Calendar event/meeting with different time zones, showing as All-Day

Question

I created an Outlook Calendar meeting, a few months ago, with Start Time Time Zone in India (4:00 AM IST) and End Time Time Zone in Boston (3:40 PM EST). The meeting correctly shows, on the calendar, as starting at 6:30 PM EST, goes over night and ending at 3:40 PM EST.

I tried to create a similar one today, but the meeting shows at the very top, instead of the actual times.

Answer 1

Hi Amit,

Thanks so much for getting back to me, and my apologies for the delayed response on my end. To protect forum policies and sensitive information, please share the information requested in the "View Direct Messages" section above. 

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Answer 2

Hello Kai,

Thank you so much for the different troubleshooting steps. I tried all of them and none of them solved the issue.

1. All day is unchecked
2. I did use the Time zones checkbox, when I created the meeting
   • 
3. The default time zones for Outlook & the system are set to (UTC-05:00) Eastern Time (US & Canada)
4. I recreated the meeting and it showed the same on both the desktop and web app
5. File > Office Account > Update Options > Update Now shows You're up to date!
6. I deleted the contents of the RoamCache folder and recreated the meeting - same issue

As you can see from the above image, the time is calculated properly (Start time 1:20 AM IST = 2:50 PM EST), but isn't showing properly in the calendar.

Thank you,

Amit

Answer 3

Hi Amit,

Thank you for posting in Microsoft Community.

When you create a meeting with different start and end time zones in Outlook, the system expects both times to be in the same time zone or properly converted. If the start and end times are set with different time zones separately, Outlook may interpret the event as spanning the entire day and display it as an All-Day event. Here's what might be happening and how we can troubleshoot it:

1. Check the "All day event" Checkbox (Most Common Reason):

• When creating or editing the meeting, double-check that the "All day event" checkbox is UNCHECKED. If this box is accidentally selected, it will override any specific times and display the event as all-day at the top of your calendar.

2. Verify Meeting Time Zone Settings Carefully:

• When you create or edit the meeting, ensure you are selecting the time zones correctly for both the start and end times.
  • In the Outlook desktop app: In the new meeting window, look for the "Time Zones" button (usually near the start/end date/time fields, sometimes hidden under the "Options" tab in the ribbon). Click it to expand the time zone selectors for both start and end times. Make sure 4:00 AM IST is selected for the start and 3:40 PM EST for the end.
  • In Outlook on the web (outlook.office.com): Look for the time zone dropdowns next to the start and end time fields.

3. Check Your Default Outlook and System Time Zone Settings:

• Outlook Default Time Zone: Ensure your default time zone in Outlook is set correctly to your primary working time zone (e.g., EST if you are in Boston). Go to File > Options > Calendar > Time zones. An incorrect default can sometimes cause display anomalies.
• Computer System Time Zone: Also, confirm that your computer's operating system time zone is set correctly.

4. Test Across Outlook Platforms:

• Outlook Desktop vs. Web App: Create the meeting again and then check how it appears in both the Outlook desktop client and the Outlook web app (outlook.office.com). Does the issue persist on both, or only one? This can help determine if it's a client-specific display bug.

5. Update Your Outlook Desktop App:

• Ensure your Outlook desktop client is fully up-to-date. Sometimes, display issues or bugs are resolved in newer versions.
  • In Outlook, go to File > Office Account > Update Options > Update Now.

6. Consider Potential Client-Side Issues (for Desktop App):

• Cached Data: If you're primarily using the desktop app, sometimes cached calendar data can cause display glitches.
  • Close Outlook.
  • Press Windows Key + R, type %localappdata%\Microsoft\Outlook, and press Enter.
  • Open the folder corresponding to your Outlook profile.
  • Locate and delete the contents of the "RoamCache" folder.
  • Restart Outlook.

Why Your Previous Meeting Might Have Worked vs. Now:

It's possible that a subtle change in an Outlook update, your profile settings, or even how the meeting was originally created (e.g., copy-pasting an old event vs. creating a new one from scratch) could be causing this difference. 

I hope these solutions can help you solve this problem. We truly appreciate your patience and understanding. If you need any further assistance or clarification, feel free to reach out—we're here to help. Have a wonderful day!

Kind regards, 

Kai-L – MSFT | Microsoft Community Support Specialist