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How to add and display a second time zone in Outlook


You can add and display a second time zone in Outlook, which can be useful when you are scheduling meetings or conference calls with people who are working in other time zones. 
When you add a second time zone, the current time in the primary time zone is highlighted with a color gradient to make it easier to see.













If two time zones are shown, the meeting organizer's time zone is used as the reference point. If you organize a meeting and display free/busy time for invitees from other time zones, their busy times are adjusted so that they are displayed correctly in your time zone. 
The second time zone is visible only when you view the calendar in day or week view.

The start and end times for items in the Outlook Calendar are stored in the Coordinated Universal Time (UTC) format. UTC is the international time standard. It is similar to Greenwich Mean Time (GMT), except that UTC observes no daylight saving time (DST) and is based on a 24-hour clock. Zero (0) hours UTC is midnight GMT. The local 24-hour time convention is converted to UTC by adding or subtracting hours based on location in relation to the prime meridian, as well as local daylight saving time considerations.

If you are in one time zone, and you send a meeting request to an attendee in a different time zone, the meeting item is displayed at the respective local times on each person's calendar, but stored as the same absolute time in UTC.

For example, if a meeting organizer in the Pacific Time zone in the United States sends out a meeting request for a meeting that starts at 2:00 P.M. Pacific Time to an attendee in the Mountain Time zone, the attendee will see the meeting as starting at 3:00 P.M. Mountain Time. In both cases, the meeting is stored on the servers as starting at the same UTC time (10:00 P.M.).

Note: With respect to time zones, appointments, meeting items, and all-day events are all handled in the same way.


Add a second time zone

Outlook can display two separate time zones in the Calendar. The two time zones can be, for example, your local time zone and the time zone of a city that you often travel to. When you are staying in the other city, you might want to view your Calendar items in relation to the time zone for that city. To display a second time zone in your Outlook calendar, select the Show an additional time zone check box in the Time Zone dialog box. The second time zone is used only to show a second time bar in Calendar view, and does not affect the way in which Calendar items are stored or displayed.

1. On the Tools menu, click Options.
2. Click Calendar Options.
3. Click Time Zone.
4. Select the Show an additional time zone check box.
5. In the Label box, type a name for the additional time zone.
6. In the Time zone list, click the time zone that you want to add.
7. If you want your computer clock to automatically adjust for daylight saving time changes, select the Adjust for daylight saving time check box.

This option is available only in time zones that use daylight saving time (DST).

Tip: You can quickly switch from your current time zone to the other time zone by clicking Swap Time Zones. This change affects all time displays in Outlook and in all other Microsoft Windows-based programs.


Remove a time zone

1. On the Tools menu, click Options.
2. Click Calendar Options.
3. Click Time Zone.
4. Clear the Show an additional time zone check box.