captel 840 PLUS Administrator Guide

305-019751 9/16
CapTel®840 PLUS
How-to Guide

IMPORTANT! Dialing 911 in an Emergency
To reach help as quickly as possible in an emergency, CapTel 840 PLUS
calls placed to 911 connect directly to Emergency 911 Services. 911 calls
are not routed through the Captioning Service. This means:
• Emergency 911 calls are not captioned in the same manner as
regular CapTel calls.
• Emergency 911 calls are treated as Voice Carry Over (VCO) calls during
which the 911 call-taker can hear everything you say, and then types
his/her response which appears on the CapTel display screen.
• You speak directly into the handset, as you would with any other
CapTel call. The 911 call-taker will hear everything you say. You may
not be able to hear the call-taker, but he/she can type instructions
to you, which will appear on the CapTel display screen.
• Watch the CapTel display screen for information.
Please familiarize yourself with Dialing 911 in an Emergency on page 29.
CapTel Acceptable Use Policy:
The CapTel phone is intended for use by people with hearing loss. People
who do not need captioning support should only use CapTel with the
CAPTIONS feature turned off.

Customer Service: 888-269-7477 CONGRATULATIONS •1
Congratulations on Choosing CapTel!
Welcome to the Captioned Telephone – CapTel! With CapTel, you can see
captions of everything people say over the phone, helping you to enjoy
calls with confidence.
Please take a moment to read this guide and learn:
• How to start using your CapTel phone
• How your CapTel phone works
• How to get help when you have questions
We want the CapTel phone to be enjoyable and convenient for you.
As you use your new phone, we welcome your questions and comments.
If we can help, please call!
Sincerely,
CapTel Customer Service • 1-888-269-7477 • www.CapTel.com
Toll-Free Captioning Service Voice Number
Give people who call you the appropriate Captioning Service Voice Number
in order to get captions when they call you. See directions on page 23 to get
captions on incoming calls.
Captioning Service Voice Number ..................1-877-243-2823
Exceptions:
Federal Relay CapTel Calls ................................................... 1-888-801-7210
Spanish-to-Spanish Captioning Calls ...................................... 1-866-217-3362
California Residents Only (Non-Federal)................................. 1-866-399-9050
California Spanish-to-Spanish Only ....................................... 1-866-399-9090
Texas Residents Only (Non-Federal)....................................... 1-800-933-5129
Texas Spanish-to-Spanish Only ............................................. 1-800-933-5417

2 •TABLE OF CONTENTS Customer Service: 888-269-7477
TABLE OF CONTENTS
Overview – How CapTel Works................................. 4
Section 1: Getting Started........................................ 5
What is in the box................................................................................ 5
Overview of CapTel 840 PLUS phone.................................................... 6
Using a headset or neckloop (optional) ............................................. 11
Setting up your CapTel 840 PLUS........................................................ 12
Getting help....................................................................................... 18
Section 2: Making and Answering Calls ................. 19
Placing a call with captions ............................................................... 20
Placing a call without captions.......................................................... 22
Answering a call with captions .......................................................... 23
Answering a call without captions ..................................................... 25
Adjusting the volume......................................................................... 26
Adjusting the sound – TONE .............................................................. 27
Knowing what sounds are on the line ............................................... 28
Dialing 911 ........................................................................................ 29
Section 3: Viewing Captions .................................. 32
Viewing corrections ........................................................................... 33
Reviewing captions during a call ....................................................... 34
Reviewing captions after hanging up................................................. 35
Saving conversations.......................................................................... 36
Erasing all conversations ................................................................... 38
Changing the caption font size .......................................................... 39
Setting the color of the captions........................................................ 41
Setting how captions scroll across the Display Screen........................ 43
Adjusting the brightness of the Display Screen.................................. 45
Section 4: Call History ........................................... 47
About Caller ID .................................................................................. 47
Using Call History to see recent calls.................................................. 48
Adding a Call History entry to the Phone Book.................................. 50
Clearing all Caller ID entries .............................................................. 52

