Google Workspace now includes Notebooks in Gemini—a dedicated space where you can upload documents, notes, and project files, then have AI conversations that stay focused on that specific material. Instead of starting fresh every time you chat with Gemini, your context carries over. Upload your product specs once, and every question you ask draws from that same pool of information.
What exactly are Notebooks in Gemini?
Think of a notebook as a container for a specific project or topic. You add up to 10 source files—PDFs, documents, notes—and Gemini keeps all your conversations grounded in that material. No more copying and pasting the same background information into every prompt.
The practical difference? When you're working on a client proposal, you upload the brief, previous correspondence, and relevant case studies. Then you can ask Gemini to draft sections, spot gaps in your logic, or summarise key points—and it actually knows what you're talking about.
How would a business actually use this?
Here are some real scenarios:
- Project managers can upload project documentation, timelines, and stakeholder notes to get AI help with status updates, risk identification, or meeting agendas that reference actual project details.
- Sales teams can create notebooks for specific deals—upload the prospect's website content, previous emails, and product sheets, then draft personalised follow-ups or objection responses.
- Consultants can drop in client research, industry reports, and strategy notes, then ask Gemini to synthesise findings or draft deliverable sections.
The key benefit: you're not explaining context repeatedly. The notebook remembers.
How do I set this up for my organisation?
For IT administrators, Notebooks in Gemini is enabled by default. Access is controlled through your existing Gemini App and Gemini Notebook settings in the Admin console.
- Sign in to your Google Workspace Admin console
- Navigate to the Gemini App and Gemini Notebook access settings
- Ensure both Gemini Notebook and Gemini are set to "On" for the relevant organisational units or groups
- Users in those groups will see the notebook option in their Gemini sidebar
If you need help configuring these settings or want to understand how Gemini fits into your broader Google Workspace deployment, that's something we handle regularly.
What about data privacy and availability?
A few things worth noting:
- Notebooks are currently available to Google Workspace customers and Workspace Individual subscribers outside the European Economic Area (EEA)
- Personal Google account users can access notebooks globally
- Your uploaded sources stay within your notebook—they're not used to train Google's models
Frequently asked questions
Can I share a notebook with colleagues?
Currently, notebooks are designed as individual workspaces. Each person creates and manages their own notebooks with their own sources.
What file types can I upload?
You can add various document types as sources. The current limit is 10 sources per notebook—enough for most focused projects without overwhelming the context.
Is this different from NotebookLM?
Yes. Notebooks in Gemini live inside the Gemini app itself, while NotebookLM is a separate product. However, they can work together—you might use NotebookLM to create a video overview of your notes, then use the same material in a Gemini notebook for ongoing Q&A.
When will this be available to my team?
Google began rolling this out in September 2026. If you don't see it yet, it should appear within a couple of weeks as the gradual rollout completes.
Need help getting your team set up?
If you're looking to configure Notebooks in Gemini for your organisation—or you're considering Google Workspace for the first time—Blue Chip Technologies Ltd. can help. We handle setup, migration, and ongoing support for businesses worldwide.
Get in touch:
- Phone: 1 (868) 609-2288
- WhatsApp: Chat with us
- Email: [email protected]
- Contact form: bluechiptt.com/contact
