The Optimal Flowlearn
Artificial intelligence
Gemini

Gemini in Google Workspace

Learn to use Gemini in the Google Workspace applications available to your team, preparing drafts and summaries that you can check against their source information.

Introductory8 h · 4 × 2 hSpanish & English
Contact

Find your starting point

A good fit when you work in Google Workspace and want to use enabled Gemini features for documents and communication.

Another option to consider

Prompting for generative AIIf you want to practise instructions without focusing on Workspace applications, choose generative AI prompting.
Hours and sessions
8 hours live · 4 sessions of 2 h.
Group size
Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.

What you will learn

  1. 01

    Identify which Gemini features are available in your Workspace.

  2. 02

    Prepare a contextual draft or summary in an agreed application.

  3. 03

    Check the result against original information and record necessary adjustments.

A proposed programme

Turn an internal procedure into a short reference guide for the team and a draft reply to a common question. Work with Gemini in Docs and Gmail using the features confirmed for your account. The workflow combines summarising, writing and review: retaining conditions and exceptions matters as much as making the text clearer.

We adapt the selection and depth of the modules to the group's starting point and goals.

01

Understand your environment

Available applications, access and guidance for using work information.

You will work on

  • Check which Gemini features are available in Docs and Gmail for the edition’s accounts and language.
  • Locate the classroom procedure, check permissions and distinguish the original source from Gemini-generated text.
  • Agree which content will be used and review the available sources and context, without assuming that mentioning one file removes all other context.
Practice
Review the fictional equipment-request procedure and list the details and confirmations the short guide must retain.
How you will check it
An identified source, checked applications and a condition list for reviewing drafts.
02

Apply Gemini to a task

Document or email drafts and information summaries using enabled features.

You will work on

  • Ask Gemini in Docs for a summary covering requirements, steps and exceptions to turn into a short reference guide.
  • Prepare reference notes and adjust tone and length, checking limits and conditions against the original document.
  • Use the reviewed extracts and fictional enquiry in Gmail to draft a reply; material can be transferred between applications manually.
Practice
Create a short guide and reference notes about requesting equipment and draft a reply for someone needing more units than are available.
How you will check it
A reusable document and a classroom email whose content can be checked against the source, without automating the workflow.
03

Review the result

Checks on content, context and agreements for sharing the prepared material.

You will work on

  • Check quantities, requirements and confirmations against the original, even when Gemini shows references or convincing wording.
  • Correct a reply that promises an unconfirmed delivery and retain the decisions that belong to Operations.
  • Exchange drafts with another participant and leave a short review checklist for using or sharing them.
Practice
Review a request for five adapters by Friday when the classroom availability note shows two, then save a checked reply as an unsent draft.
How you will check it
The guide retains the required details and the reply explains what Operations must confirm; another person can find the source and check the text.

A reference guide and reply ready for review

Teaching example

You will complete a document or communication task in the agreed applications, compare the result with its sources and prepare a reviewed version.

Fictional classroom case. Senda’s procedure requires the equipment, quantity and date needed; Operations confirms availability and delivery. If stock is insufficient, the date for the remaining units needs confirmation. Nora needs five adapters by Friday and the exercise’s availability note shows two. The document and enquiry are prepared for the classroom.

Starting point
The same questions are answered repeatedly by reading the procedure. The team wants a short reference guide and a reply explaining which details Nora needs to provide and which confirmation is required.
First attempt
The first guide organises the steps and improves clarity, but the draft reply promises all five adapters by Friday. The source only shows two available and does not confirm a delivery.
What we review
The trainer asks participants to retain equipment, quantity and date needed in the guide and distinguish availability from confirmed delivery. They prepare useful reference notes and correct the reply: Operations must confirm delivery and the date for the remaining units.
Result
The Docs guide explains how to request equipment and what happens when there are insufficient units. The Gmail draft records the five adapters needed by Friday, identifies the two available and asks for delivery and the remaining units’ timing to be confirmed. Both outputs refer back to the classroom source and the message remains unsent.

