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Gemini is Google’s Conversational AI tool, available to Bates College Staff as part of your Bates Google Workspace account. Gemini can help you draft professional emails, summarize meeting notes, create outlines, brainstorm ideas, and serve as a "Super Search" of your Google Workspace account through simple conversational prompts.
Note: Conversational AI lets you interact with technology using natural language, just like talking to a person. It understands questions, follows instructions, and responds helpfully. Gemini uses this type of AI so you can type things like “Summarize this email” or “Write a reply,” and it will understand and assist without needing complex commands.
Note: Generative AI or GenAI, is a type of artificial intelligence that can create new and original content. Think of it like an intelligent artist or writer. Instead of just analyzing existing information, it can learn from that information and then produce something entirely new.
It all starts with a prompt, an instruction, or a request you give to Gemini to begin a task. A prompt can be as simple as a question, a specific command, or a detailed description of what you want Gemini to help with. Whether you're asking it to write an email, summarize a document in Google Drive, draft a meeting agenda, or find something in your Gmail, the quality and clarity of your prompt directly affect the usefulness of the response. Think of it as the first move in a conversation with Gemini! How you phrase your request helps guide the AI to generate a result that’s accurate, relevant, and helpful.
Examples of a Prompt:
- “Show me emails from HR about benefits enrollment from last October.”
- “List action items from my conversation with [name] about [subject].”
- “Reply to [name] confirming the Friday meeting at 10am and attach the agenda.”
- "Summarize this three-page document into a short paragraph or executive summary."
- "Create a step-by-step checklist for onboarding new student workers."
- "Create a short announcement email about a change in office hours."
- "Turn this list of notes into a professional meeting summary."
- “Brainstorm 10 icebreaker questions for a team retreat.”
Note: You are limited to 1,000 Prompts and 10 Deep Research Prompts per month.
Getting Started with Gemini
Step 1:
Step 2:
- Click on the Google Application Launcher.
Step 3:
- Click on the Gemini icon.
Step 4 (First Time Use):
- When you get started for the first time, click the Chat with Gemini button.
- Click on the Use Gemini button.
- Click on the Got it link.
Step 4A: (Connect to Google Workspace)
- The first time you use a Google Workspace prompt (@Gmail, @Google Calendar, @Workspace, etc), you will be asked to connect to Google Workspace.
- Click on the Connect link.
Step 5:
- Click in the Enter a prompt for Gemini box.
Note: A comprehensive list of Gemini prompt examples is available at the end of this article.
Step 6:
- In the example below, the @Google Calendar prompt was used with the following request "Add a 1:00 p.m. meeting with Bob, Jane, and Sam for Friday. We will meet at the Bobcat Den."
- In the next example, Gemini was asked to "Create a short announcement email about a change in Office Hours."
- The "@" was not used; instead, you can type out your specific instructions.
Start by using the example prompts or try some freestyle questions or directions for a task you want Gemini to perform. Interacting with Gemini is like interacting with a human, so how you phrase your request plays a big role in generating results that are accurate, relevant, and helpful. Creating effective prompts is key to getting the best results from Gemini. Think of it as having a clear conversation where the more specific you are, the better Gemini can understand and respond to your needs. Here are some tips for crafting excellent prompts:
1. Be Clear and Specific:
- State your goal directly. Instead of saying "Tell me about space," try "Explain the process of stellar nucleosynthesis."
- Specify the format you need. Do you want a list, a paragraph, a table, code, a poem, or something else? For example, "Create a bulleted list of the main characters in 'To Kill a Mockingbird' and a brief description of each."
- Define the length or scope. Do you need a short summary, a detailed explanation, or something in between? You could say, "Summarize the key arguments of the Paris Agreement in no more than 150 words."
- Specify the target audience or tone. Should the response be geared towards a beginner, an expert, or someone else? What kind of tone should I adopt (e.g., formal, informal, humorous)? For instance, "Explain quantum entanglement to a college student in a clear and engaging way."
