inside

120d Plug the machine’s power cord back into the AC power outlet first, and reconnect all cables and telephone line cord. Turn on the machine’s power

Troubleshooting and routine maintenance121B CAUTION To prevent damage to the machine caused by static electricity, DO NOT touch the electrodes shown

122Cleaning the corona wire BIf you have print quality problems, clean the corona wire as follows:a Turn off the machine’s power switch. Unplug the te

Troubleshooting and routine maintenance123Bg Plug the machine’s power cord back into the AC power outlet first, and then reconnect all cables and tele

124 To prevent damage to the machine caused by static electricity, DO NOT touch the electrodes shown in the illustration. d Push down the green lock

Troubleshooting and routine maintenance125Bh Put the toner cartridge back into the drum unit until you hear it lock into place. If you put the cartrid

xiiC Menu and features 135On-screen programming...135Menu table...

126Replacing the consumable items BYou will need to replace the consumable items when the machine indicates that the life of the consumable is over.No

Troubleshooting and routine maintenance127BWARNINGHOT SURFACE After you have just used the machine, some internal parts of the machine will be extreme

128c Push down the green lock lever and take the used toner cartridge out of the drum unit.WARNING DO NOT put a toner cartridge into a fire. It could

Troubleshooting and routine maintenance129Be Pull off the protective cover. f Put the new toner cartridge firmly into the drum unit until you hear it

130Replacing the drum unit BThe machine uses a drum unit to create print images on paper. If the LCD shows Drum End Soon, the drum unit is near the en

Troubleshooting and routine maintenance131Bb Slowly take out the drum unit and toner cartridge assembly. CAUTION We recommend that you put the drum un

132f Clean the corona wire of the drum unit by gently sliding the green tab from right to left and left to right several times. CAUTION Be sure to ret

Troubleshooting and routine maintenance133BChecking the Drum life BYou can see the machine’s drum life on the LCD.a (For MFC-7340) Press Menu, 4, 3.(F

Chapter B134i Pack the drum unit and toner cartridge assembly, AC cord and printed materials in the original carton as shown below: NoteIf you are ret

135CCOn-screen programming CYour machine has been designed to be easy to use. The LCD provides on-screen programming using the menu keys.We have creat

Section IGeneral IGeneral information 2Loading paper and documents 9General setup 20Security features 24

136How to access the menu mode Ca Press Menu.b Choose an option. Press 1 for General Setup menu. Press 2 for Fax menu. Press 3 for Copy menu. (MFC

Menu and features137CMenu table CThe factory settings are shown in Bold with an asterisk.Choose & OK Choose & OK to accept to exit

1381.GeneralSetup (continued)4.Volume 1.Ring OffLowMed*HighAdjusts the ring volume. 212.Beeper OffLowMed*HighAdjusts the volume level of the beeper.21

Menu and features139C2.Fax(continued)1.Setup Receive(continued)2.F/T Ring Time 20 Secs*30 Secs40 Secs70 SecsSets the pseudo/double-ring time in Fax/Te

1402.Fax(continued)2.Setup Send(continued)5.Real Time TX Next Fax:OnNext Fax:OffOnOff*Sends a fax without using the memory.366.Polled TX OnOff*Sets up

Menu and features141C2.Fax(continued)5.Remote FaxOpt1.Fwd/Page/Store(Backup Print)Off*Fax ForwardPagingFax StoragePC Fax Receive Sets the machine to f

1422.Fax(continued)0.Miscellaneous(continued)3.Caller ID Display#Print ReportView or print a list of the last 30 Caller IDs stored in the memory.

