How to Share Gemini Gems With Your Team
What if every person on your team could use your best AI prompts?
This could help everyone complete work in a more consistent way. It could also reduce the time you spend explaining the same task over and over again.
Google Gemini Gems make this possible.
A Gem is a custom version of Gemini that follows instructions you provide. You can create a Gem for a certain task, process, or type of communication. You can then share that Gem with other people on your team.
In this guide, I will show you how to share Gemini Gems. I will also show you a useful Google Drive trick that can make your Gems much easier to organize.
This is especially helpful for business owners who feel overwhelmed by too many apps, prompts, and scattered tools. Instead of letting everything live in different places, you can bring your AI workflow into one simple system.
Why Share Gemini Gems?
Many teams are already using AI. However, each person may use it in a different way.
One person may write a detailed prompt. Another person may enter only a few words. Someone else may forget an important instruction.
As a result, the quality of the answers can change from one team member to the next.
Sharing a Gemini Gem helps solve this problem.
A shared Gem gives your team access to the instructions you have already created. They do not need to rebuild the prompt each time. They can open the Gem, enter the information needed for the task, and receive an answer based on your preferred process.
This can help your team:
- Follow the same workflow
- Use your best AI instructions
- Save time when starting tasks
- Produce more consistent answers
- Avoid forgetting important details
- Keep business communication on track
You are not only sharing a prompt. You are sharing a repeatable system.
What Is a Gemini Gem?
A Gemini Gem is a customized AI assistant inside Google Gemini.
You can give it detailed instructions about how you want it to behave. You may tell it what type of language to use, what questions to ask, what steps to follow, and what information to include.
For example, you could create a Gem that helps your team reply to customer emails.
Your instructions could tell the Gem to:
- Use a calm and helpful tone
- Recognize the customer’s concern
- Avoid blaming the customer
- Explain the next step clearly
- Include all important account details
- End with a useful call to action
Once those instructions are saved, your team does not need to remember every rule. The Gem can guide them through the response.
This is one of the best reasons to use Gemini Gems in a business. They turn your knowledge and preferences into a tool that other people can use.
Create Consistent Customer Replies
In my example, I have a Gem called Client Communication Assistant.
This Gem contains detailed instructions for responding to customers. It is especially useful when a customer is frustrated.
Difficult customer messages can be hard to answer. A team member may feel rushed or become too defensive. Another person may leave out an important detail. Someone else may use a tone that does not match the business.
A Gem can help everyone begin with the same framework.
Instead of letting each team member reply in a completely different way, I can give them one shared assistant. That assistant reminds them how the business wants to communicate.
The team member still reviews the answer and makes the final decision. However, the starting point is much more consistent.
This can create a better experience for both the team and the customer.
How to Open the Gemini Gems Screen
Start by opening Google Gemini.
Look at the menu on the left side of the screen. You may already see Gems listed there.
When Gems do not appear in the side menu, scroll all the way to the bottom. Select the settings gear icon, and then choose Gems.
This opens the main Gems screen.
On this page, you can view the Gems connected to your account. You can also access the Gems you have created.
When you are new to Gemini Gems, it is a good idea to begin with one clear use case. Do not try to create an AI assistant for every part of your business on the first day.
Choose one repeated task that causes confusion or takes too much time. Then create a Gem that makes that task easier.
A customer communication assistant is a strong place to start because it solves a clear and common problem.
How to Share a Gemini Gem
On the Gems screen, look under the My Gems section.
Each Gem has a share button on its right side. Select the share button beside the Gem you want your team to use.
The sharing window works in a similar way to other Google tools, such as Google Drive.
You can begin typing the email address or name of a team member. Select the correct person when they appear.
Continue adding the people who need access.
You can also share a Gem using a Google Group or a Google Chat space. This may be useful when you already manage access through one of those tools.
For example, you might have a Google Group for your customer service team. Sharing with that group may be easier than entering every team member one at a time.
When you have selected the correct people or group, review the access setting before you finish.
Choose the Right Access Setting
In most cases, I recommend leaving the Gem set to Restricted.
Restricted access means only the people you choose can open the Gem. This gives you more control over who can use your instructions.
