Programming Your Phone

Digital desk phones at HSU have “soft keys” that can be programmed to do certain tasks automatically, without you needing to refer to user guides or enter long key sequences. This document is a brief overview of these and other timesavers that can be used on digital and/or analog phones. Note that HSU has two models of digital phone, each of which has different controls - check which phone you have.

Below is a list of the soft keys referenced in this document. If you can’t identify some or all of these keys on your phone, call the Help Desk at x4357 for assistance. 

  • Access – The Access keys are the keys on the right hand side of digital phones that are used to place calls and access different functions on the phone.
  • Auto Answer – Not available on all phones, this key can be programmed with an automated response message.
  • Clear – Sometimes labeled C, this key can be found in the block of keys below the numeric keypad. It is used to clear activities previously programmed onto a TNS key.
  • Program – Use this key to initiate any TNS key function (see below).
  • TNS – Telephone Number Stored. This key enables you to store sequences of up to 20 keystrokes – for example, as a speed-dial for a specific on- or off-campus number or to set a call diversion for when you’re out of the office. Usually, blank keys on your phone can be used as TNS keys.

You'll also find a handy video tutorial on the ITS YouTube channel.

Model 203 Phones

Storing numbers and key sequences 

Here’s how you store a number or key sequence on your Model 203 phone:

  1. Press the Program key.
  2. Press a vacant TNS key. A light will come on next to it.
  3. Enter the key sequence or number you want to store. Don’t forget to include the 9 for an off-campus number.
  4. Press the TNS key again. The light will go off, indicating that the key has been programmed.
  5. Press the Program key.

Using a stored number or key sequence

To use a stored number or key sequence, just press the appropriate TNS key.

Clearing a stored number or key sequence from a TNS key

  1. Press the Program key.
  2. Press the TNS key you wish to clear. A light will come on next to it.
  3. Press the Clear key.
  4. Press the TNS key again. The light will go off, indicating that the key has been cleared.
  5. Press the Program key again.

Ring options 

A number of Ring options are available to change the way the ringer sounds on phones and how the keys light up on digital phones. Any key other than the numeric keypad keys can be programmed using Ring options – here’s how:

  1. Press the Program key.
  2. Press the key to which you want to apply a new Ring option. A light will come on next to it.
  3. Enter the Ring option you want to apply (see below).
  4. Press the key again. The light will go off, indicating that the Ring option has been applied.
  5. Press the Program key again.

The following Ring options are available:

0 = Silent – no sound, flashes only.

1 = Normal ring. 

2 = Rings after delay – flashes a few times, then rings.

3 = Two rings, then continues to flash.

4 = Two rings after delay, then continues to flash – flashes a few times, then rings twice, then flashes again.

5 = Conditional Automatic Call Answer – only available on phones with an Auto Answer key; this activates a previously-programmed response after a warning tone.

6 = Unconditional Auto Call Answer - only available on phones with an Auto Answer key; this activates a previously-programmed response after a warning tone only if a line is available.

Model 225 Phones

Storing numbers and key sequences 

Here’s how you store a number or key sequence on your Model 225 phone:

  1. Press the < key three times to highlight Program and press SELECT
  2. Press a vacant TNS key. A light will come on next to it.
  3. Enter the key sequence or number you want to store. Don’t forget to include the 9 for an off-campus number.
  4. Press the TNS key again. The light will go off, indicating that the key has been programmed.
  5. Press EXIT.

Using a stored number or key sequence

To use a stored number or key sequence, just press the appropriate TNS key.

Clearing a stored number or key sequence from a TNS key

  1. Press the < key three times to highlight Program and press SELECT.
  2. Press the TNS key you wish to clear. A light will come on next to it.
  3. Press the C key.
  4. Press the TNS key again. The light will go off, indicating that the key has been cleared.
  5. Press EXIT.

Ring options 

A number of Ring options are available to change the way the ringer sounds on phones and how the keys light up on digital phones. Any key other than the numeric keypad keys can be programmed using Ring options – here’s how:

  1. Press the < key three times to highlight Program and press SELECT.
  2. Press the key to which you want to apply a new Ring option. A light will come on next to it.
  3. Enter the Ring option you want to apply (see below).
  4. Press the key again. The light will go off, indicating that the Ring option has been applied.
  5. Press EXIT.

The following Ring options are available:

0 = Silent – no sound, flashes only.

1 = Normal ring.

