How to use Gemini in Google Docs to boost productivity

Google Docs just got smarter with Gemini AI.

Whether you’re writing blog posts, product guides, or reports, Gemini now sits right there in your sidebar, ready to help. No more copy-pasting to ChatGPT. Just highlight the text, write your prompt, and get your answers.

Here’s a quick look at how Gemini works in Google Docs, plus some practical tips on how to use it.

What is Gemini in Google Docs?

Gemini is Google’s generative AI assistant, now integrated into Google Docs. You’ll see it as a small sparkle icon in the toolbar, just next to your profile picture.

When you click it, you can ask for writing suggestions, summaries, and much more. It works inside of your document, and you can insert its answer into the text.

It’s currently available to Gemini for Workspace users. If you’re eligible, you’ll see the sparkle.

How to use Gemini in Docs (with real tasks)

Using Gemini in Docs is simple. Just open a document and click the sparkle icon. Then you are ready to prompt.

Step by step how to use Gemini in Docs:

1. Highlight text or place your cursor where you want content

2. Click the sparkle icon and describe what you want

3. Gemini responds instantly, with options to insert, refine, or try again

Example 1: Rewrite for a non-technical audience with Gemini

Got a technical draft but need to pitch it to an audience without deep expertise? Gemini can simplify complex language while keeping the message intact.

Open your document, highlight the technical section, and use a prompt like:

Rewrite this section for a non-technical audience. Focus on the business impact and key outcomes, using clear and simple language.

In seconds, Gemini transforms dense paragraphs into something your stakeholders can understand. Perfect for client reports, executive briefings, or grant applications.

Now your message gets through without needing a translator.

Example 2: Summarize research into key takeaways with Gemini

Long documents full of research and data can overwhelm readers. With Gemini, you can distill the key insights in seconds.

Just highlight the research section and prompt:

Summarize this into 3 key insights in plain English. Avoid jargon.

Gemini quickly extracts the core takeaways and rewrites them for clarity. Whether it’s user interviews, competitor analysis, or internal research, you’ll have an executive-ready summary instantly.

It’s fast, contextual, and gets better the more you use it.

Best practices for using Gemini in Docs

To get the most out of Gemini, follow these simple habits:

• Be direct: Clear prompts like “Summarize in 2 lines” work better than vague ones

• Work with structure: Break up your document into sections before prompting

• Iterate fast: Don’t overthink it. Run a prompt, tweak the result, and go again

• Review before you send: Gemini is smart, but not perfect

  
  

You don’t need a new platform. You don’t need an engineer. You just need Google Docs.

Why this matters

Most AI tools sit outside your daily workflow. Gemini doesn’t. It lives in the document you’re already writing.

This is what we call quiet AI: simple, invisible boosts that add up over time. Instead of overhauling your tools, you improve how you use the ones you have.

Want help setting up Gemini in your Docs? Send us an email and we can show you how to get started with AI and save hours each week.