How to Use Gemini in Google Workspace

Gemini integrates directly into Google Workspace apps to provide AI-powered assistance for writing, analysis, and content creation. The feature requires a Google Workspace subscription with Gemini add-on and appears as a sparkle icon across Gmail, Docs, Sheets, and Slides.

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.
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.
3. Generate content in Google Docs. Open a Google Doc and click the sparkle icon in the left margin or press Ctrl+H (Cmd+H on Mac). 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.
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.
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.
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.
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.