And if you live in Outlook all day, here’s a look at how to manage time zones better. Add Extra Time Zone Outlook 2016 Calendar Launch Outlook 2016 and go to File > Options.
Set the time zone for an event When you create a new meeting or appointment, Outlook uses the default time zone in your Outlook preferences for Calendar. If you want, you can specify a different time zone for an event as you are creating it. To display the Time zone selector, on either the Organizer Meeting tab or the Appointment tab, click Time Zones. For example, if you will be traveling from Los Angeles to New York, you might want to create an event that will occur in New York's time zone instead of your workplace time zone. By specifying the specific time zone of the event, you can make sure that the event time will be accurate, even if you travel and change the time zone on your laptop. Add a second or third time zone In the latest version of Outlook for Mac for Office 365 and Outlook 2019, three separate time zones can be displayed in the Calendar. In other versions for Outlook for Mac, you can display only two time zones.
The time zones can be, for example, your local time zone, the time zone of another business location, and the time zone of a city that you often travel to. The second and third time zones are used only to show a second and third time bar in Calendar view, and do not affect the way in which Calendar items are stored or displayed. Choose Outlook Preferences. Select Calendar. Under Time zones, select the Show a second time zone in Day and Week view check box and, if needed, the Show a third time zone in Day and Week view checkbox.
In the Label field for each time zone, type a friendly name. The selected time zones automatically appear on your Calendar. More about time zones Outlook keeps track of time zones and daylight saving time so that events automatically appear at the correct time on your calendar. For example, imagine that your workplace is in Los Angeles and your colleague's workplace is in New York, which is three hours ahead of Los Angeles. When your colleague sends you an invitation for a conference call at 11:00 A.M. New York time (Eastern Time), Outlook adjusts the meeting time to 8:00 A.M.
(Pacific Time) when you view it on your laptop in Los Angeles. If you change the time zone on your laptop, Outlook updates events on the calendar to the correct time for the new time zone. For example, if you travel to another time zone and change the laptop's System Preferences to the new time zone, all events on your Outlook calendar are updated accordingly. Outlook keeps track of time zones and daylight saving time so that events automatically appear at the correct time on your calendar. For example, imagine that your workplace is in Los Angeles and your colleague's workplace is in New York, which is three hours ahead of Los Angeles. When your colleague sends you an invitation for a conference call at 11:00 A.M. New York time (Eastern Time), Outlook adjusts the meeting time to 8:00 A.M.
(Pacific Time) when you view it on your laptop in Los Angeles. If you change the time zone on your laptop, Outlook updates events on the calendar to the correct time for the new time zone. For example, if you travel to another time zone and, upon arrival you change the laptop's System Preferences to the new time zone. When you open Outlook, all events on the calendar are updated accordingly.
When you create a new event, Outlook uses the default time zone that is set in your Outlook preferences for Calendar. If you want, you can specify a different time zone for an event as you are creating it. To display the Time zone selector in the meeting window, on the Meeting tab, click Time Zone. For example, if you will be traveling from Los Angeles to New York, you might want to create an event that will occur in New York's time zone instead of your workplace time zone. By specifying the specific time zone of the event, you can make sure that the event time will be accurate, even if you travel and change the time zone on your laptop. When Outlook receives invitations or imports events from applications that don't store time zone information, Outlook assigns the time zone that is set in your Outlook preferences for Calendar.
. In order to address time zone changes, this tool will help adjust calendar items in Outlook after the operating system has been updated with new time zone definitions.
This tool can be used for general adjustments of calendar items based on changes in time zone definitions saved in Windows or by the user making a permanent move to another time zone. Version 3 addresses several issues reported by customers while using the previous version of the tool. It also allows to access the tool via the Microsoft Windows Start menu. Specifics:. In existing recurring appointments, Outlook has encoded the current DST rules. Instances of recurring appointments that occur during the delta period will appear one hour earlier than they should.
For existing single-instance appointments and reminders, Outlook already calculated the universal time coordinate (UTC) value upon appointment creation: If a user creates an appointment while Windows is configured for the old DST rules and the appointment itself occurs during the 'new' DST weeks, the appointment will appear one hour earlier than it should. Existing all-day events are associated with 24 specific hours instead of a given date: For the reasons described above, all-day events will appear to shift and thus span two days during the 'new' DST weeks. For addtional information about the time zone changes and Microsoft Office Outlook, refer to the Support article.
To install this download:. Before running this tool, make sure that you have installed the Windows patch that contains the most up-to-date time zone definitions or you are running Windows Vista with the most up-to-date time zone definitions. Download the file by clicking the Download button (above) and saving the file to your hard disk.
Double-click the OutlookTimeZoneMove.exe program file on your hard disk to start the Setup program. Follow the instructions on the screen to complete the installation. Instructions for use:.
After you are done installing the tool, it can be launched using the appropriate entry in the Windows Start menu. The menu entries can be found in the Start menu under All Programs Microsoft Office Outlook Tools Time Zone Data Update Tool. Select Time Zone Daylight Saving Update Mode to update your calendar in your current timezone. Select Permanent Time Zone Move Mode to permanently move your calendar to a different time zone.
![Windows time zone update Windows time zone update](/uploads/1/2/5/4/125449998/760956183.gif)
Verify your default Data File is selected and Update to reflect changes to Windows time zones is selected, and continue through the rest of the tool. Note that if you have created non-recurring appointments on your Calendar since you updated your Windows time zones, you should click the Details button once the tool has reported that its scan is complete and uncheck any such appointments before continuing. Additionally, after running the tool, make sure to go to your calendar and review your calendar items to ensure that they appear at the correct times.
To remove this download:. On the Start menu, point to Settings and then click Control Panel. Double-click Add/Remove Programs.
In the list of currently installed programs, select Time Zone Data Update Tool and then click Remove or Add/Remove. If a dialog box appears, follow the instructions to remove the program. Click Yes or OK to confirm that you want to remove the program.