Plan Meeting Across Time Zones: A Guide to Staying on Schedule

In today's globalized world, meetings and collaborations often involve participants from different regions and time zones. This can lead to confusion and scheduling issues if not managed properly. Microsoft Outlook provides a convenient feature that allows you to plan meetings across time zones with ease.

When you receive an invitation for a conference call at 11:00 A.M. in New York (Eastern Time), Outlook automatically adjusts the meeting time to 8:00 A.M. in your local time zone, taking into account daylight saving time and time zones. This ensures that events appear at the correct time on your calendar.

To display multiple time zones on your Calendar, follow these steps:

1. In the Label field for each time zone, type a friendly name to identify the location.

2. 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.

This feature allows you to display up to three separate time zones on your Calendar, including your local time zone, another business location, or a city you frequently travel to. In older versions of Outlook for Mac, you can only display two time zones, while the latest version of Outlook for Microsoft 365 for Mac and Outlook 2019 supports three separate time zones.

When creating a new meeting or appointment, you can specify a different time zone if needed. For example, if you're traveling from Los Angeles to New York, you might want to create an event that occurs in New York's time zone instead of your workplace time zone.

By specifying the specific time zone of the event, you can ensure accuracy even when you travel and change time zones on your laptop. To access the Time zone selector, click 'Time Zones' on either the Organizer Meeting tab or the Appointment tab.

In conclusion, Outlook provides a user-friendly feature that allows you to plan meetings across time zones with ease. By understanding how to use this feature, you can stay on schedule and avoid confusion when collaborating with colleagues from different regions.

Plan meeting across time zones