How to use Google’s new Gemini AI with Gmail, Google Docs, and more

Google Gemini AI: A Powerful but Imperfect Addition to Your Google Apps

Google Gemini, the AI chatbot launched in November 2022, is rapidly transforming content creation and information sharing across various Google applications, including Gmail, Google Docs, Slides, Sheets, and Meet. While offering significant productivity boosts, it's crucial to acknowledge its limitations and avoid over-reliance. Access to these AI features requires a Google One AI Premium plan ($19.99/month after a two-month trial, including 2TB cloud storage) or an employer-sponsored business plan. Note that feature rollout is ongoing.

Gmail's Enhanced Writing Assistance

Within Gmail's web interface, a pen-and-plus icon activates Gemini's writing tools. The "Help me write" function generates text based on prompts (e.g., "apologize to my boss"). You can specify details and tone. "Insert" adds the text, "Recreate" generates alternatives, and "Refine" allows for formalizing, elaborating, or shortening. While helpful for word choice and phrasing, remember Gemini's potential for inaccuracies and its unsuitability for professional advice.

Google Docs: Text Generation and Refinement

Google Docs' web version also integrates Gemini via a similar pen-and-plus icon. This allows for new text generation and editing existing content. The AI can summarize, rephrase, expand, or shorten selected text. Generating entirely new text often produces generic results, but refining existing content proves more effective.

For example, to summarize a section: highlight the text, click the Gemini icon, select "Summarize," and then "Insert" or "Refine." Always verify Gemini's output for accuracy.

Google Slides, Sheets, and Meet: Broader AI Integration

Gemini's presence is less overt in Slides, Sheets, and Meet, but still valuable. In Slides and Sheets (web versions), the AI assistant appears on the right-hand side.

In Slides, Gemini generates images from text prompts, offering style choices. It can also create new slides based on descriptions, including text and images, and summarize existing slides or presentations. (Note: Image generation of people is temporarily disabled due to past inaccuracies.)

Sheets utilizes Gemini for creating data tables (e.g., trip planning, project task tracking) and formulas based on textual descriptions.

Finally, Google Meet allows Gemini to generate meeting backgrounds from textual prompts.

In conclusion, while Google Gemini offers powerful AI capabilities within Google Workspace, users should exercise critical judgment and avoid relying solely on its output for accuracy, especially in professional contexts. It's a valuable tool for enhancing productivity but not a replacement for human oversight.

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