Working with Outlook Time Zones

Learn about working with Outlook Time Zones — Changing Time Zones, Adding a Second Time Zone, Swapping Time Zones and Removing a Time Zone.

Outlook allows you to change your time zone so it matches your current location as you travel.  It also allows you to add a second time zone for a location you travel to or for the location of clients.  This enables you to quickly monitor meeting times in different areas.  Below are the step by step instructions for Working with Outlook Time Zones — Changing Time Zones, Adding a Second Time Zone, Swapping Time Zones and Removing a Time Zone.

Changing your Time Zone

  1. Open Outlook.
  2. Click the File tab to access the backstage.
  3. Click Options.
  4. The Outlook Options dialog box will open. Click the Calendar option and navigate down to the Time zones section.
  5. Click within the Label box and enter a name for the time zone.
  6. Click on the drop-down arrow for the Time zone list and click the new time zone you wish to use.
  7. Once you have set the appropriate time zone, click OK to accept the change.

Note:  The time zone change within Outlook is equal to changing the time zone within the Windows Control Panel so the change is reflected in the time displays in all Microsoft Windows-based programs.

Adding a Second Time Zone

  1. Open Outlook.
  2. Click the File tab to access the backstage.
  3. Click Options.
  4. The Outlook Options dialog box will open. Click the Calendar option and navigate down to the Time zones section.
  5. Click the Show a second time zone check box. Note: If you need to later remove the second time zone, uncheck the Show a second time zone check box.
  6. Click within the Label box and enter a name for the time zone.
  7. Click on the drop-down arrow for the Time zone list and click the new time zone you wish to add.
  8. Once you have set the second time zone, click OK to accept the change.
  9. Navigate to your calendar to view the 2 time zones.

Swapping Time Zones

  1. Navigate to the Calendar within Outlook.
  2. Right-click in the time bar and click Change Time Zone.
  3. The Outlook Options dialog box will open to the Calendar. Click the Swap Time Zones button within the Time Zones Sections.
  4. The time zones will be switched. Click OK to accept the change.
  5. Navigate to your calendar to view the switch of the two time zones.

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