How to use Gemini AI with Google Workspace (Gmail, Drive & Docs)

Summary

Google's new Gemini AI offers enhanced productivity features for Gmail and Google Drive users. By leveraging Gemini's natural language capabilities, users can efficiently search, summarize, and take action on emails and files. Key features highlighted include reviewing recent unread emails by priority, searching for specific files in Drive and summarizing details, and seamless integration enabling one-click access to export information across Google Workspace apps.

Takeaways

• 😀 Gemini connects directly with Google services like Gmail and Drive to provide intelligent assistance
• 📧 It can summarize unread emails from the past few days and identify the most important ones
• 🗂️ Gemini can search for specific files in Google Drive and summarize their contents in bullet points
• 🔎 The AI attempts to anticipate what information would be most useful to focus on
• 📑 It enables taking direct action on results, like opening emails or documents with one click
• 🌐 There are share and export options to send information back to Google Workspace apps
• ⚙️ Enabling the Google Workspace extension unlocks Gemini's integration features
• 🏷️ Requests can leverage labels and timestamps to precisely specify documents
• ❓ Gemini may take a few seconds to generate responses to complex queries
• 💡 The tips provided can maximize productivity with Gemini and Google tools

Q & A

What extension does the narrator recommend enabling before using Gemini?

The narrator recommends enabling the Google Workspace extension before using Gemini, as it allows you to do more with Gmail, files, folders and documents.

What does the narrator demonstrate asking Gemini to do with his Gmail account?

The narrator demonstrates asking Gemini to review all of his unread emails from the past two days and identify the first three that are most important.

Why might the narrator be asking Gemini to identify his most important unread emails?

Possible reasons are that he is coming back from vacation or has been away from his inbox for several days, and wants Gemini to help him quickly zero in on what needs his attention now.

What limitation does the narrator note about Gemini's email sorting abilities?

He notes that since Gemini is AI, it won't be perfect in identifying the most important emails. But it can still help greatly with sorting, finding, summarizing and managing email.

What additional capability does Gemini have for reviewing emails?

For each email Gemini identifies as important, there is a one-click option to directly open and respond to that email.

What does the narrator ask Gemini to do related to files in Google Drive?

He asks Gemini to find a specific Kanban project file from last year in Google Drive and summarize its details in 5 bullet points.

What options does Gemini provide after retrieving information?

There is a share and export button that allows exporting retrieved information to Google Docs or drafting a Gmail message.

How could Gemini's integration with Google Drive be useful?

It could help users quickly search for and summarize details of files in Drive without having to open many documents, saving time.

What does the narrator recommend for more Google and productivity tips?

He recommends joining the Simpletivity newsletter for more tips, with a link provided.

Who would find Gemini most useful based on this overview?

Frequent Google Suite and Gmail users who want AI assistance with email management, file search and summaries would find Gemini very useful for productivity.

Outlines

00:00

🤓 Enabling Google Workspace Extensions for Gemini

The first paragraph explains how to enable Google Workspace extensions in the Gemini AI settings. This allows Gemini to connect to and utilize Gmail, Drive, Docs, and other Google services. An example is shown of asking Gemini to review unread emails from the past two days and identify the three most important ones.

🔍 Using Gemini to Search Google Drive Files

The second paragraph demonstrates asking Gemini to search for a specific Kanban file from last year in Google Drive. Gemini locates the file and summarizes the contents in five bullet points. The power of combining AI with Google services for productivity is emphasized.

Keywords

💡Gemini

Gemini is Google's new AI assistant service. It helps users search and summarize information from Google products like Gmail and Drive. The video presents Gemini as being better than ChatGPT for Google users.

💡extensions

The video advises enabling Google Workspace extensions in Gemini to connect it to Google products like Gmail and Drive. With extensions, Gemini can search, summarize and take actions within the user's Google accounts.

💡Gmail

The video demonstrates using Gemini and Gmail extensions to review, prioritize and take actions on Gmail messages. This shows Gemini's capability to search and understand a user's email content.

💡Google Drive

Similar to Gmail, the video also demonstrates using Gemini and Drive extensions to search for a specific file in Drive and summarize its content. Again highlighting Gemini's search and comprehension capabilities across Google products.

💡productivity

Enhancing productivity is a key benefit presented of using Gemini with Google Workspace products. By automatically searching, prioritizing and summarizing information, Gemini saves users time and effort.

