Managing your daily workflow in Google Workspace—whether it’s responding to endless emails, digging through Drive to find the right document, or trying to prepare for a meeting—can sometimes feel overwhelming. Information overload, scattered tools, and repetitive tasks often leave teams frustrated and less productive than they should be. Many businesses know they’re not getting the full value out of their Google Workspace investment.
That’s where Google Gemini comes in—bringing the power of generative AI directly into the Workspace tools you already use every day.
At Cloud Sultans, our mission is to help small and large businesses to better collaborate and achieve high productivity with their teams by maximizing the power of Google Workspace.
Accessing Google Gemini and Understanding the Interface
To get started, the homepage welcomes you with a simple and clean interface. At the bottom of the screen is the prompt box, where all your requests begin. On the left sidebar, you can access tools like the gem manager, privacy settings, help section, and specialized versions of Gemini. It’s best to use a personal Gmail account for testing, as business accounts may have restrictions depending on how your IT admin has configured Gemini.
Writing Assistance with a Single Prompt
A powerful beginner feature is Gemini’s writing assistant. Whether you’re preparing an annual review or drafting a complex email, you can ask Gemini to enhance your writing. Simply paste your draft into the prompt box and request improvements. Gemini offers multiple versions: polished language, a fill-in-the-blanks template, or future-oriented narratives. It also suggests using stronger verbs, specific details, and quantifiable results to create more impactful messages.
Real-Time Knowledge Responses with Verified Sources
Google Gemini excels as a knowledge engine. Ask questions like “Why do cats purr?” and Gemini responds with well-researched, bulleted answers. You’ll find footnotes, clickable arrows for source details, and a transparent way to verify content. Use the “Double Check Response” feature (three-dot menu under any answer) to highlight verified text in green and uncover conflicting or unsupported information—especially useful for research-heavy tasks.
Creative Writing and Image Generation
If you’re looking to unleash your creativity, Gemini can generate stories and even illustrations. For example, a prompt like “Write a story about the Kevin Cookie Company with an illustration” brings characters to life and includes an image. Best of all, it remembers the context of your story, so you can easily build sequels or edits. If the story takes an odd turn, use the “magic pencil” icon to regenerate, rewrite, or delete parts of the response.
Extracting Data from Images
Gemini can extract data from tables inside images, saving valuable time for professionals dealing with reports or scanned documents. Just copy the image and paste it into the prompt box with a command like “Extract data from this table.” Gemini quickly identifies the content and offers to export the table to Google Sheets, where you can further manipulate it, such as transposing rows and columns.
Revisiting Your Conversations with History
Each conversation with Gemini is saved in your chat history, accessible from the left sidebar. This makes it easy to revisit previous prompts, review AI responses, or continue building on a task. This feature is especially useful for multi-step projects or team collaborations that span several days.
Unlock More Power with Gemini Extensions
Gemini truly stands out when you activate the Google Workspace extensions. Head to Settings > Extensions, and turn on options for Gmail, Google Drive, and Calendar.
Once enabled, you can summon these tools using the “@” symbol directly inside the prompt box. These extensions allow Gemini to reference your actual data and offer contextual answers based on your content.
Smarter Gmail Search and Insights
Using the Gmail extension, Gemini becomes a smarter search engine for your inbox. Ask it to find emails on a topic, such as “training zones,” and it will fetch the most relevant threads—even from promotional messages you likely ignored. You can also ask for summaries or email insights, like which conversations are still awaiting your reply. However, for critical tasks, it’s best to cross-check as the summaries may not always be comprehensive.
Enhanced Google Drive Integration
With the Google Drive extension, you can request a list of documents related to a keyword or ask Gemini to summarize a specific file. While Gemini’s basic search may not outperform Drive’s native results, the summarization feature shines—turning lengthy documents into quick, readable summaries perfect for decision-making or quick catch-ups.
Any questions, comments, or reactions about our article, we’re happy to hear that in the comment section below. We always love diving into healthy discussions. If you also feel that you haven’t been using Google Workspace at its best, reach us at (Cloud Sultans : contact@cloudsultans.com).
We offer free consultation or system audit to find you the best possible solution.
