Using Google Workspace with Gemini

You can use this feature only if your organization supports it. For help, contact your administrator.

Google Workspace with Gemini is a powerful collaborative partner that can act as a coach, thought partner, source of inspiration, and productivity booster—all while keeping you in control of your data.

On this page 

• Collaborate with Gemini
• Use Gemini in: Gmail | Docs | Sheets | Slides | Drive | Chat
• Manage your conversation history
• Personalize responses
• More resources

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Before you use Google Workspace with Gemini

• Gemini feature suggestions don’t represent Google’s views, and should not be attributed to Google.
• Don’t rely on Gemini features as medical, legal, financial, or other professional advice.
• Gemini features may suggest inaccurate or inappropriate information. Your feedback makes Gemini more helpful and safe.
• Enterprise end users can submit feedback to Google Workspace regarding their experience using generative AI features. End users are informed before submitting the feedback that feedback data should not contain personal, sensitive, or confidential information and may be read by humans.

Collaborate with Gemini

You interact with Gemini in Workspace through the side panel, bottom bar in Docs, or inline while you work.

• Open Ask Gemini: To open Gemini in Workspace, look for the Ask Gemini icon , usually found at the top right of your Workspace app.
• In Docs: Choose your format: You can work in Gemini from the side panel or the bottom bar. To switch between the two formats, click Switch to side panel  or Switch to bottom bar .
• Use prompts: Tell Gemini what you want to do. In the side panel, select a suggested prompt, or write your own. See Start with a great prompt. 
• In Gmail: Use Gemini to write or refine email messages.

Use Gemini in Gmail

Gemini in Gmail can help you manage your inbox and write emails more efficiently.

Example prompts for Gmail

• "Summarize this email."
• "Show my unread emails."
• "Find emails from [person] sent last week."
• "Create a list of action items for me based on this email."
• "Catch me up on [project] emails."
• "What are the main points of the weekly team meeting notes from my documents?”

Gemini features in Gmail

Feature	Description
Get overviews of search results Summarize email threads	Get instant summaries of search results or long email threads.
Help me write	Draft new emails based on prompts, like a meeting invitation or notes to a customer. You can refine or recreate the results.
Proofreading	Improve your drafts with grammar, tone, and style suggestions.
Suggested replies	Get relevant response options for emails you receive.
Help me schedule	Suggest meeting times with others directly within your email draft.

Learn more at Collaborate with Gemini in Gmail.

Use Gemini in Docs

Gemini in Docs can help you draft, refine, and summarize documents, and generate images.

Example prompts for Docs

• "Write an announcement email about a new feature."
• "Make the announcement more fun."
• "Catch me up on the latest Monthly Review emails."
• "What are the main points of @Meeting notes: Core team sync?”
• "How do I make my document pageless?"
• "Can I add markups to my document?"

Gemini features in Docs

Feature	Description
Write & edit	Draft or refine copy for blog posts or project plans.
Generate an image	Create inline and cover images for your documents.
Summarize a document	Generate inline summaries using the @ menu.
Create personalized documents	Create a variety of formatted documents, like blog posts, press releases, and campaign briefs.
Match writing style	Mirror a writing style from a Google Drive doc.
Match doc format	Use a Google Doc as a template for Gemini to generate content that matches its layout, style, and structure.

Learn more at Create personalized Docs with Gemini in Google Docs.

Use Gemini in Sheets

Gemini in Sheets can help you create tables, formulas, and analyze your data.

Example prompts for Sheets

• "Create a formula to find cell C1 in range D:G, output value in column G."
• "Find the number of unique customers in the North America region."
• "Create a social media tracker for marketing."
• "Summarize this spreadsheet."
• "Teach me how to use conditional formatting with a color scale."
• "How can I remove duplicates?"

Gemini features in Sheets

Feature	Description
Enhanced smart fill	Automatically detects incomplete column pairs and predicts remaining values.
AI function	Generates text, summarizes, and categorizes your data.
Convert to table	Automatically format your data as a table.
Use Cloud features	Import or query data from Cloud apps like BigQuery and Vertex AI.

Learn more at Collaborate with Gemini in Google Sheets.