Menu and features143CMain MenuSubmenu Menu Selections Options Descriptions Page4.LAN(MFC-7345N and MFC-7440N only)1.TCP/IP 1.BOOT Method — Auto*Static

1444.LAN(MFC-7345N and MFC-7440N only)(continued)1.TCP/IP(continued)0.IPv6 — OnOff*Enable or Disable the IPv6 protocol. If you want to use the IPv6 pr

Menu and features145CMain MenuSubmenu Menu Selections Options Descriptions Page5.LAN(MFC-7840W only)1.Wired 1.TCP/IP 1.BOOT Method Auto*StaticRARPBO

21Using the documentation 1Thank you for buying a Brother machine! Reading the documentation will help you make the most of your machine.Symbols and c

1465.LAN(MFC-7840W only)(continued)1.Wired(continued)2.Ethernet — Auto*100B-FD100B-HD10B-FD10B-HDChooses the Ethernet link mode.See Network User’s G

Menu and features147C5.LAN(MFC-7840W only)(continued)2.WLAN(continued)1.TCP/IP(continued)8.DNS Server (Primary)000.000.000.000(Secondary)000.000.000

1485.LAN(continued)2.WLAN(continued)6.Set toDefault1.Reset2.Exit— Restore the wireless network setting to factory default.See Network User’s Guide on

Menu and features149CMain Menu Submenu Menu Selections Options Descriptions Page4.MachineInfo.(MFC-7340)5.MachineInfo.(MFC-7345N and MFC-7440N)6.Machi

150Entering text CWhen setting certain menu selections, such as the Station ID, you will need to type text characters. The dial pad keys have letters

Menu and features151CRepeating lettersTo enter a character on the same key as the previous character, press c to move the cursor right before pressing

152DGeneral DSpecifications DPrinter Type LaserPrint Method Electrophotography by semiconductor laser beam scanningMemory Capacity 16 MB (MFC-7340)32

Specifications153DTemperature Operating: 50° F to 90.5° F (10 to 32.5° C)Storage: 41° F to 95° F (5 to 35° C)Humidity Operating: 20 to 80% (without co

154Print media D1For transparencies and labels, we recommend removing printed pages from the output paper tray immediately after they exit the machine

Specifications155DFax DCompatibility ITU-T Group 3Coding System MH/MR/MMR (MFC-7340, MFC-7345N and MFC-7440N)MH/MR/MMR/JBIG (MFC-7840W)Modem Speed Aut

General information31c If the model name screen appears, click your model name.The CD-ROM main menu will appear. If this window does not appear, use W

1561‘Pages’ refers to the ‘Brother Standard Chart No. 1’ (a typical business letter, Standard resolution, MMR code). Specifications and printed materi

Specifications157DCopy D1The copy speed may change depending on the type of document you copy.2The first copy out time may vary depending on scanner l

158Scan D1Maximum 1200 × 1200 dpi scanning with the WIA driver in Windows® XP/Windows Vista® (resolution up to 19200 × 19200 dpi can be chosen by usin

Specifications159DPrint D1The print speed may change depending on the type of document you print.Interfaces D1Your machine has a USB interface that i

160Computer requirements DMinimum System Requirements and Supported PC Software FunctionsComputer Platform & Operating System VersionSupported PC

Specifications161D1Microsoft® Internet Explorer 5.5 or greater.2For WIA, 1200x1200 resolution. Brother Scanner Utility enables to enhance up to 19200

162Consumable items D1Approx. cartridge yield is declared in accordance with ISO/IEC 19752.2Drum yield is approximate, and may vary by type of use.Ton

Specifications163DEthernet wired network (MFC-7345N, MFC-7440N and MFC-7840W only) D1PC Fax Send for Mac®2Printing only for Windows Server® 20033Mac O

164Ethernet wireless network (MFC-7840W only) D1PC Fax Send for Mac®2Only printing for Windows Server® 20033Mac OS® X 10.2.4 or greater (mDNS)4BRAdmin

Specifications165DAuthentication and encryption for wireless users only DAuthentication method DThe Brother machine supports the following methods: O

Chapter 14Viewing documentation (Macintosh®) 1a Turn on your Macintosh®.Insert the Brother CD-ROM labeled Macintosh® into your CD-ROM drive.b The foll

166 Open system/Shared key with WEPThis key is a 64-bit or 128-bit value that must be entered in an ASCII or hexadecimal format.• 64 (40) bit ASCII:U

Specifications167DWireless one-push configuration DIf your wireless access point supports either SecureEasySetup™, Wi-Fi Protected Setup™ (PBC1) or AO

