Learn About Gemini for Google Workspace

Google Gemini is an AI assistant seamlessly integrated into Google Workspace applications such as Gmail, Docs, Sheets, Slides, and Meet. It is also available as a standalone web application. Designed to enhance productivity, Gemini assists users with tasks like brainstorming, analyzing information, searching for data, and summarizing documents and emails. By learning from user interactions, Gemini continually improves its responses, offering personalized assistance through customizable assistants known as Gems.

When will I have access to Gemini?

Users with a netflix.com or netflixcontractors.com account have access to Gemini. Access for subsidiary accounts such as Netflix Animation, Animal Logic, and ScanlineVFX will be coming later in 2025. Members in these groups that gain access to Gemini in the future will be notified by email when the tool is available to them. Users with Netflixpartner (Prodicle) accounts will not be getting Gemini, and there are no plans to provide access.

How can I access Gemini?

Gemini is available company-wide as part of our Google Workspace subscription. It can be accessed within Workspace apps via the sparkle icon or independently at gemini.google.com.

Side Panel

Select the Gemini icon to open the Side Panel.
Use prompts to generate content and summarize documents or websites.

In Application

Select Help me write in Gmail and Docs.
In Slides, select Insert then Image with Gemini.
In Sheets, select Help me organize.
In Meet, select the Gemini icon after you start your meeting to transcribe meeting notes.

What features are available in which application?

	Gmail	Docs	Sheets	Slides	Meet	Drive
Side panel	Yes	Yes	Yes	Yes	No	Yes
In Application - “Help me write”	Yes	Yes	No	No	No	No
In Application - “Help me organize”	No	No	Yes	No	No	No
In Application - “Create image”	No	No	No	Yes	No	No
In Application - “Take meeting notes”	No	No	No	No	Yes	No

What can Gemini help me do?

To learn more about using prompts and explore some examples to get started, reference Google Gemini Sample Prompts for Google Workspace.

In Gmail

Summarize an email thread.
Suggest responses to an email thread.
Draft an email.
Find information from previous emails.
Find information from your Google Drive files.

In Docs

Gemini will accept URLs in Gmail to generate content in “Help me write” but not in Docs. Instead, in Docs, use the phrase “using a web search” to get information from the open web.

Write content you can edit and shape.
Summarize content from Drive using a document.
Create new ideas.
Summarize content from Sheets.
Refine, rephrase, or summarize content already inside the document.
Use Docs to create speaker notes from a Slides presentation.
Compare documents against one another to find differences or details.

In Slides

Gemini currently only creates one slide at a time, but you can ask Gemini to create slide content from within a Sheet or Doc using Side Panel to get ideas for more slides. Specify how many slides you want, then you can copy and paste the content into a deck and continue to edit and refine.

Generate images customized to your needs.
Rearrange existing content with automatic title generation.
Create speaker notes from content.
Summarize a presentation.
Write or rewrite content.
Reference Drive files or an email.

In Sheets

Create custom templates to help you stay organized.
Create tables from a prompt.
Create formulas.
Create slide deck content based on a sheet.
Add formatting or data validation to your existing Sheets content.

In Drive

Summarize a long document.
Synthesize more than one file in your Drive to provide the topic and summary.
Answer questions about documents to provide key information at a glance.
Brainstorm a topic from referenced documents or a website.

In Meet

Take notes in a new or existing document.
- The notes Gemini takes will summarize key points and action items.
- Due to retention policies, generated Meet meeting notes and recordings will be deleted after 180 days. Make a copy and re-share with your team to maintain your content.
Apply visual effects by adjusting your appearance settings to improve visibility for users with low vision and communication for deaf or hard-of-hearing users.
Translate captions into many languages in real time. Select the settings Gear, then turn on captions, and then select translation and language.

In Gemini.google.com / Web UI

Help you get started when you need to brainstorm.
Use “What have I not thought about” to get feedback on a piece of writing.
Generate questions about a topic, industry, or business idea.
Create best practices and items for consideration.
Keep track of prompt history made in gemini.google.com.
Prompt histories are stored for a period of 3 months.

