#571 – Save the Daylight

clip_image002In the Northern Hemisphere, spring feels finally underway – and following a long locked-down winter, it can’t come soon enough. For many of us, even if meteorological spring started nearly 2 weeks ago, the promise of summer starts when the clocks go forward to daylight saving – or summer – time.

If the country or state you’re in observes summer time, then you’re either about to enter (if in the northern half of the marble) or leave it (if southern). To keep us on our toes, this movement back or forth often happens around the world on different dates. To keep us on our toes, some countries have less-than-hour gaps between time zones, and in the past, others have decided to change time zone permanently.

clip_image004In olden days, some people wore GMT or World Time watches, which allowed the user to tell what the time was in different locations. With the World Time example here, the red arrow hand points (on a 24hr scale) to the current time; when the user rotates the outer bezel so that the nearest location is pointed to by that hand, the other locations listed on the bezel will be aligned with the 24hr number of the current time in those places…

– eg if it’s 2:30am in Iran, then lining Tehran up with the red hand would put both London and Paris at midnight, since they’re both at GMT+1.

eh? In October 1968, the UK decided to move to British Standard TimeGMT+1 – all year round. This particular wristwatch was produced between 1968 and the end of 1971, when the practice was reversed – so for a while, it was correct that London would be in the same time zone as Paris and Rome. Except the watch wouldn’t know when Paris and Rome went into summer time, thus putting them an hour further ahead… oh well, never mind.

clip_image006There may be trouble ahead

In a global working environment, especially one where everything is done online rather than having people in the same location, the friction of time zones changing has never been more obvious. Usually, you’ll only move through time zones relative to everyone else when you travel – flying across large distances, or maybe just driving across a bridge or dam.

But now, a digitally-oriented meeting can shift its time for some of its attendees, relative to the others – depending on where the originator is based.

clip_image008The excellent Alarms & Clock app, which is part of Windows 10, lets you pin cities around the world to a map, showing their approximate location (bet you didn’t know Brissie was south east of Sydney?) and what the time is currently, and if you click the Compare icon to the left of Add new city, you’ll see a grid indicating the relative time in all of your pinned cities. You can jump to a specific date, so if you’re planning a meeting with people in different time zones, it might be a good idea to check what the impact of Daylight Saving Time (DST) changes might be.

Those parts of the US which observe DST, are due to move an hour forward this coming Sunday (ie March 14th). In common with doing things differently to everywhere else, that brings the US (and Canada) one hour nearer most of Europe for the next two weeks, until the end of March. Much of the southern hemisphere comes out of DST the week after that, so by then Sydney will be two hours nearer London than currently.
More info.

The impact of this can be seen in peoples’ calendars, when regular meetings somewhat inexplicably start to clash with each other – if a UK organiser set a recurring meeting for 4pm GMT, that would normally compel Seattleites to be there at 8am, but since they’ll be only 7 hours behind for a couple of weeks, that shifts to 9am in their calendar, potentially clashing with some existing 9am Pacific Daylight Time meeting.

Conversely, a 9am PST / 5pm GMT meeting as created by the person in the US a few weeks ago, would now start at 4pm in the afternoon in London. Great news if that meeting is a Friday afternoon, as it brings beer o’clock one hour forward.

Although Outlook does a pretty decent job of juggling the differences between time zones, there is no obvious way to show what time zone a meeting had been created in (eg show me all meetings that are going to be affected by this shift for the next 2 weeks). A simple trick if you want to check on a specific meeting, is to start a Reply to a meeting you’ve been invited to, whereupon you’ll see the time zone of its creator…

—–Original Appointment—–
From: originator

Sent: 14 February 2021 08:03
To: people

Cc: more people

Subject: meeting that could have been an email
When: 12 March 2021 08:30-09:00 (UTC-08:00) Pacific Time (US & Canada).
Where: Microsoft Teams Meeting

While It won’t help you identify the meetings that are causing the clashes, it might help restrain you from firing angry missives at the organiser of the meeting, if you know what’s causing it.

539 – Outlook calendaring fun

clip_image002Pretty much everyone who uses the Office productivity suite probably relies on Outlook for not just the daily splurge of email, but for organising their activity either by tasks, flags or just putting stuff in their calendar.

