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Ultratec CapTel 840, How-To Manual

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Ultratec CapTel 840 How-To Manual Download Page 51

Customer Service: 888-269-7477

U S I N G   T H E   A N S W E R I N G   M AC H I N E

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49

Using the

Answering Machine

This section explains how to use the built-in Answering
Machine to see messages that people leave for you. 
You can hear the voice recording and read captions 
of  the message. You can also get captions of  messages
left on your voice mail service.

SECTION 5

TOPICS:

쏋

Turning Answering Machine On/Off

쏋

Playing Your Answering Machine Messages

쏋

Clearing All Messages

쏋

Recording a Personal Greeting Message

쏋

Setting the Number of Rings Before 
Answering

쏋

Making Incoming Messages Audible/Silent

쏋

Seeing Captions of Your Voice Mail 
Messages

Summary of Contents for CapTel 840

Page 1: ...305 018302 6 13 CapTel 840 How to Guide...

Page 2: ...uld 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 displa...

Page 3: ...uestions 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 Capt...

Page 4: ...Section 3 Viewing Captions 30 Viewing corrections 31 Reviewing captions during a call 32 Reviewing captions after hanging up 33 Saving conversations 34 Erasing all conversations 36 Changing the capti...

Page 5: ...ons Button default to on off 73 Turning Spanish captions on off 75 Dialing a number to get an outside line 77 Setting a Call Waiting block 79 Adjusting the volume of the ringer 81 Setting the pitch of...

Page 6: ...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 c...

Page 7: ...erview of CapTel 840 Phone Using a Headset or Neckloop Optional Setting up your CapTel 840 What is in the Box Your CapTel 840 includes the following parts CapTel 840 Phone Telephone Cord Power Adapter...

Page 8: ...Overview of CapTel 840 Phone 1 2 3 4 5 6 7 8 9 10 11 12 13 14 6 GETTING STARTED Customer Service 888 269 7477...

Page 9: ...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...

Page 10: ...ets 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...

Page 11: ...the captions off just press the CAPTIONS button to turn the red light off 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 increas...

Page 12: ...does not work with a PBX system unless an analog port is available 2 Telephone Line 2 for optional 2 Line Mode only If using 2 Line Mode plug the second telephone cord here RJ11 jack The primary telep...

Page 13: ...nes a headset neckloop or other type of listening device with the CapTel 840 to maximize the audio quality or to enjoy your new phone hands free Simply plug the headset assistive device into the appro...

Page 14: ...in the power socket labeled Power located on the back top edge of the CapTel 840 2 Plug the power adapter into a wall outlet or power strip The CapTel display screen will light up to let you know powe...

Page 15: ...ephone cord into a telephone wall outlet Pick up the CapTel handset and listen for a dial tone to make sure that the telephone service is connected properly The Signal Meter in the lower right corner...

Page 16: ...llowed 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 1...

Page 17: ...ned 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...

Page 18: ...ustomer 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 C...

Page 19: ...r incoming calls with your CapTel 840 SECTION 2 Making and Answering Calls TOPICS Placing a Call with Captions Placing a Call without Captions Answering a Call with Captions 1 Line Mode Answering a Ca...

Page 20: ...ffice setting please see Dialing a Number to Get an Outside Line on page 77 If you have Call Waiting please see page 79 for special instructions To place a call with captions Before you dial check tha...

Page 21: ...you would like captions hang up turn on the Caption feature and place the call again 3 As you dial the display screen shows the status as your CapTel phone connects to the captioning service letting y...

Page 22: ...ONS button before picking up the handset 1 Press the CAPTIONS button to turn off the Caption feature Verify that the red light is off 2 Pick up the handset 3 Dial the number of the person you are call...

Page 23: ...rded greeting that asks for your telephone number The caller should enter your phone number and press pound example xxx xxxx Recorded greeting Thank you for calling the Captioned Telephone Service For...

Page 24: ...ble to hear you speak 5 Watch the display You may begin speaking as soon as you see that the call has connected NOTE If the call was not placed through the Captioning Service the call will not be capt...