Frequently Asked Questions (FAQ)

Do I still have to follow the Generative Al (GenAl) guidelines when using Gemini?

Yes, but Gemini makes it easier to follow those guidelines because data is not being transferred to third party servers. Because Gemini is an extension of the Google Workspace we already use, it can be used on the company’s confidential and personal information that is already in places like Google Drive, Docs, Sheets, Emails, etc.

You must continue to follow InfoSec Guidance on Sensitive File Storage in Drive

Do not transfer data to Google Workspace for use with Gemini if it is restricted from storage in Google Drive.

Reference N-Tech Guidance on Gemini for Google Workspace for further information.

How do GenAl guidelines apply to the different tools you use?

Unlike chatgpt.com and go/chat, which have strict to no allowance for using sensitive company or financial information in these AI tools, with Gemini in our Google Workspace, you can use financial data and sensitive company information because the information is already in Google Workspace and is not being transferred outside it.

Special Categories of Information

Special Categories	Concern	General GenAI Guidance	Can I use Google Gemini for this?
Material nonpublic company financial and strategic information	Material nonpublic information refers to corporate news, plans, and other information that has not yet been made public and which could also have an impact on the share price.	Our enterprise-licensed tools and models meet our Netflix minimum standards of data privacy and security and have restrictions against training their generally accessible models on our data. Consult with #ai-legal for further information.	Yes, and you do not need to consult with #ai-legal.
Talent (artist) likeness and voice	Use of talent likenesses to feed AI models can be controversial, and U.S. Screen Actors Guild (SAG) actors hold certain approval rights for use of a recognizable digital replica.	Consult with your Business and Legal Affairs (BLA) lead for further guidance.	While Gemini can create images, it will not generate images in the likeness of identifiable people. If it detects it is being used for this purpose, it will generate an error and immediately remove any images it is given. However, you should still not attempt to use it for this purpose.
Talent deals	BLA has expressed a desire to understand projects that require the ingestion of talent deal data on the basis that this information is highly sensitive to Netflix.	Consult with your BLA lead for further guidance.	Yes, and you do not need to consult with your BLA lead for guidance because this information is already in Google Workspace.
Sensitive personal information (PI) (Core PI and Restricted PI) such as: names, email addresses, phone numbers, usernames and passwords; credit card and bank account numbers, payment credentials, and related billing information, and similar financial data; member watch history; racial or ethnic origin; political, philosophical, or religious beliefs; physical or mental health, genetic makeup, or addictions; gender identity, sexual orientation, or sexual life; the commission of criminal offenses or proceedings and associated penalties or fines; Social Security Number, tax ID, or national identification number; precise geolocation (within 1,750 feet); biometric information; citizenship or immigration status; and PI about minors (ages less than 18)	Generally, this information has specific legal handling requirements under applicable laws. See Personal Information Handling Guidelines for more context.	Discuss with #ai-legal, who can help determine escalation to our privacy team. Our enterprise-licensed tools and models meet our Netflix minimum standards of data privacy and security and have restrictions against training their generally accessible models on our data. Consult with #ai-legal for further information.	Yes, for personal information we already store in Google Workspace, you can use Gemini for Google Workspace with that information. However, you must continue to follow InfoSec Guidance on Sensitive File Storage in Drive. Do not transfer data to Google Workspace for use with Gemini if it is already restricted from storage in Google Drive. In particular, Netflix member personal information should be stored only to Netflix's paved road systems and data stores (see go/pavedroad). Consult with #ai-legal for further information.
Key algorithms like server-side encoding and streaming algorithms, in-app Digital Rights Management (DRM) content protection, and in-app Model Group Keys (MGK) assertions in mobile clients	Core trade secrets	Our enterprise-licensed tools and models meet our Netflix minimum standards of data privacy and security and have restrictions against training their generally accessible models on our data. Consult with #ai-legal for further information.	Gemini for Workspace meets our Netflix minimum standards of data privacy and security and has restrictions against training models on our data. Consult with #ai-legal for further information.
Third party-owned data which we do not have the rights to utilize in other third-parties’ models (for example, advertiser-owned user targeting data)	May be subject to contractual use restrictions.	Discuss with #ai-legal, who can help determine further legal consultation paths.	Gemini for Workspace meets our Netflix minimum standards of data privacy and security and has restrictions against training models on our data. Consult with #ai-legal for further information.

