How to Use Gemini in Gmail to Write Emails Faster

What is Gemini in Gmail?

Gemini is Google's AI assistant integrated into Gmail. It can help you:

• Draft emails from scratch
• Rewrite existing text
• Shorten or expand messages
• Adjust tone and formality

Note: Gemini features require Google Workspace plans that include Gemini.

Accessing Gemini in Gmail

Desktop (Gmail Web)

Look for the Gemini icon (sparkle/star) when composing emails:

• Click Compose
• Find the Help me write option (Gemini icon in the compose toolbar)

Mobile (Gmail App)

• Compose a new email
• Look for the Help me write button or Gemini icon

Drafting a New Email

Step 1: Start Composing

• Click Compose in Gmail
• Click Help me write (Gemini icon)

Step 2: Describe What You Need

Enter a prompt describing your email:

• "Write a follow-up email about our meeting yesterday"
• "Draft a professional response declining a meeting invitation"
• "Write a thank you email to a client for their order"

Step 3: Generate Draft

• Click Create
• Gemini generates a draft
• Review the content

Step 4: Refine or Accept

Options available:

• Insert: Use the draft as-is
• Refine: Modify the draft (see below)
• Regenerate: Get a new version
• Cancel: Start over

Refining Your Draft

After generating, click Refine for options:

• Formalise: Make more professional
• Elaborate: Add more detail
• Shorten: Make more concise
• I'm feeling lucky: Random improvement

Rewriting Existing Text

If you've already written text:

• Type your draft in the compose window
• Select the text you want to improve
• Click Help me write
• Choose to:

- Formalise - Elaborate - Shorten - Or enter a custom instruction

Practical Examples

Following Up on a Meeting

Prompt: "Write a follow-up email thanking them for the meeting and summarising next steps: schedule another call next week, they will send the proposal, I will review budget"

Declining an Invitation

Prompt: "Politely decline a meeting invitation for Friday as I have a prior commitment"

Responding to a Customer Complaint

Prompt: "Write an apologetic response to a customer who received their order late, offer 10% off next order"

Tips for Better Results

Be Specific

• Include key details in your prompt
• Mention names, dates, or specifics

Provide Context

• "Write a formal email to my manager..."
• "Draft a friendly email to a colleague..."

Iterate

• Use refine options to improve
• Regenerate if the first attempt isn't right

Always Review

• Check facts and figures
• Verify names and dates
• Ensure tone is appropriate

Limitations

• Gemini may not have specific context about your situation
• Always verify information is accurate
• Some topics may be refused
• Availability depends on your Workspace plan

Privacy Considerations

• Prompts and responses are processed by Google
• Follow your organisation's policies on AI use
• Avoid sharing sensitive information in prompts

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.