Brother MFC-J4620DW User manual

Basic User’s Guide

MFC-J4620DW

Version 0

USA/CAN

If you must contact Customer Service

Please complete this information for future reference:

Model Number: MFC-J4620DW

Serial Number:

1

Date of Purchase:

Place of Purchase:

1

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

http://www.brother.com/registration

By registering your product with Brother, you will be recorded as the

original owner of the product. Your registration with Brother:

 may serve as confirmation of the purchase date of your product

should you lose your receipt;

 may support an insurance claim by you in the event of product loss

covered by insurance; and,

 will help us notify you of enhancements to your product and special

offers.

The most convenient and efficient way to register your new product is

on-line at http://www.brother.com/registration

.

i

Brother numbers

NOTE

For technical help, you must call the country where you bought the machine. Calls must be

made from within that country.

Register your product

By registering your product with Brother International Corporation, you will be recorded as the

original owner of the product. Your registration with Brother:

 may serve as confirmation of the purchase date of your product should you lose your receipt;

 may support an insurance claim by you in the event of product loss covered by insurance; and,

 will help us notify you of enhancements to your product and special offers.

Register

1

your new product online at

http://www.brother.com/registration

1

(USA only) You can also complete and fax the Brother Warranty Registration and Test Sheet.

FAQs (frequently asked questions)

The Brother Solutions Center is our one-stop resource for all your Fax Machine/Multi-Function

Center needs. Download the latest software documents and utilities, read FAQs and

troubleshooting tips, and learn how to get the most from your Brother product.

http://support.brother.com

NOTE

• Check here for Brother driver updates.

• To keep your machine’s performance up to date, check here for the latest firmware upgrade.

For Customer Service

In USA: http://www.brother-usa.com/support (Self-Service/Email/Chat)

1-877-BROTHER (1-877-276-8437)

1-901-379-1215 (assistance via fax)

1-877-268-9575 (test your fax-sending and fax-receiving operations)

In Canada: http://www.brother.ca/support

(Self-Service Videos, Email, Chat, Facebook and Twitter Help)

ii

Service Center Locator (USA only)

For the location of a Brother authorized service center, call 1-877-BROTHER (1-877-276-8437)

or visit http://www.brother-usa.com/service

.

Service Center Locations (Canada only)

For the location of a Brother authorized service center, visit http://www.brother.ca/support.

Ordering accessories and supplies

For best quality results use only genuine Brother accessories, which are available at most Brother

retailers. If you cannot find the accessory you need and have a Visa, MasterCard, Discover,

American Express credit card, or PayPal account, you can order directly from Brother. Visit us

online for a complete selection of the Brother accessories and supplies that are available for

purchase.

NOTE

In Canada only Visa and MasterCard are accepted.

In USA: 1-877-552-MALL (1-877-552-6255)

1-800-947-1445 (assistance via fax)

http://www.brothermall.com

In Canada:

http://www.brother.ca

iii

Order Information

1

For more information about the replacement supplies, visit http://www.brother.com/pageyield.

Description Item

Ink Cartridge Super High Yield <black>

LC207BK (Prints approx. 1,200 pages)

1

Ink Cartridge Super High Yield <yellow>

LC205Y (Prints approx. 1,200 pages)

1

Ink Cartridge Super High Yield <cyan> (blue)

LC205C (Prints approx. 1,200 pages)

1

Ink Cartridge Super High Yield <magenta> (red)

LC205M (Prints approx. 1,200 pages)

1

Ink Cartridge High Yield <black>

LC203BK (Prints approx. 550 pages)

1

Ink Cartridge High Yield <yellow>

LC203Y (Prints approx. 550 pages)

1

Ink Cartridge High Yield <cyan> (blue)

LC203C (Prints approx. 550 pages)

1

Ink Cartridge High Yield <magenta> (red)

LC203M (Prints approx. 550 pages)

1

Premium Plus Glossy Photo Paper

(Ledger size / 20 sheets) BP71GLGR

(Letter size / 20 sheets) BP71GLTR

(4"  6" size / 20 sheets) BP71GP20

Multipurpose Paper - Plain Paper

(Letter size / 500 sheets) BP60MPLTR (USA only)

Plain Inkjet Paper

(Ledger size / 100 sheets) BP60PLGR (USA only)

Telephone Line Cord LG3077001 (USA only)

Basic User’s Guide LET977001 (English for USA and Canada)

LET977002 (French for Canada)

CD ROM for Windows

®

& Mac

LET966001

iv

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'S

LICENSOR(S) DOES NOT WARRANT, GUARANTEE OR MAKE ANY REPRESENTATIONS

REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF

ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE

ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS

ASSUMED BY YOU. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY

SOME STATES IN THE USA AND SOME PROVINCES IN CANADA. THE ABOVE EXCLUSION

MAY NOT APPLY TO YOU.