Customer Service: 888-269-7477 TABLE OF CONTENTS •3
Section 5: Using the Answering Machine............... 53
Turning Answering Machine on/off ................................................... 54
Playing your Answering Machine messages ....................................... 56
Clearing all messages......................................................................... 59
Recording a personal greeting message............................................. 60
Setting the number of rings before answering................................... 62
Making incoming messages audible/silent ........................................ 64
Captioning external Answering Machine messages............................ 66
Seeing captions of your voice mail messages..................................... 68
Section 6: Using the Phone Book........................... 69
Adding a new contact to your Phone Book........................................ 70
Dialing a phone number from the Phone Book................................. 72
Editing an existing contact in the Phone Book .................................. 73
Removing a contact from your Phone Book ...................................... 75
Section 7: Using Speed Dial Buttons...................... 76
About the Speed Dial buttons............................................................ 76
Saving phone numbers in the Speed Dial buttons............................. 77
Editing phone numbers in the Speed Dial buttons............................ 78
Dialing with the Speed Dial buttons .................................................. 79
Section 8: Settings ................................................. 80
Setting the Captions Button default to on/off.................................... 81
Turning Spanish captions on/off........................................................ 83
Dialing a number to get an outside line............................................ 85
Setting a Call Waiting block................................................................ 87
Adjusting the volume of the ringer.................................................... 89
Setting the pitch of the ringer............................................................ 90
Turning keypad lights on/off ............................................................. 91
Saving the captions volume............................................................... 93
Setting your CapTel phone for Tone/Pulse dialing ............................. 95
Setting the time and date .................................................................. 96
Testing the telephone line quality ..................................................... 97
Using VCO to call a TTY user .............................................................. 98
Updating your CapTel phone ............................................................. 98
Problem Solving................................................... 100
Care and Safety.................................................... 103
Index.................................................................... 104
Specifications....................................................... 107

4 •HOW CAPTEL WORKS Customer Service: 888-269-7477
CapTel works like any other telephone, with one important difference:
it also displays written captions during your call. The captions are
provided by a free service that connects to your calls. The service
transcribes everything the other party says into captions for you to
read on the CapTel display. Captions are treated with absolute
confidentiality.
NOTE: The CapTel 840 PLUS phone does not generate captions by
itself. The phone works with the Captioning Service to display
captions during your call.
OVERVIEW How CapTel Works

Customer Service: 888-269-7477 GETTING STARTED •5
SECTION 1 Getting Started
This section explains how to start using your
new CapTel 840 PLUS phone.
TOPICS:
What is in the Box
Overview of CapTel 840 PLUS Phone
Using a Headset or Neckloop (Optional)
Setting up your CapTel 840 PLUS
Getting Help
What is in the Box?
Your CapTel 840 PLUS includes the following parts:
• CapTel 840 PLUS Phone
• Telephone Cord
• Power Adapter –
to plug into a
wall outlet
Important! Use only the power adapter that
came in the box with your CapTel 840 PLUS
• CapTel How-to
Guide and CapTel
Quick Start Guide

Overview of CapTel 840 PLUS Phone
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6 •Customer Service: 888-269-7477

Customer Service: 888-269-7477 GETTING STARTED •7
1. Display Screen
Shows captions, Caller ID, Answering Machine messages,
Phone Book entries and more.
2. Information Bar
Gives you instructions and helpful tips.
3. YES Button
Allows you to select items that are highlighted in the Options menu,
and respond “Yes” to questions or commands on the display screen.
4. UP Arrow Button
Allows you to move up through items in the Options list and move
through entries in your Phone Book, Answering Machine messages,
or Call History. Also lets you go back to review captions that have
already scrolled off the display screen.
5. NO (Exit) Button
Allows you to respond “No” to questions or commands on the
display screen and to Exit out of the Options list.
6. DOWN Arrow Button
Allows you to move down through items in the Options menu and
move through entries in your Phone Book, Answering Machine
messages, or Call History. Also lets you scroll down through
captions when reviewing calls.

8 •GETTING STARTED Customer Service: 888-269-7477
7. CUSTOMER SERVICE Button
Our helpful customer service team is happy to help you set up and
use your CapTel 840 PLUS telephone – we’re only a button push
away. Pressing the CUST SERV button will automatically dial the
CapTel help line.
NOTE: Help is available 24 hours a day, 7 days a week (closed on major
holidays). Help materials are also available online at www.CapTel.com
8. SPEED DIAL Buttons
You can quickly dial up to three frequently-called phone numbers,
just by pressing a speed dial button.
9. REDIAL Button
Lets you dial up to 10 most-recently called phone numbers. Lift the
handset and press REDIAL button to dial the last phone number
called. Leave the handset down and press the REDIAL button to
review/dial up to the last 10 numbers called.
10. FLASH Button
Some telephone service features like Call Waiting require a “hook
flash.” The hook flash is a very brief interruption of the connection
like hanging up the phone for one second. There is a brief click or
silence on the line.
11. MUTE Button
Silences the sound from your end of the conversation. When the
MUTE button is pressed (red light around the button is ON), the
person on the other end of your call will not be able to hear you.
You will still be able to hear the caller and get captions of
everything they say. To turn the Mute feature off, press the MUTE
button again (red light around the button is OFF).

