Brother FAX-1940CN User guide

®

SOFTWARE USER’S GUIDE

®

Version C

i

Table of Contents

1

Using the machine as a printer (For Windows

®

) ...............1-1

Using the Brother printer driver.........................................1-1

Features............................................................................1-1

Choosing the right type of paper.......................................1-2

Printing a document..........................................................1-2

Simultaneous printing and faxing...................................... 1-3

Clearing data from the memory ........................................1-3

Checking the Print Quality ................................................1-3

Printer operation key......................................................... 1-3

Job Cancel (MFC-5440CN only).................................1-3

Status Monitor (Windows

®

only) .......................................1-4

Watching the machine’s status................................... 1-4

How to turn off the status monitor...............................1-5

Printer driver settings (Windows

®

only) ............................ 1-6

How to access the printer driver settings.......................... 1-6

Basic tab...........................................................................1-7

Media Type.................................................................1-8

Quality ........................................................................1-8

Enhanced Print Settings ............................................. 1-9

Bi-Directional Printing...........................................1-10

Enhanced Normal Printing....................................1-10

Color Enhancement (True2Life

®

) .........................1-10

Paper Size ................................................................1-12

Page Layout .............................................................1-13

Border Line...........................................................1-13

Orientation ................................................................1-13

Copies ......................................................................1-14

Collate ..................................................................1-14

Reverse Order......................................................1-14

Paper Tray (MFC-5840CN only)............................... 1-14

Advanced tab..................................................................1-15

Color .........................................................................1-16

Color/Grayscale....................................................1-16

Image Type...........................................................1-16

Custom Image Type ............................................. 1-17

Halftone Pattern....................................................1-18

Scaling ......................................................................1-19

Watermark............................................................1-20

In background....................................................... 1-20

In Outline Text

(Windows

®

2000 Professional/XP Only)...........1-20

ii

Print Watermark ................................................... 1-20

Watermark Style................................................... 1-21

Device Options .........................................................1-22

Print Date & Time ................................................. 1-22

Quick Print Setup ................................................. 1-23

Status Monitor ...................................................... 1-23

Support tab ............................................................... 1-24

Brother Solutions Center ......................................1-24

Web Update .........................................................1-24

Check Setting ....................................................... 1-24

2

How to scan using Windows

®

............................................ 2-1

Scanning a document (For Windows

®

XP only) ............... 2-2

WIA compliant ............................................................ 2-2

How to access the scanner ........................................2-2

Scanning a document into the PC

(MFC-3240C and MFC-3340CN only).................... 2-3

Scanning a document into the PC

(not available for MFC-3240C and MFC-3340CN) .. 2-5

Scanning a document using the ADF ..................... 2-5

Pre-Scanning to crop a portion you want to scan

using the scanner glass (not available for

MFC-3240C and MFC-3340CN) ........................ 2-7

Brother Scanner Utility ........................................... 2-9

TWAIN compliant scanner driver for Windows

®

XP... 2-9

Scanning a document..................................................... 2-10

TWAIN compliant...................................................... 2-10

How to access the Scanner......................................2-11

Scanning a document into the PC............................ 2-12

Scanning a whole page ........................................ 2-12

Pre-Scanning to crop a portion you want to scan ... 2-13

Settings in the Scanner window ............................... 2-15

Image Type .......................................................... 2-15

Resolution ............................................................ 2-16

Scan Type ............................................................ 2-17

Brightness ............................................................ 2-17

Contrast................................................................ 2-17

Document Size ..................................................... 2-18

Using the Scan key (For USB cable users) .................... 2-20

Scan to E-mail .......................................................... 2-21

Scan to Image .......................................................... 2-21

Scan to OCR ............................................................ 2-22

Scan to File............................................................... 2-22

iii

Scan to Card

(not available for MFC-3240C, MFC-210C and

MFC-5440CN) ...................................................... 2-23

Changing the default quality .................................2-25

Changing the default black & white file format .....2-25

Changing the default color file format...................2-25

Using ScanSoft

®

PaperPort

®

9.0SE and

OmniPage

®

OCR........................................................2-26

Viewing items............................................................2-27

Organizing your items in folders ...............................2-28

Quick links to other applications ...............................2-28

ScanSoft

®

OmniPage

®

OCR lets you convert

image text into text you can edit...........................2-29

You can Import items from other applications ..........2-29

You can Export items in other formats......................2-30

Exporting an image file.........................................2-30

How to Uninstall PaperPort

®

9.0SE and ScanSoft

®

OmniPage

®

OCR..................................................2-30

3

Using the ControlCenter2.0 (For Windows

®

) .....................3-1

ControlCenter2.0 ..............................................................3-1

