Specifying a time zone for a meeting

Calendar meetings display times dynamically. Workspace members always see the start and end times according to the regional settings for their operating systems. For example, a meeting set for 1:00 PM on a system set for Eastern Time will automatically display as 10:00 AM for a user whose system is set for Pacific Time.

People traveling to different time zones can optionally reset their Windows regional time zones to match their current time zone and thus ensure that dynamic display times are accurate. However, many people prefer to avoid changing system settings, mostly because doing so requires them to remember to change it again when their location changes. Instead, they will mentally calculate time differences relative to their regional settings.

The Calendar tool allows you to specify a specific time zone for a meeting, ensuring that you see display times for the meeting only according to the specified time zone. For example, suppose you are located in New York (EST), but you are about to visit San Francisco (PST). On your trip you need to schedule a meeting to take place at 10:00 AM PST. You could create this meeting by setting 1:00 PM as your start time, and then remind yourself to subtract three hours when you arrive. You could additionally change your Windows regional settings to PST when you arrive. As a simpler solution, you can create the meeting with a start time of 10:00 AM PST.

  1. Create a new meeting.

  2. Select the Start and End times intended for the desired time zone.

  3. Click Time Zones.

  4. Select the time zone you want from the drop-down list.

    When you select a time zone for the Start time, the time zone for the End time adjusts to match the Start time selection.

  5. Save the meeting.

In Calendar views, the start and end times still reflect your current Windows regional settings. For example, if you set meeting to start at 10:00 AM PST and your system is set to Eastern Time, the start time for the meeting will display in Calendar views as 1:00 PM. If you open the meeting, you see the Start and End times according to the specified time zone.

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