Page 25: ...n incoming call on a phone other than the CapTel and you hear a beep that reoccurs throughout the call the person who called you dialed through the CapTel Captioning Service Pick up your CapTel phone...

Page 26: ...ncrease the volume make sounds louder during a call press the right side of the VOLUME bar To decrease the volume make sounds softer during a call press the left side of the VOLUME bar To save your vo...

Page 27: ...hange it again If you hear low frequency tones better press the TONE button repeatedly until you see Tone is Low on the display screen If you hear mid range frequency tones better press the TONE butto...

Page 28: ...sounds may cause just a single dot on the display to light up This meter can help you gauge when a person is finished speaking or initially answers a call The Outgoing Volume Meter This meter helps y...

Page 29: ...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 will not be able to...

Page 30: ...gh the CapTel handset as you would with any other call 4 If you need captions from 911 press the YES button This puts your CapTel phone into VCO or Voice Carry Over mode VCO allows you to speak direct...

Page 31: ...l taker is typing You will see their instructions on your CapTel display screen NOTE The 911 call taker may type GA or Go Ahead to let you know when it is your turn to talk Q means the 911 call taker...

Page 32: ...Captions TOPICS Viewing Corrections Reviewing Captions During a Call Reviewing Captions After Hanging Up Saving Conversations Erasing All Conversations Changing the Caption Font Size Setting the Color...

Page 33: ...t delay before the word error is corrected If you are unclear about what was said ask your caller to clarify NOTE You can change the color of the captions and corrections in the Set Conversation Color...

Page 34: ...other party said during the time you were reviewing captions will appear and the live captions will continue as usual You can go back again at any time during the call to review what was said Just pre...

Page 35: ...6 Press the NO button repeatedly to exit out of the menu system NOTE Your CapTel phone comes with the Save Conversations feature enabled letting you view conversation captions after you ve hung up the...

Page 36: ...until Conversations is highlighted Press the YES button to select 3 Press the DOWN arrow button until Save Conversations is highlighted Press the YES button to select 4 Press UP or DOWN arrow button...

Page 37: ...This setting will remain On Off until you change it again NOTE Your CapTel phone holds 500 lines of captions in conversation memory If the conversation memory fills up entirely older captions will be...

Page 38: ...Press the YES button to accept 4 The display screen asks Would You Like to Erase All Conversations Press the YES button to erase captions Or press the NO button to exit 5 Press the NO button repeatedl...

Page 39: ...ns menu 2 Press the DOWN arrow button repeatedly until Settings is highlighted Press the YES button to select 3 Press the DOWN arrow button repeatedly until Display Settings is highlighted Press the Y...

Page 40: ...cannot adjust the caption font size during a live call WARNING Changing the font size will delete all previously saved conversations SET CONVERSATION FONT SIZE Conversation Font is SMALL Use or to se...

Page 41: ...n colors 1 With the handset hung up press the YES button to see the Options menu 2 Press the DOWN arrow button repeatedly until Settings is highlighted Press the YES button to select 3 Press the DOWN...

Page 42: ...to move through the color choices When you find a correction color you prefer press the YES button to accept 9 Press the NO button repeatedly to exit out of the menu system NOTE Whichever color you s...

Page 43: ...ss the YES button to select 3 Press the DOWN arrow button repeatedly until Display Settings is highlighted Press the YES button to select 4 Press the DOWN arrow button repeatedly until Conversation Sm...

Page 44: ...Conversation Smooth Scroll Off displays captions word by word as each word is captioned 6 After making your selection press the YES button to accept or press the NO button to exit 7 Press the NO butt...

Page 45: ...the DOWN arrow button repeatedly until Settings is highlighted Press the YES button to select 3 Press the DOWN arrow button repeatedly until Display Settings is highlighted Press the YES button to se...

Page 46: ...Use the UP and DOWN arrows to highlight the level of brightness you would like Press the YES button to select NOTE The display screen will change brightness levels as you select the options 6 Press t...

Page 47: ...e any incoming calls that you may have missed SECTION 4 Call History TOPICS Using Call History to See Recent Calls Clearing All Caller ID Entries NOTE Call History requires Caller ID service from your...

