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I have a daily routine of things I like to do in terms of waking up, workout, yoga, meditation, breakfast, lunch etc. When I travel from PT to ET and back I'd like some of these things to be at a fixed time across time zones. Especially, since I sync my iPhone and iPad to Outlook calendar and would like some intelligence from the systems in this respect.

How do I ensure certain things follow/ move and stick with the TIME ZONE I am in (as per System Time Zone) ( Which I can change manually when travelling from PT to ET)

versus

Certain things e.g. Work Meetings / Conference Calls stay as they are on Calendar and do not follow Time Zone but recalculate?

Example:

I am using Outlook + iTunes/ iCloud + iPhone.

I basically just want my 'wake up, exercise, yoga, breakfast and self-scheduling PERSONAL appointments' to stay on the same TIMEs as per 'Local Time' no matter which 'timezone' or wherever I go.

I want the 'meetings' with others (received from others or created by me) to stay true to Global Time and maintain its displacement from GMT across time zones.

I will try this out. I am guessing and hoping there is some way to Sync the following: Outlook <> Google Calendar <> iCloud <> iPhone?

Which ones should I mark with a timezone and which ones leave it time zone free?

e.g. My 'PERSONAL' (appointments & reminders with myself) daily routine of exercise, yoga, medicines etc (Need to be "attached" to the same time in CURRENT time zone, no matter what time zone I am in) and 'EXTERNAL' (appointments & meetings with others) will need to "recalculate" across time zones and maintain its displacement with GMT etc.

Is there any way to clearly demarcate between the above two? Some kind of setting or flag or check/ radio box?

PS:

Given that Outlook (2010) is the primary Calendar system for most of the Corporate world with loads of travelers, I figured MS would've had tweaked this little thing as a feature? Or Plugin/ Extension?

Does some kind of Calendaring system take this into account? e.g. Google? Then I'll sync with Google Calendar and get it to feed items to Outlook.

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4 Answers 4

Outlook certainly does have a time zone function. You haven't said what version of outlook you are using. I am currently on 2010 so this is the set-up for this version (older versions will be similar - though lacking the ribbon pre-2007)

If you set up your appointment, on the ribbon next to recurrence there is a globe with 'time zones' underneath. Hit that and it gives you an option to set the time zone. It then displays the appointment in whichever time zone you have your calendar set to.

To change the time zone of the calendar itself, go to file - options - calendar. Then scroll down and you will see a time zone option. You can even display two time zones in Outlook.

I don't have an iphone so I am not sure how it will port the time over to that, but using the built-in calendar on my android, the time zones are reflected accurately.

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I just re-edited most of my "personal" self appointments using your suggestions. Let's see how it works out and moves with the time zones when I do so. While the "meetings" with others stay on the specified times. –  Alex S Dec 28 '13 at 3:58
    
I just moved from west coast PT to east coast and all my self scheduled appointments are stuck to PT. I'd like to have them become on ET same as they were on PT. I've done a bunch of the above you mentioned, so is this possible or is there some secret sauce, that I am missing? –  Alex S Mar 1 at 2:30
    
just trying to remember exactly what I did for mine... just a thought - do you change the time on your computer when you move? Also I've noticed over the past 3 weeks that there has been issues with syncing appointments with my android. I seem to be able to get things from outlook to android but not android to outlook (im using the old hotmail app). Not sure if thats an issue for you to? –  HoboSci Mar 5 at 13:00
    
I am using Outlook + iTunes/ iCloud + iPhone. I basically just want my 'wake up, exercise, yoga, breakfast and self-scheduling appointments' to stay on the same TIMEs as per Local Time no matter which 'timezone' or where I go. I want the 'meetings' with others (received from others or created by me) to stay true to Global Time. Is there any way to clearly demarcate between the above two? Some kind of setting or flag or check/ radio box? –  Alex S Mar 6 at 17:06
    
I can't help you with the Apple stuff as I don't use any of their products. For the keeping '7pm as 7pm' where-ever you are in the world I don't think you can as the appointments are set up with time zones linked (the one your computer is set to when you set up the appointment - unless you over-ride that by setting a time zone when you set the appointment). I haven't really had to deal with this side too much. I keep those self-scheduling appointments as all day events & give them a time on a weekly basis as my schedule is constantly shifting. Nice edits on the question - GL with the search –  HoboSci Mar 6 at 20:08

If I am understanding your question and all the comments, you want to have some appointments that adjust for the local time when you change time zones, and others that are always at the same fixed hour of the day, no matter what time zone you are in.

Outlook doesn't do that. See http://office.microsoft.com/en-us/outlook-help/troubleshoot-time-zones-HP001022309.aspx (last entry at the bottom of the page) and http://www.msoutlook.info/question/606 for more details. The summary is that Outlook always adjusts appointments when you change time zones.

There may an alarm or task manager app that would work for you - my iPhone alarm always goes off at whatever local time I've set it to, moving your fixed time of day alerts to something like that may be the answer.

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I guess this is a limitation of Outlook? If true, then I need something to fix it or augment it. Well the issue is not as simple as a 'iphone alarm'. I have exercises, meals, medicines etc. and daily routine that I map on the Calendar, but that have to be matched with the LOCAL time for the entire week. Is there some solution for this? –  Alex S Mar 6 at 18:56

My solution is to use google calendar for this, as it allows you to set time zones or leave an appointment time-zone free to automatically adjust to your current time.

see this FAQ for details

Once you're using google calendar, there are tons of calendar apps for all devices and platforms that work, plus the very decent web interface it provides.

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I will try this out. I am guessing and hoping there is some way to Sync the following: Outlook <> Google Calendar <> iCloud <> iPhone? Which ones should I mark with a timezone and which ones leave it time zone free? e.g. My 'PERSONAL' (appointments & reminders with myself) daily routine of exercise, yoga, medicines etc (Need to be "attached" to the same time in CURRENT time zone, no matter what time zone I am in) and 'EXTERNAL' (appointments & meetings with others) will need to "recalculate" across time zones and maintain its displacement with GMT etc. –  Alex S Apr 25 at 17:49
    
I use apple's calendar app. It has a floating timezone option right in the create event dialog. If you have your google calendar set up on your iPhone, everything should sync nicely. That's what everyone at my company seems to do. –  justinthrelkeld Apr 26 at 0:51

My suggestion is when making appointments in different time zones in outlook 2010 use the feature "time zone" on the toolbar thread and choose the correct time zone and your appointment will be correct. Any other personal appointment just set as you would normally.

In your iPhone turn the feature under the calendar options "time zone support" to on.

This should have you appointments move with the time zone and show correctly and your personal appointments should still reflect your actual home town time but later or earlier dependent on your time zone.

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Jodym - Isn't this exactly what HoboSci has suggested above? If not, how is it different if I am reading and interpreting something incorrectly. Please read HoboSci answer and let me know as I tried his method and it did not do what I wanted. –  Alex S Apr 25 at 17:41

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