Explain routine steps and guide exceptions

  1. Source

    • Equipment procedure

      Item, quantity and date needed

    • Nora’s enquiry

      Five adapters · two available

  2. Docs

    • Short guide

      What to request and who confirms

    • Reference notes

      Availability and unconfirmed dates

  3. Gmail

    • Contextual reply

      Request separated from availability

    • Checked draft

      Delivery unconfirmed · unsent

Teaching illustration of a fictional case; this is not a Workspace screenshot or a guaranteed Gemini response.

Before calling it complete

  • The guide retains equipment, quantity, date needed and Operations confirmation before treating a delivery as agreed.
  • The reply distinguishes five units requested, two available and an unconfirmed date for the remainder.
  • References are checked against the original and another person can review both outputs; the email remains unsent.

Four sessions to put it into practice.

Reference edition · 8 h live

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice uses Docs and Gmail with confirmed features, fictional data and human review; availability of every Workspace application or capability is not assumed.

  1. Session 12 h

    Find the source and understand the features

    Check Docs and Gmail, review the classroom document and agree which conditions must be retained.

    By the end

    An identified working source and a checklist.

  2. Session 22 h

    Create a short guide in Docs

    Prepare a summary and reference notes, improve clarity and check requirements and exceptions.

    By the end

    A reusable guide checked against the original procedure.

  3. Session 32 h

    Prepare the reply in Gmail

    Provide the enquiry and verified availability data, draft the email and adjust tone without promising an unconfirmed delivery.

    By the end

    A draft answering the question with context and a next step.

  4. Session 42 h

    Test an exception and review both outputs

    Check the insufficient-availability case, exchange drafts and agree what to review before sharing them.

    By the end

    A reviewed guide and email, with the exception visible and the message unsent.

If your team needs to go further

  • Working with Sheets, Slides, Meet, other sources or Gemini features is agreed as an extension for your account.
  • Administering Workspace, implementing organisation-wide rules or automating enquiries and messages requires a separate scope.

Learn with someone who develops projects for companies.

Borja Martínez

Borja Martínez

The Optimal Flow consultant

Over two years of experience developing projects for companies across industries and sizes.

Borja is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

With guidance, practice and support.

Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.

See materials, support and terms

Materials you can keep

Downloadable, versioned guides, exercises and review criteria for internal use.

To prepare and complete the delivery

A short recommendation, an editable communications kit and a group learning report.

TOF’s own certificate

A certificate of achievement after the agreed assessment. It is not a vendor certification.

A month of email support

On the content covered, up to two accumulated hours for the whole group.

Your team carries out the practice. Implementation services are agreed separately. See the scope →

Keep learning

Other options for the task you want to work on. Each link explains what that programme adds.

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If you decide how to extend AI use across the team, define a pilot and its value and quality criteria.

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What does your
team need to learn?

Tell us what you want to work on, how many people would take part and where you are based. We will prepare a proposal with scope, sessions and a budget.

Contact

Would you like to ask about FUNDAE?

We check eligibility for each company and edition, subject to requirements and available training credit in Spain. Funding is neither automatic nor guaranteed. Official FUNDAE information ↗

Discuss eligibility
The Optimal FlowlearnGemini

Gemini in Google Workspace

Learn to use Gemini in the Google Workspace applications available to your team, preparing drafts and summaries that you can check against their source information.

8 live hours4 sessions of 2 hoursIn Spanish or English

Reference edition: 8 live hours across 4 sessions of 2 hours. Practice uses Docs and Gmail with confirmed features, fictional data and human review; availability of every Workspace application or capability is not assumed.

Who it is for

Teams working with Google Workspace who want to use Gemini for regular document and communication tasks, according to the features enabled in their environment.

By the end you will be able to

  • Identify which Gemini features are available in your Workspace.
  • Prepare a contextual draft or summary in an agreed application.
  • Check the result against original information and record necessary adjustments.

Four sessions to put it into practice

  1. Session 1 · 2 h

    Find the source and understand the features

    Result: An identified working source and a checklist.

