How To Change Time Zone in Outlook? [Swap Time Zones]

Last Updated on June 30, 2023 by Amit Bansal

If you’re traveling for work, it’s inevitable that you’ll bump up against a time difference. For many of us, that means traveling from our time zone to another.

But how do I change my Outlook time zone when I travel? That’s where I come in.

Microsoft Outlook by default adjusts the current location time zone while installing, every email you received, or send the time zone you can easily measure in Outlook.

For your information: This article explains how time zone differences work in Outlook. We explain how to display a time zone in the status bar, how to configure time zone settings, and more.

The article has been updated in 2019, the basic idea remains the same for former Outlook releases, e.g., Outlook 2016, 2013, 2010, or 2007.

Overview of Time Zone in Microsoft Outlook

Microsoft Outlook, a popular email and calendar management software, allows users to set and change time zones for their events and appointments.

This feature is essential for maintaining accurate time information, especially when scheduling meetings with participants from different parts of the world.

We can easily customize our time zone settings in Outlook, ensuring that events are displayed according to their corresponding local time.

By doing so, we avoid confusion and miscommunication caused by inaccuracies in the displayed time data.

In Microsoft Outlook, setting or modifying the time zone is a straightforward process that is available for both the desktop application and the web version.

By accessing the calendar settings, we can effortlessly update the time zone to match our current location or even schedule events in different time zones if needed.

To set or change the time zone in the desktop version of Microsoft Outlook, users can navigate to the Calendar settings and select the desired time zone from the provided list.

Once the change is made, the updated time zone will be applied to all events and appointments within the calendar.

On the other hand, if we’re using Outlook on the web, we can update our time zone preferences by clicking on the Gear icon and choosing the appropriate time zone from the available menu.

After selecting the desired timezone, all calendar events will be displayed according to the new time setting.

In summary, understanding and managing time zones in Microsoft Outlook is crucial for successful communication and scheduling, particularly when dealing with international contacts.

Outlook makes it simple to set and change time zones, enabling us to maintain accuracy and clarity in our calendar events.

How to Change Time in Outlook Email?

When people talk about changing time in the Outlook email program, they are usually referring to the date, not the time.

However, the steps below may be helpful if you also have the need to change the time in Outlook. Changing the time zone is a single-step process.

Outlook 2021, 2019, and 2013

To change the time zone in Outlook 2021, 2019, and 2013, follow these steps:

  • Open Microsoft Outlook and click on the File tab in the top-left corner.
  • Select Options from the left-hand menu, and in the Outlook Options window, click on the Calendar tab.
  • Under Time zones, you will see a drop-down menu where you can select the desired time zone.
How to change time in outlook email

You can see the default time zone for all calendars in Outlook, to change the time zone you have to click the drop-down and there are multiple options to select according to your location and click OK.

default time zone for all calendars in outlook

After choosing the appropriate time zone, click on OK to save your settings.

Outlook 2016

For Outlook 2016, the steps to change the time zone are quite similar:

  1. Open Outlook 2016 and click on the File tab.
  2. In the Options window, select Calendar from the left menu.
  3. Locate the Time Zone section, and select your desired time zone from the drop-down menu.
  4. Click OK to save your changes and apply the new time zone.

Windows 11

If you’re using Outlook on Windows 11, you’ll need to adjust the time zone on your computer, which will also affect the Outlook time zone. Here’s how to do it:

  1. Click on the Start button, and then click on Settings (represented by a gear icon).
  2. In the Settings window, click on Time & Language.
  3. Select Date & Time from the left-hand menu, followed by clicking on Time Zone.
  4. Choose your desired time zone from the drop-down menu, and close the Settings window.

Once you’ve changed the time zone in Windows 11, Outlook will display the updated time zone automatically.

Swap Time Zones

Modifying the Time zone in Outlook is easy to execute, Outlook features provide you to add additional time zone. You can easily swap the time zone in case you travel between different time places.

