Sep, 21 2025
How Gem sharing Works in Google Gemini
Google has opened up the Gemini app so that any custom Gem you build can be passed around just like a Google Doc. A Gem is essentially a tailor‑made AI expert – you might train it to draft marketing copy, plan a road trip, or generate weekly meal plans. Once you have tweaked the prompts and added any supporting files, a simple Share button in the web‑based Gem manager lets you invite others.
The sharing flow mirrors Drive’s familiar interface. Click “Share” beside the Gem, type in the email addresses of colleagues, friends or family, and set each person as a Viewer (they can ask the Gem questions) or an Editor (they can modify prompts, add files, or change permissions). The Gem itself is saved in your Google Drive, so it inherits the same security and version‑control features that already protect your documents.
When you include files from Drive – spreadsheets, PDFs, images, or anything you have permission to share – the system automatically adds those files to the Gem’s shared bundle. This means the recipient sees the exact same data you used to train the assistant, eliminating the need to recreate context from scratch.
Limits, Admin Controls, and What It Means for Teams
Not every Gem can be shared. The feature works only when the custom knowledge comes from a device upload or from Drive files that are already shareable. If you try to add a code repository, email archive, or any non‑Drive file type, the share button turns gray and the Gem stays private. This restriction helps Google keep the sharing mechanism tight and prevents accidental exposure of sensitive data.
For businesses using Google Workspace, the new capability is turned on by default but can be toggled at the domain, organizational unit, or group level. Admins control it through the same Drive sharing settings they use for standard files. If an organization blocks external sharing of Drive items, Gem sharing will follow suit, keeping corporate data confined inside the company’s walls.
The rollout answers one of the most requested features from early Gemini adopters. By letting a team “own” a single AI assistant, companies can cut down on repetitive prompting, maintain consistency across projects, and let newcomers hit the ground running with a pre‑configured tool. Creative agencies can hand over a story‑writing Gem to a new writer, HR departments can distribute a policy‑answering Gem to managers, and families can simply share a vacation‑planning Gem with cousins without rebuilding it each time.