Any more questions? Reach out to #ai-legal.

What privacy measures are in place for using Gemini at Netflix?

Gemini operates within Google’s robust privacy protocols, which ensure all interactions are secure and confidential. We already have sensitive information in the Google Workspace, so Gemini does not materially increase risks. However, do not transfer data that shouldn’t be in Google Drive to Google to use Gemini for that data. For more details, refer to our internal privacy and InfoSec guidelines or contact our data protection team.

What are the environmental considerations of implementing Google Gemini for Workspace at Netflix?

Netflix’s Sustainability Team is actively monitoring GenAI’s sustainability impact across the company. While we do not yet have precise impact data, we do know Google is a long-time leader in sustainability. For more detailed information on Google's environmental initiatives and commitments, visit the Google 2024 Environmental Report.

What are some limitations of Gemini?

There are a few limitations of Google Gemini that may be relevant to your work:

Adobe Acrobat: There is no current integration with Acrobat, but Gemini can compare PDFs stored in Google Workspace.
Google Calendar: Gemini is not supported in Google Calendar.
Languages: Gemini supports a limited number of languages, including English, French, German, Italian, Japanese, Korean, Portuguese, and Spanish, with more to be added in the future. Reference Supported languages for Gemini for further details.
Slides: Gemini can only generate one slide at a time in Google Slides, with an update to improve this functionality expected late 2025.

What training opportunities are available to help me learn more about Gemini?

Get started by checking out our Help Center content.
Host a Knowledge-Sharing Session with your team. Organize a short session or workshop with your team to demonstrate how each of you use Gemini in tasks relevant to you and your team.
Reference the Google Workspace Learning Center Generative AI training and help.
Enroll in a live training session in the EDU and Engage hub.
Enroll in the Gemini for Google Workspace: Self-Learning Course on the EDU and Engage hub.

I want to share how I use Google Gemini with my colleagues to help everyone at Netflix. How can I do that?

Sharing your experiences and insights can greatly benefit your colleagues. It is a great way to engage with others and learn from their experiences, as well. We encourage you to:

Host a Knowledge-Sharing Session with your team: Organize a short session or workshop with your team during which you can demonstrate how you use Gemini in tasks relevant to you and your team.
Contribute to the Netflix Community Support Channel: Share your tips, tricks, and use cases in our dedicated Slack channel #google-gemini-questions.

How can I provide feedback on Gemini for Netflix?

To provide feedback or suggestions, submit requests via this google form.

How can 1 get support if I have questions or issues?

Technical support: Contact N-Tech via #ntech-help in Slack or askntech@netflix.com over email for help with any issues or troubleshooting.

Community support: We encourage you to create Gemini community channels for your organization to explore Gemini use cases and share best practices. If you’re just getting started, you can access self-serve trainings through the Edu and Engage hub.

I don't see the Gemini icon.

Verify you are signed into Chrome with your Netflix account.
Check for updates and restart your browser.
Clear your cookies and cache.

Does Gemini keep my prompt history?

Gemini Side Panels does not retain your prompt history at this time.

If maintaining a record of your prompts is important, consider starting your prompts on gemini.google.com or keeping a record in a Sheet or Doc. Prompt histories on gemini.google.com are stored for up to 3 months.

Although the Side Panel doesn’t save your history once you close the app, it will utilize your session history to enhance future outputs. If you prefer not to have your history used in this manner, you can choose the "clear history" option in the Side Panel

Will Gemini learn our personal writing style so email-suggested responses sound more like "me?"

Gemini does learn which prompts and tone you tend toward over time to eventually provide more tailored responses, so the more you use it, the better it will become at "sounding like you!"

Is it possible to disable Google Gemini?

While Google Gemini is embedded within the Google Workspace, you can disable Google's Smart Features in several applications. This article will guide you through the steps for disabling Smart Features, you only need to do it from one of these source:

Gmail

Go to your Gmail settings.
Select the General tab.
Disable Smart Features.