💡AI

The video acknowledges Gemini is an artificial intelligence, so it will not have perfect judgement. But its automated abilities like search and summarization are framed as very useful productivity aids.

💡actionable

Making the information from Gemini actionable is emphasized, like opening emails or documents with one click. This increases productivity by enabling quick responses.

💡export

The export capabilities within Gemini responses allow the information or summaries generated to be easily utilized within other Google docs or tools. Once again improving productivity.

💡Simpletivity

The narrator's newsletter is mentioned at the end as a source for more Google and productivity tips using tools like Gemini. This reinforces the video's goal of demonstrating Gemini's usefulness.

💡summarize

Summarization is one of Gemini's key AI abilities highlighted, like summarizing the contents of an email or document into concise bullet points. This saves users time in finding and understanding key information.

Highlights

Google's new Gemini AI can connect with Gmail to identify the most important unread emails

Gemini AI can summarize the contents of Google Docs files and provide direct access to them

Gemini AI integrations allow quick exporting of information back to Google Docs or drafting a Gmail

Turn on the Google Workspace extension to enable full Gemini AI integration with Google services

Gemini AI can help sort, find, summarize, and work with Google applications like Gmail and Drive

Gemini AI made email recommendations actionable by providing one-click access to messages

Gemini AI can search for specific files in Google Drive and summarize contents

Gemini AI integrations allow quick exporting of information back to Google Docs or drafting a Gmail

Gemini AI can provide detailed, multi-step summaries of Google Docs file contents

Gemini AI email analysis allows easy prioritization of the most important messages

Gemini AI integrations enhance productivity by connecting AI abilities with Google services

Gemini AI can identify key details in Google Docs and present them as formatted bullet points

Gemini AI integrations allow seamless transitions between AI-generated info and Google apps

Gemini AI provides share and export options to send AI-processed info back to Google services

Gemini AI can search Google Drive and summarize file contents in a specified format

Transcripts

- [Scott] Is Google's new

and improved Gemini AI really better than ChatGPT?

Well, if you're a Google user, the answer is yes.

Before you get started with Gemini, come on down

to the left hand side and click on settings

and then select extensions.

And there's a number of Google extensions

that we can enable, but the one that you want

to make sure you have toggled on is Google Workspace,

because we can do a lot with our email,

with our files and folders,

even with our specific documents.

So let's take a look at an example.

So with my cursor in the prompt area,

I'm going to add the at symbol

and here you can see we have access to our extensions.

Now this is going to help Gemini realize where

or what we are trying to do.

I'm going to select Gmail.

I'm going to say review all of my unread email

from the past two days

and identify the first three that are most important.

Maybe I'm coming back from a vacation

or several days away from my inbox,

and I just want to zero in on what needs my attention now.

What Gemini will do is connect with my Gmail account

and quickly identify what it thinks is most important.

Now of course, keep in mind, this is AI.

It's not going to be perfect,

but it can really help us to sort, find, summarize,

and do an awful lot with our email.

So here it has come back with the three emails it feels

that I should review first,

but better than just giving me a summary of its title

and its contents, if I scroll down below,

I am one click away from actually opening up those emails

and responding as well.

So it's made it that much more actionable if I want to.

Let's take a look at another example.

This time I'm going to hit the at symbol

and we're going to select Google Drive

and it can often be frustrating to search for the exact file

that you're looking for.

Well, in this case, I'm going to ask it to find the Kanban file

from last year.

I'm going to specify that it is last year, not this year.

And let's say summarize its details

in five bullet points.

So there's two things here, right?

We are finding, we are searching a particular file,

but then I want it to do something with that file as well.

Just like we saw before,

it may take a few seconds depending on the complexity

of that request, but this was actually a lot quicker.

Here are the details. It found the file.

Here is the summary of the contents of that document.

And once again, I have direct access.

It's showing me exactly the particular file

so I can click on it and do more with it.

But it gets better

because under every single response,

you can see we have this share and export button.

Here, I can export this information back to Docs

or I can take anything here within Gemini

and draft a Gmail in a single click.

Now, if you're wanting even more Google

and productivity tips such as this,

you should join the Simpletivity newsletter.

Just click the link on the screen now

and join me at Simpletivity.com.