How Outlook handles time zones for meeting requests

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This article was previously published under Q195900
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Summary
This article discusses how Microsoft Outlook schedules meeting requestsover multiple time zones.
More information
Three factors affect the scheduling of a meeting in Outlook:

  • The computer's clock setting (time).
  • The computer's local time zone setting, which consists of an offset value to Greenwich mean time (GMT).
  • The computer's daylight-saving time adjustment setting.
All three factors must be correct on both the meeting requestor's computerand on each attendee's computer. Otherwise, Outlook cannot schedule themeeting time correctly.

Outlook time stamps the message request with the Greenwich mean time forthe meeting. Outlook calculates Greenwich mean time by using the computer'sclock time, plus or minus the local time zone adjustment, minus (dependingupon the time of year) the daylight-saving time adjustment.

Example

Assume someone in the central standard time zone during the summermonths (when daylight-saving time is in effect), wishes to schedule ameeting at 3:00 P.M. (their local time), with a user in the Pacific timezone.

The central standard time zone (CST) has a Greenwich mean time offset of-6:00 hours and a daylight-saving time (DST) adjustment of +1:00 hour.

Outlook calculates the time for the meeting in Greenwich mean time, asfollows:
   Local time for the meeting:      3:00 P.M. central standard time   Adjustment for CST offset:      +6:00 hours   Remove DST adjustment:          -1:00 hour                                   -----   Resulting Greenwich mean time:   8:00 P.M. Greenwich mean time				
When the attendee receives the meeting request, Outlook calculates thecurrent local time by using the message's Greenwich mean time stamp, plusor minus the local time zone adjustment, plus (depending upon the time ofyear) the daylight-saving time adjustment. Outlook uses this time toschedule the meeting for the recipient.

Continuing the Example:

The Pacific standard time zone (PST) has a Greenwich mean time offset of -8:00 hours and a daylight-saving time (DST) adjustment of +1:00 hour.

Outlook calculates the time for the meeting in Pacific standard time, asfollows:
   Meeting time in GMT:             8:00 P.M. Greenwich mean time   Adjustment for PST offset:      -8:00 hours   Add DST adjustment:             +1:00 hour                                   -----   Local time for the meeting:      1:00 P.M. Pacific standard time				
NOTE: As soon as Outlook receives the meeting request it calculates the meeting time for the recipient and schedules it on the calendar. If any of the three factors listed earlier in this article are incorrect at thattime, the meeting time will be incorrect. You cannot correct the time afterthe fact by correcting the factor in error; you must open the meetingrequest and manually correct the scheduled time.
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Article ID: 195900 - Last Review: 12/05/2015 09:45:19 - Revision: 1.0

Microsoft Office Outlook 2003, Microsoft Outlook 2002 Standard Edition, Microsoft Outlook 2000 Standard Edition

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