We're excited to share some big news from Google about Google Workspace! Google rolled out a major update in January, integrating its powerful AI, Gemini, directly into our favourite workspace apps.
This means you'll have AI assistance right where you work – in Gmail, Docs, Sheets, and more. But what exactly does this mean for you, and how can you make the most of these new features?
What's changing?
In a nutshell, Gemini's AI capabilities are now becoming a core part of Google Workspace. While the separate Gemini add-on will be phased out, its powerful features are being integrated into most Workspace plans. This gives you access to a suite of ISO accredited AI tools designed to boost your productivity and streamline your workflow.
What can Gemini AI do?
Gemini is like having an intelligent assistant working alongside you in your Workspace apps. Gemini can:
Draft emails in seconds: Say goodbye to writer's block! Gemini can help you compose professional, polished emails quickly and easily.
Summarise lengthy documents: Need the key takeaways from a long report? Gemini can condense it for you, saving you valuable time.
Create stunning presentations: Generate slide content and layouts with AI assistance, making presentations a breeze.
Create rich data spreadsheets fast: using plain languge, you can get AI to do the heavy lifting with your Google Sheets formulas.
And much more! Gemini can do even more to help you in your daily tasks. As the technology evolves, expect even more innovative ways to enhance your work and save time.
To help you get the most out of Gemini AI, we've put together a free handbook packed with helpful guides and resources - more on that below!
Gemini in Google Workspace can help you tackle writers block. You can review existing work or get Gemini to help you start from scratch … this is all now included within Google Workspace.
What about pricing and the add-on?
Starting 17 March 2025, there will be some minor price adjustments to select Google Workspace plans as they include Gemini AI (all ex. GST):
Business Starter: AU$11.80/user/month (or AU$9.90/user/year)
Business Standard: AU$23.60/user/month (or AU$19.80/user/year)
Frontline Starter: AU$8.40/user/month (or AU$7.00/user/year)
Business Starter has limited Gemini AI features, so for the best implementation of the cloud productivity workspace, I now recommend Business Standard as the starting point. If you're currently on Starter, you might want to consider upgrading.
If you were previously a Gemini add-on subscriber, you won't be charged for it after 31 January 2025, and can continue using it during the transition period.
Even more Gemini goodness!
From the official Google blog on 5 February, Koray Kavukcuoglu, CTO, Google DeepMind, wrote, “Gemini 2.0 is now available to everyone”. Essentially, Gemini is getting supercharged! With new versions that are faster, more efficient, and even better at handling complex tasks.This means the AI in your Workspace will just keep getting smarter and more helpful over time. These recent updates to the Gemini AI model include new versions and improved performance and capabilities. If you’d like to dig deeper read the Google for Developers blog.
If you’d like to do some self-paced learning, try scrolling through the Gemini for Google Workspace cheat sheet in the Google Workspace Learning Centre, or download the free Online is Easy Handbook - Gemini for Google Workspace below.
Can I turn the AI off?
Maybe you’re feeling a bit apprehensive about AI? You're not alone. When I sent this notice to our Online is Easy clients, I got a reply asking to turn Gemini off.
The AI landscape is evolving rapidly with new players emerging and existing ones expanding their offerings. Some of the key players in the AI space, including Google Gemini, Microsoft Copilot, OpenAI (ChatGPT), Anthropic (Claude), Apple Intelligence (Siri), and Inflection (Pi). With AI becoming so deeply integrated into the tools we use every day, it's becoming increasingly difficult to avoid. Image Credit: Bryce Durbin/TechCrunch
It's true that AI is becoming more and more prevalent in the tools we use every day. Microsoft's Copilot is now a fixture in MS-365, Apple is weaving AI into its operating system, and Siri is already a familiar voice in many of our lives. AI is imposing and the clickbait scare mongers are writing fictional sci-fi headings to harvest your attention. It can feel like a bit of a whirlwind, and it's natural to have questions and concerns.
