Gemini Workspace Prompting Essentials

Learning Objectives

• Write clearer, more effective Gmail replies using Gemini prompts
• Improve your Google Docs content quality and flow with targeted prompting
• Create precise Google Sheets formulas faster with Gemini assistance

Introduction

Google's Gemini transforms how you work within Google Workspace. Instead of staring at blank emails, struggling with document structure, or wrestling with complex formulas, you can use smart prompting to get things done faster and better.

This chapter shows you the practical techniques that make the biggest difference when using Gemini in Gmail, Google Docs, and Google Sheets. You'll learn specific prompts that work, common mistakes to avoid, and how to get consistent results every time.

Lessons

Writing Better Gmail Replies with Gemini

Gemini in Gmail helps you craft professional responses without the usual back-and-forth editing. Here's how to use it effectively:

Getting Started:

1. Open Gmail and click on an email you need to reply to
2. Click the "Reply" button
3. Look for the Gemini icon in the compose window
4. Click "Help me write" to start prompting

Essential Prompting Techniques:

Start with context-rich prompts. Instead of "write a reply," try:

• "Write a professional response declining this meeting request and suggesting alternative times"
• "Create a brief update email confirming the project deadline and next steps"
• "Draft a polite follow-up asking for the missing documents mentioned in my previous email"

Refining Your Results:
Once Gemini generates a draft, use these commands to improve it:

• "Make this more formal"
• "Shorten this to two sentences"
• "Add a warmer tone"
• "Remove the technical jargon"

Real Example:
Original prompt: "Reply to this complaint email"
Better prompt: "Write a professional apology acknowledging the delivery delay, explain we're investigating the issue, and offer a 20% discount on their next order"

The second prompt gives Gemini clear direction on tone, key points to address, and specific actions to include.

Improving Google Docs Content with Prompts

Gemini in Google Docs works best when you give it specific content improvement tasks rather than asking it to write everything from scratch.

Basic Setup:

1. Open your Google Doc
2. Select the text you want to improve
3. Click the Gemini icon that appears
4. Choose your prompting option

Effective Content Prompts:

For clarity improvements:

• "Rewrite this paragraph to be clearer for beginners"
• "Simplify this explanation without losing the key points"
• "Break this long sentence into shorter ones"

For structure and flow:

• "Add transition sentences between these paragraphs"
• "Reorganise these bullet points in order of importance"
• "Create a summary of these three main points"

For tone adjustments:

• "Make this sound more conversational"
• "Adjust this to be appropriate for a professional report"
• "Remove the overly casual language"

Working with Longer Documents:
Handle large documents in sections. Select 2-3 paragraphs at a time and use prompts like:

• "Improve the flow between these paragraphs"
• "Make this section more engaging"
• "Ensure this section supports the main argument"

Creating Better Google Sheets Formulas

Gemini in Google Sheets excels at helping you build and optimise formulas, especially when you describe what you want to achieve rather than how to do it.

Accessing Gemini in Sheets:

1. Open Google Sheets
2. Click on the cell where you need a formula
3. Look for the Gemini panel on the right side
4. If it's not visible, click "Extensions" → "Gemini for Google Workspace"

Formula Creation Prompts:

Instead of struggling with syntax, describe your goal:

• "Calculate the average of column B, but ignore any cells with zero values"
• "Count how many cells in column C contain the word 'Complete'"
• "Find the highest value in column D and show which row it's in"
• "Add up all values in column E where the corresponding cell in column F says 'Approved'"

Data Analysis Prompts:

• "Create a summary showing the total, average, and count for each category in column A"
• "Identify any duplicate values in the email column"
• "Show me the top 5 highest values from this data range"

Formula Optimisation:
If you have an existing formula that's not working well:

• "Simplify this formula: [paste your formula]"
• "Fix this VLOOKUP formula that's returning errors"
• "Make this formula work when I copy it to other cells"

Practice

Try each of these tasks using the prompting techniques you've learned:

1. Gmail Practice: Find an email in your inbox that needs a reply. Use Gemini with a context-rich prompt to draft your response, then refine it with a follow-up prompt.

2. Google Docs Practice: Take a paragraph you've written recently and use Gemini to improve its clarity. Try at least two different improvement prompts.

3. Google Sheets Practice: Create a simple dataset with names, scores, and categories. Use Gemini to create a formula that calculates the average score for each category.

FAQs

How specific should my Gemini prompts be?
More specific is almost always better. Include context, desired tone, and specific requirements in your prompts for the best results.

Can Gemini handle complex Google Sheets formulas?
Yes, but break complex requirements into steps. Start with the basic calculation, then use additional prompts to add conditions or refinements.

What if Gemini's suggestions don't match what I need?
Use follow-up prompts to refine the output. Commands like "make this shorter," "change the tone," or "focus more on X" usually get better results than starting over.

Does Gemini work the same way in all Google Workspace apps?
The core prompting principles are the same, but each app has specific features. Gmail focuses on communication, Docs on content improvement, and Sheets on data and formulas.

Jargon Buster

Gemini – Google's AI assistant integrated into Google Workspace apps that responds to written prompts to help with various tasks

Context-rich prompt – A detailed instruction that includes background information, desired outcome, and specific requirements

Follow-up prompt – A secondary instruction used to refine or modify Gemini's initial response

Formula optimisation – The process of making spreadsheet formulas more efficient, accurate, or easier to understand

Wrap-up

You now have practical techniques for using Gemini effectively across Gmail, Google Docs, and Google Sheets. The key to success is being specific with your prompts and using follow-up commands to refine the results.

Start with one app and focus on getting comfortable with the prompting style before moving to the others. Remember that Gemini works best when you treat it as a collaborative assistant rather than expecting perfect results from vague instructions.

Your next step is to practice these techniques with your real work. The more you use specific, context-rich prompts, the better your results will become.

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