Outlook Time Zone Tip for Scheduling Meetings and Appointments

Sometimes signals get mixed, communication breaks down and meetings are cancelled, missed or postponed for what seems like an eternity.  A frustrating thing happened to me this week, and it was a simple matter of scheduling.  I had a conference call set-up for a number of different parties.  Everyone agreed on a time, a calendar invite bridge line was created, notes where taken, documents prepared – but the call was missed.  Why you ask?  A simple matter of time zone discrepancy, as some of us were in Denver, CO and others in Boston, MA.

To make sure this doesn’t happen again, I always make sure I know where all of the participants are located.  I now send them invites in their specific time zone using a function in Outlook 2007 and 2010 called “Time Zones.”

This feature is found on your calendar when you select “New Appointment” on the “Appointment” tool bar.  When selected, the following boxes appear:

This allows you to send your invite to your parties in their time zone, which alleviates confusion on their end.  The nice thing about this function is it automatically places the appointment on your calendar in your time zone as well.

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James Lawn
Read more by: James Lawn

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This entry was posted on Monday, November 28th, 2011 at 8:00 am and is filed under Small Business Computer Tips, Small Business Management Tips, Small Business Software Tips. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.

One Response to “Outlook Time Zone Tip for Scheduling Meetings and Appointments”

  1. Business Mind says on November 28th, 2011 at 12:59 pm :

    This is really important to organized meeting and appointments considering the time zone of each participants.

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