How to turn off the AutoLoad feature in

ControlCenter2.0 ....................................................3-2

SCAN..........................................................................3-3

CUSTOM SCAN .........................................................3-3

PHOTOCAPTURE

(not available for MFC-5440CN and MFC-3240C)... 3-4

COPY ......................................................................... 3-4

PC-FAX.......................................................................3-5

DEVICE SETTING...................................................... 3-5

SCAN................................................................................3-6

Image (example: Microsoft Paint)...............................3-6

OCR (Word Processing program)............................... 3-8

E-mail..........................................................................3-9

File attachments .......................................................3-10

File............................................................................3-11

CUSTOM SCAN .............................................................3-12

Customizing a user-defined button...........................3-13

Scan to Image: ..................................................... 3-13

Scan to OCR: .......................................................3-14

Scan to E-mail: .....................................................3-15

Scan to File:..........................................................3-16

PHOTOCAPTURE

(not available for MFC-5440CN and MFC-3240C) .....3-17

iv

Open PCC Folder (PCC: PhotoCapture Center

™

) ... 3-17

Copy From PCC (PhotoCapture Center

™

) ............... 3-18

Copy To Application ................................................. 3-19

COPY ............................................................................. 3-20

PC-FAX .......................................................................... 3-22

Send ......................................................................... 3-22

Receive / View Received

(MFC-420CN, MFC-620CN, MFC-5440CN,

MFC-5840CN and MFC-3340CN only) ................ 3-23

Address Book ...........................................................3-24

Setup ........................................................................ 3-24

DEVICE SETTING.......................................................... 3-25

Remote Setup (not available for MFC-210C) ........... 3-25

Quick-Dial (not available for MFC-210C).................. 3-26

Ink Level ................................................................... 3-26

4

Using MFC Remote Setup (For Windows

®

) ....................... 4-1

MFC Remote Setup (not available for MFC-210C) .......... 4-1

5

Using Brother PC-FAX software (For Windows

®

) ............. 5-1

PC-FAX sending............................................................... 5-1

Setting up user information......................................... 5-2

Sending setup.............................................................5-3

Outside line access .................................................... 5-3

Include header............................................................ 5-3

User interface .............................................................5-4

Simple style ............................................................ 5-4

Facsimile style........................................................ 5-4

Address Book .............................................................5-5

Speed-Dial setup .............................................................. 5-6

Brother Address Book ................................................ 5-7

Setting up a Member in the Address Book ................. 5-8

Setting up a Group for Broadcasting .......................... 5-9

Editing Member information......................................5-10

Deleting a Member or Group.................................... 5-10

Exporting the Address Book..................................... 5-10

Importing to the Address Book .................................5-12

Setting up a Cover Page .......................................... 5-14

Entering Cover Page Information ............................. 5-15

Sending a file as a PC-FAX using the Facsimile

style user interface ............................................... 5-16

Redial ................................................................... 5-17

Sending a file as a PC-FAX using the Simple style

user interface........................................................ 5-17

v

Setting up PC-FAX receiving

(MFC-420CN, MFC-620CN, MFC-5440CN,

MFC-5840CN and MFC-3340CN only).......................5-19

Running PC-FAX Receiving .....................................5-19

Setting up your PC....................................................5-19

Viewing new PC-FAX messages..............................5-20

6

Using the PhotoCapture Center

™

from your PC

(For Windows

®

)

(not available for MFC-5440CN and MFC-3240C) .............. 6-1

For USB cable users.........................................................6-1

For Network cable users...................................................6-3

7

Network Scanning (For Windows

®

)

(not available for MFC-3240C and MFC-210C) .................. 7-1

Network License .........................................................7-1

Registering your PC with the machine........................7-2

Using the Scan key...........................................................7-5

Scan to E-mail (PC)....................................................7-5

Scan to Image ............................................................ 7-6

Scan to OCR............................................................... 7-7

Scan to File.................................................................7-8

8

Using your machine with a Macintosh

®

............................. 8-1

Setting up your USB-equipped Apple

®

Macintosh

®

..........8-1

Media Type.................................................................8-2

Quality ........................................................................8-2