IN NO EVENT WILL BROTHER'S LICENSOR(S) BE LIABLE TO YOU FOR ANY

CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES (INCLUDING DAMAGES FOR

LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS

INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE

SOFTWARE EVEN IF BROTHER'S LICENSOR HAS BEEN ADVISED OF THE POSSIBILITY OF

SUCH DAMAGES. BECAUSE SOME STATES IN THE USA AND SOME PROVINCES IN

CANADA DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR

CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY

TO YOU. IN ANY EVENT BROTHER'S LICENSOR'S LIABILITY TO YOU FOR ACTUAL

DAMAGES FROM ANY CAUSE WHATSOEVER, AND REGARDLESS OF THE FORM OF THE

ACTION (WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT

LIABILITY OR OTHERWISE), WILL BE LIMITED TO $50.

Compilation and Publication Notice

Under the supervision of Brother Industries, Ltd., this product’s manuals have been compiled and

published, covering the latest product descriptions and specifications.

The contents of the manuals and the specifications of this product are subject to change without

notice.

Brother reserves the right to make changes without notice in the specifications and materials

contained herein and shall not be responsible for any damages (including consequential) caused

by reliance on the materials presented, including but not limited to typographical and other errors

relating to the publications.

v

You can use the

following features!

Mobile Connect

Use Brother iPrint&Scan to print and scan

images and files from mobile devices.

Web Connect / Brother Apps

Add Shortcuts

If your Android™ device supports Near

Field Communication (NFC), print and scan

just by touching your device to the NFC

logo on the control panel.

(See Mobile Print/Scan Guide

for Brother iPrint&Scan at

solutions.brother.com/manuals

.)

Scan and upload images and files to popular

web services directly from your machine.

Capture and convert information directly

from your machine without your computer.

(See Web Connect Guide at

solutions.brother.com/manuals

.)

Printing Scanning

Save your most frequently-used

settings as Shortcuts.

(See Online User’s Guide at

solutions.brother.com/manuals

.)

vi

User's Guides and where to find them

1

Visit solutions.brother.com/manuals.

Which Guide? What's in it? Where is it?

Product Safety Guide Read this Guide first. Please read the Safety

Instructions before you set up your machine. See

this Guide for trademarks and legal limitations.

Printed / In the box

Quick Setup Guide Follow the instructions for setting up your machine,

and installing the drivers and software for the

operating system and connection type you are

using.

Printed / In the box

Basic User’s Guide Learn the basic Fax, Copy, Scan and PhotoCapture

Center operations and basic machine maintenance.

See troubleshooting tips.

Printed / In the box

Online User’s Guide This HTML (Web) guide includes the contents of the

Basic User’s Guide, and additional information

about the machine’s settings and operations,

security features, troubleshooting tips, and

maintenance instructions.

In addition to information about the PC-Print, Scan,

Copy, Fax (MFC models only), and PhotoCapture

Center and Brother ControlCenter operations, useful

information is included about using the machine on

a network.

HTML / CD-ROM

(Windows

®

) /

Brother Solution

Center

1

(Macintosh)

Web Connect Guide This Guide provides useful information about

accessing Internet services from the Brother

machine, as well as downloading images, printing

data and uploading files directly to Internet services.

PDF file / Brother

Solutions Center

1

AirPrint Guide This Guide provides information for using AirPrint to

print from OS X v10.7.x or later and your iPhone,

iPod touch, iPad, or other iOS device to your Brother

machine without installing a printer driver.

PDF file / Brother

Solutions Center

1

Google Cloud Print

Guide

This Guide provides details on how to use Google

Cloud Print™ services for printing over the Internet.

PDF file / Brother

Solutions Center

1

Mobile Print/Scan Guide

for Brother iPrint&Scan

This Guide provides useful information about

printing from your mobile device and scanning from

your Brother machine to your mobile device when

connected to a Wi-Fi

®

network.

PDF file / Brother

Solutions Center

1

vii

The Online User’s Guide helps you get the most

out of your machine.

