The Gemini for Workspace Admin’s Guide

Unlock the Full Potential of Google Workspace for your users

Introduction

Gemini is a powerful large language model (LLM) developed by Google AI. It can process and understand information, generate different creative text formats, and translate languages. For Google Workspace admins, Gemini offers a range of tools to automate tasks, gain insights, and improve communication across your organization. Here we’ll review some of the features available as an Administrator and walk through the steps of how to enable these.

Gemini for Google Workspace

Gemini for Google Workspace is a powerful collaboration partner that can act as a coach, thought partner, source of inspiration, and productivity booster—all while ensuring every user and organization has control over their data. Over the last year, more than a million people and thousands of companies have used generative AI with Google Workspace.

Gemini for Google Workspace Add-ons 

  • Gemini Business—Give customers Gemini AI capabilities in their Workspace apps, with monthly usage limits that meet the needs of typical business users. It also includes a new standalone experience that lets users chat with Gemini (gemini.google.com) while enjoying enterprise-grade data protection.
  • Gemini Enterprise (formerly Duet AI for Workspace Enterprise)—Gives customers full access and usage of Gemini in their Workspace apps, with additional features for AI-powered meetings and security protections. It also includes the standalone chat experience Gemini (gemini.google.com), with enterprise-grade data protection. This add-on is intended for heavy users of generative AI.
  • AI Security—AI Security helps organizations to automatically classify their sensitive Drive files using privacy-preserving large language models, fine-tuned specifically for the customer’s unique needs. Classified files can be further protected with existing data loss prevention (DLP) and context-aware access policies.
  • AI Meetings and Messaging—Features such as studio look, studio lighting, studio sound, and take notes for me (currently a Gemini Alpha feature) allow customers to have more effective and efficient meetings. In the future, AI Meetings and Messaging will also provide access to Gemini in Google Chat features such as on-demand conversation summaries and automatic translation of messages.

Turn Gemini on or off as a core service

When you buy the Gemini for Google Workspace add-on, Gemini is turned on by default as a core service. To access Gemini as a core service with their Google Workspace account, users must have a Gemini for Google Workspace license.

Tip: When Gemini is ON as a core service for licensed users, you have the option to also let unlicensed users access Gemini as an additional Google service. 

  1. Navigate to your Google Admin console (admin.google.com)
  2. Go to Menu and then Apps > Google Workspace > Gemini. (Requires having the Gmail > Settings administrator privilege.)
  3. Click Service status.
  4. To turn a service on or off for everyone in your organization, click On for everyone or Off for everyone, and then click Save.
  5. To turn on a service for a set of users across or within organizational units, select an access group. 
  6. Next to User access, select which users in your organization can access Gemini:
    1. Only allow users with a Gemini Enterprise or Gemini Business license to access Gemini with Customer Data protections: When you select this option, only users with a Gemini for Google Workspace license can access Gemini as a core service. This option is selected by default.
    2. Allow all users access to Gemini: When you select this option, users access Gemini as an additional Google service. When you assign Gemini for Google Workspace licenses, those users access Gemini as a core service.
  7. Click Save.
  8. Changes can take up to 24 hours but typically happen more quickly.

Managing Gemini Alpha settings in the Google Admin Console

The Alpha features control in the Google Admin console allows administrators to give their users early access to experimental features within Google Workspace powered by Gemini, Google’s next-generation AI model. These features are still under development and not yet available to all Gemini Google Workspace users. .

  • Locate Account Settings:
    1. Sign in to the Google Admin console (https://admin.google.com/) with your administrator account.
    2. Navigate to “Account” -> “Account Settings” -> “Gemini for Google Workspace”.
  • Enable Gemini Alpha Features:
    1. Locate the “Alpha features” panel.
    2. Choose how to enable:
      • For All Users in Domain: Click “On” for the entire organization.
      • For Specific Users/Departments: Click “On” next to “Groups” or “Organizational units” and select the relevant groups or units.
    3. Follow the on-screen prompts to confirm the changes.