Drive

Go to your Drive settings.
Select the Privacy tab.
Disable Smart Features.

Chat

Go to your Chat settings.
Select the Data Privacy
Disable Smart Features.

Can Gemini take meeting notes in additional languages?

“Take notes for me” in Google Meets is available in seven additional languages:

French
German
Italian
Japanese
Korean
Portuguese
Spanish

For further details, reference the Google Workspace Updates blog.

Is it possible to share custom Gems with my teammates?

Sharing Gems is not an option now. The best way to share Gems is copying and pasting the instructions and knowledge base to a Google Doc and sharing it with the team so others can create the same Gem.

Are NotebookLM and Gemini APis included in the initial rollout of Gemini for Workspace?

NotebookLM will be rolled out with the Gemini rollout. Refer to the NotebookLM Help for more information

How do I request a new feature?

You can use this form to request a new feature. Our Google technical program manager (TPM), Alexandria Le, can forward these requests directly to Google. Note this request does not guarantee the feature will be implemented

Agent facing Article

N-Tech Guidance on Gemini for Google Workspace

What is Gemini for Google Workspace?#

Gemini for Google Workspace is a set of AI-powered features integrated into Google Workspace apps like Gmail, Docs, Slides, and Sheets. It leverages Gemini's generative AI (GenAI) capabilities to assist users in writing emails, creating presentations, summarizing documents, and generating ideas.

In addition to its integration with Google Workspace, Gemini is available as a standalone app. The Gemini app offers a more comprehensive AI experience, allowing users to create assistants, called Gems, which are directly connected to Google Workspace applications and accessible knowledge.

Both Gemini for Google Workspace and the Gemini app enhance productivity, creativity, and efficiency by providing AI-driven support.

To use Gemini or other tools for meeting notes or transcriptions, follow the guidance in Leverage Enterprise Meeting Transcription Tools.

Compliance with GenAI Guidelines

Do I need to follow GenAI guidelines when using Gemini

Yes. However, Gemini simplifies adherence to these guidelines because Gemini for Workspace meets our Netflix minimum standards of data privacy and security. Because Gemini operates within Google Workspace, it can be used with the company’s confidential and employee information already stored in Google Drive, Docs, Sheets, and Gmail. Reference Special Categories of Information for additional details.

Important

Follow guidance on sensitive file storage in Drive.
Do not transfer data to Google Workspace for use with Gemini if it is restricted from storage in Google Drive.

Handling Special Categories of Information

Special Category	Concern	General GenAI Guidance	Can I Use Gemini?
Material Nonpublic Company Financial and Strategic Information	Includes corporate news, plans, and other confidential financial data	Enterprise-licensed tools meet Netflix security standards. Consult #ai-legal for further guidance.	Yes. No need to consult #ai-legal.
Talent (Artist) Likeness and Voice	AI-generated likenesses can be controversial. SAG actors hold approval rights.	Consult with Business and Legal Affairs (BLA) lead for guidance.	Not recommended. Gemini does not generate identifiable likenesses and will remove such attempts.
Talent Deals	Highly sensitive information about talent contracts	BLA team monitors ingestion of talent deal data.	Yes. No need to consult the BLA lead.
Sensitive Personal Information (PI) (Core PI and Restricted PI)	Includes names, emails, payment data, health data, gender identity, racial or ethnic origin, etc.	Subject to strict legal handling requirements. Consult #ai-legal for escalation.	Yes, but must follow NETS guidance. Do not transfer restricted data into Google Drive.
Core Trade Secrets (Server-Side Encoding, DRM Protection, Key Algorithms)	Critical proprietary technology	Meets Netflix security standards. Consult #ai-legal for further details.	Yes, but consult #ai-legal.
Third Party-Owned Data (Advertiser-Owned Targeting Data)	May be subject to contractual restrictions.	Consult #ai-legal for guidance.	Yes, but consult #ai-legal.

Need further assistance?

For any additional questions or clarifications, please reach out to #ai-legal.

Visit this Generative AI quick start site to discover additional AI tools that are available for use.

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