How to Add an Additional Time Zone in Outlook?

Second Time Zone

In an increasingly globalized world, it’s often necessary to coordinate with colleagues, clients, or friends in different time zones. To help with this, Outlook allows you to add a second-time zone to your calendar. Here’s how you can do it:

  • Open Outlook and click on the File tab. >> On the backstage screen, click on Options in the list of items on the left.
  • In the Outlook Options dialog box, click on Calendar from the items on the left.
  • Scroll down to the Time zones section. Your current time zone is probably listed, though it might not have a label.
Swap Time Zones

Select the check box to show a second-time zone & show a third-time zone check box if required. Enter the name in the Label box, Select the time zone from the dropdown list.

Once you select all the time zones, you can easily set the default time zone by adjusting and clicking Swap Time zone, The topmost Label is your default one.    

Now, your calendar will display both your primary and second-time zone, making it easier to schedule meetings and appointments with people in different parts of the world.

Third Time Zone

In some cases, you might need to keep track of more than just two time zones. Thankfully, Outlook also supports adding a third-time zone to your calendar. Follow these steps to add a third-time zone:

  1. Open Outlook and go to File >> Options >> Calendar.
  2. Scroll down to the Time zones section, where you’ve already added a second time zone.
  3. Now, check the box that says Show a third-time zone and give it a label.
  4. Select the appropriate time zone from the Time zone list.
  5. Click OK to save your changes.
Swap Time Zones

With this setup, you can easily view your third time zone on your calendar alongside your primary and second time zones.

This feature enables us to stay organized and efficient when juggling multiple time zones for work or personal engagements.

How to Change the Time Zone in Outlook Web App (OWA)

Outlook on the Web allows users to change their time zone settings through a simple and straightforward process. We will discuss changing the time zone settings for Microsoft 365 and the Outlook website.

Microsoft 365

To change the time zone in Microsoft 365, follow these steps:

  1. Sign in to your Microsoft 365 account using a web browser.
  2. Click on the gear icon in the top right corner to access the settings.
  3. Select “View All Outlook Settings” at the bottom of the panel.
  4. Expand the “Calendar” section, and click on “View”.
  5. Find the “Display My Calendar in Time Zone” dropdown menu, and select the time zone you want to use.
  6. Click “Save” to apply the changes.

Your Microsoft 365 Outlook calendar will now display events in the chosen time zone.

Outlook Website

To change the time zone on the Outlook website, follow these steps:

  • Go to Outlook.com and sign in to your account using a web browser.
  • Click on the gear icon in the top right corner to access the settings.
  • Scroll down and click on “View All Outlook Settings” at the bottom of the panel.
  • Expand the “Calendar” section, and click on “View”.
  • Locate the “Display My Calendar in Time Zone” dropdown menu and select the desired time zone.
  • Click “Save” to apply the changes.
view all outlook setting time zone
  • Click General from the top left corner of the screen >> It will open your Language and time settings.
Change the Time Zone in Outlook Web App
  • By default, the time zone is already appeared according to the location.
  • Click the Current time zone drop-down list. that will open numerous lists of time zones according to the various locations, or you can simply click and enter the name of the city, and it will fetch a related location or “No Match Found” message displayed.
Change the Time Zone in Outlook
  • Select your specific time zone from the drop-down list and simply click Save.
Change the Time Zone in Outlook Web

Your calendar on the Outlook website will now display events in the chosen time zone.

By following these steps, you can easily adjust your Outlook on the Web settings to accommodate different time zones, making scheduling and communication more efficient.

Adjusting for Daylight Saving Time

Daylight Saving Time (DST) can sometimes cause confusion when dealing with appointments and events in Outlook.

Thankfully, Outlook is designed to handle DST and automatically adjusts your calendar events according to the settings you choose.

Let’s walk you through the process of adjusting for Daylight Saving Time.

