Calendars: scheduling across time zones, room booking and delegates
For people who run calendars for others or for teams spread across offices: office administrators, executive and team assistants, coordinators and team leads. It builds on 'Scheduling without conflicts', which covers time-zone arithmetic and recurring clashes, so take that course first. Here you'll set time zones and additional time zones in Outlook and Google Calendar and create events in a specific zone; check recurring meetings for the weeks when the US and UK change clocks on different dates; find a time and book a meeting room with the Scheduling Assistant and Room Finder or Google's Find a time; choose between view, edit and delegate access, including private items; and set where meeting requests go when there's a delegate. Grounded in Microsoft Outlook and Google Calendar help pages, with daylight saving dates from NIST (US) and GOV.UK (UK). Your organisation's rules on calendar sharing and room booking come first. Ends with a supervisor-graded planning exercise.
- Level
- Beginner
- Length
- About 80 minutes
- Contents
- 5 lessons · final exam
- Status
- Published · updated 10 Oct 2026
Skills you'll practise
- Set your calendar's time zone, show additional time zones, and create an event in a specific time zone in Outlook or Google Calendar
- Check a recurring cross-time-zone meeting for the weeks when clocks change in one country but not the other
- Find a time and book a meeting room using the Scheduling Assistant and Room Finder or Google Calendar's Find a time
- Choose between view, edit and delegate access when someone else manages a calendar, including private items
- Set where meeting requests go when you have a delegate, and act correctly when scheduling on someone's behalf
Course outline
- 1.Set your calendar's time zone, show additional time zones, and create an event in a specific time zoneLesson · 13 min
- 2.Check a recurring cross-time-zone meeting for the weeks when clocks change in one country but not the otherLesson · 15 min
- 3.Find a time and book a meeting room using the Scheduling Assistant and Room Finder or Google Calendar's Find a timeLesson · 13 min
- 4.Choose between view, edit and delegate access when someone else manages a calendar, including private itemsLesson · 13 min
- 5.Set where meeting requests go when you have a delegate, and act correctly when scheduling on someone's behalfLesson · 12 min
- 6.Calendars: scheduling across time zones, room booking and delegates: knowledge checkKnowledge check · 14 questions
- 7.Calendars: scheduling across time zones, room booking and delegates: practical exerciseKnowledge check · 1 question
- 8.Final exam10 questions · passing it completes the course, so people who already know the material can test out
Sources it draws on
The lessons and questions are written from these references, so learners can go back to the original.
- Microsoft Support: Manage time zone settings in Outlook
- Microsoft Support: Schedule a meeting or event in Outlook
- Microsoft Support: Use the Scheduling Assistant and Room Finder for meetings in Outlook
- Microsoft Support: Share and access a calendar with edit or delegate permissions in Outlook
- Microsoft Support: About delegates: Allow someone to manage your mail and calendar in Outlook
- Google Calendar Help: Use Google Calendar in different time zones
- Google Calendar Help: Find times to meet in Google Calendar
- Google Calendar Help: Choose what others can do with your calendar
- NIST: Daylight Saving Time (DST) (US rules)
- GOV.UK: When do the clocks change? (UK dates 2025-2028)
See it with your own jobs and topics
Tell us about your team and we'll walk you through setup, from choosing jobs to your first skills check.