2 = Rings after delay – flashes a few times, then rings.

3 = Two rings, then continues to flash.

4 = Two rings after delay, then continues to flash – flashes a few times, then rings twice, then flashes again.

5 = Conditional Automatic Call Answer – only available on phones with an Auto Answer key; this activates a previously-programmed response after a warning tone.

6 = Unconditional Auto Call Answer - only available on phones with an Auto Answer key; this activates a previously-programmed response after a warning tone only if a line is available.

Speed Redial (digital and analog phones)

You can redial the last off-campus number dialed by picking up the phone and pressing ***. Note that this function does not work for internal numbers or command sequences.

Automatic Call Back (digital and analog phones)

When you call an on-campus extension that’s busy, you can have that extension automatically call you back once it is free. You can continue to use your phone as normal while Automatic Call Back is in effect, and you can set multiple Automatic Call Backs to be active at the same time.

Activating Automatic Call Back

  1. Dial the on-campus extension., hear the busy signal or no answer
  2. When you hear the busy signal or get no answer, press 6
  3. Listen for 3 beeps
  4. Hang up

When the extension becomes available, your phone will ring quickly for eight seconds. Lifting the handset during the fast ringing will cause that extension to call you. If you do not pick up your phone during the fast ringing, the Automatic Call Back will be cancelled.

Canceling Automatic Call Back (one extension)

  1. Lift the handset
  2. Press # 6 *
  3. Dial the extension number
  4. Press #

Canceling Automatic Call Back (multiple extensions)

  1. Lift the handset
  2. Press # 6 #

Call Diversion (digital and analog phones)

The Call Diversion function lets you re-route incoming calls to voicemail or an alternate number. Most HSU phones are pre-programmed to go to voicemail when the phone is busy or the user is otherwise not available to answer. The destination for re-routed incoming calls is also known as the answer point.

Call diversion options:

  • Divert All Calls diverts all calls to the preprogrammed answer point.
  • Divert No Answer diverts all unanswered incoming calls to the preprogrammed answer point.
  • Divert Busy diverts incoming calls to the preprogrammed answer point when the line is busy.
  • Divert Follow Me diverts incoming calls to another campus extension.

To set Divert All Calls

  1. Lift the handset
  2. Press * 2 #
  3. Listen for 3 beeps followed by the dial tone
  4. Hang up

Digital phones will now display Divert to 6999 if calls are being diverted to voicemail or Divert to <extn> if calls are being diverted to a different extension.

To cancel Divert All Calls:

  1. Lift the handset
  2. Press # 2 #
  3. Listen for the dial tone
  4. Hang up

To set Divert No Answer

  1. Lift the handset
  2. Press * 2 1 #
  3. Listen for 3 beeps followed by the dial tone
  4. Hang up

To cancel Divert No Answer

  1. Lift the handset
  2. Press # 2 1 #
  3. Listen for the dial tone
  4. Hang up

To set Divert Busy

  1. Lift the handset
  2. Press * 2 2 #
  3. Listen for 3 beeps followed by the dial tone
  4. Hang up

Note that, when Divert Busy is on, callers to your extension will not be able to use Automatic Call Back, nor will you be able to pick up calls to your extension from another phone.

To cancel Divert Busy

  1. Lift the handset
  2. Press # 2 2 #
  3. Listen for the dial tone
  4. Hang up

To set Divert Follow Me

  1. Lift the handset
  2. Press * 2 *
  3. Dial the extension number to which calls should go
  4. Press #
  5. Listen for 3 beeps followed by the dial tone
  6. Hang up

Your phone will now display Follow Me <extn>

To redirect Divert Follow Me

  1. Lift the handset at the current answer point (not your extension)
  2. Press * 2 *
  3. Dial your extension
  4. Press *
  5. Dial the new extension
  6. Press #
  7. Listen for 3 beeps followed by the dial tone
  8. Hang up

Your phone will now display Follow Me <new extn>

To cancel Divert Follow Me from the answer point

  1. Lift the answer point handset
  2. Press # 2 *
  3. Dial your extension
  4. Press #
  5. Listen for 3 beeps followed by the dial tone
  6. Hang up

The Follow Me to <extn> message will no longer appear on your display.

To cancel Divert Follow Me from your phone

  1. Lift your phone’s handset
  2. Press # 2 #
  3. Listen for the dial tone
  4. Hang up

The Follow Me to <extn> message will no longer appear on your display.

Need Help?



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