The ability to insert, delete, or alter time zones

Outlook's time zone settings are easily adjustable whenever you need them to be in sync with your location. Changing the time zone in Outlook is identical to doing so in the Windows Control Panel; the change is reflected in the time displays of all Microsoft Windows-based applications.

As soon as you alter the time zone in Outlook, the new time zone will be reflected in all Calendar views, and all Calendar items will be shifted to the new time.

  1. Access the Documents menu by selecting the File button.

  2. The Choices Menu Can Be Accessed By Clicking Here.

  3. Under Time zones on the Calendar tab, give the current time zone a label by typing its name in the Label box.

  4. Select the appropriate time zone from the drop-down menu under "Time zone."

    Notes: 

    • Microsoft Outlook automatically updates the time zone and DST settings on your Windows computer.

    • By default, Outlook's clock will adjust for DST when the time zone is one that uses it. The adjusting mechanism is off-limits to you. That said, it's not something you should do.

    • Daylight saving time is not in effect in all time zones. Changing Outlook to a time zone that doesn't use daylight saving time, like Arizona in the United States, will result in the program refusing to adjust clocks ahead by an hour.

Recent releases of Outlook for Microsoft 365 have added the ability to view three different time zones in the Calendar.

You can see dual time zones in older versions of Outlook, such as Outlook 2019 Volume License, Outlook 2016, Outlook 2013, and Outlook 2010.

These time zones may include your own, that of another office, and that of a city to which you frequently travel. To clarify, the second and third time zones are only used to display a second and third time bar in Calendar view; they have no bearing on the storage or presentation of Calendar items.

  1. Select the "File" menu item

  2. Choices can be accessed by clicking the corresponding button.

  3. Check the Show a second time zone box and, if necessary, the Show a third time zone box under the Calendar tab's Time zones section.  

  4. The extra time zone can be given a name in the Label box next to each time zone.

  5. To add a time zone, select it from the list in Settings > Time zone.

  6. Check the box labeled "Adjust for daylight saving time" if you would like your computer's clock to automatically adjust itself for DST changes. This choice is just for the DST-adopting regions.

You can rearrange the order of the time zones in Calendar when you have two or three displayed.

  1. To change the time zone in Calendar, right-click the clock and select the option.

  2. To change the time zone, go to the Time section.

  1. To access your files, select the "File" menu.

  2. Options can be accessed by clicking the aforementioned button.

  3. De-select the Show a second time zone and/or Show a third time zone checkboxes in the Calendar's Time zones section.

Outlook saves start and end times in the Coordinated Universal Time (UTC) format, an international time standard analogous to Greenwich Mean Time.

Meeting requests sent to recipients in different time zones will be displayed on their respective calendars at the appropriate local times while being stored in UTC.

To illustrate, suppose a meeting organizer in the Pacific time zone of the United States submits a request for a 2 p.m. M American Mountain Time for a participant in the Pacific Time Zone This meeting, according to the attendee, will begin at 3:00 P.M. M Local time in the mountains All meetings are scheduled to begin at 10:00 P.M. UTC, regardless of which time zone the host is in. M

If there are two different times displayed, the one chosen by the host of the meeting should be used. Inviting people from different time zones to a meeting is no problem; their availability will be displayed in your time zone, and their schedules will be automatically adjusted to accommodate their schedules. When viewing the calendar by day or week, only the second time zone will be displayed.

When you switch the current time zone, the new time zone is reflected in all Calendar views, and all events are shifted to reflect the new time. If you travel from the Pacific Time Zone in the United States to the Mountain Time Zone, all of your scheduled events will appear one hour later.

  1. Select Settings from the menu titled "Tools"

  2. To access the schedule customization menu, select Calendar Options.

  3. To change the time zone, select the appropriate button.

  4. Label the current time zone in Windows by typing a name in the box labeled Current Windows time zone.

  5. Select the appropriate time zone from the drop-down menu under "Time zone."

  6. Check the box labeled "Adjust for daylight saving time" if you want your computer's clock to automatically adapt to DST changes.

    Only in DST-observant timezones can you select this option.

    Notes: 

    • To accommodate the time zone shift, all-day events are also relocated. There seems to be more time involved in "one day" events than 24 hours. The Independence Day celebrations in the United States on July 4 are S holiday begins at midnight and goes until M Until 1:00 a.m. on July 4th, M On July 5th, the United States will move from Pacific to Mountain Time.

    • When you change the time zone or DST in Outlook, the corresponding changes are made in Windows.

    • During the winter, some time zones do not observe DST. The Adjust for daylight saving time check box is not only cleared, but disabled, when Outlook is set to a time zone that does not observe DST, such as Arizona in the United States.

