(upbeat music)
- [Jess] I'm talking about some tips that you can do
to handle when you work with different time zones
between coworkers.
I'm using the new Outlook for Mac interface
to show you these,
but many of these tips are transferable
to other platforms,
such as G-mail and Google Calendar.
The first place I'm going to start
is by heading over to the calendar.
If I'm on the East Coast,
and I work with a company on the West Coast
in the United States,
I'd like to add that time zone to the calendar
because it's just easier to see what time of day
my colleagues are going to be in meetings when I am.
I can add an additional time zone
here on the left-hand side
next to mine.
To do that,
on the top of the screen,
click Outlook and choose Preferences.
From here,
click Calendar,
and at the bottom of the screen,
I can click Show second time zone in Day and Week view.
I'll select the time zone I want to see,
in this case, Pacific Time for the US and Canada,
and now I can close out.
Here it is on the left-hand side.
Now, Outlook for Windows
and the Google Platform
also has this functionality.
It's just easier to see it at a glance.
In fact, down here at the bottom of the screen,
is a horizontal line telling me
what the current time of day is.
I can even glance right over
and see what time it is for them.
Let's create a new meeting.
I'll click New Event.
Something else that's very important
when you're creating meetings
between people who work in multiple time zones
all over the globe,
is to include the time zone information
with that meeting.
So, I'll click the Globe icon,
this is going to add a time zone field to the event.
So, now when I'm creating this meeting,
the computer, and Outlook knows,
that this event is being created
in 4:30 p.m. Eastern time.
So, when I send the invitations out,
every single computer,
no matter where you are,
is going to be added
to the right time.
I'll click Discard,
but the nice thing is,
I can turn that feature on once
and every other time I create meetings,
that time zone field will be there.
Let's now head into Email.
If I'm creating a new message,
I need to be careful
of the time of day
when I'm sending it to my coworkers.
For example, if I'm on the East Coast
and I'm sending an email at eight o'clock in the morning
to somebody in the West Coast,
I don't want to send it that early
because I'm afraid their phone is going to chirp
or they'll get some sort of notification
at five o'clock in the morning their time.
So, what I like to do,
once I address my email,
is to click the down arrow next to Send.
From here,
I can choose to send this message later.
For example,
if it's six o'clock my time in the morning,
I'll send it at 11 o'clock a.m. their time.
This way,
it's eight o'clock in the morning on the Pacific Coast
and I know that's a reasonable time
to send an email to a coworker.
I'll click Cancel on this.
This is what I usually do
when I'm sitting down
to send my emails in the morning.
I always do the Send Later option
when I'm sending emails
to people on the West Coast.
(upbeat electronic music)