168EThis is a comprehensive list of features and terms that appear in Brother manuals. Availability of these features depends on the model you purchas

Glossary169EEasy ReceiveEnables your machine to respond to CNG tones if you interrupt a fax call by answering it.ECM (Error Correction Mode)Detects er

170One TouchKeys on the machine’s control panel where you can store numbers for easy dialing. You can store a second number on each key if you press S

Glossary171ETemporary settingsYou can choose certain options for each fax transmission and copy without changing the default settings.ToneA form of di

Index172FAAccessories and supplies ... iiADF (automatic document feeder)faxing ...

173Fchoosing ring pattern ...45setting ring pattern ...46turning off ...

174IIdent-A-Call ...44Ident-A-Ring ...44JJacksconvert to RJ11 jac

175Fpolling receive ...65sequential polling ...65Power failure ...

General information51Accessing Brother support (for Windows®) 1You can find all the contacts you will need, such as Web support (Brother Solutions Cen

176Setting lock ...28Serial numberhow to find...See inside front coverService centers ...

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

Brother International Corporation100 Somerset Corporate BoulevardP.O. Box 6911Bridgewater, NJ 08807-0911 USABrother International Corporation (Canada)

If you need to call Customer ServicePlease complete the following information for future reference:Model Number: MFC-7340, MFC-7345N, MFC-7440N and MF

Chapter 16Control panel overview 1MFC-7340 MFC-7345N, MFC-7440N and MFC-7840W have the same keys.

General information71

Chapter 181 Fax and telephone keys:HookPress before dialing if you want to make sure a fax machine will answer, and then press Start. Also, press this

922Loading paper and print media 2The machine can feed paper from the standard paper tray or manual feed slot.When you put paper into the paper tray,

Chapter 210NoteFor Legal size paper, press the release button in the bottom of the paper tray and then pull out the back of the paper tray. (Legal siz

Loading paper and documents112b Open the manual feed slot cover. c Using both hands, slide the manual feed slot paper guides to the width of the paper

Chapter 212c Using both hands, slide the manual feed slot paper guides to the width of the paper that you are going to use. d Using both hands, put on

Loading paper and documents132Unprintable area 2Unprintable area for copies 2The printable area of your machine begins at approximately 0.12 in. (3 mm

Chapter 214Acceptable paper and other print media 2Print quality may vary according to the type of paper you are using.You can use the following types

Loading paper and documents152Paper capacity of the paper trays 21Folio size is 8 in. × 13 in. (215.9 mm x 330.2 mm)Recommended paper specifications 2

iBrother numbersIMPORTANTFor technical help, you must call the country where you bought the machine. Calls must be made from within that country. Regi

Chapter 216Types of paper to avoid 2CAUTION Some types of paper may not perform well or may cause damage to your machine.DO NOT use paper:• that is hi

Loading paper and documents172Types of envelopes to avoid 2CAUTION DO NOT use envelopes:• that are damaged, curled, wrinkled or an unusual shape• that

Chapter 218Labels 2The machine will print on most types of labels designed for use with a laser machine. Labels should have an adhesive that is acryli

Loading paper and documents192a Unfold the ADF document output support flap (1) and the ADF support flap (2). b Fan the pages well.c Place your docume

203Mode timer 3The machine has three mode keys on the control panel: Fax, Scan, and Copy. You can set how much time the machine takes after the last C

General setup213Volume settings 3Ring volume 3You can choose a ring volume level from a range of settings, from High to Off.While in Fax mode press

Chapter 322Automatic daylight savings time 3You can set the machine to change automatically for Daylight Savings Time. It will set itself forward one

General setup233Dial prefix 3The dial prefix setting will automatically dial a predefined number before every fax number you dial. For example: If you

244Security 4You can set up your machine with multiple levels of security using Setting Lock and TX Lock (MFC-7340, MFC-7345N and MFC-7440N only) or S

Security features254Secure function lock (MFC-7840W only) 4Secure Function Lock lets you restrict Public access to certain machine functions (Fax Tx,

iiOrdering accessories and supplies For best quality results use only genuine Brother accessories, which are available at most Brother retailers. If y