    • The Adjust for daylight saving time box is already checked when the time zone in Outlook is one that observes DST. Although it's not advised, you can deselect the box.

Microsoft Outlook's Calendar view supports showing times in two different time zones. One time zone could be where you live and the other could be where you frequently visit. In the other city, you may want to see your Calendar events in accordance with the local time. Mark the Show an additional time zone box in Outlook's Time Zone dialog box to incorporate a second time zone. When viewing a calendar, the second time zone is only used to display a second time bar; it has no bearing on the storage or presentation of calendar events.

  1. Select Settings from the Toolbar's menu.

  2. Choose your schedule's preferences by selecting Calendar Preferences.

  3. To change the timezone, click the button.

  4. To display another time zone, click the box.

  5. Label the new time zone with the appropriate name in the appropriate box.

  6. Select the time zone you'd like to add from the drop-down menu under "Time zone."

  7. Click the box labeled "Adjust for daylight saving time" if you want your computer's clock to automatically adjust for DST.

    Daylight saving time (DST) is required for this option to be usable.

A quick way to adjust to the other time zone is to use the "Swap Time Zones" button. The time in Outlook and other Microsoft Windows applications has been altered.

It is possible to rearrange the order of the two time zones in Calendar.

  1. To adjust the time zone in Calendar, select the option from the context menu by right-clicking the time bar's header.

  2. A second time zone can be displayed by checking the Show an additional time zone box, selecting the time zone from the Time zone list, and giving it a label in the Label box.

  3. Select the Time Zone Switch button.

Please take note that this adjustment will affect how the time appears in Microsoft Windows applications like Outlook.

  1. Click Options under the Tools menu.

  2. Appointment Settings

  3. Time Zone by clicking on it

  4. Remove the tick from the box labeled Don't hide other time zones

When coordinating with people in different time zones, it can be helpful to be able to add and view a second time zone in Outlook. To make the current time in the primary time zone more apparent, a color gradient is applied when a second time zone is added.

Dual time zone

If more than one time zone is indicated, the one used by the meeting's organizer will be used as the standard. When you set up a meeting and invite people from different time zones, their availability will be reflected in the meeting based on their local time. Calendar views of a day or week are required to see the second time zone.

When scheduling a meeting with someone in another time zone from where you are, the meeting will show up on both of your calendars at the appropriate local times, but it will be saved as the same absolute time in UTC.

If a person in the Pacific Time Zone of the United States sends out a meeting request for a gathering to begin at 2:00 p.m., everyone receiving the invite will be in the midst of the gathering. M If a meeting is scheduled to begin at 3:00 p.m. Pacific Time, but the majority of attendees are located in the Mountain Time Zone, the meeting will appear to begin at 1:00 p.m. M Colorado Time Zone According to the server logs, the meeting will begin at 10:00 P.M. UTC whether it actually does or not. M )

Please take note that all appointments, meeting topics, and all-day events are treated the same way with regards to time zones.

Web-based Outlook lets you adjust the time zone to match your location. Also, more time zones can be shown, which facilitates scheduling across time zones.

Access Outlook's web-based time zone settings to modify your primary time zone or add additional time zones. Choose an option from the drop-down menu that appears when you click the gear icon on the right side of the ribbon.
Time Zones is a submenu under View All Outlook Settings.

Open Outlook Web Settings View Outlook Web Time Zone Settings

You can also access this option by right-clicking the time bar to the calendar's left and choosing Time zones > Edit time zones.

Open Outlook Web Time Zones

Select the time zone you'd like to use for your calendar by opening the time zone settings.

Outlook Web Select Time Zone

Switch the time zone settings on.

If you want to add more time zones to your calendar, you can do so by clicking the "Add time zone" button. Select the time zone you'd like to add from the menu. Insert your desired label into the Label field.

The same procedure can be used to incorporate additional time zones.

Add Outlook Web Time Zone

Whenever you add more than one time zone, a time strip appears to the left of your calendar. Your primary time zone and any additional time zones, along with their respective labels, are displayed on the strip. A time event is scheduled for can be viewed in any of your time zones.

Show Outlook Web Time Zone

To hide the time zones you've added to your calendar, click the time strip's top and clear the checkbox labeled Show in calendar.

Remove Display Outlook Web Time Zone

Whenever you're in Board view of your calendar, click the three dots in the top right to access your time zone settings.

Show Outlook Web Time Zone Board View

Simply access the time zone settings, select the unwanted zone, and then click the Remove button.

Remove Outlook Web Time Zone

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