How Google Gemini Helps with YouTube and Workspace Tasks with a Free Account

Smart Email Management with Gemini

Gmail is an email service that allows you to send, receive, and organize emails efficiently. You can manage conversations, label messages, search your inbox, and access emails from any device, making it a powerful tool for personal communication and professional correspondence.

If you’re using a personal Gmail account, you can open Gemini for Google Workspace in your browser or launch the Gemini app on your phone. From there, simply ask Gemini to handle tasks related to your Gmail. Below is a set of example prompts and the corresponding actions Gemini can perform in Gmail to help manage your emails efficiently. Below is a table of five examples of prompts you can give Gemini for Gmail and the corresponding actions or guidance it provides for email management, drafting, and organization.

Gemini for Smarter Document Assistance 

Google Docs is a cloud-based word processor that lets you create, edit, and collaborate on documents in real time. It’s perfect for writing reports, proposals, or notes without worrying about saving files manually, and all your changes are automatically stored in Drive.

Gemini can be accessed through the Gemini window for free-tier Gmail and Gemini users, to assist with Google Docs tasks. While it cannot directly edit or format the document, it can analyze content, summarize sections, and suggest improvements. Users can ask Gemini to generate summaries, outlines, or rewrites, then manually apply those suggestions in Google Docs. This allows free users to benefit from AI-driven insights without needing paid Workspace integration. Below is a table of five examples showing prompts you can use with Gemini for Google Docs and the corresponding guidance or suggestions it provides.

Gemini for Smarter Spreadsheet Insights

Google Sheets is an online spreadsheet tool that helps you organize, analyze, and visualize data easily. From budgeting to project tracking, you can perform calculations, create charts, and collaborate with others in real time without installing any software.

Gemini can be used through the Gemini window to assist with Google Sheets tasks for free-tier users. While it cannot directly modify or calculate within a spreadsheet, Gemini can analyze your data when you describe it or paste sample content. It can help you interpret trends, generate formulas, suggest data organization, or summarize results. Free users can then manually apply these recommendations in their Sheets to gain data clarity and improve workflow efficiency. Below is a table of five examples demonstrating prompts for Google Sheets that you can ask Gemini along with the actions or advice it offers.

Gemini for Engaging Slide Content

Google Slides is a presentation app that lets you create professional-looking slideshows for meetings, classes, or pitches. You can design visually engaging slides, add text and images, and collaborate with team members from anywhere.

Free-tier users can access Gemini through the standalone window to get help with Google Slides. Although it cannot directly design or edit slides, Gemini can assist by generating outlines, content summaries, and speaking notes. It can also suggest creative headlines, design layouts, or presentation flow ideas. Users can then manually copy Gemini’s output into their Slides to elevate the visual and narrative quality of their presentations. Below is a table of five examples illustrating prompts for Google Slides and the resulting guidance or content suggestions from Gemini.

Gemini for Organized File Management

Google Drive is a cloud storage service that allows you to store, organize, and share files securely. You can access your documents, spreadsheets, images, and videos from any device, making it easy to keep your work organized and accessible.

Through the Gemini window, free users can ask Gemini to help them navigate and organize files stored in Google Drive. While it doesn’t directly move or rename files, Gemini can provide instructions on file organization strategies, help locate documents by description, and suggest folder structures based on your project type. This helps maintain a clean, searchable Drive workspace without needing paid Workspace integration. Below is a table of five examples of prompts you can give Gemini for Google Drive and the corresponding assistance it provides for managing your files.

Gemini for Creative Visual Planning

Google Drawings is a tool for creating diagrams, flowcharts, and simple graphics. It’s ideal for visual planning, brainstorming ideas, or designing charts and illustrations that you can easily share or embed in other Google Workspace apps.

Free-tier users can rely on Gemini through the browser interface to brainstorm and plan visuals for Google Drawings. While it cannot directly draw or edit graphics, Gemini can generate creative ideas, suggest diagram layouts, flowcharts, or infographic structures, and provide color palette or caption recommendations. This makes it a useful companion for visual thinkers who prefer guidance before designing manually in Google Drawings. Below is a table of five examples of prompts for Google Drawings and the guidance Gemini provides to help structure visuals and diagrams.