Here are a few simple tricks to remember when working with your calendar:

  • You can move to Calendar in Outlook by pressing CTRL+2 anywhere in Outlook – if you’re trying to organise meetings for lots of people and need to keep flicking between mail and calendar views, this can save you so much time (CTRL+1 for mail, CTRL+3 for contacts etc – try the rest of the numbers out for a trip down memory lane). Even the clunky old Notes function in Outlook now synchronises with Sticky Notes.

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  • CTRL+T always takes you to Today, or if you have the Ribbon showing, you can click Today there clip_image006– though an update to Calendar’s UI which was shipped to M365 subscribers in March, also added a Today button at the top left of the main calendar view, as well as a few other tweaks.
  • CTRL+G launches an old-school dialog that lets you jump to a specific day – and lets you choose from a date picker, or type the date in if you prefer. Like lots of other old-school date dialogs in Office apps, you can enter certain natural language clip_image008phrases too – some like next month, 3 weeks, will be relative from today’s date, others like June will take you to today’s day in that month (try it out; it’s easier to see than to explain) and there are certain special days like Christmas where it will jump to the next occurrence. See ToW #291 from nearly 5 years ago for more date tips. For multi-lingual dates and other stuff, see here.
  • clip_image010Manage Time Zones – at this time of year, some of us would ordinarily be planning holidays involving travel to foreign climes, but not so much in 2020. There’s every likelihood of planning online meetings in other time zones while you’re sitting in your own office in the middle of the night – so it’s worth adding multiple time zones to your Outlook Calendar view and labelling them. Right-click on the time bar to the left of your calendar view, and choose Change Time Zone to manage the display of time zones, or even switch your whole PC between them quickly.
    The rather nice Windows 10 Alarms & Clock application (WinKey+R then ms-clock: if you don’t like to click) has a nifty display of multiple time zones if you like to see at a glance where and when everyone is.
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  • Colour-coding appointments is another favourite tip the super-organised use. You can right-click on any clip_image013appointment to colour it by setting a Category, or you can use Conditional Formatting on a view to colour appointments based on category – like who sent it, or what location it’s in, etc. See more here.
    If you’re feeling extra-brave, you could install a special form that lets you differentiate mail – and therefore, appointments – which originated from an external source, by exposing a hidden property. This allows you to automatically colour them differently.
    Delve into ToW #275 to install the form, then set up a Condition under the Calendar view in much the same way.

Tip o’ the Week 488 – Time Zone Travelling

clip_image002Heading somewhere nice this summer? Perhaps somewhere hot and busy, such as Las Vegas?

When moving between countries, one of the tricks the traveller needs to decide is how to handle the switch of time zone. Do you set your watch to the destination time as soon as you board the plane, or only when the pilot announces, in his or her ever-so distincive pilot tone, what the local time is on arrival?

If pilots all sound the same, what about air-traffic controllers?

Also, do you wait for your phone to pick up the destination time zone automatically, or do you set it manually? If you have a Fitbit or other wearable, do you want it to pick up the time from your phone or do you force it on departure? Decisions, decisions…

Frequent travellers tend to have pearls of wisdom on how to deal with jet lag – like get your mind in the destination time zone and keep it there (ie. If you’re out having dinner after arrival, do not keep saying that it’s really 4am; it’s 8pm now and you can’t go to bed for at least another two hours), or get the sunor even a bright light – on the back of your knees. It’s a lot easier to handle the differing time zones using your PC…

clip_image003Outlook – whenever an appointment is created, its date and time are recorded as an offset from UTC, and the time zone it’s due to take place in is also noted. If you’re creating meetings or appointments which are in a different time zone, like travel times, then it may be worth  telling Outlook by clicking the Time Zone icon in the ribbon, and then selecting the appropriate TZ – especially useful if you’re moving between clip_image005time zones during the appointment itself, and don’t want to run the risk of horological befuddlement.

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If you’re booking a load of appointments in another time zone – eg. you’re working in another country for a few days and creating appointments with people in that locale – then it’s even worth switching the TZ of your PC whilst you do the diary-work, to save a lot of clicking around in setting the appropriate time zone specific to each meeting.

