Google Gemini Gems arrive in the sidebar of Gmail and Docs: what users with only a free Gmail account can really do

The arrival of Gemini Gems directly inside Google Docs, Gmail, and other Workspace services marks a visible change in the daily habits of millions of users.

Until recently, access to truly personalized AI assistants seemed reserved for those with expensive subscriptions or people working in large companies with enterprise services. However, since July 2025, Google has begun rolling out access to Gemini Gems to everyone—including users with only a personal Gmail account—directly in the sidebar of Workspace apps such as Docs, Gmail, Sheets, Slides, and Drive. This is a significant innovation, bringing the power of AI assistants to a global and highly diverse audience, although with some differences between the various service levels.

Anyone with a Gmail account can now see the Ask Gemini button in the sidebar of Workspace applications, but with substantial limitations compared to paid versions.

Starting from July 2, 2025, Google initiated a gradual rollout of this feature, which may take up to 15 days to reach all accounts. The “Ask Gemini” button now appears even for users with free Gmail or Google Workspace Individual, with no extra costs, allowing direct access to so-called Gems—small, customizable chatbots with specific instructions—directly from the sidebar of Google products. However, not all advanced functions are accessible for free: the most powerful Gemini models and the ability to upload complex files remain reserved for paying users.

Users with free Gmail accounts can create and use custom Gems, but cannot leverage the most advanced capabilities of the latest Gemini models.

The real news is that today, even those who only use free Gmail can not only access ready-made Gems (such as “Writing Assistant,” “Coding Partner,” “Sales Pitch Ideator”) but also create new ones, choosing the tone, type of response, and role of the chatbot. This happens both through the web interface at gemini.google.com and directly from the sidebar of Workspace applications. However, users without a Gemini Advanced subscription cannot use the Gemini 1.5 Pro model, cannot upload PDFs or spreadsheets directly into Gems, and do not have access to large-scale data processing—features reserved for subscribers.

The integration of Gems in Gmail, Docs, and other Google Workspace tools changes how daily activities are managed, even without additional costs.

Until now, many users had to jump from platform to platform to access AI tools or to automate some parts of their work. The arrival of integrated Gemini Gems in Google apps removes these barriers, allowing, for example, a virtual assistant to be called up at any time to write an email, summarize a document, generate a table, or translate a text—all directly from the familiar interface. However, this comes with some restrictions: the free AI engine has a smaller working context and is not designed for very advanced tasks or for those who require high-level business performance.

The main difference between the free experience and the Advanced one lies in the power of the Gemini model, file management, and integration with large volumes of data.

Gemini Advanced users can access the 1.5 Pro model, which allows them to work with long documents, manage very complex PDFs and spreadsheets, and get responses based on a context of up to one million tokens. Free users, on the other hand, work with a basic model, without the ability to upload large files or use the most advanced features for customization, automation, and contextual memory.

The rollout of Gems in free versions is gradual and also depends on the type of personal Workspace account used by the user.

Google has communicated that enabling the new features could take up to two weeks. Not everyone will see the Ask Gemini button immediately: in some cases, it will be necessary to wait until the end of the rollout, which will happen automatically without any user action. Some functions might require updating to the latest app version or confirming specific privacy consents.

Gems represent a practical solution for those who want to automate small tasks at no cost, but offer even more potential to those who choose to invest in Google’s paid services.

The modular approach of Gems allows both occasional users and professionals to build tailor-made workflows, without needing to be programming experts. Creating a custom Gem is simple: just describe in natural language what you want to achieve, choose the tone of the responses, and assign any specific roles or tasks. Those who choose the Advanced or business subscription, however, can take advantage of more powerful models, contextual memory, large archive management, and advanced collaborative features—thus obtaining a true digital personal assistant.

So... Today even Gmail users without a subscription can experiment with Gemini Gems, but those seeking maximum power will need to consider paid options.

Google is democratizing artificial intelligence by making tools available to everyone that until yesterday were considered premium. However, the strategy remains to strongly differentiate the experience based on the type of account, always leaving room for an upgrade for those who feel they have more complex or professional needs.

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