 Quicker navigation!

• Search box

• Navigation index in a separate pane

 Comprehensive!

• Every topic in one guide

 Simplified layout!

• Provides step-by-step instructions

• Summarizes the feature at the top of the page

1 Search Box

2 Navigation Index

3 Feature Summary

4 Step-by-Step Instructions

Where can I find the Online User’s Guide?

(Windows

®

)

Click (Start) > All Programs > Brother > Brother Utilities > MFC-XXXX (XXXX is your

model name.) > Support > User’s Guides.

(Windows

®

8)

Tap or click (Brother Utilities) > MFC-XXXX (XXXX is your model name.) > Support >

User’s Guides.

(Macintosh or other options)

Visit Brother Solutions Center: solutions.brother.com/manuals

.

1

2

3

4

viii

If you have questions or problems, please take a

look at your model’s FAQs.

 Provides several ways to search

 Displays related questions for additional information

 Receives regular updates based on customer feedback

* The FAQ home page will vary depending on your model.

Where can I find these FAQs?

Brother Solutions Center

http://support.brother.com

ix

Table of Contents

1 General information............ 1

How to use the documentation ....... 1

Symbols and conventions ............ 1

About Brother Utilities

(Windows

®

) .................................... 1

Control panel overview ................... 2

3.7" Touchscreen LCD................. 4

Entering Text ............................... 8

2 Loading paper ..................... 9

Before loading paper....................... 9

Loading paper in the paper tray...... 9

Loading paper in the manual

feed slot ........................................ 12

Paper settings............................... 14

Set Paper Size and Type........... 14

Check Paper setting...................... 15

Recommended print media........ 15

Handling and using print

media ......................................... 16

3 Loading documents.......... 17

How to load documents ................ 17

Using the ADF ........................... 17

Using the scanner glass ............ 18

4 Printing from a

computer............................ 19

How to print a document ............... 19

5 Copying.............................. 20

How to copy .................................. 20

Stop copying .............................. 20

Copy options overview.................. 20

Paper Type ................................ 21

Paper Size ................................. 21

6 Scanning to a computer ... 22

Before scanning ............................ 22

How to scan a document as a

PDF file using ControlCenter4

(Windows

®

)................................... 22

How to scan a document as a

PDF file using the Touchscreen.... 23

7 Printing and scanning with

Near Field Communication

(NFC) .................................. 24

How to print with NFC................... 24

How to scan with NFC .................. 24

8 PhotoCapture Center: Printing

photos from a memory card or

USB flash drive...................25

PhotoCapture Center operations

(PHOTO mode)............................. 25

How to print images ...................... 25

View Photos............................... 25

PhotoCapture Center print settings

overview........................................ 26

9 Telephone services and

external devices ................ 27

Telephone services overview ....... 27

Voice mail .................................. 27

Distinctive Ring .......................... 27

Voice over Internet Protocol

(VoIP) ........................................ 27

Connecting an external telephone

answering device (TAD) ............ 28

External and extension

telephones ................................. 28

10 Sending a fax..................... 29

How to send a fax ......................... 29

Stop faxing................................. 30

How to store numbers................... 31

Storing a pause.......................... 31

Storing Address Book

numbers..................................... 31

How to set your Station ID ............ 32

x

11 Receiving a fax .................. 33

Receive Modes ............................. 33

How to choose the correct

Receive Mode............................ 33

Receive Modes overview........... 34

Receive Mode settings.................. 36

Ring Delay ................................. 36

F/T Ring Time

(Fax/Tel mode only)................... 36

A Routine maintenance ........ 37

How to clean and check the

machine ........................................ 37

Cleaning the scanner................. 37

Checking the print quality........... 37

Checking the print alignment ..... 39

B Troubleshooting ................ 40

Identifying the problem.................. 40

Error and maintenance

messages...................................... 40

Error animations......................... 50

Transferring your faxes or Fax

Journal report............................. 50

Document jam ........................... 51

Printer jam or paper jam ............ 52

Troubleshooting for Wireless LAN

setup ............................................. 58

Wireless LAN report................... 58

If you are having difficulty with

your machine ................................ 59

Dial Tone detection.................... 69

Telephone Line Interference or

VoIP System .............................. 69

Machine Information ..................... 70

Checking the serial number ....... 70

Checking the firmware

version ....................................... 70

Reset operations overview......... 70

How to reset the machine .......... 71

C Index ................................... 72

Supplies ............................. 75

1

How to use the

documentation

1

Thank you for buying a Brother product!

