Hamilton CapTel 840i Captioned Telephone — Setup Guide

Setup guide for the Hamilton CapTel 840i captioned telephone — covers telephone line, power, and Internet (wired or WiFi) connection, date/time setup, greeting message recording, and troubleshooting.

About Your CapTel 840i

The CapTel 840i connects to a telephone line like any other phone — you talk and listen to your callers, and place/answer calls the same way. What's different: to show captions, the CapTel 840i also connects to the Internet (the same way a computer does). That Internet connection links to a free Captioning Service, where a specially-trained operator transcribes everything the caller says into captions, which are sent back over the Internet to display on the phone. Because captions rely on the Internet connection, setup takes a few extra steps beyond a standard phone.

What's in the Box

• CapTel 840i Phone
• Telephone Cord
• Power Adapter (use ONLY the adapter that came in the box — using any other adapter may damage the phone and voids the warranty)
• Ethernet Cable (not necessary for WiFi installations)
• CapTel Setup Guide and CapTel How-to Guide
• Warranty Card

Step 1 — Requirements

Telephone Service

Connects via a standard RJ11 connection. Compatible with: standard analog service, DSL (filter recommended), digital cable phone service, VOIP, or FIOS phone service. Does NOT work with digital PBX phone systems (common in offices, residential facilities, hotels) unless an analog port is available.

High-Speed Internet Access

Connects via an Ethernet cable or WiFi network. A high-speed connection is required — dial-up will not work. Your modem/router should support DHCP; check whether a firewall is active, as it may interfere with connecting the CapTel 840i.

Standard Electrical Power

Plugs into a standard wall outlet using the included power adapter only.

Step 2 — Choosing a Location

Choose a location where a telephone jack, electrical outlet, and Internet jack (for wired setups) are all located nearby, on a stable/secure surface, protected from excessive heat or humidity. For WiFi setups, the phone doesn't need to be in the same room as the router, but signal strength improves the closer it is positioned to the router.

Step 3 — Connect the Telephone Line

Plug one end of the telephone cord into the jack labeled "Line 1" on the back (top) edge of the CapTel 840i. Plug the other end into a telephone wall outlet.

Step 4 — Connect to a Power Outlet

Plug the power adapter cord into the socket labeled "Power" on the back (top) edge of the phone, then plug the adapter into a wall outlet or power strip. The display screen will light up to confirm power is connected.

Tip: Plug the power adapter into a surge protector to guard against voltage spikes or lightning damage. Do not use an outlet controlled by a dimmer or wall switch.

Warning: Use only the power adapter that came with your CapTel 840i (6 VDC @ 1670 mAmps) — a different adapter may damage the phone.

Once power is connected, the phone automatically checks that everything is connected and working properly, showing progress on the display.

Step 5 — Connect to Your Internet Service

There are two connection options: wired (Ethernet) or wireless (WiFi).

Wired Installation

1. Plug one end of the Ethernet cable into the jack labeled "Ethernet" on the back (top) edge of the phone.
2. Connect the other end to your Internet access point: an available Ethernet jack on a digital cable modem, DSL modem, router, or wall outlet.

When connected properly, the LNK/ACT indicator light (next to the Ethernet jack) will glow.

Common Wired Setups

• All outlets in the same room: Connect directly if your modem has an available Ethernet jack. If not, add a router or switch (must support DHCP) between the modem and the CapTel 840i.
• Outlets in separate rooms — Option A: Use a wireless (WiFi) router instead (see Wireless Installation below).
• Outlets in separate rooms — Option B: Use Powerline Network Adapters (sold separately, available from WCI at www.weitbrecht.com). These must be plugged directly into a wall outlet — never into a power strip, surge protector, extension cord, or GFI-type outlet.
• Outlets in separate rooms — Option C: Have your telephone company or ISP install an Ethernet wall jack directly in the room where you'll use the CapTel phone.
• Outlets in separate rooms — Option D: Use an extra-long Ethernet cable (sold separately from WCI) to bridge the distance.

Wireless/WiFi Installation

You'll need the name of your wireless network (SSID) and any password required to access it.

1. When the display asks, press YES for WiFi Setup.
2. CapTel checks for previously saved networks, or scans for available networks in range.
3. CapTel lists detected WiFi networks in order of signal strength (strongest to weakest). Use the UP/DOWN arrows to highlight your network, then press YES to select.
   Note: CapTel may detect neighboring networks — be sure to select the SSID that matches your own WiFi network.
   Tip: If your network doesn't appear, move the phone closer to the router and select "Refresh Network List."
4. If required, enter the WiFi password using the dialing pad (look for the letters printed on each number key — press repeatedly to cycle through). Press UP to shift-lock capital letters (press again to return to lowercase); press DOWN to backspace. Double-check the password is entered correctly (case-sensitive), then press YES to accept.
5. CapTel saves the network settings and connects to your wireless network.