While you’ll find it increasingly difficult to completely shut out AI, you are in the driver's seat when it comes to how you use it in Google Workspace. Think of Gemini as a co-pilot, not an autopilot. You can choose when and how to engage with the AI tools. If you want to draft and review your own emails and documents? No problem! Know the right formulas to create your spreadsheets? Go for it! The choice is yours.
The now-famous quote from NYU Professor Scott Galloway that he said when AI first hit us commercially, was that, "AI won't take your job. Someone using AI will." By embracing these new AI tools in Workspace, you can stay ahead of the curve and unlock even greater productivity and efficiency. By getting comfortable with these AI tools, you'll gain valuable skills and potentially even a competitive edge.
From Mindspan Systems — AI is about accelerating productivity and competition
Privacy and Security
When it comes to AI, we know that privacy and security are top of mind for our Australian clients. So, how does Gemini handle your data in Google Workspace?
The good news:
Gemini has achieved a bunch of global ISO certifications (ISO 27701, 27017, 27018, 9001, and 42001) that demonstrate its commitment to protecting your information. It's also designed to help organisations meet compliance requirements, like HIPAA for medical data storage. In Australia, this equates to our Privacy Act 1988. With Google Workspace + Gemini AI, your data stays yours. It's not used to train Gemini's models or for advertising purposes. You can delete or export your content at any time, and Gemini only accesses the Workspace content that you've explicitly allowed it to see.
While Gemini offers strong privacy protections, it's wise to be cautious about what information you share with any AI system. Google's Gemini Apps Privacy Hub advises against entering confidential or personal information in conversations, as such data may be reviewed by human annotators and retained for up to three years. So, it's best to avoid inputting any sensitive or personally identifiable data when using AI tools.
Why the caution?
Sometimes AI interactions are reviewed by humans to help improve the system. While Google keeps these interactions confidential and secure, it's always best to err on the side of caution. Interactions with other less secure AI services mean your data could be directly utilized to improve their models, potentially involving personalised user data in training processes.
The takeaway?
Gemini in Workspace offers strong privacy and security protections, especially compared to some other AI platforms. But like with any technology, it's important to be informed and use it responsibly. But it doesn’t mean “throwing the baby out with the bathwater" - harness AI, as your competitors will.
There’s AI options everywhere, so why Google Workspace + Gemini?
According to 6sense.com, Google Workspace is dominating the office suite market, boasting a whopping 79.59% market share! That's nearly 4 out of 5 businesses choosing Google Workspace over competitors like Microsoft Office, which trails behind at 10.51%.
While those numbers seem huge, other sources suggest a slightly more conservative adoption rate. For instance, one stat showed G-Suite (as it was known back then!) at about 12% market penetration 10 years ago, and that research estimated a current adoption of Google Workspace at around 55%. Of course, a lot has changed in that time. Google rebranded G-Suite to Google Workspace in 2020, and they've introduced a ton of new features and apps like Google Meet, Chat, Spaces, and Tasks, completely changing how people and businesses collaborate and organise.
Either way, it highlights a pretty significant shift in how we're approaching productivity and collaboration. Cloud-based platforms like Google Workspace are clearly winning the race for small businesses because they offer flexibility, scalability, and seamless integration that traditional desktop-bound software just can't match.
Think about it: the cost of separate software packages for email, video conferencing, document creation, task management, and file storage can quickly add up. Google Workspace brings all of these tools together in one syncronistic package.
With other major players also incorporating AI into their platforms, it's a clear signal that the future of work is in the cloud and powered by AI.
The addition of Gemini to Google Workspace further solidifies its position as a leading choice for businesses of all sizes.
Why Online is Easy?
Why not go straight to Google? As a local Australian Google Cloud Partner and Authorised Google Workspace Reseller, Online is Easy is here to guide you through these changes and ensure you get the most out of Gemini AI. We offer:
Local, personalised support: We're not a faceless corporation. You'll have a dedicated Australian contact who understands your needs.
Expert setup and security: We handle the technical side. One of our key serviceing is our Email Security Setup, it secures your domain and sets up security to protect you from phishing and malware. This is essential protection you won't get by simply purchasing a licence online.
Training and guidance: We provide resources and training to help you and your team leverage Gemini's capabilities effectively. Schedule 1:1 training or download our free Online is Easy Handbook - Gemini for Google Workspace.
Peace of mind: We're here to answer your questions, address concerns, and provide ongoing support.
As a Squarespace Expert & Trainer, Google Cloud Partner, and Google Workspace Reseller, Online is Easy is your one-stop shop for web design, digital efficiency, cloud migration, and email security.
Sick of hunting for docs on the fly? 🤯 This quick video reveals 2 Google Workspace timesavers you NEED to know!
A personal perspective
I use AI every day for research and creative work. I even used Gemini to help me write this blog post! But I'm also mindful of the potential risks, especially when it comes to privacy. When I'm working on sensitive projects, I deliberately avoid platforms with questionable privacy practices. It's unnerving to think about handing over confidential client data or unique business ideas to just any AI.
There is a reason I chose Google Workspace in 2019 and, once I did a bit of research, Gemini AI. If I’m going to use AI, I want transparent policies and robust protections, and Gemini offers this. Look, even when I'm just browsing the internet or reading email, I'm very cautious about what information I share and the links that I click - as my previous blog article on business email hacking digs into.
All this said, to the best of my knowledge, Google Workspace has never been hacked. With Google's recent announcement of quantum-safe digital signatures, I feel as confident as I can that Google has a commitment to security and that Gemini AI has some of the strongest privacy policies in the AI space.
As a small business owner in Australia, I have to be realistic about what I can change. We can't bury our heads in the sand and pretend the future isn't happening. The past has taught us that innovation, like AI, is inevitable, but we can influence positive change by choosing platforms that prioritize our privacy.
As the quote goes, "AI won't take your job, but someone using AI will." For small businesses like mine (and yours), focusing on what we can change, like embracing the right AI tools, is the difference we can make in a culture led by the marketplace. By adopting innovation, we ensure we're not left behind or outmaneuvered by our competitors.
What's next?
Get the new Google Workspace with Gemini AI: Subscribe online with Online is Easy
Mark your calendar: Note the price adjustment date of 17 March 2025.
Existing client? need help to understand how it will impact your existing subscription, schedule free support online.
Get personalised training: schedule a 1:1 training session with Anthony. Just 30 minutes to introduce yourself to Gemini AI, learn expert tips on effective prompts, and integrate AI into your workflow - Book Online!
Stay informed: We'll share more tips and information about using Gemini in the coming weeks, you can sign up to Google’s Blog The Keyword for updates directly from Google.
We get it – the AI wave can feel a bit overwhelming! But don't worry, we're here to help you navigate it. At Online is Easy, we believe in a realistic and proactive approach to AI.
We're using it now and we’re excited about the potential of Gemini AI to transform your workflow and boost your productivity within Google Workspace, but we also understand that it's a journey, not a race.
Ready to take the next step? Contact us today, and let's unlock the power of AI together!
References & further reading:
How to stop the AI you’re using from training with your data | The Verge
DeepSeek vs. ChatGPT and Gemini - Privacy Standards Compared | Dan Sasser
Gemini 2.0: Flash, Flash-Lite and Pro - Google Developers Blog
Don't tell your AI anything personal, Google warns in new Gemini privacy notice | ZDNET
Google Workspace - Market Share, Competitor Insights in Office Suites
Announcing quantum-safe digital signatures in Cloud KMS | Google Cloud Blog
Anthony Mayer is the founder and director of Online is Easy, established in 2014.
He's a digital strategy consultant, a business coach, a web developer/designer, an entrepreneur and an educator.
Anthony is enthusiastic about his business and his community as an energetic extrovert. With a fascination for anything technical, Anthony brings existing and emerging technologies together with best practice, budget capacity and human capability.
He mixes it all up with a dash of leadership, entrepreneurship, good humour and lots and lots of hands-on business experience.
