ChatGPT, Gemini and Copilot: see how to use artificial intelligence at work

A joint report from Microsoft and LinkedIn on the state of artificial intelligence (AI) at work, which was attended by Microsoft 365 suite users in 31 countries, revealed that 75% of people already use AI at work. Of these, 46% started using it in less than 6 months. The company also says that 78% of AI users are going after their own AI tools to work, rather than waiting for their organizations to provide the solutions.

But with so many AI models and options available, especially after recent announcements from Microsoft, Google, and OpenAI, how do you know which tools to use on the job?

How to choose an AI at work?

There are many creative ways to use AI at work, whether to streamline processes and increase productivity, or to gain inspiration that can help you reach your goals. The problem is often knowing which tool to use.

The most common solution is to use AIs such as ChatGPT (from OpenAI), Gemini (from Google) and Copilot (from Microsoft) to produce texts, reports, posts, translations, emails and images. Depending on your needs, however, you will have to look for specific tools.

The templates are also capable of summarizing PDFs and highlighting the most important points of a text, simply by asking them, in the most detailed way possible. When integrated with other services, such as Google Meet or Teams, they are also capable of generating meeting minutes and meeting notes.

It is important to highlight that AIs are prone to failure and can “hallucinate”, which is when they invent data or facts. Therefore, never forget to review all the information present in an AI-generated text. Furthermore, they tend to use unusual expressions and construct very advertising phrases. Depending on the context, it may be good to rewrite some passages. You can also always ask the AI ​​to give your text certain tones or avoid certain approaches.

Tips for using AI at work

• Be specific in your prompts. The more specific you are, the better the AI ​​will be able to understand what you want.
• Adjust your prompts if the first result doesn’t meet your expectations or if you think you can get a better answer.
• Use keywords and phrases relevant to your topic.
• Provide examples and context for the AI ​​to better understand what you are looking for.

Using ChatGPT

When using the latest version of GPT-4, which can be accessed for free on your computer (the mobile version requires a monthly subscription), you will be able to add files from Google Drive or OneDrive directly to the chatbot, without the need for download. Furthermore, AI is capable of interacting dynamically and in real time with tables, graphs, texts and presentations. The ChatGPT Plus subscription, which allows full use of GPT-4 and other advanced features, costs R$95.99 per month.

This update gives ChatGPT the ability to understand data sets and complete tasks in natural language. The tool will also be able to write and execute Python code for you, dealing with large data sets and creating graphs autonomously.

To use the feature when it becomes available, on the chatbot screen, simply click on the attach button (a metallic clip icon, located on the left of the prompt bar), select “Connect to Google Drive” or “Connect to Google Docs” and, after giving ChatGPT access to the desired service, select the file you want to work with.

Using Gemini

Gemini has direct integration with Google Workspace, gaining additional features within each tool, such as Gmail, Google Docs, Slides, Sheets and Meet. For them to appear, you need to have access to the service via a Google One AI Premium subscription, worth R$96.99 per month.

Among the possibilities are a writing assistant for emails and documents, simply clicking on the “Help me write” button, available to service subscribers on Gmail and Google Docs. Gemini can generate project plans, proposals, summaries, job descriptions, and other types of documents.

In Google Sheets, the “Help me organize” button can create custom table templates from your descriptions. Gemini classifies and labels data into cells, understanding its context. AI is capable of creating variable tables, including timelines.

The “Create an image” button in Google Slides can provide you with illustrations or even realistic photographs for your presentations, as well as other visual resources.

In Meet, you can customize the background in video calls, improve image and sound quality, simulate lighting and activate subtitles and automatic translations, allowing dialogue between speakers of different languages, even if they don’t speak your languages. It is still possible to ask the AI ​​to take notes during video calls and summaries of the main topics covered in meetings.

Google is also introducing Vids, a video editing and creation app integrated into Workspace. Using Gemini, Vids generates storyboards and presentations from text descriptions and suggests images, clips, and music. The service offers pre-defined narrations, with different tones and voice emotions, and allows the creation of scripts with AI.

Using Copilot

Copilot, Microsoft’s artificial intelligence, works integrated with Windows 11, the Edge browser and the Microsoft 365 productivity suite. However, the last option is not free: you have to pay R$2,142 per user per year, which gives R$ $178.50 per month. Additionally, you need a separate Microsoft Teams license if you want to integrate it with the corporate communication tool.

Copilot for Microsoft 365 includes AI integration into Word, PowerPoint, Excel, Outlook, Teams, Loop, Edge for Business and other Microsoft 365 applications. When accessing the tool, it already suggests a series of prompts, including meeting summaries carried out in Teams or from the latest Outlook emails. This way, you can stay on top of communications without having to go through them all individually.

Integrated with Teams, the system allows you to stay on top of all the team’s needs and speed up responses to co-workers, quickly moving between drafts generated by AI and finalizing materials in the corresponding applications, such as Word or Excel. It is also possible to ask Copilot for notes during meetings and the consolidation of minutes at the end of meetings, with the system working in parallel and autonomously in the sidebar while the meeting takes place. To optimize conversation time during a call, the tool also suggests the ideal time to change the subject and the creation, division and tracking of tasks via Microsoft Planner.

For companies and developers, Microsoft will make it possible, using AI, to create virtual employees that perform tasks automatically. This way, the feature can monitor email inboxes and automate tasks that are usually done manually.

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