Google is embedding its customizable “Gems” AI chatbots directly into the heart of its Workspace suite, making the specialized assistants available in the side panel of apps like Docs, Gmail, and Sheets. The extended rollout, which began July 2, allows users to access their pre-made or custom-built AI helpers without leaving their workflow.
This move is designed to significantly boost productivity by minimizing repetitive tasks and eliminating the need to switch between applications. It places powerful, tailored AI tools just a click away from a user’s active document or email, streamlining how work gets done across Google’s most popular productivity apps.
A Personalized AI Assistant, Right Where You Work
The core of this update is bringing personalized AI directly into the user’s context. Gems are custom versions of the Gemini chatbot that users can program with specific instructions and ground with their own files to act as specialized experts on demand. This integration means a user can summon a “Brand Voice Editor” while writing in Docs or a “Sales Pitch Ideator” when drafting an email.
Google says the goal is to help users leverage AI more efficiently. The company stated, “Gems can help you further leverage the power of Gemini in a way that’s customized to your needs more efficiently by minimizing repetitive prompting,” highlighting the focus on reducing repetitive prompting. This capability extends beyond user-created bots, as Google also provides several pre-made Gems, including a Writing Editor, a Learning Coach, and a Coding Partner.
The true power lies in grounding these assistants in a user’s own content. By allowing a Gem to access specific files and folders from Google Drive, it can provide contextually aware summaries, analysis, and content creation that is precisely tailored to an ongoing project, transforming it from a general chatbot into a personal subject matter expert.
From Standalone Feature to Integrated Workflow Tool
This deep integration marks a significant evolution in Google’s strategy for Gems. The feature first debuted in August 2024 as an exclusive part of the paid Gemini Advanced subscription. It was a powerful but siloed tool, requiring users to navigate to the standalone Gemini app to leverage their custom bots.
In a key strategic pivot, Google made Gems free for all users in March 2025, signaling a push for wider adoption. Today’s integration into the Workspace side panel is the logical next step, transforming Gems from a destination feature into a ubiquitous utility woven into daily tasks.
This strategy mirrors moves by competitors. OpenAI, for instance, opened its custom GPT Store to all users, including those on its free tier, in May 2024. The industry is clearly racing to make personalized AI not just a novelty, but an indispensable and integrated part of modern workflows.
The trend extends beyond Google’s direct rivals. AI company Anthropic has also connected its Claude assistant to Google Workspace, enabling similar analysis of a user’s documents and emails. This industry-wide push underscores a future where productivity suites are platforms for various competing AI agents.
This product maturation aligns with Google’s recent effort to streamline its confusing AI branding. By consolidating its offerings under the simplified Google AI Pro and Ultra plans, the company is creating a clearer value proposition where integrated features like Gems in Workspace become a key selling point.
Availability and How to Get Started
According to Google’s official announcement, the feature is part of an extended rollout that started on July 2, 2025. This means it may take more than two weeks for the feature to appear for all eligible Google Workspace customers who already have access to Gemini in their apps.
Users can find their Gems by clicking the “Ask Gemini” spark icon located in the top-right corner of Docs, Sheets, Slides, Drive, and Gmail. From the side panel that appears, they can select any of their existing Gems to begin interacting with them directly within the application.
While these custom assistants are now accessible across Workspace, the creation process remains centralized. To build a new Gem or modify an existing one, users must still visit the main Gemini website. However, once created, they immediately become available in the side panel, ready to assist with any task at hand.
For IT departments, Google has confirmed there are no new admin-specific controls for this feature, simplifying its deployment within organizations that have already enabled Gemini.
