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Meetings Appearing an Hour Off in Exchange due to DST
Last updated 9/25/2007

Table of Contents


Affected Dates

  •   March 11, 2007 - April 1, 2007
  •   October 28, 2007 - November 4, 2007

Description

As a result of the US and Canadian governments' decision to extend the observed dates of daylight saving time starting in 2007, calendar appointments between 3/11-4/1 and 10/28-11/4 may appear an hour off - either an hour early or late depending upon how the meeting was scheduled and on what device it is being viewed. This was a major issue in the early part of 2007 due to the relatively short amount of time between the release of time zone updates from vendors (including Microsoft, Palm, and Blackberry) and the beginning of daylight savings time on March 11. Considering the effort spent addressing issues (fixing meetings and updating servers, PCs, & devices) at that time, we do not expect there to be large-scale problems this fall in terms of misplaced meetings and appointments. However, users should be aware that the potential for misplaced meetings does exist between 10/28-11/4 and likewise review and confirm any appointments that are in question. Events most likely to be misplaced would be recurring meetings that would have been scheduled in later 2006/early 2007 prior to time zone updates having been applied.

As a reference, the table below details the effect of scheduling and viewing meetings from an unpatched PC or device (including Windows XP PCs, Palm mobile devices from Sprint, and Blackberry devices), a patched PC or device, a PC running Vista, as well as what happens when Outlook Web Access enters the mix. In all instances of XP and Vista, Outlook 2003 was used as the mail client.

 Meeting Originated From... Meeting Viewed On... Result Notes
Vista Vista Appears at correct time  
Vista Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Appears at correct time  
Vista Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Shows an hour EARLIER on the viewer's PC Fixed by updating PC or device with new DST definitions
Vista OWA Appears at correct time  
Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Vista Appears at correct time  
Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Appears at correct time  
Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Shows an hour EARLIER on the viewer's PC Fixed by updating PC or device with new DST definitions
Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) OWA Appears at correct time  
Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Vista Shows an hour LATER on the viewer's PC  
Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Shows an hour LATER on the viewer's PC  
Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Appears at correct time  
Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) OWA Shows an hour LATER in OWA  
OWA Vista Appears at correct time  
OWA Patched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Appears at correct time  
OWA Unpatched (Win XP, Palm Treo 700wx, Palm 650, Blackberry) Shows an hour EARLIER on the viewer's PC  
OWA OWA Appears at correct time  


What should you do? (Updated 9/25/2007)

It is recommended that people using central Exchange services review appointments for the week of October 28-November 3. If you have questions or concerns regarding the scheduled time of any appointments during that time frame, please confirm the start time with the meeting organizer. If you are a meeting organizer and meetings you scheduled are appearing an hour off on invited attendees' calendars, please work with your local IT support to ensure that your computer and devices are updated with current time zone definitions - refer to the guidelines provided in the "Howto Update Misplaced Appointments and Meetings" section for more details.


Howto Update Misplaced Appointments and Meetings

In summary, the strategy outlined below to address meetings that appear an hour off on calendars is to update all PCs and devices you use to view and create meetings and appointments on your calendar. Once that has been done, the next step is to fix or update misplaced meetings and appointments that you organized. If you are an attendee of a meeting organized by someone else, you should wait for the meeting organizer to complete the steps to update the meeting, which will in turn update it on your calendar.

Step 1: Update your computer with new time-zone "definitions"

Windows PCs

Windows Vista/XP: Patch all machines with the 933360 (released August 2007) update released by Microsoft. The 933360 update has replaced the 931836 time zone update released in January 2007. You can verify if a PC has been patched by looking in Add/Remove Programs - check the option at the top to "Show all updates" and then look for KB 931836.

Windows 2000: Windows 2000 Server and Windows 2000 Professional require an update to account for the change in daylight saving time. There are two methods available to update a PC or server running Windows 2000:

Mac OS

Note that if you are also using Entourage, you should update your version of Microsoft Office 2004 with the most recent updates. Visit http://www.microsoft.com/mac/downloads.aspx for a complete list of updates.

Mac OS 10.4.6 or later: No update needed

Mac OS 10.4.5 or earlier: Upgrade to 10.4.6 or manually update time zone. To manually update the time settings, go to the Apple menu, select System Preferences, click Date & Time, then click the Date & Time tab. Then either drag the clock to the correct time or click the up and down arrows for the correct time. Make sure Set date & time automatically checkbox is unchecked. Note that if you are manually updating your time setting, you will have to repeat the process 4 times a year:

  • Second Sunday of March
  • First Sunday in April (because your computer will automatically adjust the time because it thinks daylight saving time is just beginning)
  • Last Sunday of October (because your computer will adjust the time because it is still using the old DST dates to make it's automatic adjustments)
  • First Sunday of November

Other Operating Systems and Applications

Please check with the hardware manufacturer or software vendor. Additionally, some information is posted at http://dstpatch.com regarding the status of updates for various platforms.