Chapter 426Setting up the public user 4You can set up the Public user. Public users do not need to enter a password.NoteYou must disable at least one

Security features274Turning secure function lock on/off 4If you enter the wrong password when following the instructions below, the LCD will show Wron

Chapter 428Setting lock 4Setting Lock lets you set a password to stop other people from accidentally changing your machine settings.Make a careful not

Security features294Restricting dialing 4This feature is to prevent users from sending a fax or call to a wrong number by mistake. You can set the mac

Chapter 430

Section IIFax IISending a fax 32Receiving a fax 39Telephone services and external devices 44Dialing and storing numbers 53Remote fax options 58Polling

325How to fax 5Entering fax mode 5To enter fax mode press (Fax), and the key will glow green.Sending a fax from the ADF 5Using the ADF to send your f

Sending a fax335Canceling a fax in progress 5Press Stop/Exit to cancel the fax. If you press Stop/Exit while the machine is dialing or sending, the L

Chapter 534Additional sending operations 5Sending faxes using multiple settings 5Before you send a fax, you can change any combination of these settin

Sending a fax355d Press a or b to choose Next Fax:On (or Next Fax:Off).Press OK.e Press a or b to choose a comment.Press OK.f Enter two digits to show

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

Chapter 536Changing fax resolution 5The quality of a fax can be improved by changing the fax resolution. Resolution can be changed for the next fax or

Sending a fax375Sending in real time for all faxes 5a Make sure you are in Fax mode .b Press Menu, 2, 2, 5. Setup Send5.Real Time TXc Press a or b to

Chapter 538Checking and canceling waiting jobs 5Check which jobs are still waiting in the memory to be sent. If there are no jobs, the LCD will show N

3966Choose the correct Receive Mode 6The correct Receive mode is determined by the external devices and telephone subscriber services (Voice Mail, Dis

Chapter 640Using receive modes 6Some receive modes answer automatically (Fax Only and Fax/Tel). You may want to change the ring delay before using the

Receiving a fax416Receive mode settings 6Ring delay 6The ring delay sets the number of times the machine rings before it answers in Fax Only and Fax/T

Chapter 642Easy receive 6Turning easy receive On allows the machine to receive fax calls automatically if you lift any handset on the same line as the

Receiving a fax436Additional receiving operations 6Printing a reduced incoming fax 6If you choose On, the machine automatically reduces each page of a

447Telephone line services 7Voice Mail 7If you have Voice Mail on the same telephone line as your Brother machine, Voice Mail and the Brother machine

Telephone services and external devices457What does your telephone company’s ‘Distinctive Ring’ do?7Your telephone company’s Distinctive Ring service

ivBrother® One-Year Limited Warranty and Replacement Service (USA Only)Who is covered: This limited warranty (“warranty”) is givenonly to the orig

Chapter 746 The first two rings are silent on the machine. This is because the fax must <<listen>> to the ring pattern (to compare it to

Telephone services and external devices477Note• This feature may not be available in certain areas of the USA and Canada.• Caller ID service varies w

Chapter 748NoteIf you have problems receiving faxes, reduce the ring delay setting on your external TAD. Connections 7The external TAD must be plugged

Telephone services and external devices497Two-line telephone system 7A two-line telephone system is nothing more than two separate telephone numbers o

Chapter 750You can keep two-line telephones on other wall outlets as always. There are two ways to add a two-line telephone to the machine’s wall outl

Telephone services and external devices517For Fax/Tel mode only 7When the machine is in Fax/Tel mode, it will use the F/T Ring Time (pseudo/double-rin

Chapter 752Changing the remote codes 7The preset fax receive code is l51. The preset telephone answer code is #51. If you are always disconnected when

5388How to dial 8You can dial in any of the following ways.Manual dialing 8Use the dial pad to enter all the digits of the telephone or fax number. On

Chapter 854Search 8You can search alphabetically for names you have stored in the One Touch and Speed Dial memories. (See Storing one touch dial numbe