Customer Service: 888-269-7477 GETTING STARTED •9
12. TONE Button
Allows you to adjust the sound settings of the call, letting you
enhance LOW, MED, or HIGH frequency tones to find the range that
you hear best.
13. CAPTIONS Button
To see captions during your call, make sure the red light around
the CAPTIONS button is on. Your outgoing calls will automatically
be directed through the free service that provides the captions.
14. VOLUME Bar
Lets you adjust the volume to a comfortable level, up to a 40 dB
gain from min/max for captioned calls. To increase the volume,
press the right side of the VOLUME bar. To decrease the volume,
press the left side of the VOLUME bar. There are 12 volume
levels. Watch the light panel above the VOLUME bar to know what
the current volume setting is.
To save your volume setting so that it will be used during every captioned
call, see “Saving the Captions Volume” on page 93.
WARNING: The maximum volume setting on captioned calls is extremely loud.
People who do not need amplification should not use the phone at the highest
volume setting. The volume level automatically returns to a mid-range setting
whenever the phone is hung up.

10 •GETTING STARTED Customer Service: 888-269-7477
Back (top) edge view of CapTel 840 PLUS
Features
1. Telephone Line
Plug the telephone cord here (RJ11 jack). The phone line
must be analog. DSL service with an appropriate filter is also
supported. CapTel does not work with a PBX system unless
an analog port is available.
2. Ethernet Jack
This jack is not used with standard CapTel 840 PLUS.
3. Power Jack
Plug AC power adapter here. Use only the AC power adapter
that came with your CapTel phone.
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Customer Service: 888-269-7477 GETTING STARTED •11
Using a Headset or Neckloop (Optional)
Audio Jacks (2.5 mm/3.5 mm)
You can use earphones, a headset, neckloop, or other type of listening device
with the CapTel 840 PLUS to maximize the audio quality or to enjoy your new
phone hands-free. Simply plug the headset/assistive device into the
appropriate 2.5 mm or 3.5 mm audio jack located on the right edge of the
CapTel 840 PLUS phone. Open the protective cover to reach the jacks.

12 •GETTING STARTED Customer Service: 888-269-7477
Setting up Your CapTel 840 PLUS
Requirements
1. Analog telephone line(s) or DSL service with filter.
NOTE: CapTel is not compatible with PBX office systems unless an analog
port is available.
2. Standard electrical power (AC adapter plugs into standard wall outlet).
STEP 1 – Select a Location
Set up the CapTel 840 PLUS in a place where:
• There is a telephone jack nearby (must be an analog line or DSL
service with a filter).
• There is an electrical outlet nearby.
• The surface it will be set on, or mounted to, is stable and secure.
• The area is protected from excessive heat or humidity.
STEP 2 – Connect to a Power Outlet
1. Plug the power adapter in the power socket labeled “Power”
located on the back (top) edge of the CapTel 840 PLUS.
2.
Plug the power adapter into a wall outlet or power strip. The CapTel
display screen will light up to let you know power is connected.
TIP: Plug your power adapter into an electrical power surge protector to protect your
CapTel 840 PLUS from damage caused by unspecified electrical voltage or lightning.
CAUTION! USE ONLY THE ADAPTER THAT CAME WITH YOUR CAPTEL 840 PLUS.
USING ANY OTHER AC ADAPTER MAY DAMAGE THE CAPTEL AND VOID THE WARRANTY.

Customer Service: 888-269-7477 GETTING STARTED •13
STEP 3 – Select a Language
You can set CapTel 840 PLUS for either English or Spanish language. The
CapTel menu options and conversation captions will appear in whichever
language you select.
1. When the CapTel screen lights
up, select which language you
would like. Press the UP arrow
or DOWN arrow until the
language you want is highlighted.
2. Press the YES button to accept.
STEP 4 – Connect to your Telephone Service
1. Plug one end of the telephone cord into the telephone jack
labeled “Line 1” located on the back (top) edge of the CapTel 840
PLUS. (Use the telephone cord included with your new CapTel
840 PLUS phone.)
2. Plug the other end of the telephone cord into a telephone
wall outlet.
NOTE: To use CapTel at the same telephone wall jack as a signaler or life line
device, please see page 102 for special set up instructions.
WARNING: Be sure to use only
the power adapter that came
with your CapTel 840 PLUS.
Using any other power adapter
may damage your phone.
Please Select Language
English
Español
Press YES to Accept
English
English

14 •GETTING STARTED Customer Service: 888-269-7477
STEP 5 – Enter a Dialing Prefix
In some office settings, you may need to dial a 9 or other number to get an
outside line. This number must be entered in the Dialing Prefix menu in order
for captions to work properly.
If you do NOT need a dialing
prefix, press the NO button.
If you enter a Dialing Prefix, your CapTel
phone will automatically enter the number
for you at the start of every captioned call.
1. If you need a Dial Prefix, press
the YES button.
2. Use the dialing keypad to enter
the number you need to get an
outside line. Use the DOWN
arrow button to backspace and
press the UP arrow button to
add 2-second delay, which will
appear as a comma (,).
3. When the number is entered,
press the YES button to save.
Edit Dialing Prefix
Dialing Prefix:
_
Press YES to save number or NO to exit
for Backspace, for 2 second delay
SETUP - DIAL PREFIX
Do you need to dial a number
to access an outside line?
Press YES to enter a Dial Prefix
Press YES to select or press NO to exit
Edit Dialing Prefix
Dialing Prefix:
9,
Press YES to save number or NO to exit
for Backspace, for 2 second delay

Customer Service: 888-269-7477 GETTING STARTED •15
STEP 6 – Phone Mode Check
Your CapTel 840 PLUS checks which
MODE your phone is operating in, either
analog or IP mode.
If the Mode setting is correct, the display
screen indicates No Mode Change Needed.
If a Mode Change is required, your CapTel
phone will automatically switch to the
correct mode. Watch the display for
directions.
STEP 7 – Telephone Line Quality Test
CapTel conducts a test to check the quality
of your telephone line connection. A high
quality connection helps ensure that
captions will not be interrupted during
your calls.
To test the line quality, CapTel dials in to a
special testing program. The CapTel screen
indicates the test results.
If the test indicates poor line quality, you
may still be able to make/receive calls, but
you might experience problems with the
captions.
If you have questions about the line
quality, please contact CapTel Customer
Service for assistance.
SETUP - PHONE MODE CHECK
Checking Your CapTel Phone
Mode Setting
Dialing CapTel …..
SETUP - TELEPHONE LINE QUALITY TEST
Testing the quality of your telephone line
Connecting to the Line Quality Tester
Press NO to exit

16 •GETTING STARTED Customer Service: 888-269-7477
STEP 8 – Set the Time and Date
Your CapTel phone checks to see if the clock needs to be set. You only need
to set the time and date the first time you set up your CapTel phone (or after
a power outage).
1. CapTel shows you the default
time and date setting. Use the
UP
or DOWN arrow buttons to
move the blue highlight over the
number that you want to change.
2. On the dialing pad, press the key that
lists the number you want to use.
Example: To set the time for 11:30, press the “1” key twice, then press the
“3” key followed by the “0” key.
NOTE: When you enter the date setting, only the last two numbers in the year
can be changed.
3. When you have set the time and date, press the YES key to save.
Set the Time and Date
12:00 PM
01/01/2016
Use 2 for AM
Use 7 for PM
Use the keypad to enter the Time and Date
Press YES to accept or NO to exit
TIP: To change the time from AM to PM, press the 2 key for “AM” and the
7 key for “PM”.
NOTE: You can also change the Time and Date any time through the CapTel
Options Menu. See page 96 for instructions.
STEP 9 – Do you have Call Waiting service? If yes, please see
“Setting a Call Waiting Block” on page 87.

Customer Service: 888-269-7477 GETTING STARTED •17
STEP 10 – Register Your Long Distance Provider
If you plan to make long distance captioned calls with your new CapTel phone,
please let CapTel Customer Service know what long distance company you
want your charges to be billed under, so that it appears correctly on your
phone bill under your existing long distance service or calling plan.
If you do not inform CapTel Customer Service which long distance service
should be used, long distance captioned calls placed on your CapTel phone
will be billed under the same long distance service/company that your state
uses for Relay calls (varies by state).
Registering your Long Distance service only affects long distance calls that are
captioned. Local calls and calls to toll-free numbers are not affected. You are
never charged a fee for using the CapTel captioning service.
To Indicate Your Preferred Long Distance Carrier: (Select One)
• Register online: www.CapTel.com
• Email: [email protected]
• Call toll-free: 1-888-269-7477 (V/TTY)
• Fax to Customer Service: 1-608-204-6167
• Fill out and mail the blue Long Distance registration card that
came in your CapTel box.
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NOTE: If people call your CapTel phone via long distance, encourage them to
register their long distance service/calling plan with CapTel Customer Service, too.
This will ensure their long distance captioned calls to you are billed correctly on
their phone bill under their existing long distance company/calling plan.

18 •GETTING STARTED Customer Service: 888-269-7477
Getting Help
If you have any questions or comments as you use your new CapTel 840 Plus,
we’re here to help. Use any of these ways to contact us:
CUST SERV Button
Pick up the handset and press the CUST SERV button to
automatically speed dial directly to our helpful Customer Service
team. If you are in an office setting, you may need to dial a
number, such as “9”, to reach an outside line first and then press
the CUST SERV button. (Available 24 hours a day, 7 days a week.
Closed on major holidays.)
Help materials are also available online at our website.
Phone: [phone] (Available 24 hours a day, 7 days a week)
En Español: 1-866-670-9134
FAX: [phone]
Mail: CapTel Customer Service
450 Science Drive
Madison, WI 53711
Email: [email protected]
Online: www.CapTel.com
(Live Chat help available at our website)
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