  2. Session 2 · 2 h

    Create a short guide in Docs

    Result: A reusable guide checked against the original procedure.

  3. Session 3 · 2 h

    Prepare the reply in Gmail

    Result: A draft answering the question with context and a next step.

  4. Session 4 · 2 h

    Test an exception and review both outputs

    Result: A reviewed guide and email, with the exception visible and the message unsent.

Before we begin

A corporate Google Workspace account with Gemini access. Licence, applications, languages and permissions will be confirmed; not all features are assumed to be enabled.

We will prepare a fictional document and enquiry in a classroom environment. We will confirm Gemini in Docs and Gmail, licence, language, permissions and available sources; access to the Gemini app alone does not demonstrate that these features are active. We will review search context and account conditions before using information. Extracts can be transferred manually; real emails are not needed and the draft is not sent.

Your trainer

Borja Martínez
The Optimal Flow consultant

Over two years of experience developing projects for companies across industries and sizes.

Borja is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Course online · theoptimalflow.com/en/learn/courses/gemini-google-workspaceinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnGemini in Google Workspace

What we will work on

Understand your environment

  • Check which Gemini features are available in Docs and Gmail for the edition’s accounts and language.
  • Locate the classroom procedure, check permissions and distinguish the original source from Gemini-generated text.
  • Agree which content will be used and review the available sources and context, without assuming that mentioning one file removes all other context.

Practice: Review the fictional equipment-request procedure and list the details and confirmations the short guide must retain.

Apply Gemini to a task

  • Ask Gemini in Docs for a summary covering requirements, steps and exceptions to turn into a short reference guide.
  • Prepare reference notes and adjust tone and length, checking limits and conditions against the original document.
  • Use the reviewed extracts and fictional enquiry in Gmail to draft a reply; material can be transferred between applications manually.

Practice: Create a short guide and reference notes about requesting equipment and draft a reply for someone needing more units than are available.

Review the result

  • Check quantities, requirements and confirmations against the original, even when Gemini shows references or convincing wording.
  • Correct a reply that promises an unconfirmed delivery and retain the decisions that belong to Operations.
  • Exchange drafts with another participant and leave a short review checklist for using or sharing them.

Practice: Review a request for five adapters by Friday when the classroom availability note shows two, then save a checked reply as an unsent draft.

A fictional classroom case

A reference guide and reply ready for review

Fictional classroom case. Senda’s procedure requires the equipment, quantity and date needed; Operations confirms availability and delivery. If stock is insufficient, the date for the remaining units needs confirmation. Nora needs five adapters by Friday and the exercise’s availability note shows two. The document and enquiry are prepared for the classroom.

By the end of the exercise: The Docs guide explains how to request equipment and what happens when there are insufficient units. The Gmail draft records the five adapters needed by Friday, identifies the two available and asks for delivery and the remaining units’ timing to be confirmed. Both outputs refer back to the classroom source and the message remains unsent.

Extensions agreed separately. Working with Sheets, Slides, Meet, other sources or Gemini features is agreed as an extension for your account. Administering Workspace, implementing organisation-wide rules or automating enquiries and messages requires a separate scope.

What accompanies the programme

  • A downloadable, versioned guide, exercises and review criteria; keep a copy for internal use.
  • A short recommendation, editable kit and group learning report. Responsibilities, a prior access check, handover and recipients are agreed for each delivery.
  • TOF’s own certificate of achievement after passing the agreed assessment. It is not a vendor certification.
  • Email support on the content covered for one calendar month after the last session. A maximum of two accumulated hours for the whole group, with a response time of up to two working days.

Clients provide licences unless expressly agreed otherwise. Recordings are agreed in advance. Implementation, work carried out independently by TOF, production deployment and ongoing maintenance are quoted separately. Delivery link access is agreed per delivery. Later updates and specific support require agreement. Structured documents and text alternatives; participation needs reviewed before starting.

Full format and terms → theoptimalflow.com/en/learn/how-we-teach
Course online · theoptimalflow.com/en/learn/courses/gemini-google-workspaceinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026