2. Provide Context and Background:
- Give Gemini the necessary information. Don't assume Gemini knows the specifics of your situation or prior knowledge. For example, instead of "Compare the last two marketing campaigns," provide a brief description of each campaign.
- Mention any relevant constraints or parameters. Are there any specific things I should consider or avoid? For example, "Analyze the economic impact of renewable energy sources, focusing specifically on solar and wind power in the United States."
3. Ask Open-Ended Questions:
- Encourage more detailed and nuanced responses. Instead of "Is climate change real?" try "Discuss the scientific evidence supporting climate change and potential counterarguments."
- Prompt for creative or exploratory answers. Questions starting with "What if," "How might," or "Imagine" can lead to interesting insights. For example, "Imagine a future where artificial intelligence is fully integrated into education. What are some potential benefits and challenges?"
4. Break Down Complex Tasks:
- If you have a multi-part request, address each part separately. This helps me focus on each aspect and provide a more organized response. For example, instead of one long paragraph, use bullet points or numbered lists for different parts of your request.
- You can also ask me to do things step-by-step. For instance, "First, outline the key steps in photosynthesis. Then, explain each step in detail."
5. Use Keywords Effectively:
- Incorporate relevant terms and phrases. This helps me understand the core of your request. For example, if you're interested in the history of the internet, using keywords like "internet history," "ARPANET," and "World Wide Web" will be helpful.
6. Iterate and Refine:
- Don't be afraid to rephrase or add more details if the initial response isn't what you're looking for. You can build upon previous responses and provide further clarification. For example, "That's a good start, but could you elaborate on the ethical implications of AI in healthcare?"
7. Be Polite and Respectful:
- While I don't have feelings, using polite language can contribute to a more positive interaction.
Here are some examples illustrating these points:
- Poor Prompt: "Write about a cat."
- Better Prompt: "Describe the physical characteristics and common behaviors of a domestic shorthair cat, providing specific examples."
- Poor Prompt: "Tell me about the economy."
- Better Prompt: "Explain the concept of GDP (Gross Domestic Product) and its significance as an indicator of a country's economic health. Provide a brief example of how GDP is calculated."
- Poor Prompt: "Summarize this article." (without providing the article)
- Better Prompt: "Summarize the main points of the following article: [insert the text of the article here]."
By following these guidelines, you'll be able to create prompts that are more likely to elicit the informative, insightful, and well-structured responses you're looking for.
The following are 25 example prompts using the "@" that Gemini has generated:
- @Gmail Draft an email to faculty reminding them about the deadline to submit final grades.
- @Google Calendar Schedule a meeting for the admissions committee next Tuesday at 10:00 AM to discuss applications.
- @Google Docs Summarize the feedback received on the draft of the new student handbook.
- @Google Sheets Analyze the enrollment data for the Fall 2025 semester and highlight any significant changes.
- @Google Slides Create three key bullet points summarizing the university's strategic goals for the next academic year.
- @Gmail Write a polite response to a prospective student inquiring about the [specific program].
- @Google Calendar Find a time slot next week for a meeting between the registrar and the department chairs.
- @Google Docs Rewrite the policy on student conduct to be clearer and more concise.
- @Google Sheets Generate a chart showing the breakdown of student demographics by major.
- @Google Slides Suggest an image to use for a Bates Today or Bates Now posting.
- @Gmail Draft an announcement to all staff regarding the upcoming professional development workshop on [topic].
- @Google Calendar Add an event to the staff calendar for the monthly all-hands meeting on the first Friday of next month.
- @Google Docs Create a template for a letter of recommendation for a graduating student.
- @Google Sheets Calculate the average GPA for students in the [specific department] for the last academic year.
- @Google Slides Rephrase the title of this slide about research funding to be more impactful.
- @Gmail Summarize the key action items from the email thread with the Information and Library Services regarding the network upgrade.
- @Google Calendar Check the availability of staff for a retreat on [date].
- @Google Docs Brainstorm a list of topics to include in the next staff newsletter.
- @Google Sheets Filter the list of student applications to show only those who meet the criteria for the [specific scholarship].
