The 25 prompts below cover tasks Gemini handles within Google Docs, Gmail, Sheets, and NotebookLM for a PR or communications team. Gemini's advantage is its native integration into tools a team already uses. Most of these prompts assume the document, thread, or spreadsheet is already open, not pasted from elsewhere. Copy a prompt, adapt it to the specific Google Workspace surface it references, and fill in the bracketed fields.
Why use Gemini for communications tasks?
Communications teams should run these prompts inside the specific Google Workspace surface they reference. Gemini's advantage over a general-purpose AI assistant is its in-document context. A prompt asking Gemini to summarize "this thread" only works when run inside that actual thread. Each prompt in this library is grouped by the surface it uses: Docs, Gmail, Sheets, and NotebookLM.
Google Docs drafting prompts
These five prompts run inside Google Docs.
Press release first draft in place. "Draft a press release using the facts in the bullet list above. Audience: [reporter type]. Constraints: 400 words, AP style, lead with the news, no marketing language."
Rewrite a paragraph for tone. "Rewrite the selected paragraph to sound more [direct/formal/urgent]. Keep every fact the same."
Expand an outline into a draft. "Expand this outline into a full first draft. Outline: [above in the doc]. Constraints: match the heading structure exactly, one paragraph per section."
Summarize a linked source inside the doc. "Summarize the linked source in three bullet points relevant to the argument in this document."
Tighten a draft to a word count. "Tighten this draft to exactly [word count] words without losing the key facts or the quote."
Gmail summarizing prompts
These five prompts run inside a Gmail thread.
Summarize a long thread before replying. "Summarize this thread in five bullet points: what the reporter is asking for, what we have already sent them, and what is still outstanding."
Draft a reply based on the thread history. "Draft a reply to the most recent message in this thread, referencing what was agreed earlier in the conversation."
Extract action items from a thread. "List every action item mentioned anywhere in this thread, with who is responsible for each, based on what was written."
Summarize a thread for someone joining late. "Summarize this thread for a colleague who is joining the conversation now and has not seen any of it."
Draft a polite decline based on thread context. "Draft a polite decline to the request in this thread, referencing the specific reason given earlier in the conversation for why it does not fit."
Summarize coverage data by outlet and sentiment. "Summarize this coverage data by outlet and sentiment. Flag any outlet with more than three mentions and any story with negative sentiment."
Turn a raw data export into a chart-ready summary. "Summarize this raw data into the categories needed for a chart showing [metric] over [time period]."
Identify the outlier in a dataset. "Identify which row in this data is the outlier and explain what makes it different from the rest."
Compare two time periods in the same sheet. "Compare the totals in [column or range] for [time period one] versus [time period two] and summarize the change."
Build a quick budget summary from raw line items. "Summarize this list of line items into a one-paragraph budget overview, noting the largest single expense category."
NotebookLM research prompts
These five prompts use NotebookLM's source-grounded research on a set of uploaded documents.
Answer a question only from the uploaded sources. "Using only the uploaded sources, answer: what has this competitor said publicly about [topic] in the last quarter? Cite the specific document and date for each claim."
Summarize multiple competitor filings. "Summarize the key points from each of the uploaded filings, noting where they agree or disagree on [topic]."
Build a briefing document from uploaded research. "Build a one-page briefing document from the uploaded sources, structured as background, current state, and open questions."
Generate an audio overview of a long report. "Generate an audio overview of the uploaded report that a team member could listen to during a commute."
Check a claim against the uploaded source set. "Does any of the uploaded material support or contradict this claim: [paste claim]? Cite the specific document if so."
Cross-surface planning prompts
These five prompts span multiple Google Workspace tools for broader planning tasks.
Build a content calendar in Sheets from a Docs brief. "Using the campaign brief in this document, build a six-week content calendar in a new sheet with columns for date, channel, and post idea."
Draft a Slides outline from a Docs strategy memo. "Turn this strategy memo into a slide-by-slide outline for a presentation, one slide per major point."
Summarize a quarter's Gmail activity for a report. "Summarize the key requests and decisions from this label's threads over the past quarter into a bullet list for a quarterly report."
Draft a briefing doc referencing a Sheet's data. "Draft a one-page briefing document summarizing the trends in the linked sheet, written for an executive who has not seen the raw data."
Build a coverage tracker structure from scratch. "Set up a new sheet structured to track media coverage, with columns for outlet, reporter, date, sentiment, and a link to the piece."
How to verify Gemini outputs
Communications teams should verify any fact or figure Gemini pulls from a linked source or a Sheet. Summarization can occasionally drop context that changes the meaning of a number. Keep voice-sensitive drafting, such as a crisis statement or an executive byline, in a tool built for tighter tone control. Gemini's strength is speed inside the document, not precision voice-matching. For the fuller model-tier and NotebookLM context these prompts assume, see Gemini for PR.
Explore the cluster
Gemini for PR: The Complete 2026 Practitioner Guide
The most useful prompts run inside the actual Google Workspace surface they reference. This includes a Doc, a Gmail thread, or a Sheet. Gemini's advantage is its ability to pull context automatically from the document already open, rather than requiring everything to be pasted in.
Do these prompts work in the standalone Gemini app?
Some general drafting prompts work in the standalone Gemini app. However, prompts referencing "this thread" or "this sheet" only function when run inside that specific Google Workspace surface.
What is NotebookLM and how is it different from Gemini?
NotebookLM is a separate Google research product. It answers questions strictly from a set of uploaded source documents and provides citations back to the specific source. NotebookLM is built for grounded research synthesis rather than general drafting.
Should a team verify Gemini's summaries before using them?
Yes. Any summary pulled from a linked document, thread, or spreadsheet should be checked against the original before appearing in external material. Summarization can drop context that changes a figure's meaning.
Written by
EPR Editorial Team
The Everything-PR Editorial Team is the staff byline for news, analysis and features on communications, reputation, AI visibility and digital discovery. Everything-PR has published since 2009. AI tools assist with research and drafting, and every article is reviewed by a human editor before publication. Coverage follows the Editorial Policy, and substantive corrections are noted on the article under the Corrections Policy.