Step 2: Update your mobile device

Note: If an update is not available for your mobile device or you have not yet updated your mobile device, it is recommended that you do not add meetings and appointments between March 11 and April 1 from your mobile device. Additionally, meetings created from Outlook or Outlook Web Access will appear an hour earlier between March 11 and April on your mobile device until it has been updated with new time zone definitions.

Windows Mobile

Update your Windows Mobile device using the steps at Microsoft's web site. Steps are provided to update a device either connected to a PC via USB or "over the air". Note the final step of the process, whether you update your mobile device using the USB sync or over the air, is to manually change the time zone on your device to something other than what it is after the update completes and then back to the desired time zone setting - in the case of most CSU users that would be "GMT-7 Mountain US".

Blackberry Devices

Update your Blackberry device using the steps outlined at http://www.blackberry.com/DST2007/patch/index2.shtml. The system requirements necessary to apply the update are listed below:

  • Requires a USB-enabled BlackBerry Device
  • Windows 2000 or higher Operating System
  • Internet Explorer v5.5 or higher (for ActiveX) with JavaScript enabled
  • Local Administrator rights
  • Temporarily allow popups
  • BlackBerry device running v4.0.0 software or higher

Palm OS

Palm has created an installable update for devices running the Palm OS. The process of downloading and installing the update is posted at http://www.palm.com/us/support/downloads/dst_palmos.html.

Step 3: Update meetings and appointments using Outlook.

There are two processes by which to update meetings. In instances where a user only has one or two meetings to update or if you're attempting to update meetings where a room or equipment resources is listed as the organizer, the "manual approach" is recommended. In instances where a user has multiple meetings requiring an update or in instances where the manual approach does not update a meeting as expected, the "automated approach" works well. Both processes result in "update e-mails" being sent to meeting attendees. From a departmental perspective, it's advisable to let your users know that as meetings are updated for the change in daylight saving time a number of "update e-mails" will be generated and that people should "accept" the updates when they are received and send responses when prompted to do so after accepting.

Manual Approach: Update Meetings individually from Outlook
* Best option for people acting as the delegate of another user's calendar
Individual Appointments (appointments you added to your calendar where no other users or resources are invited)
  1. Open Outlook.
  2. Access your calendar.
  3. Navigate to March 2007 or October 2007 and open an appointment that is appearing an hour off. Double-click the appointment to open it.
  4. Change the "Start time" to the correct time.
  5. Change the "End time" to the correct time.
  6. Click "Save and Close" to save the appointment and close it.
Single Instance Meetings (Meetings you organized to which other users or resources have been invited)
Important: Updating a meeting will result in a "meeting has been updated" e-mail being sent to all meeting attendees.
  1. Open Outlook.
  2. Access your calendar.
  3. Navigate to March 2007 or October 2007 and open a single-instance meeting that is appearing an hour off of the intended time. Double-click the meeting to open it.
  4. Change the "Start time" to the correct time.
  5. Change the "End time" to the correct time.
  6. Click "Save and Close" to save the appointment. You should be prompted to send an update regarding the meeting to all attendees. Choose "Yes" to send the update.
  7. Meeting attendees will receive an e-mail notification that the meeting has been updated and it should now appear at the correct time for all attendees - assuming attendees are viewing the meeting from an updated PC or mobile device.
Recurring Meetings that you organized or created w/dates that include one or more instances of the meeting occurring between March 11, 2007 and April 1, 2007
Important: Updating a meeting will result in a "meeting has been updated" e-mail being sent to all meeting attendees.
  1. Open Outlook 2003. Note that this process must be completed using Outlook 2003!
  2. Access your calendar.
  3. Navigate to March 2007 or October 2007 and open a recurring meeting that is appearing an hour off of the intended time. Double-click the meeting to open it. When prompted to either "Open this occurrence" or "Open the series", choose "Open the series".
  4. Click the "Recurrence..." button in the toolbar.
  5. Click OK without making any changes to the meeting start and end times or recurrence pattern.
  6. Click "Save and Close" to save the appointment. You should be prompted to send an update regarding the meeting to all attendees. Choose "Yes" to send the update.
  7. Meeting attendees will receive an e-mail notification that the meeting has been updated and it should now appear at the correct time for all attendees - assuming attendees are viewing the meeting from an updated PC or mobile device.
Automated Approach: Use the Outlook Time Zone Update Tool

Microsoft has released an Outlook Time Zone Update Tool which can be used to detect and update multiple meetings for a given user simultaneously. The tool is available as a download from Microsoft and is also installed on the Outlook Virtual Machine hosted by ACNS. In testing conducted by ACNS, the tool does work as intended and is a viable option for updating meetings. However, before using the tool and/or instructing users to use the tool, please be aware of the nuances listed below. Additionally, the process for using the Outlook Time Zone Update Tool from the Outlook virtual machine is detailed below. College and Departmental IT organizations may want to install and configure the tool locally in instances where a large number of users may need to use it.