Important Considerations

  • Alpha Feature Disclaimer: Remind admins that Alpha features are still in development and may occasionally have unexpected behaviors.
  • Data Protection: Emphasize that even Alpha features adhere to Google Workspace’s data protection standards.
  • User Feedback: Encourage admins to help improve Gemini by allowing their users to provide feedback within surveys or research projects.

Manage user access to Gemini (gemini.google.com)

How your users access Gemini depends on whether you have the Gemini for Google Workspace add-on:

  • With the Gemini for Google Workspace add-on: When you buy the Gemini for Google Workspace add-on, Gemini is turned on by default as a core service. To let users access Gemini as a core service with their Google Workspace account, assign them a Gemini for Google Workspace license.
  • Tip: When you purchase the Gemini for Google Workspace add-on, Gemini as a core service is available to licensed users. The Gemini service setting has an option to also let unlicensed users access Gemini as an additional Google service. For detailed steps, go to Turn Gemini on or off as a core service.
  • Without the Gemini for Google Workspace add-on: If you don’t have the Gemini for Google Workspace add-on, you can turn on Gemini as an additional Google service in your Google Admin console. Your users don’t need a license to access Gemini as an additional service. Note: you must verify your domain before you can use Gemini as an additional service. For detailed steps, go to Turn Gemini on or off as an additional service.

Features available today

1. Gemini (gemini.google.com)

  • One of our most powerful AI models, 1.0 Ultra–Far more capable at reasoning, following instructions, coding, and creative collaboration.
  • A more natural way to explore and dive deeper into work that matters–Brainstorm effectively, refine your thinking, and discover new perspectives just by chatting with Gemini.
  • Seamless Workflow Integration–Work with ease by bringing your insights and creations generated with Gemini into Google Workspace apps.
  • Designed for highly complex tasks–Built to quickly understand and respond to a diverse set of inputs — including text, images and code.
  • Includes enterprise-grade data protection–your submissions aren’t used to train models and are not reviewed by humans. Learn more about access to Gemini. 

2. Help me write

In Google Docs and Gmail, you can use Gemini for Google Workspace to help write and refine business documents and emails. 

3. Help me design

Use Gemini in Google Slides to create custom images. Enter a prompt to describe the image you want. Gemini will generate options that you can add to your slide.

Go to: Create images with Gemini

4. Help me organize

In Google Sheets, you can use Gemini for Google Workspace to organize and process your spreadsheet data.

  • Gemini can help you organize projects or events, such as a task tracker or conference agenda. Enter a prompt describing what you want to organize. Gemini will suggest a custom table with placeholder data that you can insert into your spreadsheet. Go to: Organize with Gemini
  • Make manual text processing tasks easier. Gemini automatically detects incomplete column pairs and predicts remaining values. It can finish filling out a feedback categorization column based on existing data. Go to: Enhanced Smart Fill with AI in Google Sheets.

5. Help me connect

With Gemini for Google Workspace in Google Meet:

  • Create custom background images. For example, ask Gemini to create an illustration of a magical forest.
  • Use studio look to turn a low-quality image into studio quality by fixing issues caused by low light or low-quality webcams.
  • Use studio lighting to simulate professional lighting in your video feed so you can be perfectly lit for your meeting.
  • Use studio sound to improve the audio experience in Meet, restoring your original voice by recreating and balancing missing or distorted frequencies.
  • Use translated captions to remove language proficiency barriers and make Meet video calls more inclusive and collaborative.

For Google Workspace admins

As an admin, you can:

  • Set up AI classification of your sensitive data. After you train a model, Gemini can automatically apply labels to both new and existing files in Google Drive. 

Additional Considerations for Gemini

  • Accuracy and Factual Verification: Gemini is a powerful tool, but it’s still under development. Always carefully review its output to ensure it’s factually correct and free of errors.
  • Ethical Considerations: Be mindful of privacy, potential biases, and fairness when using Gemini within your organization.
  • Feedback Mechanisms: Your feedback is crucial to Gemini’s development. Share your experiences (both positive and negative) to help shape its future.