How to Use Gemini in Google Workspace

Step by step

1. Enable Gemini in your Google Workspace account

   Navigate to admin.google.com and sign in with your admin credentials. Go to Apps > Google Workspace > Gemini and toggle the service to 'ON' for your organization. Users will see the Gemini features within 24 hours of activation.

   Note: Domain admins can control Gemini access by organizational unit, allowing selective rollout across departments.

2. Access Gemini in Gmail

   Open Gmail and click 'Compose' to start a new message. Look for the sparkle icon in the message composition toolbar. Click it and type your request, such as 'Draft a professional follow-up email about yesterday's meeting.' Gemini generates a draft that you can edit or regenerate.

   Note: Use specific context in your prompts like recipient role, meeting details, or desired tone for more accurate email drafts.

3. Generate content in Google Docs

   Open a Google Doc and click the sparkle icon in the left margin. Enter your prompt in the 'Help me write' dialog box. Describe what you want, such as 'Write an executive summary for Q4 budget planning.' Review the generated content and click 'Insert' to add it to your document.

   Note: Break complex documents into sections by prompting Gemini for specific parts like introductions, bullet points, or conclusions rather than entire documents.

4. Analyze data in Google Sheets

   Open your Google Sheet with existing data and click the sparkle icon in the toolbar. Ask Gemini to analyze your data with prompts like 'Create a summary of sales trends from this data' or 'Generate a pivot table showing revenue by region.' Gemini provides insights and can create formulas or charts based on your request.

   Note: Ensure your data has clear headers and is properly formatted before asking Gemini for analysis to get more accurate results.

5. Create presentations in Google Slides

   Open Google Slides and start a new presentation or open an existing one. Click the sparkle icon and describe your presentation needs, such as 'Create a 10-slide presentation about remote work best practices.' Gemini generates slides with content, layouts, and suggested images that match your topic.

   Note: Specify your audience and presentation length in your prompt to get more targeted slide content and appropriate complexity levels.

6. Refine and customize AI-generated content

   After Gemini generates content, use the regenerate option to try different approaches. Click 'Refine' to adjust tone, length, or style. Edit the generated text directly in your document, or use follow-up prompts to modify specific sections. Save frequently as you iterate on the content.

   Note: Use the 'Make it more formal' or 'Make it more casual' refinement options to quickly adjust tone without rewriting your entire prompt.

7. Set up Smart Compose and Smart Reply

   In Gmail settings, navigate to General > Smart Compose and Smart Reply. Enable both features to get AI-powered writing suggestions as you type. Smart Compose offers sentence completions while drafting emails, and Smart Reply provides quick response options for incoming messages.

   Note: Disable Smart Compose on shared or public computers by unchecking 'Enable Smart Compose personalization' in Gmail settings.