AI and Productivity

1. Put the real facts in your prompt. List the product name, size, material, price and what it is for, so the assistant works from your details.
2. Say the format. For example, "Write a caption of two sentences for Instagram, friendly tone." Google lists task, context and format as parts of an effective prompt.
3. Ask for the draft and read it slowly. Google says Gemini Apps may sometimes produce inaccurate information and can present it as factual.
4. Compare every claim with your own facts. Check size, material, price, stock and any promise such as "ready in two days."
5. Remove what you cannot confirm. Delete any claim that is not in your own product details.
6. Ask for changes in the same chat. For example, "Shorten this and remove the sentence about the warranty."
7. Do not use the assistant for medical, legal or financial claims. Google advises against relying on Gemini for that kind of advice. Post only after you have checked the final text yourself.

• Google, Learn about responses from Gemini Apps - Gemini Apps Help
• Google Workspace, Writing effective AI prompts for business, Gemini for Workspace
• Microsoft Support, Get started writing prompts in Microsoft Copilot

Checking an AI Answer before You Use It

1. Describe the situation without personal details. Write "A customer asks when their order will arrive" instead of pasting the customer's message with their name and number.
2. Do not type confidential information. The Gemini Apps Privacy Hub says: do not enter confidential information that you would not want a reviewer to see.
3. Know that people may read some chats. Google says human reviewers, including trained reviewers from its service providers, review some chats to improve its services. Reviewed chats are kept for up to three years.
4. Check the activity setting. In Gemini Apps, turning off Keep Activity stops future chats from being reviewed for service improvement. Google still uses chats to respond to you and to protect users.
5. Remember that deleting does not undo review. Deleting your activity does not remove chats that reviewers have already processed.
6. Be careful with uploaded files. Microsoft says files shared with Copilot are stored for a short time, no longer than 18 months, and are not used to train its models. Do not upload files that hold customer details unless you need to.
7. Add the personal details yourself. Copy the draft out of the chat, then type the customer's name and order number into your own message.

• Google, Gemini Apps Privacy Hub - Gemini Apps Help
• Microsoft Support, File upload in Microsoft Copilot

AI and Your Data in Indonesia

1. Open the assistant. For Gemini, go to gemini.google.com. For Copilot, open the Copilot app.
2. Attach the file. In Gemini, click Add files, then Upload Files. In Copilot, select the plus (+) icon and choose the option to add images or files.
3. Check the limits. Gemini accepts up to 10 files per prompt, and up to 100 MB for most file types. Copilot accepts up to 20 files in one conversation and up to 50 MB per file. Copilot lists PDF, DOCX, XLSX and PPTX as supported documents.
4. Type what you want. For example, "Summarise this report in five points for a shop owner." Then submit the prompt.
5. Ask follow-up questions in the same chat, such as "What does it say about payment terms?"
6. Use smaller files if the answer looks thin. Google says that a file which is too large may produce a response that misses connections or details, and suggests uploading smaller files with less content.
7. Check the summary against the document before you rely on it, especially for figures and dates.

• Google, Upload & analyze files in Gemini Apps - Computer - Gemini Apps Help
• Microsoft Support, File upload in Microsoft Copilot
• Google, Learn about responses from Gemini Apps - Gemini Apps Help

AI Tools

1. State the task first. Say plainly what you want the assistant to do, for example "Write a short message that tells customers our shop is closed on Sunday." Microsoft says a clear goal is the only part a prompt must have.
2. Add context. Tell the assistant why you need the text and who will read it, for example "The readers are regular customers of a small bakery."
3. Say the format you want. Name the length, the tone or the layout, for example "Three sentences, friendly tone."
4. Point to the material to use. In Microsoft Copilot you can attach a file or name the source the answer should draw on.
5. Say what to do. Describe the action you want, and give the assistant specific details. Google adds that you do not need all four parts (persona, task, context and format) in every prompt.
6. Treat the first answer as a start. Send follow-up prompts to change the tone, shorten the text or add detail.
7. Read the result before you use it. Google and Microsoft both advise checking the output, because the same prompt can give different answers.

• Google Workspace, Writing effective AI prompts for business, Gemini for Workspace
• Microsoft Support, Get started writing prompts in Microsoft Copilot

AI Tools