Schedule a meeting in a different time-zone

Posted on 2006-10-30
Last Modified: 2008-01-09

I'd like to schudule a meeting with few peaple in different time zones base on a different time zone then my own. The intent is that no matter of daylight-time-zone (and specially when they start/end), the meeting will be "alligned" to one specific time-zone (different than mine). Is this possible?

Question by:I-logix
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LVL 76

Expert Comment

by:David Lee
ID: 17832841
Greetings, I-logix.

It depends on what you mean by "aligned".  Outlook automatically adjusts for attendees in different time zones.  If I'm in New York and create a meeting request for 10:00am that includes someone in Los Angeles, the appointment will appear on my calendar for 10:00 and on the calendar of the person in Los Angeles at 7:00am.  Of course for this to work all parties have to have their time and time zones set correctly, as well as the adjust for daylight savings time setting.


Author Comment

ID: 17833100

My scenario is a bit different.

Suppose I'm in NY but want to scheule the meeting to be at 16:00 UK. Now UK and US move to/from daylight-saving-time in different dates. So altough I'm in NY I'd like the schedule to be 16:00 UK and stay at this time altough US is no longer in daylight-saving-time but UK is.

LVL 76

Expert Comment

by:David Lee
ID: 17834773

There's an option to display a second time zone on the calendar.  That's under Tools->Options->Calendar Options->Time Zone.  You could also set your computer and Outlook to be on UK time.  I don't follow the issue of the US and UK moving to/from daylight savings time at different times.  What does that have to do with scheduling?  Assuming that the time and time zone are set correctly on your compter, then showing the additional time zone as I described above will show the correct time in the UK without regard to whether we or they are/are not in daylight savings time.

Author Comment

ID: 17937357

Suppose that I'm in NY and in daylight-saving-time. I want to schedule a meeting which will take place UK time 15:00 in a month. I'm sending the invitation with 10:00 AM as I'm the one who schedules the meeting and currently NY - UK is 5 hours. But when my UK peer gets the schedule its out look places it an hour shift from UK (14:00 or 16:00 - this always confuses me) because in a month from now NY will still be in daylight-saving-time, but UK won't.  
So how can I schedule a meeting which will take a place a month from now and have this meeting take place in other time-zone (and other rules for daylight-saving-time) thne my timezone?

LVL 76

Accepted Solution

David Lee earned 125 total points
ID: 17943502
Hmmm.  That's a tough one.  Let's see if we can make sense of this.  I've set myself to be in the eastern time zone.  I've also set Outlook to show a second time zone, GMT.  My system is set to automatically adjust for daylight savings time.  I'm not clear if that means it'll adjust for daylight savings in the GMT zone or not.  I want the appointment to take place on December 14th, one month from today, at 15:00 London (GMT) time.  I switch my Outlook calendar to the day view for 12/14.  Looking down the time scale I find 15:00 GMt time which appears to be 10:00 New York time.  I checked on UK time and according to what I read they adjusted their clocks on October 29th just like we did.  So I'm a little confused about the time adjustment you mention.  They do change two weeks earlier than we do in the spring though.  

Outlook records all appointments using GMT time and let's the local computer calculate the offset based on the time zone configured on that system.  If the London time zone did change to/from day light savings and added/subtracted an hour, then the appointment would shift off of your 15:00 target.  Outlook has no concept of setting an appointment to an absolute time.  It would be up to you to calculate the time variation and set the initial appointment time correctly so that in a month when the changes by an hour the appointment would end up at 15:00.  Sorry, but Outlook just isn't that sophisticated to be able to manage that for you.

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