Page 48: ...all Depending on your Caller ID service the display screen may also list the name of the caller To see other callers information saved in Call History press the DOWN arrow button to scroll back throug...

Page 49: ...call first and going back in chronological order 4 Use the UP and DOWN arrow buttons to move backward and forwards through previous call listings NOTE You can delete Caller ID entries as you review t...

Page 50: ...he YES button to select 3 Use the DOWN arrow button to highlight Clear All Caller ID Records Press the YES button to select 4 The display asks Would You Like to Clear All Caller ID Press YES to erase...

Page 51: ...ar the voice recording and read captions of the message You can also get captions of messages left on your voice mail service SECTION 5 TOPICS Turning Answering Machine On Off Playing Your Answering M...

Page 52: ...ptioning Service the Answering Machine will only record the voice message it will not be captioned To turn the Answering Machine on 1 With the handset hung up press the YES button to see the Options m...

Page 53: ...it The Answering Machine will stay on or off until you change this setting ANSWERING MACHINE CURRENTLY ON Answering Machine On Answering Machine Off Press YES to accept or NO to exit TIP When the phon...

Page 54: ...arrow button to review previous messages Press DOWN arrow button to move to the next message 4 Hang up the handset when you are finished playing your messages NOTE The CapTel display screen stays ON...

Page 55: ...essages are playing doing a little shopping after the kids get done with school so if you want to meet me please go ahead and give me a call back and we will set something up alright MARY SMITH 321 55...

Page 56: ...e on to the next one 5 When you are finished playing your messages hang up the CapTel handset 54 USING THE ANSWERING MACHINE Customer Service 888 269 7477 Would You Like to Erase This Message Press YE...

Page 57: ...Clear All Messages Press the YES button to select 4 Press the YES button to erase all saved Answering Machine messages If you don t want to erase all messages press the NO button to exit 5 CapTel conf...

Page 58: ...Options menu 2 Press the DOWN arrow button to highlight Answering Machine Press YES to select 3 Press the DOWN arrow button to highlight Greeting Message Press YES to select 4 Press the DOWN arrow bu...

Page 59: ...p Your new message will be played back over the handset for you to review If you d like to re record your greeting press the NO button to begin recording again 7 When you are satisfied with your new g...

Page 60: ...e is highlighted Press the YES button to select 3 Press the DOWN arrow button repeatedly until Answer Ring Count is highlighted Press the YES button to accept 4 Use the UP or DOWN arrow buttons to sel...

Page 61: ...row button repeatedly until Incoming Messages is highlighted Press the YES button to accept 4 Press the UP or DOWN arrow button to highlight Incoming Messages Audible or Muted Incoming Messages Audibl...

Page 62: ...Check that the CAPTIONS button is on red light lit 2 Lift the handset and dial the 7 or 10 digit telephone number that you use to access your voice mail messages remotely 3 Listen and read captions to...

Page 63: ...save frequently called phone numbers into your phone book for easy dialing SECTION 6 Using the Phone Book TOPICS Adding a New Contact to your Phone Book Dialing a Phone Number from the Phone Book Edi...

Page 64: ...ter the letters of the name of the person you wish to add Look for the letters listed on the number keys to know which number key to press For some letters press the number key several times until the...

Page 65: ...e contact names phone numbers or press the NO button repeatedly to exit the menu system TIP Press the DOWN arrow button for a backspace Press the button to add a space Press the UP arrow button to shi...

Page 66: ...act name and number listed in your Phone Book Use the UP and DOWN arrows to move through the contacts in your Phone Book 4 When you see the contact listing you want to dial simply lift the handset The...

Page 67: ...button to select 5 The display screen will show you the first listing in your Phone Book Use the UP and DOWN arrow buttons to move through the various contacts in your Phone Book When you find the co...

Page 68: ...he UP arrow button to insert a 2 second delay 8 When you are done editing the phone number press the YES button to save your changes 9 Press the YES button to edit more contacts in your Phone Book or...

Page 69: ...ook Use the UP and DOWN arrow buttons to move through the various contacts in your Phone Book until you see the contact listing you wish to delete 5 Press the YES button to remove the contact listing...

