Understanding Gemini for Google Workspace: A Beginner’s Guide

If your organization uses Google Workspace, then you’ve probably heard about Gemini, Google’s new Generative AI capabilities. But you might have some questions about how it works and how your organization can get started with it.

In August 2023, Gemini for Google Workspace became generally available as an add-on service, but it does come at an additional cost and needs to be activated for licensees. It’s also important to note that any AI usage should comply with your organization’s security and privacy policies.

Here are some commonly asked questions so you can get started—and get the most out of—your deployment.

What is Gemini for Google Workspace?

Google has always been an AI-first company, incorporating artificial intelligence into its product suite rather than bolting it on. Its latest milestone in Google Workspace is the introduction of GeminiI, which uses Generative AI (GenAI) across its apps, including Gmail, Google Docs, Google Slides, Google Sheets, and Google Meet.

How does Gemini work?

Gemini uses both generative language and generative imagery. Generative language models learn patterns in language via training data in different formats and contexts. With a text prompt, they ‘predict’ what comes next to create content. Generative image models produce new images by deconstructing a large number of images into ‘noise’ and, given a prompt, turn that noise into a correlated image.

Why should I use Gemini?

Gemini can help users increase productivity by automating time-consuming tasks and processes, allowing them to focus instead on high-value activities. In turn, this can boost productivity and improve business outcomes.

What can Gemini in Google Workspace do?

In Google Workspace, Gemini can help create and modify content, such as text and images. For example, through prompts, it can be used to summarize Gmail and Google Chat conversations, create image concepts with text-to-image on Slides, create project plans in Sheets, and automatically generate customer outreach email content in Docs.

What makes a good prompt?

The better your prompt, the better that Gemini will be able to understand the context of your request. Be specific, use relevant keywords and phrases, avoid technical jargon, and provide examples. If the result doesn’t meet expectations, fine-tune your prompts for continual improvement.

How secure is Gemini?

The content in Google Workspace remains your data and stays in Workspace; it’s not used to train the underlying GenAI without permission. Gemini has been designed with privacy protections in place that meet Google’s privacy, security, and compliance commitments (which means it’s covered by the scope of its existing Workspace ISO 27001 certification and SOC 2 report).

Which Google Workspace editions offer Gemini?

Gemini is available as a paid add-on service for the following editions of Google Workspace: Business Standard and Plus; Enterprise Essentials and Essentials Plus; Enterprise Standard and Plus; and Frontline Starter and Standard.

Education Fundamentals, Standard or Plus customers are required to contact a Google sales representative to order Gemini(licensees must be 18 or older to use Gemini).

How can I get started with Gemini?

If your organization is already using Google Workspace, you can sign up for a free 14-day trial. Workspace administrators can activate Gemini by adding it as a paid subscription option and then assigning Gemini licenses to user accounts. If you don’t have Google Workspace, you can sign up for a free Google Workspace trial.

Do I need a partner to help me implement Gemini?

Once you assign a license to users, those users still need to learn how to use Gemini and incorporate it into their everyday workflows. Administrators aren’t necessarily experts in Gemini—or GenAI, for that matter—and may not have the time or resources for training. This is where a Google partner can help—ensuring you get the most out of your Gemini investment.

To help organizations get started with Gemini, Pythian is offering a four-week, fixed-fee offering for up to 25 participants. Pythian’s Gemini Quickstart for Google Workspace is a guided workshop where we brainstorm ideas and build prototypes using Gemini, helping you create a roadmap for further integrating Gemini into your organization with a tangible return on investment.

To find out more about how Gemini can super-charge your organization, email us at info@pythian.com to get started.