This can be important when your Gem includes a private business workflow, customer service rules, or internal processes.
You may also see an option that allows anyone with the link to open the Gem.
This can make sharing easier, but it also gives you less control. Someone could forward the link to another person.
Before choosing link access, ask yourself:
- Does this Gem contain private instructions?
- Is it only for my internal team?
- Would I be comfortable with others seeing it?
- Do I need to control access by email?
- Could the sharing link be passed outside the business?
Restricted access is usually the safer choice for team Gems.
After you confirm the correct access level, select Done. The Gem is now shared with the people you selected.
Share With Teams, Groups, and Spaces
You do not have to share every Gem with your entire business.
Different Gems may be useful for different teams.
A client communication Gem could be shared with customer support. A content Gem could be shared with the marketing team. A project update Gem could be shared with managers.
This helps keep each person focused on the AI tools they actually need.
Google Groups can also make access easier to manage. Instead of sharing the Gem with ten separate email addresses, you may be able to share it with one group.
Google Chat spaces provide another sharing option.
The best setup depends on how your team already works. The main goal is to avoid creating another scattered system.
Use the sharing method that fits your current workflow and keeps access easy to understand.
The Bonus Google Drive Trick
After you share a Gem at least once, an extra option becomes available.
Return to the Gems screen and select the three-dot menu or More Options button beside the shared Gem.
You should now see an option called Locate Gem in Drive.
This option may not appear for a Gem that has never been shared.
However, there is a simple trick. Select the share button for the Gem. You do not need to add another person. You can simply open the sharing window and select Done.
After doing this, return to the More Options menu.
The Locate Gem in Drive command should now be available.
Select it, and Google Gemini will open the Gem inside your Google Drive account.
This gives you another way to find, manage, and open your shared Gems.
Organize Gemini Gems in Google Drive
Google Drive can be an easier place to manage a growing collection of Gems.
After opening a shared Gem in Drive, you will see a folder that contains your shared Gemini Gems.
From there, you can use normal Google Drive tools to build a clearer system.
For example, you could create folders such as:
- Customer Service
- Marketing
- Sales
- Operations
- Project Management
- Leadership
- Human Resources
- Content Creation
You could also create subfolders.
Inside a Customer Service folder, you might create subfolders for refunds, account questions, complaints, and follow-up messages.
Inside a Marketing folder, you could have separate areas for social media, email campaigns, videos, and blog content.
The goal is not to create a complicated folder system. The goal is to make each Gem easy to find.
Use folder names that your team already understands. Avoid using clever names that only make sense to you.
A simple system saves more time than a perfect system.
Open a Gem From Google Drive
Google Drive is not only a place to organize your Gems.
You can also use it as a fast way to open them.
Find the Gem you need and double-click it. Google Drive will take you directly to that Gem in Gemini.
You can then begin working with it.
This means your team can use Drive as the main starting point for shared AI tools. They do not always need to open Gemini first and search through the Gems menu.
This may be helpful when your company already uses Google Drive as the main home for documents and resources.
For example, a Customer Service folder could contain:
- Training documents
- Email templates
- Support checklists
- Policy documents
- Shared Gemini Gems
Now the team has one place to find the information and tools connected to its work.
Build One Simple AI System
Many business owners do not have a lack of tools. They have too many tools.
Their prompts live in documents, chat messages, notes, browser tabs, and different AI apps. Team members may not know which version is current.
Sharing Gemini Gems can reduce some of this confusion.
Instead of sending a prompt through email, you can place the full instructions inside a Gem. Instead of asking people to copy and paste it, you can share direct access.
Google Drive can then become the place where those Gems are organized.
A basic system may look like this:
- Choose one repeated business task.
- Create a Gemini Gem for that task.
- Test the Gem with real examples.
- Improve the instructions when needed.
- Share it with the correct team members.
- Keep access set to Restricted.
- Locate the Gem inside Google Drive.
- Move it into the correct folder.
- Show the team where to find it.
- Review the Gem from time to time.
This gives your team a clear workflow from creation to daily use.
Keep Your Gems Clear and Useful
A shared Gem is only helpful when the instructions are clear.
