Imagine a world where Google Workspace programs like Google Sheets, Google Slides, Google Docs, and Gmail are powered by AI, enabling users to create, connect, and collaborate more effectively. With the integration of AI in Google Workspace, users can now access new generative AI features that enhance productivity and streamline workflows. In this article, we will explore how AI is transforming Google Workspace, specifically in Google Sheets, Google Slides, Google Docs, and Gmail. From organizing data in Sheets to generating images in Slides, and from writing with assistance in Docs to drafting emails in Gmail, AI is revolutionizing the way we work and boosting productivity across the board. Let’s dive in and discover the incredible possibilities that AI brings in Google Workspace.
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AI in Google Workspace
Google Workspace has been investing in AI for many years and is now introducing new AI-powered features to help people create, connect, and collaborate more effectively. AI in Google Workspace brings generative AI features to enhance productivity and collaboration in Google’s suite of productivity apps.
The new generative AI features in Google Workspace include:
- “Help me organize” AI feature in Google Sheets
- “Help me visualize” AI feature in Google Slides
- “Help me write” AI feature in Gmail and Google Docs
To access these new AI-powered features, users need to sign up for Workspace Labs and join a waitlist. Workspace Labs is a program that allows users to experiment with AI-assisted capabilities in Google’s products and provide feedback. The rollout of these new features will happen gradually over time. Some features are already available, while others will be rolling out in the coming weeks and months.
Let’s discuss these AI features to discover the transformative potential of AI in Google Workspace today. These are as follows:
1. Organize with AI in Google Sheets
The “Help me organize” feature in Google Sheets is an AI-powered capability that suggests and creates table templates based on user prompts. This feature is rolling out gradually to Trusted Testers in Google’s Workspace Labs program.
Here’s what we know about organizing with AI in Google Sheets:
i. Description:
The “Help me organize” feature allows users to describe what they want to accomplish in Google Sheets, and AI will generate custom templates to help them get started. Users can enter prompts such as “Create a budget tracker for personal expenses with monthly breakdowns” or “Design a workout log with exercise details and progress tracking”. The AI will generate a table with suggested categories based on the prompts.
ii. Customization:
Once the table template is generated, users can customize it according to their needs. Later on, they can modify the table headers, adjust the content, and make any necessary changes to fit their specific use case.
iii. Use Cases:
The “Help me organize” feature is designed to assist users in tracking and organizing complex data more efficiently. It can be useful for tasks that require detailed trackings, such as creating product roadmaps, budgets, or event agendas. It helps users stay organized by providing a starting point for their data organization and tracking needs. Moreover, the “Help me organize” AI feature is a great way to save time and effort when organizing your data in Google Sheets. It can also help you to create more effective spreadsheets that are easier to understand and use.
2. Create images with AI in Google Slides
AI-powered image generation in Google Slides uses a large language model (LLM) to generate images based on the user’s input. The tool is powered by Google’s image generation models such as Imagen and is gradually becoming available to trusted testers who have signed up for the Workspace Labs program.
To create images with AI in Google Slides, you can use the “Help me visualize” feature. This feature allows you to generate images based on text prompts using artificial intelligence.
Here’s how you can use it:
i. Access the feature:
In Google Slides, look for the “Help me visualize” side panel. This feature is gradually rolling out to eligible users who have joined the Workspace Labs program.
ii. Enter a text description:
In the “Help me visualize” side panel, enter a text description or prompt for the image you want the AI to generate. For example, you can enter “Giraffe standing in front of the Eiffel Tower. Beautiful watercolor”.
iii. Select a style:
After entering the text description, you can choose a style for the generated image. The available styles may include photography, illustration, flat lay, background, or clip art.
iv. View and choose designs:
Once you’ve selected a style, you will see up to eight designs in a single view. Moreover, you can click the “View More” button to see additional suggestions.
v. Generate the image:
When you find a design you like, click the “create” button. The AI will generate an image that corresponds to the prompt you entered. The generated image can be used as a custom background for your presentations or as a contextual addition to a slide.
3. Write with AI in Google Docs
The “Help Me Write” feature in Google Docs is an AI-powered writing tool that generates text based on prompts or instructions given by the user. It is currently in limited preview as part of Google’s Duet AI for Google Workspace initiative. Moreover, this feature allows users to generate text, refine it, and customize it according to their needs.
Here’s what we know about using “Help Me Write” in Google Docs:
i. Activation:
If you have access to the Labs beta program, the “Help Me Write” feature will be visible as soon as you open a new Google Document. You can apply to the Workspace Labs waitlist to gain access to this feature.
ii. Generating text:
To use “Help Me Write,” simply click the button in the document body, and an animated typing space will appear with suggestions for what the AI can assist you with. These suggestions cover a wide range of writing tasks, such as drafting blog posts, writing song lyrics, captioning social media posts, and creating formal letters, resumes, and cover letters, among others. However, you have the freedom to type your own prompts as well.
iii. Creating text:
Once you’ve typed your request or prompt in the provided text box, click “Create”. For example, you can write “The Future of Artificial Intelligence, the AI would generate a draft. If you’re satisfied with the generated text, you can click the “Insert” button to add it to your document. If you want to modify the text, you can click in the area where you originally typed, add more specific details, and hit enter again to have your text response re-generated.
iv. Refining text:
After generating the text, you have the option to click the “Refine” button. This will give you options to “Formalize,” “Shorten,” “Elaborate,” or “Rephrase” the text. Clicking these options will make the necessary adjustments to the generated text.
v. Limitations:
While “Help Me Write” can generate long passages of text that are reasonably readable, it may come with caveats such as factual errors, redundancy, and generic prose. It’s important to review and edit the generated text to ensure accuracy and quality.
4. Draft Emails with AI in Gmail
When it comes to drafting emails in Google Workspace, the “Help me write” feature in Gmail utilizes AI technology to offer valuable assistance. This powerful tool enables you to refine and improve your email drafts based on prompts or instructions.
Here’s a step-by-step guide on how to use it effectively:
i. Writing a new draft:
- Begin by opening Gmail and clicking on the “Compose” button to initiate a new email draft.
- Then, locate the “Help me write” option at the bottom right corner of the compose window and click on it.
- Next, enter a freeform prompt or instruction, allowing the AI to generate a draft. For instance, you can request Gmail to compose a birthday invitation or an introduction for a potential business contact.
ii. Refining a draft:
- If you have an existing draft or are replying to an email thread, open the compose window.
- Next, click on “Help me write” at the bottom right corner of the window.
- After that, choose from a range of available options in the menu, including “Formalize” for a more professional tone, “Elaborate” to enhance details, “Shorten” to make the draft more concise, or “I’m Feeling Lucky” for creative suggestions.
- After refining the draft, you can provide feedback on the generated text by selecting “Good suggestion” or “Bad suggestion.” you can also edit the generated text by making necessary modifications.
Remember, when using AI to draft emails, the AI can provide suggestions and assist in the writing process, but human judgment and customization are still crucial for effective communication.
Wrap Up!
In conclusion, AI in Google Workspace revolutionizes productivity and collaboration. With AI-powered features in Google Sheets, Slides, Docs, and Gmail, users can organize data effortlessly, create captivating visuals, generate text with ease, and draft emails efficiently. Embrace the power of AI in Google Workspace to enhance your workflow and achieve greater productivity.
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Moreover, if you want to explore the differences between Midjourney and Stable Diffusion and how they can yield different results using the same prompt, we invite you to read our article titled “Midjourney vs Stable Diffusion: Same Prompt, Different Results.”
