Complete Guide on How to Use AI Writing Tool in Google Docs and Gmail

In today’s digital age, using an artificial intelligence (AI) writing tool has revolutionized various aspects of our lives, including how we communicate in Gmail and generate content in Google Docs. AI-powered writing tools offer users a seamless and efficient way to enhance their writing skills.

This complete guide aims to provide you with everything you need to know about using this powerful tool effectively. It will refer to Google Workspace Labs, a trusted tester program to attempt new AI features. Please note that the program is not available in every country.

Writing something new in Google Docs using AI

Writing something new in Google Docs with AI can help you generate different types of content, including poems, blog posts, letters, scripts, etc. Note that the AI is still under development, so the generated content may not be perfect. Here is how to do it:

1. Open a Google Docs document on your computer.
   
2. Then, click where you intend to write in the document and click Help me write (Labs).
   
3. Enter a desired prompt.
   • It is better to write instructions rather than questions for better results.
     
4. To summarize the text in your document, copy the text, click Help me write (Labs), and write summarize before pasting the text.
5. Then, click Create.
   
6. As an optional measure, you can click Good suggestion or Bad suggestion to send feedback after generating the text.
   
7. You may also click the prompt at the top of the pop-up window, edit it and, click Update.
8. You may click Recreate to create a new version of the text. Note that you will not be able to go back to the previous version after recreation.
   
9. Once you’re done, click Insert.
   

Use AI to rewrite existing text

Using AI to rewrite existing text generates new, more concise, formal, or creative text similar to the original text with the “Help me write” tool. The tool can also help to add details to the text or to rephrase it differently. Here is how to do it:

1. Open a Google Docs document on your computer.
   
2. Then, highlight the text you intend to rewrite and click Help me write (Labs).
3. Click Refine and select any of the following options from the menu:
   • Formalize: To make the text formal
   • Shorten: To shorten the text
   • Elaborate: To add details to the text
   • Rephrase: To paraphrase the text
   • Custom: To write your own prompt to refine the text.
     
4. As an optional measure, you can click Good suggestion or Bad suggestion to send feedback after generating the text.
   
5. Click the prompt, edit your prompt, and click Update.
6. You may click Recreate to create a new version of the text. Note that you will not be able to go back to the previous version after recreation.
   
7. To continue refining the suggested text, click Refine.

Use the ‘Help Me Write’ tool in Gmail

Using the ‘Help Me Write’ tool in Gmail helps you write emails in Gmail. It can help you complete tasks like generating a new email draft, suggesting ways to improve email grammar, clarity, and tone, finding relevant info from the web to include in your email, or translating an email into another language.

Here is how to use it:

1. Open Gmail and click on Compose to start a new email.
   
2. When the Compose window opens, click the Help Me Write icon close to the Attach icon at the bottom of the screen.
   
3. Then, activate the AI writing tool by clicking on Help Me Write.
   
4. Once it displays, instruct the AI on the type of email you want.
   
5. Once the prompt is complete, click the Create button to generate the text.
   
6. If satisfied, click Insert to use the text for your email.
   
7. If unsatisfied with the content, click Recreate to generate another text.
   
8. You may also click Refine and select the relevant option to clean it up.
   

In conclusion, the AI writing tool in Google Docs and Gmail can help users experience the benefits of AI-powered assistance right at their fingertips. Following the steps outlined in this guide, you can harness the full potential of this tool to enhance your writing skills, save time, and produce high-quality content.

Whether you’re a student, professional, or someone looking to improve your writing, incorporating AI technology into your writing process can be a game-changer. Embrace the power of AI and let it elevate your writing to new heights in Google Docs and Gmail.