Dialing and storing numbers558b Press the One Touch key where you want to store a number.c Enter the number (up to 20 characters). Press OK.d Do one o

vBrother® One-Year Limited Warranty and Replacement Service (USA Only)discretion. Brother reserves the right to supplya refurbished or remanufactured

Chapter 856 To exit without making a change, press 2. #005:MIKE1.Change 2.Exitb Enter a new number or character.Press OK.c Press d or c to position t

Dialing and storing numbers578Dialing access codes and credit card numbers 8You can combine more than one Quick Dial number when you dial. This featur

589Remote fax options let you receive faxes while you are away from the machine.You can use only one remote fax option at a time.Fax forwarding 9The f

Remote fax options599Paging 9When Paging is chosen, your machine dials the pager number you have programmed, and then dials your Personal Identificati

Chapter 960PC fax receive 9If you turn on the PC Fax Receive feature your machine will store received faxes in memory and send them to your PC automat

Remote fax options619Changing remote fax options 9If received faxes are left in your machine’s memory when you change to another remote fax option, th

Chapter 962Remote retrieval 9The remote retrieval feature lets you retrieve your stored fax messages when you are not at the machine. You can call you

Remote fax options639Retrieving fax messages 9a Dial your fax number from a telephone or another fax machine using touch tone.b When your machine answ

Chapter 964Remote fax commands 9Follow the commands below to access features when you are away from the machine. When you call the machine and enter y

651010Polling lets you set up your machine so other people can receive faxes from you, but they pay for the call. It also lets you call somebody else’

viBROTHER MULTIFUNCTION CENTER / FAX MACHINELIMITED WARRANTY (Canada only)Pursuant to the limited warranty of 1 year from the date of purchase for lab

Chapter 1066Polled transmit 10Polled transmit lets you set up your machine to wait with a document so another fax machine can call and retrieve it.Se

671111Fax reports 11Some fax reports (transmission verification and fax journal) can be printed automatically and manually.Transmission verification r

Chapter 1168Reports 11The following reports are available:1 TransmissionDisplays the Transmission Verification Report for your last outgoing 200 faxes

Section IIICopy IIIMaking copies 70

7012How to copy 12Entering copy mode 12Press (Copy) to enter Copy mode. 1 Stack/Sort2 Copy ratio and copy layout3 Contrast4Quality5 Number of copiesM

Making copies7112Copy options (temporary settings) 12When you want to quickly change the copy settings temporarily for the next copy, use the temporar

Chapter 1272Using the Options key 12Use the Options key to quickly set the following copy settings temporarily for the next copy.Press Menu selections

Making copies7312Improving copy quality 12You can choose from a range of quality settings. The default setting is Auto. AutoAuto is the recommended m

Chapter 1274Adjusting contrast 12Contrast 12Adjust the contrast to help an image look sharper and more vivid.To temporarily change the contrast settin

Making copies7512i Place the next page on the scanner glass.Press OK.Repeat h and i for each page of the layout.j After all the pages have been scanne

viiTable of ContentsSection I General1 General information 2Using the documentation...

Chapter 1276

Section IVSoftware IVSoftware and Network features 78

7813The User’s Guide on the CD-ROM includes the Software User’s Guide and Network User’s Guide (MFC-7345N, MFC-7440N and MFC-7840W only) for features

Software and Network features7913For Macintosh®13a Make sure your Macintosh® is turned on. Insert the Brother CD-ROM into your CD-ROM drive.b Double-c

Chapter 1380

Section VAppendixes VSafety and legal 82Troubleshooting and routine maintenance 93Menu and features 135Specifications 152Glossary 168

82AChoosing a location APlace your machine on a flat, stable surface that is free of vibration and shocks. Put the machine near a telephone wall jack

Safety and legal83ATo use the machine safely APlease keep these instructions for later reference and read them before attempting any maintenance. If y

84To prevent injuries, be careful not to put your hands on the edge of the machine under the document cover or scanner cover as shown in the illustrat

Safety and legal85ACAUTION Lightning and power surges can damage this product! We recommend that you use a quality surge protection device on the AC p