How to Actually Use Google Gemini: Lasting Tips and Use Cases That Won’t Be Obsolete Tomorrow

Learning a new AI tool can feel like trying to ride a moving train. One moment you’re mastering a powerful new model, and the next day it’s been replaced or renamed, and you’re back at square one. That’s why this guide focuses on principles and use cases for Google Gemini that are likely to stay useful, no matter how quickly the underlying tech evolves.

Let’s get started with a few underrated settings that make a big difference.

The Gmail Setting That Unlocks Gemini’s Power

You read that right. To get the most out of Google Gemini, start in Gmail, not the Gemini interface.

Go to Gmail Settings > General
Press Command + F (Mac) or Control + F (Windows) and search for “smart features”
Enable both:
- Smart features
- Google Workspace smart features
Save changes

This enables deeper integration with Gmail, Google Docs, Sheets, and more through Gemini’s side panel.

Simplify Gemini: Keep Only What You Need

In the Gemini web app, go to Settings > Apps. Disable everything you don’t use, especially the ones that clutter your interface. Personally, I only leave Google Workspace and YouTube enabled. Less noise, fewer mistakes, more focus.

A YouTube Workflow That Teaches and Applies

One of Gemini’s most valuable features is extracting real-world insights from YouTube videos and turning them into actionable takeaways.

Step-by-step:

Use the @YouTube app in Gemini
Paste a relevant video link, like a storytelling tips video from Philip Hum
Ask Gemini to extract the top 3 takeaways and “explain them like I’m five”
Then, paste your own content (say, a presentation) and ask Gemini to apply those takeaways to improve your work

You’re not just summarizing a video, you’re internalizing frameworks and putting them into action, all within the same conversation.

Chat Models vs Reasoning Models: A Key Distinction

Here’s a principle that matters more than which model version you’re using: know when to use Flash and when to use Pro.

Flash (chat models): Use for fast, straightforward tasks (e.g., convert simplified Chinese to traditional).
Pro (reasoning models): Use for complex thinking, nuance, and in-depth analysis (e.g., translating business emails with cultural context).

Think of Flash like a fast intern. Think of Pro like an experienced analyst who takes their time but gives you gold.

Quick comparison:

Model Type	Gemini	ChatGPT	DeepSeek
Chat (Fast)	Flash Models	GPT-3.5, etc	V Models
Reasoning (Deep)	Pro Models	GPT-4o	R Models

Unless you’re optimizing for cost or latency (as a dev might), the middle-tier “advanced reasoning” models can usually be ignored. Stick to Pro for depth, Flash for speed.

Make Gemini Work with Your Workspace, Not Against It

Here’s where Gemini really shines: its tight integration with Google Workspace. Let’s walk through some use cases.

The Side Panel That Does the Heavy Lifting

Say you get an email asking you to speak at an offsite event, but you’re swamped and unsure how to reply. Instead of crafting the perfect balance of yes-but-not-now, just:

Open Gemini’s side panel in Gmail
Use your custom @Techuspanner app (or just type)
Input your messy thoughts
Let Gemini output a professional, polished draft

One-click paste. Done.

Google Sheets Magic: No Formulas Required

Try this next time you’re working in Sheets:

Use =AI("Categorize feedback into pricing, UI/UX, privacy, or other", A2)
Or =AI("Translate to Simplified Chinese", A2)
Drag down to apply across rows
Click “Generate and Insert”

It feels like cheating, but it’s just smart prompting. No formulas to memorize. Just tell Gemini what you want.

Docs That Practically Write Themselves

In Google Docs, open the side panel:

Use @ to pull in a Sheet with customer feedback
Prompt: “Write a short paragraph summarizing the key feedback themes”
Click to insert directly into your doc

Even better? Add an AI summary block at the top of your document for at-a-glance updates that refresh in one click.

Google Drive: From Chaos to Clarity

Have a messy folder full of project files?

Right-click the folder in Google Drive
Ask Gemini to summarize all files
Then prompt it to draft a project debrief report for stakeholders

No more context-switching between apps. Just clarity, right from the source.

Gemini’s Context Window Is a Hidden Power Feature

Need to upload a 200+ page industry report for analysis?

Claude might choke. ChatGPT will ask you to trim it down. But Gemini? Thanks to its massive context window, it can handle multiple long documents at once, especially in Pro mode.

If you’re working with dense material or multi-file workflows, Gemini is hard to beat right now.

But It’s Not Perfect: Over-Sensitivity Is a Problem

Gemini tends to get… cautious.

For instance, when trying to understand why President Jimmy Carter was remembered more for his failures, Gemini repeatedly refused to answer, labeling the topic as “sensitive.” ChatGPT and Perplexity, on the other hand, handled the request just fine.

This is Gemini’s biggest weakness right now.

Too much caution risks frustrating users with legitimate questions. AI safety is critical, but over-blocking legitimate prompts can make people jump ship to less restricted platforms.

Final Thoughts: Use What Lasts

What makes Google Gemini truly valuable isn’t its underlying model (which will evolve constantly) but its principles and integration:

Use the Pro model for real work, Flash for quick tasks
Leverage Workspace integration for Gmail, Docs, Sheets, and Drive
Default to natural language instead of remembering formulas
Understand that Gemini is most useful when deeply embedded in your daily workflow

And remember: tools will change. But how we use them, the workflows we build, the mental models we create, that’s the part that sticks.

Until next time, go explore, experiment, and evolve your process, not just your prompts.