Google Workspace Upgrade: What Can Gemini Do for You

Official Announcement for Google Workspace Updates

With the rapid advancement of generative AI, Gemini has evolved from its initial launch to deeper ecosystem integration and external expansion. AI is constantly transforming the way we live and work. CloudMile has compiled the development timeline of Gemini, showing that since its launch by Google at the end of 2023 (then known as Bard), it has received major updates approximately every three months.

Between January 15 and the end of January 2025, Google announced the following adjustments:

• Google officially announced that Gemini is now included in Google Workspace Business and Enterprise plans, allowing users to access it without additional purchase.
• Google has stopped charging existing Gemini add-on subscriptions.

However, it is important to note that Google also mentioned in its announcement that on 17 March 2025, the features will be officially launched with a pricing adjustment. In summary, users of Business and Enterprise plans can currently use Gemini in GWS and enjoy seamless collaboration at no charge until the price adjustment in 17 Mar 2025.

How to Use Gemini in Google Workspace?

Since Gemini is currently only available with full features in English interface, to use it in Google Workspace (GWS), you need to ensure your Google account's language setting is set to English. 

Follow these steps to change the language setting:

1. Sign in to your Google account.
2. Go to "Manage your Google Account".
3. Click "Personal Info".
4. In the "General Preferences" section, find "Language" and change it to "English (United States)".
5. Save the changes and refresh your GWS page.

After completing these steps, you can start using Gemini in GWS applications!

Why Can't I See Gemini in My Google Workspace?

If you can't see Gemini in Google Workspace, it may be due to the following reasons:

1. The language selected in your Google account does not support Gemini features.
2. Your plan is a basic version (such as Frontline and Essential Edition), which does not include Gemini features. You need to upgrade to Business or Enterprise Starter, Standard, Plus to access it.

3. Google has not yet rolled out Gemini in your region; availability may still be expanding.
4. Your administrator has not enabled the relevant features; they may need to activate them in the Google Workspace Admin Console.
5. Your account does not meet the eligibility requirements for using Gemini, such as account type or subscription plan restrictions.

What Can Gemini in Google Workspace Do?

Google Workspace has always been dedicated to creating a seamless collaboration ecosystem, and its integration with Gemini is no exception. Gemini’s diverse functionalities enhance productivity across various GWS applications. We can categorize Gemini's features in GWS into three main areas:

Content Generation: Help You Write / Create / Design

Gemini’s generative capabilities excel across GWS applications, assisting users in quickly generating diverse content, including text, images, and document templates.

Text Generation

• Gmail: Gemini assists in writing and optimizing email content, adjusting tone, and generating drafts automatically for more efficient communication.

• Docs: Gemini can generate articles, reports, and proposals based on prompts, with tone adjustments and content optimization suggestions.

Image Generation

• Docs: Users can generate and embed various image types directly within documents.

• Slides: Gemini creates unique images to enhance presentation visuals, such as concept illustrations for new products.

Template Generation

• Docs: Helps create structured document templates with layouts, illustrations, and design elements.

• Sheets: Quickly generates spreadsheet templates for project tracking, budget planning, and more.

Information Organization: Help You Summarize / Organize

Gemini assists in summarizing and analyzing structured and unstructured data, saving time and improving decision-making:

• Drive: In the Drive sidebar, Gemini can summarize multiple documents or analyze their arguments through a Q&A approach. Additionally, Gemini can assist in finding files in various ways, such as searching for documents that contain specific content.

• Sheets: Users can leverage Gemini to quickly consolidate data, such as sales trend analysis and market research surveys. Furthermore, Gemini can analyze the data to uncover potential underlying issues or insights.

• Gmail: With the email summarization feature, users can generate summaries directly from emails or email threads, allowing them to quickly grasp key information.

Accelerating Communication: Help You Connect

Fast and effective communication is essential in modern work environments, and Gemini provides strong support for cross-team and multilingual collaboration:

• Meet: Auto-generates meeting notes in Google Docs and summarizes discussions in real-time.

• Chat: Summarizes long conversations for smoother team communication.

• Gmail: Analyzes emails, suggests replies, and translates content to improve email efficiency.

What Makes the Gemini Sidebar Special?

Within GWS, the Gemini sidebar enhances productivity in Drive, Gmail, Chat, Docs, Slides, and Sheets. Its key features include:

1. Quick Access to Gemini Features
   Provides an intuitive and structured interface for AI assistance, tailored to each GWS application.

2. Predefined Prompt Templates for Tasks
   Users can modify key sections of predefined prompts for specific tasks, ensuring efficiency and accuracy.

3. Context-Aware Content Generation
   Reduces hallucinations by referencing linked documents in prompts, ensuring precise and relevant AI-generated outputs.

Boosting Productivity with Gemini Advanced, Google Vids, and NotebookLM

Gemini Advanced: More Powerful AI Support

When users access the web-based Gemini application, they will notice an upgrade to Gemini Advanced. This version is powered by a more advanced AI model that understands broader contexts, handles complex tasks, and enhances external data searches. Additionally, it is seamlessly integrated with the Google Workspace ecosystem, enabling quick access to Google Workspace files for in-depth analysis and content generation. Below are the key differences between Gemini Advanced and the standard version of Gemini:

• Support for Imagen 3 Image Model: Simply describe the desired visual, and Google’s high-quality text-to-image model will generate stunning images, enriching your creative projects.

• File Referencing & Multitasking Capabilities: Users can upload files from Google Drive or their devices and perform advanced tasks such as cleaning and analyzing data, generating visualize charts, summarizing reports, or even writing code.

• Custom AI Agent with "Gem": Gem is a personalized version of Gemini, designed to assist with repetitive tasks or help users deepen expertise in new fields, improving efficiency and saving valuable time.

• AI Voice Narration: Users can select from multiple professional voiceover styles to generate natural and smooth narration for their videos.

• AI Voice Narration: Users can select from multiple professional voiceover styles to generate natural and smooth narration for their videos.

• Real-time analysis of long documents: NotebookLM can handle extensive documents, supporting up to 500,000 words per source (for reference, the first four Harry Potter books combined contain approximately 460,000 words) and files up to 200MB. Users can create up to 100 notebooks, each storing up to 50 sources, while NotebookLM Plus allows for 500 notebooks, with up to 300 sources per notebook.

• Reduces hallucinations for more reliable responses: NotebookLM ensures accuracy by grounding its responses in the imported data, minimizing AI hallucinations. It also clearly cites sources in responses, allowing users to instantly verify information by clicking on the referenced section.

Contact CloudMile to help you quickly implement AI to optimize your workflow

Google Workspace’s Gemini is revolutionizing how we work, making AI a powerful assistant in daily collaboration. Whether it's writing emails, generating document content, or providing smarter data analysis, Gemini helps businesses boost efficiency and focus on high-value decision-making and innovation.

With NotebookLM, AI-powered knowledge management is now more precise and structured. By integrating specific datasets while ensuring information accuracy, NotebookLM helps prevent AI hallucinations and offers a new way to absorb and manage knowledge—a powerful tool for personal and enterprise knowledge management.

If your team is considering integrating AI to optimize workflows or wants to explore Gemini’s potential in enterprise applications, feel free to reach out to CloudMile. As experts in AI and cloud technology, we can help you find the best-fit solutions to accelerate your digital transformation!