Enrolling in Gemini

To enroll send an email to the following address:

<a href="mailto:google_gemini_users+subscribe@ucar.edu?subject=Request%20to%20enroll%20in%20Gemini&body=Hello,%0D%0AI%20would%20like%20to%20be%20enrolled%20to%20use%20Gemini.%0D%0AThanks!" target="_blank">google_gemini_users+subscribe@ucar.edu</a>

You will then receive an email asking you to confirm your subscription; make sure to click the link in the confirmation email.

It typically takes Google a day to activate your enrollment.

After waiting a day from your subscription confirmation:

• Log out of your Chrome browser session.
• Restart Chrome.
• Log back into your Chrome browser session. 

After waiting a day and performing the steps above, if you still do not see the Gemini menu item (shown below), please submit a ticket to help@ucar.edu.

Getting Started

Accessing Gemini

• The Standalone Gemini App
  • Go to gemini.google.com in your web browser or download the Gemini app on your phone (Android or iOS).
  • This is where you can chat with Gemini, conduct research, and explore more complex tasks.
• Google Workspace Integration
  • Gmail: For writing emails and getting summaries.
  • Docs: For writing and refining documents.
  • Sheets: For organizing and analyzing data.
  • Slides: For creating images for presentations.
  • Meet: For enhancing your video meetings.
  • Chat: For getting summaries of discussions.
  • Drive: For managing and summarizing documents.

The Side Panel

• The side panel is integrated in all apps within the Google Workspace.
• It can be accessed using the Gemini Icon at the top right of your Google applications.
• It allows you to access Gemini's features without having to switch between apps or tabs.
  
• The side panel is context-aware, meaning it understands what you're working on and can offer relevant suggestions.
  • For instance, if you are writing an email in Gmail, Gemini can help you with suggestions based on the email content or it can summarize the email for you.

Practical Applications

• Writing (Gmail and Docs):
  • "Help Me Write": Given a prompt this tool can generate text to suit a given situation, here are a few examples:
    • Draft an email based on a product announcement.
    • Create an outline for a blog post.
    • Generate a project plan.
    • Write a draft of any type of document.
  • Refining Your Writing: Once you have a draft, Gemini can help you refine it by:
    • Suggesting different phrasing.
    • Checking for spelling and grammar errors.
    • Adjusting the tone for your audience.
    • Summarizing your text.
• Visuals (Slides):
  • "Help Me Design": If you're working on a presentation in Slides, Gemini can help you create custom images.
    • Describe an image that will fit your subject and Gemini can generate one for you.
  • Creative Control: Gemini gives you options, allowing you to choose the image that best suits your needs.
• Data Organization (Sheets):
  • Automate Mundane Tasks: Gemini can help you with common tasks that you might do in spreadsheets by:
    • Creating a formatted project tracker.
    • Generating a list of expenses for a budget.
    • Automating calculations.
  • Enhanced Smart Fill: Gemini can analyze your spreadsheet data and make smart suggestions for how to fill in missing information.
• Meetings (Meet):
  • Custom Backgrounds: You can have Gemini create custom backgrounds for your meetings
  • Video and Audio Quality: Gemini can help you enhance the quality of your video and audio by:
    • Turning a low-quality image into studio quality by fixing issues caused by low light.
    • Simulating professional lighting in your video feed.
    • Improving audio by restoring your original voice and removing distorted sounds.
  • Inclusive Communication: Use Gemini to generate live translated captions to remove language barriers.
• Data Analysis: Gemini can assist you in getting insights into your data.
  • Summarization: Gemini is capable of summarizing complex documents or folders, saving you valuable time when you need to grasp the key points.
  • PDF Analysis: Gemini can analyze PDFs in Google Drive, helping you to better extract information and understand the documents you work with.
• Workflow Automation: Gemini detects when it can help with a task and suggests prompts to automate workflows. It will offer a suggested prompt, which, when clicked, uses the Gemini side panel to complete a task.
• NotebookLM Plus: NotebookLM Plus is an advanced version of NotebookLM that allows you to upload a variety of sources. It uses AI to generate summaries and audio overviews of those sources, and you can customize and share your notebooks. You can also upload multiple sources for a more complete view of any subject.

Tips for Getting the Best Results with Gemini

• Natural Language is Key: You don't have to use special commands with Gemini. You can interact with it just like you would a person.
• Crafting Effective Prompts: The key to success with any AI tool is to create effective prompts. When creating prompts, consider the following elements:
• Persona: Define the persona that Gemini should adopt when answering you. For example, you could ask it to respond as a subject matter expert or a public relations director.
• Task: Clearly define the task that you want Gemini to perform.
• Context: Provide Gemini with the necessary background information. This might include previous conversations, project information, or the specific document you are working on.
• Format: Clarify the type of output you would like from Gemini. For example, you could ask for a list, a paragraph, or an outline.
• Be Specific: The more details you provide, the better the response you will get. For example, instead of just saying "write an email", say "write an email to my client about the new project deadline".
• Iterate and Refine: Don't be afraid to experiment. If the initial results aren't perfect, try rephrasing your request, adding more context, or specifying the format you would like. You can also ask follow-up questions.
• Use the Side Panel for Context: Use the side panel to collaborate with Gemini in real-time and work in context. It understands what you're working on and suggests how to improve it.

User Controls and Preferences

• Smart Features and Personalization: To access Gemini in Workspace, you need to turn on smart features and personalization in your Google account. These settings let you customize your experience and enable AI features. They are on by default.
• Workspace Extensions: If you want Gemini to be able to use information from your Google Workspace account in its responses, you will need to turn on Workspace extensions. If you turn off extensions, Gemini cannot access additional information from Google Workspace.