How to put Gemini to work in Google Docs

In early March, the University rolled out Google Gemini features integrated directly into Google Docs, Slides and Forms. If you have opted in to use Gemini with your UMN Google account, you no longer have to keep a separate AI tool open in another browser tab. 

Instead, Gemini acts as a collaborative writing partner right in your document, eliminating the need for copying, pasting and switching tabs. 

Whether you need to draft a report from scratch, summarize a massive document, or match a specific writing style, here is how to make the most of Gemini in Google Docs.

The inline Gemini Bar

The inline Gemini bar stays mostly out of sight while you type, but it will pop up when you want to write a new paragraph, change your wording, or reformat your document. 

How to access it: 

• On a blank line, look for the Write with Gemini prompt or press Ctrl+G
• Highlight existing text and click the floating Refine (pencil icon). From there, you can click quick options like Shorten, Elaborate, Rephrase, More formal or More casual
  
• Open the Gemini bar at the bottom of your document

Tips for the inline Gemini bar

Reference other files

You can ask Gemini to pull context from multiple files in your Google Drive to write or edit content.  

• Click Add sources + in the Gemini bar (or type @ followed by the file name). 
• Example: "Draft a promotional article for our upcoming webinar series using the details in the attached meeting notes." 
  

Pull information from emails and the web

Gemini can search outside your current document to enrich your content. You can even customize where it looks by clicking + in the Gemini bar and selecting Gemini search settings

Example: "Draft a list of all deadlines for the software implementation project from my emails." 

Edit and refine specific sections 

You can improve your text using the Gemini floating toolbar that appears when you highlight text, or you can type specific instructions in the Gemini bar such as "make the introduction more concise and professional." Gemini will suggest changes directly in the document for you to Accept or Reject.

Match writing style

Collaborating with multiple people can often make a document sound disjointed with various writing styles. Gemini will analyze tone and adjust the text to match  so the entire document reads as if it were written by a single person. Highlight the text you want to fix, click the floating pencil icon, and select Match writing style.

Match document formatting 

Gemini can replicate the structural layout of a reference document and apply it to your new document. On a blank Google Doc, click Match doc format above the Gemini bar, select a file from your Drive, and describe what you want to create. Gemini will mirror the headings, spacing and layout. 

The Gemini Side Panel

The Gemini side panel docks to the right side of your screen and doesn't interfere with your main document. It's built for heavy multitasking, document summarization and cross-referencing files without messing up your page layout. 

How to open it

Click the Ask Gemini button (the star icon) in the top right corner of Google Docs.

Features of the side panel

Summarize long documents instantly

Gemini can read through a long document and extract key points into a concise summary as bullet points, an executive summary or simplified explanation. When you open the side panel, Gemini will automatically suggest a prompt to summarize the document, or you can type your own prompt. 

Example, "What are the top three action items in this document?"

Ask questions about your document

You can chat with Gemini about the text itself. Use the side panel to ask direct questions about your document. Gemini reads the content and provides immediate context, allowing you to test its logic or pinpoint specific data. 

Example, "What are the main weaknesses in the argument presented in this document?"

Switch views

If you start a prompt in the bottom inline Gemini bar but realize you need a larger display to read the response, click the Switch to side panel button on the far right of the Gemini bar. You can switch back by clicking Switch to bottom bar at the top of the side panel. 

Rule of thumb

• Use the inline Gemini bar when you want to physically change, format or generate text on the page.
• Use the side panel when you want to research, brainstorm, or analyze the concepts behind the text.

Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu