Share Google Gems: The Shortcut You’ve Been Waiting for to Turn Custom AI Helpers into Team Assets

Tuesday, September 23, 2025

Share Google Gems: The Shortcut You’ve Been Waiting for to Turn Custom AI Helpers into Team Assets

Share Google Gems: The Shortcut You’ve Been Waiting for to Turn Custom AI Helpers into Team Assets

Google’s Gemini now lets you share your custom-created Gems, task-specific AI assistants, just as you would a Google Doc. For business users and educators this is a game changer: no more rebuilding prompts from scratch, more room for collaboration, consistency, and scaling what works.

By Rodger Mansfield, Technology Editor

September 23, 2025

Have you ever spent 20 minutes re-explaining a prompt to an AI every time you open a new chat?

Imagine if you could build that prompt once, along with some relevant files, rules, voice style, and just share it so others can use it, tweak it, or build off it.

Here's a Cool Tip: Use Google’s newest upgrade to Gemini, “Share Gems.”

It turns your custom AI helpers into reusable, shareable resources.

We first told you about the value of Gemini Gems last year.

What is Share Gems, and Why It’s a Big Deal

In Gemini, a Gem is your personalized AI assistant you tailor for recurring tasks: writing in a certain voice, reviewing code, helping with lesson plans, meal planning, etc.

Up till now, Gems were strictly private.

You built them once for your own use.

With shareable Gems, Google is letting you publish or share privately those Gems so others can use them or collaborate.

Sharing behaves much like sharing a Google Drive document.

You choose who can view, edit, or make a copy of your Gem. If your Gem uses uploaded files (from your device) or Drive files, the sharing workflow prompts you to share those as well.

This matters because it finally bridges the gap between powerful AI customization (which tends to be siloed) and collaborative workflows.

For teams, educators, or anyone repeatedly doing similar tasks, this cuts down duplication, ensures consistency, and makes it easier to scale best practices.

What You’ll Gain

Save time by reusing Gems instead of rebuilding prompts

Consistency in outputs when multiple people share the same standards or voice

Easier collaboration: share with teammates, students, family without reinventing the wheel

Step-by-Step Instructions

Sharing a Google Gem is now a streamlined process that works just like sharing a Google Drive file.

This has been a highly requested feature and Google has recently rolled it out for both personal and Google Workspace accounts.

Here's how to do it.

Go to the "Explore Gems" page in the side panel of the Gemini web, gemini.google.com/gems/view.
In your list of "My Gems," you'll see a share button next to the edit icon for each Gem you've created.
Click "Share," a pop-up appears, similar to the one you see when sharing a Google Doc. You can either:

Enter the email address of the person you want to share it with.
Generate a shareable link that you can copy and paste.

Note: Just like with Google Drive, you can control whether the recipient can view or edit the Gem. The shared Gem will appear in a new "Shared with me" section in their Gem manager.

Cool Tip: The sharing functionality is integrated with Google Drive. When you share a Gem, a "Gemini Gems" folder will be created in your Google Drive, and the Gem itself will be a file within that folder. This means that the sharing permissions you set are managed by Drive's permissions system.

fig. 1 - Share Your Gemini Gems with Others

Check out the One Cool Tip Gem!

Sharing and Collaboration with Google Workspace

For Google Workspace users, sharing Gems can be a powerful tool for collaboration.

Teams can create and share specialized Gems tailored to specific departmental needs, such as a "Brand Persona" Gem for a marketing team or a "Proposal Builder" Gem for a sales team.

This helps standardize workflows and boost efficiency by allowing colleagues to build on each other's work without starting from scratch.

Your organization's Google Workspace administrator has controls to manage Gem sharing, which are tied to the overall Google Drive sharing settings for the domain.

Pros and Cons

Pros

Efficiency & Reuse: No longer do you or your team need to recreate prompts from scratch. A brand-voice Gem or a lesson-plan Gem can be shared and reused.
Consistency: Ensures that people working on similar tasks follow the same voice, standard, inputs, etc. Useful in companies, educational settings.
Collaboration: You can delegate; you can collaborate on refining Gems. Shared Gems become part of an organizational toolkit.
Familiarity: The sharing model feels like Google Drive, already widely understood. Reduces learning curve.

Cons

File Dependencies: If the Gem uses files that are not shareable (due to permissions or type), that can block sharing or complicate things. Sometimes the “Share” button is even greyed out.
Control & Privacy: Sharing means giving others access. If you’re not careful, sensitive context or internal data could leak. Admins in Workspace environments will need to manage sharing settings.
Platform Limitations: As noted, some of the sharing administration / setup is best on web/desktop. Mobile experiences might lag.
Versioning / Ownership Complexity: If multiple people edit a shared Gem, keeping track of the “official” version, or changes made by others, may become messy.

Feature Access

Available to all Google Workspace editions (Business Starter, Standard, Plus; Enterprise, Education, etc.).
Also available for users outside of Workspace who have access to Gemini: general users can use and share Gems.
No extra subscription needed beyond what’s required for Gemini / AI features in your Google account (unless your organization has disabled access).
In some organizations Share Gems may be restricted.

Score

Criterion | Score | Justification

Value 9
Solves a very common pain: repeatedly re-doing context and prompts, and unlocks collaboration.

Usability 8
The interface is familiar (Drive-like), workflows are mostly intuitive; mobile limitations reduce score slightly.

Wow Factor 7
It’s not earth-shattering, but elegant in how it leverages existing sharing infrastructure; definitely makes you say “Why wasn’t this sooner?”

Total Score: 24 / 30 Recommendation: 👍 Good.
Worth adopting for most users. If you work in teams, departments, or education, you should start using shareable Gems soon. If you're solo and primarily do lightweight tasks, maybe wait until mobile support catches up.

Key Takeaways

You can now share custom Gems in Gemini, letting others use, edit, or copy your AI assistants.

It’s especially strong for teams, educators, or anyone with recurring tasks or standards to maintain.

Admins control whether sharing is allowed, so check those settings first.

Try It Yourself

Try defining a Gem today that you use often; brand style, lesson rubric, or project tracker, and share it with one person.

See how much time or friction it saves. If it works, roll it out to a wider group.

If you appreciated this tip, share it with your team, subscribe to One Cool Tip, and tell us what Gems you build or share (best practices welcome).

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind www.OneCoolTip.com where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into www.OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.