Page 70: ...uttons for emergency speed dial buttons to call the fire department or police or to quickly reach the phone numbers you call most often This section tells you how to set up and use the three Speed Dia...

Page 71: ...arrow button to insert a 2 second delay 6 Press the YES button to save it Example To enter the name Mary press the 6 key for the letter M the 2 key for the letter a the 7 key three times for the lette...

Page 72: ...r entry Use the DOWN arrow button to backspace erase numbers in the current listing Use the number pad key to change enter a new phone number Use the UP arrow button to insert a 2 second delay 5 When...

Page 73: ...umber for you automatically 4 Listen or watch the signal meter to know when someone answers Watch the display screen for captions Begin your conversation as you normally would When you are done with y...

Page 74: ...on Default to On Off Turning Spanish Captions On Off Dialing a Number to Get an Outside Line Setting a Call Waiting Block Adjusting the Volume of the Ringer Setting the Pitch of the Ringer Turning Key...

Page 75: ...Free Captioning Service Voice Number on page 1 for the number to give your callers If your caller does not dial through the Captioning Service you will not receive captions during the call The light a...

Page 76: ...ll Captions Off You will need to press the Captions button before your outgoing call to turn the Captions feature on 7 Press the YES button to accept 8 Press the NO button repeatedly to exit out of th...

Page 77: ...s menu 2 Press the DOWN arrow button repeatedly until Settings is highlighted Press the YES button to select 3 Check that Caption Settings is highlighted Press the YES button to select 4 Press the DOW...

Page 78: ...ions in Spanish 1 Line Mode SPANISH CAPTIONS CURRENTLY OFF Spanish Captions On Spanish Captions Off Press YES to accept or NO to exit Spanish to Spanish captioning available every day from 7 00 a m 11...

Page 79: ...u still need to dial the Dialing Prefix manually before you place a call even after you ve entered the Dialing Prefix in the CapTel menu The Dialing Prefix in the CapTel menu only applies to Line 2 th...

Page 80: ...dial the telephone number even after you ve entered a Dialing Prefix into the CapTel menu The Dialing Prefix feature only applies to Line 2 the telephone line that connects to the Captioning Service...

Page 81: ...tions menu 2 Press the DOWN arrow button repeatedly until Settings is highlighted Press the YES button to select 3 Check that Caption Settings is highlighted Press the YES button to select 4 Press the...

Page 82: ...repeatedly to exit NOTE If you program a Call Waiting block but you do not have Call Waiting service you will not be able to dial out with captions 2 LINE MODE If Line 2 has Call Waiting service you...

Page 83: ...6 Press the UP or DOWN arrow button to select your desired Ringer Volume level To turn the Ringer off entirely select Mute 7 When the volume setting you want is highlighted press the YES button to ac...

Page 84: ...button to select your desired Ringer Pitch level The ringer will ring briefly as you switch levels 6 When the Ringer Pitch level that you want is highlighted press the YES button to accept 7 Press th...

Page 85: ...n until Settings is highlighted Press the YES button to select 3 Press the DOWN arrow button to highlight Phone Settings Press the YES button to select 4 Press the DOWN arrow button repeatedly until K...

Page 86: ...ne is in use 5 Press the YES button to select your option or press the NO button to exit 6 Press the NO button repeatedly to exit out of the Options menu NOTE The CapTel display screen typically stays...

Page 87: ...ons menu 2 Press the DOWN arrow button repeatedly until Settings is highlighted Press the YES button to select 3 Press the DOWN arrow button until Phone Settings is highlighted Press the YES button to...

Page 88: ...ou Whatever volume setting you choose will be saved in CapTel memory and will be used for every call that has the Captions button lit During non captioned calls Captions button off the volume will aut...

Page 89: ...Press the YES button to select 6 Press the UP or DOWN arrow button to select Tone Dialing or Pulse Dialing 7 When the dialing mode you want is highlighted press the YES button to accept 8 Press the NO...

Page 90: ...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 setting the date only the last two numbers in the year can be ch...

Page 91: ...apTel handset taking turns reading and speaking When the call is completed press the Captions button to drop out of VCO mode You can also turn VCO mode on off in the Captions Settings menu Updating Yo...