  • This tool will ONLY update meetings and appointments for which the user is listed as the "Meeting Organizer". If a user is listed as an "attendee" of a meeting someone else organized, that meeting will need to be updated on the scheduler's calendar in order to be reflected on attendees' calendars.
  • The Outlook Time Zone Update Tool cannot be used to update meetings you created as a delegate for another user; those meetings can be updated using the tool but the user who appears as the meeting organizer (and not the delegate) must complete the process to update those meetings. In other words, if user A is acting as a delegate for user B, user A cannot update the meetings he/she created on behalf of User B; instead User B will have to run the tool as himself/herself in order to update the meetings.
  • Updating meeting where others are invited will result in a "meeting has been updated" e-mail being sent to all meeting attendees.
  • The Outlook Time Zone Update Tool will mark all single instance meetings as meetings that need to be adjusted, even if the meeting is already appearing in the correct timeslot between March 11 and April 1. Therefore, it is extremely important to know beforehand which meetings need to be updated and to follow the process below to uncheck meetings that should not be adjusted. Recurring meetings store time zone information and likewise the tool is "smart enough" to only identify recurring meetings requiring adjustments. If you want more details regarding the difference between the information stored by Outlook and Exchange for a single instance meeting versus a recurring meeting, it is explained further at The Exchangepedia Blog.
  • The Outlook Update Tool can be run multiple times against the same user's calendar. Single instance meetings will continue to appear as items requiring an adjustment and will be moved one hour each time the tool is run if an item is checked to be updated. Recurring meetings will only be updated one time (if needed) by the tool and will not appear on subsequent runs of the tool after having been previously updated.
  • Local Install Note: The tool installs to "C:\Program Files\Microsoft Office\Office12\Office Outlook Time Zone Data Update Tool\tzmove.exe" and can be run from that location by double-clicking the tzmove.exe executable
Using the Outlook Time Zone Update Tool on the Outlook Virtual Machine
  1. Using Outlook or Outlook Web Access, identify all meetings or appointments that a user created that appearing an hour late between March 11 and April 1.
  2. Login to the Outlook Virtual Machine using a user's eID (either from IE using the link at http://help.mail.colostate.edu/tt_outlook_remote.aspx or via Remote Desktop by accessing outlookvm1.acns.colostate.edu)
  3. Launch Outlook from the icon on the Desktop (this will create an Outlook profile for the user which is required before the tool can run)
  4. Go to Start > Programs > Microsoft Office 2003 > Outlook Time Zone Update Tool
  5. The defaults should be fine on the "Change Calendar Time Zone" dialog that appears. Click OK to continue.

    Splash screen

  6. If appointments requiring an update are found, a message will appear with the text "Found X appointments to update in Mailbox - [user's name]." IMPORTANT: Click the "Details >>" button to display a list of meetings found by the tool.

    Appointments Found

  7. By default, all meetings are checked. Uncheck meetings that do not require an update. In many instances, a user may need to update recurring meetings that were created prior to the time zone update being applied to the user's PC while leaving single-instance meetings as they are. The tool doesn't differentiate between the two but as a rule of thumb, most recurring meetings will have a date/time listed prior to March 11, 2007 while single instance meetings will have start dates/times between March 11 and April 1.
  8. After the appropriate meetings have been "checked", click OK to update the checked meetings. As meetings are updated, e-mail notifications will be sent to attendees noting the update.

    Select Appointments to Update

  9. Click OK to finish. Optionally, you may check the "Details >>" button to verify that all checked meetings were updated successfully.
  10. Log out of the Outlook Virtual Machine.
  11. From an Outlook client or Outlook Web Access, verify that meetings are appearing in the appropriate timeslot between March 11 and April 1.

More Information

Information from Microsoft regarding daylight saving time changes in 2007:
http://www.microsoft.com/windows/timezone/dst2007.mspx

Outlook specific information from Microsoft:
http://office.microsoft.com/en-us/outlook/HA102086071033.aspx

Technical Explanation of the DST Problem at Exchangepedia.com:
http://exchangepedia.com/blog/2007/02/dst-2007-understanding-what-needs-to-be.html