Entering a Network Manually

If your network isn't listed: highlight "Enter Network Manually" and press YES. Enter the SSID using the dialing pad, select the network security type (No Security / WPA Security / WEP Security), then enter the password if required and press YES to accept. CapTel saves the settings and connects.

Once connected to the Internet, the CapTel automatically checks for and installs the latest software version if needed — the phone may reboot as part of this process. Wait for the update to finish before continuing.

Step 6 — Setting the Date and Time

1. Use the UP/DOWN buttons to move the highlight over the number you want to change.
2. Press the dialing-pad key for the number you want to enter (e.g. to set 11:30, press "1" twice, then "3" then "0").
3. Press YES to save. Press "2" for AM or "7" for PM.

Your CapTel is now ready to make/receive calls. Make a test call to confirm it's working properly.

Step 7 — Record a Personal Greeting Message (Optional)

By default, the Answering Machine uses a pre-recorded greeting ("Hello. No one is available to take your call. Please leave a message after the tone."). To record your own:

1. Press YES to see Options, then highlight "Answering Machine" and press YES.
2. Highlight "Greeting Message" and press YES.
3. Highlight "Record New Greeting" and press YES.
4. Lift the handset; when the display shows "REC," begin speaking your greeting.
5. Press YES to stop recording. Your message plays back for review — press NO to re-record if needed.
6. When satisfied, hang up the handset. The Answering Machine will now use your personal greeting.

Troubleshooting

Power

• Blank display screen: Press any dialing pad button to wake the phone from sleep mode. Confirm the power adapter is fully plugged in at both the phone and a working outlet. Confirm you're using the correct adapter (6 VDC @ 1670 mAmps) — a different adapter may damage the phone. If plugged into a power strip, confirm it's switched on; avoid outlets controlled by a wall switch.

No Telephone Service

• The Ethernet connection ONLY provides captions — you still need standard telephone service (analog, VOIP, DSL, digital cable, or FIOS) to make/answer calls.
• Confirm the telephone cord is plugged into both the phone and the wall outlet.
• Lift the handset and listen for a dial tone (the Signal Meter helps confirm, with the CAPTIONS button on). If no dial tone, unplug the cord and power for one minute, then reconnect.
• Test another phone in the same jack to confirm the jack works. Confirm you're using the cord provided with the CapTel 840i.
• If your line requires dialing "9" for an outside line (common in offices), dial "9" first.

Internet Access — "Check Network Settings"

• Confirm Internet access works via a computer in your home. If your Internet comes via digital cable, confirm your TV still gets cable channels (a cable outage affects Internet too).
• If you must log in every time you access the Internet, you may need a router between your modem and the CapTel 840i (router must support DHCP — check its static-IP-only status with support if unsure).
• Confirm your modem supports DHCP (not PPPOE-only).
• Check for a firewall blocking communication: wake the phone, then with the handset down press 0 4 7 4 6 3 6 (zero-IPINFO) to view IP info. If "CapTel IP" / "IP ADDR" show no numbers, contact your ISP to confirm DHCP support. If numbers ARE listed, captions may be blocked by a firewall — contact your ISP or check your router's firewall rules to allow the CapTel IP addresses.

"Waiting for Captions" — Unresponsive Keys

• Reset the phone: briefly unplug the AC adapter, then plug it back in. Wait for the logo screen; ensure the Captions button is lit.
• Full network reset: unplug the CapTel adapter, turn off the router and modem. Wait a minute, power on the modem first (wait for steady lights, up to 5 minutes), then the router, then plug in the CapTel adapter — in that order.
• Factory reset (deletes saved phone numbers/speed dials): at the idle screen, with the handset hung up, press 0 7 3 7 3 8 (zero-RESET), then press YES to confirm.

WiFi Network Issues

• SSID not in list: Move the phone closer to the router and select "Refresh Network List," or try "Enter Network Manually."
• "A Network Error Has Occurred": Press NO for more info, then contact CapTel Customer Service.
• "Router is out of range or invalid passphrase was entered": Confirm the router is on. Re-enter the WiFi password carefully (Options → Settings → Network Settings → Change Network Connection → confirm YES to leave the current network → re-scan and re-enter credentials).
• Check signal strength: Options → Settings → Network Settings → View Current Network shows SSID, Security type, Channel, and Power (signal strength in dBm — more bars/higher value is stronger). If very low, move the phone closer to the router and recheck.

Contact / Support

CapTel Installation Help Line: 888-269-7477 (V/TTY). Spanish CapTel Customer Service: 866-670-9134. Email: CapTel@CapTel.com. Fax: 608-204-6167. Online help: www.captel.com/customer-service.php

Ultratec, Inc. — 450 Science Drive, Madison, WI 53711