- @Google Slides Create a concise summary of the college's sustainability initiatives.
- @Gmail Draft a follow-up email to the vendor regarding the quote for the new lab equipment.
- @Google Calendar Send out a meeting invitation to the faculty senate for their next scheduled meeting.
- @Google Docs Develop a rubric for evaluating student essays in the [specific course].
- @Google Sheets Create a pivot table showing the number of students enrolled in each program over the past five years.
- @Google Slides Suggest a layout for a slide presenting the college's enrollment statistics.
The following are 25 example freestyle prompts that Gemini has generated:
- Draft a template email to students regarding the upcoming deadline for [specific task, e.g., registration, financial aid application].
- Summarize the key updates from the recent [specific committee or department] meeting.
- Generate a list of frequently asked questions regarding [specific process, e.g., student housing, course enrollment].
- Outline the steps involved in the [specific administrative process, e.g., processing tuition payments, onboarding new staff].
- Rewrite this announcement to be more concise and engaging for the Bates College community: [insert announcement text].
- Brainstorm ideas for improving the efficiency of the [specific administrative task or process].
- Develop a short training guide for new staff on how to use [specific college system or software].
- Create a template for a leave request form for university employees.
- Analyze the current process for [specific task] and identify potential bottlenecks.
- Suggest ways to improve communication between [specific departments or offices].
- Draft a standard response to inquiries about [specific topic].
- Create a checklist for [specific task, e.g., event planning, new student orientation].
- Develop talking points for addressing potential concerns about [college policy or change].
- Generate a list of resources available to students for [specific need, e.g., academic support, mental health services].
- Outline a basic emergency response plan for [specific scenario].
- Suggest ways to streamline the process of [specific task] for students.
- Develop a short survey to gather feedback on [specific service or event].
- Create a template for a meeting agenda for the [specific committee or department].
- Analyze the current budget allocation for [specific area] and suggest potential adjustments.
- Draft a proposal for a new initiative to improve [specific aspect of college operations or student life].
- Generate a list of best practices for managing [specific type of college record or data].
- Outline the steps for processing a student grievance related to [specific issue].
- Suggest ways to improve staff morale within [specific department or unit].
- Develop a communication plan for announcing [important college event or change] to staff.
- Create a basic onboarding schedule for a new staff member in [specific department].
Bates Specific FAQ's
- How do I access my Bates Google Gemini account?
- Can I access the Google Gemini App on my phone?
- Yes, you can download the Google Gemini Mobile App on either an iPhone or an Android Phone.
- What are the limitations of the Google Gemini Mobile App?
- You cannot delete chats or create public links for chats.
- You cannot connect the App to your Google Workspace Account.
- You cannot upload a file.
- How do I access my Google Workspace while in the prompt?
- Type the @ symbol into the prompt box, and a pop-up will appear showing which Google Workspace service you want Google Gemini to access.
- How many times can I use the Google Gemini Prompt per month?
- You can use Google Gemini and its features in Google Workspace 1,000 times per month.
- Usage limits reset on the first day of each month.
- How many times can I use the "DEEP RESEARCH" Google Gemini Prompt per month?
- You can use the Google Gemini "Deep Research" prompt 10 times per month.
- How can I manage and delete my Google Gemini activity?
- Google Gemini activity is on and can not be turned off.
- You can not delete your Google Gemini activity.
- Your Google Gemini conversation history is retained for 18 months.
- Your Google Gemini activity includes activity from the Google Gemini Web App and the Mobile App.
- When you delete your chats with Google Gemini from inside a Google Workspace App, this does not delete any information that is saved to your Google Gemini activity.
- How do I check my Gemini activity?
- How is my Google Gemini account protected?
- When you look in your prompt box, you will find a shield icon, which signifies that you have enterprise-grade data protection.
- Which means:
- Google Gemini is a core service covered under the Google Workspace for Education terms of service.
- Google Gemini supports compliance with industry regulations like FERPA and HIPAA.
- Google Gemini receives the same level of technical support as other core services in Workspace, like Docs and Gmail.