The best way to do this would be to show your second time zone in the Outlook calendar – in the main Outlook window, go to File | Options | Calendar and select the second one to show; when you’re ready to switch between your local TZ and the remote one, just click the Swap Time Zones button to switch the PC (and Outlook) between the different zones.

clip_image009Windows 10 – In the Settings | Date & time menu, there’s an option to tweak how Windows deals with time and time zones – some of which might be applied by policy and therefore greyed out for you. Like phone OSes, Windows 10 has the option of setting time zone automatically.

If you’re going to use the time zone swapping in Outlook as per above, switching time zones before you actually travel, then it’s worth disabling the automatic mode as Windows can get itself properly confused; the default time zone will change, and Outlook will end up showing the same time zone for both primary and secondary.

clip_image011Using the old fashioned Windows control panel time settings applet, you can choose to show a second time zone in the clock on the system tray – in the Date & time settings, look to the right and you’ll see Add clocks for different time zones.

The Alarms & Clock app in Windows 10 shows a map of the world with your choice of locations, and the moving daylight line so you can see what’s happening around the globe. A good alternative to that exec boardroom display nonsense, that you might expect to see gracing the wall of your average corporate hot shot.

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Tip o’ the Week 388 – Crossing Time Zones

clip_image002Another dip into the annals of ToW, dusted down and spruced up – this topic was first covered in #301, though the topic of time zones has also featured in #280, #244, #120, #26

When moving between countries, one of the tricks the traveller needs to decide is how to handle the switch of time zone. Do you set your watch to the destination time as soon as you board the plane, or only when the pilot announces, in his or her ever-so distincive pilot tone, what the local time is on arrival?

Also, do you wait for your phone to pick up the destination time zone automatically, or do you set it manually? If you have a Fitbit or other wearable, do you want it to pick up the time from your phone or do you force it on departure? Decisions, decisions…

Frequent travellers tend to have pearls of wisdom on how to deal with jet lag – like get your mind in the destination time zone and keep it there (ie. If you’re out having dinner after arrival, do not keep saying that it’s really 4am; it’s 8pm now and you can’t go to bed for at least another two hours), or get the sun – or even a bright light – on the back of your knees. All we can cover is how to handle the crossing of time zones using your PC…

clip_image003Outlook – whenever an appointment is created, its date and time are recorded as an offset from UTC, and the time zone it’s due to take place in is also noted. If you’re creating meetings or appointments which are in a different time zone, like travel times, then it may be worth clip_image005telling Outlook by clicking the Time Zone icon in the ribbon, and then selecting the appropriate TZ – especially useful if you’re moving between time zones during the appointment itself, and don’t want to run the risk of horological befuddlement.

clip_image007If you’re booking a load of appointments in another time zone – eg. you’re working in another country for a few days and creating appointments with people in that locale – then it’s even worth switching the TZ of your PC whilst you do the diary-work, to save a lot of clicking around in setting the appropriate time zone specific to each meeting.

The best way to do this would be to show your second time zone in the Outlook calendar – in the main Outlook window, go to File | Options | Calendar and select the second one to show; when you’re ready to switch between your local TZ and the remote one, just click the Swap Time Zones button to switch the PC (and Outlook) between the different zones.

clip_image009Windows 10 – In the Settings | Date & time menu, there’s an option to tweak how Windows deals with time and time zones – some of which might be applied by policy and therefore greyed out for you. Like other phone OSes, Windows 10 – even on proper computers – has the option of setting time zone automatically.

If you’re going to use the time zone swapping in Outlook as per above, then it’s worth disabling the automatic mode as Windows can get itself properly confused; the default time zone will change, and Outlook will end up showing the same time zone for both primary and secondary.

clip_image011Using the old fashioned Windows control panel time settings applet, you can choose to show a second time zone in the clock on the system tray – in the Date & time settings, look to the right and you’ll see Add clocks for different time zones.

There’s a nice Alarms & Clock app in Windows 10, that shows a map of the world with your choice of locations, and the moving daylight line so you can see what’s happening around the globe. A good alternative to that exec boardroom display nonsense, that you might expect to see gracing the wall of your average corporate hot shot.

clip_image012