Before sharing a Gem, test it yourself.
Give it several examples, including easy and difficult situations. Review the answers carefully.
Ask these questions:
- Does the answer match our normal tone?
- Does it include the correct information?
- Are any important steps missing?
- Is the wording easy to understand?
- Would a new team member know what to do?
- Does the Gem ask for enough details?
- Does it avoid making unsafe assumptions?
When the output is not right, update the Gem instructions.
Clear instructions often work better than long and confusing instructions. Tell the Gem what role it has, what outcome you want, and what steps it should follow.
You can also tell it what to avoid.
For example, a customer communication Gem could be told not to promise a refund until a team member confirms that the customer qualifies.
Avoid These Common Mistakes
The first mistake is sharing a Gem before testing it.
Your team may begin using an assistant that gives incomplete or confusing answers.
The second mistake is giving everyone access to every Gem.
This can make the Gems list feel crowded. Share each tool only with the people who need it.
The third mistake is using unclear names.
A title such as Helper One does not explain what the Gem does. A name such as Client Communication Assistant is much easier to understand.
The fourth mistake is forgetting about access.
Review whether a Gem should remain Restricted before using a public link.
The fifth mistake is creating too many Gems at once.
Start with a small number of high-value tools. Build a system your team can understand before adding more.
The sixth mistake is treating AI output as a finished answer.
A team member should still review important messages before sending them, especially when they involve customers, policies, money, or private information.
Gemini Gem Ideas for Your Business
Once you understand the sharing process, you can apply it to many repeated tasks.
Here are some Gem ideas:
- Customer reply assistant
- Meeting agenda builder
- Project update writer
- Sales follow-up assistant
- New employee guide
- Social post planner
- Video outline creator
- Frequently asked questions assistant
- Weekly report helper
- Client onboarding assistant
Begin with the work that causes the most delay or inconsistency.
For example, when your team spends too much time writing project updates, create a Gem that asks for the project name, progress, blockers, decisions, and next steps.
When customer replies sound different from one person to another, build a Gem around your communication standards.
The best Gem is not always the most advanced one. It is the one your team can use often and understand quickly.
Frequently Asked Questions
Can I Share a Gemini Gem With My Team?
Yes. Open the Gems screen, find the Gem under My Gems, and select the share button. You can then add team members by name or email address.
Can I Share a Gem With a Google Group?
Yes. The Gemini sharing window allows you to enter Google Groups. This can make it easier to manage access for a full department or team.
Can I Share a Gem in Google Chat?
You can enter a Google Chat space in the sharing window. This provides another way to give a group access to the Gem.
Should I Use Restricted Access?
Restricted access is the best choice in most business situations. It allows only the people you select to open the Gem.
Can Anyone With the Link Open My Gem?
You can change the sharing setting to anyone with the link when that option is available. However, use this setting carefully because the link could be forwarded.
Why Can’t I Find My Gem in Google Drive?
The Locate Gem in Drive option appears after the Gem has been shared at least once. Open the sharing window and select Done. Then check the More Options menu again.
Do I Have to Share the Gem With Someone First?
You can open the sharing window and select Done without adding a new person. This can make the Locate Gem in Drive option appear.
Can I Put Gemini Gems Into Drive Folders?
Yes. Once your shared Gems appear in Google Drive, you can create folders and subfolders to keep them organized.
Can I Open a Gem From Google Drive?
Yes. Double-click the Gem in Google Drive. It will open directly in Google Gemini so you can begin using it.
What Is the Best Gemini Gem to Create First?
Start with a repeated task that takes too much time or produces inconsistent results. Customer communication is a useful first choice for many businesses.
Take Back Control of Your AI Workflow
Gemini Gems can help your team use AI in a more consistent way.
You can build your best instructions into one assistant, share it with the right people, and organize it inside Google Drive.
Start with one Gem. Test it, improve it, and give it a clear name. Share it only with the people who need it. Then place it inside a Drive folder that fits your existing business system.
As your collection grows, continue keeping it simple.
The goal is not to add more tools to your day. The goal is to make the tools you already use easier to find and easier to follow.
You deserve to work without feeling overwhelmed.