How to use Gemini in Gmail, Docs and Sheets

Steps

1. 1

   Check that you have it.

   Open Gmail on your work account and look for a Gemini or spark style icon near the top right, or a "Help me write" option when you start an email. If it is not there, your plan or your admin may not have it turned on. You can still use the Gemini app at gemini.google.com and paste things in.

2. 2

   Sum up a long email thread.

   Open the thread and open the Gemini side panel. Ask "Summarize this thread and tell me what they are waiting on from me." Read the summary, then skim the thread to make sure nothing important got dropped.

3. 3

   Draft a reply in Gmail.

   Start a reply, use "Help me write" and type what you want in plain words, like "Tell him pricing is attached, we can deliver in two weeks, ask if Thursday works for a call." Then use the options to make it shorter or more formal if you need to. Edit before you hit send.

4. 4

   Write a first draft in Docs.

   Open a blank Doc and use "Help me write". Ask for something specific, like a one page process for handling returns. You get a draft to fix instead of a blank page.

5. 5

   Rewrite in Docs.

   Select a paragraph and ask Gemini to make it shorter, clearer or friendlier. Great for cleaning up a proposal or a policy someone wrote five years ago.

6. 6

   Use Gemini in Sheets.

   Open the Gemini side panel in a sheet and ask in plain words, like "Make a table to track 20 open quotes with columns for customer, amount, date sent and status" or "Write a formula that adds up column D when column E says Won." Always test a formula on a few rows you can check by hand.

7. 7

   Check facts before you share.

   Gemini can misread a thread or mix up numbers. You own anything you send.

Prompts you can copy

Gmail: what do they need from me

Summarize this email thread in 5 bullets. Then tell me:
1. What the other person is waiting on from me.
2. Any dates or deadlines mentioned.
3. A short reply that answers their open questions, under 80 words, friendly and plain.

Docs: turn notes into a simple process

Turn these notes into a one page process document for [task, like handling a customer return].
Notes: [paste notes].
Format: a title, who this is for, then numbered steps of one or two sentences each. Use plain words a new hire can follow. End with a short "Who to ask" line.

Sheets: build a tracker

Create a table to track [what you track, like open quotes].
Columns: [list columns, like Customer, Contact, Quote amount, Date sent, Follow up date, Status].
Add 3 example rows with made-up data so I can see how it works. Status should be one of: Sent, Talking, Won, Lost.

Docs: make it shorter

Rewrite this so it is half as long and easy to read on a phone. Keep every number and date exactly the same. Use short sentences.
[paste text]

Example

This is a made-up example. A 14 email thread about a late shipment of fittings. You ask Gemini for what the customer needs from you. A good answer: "They want a new ship date in writing, a credit for the expedite fee they paid on the 12th, and confirmation the next order will not be split. A reply could say: Hi Tom, new ship date is Friday the 24th. I've asked accounting to credit the expedite fee and will send the credit memo when it's done. The next order will ship complete. Want me to call you Friday morning to confirm it's on the truck?"

Before sending, check the ship date and the credit in your own system. Gemini only knows what is in the thread.

Tips

• In Gmail, short instructions work. "Say yes, ask for their PO number" is enough.
• In Docs, ask for an outline first, then fill each part. You stay in control of the order.
• In Sheets, describe your columns by their real names so formulas point to the right place.
• More email ideas live in our email prompts and Gmail page.

What not to do

• Don't assume every coworker has Gemini. Plans differ, so a teammate may not see the same buttons.
• Don't paste a formula into a big sheet without testing it on a few rows first.
• Don't send a summary to your boss without reading the thread yourself.

FAQ

Is Gemini free in Gmail?

The Gemini app has a free version for personal accounts. Gemini inside work Gmail, Docs and Sheets depends on your Google Workspace plan, so ask your admin what you have.

Can Gemini read all my email?

In Gmail it works with what you ask about, like the thread you have open. Your company's admin controls what is turned on, so check with them if you have privacy questions.

Does Gemini work on my phone?

There is a Gemini app for phones, and some Gemini features show up in the Gmail app on some plans. The side panel features are easiest on a computer.

What if my company uses Outlook?

Then look at Microsoft Copilot instead. Our guide on Copilot in Outlook and Excel walks through it.

Rather have it done for you? We build the system that handles your outreach, one time, and you own it. See how it works.

First posted October 28, 2026. Last updated October 28, 2026. Free to copy and use, CC BY 4.0.