When working with someone in a different time zone, it can be helpful to see both our own and our coworker's time zones in Day and Week view. This can help us to avoid scheduling meetings or calls during a coworker's non-work hours.
The following video will show us some of the options we have when working with time zones.
Scheduling a Meeting Using Time Zones
It is also possible to schedule meetings and appointments using different time zones.
Description of the video:
When working with someone in a different time zone it can be helpful to see both time zones in day and week view, this can help us to avoid scheduling meetings or calls during a co-worker's non-work hours.
Let's say one of the Fine Arts professors is spending the semester as a visiting scholar at a university in California.
Although the professor isn't on campus, she is heavily involved in the planning of the Senior Showcase and will need to be kept up to date on the progress of the committee.
We will need to schedule calls with her and want to make sure we call when she will be in her office; to see the time zone options scroll down in the Calendar Options dialog box.
The time zone is currently set to match the time set on our computer, in my case Eastern time, before we add a second time zone let's give this one a label.
To label the current time zone click in the Label field and type IN for Indiana.
To show a second time zone click the Show A Second Time Zone checkbox, the second time zone options are now active.
To change the second time zone click the drop-down arrow and scroll until you find (UTC -8:00) Pacific Time (US & Canada).
Click in the Label field and label this time zone CA for California.
At this point Indiana Eastern Time is our default, meetings and appointments will be made according to Indiana time and this time will be closest to our calendar.
If we need to change this so that California Pacific Time becomes the default, we could click the Swap Time Zones button; we won't do that today.
To accept the changes we have made to our calendar options click OK; the Options dialog box closes and we are returning to our calendar.
If you aren't already in the Week view, on the Home tab in the Arrange group, click Week.
We can see the two different time zones on the left side of the calendar; earlier we modified our workday to be 9am to 8pm, this is also represented on the calendar.
It is also possible to schedule meetings and appointments using different time zones.
Let's say we're going to visit our coworker in California while we're there we want to make sure to meet with her and some of her students.
We can schedule this meeting using California Pacific time; to begin scheduling a meeting, in the New group, click the New Meeting button.
The New Meeting form opens, we will send the meeting request to the professor and let her give her students the details.
To add our coworker to the meeting, in the To field type Demo39 and press the Tab key; the professor's name, Lois Lam appears in the To field.
Now let's add the other meeting information; in the Subject field type "Meet with students", we don't have a location yet so we will type TBD for To Be Determined in the Location field.
Now we are ready to schedule the day and time for the meeting, but first we need to change the time zone.
In the Options group click the Time Zones button, the time zone selectors now appear next to the Start and End time options.
Let's change this to Pacific Time, click the drop-down arrow and choose (UTC -8:00) Pacific Time (US & Canada).
To choose a day, in the Start Time field, click the small date selector and choose a date.
To keep things simple I'm going to choose a date close to my current date, of course this will be different depending on when you are viewing this video.
To choose the start time, click the drop-down arrow and choose the start time.
I'm going to choose 3pm, do the same thing to choose an end time, let's say 6pm.
To send the meeting request, click the Send button.
We have returned to our calendar; the meeting is visible a week from today and is scheduled from 3pm to 6pm California Pacific Time, or 6pm to 9pm Indiana Eastern Time.