Using the Brother printer driver with your Apple

®

Macintosh

®

(Mac OS

®

X)..............................................8-4

Choosing page setup options ..................................... 8-4

Choosing printing options ...........................................8-5

Using the Brother printer driver with your Apple

®

Macintosh

®

(Mac OS

®

8.6-9.2) ..................................... 8-6

Sending a fax from your Macintosh

®

application .............. 8-8

For Mac OS

®

X users .................................................8-8

Drag a vCard from the Mac OS

®

X Address Book

application ............................................................8-10

For Mac OS

®

8.6 - 9.2 users ....................................8-11

Scanning from a Macintosh

®

(not available for Mac OS

®

8.6) ..................................8-14

Accessing the scanner..............................................8-14

Scanning an image into your Macintosh

®

.................8-15

Scanning a whole page ........................................ 8-15

Pre-Scanning an image ............................................8-16

vi

Settings in the Scanner window ............................... 8-17

Image ................................................................... 8-17

Scanning Area...................................................... 8-19

Business Card Size (not available for

MFC-3240C and MFC-3340CN) ...................... 8-19

Adjusting the Image.............................................. 8-20

Configuring Network Scanning ....................................... 8-21

Using the Scan Key.............................................. 8-22

Using Presto!

®

PageManager

®

....................................... 8-23

Highlights.................................................................. 8-23

System requirements for Presto!

®

PageManager

®

... 8-24

Technical Support..................................................... 8-24

Using the ControlCenter2.0

(For Mac OS

®

X 10.2.4 or greater).............................8-26

How to turn off the AutoLoad feature in

ControlCenter2.0 .................................................. 8-27

SCAN........................................................................ 8-28

CUSTOM SCAN ....................................................... 8-28

COPY .......................................................................8-29

DEVICE SETTINGS ................................................. 8-29

SCAN........................................................................ 8-30

Image (example: Apple PreView)......................... 8-30

OCR (Word Processing program) ........................ 8-32

E-mail ................................................................... 8-33

File attachments................................................... 8-34

File........................................................................ 8-35

CUSTOM SCAN ....................................................... 8-36

Customizing a user-defined button....................... 8-37

Scan to Image: ..................................................... 8-37

Scan to OCR: ....................................................... 8-38

Scan to E-mail: ..................................................... 8-39

Scan to File: .........................................................8-40

COPY .......................................................................8-41

DEVICE SETTINGS ................................................. 8-43

Remote Setup (not available for MFC-210C) ....... 8-43

Quick-Dial (not available for MFC-210C) ............. 8-44

Ink Level ............................................................... 8-44

MFC Remote Setup (Mac OS

®

X 10.2.4 or greater)

(not available for MFC-210C) ..................................... 8-45

Using the PhotoCapture Center

™

from a Macintosh

®

(not available for MFC-3240C and MFC-5440CN) ..... 8-47

9

Index ......................................................................................I-1

vii

* Windows

®

XP in this user’s guide represents Windows

XP Professional and Windows XP Home Edition.

USING THE MACHINE AS A PRINTER 1 - 1

1

Using the Brother printer driver

A Printer Driver is software that translates data from the format used

by a computer into the format required by a particular printer, using

a printer command language or page description language.

The printer drivers are on the CD-ROM we have supplied. Install the

drivers first by following the Quick Setup Guide. Also, the latest printer

driver can be downloaded from the Brother Solutions Center at:

Features

This machine offers many features you’ll find in a high quality ink jet

printer.

Fast Printing Speed

—

Using Fast mode, you can print up to 15

pages per minute in full color, and up to 20 pages per minute in black.

Brilliant High Quality Output

—

Printing at up to 1200 x 6000 dpi on

glossy paper gives you highest resolution. (See

Resolution

in

Specifications of the User’s Guide.) You can use 2 in 1, Watermark

(Windows

®

Only) printing, Color Enhancement technology and other

features to get high quality printouts.

Low Running Cost

—

Whenever you run out of a particular color ink,

you will only have to replace the cartridge that’s empty.

USB

—

Universal Serial Bus Interface provides fast communication

with your computer.

Ethernet—Ethernet Interface provides shared communications with

multiple computers connected on a network.

Using the machine as a

printer

(For Windows

®

)

Network Standard models only.

http://solutions.brother.com

1 - 2 USING THE MACHINE AS A PRINTER

Choosing the right type of paper

To get high quality printing using your machine, it is very important to

select the right type of paper. Be sure to read

About paper

in the

User’s Guide before you select and purchase paper for the machine.

Printing a document

When the machine receives data from your computer, it begins

printing by picking up paper from the paper tray. The paper tray can

feed many types of paper and envelopes.

1

From your computer select the Print command.

