Take the 2-minute tour ×
Personal Productivity Stack Exchange is a question and answer site for people wanting to improve their personal productivity. It's 100% free, no registration required.

I have a daily routine of things I like to do in terms of waking up, workout, yoga, meditation, breakfast, lunch, medicines etc.

When I travel from PT to ET and back I'd like to do these things at a fixed "Natural" no matter where/ which time zone I am in.

How to ensure events follow/ move/ stick with ME & MY Current Zonal Time / Natural Time

  • Personal: Dependent on me, Independent from Others - Stick to Nature's Time

    • Set up by ME, Fixed daily routine, Appointments & Reminders with Myself
    • DISPLAYS constant no matter what time zone, as per current System Time Zone i.e. Zonal Time
    • Whether its automatic location/ GPS based system change or Manually changing system time when travelling from PT to ET
    • e.g. Medicine times, food, exercise etc. Life's personal daily routines

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.

versus

Events that stay as they are, true to Universal Calendar Time not follow ME or MY Time Zone

  • Non-personal: Dependent on me & others, Not Independent from others
    • Mostly via received Invites or Can be setup by ME inviting others
    • As they are tied to other people that could be in different time zones
    • DISPLAYS after recalculation as per current/ changing Time Zones & maintain its Universal Time and its displacement with GMT etc.
    • e.g. Work Meetings / Conference Calls

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.

Current Device Hardware & Software usage Scenario:

I am open to using variety of Sync mechanisms but my devices of choice for now:

  • Apple iPhone - Personal
  • MS Outlook on Windows 8.1 - Corporate standard

Currently for sync I am using a mix of Outlook 2010 + iTunes/ iCloud + iPhone. Especially, since I sync my iPhone and iPad to Outlook 2010 calendar & iCloud and would like some intelligence from the systems in this respect.

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.

On the Solutions suggested so far

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

But, which events should I mark (Personal: Internal v/s Non-Personal:External) with a timezone and which ones leave it time zone free?

Please specify / clarify using PERSONAL v/s NON-PERSONAL as a label so I can apply the suggested actions to the right events.

Unclear on what to mark how in Outlook/ Google? Is there any way to clearly demarcate between the above two? Some kind of setting or flag or check/ radio box?

share|improve this question

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.

share|improve this answer
    
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 '14 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 '14 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 '14 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 '14 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.

share|improve this answer
    
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 '14 at 18:56
    
S - I reorged and rewrote the question for clarity so that answers can be clear as well between Personal & Non Personal event items –  Alex S Aug 11 at 13:12

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.

share|improve this answer
    
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 '14 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 '14 at 0:51
    
I reorged and rewrote the question for clarity so that answers can be clear as well between Personal & Non Personal event items –  Alex S Aug 11 at 13:13

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.

share|improve this answer
    
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 '14 at 17:41
    
I reorged and rewrote the question for clarity so that answers can be clear as well between Personal & Non Personal event items –  Alex S Aug 11 at 13:14

Your Answer

 
discard

By posting your answer, you agree to the privacy policy and terms of service.

Not the answer you're looking for? Browse other questions tagged or ask your own question.