Page 92: ...s 5 The CapTel phone checks to make sure that your software is up to date If a new software version is available your CapTel phone automatically updates to the most current version then resets itself...

Page 93: ...lls you how to set up and use your CapTel phone in 2 Line Mode Using CapTel in 2 Line Mode Optional TOPICS About 2 Line Mode Turning 2 Line Mode On Off Turning Captions On Off in 2 Line Mode Answering...

Page 94: ...r off at any time during a conversation Get full captioning for every type of call including emergency calls and calls through relay Share a call without interrupting captions Others can pick up an ex...

Page 95: ...ed on Line 1 just like with any other landline telephone When the receiver is lifted to make or receive a call Line 2 automatically connects to the Captioning Service to provide the captions You can t...

Page 96: ...phone service DSL with filter VOIP etc NOTE The CapTel 840 phone does NOT work with PBX digital telephone systems found in some business settings residential facilities or hotels hospitals unless an...

Page 97: ...irst plug the telephone lines in Second activate the 2 Line menu option Setup CapTel Phone for 2 Line Mode STEP 1 On the back top edge of the CapTel phone 1 Plug the AC adapter cord into the round pow...

Page 98: ...lighted Press the YES button to select 3 Check that Caption Settings is highlighted Press the YES button to select 4 Press the DOWN arrow button until 1 or 2 Line Captions is highlighted Press the YES...

Page 99: ...he CapTel menu as well See page 77 for directions You are now ready to begin making and receiving calls using 2 Line Mode NOTE If you have already used your CapTel phone in 1 Line Mode be sure to remo...

Page 100: ...re ready During this time you and your caller will be able to speak to and hear each other so you may begin your conversation if you can hear the caller clearly enough You may ask your caller to hold...

Page 101: ...aptions It may indicate an incoming call with Call Waiting 2 Inform the party you are speaking with on the initial call that you have another call on Call Waiting and ask if they would mind holding 3...

Page 102: ...ine 3 Be sure that if you have Call Waiting on Line 2 you enter a block Call Waiting code in the CapTel menu Otherwise incoming calls to Line 2 may interrupt the captions The Call Waiting block will o...

Page 103: ...Line 1 the line you have the voice conversation over Leaving messages on answering machines You may begin leaving your message as soon as you see BEEP on the display screen or hear the recorded greet...

Page 104: ...If you are still experiencing the problem unplug your CapTel 840 from the power adapter wait 10 seconds then plug the power back in again This resets the CapTel 840 in the same way you might reset you...

Page 105: ...nd device It is not designed for that purpose Sharing a Telephone Line Jack Devices such as signalers or life line devices often have to be hooked up to the same telephone line as your CapTel phone If...

Page 106: ...erload wall outlets and extension cords This overloading can result in a fire or electric shock 9 To reduce the risk of electric shock do not disassemble the CapTel but take it to a qualified service...

Page 107: ...ID entries 45 46 deleting Caller ID entries 47 48 clearing all Caller ID entries 48 Call Waiting 8 79 80 Captions button 9 18 20 22 24 28 29 71 72 73 85 89 97 98 changing color of captions 39 correct...

Page 108: ...ial from Phone Book 64 Edit Phone Book 65 Settings 72 Redial button 8 Reset problem solving 102 Reviewing Calls 32 33 Ringer adjusting pitch 82 adjusting volume 81 turning off mute 81 Scroll captions...

Page 109: ...may be connected to the telephone line Excessive RENs on the line may result in the devices not ringing in response to an incoming call In most but not all areas the sum of RENs should not exceed five...

Page 110: ...ough 12 Captions On Off Handset Type HAC Hearing Aid Compatible Dialing Phone Book 97 entries Speed Dial 3 entries Redial Last 10 dialed numbers Captions 4 Caption font sizes Small 0 15 Medium 0 20 La...

Page 111: ...nce Drive Madison WI 53711 888 269 7477 V TTY 866 670 9134 Spanish CapTel Customer Service Email CapTel CapTel com Fax 608 204 6167 Online www CapTel com 2012 Ultratec Inc All rights reserved Ultratec...

Page 112: ...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...

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