If your computer is also connected to any other printers, select

Brother MFC-XXXX USB Printer (Where XXXX is your model

name) as your printer driver from the Print or Print Settings

menu in your software application, and then click on OK to begin

printing. (Windows

®

only)

2

Your computer sends the data to the machine.

The LCD shows

Receiving Data

.

3

When the machine finishes printing all the data, the LCD shows

the date and time.

If your application software does not support your custom paper size,

select the next larger paper size.

Then adjust the print area by changing the right and left margins in

your application software.

For Macintosh

®

users, see Using the Brother printer driver with

your Apple

®

Macintosh

®

(Mac OS

®

X) on page 8-4.

You can select the paper size, and orientation in your

application software.

USING THE MACHINE AS A PRINTER 1 - 3

Simultaneous printing and faxing

Your machine can print from your computer while sending or

receiving a fax in memory, or while scanning a document into the

computer. Fax sending will not be stopped during PC printing.

However, when the machine is copying or receiving a fax on paper,

it pauses the PC printing operation, and then continues printing when

copying or fax receiving has finished.

Clearing data from the memory

If the LCD shows

Data Remains

, you can clear the data that is left

in the printer memory by pressing

Stop/Exit

.

Checking the Print Quality

If you want to check the print quality and find out how to improve it,

See How to improve print quality in the User’s Guide.

Printer operation key

Job Cancel (MFC-5440CN only)

You can stop the current print job and

clear the data from memory.

1 - 4 USING THE MACHINE AS A PRINTER

Status Monitor (Windows

®

only)

The Status Monitor utility is a configurable software tool that allows

you to monitor the status of one or more devices, allowing you to get

immediate notification of errors such as paper empty, paper jam or

ink empty.

Watching the machine’s status

Once you start up your computer, the resident icon will appear on the

task bar.

Green icon means the normal stand-by

condition.

Yellow icon means the warning.

Red icon means a printing error has occured.

There are three ways to display the status monitor on your

computer—in the task bar, in the task tray or on the desktop.

You can check the device status at anytime by double-clicking

the icon in the tasktray or selecting the Status Monitor located

in the Start/All Programs/Brother/MFL-Pro Suite MFC-XXXX

on your computer.

For more information about using the Status Monitor software,

right click the Status Monitor icon and choose Help.

USING THE MACHINE AS A PRINTER 1 - 5

How to turn off the status monitor

If you want to switch off the status monitor application, perform the

following steps.

1

Right-click on the status monitor icon or window and select

Load on Startup in the menu.

2

Set this function to Off and close the window from Exit.

Even if the status monitor is off, you can see the machine’s

status anytime by clicking the Status Monitor from the Start

menu on your computer. You can switch the status monitor On

by opening the menu window when displaying the status.

1 - 6 USING THE MACHINE AS A PRINTER

Printer driver settings

(Windows

®

only)

You can change the following printer settings when you print from

your computer:

■

Media Type/Quality (Speed)

■

Page Layout

■

Color Matching/Halftone

■

Color Enhancement

■

Scaling

■

Watermark

■

Print Date & Time

■

Quick Print Setup

How to access the printer driver settings

1

Select Print from the File menu in your application software.

2

Select Brother MFC-XXXX USB Printer (Where XXXX is your

model name) and click Properties. The Printer dialog box will

appear.

For Macintosh

®

users, see

Using the Brother printer driver with

your Apple

®

Macintosh

®

(Mac OS

®

X) on page 8-4.

■

The way you access the printer driver settings depends on

your operating system and software applications.

■

The screens shown in this section are from Windows

®

XP.

The screens on your computer may vary depending on your

Windows

®

operating system.

USING THE MACHINE AS A PRINTER 1 - 7

Basic tab

1

Select the Media Type and Quality.

2

Select the Paper Size, Page Layout, Border Line (if any),

Orientation, number of Copies and the page order.

3

Select the Paper Source. (MFC-5840CN only)

4

Click the OK button to apply your selected settings.

To return to the default settings, click the Default button, then

click the OK button.

This area shows the current settings of Quality, Paper Size,

Page Layout, Orientation, Collate/Reverse Order and

Color/Grayscale.

1

2

4

*

3

*

1 - 8 USING THE MACHINE AS A PRINTER

Media Type

To achieve the best print results, the media being printed on should

be selected in the driver. The machine changes the way it prints,

depending on the selected media type.

Plain Paper

Inkjet Paper

Glossy Paper

Transparencies

Slow Drying Paper

Quality

The quality selection allows you to choose the print resolution you

want for your document. Print quality and speed are related. The

higher the quality, the longer it will take to print the document. The

quality selections that are available will vary depending on the media

type you select.

