Why this one is different

Gemini is a capable assistant on its own, and the reason to use it specifically is that it sits inside the tools many organisations already use.

It can see your own material, where the integration is enabled: your documents, your sheets, your email, your calendar, your files. An assistant that can answer from your actual content is a different proposition from one you have to paste everything into, and the paste is where most people lose the time.

Where that matters most. Summarising a long document in place. Drafting a reply inside your inbox, with the thread already in view. Pulling information out of a spreadsheet. Finding a file you described rather than named.

What it means practically. Less copying between windows, and fewer decisions about whether to paste something confidential somewhere.

The limits, which are important. Availability of the integrated features depends on your account type and your organisation's settings, and a free personal account has less than a paid workspace account. Check what you actually have before designing anything around it.

Data handling differs between plans, and a business account generally carries stronger commitments about your content not being used for training. Read the terms for the plan you are on rather than the marketing page.

And it is still a language model. Everything about verification, invented specifics and confident wrongness from the AI for Everyday Work course applies here unchanged.