Reading the documentation will help you

make the most of your machine.

Symbols and conventions 1

The following symbols and conventions are

used throughout the documentation.

About Brother Utilities

(Windows

®

) 1

Brother Utilities is an application launcher

that offers convenient access to all Brother

applications installed on your device.

a (Windows

®

XP, Windows Vista

®

and

Windows

®

7)

Click (Start) > All Programs >

Brother, and (Brother Utilities).

(Windows

®

8)

Tap or click (Brother Utilities)

either on the Start screen or the

desktop.

(Windows

®

8.1)

Move your mouse to the lower left

corner of the Start screen and click

(if you are using a touch-based device,

swipe up from the bottom of the Start

screen to bring up the Apps screen).

When the Apps screen appears, tap or

click (Brother Utilities).

b Select your machine.

c Choose the operation you want.

General information 1

Bold Bold typeface identifies

buttons on your computer

screen.

Italics Italicized typeface emphasizes

an important point or refers

you to a related topic.

Courier

New

Text in Courier New font

identifies messages displayed

on the machine’s Touchscreen

LCD.

IMPORTANT

IMPORTANT indicates a potentially

hazardous situation which, if not avoided,

may result in damage to property or loss of

product functionality.

NOTE

NOTE specifies the operating environment,

conditions for installation, or special

conditions of use.

Chapter 1

2

Control panel overview 1

3.7" Touchscreen LCD and Touchpanel 1

1 3.7" Touchscreen LCD (Liquid Crystal

Display)

Access the menus and options you want by

pressing them as they are displayed on the

Touchscreen LCD.

You can adjust the angle of the Touchscreen

LCD and Touchpanel by lifting it. To lower this

control panel, press the release button that is

located behind it, as shown in the illustration.

2 Touchpanel:

 Back

Press to go back to the previous menu

level.

 Home

Press to return to the Home screen. The

default screen displays the date and time,

but you can change the default Home

screen.

 Cancel

Press to cancel an operation when lit.

1

General information

3

1

3 NFC (Near Field Communication) logo

The NFC logo light on the right side of the

control panel is on when NFC is set to On.

(To turn off the NFC feature, press >

All Settings > Network > NFC > Off. The

NFC logo light goes off.)

If your Android™ device supports the NFC

standard, you can print and scan to your device

by touching it to the NFC logo.

You must download and install Brother

iPrint&Scan to your Android™ device to use

this feature.

(See Printing and scanning with Near Field

Communication (NFC) on page 24.)

4 Power On/Off

Press to turn on the machine.

Press and hold down to turn off the

machine. The Touchscreen LCD displays

Shutting Down and stays on for a few

seconds before turning off.

If you have connected an external telephone or

TAD, it is always available.

If you turn off the machine using , it still

periodically cleans the print head to maintain

print quality. To prolong print head life, provide

better ink efficiency, and maintain print quality,

keep your machine connected to the power at

all times.

2

43

Chapter 1

4

3.7" Touchscreen LCD 1

Select from three types of screens to set the

Home screen: Basic Functions screen, More

screens and Shortcuts screens. When the

Basic Functions screen is displayed, swipe

left or right or press d or c to display the More

screens. Press to display the Shortcut

screens.

Basic Functions screen 1

The Basic Functions screen displays the date

and time and provides access to Fax, Copy

and Scan modes.

More screens 1

The More screens display the date and time

and provides access to additional features,

such as Photo, Web, Apps and Ledger Copy

Shortcuts.

Shortcut screens 1

Create Shortcuts for frequently-used

operations, such as sending a fax, making a

copy, scanning and using Web Connect. (For

instructions, see Online User’s Guide: Save

Your Favorite Settings as a Shortcut.)

2

7

1

6

3 4

5

2

7

1

6

3 4

5

2

7

1

6

3 4

5

21 3 4

8

General information

5

1

1 Demo

(USA only)

Press to print a list of the machine’s main

features, followed by a slide show on the

Touchscreen.

After you print from a computer, will

disappear from the screen.

To restore the icon, you must delete all the

settings you have changed by performing

a Machine Reset. (See How to reset the

machine on page 71.)

2 Wireless Status

A four-level indicator on the Ready Mode

screen displays the current wireless signal

strength if you are using a wireless

connection.

 When appears on the

Touchscreen, press it to configure your

wireless settings. For more

information, see Quick Setup Guide.