■

Highest: Up to 1200 x 6000 dpi. (See

Resolution

in

Specifications of the User’s Guide.) Use this mode to print

precise images such as photographs. This is the highest

resolution and slowest speed.

■

Photo: 1200 x 2400 dpi. This mode is suitable for printing

photographs. Since the print data is much larger than normal

mode, the processing time, data transfer time and print time will

be longer.

■

Fine: 1200 x 1200 dpi. Better print quality than Normal mode and

faster print speed than Photo.

■

Enhance Normal Printing: 750 x 750 dpi. With the Settings

button, you can choose this mode only when you have selected

Plain Paper or Transparencies.

■

Normal: 600 x 600 dpi. Good print quality with typical print speed.

■

Fast Normal: 600 x 300 dpi. Better print quality than Fast mode

and faster print speed than Normal.

■

Fast: 600 x 150 dpi. The fastest print mode and the lowest ink

consumption. Use this mode to print large volume documents or

a document for proofing.

Select Slow Drying Paper when printing with the type of plain

paper on which the ink dries very slowly. This setting may cause

some slight blurring of the text.

USING THE MACHINE AS A PRINTER 1 - 9

Enhanced Print Settings

You have options for enhanced print settings from the Settings

button.

Media Type Color/Grayscale Print Quality Selection

Plain Paper

Color/Grayscale

Fast, Fast Normal, Normal, Fine

Inkjet Paper

Color/Grayscale

Fine, Photo

Glossy Paper

Color/Grayscale

Fine, Photo, Highest

Transparencies Color/Grayscale

Normal, Fine

Slow Drying Paper

Color/Grayscale

Fast, Fast Normal, Normal, Fine

The factory settings are shown in bold.

1 - 10 USING THE MACHINE AS A PRINTER

Bi-Directional Printing

When Bi-Directional Printing is selected, the print heads print in

both directions and offer faster print speeds. When not selected, the

print heads will only print in one direction to provide higher quality

printouts.

Enhanced Normal Printing

Use this mode if fine horizontal bands appear on the paper. This

prints at an increased resolution which helps to avoid banding on

some types of paper. Overall print quality is improved, but print

speed is slightly slower than in Normal mode. You can use this mode

only when printing on Plain Paper, Slow Drying Paper or

Transparencies.

Color Enhancement (True2Life

®

)

Selecting Color Enhancement (True2Life

®

) enables the

True2Life

®

feature. This feature analyzes your image to improve

quality sharpness, white balance and color density. This process

may take several minutes depending on the size of the image and

the specifications of your computer.

■

Color Density

This setting adjusts the total amount of color in the image. You

can increase or decrease the amount of color in an image to

improve a washed out or weak picture.

USING THE MACHINE AS A PRINTER 1 - 11

■

White Balance

This setting adjusts the hue of the white areas of an image.

Lighting, camera settings and other influences will effect the

appearance of white. The white areas of a picture may be slightly

pink, yellow or some other color. By using this adjustment you can

correct this effect and bring the white areas back to pure white.

■

Sharpness

This setting enhances the detail of an image. It is similar to

adjusting the fine focus on a camera. If the image is not in true

focus and you cannot see the fine details of the picture, then

adjust the sharpness.

■

Auto Image Enhance

Allows individual adjustment of picture settings to improve the

printed image and analyzes data from surrounding or

neighboring pixels in the document.

■

Brightness

This setting adjusts the brightness of the whole image. To lighten

or darken the image, move the scroll bar to the left or right.

■

Contrast

This setting adjusts the contrast of an image. This will make

darker areas darker and lighter areas lighter. Increase the

contrast when you want an image to be clearer. Decrease the

contrast when you want an image to be more subdued.

■

Red

Increases the intensity of the Red color to make the image

redder.

■

Green

Increase the intensity of the Green color to make the image

greener.

■

Blue

Increase the intensity of the Blue color to make the image bluer.

1 - 12 USING THE MACHINE AS A PRINTER

Paper Size

The Paper Size selection provides a large selection of standard

paper sizes. If you wish, you can create a custom size ranging from

3.5" x

5" (88.9 x 127.0 mm) to 8.5" x

14" (215.9 x 355.6 mm). Also

you can select borderless setting for specific papers. From the

drop-down box, select the Paper Size you are using.

You can enter a custom size by selecting User Defined. Select the

correct paper thickness to improve the quality of your output.

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Brother FAX-1940CN User guide

Brother FAX-1940CN User guide

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