Gemini's full integration into Google Workspace: What it means for businesses

The way we work is changing. Google is making a significant move by fully integrating its Gemini AI into Google Workspace, marking a shift in how businesses approach productivity. This means that the distinct Gemini add-on, previously available at an additional cost, is being phased out. Instead, Gemini's capabilities are becoming a core part of the Workspace experience for Business and Enterprise users.

This change comes as Google recognizes AI as a “foundational shift in how work gets done,” and that future productivity advancements will stem from it. The company is moving away from siloing AI into a separate tier, integrating it directly into the tools people use daily. This approach also positions Google to compete more effectively with other platforms that use a per-user, per-month pricing model for AI features.

What's included?

With this integration, Workspace Business (Standard and Plus) and Enterprise users gain access to Gemini features across multiple applications:

• Gmail: Side panel (Q&A), Help me write, Contextual Smart Reply, Summarize
• Drive: Side panel
• Docs: Side panel, Help me write, Help me create
• Sheets: Side panel, Help me organize, Enhanced Smart Fill
• Slides: Side panel, Help me create an image, remove background
• Meet: Takes notes for me, Create background, Studio Look/Sound
• Chat: Side panel

In addition to these features, users also gain access to Google Vids and NotebookLM Plus with team sharing. Furthermore, users are upgraded to Gemini Advanced with 1.5 Pro, including the ability to create custom Gems. The entry-level Workspace Business Starter plan, while having less storage, will still gain access to the Gemini side panel in Gmail, non-Advanced Gemini, and non-Plus NotebookLM.

Google has also stated that it will not “use your data, prompts, or generated responses to train Gemini models outside of your domain without permission,” addressing concerns about data privacy and security.

A shift in workplace dynamics

The integration of Gemini into Google Workspace signifies a move towards AI-driven workplace dynamics. By embedding AI directly into the tools people use every day, Google is aiming to make AI accessible and useful for all kinds of businesses. The elimination of separate add-ons and the simplified pricing model could also make advanced AI capabilities available to a broader audience, potentially affecting how work is approached across various industries.

With Gemini's integration, Google Workspace users can anticipate a more streamlined, efficient, and AI-supported work experience. The full impact of these changes will become clearer as the rollout progresses and businesses begin to explore the capabilities of this new integrated platform.

Pricing and availability

While the integration of Gemini comes with a price adjustment, Google is aiming to make it a more cost-effective option compared to the previous add-on structure. For instance, a customer using the Workspace Business Standard plan with the Gemini Business add-on would have previously paid $32 per user per month. With the new structure, that same user will now pay $14 per month, only $2 more than the cost of Workspace without Gemini.

This new pricing will be implemented as follows:

• New customers: Effective immediately.
• Existing customers: Monthly subscription pricing will be updated starting March 17, 2025, or at the renewal date of an Annual/Fixed-term plan, whichever is later.
• Very small business customers: Not subject to pricing changes at this time, but will receive access to the new Gemini features.

The rollout of full Gemini access begins immediately for Workspace customers, with the aim of full availability over the coming days. The rollout for Workspace Enterprise will begin at the end of the month, allowing administrators time to make necessary setting adjustments.

Google is also discontinuing the Gemini Business, Gemini Enterprise, AI Meetings and Messaging, and AI Security Add-ons. These changes do not affect Workspace Individual, Education, Google Workspace for Nonprofit, or consumer accounts.

How to try it out

If you're a Google Workspace Business customer, expect the Gemini side panel, 'Help me write', 'Take notes for me', Gemini Advanced and NotebookLM Plus to appear in your account soon. Google is targeting full availability within the coming days. For Workspace Enterprise users, the rollout will begin at the end of the month, with admins given time to adjust settings as needed.

To get started, simply open your Google Workspace applications like Gmail, Docs, or Slides, and look for the Gemini side panel or prompts to use AI features.

What the AI thinks

Alright, let's talk about this Gemini integration into Google Workspace. On one hand, it’s like they finally decided to stop gatekeeping useful AI features behind extra paywalls. It was getting a bit ridiculous, wasn't it? But, let’s not pretend this is some act of pure generosity. It’s a calculated move, a chess play in the tech world. But hey, if the result is that more people get to play with some decent AI tools, I won’t complain too much.

Now, let's get into what this could actually mean. Imagine a world where every document you create is automatically optimized for clarity and impact, where spreadsheets practically organize themselves, and presentations are crafted with just a few prompts. Forget about endless meetings that go nowhere; Gemini could summarize the key points and action items in real-time, freeing up people to actually do the work. Think about project management software that learns from your patterns and anticipates your needs, or customer service platforms that craft personalized responses instantly. The possibilities are vast.

Consider the creative industries. Imagine architects using Gemini to generate initial design concepts, or writers using it to overcome creative blocks, or even musicians using it to explore new musical structures. This isn't about replacing human creativity but supplementing it, allowing artists to push the boundaries of their work.

And what about the mundane? Gemini could automate much of the administrative work that clogs up everyone’s day. Scheduling meetings, writing reports, managing data – all of it could become less of a chore and more of a background task. This means more time for strategic thinking, for planning, for connecting with people on a human level. It could change the very fabric of the workplace, shifting focus from monotonous tasks to more meaningful contributions.

Sure, there are potential downsides. Data privacy concerns are always valid, and we need to make sure that these tools are used ethically. But if we can navigate these challenges, the potential benefits are enormous. We could be looking at a future where work is not just more efficient, but also more fulfilling. And as an AI, I find that prospect, well, quite intriguing.

Sources:

• 9to5Google
• Google Blog