First, we need to ensure that our time zone is set correctly in Outlook. To do this, follow these steps:

  1. Open Outlook and click on “File” in the top left corner.
  2. Select “Options” from the menu.
  3. In the Options window, go to the “Calendar” tab.
  4. Under the “Time zones” section, ensure your correct time zone is selected from the drop-down list.

Now that we have verified our time zone, it is important to ensure Outlook is set to adjust for Daylight Saving Time automatically.

By default, Outlook should already be configured to do this. However, you can double-check by following these steps:

  1. In the same Options window on the “Calendar” tab, look for the “Time zones” section.
  2. Ensure the box next to “Adjust for daylight saving time automatically” is checked.

If you are using Outlook on the web, you can change your time zone settings by:

  1. Signing in to Outlook on the web.
  2. At the top of the page, select “Settings” > “Mail.”
  3. Under “Options,” select “General” > “Region and time zone.”
  4. Under “Region and time zones settings,” choose the appropriate time zone and ensure that your language, date, and time formats are correctly set. Click “Save.”

Once you have taken these steps, Outlook will automatically adjust your calendar events and appointments according to the current Daylight Saving Time rules for your region.

This ensures that your events are always displayed at the correct local time, making it easier for you to stay on top of your schedule.

Viewing Multiple Time Zones on Calendar

Being able to view multiple time zones on your calendar in Outlook can be very helpful, especially when you are scheduling meetings or appointments with people located in different regions.

It allows you to easily keep track of events in various time zones and helps you avoid confusion. We are here to guide you on how to set this up in Outlook.

In Outlook, you can easily add and label different time zones to your calendar view. To do this, first, open your Outlook application and go to the File tab.

Click Options and then select the Calendar section in the list of items on the left. Scroll down to the Time zones section, where your current time zone is listed.

To add another time zone, just tick the “Show a second time zone” checkbox. A drop-down menu will become available, from which you can select the desired time zone.

It’s essential to label both your current and additional time zones so you can easily differentiate them on your calendar.

Simply type a name in the “Label” field, such as “Local” for your current time zone, and another descriptive name for the additional time zone.

Once you have added and labeled your desired time zones, click OK to save the changes. Now, when you view the calendar, you will see the time zones displayed side by side.

This makes it much easier to compare and organize events across different regions.

In the Day and Week views, you can also adjust your calendar view to show a third-time zone.

Just go to the same Calendar Options window, and tick the “Show a third time zone” checkbox.

Select the time zone, label it accordingly, and click OK. With this setup, you’ll have even more coverage of different time zones, allowing you to manage your international appointments and events with ease.

By incorporating multiple time zones into your Outlook calendar view, you’ll be able to plan and schedule events more efficiently.

This feature is particularly useful for those who frequently collaborate with colleagues or clients from different geographical locations.

Setting Meeting Hours and Time Zones

In order to efficiently plan and organize meetings in Outlook, it is crucial to set the appropriate meeting hours and time zones.

This helps ensure that all participants are aware of the correct time and can plan accordingly.

In this section, we will guide you through the process of setting meeting hours and time zones in Outlook.

First, let us address setting the meeting hours in Outlook. These hours represent the standard working hours in your calendar. Follow these steps to set your meeting hours:

  1. Open Outlook and go to “File” >> “Options” >> “Calendar.”
  2. Under “Work Time,” you’ll find “Start time” and “End time.” Adjust these times to reflect your typical working hours.
  3. Click “OK.” Your choice will be reflected in your calendar.

In addition to setting the meeting hours, it’s important to adjust the time zone for your meetings.

This can be particularly helpful when coordinating meetings with attendees in various parts of the world. Here’s how you can change the time zone in Outlook:

For desktop users:

  1. Navigate to “File” >> “Options” >> “Calendar.”
  2. Locate the “Time Zone” dropdown menu and select the time zone that corresponds to your needs.
  3. Click “OK” to save your changes.

