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For those who travel across time zones, Outlook has some specific features that can save us time and reduce the confusion associated with these kinds of appointments. You should understand that your computer and mobile devices have a setting for which time zone they are in. If you right-click on the timescale and choose Change Time Zone, you'll be able to specify what time zone your computer is currently located in.
If you're on a laptop and moving between time zones, you should not change the system time, but should change the time zone instead. Changing this setting automatically adjusts the system time forward or back. In other words, after traveling from California to New York, don't change the time forward three hours; instead, just set the time zone to where you are now. Then when you land back in California, change the Time zone back to Pacific Time. Your laptop will always show the correct time, and most mobile devices do this automatically. But here's the best part.
Outlook and your mobile device will automatically adjust all of the appointments to reflect the proper local time. To demonstrate this, let me create a quick appointment with our team in New York. I now have a conference call with New York appointment scheduled for 1:30 Pacific Time. If I change my time zone on my local computer and say that I'm now under Eastern Time zone, when I press OK, my conference call is now showing at 4:30.
If you want a little help managing your life in two different time zones, Outlook's Calendar can be configured to display two timescales along the left side of the Appointment screen. Right-click on the timescale and choose Change Time Zone one more time. In the Options menu, go ahead and show a second time zone, specify your home time zone and give it a name, and your remote one.
Now on the left, I can see local time and remote time. Note that you also have the capability to swap back and forth by clicking the Swap Time Zones button. This tells the computer that I am now in the other time zone, and adjusts all my appointments accordingly. Next up is how to create an appointment for a specific time zone.
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