10 Tips for Using Gemini AI in Google Docs

Gemini is now infused into Google Docs and the potential gains in productivity and creativity are substantial. How can you maximize the utility of this powerful tool? Read on for 10 tips to help you along the path to becoming a Gemini expert.

The Magic of Google Docs

I remember the first time I was on the phone with a colleague reviewing a Google doc while watching live what he highlighted and typed. It was a wonderfully efficient way to collaborate, editing text together from remote locations. Google Docs continues to be a productivity tool that can feel magical, in particular now with the infusion of AI in a variety of ways. (For example, I just typed only, “in a var” then hit tab to accept Google’s suggested continuation. Hm… now I’m wondering if perhaps I’m too predictable.)

Gemini in Google Docs

Gemini, formerly known as Bard was initially released just over a year ago, in March 2023. At the I/O developer conference in May 2024, Google announced that it was bringing Gemini 1.5 Pro to the sidebar in Google Docs, Sheets, Slides, Drive, and Gmail. With the integration of Gemini, “an AI-powered collaborative partner,” (how Gemini described itself) Google Docs is an even more powerful tool.

Video Tour of the Gemini Side Panel

Wursta’s Quick Tip Video provides a tour of Gemini in Google Docs. You’ll see how clicking the diamond-like icon in the upper right brings up the Gemini side panel. A summary of your doc will be displayed automatically. You can ask questions about the doc, and request a summary of a specific portion of the doc or a summary in a specific format. At the bottom of the panel, you’ll see, “Enter a prompt here.” Prompting AI is an art. Download Google’s “Gemini Prompting Guide 101 for Workspace, which includes many excellent tips to get you prompting like a pro.

Understanding Gemini for Google Workspace

Gemini leverages advanced natural language processing and machine learning technologies to provide real-time assistance to users. Gemini can help with writing, visualizing, organizing, and connecting more meaningfully within Google Docs.

Key Features of Gemini in Google Docs

• Smart Writing Suggestions: Gemini offers suggestions to improve word choice, grammar, and sentence structure. It also detects plagiarism, ensuring document originality.
• Real-Time Translation: Gemini can translate documents into multiple languages, making collaboration with international teams easier.
• Summarization and Extraction: Gemini can summarize long documents, extract key points, and generate transcripts from audio and video files.
• Data Analysis and Visualization: Gemini can analyze data within documents, create charts and graphs, and identify trends and patterns.
• Meeting Notes and Action Items: Gemini can take notes during meetings, identify action items, and assign tasks to team members.
• Collaboration and Feedback: Gemini facilitates real-time collaboration, allowing multiple users to work on a document simultaneously. It also enables users to provide and receive feedback easily.

Of course, I can’t write about using Gemini in docs without using Gemini in my doc. I prompted Gemini to write this blog and was presented with the following. 

Practical Tips for Using Gemini in Google Docs

1. Utilize Templates

Gemini offers a wide range of pre-designed templates for various document types such as resumes, proposals, marketing materials, and more. These templates provide a structured framework, ensuring that your documents are well-organized and visually appealing. With Gemini’s templates, you can save time and effort while creating professional-looking documents.

2. Ask Questions

Gemini acts as a knowledgeable assistant, answering your questions related to the document’s content. Whether you need clarification on a particular topic, require additional information, or want to explore alternative perspectives, Gemini can provide quick insights and suggestions. This interactive feature enables you to enhance your writing and gain a deeper understanding of the subject matter.

3. Integrate with Other Tools

Gemini seamlessly integrates with other Google Workspace tools, including Gmail, Sheets, and Slides. This integration allows you to access Gemini’s features directly within these tools, fostering a cohesive workflow. For instance, you can utilize Gemini’s writing assistance while composing emails in Gmail, generate charts and graphs from data in Sheets, or create visually appealing presentations in Slides.*More to follow.

4. Use Voice Commands

Gemini supports voice commands, offering a hands-free interaction with the tool. This feature is particularly useful when you need to multitask or prefer to navigate Gemini using your voice. With voice commands, you can access various functions, such as generating summaries, asking questions, and controlling the tool’s interface.

5. Explore Keyboard Shortcuts

To enhance your productivity, Gemini provides a range of keyboard shortcuts. These shortcuts allow you to quickly access common features and commands without relying on the mouse. Familiarizing yourself with these shortcuts can streamline your workflow and save valuable time.

And More

Building on the above tips which Gemini provided, you can also:

6. Get Help Using Google Docs

As you’re working within Google Docs, Gemini can assist you in not just the work of writing and editing, but actually using the Google Docs tool. Ask questions such as how to change the format of sub headers or insert a table of contents.

7. Practice for Interviews

Gemini can help you prepare both to be interviewed and to interview a candidate. I prompted Gemini, “You are a chief executive officer for a SaaS cybersecurity startup. You’re interviewing me for the role of chief marketing officer. What questions would you ask me? What answers would you prefer to hear?”

The responses were excellent and thorough, and included asking the CMO candidate their thoughts on marketing tactics such as content marketing.

8. Incorporate Other Google Workspace Apps

Gemini provided the suggestion to, “Integrate with Other Tools,” but it’s worth elaborating on. Google Workspace tools have always aimed to enable real-time collaboration – both among humans and between apps. Most users appreciate convenient features such as a warning if you’re about to email someone a Doc that you haven’t yet granted access to. The focus of our blog is how to use Gemini AI in Google Docs, but like with all Workspace functionality, there’s great utility in seamless incorporation of other tools. Google Support suggests, “Summarize your files from Drive and emails from Gmail,” among the many ways to Collaborate with Gemini in Google Docs.

Connect to your Google Drive to bring other files in for info or to create more content. For example, reference a doc with your competitors’ pricing strategies and prompt Gemini to compare them to your own.

9. Have Some Fun

We’ve probably all experienced our colleagues failing to reliably execute a task and the irritation of having to perpetually remind them. I asked Gemini to write a reminder like a king making a royal decree.

“Hear Ye, Hear Ye! Loyal Subjects of the Sales Realm!

Let it be known throughout the land that the timely submission of win briefs is not merely a suggestion, but a royal decree! Failure to heed this command shall result in a most unfortunate consequence – the withholding of your rightful commissions!

Therefore, I, your benevolent ruler, urge you to diligently document your victories upon the sacred scrolls of our system. In doing so, you shall ensure the swift and bountiful flow of riches into your coffers.

Let it be so! 👑 💰 📜”

10. Rate the Gemini Results

Once Gemini delivers the content you’ve requested, you have the option to rate the output by clicking thumbs up or down. After clicking, you’ll be prompted* to explain why you made that judgment. You can select from a list of suggested reasons as well as type in a text box to provide additional feedback.

For a positive rating, you can select any or all of the following:

• Correct
• Easy to understand
• Complete

For a negative rating, the options are: 

• Not factually correct
• Did what I asked, but response was inaccurate
• Not the format or style I wanted
• Offensive / unsafe
• Personal information exposed
• Legal issue

*Yes, the AI will prompt you! Although in my experience, this isn’t consistent. Sometimes you’ll see only, “Thanks for the feedback!”

Get Started with Gemini in Google Docs Today

By leveraging Gemini’s capabilities, users can unlock new possibilities and achieve greater success in their roles. Wursta understands that embracing AI is not just a technological shift but a comprehensive organizational transformation. Explore, Evaluate, and Embed the Gemini for Workspace solution with Wursta’s 3E Framework for success.