Use Gemini in Slides

Gemini in Slides helps you generate custom images, create new slides, and refine your presentation content.

Example prompts for Slides

• "Suggest images for this slide."
• "Create a slide about how to utilize the SCRUM framework."
• "Create a slide about @Core Team sync."
• "Summarize this presentation in 3 sentences."

Gemini features in Slides

Feature	Description
Add an image	Create custom images, slides as images, or infographics to add to your slides.
Remove image backgrounds	Remove backgrounds from any image in a slide.
Refine your writing	Shorten or rephrase text in your slides.

Learn more at Collaborate with Gemini in Google Slides.

Use Gemini in Drive

Gemini in Drive helps you summarize multiple documents and generate insights on topics.

Example prompts for Drive

• Select a file and ask Gemini questions. For example: “Summarize the key points in Sales Team Meeting Notes.”
• Summarize information across several file names with Gemini. For example:
  • “Help me understand our team's 2024 strategy.”
  • “Summarize project Cymbal.”

Gemini features in Drive

Feature	Description
Add source files	Direct Gemini to source files in Drive to consider in its response.
Analyze PDFs	Summarize and analyze a PDF file.
Create content	Create files, audio overviews, or images from Drive.
Organize files	Gemini can help organize loose files in your Drive.

Learn more at Collaborate with Gemini in Google Drive.

Use Gemini in Chat

Ask Gemini in Chat helps you summarize conversations, find action items or followups, and translate messages.

Example prompts for Chat

• "When are we launching [feature name]?"
• "What did [colleague] announce to the team yesterday?"
• "Summarize my conversations with [colleague] from this week."
• "Summarize my unread messages."
• Generate a list of action items.
• Ask specific questions, like "What is the decision on the project discussed in this conversation?"

Gemini features in Chat

Feature	Description
Gemini summaries	Catch up on unread messages in a conversation or space from your Chat home page.
Schedule events	Ask Gemini to schedule or reschedule an event.
Automatic translation	Automatically translate messages to your preferred language.
AI overview	Get instant summaries of search results or long chat threads.

Learn more at Get started with Ask Gemini in Google Chat and Collaborate with Gemini in Google Chat.

Manage your conversation history

With Gemini in Docs, Drive, Gmail, Sheets, or Slides, you can:

• Find your conversation history
• Resume a conversation
• Rename a conversation (to improve findability)
• Delete a conversation

Find your conversation history

​Important: Your conversation history does not include any interactions with the Gemini side panel that occurred before the release of this feature.

1. On your computer, open a Google Workspace app, like Gmail or Docs.
2. At the top right, click Ask Gemini .
3. At the top left, click More options .
4. Under "History," select a recent conversation.
   • To find more conversations, click View all conversations.

Tip: Your conversations are organized by date, with the most recent at the top.

See Find & manage your Gemini in Workspace conversation history.

​Personalize responses

Customize the responses you get from Gemini in Workspace to better fit your needs. You can add instructions to define specific preferences, such as:

• Your role: "high school teacher"
• Preferred tone: "professional but enthusiastic"
• Output format: "always summarize files in bullet points"

Important: This feature is only available in the US and in English.

Add instructions for Gemini

• To add instructions in your settings:

1. On your computer, open Google Docs.
2. At the top right, click Ask Gemini .
3. At the top left of the Gemini side panel, click Menu  SettingsPersonalization.
4. Click Add.
5. Enter your instructions.
6. Click Save.

• To add instructions when you chat with Gemini:
  • When you use instructional phrases, Gemini automatically saves the instruction to your settings. For example, you can say:
    • “From now on, always use short sentences in your responses.”
    • “In the future, remember that I prefer summaries in a table format.”

See Customize Gemini in Workspace's responses with your instructions.

More resources

• Get started with Google Workspace for Gemini
• Turn smart features, like Ask Gemini, on or off
• Tips for writing prompts
• Learn about prompts in Gemini for Docs, Sheets, Slides, Vids & Forms
• Gemini cheat sheet
• Gemini security and privacy:
  • Gmail
  • Docs editors
  • Generative AI in Google Workspace Privacy Hub 
  • How Gemini in Gmail, Chat, Docs, Drive, Sheets, Slides, Meet & Vids protects your data

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