Plan a meeting across time zones
Set the event's dated time zone and confirm each participant's local time, including daylight-saving changes.
Follow the method ↓
The answer in 30 seconds
A time difference observed today may differ on a future meeting date because regions change clocks on different schedules. Recurring meetings need particular care around those transitions.
Choose the meeting date and named time zone in the calendar, inspect the displayed local time for each participant on that exact date, and include duration and time zone in the invitation.
Examples to adapt
Confirm the recipient's local start time before sending.
Review occurrences near seasonal clock changes.
Specify a named zone or offset together with the date, not just 'morning'.
Follow the method
- 1Set the date
Create the event on the actual day rather than using today's offset as a shortcut.
- 2Choose a named zone
Select the event's time zone in the calendar and enter start and end times.
- 3Check participant times
Review each person's local display or ask them to confirm the invitation.
- 4Review repeats
For recurring events, inspect dates near daylight-saving transitions.
A checklist to keep
Use these checks to record what you found. The grid supports a decision; it does not make one for you.
| Check | What to examine | Action |
|---|---|---|
| Date | Which calendar date applies? | Set |
| Zone | What named time zone is used? | Choose |
| Start | What does each person see? | Confirm |
| Duration | Is the end time clear? | Check |
| Repeat | Do later dates cross clock changes? | Review |
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What to check
A fixed UTC offset is not always equivalent to a region's time zone.
A recurring meeting may shift locally for one participant.
Calendar defaults can follow the creator's zone without making it clear to others.
Common questions
Can I write only '3 pm'?
Include the date and a named time zone, or send a calendar invitation that renders locally.
Why did the time move for one participant?
Check seasonal clock changes and the time zone assigned to the event and each device.
Sources and documentation
Documentation consulted on . Examples are illustrative; interfaces and results may change.