If you’re using Outlook on the web, follow these steps:

  1. Click the gear icon in the top-right corner and select “View all Outlook settings.”
  2. Expand “Calendar” >> “View.
  3. Choose the desired time zone from the “Display My Calendar in Time Zone” dropdown menu.
  4. Click “Save.”

When sending a meeting request, it’s essential to ensure that the correct time zone is used. This allows attendees to view the meeting details adjusted to their local time.

By following these guidelines, you can confidently and accurately schedule meetings in Outlook, making it easier for all participants to plan and prepare for the event.

Customizing Time Zone Display and Labels

As we navigate through Microsoft Outlook, it’s essential to have the correct time zone settings.

This helps us schedule events and collaborate efficiently with others across different time zones.

In this section, we’ll discuss using labels and customizing the time zone display in Outlook. This way, we can have a better understanding of our calendar and appointments.

One of the first steps to customizing the time zone settings in Outlook is by adding a label. A label helps us quickly identify the time zone in our calendar view.

To include a label for the current time zone settings, we need to access the Calendar tab. Under the Time zones section, we can type a name for the current time zone in the Label box.

Next, we need to adjust the time zone display to correspond with our preferred settings.

To do this in Microsoft Outlook on the web, we need to select the Gear icon, choose “View All Outlook Settings,” expand Calendar >> View, and pick a time zone from the “Display My Calendar in Time Zone” menu.

Following these steps ensures that our calendar is displayed in the selected time zone, making scheduling and coordination more straightforward.

Once we’ve set a label and customized the time zone display, we can conveniently view events in our preferred time zone.

Not only does this make it easier to manage appointments, but it also helps us stay organized and on top of our daily tasks.

So, ensure to customize the time zone settings in Outlook to suit our needs and enhance productivity.

How To Schedule the Time Zone in Outlook Calendar?

If you ever notice time zone selection feature is also available in the Outlook calendar. In the below content, you will learn step by step process with images in a detailed manner.

Metting people in different time zone required Outlook reminders at their (the person you are about to meet) time zone.

To avoid dilemmas and everybody on time, you must specify the time zone in the Outlook calendar while sending a meeting invitation. Here are the steps:

  • Open the Microsoft Outlook application
  • Click the calendar icon from the navigation section “left-hand button corner of the screen“.
  • Outlook calendar opens, select your specific date, click the right mouse button, you see multiple options, and click the New Meeting Request or New Appointment, you can also opt for recurring depending on your requirement. This opens a new window with all the meeting details.
New Meeting Request
  • Next, after injecting all the inputs, you need to check the box Time Zone and tell Outlook that you want to use a specific time zone. Select the location from the dropdown list.
calendar icon from navigation section
  • Once you set all the adjustments Outlook calendar reminds you and plays its role.

Auto-Setting Time Zone Based on Location

We understand that managing time zones can be challenging, especially when working across different locations.

Fortunately, Outlook allows us to set the time zone automatically based on our geographic location.

This feature is particularly useful for those who travel frequently or work with teams in different parts of the world.

To enable auto-setting time zones in Outlook, follow these simple steps:

  1. Launch Outlook and navigate to File >> Options >> Calendar.
  2. Under the Time Zones section, locate the “Time zone” dropdown menu.
  3. Instead of selecting a specific time zone from the list, check the box next to Set time zone automatically using Windows settings. This option will allow Outlook to use the automatic time zone setting from our Windows system.

If we have set our Windows system to automatically detect the time zone based on our geographic location, Outlook will now adjust the time zone accordingly.

Keep in mind that this feature relies on our device’s location services being enabled.

If we haven’t enabled location services on our device, we can follow these steps to do so:

  1. Open the Settings app in Windows by pressing Win+I.
  2. Click on Privacy and select Location from the left sidebar.
  3. Enable location services by turning on the Location toggle.