Gemini for Smarter Location Planning

Google Maps is a mapping service that helps you navigate, explore locations, and plan routes. You can find addresses, check traffic conditions, explore nearby businesses, and save favorite locations, making it a valuable tool for personal or business use.

For users who use Google Maps alongside Workspace, Gemini can be opened separately to assist with route planning, place summaries, or travel-related insights. It cannot directly plot locations on Maps, but it can suggest optimized travel plans, summarize nearby points of interest, or compare routes for efficiency. Free users can then manually apply these insights in Google Maps to improve planning and productivity. Below is a table of five examples of prompts you can ask Gemini about Google Maps and the actions or suggestions it can give.

Gemini for Better Site Building Ideas

Google Sites lets you create a free, fully editable website for your business, with the option to add a custom domain whenever you're ready — typically costing around $30 per year. Without a custom domain, your site will have a URL like https://sites.google.com/view/your-site-name. While it can't handle payments or complex website features, it's perfect for showcasing your business info and updating content instantly. Stay tuned for our upcoming blog post on how to set up your own Google Site for business. 

Gemini helps free-tier users brainstorm and plan Google Sites content from the standalone Gemini window. While it cannot edit a site directly, it can generate page outlines, suggest section titles, write text drafts, or recommend layout and navigation ideas. This makes Gemini a valuable partner for users creating personal or portfolio sites without needing premium Workspace integration. Below is a table of five examples showing prompts for Google Sites and the creative guidance Gemini provides for structuring and writing site content.

Gemini for Smarter Form Creation

Google Forms is a cloud-based tool that helps you create surveys, quizzes, and data collection forms with ease. It’s ideal for gathering feedback, registrations, or contact information, and responses are automatically saved in Google Sheets for analysis.

Gemini can be accessed through the Gemini window for free-tier Gmail and Gemini users to assist with Google Forms tasks. While it cannot directly build or edit a form, it can guide you in designing effective questions, improving clarity, and structuring your form logically. Users can ask Gemini to suggest question types, create form descriptions, or draft introductory text, which can then be manually added into Google Forms. This gives free users a practical way to enhance their forms with AI suggestions, even without paid Workspace integration. Below is a table of five examples showing prompts you can use with Gemini for Google Forms and the kind of guidance or suggestions it can provide.

Gemini for Coding Guidance in Apps Script

Google Apps Script is a scripting platform that lets you automate tasks across Google Workspace apps. You can write custom functions, automate workflows, or integrate different apps, making repetitive work faster and more efficient without needing advanced programming tools.

Free users can turn to the Gemini window for assistance with Google Apps Script projects. Though Gemini cannot directly execute or save scripts, it can help you understand coding logic, generate sample functions, or debug snippets you paste in. Users can then manually copy Gemini’s suggestions into the Apps Script editor, making it easier to automate simple tasks across Workspace tools without advanced programming knowledge. Below is a table of five examples of prompts for Google Apps Script and the corresponding coding advice, sample snippets, or logic explanations Gemini provides.

Gemini for Video Script and Storyboard Help

Google Vids offers a basic, yet powerful, video editor accessible right from Google Drive. It includes essential editing tools, a selection of templates, and the ability to record video/screen, upload your own media, or use stock content. This free version allows you to create professional-looking videos without the advanced Gemini AI-powered features available to paid subscribers. 

When working on Google Vids (video projects), free users can use Gemini in a separate browser window to generate story ideas, script drafts, or visual outlines. While it cannot directly edit videos or slides, Gemini can assist in organizing your storytelling approach, planning narration, and suggesting structure for visual scenes — helping creators streamline their video projects with AI-driven inspiration. Below is a table of five examples of prompts you can give Gemini for YouTube videos and the suggestions or guidance it provides for scripts, storyboards, or content planning.

Gemini Across Apps Bringing Together Info from Your Google Workspace

Gemini helps free-tier users connect the dots across different Google apps, even without direct in-app integration. By using the standalone Gemini window, you can ask it to gather and combine insights from Gmail, Docs, Sheets, and Drive — such as summarizing project updates, listing recent files, or highlighting related emails. This cross-app intelligence allows you to see the bigger picture of your work in one place, helping you stay organized and informed across your entire Google Workspace. Below is a table of five examples demonstrating prompts where Gemini can combine information from multiple Google apps and the resulting insights or guidance it provides.