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Use Gemini for your work

Think of Gemini as a new team member built into Google Workspace. It works directly in Gmail, Docs, Sheets, and Meet without switching apps. You can ask it to draft emails, summarise documents, analyse spreadsheet data, or generate visual content. It connects to your Drive files and email without manual uploads. This page will help you:

Assign roles

Direct Gemini with focused personas

Choose models

Use in Gmail, Docs, Sheets, Meet

Connect tools

Pick the right Gemini version

Refine outputs

Connect apps and upload files

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Direct Gemini with roles

Give Gemini a clear role to focus its response. Pick one of these three starting points based on your task.

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Gemini in Google Workspace

Gemini integrates directly into the Workspace apps you use daily. Access it through the Gemini icon or side panel in each application.

Gmail

Click the Gemini icon in Gmail to open the side panel. Ask questions about your inbox, summarise long email threads, or draft replies with “Help me write”. Gemini can search across your messages using natural language.

Google Docs

Open any document and click “Ask Gemini” in the top right. Generate new content from a prompt, summarise the current document, rewrite selected text, or reference other files from your Drive.

Google Sheets

Click “Ask Gemini” while working in a spreadsheet. Generate tables and trackers from descriptions, create formulas based on what you need, analyse data patterns, or pull information from your Gmail.

Google Meet

Gemini can take meeting notes automatically, summarise discussions, and capture action items. If you join late, ask Gemini to catch you up on what you missed. Translated captions are also available.

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Choosing the right Gemini model

Gemini offers different models suited to different tasks. Understanding when to use each helps you get better results.
ModelBest forSpeedReasoning depth
Fast (3 Flash)Quick answers, everyday tasks, summarisationFastestGood
Thinking (3 Flash)Complex problems requiring step-by-step reasoningModerateBetter
Pro (3 Pro)Advanced analysis, coding, multimodal understandingSlowerBest

When to use Fast

Use the Fast model for everyday tasks where speed matters more than deep analysis. This includes quick summaries, simple questions, brainstorming ideas, and general assistance. Fast is the default model and handles most requests well.

When to use Thinking or Pro

Switch to Thinking or Pro when you need deeper reasoning. This includes complex analysis, detailed coding tasks, working with large documents, and problems requiring multiple steps to solve. These models take longer but provide more thorough responses.
You can select your model from the dropdown menu in the Gemini app. Google AI Pro and Ultra subscribers receive higher limits for Thinking and Pro models.

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Gemini with context

Gemini becomes more useful when you provide context. There are several ways to give Gemini the information it needs to help you effectively.

Connected apps

Connected appsWith Personal Intelligence enabled, Gemini can connect to your Gmail, Drive, and Photos. This lets you ask questions like “What was the name of the restaurant from last month’s team dinner?” and get answers from your own data.

Dictation tool

Files from rrive or uploadUse the microphone icon for speech-to-text, or activate Gemini Live for a full voice conversation. Speak naturally, interrupt to ask follow-ups, and have Gemini respond aloud. Available in the mobile app and supported devices.

Files from rrive or upload

Files from rrive or uploadClick the ”+” icon to upload files directly or add documents from Google Drive. Gemini can analyse PDFs, spreadsheets, images, and more. Reference uploaded files in your prompt to get specific insights.
When you connect Google Workspace apps, your data is not used to train models. Gemini references your information to generate responses, but your emails and files remain private.

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File upload

Gemini can analyse documents, images, and other files you upload. Here are the current limits to keep in mind.
Upload typeLimit
Files per promptUp to 10 files
Video file sizeUp to 2 GB per video
Other file sizesUp to 100 MB per file
Total video length (Free)Up to 5 minutes
Total video length (Pro/Ultra)Up to 1 hour
Context window (Free)32,000 tokens (~50 pages of text)
Context window (Pro/Ultra)1 million tokens (~1,500 pages of text)

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Supported file types

CategoryFormats
DocumentsPDF, DOCX, DOC, TXT, RTF
SpreadsheetsXLSX, CSV
PresentationsPPTX
ImagesJPEG, PNG, WebP, HEIC
Data filesJSON, HTML
Limits may change as Google continues to develop Gemini. For the most current information, refer to Google’s official documentation.

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Quick checkpoint (you’re done when…)

Assign roles

You can explain role assignment in one sentence

Access across apps

You opened Gemini in at least one Workspace app

Choose models

You know which model to pick: Fast vs Thinking vs Pro

Add context

You added context using files, apps, or voice input

Ready to practice?

Complete the mini challenges of the module