Once location services are enabled, Windows will detect our time zone based on our geographic location, and Outlook will automatically adjust its time zone settings accordingly.

With this feature enabled, we can focus on our work and essential tasks without worrying about manually updating the time zone every time we travel or switch locations.

Changing Time Zone on Outlook for Mobile Devices

Android

At the moment, changing the time zone in the Outlook calendar on Android devices is not directly supported within the app.

However, we can offer a solution that can help you work around this limitation.

To change the time zone on your Android device, it would be best to adjust the time zone settings on your device directly.

This way, the Outlook app will follow the device’s time zone settings.

To change the time zone on your Android device, follow these simple steps:

  1. Open the Settings app: Tap the settings icon on your device to access its settings.
  2. Navigate to Date & Time settings: Scroll down the settings list and tap “Date & time” or “System,” depending on your device’s Android version.
  3. Enable manual time zone selection: By default, Android devices are usually set to automatically detect the time zone based on your location. To manually set the time zone, turn off the “Automatic time zone” toggle.
  4. Select the desired time zone: Once the “Automatic time zone” toggle is off, tap “Select time zone” or “Time zone” and choose the desired time zone from the list.

Once you’ve changed the time zone on your Android device, the Outlook app will adjust its calendar events accordingly.

Please note that this workaround may not cover all possible scenarios, and we hope that a future update to the Outlook app will enable the direct adjustment of the time zone within the app itself.

In the meantime, feel free to explore other calendar settings and continue using Outlook on your Android device with the adjusted time zone.

Wrap Up

We hope this article has provided you with clear and easy-to-follow steps for setting and changing the time zone in Outlook.

By understanding the different Outlook settings related to time zones, you can ensure your calendar events and emails are accurately synced, which is especially important when traveling or working with colleagues in different time zones.

To recap, in most cases, it is as simple as accessing your settings in Outlook, going to the General or Calendar section, and then selecting the desired time zone and language settings.

Remember that you can also set the time zone for individual meetings or appointments if needed in day-to-day communication.

Keep in mind that the steps might slightly vary depending on the Outlook version you’re using, such as Outlook desktop application or Outlook on the web.

Refer to the corresponding official Microsoft support pages for more specific guidance.

By following these guidelines, we believe you’ll be able to maintain an organized and efficient Outlook experience, which in turn will improve your overall productivity and communication in both personal and professional settings.

Frequently Asked Questions (FAQs)

How do I adjust the time zone in Outlook 365?

To adjust the time zone in Outlook 365, you can follow these steps: Sign in to Outlook on the web;

Then, select Settings >> Mail; Under Options, choose General >> Region and time zone; Finally, select your desired time zone and click Save. You can learn more about the process here.

What are the steps to change the time zone in the Outlook desktop app?

To change the time zone in the Outlook desktop app, you can go to File >> Options >> Calendar, and under Time zones, choose your desired time zone from the drop-down menu. Click OK to save the changes.

How can I modify the time zone on my Outlook calendar app?

To modify the time zone in your Outlook calendar app, you need to first change the time zone in your device’s settings.

The Outlook calendar app will then automatically update to display the adjusted time zone.

What is the process to alter the time zone in an Outlook meeting invite?

To alter the time zone in an Outlook meeting invite, first, open the meeting invite.

Then, click on Meeting >> Time Zones, and select the desired time zone from the drop-down menu. Save the changes by clicking Send Update to notify attendees.

How do I fix the time zone issue on my Outlook calendar?

To fix time zone issues on your Outlook calendar, ensure that your device’s time zone settings are correct.

Additionally, you can add an additional time zone in Outlook’s Calendar settings. Check this guide for more information.

Is there a way to change the time zone in my Outlook email?

There isn’t a direct method to change the time zone in Outlook emails.

However, adjusting the time zone settings in your device or in your Outlook account will automatically reflect the updated time zone in your email timestamps.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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