3 Ink

Displays the available ink volume. Press

to access the Ink menu.

When an ink cartridge is near the end of its

life or having a problem, an error icon

appears on the ink color.

(See Online User’s Guide: Check the Ink

Volume.)

4 Settings

Press to access the settings.

(See Settings screen on page 7.)

5 Shortcuts

Press to access the Shortcuts screens.

6 Date & Time

Displays the date and time that has been

set in the machine.

7 Modes:

 Fax

Press to access Fax mode.

 Copy

Press to access Copy mode.

 Scan

Press to access Scan mode.

 Photo

Press to access Photo mode.

 Web

Press to connect the Brother machine

to an Internet service.

For more information, see Web

Connect Guide.

 Apps

Press to connect the Brother machine

to the Brother Apps menu.

 LGR Copy Shortcuts

Use this preset shortcut to copy on

Ledger or A3 size.

For more information, see Online

User’s Guide: Use the Ledger Copy

Shortcuts.

8 Add Shortcut

Create Shortcuts for frequently-used

operations, such as sending a fax,

copying, scanning and using Web

Connect.

Three Shortcuts screens are available

with space for up to six Shortcuts on each

screen.

For more information, see Online User’s

Guide: Save Your Favorite Settings as a

Shortcut.

0Max

Chapter 1

6

NOTE

If a Shortcuts screen is set as the Home

screen, is displayed at the

bottom of the screen. Press this icon to

access the Basic Functions screen.

9 Stored Faxes:

When Fax Preview is set to Off,

Stored Faxes displays how many

received faxes are in the machine’s

memory.

Press Print to print the faxes.

10 New Fax(es):

When Fax Preview is set to On,

New Fax(es) displays how many new

faxes you have received and stored in the

machine’s memory.

Press View to view the faxes on the

Touchscreen.

11 Warning icon

The warning icon appears when there

is an error or maintenance message.

Press Detail to view the message, and

then press to return to Ready mode.

(See Error and maintenance messages

on page 40.)

NOTE

• This product adopts the font of ARPHIC

TECHNOLOGY CO.,LTD.

• MascotCapsule UI Framework and

MascotCapsule Tangiblet developed by

HI CORPORATION are used.

MascotCapsule is a registered trademark

of HI CORPORATION in Japan.

9

10

11

General information

7

1

Settings screen 1

When you press , the Touchscreen LCD

displays the machine’s status.

This screen provides access to all the

machine’s settings.

1 Maintenance

Press to access the Maintenance menu.

Check and improve the print quality, clean

the print head and check the available ink

volume. You can also use the

Maintenance solution menu to solve a

recurring paper jam error.

2 Receive Mode

Displays the current Receive Mode:

 Fax (Fax Only)

 Fax/Tel

 External TAD

 Manual

NOTE

When the Distinctive Ring feature is

turned on, the Touchscreen displays D/R.

For more information, see Online User’s

Guide: Distinctive Ring.

3 Wi-Fi

Press to set up a wireless network

connection.

A four-level indicator on the screen

displays the current wireless signal

strength if you are using a wireless

connection.

4 Date & Time

Displays the date and time that has been

set in the machine.

Press to access the Date & Time menu

to adjust date and time.

5 Quiet Mode

Displays the Quiet Mode setting. Press to

access the Quiet Mode menu.

When this menu is set to On, is

displayed on the Home screen (for USA:

when is not displayed), and the

machine’s printing noise is lowered.

For more information, see Online User’s

Guide: Reduce the Printing Noise.

6 All Settings

Press to access the Settings menu.

7 Fax Preview

Displays the Fax Preview setting.

Press to access the Fax Preview menu.

8 Tray Setting

Press to access the Tray Setting

menu. Use the Tray Setting menu to

change paper size and paper type.

12 43

8 7 6

5

Chapter 1

8

Entering Text 1

When you must enter text into the machine, a

keyboard appears on the Touchscreen.

Press to cycle between letters,

numbers and special characters.

NOTE

To change between lowercase or

uppercase letters, press .

Inserting spaces 1

To enter a space, press Space or c.

NOTE

The characters that are available may

differ depending on your country.

Making corrections 1

If you entered an incorrect character and

want to change it, press d to move the cursor

to highlight the incorrect character, and then

press . Enter the correct character. You

can also use the cursor to go back and insert

characters.

To erase all the characters, press

repeatedly.

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