Google Gemini

Google's AI assistant for drafting and editing in Canvas, finding information across Connected Apps, saving custom Gems, and speaking ideas aloud with Gemini Live.

Last reviewed: 28 October 2026 · Applies to: Google Gemini Web (gemini.google.com), Gemini in Chrome, & Mobile App

These instructions were checked against official product documentation on the review date. Menus, features and availability may change or vary by device, software version and subscription. If your screen looks different, check the official help links below or contact AAT Solutions.

Check your account and privacy settings first

Before connecting work email, Google Drive files, or uploading documents, check which type of Google account you are signed into. Consumer Google accounts and qualifying Google Workspace organisation accounts have different privacy and data-handling terms (consumer privacy guidance warns against entering confidential information that a reviewer should not see, and personal-account web Connected Apps require Keep Activity to be enabled).

Always use an organisation-approved account for work data, review your connected-app permissions, and practise with fictional material first.

Getting started: Connected Apps, Canvas, and Gems

  1. Use Connected Apps (Connectors) to find information: On a computer, open Customize → Connectors (click More → Customize first if Customize is hidden; older layouts may call this Connected Apps or Extensions). In the prompt box, type @ to pick an available app (such as Google Workspace, Gmail, Drive, or Docs, depending on your account settings) and ask a focused question. When Gemini provides a source link at the bottom of the reply, open the original email or document to verify the details directly.
  2. Draft and refine side by side in Canvas: Below the prompt box, select Add Files → Canvas (or click Canvas where shown) and ask Gemini to draft a document or email. In the right-hand Canvas workspace, to edit a specific section, select the text, type your instruction in the prompt box (for example, "Shorten only this section and make it clearer"), and press Enter. You can also use Canvas's quick-edit controls (Change length to adjust overall length, or Change tone to adjust how formal or casual the document sounds).
  3. Export to Google Docs or save a Gmail draft: Below a chat response, click Share & export → Export to Docs to save a new Google Doc, or choose Draft in Gmail to create a draft email that you can review before sending. Inside Canvas, use the top-right Share & export menu to export the Canvas document to Google Docs (available export options vary by account and output type). After exporting to Google Docs, place your cursor in each section title and inspect or apply Format → Paragraph styles → Heading 1 / Heading 2 / Heading 3 before relying on heading navigation.
  4. Save recurring instructions in a Gem: Open the left sidebar and select Gems → New Gem (or check Settings & help if you have not created one before). Enter a name and standing instructions for a repeatable task, then click Save. (Note: Google has announced that personal-account Gems will begin transitioning to Skills starting in November 2026.)
  5. Talk ideas through with Gemini Live: Spoken back-and-forth conversation with Gemini Live is available in the Gemini mobile app, and on eligible computers through Gemini in Chrome (Ask Gemini → Go Live with microphone access enabled) — note that this is separate from the ordinary gemini.google.com web page.

Making replies and documents easier to read

  • Listen to responses aloud: Where available, use the Listen control on a reply (opening the response's More menu if required by your layout) to hear the response read aloud.
  • Compare alternative phrasings: For some prompts, you can click Show drafts above the latest response to compare alternative versions (extra drafts are not shown for every response or connected-app action).
  • Verify image and chart descriptions: You can attach a screenshot or chart and ask Gemini to describe it in plain text and flag anything unclear — always verify important numbers, dates, or actions against the original source, and do not use camera descriptions as a mobility or obstacle-detection aid.

5-minute practice exercise

  1. Sign in to gemini.google.com and choose Add Files → Canvas below the prompt box.
  2. Enter a fictional prompt: "Draft a short 150-word project update email with three clear section titles: Progress This Week, Blockers, and Next Week's Plan."
  3. In the right-hand Canvas workspace, select the Blockers section, type "Shorten only this section and make it clearer" in the prompt box, press Enter, and check what changed.
  4. In the top-right corner of Canvas, click Share & export → Export to Docs, open the new Google Doc, place your cursor in each of the three section titles, and inspect or apply Format → Paragraph styles → Heading 2.

Official Google Gemini help links

Need more detailed guidance?

This quick guide covers the basics. Get hands-on training to use Google Gemini and Google Workspace tools around your everyday work.

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Using this as part of a dyslexia or ADHD toolkit? See our dyslexia & ADHD training.

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